Terms and Conditions

Volghano Program Terms & Conditions

Although it won’t be the most exciting thing you have ever read, you must carefully review our terms and conditions before applying to a program. The following terms and conditions relate to volunteer and intern programs provided by Volghano. 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”, “participant”, and “individual” refer to all people named on the booking form and any other person named who is added or substituted at a later date. “Volghano”, “us”, “we”, and “our” refer to Volghano. Program applications with Plan Volghano means you have agree with the following terms and conditions and acknowledge that you have read all the information for the appropriate program/s. By ticking the box next to the caption “I have read and agree with the Volghano terms & conditions”, you confirm your agreement to the following terms and conditions.

* These terms and conditions govern all new applications. These may be modified at any time without prior notice being given to you.

Travel Insurance

Travel insurance is mandatory for all Volghano programs. We recommend you put your travel insurance policy in place as soon as possible once you have confirmed your place with Volghano. This ensures that you have an activated policy in place that may provide some protection to your trip in the event of an unforeseen cancellation (circumstance dependent). It is your responsibility to ensure you have a suitable insurance policy to cover all aspects of your time overseas – this includes all the relevant activities you want to get involved in, cover for any medical issues, lost luggage/possessions, flight & trip cancellations, etc. Typically, your policy must start from when you leave your home country to the day you return, and it cannot be limited to the duration of your program with Volghano.

In most cases, your travel insurance is valid from the date of purchase, and your trip is immediately covered. Due to regulations by the Financial Conduct Authority, Volghano cannot recommend or advise on travel insurance. Therefore, you are also solely responsible for evaluating the level of travel insurance you require. This includes ensuring all travel activities, regions, dates and volunteer roles are covered within the chosen policy.

Flights Or Any Related Travel Arrangements

The individual is responsible for arranging and paying for travel to and from their destination/s. Volghano cannot be liable if your airline carrier changes or delays your flights. We also strongly recommend that a return or onward flight be booked in advance. 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.

When booking flights, adopting a cautious and common sense approach is advised. Therefore, it is strongly encouraged that applicants research airline ticket policies in detail. That is to say, flexible ticket options should be explored with the airline in case travel dates need to be deferred. It is essential to fully understand the flexibility and terms and conditions each airline offers when arranging your flight tickets. Furthermore, policies may differ significantly if flights are arranged through a booking agent rather than the airline directly. Thus, it is crucial to be aware of this when arranging flights. Please note that if you book flights through Volghano, we often opt for the most economical ticket, meaning changes may not be possible or could come at a high cost from the airline, including change fees and fare differences. Therefore, we ask that you know your travel plans before arranging flights through Volghano. If you wish for flexibility, booking directly with the airline is often easier but often comes at a premium cost.

Should you book your flights independently, please be wary of the term “self-transfer”. A self-transfer flight means you will have two or more flights to reach your destination, usually operated by different airlines. The traveller is responsible for transferring between flights, collecting luggage, checking in again, and following security procedures as required. Consequently, you may need at least 3 hours to self-transfer. Additionally, you will need to consider any transit visa requirements. If you miss a connection, you will usually need to purchase a new flight to reach your onward destination, and your return flights may be cancelled if you miss the inbound schedule. Consequently, you are not typically covered for delays or issues resulting in a missed onward connection.

Please check each program for ground transportation to familiarise yourself with what transport is included. You must cover the costs if transportation is not included in your program. Our programs include an airport pick-up service on the scheduled arrival days. Therefore, Volghano must be informed of your flight arrangements at least 14 days before departure to arrange this. If you arrive outside the arranged arrival date/time, you may have to cover the transport costs for our partner team. All flight details provided must be fully confirmed and communicated to us before departure – we do not permit standby flights. We recommend contacting your chosen airline 72 hours before departure to reconfirm your flights. We strongly recommend you check in online 24 hours before departure, again double-checking your itinerary. In case of any delays or changes to your arrival time during transit, you need to update the local team using the direct official contact information provided. If the change occurs more than 48 hours before travel, please communicate this to your Program Manager.

Applications

Applications can be made through our website. However, applying does not guarantee acceptance and is subject to availability and suitability.

The individual making the application (the “lead name”) must meet the minimum age requirements before applying for and accept the terms & conditions on behalf of all those involved. Applications are made on the understanding that Volghano uses partner organisations nationwide as delivery partners for its programs. We often partner with local NGOs to support their existing projects rather than create our own, which is sometimes not feasible.

To apply to join Volghano, you must pay your Registration Fee, which acts as a non-refundable deposit towards the trip. Once an application has been completed and submitted to Volghano, we will liaise with our partner organisations to assess the suitability and availability of your chosen program. If we cannot offer you a place in the program, you will be contacted via email or telephone within two working days. We will provide an alternative date or program, or your original deposit will be fully refunded.

We recommend not booking flights, or additional trips before receiving your “Welcome to Volghano” email. Furthermore, the individual is responsible for reviewing the Guidebook in the initial welcome email to assess any project disruptions (e.g. holiday dates) and if their chosen program requires a minimum number of people to run before booking any flights. If you book any additional trips with third parties, we are not liable for these costs if we cannot confirm acceptance of your chosen program. 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.

For individuals looking to complete a Volghano program as part of a school/college/university elective/placement, it is the sole responsibility of that individual to establish the suitability of a Volghano program to meet the requirements outlined by the relevant body. Whilst Volghano cannot fill in the required paperwork before a participant is confirmed on a program, the individual is encouraged to speak to a Volghano to establish whether the required parameters can be met before confirming their place on the program through payment. When appropriate, school/college/university representatives are welcome to contact Volghano to discuss further the program’s suitability for meeting the participant’s requirements. Should Volghano fail to meet the requirements of a confirmed participant’s School/College/University Elective/Placement, it may be possible for a refund of the Registration Fee to be granted. Should a potential future refund be agreed upon, the individual must ensure this has been confirmed in writing by a Volghano. However, in such circumstances, any fees that may have been paid in addition to the Registration Fee would be bound to standard Volghano Terms and Conditions. Additionally, Volghano would require written confirmation from the School/College/University of the individual outlining a valid reason why the individual’s Elective/Placement has been rejected before a refund of the Registration Fee could be finalised.

Please note that if you purchase VolghanoTravel Insurance through a third party, the policy will be active once confirmed. Should you cancel the insurance policy before your departure, only a pro-rata amount will be refundable, and only if you have not and will not make a claim using the policy you wish to be cancelled.

All programs require a Criminal Background Check, which the individual must pay for. For British citizens, a “Basic Disclosure” background check from GOV.UK is required. 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 problems sourcing a Criminal Background Check within your home country, please contact us before applying. All customers must submit this form to Volghano via email as soon as possible. Should your Criminal Background Check uncover any records of immoral or illegal behaviour carried out by you, Volghano reserves the right to cancel the individual’s program application without refund.

Volghano must receive your Criminal background check at least 14 days before your program start date or within a reasonable time frame if you sign up within 21 days. If you sign up seven days before a start date, then exceptions may be made so that you can provide an alternative. Please apply for this in plenty of time to factor in unexpected delays. Please submit this check within this time frame to ensure your program is not cancelled without a refund. Criminal background checks do not need to be translated into English. Instead, the original document can be accepted in its original language.

The remaining balance must be paid at least 40 days before your program starts; otherwise, it will be treated as a cancellation, and you will forfeit your deposit. Applications made within 30 days of the start date must be paid in full. Those who apply 31-62 days before their start date must pay their total program fees within seven working days of their application being processed.

While we try to provide a social experience, applicants should realise that Volghano can never guarantee a minimum number of participants to be present at a time. The number of participants signed up for a specific program can fluctuate at any time, ultimately out of our immediate control.

Participant Criteria

Each participant in a Volghano program must meet the minimum age requirements of the program they are applying for. Some programs require you to be 17 or 18 on the start date. Please see the program information for individual program requirements. It is the sole responsibility of the individual to disclose any physical, mental health or medical information about them which may affect their ability to partake in the program entirely. If you have a medical condition requiring extra accommodations, assistance or that may hinder your capability to participate in the program fully, you must inform Volghano in writing. This is to ensure your safety and well-being, and we will always aim to work with you to find the most suitable Program for you to join. Please supply us with this information to ensure your program is not terminated without a refund.

Changes In Price

Our low-priced programs are potentially vulnerable to currency fluctuations and rising transportation costs. Therefore, we reserve the right to change our prices at any time. Please check our website for our most accurate prices. Once we confirm bookings, we will absorb any increase in costs and honour the existing booking price.

Payment Methods

We accept credit and debit cards payments. Please note credit card payments from participants outside the UK & EU will attract a 5% admin fee to help cover additional bank fees Volghano incurs. We do not accept payments through PayPal.

Changes And Cancellations (By You)

Alterations to your booking will attract an administration fee for each program change per person. There may be additional costs imposed by suppliers providing specific aspects of our programs, 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 can be requested up to 30 days before your program start date or once your trip has commenced. In such circumstances, it would be considered a cancellation. Volghano will do its best to ensure changes are made with minimal disruption.

Cancellations must be made in writing and processed only once we receive your written email. In the programmet you wish to cancel a booking, our cancellation policy for standard Volghano programs is as follows:

– Notification of at least 60 days before the program starts: loss of your Registration Fee.
– Notification less or equal to 30 days before the program starts or any time during your program: loss of 100% of the Program Fee and Registration Fee. This includes any additional add-ons, such as weekend trips and t-shirts.

Please note that your original Registration Fee is non-refundable if you cancel or cannot make the trip. If you have added and paid for the programme or the initial deposit, they will also be non-refundable.

If you decide to change your trip dates with us to a later date, you are still bound to the same changes and cancellations as your original trip dates. Thus, if you defer your trip to a later date and then decide to cancel it, your cancellation parameters remain based on the notice period given to us from when you originally amended your trip dates with us before your original program start date.

Changes And Cancellations (By Us)

Volghano reserves the right to cancel or significantly alter your booking. A “significant change” does not include a change of partner organisation, transport or named accommodation but is usually considered a change of more than 48 hours in departure or return timings 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 program or a full refund of the Program Fee less the Registration Fee (the Registration Fee will be 100% creditable for future use). Volghano will provide a refund when a program has been cancelled due to insufficient numbers.

Altercations or cancellations can occur because of unavoidable, unusual, and unforeseen circumstances beyond our control or caused by circumstances of “force majeure.” In these cases, any program fee paid will be refunded when the circumstance creates a cancellation that takes place 31 days or longer before the trip start date.

Should the circumstance generating cancellation occur within 31 days or less, the Program Fees will be protected as credit and put towards another trip with us. Alternatively, you can defer the scheduled start date with us. As payments have been made in advance to the local teams who prepared to host you within this time window, we regrettably cannot provide cash refunds should the cancellation occur 30 days or less before the scheduled trip date. Nevertheless, the fees paid remain fully protected so that you can re-schedule your trip with us.

Circumstances amounting to “force majeure” include any event that PMGY or the supplier of the service/s in question could not foresee or forestall with all due care. Examples include, but are not limited to, war, the threat of war, riot, civil strife, industrial dispute, terrorist activity, pandemics, computer or systems failure, natural or nuclear disaster, fire, acts of God and all similar events. Minor alterations may be made to each program if necessary, including but not limited to changes in named accommodation, pick-up times, etc.

We assess local conditions and updates from country-specific local authorities as primary sources of information regarding overseas travel advice. As we have people joining us from all sections of the globe, we adopt a regional approach to our overseas travel advice. Trips will be cancelled if Volghano deems local conditions unsafe, poses security risks, or makes them inaccessible. If you are travelling within the next 30 days, we will notify you as soon as possible, and either offer a replacement program, a postponement of your trip dates or full credit with us to be used at any time.

We use the UK’s Foreign & Commonwealth & Development 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 websiter. If there are potential security risks in a Volghano destination, we will follow the FCDO advice in the first instance. The trip may be cancelled if the FCDO advises against all but essential travel to the area where you will spend most of your time with Volghano . If you are travelling within the next 30 days, we will endeavour to notify you as soon as possible and either offer a replacement program, trip postponement, or a full refund of the Program Fee paid. The Registration Fee is not refundable but instead will be 100% creditable towards a future trip with Volghano. As insurance provided by Volghano covers travel in areas where travel advice is ‘against all but essential travel’, only a pro-rata refund is available should you wish to cancel your policy in this situation.

Our programs are subject to cultural conditions at the time. Participants and aspects of your program may be absent due to cultural commitments with little prior notification. In these circumstances, we and/or our partner organisations reserve the right to amend the itinerary, and no refunds will be given. This includes public holidays and unforeseen staff absences, which are sometimes taken at a moment’s notice in a number of the locations Volghano operates within. We will do our best to provide an alternate arrangement in such circumstances.

By signing up for a Volghan program, you acknowledge that our website and printed literature provide a rough overview of our programs. Specific changes, including alternative accommodation and differing project working hours/settings, may occur; therefore, a flexible working attitude is essential. Volghano also reserves the right to change our in-country partners at any time. Any changes are made with our volunteers in mind to improve the overall Volghano mnhgb experience.

Visas, Vaccinations And Destination Guides

Any information or advice Volghano provides regarding visa requirements, vaccinations, and destination guides is done in good faith but without Volghano’s responsibility. Information published is deemed accurate at the time of publication but may be liable to change without our knowledge.

Volghano has no affiliations or links with visa services or high commissions/embassies. Because of this, should participants encounter issues with their visas or visa process, they should contact the appropriate visa service or high commission for more information or attempt to resolve any problems themselves. This also applies to any visa extension processes should they be required when in-country. Volghano will always do their best to offer subjective advice and guidance on visa processes and support with any extension processes where applicable. However, it cannot be held accountable or liable should participants encounter visa issues or have visa approval or extension difficulties.

Participants are strongly advised to begin their visa application process, if applicable, as soon as practically possible to allow for a time window of contingency plans or alternative application processes should difficulties or issues arise.

We are not medical experts, so we cannot offer advice. You should contact your local doctor to arrange a vaccination appointment well before your departure, as some immunisations take many weeks to become effective. Please note that you should contact the relevant embassy in your country to ensure you have any mandatory vaccinations, and that proof of immunisation is legally required to enter Ghana.

Fees paid to Volghano are not refundable should participants have issues attending their trip due to visa or vaccination issues outside Volghano’s control.

Code Of Conduct

Volghano 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 time abroad while doing it safely and responsibly. 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.

Any breaches of the Code of Conduct may result in your placement being terminated without a refund.

I agree that I will not hold Volghano (including all employees, shareholders and partner organisations) liable for any loss or harm I may suffer including loss caused directly or indirectly by personal injury, emotional injury, death, illness or disease, damage to or loss of property.
• I agree that I have declared any medical/mental health conditions or physical limitations which may affect my ability to partake in the overall experience fully.
• I agree that I will put in place a suitable travel insurance policy for the duration of my trip overseas. I have assessed the level of cover I require and have insured myself against all the activities I plan to partake in while abroad. I have ensured that all my travel dates have insurance cover including any travel before the Volghano program or onward travel planned.
• I agree that I do not have a criminal background and have never engaged in any illegal activities. This will be outlined in an official document provided by myself at least 21 days before I travel.
• I acknowledge that Volghano will do their best to cater for dietary requirements, but ultimately, I am responsible for communicating any dietary requirements to Volghano and recognising when I may need to bring/purchase individual ingredients at my own expense to ensure I police my requirements.
• I agree that weekends are my own time for independent travel. When travelling, I acknowledge and respect that I am signed out of the Volghano program until I return to the participant accommodation after weekend travel and thus responsible for my safety and well-being and will manage any accidents or incidents that may occur at this time.
• I recognise that I joined Volghano as a member of the public on this experience. Therefore, Employer Liability does not cover me as I am not considered a Volghano employee on the trip(s).
• I accept I am not covered for any personal liability that I incur on the program such as medical malpractice or injury to others.
• I agree that it is my responsibility to read the entry requirements and visa regulations for Ghana (s). In doing so, ensuring that I have all trip documents and vaccination requirements (if applicable) to obtain the relevant visa and entry.
• I agree that I am responsible for ensuring I have sufficient money and access to funds for the duration of my trip. This includes arranging access to emergency funds if required without the involvement of Volghano.
• I agree that any trip and/or excursion arranged through a third-party provider does not fall under the responsibility or liability of Volghano.
• I agree not to enter the sea/open water at any time on my trip with Volghano unless on an organised project/excursion under the supervision of a qualified local guide and/or lifeguard. On such a basis, I recognise myself to be a confident swimmer.
• I agree to report to local staff immediately and inform them of any animal scratches/bite that occurs. In turn, I am prepared to obtain post-exposure treatment as soon as possible and cover any costs involved in this.
• I agree that I will not drink excessive levels of alcohol overseas that could impede my overall judgement and safety.
• I agree that Volghano has a zero-tolerance policy towards the possession and use of illegal substances which will result in an instant termination.
• I acknowledge any breach of the Code of Conduct can result in potential disciplinary action and ultimately termination of the program with no refund or onward support applicable. Should I choose to leave the program early for whatever reason then Volghano are not liable for any refunds for unused time/expenses or for onward costs.

General Code of Conduct

I agree to:

Follow the appropriate dress code as outlined by the local team and in line with local culture. This extends to dressing appropriately when in the host family homes or volunteer accommodation and within the local area.
• Maintain a positive and proactive approach through my experience including towards my project commitments.
• Follow the project schedule provided by project staff or the in-country team.
• Respect the rules and/or local requirements when travelling by Volghano arranged transport. For example, acknowledging it is my responsibility to wear a seatbelt where applicable.
• Recognise the risks of travelling by public transport at any time on a Volghano trip. Volghano are not responsible for the loss of valuables and/or any situations which may occur when opting to travel by transport not arranged by Volghano.
• Assess the risks of every activity I am involved in and seek further advice or guidance if in doubt. I will only source activities and excursions through reputable third-party providers.
• Ask permission from the project staff if I want to take any photos/videos of children/adults at the project location.
• Respect, and seek to understand, the culture of the Ghana.
• Read the Volunteer Guidebook/s in detail to ensure I have a good understanding of Ghana and my what the program entails.
• Understand and adhere to any safety recommendations given to me by the local team.
• Inform the local team of any medical issues, which may arise during my time in Ghana.
• Recognise that each Region of Ghana will have its individual set cultures and nourms. This extends to different ways of communicating, varying levels of intensity in the volunteer work and contrasting structures of local support. I acknowledge each project destination will come with its own experience and to not carry expectations from one destination to the next.
• Speak to the local team directly in the event of any issues or complaints while in- country. Doing so in a timely manner, aiming to resolve the issue efficiently and continue the program for the duration intended.
• Not engage in any sexual relationships with any project staff, local team members or local members of the public.
• Abide by the laws of my chosen destination and recognise that seemingly small offences can have a severe punishment.
• Ensure I have sought professional medical advice regarding any potential vaccinations/anti-malarial medication required.
• To attend my project every day unless ill or unfeasible to attend.
• Keep in regular communication with family and friends back home throughout my trip.
• Recognise that STD’s exposure risks can exist across some countries. I will follow the protocol of the local staff, look to ensure my own safety and wellbeing and take responsibility for establishing which children/adults are at risk.
• Not to rent/hire/use any motorbike/moped for the duration of the program. This extends to not using motorbike/moped taxi services as a means of local transport or guide-led excursions.

Accommodation Code of Conduct

I agree to:

Respect local customs and abide by the rules of the accommodation in which I am staying. This includes any dress code policy that may be in place across the accommodation.
• Not inviting any outside visitors back to the accommodation.
• Be aware that there are no refunds if I decide to go on an independent trip or leave early.
• Maintain high levels of hygiene and cleanliness at all times.
• Be vigilant with my possessions and use safes/lockers to store any valuables where appropriate and will not hold Volghano responsible for any losses incurred.
• Respect local policies on the consumption or possession of alcohol. This may include a zero-alcohol policy at the volunteer accommodation.
• Respect and abide by any curfews within the volunteer accommodation. This extends to keeping noise levels down after a reasonable time in the evenings.
• If applicable. Allow the use of CCTV recording within the communal and/or external areas of the volunteer accommodation for the benefit of my safety.
• Not consume alcohol in the event I am under the legal drinking age at any time whilst on the program. (Please note this can vary between 18-21).
• Abide by any rules laid out by the local team for entering and using swimming pool (if applicable). In doing so, recognising I am a strong and confident swimmer and never enter the pool by diving and/or after consuming alcohol.
• Acknowledge and respect that outside of traditional program/working hours (unless there is an emergency) the in-country support teams have their own livelihoods and independent downtime.

Medical & Mental Health program Code of Conduct (If applicable):

I acknowledge that I have committed to a medical experience designed to be an internship style whereby I receive an observational and learning exchange program with local healthcare professionals in a medical setting.

I understand there are inherent risks of participating in a medical experience within a healthcare system in a developing country. These variables are often outside of the control of Volghano due to the third-party nature of the projects. I recognise that I am responsible for ensuring I adopt the appropriate PPE measures and safety precautions each day I attend placement.

I recognise I have decided to participate in a medical setting alongside local healthcare professionals. Such staff members may have limited English and adopt busy working schedules. I acknowledge that placement start times may be delayed and logistics and communication can be challenging because of this.

I understand that Volghano does not promote and/or guarantee hands-on experience at the medical projects. Any hands-on opportunities which may present themselves will be determined by my experience (if any), and the discretion of the medical professionals I am working with.

I agree that Volghano does not hold any responsibility or liability if I decide to engage in hands-on activity when at the project. This is a decision ultimately made by me if authorised to do so by the medical team. Any outcomes or potential consequences because of carrying out hands-on work and procedures at the project will be my direct responsibility and liability.

I agree to report to local staff immediately and inform them of any needle stick injury that occurs. In turn, I am prepared to obtain post-exposure treatment as soon as possible and cover any costs involved in this.

Wildlife program Code of Conduct (If applicable):

I understand that as a wildlife participant, I will be working with a variety of potentially dangerous animals and wildlife. I assume all risks associated with volunteering but not limited to, the risk of injury or disease transmission from the animals and wildlife.

I understand that there is always a risk of injury and/or property damage involved when working with wildlife, especially during activities related to rescuing, handling, transporting and rehabilitating wildlife, and I agree to assume all such risks.

I understand that I am responsible for any vaccinations I may choose to obtain in advance of my trip as well as assessing my own personal risks when potentially handling wildlife on-site at the project.

Complaints Procedure

If you are unsatisfied with any aspect of your program, you must inform local team as soon as possible. If you are dissatisfied with the response and feel the incident has severely affected your program enjoyment, contact your Volghano Program Manager 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 be conducted via email and completed within 48 hours of the incident. When dealing with such complaints, Volghano cannot accept online chats, messages via social media, text messages, etc as appropriate means of communication. Suppose you raise an issue once you have completed your program and returned home. In that case, you acknowledge that this severely reduces Volghano’s ability to provide an acceptable resolution.

All complaints must be written and sent via email to the Volghano team before they can be registered and acted upon. By registering a complaint, you acknowledge and accept that the Volghano team must share relevant details with the local partner organisation as part of their investigative procedures.

Personal Risk

Your booking is accepted because 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 entirely accepted and solely assumed by the individual. You are responsible for assessing the risk factor/s of any activities you participate in Ghana. Therefore, Volghano, 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 preceding measures.

volghano will conduct a pre-departure support process for you, and this service is reflected through the Registration Fee payment made during the initial booking process. Thus, you recognis Volghano is indemnified and abstained from all liability once the pre-departure process is complete.

As participants register to join Volghano as a volunteer experience, Employer Liability does not cover our trip participants. Individuals are not considered Volghano employees when on the trips. Public Liability covers participants on Volghano trips, assuming they adopt the appropriate PPE measures when at placement. The Public Liability section is concerned only with injuries, illness and fatalities incurred by participants as part of the pre-booked package travel arrangement booked through Volghano. This will not cover any liability incurred by the individuals (such as medical malpractice or injury to others). Thus, the Public Liability Volghano policy that covers trip participants will not cover any personal liability risks incurred by the individuals, including if participants decide to engage in hands-on involvement in the project.

The nature of this travel also requires a flexible, outgoing approach and acknowledgement that delays and itinerary alterations may occur. You understand that most of the accommodation offered will consist of shared rooms and/or facilities and will be of a basic level. Volghano will always endeavour to provide suitable alternative arrangements should you feel uncomfortable, but no guarantee is made.

Data Collection

You authorise Volghano 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 you can opt out of at any time. It will also be disclosed to our partner organisations (some outside the UK/EEA) to help aid the administration process and enhance the quality of your program. In addition, any information you provide in any feedback material, such as questionnaires, social media content, and review submissions that we ask you to complete, can be used by Volghano to share with potential and current volunteers. This allows applicants to contact you to learn about your experiences with Volghano’s programs and better understand what they can expect if they enrol in a similar Volghano program. 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 object to such a disclosure, email Volghano at info@volghano.org, and we shall cease disclosing your information as referred to in this clause.

Please note that data protection laws outside the UK/EEA are not as strong as those governed within the UK. However, we will endeavour to safeguard the information provided and have put in place a suitable physical, electronic, and managerial procedure to do so.

Copyright

Individuals acknowledge that any comments, photos, or videos submitted to us can be used for promotional material by Volghano. This extends to social media content to which you have attached Volghano tags and any personal photos taken.

Governing Law

These terms are governs by law.

General

Unless specified otherwise, the lead name on the application must write in English in all communications related to this contract.

Volghano is removed from all involvement and liability in any extensions you make to your original booking or additional activities outside your original booking through Volghano. This includes extending your time overseas.

Volghano Flights Terms & Conditions

The following terms and conditions relate to flights booked through Volghano . By agreeing to these terms and conditions, you also agree to the flight terms and conditions, which will apply if you purchase a flight later.

In these terms and conditions, the following words have the following meanings:- “you”, “your”, and “individual” refer 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” refer to Plan My Gap Year. “Travel Supplier” means the provider of flight-related services to Volghanor. “Agent” of Volghanor’s role for the Travel Supplier.

You agree to the following terms and conditions. These terms and conditions may be modified at any time without prior notice being given to you.

The individual acknowledges that Volghano acts as a disclosed agent for third-party suppliers (the “Travel Supplier”), details of which will be released on each flight booking invoice.

When a participant purchases a flight through Volghano, the participant accepts that reasonable adjustments to the flight schedule may be made from the initial flight quote depending on live availability when booking the flight. This could be a slight flight route change, but departure and arrival times and origin/final destination remain relatively similar. Such changes are made with the participant’s best interests in mind.

The applicable terms of the airline or booking agent govern the amendment or cancellation terms for flights booked through Volghano. In most cases, fares are strictly non-refundable, and we advise participants to assume this is the case when booking a flight via Volghano. All amendments are subject to availability, limitations, and restrictions of the relevant airline or booking agent and the terms and conditions of the ticket. The airline or booking agent may charge additional fees for these amendments, and the individual must pay them. Once a flight ticket is partially used, it is common practice that all remaining legs on the flight ticket are non-refundable should you wish to cancel your onward journey.

Occasionally, we may have to make changes to your flight booking. Most of these changes will be minor, and we will advise you as soon as possible. This will always be before your journey commences. Volghano will not be held liable for offering compensation or refunds for minor changes. If a significant change is not due to an event beyond our control, you will be offered an alternative flight (if available) or a refund. Depending on the airline policy, an admin fee may be applied to any refundable amount issued by the airline agent.

A significant change is typically regarded as:

i) A change in your departure airport
ii) A change of more than 12 hours in your departure time

If the reason for the significant change to the booking is due to an event beyond our control (force majeure), we will not be liable to offer you any compensation or refund. Circumstances amounting to “force majeure” include any event that Volghano or the supplier of the service/s in question could not foresee or forestall with all due care. Examples include but are not limited to, war, the threat of war, riot, civil strife, industrial dispute, terrorist activity, pandemic, computer or systems failure, natural or nuclear disaster, fire, acts of God and all similar events. On such an occasion, Volghano will use its best endeavours to obtain a refund for the individual from the airline, but it is not guaranteed.

If you have a flight booking and do not show up to check-in, you will not be entitled to a refund from us. If there is a genuine unforeseen reason you are unable to take the flight, you should contact your travel insurance provider to see if you are eligible to make a claim for any unused and additional costs.

Travellers acknowledge that while Volghano will inform you of any change in timings as soon as possible, last-minute adjustments can be made. Therefore, we strongly recommend that you check your flight times by checking in online 24 hours prior to departure.

Full payment for all flights is required at the time of booking. We can accept a BACS transfer, credit or debit cards. Please note credit card payments from participants outside the UK & EU will attract a 5% admin fee to help cover additional bank fees Volghano incur. We do not accept payments through online payment systems like PayPal. Any applicable refunds will be processed by bank transfer or as a rebate to the original cardholder. When processing a refund for a flight ticket, please be aware that not all taxes are refundable. A tax refund will be processed following the relevant airline’s refund policy.

Please note that passport and visa regulations can change, so you should check with the relevant embassy before travelling. You are responsible for having a valid passport and, if appropriate, a visa. It can often take some time to obtain a visa, so you are advised to apply in plenty of time. We accept no responsibility for individuals who do not possess the correct documents. The name on your passport must match the name on your ticket. Otherwise, you may not be able to travel, and your insurance may be invalid.

You must check and comply with any health requirements for entry into Ghana.

Some airlines only offer electronic confirmation of your reservation, or “e-ticketing”, on specific routes. We cannot be held responsible if your e-ticket does not arrive due to an incorrect email address or your junk email settings. You must notify us immediately if you change your email address or contact telephone number after booking with Volghano.

Flight times provided by Volghano are given for guidance only and are always displayed in local time. All departure/arrival times on your flight ticket are provided by the airlines concerned and are estimates only. They may change due to air traffic control restrictions, weather conditions, operational/maintenance requirements and the requirement for passengers to check in on time. Volghano is not liable if there is any change to a departure/arrival time previously given to you or shown on your ticket or for any other alteration to your flight by the relevant airline.

Please note that where a sector of a flight itinerary is not utilised without contacting the airline directly, any remaining sectors may be subject to cancellation without further notification. Where this situation arises, we cannot accept responsibility for any costs incurred. For this reason, you are required to reconfirm your flights with the airline per the airline’s reconfirmation deadline. For all air travel, you are responsible for checking the departure and arrival times of flights at the time of travel. You should note that airlines may display flight timings on the ticket in either 12 or 24-hour clock format.

In the event of a delayed flights , Volghano cannot make any special arrangements for you; these matters are at the airline’s sole discretion. Please note that the times shown on your ticket or itinerary are the departure times of the flight. As advised by the airline, check-in times are the latest times at which passengers can be accepted for travel, allowing the necessary time to complete all formalities. Flights cannot be held up for passengers arriving late, and we or the airline can accept no responsibility in such cases.

Volghano has no control over the airline’s allocation of seats. If you have particular seat requests, we recommend that you check in online or at the airport as early as possible. We cannot guarantee that these requests will be met.

Please note that a direct flight described on your flight ticket will not necessarily be non-stop. A direct flight is one where there is no need to change aircraft during the journey. This may include flight routes that have a technical stopover.

Flight bookings are non-refundable if the airline is still operating the flight service in the event of a natural disaster, terrorist attack, or war.

Due to an increasing number of airline partnerships, your flight ticket may be issued through one airline but operated through another.

For any additional services required after a flight has been booked via Volghano (e.g., additional baggage, updated dietary/allergy requirements, etc.), it is the sole responsibility of the passenger to contact the relevant airline to update their details.

You will usually be permitted a free checked baggage allowance and an accessible cabin baggage allowance, the limits of which may differ by airline, class and/or route. The amount of checked baggage you are allowed depends on your class of travel/destination. Several leading airlines have introduced additional charges for checked baggage on a piece or weight basis. For safety reasons, dangerous articles must not be packed in checked or cabin baggage. Restricted articles include, but are not limited to, compressed gases, corrosives, explosives, rechargeable battery packs, flammable liquids and solids, radioactive materials, oxidising materials, poisons, infectious substances and briefcases with installed alarm devices. We strongly recommend you confirm the specific baggage allowances with your chosen airline well before your travel dates.

Under European law, you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will also be available from airlines; reimbursement in such cases is the airline’s responsibility. If your airline does not comply with these rules, you should complain to the Air Transport Users Council on 020 7240 6061 or at the website www.auc.org.

Airlines may also charge additional fees for in-flight food and drink, in-flight entertainment, preferred seating, etc. Volghano is not responsible for any additional costs incurred and advises that you contact the relevant airline to add any additional services and verify charges.

The law of Ghana, England and Wales governs these terms