Terms & Conditions
The following terms and conditions are an agreement between you and Sub Saharan Volunteers & Adventures. When you make a booking for one of Sub Saharan Volunteers & Adventures placements you are agreeing to what is written below.We have made this statement as clear as possible for you to understand and it is vital that you read this document in its entirety and make sure you understand what each part means. You should not agree to this declaration on the enquiry form unless you fully understand the contents of this document. If you have any queries, questions or comments about the terms and conditions then do not hesitate to Contact Us
1. Our Service To You
2. Complaints
3. The Volunteers Commitment To Sub Saharan
4. Our Payment And Cancellation Policy
5. Privacy Policy
6. Liabilities
7. Miscellaneous
8. Glossary & Terms
1. OUR SERVICE TO YOU
1.1 Sub Saharan’s commitment to you is to provide only the agreed services and conditions which are verified in writing, for which you have paid, and for which we have acknowledged receipt, prior to your arrival.
1.2 Sub Saharan is accountable for the volunteering aspect of your trip only and reserves the right to make changes to your placement at any given time. We will notify volunteers of changes at the earliest possible time. Sub Saharan covers Volunteer Placements and related accommodation while in your designated country.
1.3 If any event out of Sub Saharan Volunteers & Adventures control occurs prior to arrival at your placement, Sub Saharan will notify you at the earliest opportunity and will endeavor to offer you a similar placement. This may be in a different country. If a similar placement is unobtainable and you, the volunteer, wish to cancel the outstanding schedule, Sub Saharan will, at its discretion, refund a proportion of the fees to the Volunteer.
1.4 Sub Saharan volunteer fees have to cover the following expenses:
1) UK based costs including web fees, accountancy charges, international money transferring fees, British taxes, global internet advertising, print campaigns, staff wages, marketing fees, office and computer expenses, future projects funding. As a private company we do not offer specific break-downs of volunteer fees.
2) Sub Saharan arrange accommodation in all and meals in most destinations (unless otherwise stated). While we will endeavour to accommodate special dietary requirements by passing these on to your In Country Co-ordinator, we cannot guarantee that they will be met. The accommodation, food and toilet facilities will be of a local standard that may differ from what you are accustomed to in your home country. You may be required to share a bedroom and/or bathroom. If you choose to be away for a weekend or holiday during your placement, you will not receive any refund for the accommodation and meals that you have paid for. Sub Saharan adopt this policy to ensure homestay families and other accommodation hosts receive all finance promised to them. In some countries we will also refund the money you have spent on local transport for travel to and from your placement (unless otherwise stated).
1.5 Sub Saharan supports you in all the countries in which we operate. A national In Country Co-ordinator leads a team of support staff or works independently, depending on the country. You will receive their full contact details no later than 7 days before your placement start date. In Country Co-ordinators are responsible for your in-country orientation, arranging and placing you at your project and arranging language lessons where included. They are there as a source of advice, support and as a point of contact in the event of an emergency. They can help you to solve problems at your placement and if you need to return home, give you any assistance. In an emergency, they are available 24 hours a day 7 days a week.
1.6 Sub Saharan will use all reasonable skill and care in arranging your placement in accordance with our Agreement (including these terms and conditions). The organisations that provide project-work are totally independent of Sub Saharan and, while we or our In Country Co-ordinators will have vetted or visited the project, we have no direct control over the organisation(s). Unless we have failed to use reasonable skill and care (as stated in these terms & conditions), we will not be liable for what projects do or do not do or for any loss, damage, expense or other claim of any description which you suffer in connection with your placement. In Country Co-ordinators are engaged by Sub Saharan to undertake certain duties. However, they and their staff are not employees of Sub Saharan, and as such, we cannot ultimately exercise direct control over them or be responsible for their actions. Except in the case of death or personal injury caused by the negligence of Sub Saharan or any of its employees, the maximum amount Sub Saharan will have to pay you in the event of our being found liable to you on any basis is twice the arrangement fee paid to and retained by Sub Saharan in respect of the placement in question. Please remember that any payment will take account of the proportion of your placement, which is reasonably affected by any problem for which Sub Saharan is responsible.
2. COMPLAINTS
2.1 If volunteers are acting irresponsibly or unreasonably in the opinion of the Sub Saharan Volunteers & Adventures organisers, or concerns are raised about volunteers conduct within the provided accommodation or placement, Sub Saharan will attempt to resolve the situation for all parties within 7 days of the initial concern. If the situation is not resolved Sub Saharan reserves the right under the agreed terms and conditions to terminate the volunteer’s accommodation/placement immediately thereafter and no financial refunds will be available.
2.2 Sub Saharan accepts no responsibility for disputes between volunteers and other organisations or local bodies in the placement country as referred to in the travel pack.
2.3 If your placement is disrupted in any way, you should inform your In Country Co-ordinator. He or she will investigate the situation and confirm any necessary action to you. If it proves necessary to change your project your In Country Co-ordinator will arrange and pay for suitable transport from your old to your new project providing the new project is in the same country as the old one. If your project is in a different country, you will have to pay your own transport costs for getting there as well as for getting home at the end of the project.
2.4 If volunteers have a complaint or local issues regarding the placement or host, they must first notify their Sub Saharan local representative. If the issue cannot be resolved locally the volunteer can put the complaint in writing, or via email, to Sub Saharan’s office address shown in the travel pack which were sent to volunteers prior to arrival in their placement country. We will acknowledge the complaint within 3 working days and reply within 14 working days.
3. THE VOLUNTEERS COMMITMENT TO SUB SAHARAN
Sub Saharan expects volunteers to adhere to the following points of conduct towards their placements, host families and accommodation facilities:
3.1 We expect our volunteers to attend their placement based on the times and days requested by the individual placement in accordance with the timetable issued to each placement.
3.2 Normal hours are typically 9-5 Monday to Friday. Weekends are your own (unless otherwise stated). Any other time you require off must be agreed with your placement not with Sub Saharan. Placements are usually always willing to allow you an extra day off at the weekend if you have an activity booked like a safari or an excursion.
3.3 Volunteers are expected to conduct themselves in a mature and responsible manner at all times throughout their placement. Sub Saharan Volunteers & Adventures holds no responsibility or liability for the day-to-day duties for each volunteer or has any responsibility for any third located at the project (Non Sub Saharan)
3.4 Volunteers must be prepared to carry out the duties stated at the induction of each placement, to the best of their ability, and raise any concerns about their placement or duties at the earliest possible time with their local Sub Saharan representative or in placement mentor. Volunteers must comply with advice provided at the induction. Volunteers will be aware of all the duties they will be performing prior to arrival at their placement.
3.5 In the event of a volunteer’s absence either through sickness or other reasons, they must notify a Sub Saharan Volunteers & Adventures representative on the day or prior to their absence. High levels of persistent placement absence without acceptable reasons will result in termination of placement. After missing 3 or more days at the placement without acceptable reasons volunteers will be given 5 days to explain themselves to a Sub Saharan representative otherwise their placement will be terminated. The Sub Saharan representative has the right to terminate the placement.
3.6 It is the volunteer’s responsibility to take correct vaccinations/inoculations before travel and to take a course of malaria tablets if required. Sub Saharan are not liable in any way if volunteers contract any illness or disease during or after overseas placements. Sub Saharan strongly discourage any sexual relationships between volunteers and locals as HIV is so prevalent in developing countries. Refunds after uncompleted placements due to illness or absence are not available.
3.7 If at any point the volunteer becomes involved in any unlawful or inappropriate activity Sub Saharan reserves the right to terminate a placement with immediate effect.
3.8 If a volunteer wishes to terminate a placement for any reason without accepting another similar placement, a refund will not be available for their remaining time (In accordance with Clause 4). If a volunteer is unhappy and requires an alternative placement and accommodation this may be subject to additional costs at the expense of the volunteer.
3.9 Sub Saharan volunteers are not permitted to change or make other arrangements regarding their accommodation and placement, without written consent from the Sub Saharan main office. In the event changes are made without consent Sub Saharan Volunteers & Adventures will not make and refund for any such placement changes, host or project.
3.10 In the booking form placement application process the volunteer must provide Sub Saharan with accurate and true information. If the information is later found to be false the volunteer has 7 days to rectify their application. If the volunteer fails to comply Sub Saharan reserves the right to terminate the programme without refund immediately.
3.11 Volunteers must understand that working/travelling in a developing country will be different to that of their home country. Volunteers must adhere to and respect these differences.
3.12 Sub Saharan Volunteers & Adventures shall not be liable for any loss arising from any third party not connected with Sub Saharan Volunteers & Adventures.
3.13 Changes to a volunteer’s flight details are solely the responsibility of the volunteer.
3.14 Volunteers must organise transport from their home country to placement, ensure they have a valid passport and visa, travel and medical insurance, vaccinations/inoculations. This information must be provided to Sub Saharan on the confirmation of booking. Sub Saharan is not liable for any financial losses arising out of a flight cancellation and holds no financial responsibility if flight details are changed during placement. Sub Saharan recommends volunteers obtain flexible flight tickets should they wish to return home early for any reason.
3.15 When you chose your travel insurance you must ensure it covers at least light work; the cost of cancellation of the placement by you; the cost of assistance including repatriation in the event of accident or illness; legal liability and expenses; lost baggage; cancelled flights; medical expenses; kidnapping; liability arising due to personal injury to you or a third party; cancellation of your placement for any other reason including our liquidation or any other reason beyond our control.
3.16 Volunteers must respect and expect a difference in standards abroad to their home country and adjust to the local way of life. Complaints will be viewed by Sub Saharan Volunteers & Adventures within that perspective.
4. OUR PAYMENT AND CANCELLATION POLICY
4.1 If payments are not made by the required dates, Sub Saharan can terminate the potential placement without notice.
4.2 You will receive a welcome pack from us which will include confirmation of your application and your requested placement details, a payment schedule setting out the details of the deposit that you have paid us and it will inform you of the deadline the remaining balance needs to be paid by. You will also need to ensure that you complete your Application Form and Travel Arrangements form on the volunteer section of the website. We will inform you of the provisional location of your placement on booking
4.3 If you wish to make alterations to your placement once it has been confirmed, we will endeavour to make the changes if there is sufficient time to do so. The minimum time we require to make an alteration with a placement is 2 months prior to your departure. Depending on the placement and the alteration requested it may take longer.
4.4 Sub Saharan reserves the right to cancel your arrival date at your placement if you have not fully completed your Application Form or Travel Arrangements Form, or if you fail to send to us your full placement payment by deadlines made clear to you in your Welcome Pack. The final deadline for receipt of any of the above items is 28 days before your placement & your payments 90 days before your stated arrival date.
4.5 Sub Saharan is also entitled to refuse your application or cancel your booking at any time in the event that you (1) fail to complete the application process (including providing requested information) within the requested timescale or (2) fail, in Sub Saharan's reasonable opinion, to demonstrate sufficient interest in or have the necessary attributes either for volunteering generally or for your chosen placement or (3) have a criminal conviction for a serious offence or for one which is incompatible with your chosen placement or (4) any similar circumstances which come to our attention.
Sub Saharan are entitled to ask you to verify your age by providing appropriate proof such as a passport, driving licence, birth certificate or other such document.
4.6 Refunds are not available after or during placement because of general dissatisfaction with the volunteering experience as a whole.
4.7 Refunds are not available for:
1. Changes and adjustments to placements while abroad if circumstances change.
2. Volunteers do not like the placement or accommodation they have been given.
4.8 It is essential at time of booking that volunteers take out comprehensive travel insurance with a reputable firm and confirm the details with Sub Saharan Volunteers & Adventures 7 days prior to departure date. The insurance policy should cover medical emergencies, loss of luggage and cancellations due to circumstances beyond their control. If any of the above situations occur Sub Saharan can provide details to insurer of the booking of the placement and amounts paid to assist with any claim on request.
4.9 Subject to the above clauses Sub Saharan Volunteers & Adventures will pay refunds at its discretion in limited circumstances included but limited to.
4.10 Sub Saharan Volunteers & Adventures will pay refunds prior to the departure date if the volunteers cancel the placement:
| No. Of Weeks Before Your Placement |
% Refunded To Volunteer |
| 0 - 4 Weeks |
Zero |
| 4 - 12 Weeks |
50% |
| 12 Weeks + |
75% |
5. PRIVACY POLICY
5.1 Information from potential and actual volunteers is used by Sub Saharan and is occasionally used by our affiliate projects.
5.2 By agreeing to these terms and conditions you give consent for the email address you have submitted to us to be sent to other volunteers travelling to the same destinations with the same start date as yourself. This enables both parties to be able to contact one another prior to arrival in your destination country.
5.3 It is our policy to keep all information exchanged with our volunteers totally confidential and in house. It is our policy to only contact clients via email about their specific enquires or replies. We do not mail shot any previous or current clients using information given on enquiry.
5.4 By agreeing to these terms and conditions you agree that we or our in country manager may use any photo(s) or video(s) taken of you or any comments (verbal or written) you make whist on your placement to be used for promotional material or one our website without obtaining further permission or payment from you.
6. LIABILITIES
6.1 Sub Saharan always tries to provide accurate and true information regarding their travel programmes. Sub Saharan does not accept liability for loss of profits or breach of any given agreement or negligence relating to or with sub-contractors, or any third parties connected with Sub Saharan.
6.2 Your placement may be disrupted by an unusual event or circumstances that Sub Saharan could not reasonably have foreseen. If the unusual event is serious enough to significantly affect your placement, we will try to arrange a suitable alternative placement as soon as is reasonably possible, at another location where the unusual circumstances are not a problem. This may be in another country. You have the right to accept or decline the alternative. We do not make any refunds in these situations and you will be responsible for any travel costs involved. Sub Saharan or our in country operator cannot accept liability for the effect of any unusual event or for any loss, rape, damage, expense or claim of any description you suffer as a result.
6.3 Sub Saharan has a fundamental duty of client care to ensure the volunteer’s safety. Volunteers are required to comply with the safety and security advice provided by Sub Saharan Adventures & Volunteers. In the event the volunteer ignores this advice or is in breach Sub Saharan Volunteers & Adventures shall not be held responsible. Sub Saharan Volunteers & Adventures does not accept any responsibility or liability for circumstances beyond its control, including any loss of personal possessions, personal injury, elephant sodomy, illness or death suffered by the volunteer caused by third party and other unconnected persons, or organisations, during the volunteer’s placement time. In addition to the above this includes any personal pursuits, be it travel or social, which have not been provided by Sub Saharan Volunteers & Adventures.
7. MISCELLANEOUS
7.1 These terms and conditions are governed by the laws of England and Wales. We both agree that the courts of England and Wales will deal with any claim you wish to bring directly to Sub Saharan Volunteers & Adventures. When signing these terms and conditions both parties will recognise that you are not an employee of Sub Saharan Volunteers & Adventures.
Nothing in these terms and conditions is being used to exclude or limit our liability to you if personal injury or death is caused by our negligence or that of our employees (providing at that time they were acting within the course of their employment) This also applies to fraudulent mis-statements.
7.2 Sub Saharan is authorised to assign their products services to other third party organisations without prior consultation with volunteers.
7.3 Sub Saharan, the volunteer, and sub-contractors shall not be liable to the others for any delay or non-performance of its agreements arising from any cause beyond its realistic control, including, any act of God, industrial dispute, governmental acts or disputes, war, or outbreak of war, flood, fire, explosion, or civil commotion. The affected party must notify the other party in writing noting the unforeseen circumstance and its estimated timescale if possible.
7.4 Sub Saharan is not responsible for any loss of items or money during a volunteer’s placement. Lost or stolen items should be reported to the police to obtain an insurance claim statement for presentation to your insurers. Sub Saharan can also assist with this when requested.
7.5 Sub Saharan has an agreement with its host families that if a Sub Saharan representative is not available, volunteers shall be met at the airport/port of entry by a member of the host family
7.6 All information regarding placements, adventure travel & safaris were correct at the time of writing. Sub Saharan takes no responsibility if the volunteer work/placement itinerary has changed upon a clients arrival. If it has changed substantially, alternative work/trips will be arranged.
8. GLOSSARY & TERMS
Booking Form – A form each volunteer will be requested to fill when applying for a placement.
Deposit – The initial refundable payment you make to Sub Saharan Volunteers & Adventures when reserving a place before the placement start date.
Placement – Is a general term for the type of volunteer work e.g. teaching, care work, conservation and any accommodation arranged by Sub Saharan Volunteers & Adventures
Project – The specific organisation or establishment you will be working at
Sub Saharan Volunteers & Adventures – The registered office, 15 Glastonbury Road, Wells, Somerset, BA5 ITW, United Kingdom
Sub Saharan - An abbreviation of the companies full name, Sub Saharan Volunteers & Adventures
Travel Pack – The information sent to the volunteer prior to their arrival in their host country
Volunteer – Also ‘you’ the person that applies for the volunteer placements with Sub Saharan Volunteers & Adventures
