ChotChat Terms & Conditions

for Language Courses (Online <Live and self-paced & In‑person)

Important Notice on Dates and Deadlines

All dates and deadlines stated in these Terms (including payment deadlines, cancellation deadlines, and enrollment confirmation dates) follow the time zone of the reference city listed on each course page. Learners are responsible for confirming the correct corresponding date in their own region.

1. Introduction

These Terms & Conditions (“Terms”) outline the policies governing all Japanese language courses and related services (“Services”) provided by ChotChat (“the School”). Please read these Terms carefully before submitting your application.

2. Eligibility

All language courses offered by ChotChat are intended for adult learners (18+). Applicants must be 18 years of age or older at the time of application.

Learners must have a valid Gmail address to access course materials, Google Classroom, Google Meet, and all online services used by the School.

3. Course Application & Level Confirmation

Course applications must be submitted through our designated Application Form, except for self-paced courses. If the application meets the prerequisites and seats are available, we will issue a payment link by email. Receiving a payment link does not constitute admission; enrollment is confirmed only upon successful payment. If the application does not meet the prerequisites, the School will contact the learner for additional documents or course guidance.

ChotChat uses a self‑reported level system to place learners into appropriate classes, ensuring efficient progress for all learners. During the first class, if the instructor determines that another level would be more suitable, the School may recommend transferring to a different class. If the learner chooses not to transfer and wishes to withdraw from the course, the School will issue a full refund.

Please note that ChotChat does not offer every level at all times. If the learner wishes to transfer to another level, they may need to wait until the next available course opens.

4. Payment & Enrollment Confirmation

For Live Online courses and In-person courses, the seats are secured based on payment order. Upon receiving the admission email, learners have 7 days to submit the payment. If payment is not received within this timeframe, the seat will be released and made available to other applicants. The payment link will be issued via email.

Payment Processing Fees: Payment processing fees vary depending on the learner’s country of residence and chosen payment method. Students are responsible for any applicable processing fees. All payments and refunds are processed in the currency specified for each course. Any foreign exchange gains or losses resulting from currency conversion are the learner’s responsibility.

5. Minimum Enrollment

If the minimum enrollment is not met, the course will not open. Learners will be notified by email and a full refund will be issued.

Enrollment requirements and confirmation timelines differ by course type:

  • Live Online courses: Minimum enrollment: 3 learners Confirmation timeline: 7 days before the start date

  • In‑person courses: Minimum enrollment: 5 learners Confirmation timeline: 30 days before the start date

6. Cancellation & Refund Policy

Refunds are not provided for absences or tardiness. Cancellations are not self‑service; learners must contact the School by email.

For learner-initiated cancellations, refunds apply to tuition only. The payment processing fees are non-refundable. For School-initiated cancellations, full tuition will be refunded, and the payment processing fees may also be refunded at the School’s discretion.

Live Online Courses

  • Up to 8 days before the start date: 100% refund

  • Within 7 days of the start date or after the course begins: non‑refundable

  • If a class is disrupted due to School-related or instructor circumstances (e.g., technical issues), the School will provide extended class time or a make-up session.

In‑person Courses

  • Up to 30 days before the start date: 100% refund

  • Up to 15 days before the start date: 50% refund

  • Within 14 days of the start date or after the course begins: non‑refundable

Self-paced Courses

  • Digital materials and feedback preparation begin immediately after enrollment; therefore, Self‑paced courses are non‑refundable.

  • Please review the course details carefully before enrolling.

7. Class Operation, Materials & Learning Environment

  • Courses using textbooks require preparation (pre-study) for effective learning. Learners are asked to keep their camera on during Live Online classes. Textbooks and workbooks are not included in the course fee; learners must purchase required materials independently. Learners are responsible for managing time zone differences, including Daylight Saving Time changes. ChotChat is not responsible for lateness or absences caused by time zone miscalculations.

  • In‑person courses: Classes may be moved online or to another venue if unavoidable circumstances occur, such as weather, public transportation disruptions, or venue-related issues.

  • Online courses- Camera-on policy: Language learning is a communicative process, and non-verbal elements such as facial expressions play an essential role in effective interaction. For this reason, ChotChat requires cameras to remain on during all online classes. Keeping your camera on also supports your classmates and contributes to a positive learning environment.

8. Assignments

Some courses, such as self-paced writing courses, include assignments. Assignments must be submitted before the deadline; submissions are not accepted after the course ends. Feedback is provided only during the course period.

9. Instructor Changes

Instructors may change due to scheduling, health, or other circumstances. Instructor changes do not qualify for refunds.

10. Course Content Changes

Course content, materials, and lesson structure may be updated without prior notice to improve learning quality.

11. Personal Information

Personal information is used solely for course operation, communication, and invoice issuance. Payment information follows Stripe’s Privacy Policy. The School does not share personal information with third parties.

12. Access to Online Platforms

The URL for accessing the online course platform will be sent via email. Some school or organization email accounts may not be accepted by the platform. Using a Gmail address is required for the most reliable access.

13. Disclaimer

The School is not responsible for class interruptions caused by the learner’s internet connection or device issues. Learning outcomes depend on the learner’s effort; the School does not guarantee specific results. The School may recommend external tools or websites as learning resources but does not guarantee their functionality or accuracy.

14. Changes to Terms

These Terms may be updated as needed. The latest version will be posted on the School’s website.