(T&C-INT2021-V02)
1 Interpretation of these conditions
1.1 In this document, the following words shall have the following meanings:
‘you’ and ‘your’ means the volunteer or intern who applies for a volunteering project through us.
‘we’, ‘us’, and ‘our’ means Ready for Life Trust (Ready4Life) NPO no. 074-127 Trust No. IT 798/2008, 301 (Macedon), 26 Tyrwhitt Avenue, Johannesburg, 2196 South Africa ‘Parties’ means ‘you’ (the volunteer or intern who applies for a volunteering project through us) and ‘us’ (meaning Ready4Life).
‘parties’ means ‘you’ (the volunteer or Intern who applies for a volunteering project through us) and ‘us’ (meaning Ready4Life).
‘volunteer’ means volunteer and intern
‘placement’ means the subproject where you will be volunteering and in which you are placed,
‘conditions or condition’ means these terms and conditions.
‘volunteer contribution’ refers to the contribution in costs that you pay to Ready4life for the service the organization provides to you.
2 The service we provide to you
In exchange for your volunteer contribution, we will provide:
- Information and administrative services about your placement
- Placement and coaching.
- Pick up and drop off on arrival and departure at the Airport.
- Preparation workshops
- Arrangement accommodation for the full duration of your placement(s).
3 Placements and Location
It is a condition of your booking that you are prepared to be flexible in relation to your placement and its location within South Africa. Whilst we will try to place you in the placement requested on your Application Form, where it is not available for whatever reason, we reserve the right to find a suitable alternative at no extra charge and to change the location of your placement in consultation with you.
4 Accommodation
We will arrange your accommodation. That can be a guesthouse or a place of a local family. Volunteers must abide by the House Rules of the accommodation. Prices per guesthouse can vary
5 Travel to South Africa
5.1 You are responsible for arranging and paying for your own travel (including your airfare) to Port Elizabeth Airport, and for your return journey at the end of your placement. We recommend that you wait until we confirm that your chosen placement is available before booking your flights – we will normally confirm placement availability within one week of receiving your application.
5.2 We cannot meet, reimburse or otherwise be responsible for any flight, travel or other costs or expenses of any nature (including, for example, any charges made by airlines etc. for cancellation, changing or transferring flights or other arrangements) which are incurred or arise as a result of your placement not proceeding or being cancelled, curtailed, withdrawn or changed due to circumstances outside our control.
5.3 Where we have arranged for you to be collected from the airport, we cannot guarantee that the representative will arrive on time as circumstances may occur that are beyond their control due, for example, vehicles breaking down, problems with transport and roads, extreme weather and so on.
6 Expenses
6.1 You are responsible for your personal, food and transport expenses during your placement.
6.2 In the event that you are given any payment made for service rendered, you are responsible for paying any taxes and making sure that you comply with any relevant South African laws or with the terms of your visa or visitor’s permit. If you breach the terms of your visa or visitor’s permit by doing paid work which is not permitted, your placement could be cut short and you could be expelled from the country or even risk a fine or imprisonment. Accepting such payments may also affect your insurance coverage. For this reason, we would recommend strongly against accepting any such payments unless you are sure that your visa covers you. You do so entirely at your own risk.
7 Travel and Medical Insurance
7.1 You must take out suitable travel/medical/cancellation insurance for the duration of your stay in South Africa. You are responsible for checking the cover provided (including the terms and conditions) and for ensuring it is adequate and appropriate for your particular needs.
7.2 In advance of your arrival, we will request your policy name, policy number, contact number and next-of-kin details for use in an emergency only. Please also bring a copy of your policy document with you for our records as this can save a great deal of time and anguish should you be unfortunate enough to need this information. You are responsible for arranging and paying for your own suitable, additional insurance to cover any additional time you spend abroad before and after your placement.
7.3 You are responsible for ensuring that the amount and type of cover is sufficient and appropriate for the nature and location of your placement.
7.4 You must ensure your travel insurance covers at least light work; the cost of cancellation of the placement by you; the cost of assistance including repatriation in the event of accident or illness; legal liability and expenses; lost baggage; cancelled flights; medical expenses; liability arising due to personal injury to you or a third party; cancellation of your placement for any other reason including our liquidation or any other reason beyond our control.
8 Travel Documentation and Visa
8.1 It is your responsibility to ensure that you have a full and valid passport which will be valid for the duration of and for a period of at least 6 months after your placement
8.2 You are entirely responsible for ensuring that, prior to seeking entry into South Africa, you have obtained a visa that you are happy with and is appropriate for you, and for the costs of obtaining such a visa. At present, nationals of the EU/UK/USA/AUS and CAN do not require a Visa to enter South Africa for stays of 90 days or less, they receive a visitor’s visa at the South African border. It is your responsibility to check if visa regulations not have changed over time.
8.3 In the event that your placement has to be cancelled or significantly curtailed due to the immigration authorities not accepting your visa as adequate in the circumstances set out above, you are not entitled to any refund of any payments you have made to us and you are liable for the balance of payment, as we have clearly explained the risks to you in these conditions making it clear that you are responsible for making an informed decision.
9 Payments and Booking
9.1 Before we will start to process your application it’s necessary to have a Police clearance certificate.
9.2 Upon receipt of your initial Application Form and the requested documents described under 9.1 Ready4Life organization will start to process your application.
9.3 We will send you confirmation of your application and detail your volunteer contribution and payment schedule.
9.4 If you wish to make alterations to your placement once it has been confirmed, we will endeavour to make the changes, provided we receive your request in writing or by email, and there is sufficient time to do so.
9.5 The minimum notice we require in order to make an alteration is generally 90 days before the placement starting date. Depending on the placement and alteration requested, it may occasionally be longer. Any rearrangement or substantial alteration of a placement requested 90 days or less before the placement starting date (where it can be made) will be treated as a cancellation and cancellation charges will apply (see condition 10).
10 Pre-Departure Cancellation
10.1 If you cancel your placement more than 45 days prior to the commencement date of your placement a cancellation fee of € 150 becomes applicable.
10.2 If you cancel your placement less than 45 days prior to the commencement date of your placement the following cancellation fees become applicable and liable for payment:
a. Cancellation received between 45 – 31 days: 50% of the total cost for your placement
b. Cancellation received between 30 – 15 days: 75% of the total cost for your placement
c. Cancellation received less than 15 days: 100% of the total cost for your placement stated
10.3 Refunds: On cancellation of your placement, banking details have to be sent in writing to us. We will refund the balance of the amount paid within 30 days
11 Problems during your placement
11.1 You are responsible for trying to sort out any personal problems that may arise during your placement; however, in the event that you experience any difficulties, we will be available and will do our best to assist you. We may also be able to provide practical help should you need to return to your country of abode before completion of your placement as a result of illness or other personal reasons (although you are financially responsible for the costs of this, either under your insurance policy or otherwise).
11.2 We will take all reasonable steps to arrange a safe placement with a consistent level of work throughout, but as we do not have direct control over your placement we cannot guarantee your level of work. You are responsible for taking control of your circumstances as an independent traveller to protect your safety on a day-to-day basis.
12 Your Obligations
12.1 You must take care of and be responsible for any materials provided for your use by your placement.
12.2 You are responsible for any damage to your accommodation caused by you or any guest(s) of yours at your accommodation (directly or through neglect).
12.3 You may not use any of the facilities at your placement (for example, a swimming pool or sports facilities) without the consent of the placement.
12.4 You must comply with the dress code and level of personal cleanliness that is required on your project.
12.5 You agree to carry out the duties assigned to you at your placement for up to 5 days per week including some weekends and unusual hours if required.
12.6 You are responsible for the use of information and resources to which you have access by reason of your time with us.
13 Code of Conduct
13.1. You will not endanger the safety, health or welfare of any Volunteers of the project and will adhere to all legal and organizational health and safety requirements in force, at the location of your placement. You will comply with any local security guidelines and be proactive in informing the Programme representative of any necessary changes to such guidelines.
13.2. You will behave in such a way as to avoid any unnecessary risk to the safety, health and welfare of yourself and others, including partner organizations and beneficiaries.
13.3. You will ensure that their personal and professional conduct is, and is seen to be, of the highest standards and in keeping with Ready4Life’s beliefs, values and aims. You will treat all people fairly and with respect and dignity.
13.4. You will not use or work under the influence of alcohol, or be in possession of, illegal substances, on Ready4Life premises or accommodation.
13.5. You will seek to ensure that your sexual conduct does not bring us into any ill repute and does not impact on or undermine their ability to undertake the role for which you are employed. Not engage in sexual behaviour with children under the age of 18, regardless of local custom. Not enter into commercial sex transactions with beneficiaries such as exchange of money, goods, and services of favours with any other person.
13.6 You will perform your duties and conduct your private life in a manner that avoids conflict of interest in your work for us, and your work as a Volunteer.
13.7. You will declare any financial, personal, family (or close intimate relationship) interest in matters of official business, which may impact the work in Ready4life as in contract for goods/services, partner organizations, civil authorities, and beneficiary groups.
13.8. You will behave in a manner that does not undermine national or international perceptions of our reputation.
13.9. You will not accept significant gifts or any remuneration from Governments, beneficiaries, donors, suppliers and other persons, which have been offered to you as a result of your volunteering work
13.10. You will avoid involvement in any criminal activities, activities that contravene human rights or those that compromise the work of Ready4life.
13.11. You will contribute to combating all forms of illegal activities. You will notify the organization if you are facing any criminal charges during your placement.
14 Complaints Procedure
Any complaint or dispute that the volunteer may have against us must first be taken up with the executive, in order that the program coordinator is given an opportunity to remedy the problem.
15 Inoculations and Medical Advice
It is your responsibility to ensure that you have taken appropriate medical advice from your doctor, in respect of the area in which you will be doing your placement, and that you have received all the appropriate inoculations and treatments in respect of that area in the appropriate period before arrival. In addition, you must bring with you any necessary/recommended medication or medical equipment (such as malaria tablets)
16 Unusual Circumstances
16.1 Circumstances may arise that we could not, even with all due care, foresee or avoid (“unusual circumstances”). These may cause disruption or changes, or even the cancellation/curtailment of your placement at any time. Such circumstances are likely to include war or threat of war, terrorist activity or threat of such activity, riots or civil strife, industrial action, natural or nuclear disaster, fire, adverse weather conditions, health risks and epidemics and all similar circumstances.
16.2 If such unusual circumstances are serious enough we will try to arrange another suitable placement for you at no extra charge, at another location where the unusual circumstances are not a problem. You will be responsible for the travel and other related costs in moving to your new placement. Because there may be several volunteers who need to be moved in such circumstances, we cannot guarantee that we will be able to arrange another placement which you think is suitable or for the periods that you require, but we will try to do so. Because such unusual circumstances are a risk of travelling and volunteering abroad, however, we cannot give any refunds or be responsible for any costs or expenses you incur as a result, whether you choose to accept an alternative placement offered or whether to return to your country of abode.
17 End of Agreement
17.1 We have the right to terminate your placement and agreements with us if:
17.1.1 We find that you are not fulfilling your obligations or you don’t behave according to the Code of Conduct ;
17.1.2 Your behaviour in our reasonable opinion or the reasonable opinion of the organization responsible for your placement is causing danger or distress or significant difficulties for anyone at your placement including students or your fellow volunteers or workers;
17.1.3 You have continually refused to carry out the reasonable requests of your placement;
17.1.4 You are discovered to have lied or failed to give complete information in any communications with, or documentation provided to us or have acted in such a way that your actions are likely to bring us or the organization, responsible for your placement into disrepute, or to otherwise cause any of us significant difficulties;
17.1.5 You are found to be involved with illegal substances are convicted of any criminal offence during the period of your placement, or are discovered to have been convicted of an offence prior to starting your placement about which you have not informed us.
17.2 Except 17.1.5, if we or your project reasonably believe that you are in breach of these terms and conditions you will be notified in writing by way of a warning letter. The reasons for the warning will be stated clearly and you will be given a reasonable amount of time to alter your behaviour and/or the situation. If you do not comply with the request of this warning letter, then you will be served with a written notice from us to terminate our contract with you immediately.
17.2.1 In the event of circumstances referred to in clauses 17.1.4 to 17.1.5 you will be served with a written notice from us to terminate our contract with you without prior written warning.
17.2.2 In the event of termination you will be required to leave your project and vacate your accommodation immediately. Failure to do so will result in appropriate legal action being taken against you.
17.2.3 In the event of termination in any of the circumstances referred to in clauses 17.1.1 through 17.1.5 above you will have to make your travel arrangements back to your country of abode. We accept no responsibility for any costs, expenses, loss or other sum(s) of any description suffered as a result of this termination. You will receive no refund of any payments you have made.
17.3 PLEASE NOTE: If you terminate your contract for personal reasons once you have started your placement but prior to its completion, this is your choice, and you are responsible for the consequences of that decision. We will not be responsible for you once you have left your placement, will not be responsible for any costs, expenses, loss or other sum(s) of any description you incur, or suffer as a result, and will not give you any refund of any payments you have made.
18 Warranties
We believe that all statements made on our website and associated project sheets are factual and correct at the time they were created. Every reasonable effort has been made to describe each placement and its associated amenities accurately. We cannot be held responsible for any changes that become known or happen at short notice. Nor can we accept liability for happenings outside our reasonable control. We undertake to advise you of any material changes known to us prior to your departure, providing there is sufficient time to do so and we can make contact with you.
19 General
19.1. You confirm you are aware of the inherent risks of travelling and volunteering in South Africa. You acquaint yourself with all necessary precautions to be taken concerning HIV/AIDS and TBC generally and specifically for dealing with people suffering from it.
19.21 Nothing in these conditions is intended to exclude or limit our liability to you for death or personal injury caused by our negligence or that of our employees (providing they were at the time acting within the course of their employment), or for fraudulent inaccurate statement, or where we are not allowed to exclude or limit our liability by law.
19.3 If any wording in these conditions for any reason is held by a court to be unfair, illegal or unreasonable and therefore not enforceable, it will not bind you. The rest of these conditions will continue to bind both you and us as applicable.
19.4 No waiver by a party of any breach, failure or default in performance by the other party, and no failure, refusal or neglect by a party, to exercise any right hereunder, or to insist upon strict compliance with or performance, of the other party’s obligations under this Agreement, shall constitute a waiver of the provisions of this Agreement, and a party may at any time require strict compliance with the provisions of this Agreement.
19.5 This Agreement constitutes the entire agreement between the PARTIES who acknowledge there are no other oral or written understandings or agreements between them relating to the matter of this Agreement. No amendment, cancellation or other modification of this Agreement shall be valid or binding on a party hereto unless reduced to writing and executed by both PARTIES hereto.
19.6 This Agreement shall be governed by and under the laws of the Republic of South Africa.
19.7 All the provisions of this Agreement shall be severable and no provision shall be affected by the invalidity of any other provision of this Agreement.
19.8 Whenever a personal pronoun is used in this Agreement, it is understood that such usage shall include singular and plural, masculine, feminine and neuter and refer in appropriate cases to juristic persons as well as natural persons.
19.9 The Volunteer acknowledges that he/she has entered into this Agreement after making an independent investigation and that South Africa Volunteers has not made any representations or warranties other than as may be set out in this Agreement. The Volunteer has relied solely upon his/her independent investigations in entering into this Agreement.
19.10 The headings of the clauses are intended for convenience only and shall not affect the interpretation of the Agreement.
19.20 By signing the Application Form and submitting it, the volunteer agrees to the terms and conditions set out here by Ready for Life Trust