Terms and conditions

Anyone who registers for a trip, applies for membership of ESN Santiago de Compostela, or purchases a ticket for an event organised by the Asociación de Estudiantes de Intercambio de Santiago de Compostela, with CIF G70521240, must accept the following terms and conditions.

A. Introduction

The Asociación de Estudiantes de Intercambio de Santiago de Compostela, referred to hereinafter as ESN Santiago de Compostela, is a non-profit association that forms part of the Erasmus Student Network (ESN). The association aims to support and promote the international mobility of students in Santiago de Compostela through various activities and services, such as the sale of trips, the organisation of events and other activities.

The use of our services and the purchase of products or experiences implies acceptance of the following terms and conditions.

1.1 Definitions

• ESN Card: Personal, non-transferable membership card that proves membership of the association.
• Traveller: Member of the association who takes part in a trip.
• Activity leader: Member acting as a volunteer responsible for the running of the activity.
• Member: Member of the association, for which they must hold a valid ESN Card.
• Partner company: Entity with which there is a collaboration agreement, such as a discount, gifts or similar, offered to the members of the association.

B. Sale of trips by ESN Santiago de Compostela

2. Registration and Payment

2.1. To take part in trips, the traveller must hold member status.

2.2. Registration will be considered formalised once full payment for the trip has been received and confirmation has been given by ESN Santiago de Compostela.

2.3. Payments must be made using the methods enabled by ESN Santiago de Compostela within the established deadlines, such as the website https://esn-santiago.org/eventos or the office in person. Failure to meet payment deadlines may result in the cancellation of the registration without entitlement to a refund.

2.4. The currency used for payment of trips and any extras the activity may have will be the EURO (€).

3.1. Refund and cancellation policies

Trips offered by ESN Santiago de Compostela are NOT refundable, except in the circumstances set out below:

• Cancellation of the event by the organisation.
• A substantial change to the conditions of the event or itinerary, such as a change of date, place or main activity.
• Non-provision of the contracted services.
• Force majeure causes, such as health emergencies, armed conflicts or natural disasters.

Should one of the situations described above occur, a person responsible for the trip will contact the participants, who must be offered a full or partial refund corresponding to the proportion of the trip not enjoyed. A change to a similar activity will also be offered, at no additional cost arising from that change. Should the activity offered be more expensive than the cancelled trip, participants must pay ESN Santiago de Compostela the difference between the trip cancelled by the organisation and the new activity.

Under no circumstances will ESN Santiago be responsible for reimbursing any additional expense incurred by the traveller that falls outside the travel package offered by ESN Santiago de Compostela.

4. Participant Responsibilities

4.1. The Participant is responsible for having the documentation required for the trip (national ID, passport, visas, etc.). ESN Santiago de Compostela is not responsible for any inconvenience arising from a lack of the relevant documentation.

4.2. The Participant must comply with local regulations and the rules of the trip, and respect the programme established by ESN Santiago de Compostela. Any inappropriate behaviour may result in expulsion from the trip without entitlement to a refund.

4.3. It is the Participant’s responsibility to inform ESN Santiago de Compostela of any medical condition, allergy or special requirement in advance of the trip. ESN Santiago de Compostela will try to accommodate such needs, but does not guarantee that they can be fully met. We therefore recommend communicating this information before booking a place.

5. Accommodation Conditions

5.1. Rooms are reserved for the days indicated in the trip information. Check-out will take place on the last day before the time indicated by the organisation.

5.2. The ESN Santiago de Compostela organisation will carry out the allocation of rooms and beds before arrival at the accommodation.

5.3. ESN Santiago de Compostela will try to accommodate all travellers in line with their requests, although it is not possible to guarantee that all requests can be met.

5.4. The price paid for accommodation will be the same for all users regardless of room type, unless different options are indicated at the time of booking.

5.5. The accommodation’s rules must be respected at all times. It is the traveller’s responsibility to inform themselves of these rules and to ask the trip leader about any queries.

5.6. Any damage caused to the accommodation must be borne by the traveller who caused the damage, who will have to cover the corresponding repair costs.

5.7. ESN Santiago de Compostela will under no circumstances be held responsible for damage caused by the traveller.

6. Trip and Traveller Conditions

6.1. Only members of ESN Santiago de Compostela may enjoy the trips organised, which makes it compulsory to hold a valid ESN Card in order to attend them.

6.2. Any complaint or problem occurring during the trip must be reported to the trip leader, who must make a decision and inform the management of ESN Santiago de Compostela.

6.3. Each traveller must watch over their belongings at all times. ESN Santiago de Compostela is not responsible for theft or loss of any item.

6.4. All trips may be cancelled if the minimum number of bookings required is not reached. Should this occur, the amount paid by the traveller will be refunded in full.

6.5. It is the responsibility of each traveller to arrive punctually at the indicated meeting point. Travellers are required to be punctual at departure time, and during the trip, at the times stipulated in the programme. In the event of a delay of more than 15 minutes beyond the indicated time, the driver shall be entitled to set off, and the transport service for the delayed passenger will thus be suspended, without entitlement to a refund.

6.6. Should a refund be made, a notification will be sent by email to the person concerned, who will have a maximum period of 15 days to reply with the requested details. No refunds will be made outside that period.

7. Trip Modifications

7.1. ESN Santiago reserves the right to modify the itinerary, the duration of the trip, or any other aspect related to the event, in the event of unforeseen circumstances (including but not limited to weather conditions, transport problems, etc.).

7.2. In the event of a significant modification to the trip, ESN Santiago de Compostela will notify travellers as far in advance as possible and will offer the option of a full refund if the traveller decides not to continue with the trip.

6. Required Documentation

Every traveller must present the following documentation at the start of the trip.

• A valid passport or identity document bearing a recent photograph that allows the traveller to be recognised.
• Visas, if required, covering travel throughout the entire itinerary proposed for the trip.
• A valid ESN Card.
• A health card or proof of medical cover.
• Any other document that the organisation may require from the traveller, subject to prior notice.

The trip organisation reserves the right to refuse participation in the trip to anyone who does not carry the required documents, without entitlement to a refund.

ESN Santiago de Compostela disclaims all liability in the event that any authority refuses to grant the traveller a visa, whether due to the traveller lacking any of the required conditions, or due to defects in the passport. Any expense arising from such an incident shall be borne by the traveller, with the conditions established for the cancellation of services applying in these circumstances.

7. Exclusion of Liability

7.1. ESN Santiago is not responsible for personal injury, losses, theft, material damage or any other incident that the participant may suffer during the trip, except for those directly attributable to gross negligence on the part of the organisation.

7.2. The Participant releases ESN Santiago from any liability for events or situations beyond its control, including but not limited to natural disasters, social conflicts, government decisions, or any other force majeure event.

8. Data Protection

8.1. Personal data provided by the traveller will be used exclusively for the management of the trip and in accordance with current data protection legislation.

8.2. The Participant consents to the use of their image and to the recording of videos or photographs during the trip for the promotion of future ESN Santiago de Compostela activities, unless they indicate otherwise in writing before the start of the trip.

9. Dispute Resolution

Any dispute arising in connection with these Terms shall be resolved in accordance with Spanish law, and the parties submit to the jurisdiction of the courts of Santiago de Compostela.

10. Acceptance of the Terms

Participation in the trip implies full acceptance of these Terms and Conditions. ESN Santiago de Compostela reserves the right to modify these Terms at any time, giving prior notice to Participants.

C. Purchase of ESN Cards

1. Service Description

The ESN Card is a card that allows international students to access ESN member status, as well as a range of discounts and advantages in Santiago de Compostela, in the rest of Spain and in other European countries.

2. Purchase of membership

Membership can be purchased through the website, in the ESNcard section, at https://esn-santiago.org/esncard, or in person at our points of sale.

It is compulsory, and the responsibility of the person concerned, to meet all the requirements for obtaining the ESNcard once the membership purchase process set out in point 6 has been completed.

3. Use and Benefits

The ESN Card is personal and non-transferable. Only the cardholder is entitled to enjoy the associated discounts and benefits.

3.1. The Card offers discounts and benefits across a network of establishments and services affiliated with ESN, both locally and internationally. The list of establishments and services may change without prior notice, and is available at all times through the website esncard.org.

3.2. ESN Santiago de Compostela does not guarantee the availability of discounts at all affiliated establishments at all times.

3.3. The terms and conditions of specific discounts may vary depending on the affiliated establishment or service.

4. Card validity

4.1. The Card is valid for one year from its date of issue.

4.2. The Card is personal and non-transferable. Only the cardholder may benefit from the advantages and discounts associated with the Card.

4.3. For the Card to be valid, it must be duly completed with the cardholder’s personal details.

4.4. This card does not guarantee the identity of the bearer and its presentation may be required together with a valid identity document.

5. Price

5.1. The price of membership is set by ESN Santiago de Compostela and is subject to change without prior notice.

5.2. The current membership price is TWENTY EUROS (20.00€), and once the process is complete, the ESNcard will be issued free of charge.

5.3. Payment of the membership fee must be made at the time of purchase, using the payment methods accepted by ESN Santiago de Compostela.

6. Purchase requirements

It is the responsibility of the person concerned to ensure that all the conditions required to purchase the card, detailed below, are met:

6.1. Prove that they are a student on an international or national mobility programme in Santiago de Compostela or Lugo.

6.2. Be enrolled at a university or higher education institution.

6.3. Have acquired volunteer member status and be part of the internal structure of ESN Santiago de Compostela.

ESN Santiago de Compostela reserves the right to cancel any card belonging to a person who does not meet the requirements described.

7. Refunds and returns

7.1. No refunds or returns will be made once the card has been issued, except in cases where Spanish law so requires.

7.2. No refund will be given for loss, theft or deterioration of the card.

8. Liability

8.1. ESN Santiago de Compostela is not responsible for misuse of the card by the cardholder and/or third parties.

8.2. ESN Santiago de Compostela is not responsible for the quality of the products or services offered by partner companies. Nevertheless, we ask that any problem with any of our partner companies be reported to the organisation.

D. Other types of Events (Parties, museum visits, tournaments, etc.)

4.1. Service Description

ESN Santiago de Compostela organises various events, such as parties, museum visits, cultural and sporting activities, among others. Each event will be duly announced through our official channels, with detailed information on its content, prices and any other relevant aspect.

4.2. Registration and Payment

Registration to take part in these events will be carried out through our website or at our points of sale. Payment, if required, must be made at the time of registration, or at the office, unless otherwise indicated.

4.3. Cancellations and Refunds

• Cancellation by the participant: Cancellation and refund policies for events will vary depending on each specific activity. These policies will be detailed in the information for each event.
• Cancellation by ESN Santiago: Should an event be cancelled, the full amount paid by the participant will be refunded.

E. Intellectual Property

All content on the ESN Santiago de Compostela website, including text, graphics, logos, images, videos, software and any other material, is protected by copyright and other intellectual property laws. Total or partial reproduction of the content without the express consent of ESN Santiago de Compostela is prohibited.

F. Amendments to the Terms and Conditions

ESN Santiago de Compostela reserves the right to modify these terms and conditions at any time. Any change will be published on our website and will take effect immediately upon publication. Users are advised to check this section regularly to stay informed of any changes.

G. Contact

For any query relating to these terms and conditions, you may contact us at the following email addresses:

[email protected] or [email protected]

H. Data protection

The Asociación de Estudiantes de Intercambio de Santiago de Compostela, known as ESN Santiago de Compostela, in compliance with the provisions of the General Data Protection Regulation (EU) 2016/679 of the European Parliament and of the Council of 27 April 2016, on the protection of natural persons with regard to the processing of personal data and on the free movement of such data (GDPR), as well as in compliance with the applicable Spanish national legislation on data protection, in particular Organic Law 3/2018, of 5 December, on the Protection of Personal Data and guarantee of digital rights, informs you of the following:

The purpose of this form is to collect the data strictly necessary for the participation of the person concerned in the activity for which this form is being completed. The data requested in this case is of a purely identifying nature (first name, surname, email address, telephone number, membership number), as well as other data necessary for the proper development of the activity, so that it is carried out in the best possible way for the person concerned. This data is processed solely and exclusively at the request of the participant in each case. This data does not, moreover, imply any registration and therefore, once the request has been resolved, no further activity will be carried out with the data provided. Should the request require further processing beyond its resolution, the person concerned will be informed of this fact, as well as of the exercise of their rights.

Any personal data received directly from the person concerned will be treated confidentially and will be incorporated into the files of the Asociación de Estudiantes de Intercambio de Santiago de Compostela. The data will be kept for as long as necessary to fulfil the purpose for which it was collected and to determine, where necessary, any liability that may arise from that purpose, in addition to the periods established under records and documentation regulations.

As a general rule, the data provided will not be communicated to third parties, except where strictly required by law, which may include communications with public administrations, the justice system and persons with an interest in procedures relating to the applications submitted.

The person concerned may request access, objection, rectification, erasure or restriction of the processing of the data, provided the requirements established in the General Data Protection Regulation are met, as well as in Organic Law 3/2018, of 5 December, on the Protection of Personal Data and guarantee of digital rights, by means of a written request submitted electronically to the attention of the secretariat of ESN Santiago de Compostela at the email address [email protected] or [email protected].

ESN Santiago de Compostela, August 2024