Please read the Terms and Conditions of Africa Sustainable Tourism Care Foundation (ASTCF) carefully before submitting your online booking form. By clicking on the box beside the words ‘I accept Africa Sustainable Tourism Care Foundation (ASTCF)’s legal terms’ in the online booking application form, you agree to the following terms and conditions.
Travel
The volunteer is solely responsible for arranging and paying for their 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 Africa Sustainable Tourism Care Foundation (ASTCF) may advise the volunteer on required travel documentation, Africa Sustainable Tourism Care Foundation (ASTCF) is not responsible for any supporting documents necessary for the volunteer’s travel needs or other purposes. Volunteers are responsible for ensuring their travel documents are up to date, and valid for travel.
Insurance
Please Note: Africa Sustainable Tourism Care Foundation (ASTCF) does not provide the volunteer with insurance of any kind. Travel insurance is mandatory for each volunteer, and the volunteer will purchase this before 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. However, it must cover their entire travel period.
We recommend you take out insurance as soon as your booking is confirmed. You are strongly advised to insure yourself against any possible risk that may occur and in particular to ensure that you have sufficient insurance in respect of expenses, injury, death, repatriation, cancellation and curtailment, and dependent relatives. You are required to carry proof of insurance with you and produce it if reasonably requested by Company employees or suppliers. You should ensure that you are covered for the complete duration of your travels and that there are no exclusion clauses that limit cover for the type of activities included, or the altitudes attained, in your travel arrangements.
Booking.
To make a booking you can contact us in several ways; directly over the telephone, by email or via our Website. The person making the booking (hereinafter referred to as the ‘Lead Name’) must be 18 years old or over and possess the legal capacity and authority to make the booking and accept these booking conditions on behalf of everyone in their party. If you are under 18 then we require a confirmation from your parent or legal guardian that they permit you to travel with us.
You will need to pay a deposit (which includes an administration charge) at the time of booking which for the majority of our programs is US$150 which is required to validate and initiate the application process and to secure your placement. A deposit is included as part of the program fee, it is not an additional charge.
When we receive your deposit fee, it will help us be in a better position to prepare for your stay. In general, we need to be certain that our volunteers commit to making the trip, since we put a significant amount of legwork into selecting volunteers from a very competitive pool, clearing volunteers with the local government, securing housing, and other project administration issues.
After you have paid your program fee deposit, we will then guide you to the next step and provide you with all the information and support you need to prepare for your upcoming volunteer program. We will be providing you advice about visas, immunizations, when to purchase your airline ticket, and other things you will need to take care of before you depart. You will also receive a pre-departure handbook filled with valuable information about the country where you will be traveling as well as details about your specific program.
Please note that depending on when you book, you may be required to pay the full balance of the travel arrangements at the time of booking, please see further below. Upon receipt of your deposit/full payment, we will start to process your application. However, if you withdraw your application at any stage, as we will have already incurred costs in processing your application and organizing for a placement, we regret that we cannot refund your deposit, as we need to cover the costs incurred on your behalf. If we accept your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice or if you book within 7 days of departure the contract will exist when we accept your full payment. When you receive the confirmation invoice please check the details carefully and inform us immediately if anything is incorrect.
If you book 90 days or more before the start date of your programme or departure date whichever is earlier, you will need to pay a deposit at the time of booking as detailed above. We will invoice you for the remainder of the cost of your travel arrangements due before you travel and your confirmation invoice and online account will contain details of the due dates for further payments. You must pay 100% of the costs of your travel arrangements at least 60 days before the start date of your programs or departure whichever is earlier.
If you change or cancel your Booking:
If, after our Confirmation Invoice has been issued, you wish to change your travel arrangements in any way, for example, change to another program or change departure date, we will try to make the change subject to availability but it may not always be possible. Any request for changes to be made must be in writing from the Lead Name and received by us 90 days or more before the start date of your program or departure date whichever is earlier. You will be required to pay an amendment fee of US$50 for each change and any further costs we incur in making this alteration (including without limitation to cover our administration costs and any costs imposed by any of our suppliers providing the parts of the booking).
If the booking to which you transfer is more expensive than the one you originally booked, a further deposit may also be payable. Any alteration requested by you and received by us less than 90 days before the start date of your program or departure date (whichever is earlier) will be treated as a cancellation of the original booking and will be subject to cancellation charges.
You, or any member of your party, may cancel your booking at any time providing that the cancellation is made by the Lead Name in writing. Notice of cancellation will be effective upon receipt of your written communication. As we start to incur costs from the time the contract is confirmed we will retain your deposit and in addition, will apply other cancellation charges as shown below.
Where written notification of the cancellation is received:
- 90 days or more before the start date of your program or departure date whichever is earlier: loss of deposit plus a charge of 50% of the total value of the program cost, and any additional costs we have incurred will be deducted from your program.
- Less than 90 days before the start date of your program or departure date whichever is earlier (or failure to join the program): 100% of the cost of your program fee will be dedicated.
Where you have booked a combination of two or more programs under one booking, cancellation of your booking will be deemed to be cancellation of all programs under that booking, and cancellation fees will be charged against the total booking cost. Please note that in cases where you have already made changes or deferred the start date of your program or departure date, cancellation fees will be applied to the original start date of your program or departure date as applicable.
All communications relating to this contract (in particular any requests to cancel or amend your program arrangements) must be to the Lead Name in writing and English and delivered by email.
If once you have started your project you elect to leave, the cancellation charges set out in these Booking Conditions will apply and you will be required to complete a release form that confirms you are canceling your contract with the company and are not entitled to claim a refund for any unused services.
Refund Policy
Africa Sustainable Tourism Care Foundation (ASTCF) is a non-profit organization. Compared to similar companies that provide comparable comprehensive volunteer services, the Africa Sustainable Tourism Care Foundation (ASTCF) program fees are significantly less. Volunteers are encouraged to compare the Africa Sustainable Tourism Care Foundation (ASTCF) fees to the fees charged by other similar companies. As a consequence, Africa Sustainable Tourism Care Foundation (ASTCF) operates on a much smaller profit margin and is therefore unable to provide and does not provide a total refund policy.
If we change or cancel your Booking.
We reserve the right to cancel your booking or make changes to your booking (including without limitation to any of the facilities, services, or prices described in our brochures or website). We will endeavor to advise you of any changes known at the time of booking. Where you have booked a combination of two or more programs under one booking, cancellation of your booking will be deemed to be cancellation of all programs under that booking. Please note that in cases where you have already made changes or deferred the start date of your placement, cancellation fees will be applied to the original start date of your placement.
If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider and not with us. We are not responsible for the provision of such activities or for anything that happens during its provision by the activity provider. The decision to partake in any such activity is entirely at your discretion and risk. If you do have any complaint about, or problem with, any optional activity purchased locally your claim should be directed to the activity provider and not to us.
Personal Risks
We may offer program placement in locations or communities where standards of accommodation, transport, safety, hygiene, medical facilities, and other infrastructure may, at times, be lower than those you normally expect. Your booking is accepted on the understanding that you realize the hazards involved in this kind of program, including injury, disease, loss or damage to property, inconvenience, and discomfort. The whole philosophy of this type of travel allows alternatives and a substantial degree of on-trip flexibility.
Standards of accommodation, cleanliness, hygiene, health and safety, and other services may be quite different from what you are accustomed to at home and you should be prepared for this. We will do our best to prepare you for the likely standards you will encounter before you depart, but we cannot be held liable for any refunds as a result of complaints about standards that we have adequately described.
The volunteer 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, Africa Sustainable Tourism Care Foundation (ASTCF) (including any and all of its employees, managers, directors, shareholders, host families and host country partner organizations) 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 directly or indirectly by:
- Personal injury;
- Emotional injury;
- Death;
- Illness or disease;
- Damage to or loss of property;
- Hostage situations; or
- War or terrorism.
Visa, Health, Passport, Travel Documentation.
Whilst we are able to provide basic advice to customers regarding passports and visa requirements, you should check with the appropriate Embassy or Consulate in your country for the exact requirements for your chosen trip and date of travel. It is your responsibility to ensure that you have the correct passport and visas to gain access to Uganda. If you fail to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your program fees. In some cases, countries will refuse entry to customers who have criminal records. Should you be concerned about this, please check with the Embassy or Consulate of the country to which you are travelling.
The Lead Name is entirely responsible for ensuring that all members of the group have the correct and valid documentation for travel. We cannot accept responsibility for any failure to comply resulting in any costs or fines being incurred and we advise you to check with your passport office or the Consulate in question if you have any queries.
On entering Uganda all adults will require business visa. Children under 18 can enter on a Tourist Visa. Please note that you must check with the relevant embassy prior to travel of the current requirements.
If you undertake any paid work and do not have the correct work visa you may be asked to leave the country as a result. In these circumstances you will not be entitled to any refund or alternative placement from us.
We are able to offer advice on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for your destination and any costs. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements. Customers with existing medical problems, pregnant women and anyone who has recently visited other countries should check requirements with their general practitioner.
Local Laws & Customs:
Laws and customs of the country you visit can be very different to those in your home country. Be aware of your actions to ensure that they do not offend, especially if you intend to visit religious areas. There may be serious penalties for doing something that might not be illegal in your home country. You are strongly advised to check with the appropriate embassy or consulate for further information regarding local laws and customs of the country you plan to visit. It is your responsibility to familiarize yourself with, and respect local laws and customs. If you fail to do so, we will have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your project placement arrangements.
Monitoring:
To ensure that we carry out your instructions accurately, improve our service and for security and fraud, we may review, monitor and/or record: (1) telephone calls; (2) activities using CCTV in and around our premises; (3) transactions and activities at all points of contact; and (4) web traffic, activities, etc. and social media. All recordings and derivative materials are and shall remain our sole property.
Behaviour.
A booking is accepted on the strict understanding that you undertake to comply with the laws, customs, foreign exchange, drug and all other regulations of any countries visited during the programme, as well as all hygiene, safety and security rules. In addition, many of our programmes have their own rules and behaviour guidelines, which are intended to ensure your safety and enjoyment of the programme. You will be advised of any specific programme rules either in your pre-departure information, or during your orientation. If you commit any illegal act when on the programme or if in the reasonable opinion of the programme leader or the CEO of the organization sees your behaviour is disruptive, threatening or abusive or is causing or likely to cause danger, upset distress or annoyance to others or damage property we may terminate your program placement arrangements at any time without any liability on our part. Full cancellation charges will apply.
In any of these circumstances no refunds or compensation will be paid to you and we will not meet any costs or expenses you may incur as a result of your programme being terminated. We may make a claim against you for any costs and expenses incurred as a result of your behaviour. Criminal proceedings may also be instigated.
If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the booking; you must advise us of this at the time of booking.
All volunteers are expected to adhere to our volunteer code of conduct found in this terms and conditions and by agreeing to these Booking Conditions you also agree to adhere to our volunteer 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. In particular without limitation, the accommodation we arrange for you must only be used by those people named on your confirmation invoice.
You are not allowed to share the accommodation with another person who has not booked their project placement with or let anyone else stay there without our person. You are responsible for the cost of any damage caused to your accommodation or its contents during your stay, except damage caused by persons not known to you. These charges must be met by you and may have to be paid locally.
Special Requests:
We will consider special requests such as vegetarian meals, high or low floor preferences in the accommodation, when you book. We will tell you whether there is a charge for the request. We can only guarantee requests for which there is a charge, or those that are confirmed in writing.
Police/Criminal Record Check:
When signing up to any project involving work with children, or vulnerable adults, you are agreeing to undergo an enhanced Police/Criminal Record Check to ensure your suitability for the placement and will be asked to complete a DBS disclosure application form (full details of this process and the application form will be provided to you). We reserve the right to delay, or postpone, your programme until the Police/Criminal Records check has been completed. Should you fail the Police/Criminal Records check for any reason, you must either amend your placement to a project that does not require a Police/Criminal Record Check or cancel your placement and the charges contained within the “if you change or cancel your booking” will apply.
NB: If you are unable to attend your orientation for any reason, we are not obliged to arrange further orientation for any that you missed.
Participation requirements:
All customers are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen programme as described in this brochure or on our website. Anyone suffering from mobility impairment, illness or disability or undergoing treatment for any physical or medical condition must declare the true nature of such condition at the time of booking and make arrangements for the provision of any medication or other treatment which may be required during the booking. Customers aged 17 or under will be required to provide a written parental consent form before a booking will be confirmed. Failure to make such disclosure will constitute a breach of these booking conditions and result in such persons being excluded from the booking in which case all monies paid will be forfeit.
Programme specifics:
Where you are responsible for purchasing your own flights and transport 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 us of your correct arrival details including in the event of a flight delay whilst you are en- route, you may have to cover transfer costs.
The accommodation and board basis will be contained within individual programme details. It is your responsibility to advise us of any special dietary requirements. Please be aware that accommodation, food and facilities that you will be provided with will be of a local standard. Please note that you will be required to share a bathroom and/or bedroom.
Indemnity
The volunteer agrees to indemnify Africa Sustainable Tourism Care Foundation (ASTCF) against any and all liability which Africa Sustainable Tourism Care Foundation (ASTCF) incurs arising directly or indirectly out of, or in connection (in any way) with, the volunteer’s travel to, living in and providing services in Uganda.
Drug and Alcohol Use
The volunteer must abide by the rules put in place by Africa Sustainable Tourism Care Foundation (ASTCF) and its partner organization, volunteer placement institution and host family in regards to alcohol consumption. Drug use (unless prescribed by a doctor) is strictly prohibited and will result in instant dismissal from the program with no refund.
Miscellaneous
The volunteer agrees to comply with Africa Sustainable Tourism Care Foundation (ASTCF)‘s code of conduct and waiver.
Africa Sustainable Tourism Care Foundation (ASTCF) reserves the right to use feedback and images provided by volunteers for website materials such as testimonials.
Africa Sustainable Tourism Care Foundation (ASTCF) provides a service connecting volunteers to Africa Sustainable Tourism Care Foundation (ASTCF)’s projects in Uganda. You agree that Africa Sustainable Tourism Care Foundation (ASTCF) is not liable for any actions or omissions of any partner organization.
To the full extent permissible at law, all representations, terms, warranties, guarantees, or conditions whether implied by statute, common law or custom of the trade or otherwise, including, but not limited to, implied warranties and guarantees, are excluded.
Notwithstanding anything else contained in any agreement, the liability of Africa Sustainable Tourism Care Foundation (ASTCF) to the volunteer shall not in aggregate exceed the amount of the deposit fee paid by the volunteer.
This website is presented solely for the purpose of promoting Africa Sustainable Tourism Care Foundation (ASTCF) services. This site is controlled and operated by Africa Sustainable Tourism Care Foundation (ASTCF) from its offices. Africa Sustainable Tourism Care Foundation (ASTCF) makes no representation that materials in the site are appropriate or available for use in other locations.
Those who choose to access this site from other locations do so on their own initiative and are responsible to the extent local law is applicable.
Africa Sustainable Tourism Care Foundation (ASTCF) does not warrant or make any representations regarding the correctness, accuracy, reliability, or otherwise of the materials in this site or the result of their use.
Africa Sustainable Tourism Care Foundation (ASTCF) reserve the right to remove the volunteer from the program if he or she becomes a nuisance and a threat to the organization.
All dates and times referred to in these terms and conditions are based on the East African Standard Time.
Force Majeure
Africa Sustainable Tourism Care Foundation (ASTCF) has no liability for any lack of performance, unavailability or failure of the services or its website, or for any failure of Africa Sustainable Tourism Care Foundation (ASTCF) to comply with these terms and conditions, where the same arises from any cause reasonably beyond the control of Africa Sustainable Tourism Care Foundation (ASTCF)
Governing Law
These terms are governed by the laws of the Republic of Uganda.
ASTCF Code of Conduct:
This code of conduct sets out the standards of behaviour that is expected of travelers / volunteers. Africa Sustainable Tourism Care Foundation is fully committed to responsible volunteer travel and sustainable tourism. This code of conduct is designed to help you achieve the most out of your placement in a safe manner. It also ensures that the organisations and people we work with are treated with respect and that consideration is given to other cultural aspects during your placement. Please note that breaches of the code of conduct may result in your placement being terminated without compensation.
General You must:
- Listen to, and follow the advice or requests of your In-Country Coordinator or Project Supervisors
- Understand that you are a representative of your country of origin and act accordingly;
- Agree to a zero tolerance policy towards the possession and use of illegal substances. If you are found in possession of, or are under the influence of such substances, you will have your placement contract terminated immediately;
- Respect, and seek to understand, the culture of the country you are placed in. This involves being tolerant of the customs and behaviour of the local people (your coordinator can explain the cultural norms and advise you.);
- Follow your project rules; respect your host organization, host family and local community.
- Abide by our rules regarding consumption of alcohol. No-one under the age of 18 is allowed to drink alcohol on ASTCF programme. Drunkenness will not be tolerated and will result in termination of your participation on our programme.
- Not start a new sexual or romantic relationships on ASTCF programme and this will result in termination of your participation on our programme.
- Not be on their own with another volunteer or local person, there must always be three volunteers together, not 2.
- Treat all people with respect and dignity
- Not participate in physical violence or threatening or bullying behaviour to local people or volunteers, this will not be tolerated and will result in termination of your participation on our programme.
- Go to bed at the agreed times while staying the ASTCF volunteer Guest Hose or any other ASTCF accommodation.
- Dress appropriately at all times with regard to the culture you are living in;
- Not engage in political demonstrations or illegal activities;
- Understand that the project and accommodation booked and provided is non-changeable in country without the prior approval of the Project host organization
- Keep your host organization project Directs informed of your plans about trips and weekends;
- Consult your hosts outside normal working hours only for an emergency;
- Ask for permission from your hosts in case you need to use any of their property at the guest house.
- If you break anything at your host guest house, you will be asked to pay for it or to replace it.
- Remember to keep your room clean.
At the project/progamme You must:
- Endeavour to maintain a positive mental attitude throughout your placement;
- Act as a conscientious member of the project team. You are relied on as a dedicated member of the team;
- Abide by all the rules of the project at which you are volunteering and respect other members of staff and your peers;
- Not accept payment of any kind for the volunteering work that you are doing;
- Work hard to achieve not only your own personal goals but also those of the project and the people and / or organization that you are helping;
- Listen to, and follow, the instructions of your supervisor / contact at the project in addition to those of the CEO of Africa Sustainable Tourism Care Foundation.
- Inform your supervisor / contact at the project if you are at any time unable to fulfil the duties to which you have committed;
- Treat with care all of the materials that you use during your placement;
- Contact CEO for ASTCF if you wish to extend your placement, which will include without limitation, arranging payment for additional accommodation costs etc. It is not possible to extend your stay without official confirmation.
Accommodation You must:
- Respect local custom and abide by the rules of the accommodation in which you are staying;
- Check with the CEO for ASTCF or Guest House Keeper before inviting anybody to your room;
- Be aware that overnight visitors are not allowed;
- Respect the accommodation you are using and pay for any damage you may cause to the property;
- Keep your room clean and tidy;
- Not smoke in your accommodation;
- Stay at the accommodation allocated to you;
- Settle any outstanding bills before leaving the accommodation
- Pay your food/accommodation as soon as you arrive in country (where applicable);
- Be aware that there will be no refunds for food/accommodation if you decide to go on trips or leave early.