General Terms and Conditions (GTC)
for Places & Faces – International Exchange and Educational Programs for Children and Youth
1. Scope of ApplicationThese GTC apply to all contracts concluded via our website between the customer (parents, legal guardians, or adult participants) and Places & Faces, Johann-Weber-Straße 87A, 1210 Vienna, represented by Susanne Kummer. They apply to all exchange, language, and educational travel programs within the EU as well as to third countries (non-EU countries).
2. Contracting Party and Participation Requirements
The contracting party is Places & Faces. Participants in our programs are generally minors. Registration is carried out by a legal guardian. Participation requires adequate health, language proficiency (if specified), and compliance with legal entry and exit regulations.
3. Description of Services
The specific services (e.g. travel organization, accommodation, supervision, instruction) are outlined in the current program description. Changes due to legal or official requirements are reserved.
4. Booking and Conclusion of Contract
Booking is carried out in writing or online. The contract becomes binding upon our written confirmation. For minor participants, written consent from a legal guardian is required.
5. Payment
A deposit of 20% of the total amount is due upon conclusion of the contract. The remaining balance must be paid no later than 30 days before the start of the trip.
6. Travel to Third Countries (Non-EU Countries)
a) Visas and Entry Documents
Travel to non-EU countries may require specific visas, travel documents, or health certificates. Responsibility lies with the participant or guardian, unless otherwise agreed. We are happy to provide guidance.
b) Health & Vaccinations
Participants must obtain information about required vaccinations and health requirements for the destination country in good time. Existing medical conditions must be disclosed in advance.
c) International Health Insurance & Repatriation
International health and accident insurance with repatriation coverage is mandatory for all programs outside the EU. Proof must be submitted before departure.
d) Data Transfer to Third Countries
To carry out the programs, it may be necessary to transmit personal data (e.g. passport data, health information) to partner organizations abroad. Transmission is carried out exclusively in accordance with data protection regulations (e.g. EU standard contractual clauses). Further details can be found in our privacy policy.
7. Cancellation by the Customer (Withdrawal)
Withdrawal is possible at any time in writing. The following cancellation fees apply:
– Up to 60 days before departure: 10%
– Up to 30 days before departure: 30%
– Up to 14 days before departure: 70%
– Less than 14 days or in case of no-show: 100%
A cancellation may be exempt from the fee for good cause (e.g. visa refusal despite timely application) upon presentation of proof. We strongly recommend taking out travel cancellation insurance.
8. Cancellation/Termination by the Organizer
We reserve the right to cancel trips if the minimum number of participants is not reached, in cases of force majeure (e.g. natural disasters, pandemics, political unrest), or in the event of official entry bans. Payments already made will be fully refunded in such cases.
9. Obligations of Participants and Supervision
Participants agree to comply with the program rules and legal regulations of the host country. In cases of serious violations, we reserve the right to send participants home early at their own expense. During the program, minor participants are supervised by our designated staff on site.
10. Liability
Our liability is limited to intent and gross negligence. We accept no liability for third-party services (e.g. airlines, transport companies, visa authorities). We are not liable for damages due to force majeure or official decisions (e.g. denial of entry).
11. Data Protection
Personal data is collected and processed exclusively for the purpose of fulfilling the contract. Data is only shared with partners involved in program delivery (e.g. host schools, supervisors). Further details are provided in our privacy policy.
12. Jurisdiction and Applicable Law
German law applies. The place of jurisdiction is the company’s registered office, where legally permissible.
13. Severability Clause
Should any provision of these GTC be wholly or partially invalid, the validity of the remaining provisions remains unaffected.
