Universities Referral Program — Terms and Conditions
These Universities Referral Program Terms and Conditions (“Terms”) are a legally binding agreement between the referring university (“University Referrer”) and wearefreemovers GmbH (“we”, “us”). By participating in the Universities Referral Program (“Program”), you agree to be bound by these Terms.
Table of contents
- Definitions
- Programme Overview
- Eligibility to be a University Referrer
- Eligibility of a Referred Student
- Reward amounts and Scope
- Prohibited conduct
- Payment of Students Rewards
- Taxes
- Institutional compliance & Ethics
- Data protection
- Program modification and termination
- Limitation of liability
- Governing law and jurisdiction
- Contact
1. Definitions
University Referrer — the university, faculty, school, department or individual officer acting on behalf of the institution who holds an institutional account on the Platform and shares a University Referral Identifier with its students.
Referred Student — an individual who meets all requirements in §4 and completes an Eligible Booking.
University Referral Identifier — the unique referral code we provide to the University Referrer (each officer may have a personal code visible in their menu).
University Partnership Program — the wearefreemovers institutional program for officially onboarded partner universities. A university is deemed part of the University Partnership Program when (i) it has executed our partnership agreement or received written acceptance from us, (ii) its partner profile/listing is active on the Platform, and (iii) the partnership is in good standing (including compliance with our policies and payment of any applicable fees). Loss, suspension, or expiry of this status may automatically disable any University Referral Identifier(s).
Referral‑Enabled Destination — a destination that is flagged as eligible for the Program on the Platform by a clear banner at the top of the destination page.
Student Reward — the monetary reward paid directly to the Referred Student under §5 and §7; no monetary reward is paid to the University Referrer.
Eligible Booking — a confirmed mobility semester or short‑term academic experience booked through wearefreemovers in respect of which we have actually received, in cleared funds, our full commission from the host institution, and the student’s mobility has officially started.
Confirmation Deposit — the initial payment the student makes to secure their booking.
Platform — the website www.wearefreemovers.com.
Business Day — any day other than Saturday/Sunday and Swiss public holidays.
2. Programme Overview
By sharing a University Referral Identifier, a University Referrer enables its outgoing students to receive a Student Reward when they make an Eligible Booking at a Referral‑Enabled Destination. This Program is student‑first: 100% of the monetary benefit goes to the Referred Student. The University Referrer receives no monetary consideration, commission, rebate or credit from us under this Program. The Program is designed to be operationally effortless for universities; we handle application tracking, validation and reward processing.
3. Eligibility to be a University Referrer
You qualify as a University Referrer once you: (i) hold an active institutional account on the Platform; (ii) have retrieved your University Referral Identifier from your menu, and (iii) your university is officially part of our University Partnership Program. You must ensure any staff member who shares a code complies with these Terms and your institution’s internal policies (including ethics and conflicts‑of‑interest rules). Your status may be suspended or revoked if you breach these Terms or engage in any conduct listed in §6.
4. Eligibility of a Referred Student
A student qualifies as a Referred Student only if they: (i) enter a valid University Referral Identifier while completing their personal profile; if they forget, they may contact us within ten (10) calendar days after paying their Confirmation Deposit to have the identifier added—late requests are not accepted; (ii) are, at the time of sign-up and through departure for the mobility period, officially enrolled at the university that employs or formally engages the University Referrer as a full-time student (as defined by that university’s rules); (iii) apply to and are admitted to a destination explicitly labelled “Referral-Enabled” on the Platform; and (iv) complete their semester in accordance with the host institution’s rules so that all conditions for an Eligible Booking are satisfied, including our receipt of commission in cleared funds (and Host Arrival Confirmation, where applicable).
5. Reward amounts and Scope
The Student Reward is a fixed amount per Referred Student, shown on each Referral‑Enabled Destination page and currently set at either €50 or €100 depending on the destination. The exact amount applicable to a Referred Student is locked once the eligibility conditions in §4 are met. No reward is payable to the University Referrer, and the University Referrer is not required to allocate any budget or perform any administrative processing for the Student Reward.
6. Prohibited conduct
The following conduct is prohibited and may result in suspension, non‑payment or clawback: (a) sharing codes through spam, paid advertisements, coupon sites or misleading claims; (b) self‑referrals or using codes for students who already applied or were otherwise recruited through other Participants in a manner that creates confusion or dispute; (c) falsifying documents or eligibility; (d) violating your institution’s policies or our Terms of Use; (e) any attempt to manipulate or game the Program.
7. Payment of Student Rewards
Student Rewards become payable only after (i) the student’s mobility has officially started; and (ii) we have received, in cleared funds, the commission for the Eligible Booking from the host institution. We will pay the Student Reward to the Referred Student within thirty (30) calendar days of that receipt (or within a reasonably longer period if the commission is delayed for reasons outside our control), using the payment method recorded in the student’s menu (or another mutually agreed method). If we do not receive the commission in whole or in part or if the booking is cancelled, the related Student Reward will be reduced proportionally or cancelled. We may withhold or claw back any amount paid in error or obtained through misuse.
8. Taxes
Student Rewards constitute marketing rebates to the student. We issue no tax certificates. Students are responsible for any reporting or tax obligations that may arise under their local laws.
9. Institutional compliance & Ethics
Participation in the Program does not create an agency, partnership, employment or sponsorship relationship between us and the University Referrer. No exclusivity is granted or implied. The University Referrer must ensure compliance with its internal ethics rules and confirm that sharing the University Referral Identifier does not create conflicts of interest or violate procurement, scholarship or fundraising policies.
10. Data protection
We process personal data in accordance with our Privacy Policy. Universities should not transmit special‑category data to us unless strictly necessary and lawful. Where a University shares third‑party data with us, it represents and warrants that it is authorised to do so.
11. Program modification and termination
The Program is discretionary. We may amend, suspend or terminate the Program at any time by posting an updated version of these Terms on our website. Material changes will take effect fourteen (14) days after posting, unless a shorter period is required to comply with law or prevent abuse. Student Rewards that became payable prior to the effective date of the change will still be honoured in accordance with §7.
12. Limitation of liability
To the maximum extent permitted by law, our aggregate liability under this Program shall not exceed the total Student Rewards payable in connection with your University Referral Identifier(s). We shall not be liable for indirect, incidental, special or consequential losses.
13. Governing law and jurisdiction
These Terms are governed by substantive Swiss law, to the exclusion of its conflict‑of‑law rules. Any dispute shall be submitted to the exclusive jurisdiction of the ordinary courts at the registered seat of wearefreemovers GmbH (presently Baar, Canton Zug, Switzerland), unless mandatory consumer‑jurisdiction provisions grant the student the right to sue or be sued elsewhere.
14. Contact
Questions regarding the Program may be directed to [email protected].
