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Simple Gaijin Student Policies
Effective: 08/01/2026
Last Updated: 08/03/2026
My goal is to provide a professional, enjoyable, and effective learning environment where students can confidently develop their Japanese language skills. The following Student Policies & Agreement are designed to promote fairness, consistency, and mutual respect while ensuring the best possible learning experience for everyone.
By scheduling, purchasing, or attending lessons with Simple Gaijin, you acknowledge that you have read, understood, and agree to abide by the policies outlined in this document. All new students must sign an acknowledgment before beginning lessons. Existing students must sign an acknowledgment when requested following the introduction or material revision of these policies.
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What is Simple Gaijin?
Simple Gaijin is an independent Japanese language school dedicated to providing practical, personalized, and culturally informed Japanese instruction to students of all backgrounds and experience levels.
Simple Gaijin is independently owned and operated and is not affiliated with, endorsed by, or operated in partnership with any university, college, school district, private school, government agency, corporation, or other educational institution unless expressly stated.
Founded on July 5, 2015, in Asahi City (Asahi-shi), Chiba Prefecture, Japan, Simple Gaijin was established after the instructor's experiences living, studying, and working in Japan revealed a need for practical, personalized Japanese instruction that extends beyond the traditional classroom. From its beginning, the school has been guided by the belief that learning Japanese should be approachable, engaging, and tailored to each individual student's goals. Rather than relying solely on standardized curricula, every lesson is designed to meet the unique needs, interests, learning style, and pace of the individual student.
Instruction extends well beyond grammar and vocabulary. Students are encouraged to develop a deeper understanding of Japanese culture, customs, history, etiquette, social norms, and ways of thinking, allowing them to build not only language proficiency but also cultural confidence.
Today, Simple Gaijin serves students from a wide variety of backgrounds, including travelers, professionals, anime and manga enthusiasts, university students, heritage learners, future residents of Japan, and individuals preparing for examinations such as the Japanese Language Proficiency Test (JLPT).
Simple Gaijin believes that learning a language is about more than memorizing vocabulary or passing examinations. It is about developing the confidence to communicate, the curiosity to understand another culture, and the ability to build meaningful connections through language.
Simple Gaijin remains committed to one simple goal: helping students develop the knowledge, confidence, and practical skills necessary to use Japanese successfully in the real world.
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Scheduling Lessons
Lessons are scheduled by mutual agreement between the student and instructor. Once a recurring lesson time has been established, that time is reserved exclusively for the student and will remain their regular class time until lessons are discontinued, or another arrangement is mutually agreed upon.
Students are expected to be ready to begin each lesson at the scheduled start time with all necessary learning materials prepared.
If a student wishes to change their regular lesson day or time, Simple Gaijin will make every reasonable effort to accommodate the request based on current availability. Because lesson times are reserved for individual students, preferred scheduling requests cannot be guaranteed.
When multiple students request the same available lesson time, scheduling priority will generally be given to the student with the longest continuous enrollment in Simple Gaijin. This policy is intended to recognize and reward long-term commitment to the school. Scheduling priority determinations are made solely at the instructor's discretion and will not be disclosed or discussed with other students.
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Cancellation - Rescheduling Policy
Since Simple Gaijin was founded, every effort has been made to provide students with a flexible scheduling experience, recognizing that work, school, family, and unexpected circumstances can sometimes interfere with scheduled lessons. To ensure fairness and consistency for all students, the following cancellation and rescheduling policy applies:
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Cancellations made 24 hours or more before the scheduled lesson will not be charged. Students may request a make-up lesson during the same week. While every reasonable effort will be made to accommodate the request, alternative lesson times are subject to availability and cannot be guaranteed.
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Cancellations made less than 24 hours before the scheduled lesson will be charged the full lesson fee.
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Failure to attend a scheduled lesson without prior notice ("No Call / No Show") will be charged the full lesson fee. If a student requests and is granted a make-up lesson but subsequently fails to attend without providing the required notice, the missed lesson will be treated as a No Call / No Show and the full lesson fee will apply.
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Repeated or excessive No Call / No Show incidents may result in the discontinuation of lessons at the instructor's sole discretion. In such cases, Simple Gaijin reserves the right to refuse future enrollment.
Please understand that your lesson time is reserved exclusively for you. When a lesson is canceled on short notice, it is generally impossible to offer that time to another student, resulting in both lost instructional time and lost income. This policy helps ensure that Simple Gaijin can continue providing consistent, high-quality instruction while respecting the time commitment made by both the student and the instructor.
Exceptions to this policy are rare and may be granted only at the instructor's sole discretion in cases of genuine emergencies. Scheduled work obligations, vacations, social events, appointments, forgetting a lesson, oversleeping, or other personal scheduling conflicts are not considered emergencies and remain subject to this policy.
Students who anticipate recurring scheduling conflicts are encouraged to discuss alternative recurring lesson times with the instructor.
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Instructor Illness or Emergencies
While every reasonable effort will be made to conduct lessons as scheduled, circumstances beyond the instructor's control—including illness, family emergencies, severe weather, power or internet outages, or other unforeseen events—may occasionally require a lesson to be canceled or rescheduled.
If the instructor must cancel a lesson, every reasonable effort will be made to reschedule it at a mutually convenient time at no additional cost to the student. If rescheduling is not possible, any prepaid lesson will be retained as a credit toward a future lesson or refunded upon the student's request.
Whenever reasonably possible, students will be notified of cancellations as soon as practical.
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Late Arrivals
Students are expected to arrive on time and be ready to begin at their scheduled lesson time.
Lessons will conclude at their originally scheduled end time regardless of when the student joins the lesson.
Time lost due to a late arrival cannot be recovered by extending the lesson or carrying unused time over to a future lesson.
If a student has not arrived within 15 minutes of the scheduled lesson time and has not contacted the instructor, the lesson may be considered a No Call / No Show. The lesson will be forfeited, and the full lesson fee will apply in accordance with the Cancellation & Rescheduling Policy.
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Lessons For Minor Students
Students under the age of 18 must have the consent of a parent or legal guardian to enroll in lessons with Simple Gaijin. This requirement applies regardless of whether the student is enrolled in high school or any other educational program.
Parents or legal guardians are responsible for ensuring that minor students attend lessons on time, have the necessary equipment and learning materials available, and comply with these policies.
Parents or legal guardians are welcome to observe lessons when appropriate; however, they are expected to avoid disrupting instruction unless invited to participate.
Unless otherwise agreed upon by the instructor, parents or legal guardians are responsible for all lesson scheduling, payments, cancellations, and communications regarding minor students.
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Payment
Payment is due immediately following each lesson unless another arrangement has been agreed upon in advance.
Simple Gaijin currently accepts payment through Venmo, Zelle, and PayPal. Please note that PayPal payments are subject to a small processing fee. As Simple Gaijin transitions its operations to Japan, accepted payment methods may change. Students will be notified in advance of any changes whenever reasonably possible.
Students with outstanding balances may be required to settle their account before additional lessons are scheduled. Simple Gaijin reserves the right to suspend future lessons until any outstanding balance has been paid in full.
Repeated late payments or failure to pay for completed lessons may result in the discontinuation of lessons at the instructor's sole discretion.
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Online Lessons
Students are responsible for ensuring they have the following before each lesson:
· A stable internet connection.
· A functioning microphone and, when required for a specific instructional purpose, a functioning webcam.
· A quiet environment suitable for learning.
· Access to the agreed-upon lesson platforms (currently Microsoft Teams and Google Docs).
Students are solely responsible for the reliability and performance of their own internet connection, computer, mobile device, and other equipment used to access online lessons. Simple Gaijin is not responsible for service interruptions, poor internet performance, equipment failures, software issues, or other technical problems on the student's end that interfere with or prevent participation in a scheduled lesson.
Technical difficulties on the student's end do not automatically qualify for refunds, lesson extensions, or replacement lessons.
If a technical issue occurs on the instructor's end that significantly disrupts a lesson, Simple Gaijin will make reasonable arrangements to ensure the student receives the full instructional time.
In the event of circumstances beyond the reasonable control of either party—including severe weather, extended power outages, widespread internet service outages, or other force majeure events—Simple Gaijin will make every reasonable effort to arrange an alternative lesson time. Such situations will be evaluated on a case-by-case basis.
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Lesson Recordings
Students are welcome to record lessons for their personal study and review. Unless prior written permission has been obtained from Simple Gaijin, lesson recordings may not be:
· Shared with other individuals.
· Uploaded to websites, social media platforms, video-sharing services, or other online platforms.
· Sold, distributed, copied, or otherwise reproduced.
· Used for commercial, educational, instructional, or training purposes.
· Edited, altered, or republished in a manner that misrepresents the instructor, the lesson content, or Simple Gaijin.
Unauthorized use, distribution, reproduction, or publication of lesson recordings may result in the immediate termination of lessons. Simple Gaijin also reserves the right to pursue any legal remedies available under applicable law to protect its intellectual property and other legal rights.
All lesson recordings, lesson materials, and instructional content remain the intellectual property of the instructor and are provided solely for the enrolled student's personal educational use.
Simple Gaijin may also record lessons for purposes including, but not limited to, quality assurance, instructor training, documentation, dispute resolution, and legal recordkeeping. By participating in lessons with Simple Gaijin, students acknowledge and consent to the possibility that a lesson may be recorded for these purposes.
Any recordings made by Simple Gaijin will be stored using reasonable security measures, accessed only for legitimate business purposes, and will not be publicly released without the student's prior consent unless required by law.
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Privacy During Lessons
Simple Gaijin is committed to respecting the privacy of both students and the instructor during online lessons.
Students are expected to participate in lessons from a location that is reasonably private and free from unnecessary interruptions whenever possible. Likewise, the instructor will make every reasonable effort to conduct lessons from a professional and private environment.
To help protect the privacy of both parties, the use of webcams during lessons is optional unless otherwise agreed upon in advance or required for a specific instructional purpose. Audio-only lessons are fully acceptable and are often sufficient for effective language instruction.
Students are encouraged to avoid displaying sensitive personal information, confidential documents, or other individuals on camera during lessons. Likewise, the instructor will take reasonable steps to protect the privacy of students, confidential instructional materials, and any other private information that may be visible during a lesson.
Both students and the instructor are expected to respect each other's privacy throughout all lessons and communications conducted through Simple Gaijin.
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Teaching Materials
All lesson materials, worksheets, notes, presentations, handouts, digital resources, and other original content created or provided by Simple Gaijin remain the intellectual property of Simple Gaijin unless otherwise noted.
These materials are provided solely for the enrolled student's personal educational use and may not be copied, reproduced, modified, redistributed, shared, published, transmitted, or sold without the prior written permission of Simple Gaijin.
Students may retain copies of lesson materials for their own personal study and review after lessons have concluded. Ownership of all materials, however, remains with Simple Gaijin.
Some lessons may incorporate textbooks, articles, videos, audio recordings, software, or other materials owned by third parties. Such materials remain the intellectual property of their respective copyright holders and are subject to applicable copyright, licensing, and other intellectual property laws.
Simple Gaijin reserves the right to revise, update, replace, or discontinue instructional materials at any time to improve lesson quality, maintain the accuracy of instructional content, or reflect changes in the Japanese language, educational standards, or teaching methodology.
All rights not expressly granted under these Student Policies & Agreement are reserved by Simple Gaijin.
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Academic Credit & Institutional Requirements
Some students enroll in Simple Gaijin to supplement high school, college, university, or other academic language programs. While Simple Gaijin is committed to providing high-quality instruction, students remain solely responsible for satisfying the requirements of their educational institution.
Students seeking academic credit, independent study credit, dual credit, continuing education credit, or other institutional recognition are responsible for obtaining any required approvals, documentation, or permissions from their school before beginning lessons.
Unless otherwise agreed to in writing, Simple Gaijin does not guarantee that lessons will qualify for academic credit, fulfill graduation requirements, satisfy institutional language requirements, or be accepted for transfer by any school, college, university, employer, or other organization.
If requested, Simple Gaijin may, at the instructor's sole discretion, provide reasonable documentation confirming lesson attendance, lesson dates, or instructional topics covered. However, the instructor is not obligated to complete institutional forms, certify academic credit, assign grades, administer examinations on behalf of another institution, or otherwise act as an accredited educational institution unless specifically agreed upon in advance.
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Academic Integrity
Simple Gaijin encourages students to complete homework, quizzes, practice exercises, and assessments honestly to accurately measure progress and identify areas for improvement.
The responsible use of dictionaries, grammar references, language-learning resources, and other educational tools—including artificial intelligence (AI) tools—is encouraged as a supplement to learning. However, students should not intentionally misrepresent their abilities or submit work completed substantially or entirely by another person or an AI system when independent work or assessment is expected.
The purpose of all assignments and assessments is to support the student's learning and development rather than to assign grades or rankings. Honest effort is valued more highly than perfect results, as mistakes provide valuable opportunities for learning and improvement.
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Homework and Independent Study
While Simple Gaijin does not regularly assign homework, meaningful progress in learning Japanese depends greatly on consistent study and practice outside of lessons. Students are encouraged to review lesson materials regularly and to practice reading, writing, listening, and speaking whenever possible.
Students who would like additional practice are welcome to request homework, practice exercises, or other supplementary learning materials. Simple Gaijin will make every reasonable effort to provide appropriate assignments based on the student's goals, proficiency level, and available lesson time.
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Proprietary Materials
Instructional materials created by Simple Gaijin—including, but not limited to, original worksheets, lesson plans, presentations, study guides, exercises, graphics, videos, audio recordings, digital resources, and other educational content—are proprietary and protected by applicable copyright and intellectual property laws.
Unauthorized copying, reproduction, modification, distribution, publication, sale, licensing, transmission, or online posting of these materials, in whole or in part, is strictly prohibited without the prior written permission of Simple Gaijin.
Simple Gaijin actively monitors the unauthorized use of its proprietary materials and reserves the right to pursue all available legal and equitable remedies against any individual or organization that infringes upon its intellectual property rights. This includes seeking injunctive relief, monetary damages, attorneys' fees where permitted by law, and any other remedies available under applicable law.
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Student Conduct During Lessons
Students are expected to participate in lessons in a manner that promotes a productive, respectful, and professional learning environment. Conduct that significantly disrupts instruction—including repeated intoxication, impairment, sleeping during lessons, abusive or threatening language, harassment, discrimination, or any other behavior that substantially interferes with the lesson or prevents it from continuing—may result in the lesson being terminated at the instructor's sole discretion.
Lessons terminated due to inappropriate student conduct will be considered completed lessons and are not eligible for a refund, credit, or rescheduling.
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Respectful Learning Environment
Simple Gaijin is committed to maintaining a welcoming, professional, and respectful learning environment for all students.
Students are expected to communicate respectfully, behave appropriately, and conduct themselves in a manner that supports a positive learning experience during all lessons and interactions with Simple Gaijin.
This standard of respectful conduct applies to all communications with Simple Gaijin, including lessons, email, messaging platforms, and social media interactions.
Harassment, abusive or offensive language, discrimination, intimidation, threats, repeated disruptive behavior, or any conduct that materially interferes with the learning environment will not be tolerated.
Students are also expected to conduct themselves responsibly in public forums when identifying themselves as students of Simple Gaijin or when their conduct may reasonably be associated with the school. Conduct that materially damages the reputation of Simple Gaijin, harasses members of the Japanese language community, encourages illegal activity, falsely represents the school's views or policies, or otherwise reflects behavior incompatible with the school's mission and values may result in disciplinary action.
Simple Gaijin reserves the right, at its sole discretion, to end a lesson immediately, discontinue lessons, refuse future enrollment, or terminate a student's enrollment without refund for any lesson affected by such conduct.
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Instructor Availability
While every effort will be made to respond promptly to emails and messages, responses may not be immediate. Please allow up to two business days for a response, although most inquiries are answered much sooner.
Scheduling requests, lesson-related questions, and other student inquiries are handled as quickly as possible based on lesson availability and the instructor's schedule.
As Simple Gaijin operates internationally, students should be aware that time zone differences may affect response times, lesson scheduling, and general availability. While every reasonable effort will be made to accommodate students across different time zones, immediate responses cannot be guaranteed.
Simple Gaijin does not guarantee immediate responses outside of normal working hours, on holidays, or during periods when the instructor is traveling or otherwise unavailable.
Students should not expect immediate responses to emails, text messages, or other communications. Matters requiring immediate attention should be addressed through appropriate local services rather than relying on communication with Simple Gaijin.
Periods of planned unavailability, holidays, and other extended absences will be communicated to students whenever reasonably possible.
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Policy Updates
These Student Policies & Agreement may be revised from time to time as Simple Gaijin continues to grow, improve its services, or comply with changes in applicable laws, regulations, or business practices.
Students will be notified of any significant policy changes before they take effect whenever reasonably possible. Minor administrative, formatting, or clarifying revisions that do not materially affect students' rights or obligations may be made without prior notice.
The most current version of these Student Policies & Agreement will be made available to all students and will supersede all previous versions.
Continued enrollment in, scheduling of, or attendance at lessons after the effective date of any revised policy constitutes acknowledgment and acceptance of the updated policies.
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Professional Development
Simple Gaijin is committed to continuous professional growth and the ongoing improvement of its instructional quality. To better serve students, the instructor regularly pursues additional education, professional certifications, language proficiency examinations, independent research, and other opportunities for professional development.
Examples of such professional development may include, but are not limited to:
· The Japanese Language Proficiency Test (JLPT)
· The Japanese Kanji Aptitude Test (Kanken)
· The Business Japanese Proficiency Test (BJT)
· ACTFL proficiency assessments
· Teaching certifications and continuing education programs
· Professional conferences, seminars, workshops, and educational training related to Japanese language, culture, history, linguistics, and language instruction
· Independent research into Japanese language, history, culture, linguistics, pedagogy, and related academic fields
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The development and continual refinement of original lesson materials, curriculum, and instructional resources
These ongoing investments help ensure that students receive instruction that reflects current language usage, effective teaching practices, accurate cultural information, and continued professional growth.
As the instructor's qualifications, certifications, experience, expertise, and professional responsibilities continue to develop, lesson rates may be adjusted in accordance with the Lesson Rates policy.
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Lesson Rates
Simple Gaijin reserves the right to adjust lesson rates from time to time to reflect changes in operating costs, inflation, instructor qualifications and experience, market conditions, or the services offered.
Students will receive at least 14 days' advance notice before any increase in lesson rates takes effect.
Any prepaid lessons or lesson packages purchased before the effective date of a rate increase will be honored at the rate in effect at the time of purchase unless otherwise stated.
Unless otherwise specified, revised rates will apply to lessons occurring on or after the effective date of the rate change.
Continued enrollment in, scheduling of, or attendance at lessons after a rate change becomes effective constitutes acceptance of the revised lesson rates.
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Learning Outcomes
Simple Gaijin is committed to providing high-quality Japanese language instruction tailored to each student's individual goals, learning style, and proficiency level. Every reasonable effort will be made to help students improve their Japanese language skills through effective instruction, personalized guidance, and constructive feedback.
However, language acquisition is a collaborative process, and each student's progress depends on many factors beyond the instructor's control, including attendance, punctuality, consistent study habits, practice outside of lessons, motivation, and individual learning ability.
Students are ultimately responsible for their own learning outside of scheduled lessons. This includes regularly reviewing lesson materials, practicing newly learned vocabulary and grammar, completing any assigned or requested homework, and actively applying Japanese in real-world or self-study settings whenever possible. Consistent independent study is essential for long-term language development.
Accordingly, Simple Gaijin cannot guarantee specific examination results, Japanese Language Proficiency Test (JLPT) scores, language proficiency levels, employment opportunities, admissions decisions, or any other learning outcome or achievement.
The instructor's role is to provide the highest quality instruction possible; the student's success ultimately depends upon their own commitment, effort, preparation, and continued practice both during and outside of lessons.
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Limitation of Liability & Indemnification
Simple Gaijin will make every reasonable effort to provide accurate instruction, maintain professional standards, and deliver lessons in a reliable manner. However, to the fullest extent permitted by applicable law, Simple Gaijin shall not be liable for any indirect, incidental, consequential, special, or punitive damages arising out of or relating to participation in lessons or the use of instructional materials.
Students agree to use all lesson materials, recordings, online platforms, and other resources provided by Simple Gaijin in accordance with these Student Policies & Agreement and all applicable laws.
To the fullest extent permitted by applicable law, students agree to indemnify and hold harmless Simple Gaijin, its owner, instructors, and representatives from any claims, damages, liabilities, losses, costs, or expenses (including reasonable attorneys' fees where permitted by law) arising from the student's unlawful conduct, violation of these Student Policies & Agreement, infringement of intellectual property rights, or misuse of lesson materials, recordings, or online services.
Nothing in this section shall be interpreted as limiting any rights or protections that cannot legally be waived under applicable law.
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Open Door Policy
Simple Gaijin believes that the best learning environment is built on open communication, mutual respect, and trust. Students are always encouraged to ask questions, seek clarification, provide feedback, or discuss any concerns they may have regarding lessons, scheduling, learning goals, or these Student Policies & Agreement.
If a student is having trouble with the pace of lessons, course content, teaching methods, scheduling, or any other aspect of their learning experience, they are encouraged to speak with the instructor as early as possible. Many concerns can be resolved through honest communication and a willingness to work together.
Simple Gaijin also welcomes constructive feedback and suggestions for improving lessons, teaching materials, and the overall student experience. While not every suggestion can be implemented, all feedback will be given thoughtful consideration.
No concern related to your learning experience is too small to discuss. If something is affecting your progress or enjoyment of learning Japanese, I would much rather hear about it early so that we can work together to find a solution.
While the instructor is always happy to listen, offer encouragement, and provide general guidance when appropriate, Simple Gaijin is not a licensed therapist, counselor, attorney, financial advisor, physician, or other licensed professional. Nothing discussed during lessons should be interpreted as professional medical, mental health, legal, financial, or other licensed advice.
If a student raises concerns that fall outside the scope of language instruction, the instructor may, when appropriate, recommend that the student seek assistance from a qualified professional or provide publicly available educational resources. However, Simple Gaijin does not provide counseling, therapy, crisis intervention, legal representation, financial planning, or other licensed professional services.
The goal of Simple Gaijin is not only to teach the Japanese language, but also to foster a supportive, respectful, and enjoyable learning environment in which every student can succeed.
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Governing Law
These Student Policies & Agreement shall be governed by and construed in accordance with the laws of the State of Texas, without regard to its conflict of laws principles.
The parties agree that any legal action or proceeding arising out of or relating to these Student Policies & Agreement shall be brought exclusively in the state or federal courts located in or serving Denton County, Texas, and each party consents to the jurisdiction and venue of those courts.
If any provision of these Student Policies & Agreement is determined to be invalid, illegal, or unenforceable by a court or other competent authority, that provision shall be enforced to the fullest extent permitted by applicable law, and the remaining provisions shall remain in full force and effect.
Nothing contained in these Student Policies & Agreement shall be construed as limiting any rights or remedies available to Simple Gaijin under applicable law.
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Agreement
By scheduling, purchasing, or attending lessons with Simple Gaijin, you acknowledge that you have read, understood, and agree to abide by these Student Policies.
These policies form part of the agreement between you and Simple Gaijin and remain in effect for the duration of your enrollment unless otherwise stated.
Thank you for choosing Simple Gaijin. I sincerely appreciate the opportunity to help you learn Japanese and look forward to being part of your language-learning journey. Whether your goal is travel, business, the JLPT, or simply a love of Japanese language and culture, I am committed to helping you succeed every step of the way.
Mike Viscusi
Owner & Instructor
Simple Gaijin