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Unforgettable Moments
"This was the shot that captured the passion and gratefulness that I felt when helping children on our Helderberg care projects!"
Terms & Conditions
| Please read these Terms and Conditions carefully. These Terms and Conditions together with the information set out in your Programme Acceptance and the Placement Offer, forms the contract (coming into force when stated in paragraph 1.4) for your Programme between Volunteering Hands ("us/we") and all persons named on your Application Form ("you"). The term "Programme" applies to all volunteer work placements and travel arrangements provided by us. |
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| 1. HOW TO BOOK | |||||||
| 1.1 | Having completed all sections, sign the Application Form and send it to us with all other stipulated documentation required. If you choose to book online we will need a signed Application Form posted to us within 7 working days (Monday to Friday, excluding Saturday and Sunday and / or any public holidays). On receiving a Programme Acceptance from us, a deposit is R 2,000 is payable within 7 working days (Monday to Friday, excluding Saturday and Sunday and / or any public holidays). The deposit amount of R 2,000 is non-refundable, except in the cases as listed under 7.1. | ||||||
| 1.2 | If you are under 21 years of age, your parents or guardian must also sign the Application Form, stating their relationship to you. | ||||||
| 1.3 | When we are satisfied that we are able to provide the Programme that we have developed for you, we will send you a letter of acceptance, (the "Programme Acceptance”). The Programme Acceptance will confirm the key details of your Programme and set out the amount of the deposit, and balance due by the date(s) by which further payment(s) must be made to meet that balance. Full and final payment will be required at least 21 working days (Monday to Friday, excluding Saturday and Sunday and / or public holidays) before departure. Please check these details carefully and inform us immediately if you feel they are incorrect. We do not send reminders of payment dates. | ||||||
| 1.4 | The contract between you and us is made on the date we post the Programme Acceptance. | ||||||
2. YOUR LIABILITY FOR PAYMENT |
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| 2.1 | If you are over 21 and have signed the Application Form, then you are responsible for the Total Programme Cost shown on your Programme Acceptance. If you are under 21 then the person who has signed the Application Form as your parent or guardian is responsible for the Total Programme Cost shown on the Programme Acceptance. | ||||||
| 2.2 | Where any payment is made by us on your behalf (whether for you alone or for the Programme generally), in foreign currency or in local currency drawn on a foreign bank, we reserve the right to pass on to you any resulting bank charges. | ||||||
| 2.3 | If we do not receive any payments by their due date, we reserve the right to treat your booking as cancelled and to levy cancellation charges in accordance with paragraph 7. | ||||||
3. PROGRAMME COST AND GUARANTEE We state clearly in the Programme Acceptance the items included in the price of your Programme. We reserve the right to increase the price of the Programme to the extent that: |
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| 3.1 | Transportation costs increase, (in each case, between the date of receipt of your Application Form and the date of departure). | ||||||
| 3.2 | Relevant currency exchange rates alter more than 5% (as given by a bank): or | ||||||
| 3.3 | A government or official authority levies or increases a tax: or | ||||||
| 3.4 | In respect of any compulsory taxes which may be imposed and which are outside our control, we guarantee that the price of your Programme will not be subject to any surcharge once you have made the final payment for your Programme. | ||||||
4. ACCURACY OF INFORMATION
We take every care to ensure the accuracy of the information we provide on your Programme and that it is as detailed as possible. All information is given in good faith and believed correct at the time of going to press. We undertake to advise you of changes beyond our control and/or which become known to us after we have provided the Programme Acceptance to you. Flights and other modes of transport are particularly outside our control. We will not be liable for any delays but please note that compensation for delays may be included in the terms of your insurance. Please check the policy summary. |
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5. PERSONNEL CHANGES The only circumstances under which you may transfer your booking to another person are as follows: |
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| 5.1 | You must show us documentary proof of a serious reason which prevents you from travelling (e.g. your own personal illness or injury, the personal injury, illness or death of a close relative, jury service, redundancy or an unavoidable work commitment). | ||||||
| 5.2 | The person wishing to take over your booking must meet any conditions which apply to your Programme and must agree to be bound by all our booking Terms & Conditions. | ||||||
| 5.3 | You, or the person taking over your booking, must pay any final balance due before the personnel change is made (together with any administration charges applicable and levied by us). | ||||||
| 5.4 | Any request to Transfer your booking must be made in writing by the date of final payment. It must be signed by the person(s) who signed the Application Form and must enclose full details of the proposed new Programme member, documentary proof of the reason which prevents you from travelling, and all monies in accordance with paragraph 5.3 of this condition. | ||||||
| 5.5 | We reserve the right to refuse to confirm and approve any such change of personnel where it is deemed (in our sole opinion) prejudicial to the safe and efficient conduct of the Programme and/or where the proposed new Programme member is not (in our sole opinion) a fit and proper person for participation in the Programme. In the event of any such refusal, or if we are unable to implement the requested change for reasons beyond our control, our normal cancellation charges will be applied to you under paragraph 7. | ||||||
6. AMENDEMENT BY YOU
There is an administration fee per major change for all amendments to the Programme requested up to 21 working days (Mondays to Fridays, excluding Saturday and Sunday and / or any public holidays) before departure, excluding personnel changes (see paragraph 5.). No amendments can be made after this time other than with our express agreement (and subject to payment by you of any fixed costs we incur) or in accordance with paragraph 9. |
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7. PRE-DEPARTURE CANCELLATION BY YOU |
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| 7.1 | If you wish to cancel a booking you must do so in writing to reach us within 21 working days (Mondays to Fridays, excluding Saturday and Sunday and / or any public holidays) of departure. The deposit fee of R 2,000 is non-refundable. | ||||||
| 7.2 | Petitions for a refund will be considered on an individual basis and subject to support documents for the cancellation being provided by you. Documentary proof in all cases is required from you. | ||||||
CANCELLATIONS There is no refund after starting the programme The above charges cover cancellation charges to suppliers such as airport transfers, project fees, facilitators, travel operators, project coordinators, and our own administration charges.
If the reason for cancellation is covered by your insurance policy and you have taken the cover, the cancellation charge (less the excess) is refunded by the insurance company in accordance with the details on the policy. |
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8. AMENDMENT BY US |
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| 8.1 | We try never to change your proposed Programme but we must reserve the right to do so where, in our opinion, circumstances require it. This is necessary because of the nature of our services, having particular regard to the safe and efficient conduct of the Programme and its members, and the needs of our fulfillment partners. | ||||||
| 8.2 | We also may be required to change your Programme by reason of Force Majeure. "Force Majeure" means unusual and unforeseeable circumstances beyond our control, the consequences of which neither we nor our suppliers and associates could avoid. For example: war, threat of war, riots, civil strife, government military or terrorist activity, industrial disputes, natural or man made disaster, fire, adverse weather conditions, level of water in rivers or similar events beyond our control. If this happens, or if we otherwise become unable to provide significant parts of the Programme, we will make alternative Programme arrangements for you, wherever possible, of an equivalent nature and standard. | ||||||
9. CANCELLATION BY US |
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| 9.1 | We reserve the right to treat your Programme as cancelled and levy the cancellation charges set out in paragraph 7:
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| 9.2 | We expect only to cancel client bookings in highly exceptional circumstances. However, due to the nature of our services, we must reserve the right to cancel your Programme in these stated circumstances, although we will not cancel it less than 4 weeks before departure unless the cancellation is due to ''Force Majeure". (Please see paragraph 8 for a definition of ''Force Majeure"). | ||||||
| 9.3 | If we do have to cancel your Programme in the event of Force Majeure, we will offer you a full and prompt refund on all monies paid, or the opportunity to defer your Programme until a later date. In addition, if we cancel your Programme for any reason other than Force Majeure, we will refund the Programme price in full, less cancellation charges in accordance with paragraph 7. | ||||||
| 9.4 | We reserve the right to decline your booking or exclude you at any time prior to or during the Programme, if in our sole opinion you are not compatible with the general enjoyment, well being and safety of the Programme and our fulfillment partners. We reserve the right for ourselves, our representatives, employees and agents to refuse further participation to you at any time if, in our or in their opinion, you are not fit for whatever reason to participate in the Programme. | ||||||
10. OUR LIABILITY |
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| 10.1 | Your booking is accepted on the understanding that you appreciate the possible risks inherent in volunteer programme travel and you undertake the Programme at your own risk and volition. | ||||||
| 10.2 | We undertake to use all reasonable skill and care in the preparation of your Programme and in the choice of providers of services and equipment where we are not ourselves providing such services and/or equipment. We cannot and do not accept any liability for the actions or omissions of any third party providers of services and/or equipment. | ||||||
| 10.3 | Please note that if your Programme involves transportation, (e.g. a flight, transfers or road travel) the relevant transport company's conditions of carriage will apply directly and do not form part of the contract between you and us. Their conditions may exclude or limit liability. In cases of lost or damaged baggage, or cases of death or personal injury arising in the course of international air or sea travel or in connection with hotel accommodation, the amount of compensation you will receive is limited by certain international Conventions, namely the Warsaw Convention, the Athens Convention and the Paris Convention. Copies of these Conventions should be available at your local reference library. We accept no liability for your personal effects. | ||||||
| 10.4 | Except in cases of personal injury or death caused by our negligence, the amount of compensation we will pay you for any default by us will be limited to a reasonable amount having regard to the price of the Programme and will in no event exceed such price. Our assessment of the reasonable compensation to which you are entitled will depend upon the circumstances of your particular case. | ||||||
| 10.5 | We cannot accept any responsibility if you suffer death or personal injury from an activity that is not part of the Programme arrangements we make for you. Please note that we cannot be held responsible for the consequences of your actions should you choose to ignore the advice given to you by us, your Programme Co-ordinator or any of our employees, representatives, agents or contractors. | ||||||
11. YOUR LIABILITY TO US |
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| 11.1 | On receipt of your Programme Acceptance, you must check it carefully to ensure that we have interpreted your instructions correctly and you must also ensure that you have notified us, in writing, of any special requirements upon which you intend to rely. | ||||||
| 11.2 | While on the Programme you must behave in an appropriate manner and avoid causing damage, distress, danger or annoyance to other Programme members or to third parties. You must not damage any property with which you come into contact during your Programme, if you do, you will be liable for the cost of repair or replacement. You must also comply with all local laws and instructions of our staff and authorised representatives. | ||||||
12. COMPLAINTS Any deficiency in your Programme should be reported immediately to us to allow an opportunity for immediate remedial action to be taken. Failure to do this may reduce or even completely extinguish your legal right to claim compensation. In the unlikely event that, having taken the action outlined above, any problem cannot be resolved to your satisfaction while you are on the Programme and you wish to take the matter up with us after your return, you should write to us within 28 days of the end of your Programme giving full details of your complaint, after which time we regret that we are unable to guarantee any further investigation or action. 13. PASSPORTS, VISAS AND HEALTH REQUIREMENTS |
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| 13.1 | A full, current and valid passport (with necessary visas) is required for all periods, countries and territories within your Programme. This is your responsibility. | ||||||
| 13.2 | Applications for a passport may take a considerable time to process - check with your regional office. Please check the expiry date of any passport you currently hold. You should always check the Visa regulations for your intended travel itinerary, with the relevant embassies. | ||||||
| 13.3 | We will not be responsible if you fail to travel with a proper valid passport and/or visas and you will have to reimburse us if we incur any expense in assisting you in such circumstances. We will offer you appropriate advice and assistance in respect of visa requirements for travel to South Africa and also in respect of principal health requirements. (e.g. vaccinations). | ||||||
| 13.4 | Whilst we offer relevant advice and guidance, it is your responsibility to verify your health and vaccination requirements for the Programme and for obtaining all necessary prescriptions, medicines and vaccinations that you need - please consult your G.P or other suitably qualified physician. | ||||||
14. HEALTH AND FITNESS We draw your attention to the fact that our Programmes can be physically strenuous; we can advise you how to train effectively prior to the Programme, so as to gain maximum enjoyment from the Programme. Please inform us if you have health conditions that could affect your participation in the Programme or any of the activities contemplated. If you are suffering from any of the conditions set out on the Application Form, we may, if provided with a suitable certificate from a doctor, accept you as a Programme member. Where your health is being adversely affected by the Programme, we reserve the right to require you not to participate on some or all of the activities planned for your Programme.
Whilst we make every effort to ensure that your Programme is safeguarded from terrorism by relying upon the best available advice at that time, due to the unpredictable nature of global terrorism we can make no guarantees. By signing the Application Form you agree to travel at your own risk and that you have made your own enquiries as you consider necessary. We expressly exclude all liability (direct and indirect) for any losses or damages whatsoever that you may suffer or incur as a result of or in connection with an act of terrorism.
The contract between us and any matters arising from it will be governed by and construed in accordance with South African law and are subject to the jurisdiction of the Courts of the Republic of South Africa. |
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You may be disappointed if you fail, but you are doomed if you don't try. West African Proverb