TERMS AND CONDITIONS
By submitting your application for a Practical Program (fieldwork or travel programs) you (the “Participant”) confirm you accept and agree to these terms. If you submit an application for an Online course and then subsequently choose to also do any Practical Programs you will also be confirming that you accept and agree to these terms.
You will enter into a binding legal agreement with Experiential Education Ltd, which trades as GVI (“GVI”, “we”, “us”, “our”). Please ensure you read them carefully and do not hesitate to ask your Enrollment Manager any questions about them before you complete your booking.
GVI agrees to organise and set up a Program and/or other course(s) as agreed upon in writing between you and GVI. Services include, but may not be limited to:
- Arranging full pre-departure briefings on the telephone and via email;
- Providing a program field manual;
- Arranging suitable accommodation and food, where applicable, for the duration of the program (details are outlined on the “what’s included section of the website program page and the field manual);
- Arrange for transfers to and from the airport in the chosen country where indicated in the program field manual;
- Arranging Program Leaders to lead and manage Programs where required;
- Arranging the provision of Program equipment, training and training materials relevant to the Program;
- Providing and maintaining a full international support structure;
- Providing a 24-hour emergency desk; and
- Providing international travel assistance and advice.
Please note, our program details, activities and/or sample itineraries as defined on our website and in enrollment materials are based on currently available information or activities. GVI reserves the right to make minor changes to your program and/or substitute program activities with activities of a similar nature or merit based on the needs of our local communities and in-field partners. We will do our utmost to keep you updated on any changes prior to your program commencement where possible.
Any information we provide, including but not limited to information about insurance, visas, vaccinations, healthcare, climate, baggage, group sizes and special equipment is given in good faith for informational purposes only.
Refusal of Service
GVI reserves the right to refuse your application to join a GVI program, at any time, for any reason.
During the application process you will be asked to provide the following information:
- Legal name
- Phone Number
- Email Address
- Date of Birth
- Swimming ability
- Criminal history
- Medical history – including mental health, current medications and any medical requirements
- Dietary requirements
- Citizenship & country of residence
You confirm that all information you provide during the application process is complete and correct. You must update GVI if this information changes prior to your program commencement or during your program. Failure to provide complete, accurate and truthful information on the application will be grounds for cancellation without refund.
You are required to secure travel and medical insurance to protect you against losses caused by travel, loss or damage of baggage and or personal effects by any means, non-refundable airfare, emergency security or medical evacuation and other medical expenses including medical coverage for exposure/infection of coronavirus/COVID-19. It is strongly recommended that you purchase trip cancellation cover to protect yourself against losses relating to your inability to travel for medical reasons or if someone in your family takes ill or dies suddenly as our “Cancellation & Refunds” and “Transfer” policies as outlined below will still apply to these instances. The policy must cover the entire duration of your GVI program and include all activities you may undertake during your GVI program such as manual, conservation and volunteer work where applicable. GVI cannot be held responsible for loss or damage of personal effects by any means whatsoever. The details of your insurance policy must be provided prior to program commencement for your protection.
You must supply a background (police) check at your own expense. Details on how to complete this process will be supplied prior to commencing fieldwork. You agree that your participation on a GVI program is subject to the outcome of this check. As per the Application Process clause of these terms, failure to disclose in advance any known criminal history is grounds for cancellation of your program without refund.
Health & Medical Forms
A medical form, and a PADI medical form, if applicable, will be provided at the time of booking and must be completed at least 8 weeks prior to program commencement. As per the Application Process clause of these terms, failure to disclose any known medical conditions is grounds for cancellation of your program without refund.
GVI reserves the right to require a negative COVID-19 PCR test, no less than 72 hours prior to your arrival at your GVI destination. GVI may require you to supply additional COVID-19 PCR test results during your GVI program at your own expense if it feels the circumstances warrant such a test.
All participants will be screened for COVID-19 signs and symptoms upon arrival and throughout their GVI program. We reserve the right to implement additional measures to limit the spread or exposure of COVID-19. These measures can include but are not limited to, quarantining or isolating participants who are suspected of having COVID-19 or who may have been exposed to COVID-19. Quarantine may be at the participant’s own expense in the event they cannot do so safely in GVI accommodation, which will be determined at GVI’s sole discretion.
GVI staff will support participants who are required to quarantine by providing them with suitable accommodation recommendations and daily check ins throughout their quarantine period. You will receive no reimbursement, credit or refund of program fees in the event you are not able to participate in normal activities due to quarantine, isolation or other events related to COVID-19.
GVI has put in place preventative measures to reduce the spread of Coronavirus/COVID-19 but cannot guarantee you will not become infected by the Coronavirus/COVID-19. By joining a GVI program, you acknowledge the contagious nature of the Coronavirus/COVID-19 and understand the risk of becoming exposed to and/or infected by the Coronavirus/COVID-19 which may result from the actions, omissions, or negligence of yourself and others, including, but not limited to, GVI staff, other GVI participants and/or local community partners. You thereby release GVI, its employees, owners and partners of any liability with respect to any bodily injury, illness, death, medical treatment, or property damage that may arise from exposure to Coronavirus/COVID-19 related to, or in connection with, your participation on a GVI program except where personal injury has been caused by GVI’s negligence.
GVI Program Managers are not medical professionals, and the standards of medical care in countries where GVI operates are likely to be lower than you may be used to. You, and your primary care physician, are responsible for ensuring you are able to manage your own mental and physical wellbeing, including administering any medication, for the entirety of your GVI Program.
It is your responsibility to visit a local travel clinic and ensure you have any necessary vaccines or medications for the full duration of your GVI Program.
GVI reserves the right to require documentation from a doctor or specialist and/or to consult with their own medical and mental health professionals regarding your physical and mental fitness to undertake this program.
GVI reserves the right to reject or cancel a booking on the grounds of either doctor’s comments or advice. Any additional medical documentation GVI requires will be at your own expense.
Prior to program commencement, you must supply us with emergency contact details of a friend or family member. We reserve the right to contact this person should we deem it necessary.
In order to comply with local visa and permit requirements, you may also be required to provide additional documentation including, but not limited to, passport details, flight arrival and departure information. A full list will be provided at the time of booking. If this information is not provided by the deadline stipulated at the time of booking, GVI may have to cancel your booking without a refund.
Visas & Passports
It is your responsibility to ensure you have any necessary visas and a valid passport for your program. Any visa information provided by GVI is done in good faith and GVI cannot be held responsible for any country’s decision to change visa rules, deny a visa application, refuse entry, exit or the right of passage (national and local laws governing immigration). We bear no liability for any losses you may incur arising from any such action. In certain cases, GVI may require the participant to enter the country on a specific visa to comply with local country laws and regulations. Specific information will be provided at the time of booking.
GVI begins preparing for your program as soon as you are accepted, which means we are unable to provide refunds except in the instances outlined in our “Cancellations & Refunds” section below.
If you wish to have the flexibility of cancelling up to 48 hours prior to departure and receiving a partial refund, you must purchase the Cancellation Waiver at the time of booking. The cost of the Cancellation Waiver is between R5390 – R8790 depending on the length of your program.
If you do not purchase the Cancellation Waiver, please note that all payments made are non-refundable, except for the exceptions listed in the “Cancellation & Refunds” section below.
GVI’s current program fees are displayed on the website and are subject to change without notice. What is included in your program fee will be displayed on the “What’s Included?” tab on the program page.
From time to time, GVI’s Enrollment Managers may award scholarships in line with GVI’s impact aims. These are awarded at GVI’s discretion and are non-transferable.
Your total program fee will be outlined in your acceptance email (subject line “Congratulations! What’s Next?”).
You will be quoted in the currency of your home country (e.g. country of current permanent residence) and are not eligible to pay in other currencies unless GVI does not offer the currency of your home country. GVI accepts payments in GBP, USD, EUR, CAD, AUD and ZAR. Currency exchange rates are set at GVI’s discretion and do not necessarily reflect current market exchange rates.
You will have three payment plans for your booking. The details of which, can be found on our Payment Plans page. You will be asked which plan you prefer at the time of booking. Any additional fees will be outlined in your acceptance email (subject line: “Congratulations! What’s Next?”).
GVI reserves the right to add a weekly COVID-19 Health and Hygiene Fee. This fee is R855 per week to cover costs related to reducing the risk of exposing GVI participants and community members to COVID-19. You will be notified if this fee is applicable to your in-country program at least 2 weeks prior to your program start date. Payment of this fee, if applicable, will be due within 7 days of notification. Participants who fail to pay this fee, if required, will not be permitted to join their GVI program.
GVI accepts payments by debit card, credit card or bank (EFT) transfer. In the event you pay by credit/debit card, GVI will charge any subsequent payments to that same card on the date they are due.
Failure to pay on agreed upon due dates will incur a late payment fee of R900.
Should your payment not be received within 7 days of your payment due date, GVI reserves the right to cancel your program, without refund.
If you elect to use the Fundraising Platform you will be required to pay the deposit applicable to your program immediately to secure your spot.
If you are a US-resident taxpayer, and you elect to use the Fundraising Platform, you will not be eligible to receive a donation receipt for any of your program payments.
Fundraising is subject to a Fundraising Fee of R2245 over and above the normal program fee.
Final payment for your program will be due 3 calendar months prior to program commencement. This is regardless of whether or not your full fundraising target has been reached.
You are permitted to continue fundraising even after you start your program in the field. The last date you will be permitted to fundraise until will be 1 week prior to the end of your program. Any amounts raised by you over and above the total cost of your program will be considered excess funds. Excess funds will be paid out to you, less any debit/credit card processing fees. Payouts of excess funds may take up to 180 days to process.
Should you cancel your program, all funds allocated towards your program fee will be deemed non-refundable. Excess funds will be refunded as outlined in the clause above.
The use of Ambassador points to offset program fees is subject to the terms outlined in the Ambassador Manual and program and location availability. At certain times of year or on particular programs or destinations, GVI may not allow or limit the amount of points that can be allocated to your program. Ambassador points are non-transferrable, non-refundable and not redeemable for cash.
Cancellations & Refunds
Where GVI cancels or curtails a program due to force majeure
GVI reserves the right to cancel or curtail a Program for reasons of Force Majeure (as described below).
In cases of force majeure, your program fees will remain non-refundable and you will receive a credit for the amount you have paid to use towards an alternative start date or GVI destination. Credit will be issued to the program participant and use of your credit will be subject to program availability. GVI reserves the right to provide alternative destinations or program focuses. Credit is non transferable and not redeemable for cash.
In cases of curtailment due to force majeure, your first recourse will be to claim the balance of your program fee from your insurance. In the event the reason for curtailment is not covered by insurance, GVI will provide a credit in the amount of your unused program fee which can be used towards a future GVI program. The credit amount will be calculated based upon the services that have been rendered to date, not a pro-rata amount. Credit will be issued to the program participant and use of credit will be subject to program availability. GVI reserves the right to provide alternative destinations or program focuses. Credit is non transferable and not redeemable for cash.
In all cases of cancellation by GVI, GVI will not refund you for any expenses incurred by you related to your program, including, but not limited to, airfare, visa expenses, insurance, documentation and equipment purchases. Please note this list is not exhaustive.
Should you wish to be eligible for a refund in cases of force majeure, please ensure you purchase our Cancellation Waiver at the time of booking. In the event you have purchased the Cancellation Waiver, and GVI has cancelled your program due to force majeure, you will be entitled to a refund of your total program fee paid, less your program deposit of R2700 and the Cancellation Waiver fee.
Where GVI cancels or curtails a program outside of cases of force majeure
In all other cases where GVI must make a cancellation, GVI will offer you with a credit of your program fee paid to use towards an alternative start date or GVI destination. Credit will be issued to the program participant and use of your credit will be subject to program availability. GVI reserves the right to provide alternative destinations or program focuses. Credit is non transferable and not redeemable for cash. Should you decline the offer of credit, GVI will provide you with a refund of your program fees paid. GVI will not refund you for any expenses incurred by you related to your program, including, but not limited to, airfare, visa expenses, insurance, documentation and equipment purchases. Please note this list is not exhaustive.
In all cases where GVI provides refunds, the refund will be made back to the original method of payment. In the event the credit or debit card has expired, the cardholder must contact their bank on how to recover the refunded funds. GVI will not refund alternate accounts or individuals. All refunds incur a processing fee of R170 for each payment that is refunded and can take up to 180 days to process in full.
Where you choose to cancel your program
If you wish to have the flexibility to cancel your program prior to departure and be eligible for a partial refund, please ensure you purchase the Cancellation Waiver at the time of booking.
If you have not purchased the Cancellation Waiver:
In the event you cancel or curtail your program for any reason, any program fees paid will be non-refundable.
If you have purchased the Cancellation Waiver:
You will be able to cancel your program up to 48-hours prior to your program start for a partial refund which will be your total program fee, less your program deposit of R2700 and the Cancellation Waiver fee. Program add ons such as Accommodation upgrades, TEFL courses, PADI certifications and language Lessons are non-refundable; please note this list is not exhaustive. Processing your refund can take up to 180 days.
In cases where you elect to curtail your program you must claim the balance of your program fee from insurance as your fees will be non-refundable.
Please note: You must pay for your cancellation waiver at the time that you pay for your program – it cannot be taken up at a later stage.
Participants may be eligible to transfer their program to another start date, duration or location. Transfers are only permitted at GVI’s discretion.
- All transfers will incur a transfer fee, which must be paid at the time of transfer to secure the new program. Fees range from R900 – R2700 and can change without notice;
- If you have purchased the cancellation waiver then no transfer fee will be charged on your first transfer only, provided you request the transfer at least 8 weeks before your current start date
- If you have an “Installment” or “Flexi-payment” plan as described in our Payment Plans Policy, the due dates of your installments will not change and your program fee must be paid in full at least 3 calendar months prior to your original program start date;
- Any payments remain non-refundable, subject to the cancellation waiver where applicable;
- You will not be eligible for a refund of any program fee differences in the event you choose a program with a lower cost unless you have purchased the cancellation waiver; and
- You will forfeit any Scholarship or other discount applied to your original booking.
Your intended transfer must be to either a date, location or program type shown as available on the website and you must specify this when you inform us of your request to transfer. Dates, locations and program types are subject to availability and cannot be guaranteed. Transfers will be confirmed in writing by GVI.
If you are under the age of 18, and a legal guardian is travelling with you, they will be entering into this agreement on your behalf by completing your application for a Program.
If you are under 18, and will be travelling unaccompanied, your legal guardian must print and sign this document, and enter into this agreement on your behalf, in order to confirm your place on your program.
GVI will also provide a consent & release form, which all of your legal guardians must sign and notarize, at least 8 weeks prior to departure.
On Your GVI Program
Health & Safety
You must always respect and follow the health and safety procedures as set out by GVI, the Program Leaders and/or the representative in the host country.
GVI reserves the right to search your bag, room or property where there is deemed a health and safety, legal or other serious risk including the possession of illegal and illicit substances, including marijuana.
In the event you break any local laws, we will bear no liability and will not be required to mediate on your behalf with local authorities.
GVI’s Program Leaders reserve the right to make decisions on your emergency medical care deemed essential by the most qualified in-country staff member in the event you are not able to do so and GVI will not be held liable for the outcome of such care.
Disciplinary Procedures including Expulsion
GVI reserves the right to issue a warning of any kind, including dismissal, regardless of whether any warnings have been given. All disciplinary action will be documented and take place in front of a witness, where appropriate.
Your first offence will usually result in a verbal warning or written warning where appropriate. Repeated offences following a warning could lead to a written warning or a final written warning as appropriate. Thereafter any further offences will result in dismissal.
A full list of program and in-country rules, regulations and procedures will be provided at the start of your program, during your health & safety briefing.
The following non-exhaustive list details actions that are grounds for immediate expulsion:
- Possession, taking, or supplying of illegal or mind-altering substances, including marijuana;
- Consuming alcohol or being intoxicated while on project or interacting with GVI’s program partners;
- Breaking local laws;
- Bullying, displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm another Participant, a Program Leader, a member of staff, community member or any other person;
- Disobeying GVI’s, the Program Leader’s or the representative in the host country’s instructions in relation to health and safety;
- Disruption or obstruction of Program activities
- If the Program Leaders feel it is in the best interests of your health and safety or the program in general; and/or
- Committing an act or displaying behaviour which could jeopardise future GVI Programs within the host country or lead to the souring of relations between GVI and the host communities or host country.
In the event of expulsion for any reason, you will not be entitled to any reimbursement from GVI, nor will GVI be responsible for any additional costs incurred by you as a result of expulsion.
Any requests to dispute dismissal must be put in writing to [email protected]. GVI will then provide an off site senior manager to review the case and make a full and final decision.
If you are joining a long-term internship with work-placements at GVI or partner organizations, you will be required to complete and pass ongoing assessments in order to be offered a placement or continuation of your current placement. These assessments are academic, practical, and based on general performance and behaviour all of which will be marked through continuous assessment and performance reviews. Placements are offered at the full discretion of GVI and no refund will be issued in the event that you are not offered a Placement.
Activities outside of GVI
International travel provides an opportunity for various tourist activities and experiences. We cannot bear any liability for activities that you choose to undertake that are not officially included in your GVI program. What is included in the program is laid out in the “What’s Included” tab on your chosen program’s page on our website. These rules apply regardless of whether we introduce or recommend a given activity or provider.
If you are joining a Career Internship, you will produce projects for GVI or other third-party organizations. Any work product you produce in connection with your internship will remain the property of the organization you produced it for; this includes but is not limited to documentation, reports, ideas, software, improvements, or inventions. In addition, you will receive no compensation from these organizations nor will you be entitled to any share in profits which may result directly or indirectly from your work product.
Research & Academic Interns
If you are joining a Research or Academic Internship you are agreeing to and will be bound by, our Research Memorandum of Understanding (MOU) which outlines your research parameters and requirements. The MOU will be sent by your support coordinator prior to program commencement. Any research topics provided on the website or during enrollment are based on currently available activities and may change subject to the needs of our partners. You will be responsible for ensuring your Research or Academic internship meets any requirements required by your academic institution and GVI will not be responsible, nor will you be eligible for any refund, in the event your academic institution does not approve, or revokes approval of, your internship or research.
Any research, data, reports, photographs and documentation collected by you on your GVI program remains the property of GVI or our in-country partners. GVI or our in-country partner’s permission must be received before that data can be used (e.g. before you can include it in a research or scientific paper). No compensation will be provided to you for any data or research you collect.
Any program equipment provided in-country remains the property of GVI and must be returned in good, working order upon conclusion of your GVI program. In the event such equipment is lost or damaged due to negligence, you must pay for or replace it.
Any photographs, videos or multimedia you produce or give to GVI may be used in promotional or commercial materials by us. You will not be paid in any way for the material or for its use.
Online Training & Courses
As part of your training, you will receive access to our online courses. By accessing these courses and other online training materials, you agree to, and are bound by, our Terms of Service.
Any optional GVI Online Courses included in your program fee must be requested during your application call. No substitutions will be allowed nor will you be eligible for any credit or refund in the event that you do not access a course included in your program fee.
Interns are eligible to receive two Career Coaching sessions. To receive these sessions, you must schedule them no more than 12 weeks following your program completion. By signing up, you agree to indemnify us and the person providing the career coaching sessions from any liability relating to what you discuss in any coaching sessions and from any liability for decisions you make on the basis of what you discuss with the person providing the career coaching sessions.
Career and Academic Interns who complete a minimum of 6 months on their internship are eligible to receive GVI’s Career Guarantee provided they meet the terms outlined on our Career Guarantee Policy.
Employment with GVI
Participation on a GVI internship, work placement or any other program does not constitute an offer for employment with GVI or its Partners, or any guarantee or expectation of an offer of employment upon completion.
GVI assumes no responsibility, and disclaims all liability, for the content, accuracy, completeness, legality, reliability, or availability of any vacancies in its Job Portal.
To receive a reference for your GVI program, you must request one within 12 weeks of your program end date. GVI reserves the right to refuse to provide you with a reference in the event you received disciplinary action of any kind whilst on your GVI program. References are given in good faith and GVI, nor its staff members, are liable for any errors or omissions contained in any written or verbal references.
You should direct any in writing to [email protected] GVI will not engage with complaints made by third parties unless explicitly directed in writing by you. Where you are under 18, your parent or legal guardian must explicitly direct GVI to engage with a third party regarding you or your participation.
You accept that you will be subjected to various emotional, physical and psychological demands by participating on a Program. You are aware and accept that the standard of living in the relevant country, including food, hygiene and accommodation, may be below the general standards of your own country.
You also understand that certain risks may arise, including, but not limited to:
- hazards of travelling in remote areas;
- travel by automobile, van, bus, aeroplane, boat, train or any other means of conveyance;
- the forces of nature;
- civil disturbances;
- national or international conflicts;
- arbitrary itinerary changes made by foreign governments or vendors;
- dive related accidents, boat accidents;
- interacting with dangerous wildlife;
- personal injury or illness from the local environment;
- accident or illness in remote locations without immediate evacuation or medical facilities; or
- negligent acts of third parties.
You confirm and agree to all of the following:
- you understand these and other risks inherent in such a program;
- you also confirm that your participation is completely voluntary;
- you assume all risk associated with your fieldwork;
- you agree to indemnify us and those involved in delivering the fieldwork component against any claims of any kind that arise from your participation.
- These claims include those arising both directly and indirectly from your participation in the program.
GVI will not pay financial compensation which exceeds the amount of your program fee, as outlined in your acceptance email (subject “Congratulations! What’s Next?”), except in cases of death or personal injury caused by GVI’s negligence.
In cases of death or personal injury caused by GVI’s gross negligence, any liability by GVI and/or its employees and/or its agents is limited to the financial amount that will be paid out by the insurance policies in GVI’s name. If no compensation is received from these policies, then any and all liability whatsoever, including without limitation, claims grounded in negligence, is hereby limited to a maximum amount of R40000.
We bear no liability of non-performance, delay in performance of any of our obligations under this agreement where the failure is caused by circumstances or anticipated circumstances beyond our reasonable control such as:
- Acts of God such as natural disasters or disease outbreaks etc
- Acts of terrorism
- Riots or civil unrest
- Acts or changes in sovereign law or other official government action.
Where force majeure results in the cancellation of your program, your program fees will remain non-refundable and you will receive a credit for the amount you have paid to use towards an alternative start date or GVI destination. Credit will be issued to the program participant and use of your credit will be subject to program availability. GVI reserves the right to provide alternative destinations or program focuses. Credit is non transferable and not redeemable for cash.
Application & Governing Law
In the event of your death, the terms of this agreement will further extend to your heirs, personal representatives, successors and assigns.
English (UK) Law shall apply to this Agreement and the parties agree to submit to the exclusive jurisdiction of the English Courts.
Last Updated: May 17, 2021