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Terms and Conditions of booking a Global Village trip with Habitat NI.

1. Introduction
Your contract is with Habitat for Humanity Northern Ireland (Habitat NI), registered charity number XR  18070, company limited by guarantee no. NI028376. In booking with us you agree to the conditions set out below so please read these booking conditions carefully as they set out our respective rights and obligations.

Habitat for Humanity’s vision is a world where everyone has a decent place to live. Our work is anchored by the conviction that housing provides a critical foundation for breaking the cycle of poverty. Every day, we work beside people to help build, renovate or repair their home in more than 70 countries around the world. Since 1976, we have served more than 4 million people.

In Northern Ireland more than 25,000 volunteers have joined Habitat NI in mission to build a shared and sustainable future. Locally and globally volunteers engage in practical projects which break down barriers and help change lives.

Your participation on a Habitat NI international volunteer team (Global Village team) plays an important part in working towards our vision. People who join one of our teams (Participants) travel to a partner programme that Habitat NI is supporting over the long-term. Participants travel to serve and learn from the community in which they visit. They not only bring their labour and their fundraising but bring laughter, motivation and a powerful message that the poor are not forgotten.  We want Participants to complete their team as advocates for the work of Habitat for Humanity and to work with us to help eradicate poverty housing over the long-term.

Habitat is a Christian organisation, an inclusive organisation that welcomes people of all faiths and no faith. Habitat NI expresses its Christian ethos through practical action and building quality relationships.  Decisions on Habitat NI beneficiaries are made on the basis of need and their ability to participate in the programme. As such there is no place on any of Habitat NI’s projects for proselytising or other activities that could bring Habitat for Humanity into disrepute.  Participants should be sympathetic to the ethos, vision and values of Habitat NI and conduct themselves in a manner that positively promotes the organisation at all times.

2. The nature of a Global Village Team
A Global Village team is normally made up of 10-15 individuals who come from all walks of life with various levels of experience and skills.  Sometimes, in certain circumstances, a smaller or larger group may travel. Some teams are part of an already established group, for example a church, business or youth organisation.  Other teams are made up of individuals who are applying by themselves or with a few friends.

A Global Village Team entails:
- Team Preparation: Joining a team, led by trained Team Leaders, Participants normally meet every 6-8 weeks to further understand the work of Habitat and its local and global impacts, learn more about the country to which they will travel , update on funds raised and to plan any team fundraising events.  Volunteer orientation and training, including a Health & Safety briefing, will also be organised centrally by Habitat NI.  Those participating in Youth Build will also be expected to attend a weekend residential facilitated by Habitat NI. Team members are expected to attend team meetings and participate in fundraising activities and other events organised by Team Leaders and/or Habitat NI. Participants will be supported by their Team leader and/or Habitat NI staff.

- Trip costs & donation – The Budget for the trip is stated at the time of booking and includes flights, logistics costs and a donation to support the work of Habitat. Participants will be expected to contribute personally and may fundraise towards their trip. Participants are asked to consider how much they personally contribute and how much is fundraised. Please see point 7 for further details.
  
- Building Project: Participants will work with Habitat for Humanity partners in the host country to build/renovate decent homes. Some teams may also work on incremental and innovative housing solutions such as water and sanitation programmes or community initiatives. The work teams do onsite is based on the needs of the project and the stage that construction work has reached. There may be some cultural activities and an opportunity for rest and relaxation to reflect on the experience before returning home. The emphasis is on teamwork and the expectation of Participants is that they will fully participate in team activities, promote good relations with fellow team members, respect cultural norms in the host country and act as ambassadors for Habitat NI at all times.


- Post Trip - After the trip, Participants should attend a team debrief and will also receive regular updates from Habitat NI on our work. Participants are encouraged to be a voice for Habitat NI in their community as an advocate, fundraiser or donor. Habitat NI will provide information and resources to support you to do this.   

Your booking to take part in a team confirms your willingness to participate in all aspects set out above.
 
Your booking is accepted on the understanding that, given the nature of the Global Village team, you will need to be flexible as some aspects of the team could change at short notice. You will not be asked to do anything you do not feel comfortable with and if there is any such activity it is your responsibility to inform the Team Leader.  In order to get the most out of the Global Village opportunity and to ensure that it is a safe and rewarding trip for all, Habitat NI expects Participants to abide by Global Village programme policies and processes and fully participate in preparations and the life of the team. 

Depending on the particular team, accommodation may be in the form of a shared room, a guesthouse, or even a tent! You may be eating local food. There will always be a plentiful supply of clean drinking water and we try to cater for specific dietary requirements. The provision of accommodation is subject to the 'house rules' of the accommodation or site. Your project will be taking place in a country where travel and accommodation standards are less developed than you are used to. Standards of accommodation will vary and in some locations you may have to do without essential services. All accommodation is selected to meet Habitat Minimum Standards for hosting teams. The project is based on using twin or triple accommodation (where applicable) and if you join a project alone you will be partnered with another member of the same sex to share accommodation. If you require a single room there may be an additional supplement.

You could be digging foundations, mixing concrete or mortar, laying blocks, making window frames, plastering, painting, or gardening. The work will depend on the nature of the country programme and the stage that the building/renovation programme has reached at the time of your participation in the project. No matter what the task, all Participants play an important role in helping our partner programme serve families in need and help transform lives through access to simple, decent housing.

3. Confirmation on a Global Village Team
No contract will come into force between you and Habitat NI in connection with the team until Habitat NI has all the information needed to process your application, has received your deposit and has confirmed your place in writing. Confirmation may be subject to satisfactory references being obtained.

A binding contract will come into existence as soon as we have issued you with written confirmation. The booking confirmation and these booking conditions form the entire agreement between us.

In circumstances where we reasonably decide that you cannot participate in the team for whatever reason your deposit will be refunded to you in full. 
     
The confirmation of a place on the team remains subject to the provisions of the insurance requirements and any new information that would make your participation in the team inappropriate. In such cases Habitat NI may restrict the activities in which you may participate or withdraw its offer of a place on the team at any time prior to the departure date.

4. Minimum Age
Participants must be at least 18 years old although 16-17 year olds may participate in Habitat NI’s Youth Build programme and on certain teams with the agreement of their parent or guardian.  Leaders on teams with minors will be vetted and checked in accordance with Access NI regulations and guidelines. 

 5. Health & fitness
Building projects are physically demanding and Participants must be in a suitable physical condition to undertake the project as set out in the itinerary. It is your responsibility to complete the medical questionnaire accurately and to inform Habitat NI of any pre-existing medical condition or any condition that arises after you have completed the application form that may adversely affect your involvement on the team or the involvement of other Participants.  Participants should only travel following the advice of a doctor or medical practitioner and in certain cases a letter may be required to confirm that a Participant is physically able to participate in the team and building project as set out in the itinerary. All participants are expected to visit their GP/Travel Clinic and take their advice regarding vaccinations required for their trip.

6. Disabilities and Medical Problems
Our teams are open to participants from all backgrounds. We make every effort to cater for any special requirements you may have, however we are not a specialist in providing travel opportunities for disabled people. If you have any medical problem or disability which may affect your involvement in the project you must provide us with full details on your application form (such information will be dealt with in a confidential manner).  Before we confirm your booking we will advise as to the suitability of your chosen arrangements.  Where a participant’s involvement needs specific medical, social or cultural assistance we may request that they travel with a companion. If we reasonably feel unable to properly accommodate the particular needs of the person(s) concerned we will not confirm your booking. If full details are not given at the time of booking we reserve the right to cancel the booking and may impose cancellation charges where appropriate.

7. Trip Budget
The Trip Budget is made up of a deposit, logistic costs and a donation to the work of Habitat for Humanity. These are separately identified in the brochure.
The following items are NOT included in the budget: personal spending money, specific team hoodies/t-shirts, vaccinations and anti-malarial tablets*.
*You will be advised beforehand if any of these apply.

We are challenging you to fundraise or make a personal donation to Habitat NI to enable it to achieve its vision of a world where everyone has a decent place to live. You are required to raise or donate an amount as specified in the brochure and your letter/ email of confirmation. It is thanks to the generosity of our donors that the work, which you will be part of during the trip, can continue every day. We encourage all participants to fundraise as much as they can to ensure Habitat can work beside many more families in urgent need of a safe place to call home. Raising these much needed funds will enable you to continue to build long after you return home. 
 
The deposit is required at the time of your application. At least half of the Trip Budget must be submitted to Habitat NI at least 12 weeks before the advertised departure date and the remaining half must be submitted to Habitat NI at least 4 weeks before the advertised departure date.

Every volunteer who raises money from third parties for an organisation is a trustee of the funds raised and must ensure that the organisation receives all the money raised.  It is your responsibility to ensure that funds raised for Habitat for Humanity are transferred to the organisation as soon as practicable.  All cheques should be made payable to Habitat for Humanity Northern Ireland and the systems in place for financial accounting must be completed as required.  Once Habitat NI has confirmed your participation on a team you are free to begin fundraising in accordance with the following requirements:
- you must comply with any fundraising and health and safety guidelines issued by Habitat NI;
- you must only use lawful means to fundraise for Habitat NI and must not do anything which harms or is likely to harm Habitat NI’s reputation. If in doubt, please ask;
- you agree to send an accompanying breakdown of how the money was raised (normally this will be your Individual Tracking Form);
- if you decide to fundraise for some or all of the logistic costs you agree that when you ask for money you make it clear to the donor that the money raised will cover the cost of your participation in the trip and a donation to Habitat for Humanity.
- you agree that Habitat NI can terminate your authority to fundraise at any time by sending written notice to the address you provided when you applied to join the team.

To assist you in your fundraising efforts we have outlined a number of guidelines and helpful pointers as well as ideas in the fundraising handbook and will send this to you as part of your orientation pack.

Please see points 21 and 22 for the processes in the event of cancellation.

8. Pricing and Surcharges
The price of your confirmed itinerary is subject to changes up until 30 days prior to travel, including transport costs such as fuel, changes arising from government action (such as tax changes) and currency fluctuations, all of which may result in a variation of your logistic costs. We will notify you as soon as possible of any increase in prices.  If this means that you have to pay an increase of more than 20% of the price of your confirmed travel arrangements (excluding any amendment charges and/or additional services or travel arrangements) you will have the option of accepting a change to another team if we are able to offer one or cancelling and receiving a full refund of all monies paid to us. Please see points 21 and 22 for the processes in the event of cancellation.  Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue of written confirmation from Habitat NI of price increases.

If there are any decreases in logistic costs within 30 days of your departure additional funds will be used in accordance with Habitat NI’s excess funds policy in support of the ongoing work of Habitat for Humanity.  

9. Accuracy
We endeavour to ensure that all the information and prices both on our website and in our marketing literature are accurate. Occasionally changes and errors occur and we reserve the right to correct prices. You must check the current cost and all other details relating to the arrangements that you wish to book before your booking is confirmed.

We reserve the right to amend the price of unsold team places at any time and correct errors in the prices of confirmed itineraries.

10. Financial Protection
We hold both Tour Operators Liability and Financial Failure insurance cover. Accordingly, all funds paid to us by Participants are fully protected in the event of Habitat NI becoming insolvent. In such circumstances we would also, where applicable, guarantee your repatriation.

11. Risk
Participation on a team may include activities that may be hazardous including (but not limited to) construction activities, loading and unloading of heavy equipment and materials and local transportation to and from the work sites.

Activities may include work that may be hazardous, including but not limited to, exposure to lead, asbestos and mold, which may cause or worsen certain illnesses, especially if protective equipment is not worn, exposure for extended periods of time, pre-existing immune system deficiency. 

The project may involve travelling to and from locations which pose risks from terrorism, war, insurrection or criminal activities. In order to protect employees and volunteers in all countries around the world, it is Habitat for Humanity policy that it will not pay a ransom or make any other payments in order to secure the release of hostages.  In making a booking you confirm that you understand and are prepared to accept any risks associated with the team.

12. Our Liability
We will accept responsibility for the arrangements we agree to provide for you as “organiser” under the Package Travel, Package Holiday and Package Tours Regulations 1992. Subject to these booking conditions, if we or our suppliers perform or arrange your contracted team arrangements negligently, taking into account all relevant factors, we will pay you reasonable compensation.

We will not be responsible or pay you compensation for any injury, illness, death, loss, damage or expense, cost or other claim of any description if it results from:-
- any act or omission on your part;
- any act or omission of a third party unconnected with the provision of the contracted services;
- unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or
- an event which either we or our suppliers could not, even with all due care, have foreseen or forestalled.

We limit our liability to you as follows:-

(a) in the event of death     -  £50,000
(b) in the event of disablement   -  a maximum of £125,000 dependent upon the nature of the disability sustained
(c) in the event of overseas medical treatment or repatriation being required -  a maximum of £10,000,000
(d) in the event of loss or damage to your personal property   -  a maximum of £5,000
(e) in the event of loss of personal money or fraudulent use of credit, debit or charge cards -  a maximum of £5,000


When making any payment to you we are entitled to take into account any compensation which you have received or are entitled to receive from any other party in relation to the complaint or claim in question.

It is a condition of our acceptance of liability under this clause that you notify any claim to us and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.

Where any payment is made you must assign to us or our insurers any rights you may have to pursue any third party and must provide us and our insurers with all assistance we may reasonably require.

13. Insurance
Habitat NI provides third party liability coverage for employees and volunteers of Habitat NI for negligent acts which cause bodily injury or property damage to a third party arising out of acts within the scope of activities and direction of Habitat NI.  This cover is limited to USD$1,000,000 per occurrence.

Habitat NI provides travel insurance for all participants through a group policy which covers work on a Habitat for Humanity construction site, medical emergencies as well as cancellation, the loss or theft of personal property or cash and delayed baggage. A summary of the policy will be supplied with your Orientation Pack and a copy of the full policy can be provided on request. If you feel that more comprehensive protection is required it will be your responsibility to effect separate additional travel insurance.

If the travel is to a country that is a member of the European Union you are required to take a European Health and Insurance Card with you.

15. Extending your trip
If you decide to extend your trip for a period of independent travel, Habitat NI may be able to extend your flights and your travel insurance cover under our policy for up to a period of 1 month. You will be liable for any additional costs incurred by the flight extension and for a £50 charge to cover administrative costs.  You must check the insurance policy to ensure it covers your proposed activity. If you are unclear please raise with us so we can clarify with the insurer.  Habitat NI accepts no responsibility for any additional travel plans or activities outside of the organised team project. 

16. Safety & first aid
Participant safety is of paramount importance. Building sites are dangerous places and accidents can happen. The Habitat NI priority is to minimise the risk of any accident happening, both on and off the building site. A risk assessment is in place for building/renovation projects and regular site inspections will be made.  Information on Health and Safety (H&S) will be provided to participants in their orientation pack and in the H&S briefing as part of the Orientation Day. It is your responsibility to take heed of this information and also to use your common sense. If in doubt you should always ask the Team Leader. You should not, and are not required to, do anything you feel uncomfortable doing.

Habitat NI takes the issue of health and safety seriously.  Health and safety is everyone’s responsibility and each Participant has a responsibility to manage risks.  You understand fully that taking part in the project is not without risk. You take part entirely at your own risk and agree to indemnify us, our employees, agents, sub-contractors and suppliers against claims for loss or damage to personal property or for loss or consequential losses or claims through your participation in this project arising from your own actions.

Should there be an accident and you require first aid, first aid will be available through Habitat staff or a first aider on the team. We encourage Participants to also bring a small personal first aid kit with them.

When required, you will be asked to wear safety equipment by the Team Leader or site supervisor. When such requests are made it is essential for your safety and that of others that you comply with the request. If you fail to comply the Team Leader may deny you access to the site, limit your activities on the project or terminate your involvement on the team without any liability on the part of Habitat NI.

All Participants will be sent a packing list in the orientation pack which includes boots or sturdy shoes.  Participants will not be permitted unto the building site if they do not have adequate footwear.  If in doubt, please ask.

 17.  The Team Leader
The Team Leader is there to support participants, help build an effective team and to ensure that the team remains healthy and works in a safe manner. When the Team Leader makes a request it is essential that you abide by the request.

If you commit an illegal act whilst on the project or in the reasonable opinion of the Team Leader your behaviour is likely to cause danger or distress to other Participants, the Team Leader may deny access to the site, limit your activities on the project or terminate your involvement on the team without any liability on the part of Habitat NI.

18. Behaviour
Habitat NI expects all participants to be sympathetic to the ethos, vision and values of Habitat NI and behave in a way that positively promotes the organisation at all times. You must comply with the laws and regulations of the country or countries visited and comply with all reasonable instructions of the Team Leader relating to the safety and organisation of the team. If in our opinion or that of any of our suppliers you are behaving in such a manner as to cause danger or distress to others or cause damage to property, your team arrangements may be terminated by us or the supplier concerned.  In such an event, we shall have no liability to you and will not be responsible for making any refunds, paying any compensation or meeting any costs or expenses you incur as a result. Furthermore, you must meet any expenses we incur as a result of your behaviour.

19. Transfer to an alternative team
Transfer of a booking will only be accepted where possible and in the event of exceptional circumstances. Please email your GV Coordinator if you wish to transfer your booking. We will fully consider your application to transfer and will endeavour to assist but cannot guarantee to agree a transfer. We will advise you of the costs of transferring the booking after considering your application.

20. Media
You agree that any photography or media taken prior to, during or after the project, which may include you in it, may be used in publicity material connected with Habitat for Humanity’s work and that we will retain all rights, title and interest in such photography or media made by us including but not limited to any royalties, proceeds, or other benefits derived from such material.

Habitat NI is signatory to the Dochas Code of Conduct on Image and Messages and Uploads which commits to high ethical standards in creating publicity and marketing materials. All Participants on Global Village trips must adhere to the ethos of the Code when documenting their in-country experience. Information on the Code will be circulated to Participants in advance of the trip.

 21.  Cancellation by you
If you need to cancel your booking, your cancellation must be made in writing, either by email or post, at the earliest opportunity.

If your cancellation is received prior to 30 days before the departure date, Habitat NI will retain your deposit and return any of the outstanding logistic costs that are not at that point paid or owed to third party suppliers, except any costs that have been raised by donations from third parties shall be dealt with as detailed below. 

If your cancellation is received within 30 days of the departure date Habitat NI will not be liable to make any refunds, except that any costs that have been raised by donations from third parties shall be dealt with as detailed below.

Depending upon the reason for cancellation, some costs may be recoverable through your group travel insurance policy.  Further details can be provided upon request.
 
Your booking is accepted on the basis that the refund decision of Habitat NI is final.

Within one week of cancellation you must send to Habitat NI any money held by you that is donated by third parties together with details of the donors. Unless third party donations are expressly conditional on you completing the project they will be treated as unconditional donations to Habitat NI and retained by Habitat NI. For any donations that are expressly conditional on you completing the project, Habitat NI will, so far as reasonably practical, seek the permission of the relevant donors to retain the donations, despite cancellation. If such a donor does not give permission, Habitat NI will return the donation to the donor. If a donor cannot be contacted after making reasonable efforts Habitat NI will retain the donation. 

22. Cancellation by Habitat NI
There may be circumstances which mean that Habitat NI has to change or cancel your team.  If circumstances outside the control of Habitat NI mean that the relevant team is no longer viable, we will as far as possible seek to re-schedule the team to another country and/or another time. However, Habitat NI may need to cancel a team at any time for a variety of reasons. Habitat NI may cancel, for example, due to the UK government or Habitat for Humanity International issuing advice against travel, or if fewer participants than expected have been confirmed on the team or if for any other reason the project is no longer viable (as determined solely by Habitat NI)

If Habitat NI cancels a team for any reason then you may accept any substitute team that we are able to offer or receive a full refund of any logistic costs paid except that any monies that have been raised by donations from third parties shall be dealt with as detailed in clause 21 above. Where feasible, Habitat NI will assist you to make an insurance claim for any losses you may incur.


 23.  Passports and Visas
It is your responsibility to fulfil the passport, visa and other immigration requirements applicable to your itinerary. We will provide general information about the passport and visa requirements for your trip. Participants are responsible for providing a copy of their passport as part of their application form. If a visa is required for the country you are travelling to Habitat NI will provide guidelines on completing the visa application form and where possible will submit your application and passport to the relevant embassy for processing.  If this is not possible, supplementary information will be provided to enable you to submit your own visa application.  Your specific passport and visa requirements and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates.

We can provide general information about any health formalities required for your trip but you should check with your own doctor for your own specific circumstances.

We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to indemnify us in relation to any costs which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year you should check with the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit www.passport.gov.uk  Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit www.fco.gov.uk. The Foreign and Commonwealth Office (FCO) provide up to date information on safety issues worldwide, visit www.fco.gov.uk/knowbeforeyougo or www.dfa.ie for the Irish Foreign Office.  Non-British Citizens, including other EU nationals, should contact the Embassy, High Commission or Consulate of your destination for up to date advice on passport requirements.

24. Data Protection
Habitat NI receives and processes personal data for the purposes of accepting a person onto a team, managing team logistics, assessing the suitability of work and activities and, if it occurs, managing a team incident.   Habitat NI will not pass on personal information to any third parties unless that party has a direct interest in the individual.  Third parties that will have an interest include Team Leaders or any other organisations which may be undertaking responsibility for any aspect of the team.  After the completion of your team project Habitat NI will keep you up to date with information about our work unless you denote on your application form that you do not wish to receive updates.  

25. Force Majeure
Except where otherwise expressly stated in these booking conditions, we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or the supplier(s) of the service(s) in question could not, even with all due care, foresee or avoid. These events can include (but are not limited to) war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our control or the control of the supplier(s) concerned.

Advice from the Foreign and Commonwealth Office to avoid or leave a particular country may constitute Force Majeure. We will follow the advice given by the Foreign and Commonwealth Office.

26. Complaints
If you have a complaint which cannot be resolved by the Team Leader, you should address it in writing to Habitat NI’s Chief Executive.  A complaint must be received within one month of the incident giving rise to the complaint.

You will receive a reply within one month of our receiving the complaint. The decision of the Chief Executive will be final.

27. Severability
In the event that any part of these Terms and Conditions is declared by any judicial or other competent authority to be void, voidable or illegal that part shall, to the extent required, not form part of these Terms and Conditions but the validity and enforceability of the remaining Terms and Conditions shall not be affected.

28. Governing Law
These Terms and Conditions shall be governed by the Law of Northern Ireland and subject to the exclusive jurisdiction of the Courts in Northern Ireland.

29. Documentation
Please contact us immediately if any of the information you receive from us appears to be incorrect or incomplete as it may not be possible to make changes later. We regret that we cannot accept responsibility if you do not tell us about any mistake 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 in doing so. The only exception to this requirement to meet any costs is where the mistake was made by us.

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