Roots interns: Terms & Conditions
At Roots Interns we are committed to find the match for you and support you in your preparations for your volunteer or internship program. We suggest you read these terms and conditions carefully and contact us if you have any questions or need further clarifications. By checking this agreement you agree that all terms and conditions of the program are specified in this agreement and those conditions of the program not specified in this agreement will be silent on any specific point. Please note that there may be additional conditions which apply to the organizations.
1. Interpretation
In this document the following words have the following meaning:
1.1 “You” or “your” means the applicant who applies for an internship or volunteer placement through us.
1.2 “We”, “us”, “our” or “Roots” means Roots Internships (Pty) Ltd (T/A Roots Interns), with registration number 2016/149003 and is located at 2 Mill Street, Gardens, 8001, Cape Town, South Africa.
1.3 “Program” means a volunteer or internship program at an Organization where they have been placed and will be volunteering overseas.
1.4 “Organization” means the specific Organization where you do your volunteer work or internship and includes the directors, managers, employees, representatives and all other people within their control at the Organization.
1.5 “Program Fee” means the fee paid by you to us for providing service.
1.6 “Conditions” means these terms and conditions.
2. Application process and Program regulations
2.1 Applications can be made by filling in the online application form located at www.rootsinterns.com and sending us your CV.
2.2 Upon receipt of your application, we start the process of matching your application with a placement. We try to contact all applicants within two working days of receipt of an application.
2.3 Once a match has been made between you and an Organization, a non-refundable deposit, which will be a portion of the Program fee, will need to be paid to confirm your participation in the Program (“the Deposit”).
3. Service we provide
3.1 The services (the “Services”) that we provide include helping you find the right internship, helping with visa arrangements, booking accommodation, giving you all the pre-departure information you need before arriving, airport transfers and assisting you while on your work placement to ensure you feel supported.
3.2 We accept no responsibility for the accuracy of information provided to us by host Organizations or by Coordinators and forwarded by us to you or for changes regarding projects or responsibilities.
3.3 Roots does not act as tour operators. The booking of arrival and departure must be made by the participant. Any resulting rights and obligations to third parties (for example, the tour operator or office) and the cost of accommodation and meals, insurance, vaccinations, visa fees and daily costs of transport to use (so far not included in the services) are the responsibility of the participant.
4. Booking conditions
4.1 The intern accommodation booking package will require an additional cost, which will be included in the Program Fee.
4.2 Payment of the Program Fee is due to us 60 (sixty) calendar days prior to the commencement of your Program. If payment has not been paid timeously, we reserve the right to cancel your Program.
4.3 In the event you are placed with an Organization within the 60 (sixty) day payment period, the full Program Fee must be paid within 10 (ten) days of the Program.
4.4 We reserve the right to terminate your Program, without recourse, if you provide inaccurate and/or incomplete booking information.
4.5 Remuneration: Please note that because of your visa you may not, under any circumstances, claim any remuneration from the Organization. If you are found to have accepted remuneration, your placement may be terminated, you may be deported from the country in which you are placed or even risk a fine or imprisonment. Roots strongly urges you to not violate the terms of your visa.
5. Cancellation and Refunds
5.1 Roots and the Organization hold the right to terminate your Program without recourse, if:
5.1.1 you fail to provide accurate/complete booking information, particularly with reference to medical conditions;
5.1.2 you fail to comply with local laws and customs; or
5.1.3 your behavior at the Program offends the code of conduct further detailed in clause 8 below.
5.2 You will be entitled to a 75% Program Fee refund, excluding the deposit, if you cancel more than 60 calendar days in advance of your Program. Alternatively, we can offer a travel voucher to the full value paid to be used for future travel dates.
5.3 If you cancel within 42-59 calendar days of your Program start, we will refund 50% (fifty percent) of the Program Fee to you, exclusive of the Deposit. Alternatively, we can offer a travel voucher to the full value paid to be used within 12 months.
5.4 If you cancel within 41 calendar days of your Program start, you will not be eligible for a refund.
5.5 You will not be entitled to a refund should your placement be terminated by any party for any reasonable reason after commencement of the Program. If your placement is terminated by the organization or us at any time during your Program, you will not be entitled to a refund. This includes any travel expenses you may have incurred.
5.6 It is your responsibility to familiarize yourself with the terms of your travel insurance and its cancellation terms.
6. Governing Law and Legal jurisdiction
Roots is based and operates in the Republic of South Africa. Therefore, any claim or issue must be dealt with in terms of South African law. Any dispute will be held in Cape Town jurisdiction.
7. Travel documents and Insurance
7.1 Any travel related information and advice provided by us on matters including but not limited to permits, visas, vaccinations and packing list is given in good faith. We however are not responsible for any inaccurate information which may arise. Please ensure you seek independent advice.
7.2 You are responsible for any costs (e.g. valid visa, airport taxes, obtaining the proper travel documents, changes to flight itineraries) and you must have valid and full health and travel insurance covering risks associated with any medical costs, medical emergencies, and repatriation.
7.3 Details of your travel insurance must be supplied to us at least 30 days prior to starting your Program. We reserve the right to refuse entry to a Program if your insurance details are not supplied.
8. Behavioral Expectations
8.1 In addition to other program responsibilities you are responsible for:
8.1.1 being in good health to undertake the Program.
8.1.2 acting in an appropriate and respectful manner towards the local people, fellow travelers, program participants, and staff in accordance with the customs, laws, regulations, and ordinances of the country of placement.
8.1.3 communicating effectively your interests, skills, limitations, and needs to the home community members and Program staff members.
8.2 We view your experience as a commitment that includes a willingness to overcome challenges of various sorts. In cases where you are experiencing difficulties, we strongly encourage creative, collaborative solutions. At the same time, we respect your ability and freedom to make your own judgments and understand that work only functions well when you retain the will to participate fully and energetically. To ensure that you have a most enjoyable and safe time whilst on placement we have set down a code of conduct below.
| Code of conduct | 1st offense | 2nd offense | 3rd offense |
Minor offenses:
|
Verbal warning | Written warning | Termination |
Serious offenses:
|
Termination | n/a | n/a |
9. Disclosure
9.1 You must inform us at time of application of any pre-existing or existing medical conditions (including depression and eating disorders) and disabilities via the medical declaration form. If conditions arise after application, you must inform us before the start of your Program. We cannot be held responsible for the administration or monitoring of any medication.
9.2 While we make every effort to establish safety conditions and risk assessment, Participants are warned that the general standards of health, safety and hygiene in many countries visited may not be of comparable standard to Western countries and hence a risk of injury and illness is inherent to this venture.
9.3 Some placements may require a CRB/police criminal record background check conducted by the government. Some placements require proof that volunteers are clear of certain medical conditions, through the provision of a health certificate. The health and background check will be at your own expense.
10. Complaints
10.1 If you want to file a complaint please contact us. If we are unable to resolve any serious complaint and you choose to leave the Program early, you shall provide us with a written version of the issue prior to your departure.
10.2 Compensation cannot be provided for early departure unless extreme circumstances are found, which will be determined at our sole discretion. Participants agree that we are not liable for damages or compensation relating to any claim regarding inconvenience, disappointment, discomfort or loss of enjoyment.
