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Terms and Conditions
JRoots Terms and Conditions
This document must be read carefully before signing up for any programme.
(1) 'ACTUAL COST' – The cost of a programme excluding flights.
(2) 'JROOTS' – JRoots, whose registered office is at 379 Hendon Way, London, NW3 3LP (Company No. 1136532. Charity No. 07114903).
(3) 'APPLICANT' or 'PARTICIPANT' – The person named on the programme application and staff member. For Applicants under 18 the Applicant’s parents/guardians will be known hereafter as the Applicant/Participant.
(4) DEPOSIT' – A non-refundable payment to secure a place on the JRoots Programme or a non-refundable payment to cover the cost of the flights where applicable.
(5) DIRECTOR' – The leader running the programme.
(6) PROGRAMME COST' – The cost of a programme to an Applicant/Participant.
(7) FINAL PAYMENT' – The balance of the Programme Cost and the Booking Fee.
(8) FREE TIME' – The period of discretionary time before or after the compulsory activities on the programme.
1. Words denoting the singular number only shall include the plural and vice versa. Words denoting any gender include all genders and words denoting persons shall include firms, corporations, schools, and communities and vice versa.
2. Unless the context otherwise requires reference to any clause or sub-clause is to a clause or sub-clause (as the case may be) of or to this document.
3. The headings in this document are inserted for convenience only and shall not affect the construction or interpretation of this document.
1.1 Application Booking: To secure a place on the JRoots programme, the Applicant must apply by filling in the application form, which in certain circumstances may be online or you can request it by emailing email@example.com or calling the JRoots office on +4420 8457 2121, and paying a Deposit.
1.2 Correspondence: The Applicant is responsible for providing their correct contact details (including home and mobile numbers, address, email addresses) on their application form and they are required to notify JRoots in writing if these change from the information provided on the application form. JRoots will not be held responsible if a Participant does not receive any correspondence due to incorrect or out of date information.
2.1 The Deposit, which is not refundable or transferable under any circumstances (except in accordance with Clause 3.3 below), must be paid in full to secure the place. If booking within six weeks, the full amount is payable.
2.2 The Final Payment must be paid in full by at least six weeks before departure and by one of the following methods:
2.2.2 Cheque payable to JRoots with name of Participant and programme on the back of the cheque;
2.2.3 Credit card, debit card (This will incur a finance and handling charge); or
2.2.4 Bank transfer to a/c no: 12760692, sort code 60-10-34, NatWest, Hendon Central Circus, 5 Central Circus, London, NW4 3LE. Please ensure you use the Participant surname followed by the trip name as the “reference”
2.25 Stipends: Stipends awarded at the Director’s and/or JRoots’ discretion. Stipends awarded are non-transferable and are only applied after the deposit has been paid
3. IMPORTANT DOCUMENTATION
3.1 Forms: The Applicant must fill out, in full, the application form at time of booking.
3.2 Medical Disclosure: The Applicant must detail on their application form any pre-existing physical or mental health illnesses or conditions. The Applicants must also inform JRoots of any changes in their health from the date of the application until the date on which the programme departs.
3.3 Medical Emergencies: The Applicant permits JRoots to administer and/or seek medical attention on their behalf should the Applicant require it. The Applicant also permits any medical attention deemed necessary by authorised medical personnel, hospitals and/or medical facilities if required. JRoots take no responsibility for any and all the medical treatments administered to the Applicant during the course of the trip and are released from any and all liabilities and claims relating to said medical treatments and are released from any and all insurance claims resulting from medical treatments administered to the Applicant during the course of the entire trip.
3.4 Insurance: The Participant must purchase full comprehensive travel insurance including personal accident, medical treatment and repatriation. It must cover the Participant for the whole length of the programme inclusive of flights and it is the responsibility of participants to check that the level of cover provided is suitable for travel during the COVID pandemic.
3.5 Additional Costs: JRoots are not and will not be responsible for any additional costs incurred by the Participant including but not limited to personal equipment, medical checks or medicines. Any testing costs or additional COVID related costs will be the responsibility of the individual participant.
This only relates booking where flights are booked by JRoots
4.1 JRoots will endeavour to book flights from and to airports closest to the Participant. These flights are subject to availability and suitability for the Programme. The Participant will be advised of the exact location and the scheduled meeting time prior to the programme’s departure and they will be responsible for their own transport to and from the airports and the associated costs.
4.2 Passenger Names: The Participant must give their full passport names as this information will be used to book the flights. JRoots will take no responsibility for any incorrect names provided, including any abbreviations. Any tickets that need to be reissued as a result of an incorrectly spelt name will be subject to an additional charge per ticket plus any costs incurred due to an increase in flight price which will be payable prior to departure of the programme. If a ticket has already been issued, the Participant may also be liable to pay any reissue fees imposed by the airline.
4.3 Flight Deviations: Deviations are subject to availability and are at JRoots’ discretion. All requests for changes to the programme’s flights must be made in writing and e-mailed to firstname.lastname@example.org. Only the programme director has the discretion to allow a Participant to join the programme late or leave the programme early.
4.4 Changes to Flights: JRoots reserves the right to change flights (including dates and times) at short notice and the Participant will be notified of the changes as soon as reasonably practicable. Where flights are changed by the airline, JRoots will review the alternatives and advise Participants as soon as reasonably practicable.
4.5 Passport & Visas: The Participant must have a valid machine-readable passport. Participants are responsible for arranging their own visas where required for a Programme, unless otherwise stated.
4.6 Weight Allowance: The weight allowance is set by the airlines and participants will be advised of the restrictions. JRoots will not take any responsibility for any fees incurred for overweight or additional baggage.
4.7 Online Check-In: Where applicable, the Participant will be responsible for ensuring they have:
Checked in online on the airline’s website
Printed the boarding pass(es)
Brought the boarding pass(es) to the airport.
Failure to do so will result in costs charged by the airline. These costs are the responsibility of the Participant. JRoots will notify the Participant of the online check-in procedure. JRoots is not responsible for failure to comply with above and is not responsible for any subsequent costs incurred.
4.8 All participants will be responsible for adherence to legal requirements and governmental guidance regarding COVID throughout the trip.
5. THE PROGRAMME
5.1 The programme dates are subject to change at short notice and JRoots will not be held liable or responsible for any changes and no refunds will be given as a result of any unscheduled changes.
5.2 The programme will include, accommodation, meals, transportation, activities and education during programme time (subject to the agreement between JRoots and the organisation arranging the trip) however the cost does not include spending money or any costs incurred by the Participant during Free Time.
5.3 The Participant will be responsible for ensuring that they leave each hotel room in the same condition they found it and they will be liable for any breakages or damage they causes.
5.4 Information about health matters including but not limited to vaccinations, malaria tablets, clothing, equipment and climate are given in good faith and JRoots does not accept responsibility for the validity of such advice. Participants are advised to make their own checks before departure.
5.5 The Participant takes full responsibility for their own personal belongings at all times and JRoots takes no responsibility for lost, stolen or broken items. JRoots will not be responsible for any unclaimed items at the end of the Programme.
5.6 Itineraries: For security reasons only a basic outline of the itinerary will be given to the Participant prior to departure, with the full itinerary to follow at the start of the programme. The Participant hereby accepts that the itinerary as a whole or any part thereof is subject to change without notice to the Participant. JRoots will not be held liable or responsible for any delays or modifications to the scheduled itinerary and no refunds will be given as a result of any unscheduled changes.
5.7 Joining the Programme: The Participant is responsible for joining the programme at the correct time and in the correct place (this includes if the Participant intends to join the programme abroad) and is responsible for his own transportation arrangements to the airport.
5.8 Free Time: JRoots will take full responsibility for the Participants during the programme except during the Free Time when the Participant will be expected to be responsible for their own welfare.
5.9 At this stage, participation in a JRoots journey is dependent upon internationally recognised proof of vaccination (as approved by the EU)
6. CANCELLATION OF THE PROGRAMME
6.1 JRoots reserves the right to cancel the programme at any time prior to its departure without prior notice. In the event of cancellation, the Participant will either be offered an alternative programme or a full refund. JRoots will not be liable for any other associated losses arising out of the cancellation.
6.2 In the event that the trip is unable to take place and cancelled by JRoots due to restrictions imposed by government authorities, participants will receive a full refund. JRoots will not be liable for any other associated losses arising out of the cancellation.
6.3 In the event that the trip is cancelled by the partner organisation or by participants due to covid related reasons (e.g. quarantine upon return etc) JRoots will endeavour to negotiate all contracts with suppliers to secure maximum refunds on behalf of the participants. However, should there be costs which despite JRoots’ best efforts are non-refundable, these costs will be deducted from any amounts liable by the applicant.
6.4 Any refunds relating to flights will be made according to refunds given by airlines.
7. CANCELLATION BY APPLICANT
If the Applicant wishes to withdraw from a programme for any reason, they must inform JRoots in writing immediately. The cancellation will take effect from the date the written notification is received and the following cancellation policy will apply to the land costs of the Programme (excluding flights).
Applicant % Liability of Programme Price (excluding airfare and bank charges):
Cancellation 75+ days prior to departure: 0% liability
Cancellation 29-74 days prior to departure: 25% liability
Cancellation 15-28 days prior to departure: 50% liability
Cancellation 0-14 days prior to departure: 100% liability
Invoices for any outstanding amounts must be paid in full to JRoots and where flight tickets have already been booked and paid for, the Applicant will be liable for the costs which may not be refunded by the airline.
8. GENERAL INFORMATION
8.1 Disclosure and Barring Service (‘DBS’) checks: In accordance with UK law, JRoots conducts DBS checks on all UK staff and checks in line with other country policies.
8.2 Complaints Procedure: Any complaints about the programme should be made known to the Director running the programme at the first instance. If the Participant is not satisfied with how the complaint was dealt with they are advised to submit a further complaint in writing to JRoots within 28 days of the end date of the programme.
8.3 Photographic rights: Photographs and video footage will be taken during the programme for use in future promotional material for JRoots and associated organisations. The Participant hereby consents to the use any of any material containing pictures or footage of him by JRoots and acknowledges that JRoots hold all associated photographic and other rights over this material.
8.4 Data protection:
8.4.1 The Participant acknowledges that JRoots will hold personal data relating to their physical and mental health and hereby consents to the release of such information where appropriate to medical advisers and persons involved in the operation of programmes or others as appropriate.
8.4.2 JRoots will on occasion pass a Participant’s details to carefully selected Third Party Organisations.
8.4.3 JRoots will use your data to keep you up to date with upcoming trips, events and general information relating to JRoots.
On signing up to a programme the Participant agrees to accept and be bound by these terms and conditions and all other documents referred to. Any false statement or material omissions in the information provided by the Participant in any form will entitle JRoots to cancel the Participant’s application or end their participation and in such circumstances, the Participant will have no right to a refund.
10. LIABILITY EXEMPTION
JRoots shall not be liable to the Participant in contract, tort, negligence, breach of statutory duty or otherwise for any loss, damage, costs or expenses of any nature whatsoever incurred or suffered by the Participant of an indirect or consequential nature including without limitation any economic loss or other loss of turnover, profits, business or goodwill.
It is agreed between JRoots and the Participant that the terms of this agreement and any associated document(s) will remain confidential between the parties. Save as is required by law. For the avoidance of doubt this prevents the Participant from discussing or disclosing the terms of this Agreement to any newspaper or similar publication.
12. NO IMPLIED TERMS
The Participant acknowledges that, in agreeing to these terms and conditions, they do not do so in reliance on any representation, warranty or other provision except as expressly provided in this document, and any conditions, warranties or other terms implied by statute or common law are excluded from this document to the fullest extent permitted by law.
13. FORCE MAJEURE
JRoots shall not be liable for any failure or delay in performance of these terms, which is caused by circumstances beyond its reasonable control.
Any notice or written request required to be given under these terms and conditions shall be sent by first class post to JRoots at 379 Hendon Way, London, NW4 3LP.
If any term or provision in this document shall in whole or in part be held to any extent to be illegal or unenforceable under any enactment or rule of law that term or provision or part shall to that extent be deemed not to form part of this document and the enforceability of the remainder of this document shall not be affected.
16. GOVERNING LAW
These conditions shall be governed by and construed in accordance with the laws of England and Wales and each party agrees to submit to the exclusive jurisdiction of the courts of England and Wales.