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TERMS AND CONDITIONS

Please read the fine print before submitting your Booking Form. If you have any questions at all just send us an email info@volunteervoyage.com and we’ll be happy to discuss our Ts & Cs further.

These Terms and Conditions constitute an agreement between you (the Volunteer) and Volunteer Voyage New Zealand (VVNZ). A contract will exist between these parties once your booking is confirmed.

Before your Tour begins:

1. Your details

In order for us to confirm your place on a Tour you must provide all details that are requested of you within the Booking Form and these Terms and Conditions. These details must be accurate and true to the best of your knowledge. Your place cannot be confirmed without provision of these details.

2. Age and Health requirements

All Volunteers must be a minimum of 18 years old by the Tour start date. The very nature of conservation work in New Zealand necessitates a certain level of physical fitness and ability. While you will be provided with detailed information on the tasks you will be undertaking during our Volunteer days, and the activities you may participate in on Tour, and other supplementary information to best prepare you for your trip, it is your responsibility to obtain proper and detailed medical advice, if necessary, at least two months prior to travel, to ensure you can participate fully on the Tour at no risk to yourself or others.

3. Medical information

A) For your safety and the safety of others you agree to disclose in writing any and all necessary medical information including but not limited to physical disabilities, medical conditions, allergies, etc. This information must be complete and accurate.

B) You agree to notify VVNZ in writing immediately if your medical information changes prior to departure.

C) VVNZ reserves the right to remove any Volunteer from the Tour who fails to communicate any medical information that is likely to affect the safety or well-being of any person or staff participating on or guiding the Tour or interferes with the mobility of the group.

4. Acceptance of risk

Participation on Tour will involve activities and visiting places that may present dangers and physical challenges above those present in our daily lives. We constantly assess whether the Tour itinerary meets safety standards and subsequently whether it should operate and will advise you of any new information in our possession that relates to your itinerary. You acknowledge that you have carefully considered all the materials provided prior to departure and all travel information relevant to your itinerary and agree that you accept any personal risk involved in the Tour.

5. Deposit

You are required to pay $750.00NZD non-refundable, non-transferable deposit per person and submit a completed Booking Form to confirm your place on a Tour (subject to availability). If your booking is confirmed within 60 days of the Tour start date then the full amount is payable at the time of submitting your Booking Form.

6. Payment deadline

A) Full payment for the Tour cost is due on or before 60 days prior to your Tour start date. You will be sent an updated invoice each time you make a payment and a final invoice 80 days before your Tour start date.

B) If full payment is not received on or before 60 days prior to your Tour start date, your place on the Tour may be cancelled, and you will be notified as such by email. Cancellation fees will apply.

7. Prices and surcharges

A) Tour costs are set based on the current exchange rate and costs at the time of booking. Should the exchange rate, Tour costs and any other associated costs (including but not limited to transport, taxes, and compliance) increase prior to 28 days from the start date of the Tour, VVNZ may require that these increases are paid by the Volunteer.

B) In the event increases in costs are required to be paid in accordance with clause 7a, VVNZ will invoice the Volunteer no later than 28 days prior to the Tour start date.

C) If any increase in costs is more than 15% of the Tour cost you may cancel your place on the Tour within 14 days of notification of the increase. In these circumstances VVNZ will provide a refund (less deposit).

D) VVNZ will not charge any increased costs on any booking that has paid in full.

E) Please note that a levy of up to 2.25% may be applied to all payments made by credit card.

8. Booking amendments

A) Amendments will only be permitted where:

  1. You notify us at least 60 days prior to the proposed Tour start date.
  2. You agree to pay an administration fee of $100.00NZD per person per change, (in addition to any charges levied by accommodation operators, activity operators, or volunteer project partners).

If you notify us less than 60 days prior to the proposed Tour start date the refund policy in clause 18 will apply.

B) All transfers are subject to availability. No amendments are permitted to your place on the Tour within 20 days of your Tour start date.

9. Passport and visas

All Volunteers agree to obtain a valid passport, all appropriate visas, permits and certificates for entry to New Zealand. VVNZ takes no responsibility for Volunteers who are refused entry to New Zealand resulting from a failure to obtain the correct documentation.

10. Travel Insurance

A) Travel Insurance, including Medical Insurance is compulsory on all Volunteer Voyage New Zealand Tours and is a condition of your Booking. You must provide proof that you have obtained travel insurance no later than 60 days prior to your Tour start date.

B) Your travel insurance must provide cover throughout the Tour against personal accident, death, medical expenses and emergency repatriation. We strongly recommend that the policy also covers personal liability, cancellation, loss of luggage and personal effects. Cancellation Insurance should cover cancellation penalties where you have to cancel your trip unexpectedly due to illness, injury or unforeseen circumstances.

C) Unfortunately cancellation insurance will not cover you if you simply change your mind. Volunteer Voyage New Zealand is not responsible for any travel insurance actions, exclusions or omissions.

During your Tour:

11. Orientation

A Welcome meeting will be held on the first day of the Tour in Auckland or Nelson. Attendance at these meetings is recommended.

12. Authority on Tour

A) Our Tours are run by highly qualified, professional Tour Leaders. The decision of the Leader is final on all matters relating to Health and Safety on the Tour. The Leader has the sole discretion to direct that Volunteers immediately leave the Tour where the Volunteer interferes with the safety, well-being or travel arrangements of the group.

B) You must at all times comply with the laws, customs, foreign exchange, and drug regulations of New Zealand.

13. Leaving the Tour before Tour completion

A) If a Volunteer voluntarily leaves, or is removed from the Tour before the scheduled completion of the Tour, they will not be refunded for any portion of the Tour costs. Volunteers will not be permitted to re-join the Tour at any time after leaving.

B) A volunteer may leave the Tour due to breach of contract, or for medical or personal reasons.

14. Changes to Itinerary

A) You acknowledge and agree that you are aware that the nature of the Tour requires flexibility. You are aware that the itinerary may be subject to alteration without prior notice due to local circumstances or events outside of our control. In emergency circumstances the additional cost of any necessary Tour alterations will be covered by you; please refer to your travel insurance policy.

B) VVNZ will use all reasonable endeavours to operate all Tours as described. However we reserve the right to change the Tour schedule.

15. Meals

A) We will endeavour to cater for dietary requirements. Please inform us at the time of booking of any dietary requirements you have.

B) You acknowledge and agree that if you miss an included meal you will not be reimbursed.

16. Free time/Optional activities

A) Activities that you undertake during the designated free time or optional activities that are not included in the Tour price do not form part of the Tour or this contract, and you recognise that you are responsible for your own health and safety during this time. You agree and acknowledge that any assistance or recommendation given by your Leader or local representative regarding optional activities does not amount to a contract and VVNZ will have no liability for these activities.

Other “need to know” info:

17. Applicable law

This contract shall be subject to the laws and statutes of New Zealand and subject to the jurisdiction of the court geographically closest to VVNZ’s registered address.

18. Cancellation by the Volunteer

A) A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel your place on the Tour cancellation fees will apply as follows:

  • 60 days or more prior to Tour start date, full refund less deposit
  • Between 21 days and 59 days prior to Tour start date, 50% of Tour cost less deposit
  • Less than 21 days prior to Tour start date, no refund.

B) You are strongly advised to discuss cancellation insurance with your insurance provider at the time of booking. You acknowledge and agree that no refunds will be made where you fail to join a Tour, leave a Tour for any reason after it has started, join the Tour after the start date, or leave it prior to completion. The cancellation fees stated in clause 18a are in addition to any fees which may be imposed by accommodation providers, activity operators, or transport operators.

19. Cancellation by Volunteer Voyage New Zealand

A) We may cancel a Tour at any time prior to the start date if, in our sole discretion, it is not viable for us to operate the planned Tour due to terrorism, natural disasters, political instability or any other external events.

B) You acknowledge and agree that VVNZ is not responsible for any expenses that may result due to any Tour cancellation. This includes but is not limited to visas, vaccinations, travel insurance excess or flights.

20. Photos and marketing

You grant VVNZ the irrevocable right to use any and all images taken during the Tour for advertising and promotional purposes. This right extends across all format. You acknowledge that this right is not granted in return for any consideration, royalties or payment whatsoever.

21. Privacy policy

A) The Volunteer acknowledges that personal information collected or held by VVNZ is provided and may be held, used and disclosed for the following purposes:

  1. administering, whether directly or indirectly, VVNZ’s Tours and contracts and enforcing VVNZ’s rights thereunder; and
  2. marketing Tours provided by VVNZ; and
  3. ascertaining at any time the Volunteer’s suitability for the Tour; and
  4. enabling VVNZ to notify any credit agency of any Tour Agreement for credit or default on any obligation of the Volunteer; and
  5. enabling VVNZ to communicate with the Volunteer for any purpose.

B) The Volunteer has the right under the Privacy Act 1993 to obtain access to and to request correction of any personal information concerning it held by VVNZ.

C) The Volunteer must notify VVNZ of any change in circumstance that may affect the accuracy of the information provided to VVNZ.

22. Claims and complaints

If you have a complaint about your Tour please inform your Leader in the first instance so they can attempt to solve the issue. If satisfaction is still not reached then any further complaint should be put in writing to us within 30 days of the end of the Tour.

23. Legal Dispute

A) The Volunteer agrees that for disputes arising between the parties where the claim is within the limits of the jurisdiction of the Disputes Tribunal the Volunteer expressly acknowledges and agrees that that this contract may be taken as agreement that both parties consent for the dispute to be referred to the Disputes Tribunal for resolution.

B) For disputes arising between the parties under this contract where the claim exceeds the limits of the jurisdiction of the Disputes Tribunal the parties agree that before referring the dispute to a third party a period of no less than four (4) weeks shall pass to allow both parties time to attempt to negotiate or mediate an agreement. Failing an agreement acceptable to both parties being formed, such disputes will be referred to a single arbitrator to be mutually agreed upon by the parties (or failing such agreement as appointed by the Arbitrators Institute of New Zealand council). Any determination of such arbitrator shall be final and binding on the parties and not subject to review.

24. Limitation of liability

A) In New Zealand, the Consumer Guarantees Act 1993, the Commerce Act 1986, the Fair Trading Act 1986 and other statutes may imply warranties or impose obligations on VVNZ which cannot by law (or which can only to a limited extent by law) be excluded or modified. In respect of such implied warranties, conditions or terms imposed on VVNZ, its liability shall, where it is allowed, be excluded or if not able to be excluded, shall apply only to the minimum extent required by the relevant statute.

B) The Volunteer acknowledges and understands that VVNZ is unable to guarantee delivery of the Tour and that it shall not be liable to the Volunteer, or to any other person, for any loss or damage caused by any delay in delivery however that delay is caused.

C) Except as provided for by clause 24a, VVNZ shall not be liable towards the Volunteer (whether incurred by the Volunteer or any other person) for any loss or damage of any kind (arising directly or indirectly from the Tour), however it is caused. For the sake of clarity, this includes but is not limited to loss and damage caused by inaccurate advice or recommendations, unintended use, unqualified use, unauthorised use, failure to follow instructions.

D) Neither party shall be deemed in default of this contract to the extent that performance of its obligations or attempts to cure any breach are delayed or prevented by reason of any Act of God, war, terrorism, fire, natural disaster, accident, act of government, strikes, unavailability of any component of the Tour, or any other cause beyond the reasonable control of such party.

E) The Volunteer hereby disclaims any right to rescind, or cancel any contract with VVNZ, or sue for damages or to claim restitution arising out of any inadvertent misrepresentation made to the Volunteer by VVNZ and the Volunteer acknowledges that they have entered into this Tour relying solely upon the Volunteer’s skill and judgement and not as a result of any inducement, representation or promise made by VVNZ.

F) The Volunteer shall indemnify VVNZ against all claims and loss of any kind whatsoever however caused or arising in connection with the Goods or Services.

25. Severability

A) In the event that any one or more of the provisions contained in these Terms and Conditions shall, for any reason, be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provisions of these Terms and Conditions and any other such instrument.

B) If there is any inconsistency between these Terms and Conditions and any Booking submitted by the Volunteer, or any other arrangement between the parties, these Terms and Conditions shall prevail, unless otherwise agreed in writing by the parties.

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