Terms and privacy

This translation is for information only. The German version is legally binding.

Provider: Sprachschule DeutschCafé – owner Gerelchuluun Chuluunbat, Grünwälderstraße 20, 79098 Freiburg, Germany, info@deutschcafe.com, +49 (0)761 42998203. Exempt from VAT as an educational institution.

Part 1: General provisions

1. Scope

These general terms and conditions apply to all language courses, language coaching and other educational services offered by DeutschCafé and to the use of the learning area and the DeutschCafé app. They apply in particular to intensive courses, private coaching, evening courses and company courses, unless individual arrangements have been made for a particular service. For courses and coaching for private individuals, DeutschCafé’s contracting party is the participant. For minors, the contract is concluded with their legal guardians, who are the contracting party and owe the course fee; the minor attends the lessons. For company courses, the commissioning company or organisation is the contracting party. Individual agreements take precedence over these terms. These terms are made available to the contracting party in a reasonable manner before the contract is concluded; for distance contracts, the required information and documents are provided on a durable medium.

1a. Definitions

A teaching unit (TU) lasts 45 minutes. Unless expressly agreed otherwise, private coaching takes place in blocks of 2 TU (90 minutes). Evening courses take place in sessions of 2 TU each. Intensive courses take place Monday to Friday with 4 TU per teaching day.

2. Enquiry, registration and conclusion of contract

(1) Enquiries via the contact form, the website chat, the placement test request, the request for a trial lesson in private coaching or the language café waiting list are not binding. They are neither an offer to conclude a contract nor an acceptance.

(2) By submitting a registration form on the website or registering in text form, the participant makes a binding offer to conclude a contract for the chosen course. Before submission, DeutschCafé provides these terms and the information on the right of withdrawal in a form that can be saved.

(3) After submission, the participant automatically receives an email confirming receipt of the registration. This confirmation of receipt is not yet an acceptance.

(4) DeutschCafé checks the registration, in particular the language level (section 16) and available places. The contract is concluded when DeutschCafé confirms the registration in text form within 7 days of receipt (registration confirmation). After this period the participant is no longer bound by the registration.

(5) For private coaching, the process starts with a request for a free trial lesson (section 26). DeutschCafé then offers the TU package in text form; the contract is concluded when the participant accepts this offer. For company courses, the contract is concluded when the individual offer is accepted (section 50).

(6) Participants and companies must provide complete and truthful information and notify any changes to relevant contact details without delay.

2a. Website chat

The chat on the website answers questions automatically using artificial intelligence. Its answers are not binding and may be incomplete or incorrect. No contract is concluded via the chat. The course description, the registration confirmation and these terms are binding. Questions can be forwarded to the team via the chat; the team will then reply personally.

2b. Language café waiting list

Signing up for the language café waiting list is free of charge and not binding. It does not give any right to a place and does not create any obligation to pay. DeutschCafé will inform those on the list as soon as the language café starts and will then state the conditions. Entries can be deleted at any time without formalities.

3. Prices and payment terms

The agreed prices are set out in the individual offer, the course description or the registration confirmation. As an educational institution certified by the Regional Council of Freiburg (Regierungspräsidium Freiburg), DeutschCafé is exempt from VAT. Unless expressly agreed otherwise, the invoice amount is payable on the agreed due date. A fee agreed when the contract is concluded will not be changed afterwards. Statutory rights of set-off and retention remain unaffected.

4. Data protection

DeutschCafé processes personal data to the extent necessary for registration, conclusion of the contract, organisation and delivery of the booked services, communication with participants, payment processing and issuing certificates of attendance and other documents. Processing complies with applicable data protection law, in particular the General Data Protection Regulation (GDPR). Details are set out in the privacy policy on this page.

5. Photos, audio and video recordings

Photos, audio and video recordings in connection with courses, events or other DeutschCafé services are made in compliance with the applicable legal provisions. Where consent is required to make or publish recordings, it will be obtained separately. Consent to the publication of photos, audio or video recordings is voluntary and not a condition for taking part in a course or event. Consent may be withdrawn at any time with effect for the future, without giving reasons, in text form. The lawfulness of processing carried out before withdrawal remains unaffected. Participants who make or publish photos, audio or video recordings of other people themselves must observe the legal provisions and the personal rights of the people concerned.

6. Teaching materials and copyright

Teaching and learning materials provided by DeutschCafé or its teachers may be used by participants only for their personal use within the booked course or coaching. Passing them on to third parties, publishing them, making them publicly available, reproducing them for commercial purposes or any other commercial use of materials to which DeutschCafé or its teachers hold rights requires prior consent. Statutory exceptions under copyright law remain unaffected. Participants’ own notes, personal records and individual learning results are not affected.

7. Liability

(1) DeutschCafé is liable without limitation for damage arising from injury to life, body or health, for intent and gross negligence, for fraudulently concealed defects, to the extent of any guarantee given and under the Product Liability Act.

(2) In the event of a slightly negligent breach of an essential contractual obligation, liability is limited to the foreseeable damage typical for this type of contract at the time the contract was concluded. Essential contractual obligations are obligations whose fulfilment makes the proper performance of the contract possible in the first place and on whose compliance the contracting party may regularly rely. These include, in particular, delivering the booked lessons in the agreed scope and the duty to keep the teaching rooms safe.

(3) Otherwise, liability for slightly negligent breaches of duty is excluded.

(4) Paragraphs 1 to 3 also apply in favour of DeutschCafé’s legal representatives, employees, teachers and other agents.

(5) DeutschCafé does not accept safekeeping of personal belongings brought into the teaching rooms; paragraphs 1 to 3 apply.

8. Conduct and house rules

Participants must behave respectfully and appropriately towards teachers, staff and other participants during lessons and DeutschCafé events and observe the applicable house, safety and conduct rules. Discriminatory, insulting, threatening or violent behaviour and intentional or negligent damage to DeutschCafé’s premises, furnishings or technical equipment are not permitted. Instructions from teachers and staff must be followed insofar as they serve the proper conduct of lessons, the protection of those involved or safety. In the event of serious or repeated misconduct, DeutschCafé may exclude a participant from further participation within the limits of the law. DeutschCafé’s further rights remain unaffected.

9. Force majeure and exceptional events

(1) If an agreed service cannot be provided, temporarily or permanently, or only to a considerably limited extent, due to an unforeseeable event beyond DeutschCafé’s reasonable control, DeutschCafé will inform the contracting parties or participants concerned as soon as possible.

(2) DeutschCafé will examine whether a suitable alternative is possible, in particular rescheduling or extending the course period.

(3) A change to a different form of teaching, in particular online lessons, only takes place with the participant’s consent. If the participant does not consent, they may terminate the contract in text form with regard to the teaching units affected.

(4) If the agreed service cannot be provided in whole or in part and no alternative solution is agreed, the right to payment lapses accordingly. Amounts already paid for teaching units not provided will be refunded within 14 days. The calculation is made on a pro rata basis using the agreed total number of teaching units.

(5) If the impairment lasts longer than six weeks, either party may terminate the contract in text form. Paragraph 4 applies accordingly.

10. Right of withdrawal

Consumers have a statutory right of withdrawal for contracts concluded at a distance or off business premises, provided the legal requirements are met. For services, the withdrawal period is generally 14 days from conclusion of the contract. Details of the right of withdrawal are set out in the information on the right of withdrawal (Annex 1); the model withdrawal form is attached as Annex 2. A contract concluded online can also be withdrawn using the “Withdraw from contract” button on the website. If the consumer wishes DeutschCafé to start teaching before the withdrawal period has expired, they must expressly request this in text form. If they subsequently withdraw, they owe compensation for the teaching units provided up to the withdrawal, calculated pro rata on the basis of the agreed total price. Statutory rights of withdrawal and consumer rights remain unaffected.

11. Termination by the participant

(1) The right of both parties to terminate for good cause remains unaffected.

(2) Good cause exists in particular if the participant cannot reasonably be expected to continue the contract until the agreed end, taking into account the circumstances of the individual case and the interests of both parties. Good cause may include in particular: an illness proven by suitable evidence that makes further participation impossible or unreasonable for the foreseeable future; a move for work, training or study that makes further participation unreasonable; and a significant and lasting change in personal circumstances that makes the agreed service unreasonable for the participant. This list is not exhaustive.

(3) The participant must notify DeutschCafé of the good cause in text form and, where reasonable and necessary, provide suitable evidence. DeutschCafé will examine, on the basis of the circumstances notified, whether the requirements for termination for good cause are met, taking into account the circumstances of the individual case and the interests of the participant and DeutschCafé.

(4) If DeutschCafé does not accept the reason given as good cause, it will inform the participant in text form, stating the main reasons. The parties may then agree on a voluntary termination of the contract or another solution. The participant’s statutory rights to terminate for good cause remain unaffected.

(5) In the event of an effective termination for good cause, the participant owes payment only for the teaching units provided until the termination takes effect. The share attributable to teaching units not yet provided will be refunded within 30 days, unless a shorter statutory period applies. The calculation is made on a pro rata basis using the agreed total number of teaching units.

12. Changes to course times and start dates

(1) DeutschCafé may change course times or the start date if this is necessary for one of the following reasons: illness or other absence of the planned teacher, loss or unavailability of the teaching rooms, an official order or a significant change in group size.

(2) The change will be notified in text form without delay and no later than 7 days before it takes effect.

(3) If the course start is postponed by more than 14 days, or the start time of a regular lesson moves by more than 90 minutes compared with the registration confirmation, the participant may terminate the contract free of charge in text form within 14 days of receiving the notice. Amounts already paid for services not yet provided will be refunded within 14 days.

13. Termination and exclusion by DeutschCafé

(1) DeutschCafé may exclude a participant from the course for good cause or terminate the contract extraordinarily, in particular in the event of significant or repeated disruption of lessons, serious breaches of the house rules or other significant breaches of duty.

(2) Before terminating for a breach of duty, DeutschCafé will issue a warning in text form. No warning is required if the breach is so serious that DeutschCafé cannot reasonably be expected to continue the contract, in particular in cases of violence, threats or discrimination.

14. Learning outcomes and refunds

(1) DeutschCafé owes carefully prepared lessons in the agreed scope. Reaching a particular language level or passing an exam cannot be promised, as this also depends on attendance, participation and prior knowledge.

(2) Where these terms provide for a refund, only the amount attributable to the service not yet provided is refunded, unless the relevant provision states otherwise. Services already provided are charged according to the agreed fee. Refunds are made in particular if DeutschCafé is responsible for the service not being provided in whole or in part, in the event of an effective termination for good cause, if DeutschCafé cancels a course, and in the cases expressly mentioned in the course-specific provisions. Unless the law provides otherwise, repayment is made within 30 days of the conditions for the refund being met or of receipt of the required evidence. Shorter statutory repayment periods remain unaffected. Cancellation fees before the course starts and the special rule for visa refusals are not affected by this general principle.

15. Change of teaching location

(1) The teaching location may be changed if the planned rooms are not available or the group size requires it.

(2) The alternative location must be in the same city, comparably accessible by public transport and suitably equipped for the agreed lessons.

(3) If the alternative location does not meet these requirements, the participant may terminate the contract free of charge in text form within 14 days of notification. Amounts already paid for services not yet provided will be refunded within 14 days.

Part 2: Intensive courses

16. Registration and admission

Registration for an intensive course is binding for the advertised course period. The course place is confirmed bindingly with the registration confirmation. The participant is admitted to the chosen level if they provide suitable proof of their language level or take a DeutschCafé placement test. The placement test is free of charge. If the test shows a different level, DeutschCafé will offer a suitable course if one is available. If no agreement is reached, the participant may withdraw from the contract free of charge. Booking an intensive course covers the complete advertised course period.

17. Minimum number of participants and cancellation before the course starts

(1) An intensive course takes place if at least 3 binding registrations have been received 7 days before the course starts.

(2) If this number is not reached, DeutschCafé may cancel the course in text form no later than 7 days before it starts. After this deadline, cancellation due to too few participants is excluded.

(3) In the event of cancellation, amounts already paid will be refunded in full within 30 days, unless a shorter statutory period applies. At the participant’s express request, the amount may instead be held as credit with no expiry date.

18. Cancellation before the course starts

The participant may withdraw from the contract before the course starts. Cancellation must be made in text form. The following cancellation fees apply before the course starts: more than 4 weeks before the start, 25% of the course fee; between 4 and 2 weeks before the start, 50%; less than 2 weeks before the start or failure to attend, 75%. The participant may prove that DeutschCafé incurred no loss or a significantly lower loss, in particular because the course place could be given to someone else. Statutory rights of withdrawal, rescission and termination remain unaffected.

19. Absences, holidays and early termination

After the intensive course has started, the participant is not entitled to a refund of the course fee if they stop attending without good cause. This also applies to individual absences and planned holidays, as the lessons were offered. Statutory rights, in particular the right of withdrawal and the right to terminate for good cause under section 11, remain unaffected.

20. Cancellation of lessons by DeutschCafé

If a lesson or part of a lesson is cancelled by DeutschCafé, replacement dates, an extension of the course period, a suitable substitute teacher or another suitable form of delivery will be agreed with the participants. If the cancelled lessons cannot reasonably be made up or compensated for, the part not provided will be refunded pro rata within 30 days, unless a shorter statutory period applies.

21. Change or absence of the teacher

The participant books an intensive course with DeutschCafé, not with a specific teacher. DeutschCafé may use a suitable substitute teacher where required for staffing or organisational reasons. A change of teacher does not give a right to a refund or to end the course. If lessons are cancelled because of a change of teacher, section 20 applies.

22. Public holidays and breaks

(1) Public holidays in the state of Baden-Württemberg are lesson-free.

(2) If a regular lesson falls on a public holiday, the lesson time will be made up or the course period extended accordingly. If neither is possible, the share of the course fee attributable to the cancelled lesson time will be refunded within 30 days, unless a shorter statutory period applies.

(3) Public holidays and breaks shown in the course description are part of the course plan. The course fee relates to the total number of teaching units stated in the course description.

23. Certificate of attendance and language certificate

After completing an intensive course, the participant is entitled to a certificate of attendance if they attended at least 70% of the teaching units. The certificate is issued free of charge on request within 30 days and confirms attendance, not that a particular language level has been reached. A language certificate or official proof of language skills is only issued after successfully passing a corresponding exam. Attending the intensive course alone is not automatic proof that a particular language level has been reached. Exam fees are not included in the course fee unless expressly stated otherwise in the offer. The participant will be informed of the exam costs before registering for the exam. Registration for the exam is a separate agreement.

24. Transfer of the course place

Transferring a booked intensive course place to another person requires DeutschCafé’s prior consent. The substitute must meet the requirements for the course and, if necessary, provide suitable proof of language level or take a placement test. A transfer after the intensive course has started is not provided for. In special individual cases, DeutschCafé may allow a different solution after individual review.

Part 3: Private lessons / private coaching

25. Booking a TU package

Private coaching is booked as TU packages. A teaching unit (TU) lasts 45 minutes. The available packages, their prices and validity conditions are communicated to the participant in text form before the contract is concluded. The prices stated in the offer apply.

26. Trial lesson

DeutschCafé may offer interested persons a one-off free trial lesson of 1 TU. The trial lesson serves to get to know each other and to assess learning needs, goals and suitable content. Its content depends on the participant’s individual needs. Attending a trial lesson creates no obligation to book private coaching. The trial lesson is not credited against a TU package booked later. Trial lessons can be offered for Language Coaching, Exam Coaching and Professional Coaching.

27. Scheduling

The lesson dates for booked private coaching are agreed individually between the participant and DeutschCafé. A lesson is bindingly agreed once both sides have confirmed it. Scheduling depends on the available capacity of DeutschCafé and the teacher. There is no right to a particular date, weekday or teacher unless this has been expressly agreed.

28. Cancellation and no-shows

A bindingly agreed private lesson may be cancelled or rescheduled by the participant free of charge in text form up to 24 hours before it starts. The TU reserved for it remain fully in the booked package and can be used for a new date. If the lesson is cancelled less than 24 hours before it starts, the agreed TU are deducted from the package. The same applies if the participant does not attend without cancelling. In the event of illness or other exceptional, unforeseeable circumstances, DeutschCafé may offer an individual solution. The participant may prove that DeutschCafé incurred no or significantly less effort as a result of the short-notice cancellation, in particular because the slot could be given to someone else; in that case the TU will be credited back to the package. If DeutschCafé or the teacher cancels an agreed lesson, the TU are not deducted from the package and a replacement date is agreed.

29. Validity of TU packages

(1) The validity periods are: Starter package (6 TU) 6 months, Progress package (12 TU) 9 months, Advanced package (18 TU) 12 months, Premium package (24 TU or more) 12 months.

(2) The period begins with the first agreed lesson, but no later than four weeks after the contract is concluded.

(3) The validity period is extended by periods in which DeutschCafé was unable to offer the participant a date within three weeks of a request, and by the duration of an illness preventing attendance that is confirmed by a medical certificate.

30. Unused TU

(1) After the validity period has expired, unused teaching units can no longer be used.

(2) Within the statutory limitation period, the participant may request a refund of the amount attributable to the unused teaching units. DeutschCafé retains a flat-rate administration fee of 5% of the refund amount, but no more than €25. The participant may prove that no costs or significantly lower costs were incurred.

(3) If the units were not used for reasons for which DeutschCafé is responsible, the refund is made without deduction within 30 days, unless a shorter statutory period applies.

31. Changing or extending a package

A booked TU package can be extended during its validity period by arrangement with DeutschCafé. When extending, the total price of the newly chosen package is calculated taking into account payments already made, so the lower TU price of the larger package also applies to the TU already booked. Reducing a package already booked is generally not possible. Downgrading early does not give a right to a refund of the price difference. In special cases, DeutschCafé may offer a different solution after individual review.

32. Switching between coaching types

Switching between Language Coaching, Exam Coaching and Professional Coaching during the validity period of a booked TU package is generally possible by arrangement with DeutschCafé, provided the desired coaching is offered and capacity is available. The unused TU can be used for the new coaching format. If prices per TU differ, the difference is offset, credited or refunded accordingly. TU already used are not affected. For a more expensive coaching type, the difference must be paid before the new format starts.

33. Illness and special personal circumstances

In exceptional personal circumstances that do not already lead to an extension under section 29(3), DeutschCafé may extend the validity of a TU package appropriately after individual review. A goodwill decision in one case does not give a right to the same treatment in other cases.

34. Holidays and longer absences

Planned absences, in particular holidays, do not give a right to an extension of the validity period or a refund of unused TU. Statutory rights and individual agreements remain unaffected. Participants are asked to announce planned longer absences early.

35. Change or absence of the teacher

Bookings are made for private coaching with DeutschCafé and not necessarily with a specific teacher. DeutschCafé may use a suitable substitute teacher for objectively justified staffing or organisational reasons. The booked scope and the agreed services remain unchanged. A change of teacher alone does not give a right to a refund or to end the package; statutory rights in the event of a significant change in service remain unaffected.

36. In-person and online lessons

Depending on the offer and arrangement, private coaching can take place in person or online. Online lessons take place via Zoom. For online lessons, the participant needs an internet-enabled device with camera and microphone and a stable internet connection. Information on data processing by the platform provider is set out in the privacy policy. Switching between forms of teaching is possible by prior arrangement. The agreed number of teaching units and the fee remain unchanged regardless of the form chosen. In case of technical problems, a suitable solution will be agreed in the individual case.

37. End of private coaching and certificates

A booked TU package ends when all teaching units have been used or the agreed validity period has expired. There is no automatic renewal or subscription. Early termination of a package not yet fully used is governed by statutory termination rights and section 11. After completing private coaching, the participant is entitled to a certificate of attendance if they attended at least 70% of the booked teaching units. The certificate is issued free of charge on request within 14 days. If the participant has successfully passed a language exam offered by DeutschCafé as part of the coaching, DeutschCafé may issue a corresponding language certificate. Any exam fees are shown separately before booking.

Part 4: Evening courses

38. Registration and requirements

Evening courses are offered in groups according to language level. Registration applies to one course block (section 39). Section 16 applies accordingly to admission: proof of language level or a free placement test.

39. Course block, public holidays and school holidays

(1) A course block consists of 8 evenings of 2 TU each, 16 TU in total. The weekdays, time, start and expected end are set out in the course description and the registration confirmation.

(2) Public holidays in Baden-Württemberg and DeutschCafé’s school holidays are lesson-free. If an evening falls on such a day, it is added at the end of the block. Each block therefore always consists of 8 evenings.

(3) Each block is booked and paid for separately. There is no automatic renewal.

40. Trial evening and joining a block in progress

(1) Anyone new to a group may attend the first evening once, free of charge and without obligation, as a trial evening.

(2) It is also possible to join a block that has already started. The registration then applies to the remaining evenings of that block. The price is calculated pro rata: block price divided by 8, multiplied by the number of remaining evenings. The full block price applies from the next block.

(3) DeutschCafé provides material from missed evenings in the learning area. There is no right to make up missed evenings.

41. Minimum number of participants and cancellation before the block starts

(1) A block takes place if at least 3 binding registrations have been received 7 days before it starts. DeutschCafé may also run the block with fewer participants.

(2) If this number is not reached, DeutschCafé may cancel the block in text form no later than 7 days before it starts. Amounts already paid will be refunded in full within 30 days, unless a shorter statutory period applies, or, at the participant’s express request, held as credit with no expiry date.

42. Cancellation, absences and dropping out

(1) Before the block starts, the participant may withdraw in accordance with the cancellation fees in section 18.

(2) After the block has started, there is no right to a refund if the participant stops attending without good cause. This also applies to individual absences and planned absences, as the lessons were offered. Statutory rights, in particular the right of withdrawal and termination for good cause under section 11, remain unaffected.

43. Falling participant numbers and pausing a group

If the number of participants falls during a block, a solution will be sought together with the remaining participants, such as continuing in a smaller group or switching to another group. A significant change to the service only takes place with the consent of those affected. If a group has to pause, the evenings not held will be refunded pro rata within 30 days or, on request, held as credit for a later block.

44. Changing groups

Switching to another evening course group is possible by arrangement if the level is suitable and a place is available. As all groups have the same block price, the course fee does not change. There is no right to switch.

45. Cancellation of lessons by DeutschCafé

If an evening or part of a lesson is cancelled by DeutschCafé, replacement dates, an extension of the block, a suitable substitute teacher or another suitable form of delivery will be agreed with the participants. If the cancelled lessons cannot reasonably be made up or otherwise compensated for, the part not provided will be refunded pro rata within 30 days, unless a shorter statutory period applies.

46. Change or absence of the teacher

An evening course is not tied to a specific teacher. DeutschCafé may use a suitable substitute teacher where required for staffing or organisational reasons. A change of teacher generally has no effect on the agreed scope or the course fee. If lessons are cancelled because of a change of teacher, section 45 applies.

47. Next block

DeutschCafé will inform participants about the next block in good time before the end of a block. Anyone who wishes to continue registers again. Until the end of the current block, places in the group are kept for the existing participants.

48. Certificate of attendance and language certificate

After completing a block, the participant is entitled to a certificate of attendance if they attended at least 70% of the teaching units. The certificate is issued free of charge on request within 30 days and confirms attendance of the evening course, not that a particular language level has been reached. A language certificate or official proof of language skills can only be obtained through a corresponding exam. Exam fees are not included in the course fee unless expressly stated otherwise in the offer. The exam costs will be communicated before registering for the exam. Registration for the exam is a separate agreement.

49. Transfer of the course place

Transferring a booked evening course place to another person requires DeutschCafé’s prior consent. The substitute must meet the requirements for participation and, if necessary, provide suitable proof of language level or take a placement test. A transfer after the block has started is generally not provided for. In special individual cases, DeutschCafé may allow a different solution after individual review.

Part 5: Company courses

50. Enquiry, offer and conclusion of contract

Company courses are planned individually on the basis of an enquiry from the company. After consultation and agreement on the main course conditions, DeutschCafé prepares an individual offer. The contract is concluded when the company accepts this offer. Scope, content, number of participants, lesson times, course duration, location, fee and other special conditions are set out in the offer or contract. Individual agreements take precedence over these terms.

51. Course scope and binding booking

The course scope and period agreed in the individual offer or contract are binding. The fee is charged for the agreed course service and the capacity reserved for it and is generally independent of the actual attendance of individual employees. Changes to the agreed scope require prior arrangement and DeutschCafé’s consent.

52. Number of participants and changes of participants

The number of participants agreed in the offer or contract forms part of the agreement. A reduction in the number of participants does not automatically reduce the course fee. A participant may be replaced by another employee by arrangement, provided the replacement is suitable for the agreed level and the change makes sense organisationally and pedagogically. In the case of a change to a different level, the company and DeutschCafé will check together whether the existing course can be continued accordingly.

52a. Data protection for company courses

DeutschCafé processes the personal data of participating employees required to run the company course as an independent controller. The company ensures that there is a legal basis for transmitting this data to DeutschCafé and that the employees have been informed accordingly. Performance-related evaluations of individual employees are only passed on to the company with the express consent of the employee concerned.

53. Payment and invoicing

The contracting party for the company course is the commissioning company or organisation. Payment method and terms are set out in the individual offer, contract or invoice. Invoices are payable without deduction within 14 days of receipt. In the event of late payment, statutory default interest under Section 288(2) BGB and the lump sum under Section 288(5) BGB apply.

54. Cancellation before the course starts

If the company cancels a bindingly booked company course before it starts, the following cancellation terms apply unless otherwise agreed in the individual offer or contract: cancellation more than 4 weeks before the start is free of charge; between 4 and 2 weeks before the start, 25% of the agreed course fee is charged; less than 2 weeks before the start, 50% is charged. The company may prove that no loss or a significantly lower loss was incurred. DeutschCafé reserves the right to prove a higher loss actually incurred.

55. Cancellation of individual lessons

The company may cancel or, by arrangement, reschedule individual agreed lessons free of charge in text form up to 24 hours before they start. If a lesson is cancelled less than 24 hours before it starts, or if the planned participants do not attend, the agreed lesson is charged in full. The company may prove that no loss or a significantly lower loss was incurred. If DeutschCafé cancels a lesson, it will be made up or compensated equivalently.

56. Cancellation of lessons by DeutschCafé

If an agreed lesson is cancelled by DeutschCafé, replacement dates, an extension of the course period, a suitable substitute teacher, an alternative form of teaching or another suitable solution will be agreed with the company. If the cancelled lessons cannot reasonably be made up or provided equivalently, the part of the agreed service not provided will be refunded pro rata within 30 days, unless a shorter statutory period applies.

57. Change or absence of the teacher

The company course is tied to DeutschCafé, not to a specific teacher. DeutschCafé decides which suitable teacher delivers the course and may use a suitable substitute teacher where required for staffing or organisational reasons. A change of teacher generally does not give a right to a refund or to end the course. If lessons are cancelled because of the change, section 56 applies.

58. Public holidays, company holidays and breaks

Public holidays in the state of Baden-Württemberg are lesson-free. Cancelled lessons will be made up or otherwise compensated. Company holidays or breaks agreed when planning the course form part of the course plan and do not count as cancellations. A longer interruption requested by the company afterwards requires prior arrangement with DeutschCafé.

59. Teaching location and form of teaching

The agreed lessons take place at the location specified in the offer. A change of location may be agreed. Online lessons via Zoom may be used as an alternative form of teaching where organisationally and technically possible. For online lessons, the participant needs an internet-enabled device with camera and microphone and a stable internet connection. A change in the form of teaching does not change the agreed course fee. In case of problems, a suitable solution will be found together with the company.

60. Interruption and early termination

The agreed company course is binding for the agreed period and scope. Early termination by the company is governed by the individual contract and the statutory provisions. Services already provided are charged as normal. For services not provided, the validly agreed cancellation or termination provisions apply. Statutory rights remain unaffected.

61. Certificates of attendance and language certificates

After completing the company course, the participant is entitled to a certificate of attendance if they attended at least 70% of the teaching units. The certificate is issued free of charge on request within 30 days and confirms attendance of the course, not automatically that a particular language level has been reached. A language certificate is only issued after successfully passing a corresponding exam. Exam fees are not included in the course fee unless expressly stated otherwise in the offer. The exam costs will be communicated before registering for the exam. Attending the company course alone is not official proof of language skills.

Part 6: Visa registrations

62. Binding booking and payment

Booking a course for submission with a visa application is binding. Depending on the agreement, the course fee can be paid in full in advance or in agreed instalments. The method of payment and the amount and due dates of instalments are set out in the offer or the registration confirmation. In special cases, DeutschCafé may offer the participant a different individual instalment plan. There is no right to a particular instalment plan. The agreed total amount generally remains owed unless statutory or contractual rights to a refund or termination apply. For the course admission letter required for the visa application, an agreed course period is stated. This period is for submission to the competent authorities and is no guarantee that a visa will be granted. For distance contracts, the consumer is informed separately about their right of withdrawal before the contract is concluded.

63. Visa refusal

(1) If the visa application is refused, the participant must inform DeutschCafé without delay and provide suitable proof, e.g. a copy of the refusal notice.

(2) Instalments not yet due will no longer become due once the proof has been provided.

(3) From the amounts already paid, DeutschCafé retains an administration fee of €200. The remaining refundable amount will be refunded within 30 days of receipt of the proof, unless a shorter statutory period applies.

(4) The participant may prove that DeutschCafé incurred no costs or significantly lower costs.

(5) If the participant exercises a right of withdrawal in time, the refund is made without any deduction where required by law.

64. Visa granted and actual start of the course

If the visa is granted, the participant may attend the booked course from the time they are actually able to take part. An agreed period is stated for the course admission letter. If entry is delayed, the actual course start may be postponed accordingly. The participant must inform DeutschCafé of their travel plans without delay. The specific scheduling takes into account available course places and organisational options.

65. Not starting despite a visa being granted

(1) The participant may withdraw from the contract before the course starts in accordance with section 18. The cancellation fees set out there apply. Cancellation must be made in text form.

(2) In the case of a proven visa refusal, only the special rule in section 63 applies.

(3) Statutory rights of withdrawal, rescission and termination remain unaffected.

66. Significant delay in entry

(1) If the participant’s entry is significantly delayed after the visa has been granted, the course booking initially remains in place. The participant must inform DeutschCafé without delay of the delay and the expected date of entry.

(2) The actual course start will be postponed accordingly and rescheduled taking into account available course places and organisational options.

(3) There is only a right to a particular later date if this has been expressly agreed.

(4) If DeutschCafé cannot offer the participant a suitable replacement course within 6 months of the originally agreed course period, either party may withdraw from the contract. Amounts already paid will be refunded within 30 days, less any administration fee permitted under section 63, unless a shorter statutory period applies.

(5) If neither the participant nor DeutschCafé is responsible for the delay, the refund is made without deduction.

67. Change of course period or course format

If the course period originally planned for the visa application is no longer suitable because of delayed entry, another available course period or, where pedagogically and organisationally suitable, another course format may be agreed. Payments already made will be credited to the newly agreed service. If the course fee differs, the difference will be offset accordingly. Significant changes require the participant’s consent.

68. Proof of the visa decision and refund

If the visa application is demonstrably refused, DeutschCafé must be informed without delay and, on request, provided with suitable proof. The refund is governed by section 63. The refundable amount will be repaid within 30 days of receipt of the proof, unless a shorter statutory period applies. Statutory rights to repayment and withdrawal remain unaffected.

69. Cancellation and refunds other than for visa refusal

Cancellation for reasons other than a proven visa refusal does not give a right to a refund beyond the cancellation fees set out in section 18. Statutory rights, in particular an existing right of withdrawal or a statutory right of termination, rescission or reduction, remain unaffected. This applies in particular to voluntary changes to personal travel or residence plans or a voluntary decision not to attend.

70. Transfer of the visa admission / course place

The course admission letter issued for a visa application is personal and may not be transferred to another person without DeutschCafé’s prior consent. Transferring the booked course place to another person also requires DeutschCafé’s prior consent. The substitute must meet the requirements for the course and, if necessary, provide suitable proof of language level or take a placement test. Documents already issued for the visa application may not be used by another person.

71. Changes and duty to inform during the visa procedure

During the visa procedure, the participant must inform DeutschCafé without delay of any significant changes relevant to the course booking or the planned course start. This applies in particular to changes in contact details, planned entry, the granting or refusal of the visa and significant delays in entry. The participant must provide DeutschCafé in good time with the information required for further course planning.

72. Documents for the visa application and official requirements

DeutschCafé provides the participant with the documents and confirmations for the booked course that DeutschCafé can issue and that are required for the visa application. The participant is responsible for submitting the visa application completely and on time and for meeting official requirements. DeutschCafé gives no guarantee that a visa will be granted or as to how long the official procedure will take. DeutschCafé only issues documents that reflect the actual contract and course conditions.

73. False or incomplete information

The participant is responsible for the accuracy and completeness of the information provided to DeutschCafé and the competent authorities. DeutschCafé only issues course confirmations, admission letters and other documents that reflect the services actually agreed and the actual circumstances. DeutschCafé is not obliged to adopt incorrect or incomplete information or to issue inaccurate documents.

74. Changes or additional requirements of the visa authority

If the competent authority requests additional, updated or amended documents, the participant may inform DeutschCafé. DeutschCafé will check, within its own means, whether the requested documents can be provided or existing documents adapted. An adaptation is only made insofar as it reflects the actual contract and course conditions. DeutschCafé gives no guarantee that the requested documents will lead to a visa being granted.

75. Relationship to the other course provisions

For participants who book a course in connection with a visa application, the special provisions for visa registrations and the provisions for the booked course format apply in addition. Where the visa provisions contain a special rule, it takes precedence over the corresponding general or course-specific provision. Individual agreements take precedence over these terms. Mandatory statutory provisions remain unaffected.

Part 7: Learning area and DeutschCafé app

76. Access for course participants

Course participants receive free access to the learning area (web app) for the duration of their course. Access ends 14 days after the course ends. After that, the learning data remains stored for a while in accordance with the privacy policy and is available again if the participant books a new course.

77. Free 14-day trial

(1) Interested persons without a course can try the app free of charge for 14 days. Registration requires name, email address and level; no payment details are required.

(2) The trial ends automatically after 14 days without any costs and without starting a subscription. It is available once per person and cannot be extended.

(3) The trial includes the exercises, the vocabulary trainer and the learning aids for the chosen level. Content from lessons, the group, homework and messages to teachers are reserved for course participants.

78. Rules of use

(1) Access is personal. Login details must be kept secret and may not be passed on.

(2) Section 8 applies accordingly to messages and the group chat. Only one’s own content that does not infringe the rights of third parties may be uploaded; photos or recordings of other people only with their consent.

(3) In the event of serious or repeated breaches, DeutschCafé may block access after prior notice; for course participants, the lessons themselves are not affected.

79. Content, licences and automatic learning aids

(1) Section 6 applies to content in the learning area. Content from openly licensed sources is marked with source and licence.

(2) Translations, word explanations and other learning aids are partly generated automatically, including with the help of artificial intelligence. They may contain errors and do not replace the teacher.

80. Availability and further development

DeutschCafé endeavours to ensure use that is as free from disruption as possible. There is no right to uninterrupted availability, for example during maintenance or technical faults. DeutschCafé may develop features further as long as the agreed core content is preserved.

81. Paid access after the trial

Paid access to the app will only be offered once the conditions for it (price, term, cancellation, withdrawal) have been added to these terms and published.

Part 8: Final provisions

90. Final provisions

DeutschCafé may adapt or amend these general terms and conditions for future contracts. Existing contracts remain subject to the terms agreed at the time each contract was concluded, unless an amendment is agreed in accordance with the statutory provisions. Should any provision of these terms be or become invalid or unenforceable in whole or in part, the validity of the remaining provisions remains unaffected; the statutory provisions take the place of the invalid or unenforceable provision. The law of the Federal Republic of Germany applies, excluding the UN Convention on Contracts for the International Sale of Goods. If the consumer’s habitual residence is in another country, they retain the protection of the mandatory provisions of the law of that country that apply in their favour and cannot be derogated from by agreement. Local jurisdiction is governed by the statutory provisions. Where a choice of jurisdiction is legally permissible with businesses, it may be agreed individually. We are neither obliged nor willing to take part in dispute resolution proceedings before a consumer arbitration board. Mandatory statutory rights of the participant, in particular the right of withdrawal and the right to terminate for good cause, remain unaffected.

Annexes: information on the right of withdrawal (Annex 1) and model withdrawal form (Annex 2), see below on this page.

Terms as of: November 2026.