The following terms and conditions explain the services (the "Services") with which you are provided by FutureSense Travel Services Limited trading as 'GapGuru' and what we expect from you as a selected programme participant ("participant"). All references to "we", "us" and "our" refer to GapGuru and its affiliates or partners. All references to "you" are to the participant.
1. GapGuru Services
You may be abroad for a long time. However, we only agree to provide you with those Services as set out in your Itinerary and accompanying documents that form part of your Acceptance Pack. We reserve the right to make changes to the Services from time to time subject to these terms and conditions.
We endeavour to ensure that all programmes run as scheduled and all services and accommodation are provided as confirmed. However, if for any reason outside of our control, an element of the programme is not available, alternative arrangements will be made to minimise the impact. We will inform you of any changes as soon as possible.
We reserve the right to change an element of the programme if it will be beneficial to the participant or in the interest of your safety
Any problems/complaints should be resolved by prior discussions with your Local Representative whilst in country or after your travels with the operations team in the UK. If you feel that your problem has not been adequately dealt with, you may send a written complaint to our Newbury office in UK. Letters of complaint will normally be acknowledged within 3 working days, and a response sent as soon as relevant details of the complaint have been procured.
2. Participant obligations
You will provide us with appropriate evidence to verify information contained in your Application for the provision of the Services. Before your departure, we need evidence that you have:
· suitable travel arrangements from the U.K. to your overseas destination
· a valid passport and appropriate entry documents (see Visa below)
· had the necessary inoculations, within the appropriate time frame as recommended by a healthcare professional;
· obtained appropriate comprehensive travel insurance cover.
You are also required to successfully complete an interview to assess your suitability and provide references as required.
2.2 Visa (and immigration formalities)
You are always responsible for your own travel documents and must check the same to ensure that all necessary procedures are adhered to and that they reflect your travel arrangements. We do not accept any liability for financial loss incurred by failure to have the correct travel documentation.
Visas are issued by the relevant High Commission or Embassy, at their discretion and GapGuru cannot be held responsible for the type, duration or endorsements or restrictions provided by the relevant authority.
You will need to arrange your visa yourself or use the service of GapGuru to arrange the same on your behalf. When GapGuru arranges visas for participants, it relies on the accuracy of the documentation and information provided by you. All requested documentation must be submitted in a timely manner. We cannot be held responsible for any delay or additional cost caused by your failure to do so.
If you experience any problems with your placement or wish to leave the placement before the agreed finish date, you must discuss this with your Local Representative and placement organisation and notify us in writing. If you leave the placement without the express consent of GapGuru, you will cease to be under the auspices of GapGuru, in which case your visa may become invalid. In this circumstance, no fees will be refunded.
2.4 Code of Conduct
We require all participants, prior to departure, to sign a Code of Conduct. This sets out how we expect you to conduct yourself whilst in Country; your responsibilities to your placement and homestay family and personal behaviour.
We reserve the right to dismiss from the programme any participant who is deemed to be a danger to themselves or others or whose conduct is deemed to be detrimental to the programme. In the event of this case, we cannot be held responsible for any costs incurred by the participant and no fees will be refunded.
3. Fees and Payments
The fees for the Services (the "Fees") and the agreed payment dates are set out in our schedule of costs/ Invoice.
We reserve the right, by giving notice to you any time before departure, to increase the Fees to reflect
· increases in costs to us , caused by factors outside our control
· changes in dates or specifications requested by you
· delays caused by any instructions from you
· your failure to give us adequate information or instructions.
You are entitled, within five days of receiving our advice of such a Fees increase, to cancel by means of a registered letter that part of the Services to which the increase applies.
Any changes to the programme instigated by you require approval by GapGuru and will attract an Administration Fee of £ 35, in addition to third party costs.
If you fail to make any payment on the due payment dates, then, without prejudice to any other right or remedy available to us, we will be entitled to cancel our agreement in respect of the provision of the Services or suspend any further performance of the Services until all outstanding amounts have been settled.
4. Cancellation and refunds
We reserve the right to cancel your programme in full or in part if for any reason we foresee a significant problem in delivering the service offered. This may be caused if a project decides to pull out for any reason or if a minimum number of persons are not available for a journey. In such cases, we will offer you the opportunity for a similar programme or journey. If suitable alternative arrangements are not available, we will offer you a full refund.
We require an initial deposit of £150 when you book a GapGuru programme. This enables us to process your booking and schedule a place for you on one of our placements overseas. The deposit is non refundable, unless we are unable to fulfil the placement offer.
You are required to pay a 20 % deposit upon confirmation of your placement within the number of days specified in your "Confirmation Pack". Failure to do so may mean that you lose your place at the project of your choice.
You are required to settle the full balance of the Invoice as per the agreed payment schedule, but no later than 8 weeks before departure.
If you cancel prior to your departure, in addition to your application fee, you will be liable for the following fees:
Notice of Termination
(weeks before departure)
Fess due to GapGuru
More than 8
20% of Invoice amount + any third party costs
50% of Invoice amount + any third party costs
Less than 4 weeks
100% of Invoice amount
In the event that a participant chooses to leave a programme early, whatsoever the reason, no fees will be refunded.
5. Health and safety
You are required to declare any specialised health, medical or dietary requirements at the time of your booking confirmation.
Travelling before, during and after your programme is entirely at your own risk. Choosing to operate any motorised vehicles, obtaining the necessary license, permission and insurance is your responsibility.
We do not accept responsibility for any loss or injury (including, without limitation, loss of personal property, illness, death or personal injury) suffered by you, which is caused by a third party who is unconnected to GapGuru, or results from any programme or component of travel which has not been arranged by us
Whilst GapGuru recognises that it has a duty of care to ensure participants are safe, participants take part in all programmes at their own risk. We cannot accept responsibility for your health & safety whilst in the host country or for any loss or damage to property or any third parties property or persons howsoever caused.
Notwithstanding this, GapGuru does not seek to exclude or limit any liability for death or personal injury caused by negligence on its part or for any other loss or damage for which it is legally prohibited to exclude or restrict liability.
The participant hereby grants a royalty free, non exclusive license in favour of GapGuru in respect of all images captured or of any correspondence received by us from you during or after the placement (in whatever format) .Such license shall be granted in perpetuity and shall confer the right on GapGuru to reproduce all or any of such images or correspondence in whole or in part for use in any advertisement or promotional material of GapGuru as we see fit.
You agree to allow us to transfer any personal data held by us about you to the placement host or homestay family. We will access your personal data fairly and lawfully in accordance with the principles of the Data Protection Act 1998 for the sole purpose of continuing to provide the Services to you.
GapGuru shall be permitted to assign fully its rights and obligations in respect of our agreement with you and to subcontract any of our obligations. The participant shall not assign any of its rights or obligations under our agreement without the prior written consent of GapGuru.
Any advice or recommendation given by GapGuru or its employees or agents to the participant that is not confirmed in writing by GapGuru is followed or acted upon entirely at the participant's own risk. GapGuru is not therefore liable for any such advice or recommendation which is not so confirmed.
These conditions shall not confer any benefit or right of action on any third party and the provisions of the Contracts (Rights of Third Parties) Act 1999 and any subsequent or supplementary or modifying legislation are hereby excluded to the fullest extent possible by law.
Neither party shall be liable to the other for any delay or non performance of its obligations in respect of our agreement arising from any cause beyond its reasonable control including, without limitation, any industrial dispute, act of God, governmental act, war, fire, flood, explosion, civil commotion. The affected party so delaying shall promptly notify the other party in writing of the cause and the likely duration of the cause.
If any provision of these conditions is held by any competent authority to be invalid or unenforceable in whole or in part the validity of all other provisions of these conditions and the remainder of the provisions in question shall not be affected and shall remain in force.
These terms and conditions shall be governed by the laws of England and Wales and any dispute arising shall be determined by the Courts within that jurisdiction.