Article 1 – Definitions
The following definitions are used in these general terms and conditions:
- The Academy: The Academy for International Relations.
- Participant: a central government staff member who participates in a learning or development activity.
- Registered person: a person registered for a learning activity offered by the Academy.
- Client: a person who has registered for a learning activity offered by the Academy.
- Learning activity: an activity organised by the Academy or a third party for the purposes of developing and improving knowledge and/or skills.
- Curriculum (Catalog): the full range of learning activities offered on the website.
- Learning activity agreement: the agreement on participation in a learning activity offered by the Academy.
- Cycle: one cycle of a learning activity, from the perspective of participants; a learning activity may take place more than once.
- Website: the Academy’s website - www.academyinternationalrelations.nl.
Article 2 – Applicability
- By registering for a learning activity via the website, the registered person accepts the applicability of the general terms and conditions. The Academy emphatically rejects the applicability of any general terms and conditions, by whatever name, of the registered person.
- Deviations from the general terms and conditions are only valid if expressly agreed in writing between the Academy and the registered person. For the purposes of the general terms and conditions, ‘in writing’ is understood to include all forms of digital communication (e.g. email, or communication via the website).
- In cases not covered by the general terms and conditions, the Academy will lay down reasonable provisions.
- In the case of full or partial invalidity or ineffectiveness of one or more provisions of the general terms and conditions, the validity or effectiveness of the other provisions remains unaffected. If a provision should prove to be invalid or ineffective, the Academy and the client will replace the invalid or ineffective part with one that is valid and binding, and whose legal consequences in view of the content and tenor of the provision in question correspond as closely as possible to the invalid or ineffective part of this provision.
- The registered person must expressly be informed of these general terms and conditions via the website before registering; these terms and conditions constitute part of the Academy’s general information.
Article 3 - Curriculum
The Academy publishes learning activities on the website. The curriculum section describes the learning activities and/or the associated learning materials (digital or otherwise). At a minimum, it must clearly specify the following details:
- The nature of the learning activity.
- The learning objectives.
- The programme for the learning activity, including some or all of the following: entrance requirements, duration, required preparation, estimated study load and a content breakdown.
- The cost of the learning activity, including any additional costs.
- Specific information on training days, start dates, start and end times and locations.
Article 4 – Learning activity
- By registering for a learning activity, the registered person enters into a learning activity agreement for a specific cycle of the learning activity in question. Registration takes place i) via the website, ii) when the Academy accepts the registration (once the line manager has approved the application).
- PLEASE NOTE: interns, agency staff or externally contracted staff working for central government (including the Ministry of Foreign Affairs) are excluded from participating in the learning activities, with the exception of lectures, networking meetings and online webinars, which are available to everyone.
- The learning activity agreement comes into effect when the Academy accepts the written registration and sends a written confirmation of registration to the client. This confirmation also serves as proof of registration for the learning activity in question. The Academy can refuse to enter into a learning activity agreement for various reasons, e.g. if the intended participant does not meet the selection criteria or entrance requirements or is not part of the target group, or for reasons relating to the composition of the group, etc.
- If the learning activity is classroom based, the starting date is the date of the first session. In the case of distance learning, the learning activity’s starting date is the moment at which the client is given access to online learning materials.
- The client is not entitled to transfer the rights and obligations in respect of the learning activity agreement to a third party without the Academy’s written consent. The Academy may attach further conditions to this consent.
Article 5 – Cancellation
- If the number of people who register for a paid learning activity fails to meet the minimum specified on the website, the Academy may choose to cancel the activity in question. In general, this will be done no less than seven days before it is due to start. Participants will be informed of the cancellation by email.
- If the number of people who register for a free learning activity fails to meet the minimum specified on the website, the Academy may choose to cancel the activity in question. In general, this will be done no less than 24 hours before it is due to start. Participants will be informed of the cancellation by email.
- If the registered person wishes to cancel their registration or switch to a different starting date for the same learning activity, they can do this via the website. The date and time at which the cancellation is received is the date and time registered by the website. The cancellation fee will be calculated according to the planned starting date of the learning activity.
- If the participant cancels their registration, the Academy is entitled to pass the following costs on to them/the client:
- There is no charge if registration is cancelled more than four weeks before the activity is due to start.
- Cancellations between two and four weeks before the activity is due to start will attract a charge of 50% of the activity costs.
- Cancellations less than two weeks before the activity is due to start will attract a charge of 100% of the costs.
- Participants who stop or suspend a learning activity, or otherwise fail to participate, will not receive a refund. In special cases, and at the Academy’s discretion, you may be permitted to participate in the same activity at a later date.
- Registrations for a learning activity without a fixed starting date (e.g. an online module) can be cancelled free of charge as long as the registered person has not yet started the activity.
- No costs will be incurred if the registered person cancels their registration for a learning activity within five days of the Academy changing the date and/or time of the activity.
- The registered person can switch to the same learning activity starting on a different date up to seven days before the activity was due to start (provided there are still places available).
- If the registered person/the client cancels their registration they must return any learning materials received to the Academy as soon as possible. The registered person/the client bears the costs and responsibility for returning the learning materials.
- A partial or full refund of the costs of the learning activity will only be given at the Academy’s discretion. In addition, this is only possible if the learning activity agreement is suspended or stopped as the result of a serious illness or accident, of which the Academy may first require medical proof.
Article 6 - Modifications and amendments
The Academy reserves the right to increase the size of the group specified in the learning activity agreement.
Article 7 – Completion of a learning activity
- The Academy will make Proof of Participation available via the website for each learning activity, as long as the client attended at least 80% of the sessions. In the case of online individual courses, given the variation in ways of working, the course leader will decide under what circumstances Proof of Participation can be issued.
- A satisfactory score will also need to be attained on any final test associated with the learning activity.
- Proof of Participation will use the personal details of the registered person/the client as provided via the website.
- The client is responsible for downloading Proof of Participation from the website. The Academy cannot send it by other means.
- Proof of Participation can be downloaded from the website up to six months after the final session. After this, the relevant data will no longer be available.
Article 8 – Data storage
- In the case of classroom-based learning activities, client data recorded in the agreement is stored anonymously for six months after the last session takes place. In the case of online courses, the six-month deadline applies as of the moment the client registered for the course. Anonymising data involves removing names, email information and login details. Any address details are also removed. Anonymised data is used for management reports.
- Data associated with clients who have participated in online learning activities is removed after six months.
Article 9 - Costs
- All amounts stipulated by the Academy exclude VAT.
- All amounts stipulated by the Academy exclude travel and accommodation costs, unless otherwise specified.
- All amounts stipulated by the Academy may be subject to change.
- Central government staff are not subject to the tax on learning activities referred to in article 9, paragraph 3.
Article 10 – Payment
- Employers will receive an invoice for the learning activities by email.
- The client must provide the Academy with their employer’s details as quickly as possible, including the name of the organisation and department, address, email address for invoicing purposes, commitment number, internal order number etc.
- All costs for clients employed by the Ministry of Foreign Affairs (BZ staff) are settled with the central training budget.
Article 11 – The Academy’s liability
- In the event that the Academy is liable for damage to the client, regardless of the grounds for liability, liability is in all cases limited to direct damage (liability for indirect damage - e.g. consequential damage, damage caused by delay, lost turnover or profit - is therefore excluded).
- The Academy is not responsible for damage to property of a client (or clients) participating in a learning activity.
- The Academy is in no way responsible for damage of whatever nature, resulting from any incorrect or incomplete information/recommendations/advice issued in connection with the learning activity. This includes: information/recommendations/advice issued by the trainer or via learning materials, the brochure or any other publication resulting from or associated with the learning activity.
- The Academy is not responsible if the client fails to observe safety instructions.
Article 12 – Learning materials
- Learning materials are available as soon as registration has taken place. If the client/registered person cancels their registration, any printed learning materials must be returned.
- All intellectual property rights, including copyright, relating to learning materials issued or created by the Academy (with the exception of books available to buy) lie with the Academy. Nothing from these publications may be copied and/or published without the Academy’s written permission.
Article 13 – Absence of trainer/exam assessor
- If the trainer is ill or otherwise unavailable, the Academy will wherever possible arrange an equivalent replacement. If this is not possible, the Academy will inform the client as soon as possible and propose alternative dates for the learning activity.
- This is not obligatory if the Academy is acting only as an intermediary.
- In the event that a trainer is ill or otherwise absent, the registered person will not be entitled to compensation. The Academy will not charge extra for replacement training days resulting from the illness and/or absence of a trainer.
- Clients will be charged the usual cancellation fees if they cancel a learning activity as a result of the unavailability of a trainer.
Article 14 – Confidentiality
The Academy, Academy staff and/or anyone working for the Academy will handle information provided by the client confidentially, in accordance with applicable privacy legislation.
Article 15 – Partners
The Academy is entitled to arrange for a learning activity, or part of a learning activity, to be carried out by its authorised business partner. If the entire learning activity is carried out by a third party, the learning activity agreement and these general terms and conditions will apply to the Academy’s authorised business partner.
Article 16 – Integrity
Article 17 – Accessibility of the website
Please see our accessibility statement (Dutch only) for details on the accessibility of our website.
Article 18 – Amendment of the general terms and conditions
The Academy reserves the right to amend the general terms and conditions. Amendments will be announced by means of a general notice on the website or personal notices sent to individual parties.