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These General Terms and Conditions (“GTC”) govern the contractual relationship between MedoPolo International Medical Programs (hereinafter referred to as the “Agency”) and its customers (hereinafter referred to as the “Participant”). The Agency provides services related to the placement of internships abroad.

1. Scope of Application

1.1 These GTC apply to all contracts concluded between the Agency and the Participant concerning the placement and organization of internships abroad.

1.2 Deviating, conflicting, or supplementary terms and conditions of the Participant shall only become part of the contract if the Agency has expressly agreed to their validity in writing.

2. Services of the Agency

2.1 The Agency provides services for the placement of an internship abroad. These services may include, in particular:

• assessment of the Participant’s profile and qualifications;
• identification and proposal of suitable host organizations;
• coordination between the Participant and the host organization;
• support during the application process;
• general pre-departure information.

2.2 The Agency does not guarantee the successful placement of an internship unless expressly agreed otherwise in writing.

2.3 The Agency is not a party to the internship agreement concluded between the Participant and the host organization.

3. Obligations of the Participant

3.1 The Participant shall provide complete, accurate, and truthful information required for the placement process.

3.2 The Participant is responsible for meeting all requirements of the host organization, including but not limited to qualifications, language skills, health requirements, and deadlines.

3.3 The Participant is responsible for obtaining and maintaining all necessary travel documents, visas, residence permits, and work permits, unless expressly agreed otherwise.

4. Conclusion of Contract

4.1 The contract between the Agency and the Participant is concluded upon written confirmation by the Agency or upon commencement of the Agency’s services.

4.2 The Agency reserves the right to reject applications without stating reasons.

5. Fees and Payment

5.1 The Participant shall pay the agreed Application Fee and Education Fee as specified in the individual contract or service description.

5.2 The Application Fee is non-refundable in all cases and is due immediately upon submission of the application documents.

5.3 The Education Fee is calculated on a monthly basis. Any fraction of a full month shall be rounded down if the fraction consists of fewer than five (5) days, or rounded up if the fraction consists of five (5) days or more. Only full months are charged (e.g. a duration of six weeks results in two monthly Education Fees).

5.4 The Education Fee is payable in full in advance immediately upon invoicing, and at the latest one (1) month before the starting date of the internship or rotation.

6. Withdrawal, Cancellation and Refunds

6.1 The Application Fee is non-refundable in all cases.

6.2 In the event of cancellation by the Participant, refunds of the Education Fee shall be granted as follows, calculated based on the time remaining before the agreed starting date of the internship or rotation:

• more than six (6) months before the starting date: refund of up to 90% of the Education Fee;
• more than three (3) months before the starting date: refund of up to 75% of the Education Fee;
• more than two (2) months before the starting date: refund of up to 50% of the Education Fee;
• more than one (1) month before the starting date: refund of up to 25% of the Education Fee;
• less than one (1) month before the starting date: no refund.

6.3 The right of both parties to terminate the contract for good cause remains unaffected.

7. Liability

7.1 The Agency shall be liable without limitation in cases of intent and gross negligence, as well as for damages resulting from injury to life, body, or health.

7.2 In cases of slight negligence, the Agency shall only be liable for breach of essential contractual obligations (cardinal obligations), and liability shall be limited to foreseeable, typical damages.

7.3 The Agency is not liable for the conduct, performance, or omissions of the host organization or third parties.

8. Insurance

8.1 The Participant is solely responsible for obtaining and maintaining adequate health insurance with sufficient coverage abroad for the entire duration of the internship.

9. Force Majeur

9.1 The Agency shall not be liable for failure or delay in performance due to events beyond its reasonable control, including but not limited to natural disasters, pandemics, war, strikes, governmental measures, or travel restrictions.

10. Data Protection

10.1 The Agency processes personal data of the Participant in accordance with applicable data protection laws, in particular the EU General Data Protection Regulation (GDPR).

10.2 Detailed information on the processing of personal data, including purposes, legal bases, recipients, and data subject rights, is set out in the Agency’s Privacy Policy, which is available on the Agency’s website and forms an integral part of this contract.

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11. Applicable Law and Jurisdiction

11.1 These GTC and all legal relationships between the Agency and the Participant shall be governed by the laws of the Federal Republic of Germany, excluding the UN Convention on Contracts for the International Sale of Goods (CISG).

11.2 If the Participant is a merchant, a legal entity under public law, or a special fund under public law, the place of jurisdiction shall be the registered office of the Agency.

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12. Severability Clause

12.1 Should any provision of these GTC be or become invalid or unenforceable, the validity of the remaining provisions shall remain unaffected.

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13. Amendments

13.1 The Agency reserves the right to amend these GTC for future contracts. Amendments shall not affect existing contracts unless legally required.