Terms and Conditions - General
The following Terms & Conditions, along with Travelteer’s Code of Conduct apply to all programmes and trips organised by Travelteer Limited whose registered office is at Travelteer Ltd, 28 Gordon Road, West Bridgford, Nottingham, Nottinghamshire, 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 either registering on the application page or paying the registration fee, you are confirming your agreement to the following Terms & Conditions.
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.
2.0 Programme Application
The programme applications can be completed via our website (www.travelteer.co.uk). Applying does not guarantee programme acceptance which is subject to availability and suitability. The individual applying must be 18 years old or older and accept the Terms & Conditions. If the individual is under 18 years of age their parent/guardian must accept the Terms & Conditions by signing Travelteer’s disclaimer and liability waiver. The individual is responsible for making all payments due to Travelteer.
If you are successful with your application we will send you a “Programme Acceptance letter” via email along with all supporting documents. The individual will have 14 days to pay a registration fee of £159. The registration fee will act as a deposit to confirm your place. The final remaining balance of the trip is to be settled no later than 60 days prior to departure. Please refer to the payment structure in section 11.0.
If your “Programme acceptance letter” is received within 60 days of your departure date the full amount is payable at the time of receiving the letter. 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 17 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 Adventure Tour & Additional Excursions
The adventure tour & additional excursions can be added to your application accessible via Travelteer’s website. The cost of the selected tour & additional excursions will be added to your remaining balance that is payable no later than 60 days before departure. Please refer to the payment structure in section 11.0. The option to add the adventure tour & additional excursion to your existing volunteer placement is possible via Travelteer’s bookings office.
Customer’s wanting to only participate on the tour can book directly through the website. The full amount of the registration fee and tour cost is payable to Travelteer directly through the website which is facilitated by Stripe. These customers do not need a “programme acceptance letter” or a Disclosure Barring Service/ Criminal Background Check.
5.0 Disclosure Barring Service
All programmes require participants to obtain a Disclosure Barring Service which is payable by each individual. 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 un
We strongly advise travel insurance for all Travelteer participants. Your insurance should cover the following basics;
- Medical and Emergency Travel
- Cover loss or damage to luggage and personal belongings
- Travel delay
- Legal expenses
- Personal Accident
- Personal Liability
- Rescue and Assistance
We advise customers participants are wanting to take part in excursions and other activities to ensure they have the correct insurance that covers the activities they wish to do.
7.0 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, unauthorised alcohol consumption and curfews.
- Maintain high levels of hygiene and cleanliness.
- Ensure you stay within your allocated accommodation, if you chose to do otherwise you must inform your Travelteer’s Volunteer Co-ordinator and accommodation provider of your whereabouts. - To be respectful of other participants who are staying in the accommodation.
- All accommodation as listed in programme overview
- Full board during the week (Weekends breakfast only).
Veg. option available.
- Drinking water
- Local Transport to/from the programme (Mon – Fri)
- 24/7 support by Travelteer
- 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
- Airport Transfer (pick up or drop off) (One way)
- Travelteer tour guide with 24/7 support
- Entrance fee/ Cost of activity
- Transport from to and from activity
9.0 Exclusions All packages/ programmes;
- International or internal flights
- Airport Transfer (pick up or drop off) (One way)
- Travel Insurance
- Travel visa
- Criminal Background Check
- Meals other than those specified in programme/ tour itinerary
10.0 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 for the tour & additional excursions via Stripe (Payment provider). Invoices can also be paid through our system ‘Xero’ which can facilitate Stripe payments.
11.0 Payment Structure
To help assist customer’s paying for the trip, Travelteer allow for the following payment structure;
- 25% of the remaining balance to be paid 150 days prior to trip start date
- 50% of the remaining balance to be paid 120 days prior to trip start date
- 75% of the remaining balance to be paid 90 days prior to trip start date
- Final remaining balance to be paid 60 days prior to trip start date
12.0 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.
The registration fee has a cooling off period of 14 days. After this date, the registration fee becomes non-refundable. Please see section 14.0 & 15.0 for reimbursement in the event of changes and cancellation from both parties.
14.0 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.
15.0 Changes and Cancelation by you
Changes or cancellations must be notified to us in writing by email to our UK office. Once booking confirmation has been issued, alterations in date or programme will incur an administration fee of £25. 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;
- Notice of more than 60 days: 100% refund minus deposit
- Notice of between 60 to 30 days: 50% refund minus deposit
- Less than 30 days: no refund
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.
16.0 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.
17.0 Minimum Group Size & Custom Tours
Travelteer’s tours are guaranteed to depart once they reach a minimum group size of two, 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 booking office.
18.0 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.
19.0 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.
20.0 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.
21.0 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.
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.
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.
22.0 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.
23.0 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.
24.0 Applicable Law
These terms and conditions are governed by the Law of Great Britain
25.0 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.
26.0 Extended stays
Should you wish to extend your stay either before or after the trip, this can be arranged by Travelteers booking office. Any additional cost resulting from extending your stay will be payable by you.
Supplementary Terms & Conditions for the Travelteer Impact
27.0 Self-funded Fundraising requirements
Travelteer requires its participants to fund raise a minimum of £150 per individual for a two week placement at any one of Travelteer’s programmes. Customer’s that are volunteering for a longer period should fund raise an extra £75 per week for every week thereafter in addition to the initial £150.
The minimum fund raised requirement of volunteering placements over four weeks is £300. 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.