Program Agreement Terms and ConditionsThank 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. By checking the agreement of these terms and conditions you have accepted to abide by the rules laid down in this agreement, and we suggest that you read the details carefully and speak to us if you require any further clarification. Please note there may be additional conditions which apply to individual placements.
Program Agreement Terms and Conditions
NOTE: The current terms outlined include temporary accommodations made to address the current Covid-19 global pandemic. We have called these Kaya Amended Coronavirus Terms – Kaya ACT. These temporary terms are outlined alongside Kaya regular terms and conditions and may be amended at any time. These are all shown in red for easy identification.
Thank you for choosing to apply for placement on a Kaya programme. 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 terms and conditions. By checking the agreement of these terms and conditions you have accepted to abide by the rules laid down in this agreement, and we suggest that you read the details carefully and speak to us if you require any further clarification. Please note there may be additional conditions that apply to individual placements.
Apply online: https://www.kayavolunteer.com/book-now
Upon receipt of the application and deposit, we will secure the position on 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 programme deposit. Standard program deposits are GB£180/US$315 and are non-refundable. A small number of our placements have an additional deposit, due at application confirmation, which are also non-refundable. These are outlined in details of these individual project placements. All deposits paid will be applied towards the total program fee.
Under Kaya ACT, from March 20th 2020 until further notice we will not be requiring deposit payments at time of application, except for anyone wanting to participate in a project in Jamaica since borders are now open. Otherwise, these will be deferred until confirmation of travel dates can be provided, at which time applicants may decide whether to proceed with deposit payment or cancel their application.
Deadlines, Dates & Prices
Applications are accepted throughout the year and are subject to limited space availability. Programs are priced individually and displayed on the Kaya website alongside each project. Deadlines are based on the dates of the desired placement. Some programs and project placements fill up prior to their published application deadlines. Apply early to secure your space. Important deadlines for the Kaya Programs are:
- Early Application – Application can be made up to 1 year in advance, however, arrangement and communication of the programme specifics will commence 2-3 months prior to programme start.
- Application Deadline – 3 months prior to the programme start. Last-minute bookings will be considered on an individual basis. Last-minute bookings are advised that their placements arrangements may require more flexibility to accommodate.
- Total fee due – 8 weeks prior to programme start – unless specified for a particular project
- Late Payment – Payment deadlines are displayed on the invoices provided. It is important to meet these deadlines to secure your placement, and missing these deadlines may result in the cancellation of your placement. Where a payment extension is requested, this will be considered on a case-by-case basis and will incur a late payment fee of £35/$60 basis.
Program Start and Finish Dates, Current Prices and What’s Included are displayed on the Kaya website alongside each project. Details shown on printed materials are subject to change. Projects prices are reviewed annually and bookings for the following year may differ from those listed. Payments may be made in GB£ or US$.
Date and Project Changes
Upon application, you will receive an interview within which your programme and program dates will be confirmed. We encourage you to stick to these as the projects plan around your participation. One date or program change made prior to 8 weeks before departure will be accommodated for, at no charge, subject to availability. Placements moved to the following year may be subject to price increases. After 1 change has been accommodated for, any future changes made will be subject to an administration charge of GBP£40 / USD$70 – payable at the time of change. For project changes where the original project incurred an additional deposit over the standard GBP£180 / USD$315 fee, the additional deposit amount will NOT be transferable to your new project.
Date changes requested within 8 weeks prior to departure will be considered on an individual basis, the original payment deadlines will apply and changes will be subject to an administration charge of GBP£40 / USD$70 – payable at the time of change. Placement changes within 8 weeks prior to departure are typically not accommodated for due to project commitments made at that time.
Under Kaya ACT, the 8-week deadlines outlined here have all been reduced to 45 days, with further flexibility considered as a result of travel bans and advisories in place at the time of your placement.
Trip Cancellation & Refund Policy
Kaya reserves the right to cancel any program if there are insufficient registrants (where minimum numbers apply) 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 canceled by Kaya, for any reason, applicants will be offered the option of positions in other Kaya Programs or a full refund on all fees paid.
For participants wishing to cancel or shorten their program, the following terms apply:
- Program deposits are non-refundable for Participants who have been accepted into the program. Program deposits will be fully refunded to unsuccessful Participants.
- Participants who cancel more than eight (8) weeks prior to the program start will receive a refund on any program fee paid, less the deposit.
- Individuals who cancel or shorten their program, for any reason (including health, bereavement and visa issues) less than eight (8) weeks prior to the program start or during the program will not receive any refund, and we encourage you to approach your travel insurance to seek compensation in this instance. We are happy to provide proof of payment and cancellation if required. Travel insurance with trip cancellation coverage is strongly encouraged for this reason.
- 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 firstname.lastname@example.org. Careful planning goes into developing volunteer and intern programs for every individual applicant. As a result, Kaya and our host communities and partners incur substantial administrative and planning costs, including accommodation reservation fees, prior to the start of each program.
- 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.
Under Kaya ACT, the 8-week deadlines outlined here have all been reduced to 45 days.
Kaya programmes are different from travel or adventure programmes. Each development project and work experience placement is unique and often cannot be implemented exactly as planned for a variety of reasons. Itineraries shown are a guide and the order of activities may be shifted in line with factors, including, but not limited to the weather, changing project needs and individual situations. Project activities shown cover most areas that you may be asked to get involved, but additional activities may arise that require your assistance and not all activities shown may be carried out in the period of your stay. Applicants are advised that these variables may require changes before or during a programme. Part of the challenge and growth opportunity is in adapting to changing conditions and overcoming the obstacles they may present.
Legal Jurisdiction, Release of Liability and Assumption of Risks
Participants booking their placements on kayavolunteer.com enter a contract with Kaya Responsible Travel Ltd of The Arches, North Campus, Sackville St, Manchester, a company registered in England and Wales (company number 6885700). This contract is governed by English law under the exclusive jurisdiction of English courts.
Participants from North America and other Non-European countries:
Participants booking their placements on kayavolunteer.com enter a contract with Kaya Responsible Travel Ltd, part of the Global Educators Inc consortium of 3 Ferry Street, Studio 3-West, Easthampton, MA, a company registered in the state of Massachusetts, USA. This contract is governed by the laws of the State of Massachusetts, U.S.A., excluding Massachusetts’s conflict of laws rules, regardless of your location. You hereby expressly consent to exclusive jurisdiction and venue in the federal and state courts located in Massachusetts U.S.A., for all matters or disputes arising out of or relating to these Terms and Conditions or your access or use of the Website.
In organising and managing volunteer projects, work experience placements, group programs, 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 suppliers of service.
By submitting 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 participants, 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.
Participants accept that they will be subjected to various physical and emotional demands and accept that the standard of living, including food, hygiene and accommodation in the relevant country may be below the general standards of their own country. The Participant also understands that certain risks may arise, including, but not limited to, hazards of traveling in remote areas; travel by automobile, van, bus, airplane, boat, train or any other means of conveyance; the forces of nature; civil disturbances; national or international conflicts; terrorism; arbitrary itinerary changes made by foreign governments or vendors; dive related accidents, boat accidents; interacting with dangerous wildlife; personal injury or illness from the local environment; accident or illness in remote locations without immediate evacuation or medical facilities; or negligent acts of third parties. The Participant asserts that they know, understands and appreciate these and other risks inherent in the program, agrees that participation is completely voluntary and assumes all risk associated with the program.
Kaya shall have no responsibility for any activities undertaken by the Participant outside the scope of those directly relating to the program, including activities that may have been recommended by Kaya staff, or it’s partners, within the location. For all excursion activities, Kaya acts as an agent, not a principle of the activity. Any information provided by Kaya, including but not limited to information about visas, vaccinations, healthcare, climate, group sizes and packing requirements is given in good faith for information and educational purposes only but without responsibility on the part of Kaya or it’s partners.
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 programme covering risks associated with a ‘Force Majeur’ event, medical emergencies and repatriation. 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.
By joining a Kaya Program, the participant assumes certain obligations to Kaya, its community, and other programme participants. If on-site programme directors determine a participant fails to meet the behavioural expectations set out in this contract and within Kaya’s Code of Conduct document, that participant will be asked to leave the programme. Participants asked to leave under these circumstances will not receive a refund. In addition to other programme responsibilities, as a programme participant you are responsible for:
- Being in sufficient good health to undertake the programme.
- Acting in an appropriate and respectful manner towards the local people, fellow travellers, programme 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 programme staff members.
Participants must be aged 18 years over at time of pick up, unless expressly agreed in advance by Kaya. Kaya reserve the right to cancel and application or terminate a placement without refund if false proof is found to have been supplied.
For participants under 18yrs, who have been accepted onto a Kaya programme, parental consent is required and participants agree to our Code of Conduct, which includes strict policies about alcohol consumption. Where accepted, participants under 18yrs will be not be offered any different or additional service or treatment to other participants. All participants under 18yrs must participate in an interview and require a reference from a professional person who has known them for over 2 years.
All participants must disclose at time of application any pre-existing or existing medical conditions (including depression and eating disorders) and disabilities. Some placements may require doctor’s notes as a requirement for participation – some which maybe dictated by legal requirement or liability purposes. 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 for the safety of the participant and the project. 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 Western countries and hence a risk of injury and illness is inherent to this venture.
Some placements may require a police criminal background check, conducted by the government. This check shall be carried out at the applicant’s expense with guidance from Kaya. Some placements require proof that volunteers are clear of certain medical conditions, through the provision of a health certificate. This check shall be carried out at the applicant’s expense.
If a Participant wishes to lodge a complaint in relation to their programme, they shall first bring the complaint to the attention of the in-country coordinator, who will make reasonable efforts to deal with and, where possible, resolve the complaint within a reasonable time. If a Participant feels that complaint is not being dealt with adequately by their in-country coordinator they should then contact the Kaya placement advice team to escalate the issue. If the coordinator is unable to resolve any serious complaint, and the participant chooses to terminate their placement early and depart the project, they shall provide the coordinator with a written version on event prior to departure. Refunds cannot be provided for early departure unless extreme circumstances are found, which will be determined at the sole discretion of Kaya. Issues reported after the end of a programme which were not reported during the programme, giving the site team an opportunity to address the issue in country, will not be considered for any compensation. Participants agree that Kaya shall not be liable for damages or compensation relating to any claim regarding inconvenience, disappointment, discomfort or loss of enjoyment.