Our Policies

Supporting Documents and Information

You are only fully confirmed as a Voluntraveler once you have provided all supporting documents and information as outlined during our application process and in your Information Package. This includes your application, resume and references, and proof of travel medical insurance. This might also include: a criminal record check or clearance letter, proof of CPR or medical certification, or other specialized documents related to your professional experience.

Deposits

After your application has been accepted, a deposit of one week's fees ($499 USD) is due in order for us to confirm your volunteer position. Payment can be made by cheque or money order to:

Voluntraveler
28 Ross St
Toronto, On
M5T 1Z9
Canada

Payment in Full

The remainder of the fees for the full length of your stay is due 30 days prior to beginning your volunteer placement. Payment is to be made to the address above. Following your full payment, we will confirm your in-country hotel and/or bus reservations, airport pick-ups and other details.

Refunds

Your deposit is non-refundable under any circumstances. If you must cancel your trip and you let us know 30 days ahead of your scheduled arrival, we will refund any fees paid to Voluntraveler above $499 USD.

Cancellation by Voluntraveler

If your placement is canceled by Voluntraveler and has not yet begun, you will be entitled to a full refund within 90 days of cancellation. If your placement is canceled by Voluntraveler once your placement has begun with one of our partner charities, we will refund you a percentage of the program fee based on the percentage of the program you had yet to complete. For example, if you had committed and paid for a 6 week program and it is canceled by Voluntraveler after you have completed 3 weeks (50%), you would be refunded the remaining 50% of your program fees.

Removal of the volunteer by the host organization for reasons of mis-conduct or violation of the volunteer agreement between either Voluntraveler or the partner charity is not considered cancellation by Voluntraveler.

Code of Conduct

While you are volunteering, you represent Voluntraveler as well as your local host organization. Voluntraveler programs are typically located in small communities, and foreigners are a noticeable presence in these communities. Please act in accordance with the professional standards set by the local staff and local institutions. We require the following of our volunteers:

  • behave honestly and with integrity
  • act with care and due diligence
  • treat everyone with respect and courtesy and without harassment or discrimination
  • comply with any lawful and reasonable direction given by Voluntraveler or program staff
  • maintain appropriate confidentiality about dealings that the volunteer has with any member of staff, fellow volunteer or persons present at programs
  • disclose and take reasonable steps to avoid any conflict of interest (real or apparent) in connection with Voluntraveler
  • use provided resources in a proper manner
  • not provide false or misleading information in your application for a placement with Voluntraveler
  • not make improper use of information gained whilst on your placement or your duties, status, power or authority in order to gain or seek to gain a benefit or advantage for yourself or for any other person
  • at all times behave in a way that upholds the values of Voluntraveler, our integrity and the good name of Voluntraveler and our partner organizations
  • while overseas volunteers must comply with all the rules of their specific program
  • the volunteer is responsible for paying for any damage they may cause at their program or accommodation provided by Voluntraveler
  • the volunteer will respect all local laws, regulations and the culture of the country in which they are based

In addition gross misconduct will be considered to have occurred if a volunteer's actions may jeopardise the functioning or good name of Voluntraveler or our partner organizations in any way. Gross misconduct is considered as but not limited to:

  • Physical violence
  • Excessive alcohol consumption or drug abuse
  • Deliberate damage to property
  • Theft and/or fraud
  • Negligence which causes serious consequences for Voluntraveler or partner organizations
  • Breaking the laws of the country in which the volunteer is based, even if it is not an offense in the volunteer's country of origin

Volunteer Dismissal

If the volunteer is considered to have committed gross misconduct or any serious breach of the Voluntraveler code of conduct occurs, the volunteer will be removed from the program. This will be effective immediately and no compensation or refund will be forthcoming in these circumstances.

Accommodation and Living Conditions

Due to the nature of the countries in which our projects operate, the standards of accommodation and hygiene will be to local standards and may, in some cases, be below Western standards.

Travel Insurance

Voluntraveler considers comprehensive travel insurance, provided by a well established company, to be of an absolutely essential nature. Please do not forget to take all documentation provided by your insurer with you when you travel. Travel insurance should be purchased upon confirmation of your volunteer placement, you must declare to your insurer the nature of your volunteer work.

It is a condition of booking that all volunteers have a valid travel insurance policy to cover the entire duration of their trip which extends to include volunteer work. If you are unable to provide documentary evidence of a valid insurance, your booking may be cancelled at the sole discretion of Voluntraveler without any refund.

Health and Medical Consent

Visit your doctor for your vaccinations, tell your doctor where you will be going and that you will be working with children and / or animals, you can then discuss the vaccines required. Some vaccines can take months to become active so please consult your doctor at the earliest possible opportunity.

You agree that Voluntraveler or partner organization program staff can give consent for you to be treated if you are unable to give that consent for yourself due to your medical condition.

Medical Emergencies

Local staff at Voluntraveler partner institutions are very sympathetic and try to be as helpful as possible in any situation. If you need to seek out medical attention, please understand that there may not always be medical help available in small communities, and you may have to travel some distance on your own to the closest hospital.

Visas and Flights

You are solely responsible for arranging all your visa and transportation needs to reach the program site. We will not be held liable for your being refused access to any country or transportation due to failure by you to obtain the correct documentation.

Voluntraveler and partner organisations will not be responsible for any extra costs incurred due to flight cancellations or delays.

Force Majeure

Voluntraveler will not be deemed to be in breach of these terms and conditions in the case of Force Majeure. We cannot accept liability, pay compensation or meet any additional costs or expenses of the volunteer in these situations. This is any circumstance beyond the control of Voluntraveler which results in us being unable to provide the services we have agreed to supply. This is defined as, but not limited to, War, the threat of War, acts of God, terrorist attacks, civil unrest, nuclear accidents and government acts.

Privacy Policy

Voluntraveler collects applicant's data for internal use only. The personal data you supply to Voluntraveler will be used only by us and our partner projects and will not be passed to or sold to any outside organisation. Your e-mail, contact details and all the information supplied to Voluntraveler by you are sent to the program you will be assisting to ensure a high standard of product quality and line of communication. We take your privacy very seriously and do everything possible to protect it.