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terms and conditions

VOCATIONAL IMPACT

VOLUNTEER TERMS & CONDITIONS

CONTENTS

1. Booking and Fees

2. Application and Documents 

3. Health and Travel Insurance 

4. Visas, Passport & Travel

5. Your Programme 

6. Complaints and Disciplinary

7. Booking Amendments, Cancellations and Refunds

8. Our Liability, Conditions of Carriage and Limitations

9. General 

These booking conditions form an important part of the contract for your programme so please read them carefully before confirming that you agree to them. All programmes advertised on our website are provided by Vocational Impact or as agents for receiving partners, and are sold subject to the following conditions. 

1. BOOKING FEES

PLACEMENT FEES

The registration and total programme fee for the Vocational Impact placements (referred to as ‘Vocational Impact ’) shall be as published on the Vocational Impact website – www.vocationalimpact.org

All prices are accurate at the date published, but Vocational Impact reserves the right to change any of those prices. Prices on our website are updated regularly. Before you make a booking Vocational Impact will give you the up-to-date price of your chosen placement including the cost of any peak-season supplements, upgrades or additional facilities that you have requested

Your fees will be payable by way of a deposit and donation fee as follows:

VOCATIONAL IMPACT PLACEMENTS

A registration fee is due upon acceptance of your application and upon receiving your 1st invoice, from Vocational Impact, for your selected placement.

A first payment for the registration fee of £265 is required to confirm your place on the volunteer placement. Until this payment has been made and cleared, your place is not secure and your dates can be offered/and confirmed to another volunteer. 

The final instalment of the placement programme fee balance is due:

60 days prior to your date of departure. You will be sent 2 invoices, and the 2nd must be cleared by 60 days before departure and placement start date. 

You must be 18 years old or over and possess the legal capacity and authority to make the booking and accept these booking conditions. If you are currently under 18 years old you will be required to have a parent/guardian sign a copy of this agreement.

If Vocational Impact as the agent for our receiving partner accepts your booking we will confirm and then a contract will exist with us as agent for a disclosed principal.

It is imperative that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip.

You must be completely honest with Vocational Impact throughout the application process and all information contained on any form completed must be accurate. Any false, deceptive or withheld information on your application or documentation, or any behaviour deemed by Vocational Impact as inappropriate or prejudicial, during, or after, your acceptance to a Vocational Impact placement may be grounds for immediate cancellation from the placement with, or without, refund of fees, all at the absolute discretion of Vocational Impact.

Unless otherwise specified on www.vocationalimpact.org the advertised placements do NOT include any air travel. It is your responsibility to purchase your own flights, and insurance and seek medical advice about injections. 

A booking is accepted on the strict understanding that:

You undertake to comply with the laws, customs, foreign exchange, drug and all other regulations of any country you visit. You comply with your chosen placement’s rules and behaviour guidelines, which are intended to ensure your safety and enjoyment of the placement. You will be advised of any specific placement rules either in your pre-departure information or during your orientation. If you commit any illegal act when on the placement or if in the reasonable opinion of the leader, your behaviour is disruptive, threatening or abusive or is causing or likely to cause danger, distress or annoyance to others we may terminate your participation on the placement without any liability on our part.

2. APPLICATION & DOCUMENTS

For your application to be complete you must complete and submit the online application form and the necessary documents, within the required timeframes, as outlined below.

DOCUMENTS REQUIRED

You are required to return and sign the relevant documentation included in your Welcome Pack.

Copy of your passport 

Up-to-date recent photograph 

Complete and return the volunteer questionnaire (essential info inc; next of kin) 

Sign and return the Risk Assessment document 

Copy of your flight details 

Copy of your travel insurance

Copy of your Visa information  

It is your responsibility to check the passport requirements for the country to which you are travelling to ensure your passport is valid.

Medical History:

Please disclose any medical conditions that may affect your participation in the placement.

Travel Insurance:

You must have valid travel insurance before travel and provide Vocational Impact with a copy no later than 30 days prior to your departure date. 

Flight Itinerary:

You must provide Vocational Impact with a copy of your confirmed flight itinerary no later than 10 days prior to your departure date and you agree to advise us of any changes that may be made to your arrival details at the earliest possible opportunity.

Placement Specific Documents:

You may have to submit additional documentation such as visa documentation, certifications or qualifications, CV/resume and references. You will be given specific timeframes for submission of each.

Vocational Impact reserves the right to postpone or withdraw your application if you have not completed and/or submitted all the necessary documents within the required time frames.

3. HEALTH & TRAVEL INSURANCE

HEALTH

It is your responsibility to ensure, at least one month prior to travel, that you obtain proper and detailed medical advice for the latest health requirements, recommendations for your destination and any costs. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss, or damage which you suffer, nor will we refund you the cost of any unused portion of your travel arrangements or Vocational Impact placement fees.

You are required to make Vocational Impact aware of any pre-existing medical conditions and you may be required to submit an additional letter from your doctor.

It is your responsibility to advise Vocational Impact of any special dietary requirements. Vocational Impact also stresses and provides details of each placement. Some placements cannot cater for all dietary requirements as you will be living within local communities, or a part of a larger community feeding programme. We ask you to be respectful of cultural differences in diet and cater for yourself if the destination you are visiting cannot cater for you. 

If you are a pregnant woman or have recently visited other countries you should check requirements with your general practitioner.

INSURANCE

Undertaking one of Our placements overseas carries with it a degree of risk and you must pay for and be protected by comprehensive travel insurance and professional indemnity insurance cover.

We are happy to assist you with organising your insurance, but ensuring that you are covered is your responsibility and We accept no responsibility if for any reason you are not covered by your insurance in the event of any loss, illness, injury or otherwise (provided such injury does not relate to an act or omission by Us). In particular:

  1. a) You must obtain appropriate travel insurance to cover you for the period of your placement and provide full details of this insurance to Us at least one month prior to the commencement of your placement. Although we strongly recommend that you obtain a fully comprehensive insurance policy, your policy must at least cover the following:
  2. your repatriation and that of your belongings to your home address in the country of your residence;
  3. medical cover for the period of the Placement and your travel to and from the Placement between the country of your residence and the country the Placement takes place in; 

iii. your death or personal injury;  

  1. loss, theft or damage of your belongings or money; 
  2. cancelled or delayed flights; and
  3. b) You must have in place appropriate professional indemnity insurance cover for the duration of the Placement that will indemnify and hold harmless Us, the hospital or other Placement setting and its employees, servants and agents against all liabilities, costs, expenses, losses including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other reasonable professional costs and expenses), damages, injuries or judgements in any way caused by your negligence or wrongdoing provided you are working under the supervision of an appropriately qualified practitioner and provide full details of this insurance to us at least one month prior to the commencement of your placement.

 

Whilst every effort is made to make sure all accommodation is safe and secure, we recommend that you do not have in excess of £150 of currency (either sterling or the equivalent in such other local currency) at any time either in your possession or kept at your accommodation and We recommend that you take no other valuables with you to your Placement. If you do decide to take valuables with you to your Placement, it is your responsibility to make sure that your insurance properly covers such valuables. There are cash machines located within a short distance of each of the locations of the Placements and we recommend that you take small amounts of cash out at regular intervals rather than carry excess amounts of cash with you whilst on your Placement. We accept no responsibility for loss or damage to your property during your Placement provided such loss or damage is not by reason of our negligence.

4. VISAS, PASSPORT & TRAVEL

Whilst Vocational Impact are able to provide basic advice to you regarding passports, visa or travel requirements, you should check with the appropriate Embassy, Consulate, British Foreign Office and/or airline for the exact requirements for your chosen placement and date of travel. It is your responsibility to ensure that you have the correct passport and visas to gain access to any country/region included in your travel arrangements. If you are travelling overland to certain destinations you may need to also pass through controls of other countries en-route so this should be allowed for with any passport/visa applications. If you fail to do so, Vocational Impact has no liability to you for any cost, fines, loss or damage that you suffer, nor will we refund you the cost of any unused portion of your travel arrangements.

Should your chosen placement require a visa, Vocational Impact is not in control of the processing time or success of your visa application. If your visa is delayed, thus affecting your ability to travel or meet your placement requirements, or if your visa application is denied/rejected, your application will be cancelled and the charges contained within the “Booking Amendments, Cancellations and Refunds” section will apply.

In some cases, countries will refuse entry to clients who have criminal records. Should you be concerned about this, please check with the embassy or consulate of the countries to which you are travelling.

When assessing whether tours or expeditions will operate we use information from our receiving partner in conjunction with advice from the British Foreign Office and other relevant government bodies. It is your responsibility to acquaint yourself with the travel advice provided by these government bodies.

Should you arrive outside the agreed start date/time for your placement, or do not advise of your correct arrival details, you may have to cover any additional costs.

5. YOUR PLACEMENT

Please be aware that any accommodation, food and facilities that you will be provided with will be of a local standard and these may differ from the standard you are accustomed to. You may be required to share a bathroom and/or bedroom.

You are expected to satisfy yourself prior to booking that you are fit and able to complete the itinerary of your chosen placement as described. If you suffer from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition you must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the placement.

We are agents for receiving partners in each of the destinations where we offer placements. They are responsible for offering you in-country support while you are on your placement. Full contact details of the receiving partner will be given to you prior to departure. In-country partners are responsible for your orientation and they are there for any emergency support and emergency issues and to resolve any such issues you may have regarding your placement. If you have any problems or complaints during your placement you must inform our receiving partners and the relevant supplier of the service immediately.

6. COMPLAINTS & DISCIPLINARY

If the Volunteer wishes to make a complaint in relation to the Project, he/she shall bring the complaint to the attention of the Project Manager or the representative in the host country, who shall use his/her reasonable efforts to resolve the complaint within a reasonable time. 

If the Project Manager or the representative in the host country is unable to resolve a serious complaint, and the Volunteer leaves the Project before the completion date, the Volunteer shall provide the Project Manager or the representative in the host country with a written version of events prior to the Volunteer’s departure.

No compensation shall be given to the Volunteer unless there are extreme circumstances, which shall be determined at the sole discretion of Vocational Impact. The volunteer agrees that under no circumstances shall Vocational Impact be liable for damages or compensation arising from any claim related to the assessment of inconvenience, disappointment, discomfort or loss of enjoyment.

Should Vocational Impact be unable to resolve a serious complaint, it shall be referred by Vocational Impact to a legally binding arbitration service, at the expense of the Volunteer, which will be refunded should Vocational Impact be found in the wrong.

Vocational Impact reserves the right to:

  1. deny a Volunteer from participating in a Placement; or
  2. expel a Volunteer from a Project where that Volunteer is in breach of any term of this Agreement.
  3. Without prejudice to the generality of the clause above the following (non-exhaustive) list of acts will result in automatic expulsion:
  1. the possession, taking or supplying of illegal or illicit substances. The question of whether the substances are illegal or illicit is to be governed by the jurisdiction of the state where the acts take place;
  2. displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm another Participant, a Program Manager, a member of staff, or any other person;
  3. disobeying Vocational Impact’s, the Project Manager’s or the Volunteer Coordinator representative in the host country’s instructions in relation to health and safety;
  4. committing an act or displaying behaviour which could jeopardise future Vocational Impact Projects within the host country or lead to the souring of relations between Vocational Impact and the host communities or country; and
  5. breaking local laws.
  6. Expulsion will be carried out by the Project Manager at Vocational Impact’s own discretion and is not subject to appeal.

 

In the event of expulsion for any reason, the Volunteer will not be entitled to any reimbursement from Vocational Impact, nor will Vocational Impact be responsible for any additional costs incurred by the Volunteer as a result of expulsion.

7. Booking Amendments, Cancellations and Refunds

REFUNDS & CREDITS

If a volunteer wishes to cancel their registration after the Registration Fee has been paid, they may request a refund or fee credit of their Registration Fee subject to the following policies:

  • Cancellation 60 or more days before the earliest programme start date the volunteer was registered for: 100% refund of Registration Fee, less a £150 Administration Fee. Alternatively, a Registration Fee credit will be held in the volunteer’s name for future use on any Vocational Impact programme, subject to availability, for 12 months from the volunteer’s earliest registered start date.
  • Cancellation 15-59 days before programme start date: No refund of Registration Fee, but if the Programme Fee has also been paid in full by the due date then a Registration Fee credit can be held in the volunteer’s name for future use on any Vocational Impact programme, subject to availability, for 12 months from the earliest registered start date.
  • Cancellation less than 15 days before the earliest programme start date the volunteer was registered for: No refund of Registration Fee, but if the Programme Fee has also been paid in full by the due date then a Registration Fee credit can be held in the volunteer’s name for future use on any Vocational Impact programme, subject to availability, for 12 months from the earliest registered start date. If the Programme Fee has not been paid in full, a £150 Change Fee applies to hold the Registration Fee in credit for 12 months from the volunteer’s earliest registered start date.

Programme Fees may be retained as a credit or refunded if processed 14 or more days before the programme start date. Programme Fee credits can be held in the volunteer’s name for future use on any Vocational Impact programme, subject to availability, for 12 months from the volunteer’s earliest registered start date. Programme Fee refunds will be subject to a £250 cancellation fee. Programme Fee credits and refunds less than 14 days before the programme start date will be offered at Vocational Impact’s discretion and are subject to a minimum £300 cancellation fee to cover expenses already incurred on behalf of the volunteer. No Programme Fee refunds will be given once the programme start date has passed.

CHANGES TO PROGRAMME LOCATION, PROJECT, DATES OR DURATION 

After the Programme Fee has been paid and before the programme start date, a volunteer may change their programme location, project, duration and/or start date subject to the following policies:

  • 14 or more days before the scheduled programme start date: No Change Fee + any difference in Programme Fee.
  • Less than 14 days before the scheduled programme start date: £150 Change Fee per change + any difference in Programme Fee.
  • The new programme’s start date must be no more than 12 months from the earliest start date the volunteer was registered for, otherwise, a new Programme Fee will be payable.

 

If a volunteer changes to a programme with a lower Programme Fee, no refund will be given. If the volunteer changes to a programme with a higher Programme Fee, the volunteer will be required to pay the difference.

In the event that our local operator chooses to do so, Vocational Impact reserves the right to cancel your booking or change any of the facilities, services or prices described in our brochures or website. Vocational Impact will endeavour to advise you of any changes known at the time of booking. Vocational Impact also reserves the right to switch receiving partners.

Our receiving partner and Vocational Impact as agents for the receiving partners plan the arrangements for your programme many months in advance and may occasionally have to make changes, most of which are minor. If a major change becomes necessary, Vocational Impact will advise you of the change as soon as possible. Whether a change is ‘major’ depends on the nature of the trip and may include a change in the type of programme or the country of destination for reasons beyond our control.

Compensation will not be payable if Vocational Impact are forced to cancel, or in any way change your trip for reasons of consolidation due to minimum numbers not being attained or force majeure. Circumstances amounting to “force majeure” include any event which Vocational Impact or the supplier of the service(s) in question could not foresee or forestall such as (by way of example and not by way of limitation) war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, acts of God, adverse weather conditions, and all similar events.

When a major change occurs prior to departure, you will have the choice of either accepting the change, accepting a replacement trip from us of equivalent or closely similar standard and price or cancelling your programme. 

Vocational Impact strongly recommends that you make no travel arrangements to your point of departure, arrange any connecting travel that is non-refundable or non-changeable, incur penalties or incur any costs in respect of visas or vaccinations until such time as your travel itinerary has been confirmed.

Vocational Impact strongly recommends that you take out insurance that includes coverage against irrecoverable cancellation costs.

Vocational Impact reserves the right to withdraw your application, without refund, if unable to make contact with you at the contact details provided; if you are late with any paperwork or payments; or in any other circumstances where Vocational Impact is unable to obtain the required information from you.

8. Our Liability, Conditions of Carriage and Limitations

Our obligations, and those of our receiving partners providing any service or facility included in your placement, are to take reasonable skill and care to arrange for the provision of such services and facilities. You must show that reasonable skill and care have not been used if you wish to make any claim. Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your placement may involve. Sometimes these standards will be lower than those that would be expected in the UK. The services and facilities included in your placement will be deemed to be provided with reasonable skill and care if they comply with any local regulations that apply.

Our liability, except in cases involving death, shall be limited to at most the cost of your travel arrangements. In any event if less than this our liability in all cases will be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the transportation and/or placements for your travel arrangements. These terms are incorporated into this contract; and any relevant international convention. Vocational Impact is to be regarded as having all benefits of any limitation of compensation contained in these or any conventions.

Vocational Impact shall have no liability where the cause of the failure to provide, or failure in, your placement or any death or personal injury you may suffer is not due to any fault on our part or that of our agents or suppliers or receiving partner, because it is either attributable to you, or attributable to someone unconnected with your placement and is unforeseeable or unavoidable, or is due to unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which neither Vocational Impact nor our agents or suppliers could have foreseen or forestalled.

If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and risk. If you do have any complaint about, or problem with, any optional activity purchased in the resort your claim should be directed to the activity provider and not to us. In the event of there being a successful claim for costs against a third party or a suitable insurance policy or policies being in force, Vocational Impact are entitled to recoup from you the costs actually incurred by us in giving any assistance.

Vocational Impact may operate placements in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you normally expect. Your booking is accepted on the understanding that you realise the hazards involved in this kind of placement, including injury, disease, loss or damage to property, inconvenience and discomfort. The whole philosophy of this type of travel is one that allows alternatives and a substantial degree of on-trip flexibility. Changes in itinerary may be caused by events such as (by way of example and not by way of limitation) local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances.

9. GENERAL

You consent to your image and any comments, photos and videos uploaded to our website being used for marketing purposes.

We will have the right to terminate this agreement in the event that you breach any of your obligations and termination will result in the loss by you of all monies paid and also render you liable for potential damages arising from that breach.

We shall be entitled to assign the benefit or part of this Agreement to any third party but shall remain primarily liable for the obligations hereunder.

Nothing in this Agreement shall constitute you as our agent.

Nothing in this Agreement shall be deemed to constitute a partnership or joint venture between us.

You agree and accept that we are not providing you with any service that could be construed as an employment agency or running an employment business. You agree that all payments to us are as agent and all fees we earn are paid by our receiving partner.

The parties believe that VAT is not chargeable on any monies changing hands hereunder. In the event that for whatever reason this is not the case then you agree to pay VAT on all sums previously paid and authorise us to debit your credit card with this amount.

This Agreement together with all documents referred to herein constitute the entire understanding between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous agreements in regard thereto.

This Agreement cannot be amended, superseded, cancelled or any of its terms and conditions waived except by an agreement in writing signed by authorised representatives of both parties or in the case of a waiver signed by an authorised representative of the party waiving compliance and specifically referring to this Agreement.

If any of the provisions of this Agreement are or become to any extent or in any circumstances invalid or are ruled illegal or deemed unenforceable for any reason under the currently applicable law from time to time, then to the extent or in those circumstances it is the intention of the parties that this shall not affect the validity or enforceability of this Agreement or of any of the provisions of this Agreement and if such provision would be valid if some part of the provision were deleted or modified, the provision in question shall apply with such deletion or modification as may be necessary to make it valid provided that the operation of this clause would not negate any commercial intent and the purpose of the parties under this Agreement.

This Agreement shall be governed by and construed in accordance with English law and you submit to the exclusive jurisdiction of the English Courts in relation to all disputes relating to the Agreement. We submit to the non-exclusive jurisdiction of the English courts in relation to all disputes relating to this Agreement and shall be entitled to commence proceedings against you in such other jurisdictions as are appropriate.

Any notice to be given under this Agreement shall be in writing and shall be deemed duly given if signed by or on behalf of a duly authorised officer of the party giving the notice and if sent by first class post or delivered by hand or sent by facsimile transmission to the address of the recipient as may be notified from time to time. Any such notice or other communication shall be deemed to be given:

by post on the day (not being a Sunday or public holiday) falling 48 hours after the date of posting; if served by hand at the time the same was handed to or left at the address of the party to be served; and in the case of a facsimile transmission at the time of transmission, and in providing service of the same it will be sufficient to prove in the case of a letter that such letter was properly stamped, franked, addressed and placed in the post and in the case of a by-hand delivery that such letter was delivered to the proper address and in the case of a facsimile transmission that such facsimile was duly transmitted to a facsimile number notified to the other party for this purpose.

You agree to abide by all lawful rules and regulations of our local operator and the location you visit and to fully indemnify and hold us completely harmless from and against any liability, obligation, loss and expenses including court costs and legal fees incurred by us or a third party resulting from any injury, loss, property damage or expenses that you directly or indirectly cause or to which you contribute.