Program Agreement Terms and Conditions

Thank you for choosing to apply for placement on a Kaya program. We are committed to providing you the best support as you prepare for the experience of a lifetime, which is why we have laid down the following term and conditions to protect your interest. Please note there may be additional conditions which apply to individual placements.

Application Instructions

Apply online: http://www.kayavolunteer.com/projects/book

Upon receipt of the application and deposit, we will secure the position in the Program for successful applicants. Deposits will be refunded for all unsuccessful applicants. Kaya will contact all applicants within 2 weeks of receipt of the application. Applications will not be considered without a program deposit.

Deadlines, Dates & Prices

Applications are accepted throughout the year and are subject to limited space availability. Placement deadlines are based on the dates of the desired internship program. Some programs and project placements fill up prior to their published application deadlines. Apply early to secure your position. Important deadlines for the Kaya Programs are:

For those of you wishing to pay in US$ we are able to provide you with a quote in dollars. We set our conversion rate at £1=$1.75. This rate takes into account all bank costs associated with receiving dollars in the UK. Due to fluctuating rates you may find it cheaper to pay in pounds at certain times.

Program Flexibility

Kaya programs are different from travel or adventure programs.  Each development project and work experience placement is unique and often cannot be implemented exactly as planned for a variety of reasons.  There are numerous factors, though closely monitored, that are beyond our control.  Applicants are advised that these variables may require changes before or during a program.  Part of the challenge and growth opportunity is in adapting to changing conditions and overcoming the obstacles they may present.

Refund Policy

The program deposit of £150 will be applied towards the total program fee. The program deposit is non-refundable for Participants who have been accepted into the program. The program deposit will be fully refunded to non-successful Participants. If the Participant cancels for any reason, the Participant must notify Kaya in writing. The cancellation will be effective upon receipt of the written notification by Kaya to info@kayavolunteer.com Careful planning goes into developing volunteer and work experience programs for every individual applicant. As a result, Kaya and our host communities and partners incur substantial administrative and planning costs prior to the start of each program. Participants who cancel more than six (6) weeks prior to the program start will receive a refund on the program fee paid, less the deposit. Individuals who cancel or shorten their program for any reason, less than six (6) weeks prior to the program start or during the program will not receive a refund. Kaya strives to ensure sustainable projects and quality programs for Participants.

The Refund Policy is defined in an effort to protect and accomplish these goals.  Kaya deals with each situation fairly, in consideration of well established policies, and with the best interests of community members and Participants in mind.

Trip Cancellations

Kaya reserves the right to cancel any program if there are insufficient registrants or if Kaya determines it is in the best interest of the applicant’s safety and quality of programming to cancel the program.  Kaya is not responsible for other costs incurred by applicants preparing for the trip.  Should a program be cancelled for any reason, applicants will be offered the option of positions in other Kaya Programs or a full refund on all fees paid.

Release of Liability and Assumption of Risks

In organizing and managing volunteer projects, work experience placements, group, and courses, Kaya, its agents, employees, and staff give notice that they act solely on behalf of and for the benefit of the participants, on the express agreement that Kaya shall not be liable, financially or otherwise, for non-performance or unsatisfactory service; for the injury to persons including death, for loss of or damage to property, for accident or delay, and/or for expenses arising from strikes, weather, quarantine, sickness, government regulation, civil unrest or war, or from any act or omission of Kaya agents or employees, and/or airline, mail services, rail, bus company, vehicle rental entity, hotel, restaurant, or other supplier of service.  By signing this application form the participant assumes all of these risks and agrees to indemnify Kaya, its officers, directors, and employees harmless for any and all liability that may arise in connection with participation in the Kaya Programs. Kaya reserves the right to refuse any applicant admission to any program if he or she is deemed ill suited for the program. Important program information will be sent to the email address provided on the application.  Photographs, videotapes, and/or statements of participants may be used in promoting Kaya. Kaya publishes program and project photos on a monthly basis on the Kaya website. These photos and videos are available for participant, friends, family, and interested individuals to download, email, or print for personal use. Photography usage for distribution purposes will be considered on an individual basis on application to Kaya.

Travel Documents and Insurance

All participants must possess a valid passport for their Kaya trip.  Participants are responsible for any costs associated with visas, airport taxes, obtaining the proper travel documents for their trip, and changes to flight itineraries.  All participants must have valid, comprehensive health and travel insurance during the time of their program covering risks associated with ‘Force Majeur’ event. Details of insurance must be supplied to Kaya prior to commencement of any programme. Kaya reserves the right to refuse entry to programmes if insurance details are not supplied.

Behavioral Expectations

By joining a Kaya Program, the participant assumes certain obligations to Kaya, its community, and other program participants. If on-site program directors determine a participant fails to meet the behavioural expectations set out in this contract, that participant will be asked to leave the program.  Participants asked to leave under these circumstances will not receive a refund.  In addition to other program responsibilities, as a program participant you are responsible for:

• Being in sufficient good health to undertake the program.
• Acting in an appropriate and respectful manner towards the local people, fellow travellers, program participants, and staff in accordance with the customs, laws, regulations, and ordinances of the country of placement.
• Communicating effectively your interests, skills, limitations, and needs to home community members and program staff members.

Age

Participants must be aged 18 years over at time of pick up, unless expressly agreed in advance by Kaya. A copy of the Participant’s passport must be submitted prior to the commencement of the program to verify age. Kaya reserve the right to cancel and application or terminate a placement without refund if false proof is found to have been supplied.

Disclosure

All participants must disclose at time of application any pre-existing or existing medical conditions (including depression and eating disorders) and disabilities. Any medical conditions arising after Application and prior to Placement must be disclosed to Kaya prior to placement commencement. Kaya reserve the right to refuse Application based on these disclosures if deemed necessary. Kaya reserve the right to cancel and application or terminate a placement without refund if false information or lack of disclosure is found to have been supplied. Kaya is not held responsible for the administration or monitoring of any medication.

While Kaya make every effort to establish safety conditions and risk assessment, Participants are warned that the general standards of health, safety and hygiene in many countries visited may not be of comparable standard to European countries and hence a risk of injury and illness is inherent to this venture.

Some placements may require a CRB check – a criminal record check conducted by the government. This check shall be carried out at the applicant’s expense through Kaya.