1. Agreement for TVB Program
These Conditions will form the basis of your agreement with The Volunteer Bay Corp., whose registered office is 1521 Concord Pike #301, Wilmington, DE 19803, USA. They apply only to services which you book with us through our website and which we agree to do, provide or perform as applicable as part of our agreement with you and which may include voluntary work, training, accommodation, and other activities details of which are contained in TVB's promotional material, website, brochures, and acceptance email. References in these Conditions to 'arrangements' and 'Program' mean such services.
'Partners' means charities, grassroots organizations and other organizations or individuals working in conjunction with TVB. They will be primarily responsible for coordinating the day-to-day nature of most of your activities whilst on the Program.
2. Your contract
By making your first payment to TVB you confirm that you are in good health, are at least 18 years old (or will be by the time you start the Program) and that you agree to be bound by these Conditions. A binding agreement will come into existence between us at this point.
3. Confirmation and payment to TVB
Once you have been accepted by TVB, in order to confirm your chosen arrangements, you must pay a deposit of USD 300 per person per program, or full payment if booking within 4 weeks of the start date.
The balance of the cost of your arrangements (including any surcharge where applicable) is due not less than 4 weeks prior to the start date. If we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out in clause 7 below will become payable.
We reserve the right to make changes to and correct errors in advertised and quoted prices at any time before your arrangements are confirmed.
5. Donations to TVB
Any fundraising / donations to TVB are charitable donations and entirely non-refundable.
6. Changes by you
Should you wish to make any changes to your confirmed arrangements you must notify us by email as soon as possible. Whilst we will endeavor to assist, we cannot guarantee we will be able to meet any such requests. Where we can, an amendment fee of USD 50 per person per Program may be payable together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers.
7. Cancellation and Refund Policy
Whilst we always endeavor to avoid changes and cancellations, we must reserve the right to do so. The Volunteer Bay reserves the right, in its sole discretion, to reject an individual at any time prior to the start date, or during the assignment time, or to cancel the Program in which the Participant is scheduled to participate. TVB will endeavor to ensure that the Program as advertised will be adhered to as closely as possible. However, in certain circumstances changes may need to be made for reasons which may include: the requirements of the local community and our Partners; your own safety and well-being; the safety and well-being of other people; advice issued by the Department of State; any incident or natural disaster beyond the control of The Volunteer Bay.
There is a USD 300 non-refundable, non-transferable deposit if the Participant cancels after his/her application is accepted in a program.
Before the start date of the program, the total amount paid by a Participant, including the USD 300 deposit will only be refunded to the Participant,
- If the application has not been accepted, or
- If both of the Participant's chosen placements are unavailable, or
- If the Participant has been rejected, or
- In the unlikely event of a Program cancellation due to any incident or natural disaster beyond the control of The Volunteer Bay.
Before the start date of the program, if the Participant cancels for any reason, a notification of cancellation must be signed and sent via email to firstname.lastname@example.org. The cancellation will be effective upon receipt of the notification by The Volunteer Bay. No refunds will be made other than those specified below.
When the Participant cancels before the start date of the program, The Volunteer Bay's refund policy is as follows:
- If the cancellation is effective more than 60 days prior to the program start date, the program fee paid minus the USD 300 deposit will be refunded.
- >If the cancellation is effective between 60 and 31 days prior to the program start date, 50% of the program fee minus the USD 300 deposit, will be refunded.
- If the cancellation is effective between 30 and 10 days of the program start date, 25% of the program fee, minus the deposit, will be refunded.
- If the cancellation is effective within 10 days of the start date or after it, or if the participant decides, for any reason, to leave the program early, no refund will be provided.
For cancellations within 60 days, a refund will not be issued unless the Participant has paid enough funds in order to receive a refund.
Should the amount calculated exceed the amount that the Participant paid, separate from the deposit, the refund will be adjusted to be only the amount that the Participant paid
If the Participant wishes to defer his/her placement for the future to any offered program, the amount paid may be applied to the price of that program to be used up to one year of the original start date.
After the program start date, no refunds will be granted to the Participant for included services, including meals, accommodation, transportation, insurance or any unused arrangements offered in the program due to absence or any other reason.
Due to the application process and preparation required before departing on the Program, it is not possible to transfer your Program to another person.
If you do not arrive within 24 hours of your scheduled start date, this may be deemed as you canceling the Program unless you have notified us and have our agreement. Unless otherwise agreed, for late arrivals, you will only be accepted if the orientation time has not finished yet.
8. Travel Insurance
We require that you have travel insurance including medical coverage and emergency evacuation. Please read your policy details carefully and take them with you when you travel. It is your responsibility to ensure that the insurance coverage you purchase is suitable and adequate for your particular needs.
9. Force Majeure
We regret we cannot accept liability, pay any compensation or meet any costs or expenses you incur where the performance or prompt performance of our obligations under our contract with you is prevented or affected by, or you otherwise suffer any damage or loss as a result of "force majeure". In these Conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
10. Medical Conditions, Medical and Travel Release, Consent to Treatment and Emergency Contact
Volunteers must be in good health and may be required to complete a medical questionnaire and/or supply us with a medical reference as well as the information for two emergency contact people. We reserve the right to contact your next of kin or parents (or emergency contact provided to us) if we deem it necessary.
If you have any medical problem or disability which may affect your ability or fitness to participate in the Program or any of the activities which form part of it, you must give us full details in writing or by email at the time of application. If we reasonably feel unable to properly accommodate the particular needs of the person(s) concerned, we will not accept the application or, if full details are not given at the time of application, will cancel when we become aware of these details.
You hereby release and agree to indemnify The Volunteer Bay, its agents, servants, employees and assigns for any and all damages, liability or costs resulting from the authorizing of medical treatment on yourself under the terms of this consent. You further hold The Volunteer Bay harmless from any and all costs, damages or expenses incurred by The Volunteer Bay as a result of any claim or action filed by any party alleging damages incurred as a result of any medical treatment provided or authorization for treatment provided.
You are aware that serious illness or injury may occur on a trip and that such illness and injury may result in yourself incurring costs, expenses, and damages for which you are solely responsible including, but not limited to, return of yourself by air ambulance or other extraordinary means. You also understand that trips may be associated with risk of bodily harm, death, and/or damage to or loss of personal possessions resulting from, without limitation, inclement weather, transportation accident, or terrorism. On behalf of yourself, you personally assume all such risks, whether foreseen or unforeseen by yourself or The Volunteer Bay.
You agree that it will solely be your responsibility to obtain travel insurance and information on travel immunizations required/recommended and travel precautions for the area.
You hereby release and hold harmless The Volunteer Bay, its officers, employees, partners, and representative from all liability for personal injury, including death, as well as all property damage or loss arising out of your participation in this trip. You understand that this release and indemnification releases liability for the conduct of The Volunteer Bay and its agents, servants, employees or assigns.
11. Conduct during the Program
During the Program including any training, you agree to respect the decisions and authority of TVB’s partners and staff in all matters pertaining to the Program, health and safety, and the local population, and agree to follow the health and safety training and advice given by TVB and its Partners. You agree to act in such a way as not to put yourself, other volunteers, staff, or the local population at risk, or to jeopardize the work of TVB or their Partners in the communities in which they work. If you significantly break this agreement or you persistently behave in a manner which is, in the view of TVB or their Partners, incompatible with the spirit of the Program, TVB and/or their Partners retain the right to terminate the Program without further notice.
You will be responsible for making full payment for any damage or loss caused by you during the Program including the accommodation you stay in, its contents and any property you are provided with for the use of the Program. Payment must be paid direct at the time to TVB or our Partner or the service supplier concerned, failing which you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.
12. Problems and Complaints Procedure
If you have a problem during the Program, you must inform the project coordinator or local TVB representative immediately and they will try to resolve the issue. Any verbal notification must be confirmed in writing by email as soon as possible. If your complaint cannot be resolved locally, you must contact TVB office and we will provide assistance.
In the unlikely event that the issue can not be resolved, you must write to us at the address on the first page of this agreement within 28 days of the date you finish your Program and we will investigate the complaint and send you a response in by email. We will not accept liability for any complaints or claims (which do not involve death, personal injury or illness), if you fail to notify us of the complaint allowing us the opportunity to investigate and resolve the problem, in accordance with this clause.
Please note: Failure to follow the procedure set out in this clause may reduce or extinguish any right which you may have to a refund / compensation.
13. Independent activities
We may provide you with information about activities which are available to purchase through independent suppliers in the area you are visiting. Where we have not agreed to arrange, provide or perform these activities or excursions as part of our agreement with you, subject to these conditions, we do not accept any responsibility for them even where we suggest or recommend a particular operator or supplier and/or assist you in any way in booking such activities or excursions.
14. Passports, visas and health requirements
Information provided in the TVB information booklets is for guidance purposes only and it is your responsibility to check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel.
You should arrange a visit to your doctor/clinic to receive the latest health advice and arrange immunizations and it is your responsibility to ensure that you have all appropriate immunizations and medication. You should do this in good time before your departure.
It is your responsibility to ensure that you are in possession of all necessary travel and health documents before departure.
We regret we cannot accept any liability if you are refused entry onto any transport, into any country or if you are not issued with an appropriate visa, due to failure on your part to carry correct documentation or due to any reason beyond our control. If failure to have any necessary travel or other documents results in additional costs, fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.
15 Governing Law
We both agree that the laws from the State of Delaware will apply to your contract and to any dispute, claim or other matter of any description which arises between us (except as set out below). We both also agree that any dispute, claim or other matter of any description which arises between us must be dealt with by the laws of the State of Delaware.
I have read and understood the contents of this agreement and agree to be bound by them.
I have read all TVB documentation supplied to me and understand the proposed Program.
I accept that due to the fluid nature of life in developing countries the Program may differ from that advertised but that TVB and their partners will provide a program that remains within the spirit of that advertised.
I agree to respect the decisions and authority of TVB's partners and staff in matters pertaining to the Program, health and safety at the project and the local population.
I understand that life in developing countries contains many different challenges and risks and agree to follow the health and safety advice given by TVB and its partners.
I agree to act in such a way as not to put myself or others at risk. I agree to respect local law whilst on the Program.
I accept that if I significantly break this contract or persistently behave in such a way as is, in the view of TVB or their Partners, inconsistent with the spirit of the Program, TVB and/or their Partners retain the right to terminate the Program.
Either I am over the age of 18 years. Or I am currently under 18 but will be over 18 on the Program start date, and I understand that by taking part in the Program (including any training) after my 18th birthday I will be confirming my agreement to the terms of this contract.
- You are not required to sign this declaration.
- By making your first payment to TVB you confirm that you agree to be bound by these Conditions.