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Plan My Gap Year Programme Terms & Conditions

Although it won’t be the most exciting thing you have ever read it is important that you carefully go through our terms and conditions before applying to a programme. The following terms and conditions relate to volunteer and intern programmes provided by Plan My Gap Year, 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” and “individual” refers 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” refers to Plan My Gap Year. Programme applications made with Plan My Gap Year (PMGY) require you to agree with the following terms and conditions and acknowledge that you have read all the information for the appropriate programme/s. By ticking the box next the caption “I have read and agree with the PMGY terms & conditions”, you are confirming your agreement to the following terms and conditions.

 

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

 

1. Travel insurance

 

Travel insurance is compulsory for all PMGY programmes and you agree to arrange adequate travel insurance to cover you for the duration of your programme and travel to/from the host country. Please note that your travel insurance is valid from date of purchase and your trip immediately becomes insured. Therefore, if you have not paid for the full amount of your PMGY Travel Insurance then you are not insured and therefore cannot make a claim until you have fully paid for your insurance. If you add PMGY Travel Insurance to your online application but decide not to pay the full amount for your PMGY Travel Insurance when paying your £149 deposit to confirm your place on the programme, then you accept that your are not insured under the PMGY Travel Insurance policy under full payment for the PMGY Travel Insurance policy has been made. Due to regulations by the Financial Conduct Authority, PMGY cannot recommend or advise on travel insurance. Therefore, you are also solely responsible for evaluating the level of travel insurance you require. It is recommended that insurance documentation is carried with you at all times, and is available electronically, whilst on your programme. Failure to do so may result in refusal to take part in certain programmes.

 

2. Flights or any related travel arrangements

 

It is the individual’s sole responsibility to arrange and pay for travel to and from their destination/s. PMGY cannot be held liable in the event your flights are changed or delayed by your airline carrier. We also strongly recommend that a return/or onwards flight is booked, 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.

 

In regard to ground transportation please check each programme to familiarise yourself with what transport is included. In the event that transportation is not included within your programme you must cover the costs. Where programmes include an airport pick up service PMGY must be informed of your flight arrangements at least ten days prior to departure. If you arrive outside the arranged arrival date you will have to cover the costs of your transport to our partner organisation. All flight details provided must be fully confirmed – we do not permit standby flights. We recommend you to contact your chosen airline 72 hours prior to departure to reconfirm your flights.

 

3. Applications

 

Applications can be made through our website. Making an application does not guarantee acceptance and is subject to availability and suitability. Our partner organisations may contact you, via email or telecommunications, to evaluate your suitability for the programme.

 

The individual making the application (the “lead name”) must be 16 years old or older and accept the terms & conditions on behalf of all those involved. Applications are made on the understanding that PMGY uses partner organisations around the world as a supplier for its programmes.

 

Once an application has been completed and submitted to PMGY, we will liaise with our partner organisations to assess the suitability and availability of your chosen programme. You will be contacted via email or telephone usually within 2 working days to either confirm or deny your place on the specific programme, some PMGY programmes may take longer to confirm or deny due to the nature of the placement. If you are successful with your application we will send you an “Application Successful” email. In order to confirm your place on the programme a deposit must now be paid. The deposit is made up of your Registration Fee (£149 per programme) plus the full value of any PMGY Travel Insurance Policy you choose to take out with us. For all applications on our South Africa Big 5 Wildlife Experience the deposit consists of 25% of the Programme Fee plus our standard Registration Fee (£149 per programme) and he full value of any PMGY Travel Insurance Policy you choose to take out with us.

 

We strongly recommend that you do not book any flights, accommodation, or any additional trips etc before you receive your “Application Successful” email. If you do book any additional trips with third parties we are not liable for these costs if we are unable to confirm acceptance on your chosen programme. 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.

 

All programmes require a Criminal Background Check which the individual must pay for. For British Citizens a “Basic Disclosure” background check from Disclosure Scotland is acceptable. 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 any problems sourcing a Criminal Background Check within your home country then please contact us prior to applying. All customers must submit this form to PMGY, via email or post, as soon as possible. Should your Criminal Background Check uncover any records of immoral or illegal behaviour carried out by you, PMGY reserve the right to cancel the individual’s programme application without refund.

 

PMGY must receive your CRB check at least 21 days prior to your programme start date. Please do apply for this check in plenty of time to factor in unexpected delays. Failure to submit this check within this time frame will result in your programme being cancelled without refund.

 

The remaining balance must be paid no less than 60 days prior to your programme start date otherwise it will be treated as a cancellation and you will forfeit your deposit. Any applications made within 60 days of the start date must be paid in full.

 

While we do try and provide a social experience applicants should realise that PMGY can never guarantee a minimum number of participants to be present in each destination. The number of participants signed up to a specific programme can fluctuate at any time and it is ultimately a matter out of our immediate control.

 

4. Participant criteria

 

Each participant on a PMGY programme must be at least 16 years of age, however some programmes require you to be 18 years of age or older, please see the programme information for individual programme requirements. It is the sole responsibility of the individual to disclose any physical or mental information about them which may affect their ability to fully partake in the programme. If you have a medical condition which may hinder your capability to fully participate in the programme you must inform PMGY, in writing. Failure to supply us with this information may result in your programme being terminated without refund.

 

5. Changes in price

 

Our low-priced programmes are potentially vulnerable to currency fluctuations and rising transportation costs. We therefore reserve the right to change our prices at anytime, please check our website for our most accurate prices. Once bookings are confirmed by us we will absorb any increase in costs. However if we find that these costs have risen between the provisional application period and us confirming the application we reserve the right to request these extra costs from you, if you decline these we may be forced to cancel your booking.

 

6. Payment methods

 

All payments must be made in £GBP. We accept credit and debit cards. Please note credit card payments will attract a 3% admin fee to help cover additional bank fees PMGY incur.

 

7. Changes and cancellations (by you)

 

Alterations to your booking will attract an administration fee of £39 for each programme change per person. There may be additional costs imposed by suppliers providing specific aspects of our programmes 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 cannot be requested any less than 30 days prior to your programme start date or once your trip has commenced. In such circumstances it would be considered a cancellation. PMGY will do its best to ensure changes are made with minimal disruption.

 

Cancellations must be made in writing and will be only processed once your written letter is received at PMGY’s office, this includes international bookings. In the event you wish to cancel a booking, our cancellation policy for standard PMGY programmes is as follows:

 

– Notification of at least 121 days prior to programme start date: loss of Registration Fee.
– Notification between 61-120 days prior to programme start date: loss of 50% of the Programme Fee and loss of Registration Fee.
– Notification less or equal to 60 days prior to programme start date or at any time during your programme: loss of 100% of the Programme Fee and Registration Fee.

 

In respect of PMGY Travel Insurance purchases you can cancel your policy at any time. We will refund your premium less a charge for the time you have been insured, provided you have not travelled or your policy has not been terminated following a claim, in which case no refund will be due. A £20 cancellation fee will be deducted from any refund due.

 

If you decide to change your trip dates with us to a later date then you are still bound to the same changes and cancellations as your original trip dates with us. Thus if you defer your trip to a later date and then decide to cancel such trip; your parameters for cancellation remain based on the notification period given to us from when you originally amended your trip dates with us prior to your original programme start date.

 

All weekend trips are strictly non-refundable in the event of a cancellation.

 

8. Changes and cancellations (by us)

 

PMGY reserve the right to cancel or significantly alter your booking at anytime. A “significant change” does not include a change of partner organisation, transport or named accommodation but is normally considered a change of more than 24 hours in departure or return timings, a change of departure point 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 programme or a full refund of the money paid. If appropriate PMGY will compensate you for the inconvenience caused unless a programme has been cancelled due to insufficient numbers or if the alteration or cancellation has come about because of unavoidable, unusual and unforeseen circumstances beyond our control or affected by reason of circumstances amounting to “force majure”.

 

Circumstances amounting to “force majure” include any event which PMGY or the supplier of the service/s in question could not even, with all due care, foresee or forestall. Examples include, but are not limited to, war, threat of war, riot, civil strife, industrial dispute, terrorist activity, computer or systems failure, natural or nuclear disaster, fire, acts of God and all similar events. Minor alterations may be made to each programme if necessary, these include but are not limited to, changes in named accommodation, pick up times etc. Refunds will not be made in these circumstances and the difference between “significant alterations” and “minor alterations” will be made at PMGY’s sole discretion.

 

We use the UK’s Foreign & Commonwealth 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 website (https://www.gov.uk/foreign-travel-advice). In the event of potential security risks in a PMGY destination we will follow the FCO advice in the first instance. The trip will only be cancelled in the event the FCO ‘advise against all but essential travel’ to the area where you will spend the majority of your time with PMGY. If this does occur we will endeavour to notify you as soon as possible and either offer a replacement programme or a full refund of the Registration Fee & Programme Fee paid.

 

Our programmes are subject to cultural conditions at the time. Participants and aspects of your programme may be absent due to cultural commitments with little prior notification and we and/or our partner organisations reserve the right to amend the itinerary in these circumstances and no refunds will be given. This includes public holidays which are sometimes taken at a moments notice in a number of the locations PMGY operate within. In such circumstances we will do our best to provide an alternate arrangement.

 

By signing up to a PMGY programme you are acknowledging that our website and printed literature provides a rough overview of the programmes we offer. Certain changes including alternative accommodation and differing project working hours may occur therefore a flexible working attitude is essential. PMGY also reserve the right to change our in-country partners at any time. Any changes are done so with our volunteers in mind and are ultimately to improve the overall PMGY experience.

 

9. Visas, vaccinations and destination guides

 

Any information or advice provided by PMGY in relation to visa requirements, vaccinations and destination guides is done so in good faith but without responsibility of PMGY. Information published is deemed accurate at time of publishing but may be liable to change without our knowledge. We are not medical experts so therefore not legally entitled to offer advice. You should contact your local doctors surgery to arrange an appointment regarding vaccinations. You should do this at least 4 to 6 weeks before you depart as some immunisations take a few weeks to become effective. Please note you should contact the relevant embassy in your country to ensure you are legally entitled to enter the country prior to your application with PMGY.

 

PMGY are a recognised partner of the UK Foreign & Commonwealth Office ‘Know Before You Go’ campaign. We strongly recommend volunteers to keep up to date with their website and the current foreign travel advice for their chosen destination. (https://www.gov.uk/knowbeforeyougo)

 

10. Code of conduct

 

You must comply with the authority of our partner organisations. If you commit an illegal act or if in the reasonable opinion of the programme leader your behaviour is causing or likely to cause danger, distress or annoyance to others, PMGY may terminate your involvement in the programme with immediate effect without any liability on our part and without a refund.

 

If you are affected by any medical condition that may affect you or others enjoyment of the programme you must advise us at the time of booking, this includes the taking of prescription drugs. All other drug use is strictly prohibited and if you are found consuming such substances your involvement in the programme will be terminated immediately without a refund. Individuals accept that the attitudes towards alcohol and legislation vary across the world and if appropriate the individual should seek advice at each destination prior to consumption.

 

PMGY expect you to comply with the following additional guidelines.

 

General

 

– Abide by the rules and regulations set out by our partner organisation.
– Strive to learn, understand and respect local cultures and customs.
– Dress appropriately at all times in respect of local cultural expectations.
– Do not engage in political demonstrations.
– Respect the local attitudes towards sexual relationships and be reflective about how others may view your behaviour.
– Accept that you are a representative of PMGY and your nation and so act accordingly.
– Always inform your In-Country Coordinator of your plans and whereabouts.
– Ensure that you are contactable at all times.
– Only contact your In-Country Coordinator outside of working hours in an emergency.
– Only contact the UK Emergency Support Team in cases of an emergency.
– Accept that the accommodation and project that you have booked cannot be changed in-country without the permission of both your In-Country Coordinator and PMGY.
– Maintain a polite and respectful attitude at all times.

 

At the placement

 

– Abide by the rules outlined by the project Supervisor/ Staff and In-Country Coordinator.
– Behave in a professional and mature manner as you will be part of a team who are working towards a common goal.
– Maintain a positive and proactive approach.
– Do not accept any kind of payment for the work you undertake.
– Liaise with your In-Country Coordinator if you wish to extend your stay or undertake any additional activities.
– Handle with care all the project equipment that you are provided/work with.

 

Accommodation

 

– Respect the rules outlined by your host family/accommodation provider in regards to, but not limited to; smoking in your room, overnight visitors, receiving guests, alcohol consumption and curfews.
– Maintain high levels of hygiene and cleanliness.
– Ensure you stay within your allocated accommodation, if you chose to do otherwise you must inform your In-Country Coordinator and accommodation host of your whereabouts.

 

If your programme is terminated, whether by us or you, PMGY are not responsible for your welfare once you leave the programme. Further to this Code of Conduct you may also be asked to sign a further Code of Conduct with our partner organisation once you arrive in the host country.

 

11. Complaints procedure

 

If you are unsatisfied with any aspect of your programme you must make it known to the relevant in-country coordinator at our partner organisation at the earliest opportunity. If you are not satisfied with the response and feel the incident has severely affected your programme enjoyment, you should contact the PMGY UK office 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 conducted via email and must be completed so at the time of the incident taking place. When dealing with such complaints PMGY cannot accept online chats, Facebook messages, text messages etc as appropriate means of communication. If you decide to raise an issue once you have completed your programme and returned home then you acknowledge that this severely reduces the ability of PMGY to provide an acceptable resolution.

 

All complaints must be put in writing and sent to the PMGY office before they can be registered and acted upon.

 

12. Personal risk

 

Your booking is accepted on the understanding that 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 fully accepted by and solely assumed by the individual. It is your responsibility to assess the risk factor/s of any activities you participate in overseas. Therefore, PMGY 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 foregoing measures.

 

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

 

13. Data collection

 

You authorise PMGY 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 can you opt out of at anytime. It will also be disclosed to our partner organisations (some of whom are outside the UK/EEA) to help aid the administration process and enhance the quality of your programme. We may also disclose your personal information to current and potential participants in PMGY programmes and their parents/guardians. By disclosing such information volunteers can get to know each other prior to the commencement. In addition, all information provided by you in any feedback material such as questionnaires which we ask you to complete can be used by PMGY to share with potential and current volunteers. The purpose of this is to allow applicants to contact you in order to find out about your experiences of PMGY’s programmes and to gain a clearer understanding of what they can expect if they enrol to a similar PMGY programme. 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 objects to such a disclosure email PMGY on [email protected] and we shall cease disclosing your information as referred to in this clause.

 

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

 

14. Copyright

 

Individuals acknowledge that any comments, photos or videos submitted to us can be used for promotional material by PMGY.

 

15. Governing law

 

These terms are governed by the law of England and Wales.

 

16. General

 

All communications in relation to this contract, unless specified otherwise, must be written in English, by the Lead Name on the application and delivered by hand or recorded delivery to the PMGY office in the UK.

 

PMGY is removed of all involvement and liability in any extensions you make to your original booking or additional activities which fall outside your original booking through PMGY.

 

17. Refunds

 

Refunds may be given at the discretion of the management.

Plan My Gap Year Flights Terms & Conditions

The following terms and conditions relate to flights booked through Plan My Gap Year. By agreeing to these Terms & Conditions you are also agreeing to the Flight Terms & Conditions which will be applicable if you purchase a flight at a later date.

 

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

 

You are agreeing 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 PMGY acts as a disclosed Agent for third party suppliers, (the “Travel Supplier”), details of which will be released on each flight booking invoice.

 

Travel insurance is a compulsory requirement for all flights booked through PMGY, you agree to arrange adequate travel insurance by the date of you departure to cover you for the duration of your stay and travel to/from the host country. Due to regulations by the Financial Conduct Authority, PMGY cannot recommend or advise on travel insurance. Therefore, you are also solely responsible for evaluating the level of travel insurance you require. It is recommended that insurance documentation is carried with you at all times, and is available electronically.

 

The cancellation and amendment terms for flights booked through PMGY are governed by the applicable terms of the airline. PMGY highly recommend you contact the airline prior to booking to ensure you are aware of the specific conditions on the flight booking. In the event of a cancellation the fare is non-refundable by PMGY and it is the individual’s sole responsibility to contact the airline to arrange a refund if applicable; usually fares are non-refundable.

 

If the individual wishes to make amendments to the flight booking they must contact the airline directly. All amendments are subject to availability, limitations and restrictions of the relevant airline. The airline may charge additional fees for these amendments and it is the individual who must pay these charges. If the reason for your cancellation is covered by the terms of any insurance policy you have purchased, you may be able to reclaim any application non-refunded fares or cancellation charges from the insurers.

 

Occasionally we may have to make changes to your flight booking. Most of these changes will be minor and we will advise you of the change as soon as we are able to which will always be before your journey commences. PMGY will not be held liable to offer any compensation or refunds for any minor changes. If there is a significant change, which is not due to an event beyond our control, you will be offered a choice of an alternative flight (if available) or a refund.

 

A significant change is normally regarded as:

 

i) A change in your departure airport (excluding a change between Heathrow and Gatwick.)
ii) A change of more than 12 hours in your departure time from the UK.

 

If the reason for the significant change to the booking is due to an event beyond our control (force majure) we will not be liable to offer you any compensation or refund. Circumstances amounting to “force majure” include any event which PMGY or the supplier of the service/s in question could not even, with all due care, foresee or forestall. Examples include, but are not limited to, war, threat of war, riot, civil strife, industrial dispute, terrorist activity, computer or systems failure, natural or nuclear disaster, fire, acts of God and all similar events. In such an occasion PMGY 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.

 

Full payment for all flights is required at the time of booking. All payments must be made in £GBP. We can accept BACS transfer, cheques, credit and debit cards. Please note credit card payments will attract a 3% admin fee to help cover additional bank fees PMGY incur. Any applicable refunds will be processed in the form of payment used at the time of booking. This will be made payable to the person who made the original payment. When processing a refund for a flight ticket, please be aware that not all taxes are refundable. A tax refund will be processed in accordance with the relevant airlines refund policy.

 

Please note passport and visa regulations can change and you should therefore check with the relevant embassy well in advance of travel. It is your responsibility to be in possession of 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 insurance may be invalid.

 

It is your responsibility to check and comply with any health requirements for entry into your chosen country.

 

Some airlines only offer electronic confirmation of your reservation, or “e-ticketing”, on certain 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 making a booking with PMGY.

 

Flight times provided by PMGY are given for guidance only. 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. PMGY 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 are unable to accept responsibility for any costs incurred. It is for this reason that you are required to reconfirm your flights with the airline in accordance with the airlines reconfirmation deadline. For all air travel it is your responsibility to check the departure and arrival times of flights at the time of travel.

 

In the event of a delayed flight, PMGY is unable to make any special arrangements for you; these matters are at the sole discretion of the airline concerned. Please note that the times shown on your ticket or itinerary are the departure times of the flight. Check-in times, as advised by the airline 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 no responsibility can be accepted by us or the airline in such cases. We recommend you to contact your chosen airline 72 hours prior to departure to reconfirm your flights.

 

PMGY have no control over the airlines allocation of seats, if you do have particular seat requests we recommend that you check-in at the airport as early as possible. We cannot guarantee that these requests will be met.

 

Please note that a flight described on your flight ticket as direct will not necessarily be non-stop. A flight that is described as direct is one where there is no need to change aircraft during the journey.

 

The price of your flight may include taxes, fees and charges which are imposed on air transportation by government authorities. They may represent a significant portion of the cost of air travel and are either included in the airfare or shown separately on your ticket. You may also be required to pay taxes or fees or other charges not already collected, for example, it is not always possible to include all departure taxes on your ticket(s). In some cases departure taxes must be paid by you locally to the Government of the country you are departing from and therefore non-refundable by us.

 

We provide you with security for the monies that you pay for your flights and for your repatriation in the event of our insolvency.

 

You will usually be permitted a free checked baggage allowance and a free 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 either 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, flammable liquids and solids, radioactive materials, oxidising materials, poisons, infectious substances and briefcases with installed alarm devices. We strongly recommend your 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 you 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 responsibility of the airline. 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. PMGY is not responsible for any additional costs incurred and advise you to contact the relevant airline to add any additional services and verify charges.

 

You authorise PMGY 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 can you opt out of at anytime.

 

These terms are governed by the law of England and Wales.

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  • Phone UK: 01892 722720

  • Mail: [email protected]

                   

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