Gap Year: Volunteer abroad » Terms and Conditions

Terms and Conditions

Conditions of Participation 

1.  Nature of a Project

1.2 Participants are accepted on the understanding that general flexibility is a necessary prerequisite for the type of project that is organised by Frontier. Participants understand that public and private transport delays and breakdowns may occur. In addition, local regulations and protocol may be rigidly applied by regional and district officials and may result in delays. Communication between Frontier’s headquarters and the field may be irregular. Frontier will use all reasonable endeavours to rectify any problems.

1.3. Frontier shall not be liable to a participant for any claim from discomfort or disappointment suffered from participation on a project.

1.4.Whilst Frontier projects are advertised in good faith, participants acknowledge that the weather and wildlife are unpredictable and that Frontier gives no representation that a participant will observe any particular species or enjoy any particular weather conditions while participating on a project.

1.5. The length of a project is calculated from the project start date.  Participants should ensure that they have sufficient funds to cover their food, travel, and accommodation in-country prior to the commencement of their project and after it expires. 

2. Booking terms and conditions

A participant secures a place on a project by paying the amount of the non-refundable deposit specified in the letter of offer of a project place and shall pay the balance of the project contribution specified in the letter of offer in accordance with the payment deadlines set out and to the further terms of clause 3. Frontier shall be entitled to treat a participant’s application as withdrawn and to offer his/her place elsewhere if any amount becomes overdue.

3. Payment

3.1 For participants on a 4-week Project Management Programme, the balance of the project contribution must be received no later than 8 weeks before the expected departure date.

3.2 For participants on a project other than a 4-week Project Management Programme the balance of the project contribution from the participant is due in two equal instalments. The first instalment must be received no later than 8 weeks before the expected departure date and the second instalment must be received not later than 4 weeks before the expected departure date.

3.3 The balance of the project contribution payable under clauses 3.1 or 3.2 is that stated in the letter of offer of a project place to the participant, subject to clause 3.4.

3.4 The project contribution is subject to alteration without notice in the event of circumstances arising beyond the control of Frontier. If the alteration results in an increase of more than 15% to the project contribution the participant may withdraw and receive a full refund. To qualify for a refund the participant must notify Frontier in writing of their intention to withdraw within 14 days of the date written notification of the increase is sent by Frontier. Frontier shall not be liable for any loss or damage suffered as a result of any such withdrawal.

3.5 Frontier shall be entitled to charge interest at the rate of 3% above the base rate from time to time of Barclays Bank plc on any amounts owing by a participant to Frontier.

4. Refund policy

4.1 If a participant on a project where the balance of the project contribution is payable in one instalment withdraws other than in the circumstances as described in clause 3.4, and written notice of withdrawal is received by Frontier before the due date for payment of the balance of the project contribution, Frontier shall refund any amount paid prior to the due date for payment in respect of that balance, and otherwise no refund shall be made.

4.2 If a participant on a project where the balance of the contribution is payable in two instalments withdraws other than in the circumstances as described in clause 3.4, any refund payable to the participant will be limited by reference to the date written notice of withdrawal is received by Frontier as follows:(a) if such notice is received before the due date for payment of the first instalment, Frontier shall refund any amount paid in respect of the first instalment or second instalment;(b) if such notice is received on or after the due date for payment of the first instalment but before the due date for payment of the second instalment, Frontier shall refund any amount paid in respect of the second instalment; provided that, (c) if such notice is received on or after the due date for payment of the second instalment, no refund shall be made.

4.3 If Frontier agrees that a participant may defer his/her project place to a later project and the participant subsequently withdraws, they will be charged as per clause 4.1 or 4.2, but on the basis that references to the due date of an instalment were construed as references to the due date of an instalment relating to the original project for which the participant first accepted a place.

5. Alteration and cancellation

5.1 Frontier will use all reasonable endeavours to ensure that a participant participates on the project described in the participant’s letter of offer, but the participant acknowledges the right of Frontier to change the location or other aspects of the project, to postpone or advance the departure date or date of return or to provide an alternative project or to make such other changes as Frontier in the circumstances deems fit.

5.2 Frontier reserves the right to cancel a project by notice in writing to the participant. If such cancellation occurs prior to the commencement of the project, no alternative project is provided by Frontier and the participant has complied with all their obligations under these conditions, Frontier will refund the project contribution less the non refundable deposit, which the participant shall accept in full and final settlement of all claims which they may have against Frontier.

5.3 All information published by Frontier in any documentation is believed to be true and accurate at the time of publication but Frontier shall have no liability to a participant for any fact or instance not being in accordance herewith.

6. Force Majeure

6.1 Frontier shall have no liability to any participant to make any refund or in respect of any other loss or damage suffered by a participant as a result of the curtailment, suspension, alteration or (subject to clause 5.2) the cancellation of a project caused by and/or any other consequences of any event of force majeure occurring.

6.2 For the purposes of clause 6.1 “force majeure” shall mean fire, lightning, explosion, earthquake, storm, tempest, hurricane, flood, landslide, outbreak of infectious disease, imposition of quarantine, government or other official intervention, the threat or outbreak of war, riot, civil commotion, the threat or an act of terrorism, loss, theft or damage to strategic equipment, hijacking, nuclear disaster or other event or circumstance arising which is beyond the control of Frontier.

7. Insurance

7.1 Participants are required to purchase appropriate travel insurance in respect of their participation on their project details of which have been provided to Frontier.

7.2 The participant must ensure that the travel insurance referred to in clause 7.1 covers them for the type of work and activities in which the participant will be involved in the country of the project and through any other country via which the participant deploys, includes an adequate level of cover for emergency medical expenses and medical evacuation cover and provides cover in respect of such additional perils as is appropriate to the participant's individual circumstances.

8. Rules and Requirements

8.1 Participants must be in possession of a valid passport and of any visas and vaccination certificates required for the whole of their participation. Participants shall also obtain all other vaccinations which are necessary or desirable for the countries in which the project is held within the necessary timescales and agree to comply with all entry, immigration, customs and foreign exchange rules thereof. Specific assistance and advice will be given by Frontier in good faith but it is the participant’s responsibility to ensure that the correct documentation is obtained and completed and that the correct advice is obtained.

8.2 Participants agree diligently and expeditiously to discharge all instructions and duties from time to time given to them by Frontier and Frontier's field staff and to comply with all UK law, the laws of the countries in which the project is held and with all the rules and regulations of Frontier and of Frontier's field staff from time to time in force.

8.3 The participant acknowledges that Frontier shall be entitled to withdraw a participant's place on a project without any compensation where they have breached any of the provisions of clause 8.2 or in any other circumstances where their conduct is inconsistent with the efficient operation of the project.

8.4 Each participant shall provide complete and accurate information in the Medical Form from time to time required by Frontier including comprehensive details of any pre-existing medical conditions, psychological or physical, and the participant shall forthwith inform Frontier of any change or inaccuracy therein as soon as it arises or comes to their attention. Each participant shall provide such further documentation within the timescales required by Frontier as it shall from time to time require and agrees carefully to read, and wherever appropriate, fill in and return to Frontier, all documentation from time to time sent by Frontier to them relating to their project.

8.5 Any participant accorded the position of project staff shall fulfil such additional duties, including the preparation and provision to Frontier of accounts or reports in accordance with the instructions in Frontier’s Staff Guidelines or otherwise as Frontier may require.

9. Equipment, Food and Accommodation

9.1 Frontier shall provide, and the project contribution shall cover, staff, food (unless otherwise stated), accommodation and, where appropriate, the use of scientific equipment and general facilities for the period of the project. In view of practical constraints, where Frontier does provide food, it cannot undertake to provide for specialist diets during the project and any such provision will be wholly at the discretion of Frontier's field staff or in-country representative.

9.2 It is the duty of each participant to provide all equipment of a personal nature which may be required on a scientific project including any specific to his/her personal needs.

9.3 Free baggage allowance is normally limited to 20 kg (44lbs) plus an entitlement to a further 5kg (11lbs) cabin/hand baggage. This limit may be strictly enforced and Frontier accepts no liability for excess baggage charges that may be levied.

9.4 Any equipment of Frontier which has to be written off in whole or part may be charged to any participant responsible.

10. Indemnity

The participant hereby agrees to indemnify Frontier from and against all loss, damage and liability which Frontier may suffer or incur as a result of his/her act, neglect or default while participating on a project.

11. Copyright

Frontier retains all copyright in, and editorial control over, works, including literary, film and photographic works, which participants may create or contribute to during their participation on Frontier’s projects or thereafter, in respect thereof.

12. Interphase

Where a participant attends consecutive phases of a project:

12.1 They are alone responsible for their individual safety, accommodation, food and fitness during the inter-phase period and Frontier accepts no responsibility whatsoever for them; and

12.2 The reference in clause 4.1 and 4.2 to the due date of an instalment shall be construed as a reference to the due date of an instalment in respect of the first phase attended.

13. Liability

13.1 Frontier shall have no liability to participants in respect of any loss or damage suffered by or caused to them as a result of the act or default of any person or entity contracted by Frontier to provide any services to participants, whether in the UK or abroad.

13.2 Frontier accepts no liability for any claim for damages in respect of injury, illness or loss, including consequential and/or financial loss, which a participant may sustain during or by virtue of his/her participation on a project save for any claim in respect of any death or personal injury caused by Frontier’s negligence or that of any of its employees.

14. Complaint

A participant who has a complaint against Frontier should make it in writing to the senior local representative of Frontier as soon as the subject of the complaint arises.  If the matter is not resolved to the participant’s reasonable satisfaction, the participant may make the complaint to Frontier’s Operations Manager in Frontier’s London headquarters, other than in exceptional circumstances within 90 days of the end of the project.  If the participant is not satisfied with the decision of Frontier’s Operations Manager the participant may within one month of that decision appeal to Frontier’s Managing Director.  Frontier will not, other than in exceptional circumstances, entertain a complaint following the end of a project unless it has been the subject of a written complaint to the senior local representative received during the time of the project.

15. Privacy policy

Frontier agrees to keep all information relating to participants confidential and that it shall not provide any such information to any third party, save that Frontier may, with the prior written consent of a participant, provide their details to other participants on the same project.

16. Variation and conflict

16.1 No employee of Frontier has authority to vary these conditions.

16.2 In the event of any conflict between any of these conditions and any other document issued by, or on behalf of, Frontier these conditions shall prevail, unless otherwise indicated in writing.

THE SOCIETY FOR ENVIRONMENTAL EXPLORATION (operating as 'Frontier')
50-52 Rivington Street
LONDON
EC2A 3QP
UK

t: +44 (0) 20 7613 2422
f: +44 (0) 20 7613 2992
e: info@frontier.ac.uk

Registered in England and Wales

Company number: 2374609

THE SOCIETY FOR ENVIRONMENTAL EXPLORATION
62/63 Westborough
Scarborough
North Yorkshire
YO11 1TS