1. Enrolment
For a student to be considered enrolled at XABIA INTERNATIONAL COLLEGE, S.A., the following requirements must be met:
• The student must have been formally admitted by the school administration/management.
• All required documentation has been submitted and duly completed/signed
• Parents must pay a non-returnable enrolment fee per pupil as indicated on the fee sheet. No reimbursement will be made of this amount in case of cancellation of a place at any time. If a student attends another school for two or more academic years and then returns, they must pay these fees again.
Admission typically requires at least a personal interview. The school reserves the right to deny admission after the interview and examination/evaluation. Please note that there is no automatic right of entry to the school for younger brothers and sisters and parents are recommended to apply for school places as soon as they are born.
A place is not reserved until all entry requirements are met. Enrolment is personal and non- transferable and grants the right to a school place.
A priority of placement is granted to younger siblings of the students enrolled in the School Name, provided that the established deadlines are respected.
2. Re-enrolment policy
The term “Re-Enrolment” refers to the right to retain a student’s place for the following academic year. Each year, during the second term, parents will be asked to confirm their child’s re-enrolment to help the school plan its budget. A one-time, non-refundable, and non-deductible Registration Fee of €1050 must be paid by the first week of April.
Families will receive documentation to reserve a place and pay the required re-enrollment fee for the next academic year. Completing this process—along with the required payment—secures re- enrollment, unless the school notifies the family otherwise. Final approval of re-enrollment rests with the school. The School Management reserves the right to deny re-enrollment at any time due to disciplinary issues, school-related concerns, or unpaid fees
An annual re-enrolment fee will be charged in April and deducted from the September tuition fee.
If your child is not returning for the following academic year, families must submit a withdrawal form before the re-enrolment deadline of 31st March. If the form is not received by this deadline, we will assume your child is continuing, and a non-refundable re-registration fee will be applied.
3. Fees & Method of Payments
3.1 Tuition Fees
Enrolment at Xabia International College signifies a commitment to fulfilling the associated financial obligations.
Tuition fees for each educational level, along with service fees, are outlined in the XABIA INTERNATIONAL COLLEGE information folder. These fees cover the entire academic year but are divided into 10 monthly installments for easier payment.
All payments shall be made by direct debit/standing order; exceptions require a written request for bank transfers.
In case of payment delays, penalty charges for late payment may be applied. Following a formal notification, the school will proceed with a penalty charge equivalent to 5% per year on the overdue amount. To ensure accuracy and security, any changes to bank details must be communicated in writing to the school secretary's office well in advance.
No refunds are provided for absences due to illness or other causes.
An additional charge is made for external examinations
3.2 Non-Payment & Overdue Fees
If a payment is declined by the bank and returned, the school will attempt collection one additional time, after notifying the family in advance.
If a direct debit is not honoured, the account holder will be charged €20 each time the bank rejects a payment and will accrue interest at 5% from the due date.
If the payment remains outstanding 60 days after the due date, the school reserves the right to take legal action against either or both parents, the guardian, or the designated payer to recover the amount owed, including any applicable interest.
During the term, if any outstanding fees are not paid, the student will be excluded from participating in school trips and events or may be suspended from the following school quarter/term until payment is received. Continued non-payment will result in the student's permanent withdrawal from the school according to clause 3.6 below.
3.3 Advance Payment
Full-year tuition can be paid upfront by transfer with a discount, as indicated in the fee sheets. Payment must be made by 30th June to qualify for the discount. A direct debit form will be required to service additional school activities.
3.4 Payment of Extracurricular Activities
Extracurricular activities that do not take place during the entire school year such as excursions, ski courses, trips, etc., will be paid before the dates of the activity.
3.5 Siblings Scholarship Program
The school offers scholarships for families with multiple children enrolled. The amount of the scholarship is determined as below.
• 3rd Sibling & subsequent studying at school: -15%
3.6 Penalties
Amount of Penalty: Failure to comply with either of the payment undertakings described above will result in the imposition of the penalties foreseen in clause 3.2 above, in addition to a penalty equivalent to 20% of the amount owed to the Xabia International College.
Remedy Period: The parent/legal guardian will have 30 calendar days from the notification of the non- compliance to settle the debt. If they fail to do so, Xabia International College may claim the payment of the penalties together with the overdue amount and legal interest.
Termination of the Contract: If the breach persists beyond 60 calendar days from the notification, Xabia International College may terminate the contract and deny the provision of educational services to the student being effective from the following term/quarter of the ongoing period, without prejudice to the corresponding legal actions for the collection of the due amounts and legal interest.
3.7 Change of ownership
In case of change of ownership of the XABIA INTERNATIONAL COLLEGE, S.A l, the parents/ guardians will continue, in the same terms, obliged to the XABIA INTERNATIONAL COLLEGE, S.A to comply with these terms and conditions, including the terms relating to the payment of fees.
4. Leavers & Students Abroad
If a student decides to leave XABIA INTERNATIONAL COLLEGE, S.A, they will be classified into one of the following categories:
4.1 Permanent Withdrawal
Students who leave the school permanently—whether due to family decision or school management —will be classified as permanent absentees. This may occur for reasons such as family relocation, financial difficulties, dissatisfaction, or non-payment of fees. Non-payment of fees is considered a breach of contract, and as outlined in Clause 3.2, the school will initiate the formal withdrawal process if fees remain unpaid.
Notice Requirement
A full academic term’s notice is required for student withdrawals. If notice is not provided, one term's fees will be charged in lieu of notice. To withdraw a child, families must submit a withdrawal form HERE in the preceding term.
Additionally, parents must continue paying school fees from the date the school management receives the withdrawal notice.
4.2 Temporary Leave
Students who take a temporary leave from school for a minimum of one term and a maximum of one academic year will be categorized as temporarily absent, provided the school management is informed in advance.
a) Students Studying Abroad for One Term
Students who study abroad during the first term and wish to secure a place upon their return in January must pay the usual reservation fee and first-term tuition fees by the specified deadlines. Failure to do so will result in the loss of their place. Students who study abroad for the first term and then choose to extend their stay to finish the academic year abroad will not be refunded for the reservation fee or first-term tuition fees. If they wish to return to school the following year, they will need to pay the reservation fee for that year within the designated period.
b) Students Studying Abroad for a Full School Year
Students planning to study abroad for an entire school year and return to Xabia International College afterward may choose one of the following options:
1. Pay the reservation fee: Students will pay a fee equivalent to the reservation fee, which covers the following benefits:
a. The option to return to Xabia International College during both Half Term holiday periods.
b. Access to support materials in xxx , as well as school counselling during their time abroad.
2. Opt-out of the reservation fee: If the family opts not to pay the reservation fee, the student will not receive academic support from XABIA INTERNATIONAL COLLEGE during their time abroad and will not be able to return during Half Term holidays. However, if the student wishes to return to XABIA INTERNATIONAL COLLEGE in the following school year, the school will send the renewal notice along with other students. To secure their place, the renewal must be completed and paid for by the stipulated deadline.
Students studying at another school within the Affinitas Education network will receive these additional services at no extra charge. Being part of the Affinitas Education offers students easier opportunities for exchanges with other international schools on advantageous terms.
Students who leave XABIA INTERNATIONAL COLLEGE] and study at another school for two or more academic years might need to undergo the admission process and pay the registration fees upon returning. However, they will be given priority over new external applicants when securing a place.
5. Subscription and cancellation of services
The optional services provided during the academic year—including dining, school transportation, specialized complementary teachings, and sports—are part of a complex organizational structure that may not always accommodate modifications. Any cancellation of these services must be requested in writing to the School Secretary’s Office. Cancellations will take effect in billing from the month following receipt of the request.
5.1 Lunch Service
The canteen service is optional for XABIA INTERNATIONAL COLLEGE students. The dining service is provided exclusively on a monthly basis.
5.2 School Bus Service
Registration for school transportation must be completed at the time of enrolment or when reserving a place. Exceptions may be considered, subject to seat availability, pre-established routes, and designated stops before the academic year begins.
5.3 Special (Extracurricular) Classes
Enrolment for extracurricular activities, including artistic, sports, and other special classes, is conducted at the beginning of each term
Once activities have commenced, cancellations will only be processed for the quarter/term following the submission of a written cancellation request. New enrolments will be subject to space availability.
6. School Regulations and Code of Conduct
6.1 Parental Agreement to School Regulations
Parents agree to uphold the school's internal regulations regarding discipline, uniform, and homework. By enrolling their child, they acknowledge that they have read and accepted the Parent/Student Handbook in its entirety and commit to adhering to all its rules.
6.2 Behaviour and Disciplinary Actions
In the case of a serious breach of school rules—particularly if a student’s conduct constitutes a severe, serious, or persistent violation of the Parent/Student Handbook or any related code of conduct—the school reserves the right to impose a temporary suspension or permanent removal from the school. In such cases, fees will not be refunded, in accordance with the school’s fee regulations herein.
If a student repeatedly fails to meet the agreed-upon standards of academic performance or behaviour—previously established between the school, student, and parents—the school reserves the right to withdraw the student.
Additionally, the School Director may, at his or her discretion, request the withdrawal of a student if the behaviour of the student or parents leads to a breakdown of trust and confidence between the school and the family.
6.3 Attendance requirements
Parents must ensure that their child attends school regularly throughout the academic year.
• Absences Due to Illness: Parents must inform the school as soon as possible via phone or email. Upon return, the student must provide a written explanation from the parents.
• Other Absences: If a student needs to miss school for any reason other than illness, a written request must be submitted in advance.
• Unauthorized Absences: If a student has an unapproved absence exceeding five days in a term or ten days in an academic year (excluding illness or compassionate leave), the school reserves the right to withdraw their place or require the student to repeat the year.
7. Insurance
Accident and civil responsibility insurance
The school has insurance cover for accidents which occur to students while on any supervised school or extracurricular activity. The school has also taken out civil liability insurance to cover any contingency or damage to third parties in these activities.
It is recommended that families take out dental insurance to complement the school's accident insurance, as cover for possible damages of this nature is limited as it is a group policy.
8. Force Majeure
In the event that circumstances beyond the control of Xábia International College arise after the execution of this Contract—including but not limited to legislative amendments, any labour disturbance involving either the employees of Xàbia International College any acts of God, fires, earthquakes, explosions, floods, typhoons, hurricanes, landslides or similar or different contingencies, any riots, civil commotions, warlike conditions, acts of terrorism, strikes, lockouts, sabotage, plague or other epidemics, pandemics (including any resurgence thereof), or other force majeure events—requiring the implementation of additional hygiene measures, mobility restrictions, health and safety protocols, or other measures that necessitate the suspension of in-person teaching,
Xàbia International College shall provide online instruction as necessary and appropriate to age level and content needs.
If Xàbia International College is forced to close for reasons of force majeure or unforeseeable circumstances, the Parent/Guardian, once contacted, must collect the child as soon as possible. In the case of a pandemic, the school can close a specific classroom(s) or, if necessary, the entire school. These closures do not imply the refund of tuition fees.
9. Data Privacy
This privacy policy is in accordance with Regulation (EU) 2016/679 of the European Parliament and of the Council, of the 27th of April, 2016, concerning the protection of natural persons with regard to the processing of personal data and free movement of these data (RGPD), to Organic Law 3/2018, of the
5th of December, Protection of Personal Data and digital rights guarantee (LOPDGDD), as well as in what is not contrary to the regulations indicated, to the Law Organic 15/1999, Protection of Personal Data (LOPD) and its development regulations, and/or those that could replace or update in the future.
Our organisation is committed to the privacy of your personal data. The personal data provided are necessary to provide our services and are processed in a lawful, fair and transparent way, ensuring adequate security of them, including protection against unauthorised or illegal processing and against loss, destruction or accidental damage through the application of technical and organisational measures.
In this document we want to offer you, in a transparent and loyal way, all the necessary information related to the processing of your personal data that this organisation makes.
I.- RESPONSIBLE FOR THE PROCESSING IDENTITY: XÀBIA INTERNATIONAL COLLEGE, S.A.
C.I.F./N.I.E./PASSPORT.: A03927571
ADDRESS: CALLE LAGO VITORIA 3 - 5, 03738 XÀBIA (ALICANTE)
TELEPHONE: 966472121
E-MAIL: primary@xabiainternationalcollege.com
DATA PROTECTION OFFICER: dpo@procoden.es
II.- RECIPIENTS OF THE PERSONAL DATA
1. The personal data provided shall not be subject to any transfer unless it is stated
specifically in the specific processes.
2. Optionally, for the contracting of computing cloud services and/or services for the sending of emails, as well as related services, the personal data can be:
– Transferred to businesses for digital services located within the European Economic Area (EEA) or,
– Transferred to businesses for digital services located outside the EEA under the protection of the Privacy Shield as they count on means of protection sufficient to guarantee the security of personal data. More information available following this link: https://www.privacyshield.gov/welcome
3. Optionally, to administrations and other organisations when they are required in compliance with legal obligations.
III.- LEGAL BASIS FOR PROCESSING YOUR PERSONAL DATA
In each case of processing of personal data collected concerning yourself, we will inform you of the legal basis that legitimises the processing of your personal data.
IV.- RIGHTS
RIGHT TO ACCESS
The right to obtain confirmation of whether or not we are processing personal data concerning you, or not, and, in such case, right of access to personal data and the following information: the purposes of the processing, the categories of personal data in question, the recipients or the categories of recipients to whom the data were communicated or will be communicated. personal, period of conservation or the criteria used to determine this term, the existence of the right to request from the responsible the rectification or suppression of personal data or the limitation of the processing of personal data relative to the interested party or to oppose such processing, the right to present a claim before the Spanish Agency for Data Protection (AEPD), the existence, where appropriate, of automated decisions, including the preparation of profiles, when data is transferred to third countries the right to be informed of the appropriate guarantees applied.
RIGHT TO RECTIFICATION
You have the right to request the rectification of your personal data if these are inaccurate, including the right to complete data that is incomplete. We must bear in mind that by providing personal data by any means, guarantees that they are true and accurate and agrees to notify us of any change or modification thereof. Therefore, any damage caused due to a communication of erroneous, inaccurate or incomplete information in the forms of the web, will be the exclusive responsibility of the interested party.
RIGHT TO SUPPRESSION
It is the right to request the suppression of your personal data when, among other assumptions, they are no longer necessary for the purpose for which they were collected, or they are being processed differently or you withdraw the consent. It must be borne in mind that the suppression will not proceed when the processing of personal data is necessary, among other assumptions, for compliance with legal obligations or for the formulation, exercise or defense of claims.
RIGHT TO LIMITATION
You have the right to request that we limit our processing of your personal data, which means that in certain cases you can ask us to temporarily suspend the processing of your personal data or that we keep them beyond the necessary time when you may need it.
RIGHT TO WITHDRAW CONSENT
It is the right to withdraw the consent you have provided by checking “I have read and accept the privacy policy” at any time and as specified in the corresponding section “Exercise of rights” or in the specific processing of commercial communications or Newsletter. It must be borne in mind that this right will not be effective if, among other cases, the processing of personal data is necessary for the fulfillment of a legal obligation, the execution and maintenance of a contractual relationship, or for the formulation, exercise or the defense of claims. Likewise, the withdrawal of consent will not have retroactive effects, it will not affect the legality of the processing based on the consent prior to its withdrawal.
RIGHT TO PORTABILITY
It is the right to receive the personal data that concern you and that you have given us, in a structured format, of common use and mechanical reading, and to transmit them to another responsible, as long as: the processing is based on your consent and is carried out by automated or computerized media.
RIGHT TO OPPOSITION
You have the right to oppose the processing of your personal data on the basis of our own legitimate interest. We will not continue processing the personal data unless we can show compelling legitimate motive for this which overrules your interests, rights and liberties, either for the formulation, the exercising or defence of grievances.
RIGHT TO FILE A CLAIM WITH A CONTROL AUTHORITY
If you suspect that we are processing your personal data incorrectly, you can contact us or you also have the right to file a claim with the Spanish Data Protection Agency (AEPD): https://www.agpd.es/portalwebAGPD/index-ides-idphp.php
EXERCISING OF THESES RIGHTS
You can exercise your rights by letter to the postal address indicated above or by e-mail primary@xabiainternationalcollege.com, attaching, in both cases, a copy of your NIF/NIE/Passport or similar document.
V.- PERSONAL DATA PROCESSING.
GENERAL PROVISIONS
The personal data requested in each of the specific processings are adequate, pertinent and limited to what is necessary in relation to the purposes for which they are processed, thus complying with the principle of data minimisation.
The personal data requested in each of the specific processings are strictly necessary, the refusal to provide them would imply not being able to provide the requested service.
The communications of the personal data provided in each of the specific processings in some cases are necessary for the execution and maintenance of a contract and in other cases for compliance with a legal obligation applicable to the responsible.
CONTACT FORM
Personal data will be processed to channel requests for information, suggestions and complaints from users or customers.
The legal basis that legitimates the processing of personal data is the express consent when marking “I have read and accept the privacy policy”.
Personal data will be kept for a period of two years from the moment they stop being processed, without prejudice to the exercise of the rights that assist them as interested.
Xàbia International College Infants & Primary: Calle Lago Victoria, 3-5, 03738 Xàbia T.+34 966 47 21 21 | primary@xabiainternationalcollege.com Secondary & Sixth Form: Carrer Cantallops, 37, 03738 Xàbia T.+34 96 647 17 85 | secondary@xabiainternationalcollege.com Website: xic.college
