Conditions of registering

We may change these terms at any time by posting changes online. Please review these terms regularly to ensure you are aware of any changes made by us. Your continued registration and/or use of the services of Original Volunteers after changes are posted means you agree to be legally bound by these terms as updated and/or amended.

Please pay particular attention to the following areas:

 

What is provided     Unused services       Your responsibilities

1 The contract All persons wishing to register with Original Volunteers or apply for a particular volunteering placement must carefully read and understand the Terms and Conditions that follow. By registering by telephone, through our web site,  by post or by email with Original Volunteers or its agents, you accept and are bound by these Terms and Conditions. The person or persons named as registered are hereafter referred to as the volunteer. Placement refers to the volunteering work, not the experience or additional services and arrangements provided by Original Volunteers or overseas charities or institutions the volunteer is helping.

2 What is provided Original Volunteers facilitates opportunities for independent individuals to volunteer with small organisations and charities overseas which have requested a need for volunteers. Volunteers understand that Original Volunteers acts as a facilitator only and is not a tour or holiday package operator. Any services such as airport pick-ups, provision of accommodation and other local services  including assistance during the volunteer’s stay are offered or arranged at the discretion of local staff and institutions according to their resources at the time the volunteer arrives.  Volunteers are expected to make travel arrangements independently using the Internet and their own guidebooks, especially when sourcing local travel information for their destination. Any advice given by Original Volunteers on travel to and between placements is provided at Original Volunteers discretion and Original Volunteers accepts no liability for inaccuracies from third party web sites or travel forums which we pass to volunteers. Volunteers also accept and understand that Original Volunteers is not able to keep up to date with every arrangement and service currently being provided in each location as these change constantly. If Original Volunteers is aware of a major change and considers that the change will dramatically affect a volunteer’s placement Original Volunteers will endeavour to inform the volunteer accordingly. The definition of a major change usually refers to a change in the nature of the work the volunteer will do, a pick-up arrangement or a substantial price increase out of the control of Original Volunteers. The volunteer is not obliged to continue with their placement and no refund is payable.

3 Cancelling If you cancel your registration within 15 days of registering also known as the cooling off period-100% of the registration fee is refunded no questions asked. Outside of this cooling off period the registration fee is non-refundable. This is because of the way registration fees are distributed and used to support overseas projects. This means one registration fee does not cover one volunteer’s trip but instead a membership to the volunteering scheme. Cancellations of the registration fee must be in writing by post. Cancellations by email or telephone are not accepted. The cooling off period is not applicable to volunteers who have arrived at the first placement within 15 days from the date Original Volunteers received the initial registration.

4 Unused services Outside of the cooling off period there will be no refund of the registration fee for missed or unused services, this includes voluntary or involuntary termination of a placement, i.e. sickness, lack of personal funds to complete trip or placement, voluntary or involuntary change of itinerary, pregnancy, death of a family member etc.

 

5 Contributions paid in advance For placements where payment for local services (for example accommodation) is due in advance the payment must be paid no later than 60 days before arrival. Any cancellation within 30 days of departure no refund of the volunteer contribution is payable.

 

6 Cancellation of a placement by Original Volunteers The company reserves the right to cancel a placement for any reason, but will not cancel a placement except for force majeure, unusual or unforeseen circumstances outside the company’s control. When a placement is cancelled by the company because of factors outside of the control of the company the volunteer will be offered a transfer to an alternative placement. The company is not responsible for any incidental expenses that you may have incurred as a result such as visas, non-refundable flights, new flights to new placement, pre-paid payments, vaccinations or loss of enjoyment.

 

7 Prices Prices quoted are correct as of April 2008. Because prices quoted are those suggested by the charities and organisers overseas and not Original Volunteers, Original Volunteers reserves the right to alter prices if we are advised us to do so. The most likely cause for increases will be local inflation or local price increases to cover basic costs. Price increases and local inflation are out of the control of Original Volunteers. Volunteers heading to multiple placements over an extended period of time (ie registering in 2008 for a 2009 trip which finishes in 2010) should be aware that local prices will go up and volunteers accept that they will need to pay any difference owing to take part on the placement. Volunteers are reminded that the weekly prices are in any case kept as low as possible.

 

8 Flexibility The volunteer appreciates and acknowledges that the nature of this type of travel requires considerable flexibility and should allow for alternatives. The description of the placement is merely contemplated and Original Volunteers is under no contractual obligation to follow it. This is because as facilitator, our authority over local charities and organisations is limited. It is understood that working hours, accommodation, services and placement offered may be subject to alteration without prior notice due to local circumstances or events, which may include strikes, projects no longer considered suitable for volunteers, events emanating from political disputes, closure of local projects/charities, local management changes, climate and other unpredictable or unforeseen circumstances.

 

9 Acceptance Original Volunteers reserves the right to refuse applications and registrations from volunteers or prospective volunteers whom Original Volunteers considers unsuitable.  Local staff and accommodation hosts can refuse to accommodate any volunteer at their placement or accommodation who appears to be a risk to himself/herself and those they are volunteering for or who is bringing the organisation they are working for, their coordinator or Original Volunteers into serious disrepute (this could include aggressive or intimidating behaviour, delayed volunteer contributions, slanderous comments about the institutions they are volunteering for, no regular volunteering presence, suspicion of any child related protection issue whether of a safety/sexual/bullying nature, lewd behaviour, alcoholism affecting their placement or those around them etc). It is at the discretion of local hosts to continue hosting volunteers if the above or similar occurs. It is also at the discretion of local staff and accommodation hosts to continue hosting volunteers who are not actively volunteering. Furthermore, because the nature of most volunteering involves working with vulnerable children and young adults Original Volunteers may not allow you to volunteer at any future placements should any of the above or similar occur. Also, Original Volunteers will not enter into discussion once a decision has been made by local staff and no refund will be payable. The company is not responsible for any incidental expenses that you may have incurred as a result of a placement being cancelled because of unsuitability such as visas, non-refundable flights, pre-paid payments, vaccinations or loss of enjoyment.

 

10 Transfer to another placement A  transfer is usually possible but only if approved by Original Volunteers. Alternative placements will not be offered to volunteers whose behaviour is considered unsuitable. Transfer of name If you have not yet taken a placement with Original Volunteers, are registered but are prevented from travelling by personal circumstances or lack of funds you may transfer your application to another person providing they meet all the requirements relating to that placement and the transfer of name is made no closer  than 30 days before departure.

 

11 Acceptance of risk The volunteer accepts that the nature of volunteering in developing countries is adventurous and involves a significant amount of personal risk. The volunteer hereby assumes all such risk and does hereby release the company from all claims and causes of action arising from any damages, injuries or death resulting from these inherent risks. The volunteer also acknowledges that there will be limited on site support at most locations, health services may be basic or lacking, training on placements will be lacking or informal at best and the safety standards of local accommodation and transport will not meet European standards.

 

12 Minor emergencies Although a contact person is usually available for advice on emergencies, sickness and crime, when not present or immediately available, the volunteer accepts responsibility for managing immediate concerns by him/herself (ie by contacting their insurance providers, taking a taxi to hospital or reporting a crime to the local police).

 

13 Authority at volunteering placements At all times the decision of the local coordinator or staff where you are volunteering will be final on all matters likely to endanger the safety and well being of all  at the volunteer’s placement. The volunteer agrees to abide by the authority of the local coordinator and local staff in all matters. The volunteer must also at all times strictly comply with the laws, customs, foreign exchange and drug regulations of the country they visit. If the volunteer is affected by any condition medical or otherwise, that might affect other people’s enjoyment of their volunteering placement; the volunteer must advise Original Volunteers at the time they apply for their placement/s. Should the volunteer fail to comply with the above or commit any illegal act when volunteering or during the volunteer’s free time whilst volunteering or if in the opinion of local staff, or the coordinator the volunteer’s behaviour is causing or is likely to cause danger, distress or annoyance to others we may terminate that volunteer’s registration or placement arrangements without any liability on the company’s part and the volunteer will not be entitled to any refund. The company will not be responsible for any incidental expenses that you may have incurred as a result of a registration or placement being cancelled because of unsuitability such as visas, non-refundable flights, changing flights, pre-paid payments, vaccinations or loss of enjoyment.

 

14 Travel documents The volunteer must be in possession of a valid passport for entry which is valid 6 months after the return date and in possession of valid visas, permits and certificates including vaccination certificates, insurance policies, required for the whole journey. The volunteer accepts full responsibility for obtaining all such documents visas and permits and is solely responsible for any adverse consequences resulting from missing or effective documentation. Any information or advice given by the company regarding visas, vaccinations, climate, clothing, special equipment, etc. is purely advisory, provided as a courtesy to the volunteer, and the company is not responsible for any errors or omissions as to the information provided.

 

15 FCO Travel advisories If the FCO (www.fco.gov.uk) advises against all or non-essential travel to a country or area Original Volunteers will offer an alternative placement or a refund of any volunteer contributions for accommodation and other services if these have been paid more than 60 days in advance through Original Volunteers. The registration fee is non-refundable. The company is not responsible for any incidental expenses that you may have incurred as a result such as visas, non-refundable flights, other pre-paid payments, vaccinations or loss of enjoyment.

 

16 Factors outside the company’s control (force majeure)

Compensation and refunds will not be made for any change or cancellation caused by war or threat of war, insurrection, riots, strikes, civil action, decisions by governments or governing authority, natural disaster, bad weather, technical or maintenance problems with transport, changes of schedules or operational decisions of over transport, changes of schedules or operational decisions of overseas institution directors or similar circumstances beyond our control. For the purpose of this contract we define the above as force majeure.

Original Volunteers will apply a common sense approach when considering cancelling placements when considering FCO advice and will seek advice from the relevant British Embassy in that country. For example if we have information that advice is likely to be downgraded shortly we may delay the offer of an alternative placement. If you decide to travel against the FCO and Original Volunteer’s advice you should be aware that this may affect your insurance cover, services including the offer of a placement/accommodation amongst other discretionary or usual services for volunteers may not be guaranteed or available on arrival and Original Volunteers does not accept liability or responsibility for any incidental expenses that you may have incurred as a result such as visas, non-refundable flights, pre-paid payments, vaccinations or loss of enjoyment.

 

17 Your responsibilities By accepting to volunteer using the services of Original Volunteers you understand that you are not arriving on a packaged volunteering or adventure holiday but that you are a committed and self motivated independent volunteer. Don’t leave your common sense at home and rely on others to ‘look after you’. All volunteers are required to insure they are adequately covered with travel insurance to cover medical costs and repatriation. Volunteers with worried family at home must make sure their family are aware that Original Volunteers does not have the time or resources to liaise with overseas staff on matters such as homesickness or culture shock (please see Arbitration below). You understand that the more you put in to your stay the bigger the impact you will have and the better your personal experience will be. You must ensure you have all the relevant travel documents, full passport, the required visas, vaccination certificates, currency and access to sufficient personal funds. Original Volunteers will accept no responsibility for claims for theft from accommodation which has been provided for you during your placement or where baggage and belongings are in the care of local representatives or carriers, whilst in transit or otherwise. Original Volunteers will accept no responsibility for excursions or activities arranged through local agents or tour operators in the destination. Use your common sense to decide whether food is edible and safe to eat. Use your common sense to decide whether your safety is at risk by the activities and things you do during your placement whether whilst volunteering or during your free time. You must ensure that any privately-owned equipment and accommodation is adequately serviced and maintained e.g. bicycles. You must wear safety equipment such as life vests or helmets where provided or ask for these to be provided where these are not offered. You must ensure that privately owned safety equipment is in good order, looked after and secured when not in use. You undertake not to volunteer under the influence of drink or drugs during or shortly before your volunteering shifts and not to smoke in front of children, vulnerable adults or in enclosed spaces where it can affect other people. Volunteers with visible tattoos or facial/body piercings are required to cover or remove these wherever possible whilst volunteering.

 

18 Arbitration If you have a problem during your placement it is a condition of this contract that you communicate this to the coordinator or local staff at your destination and inform Original Volunteers in writing of what you have communicated and to whom. In most cases  matters can be quickly resolved locally without the need for Original Volunteers to contact your destination. If you fail to follow this simple procedure we cannot accept responsibility as we have been deprived of the opportunity to try to resolve the problem. Original Volunteers is unable to enter into a discussion with local staff on behalf of a volunteer where a third party (ie family member) has contacted us unless the volunteer is physically unable to contact us  (ie because of health reasons). It is your responsibility to contact Original Volunteers directly by email of what you have communicated and to whom. If you consider the problem requires further attention and locally has remained unresolved it is your responsibility to alert Original Volunteers. We will acknowledge and investigate and reply as soon as possible. However, please allow for the fact that we have to deal with developing countries and delays of several days or weeks are not uncommon. It is also acknowledged that Original Volunteers has limited power of advocacy on behalf of a volunteer. Volunteers recognise that as independent volunteers it is within their rights to leave a project if matters cannot be resolved to the volunteer’s satisfaction. The company is not responsible for any incidental expenses that you may have incurred as a result of leaving a placement early because of unresolved issues or for visas, non-refundable flights, pre-paid payments, vaccinations or loss of enjoyment.

 

Terms and conditions Original Volunteers July 2008