The following terms and conditions are an agreement between you and GapXperience. Please read the GapXperience Terms and Conditions of Service carefully. By clicking on the box besides the words ‘I have read and agree to the Terms and Conditions’ on the online booking form, you agree to the following terms and conditions.
Program fees are due 6 weeks prior to the start of your program. Failure to make payment by this time may result in loss of your placement. Your deposit is non-refundable. If you cancel your program more than 4 weeks before your start date then you can use the deposit that you have paid for any of our other program provided you join within one year of when you have paid your deposit. Program fees and deposits are not transferable to other persons. Program fees paid with a bank transfer will need to have transaction costs covered by the participant.
Upon receipt of your application form and deposit we will start to organize your program. However if you withdraw your application at any stage, as we will have already incurred costs in processing your application, organising your program, confirming your accommodation and looking for a placement; we regret that we cannot refund your deposit as we need to cover our costs incurred on your behalf.
We reserve the right to cancel your program due to unexpected situations or changes with the program, our partners or with the charities or any situations that require us to do so. In this case you will receive a refund. We are however not responsible for any costs you have in canceling your flights or any other costs. All refunds will be made less the costs incurred in processing the refund such as bank, transaction and admin fees.
The project & accommodation details are subject to change according to local circumstances, also the projects are not available on local holidays and you will have time off. Holidays can change on short notice, we are not responsible for this and no refund is available for this.
We aim to place you in your preferred project but changes can occur with the project you were placed with in which case we might have to place you in another project in the same location.
The programs run from Sunday when you arrive until Saturday morning (checkout in the morning). A one week program includes 7 days/6 nights, a two week program includes 14 days/13 nights, a three week program includes 21 days/20 nights, a four week program includes 28 days/27 nights, and so on.
The project require a criminal background check, the costs for this is at the expense of the participant.
Refunds and Cancellations
We will only cancel your placement when we receive instructions from you. Cancellation is effective from the day we receive this notification. In the event of your cancellation GapXperience retains part of your placement fee, depending on the number of days before the placement start date you cancel. All refunds will be made less a cost of 50 Euro (or equivalent in another currency) which are the costs incurred in processing the refund such as bank, transaction and admin fees.
6 weeks or more prior to the start of your program: Loss of deposit
6 weeks or less prior the start of your program : 100% of total booking cost (including your deposit)
No refunds will be made if you voluntarily leave your program or volunteer placement or program for any reason after the trip has begun. No refunds will be made for any accommodation, transport, sightseeing, meals or services not utilised.
Deposit and program fees are not transferrable to other persons.
You need to get your own travel insurance which is required to join the program.
The participant is solely responsible for arranging and paying for their own travel, specifically including all airfares or other transport costs to and from the host country as well as any local transport costs. It is the responsibility of the volunteer to carry all necessary documents when traveling abroad. While GapXperience may advise the participant on required travel documentation, GapXperience are not responsible for any supporting documents necessary for the participant travel needs or other purposes.
By becoming a participant in one of our programs abroad, you acknowledge and accept the risks associated with living and working in developing countries. GapXperience is not liable for any loss or harm you may suffer, including but not limited to loss caused by delays, bodily injury or death, emotional upset, damage to or loss of property, war or terrorism. GapXperience is not liable for any errors or mistakes made by partner organisations, charities and projects.
Your program may be disrupted by an unusual event or circumstances that GapXperience could not reasonably have foreseen. If the unusual event is serious enough to significantly affect your program, we will try to arrange a suitable alternative if possible. We do not make any refunds in these situations and you will be responsible for any travel costs involved. We cannot accept liability for the effect of any unusual event or for any loss, damage, expense or claim of any description you suffer as a result.
The participant acknowledges and accepts the responsibilities and risks associated with their agreement to travel to, temporarily live in and provide volunteer services in a developing country. Such travel and volunteer work can be often 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, GapXperience including any and all of its employees, managers, directors, shareholders, host families and host partner organisations are not liable, to the maximum extent of the law, for any loss or harm the volunteer or associates may suffer, including but not limited to loss caused by: personal injury, emotional injury, death, Illness or disease, damage to or loss of property.
GapXperience provides a service connecting participants to partner organisations and local charities/projects. You agree that GapXperience is not liable for any actions or omissions of any partner organisation and local charities/projects.GapXperience has no liability for any lack of performance, unavailability or failure of the services or its website, or for any failure of GapXperience to comply with these terms and conditions, where the same arises from any cause reasonably beyond the control of GapXperience.
GapXperience supports projects and partners in partnership with local NGOs, small community based organisations and conservation agencies. We aim to keep information up to date and accurate, however, the nature of our projects and in particular the fact that they are constantly developing in response to changing needs means that project activities, schedules, tour itineraries and daily timetables can change overnight and without notice.
Passport & Visas
You must ensure that you have a full passport, valid until at least 6 months after your planned return date. You are responsible for organizing your own visa. Many countries do not issue visas specifically for volunteers. Work permits are often difficult to obtain. In most countries therefore GapXperience advises participant to enter on tourist visas. Technically, you are not permitted to work on tourist visas, but because you are not undertaking paid work, it is tolerated. At the time of writing none of our participants, to our knowledge, had encountered any problems with immigration authorities at port of entry on this point. GapXperience only gives advise on visas but we are not responsible if the visa requirements change or if visas are not granted.
Flights and other Transport
You are responsible for arranging and paying for flights to and within your chosen country. Apart from the meet and greet service when you first arrive you are responsible for internal travel costs during your program. In all cases, this includes daily transport to and from your placement. We cannot meet, reimburse or otherwise be responsible for any flight, travel or other costs or expenses of any nature (including, for example, any charges made by airlines etc for canceling, changing or transferring flights or other arrangements) which are incurred or arise as a result of your placement not proceeding or being cancelled, curtailed, withdrawn or changed.
Change to your program
Once confirmed and registered, if the participant needs to change their start date or duration they will be required to pay an administration fee of 50 Euro. The new start date can not be more than 6 months after the initial start date.
Use of photos and comments
By agreeing to these terms and conditions you agree that we may use any photo(s)/image(s) we or someone on our behalf take of you or any comments (written or verbal) you make during or in connection with your placement for our promotional and marketing purposes (such as including them in our brochure / website) without obtaining your further specific permission or making any payment to you. GapXperience reserves the right to use feedback and images provided by volunteers for website materials such as testimonials.
You are required to have travel insurance during your program. You have to obtain your own travel insurance before you leave for your program. GapXperience does not provide the participant with insurance of any kind. The participant is solely responsible for evaluating and determining the type, extent and levels of any insurance coverage they need or desire for their planned travel period.
All participants in all countries have to have travel insurance, including health and 3rd party liability coverage. We and our partners are not liable for any expenses or damages claimed by participants.
You should email us detailing the precise nature of your complaint(s) within 30 days of the event that gave rise to your complaint.
Code of conduct
All participants on our programs are expected to adhere to proper conduct at their projects, proper conduct with children and listen to the instructions of your coordinator or partner organisation and the charities code of conduct. This covers, but is not limited to, respecting others’ cultures and beliefs, working responsibly at your project, respecting the accommodation and avoiding drugs and illegal activities. Also there is a curfew from 10pm when you need to be back to the accommodation and alcohol and any drugs are prohibited at the accommodation and projects. You will also need to sign an agreements which included these and other rules of the local project or partner on arrival. Participants will be removed from their program without a refund if they engage in illegal, violent or improper behaviour.
It is understood that any participant in a our program will obey the laws of the host country. This forbids alcohol consumption by minors and the use of illegal drugs. Volunteers are expected to be courteous and respectful at all times, and abusive behaviour will not be tolerated. GapXperience reserves the right to expel (without refund) any volunteer with improper behaviour.