1. Introduction

Hans Institute is committed to transparency, fairness, and professional service delivery. This Refund Policy applies to fees paid for training programs, admissions, course registration, certificate processing support, documentation guidance, international opportunity support, consultation, and related services.

By making payment to Hans Institute through any approved official payment channel, the applicant, trainee, client, or sponsor confirms that they have read, understood, and accepted this Refund Policy together with Hans Institute Terms and Conditions.

2. Scope of This Policy

This policy applies to payments made for:

• Admission fees
• Training program fees
• Course registration fees
• Certificate processing or certification support fees
• Professional CV and cover letter preparation
• Documentation review and advisory services
• International opportunity registration or assessment fees
• Travel Facilitation Fee support services where applicable
• Consultation and professional guidance services
• Other approved Hans Institute services

3. Non-Refundable Fees

Certain fees are generally non-refundable once payment has been made or once service processing has commenced.

• Admission fees
• Registration fees
• Assessment fees
• Consultation fees
• Administrative processing fees
• Application review fees
• Document review fees
• CV and cover letter preparation fees once work has started
• Certificate processing fees once certificate work has started
• Third-party fees already paid on behalf of the client
• Payment gateway charges, bank charges, MoMo charges, or transaction fees

4. Training Program Refunds

Training program fees may be reviewed for refund only under exceptional circumstances and only where training has not started, course access has not been granted, materials have not been issued, and no administrative or instructor-related cost has been incurred.

Once a trainee has been added to a class, received course access, joined a session, received training materials, or been scheduled for training, refund eligibility may be reduced or declined.

5. Admission Fee Policy

Admission fees are used to process registration, create applicant records, confirm interest, reserve training slots, support admission administration, and prepare onboarding. Admission fees are generally non-refundable.

6. Course Cancellation by Hans Institute

If Hans Institute cancels a course entirely and no suitable replacement, rescheduling, or alternative program is offered, eligible trainees may receive a refund of the affected program fee, subject to internal review.

Hans Institute may also offer:

• Transfer to another batch
• Transfer to another course
• Credit toward future training
• Rescheduled training dates

7. Rescheduling and Course Transfer

Instead of requesting a refund, trainees may request to be transferred to another batch or course. Approval depends on availability, course type, fee difference, class schedule, and administrative approval.

8. Documentation and International Opportunity Support Refunds

Fees paid for documentation support, travel advisory, profile review, employer/job search support where applicable, application preparation, visa filing guidance, or international opportunity support may be partially refundable only where no substantial work has started.

Once any of the following activities has been performed, deductions may apply or the fee may become non-refundable:

• Profile assessment completed
• Client consultation conducted
• Document checklist issued
• CV or cover letter work started
• Application form support started
• File review or document packaging started
• Employer/job search support started where applicable
• Interview preparation conducted
• Third-party payment made
• Administrative processing started
• Travel coordination or advisory work started

9. Visa, Employment, Licensing, or Immigration Outcomes

Hans Institute does not guarantee visa approval, employment, work permits, licensing approval, immigration status, job offers, embassy appointments, or entry into any country.

Refunds will not be granted solely because:

• An embassy refuses a visa application
• An employer does not select an applicant
• A licensing body does not approve an applicant
• An immigration authority delays or refuses an application
• A client fails an interview
• A client provides weak, false, incomplete, or inconsistent documents
• A client changes their destination or decision after processing has started
• A client fails to comply with instructions or timelines

10. Third-Party Fees

Any payment made to third parties may not be refundable once paid. This may include, but is not limited to:

• Embassy or visa fees
• VFS or application center fees
• Courier charges
• Assessment body fees
• Credential evaluation fees
• Training platform fees
• Certificate issuing body fees
• Government or licensing fees
• Payment gateway and bank charges

11. Refund Request Timeline

Approved refund requests may take up to 180 working days to process, depending on the nature of the service, internal review, third-party confirmations, finance reconciliation, and institutional approval.

The timeline begins only after Hans Institute has received all required refund request documents and has formally acknowledged the request.

12. Administrative Deductions

Approved refunds may be subject to administrative deductions for work already done, professional time spent, document review, consultation, file handling, communication, payment charges, and third-party costs.

In some cases, depending on the package and service stage, Hans Institute may retain a reasonable administrative or processing fee to cover work already completed.

13. Refund Eligibility Table

14. How to Submit a Refund Request

Refund requests must be submitted officially in writing to Hans Institute. Verbal requests, informal WhatsApp complaints, or messages sent to unauthorized staff may not be treated as formal refund requests.

A refund request should include:

• Full name of applicant or trainee
• Phone number and email address
• Program or service paid for
• Amount paid
• Date of payment
• Proof of payment
• Reason for refund request
• Any supporting documents
• Bank or mobile money details for approved refund payment

15. Refund Review and Decision

Hans Institute will review the refund request, confirm payment records, assess the service stage, verify work already done, consider third-party costs, and determine whether a full refund, partial refund, transfer, credit, rescheduling, or no refund applies.

The decision will be communicated through official Hans Institute channels.

16. Fraud, False Information, or Misconduct

Hans Institute reserves the right to decline refund requests where the applicant, trainee, or client provides false information, forged documents, misleading statements, abusive communication, fraudulent claims, or attempts to bypass official procedures.

17. Refund Payment Method

Approved refunds will usually be processed through the original payment method or another verified payment channel approved by Hans Institute. Refunds will not be paid to unrelated third parties unless officially authorized and verified.

18. Changes to This Refund Policy

Hans Institute reserves the right to update this Refund Policy from time to time. Updated versions will be published on the official Hans Institute website.

19. Contact for Refund Requests

Refund requests and related enquiries should be submitted through official Hans Institute channels.