Terms and Conditions

World Federation of Tourist Guides Association (WFTGA)
Registered Office: Straße der Wiener Wirtschaft 1 #254, 1020 Vienna, Austria

Last updated: 06.09.2025

1. General Information and Scope

1.1 About WFTGA

The World Federation of Tourist Guides Association (WFTGA) is a non-governmental organization (NGO) registered in Vienna, Austria. We operate an online shop, educational institute, and organize conferences and events for tourist guides worldwide.

1.2 Scope of Application

These Terms and Conditions apply to all services offered by WFTGA, including:

• Online shop purchases (membership cards, merchandise)
• Educational courses (online and in-person)
• Conference participation
• Training programs with accommodation

1.3 Contract Formation

By placing an order or registering for our services, you make a binding offer to enter into a contract with WFTGA. The contract is formed when we send you a confirmation email or invoice. WFTGA reserves the right to reject registrations within two weeks of receipt, at the latest until course commencement, without stating reasons.

1.4 Written Form Requirement

All declarations, notices, etc. directed to us (except defect notifications) require written form to be legally effective.

2. Services and Descriptions

2.1 Educational Services

We offer various educational programs including:

• Online courses and webinars
• In-person training courses
• Residential training programs with accommodation
• Professional certification programs

2.2 Conference and Events

We organize conferences, workshops, and networking events both online and in-person.

2.3 Online Shop Platform

Our online shop operates on WooCommerce platform with various plugins to enhance functionality and user experience.

2.4 Communication Platforms

We use various communication platforms including social media (Facebook, Instagram), Google Workspace suite, Zoom, YouTube, and Vimeo for content delivery and member communication.

2.5 Minimum Participant Numbers

Group courses depend on reaching the minimum number of participants set by WFTGA. Unless otherwise specified for individual courses, the standard minimum number of participants is seven persons. Individual courses may have different minimum participant requirements, which will be clearly stated in the course description.

If the minimum number is not reached, WFTGA reserves the right to cancel the course. Alternative arrangements may be offered, such as private sessions or rescheduling, potentially at different rates.

3. Pricing and Payment Terms

3.1 Prices

All prices are stated in Euro (EUR) and include applicable VAT unless otherwise specified. Prices are subject to change without notice.

3.2 Payment Terms for Educational Courses

• Deposit: 1/3 of the total course fee is due immediately after eligibility confirmation
• Balance: Must be paid by the specified deadline (typically 30 days before course start)
• Scholarships: Deposit requirements apply to partial scholarships

3.3 Installment Payments

For course fees of EUR 1,000 or more, installment payment is possible:

• For one to two-semester courses starting in winter semester: Half before course start, second half by December 5
• For one to two-semester courses starting in summer semester: Half before course start, second half by June 5
• For three or more semester courses: Payment per semester before the first seminar day

3.4 Monthly Payments

Where offered, monthly payments require a direct debit authorization. Participants must ensure sufficient account coverage. After two unsuccessful collections, the entire outstanding course fee becomes due immediately.

3.5 Payment Default

Default interest of 7% applies for late payments. Reminder fees of EUR 10 per reminder will be charged for late or non-payment.

3.6 Payment Processing Fees

All payment processing fees, transaction costs, and bank charges are borne by the customer and are non-refundable.

4. Cancellation and Refund Policy

4.1 Online Courses and Digital Products

• Cancellation is free of charge up to 24 hours before the course start
• No refund for no-shows without prior cancellation

4.2 In-Person Courses and Events

• Free cancellation: Up to 21 days before the course start date
• Substitute participants: Permitted at any time without fees (original registrant remains liable for fees)
• After 21 days: 100% of total fee applies
• No-show: 100% of total fee applies

4.3 Multi-Semester Programs

Registration applies to the entire course, including multi-semester programs. Semester-wise registration or cancellation is not possible. For programs longer than 12 months, cancellation is possible after 12 months with written notice by December 15 for the following summer semester or by June 15 for the following winter semester.

4.6 Payment Processing Costs

All payment processing fees, transaction costs, and bank charges will be deducted from refunds as permitted by law.

4.7 WFTGA Cancellations

WFTGA reserves the right to cancel courses or events if:

• Minimum participant numbers are not met
• Force majeure circumstances occur
• Health or safety concerns arise
• Geopolitical circumstances prevent safe conduct

In case of WFTGA cancellation, participants receive a credit note that can be applied to future courses or refunded upon written request.

5. Right of Withdrawal (EU Consumer Rights)

5.1 Withdrawal Period

EU consumers have the right to withdraw from contracts within 14 days without giving reasons, except where statutory exceptions apply.

5.2 Exceptions

The right of withdrawal does not apply to:

• Services fully performed before the withdrawal period ends with your explicit consent
• Accommodation services for specific dates
• Personalized or customized products
• Courses that begin within the 14-day withdrawal period

5.3 Withdrawal Process

To exercise your right of withdrawal, send a clear statement to our contact address. We will confirm receipt and process refunds within 14 days, minus payment processing costs.

6. Course Participation and Conduct

6.1 Participation Requirements

Only properly registered and confirmed participants are entitled to course participation. If course fees are unpaid at course start and the participant is absent without excuse and unreachable the following business day, WFTGA may withdraw from the contract.

6.2 Participant Conduct

Participants must:

• Behave professionally and respectfully
• Follow instructor guidelines
• Not disrupt the learning environment
• Participate at their own risk and responsibility

6.3 Exclusion from Courses

WFTGA reserves the right to exclude participants who, despite warnings, endanger the safety or learning success of the group through their behavior. No refund applies in such cases.

7. Intellectual Property and Course Materials

7.1 Course Materials Usage

All course materials remain the intellectual property of WFTGA and its trainers. Course materials may only be used for private purposes. Any reproduction, even in part, or distribution to third parties is prohibited without written consent.

7.2 Recording and Photography Rights

By participating in our events, you consent to:

• Audio and video recording of sessions for educational and quality purposes
• Photography and video recording during events for marketing and promotional purposes
• Use of your image and voice in our marketing materials, websites, social media, and publications
• Live streaming or recording of online sessions

7.3 Opt-Out Process

You may opt out of photography/video by notifying us in writing before the event. However, this may limit your participation in certain activities.

8. Accommodation and Travel

8.1 Accommodation Services

When accommodation is included, we act as an intermediary. Accommodation providers’ terms and conditions apply additionally.

8.2 Personal Property

WFTGA assumes no responsibility or liability for personal items brought to courses, including clothing, valuables, money, and course materials.

9. Liability and Insurance

9.1 WFTGA Liability

WFTGA is liable for services directly provided by us. We are not liable for third-party services beyond our intermediary role. Personal injury claims are excluded from limitation except for intentional or grossly negligent acts.

9.2 Participant Responsibility

Participants are responsible for:

• Their personal belongings and valuables
• Any damage they cause to property or persons
• Ensuring they meet course requirements and health conditions

9.3 Insurance Recommendation

We strongly recommend participants obtain appropriate travel and health insurance.

10. Certificates and Documentation

10.1 Participation Certificates

Certificates are issued after full payment and course completion, confirming only actual attendance hours. Certificates for courses from previous years cannot be issued for organizational reasons.

10.2 Diplomas and Qualifications

Where examinations are provided, diplomas are issued upon:

• Minimum 80% attendance
• Successful examination completion
• Fulfillment of other completion criteria (e.g., final thesis, presentation)

11. Course Modifications

11.1 Right to Modify

WFTGA reserves the right to modify:

• Course content and curriculum
• Number of instruction hours
• Course fees
• Course location and dates
• Training methods (including conversion to online-only delivery)

11.2 Force Majeure Adaptations

If in-person events cannot be held due to special circumstances (epidemics, pandemics, official restrictions, or other events beyond WFTGA’s control), courses may be conducted exclusively online without right of withdrawal or fee reduction, unless WFTGA is grossly negligent.

12. Data Processing and Privacy

12.1 Data Collection and Use

By registering, you consent to automated processing of your data for:

• Course administration and communication
• Sharing contact details with course trainers for course-related purposes only
• Informational purposes (e.g., program updates)
• Newsletter distribution (with opt-out option)

12.2 Data Protection

All personal data is treated confidentially and not shared with third parties except as necessary for service delivery.

12.3 Detailed Privacy Policy

Please refer to our separate Privacy Policy for comprehensive information about data processing.

13. Third-Party Funding

13.1 Funding Arrangements

If participants have funding commitments from employment agencies, foundations, or other funding bodies, no contractual relationship exists between the funding body and WFTGA. Participants remain liable for course fees until funding is received.

13.2 Funding Non-Payment

If funding is not disbursed for any reason, the participant’s payment obligation remains in full effect.

14. Set-Off Restrictions

14.1 Counter-Claims

Set-off against WFTGA’s claims for course fees and other costs is excluded unless counter-claims are legally related to course participation and have been judicially established or acknowledged by WFTGA.

15. Association Membership and Governance

15.1 Membership Terms

As a federation of tourist guide associations, WFTGA membership is subject to additional terms including:

• Membership fees and dues
• Voting rights and governance participation
• Code of conduct for members
• Professional standards and ethics

15.2 Governance Structure

WFTGA operates under Austrian association law (Vereinsgesetz) with:

• President: Sebastian Frankenberger
• Board of Directors elected by membership
• Annual General Assembly
• Regional and national affiliate associations

15.3 Professional Standards

All members must adhere to professional tourist guide standards and may be subject to disciplinary procedures for violations of our code of conduct.

16. Third-Party Services and Data Processing Agreements

16.1 Comprehensive Service Integration

We use numerous third-party services and have executed data processing agreements with all providers, including:

• E-commerce: WooCommerce and associated plugins
• Communication: Google Workspace, Facebook, Instagram, WhatsApp
• Video Platforms: YouTube, Vimeo, Zoom
• Payment Processing: PayPal, Stripe, and other payment providers
• Analytics and Marketing: Google Analytics, social media platforms

15.2 Data Processing Agreements

We maintain current data processing agreements with all third-party service providers to ensure GDPR compliance.

16. Force Majeure

WFTGA is not liable for failures to perform due to circumstances beyond our reasonable control, including natural disasters, government actions, pandemics, or geopolitical events.

18. Complaints and Dispute Resolution

18.1 Complaint Process

Please report any issues immediately to our staff or contact our office in writing.

18.2 Dispute Resolution

For EU consumers: You may use the EU Online Dispute Resolution platform at https://ec.europa.eu/consumers/odr/

19. Validity of Individual Provisions

19.1 Severability

If any provision is found invalid, the remaining provisions remain in full effect. Invalid provisions will be replaced by regulations that correspond as closely as possible to the intended purpose within legal limits.

20. Applicable Law and Jurisdiction

20.1 Governing Law

These Terms are governed by Austrian law and EU regulations.

20.2 Jurisdiction

For business customers, Vienna, Austria is the agreed place of jurisdiction.

21. Contact Information

World Federation of Tourist Guides Association (WFTGA)
Address: Straße der Wiener Wirtschaft 1 #254, 1020 Vienna, Austria
Email: info@wftga.org
Phone: +43 676 9179366
Website: [Your Website]
President: Sebastian Frankenberger

These Terms and Conditions are effective as of 06.09.2025 and replace all previous versions.