Version 1.0

Please read these Terms and Conditions carefully before submitting your application to participate in a Travel Roots volunteer program. By submitting your application, you confirm your acceptance of, and agreement to be bound by, these Terms and Conditions of Service.

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Definitions

• All prices referenced in these Terms and Conditions are in Euros (€), unless otherwise stated.

• All timings referred to in these Terms and Conditions are based on United Kingdom Standard Time.

• Travel Roots Ltd is a limited company registered in the United Kingdom under company number 15836905.

• The term “volunteer” refers to any individual who applies to participate in a Travel Roots volunteer program.

• The term “Independent Local Team” refers to the local staff, partner organisations, or contractors responsible for delivering and managing the volunteer program at the destination.

• The term “Travel Roots website” refers to www.travel-roots.com.

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Acceptance onto a Program

Travel Roots reserves the absolute right to accept or decline any application at its sole discretion, without obligation to provide justification.

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The volunteer certifies that all information provided as part of their application is complete, accurate, and truthful, including but not limited to personal background, qualifications, experience, medical history, and current state of health.

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The volunteer confirms that they are physically and psychologically capable of undertaking all activities related to their chosen program. Travel Roots accepts no liability for errors or omissions in the information provided by the volunteer.

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If it becomes apparent, prior to or during the program, that a volunteer has provided inaccurate, incomplete, or misleading information, or withheld relevant information, Travel Roots reserves the right to cancel the application or terminate participation without entitlement to any refund or compensation.

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Custom accommodations or specialist support for volunteers with specific needs cannot be guaranteed. If, prior to the start date, the Independent Local Team determines that they cannot meet a volunteer’s requirements or ensure their safety, Travel Roots reserves the right to cancel the placement. Alternative program options may be offered where possible.

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Prior to starting their program, all volunteers are required to review and sign any Travel Roots Release & Waiver and Code of Conduct documents. Volunteers may also be required to sign additional agreements or waivers provided by the Independent Local Team during orientation.

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Travel and Documentation

The volunteer is solely responsible for arranging and funding their travel to and from the program destination. This includes any internal transport not explicitly included in the program fee.

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It is the responsibility of the volunteer to obtain and carry all necessary documents for travel, including valid passports, visas, permits, and medical certificates.

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Travel Roots may offer guidance regarding travel documentation, but the volunteer acknowledges that such advice is general in nature. Travel Roots accepts no responsibility for the accuracy of this advice or for obtaining any necessary documentation on behalf of the volunteer.

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Insurance

All volunteers are strongly advised to obtain comprehensive travel insurance before commencing their program. Some Programs, this is mandatory. This insurance should cover, at a minimum: medical care, including hospitalisation; personal liability; trip cancellation or interruption; loss, theft or damage of personal property; emergency evacuation; and repatriation.

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Travel Roots reserves the right to request proof of such insurance at any time before or during the program. Volunteers without adequate insurance may be denied participation without refund.

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Program Fees and Payments

Travel Roots does not charge a registration fee. Instead, service fees applied to the total program cost cover essential expenses, including transaction fees, administrative support, flexible booking options, taxes, and partner management costs.

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Program fees must be paid in full no later than thirty (30) days prior to the volunteer’s program start date. If the booking is made within the 30 days, the volunteer must pay in full within 7 days. Instalment options are available throughout all of our programs, however full fees must still be made within the allocated time.

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Failure to make timely payment may result in cancellation of the volunteer’s placement.

All program fees are refundable however, payments attract a non-refundable five percent (5%) transaction fee to cover banking and processing costs. International wire transfer payments may attract an additional fee as per location and bank provider. The service package fee is non – refundable.

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Program fees generally include accommodation for the duration of the program. If a volunteer independently chooses alternative accommodation, no refund or compensation will be provided for the accommodation included in the program fee.

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Some programs may have start dates or special conditions that carry surcharges or specific payment requirements. These details will be outlined on the individual program page.

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Cancellations, Changes, and Refunds

Travel Roots understands that plans can change and will always aim to handle cancellations and amendments fairly and transparently. However, volunteers acknowledge that program placements involve coordination with Independent Local Teams and third-party providers, which may require costs to be committed in advance.

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By confirming a booking, the volunteer acknowledges that Travel Roots secures placements and arranges logistics with Independent Local Teams prior to arrival, and that portions of the program fees may be transferred to partner organisations or service providers in advance in order to prepare accommodation, staffing, permits, and other operational arrangements.

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Volunteer Cancellation

Volunteers may cancel their participation in a program by providing written notice to Travel Roots.

If cancellation occurs seven (7) days or more prior to the program start date, Travel Roots will make every reasonable effort to issue a refund of the program fees, minus any non-refundable service fees, transaction costs, or expenses already incurred.

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Volunteers acknowledge that once payments have been transferred to the Independent Local Team or third-party providers to arrange program logistics, these funds may not be recoverable. In such cases, a full refund may not be possible.

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Cancellations Within 7 Days of Arrival

If a volunteer cancels within seven (7) days of the confirmed program start date, refunds are not guaranteed. At this stage, program logistics such as accommodation reservations, staffing, permits, training, transport, and other arrangements will typically already have been secured with the Independent Local Team.

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Travel Roots will still make reasonable efforts to request partial refunds from its partners where possible. However, any refund remains subject to the policies and discretion of the Independent Local Team or third-party providers.

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No Refund Circumstances

Refunds will not be issued in the following circumstances:

• Failure to arrive at the program on the confirmed start date
• Voluntary withdrawal after the program has commenced
• Early departure from the program
• Dismissal due to misconduct, breach of the Terms and Conditions, or violation of local laws
• Failure to obtain necessary travel documentation, visas, permits, or required vaccinations
• Failure to obtain required insurance where mandatory

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Optional Services and Add-Ons

Payments made for optional services such as excursions, accommodation upgrades, additional tours, or other add-on services are non-refundable once confirmed, unless otherwise stated.

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Travel Roots Cancellation

If Travel Roots cancels a program prior to the start date for operational reasons, volunteers will be offered one of the following options:

• Transfer to another available Travel Roots program (subject to availability), or
• A refund of the program fees paid, excluding any non-refundable service or transaction fees.

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Refund Processing

Approved refunds will be processed using the original payment method where possible. Processing times may vary depending on payment providers and financial institutions.

Transaction fees, currency exchange differences, and international transfer costs may be deducted where applicable.

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Important Notice

Travel Roots will always aim to support volunteers and act in good faith when managing cancellations or changes. However, because Travel Roots works with Independent Local Teams and external service providers, refunds may be affected by commitments already made to prepare the program.

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While every effort will be made to assist volunteers in recovering funds where possible, Travel Roots cannot guarantee refunds in all circumstances and cannot be held responsible for funds that have already been transferred to partner organisations or service providers.

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Volunteer Behaviour

Volunteers are required to behave in accordance with the Travel Roots Code of Conduct, available at www.travel-roots/code-of-conduct  as well as the guidelines and expectations of the Independent Local Team. Volunteers must comply with local laws and customs at all times.

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Volunteers are prohibited from using illegal drugs or substances during their participation in any Travel Roots program. The consumption of alcohol must comply with the local laws, as well as any rules set by the Independent Local Team or host family.

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Any volunteer who engages in behaviour deemed inappropriate, disruptive, unsafe, abusive, or illegal may be dismissed from the program without entitlement to refund. Travel Roots reserves the right to inform the volunteer’s nominated emergency contact, and, where applicable, their academic institution or employer.

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Child and Vulnerable Adult Protection

All volunteers must pass a criminal background check where required. Volunteers must read, understand, and adhere to the Travel Roots Child and Vulnerable Adult Protection Policy available at www.travel-roots/child-and-vulnerable-adult-protection-policy.

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Failure to comply with this policy will result in immediate dismissal from the program without refund, and may lead to reporting to appropriate authorities.

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Wildlife and Nature Respect and Responsibility

Travel Roots is committed to promoting ethical engagement with wildlife and the natural environment. Volunteers are required to respect and protect biodiversity, habitats, and ecosystems at all times.

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Volunteers must not feed, touch, harass, or disturb wildlife, nor interfere with natural habitats. All interaction with wildlife must follow the guidance of the Independent Local Team and comply with local and international laws. The purchase or trade of wildlife products or protected flora is strictly prohibited and may result in immediate dismissal without refund and reporting to the relevant authorities.

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Volunteers must respect all protected areas, including national parks and conservation zones, and must not damage, remove, or disturb natural resources. All actions should reflect the principles of environmental stewardship and sustainability, upholding the values of responsible travel.

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Vaccinations 

Volunteers must obtain all mandatory vaccinations as specified in the program materials or as advised by Travel Roots or the Independent Local Team. Proof of required vaccinations may be requested at any time prior to or during the program.

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Travel Roots reserves the right to decline or cancel an application, or to withdraw a volunteer from a program, if satisfactory evidence of compliance with vaccination requirements is not provided. In such cases, the volunteer shall not be entitled to any refund or compensation.

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It is strongly recommended that volunteers consult a qualified medical professional well in advance of travel to ensure that all necessary vaccinations and preventative health measures are in place for the destination. Travel Roots accepts no liability for the accuracy of general vaccination guidance provided or for any consequences resulting from a volunteer’s failure to obtain appropriate medical advice.

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Assumption of Risk

By applying to participate in a Travel Roots program, the volunteer acknowledges and accepts all inherent risks associated with travel and volunteering abroad. These include, but are not limited to, risks of personal injury, emotional distress, illness, disease, pandemics, property loss, natural disasters, war, terrorism, hostage situations, or other unforeseen circumstances.

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The volunteer agrees to comply with any health and safety measures reasonably required by Travel Roots or the Independent Local Team, including any required disease testing. Refusal to comply may result in dismissal from the program without refund.

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Photography, Reviews, and Promotional Use

Any photographs, videos, or written feedback provided to Travel Roots before, during, or after the program may be used by Travel Roots for promotional purposes, including in marketing materials and online platforms.

By participating in a Travel Roots program, the volunteer grants Travel Roots a non-exclusive, royalty-free, perpetual licence to edit, use, and publish such materials without further consent or compensation.

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Groups

Where volunteers apply as part of a group, a designated leader may be appointed to manage communication and administration. Each volunteer within the group agrees that the group leader may accept these Terms and Conditions on their behalf and submit relevant personal information to Travel Roots.

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Group members must apply at least sixty (60) days before the program start date unless otherwise agreed. Program fees and any additional services for each group member must be paid no later than thirty (30) days prior to the start date.

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Cancellations and refunds for group services, including tours and add-ons, will be subject to the terms of the service provider.

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Limitation of Liability

Travel Roots acts solely as a facilitator, connecting volunteers with Independent Local Teams and does not accept liability for the actions or omissions of these teams.

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Travel Roots’ total liability under these Terms and Conditions is limited to the amount of program fees paid by the volunteer. Travel Roots shall not be liable for any indirect, consequential, or incidental loss or damage arising from participation in the program.

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Non-Discrimination

Travel Roots provides equal access to its programs without discrimination on the grounds of race, colour, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, or any other protected status.

Discriminatory behaviour by any volunteer will result in immediate dismissal from the program without entitlement to a refund.

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Under-18 Volunteers

Volunteers under the age of eighteen must submit signed consent from a parent or legal guardian. Such volunteers must comply with all program rules and are responsible for their conduct.

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Travel Roots reserves the right to withdraw an under-18 volunteer from a program if deemed necessary for the safety and welfare of the volunteer or others, without refund.

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Force Majeure

Travel Roots will not be liable for failure to perform its obligations where such failure is due to causes beyond its reasonable control, including natural disasters, pandemics, war, terrorism, strikes, or government restrictions.

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Privacy

All personal data will be handled in accordance with the Travel Roots Privacy Policy, available at www.travel-roots.com/privacy-policy.

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Governing Law

These Terms and Conditions are governed by the laws of the United Kingdom. Any disputes shall be subject to the jurisdiction of the United Kingdom courts.

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Version Control

This document constitutes Version 1.0 of the Travel Roots Terms and Conditions of Service, effective from [20-06-2025]. Travel Roots reserves the right to amend these Terms and Conditions at any time. The latest version will always be available on the Travel Roots website.