Although it won’t be the most exciting thing you have ever read it is important that you carefully go through our terms and conditions before applying to a programme. The following terms and conditions relate to volunteer and intern programmes provided by Plan My Gap Year, bookings relating to flights can be found towards the end of this page. In these terms and conditions the following words have the following meanings:- “you”, “your” and “individual” refers to all people named on the booking form and any other person named who is added or substituted at a later date. “PMGY”, “us”, “we”, and “our” refers to Plan My Gap Year. Programme applications made with Plan My Gap Year (PMGY) require you to agree with the following terms and conditions and acknowledge that you have read all the information for the appropriate programme/s. By ticking the box next the caption “I have read and agree with the PMGY terms & conditions”, you are confirming your agreement to the following terms and conditions.
* These terms and conditions may be modified at any time without prior notice being given to you.
1. Travel insurance
Travel insurance is compulsory for all PMGY programmes and you agree to arrange adequate travel insurance to cover you for the duration of your programme and travel to/from the host country. Please note that your travel insurance is valid from date of purchase and your trip immediately becomes insured. Therefore, if you have not paid for the full amount of your PMGY Travel Insurance then you are not insured and therefore cannot make a claim until you have fully paid for your insurance. If you add PMGY Travel Insurance to your online application but decide not to pay the full amount for your PMGY Travel Insurance when paying your $249 deposit to confirm your place on the programme, then you accept that your are not insured under the PMGY Travel Insurance policy under full payment for the PMGY Travel Insurance policy has been made. Due to regulations by the Financial Conduct Authority, PMGY cannot recommend or advise on travel insurance. Therefore, you are also solely responsible for evaluating the level of travel insurance you require. It is recommended that insurance documentation is carried with you at all times, and is available electronically, whilst on your programme. Failure to do so may result in refusal to take part in certain programmes.
2. Flights or any related travel arrangements
It is the individual’s sole responsibility to arrange and pay for travel to and from their destination/s. PMGY cannot be held liable in the event your flights are changed or delayed by your airline carrier. We also strongly recommend that a return/or onwards flight is booked, individuals may be declined entry through immigration and border controls without proof of an onward journey. Travel documentation should be carried at all times when travelling abroad.
In regard to ground transportation please check each programme to familiarise yourself with what transport is included. In the event that transportation is not included within your programme you must cover the costs. Where programmes include an airport pick up service PMGY must be informed of your flight arrangements at least ten days prior to departure. If you arrive outside the arranged arrival date you will have to cover the costs of your transport to our partner organisation. All flight details provided must be fully confirmed – we do not permit standby flights. We recommend you to contact your chosen airline 72 hours prior to departure to reconfirm your flights.
Applications can be made through our website. Making an application does not guarantee acceptance and is subject to availability and suitability. Our partner organisations may contact you, via email or telecommunications, to evaluate your suitability for the programme.
The individual making the application (the “lead name”) must be 16 years old or older and accept the terms & conditions on behalf of all those involved. Applications are made on the understanding that PMGY uses partner organisations around the world as a supplier for its programmes.
Once an application has been completed and submitted to PMGY, we will liaise with our partner organisations to assess the suitability and availability of your chosen programme. You will be contacted via email or telephone usually within 2 working days to either confirm or deny your place on the specific programme, some PMGY programmes may take longer to confirm or deny due to the nature of the placement. If you are successful with your application we will send you an “Application Successful” email. In order to confirm your place on the programme a deposit must now be paid. The deposit is made up of your Registration Fee ($249 per programme) plus the full value of any PMGY Travel Insurance Policy you choose to take out with us. For all applications on our South Africa Big 5 Wildlife Experience the deposit consists of 25% of the Programme Fee plus our standard Registration Fee ($249 per programme) and he full value of any PMGY Travel Insurance Policy you choose to take out with us.
We strongly recommend that you do not book any flights, accommodation, or any additional trips etc before you receive your “Application Successful” email. If you do book any additional trips with third parties we are not liable for these costs if we are unable to confirm acceptance on your chosen programme. You may be required to fill out additional forms required by our partner organisations, details of which will be submitted to you once we have received your initial application form.
All programmes require a Criminal Background Check which the individual must pay for. For British Citizens a “Basic Disclosure” background check from Disclosure Scotland is acceptable. For individuals outside the UK you must obtain an appropriate Criminal Background Check from your national Government/Police service. The Criminal Background Check must be dated within 18 months of your start date. If you believe you will experience any problems sourcing a Criminal Background Check within your home country then please contact us prior to applying. All customers must submit this form to PMGY, via email or post, as soon as possible. Should your Criminal Background Check uncover any records of immoral or illegal behaviour carried out by you, PMGY reserve the right to cancel the individual’s programme application without refund.
PMGY must receive your CRB check at least 21 days prior to your programme start date. Please do apply for this check in plenty of time to factor in unexpected delays. Failure to submit this check within this time frame will result in your programme being cancelled without refund.
The remaining balance must be paid no less than 60 days prior to your programme start date otherwise it will be treated as a cancellation and you will forfeit your deposit. Any applications made within 60 days of the start date must be paid in full.
While we do try and provide a social experience applicants should realise that PMGY can never guarantee a minimum number of participants to be present in each destination. The number of participants signed up to a specific programme can fluctuate at any time and it is ultimately a matter out of our immediate control.
4. Participant criteria
Each participant on a PMGY programme must be at least 16 years of age, however some programmes require you to be 18 years of age or older, please see the programme information for individual programme requirements. It is the sole responsibility of the individual to disclose any physical or mental information about them which may affect their ability to fully partake in the programme. If you have a medical condition which may hinder your capability to fully participate in the programme you must inform PMGY, in writing. Failure to supply us with this information may result in your programme being terminated without refund.
5. Changes in price
Our low-priced programmes are potentially vulnerable to currency fluctuations and rising transportation costs. We therefore reserve the right to change our prices at anytime, please check our website for our most accurate prices. Once bookings are confirmed by us we will absorb any increase in costs. However if we find that these costs have risen between the provisional application period and us confirming the application we reserve the right to request these extra costs from you, if you decline these we may be forced to cancel your booking.
6. Payment methods
All payments must be made in $USD. We accept credit and debit cards. Please note credit card payments will attract a 3% admin fee to help cover additional bank fees PMGY incur.
7. Changes and cancellations (by you)
Alterations to your booking will attract an administration fee of $60 for each programme change per person. There may be additional costs imposed by suppliers providing specific aspects of our programmes and by requesting a change you will also be liable to absorb these costs. We cannot guarantee changes can be made and are always subject to availability. Changes cannot be requested any less than 30 days prior to your programme start date or once your trip has commenced. In such circumstances it would be considered a cancellation. PMGY will do its best to ensure changes are made with minimal disruption.
Cancellations must be made in writing and will be only processed once your written letter is received at PMGY’s office, this includes international bookings. In the event you wish to cancel a booking, our cancellation policy for standard PMGY programmes is as follows:
– Notification of at least 121 days prior to programme start date: loss of Registration Fee.
– Notification between 61-120 days prior to programme start date: loss of 50% of the Programme Fee and loss of Registration Fee.
– Notification less or equal to 60 days prior to programme start date or at any time during your programme: loss of 100% of the Programme Fee and Registration Fee.
In respect of PMGY Travel Insurance purchases you can cancel your policy at any time. We will refund your premium less a charge for the time you have been insured, provided you have not travelled or your policy has not been terminated following a claim, in which case no refund will be due. A $30 cancellation fee will be deducted from any refund due.
If you decide to change your trip dates with us to a later date then you are still bound to the same changes and cancellations as your original trip dates with us. Thus if you defer your trip to a later date and then decide to cancel such trip; your parameters for cancellation remain based on the notification period given to us from when you originally amended your trip dates with us prior to your original programme start date.
All weekend trips are strictly non-refundable in the event of a cancellation.
8. Changes and cancellations (by us)
PMGY reserve the right to cancel or significantly alter your booking at anytime. A “significant change” does not include a change of partner organisation, transport or named accommodation but is normally considered a change of more than 24 hours in departure or return timings, a change of departure point or a major itinerary re-routing. If this does occur we will endeavour to notify you as soon as possible and either offer a replacement programme or a full refund of the money paid. If appropriate PMGY will compensate you for the inconvenience caused unless a programme has been cancelled due to insufficient numbers or if the alteration or cancellation has come about because of unavoidable, unusual and unforeseen circumstances beyond our control or affected by reason of circumstances amounting to “force majure”.
Circumstances amounting to “force majure” include any event which PMGY or the supplier of the service/s in question could not even, with all due care, foresee or forestall. Examples include, but are not limited to, war, threat of war, riot, civil strife, industrial dispute, terrorist activity, computer or systems failure, natural or nuclear disaster, fire, acts of God and all similar events. Minor alterations may be made to each programme if necessary, these include but are not limited to, changes in named accommodation, pick up times etc. Refunds will not be made in these circumstances and the difference between “significant alterations” and “minor alterations” will be made at PMGY’s sole discretion.
We use the UK’s Foreign & Commonwealth Office as our primary source of information regarding overseas travel advice. Specific and up-to-date information on travel advice can be found here on their website (https://www.gov.uk/foreign-travel-advice). In the event of potential security risks in a PMGY destination we will follow the FCO advice in the first instance. The trip will only be cancelled in the event the FCO ‘advise against all but essential travel’ to the area where you will spend the majority of your time with PMGY. If this does occur we will endeavour to notify you as soon as possible and either offer a replacement programme or a full refund of the Registration Fee & Programme Fee paid.
Our programmes are subject to cultural conditions at the time. Participants and aspects of your programme may be absent due to cultural commitments with little prior notification and we and/or our partner organisations reserve the right to amend the itinerary in these circumstances and no refunds will be given. This includes public holidays which are sometimes taken at a moments notice in a number of the locations PMGY operate within. In such circumstances we will do our best to provide an alternate arrangement.
By signing up to a PMGY programme you are acknowledging that our website and printed literature provides a rough overview of the programmes we offer. Certain changes including alternative accommodation and differing project working hours may occur therefore a flexible working attitude is essential. PMGY also reserve the right to change our in-country partners at any time. Any changes are done so with our volunteers in mind and are ultimately to improve the overall PMGY experience.
9. Visas, vaccinations and destination guides
Any information or advice provided by PMGY in relation to visa requirements, vaccinations and destination guides is done so in good faith but without responsibility of PMGY. Information published is deemed accurate at time of publishing but may be liable to change without our knowledge. We are not medical experts so therefore not legally entitled to offer advice. You should contact your local doctors surgery to arrange an appointment regarding vaccinations. You should do this at least 4 to 6 weeks before you depart as some immunisations take a few weeks to become effective. Please note you should contact the relevant embassy in your country to ensure you are legally entitled to enter the country prior to your application with PMGY.
PMGY are a recognised partner of the UK Foreign & Commonwealth Office ‘Know Before You Go’ campaign. We strongly recommend volunteers to keep up to date with their website and the current foreign travel advice for their chosen destination. (https://www.gov.uk/knowbeforeyougo)
10. Code of conduct
You must comply with the authority of our partner organisations. If you commit an illegal act or if in the reasonable opinion of the programme leader your behaviour is causing or likely to cause danger, distress or annoyance to others, PMGY may terminate your involvement in the programme with immediate effect without any liability on our part and without a refund.
If you are affected by any medical condition that may affect you or others enjoyment of the programme you must advise us at the time of booking, this includes the taking of prescription drugs. All other drug use is strictly prohibited and if you are found consuming such substances your involvement in the programme will be terminated immediately without a refund. Individuals accept that the attitudes towards alcohol and legislation vary across the world and if appropriate the individual should seek advice at each destination prior to consumption.
PMGY expect you to comply with the following additional guidelines.
– Abide by the rules and regulations set out by our partner organisation.
– Strive to learn, understand and respect local cultures and customs.
– Dress appropriately at all times in respect of local cultural expectations.
– Do not engage in political demonstrations.
– Respect the local attitudes towards sexual relationships and be reflective about how others may view your behaviour.
– Accept that you are a representative of PMGY and your nation and so act accordingly.
– Always inform your In-Country Coordinator of your plans and whereabouts.
– Ensure that you are contactable at all times.
– Only contact your In-Country Coordinator outside of working hours in an emergency.
– Only contact the UK Emergency Support Team in cases of an emergency.
– Accept that the accommodation and project that you have booked cannot be changed in-country without the permission of both your In-Country Coordinator and PMGY.
– Maintain a polite and respectful attitude at all times.
At the placement
– Abide by the rules outlined by the project Supervisor/ Staff and In-Country Coordinator.
– Behave in a professional and mature manner as you will be part of a team who are working towards a common goal.
– Maintain a positive and proactive approach.
– Do not accept any kind of payment for the work you undertake.
– Liaise with your In-Country Coordinator if you wish to extend your stay or undertake any additional activities.
– Handle with care all the project equipment that you are provided/work with.
– Respect the rules outlined by your host family/accommodation provider in regards to, but not limited to; smoking in your room, overnight visitors, receiving guests, alcohol consumption and curfews.
– Maintain high levels of hygiene and cleanliness.
– Ensure you stay within your allocated accommodation, if you chose to do otherwise you must inform your In-Country Coordinator and accommodation host of your whereabouts.
If your programme is terminated, whether by us or you, PMGY are not responsible for your welfare once you leave the programme. Further to this Code of Conduct you may also be asked to sign a further Code of Conduct with our partner organisation once you arrive in the host country.
11. Complaints procedure
If you are unsatisfied with any aspect of your programme you must make it known to the relevant in-country coordinator at our partner organisation at the earliest opportunity. If you are not satisfied with the response and feel the incident has severely affected your programme enjoyment, you should contact the PMGY UK office as soon as possible. In such an instance you should outline the nature of your complaint and what steps you have taken to overcome the issue/s in country. All communication should conducted via email and must be completed so at the time of the incident taking place. When dealing with such complaints PMGY cannot accept online chats, Facebook messages, text messages etc as appropriate means of communication. If you decide to raise an issue once you have completed your programme and returned home then you acknowledge that this severely reduces the ability of PMGY to provide an acceptable resolution.
All complaints must be put in writing and sent to the PMGY office before they can be registered and acted upon.
12. Personal risk
Your booking is accepted on the understanding that you realise the hazards and potential risks involved with this kind of travel. Such travel can often be hazardous and involves a certain degree of risk, inherently dangerous activities and personal perils to the individual both foreseen and unforeseen, all of which are fully accepted by and solely assumed by the individual. It is your responsibility to assess the risk factor/s of any activities you participate in overseas. Therefore, PMGY including all employees, shareholders and partner organisations are not liable for any loss or harm you may suffer including loss caused directly or indirectly by personal injury, emotional injury, death, illness or disease, damage to or loss of property, hostage situations, war or terrorism. You are recommended to insure yourself against any of the foregoing measures.
The nature of this travel also requires you to have a flexible outgoing approach and acknowledge that delays and alterations to itineraries may occur. You understand that the majority of the accommodation offered will consist of shared rooms and/or facilities and will be of a basic level. PMGY will always endeavour to provide suitable alternative arrangements should you feel uncomfortable but no guarantee is made.
13. Data collection
You authorise PMGY to collect information such as name, contact details, address details, travel preferences etc and use it within the limitations of the Data Protection Act 1998. Such information may be used for marketing purposes which can you opt out of at anytime. It will also be disclosed to our partner organisations (some of whom are outside the UK/EEA) to help aid the administration process and enhance the quality of your programme. We may also disclose your personal information to current and potential participants in PMGY programmes and their parents/guardians. By disclosing such information volunteers can get to know each other prior to the commencement. In addition, all information provided by you in any feedback material such as questionnaires which we ask you to complete can be used by PMGY to share with potential and current volunteers. The purpose of this is to allow applicants to contact you in order to find out about your experiences of PMGY’s programmes and to gain a clearer understanding of what they can expect if they enrol to a similar PMGY programme. We may also use this information for bona fide marketing and promotional purposes such as, but not limited to, brochures, website and video presentations. If you objects to such a disclosure email PMGY on [email protected] and we shall cease disclosing your information as referred to in this clause.
Please note that the data protection laws outside the UK/EEA are not as strong as the laws governed within the UK. However we will endeavour to safeguard the information provided and we have put in place a suitable physical, electronic and managerial procedure to do so.
Individuals acknowledge that any comments, photos or videos submitted to us can be used for promotional material by PMGY.
15. Governing law
These terms are governed by the law of England and Wales.
All communications in relation to this contract, unless specified otherwise, must be written in English, by the Lead Name on the application and delivered by hand or recorded delivery to the PMGY office in the UK.
PMGY is removed of all involvement and liability in any extensions you make to your original booking or additional activities which fall outside your original booking through PMGY.
Refunds may be given at the discretion of the management.