Terms & Conditions
Below is an outline of the Terms and Conditions of your booking and your project, and some basic guidelines to ensure you are prepared for your programme and get the most out of your experience. Please read through these guidelines and conditions carefully and ensure you agree and accept them prior to booking your programme. T&Cs are applicable to all bookings made with Conservation Travel Africa
We can be contacted by post: Conservation Travel Africa, 11th Floor, Tower 1, Nexteracom Building, Ebene, Mauritius; by email firstname.lastname@example.org; or by telephone: + 44 (0) 333 444 0182. Our normal business hours are Monday – Friday 0800 – 1700 (GMT).
September 2020: Coronavirus update
In light of the Coronavirus (COVID-19) pandemic, we are conscious of what this means for travellers, and for people who live in affected countries, particularly in Africa. Please see our updated postponement policy, which we hope will allow you to book your future travel with peace of mind.
The wildlife and people of Africa face continuing issues, and volunteers make a meaningful difference on our projects. We understand that these are very uncertain times and we will continue to try and be as flexible, helpful and reassuring as possible.
Please ensure that you have the authority to make your booking. For volunteers who are under the age of 18, we require that the terms and conditions are accepted by your legal guardian.
Conservation Travel Africa supply tourism activities with partner organisations based in various locations around Africa. Except where stated these holidays will include accommodation, meals, transport and other tourist services as outlined in pre-departure information and this website.
We ask that all volunteers agree to abide by the following rules and guidelines, plus any additional rules which the individual project may also have:
- Please do not bring yourself or Conservation Travel Africa into disrepute or involve any staff member or volunteer in any behaviour that might amount to disrepute. If your behaviour, words or language is found to be detrimental to the programme or offensive to other volunteers or staff, you may be asked to leave the programme without compensation.
- Do not carry or use any illegal drugs during your stay and do not abuse alcohol
- Please behave with a level of courtesy which applies to the situation you are in and be mindful of cultural considerations at all times
- If you would like to make changes to your placement schedule, please do not do so until you have consulted your Conservation Travel Africa representative.
- Please treat all staff members with courtesy and do your best to help them as instructed.
- Do not exchange personal information such as email addresses, telephone numbers and social media details with strangers.
- Do not bring visitors to your accommodation under any circumstances.
- Volunteers need to have a degree of flexibility on their outlined itineraries, excursions, activities, accommodation and amenities. The pre-departure information is an indication of what you might be doing, not a contractual obligation. Alterations may need to be made if it is essential to ensure the programme is delivered correctly.
All information supplied by Conservation Travel Africa on its website, in any publication or in any communication is believed to be correct and is given in good faith. We cannot accept any liability for changes that occur, or errors that become apparent, after the production of these materials. Every effort is made to ensure the information is accurate. Unfortunately, due to the nature of the projects and travel in Africa, the experiences we organise may sometimes change at short notice. Every effort will be made to communicate significant changes to you prior to your departure provided we are notified of these changes in sufficient time to do so. Prices, details of products and services and any offers posted on our website, advertised at shows or on marketing literature are subject to change without notice and all products, services and offers are subject to availability. Prior written consent from Conservation Travel Africa is expressly required for the reproduction, duplication, copying or any other use whatsoever of any content found on the website (logos, photographs, data, videos etc). You acknowledge that Conservation Travel Africa reserves the right to modify or otherwise amend or discontinue any content or service found on the website at any time without prior notice.
Partners and Third Parties
The extent and nature of your interaction with wildlife and communities whilst on the project are subject to local laws and policies. These are beyond the control of Conservation Travel Africa and our partner organisations and are subject to change at short notice. Conservation Travel Africa cannot be held liable for any necessary changes to the activities on a project when necessitated by such changes.
Where transfers, or other separate accommodation services have been purchased on your behalf by Conservation Travel Africa, these will be subject to the terms and conditions of the supplier and you should consider, unless otherwise advised, that any supplementary services are sold on a non-changeable, non-refundable basis.
We require that volunteers submit a completed booking form and medical form in order to participate on our projects. If you fail to supply us with the necessary information within the required timeframe, we reserve the right to postpone your programme.
Conservation Travel Africa retains the right to refuse any application that we, or our partner organisations, consider unacceptable for any reason.
Once we have confirmed availability we will issue an invoice for your deposit payment. Please check the details of your booking carefully. Once we have received your payment, your booking is confirmed.
Provisional bookings will be held for 14 days and then automatically be released where no written confirmation or cancellation is received.
Provisional bookings made within 14 days of the programme start date will be held for 48 hours and then released if no written or telephone confirmation is received.
Except where stated payment is due in US dollars. Each booking is subject to a USD 40 / GBP 40 booking fee per person.
A deposit is required to secure your booking. There are two options.
Option 1: pay a 50% deposit to secure the booking, with final payment due 60 days prior to the programme start date. Only once we have received your deposit is your place on the programme confirmed. See below for our cancellation and refund policy.
Option 2: pay a non-refundable deposit of $300 with the balance due 60 days prior to your project start date. Your booking begins to be processed the moment that we receive your application form, hence the deposit is non-refundable. See below for our cancellation and refund policy.
All bank charges and credit / debit card fees are the responsibility of the volunteer. Please make sure the correct amount will arrive into our bank account or you will need to pay the balance (and possibly incur more bank charges).
The balance of your booking must be paid no later than 60 days prior to your departure date, or on booking if this date is within 60 days of departure. If Conservation Travel Africa do not receive all payments due in full and on time we reserve the right to treat your booking as cancelled by you and retain all monies paid or due at that time.
Should you overpay Conservation Travel Africa in error when paying your placement fee, or at any time, we will refund you for the overpayment less a US$40 administration fee which includes bank charges for the refund. We reserve the right to refund excess funds only in the event that they exceed US$50.
Cancellations: By You
You may cancel your arrangements at any time. To do this you must immediately advise us in writing to email@example.com. Notice of cancellation will only be effective when it is received and acknowledged, in writing, by Conservation Travel Africa.
If your booking consists of multiple projects, the initial departure date applies to any cancellation made by you and not the start dates of the individual projects or activities. If the deposit has been made by credit or debit card, any refunds will be made to the card used for the original payment. If the deposit has been made by bank transfer then we will make any refunds back into that account, less any bank fees applicable to the transfer.
***UPDATED CANCELLATION POLICY: 9TH SEPTEMBER 2020***
We understand that these are uncertain times, and we have relaxed our cancellation terms to allow travellers to monitor the situation in their home country and also their destination country, rather than having to make a final call two months in advance.
From 17th April 2020, our revised cancellation policy for current participants and new bookings can be found here and is copied below:
1. Cancellations more than 60 days prior to arrival: full refund (less bank charges and a $50 per person administration fee)
2. Cancellations 31-60 days prior to arrival:
Volunteers who have paid in full will be eligible to:
– Get a 50% refund (less bank charges and a $50 per person administration fee). You may transfer the non-refunded 50% to a new booking, travelling within 12 months; or
– Postpone your project to new dates within 12 months of the original start date, at no charge. If you wish to move your dates by more than 12 months, you may be liable for any changes in project fees.
Volunteers who have paid a 50% deposit by this time will be eligible to:
– Change programme dates; or
– Postpone your project to new dates within 12 months of the original start date, at no charge. If you wish to move your dates by more than 12 months, you may be liable for any changes in project fees.
Volunteers who have paid a $300 deposit by this time will be eligible to:
– Postpone your project to new dates and transfer the deposit to the new booking, travelling within 12 months. If you wish to move your dates by more than 12 months, you may be liable for any changes in project fees.
3. Cancellation 30 days or less prior to arrival:
a) If your project location is designated a travel advisory 3 or 4 (‘Avoid all travel’) by the US Department of State, or the UK FCO implements a ‘Advise against all / non-essential travel’ warning on the grounds of Coronavirus:
– You may change your dates or postpone your programme with a credit, up until your date of travel. The new trip can be taken at any point. If you wish to move your dates to more than 12 months in the future, you may be liable for any changes in project fees.
b) If the government in your country of departure implements a quarantine whereby you are unable to fly to your project:
– We are happy to work with your travel insurance company to organise a refund. In this case, your travel insurance company must be your first point of contact.
– Alternatively, you may postpone your programme with a credit and we will hold this amount for a future trip with us. The new trip can be taken at any point. If you wish to move your dates to more than 12 months in the future, you may be liable for any changes in project fees.
c) If the local government in your project location halts inbound flights and you are affected:
– You may change your dates or cancel with a credit, up until your date of travel. The new trip can be taken at any point. If you wish to move your dates to more than 12 months in the future, you may be liable for any changes in project fees.
– If you would prefer a refund, this must be done through your travel insurance company.
Volunteers who have not secured comprehensive travel insurance will receive a credit to the value they have paid for their project, and will be able to use this credit for the same project in the future. This new trip can be taken at any point. If you wish to move your dates to more than 12 months in the future, you may be liable for any changes in project fees.
If you choose not to travel and cancel your programme within 1-30 days of your project start date, you will be able to postpone your programme for 12 months, subject to paying any increases in project fees at the new time of booking.
Conservation Travel Africa strongly recommend that you take out full insurance at the time of booking, which should then, in most cases, include cover, under certain circumstances specified in your insurance policy, against loss of deposit or cancellation fees.
Once on the programme, in the event you decide to discontinue the programme before it is due to end, for any reason, there will be no refunds.
Refunds Once On Your Programme
If your programme is terminated by Conservation Travel Africa or the partner project during your placement because of an infringement of their code of conduct or our terms and conditions, there will be no refund for the entirety of your stay. If you are booked on more than one programme with Conservation Travel Africa, the termination of one will lead to the termination of all the programmes on your booking.
If you terminate your programme at any time during your placement, for any reason whatsoever, you will not be entitled to claim any refund for your programme or for any other expenses relating to your early programme termination.
Change of Booking: By You
If you wish to make any changes to a confirmed booking (one where a deposit has been paid), such as change start dates, a $40 administration charge per change will apply, in addition to any change in programme cost and any charges incurred or imposed by any of our suppliers.
In the event that a programme cannot accept postponements due to the seasonal nature of the placement, changes to your departure date will be treated as a cancellation and cancellation terms will apply.
Cancellation/ Change of Booking: By Conservation Travel Africa
It is unlikely that Conservation Travel Africa will have to make any changes to your trip. However, as the arrangements for your programme are made many months in advance, occasionally we may have to make minor changes and we will advise you of them at the earliest opportunity. A minor change is any change which, taking account of the information you have given us at the time of booking, or which we can reasonably be expected to know as a travel operator, we could not reasonably expect to have a significant effect on your confirmed trip.
Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, road conditions, weather, border restrictions, sickness and other unforeseeable circumstances. No refunds will be given for services not utilised. It is a fundamental condition of joining any of the programmes described on our website, or in any marketing material, that you accept this flexibility, and acknowledge that delays and alterations and their results, such as inconvenience, discomfort, or disappointment are possible. If you are unable, or do not choose, to complete an itinerary outlined for a programme, Conservation Travel Africa is not liable to supply alternative itineraries, excursions, accommodations, services, or staff for the period when you are not present with the group.
We will let you know if we are forced to significantly alter your programme or itinerary. If your programme is interrupted by events that could not have reasonably been anticipated, Conservation Travel Africa will try to find an alternative programme as soon as possible. You have the right to accept, or decline the alternative. We cannot accept liability for any programme changes, or cancellations, as a result of “Force Majeure”.
Conservation Travel Africa will not accept liability, or pay any compensation where the performance or prompt performance of it’s contractual obligations is prevented, or affected, or you otherwise suffer any loss, or damage, due to circumstances that come under the definition of ‘Force Majeure’. In these booking conditions ‘Force Majeure’ means any event that we, or the supplier of the services in question, could not foresee, or avoid, even with all due care. Such events include, but are not limited to war, the threat of war, insurrection, riots, strikes, civil action, decisions by governments or governing authorities, natural disaster, bad weather, technical or maintenance problems with transport, facilities or equipment, criminal and terrorist acts or similar circumstances beyond our control.
Disclosure of Information/ Termination of Programme
We reserve the right to terminate a volunteers’ placement, without recourse, if it becomes evident that the volunteer failed to provide or provided inaccurate / false booking information, particularly with reference to medical conditions, fitness or medication.
Problems or Complaints
Our partners on the ground will offer you support during your programme and you will be given their contact details prior to departure. Unless otherwise advised, they will organise your transfers and orientation and will give local advice, and be responsible for addressing any issues. If you are unsatisfied with local attempts to resolve issues regarding your placement, please let us know as soon as possible by email or telephone so we can help take steps to achieve a resolution.
If you feel that you have reason for complaint during your programme it is your responsibility to ensure, at the earliest possible opportunity, that any perceived failure in the delivery of the project or poor performance of local staff is communicated to the programme manager and to Conservation Travel Africa so that the concerns can be addressed. Please let us and the programme manager know of the problem as soon as it arises.
Any photos or videos of you taken on any of our programmes, or images and videos supplied by you to Conservation Travel Africa or to the local partner, may be used by Conservation Travel Africa without charge in all media for promotional or marketing purposes, such as in brochures, video shows and on the internet. By participating in our programmes you are agreeing to waive any rights to these images, or comments made, and agree that they may be used by Conservation Travel Africa in future marketing.
Passport and Visa Requirements
It is your responsibility to ensure that your passport is valid and has the correct number of blank pages for the entire duration of your programme or programmes. You must make sure that you meet the entry requirements of the countries to which you are travelling. It is your responsibility to check the up to date position before you depart.
Most countries will require that you obtain a visa to enter the country and it is your responsibility to check on visa requirements before you travel and organise any required visas. Most countries will simply require you to obtain a tourist visa but some will require a specific volunteer / work visa – it is your responsibility to allow adequate time to organise this before you travel. If you are asked to leave the country because of incorrect visa documentation, you will not be liable for any refunds.
Conservation Travel Africa will not be liable for any costs you incur from invalid or incorrect visas or passports or incomplete / incorrect documentation and we will not refund you the cost of your programme, flights, accommodation or visa fees should you be denied entry.
Health and Travel Advice
Conservation Travel Africa staff can offer good faith advice on visas, vaccinations, climate, weather, clothing, airport procedures etc, but volunteers are wholly responsible for checking with professionals to get specific advice. Volunteers must visit their GP or travel clinic before departure to ensure they are aware of what vaccinations are required, or boosters needed. Please ensure that you travel with a supply of necessary medications and prescriptions – all medication must have your name on it. It is also your responsibility to check for up to date travel advice before embarking on their trip.
If you have a a medical condition which may affect your ability to participate or affect other people’s enjoyment of the programmes, you must advise us on your booking form. We reserve the right to decline your application or to cancel your placement when we become aware of the conditions, in line with our cancellation policy. Volunteers are responsible for ensuring they are fit and in good health and able to perform in line with pre-departure information on project activities.
If you have any special dietary requirements, these must be outlined on your completed medical form or communicated prior to travel.
Accommodation will almost certainly be shared and will be of varying standards. It is your responsibility to check on what the accommodation will be should this be critical to your booking or project enjoyment. Accommodation may not be of the standard to which you are accustomed but will always be clean and suitable for volunteers.
Every volunteer must have adequate travel insurance which is valid for the entire duration of the programme. You must ensure that the cover provided is appropriate for the activities you will b edging and that it includes repatriation cover, including air evacuation, medical expenses and cover for lost or delayed baggage. You must provide details of your insurance policy on your booking form, prior to departure. If you join the programme without adequate insurance you may not be allowed to continue on the programme with no refund. We recommend that you take out insurance to cover the loss of baggage and valuables. Conservation Travel Africa takes no responsibility for any loss, damage or expenses incurred if travelling uninsured or under-insured.
Flights and Transfers
It is your responsibility to arrange and pay for all flights, including internal flights. Conservation Travel Africa will not be responsible for any costs incurred due to changes or delays in flights.
Most of our programmes will collect you from the airport. Should you experience a flight delay, or cancellation, there may be additional costs payable by you for your transfer to the programme accommodation and Conservation Travel Africa accepts no liability for these costs. Likewise if your baggage is delayed upon arrival, we accept no liability for the costs of retrieving it and bringing it to the project.
You are responsible for checking-in for flights at the correct time and for presenting yourself to take up all pre-booked components of your trip. Conservation Travel Africa cannot accept responsibility for clients missing flights as a result of late check-ins and no credit or refunds will be given if you fail to take up any component of your trip. No credit or refunds will be given for lost, mislaid or destroyed travel documents.
You agree to advise us of flight arrival details and of any changes that may be made to your arrival details at the earliest possible opportunity. Should you arrive outside the agreed start date/time for your programme, or do not advise of your correct arrival details, you may have to cover transfer costs and any other costs arising.
You may wish to consider booking a flexible return ticket so that you have the option to extend your stay once you are on your programme. If you book a non-changeable ticket and you need to leave the project at a later date, you will be responsible for any additional costs.
We will not be liable for any injury, illness or death or subsequent losses suffered by you or any member of your party where such injury, illness or death was not caused by lack of reasonable care or skill on our part.
We will not be responsible for any claim arising as a result of any, or all, of the following;-
1) the fault of the person(s) affected or any member(s) of their party; or
2) the fault of a third party not connected with the provision of your programme which we could not have predicted, or prevented; or
3) the fault of anyone who is not carrying out work for us (generally or in particular) at the time; or
4) an event or circumstance that we or the supplier(s) of the service in question could not have predicted or prevented. This may include (but is not limited to) an occurrence of Force Majeure, as described in these booking conditions.
In respect of claims for death and personal injury we will not be liable for any loss of profit, or loss of business, or any form of consequential loss or damage, whether or not arising as a result of physical damage to property and regardless of the actual cause of such loss or damage
The services and facilities included in your package will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply, or, if there are no applicable local regulations, if they are reasonable when compared to the local standards and customs.
Conservation Travel Africa makes every effort to protect the welfare and safety of volunteers working on projects abroad. However, recognising that participation is voluntary and that there are certain inherent risks, which the participant must assume, the participant understands that neither Conservation Travel Africa, nor its partner organisations, assumes any responsibility for damage to or loss of property, personal illness or injury, nor death while a volunteer is participating in their project for its duration.
Where public transport is used we cannot be held responsible for its standards, or liable for any damages, loss, or injury, incurred during its use.
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