Terms and Conditions

The following Terms & Conditions, along with Travelteer’s Code of Conduct apply to all school trips organised by Travelteer Limited whose registered office is at Travelteer Ltd, 28 Gordon Road, West Bridgford, NG2 5LN, United Kingdom. Please read all documents under Travelteer’s Terms & Conditions, along with the Code of Conduct carefully. By agreeing to Travelteer’s Term & Conditions when paying the registration fee, you are confirming your agreement to the following Terms & Conditions:

1.0           Definitions

In these Terms & Conditions:

“We”, “us” and “our” refers to Travelteer Limited.

“You”, “your” and “individual” refers to the customer/volunteer making the registration/booking and includes all persons included on the particular booking who will be required to acknowledge receipt and acceptance of these Terms & Conditions.

“Participant” includes you and any other person taking part in the trip.

“Placement”, “programme”, “package”, “trip”, “place”, “booking” and “contract” refers to the placement arrangements stated in your application submitted.

"School Trip" refers to any trip being organised for a group of students from a specific school regardless if its accompanied with teachers or goes independently. 

2.0           School Trip Application

Participants are able to register after the trip presentation has been conducted at the school. If you were unable to attend, please request a trip prospectus to be sent out to you. To confirm your place on the trip, all participants are required to pay £159 registration fee. This fee acts as your deposit to secure your place. There is a 'grace period' of 14 days were if participants decide to cancel a full refund can be given. After this period, the registration fee becomes non-refundable. Please ensure that you register within the registration deadline. All registration fees can be paid via the website www.travelteer.co.uk/register. 

Remember when registering please enter the code when asked for the 'volunteer ID number' which can be found in the trip prospectus. 

Upon registration fee, Travelteer will send you the following to your chosen address;

  • Travelteer Handbook
  • Travelteer T-shirt
  • Travelteer wristband & book marker

3.0           Applicant Criteria

The minimum age is 16 with parent/guardian consent. It is important for the individual as well as the programmes for the participants to have an interest in the programme chosen. This is why it’s important for the applicant to state their interests during the application stage. All Disclosure Barring Service/ Criminal Background Checks must be approved by Travelteer. It is the sole individual’s responsibility to disclose any criminal convictions on the application form.

Similarly, any medical conditions that could affect them during the placement must be stated. All information will be kept confidential.

4.0           Disclosure Barring Service

All programmes require participants to obtain a Disclosure Barring Service which is included in the trip cost. All British Citizen’s require a minimum of “Enhanced Disclosure” check. Travelteer are able to facilitate Disclosure Barring Service for British Citizens. For non – British individuals a full criminal background check is required from the appropriate authority/regulator. All Disclosure Barring Service/ criminal background checks must be received by Travelteer 30 days before the programme start date. Travelteer reserves the right to cancel any individuals programme application if any undeclared convictions are found. 

5.0           Insurance

All Travelteer participants must take out travel insurance. Your insurance should cover the following basics;

  • Medical and Emergency Travel
  • Repatriation
  • Cover loss or damage to luggage and personal belongings
  • Cancelation
  • Travel delay
  • Curtailment
  • Legal expenses
  • Personal Accident
  • Personal Liability
  • Rescue and Assistance

6.0           Accommodation & Food

Travelteer provides the accommodation and food for the duration of your trip. This will include full board during the tour. Volunteering placements will include full board during the week with breakfast just served at weekends. A vegetarian option will be available for all meals. It is important that any food allergies are disclosed in the application. 

Due to the remoteness of the island and the place’s visited, accommodation varies from hot water to cold water. For safety and security no outside guests are allowed to enter Travelteer’s accommodation. Such act is a breach of this agreement and will be resolved by management.

In addition the following rule will be obeyed by participants whilst in Travelteer’s accommodation;

- Respect the rules outlined by Travelteer’s accommodation provider in regards to, but not limited to; smoking in your room, alcohol consumption and curfews.

- Maintain high levels of hygiene and cleanliness.

- Ensure you stay within your allocated accommodation.

- To be respectful of other participants who are staying in the accommodation.

7.0           Inclusions

All programmes;

  • All accommodation as listed in programme overview
  • Full board during the week (Weekends breakfast only). Veg. option available.
  • Drinking water (Water Filtered)
  • Local Transport to/from the programme (Mon – Fri)
  • Airport Transfer (Both UK & Sri Lanka)
  • 24/7 support by Travelteer

Educational Tour;

  • All accommodation as listed in tour itinerary
  • Full board (Veg. option available)
  • All transport listed in tour itinerary
  • All sightseeing or activities as listed in tour itinerary
  • UK Travelteer Staff for support

Documents;

  • DBS check
  • 30 day Visa

8.0           Exclusions

All packages/ programmes;

  • International or internal flights
  • Travel Insurance
  • Meals other than those specified in programme/ tour itinerary
  • Beverages

9.0         Payment Methods

All payments must be made in British Sterling (GBP). We accept bank transfer (BACS), cheques, credit card and debit card. Our website also facilitates a payment service via Stripe (Payment provider). Invoices can also be paid through our system ‘Xero’ which can facilitate Stripe payments.

10.0         Payment Structure

To help assist customer’s paying for the trip, Travelteer allow for the following payment structure; 

11.0         Consumer Protection

Financial Security – The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays booked from us and for tour repatriation in the event of our insolvency. We comply with this regulation by having Financial Failure Insurance.

12.0         Refunds

The registration fee has a grace period of 14 days. After this date, the registration fee becomes non-refundable. Please see section 13.0 & 14.0 for reimbursement in the event of changes and cancellation from both parties.

13.0         Changes and Cancellation by Travelteer

Travelteer reserve the right to cancel your booking or change any of the facilities, services or prices described in our documents or website. We will endeavour to advise you of any changes known at the time of the booking. A “significant change” refers to a change in more than 24 hours or a major itinerary re-routing. If this does occur after booking Travelteer will endeavour to offer either a suitable replacement or full refund of money paid. A “significant change” does not include change in transport, food, named accommodation or programme structure.

By signing up to a Travelteer programme you are acknowledging that our website and documents are an overview of the programmes and services we offer. Certain changes including alternative accommodation and different project/working hours may occur therefore a flexible working attitude is paramount.

Travelteer reserve the right to cancel your booking for reasons of failure on your part to pay the final balance or force majeure (please see definition). If cancellation occurs for either of these reasons, Travelteer will not be liable for any refunds.

Force Majeure – Circumstances amounting to “force majeure” include any event which we or the supplier of the service(s) in question could not even with all due care, foresee or forestall such as war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, all similar events.

14.0         Changes and Cancelation by you

Changes or cancellations must be notified to us in writing by email to our UK office. Changes cannot be requested any less than 30 days prior to your departure date. There may be additional costs due to change in date and/or programme which by requesting a change you will be liable to absorb these costs.

If you notify us less than 30 days prior to the proposed departure date the refund policy applicable to cancellation will apply. Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the programme and departure date is more than 30 days.

A cancellation will only be effective when we receive written confirmation via email of the cancellation. If you cancel your travel arrangements, then there will be no refund of the deposit (Registration fee).

 

The reimbursement for cancellation is stipulated as the following; 

If you curtail your programme, we cannot pay any refunds, and you will be responsible for any additional costs involved, including the cost of repatriation. We reserve the right to charge you an administration fee.

15.0         Price and Surcharges

Due to the nature of our business, our programme and trip prices are exposed to currency fluctuations. Travelteer reserves the right to change any prices at any time. Once your booking is confirmed, Travelteer will absorb any increase in cost.

16.0         Minimum Group Size & Custom Tours

Travelteer’s trips are guaranteed to depart once they reach a minimum group size of ten, unless it specifically states otherwise. There is no minimum group size for programmes. If you would like to know how many people are booked on your trip/ programme, please contact the Travelteer office.

17.0         Passports, Travel Visa’s and Vaccinations

Any information or advice provided by Travelteer in relation to passports, visa requirements and vaccinations is done so in good faith but without the responsibility of Travelteer. Travelteer will endeavour to publish up-to-date information regarding travel advice and will assist our customer’s to the best of our ability.

It is your responsibility to ensure you have the correct passport (valid for more than six months from departure date) and visa’s to gain access to any country/region included in the travel arrangements which you purchased from us. If failure to do so, 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 trip.

You should contact your local doctor’s/surgery to arrange an appointment regarding vaccinations. You should book your appointment at least three months prior to your departure as some immunisations take a few weeks to become effective. 

18.0         Limitation of Liability

Travelteer’s obligations, and those of our suppliers providing any service or facility included in your trip, are to take reasonable skill and care to arrange for the provision of such services and facilities. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against Travelteer. In addition, we will only be responsible for what our employees, agents and suppliers do or not do if they were at the time acting within the course of their employment (Staff) or carrying out work on behalf of Travelteer (Agents and Suppliers).

We will not be responsible for any injury, illness, death, loss (including loss of enjoyment or possession), damage, expense, cost or other sum or claim of any description whatsoever if the failure to carry out the contract is;

  • Attributable to you or any member(s) of your party
  • Attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
  • Due to unforeseen and unusual circumstances beyond our control, the consequences of which could not have been avoided even if all due care had to be exercised.
  • Force majeure. Defined in section 14.0.

19.0         Acceptance of Risk

Travelteer carefully vets all elements of our packages offered via risk assessments. We take our upmost care of limiting any risk involved in the packages. We accept your application on the understanding that you appreciate the potential risks involved in participating in packages, including loss/damage to personal property, inconvenience and discomfort, injury or illness.

20.0         Travelteer’s Code of Conduct & Policies

You must comply with the authority of the Travelteer’s management and their partnered organisations. If you commit an illegal act or if in the reasonable opinion of the programme coordinator(s)/ Travelteer management your behavior is causing or likely to cause danger, distress or annoyance to others, Travelteer may terminate your involvement in the programme with immediate effect without any liability on our part and without a refund. 

Travelteer’s Code of Conduct

All volunteers sent from Travelteer to placements in Sri Lanka are asked that they adhere to the following code of conduct:

1. Volunteers must report to the senior person in charge at the beginning of their working day. At the programmes, they must sign in and out (kept by the designated programme coordinator) and present a photocopy of their identification to the appropriate member of staff.

2. Volunteers must not arrive at any placement under the influence of alcohol or any other substances. It is at the discretion of any supervisor to send volunteers home if they believe them to be unfit to work.

3. If volunteers are ill then they must contact their volunteer coordinator.

4. There is a NO SMOKING policy for all volunteers whilst they are working. (Volunteers may NOT smoke outside the gates of any placement – please note, it is ILLEGAL to smoke on the street in Sri Lanka).

5. Volunteers must be respectful of every individual they come into contact with during their time at the programmes, tour and other placements. It is important that volunteers respect all cultural differences in care and teaching practices whilst working in these environments.

6. Volunteers must always ask permission of either the teacher or person in charge if they are to initiate any activity with the children or young people.

7. Volunteers will be regarded as an ambassador for Travelteer during their stay, and will work and act in a manner that promotes and enhances Travelteer and the Travelteer Foundation. Whilst on or off duty no word, action, attitude or behaviour on their part could bring the good name of Travelteer into disrepute.

8. Volunteers will endeavour to work effectively as a team member, working in partnership with other volunteers and always supervised by staff, ensuring children’s needs come first. Once their given hours are over, volunteers should leave the premises.

Universal Precautions:

Definition: Universal precautions mean that everyone should be treated as an equal risk to yourself rather than equally safe.

All volunteers are responsible for keeping themselves and others safe from cross infection. Latex free gloves must be worn when in contact with bodily fluids, i.e. blood. As some children may have infections or disease that would be a risk, you must protect yourself from these at all times.

Travelteer will not accept responsibility for infections contracted while working in placements.

All accidents and incidents must be recorded in the Accident Book (kept by the volunteer coordinator(s) as soon as is practical following any accidents or incidents. It is the volunteer’s responsibility to ensure it is completed correctly. Accidents and incidents involving all staff, volunteers, children and visitors should be recorded in the Accident Book, witnessed and signed as directed in the Accident Book.

Confidentiality: Confidentiality is vital to ensure safety of all the children, staff and volunteers. Personal details and business should not be discussed outside of placements unless during debriefs with volunteer mentors.

First Aid: You are only permitted to practice First Aid if you have up to date training and a current First Aid Certificate. You may be asked to show this. If you have a certificate you should inform your volunteer coordinator who will provide the current first aid document in order to familiarise yourself with the current practice at programmes.

Photography is prohibited across all placements involving children. Volunteers must seek permission to take photographs or video of the children for purposes of promoting Travelteer and Travelteer Foundation only. Photographs of the children cannot be used in public unless permission is granted from Travelteer, or published in the media or on the internet/Facebook.

Dress Code

It is expected that all volunteers will respect the following dress code:

Females – cover shoulders and refrain from wearing low-cut/see through tops. Wear either crop trousers/leggings or skirts. No shorts are to be worn.

Males – shirt or T-Shirt (No vests) with reasonable length shorts below knees or trousers.

This dress code also applies when visiting religious places of worship throughout your time in Sri Lanka. When in tourist areas, it is permissible to wear beach attire i.e. shorts, bikinis etc. However, in public places i.e. shops, public transport, markets etc, more modest clothing is advisable.

Travelteer’s Child and Vulnerable Adult Protection Policy

Travelteer has a responsibility to protect individuals at the projects we work at, and is fully committed to safeguarding and promoting the wellbeing of children and vulnerable adults. Travelteer carries out screening of volunteers and has a Code of Conduct in place to ensure that everybody feels safe and protected while participating.

All volunteers must adhere to the Child Protection Policy and Law of Sri Lanka.  It is an offence to do or act in a manner which directly or indirectly harms children, or damages the prospects of safety and the health of the children, abuse or maltreat children physically, emotionally, sexually or exploit commercially resulting in actual or potential harm to the child’s health, survival, development or dignity.

Travelteer’s Equal Opportunities Policy

Travelteer is committed to creating an inclusive working environment to maximize the potential of all volunteers, providing equal opportunities in all aspects of volunteering, avoiding unlawful discrimination at all projects.

Travelteer will not tolerate discrimination, harassment, bullying or victimization of volunteers.

21.0         Complaints Procedure

If you have any compliant during your trip, you must inform a Volunteer Coordinator, Programme Coordinator or any other Travelteer Management immediately. If you are not happy with the actions taken and are not satisfied please write a formal letter to Travelteer’s office within 30 days of return from your trip. We will not receive any liability for claims received after this period.

22.0         Personal Data & Image Rights

Travelteer will need to collect certain data such as your name and address, medical details, passport number, nationality etc in order to provide your placement at one of our programmes. For the purposes of the Data Protection Act 1998, we are a data controller. We may pass this data to suppliers of your travel arrangements. We may also pass this information to security or credit checking organisations, and to public authorities such as customs and immigration.

By making an application you acknowledge that we have the right to use images of you, including but not limited to photographs, film, or other similar creative materials, taken of you during your trip, for use in our marketing, or advertising material. If you do not wish for us to use any such images you should inform Travelteer management.

23.0         Applicable Law

These terms and conditions are governed by the Law of Great Britain

24.0         Errors & Omissions

Although we have made a concerted attempt to verify the accuracy of statements made in our trip/ programme documentation and literature, we cannot be held responsible for any error, omission or unintentional misrepresentation that may occur.

 

Supplementary Terms & Conditions for the Travelteer Impact

25.0         Self-funded Fundraising requirements

Travelteer requires its participants to fund raise a minimum of £100 per individual for a one week placement at any one of Travelteer’s programmes. Travelteer will encourage and assist its customers in their fund raising efforts.

Participants who fund raise over their required threshold are entitled to reimburse their cost of the flight to/from the programme. Such reimbursement will take place once the fund raising period has ended.

Any surplus over the threshold and your flight cost will be donated to Travelteer Impact.

When asking for money from potential sponsors, you must;

  • Make it clear that their sponsorship will be firstly paid for the benefit of Travelteer Impact and its support programmes & partnered NGO’s.
  • Any surplus money over the threshold can help to go towards your flight cost of getting you out there.

Such money will not be refundable even if your trip does not take place or you do not take part/ complete the trip as these monies were fundraised for the purpose of the charity.

This information must be clearly stated on your donation site and on any sponsorship forms.