Terms and Conditions for Unity Hands Volunteers
Definitions
-All prices referenced are in US dollars.
-All timing referred to in these terms and conditions is based on South Africa Standard Time.
-‘Unity Hands’ refers to Unity Hands Volunteers, registered in South Africa.
-‘Volunteer’ refers to the customer of Unity Hands who has applied to participate in a volunteer program.
-‘Independent Local Team’ refers to the local staff who facilitate the volunteer program in Botswana.
-The ‘Unity Hands website’ refers to www.unityhandsvolunteers.com
Acceptance onto a Program
Unity Hands reserves the right to refuse acceptance of any application. The volunteer certifies that all information provided to Unity Hands relating to their personal background, qualifications, experience, medical history, and current state of health is accurate and truthful, and that no information relating to the aforementioned areas is withheld. Unity Hands accepts no liability for errors or omission of information provided by the volunteer. Every volunteer is required to review and sign Unity Hands’ Release & Waiver and Code of Conduct forms prior to starting their program. The Independent Local Team may have an additional Release & Waiver form and/or Code of Conduct that is specific for their program, which the volunteer will be required to review and sign at orientation. Unity Hands and the Independent Local Team reserve the right to remove a volunteer from their program, without entitlement to refund or compensation, if it becomes apparent that untruthful, inaccurate, or incomplete information was provided by the volunteer in their application or through communications with Unity Hands staff, or if relevant information was withheld, or for any other reason by giving notice to the volunteer.
Travel and Documentation
The volunteer is solely responsible for arranging and paying for their own travel to and from the program destination, as well as any local transport costs not specified as being included in their program fee. It is also the responsibility of the volunteer to obtain and carry all necessary documentation such as visas and passports, when traveling abroad. While Unity Hands may provide advice and guidance to the volunteer in regards to the required travel documentation, Unity Hands is not responsible for the accuracy of its advice or providing or obtaining any supporting documents necessary for the participant’s travel needs, such as visas, medical certificates, or travel permits. Volunteers are responsible for ensuring their travel documents are up to date and valid for travel.
Insurance
Travel insurance that includes overseas health insurance cover is mandatory for each volunteer, and the volunteer must purchase this prior to departing on the trip. The volunteer is solely responsible for evaluating and determining the type, extent, and levels of any insurance coverage they need or desire for their planned volunteer travel period. This must cover their entire travel period.
Registration Fees
Payment of the Registration Fee confirms a volunteer’s place in one of Unity Hands’ volunteer programs, subject to acceptance, availability, and Unity Hands’ discretion. Registration fees are not transferable to other persons and cannot be used towards a payment for any other fees. All payments are final and no “cooling off period” is offered.
Program Fees
Participation in a volunteer program requires full payment of the relevant Program Fee as set out on the Unity Hands website. Unity Hands reserves the right to revise Program Fees at any time and any fee revisions will be made public via the Unity Hands website. Program Fee revisions will not apply to participants who have already registered, unless the participant makes a change to their program details after the Program Fee revisions have taken effect. The specific Terms applicable to Program Fees are set out in the Terms and Conditions of Unity Hands Registration and Program Fees page of the Unity Hands website. Program Fees are due no later than thirty days prior to the beginning of the volunteer’s program placement. Failure to make this payment can result in a loss of volunteer placement with no refund of Registration Fee.
Program Cancellation
Should a volunteer be registered on a program that is subsequently closed, withdrawn, or otherwise made unavailable by Unity Hands prior to their scheduled start date, the volunteer may elect to:
Change to a different program free of charge, subject to availability and the payment of any incremental fee should the new program’s fee be higher than the original program’s fee. No refund will be paid if the new fee is lower than the original fee.
Retain the full value of all fees paid as a credit in their name for up to twelve (12) months from the earliest registered program start date.
Accept a refund, subject to Unity Hands’ standard refund policies.
Unity Hands’ maximum liability in all situations will be the fees paid to Unity Hands by the volunteer. No compensation will be given for any other costs incurred by the volunteer in relation to the program, such as flights.
Payments & Refunds
All Unity Hands fees are priced in US Dollars (USD). Where a volunteer elects to make payment in a different currency, the conversion rate applied on payments and any eligible refunds will be based on the exchange rate charged by our payment provider (plus a conversion fee) at the time the payment or refund is processed. Therefore, in situations where the original payment is fully or partially refunded, the actual amount refunded in the volunteer’s chosen currency may be less than the original payment amount. Refunds will not exceed the original amount paid. Payments made using a credit can only be refunded as a credit (where eligible). No cash refunds will be made for payments made with a credit. International banking transaction fees are non-refundable in all circumstances.
Personal Risks
The volunteer acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and provide volunteer services in Botswana. Such travel and volunteer work can be hazardous and involves a certain degree of risk, inherently dangerous activities, and personal perils to the volunteer, both foreseen and unforeseen, all of which are fully accepted by and solely assumed by the volunteer. Therefore, Unity Hands, including any and all of its employees, managers, directors, shareholders, host families and Independent Local Teams (together, the “Unity Hands Related Parties”), is not liable and disclaims all liability, to the maximum extent permitted by law, for any loss or harm the volunteer or associates may suffer, including but not limited to loss caused directly or indirectly by:
Personal injury;
Emotional injury;
Death;
Illness, disease or pandemic;
Damage to or loss of property;
Natural disasters;
Hostage situations; or
War or terrorism.
In the event of a suspected or potential outbreak of any infectious disease on the program, among close contacts, or in locations recently attended by the volunteer then the volunteer agrees to undertake any testing required at their own cost. Should the volunteer refuse to undertake such testing, the Independent Local Team is entitled to dismiss the volunteer from the program and remove them from their accommodation at any time without refund, and put in place other measures to protect the health of other volunteers and the local community.
Non-discrimination
Unity Hands strictly adheres to a non-discrimination policy of not denying any person access to, or participation in or the benefits of, or be discriminated against in any service, program, course or facility on the basis of race, colour, creed, religion, age, sex, sexual orientation, gender identity or expression, national origin, ancestry, disability, pregnancy, marital or parental status, physical condition or developmental disability. Volunteers will only be advised against participating in a volunteer program if it poses a risk to their safety as a result of local cultural attitudes or if the physical environment and/or program activities are not suitable for the volunteer based on the information they have provided to us. Unity Hands volunteers must agree to abide by this non-discrimination policy and accept that any evidence of discrimination by the volunteer in any form will result in instant dismissal from the program with no refund.
Volunteer Behaviour
The volunteer agrees to comply with the expectations and standards of behavior outlined in Unity Hands’ Code of Conduct and any additional Code of Conduct required by the Independent Local Team. Unity Hands and the Independent Local Team reserve the right to dismiss a volunteer from the program at any time without refund, in the event that these Terms and Conditions or the Code of Conduct are breached. Unity Hands reserves the right to notify the emergency contact appointed by the volunteer, and also the volunteer’s education institution or employer if traveling under its oversight, in the event that the
Booking & Payment Arrangements
Booking Confirmation: Your booking with Unity Hands Volunteers is confirmed when we receive your initial payment and issue a booking confirmation. We reserve the right to decline any booking at our discretion, in which case your initial payment will be refunded.
Payment Options:
Staged Payments: Secure your place with a deposit and pay the remaining balance in two stages—50% of the total cost 2 months before departure and the rest 20 days before departure.
Payment Plan: Pay an initial advised amount, followed by equal monthly payments starting from the month after booking, with the final payment due 20 days before departure.
Late Payments: If payments are not received on time, we reserve the right to cancel your booking and retain any deposits or fees paid.
Booking Close to Departure Dates: Staged payments are not available for bookings within 20 days of departure.
Emergency Contact: You must provide emergency contact details upon booking for use in case of emergencies.
Educational Qualifications
Teaching Qualifications: For relevant programs, a Teaching Young Learners Qualification is included in the program cost. It is your responsibility to complete this qualification before departure to ensure preparedness for the teaching aspect of the trip.
Criminal Background Checks and Introductory Assessments
Background Checks: A current and valid Disclosure and Barring Service (DBS) check is mandatory for all programs. Failure to provide a valid DBS check will result in the cancellation of your booking, and applicable fees will apply.
Introductory Assessments: Some programs require an interview with the program manager to ensure your suitability. If you are not accepted after the interview, we will refund all amounts paid.
Accuracy
Information and Prices: While we strive for accuracy, errors may occur. We reserve the right to correct prices and details. Verify current prices and details before booking.
Insurance
Travel Insurance: Adequate travel insurance is mandatory. Ensure your insurance covers all personal needs and program-specific requirements. We are not liable for any losses that could have been covered by adequate insurance.
Pricing
Price Adjustments: We may adjust prices due to changes in fuel costs, taxes, fees, or exchange rates. Any increase over 15% of the program cost entitles you to a full refund or a change to another program.
Jurisdiction and Applicable Law
Legal Governance: These terms and any related agreements are governed by South African law.
Cutting Your Program Short
Early Return: If you return home early or are dismissed, no refunds will be given for unused travel arrangements. Travel insurance may cover curtailment; claim directly with your insurer.
Changes and Transfers
Booking Changes: Requests for changes must be submitted in writing. An administration fee of $30 per person per change, plus any additional costs, will apply. If changes cannot be made, the booking will be treated as a cancellation.
Transfers: Bookings can be transferred to another person meeting the program conditions, subject to a $30 amendment fee and any additional costs. Notify us at least 4 weeks before departure.
Cancellations
Cancellation by You: Call +27 79 893 2326 to cancel. Cancellation charges apply based on the notification period:
More than 30 days before departure: Loss of deposit or $149 (whichever is greater).
15-30 days before departure: 50% of program cost.
5 days or fewer before departure: 100% of program cost.
Unavoidable & Extraordinary Circumstances: Cancel without charge if extraordinary circumstances significantly affect your program or transport. You can defer to another date within the same calendar year. Refunds will be attempted via provided contact information; unclaimed refunds expire after one year.
Important Notes
Non-refundable Costs: Insurance premiums, third-party costs (including DBS), and amendment charges are non-refundable.
Non-amendable Arrangements: Certain arrangements may not be changed after confirmation and could incur a cancellation charge of up to 100%.
By making a booking with Unity Hands Volunteers, you agree to these terms and conditions. Ensure you understand and comply with all requirements to avoid cancellation and charges.
For any queries or clarifications, please contact us at unityhandsvolunteers@gmail.com or call + 27 79 893 2326
Changes and Cancellations Policy
Changes:
As we meticulously plan our camp programs well in advance, there may be occasions where adjustments or cancellations are necessary. Unity Hands Volunteers reserves the right to make such changes at any time.
Insignificant Changes:
If there are minor alterations to your program, we will make reasonable efforts to notify you or your travel agent promptly, provided there is sufficient time before your departure. However, we bear no liability in such cases. Examples of insignificant changes include:
Flight schedule adjustments of less than 12 hours
Aircraft type changes
Accommodation substitution with another of equal or higher standard
Carrier changes (e.g., airlines)
Significant Changes:
In the event of substantial modifications to your confirmed arrangements before departure, we will notify you promptly. Examples of significant changes include:
Relocation to a different accommodation area for a substantial part of your stay
Downgrading of accommodation standards for a significant duration
Flight time changes exceeding 12 hours
Change of departure airport within specified regions
Cancellation:
Unity Hands Volunteers will not cancel your travel arrangements within 75 days of your departure date, except in cases of force majeure or non-payment of the final balance. We may cancel your program earlier if minimum participant numbers are not met.
Options in Case of Significant Change or Cancellation:
In the event of a significant change or cancellation, we will inform you promptly. Depending on the circumstances and timing:
Accept the revised arrangements
Defer your participation to a date within the same calendar year
Receive a full refund of all payments made
Accept alternative travel arrangements of comparable or higher standard at no additional cost
Opt for alternative arrangements of a lower standard, with a refund of the price difference
You are required to communicate your choice within 7 days of our offer. If no response is received within this period, we will assume acceptance of the alternative arrangements.
Force Majeure:
Unity Hands Volunteers will not be liable for compensation or responsible for fulfilling contractual obligations affected by Force Majeure events. These include but are not limited to:
Warfare, terrorism, civil strife
Epidemics, pandemics, natural disasters
Government actions, industrial disputes
Special Requests:
Any specific requests (e.g., dietary needs, room preferences) should be communicated at the time of booking. While we endeavor to accommodate these requests, we cannot guarantee fulfillment unless confirmed in writing.
Complaints:
Efforts are made to ensure smooth program operations. If issues arise during your stay, inform the supplier promptly. Unresolved complaints should be reported to us within 28 days of program completion for timely resolution.
Behavioural Expectations:
Participants are expected to behave responsibly to avoid disturbance or risk to others. Disruptive behavior may result in immediate termination of your booking without refund, and you will be liable for any resulting damages.
Our Responsibilities:
Unity Hands Volunteers accepts responsibility for providing agreed services under Package Travel Regulations. Liability is limited to negligence or that of our suppliers, as specified in our terms and conditions.
Excursions:
Excursions booked independently are not part of our contractual obligations. Operators are responsible for these services.
Passport, Visa, Health Requirements:
It is your responsibility to meet all travel requirements, including passports, visas, and health formalities. Failure to comply may result in denial of travel with no entitlement to refunds.
Conditions of Suppliers:
Services are provided by independent suppliers with their terms and conditions, limiting liability as per international conventions.
Prompt Assistance:
In case of difficulty, we offer appropriate assistance. Costs arising from situations not due to our negligence are not our responsibility.
Delays, Missed Transport:
You must promptly notify us of flight disruptions. Compensation for such issues is subject to airline policies, not ours.
Foreign Office Advice:
Participants should review FCDO advice regarding travel safety and act accordingly.
Data Privacy:
We handle personal data in accordance with our privacy policy.
If We Change or Cancel
As we plan our camp programs many months in advance, we may occasionally have to make changes or cancel your booking, and we reserve the right to do so at any time.
Changes:
If we make an insignificant change to your program, we will make reasonable efforts to inform you or your travel agent as soon as reasonably possible if there is time before your departure, but we will have no liability to you. Examples of insignificant changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same or higher standard, changes of carriers. Please note that carriers such as airlines may be subject to change.
Occasionally, we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before departure:
A change of accommodation area for the whole or a significant part of your time away.
A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.
A change of outward departure time or overall length of your arrangements by more than 12 hours.
Cancellation:
We will not cancel your travel arrangements less than 35 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. We may cancel your program before this date if, e.g., the minimum number of clients required for a particular program is not reached.
If we have to make a significant change or cancel, we will tell you as soon as possible. If there is time before departure, we will offer you the choice of:
Accepting the changed arrangements.
Deferral of your placement to a date within the same calendar year.
Having a refund of all monies paid.
Accepting an offer of alternative travel arrangements of a comparable or higher standard from us, if available (at no extra cost).
Accepting an offer of alternative arrangements of a lower standard, with a refund of the price difference between the original arrangements and the alternative arrangements.
You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.
Should a refund be owed to you, we will make reasonable attempts to contact you by email, phone, or other available contact information you provided to us to issue your refund. Refund credit is valid for one year from the date of cancellation. If we are unable to contact you during this period, your refund credit will be forfeited.
Force Majeure:
Except where otherwise expressly stated in these Booking Conditions, we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, pandemics, epidemics, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control.
Special Requests:
Any special requests must be advised to us at the time of booking (e.g., diet, room location, a particular facility at a hotel). You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us. We do not accept bookings that are conditional upon any special request being met.
Disabilities and Medical Problems:
We are not a specialist disabled camp program operator, but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your booking, you must provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.
Complaints:
We make every effort to ensure that your program arrangements run smoothly but if you do have a problem during your program, please inform the relevant supplier immediately who will endeavor to put things right. If your complaint is not resolved locally, please contact us via unityhandsvounteers@gmail.com or on + 27 79 893 2326
If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us at our office within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this clause may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.
Your Behaviour:
All our customers are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any other person in authority, your behavior or that of any member of your party is causing or is likely to cause distress, danger, or annoyance to any other customers or any third party, or damage to property, or to cause a delay or diversion to transportation, we reserve the right to terminate your booking with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other arrangements immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other arrangements will be made and we will not pay any expenses or costs incurred as a result of the termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you.
We cannot be held responsible for the actions or behavior of other guests or individuals who have no connection with your booking arrangements or with us.
Our Responsibilities:
We will accept responsibility for the arrangements we agree to provide or arrange for you as an “organizer” under the Package Travel and Linked Travel Arrangements Regulations 2018, as set out below and as such, we are responsible for the proper provision of the travel services specifically in your package, as set out in your confirmation invoice and the information we provided to you regarding the services prior to your booking. Please note that we shall not be responsible for any additional services provided to you, whether provided by the travel service providers or otherwise, which are not set out in your confirmation invoice and the information we provided to you regarding the services prior to booking.
We will not be responsible or pay you compensation for any personal injury or death unless you are able to prove that it was caused by our negligence or the negligence of our suppliers.
We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost, or other claims of any description if it results from:
The acts and/or omissions of the person affected; or
The acts and/or omissions of a third party unconnected with the provision of the services contracted for and which were unavoidable and extraordinary; or
Force Majeure (as defined in clause 12).
We limit what we may have to pay you if we are found liable under this clause:
Loss of and/or damage to any luggage or personal possessions and money: the maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy