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. The registration fee will 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.  

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

- Travelteer Handbook 

- Travelteer T-shirt 

- Travelteer wristband


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 


Each participant of a school trip has travel insurance provided by AmTrust Europe Limited on behalf of Travelteer. You can find the insurance policy attached to the ‘Acknowledgement of risk’ form in the document section on your Travelteer dashboard. For claims, please contact the insurer directly.


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. Participants will have one dinner to eat out in a local restaurant of their choice (supervised). This meal will be expensed by the participant. 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 (expection of one dinner)

Veg. option available. * Drinking water (Water Filtered) 

- Private 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 


Other provisons;

- UK airport transfer

- Travel insurance

- DBS check 

- 30 day Visa


8.0 Exclusions 


All packages/ programmes; 

- International or internal flights

- Meals other than those specified in programme/ tour itinerary 

- Beverages 9.0

9.0 Payment Method


All payments must be made in British Sterling (GBP). We accept bank transfer (BACS), cheques, credit card and debit card. 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 recommend setting up a direct debit. You can schedule a bespoke monthly payment for your trip. Please contact the Travelteer team. Final remaining balance must be paid 60 days prior to trip start date.



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.


Your Financial Protection
When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.


We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).


If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.



12.0 Refunds 


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.



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, pandemic or disease, 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. 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 Registration fee. 


The reimbursement for cancellation is stipulated as the following; 

- Notice of more than 60 days: 100% refund minus Registration fee

- Notice of between 60 to 30 days: 50% refund minus Registration fee

- 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.



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


Travelteer’s tours 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 booking 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. Please refer to the code of conduct as set out in the Travelteer handbook.


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. 


25.0 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 


26.0 Self-funded Fundraising requirements 


Travelteer requires its participants to fund raise a minimum of £100 per individual for Travelteer’s school trips.

Participants who fund raise over their required threshold are entitled to be reimbursed up to the cost of their flight to/from the trip destination. Participant can make a maximum of two claims up until the 30th September of the year which the trip is taking place.


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.


Please note that JustGiving charge a fee of 1.9% + £0.20 for every donation transaction. This will be debited off your total fund raising.

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