Terms & Conditions

Effec­tive as of April 1st, 2025

The follow­ing general terms and condi­tions apply to the contrac­tual relation­ship between Hector Fellow Academy gGmbH (hereinafter referred to as “HFA”) and the participant.

 

1. Regis­tra­tion and Confir­ma­tion of Registration

1.1 The contract is concluded when both parties have signed a contract document or when HFA confirms a regis­tra­tion in writing. Special admis­sion or selec­tion crite­ria remain unaffected.

1.2 Regis­tra­tion for events must be made in writing (e‑mail, fax or by mail).

1.3 If the number of regis­tra­tions exceeds the capac­ity of an event, HFA reserves the right to hold a selec­tion procedure.

 

2. Payment

2.1 The partic­i­pant shall pay the costs of the event, regard­less of whether any services by third parties are provided. Payment is due on the date stated on the invoice.

2.2 The partic­i­pant may pay by bank trans­fer or by credit card. The partic­i­pant shall bear the credit card costs.

2.3 Subject to the provi­sion in clause 5, the partic­i­pant owes the payment of the event costs even if he does not partic­i­pate in the event.

2.4 If the partic­i­pant defaults, he shall owe inter­est in the amount of five percent­age points above the respec­tive base inter­est rate in accor­dance with Section 247 (1) BGB.

 

3. Reten­tion of Title

The HFA retains owner­ship of teach­ing materi­als until all payment oblig­a­tions have been met in full by the participant.

 

4. Cance­la­tion

4.1 The partic­i­pant may cancel his/her booking at any time. If the partic­i­pant exercises this right, he/she shall owe a lump-sum cancel­la­tion fee in accor­dance with the follow­ing provi­sions as compen­sa­tion for the loss suffered by HFA as a result of HFA relying on the partic­i­pant taking part in the event:

4.1.1 For events with exami­na­tions, withdrawal is possi­ble free of charge up to six weeks before the start of the event. In the event of withdrawal 6–4 weeks before the start, a cancel­la­tion fee of 50% of the event costs will be charged. In the event of withdrawal after this period, the partic­i­pant is obliged to pay the full event costs.

4.1.2 If the partic­i­pant is ill, the cancel­la­tion fee to be paid is reduced to a flat rate of 15% if the partic­i­pant submits a medical certifi­cate confirm­ing his/her illness. Instead, the partic­i­pant may, in consul­ta­tion with HFA, choose a later event of equal value in the next 12 months and attend it, if such an event is offered, in which case the cancel­la­tion fee will be credited.

4.1.3 If the partic­i­pant is unable to enter the Federal Repub­lic of Germany due to entry regula­tions (e.g. because he/she is not granted an entry permit), he/she is not exempt from the oblig­a­tion to pay the event costs. However, the partic­i­pant may, in consul­ta­tion with the HFA, select and attend an equiv­a­lent event at a later date in the next 12 months if the HFA offers a compa­ra­ble event.

4.2 The partic­i­pant is permit­ted to prove that no damage was incurred or that the damage was signif­i­cantly lower than the flat-rate compen­sa­tion in accor­dance with the previ­ous provisions.

4.3 The cancel­la­tion fee is not owed in the event of impos­si­bil­ity of perfor­mance by the HFA. § Section 615 sentence 2 BGB remains unaffected by clause 4.1.

4.4 The right of withdrawal remains unaffected by section 4.1. If the partic­i­pant exercises his/her right of withdrawal, he/she shall not be obliged to pay a cancel­la­tion fee.

4.5 The right to extra­or­di­nary termi­na­tion for good cause remains unaffected. Good cause for termi­na­tion by the HFA shall be deemed to exist in partic­u­lar if the participant

• disrupts the event or
• commits a copyright infringement.

4.6 If the HFA termi­nates the contract for good cause, any payments already made for the event will not be refunded.

4.7 If the event costs already paid exceed the amount owed in accor­dance with section 4.1, HFA shall refund the excess amount to the participant.

4.8 Notices of termi­na­tion and withdrawal must be made in writing to be effec­tive. The date of receipt of the decla­ra­tion of withdrawal on the HFA.

 

5. Cance­la­tion and modifi­ca­tion of events by HFA

5.1 HFA may cancel events for good cause. Good cause is given in partic­u­lar if

• the cost-cover­ing minimum number of partic­i­pants speci­fied in the event offer has not been reached two weeks before the first day of the event
• in case no minimum number of partic­i­pants is speci­fied, if less than five partic­i­pants have regis­tered two weeks before the first day of the event and
• the lecturer of the event is not avail­able, and no substi­tute lecturer may be appointed.

5.2 HFA immedi­ately informs the partic­i­pants of the cance­la­tion. As far as equiv­a­lent alter­na­tive events exist at the Karlsruhe location within 12 months of the cancel­la­tion and partic­i­pant places are avail­able there, HFA offers the partic­i­pants to partic­i­pate in one of these alter­na­tive events without additional costs. If the HFA is unable to offer the partic­i­pant an event in accor­dance with section 5.2 or if the partic­i­pant does not take advan­tage of such an event, the HFA shall refund any event costs already paid without delay.

5.3 HFA shall not be obliged to create new substi­tute events of a certain type and quality or to maintain them for the future.

5.4 In case of cance­la­tion of an event, HFA will not refund any additional costs. In partic­u­lar, it does not bear the travel and accom­mo­da­tion costs or provide compen­sa­tion for lost working time.

5.5 HFA reserves the right to change the organi­za­tion, method­ol­ogy, location, time, lectur­ers, and the content of events, provided that the core of the event is not substan­tially changed. HFA may change the event accord­ing to sentence 1 in partic­u­lar, if it cannot take place as a face-to-face event due to legal require­ments or govern­ment orders in connec­tion with the spread of infec­tious diseases (e.g. the corona pandemic).

5.6 If the HFA has offered events as online events in the course of the spread of such infec­tious diseases, the partic­i­pant is not entitled to maintain the event as an online event if entry from his/her country of residence is possi­ble in accor­dance with the entry regula­tions of the Federal Repub­lic of Germany before the start of the event and he/she has previ­ously been informed of the possi­bil­ity of convert­ing the event to presence and has given his/her consent to this.

 

6. Copyright

We point out that event materi­als (in partic­u­lar supple­men­tary documents, graph­ics, pictures, audio and video mater­ial) of HFA and its repre­sen­ta­tives are protected by copyright, regard­less of their form. Any dupli­ca­tion, trans­fer to third parties and publi­ca­tion is only permit­ted with the consent of the copyright holder.

 

7. Liabil­ity

7.1 HFA shall be liable without limita­tion for damages result­ing from inten­tional or grossly negli­gent breach of duty.

7.2 HFA shall only be liable for property and asset damage caused by negli­gence if essen­tial contrac­tual oblig­a­tions are violated. Essen­tial contrac­tual oblig­a­tions are those whose fulfil­ment charac­ter­ize the contract and on which the partic­i­pant may rely. The liabil­ity is limited to the contract-typical and foresee­able damage. Liabil­ity for negli­gent injury to life, body and health remains unaffected.

7.3 Any further liabil­ity other than that provided for in this contract is excluded, regard­less of the legal nature of the claim asserted. However, the above limita­tion or exclu­sion of liabil­ity shall not apply to strict liabil­ity prescribed by law (e.g. under the Product Liabil­ity Act) or liabil­ity under a no-fault guarantee.

7.4 Insofar as liabil­ity is excluded or limited pursuant to 7.2 and 7.3, this shall also apply to the personal liabil­ity of HFA's employ­ees, workers, repre­sen­ta­tives, organs and vicar­i­ous agents.

7.5 Despite the great­est possi­ble care in the selec­tion of speak­ers and lectur­ers, HFA shall not be liable for the content of the events and the supple­men­tary documents, in partic­u­lar with regard to being up-to-date, correct and complete. HFA assumes no liabil­ity for any valuable items.

 

8. Photo- and video recordings

8.1 In accor­dance with Article 7 of the General Data Protec­tion Regula­tion, the partic­i­pant agrees to the produc­tion and process­ing of photo and video record­ings of the partic­i­pant during the event. The partic­i­pant grants HFA the right to use, process and distrib­ute these record­ings. If the record­ings are to be used for adver­tis­ing purposes, HFA shall obtain the participant's consent separately in advance. The partic­i­pant may revoke his or her consent at any time.

8.2 Partic­i­pants are not allowed to take photos, tape or video record­ings during the event without the written consent of HFA.

 

9. Certifi­cate of partic­i­pa­tion and certifi­cate of attendance

HFA will then issue a certifi­cate of atten­dance to each partic­i­pant who has taken part in the entire distri­b­u­tion. In the case of events that end with a KIT exami­na­tion, the HFA issues a certifi­cate in accor­dance with KIT regula­tions if this exami­na­tion is passed.

 

10. Miscel­la­neous

10.1 The law of the Federal Repub­lic of Germany shall apply to the exclu­sion of the UN Conven­tion on Contracts for the Inter­na­tional Sale of Goods and the conflict of law rules of foreign legal systems. The place of perfor­mance for HFA's contrac­tual oblig­a­tions is Karlsruhe.

10.2 Amend­ments or additions to this contract are only effec­tive if they are agreed in text form. This also applies to any amend­ment to this written form require­ment. This shall not affect the prece­dence of individ­ual agree­ments in accor­dance with Section 305b BGB.

10.3 The invalid­ity of individ­ual provi­sions of this contract shall not affect the valid­ity of the remain­ing provi­sions. In this case, the parties under­take to agree on an effec­tive provi­sion that comes as close as possi­ble to the intended economic purpose of the invalid provi­sion. This applies accord­ingly to the closure of any loopholes in this contract.

 

11. Right of withdrawal of the consumer

The consumer's right of revoca­tion in accor­dance with the statu­tory provi­sions remains unaffected by these provisions.

 

12. Legally binding nature of the German version

These General Terms and Condi­tions are written in German and English. Only the German contract text is legally binding. The English trans­la­tion is for infor­ma­tion purposes only.

 

Cancel­la­tion policy

You have the right to withdraw from this contract within 14 days without giving any reason.

The withdrawal period is 14 days from the date of conclu­sion of the contract. To exercise the right to cancel, you must inform us (Hector Fellow Academy gGmbH, Schloss­platz 19, 76131 Karlsruhe, phone: +49 (0)721 608–47880, e‑mail: info@hector-fellow-academy.de) of your decision to cancel this contract by a clear state­ment (e.g. a letter sent by post, fax or e‑mail). You can use the attached sample withdrawal form, but this is not manda­tory. To meet the withdrawal deadline, it is suffi­cient for you to send your notifi­ca­tion of exercis­ing your right of withdrawal before the withdrawal period has expired.

 

Conse­quences of revocation

If you withdraw from this contract, we shall reimburse to you all payments received from you, includ­ing the costs of deliv­ery (with the excep­tion of the supple­men­tary costs result­ing from your choice of a type of deliv­ery other than the least expen­sive type of standard deliv­ery offered by us), without undue delay and in any event not later than 14 days from the day on which we are informed about your decision to withdraw from this contract. For this repay­ment, we will use the same means of payment that you used for the origi­nal trans­ac­tion, unless expressly agreed other­wise with you; under no circum­stances will you be charged any fees for this repayment.

 

Model withdrawal form

(complete and return this form only if you wish to withdraw from the contract)

- To

Hector Fellow Academy gGmbH
Schloss­platz 19
76131 Karlsruhe
Germany
E‑Mail: info@hector-fellow-academy.de

I/We (*) hereby give notice that I/We (*) withdraw from my/our (*) contract of sale of the follow­ing goods (*)/for the provi­sion of the follow­ing service (*),

- Ordered on (*)/received on (*),

- Name of participant(s),

- Address of partic­i­pant (s),

- Signa­ture of participant(s) (only if this form is notified on paper),

- Date

______________________
(*) Delete as appropriate

 

 

Click here to download a PDF version of the General Terms and Conditions.