Terms & Conditions

In these Terms and Conditions, the following definitions apply: 
 

1.1. These Terms and Conditions apply to all courses, training programmes, seminars, examinations, simulator sessions, consultancy services, customised training programmes, workshops, and related services organised or provided by the Training & Consultancy department of the Antwerp Maritime Academy (Hogere Zeevaartschool), hereinafter referred to as “AMA T&C”, located at Noordkasteel-Oost 6, 2030 Antwerp, Belgium. 

1.2. Participant: any individual who has been accepted or confirmed to participate in a Course. 

1.3. Course: any training, programme, or educational activity offered by Training & Consultancy. 

1.4. Terms: these Terms and Conditions. 

2.1. These Terms apply to all registrations and to all Courses offered by AMA T&C, unless explicitly stated otherwise. Any exceptions will be specified in the description of the relevant course. Where a course description sets a specific condition, that condition takes precedence over the corresponding general provision in these Terms; all other provisions of these Terms continue to apply. 

2.2. By submitting a registration, the individual accepts these Terms. 

2.3. A place in a Course is confirmed by Training & Consultancy in writing. Upon confirmation, the individual becomes a Participant. 

3.1. Registrations must be submitted in accordance with the registration procedure specified for each Course on the website. 

3.2. T&C will confirm receipt of the registration by email. 

3.3. A place in a Course is only guaranteed after written confirmation by T&C. 

3.4. T&C reserves the right to decline a registration. 

3.5. The language of instruction will be communicated in advance. Participants are responsible for ensuring that they possess sufficient language proficiency to follow the course safely and effectively. 

3.6. Participation by minors is only permitted with the prior written consent of their legal representative and only where the nature of the course allows such participation, as determined by T&C (for example, due to safety requirements, content, or facilities). 

4.1. If a Course has limited capacity, places are allocated on a first-come, first-served basis. 

4.2. For Courses with specific entry requirements (for example, the Post-Graduate Hydrography Category B Programme), AMA T&C may assess suitability before confirming participation. 

4.3. Where suitability is assessed under 4.2, an invoice will only be issued after the application is accepted. If, exceptionally, a fee has been paid before an application is accepted and the application is then declined, the fee will be refunded in full. 

5.1. Prices are stated in the quotation, agreement, website, or registration confirmation. Unless otherwise specified, all prices are exclusive of VAT, taxes, travel and accommodation expenses, catering, transportation, shipping costs, and any other additional charges. 

5.2. Quotations remain valid for the period specified therein. If no validity period is stated, a quotation shall remain valid for 30 calendar days. AMA T&C reserves the right to adjust its prices in the event of changes to the scope of services, changes in applicable legislation, indexation, additional client requirements, or increases in external costs. Such changes shall not affect registrations that have already been confirmed. 

5.3. Course fees must be paid in full prior to participation, unless agreed otherwise in writing. 

5.4. Participation in a Course is only confirmed after full payment has been received. The obligation to pay remains regardless of attendance, except where a refund is due under Section 6 (cancellation by  AMA T&C) or Section 7 (cancellation by the Participant). 

5.5. Unless otherwise specified, invoices are payable within 30 calendar days from the invoice date. In the event of late payment, AMA T&C reserves the right, to the extent permitted by applicable law, to charge statutory interest and reasonable debt recovery costs. 

5.6. Failure to pay an instalment by the agreed due date may result in suspension of access to classes, training facilities, examinations, online learning platforms, certificates, or other course-related services until payment has been received. 

5.7. Any bank charges, currency conversion fees, or transfer costs are the responsibility of the Participant, unless otherwise agreed. 

5.8. Certificates will only be issued once all outstanding fees have been paid in full. 

5.9. Any dispute relating to an invoice must be submitted in writing, together with a reasoned explanation, within 8 calendar days of the invoice date. A partial dispute shall not suspend the obligation to pay the undisputed portion of the invoice. 

6.1. AMA T&C may cancel or reschedule a Course due to insufficient enrolment or circumstances beyond its control. Where a Course is cancelled due to insufficient enrolment, AMA T&C will inform Participants no later than 14 calendar days before the start date wherever possible, unless otherwise specified in the course description. Cancellations due to circumstances beyond the control of AMA T&C will be communicated as soon as reasonably possible. 

6.2. Participants will be informed as soon as possible. 

6.3. Any fees paid will be refunded in full or proportionally, depending on the situation, provided that the cancellation was made in good time (at least 14 calendar days before the start date). 

6.4. Refunds will be processed within a reasonable period, not exceeding 12 weeks. 

7.1. Cancellation must be submitted in writing by email to training@hzs.be. 

7.2. Cancellation terms may differ depending on the course. The applicable cancellation policy will be provided during the registration process. By completing the registration, the Participant automatically agrees to and accepts the applicable cancellation terms for the selected course. 

7.3. The date of receipt determines the applicable refund. 

8.1. Participants are responsible for arranging travel documents and visas. 

8.2. AMA may provide a supporting letter of invitation but is not responsible for visa outcomes. 

8.3. If a Participant cannot attend due to travel restrictions or other external circumstances, the standard cancellation terms apply. 

8.4. Participants are responsible for adequate insurance coverage. 

8.5. In the event of force majeure, including technical failure of simulators, AMA T&C cannot be held liable for travel, accommodation, or other costs incurred by the Participant. 

9.1. AMA may make reasonable changes to course content, schedule, location, or instructors. 

9.2. Where possible, equivalent alternatives will be provided. 

9.3. Such changes do not entitle Participants to a refund or compensation, except where the change is material (for example, a change of city or a schedule change of more than [X] days), in which case the Participant may cancel free of charge or transfer to an equivalent alternative. 

10.1. Participants are expected to behave professionally and respectfully. 

10.2. AMA may deny or terminate participation if the behaviour of a Participant disrupts the Course or prevents it from proceeding properly. This includes, but is not limited to, disruptive behaviour, academic misconduct (including plagiarism or cheating), and failure to follow instructions. 

10.3. AMA may also withdraw a Participant due to insufficient academic progress. In such cases, the Participant may be excluded from the Course at the discretion of AMA. 

10.4. Participants must comply with all safety instructions and site rules during practical or simulator-based training. If safety instructions are not followed, T&C may remove a Participant from a session immediately, without refund for that session. 

11.1. Attendance. For training courses subject to attendance requirements, participants must attend the full or prescribed minimum duration of the training. Late arrival, early departure, or interruption may have consequences for participation, assessment, or certification. 

11.2. Assessment. Assessments may consist of written or oral tests, practical examinations, simulator exercises, observation, portfolios, continuous assessment, peer feedback, assignments, case studies, or other methods. Where possible, the applicable assessment criteria shall be communicated in advance. 

11.3. Certificate or Statement of Attendance. A certificate, statement of attendance, or other proof of participation shall only be issued when the requirements of the training have been met, such as attendance, participation, payment, assessment, and administrative requirements. The type of document issued shall be determined by the training course and applicable regulations. 

11.4. No Automatic Professional Qualification. A certificate of participation or training certificate does not automatically constitute a statutory certificate of competency, licence, qualification, authorisation, or accreditation, unless this is expressly and formally confirmed by the competent authority or provided for by applicable regulations. 

11.5. Retention of Training Records. AMA T&C may retain training, attendance, assessment, and certification records for administrative, quality assurance, audit, legal, and evidentiary purposes, in accordance with the privacy provisions set out in these Terms and Conditions. 

12.1. AMA T&C is not liable for indirect or consequential damages. 

12.2. Total liability is limited to the Course fee paid. 

12.3. AMA T&C is not responsible for loss of or damage to personal belongings. 

13.1. All course materials remain the property of AMA T&C. 

13.2. Materials may only be used for personal study. 

13.3. Reproduction or distribution without written consent is not allowed. 

14.1. Data Controller. For the processing of personal data in the context of training courses and services, T&C shall in principle act as the data controller, unless otherwise agreed in writing. 

14.2. Purposes. Personal data are processed for registration, administration, communication, organisation of training courses, access management, invoicing, evaluation, certification, quality assurance, compliance with legal obligations, auditing, safety, complaint handling, and, where applicable, marketing communications. 

14.3. Legal Bases. Depending on the processing activity, AMA T&C relies on the performance of a contract, a legal obligation, legitimate interests, a task carried out in the public interest, or consent. Consent may, for example, be relevant for certain photographs, videos, or marketing communications. 

14.4. Categories of Data. The data processed may include, among other things, identification and contact details, billing information, employer and job title, training history, attendance records, assessment results, certificates, communications, access and security data, visual material, and technical logs. 

14.5. Retention Periods. Data shall not be retained for longer than is necessary for the purposes for which they are processed, considering statutory retention periods, audit requirements, quality assurance, evidentiary purposes, and certification obligations. Indicative retention periods are set out in Annex 1 and must be validated internally. 

14.6. Recipients. Data may be shared with internal departments, instructors, assessors, IT and administrative service providers, accounting services, certification or accreditation bodies, competent authorities, audit bodies, and other parties insofar as this is necessary and lawful. 

14.7. Rights. Data subjects have, within the limits of applicable legislation, the right to information, access, rectification, erasure, restriction of processing, objection, data portability, and withdrawal of consent. They may also lodge a complaint with the competent supervisory authority. 

14.8. Security. AMA T&C shall take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, alteration, or misuse. 

14.9. Photography and Video. Photographs or videos may be taken during training courses or events for internal communication, reporting, or promotional purposes. Where necessary, consent shall be requested for identifiable portraits or for use for marketing purposes. Participants may indicate in advance if they do not wish to be recognisable in photographs or videos, except where recording is necessary for training, safety, or assessment purposes. 

15.1. AMA T&C strives to provide high-quality training courses and services. Any comments or concerns arising during the training should preferably be reported immediately so that, where possible, appropriate adjustments can be made. 

15.2. Complaints must be submitted in writing by email to training@hzs.be. 

15.3. If a complaint concerns an exam result or assessment decision, a formal written objection must be submitted within two (2) weeks of the decision, to allow timely finalisation of assessment results and certification. 

15.4. All other complaints must be submitted within three (3) months of the incident. Complaints submitted after this period will not be processed. 

15.5. Receipt of the complaint will be acknowledged within 5 working days. 

15.6. A response will be provided within 90 days. If more time is required, the Participant will be informed accordingly. 

15.7. Complaints will be recorded and retained for a period of five (5) years.

16.1. These Terms and Conditions and all agreements with AMA T&C shall be governed by Belgian law, unless mandatory law provides otherwise. 

16.2. The parties shall first attempt to resolve any disputes amicably. If no amicable solution can be reached, the competent courts of the judicial district of Antwerp shall have jurisdiction, unless mandatory law or the specific public-law status of the institution provides otherwise. 

16.3. If any provision is declared invalid or unenforceable, the remaining provisions shall remain in full force and effect. The parties shall replace the invalid provision with a valid provision that most closely reflects the original intent. 

17.1. AMA T&C may update these Terms. The latest version will be published on the website. 

17.2. Unless a change is required by law or otherwise agreed, the version of these Terms in force at the time a registration is confirmed will continue to apply to that registration. Participants will be informed of any changes made after their registration.