Program Agreement Terms and Conditons

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. 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

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. 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.


Application Instructions

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.


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 programme. Some programmes and project placements fill up prior to their published application deadlines . Apply early to secure your placement. Important deadlines for the Kaya Programs are:

PROGRAM DEADLINES:

  • Early ApplicationApplication 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 month prior to 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 due8 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/$60basis and will incur a late payment fee of £35/$60.

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. If you request a change in programme or start dates, and it is prior to your final payment deadline (usually 8 weeks before departure, but earlier for some placements) we can generally accommodate for this at no extra charge, subject to availability (programmes moving to the following year may be subject to programme price increases). After 1 change has been accommodated for, any future changes made will be subject to an administration charge of £40/$70 – made payable at time of change.

If a programme or date change is requested after your final payment deadline, the original payment deadline will remain the same, and changes will be considered on an individual basis and any changes will be subject to the administration charge of £40/$70 – made payable at time of change. For project changes where your original project deposit was more than £180, only £180 of your deposit will be transferable to your new project. Program Start and Finish Dates, Current Prices and What’s Included are specified in each project page of the Kaya website. Details shown on printed materials are subject to change. Projects prices are reviewed annually and bookings for the following year may differ from those listed. Payments may be made in GB£ or US$. We are able to provide you with a quote in either currency with a set conversion rate of £1=$1.75.


Refund Policy

The standard programme deposit is £180 ($315) per person, per programme. Some Kaya programmes have an additional deposit amount due to additional programme booking requirement. All deposits paid will be applied towards the total programme fee. The programme deposit is non-refundable for Participants who have been accepted into the programme. The programme deposit will be fully refunded to unsuccessful 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 programmes 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 programme. Participants who cancel more than eight (8) weeks prior to the programme start will receive a refund on any programme fee paid, less the deposit. Individuals who cancel or shorten their programme, for any reason (including health, bereavement and visa issues) less than eight (8) weeks prior to the programme start or during the programme will not receive a 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.

Kaya strives to ensure sustainable projects and quality programmes 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.


Program Flexibility

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.


Trip Cancellations

Kaya reserves the right to cancel any programme 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 programme. Kaya is not responsible for other costs incurred by applicants preparing for the trip. Should a programme be cancelled 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.


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. In organising and managing volunteer projects, work experience placements, group programmes, 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 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 programme if he or she is deemed ill suited for the programme. Important programme 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 programme 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.

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 travelling 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 programme, agrees that participation is completely voluntary and assumes all risk associated with the programme.

Kaya shall have no responsibility for any activities undertaken by the Participant outside the scope of those directly relating to the programme, 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.


Behavioural Expectations

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.

Age

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.


Disclosure

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.


Complaints

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 participate 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.

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