Terms & Conditions
Welcome to Kilimanjaro Volunteers Exposure (hereinafter KIVOLEX). Please read the Terms and Conditions (hereinafter T&Cs) of KIVOLEX carefully before submitting your online application form. By clicking on the box besides the words “I have read and I accept the Terms and Conditions” in the online application form, the user acknowledges and accepts the T&Cs of the service and agrees to become a “USER” of KIVOLEX. If you do not agree to all of these T&Cs, please do not join a program and navigate away from this site.
We may change these T&Cs from time to time. As a consequence thereof you agree to check these T&Cs periodically, and every time you join a program.
When referring to payment dates to KIVOLEX or local NGOs, we refer to the RECEPTION of the payment; i.e.; KIVOLEX must RECEIVE its registration fee ONE WEEK after being accepted to the program and the local organization must RECEIVE its program fee 45 days prior to the start of the program, (unless otherwise stipulated). The same applies for all other due dates.
Volunteers are solely responsible for arranging and paying all the expenses derived or expected to be derived as a result of the travel, specifically, but no limited to, all the airfares or other transport costs to and from the host country as well as any local transport costs (there are exceptions to this rule as some local host organizations cover transport costs between the elective accommodation and the elective work placement). It is the responsibility of the elective to carry all necessary documents when traveling abroad. Although KIVOLEX may guide the elective on required travel documentation, we are not responsible for any supporting documents that might eventually be necessary for the elective’s travel needs or other purposes. Volunteers are responsible for ensuring their travel documents are up to date and valid for travel.
Additionally, start and end dates are fixed. If you arrive late to your program or miss days during your program, regardless of the reason, we will not reimburse you. If you stay extra days, either before or after the program period that you signed up for, you will be charged for the additional days at a rate determined by the local host organization in accordance to their pricing policy.
2. Cancellation and Refund Policy
Details of our registration fees are set out in our pricing policy (see the pricing policy section underneath). The registration fee is refundable up to forty five (45) days before the start of the elective’s placement in the host country. All refunds will be made, except the costs incurred when processing the refund, such as bank and transaction fees and an KIVOLEX processing fee (€20). If the elective changes the start date, the date used by KIVOLEX for refund purposes will be the earliest starting date indicated by the elective, unless agreed otherwise.
The process for requesting a cancelation & a refund is as follows; The elective should send an email to firstname.lastname@example.org stipulating that he/she wants a refund. Upon receiving your email inquiring for a refund, KIVOLEX will send you an acknowledgement email. In case you do not receive a reply from KIVOLEX within five (5) days, you should assume that we did not receive this email, and you should send it again and contact us directly. Requests for registration fee refunds must be received by KIVOLEX forty five (45) days before the start of the elective’s placement.
After receiving the acceptance email, Volunteers shall pay the registration fee within seven (7) days (see the pricing policy section underneath). If KIVOLEX does not receive the registration fee, your placement will not be confirmed and you may need to reapply.
KIVOLEX reserves the right to revise the registration fee at any time. Registration fee revisions will be duly updated via the KIVOLEX website. Registration fee revisions are not applicable to electives who have already submitted their online application form before the revisions have taken effect. I.e.: If a elective applies on 01.01.2020, the registration fee that he or she paid upon that specific registration will be maintained, regardless of changes to KIVOLEX´ registration fee policy (if the registration fee were to increase, say on 02.01.2020, then the elective would not have to pay any extra fee for his registration). A elective’s placement on a program cannot be confirmed until the registration fee has been paid in full. All registration fee payments may require a transaction fee charge of approximately 5% to cover PayPal fees (where applicable) and/or bank fees.
Details of the program fees are stipulated on our website. Program fees are paid indirectly (via KIVOLEX) to our partner organizations, who have their own refund policies. As a consequence thereof they are not refundable by KIVOLEX. Program fees are subject to change, but will not affect electives who have already paid their registration fee. Volunteers who cancel their program for whatever reason and then submit an application to a program again are subject to any variation that may have occurred regarding the program fees and/or the T&Cs. Program fees are due 45 days prior to the beginning of the elective’s program placement, unless stipulated otherwise. Failure to make this payment can result in a loss of elective placement with no refund of registration fee. All program fee payments may require a transaction fee charge of approximately 5% to cover PayPal fees (where applicable) and/or bank fees.
Once your placement program start date has reached and you have arrived in your program destination country, KIVOLEX will not refund any of the program fees. Program Fee refunds depend entirely on the local host organization’s pricing and refund policy and in most cases a refund is not possible. Volunteers will keep in mind that if they decide to take time off during the placement, or if they leave earlier (for whatever reason that may include family matters, medical emergencies, dissatisfaction with the placement, visa issues, general change of plans, among others) no fees will be refunded.
Registration fees and program fees are not transferrable to other persons.
Change of Dates and Duration
After submitting the application form and before the beginning of the program, electives are entitled to change their starting date and/or duration once (at least 45 days prior to program start), at no additional cost. If they need to change their start date or duration a second time they will be required to pay an administration fee of 50€ for each change they make. ANY CHANGES in start or duration less than 45 days prior to program start will be subject to evaluating local possibilities and will come at an extra cost of 120€. The registration fee will only be valid for new starting dates within the following twelve months from the original start date.
Change of Destination
After submitting the application form and before the beginning of the program, electives are entitled to change their destination once (at least 45 days prior to program start), at no additional cost. If they need to change their destination a second time they will be required to pay an administration fee of 50€ for each change they make. ANY CHANGES in destination less than 45 days prior to program start will be subject to evaluating local possibilities and will come at an extra cost of 120€.
The process for changing the start &/or end date and destination is as follows; The elective should send an email to email@example.com stipulating that he/she wants to change the start and/or end date(s) or destination. Upon receiving your email inquiring for such a change, KIVOLEX will send you an acknowledgement email. In case you do not receive a reply from KIVOLEX within five (5) days, you should assume that we did not receive this email, and you should send it again and contact us directly.
Code of Conduct
If you are accepted into the program that you are applying for, you automatically agree with our Code of Conduct. The following paragraphs detail our expectations of you as they relate to you joining our program(s).
The elective must abide by the rules put in place by KIVOLEX’s partner organization, elective placement institution and/or host family. Drug use (unless prescribed by a doctor) is strictly prohibited and will result in instant dismissal from the program with no refund. With regards to alcohol consumption, the elective must abide by the local laws/rules & regulations. We explicitly ask the elective to inform him/herself in detail concerning the above.
The elective should act in an exemplary fashion, respecting the local culture and norms and, above all, respecting local laws.
If, at any time during your program, we feel that you are not abiding by the Code of Conduct, we or the host organization reserve(s) the right to ask you to leave. You will not be reimbursed for the fees you paid.
By accepting the terms and conditions you automatically accept to abide by our code of conduct.
You accept and acknowledge that traveling to a developing foreign country and/or to remote areas involves inherent risks and dangers.
Therefore, KIVOLEX, including any and all of its employees, managers, directors, shareholders, host families and host country partner organizations are not liable, to the maximum extent of the law, for any loss or harm the elective or associates may suffer, including but not limited to loss caused directly or indirectly by:
The maintenance or operation of any vehicle utilized to transport passengers;
Transportation failures whether by airplane, train, car, boat or other watercraft, horseback or other animal, by foot or by any other conveyance;
Risks associated with food or impure water;
Consumption of alcoholic beverages;
Dangers associated with wild or other animals;
Stolen, lost or misplaced property;
Forces of nature;
Acts of terrorism;
Accident or illness in remote regions without means of rapid evacuation or availability of medical supplies and facilities;
Adequacy of medical attention once provided.
You accept and acknowledge that personal injury or illness, emotional trauma, property damage and death can occur by natural causes or activities of persons or animals, either as a result of negligence or because of other reasons. You accept that KIVOLEX will not be held liable, to the maximum extent of the law for any of the aforementioned accidents and their possible consequences.
For all the programs shown on our website, we require that the elective takes out a travel medical insurance, including emergency evacuation, throughout his / her elective placement. KIVOLEX does not include any type of insurance in the package of the elective program, be it medical, travel or any other type of insurance. There are many different insurances available in the market and you know best what is right for you. Before your departure we will ask you for general information about your insurance, but it is your sole responsibility to determine its adequacy and any associated details like coverage levels and deductibles. If you fail to provide us with the requested insurance information within 30 days prior to your program start date, KIVOLEX can cancel your spot and your fees will not be refunded.
Further, you understand that KIVOLEX does not and shall not maintain health, medical or disability insurance coverage for any participant in one of our programs. You understand that KIVOLEX will have no liability regarding the adequacy of any evacuation plan, medical care, equipment or supplies that may be provided. You acknowledge that injuries received may be compounded or increased by negligent rescue operations or procedures of third parties.
You release, waive and agree not to hold liable and/or sue, KIVOLEX for any act of negligence or injury caused by any first aid, treatment or service administered to you. You agree to be responsible for your own welfare, and accept any and all risks of property loss or damage, unanticipated events, personal injury or illness, emotional trauma and even death.
To join any of our programs there is an application form that you must complete and submit. KIVOLEX reserves the right not to accept a elective for a program for any reason.
Additionally, we rely upon any statements or representations that you make in the application form or during the application process as being true.
Unless otherwise indicated, for all our programs we require that you submit to KIVOLEX a police background check. This background check should be done by the police a maximum of 90 days prior to start of the program and should be received by KIVOLEX at least 30 days prior to the start of the program. If you do not supply it to us 30 days prior to the program start, KIVOLEX can decide to not let you join our program and not refund your fees.
KIVOLEX charges a set registration fee for each elective that applies and is accepted to one of our partner programs.
KIVOLEX´ only income comes from the charge of this registration fee.
100% of the program fee goes directly to the local host organization. The payment is paid to KIVOLEX who then transfers 100% of this payment to the local host organization.
KIVOLEX does not charge any commission to the local host organization.
All registration fee and program fee payments may require a transaction fee charge of approximately 5% to cover PayPal fees (where applicable) and/or bank fees.
If a elective wants to change their start date, destination or duration a second time they will be required to pay an administration fee of 50€ for each change they make. ANY CHANGES in start, duration or destination less than 45 days prior to program start will be subject to evaluating local possibilities and will come at an extra cost of 120€.