Uber Volunteers Ltd Booking Conditions 2017

 

1. Except where otherwise specified, we Uber Volunteers Limited, registered office 54 Sutton Road, St. Albans, Hertfordshire, England, AL1 5JJ, company number 09765663 act only as an agent in respect of all bookings we take and/or make on your behalf.  We accept no liability in relation to any contract you enter into or for any services, placements, or arrangements you purchase (“arrangements”) or for the acts or omissions of any supplier(s), charity(ies), or other person(s) or party(ies) connected with any arrangements.  For all arrangements, your contract will be with the supplier of the arrangements. The terms and conditions of the supplier(s) of your confirmed arrangements will apply to your booking.  These terms and conditions may limit and/or exclude the supplier's liability to you.  Copies of these conditions are available on request from us. Please note, we do not sell or offer for sale any “packages” or act as an “organiser” within the meaning of the Package Travel, Package Holidays and Package Tours Regulations 1992 (“the Regulations”) and the Regulations do not apply to any booking you may make with us. You are responsible for arranging any flights or other transport to and from the arrangements.

 

2. In order to request a placement you must complete the applicable application form and submit it to us. You must be 18 years old at the time of booking. Once the form has been submitted a member of our team will process your application on behalf of the supplier concerned and contact you within 48 hours with further information. If the supplier concerned is able to offer you a placement a booking fee of £75 is payable within 7 days to reserve your place, if the deposit is not received within that period it will be assumed that you do not wish to proceed with the placement. The deposit can be paid securely using a debit/credit card on our Payment Page. Your placement will only be confirmed once we have issued a confirmation invoice on behalf of the supplier concerned at which point a contract will come into existence between you and the supplier. This invoice will be sent to you.  Please check this invoice carefully as soon as you receive it.  Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later.

 

3. Once a placement has been confirmed you will be required to complete an application form. A placement fee will also then be payable prior to the commencement of your arrangements, this date will be shown on your confirmation invoice.  If the placement fee is not received in full and on time, the supplier concerned will be entitled to assume you wish to cancel your arrangements and keep all deposits paid or due at that date.

 

4. If you need to cancel or amend a confirmed booking, cancellation/amendment charges will generally be payable.  The amount of such charges varies according to the time your notice of cancellation is received by the supplier concerned before departure. For most of the placements we advertise such charges for cancellations will amount to 100% of the placement cost when cancelling within 30 days of departure   Please check the supplier’s terms and conditions. We may charge you an administration fee of £39.00 for any amendments you request we make with the supplier on your behalf.

 

5. Except where otherwise advised or stated in the booking conditions of the supplier concerned, all monies you pay to us for arrangements will be held on behalf of the supplier(s) concerned.

 

6. You are strongly recommended to take out personal travel insurance for all members of your party. Some suppliers require that you do so. It is your responsibility to ensure that the insurance you purchase is adequate and appropriate for your particular needs. Please read your policy details on receipt and take them with you on your placement. You must provide us with details of your insurance policy 30 days prior to the commencement of your arrangements.

 

7. Unless you tell us otherwise, we are entitled to assume that all members of your party are British citizens who hold or will hold full British passports valid for the entire duration of the arrangements you chose to purchase.  Information on visa, passport and health requirements, where given and applicable, is so given on this basis. Requirements may change and you are therefore strongly recommended to check the up to date position with the supplier of the arrangements, Passport Office, appropriate embassy or consulate or your doctor as applicable in good time before departure.

 

8. If you have any complaints concerning any services we provide, you must inform us straight away in writing and in any event within 28 days of the end of any arrangements booked through us.  We regret we cannot accept any liability if we are not so notified.  Our maximum liability to you if we are found to have been at fault in relation to any service we provide (as opposed to any service provided by any third party such as an accommodation owner for whom we are not responsible) is limited to the commission we have earned or are due to earn in relation to the booking in question. We do not exclude or limit any liability for death or personal injury which arises as a result of our negligence or that our employees whilst acting in the course of their employment.

 

9. You will be expected to have consideration for other people at all times and abide by any code of conduct put in place by the supplier concerned. If you behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, the supplier concerned may be entitled, without prior notice, to terminate your placement.  In this situation, you would be required to leave the accommodation or other service forming part of the placement.  Neither us nor the supplier would have any further responsibility toward you including any return travel arrangements.  No refunds would be made and no expenses or costs incurred as a result of the termination would be reimbursed.

 

Data Protection Privacy Policy

For the purposes of the Data Protection Act 1998, we, Uber Volunteers Limited, registered office 54 Sutton Road, St. Albans, Hertfordshire, England, AL1 5JJ, company number 09765663 are a data controller. This privacy policy sets out how we collect and use the personal information (“personal data”) you provide us with directly or through use of our website. This privacy policy may be amended or added to from time to time. The latest version will appear on our website. We will only process personal data as set out in this privacy policy (as amended or added to) or otherwise notified to or agreed by you or as we are otherwise permitted to do in accordance with the Data Protection Act 1998. 

 

In order to process your booking, send you material or respond to an enquiry, we need to collect personal data from you. As referred to below, our website uses “cookies” which will also collect personal data. Depending on what’s required, the personal data we collect may include names and contact details, credit/ debit card or other payment information and special requirements such as those relating to any disability or medical condition which may affect your arrangements and any dietary restrictions which may disclose your religious beliefs (“sensitive personal data”). All references in this privacy policy to personal data include sensitive personal data unless otherwise stated.

 

Appropriate personal data will be passed on to the relevant suppliers of your arrangements and any other third party (including banks and/or credit card issuers) who need to know it so that your arrangements can be provided. The information may also be provided to government / public authorities such as customs or immigration if required by them, or as required by law.  Certain information may also be passed on to security or credit checking companies. On occasions, we may use other companies to provide services on our behalf, such as mailing marketing material.  We only provide third parties with the personal data they require in order to deliver their services.   Other than in relation to government / public authorities (over whom we have no control), we will take appropriate steps which are intended to ensure that anyone to whom we pass your personal data for any reason agrees to keep it secure, only uses it for the purposes of providing their services and does not collect any personal data from you in the course performing their services. If we cannot pass personal data to the relevant suppliers or any other third party as applicable, whether in the EEA or not, we will be unable to fulfil your booking.  In making your booking, you consent to personal data being passed on to the relevant suppliers and other third parties.

 

Your personal data may be stored, used and otherwise processed within the UK and/or any other country(ies) of the European Economic Area (EEA). EEA countries are all member states of the European Union together with Norway, Iceland and Liechtenstein. We may also store, use or otherwise process personal data outside the EEA. Data protection laws may not be as strong outside the EEA as they are in the EEA. Personal data will not be transferred to a country outside the EEA unless (1) the country to which it is transferred is one which the European Commission considers to provide an adequate level of data protection or (2) the personal data is transferred to a United States company which has signed up to the Safe Harbour scheme or (3) the personal data is transferred to a company which is required by our contract with them only to deal with the data in accordance with our instructions and to maintain appropriate security to protect the personal data which we are satisfied they have or (4) we are obliged to provide the personal data to a government / public authority in order to provide your arrangements. 

 

We would also like to store and use your personal data for future marketing purposes (for example, sending you a information on other placements or other marketing material) unless you have told us that you do not wish us to do so. All personal data you give us (including sensitive personal data) will be kept but we will use only names and contact details for marketing purposes Hello@UberVolunteers.com.

 

In common with most websites, our website uses cookies. A ‘cookie’ is a small data file which our website server stores on your computer in order to collect information about your visit and to remember you when you visit again at a later date.   The main purpose of a cookie is to identify users and to personalise their visit by customising web pages for their use. We may also use third parties who will collect non personally identifiable data (such as the IP address of a user’s computer) to analyse site visits and carry out other similar activities. In the course of doing so, they may place their own cookies on your computer so that they can collect information about your visit. You may if you wish disable or delete such cookies through your internet browser. However, doing so may mean you will be unable to access our website or parts of it, your experience of our website may be adversely affected and/or you may not receive information which is relevant to your personal interests.

 

We take appropriate technical and organisational measures which are intended to prevent unauthorised or unlawful processing of personal data and accidental loss or destruction of, or damage to, personal data. 

 

You are generally entitled to ask us (by letter or e-mail) what details of yours are being held or processed, for what purpose and to whom they may be or have been disclosed. We will charge a fee to respond to such a request. We promise to respond to your request within 40 days of receiving your written request and fee.  In certain limited circumstances we are entitled to refuse your request.  

 

If you believe that any of your personal data which we are processing is inaccurate or incorrect please contact us immediately Hello@UberVolunteers.com.