SLV INTL TERMS AND CONDITIONS
Please read all of the below information so you are aware of the contract you are entering into with us. The following booking conditions, together with the Code of Conduct and the rest of the documents in your SLV.Global Portal, form the basis of your contract with SLV INTL. Limited, 122 Minories, London, EC3N 1NT.
Please read all of the documents in your SLV.Global Portal carefully, as they set out our respective rights and obligations and also our expectations of you as a volunteer. By asking us to confirm your placement, we are entitled to assume that you have read these terms and conditions and that you agree to them.
These terms and conditions only apply to all placements you book with us and which we agree to make, provide or perform (as applicable) as part of our contract with you. All references in these booking conditions to “placement”, “booking”, “contract”, “package”, or “arrangements” mean such placement arrangements as have been explained to you unless otherwise stated.
“We” “us” or “our” means SLV INTL Ltd
“You” or “your” or "named person" means the client/volunteer
1. Booking Confirmation
1.1 Due to the specialist nature of the placements, participation is at our absolute discretion. We may refuse bookings if, in our opinion, you are not suitable to participate on the placement
1.2 To make a booking, you must complete our Placement Acceptance Form. This must be signed (completion of form accepted in lieu of signature) by the first named person on the booking. The named person must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking and by their parent or guardian for all participants who are under 18 when the booking is made.
1.3 By completing the Placement Acceptance Form, the named person confirms that he/she is so authorised. The named person is responsible for making all payments due to us. The named person must be at least 18 when the placement commences.
1.4 Subject to the availability of your chosen placement and receiving your request for a position on the placement, we will confirm your booking by issuing a confirmation invoice. This invoice will be sent to the named person.
1.5 Where you book through our website, any electronic acknowledgement of your booking is not a confirmation of it. Please check this invoice carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within ten days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so.
1.6 If you book through a third party please confirm your booking details with us directly. We regret we cannot accept any liability of mistakes made by another organisation.
1.7 We will communicate with you by e-mail in relation to your booking. You must accordingly check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Certain documents may need to be sent by post. References in these booking conditions to “send” and “in writing” include communication by e-mail.
1.8 If you wish to, you may contact us by e-mail for any of the reasons mentioned in these booking conditions (for example, to request an amendment) providing you do so to email@example.com
1.9 You are permitted to amend the date of your booking once without penalty, if you amend the date of your booking any further times an administration fee of £45 will be imposed.
1.10 Any placement amendments are subject to availibility and cannot be guaranteed in advance.
1.11 If you abandon your booking and then take it up in the future, any price increase which has come into effect since abandonment of the original booking will be applied to your total.
1.12 Your Placement Acceptance Fee is non-refundable, but is transferrable to a future placement in the same country when rebooked within 90 days of withdrawal from original placement provided the withdrawal is at least 8 weeks' in advance of the original placement commencement date.
1.13 The balance of placement fees, details of which can be found on our website, are required 8 weeks prior to departure. Any bank charges including any exchange rate shortfalls become your liability. Any late payments will result in a £45/$50/€50/$70AUD per week penalty.
1.14 If full payment is not received by 4 weeks before the placement commencement date you will be removed from the team.
2. Accommodation And Food
2.1 We provide your accommodation and food for the duration of your placement throughout the working week. Breakfast and dinner is provided in the homestay Monday to Friday and accommodation is provided from the day your placement begins to the final Friday of your last week on placement, exclusive of weekends.
2.2 For security reasons and to comply with local authority restrictions you are not allowed to invite or allow any person who is not a current SLV INTL volunteer or staff member to enter your accommodation without the express consent of the SLV INTL Operations Manager.
3.1 We consider adequate travel insurance to be essential. Your insurance must cover loss or damage to luggage and personal belongings, cancellation, curtailment, repatriation, legal expenses, medical and emergency travel, personal accident, personal liability, rescue and assistance, hijack, and travel delay. You are obliged to ensure that your policy covers all activities that you may be involved in during your placement.
3.2 Undertaking one of our placements overseas carries with it a degree of risk and you must be protected by adequate travel insurance for the duration of your trip. We are happy to offer advice on suitable policies on request, but it is your responsibility to ensure that you are appropriately covered. In particular, your travel insurance policy should cover.
- Emergency medical care and repatriation if necessary;
- Claims, including for emergency medical treatment, arising from the time you are on placement in a hospital or other clinical setting.
- Level 3 white-water rafting and other water-related activities.
- If you are participating in one of our field trips that is in another country your insurance must cover you for multiple countries.
We recommend that your policy cover should extend beyond the length of placement by at least two weeks.
4.1 Water based activities expose you to risks such as drowning, or being harmed by sea creatures; and land based activities expose you to risks. We accept your booking on the understanding that you appreciate the potential risks involved in participating in the placement, including injury, disease or loss/damage to personal property, inconvenience and discomfort.
4.2 Please note, it is the requirements and standards of the country in which any services which make up your placement are provided which apply to those services and not those of the UK/USA. As a general rule, these requirements and standards will not be the same as the UK/USA and will often be lower.
4.3 If you have any pre-existing health conditions we may require a doctor's note for you to participate in your placement.
4.4 If we require a doctor's note and it is not returned and completed to our satisfaction we reserve the right to remove you from your placement.
4.5 If after arriving in Sri Lanka, India or Indonesia it is evident that you have a health condition you have not disclosed to us we may, for your own safety, have to remove you from your placement.
4.6 If your mental or physical health becomes a concern during your placement or restricts you from participating fully in your placement we may, for your own safety and the safety of the rest of the team, have to remove you from your placement.
4.7 Any costs incurred as a result of being removed from your placement are your responsibility.
4.1 We promise to make sure that the placement arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these terms and conditions, we will accept responsibility if, for example, you suffer death or personal injury or your contracted placement arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted placement arrangements. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
4.2 We will not be responsible for any injury, illness, death, loss (including loss of enjoyment or possessions), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:
- the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or
- the act(s) and/or omission(s) of a third party not connected with the provision of your placement and which were unforeseeable or unavoidable or
- 'force majeure' as defined below
5. Visas, Passports, Health And Other Requirements
5.1 You must possess a full passport valid for at least 6 months beyond your return date of the placement and obtain a visa prior to entry.
5.2 Requirements may change and you must check the up to date position in good time before departure. A British passport presently takes approximately 2 to 6 weeks to obtain. If you or any member of your party haven't yet got a passport, you should apply for one at least 8 weeks before your placement. The UK/USA Passport Service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this. If you or any member of your party is not a British citizen or holds a non-British passport, you must check passport and visa requirements with the embassy or consulate of the country(ies) to or through which you are intending to travel.
5.3 It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Details are available from your GP surgery and from the National Travel Health Network and Centre www.nathnac.org. At the time of publication, we are not aware of any compulsory health requirements applicable to British citizens taking any of the placements we operate. Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with a doctor or clinic not less than eight weeks prior to departure to ensure that you have met the necessary requirements and have the applicable information.
5.4 It is your responsibility to ensure that you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by us, you will be responsible for reimbursing us accordingly.
5.5 We provide help and advice on obtaining relevant visas and work permits for your placement, but the issuing of these is at the discretion of the relevant authority and is beyond our control. Requirements may change without notice or a visa may be refused. We cannot accept responsibility for any difficulties that may arise pertaining to individual visas, immigration departments or difficulties with postage, should you be sending your documents away.
5.6 SLV will provide you with accurate information and an appropriate amount of time to obtain your visa for travel. Any failure to obtain the correct visa on time for your placement will mean exclusion from your placement and you may be denied entry to the country. SLV INTL accepts no responsibility for individual visa complications resulting from individual incompetence.
5.7 You are responsible for ensuring that your passport, visa and any other travel documents are valid for the duration of your placement.
5.8 Please note that visas issued for SLV INTL placements generally do not allow you to undertake any kind of paid work overseas. Taking on paid work without the proper permissions may be a serious offence for which you may be prosecuted.
5.9 Any amendment to visa documentation submitted to us will be subject to an administration fee of £45.
5.10 We ask all participants to obtain a valid Basic Disclosure. Please upload any valid DBS/Criminal Background Check to your SLV.Global Portal or obtain a new check if you do not currently hold one. You can apply for this here if you live in the UK. The process will differ if you are an American or Australian national. It is your responsibility to provide this information to us pre-departure.
6. Conditions Of Suppliers
6.1 Many of the services which make up your placement are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier's liability to you, usually in accordance with applicable international conventions. Copies of the relevant parts of these terms and conditions and of the international conventions are available on request from ourselves or the supplier concerned.
7. Amendments, Cancellations, And Curtailment By The Client
7.1 Amendments to placements or cancellations must be notified to us in writing by email to our UK office. Our overseas staff can provide help and advice on amendments and cancellations, but a verbal agreement will not represent a change to your contract with us.
7.2 Amendments to placement length must be notified to us a prior to your placement start date. If you choose to amend your placement after this date you will not be entitled to any refunds.
7.3 If cancelling your placement in country, you will not be entitled to any reimbursement of fees.
7.4 A significant part of the fee paid by you will be spent or committed to budgets prior to the start date of your placement, and we are therefore unable to offer a full refund if you choose to cancel. Your Placement Acceptance Fee is always non-refundable.
|Over 90 days||100% refund minus Placement Acceptance Fee|
|Between 90 and 60 days||70% refund minus Placement Acceptance Fee|
|Between 60 and 30 days||50% refund minus Placement Acceptance Fee|
|Less than 30 days||No refund|
7.5 If you curtail your programme, we cannot pay any refunds, and you will be responsible for any additional costs involved, including the cost of repatriation. We reserve the right to charge you an administration fee.
8. Amendments And Cancellations By SLV INTL Ltd
8.1 The nature of our overseas programmes is such that details of your placement (such as the hospital in which you are placed or the type of accommodation) may differ from those originally given to you. We will do our very best to minimise such changes, and to inform you promptly if changes do arise.
8.2 If we have to make a significant change or cancel we will as a minimum, where compensation is appropriate, pay you the compensation payments set out in the table below depending on the circumstances and when the significant change or cancellation is notified to you subject to the following exceptions. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where (1) we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable and the above options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or where a change is a minor one.
Period before departure a significant change or cancellation is notified to you
|Compensation per person|
|Over 56 days before departure||Nil|
|Less than 14 days||£150|
9. Force Majeure
9.1 If cancellation occurs due Force Majeure, or circumstances beyond our control, including security threats, terrorist activity, political instability or natural disasters, we will not be liable to refund any fees paid to us. We will, however, do our best to offer a similar placement in a different destination. You will be responsible for any costs incurred in changing to this destination, including changes to flights.
10.1 We are here to help you, and our staff in the UK and overseas will do their very best to provide the highest level of service. However, a formal procedure for complaints is set out below.
10.2 We are providing you with an opportunity to gain real-life work experience in a working psychiatric facility or other placement, and as such you will need to show a high level of independence and initiative, especially in dealing with problems as they arise. If you have any problem that you find difficult to deal with, or which you feel should be our responsibility to resolve, you should follow this procedure:
- Talk to the SLV INTL Area Supervisor for your area. This is the person with the greatest understanding of your local situation, and he or she will do their best to help you.
- If you are unhappy with the immediate response, or you feel the time taken to resolve the problem is too great, you should present your complaint to the SLV INTL Operations Manager in writing. If you are still unhappy with the response to your complaint, you should put it in writing to our UK office either by email or post as soon as possible.
- In the event of a claim for compensation, details of the claim must be received by us in writing no more than 30 days after the end date of your placement.
- The above procedure exists to enable us to identify and deal with problems and complaints as quickly and efficiently as possible. Failure to follow this procedure may compromise our ability to help you. We will not be responsible for problems or complaints not brought to our attention as above.
11. Your Responsibility
11.1 You agree to keep confidential all sensitive information and patient records disclosed to you during your placement.
11.2 Whilst at the hospitals and/or other institutions hosting your placement you agree to be bound by their rules, regulations and policies.
11.3 We reserve the right to take appropriate action in the event of behaviour which would reasonably be expected to give offence to hosts, project managers, work colleagues or others. This includes behaviour such as serious rowdiness or drunkenness, repeated breach of dress code, significant disruption to the team or projects, failure to turn up to work, or leaving work without any adequate reason, or in the event of an unreasonable inability, from whatever cause, to do the work expected.
11.4 Breaches of the SLV. Global Code of Conduct or any problem that we consider serious would be brought to your attention by a member of the SLV.Global team. If the problem still stood after five working days, or shorter period if urgent, a meeting will be called with the SLV In-Country Operations Manager, if the matter was not resolved to our satisfaction within a further five working days, or shorter period if urgent, you would be removed from your placement. Should you wish to stay in your destination country beyond that date, we would have no further responsibility for your food, accommodation, insurance or travel arrangements. Your visa would be cancelled and you would face deportation from Sri Lanka or Indonesia.
11.5 It would be at our discretion to suspend you from your work during this process.
11.6 Please note that your booking is accepted on the understanding that you come on the programme at your own risk. It is not possible for us to be responsible for the actions or omissions of those involved in your programme over whom we have no direct control, such as employees of airlines, local transport and others. Equally we are not responsible for loss or expense due to war, riots, strikes, terrorist activities, natural disasters, or bankruptcies.
11.7 Please note that we reserve the right to decline to accept any person onto a placement, or to require any participant to withdraw at any time, when such action is determined by the appropriate SLV INTL staff representative to be in the best interests of the health, safety, and general welfare of the programme or of the individual participant. In such a case, we accept no responsibility for any airline cancellation penalty incurred by the purchase of a non-refundable ticket or any other cost that you may incur.
11.8 Your Contract- A binding contract between us comes into existence when we receive your Placement Acceptance Fee and despatch our confirmation invoice to the named person. We both agree that English law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (“claim”) except as set out below. We both also agree that any claim must be dealt with by the Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings must either be brought in the Courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and any claim governed by the law of Scotland/Northern Ireland as applicable (but if you do not so choose, English law will apply).
12. Personal Data, And Image Rights
12.1 We will need to collect certain information such as your name and address, medical details, passport number, nationality etc in order to provide your Placement. For the Purposes of the Data Protection Act 1998, we are a data controller. We may pass this information to suppliers of your travel arrangements, including hotels and transport Organisations. We may also pass this information to security or credit checking Organisations, and to public authorities such as customs and immigration.
12.2 Your Placement is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strict in the UK. We will only pass on data, including sensitive information regarding disabilities or dietary and religious requirements, to people responsible for your travel arrangements. If we cannot pass this information to the relevant suppliers, in the EEA or elsewhere, we cannot provide your booking. When you make this booking, you consent to this information being passed to the relevant people.
12.3 By making a booking you acknowledge that we have the right to use images of you, including but not limited to photographs, film, or other similar creative materials, taken of/by you during your placement, for use in our marketing, or advertising material. If you do not wish for us to use any such images you should contact us at firstname.lastname@example.org.
13.1 The information contained on our website and in our other advertising material is believed correct to the best of our knowledge at the time of printing or publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your chosen placement (including the price) with us at the time of booking.