Terms & Conditions:
Vocabulary such as you/group/Student refers to buyer, in this case, the School, college or university taking responsibility for the group booking.
CE or Caribbean Elective refers to the seller.
Work Experience, placement, trip, internship, Elective, volunteering project or project refers to the service being bought and sold within the terms of this contract.
Undertaking one of our placements and joining our programme carries a degree of risk. Therefore you must take out comprehensive and appropriate travel insurance to protect you.
We are very happy to provide assistance in helping you find insurance but we will not be held accountable for any final decisions that you take on choosing your insurance.
We will also not be held accountable for any situations that may occur in which you are not covered by your insurance. It is your sole responsibility to protect yourself and take out appropriate and comprehensive travel insurance.
Travellers must be covered by travel insurance which includes cover for COVID related issues arising for the duration and prior to their trip.
We strongly recommend you take out your travel insurance policy immediately after submitting your deposit with us. Not doing so may leave you unnecessarily at risk.
You must submit proof of your travel insurance policy to the Caribbean Elective office one month before your departure date. Contact details can be found below.
It is your sole responsibility to ensure that you have all the relevant documentation to gain entry to the island on which your placement or project is taking place in. You must do the appropriate research before you travel to determine if you require a visa for your stay and if there are any fees which may be involved.
It is your sole responsibility to ensure that all your travel documents are in good order and valid for at least 6 months after the end of your placement.
Granting of visas is at the discretion of local authorities and border enforcement staff. We have no control over this process and cannot be held liable for any situation which leads to you not gaining a visa or relevant work permit.
3. Amendments and cancellations by you to the placement
Amendments and cancellations must be confirmed in writing/email to the Caribbean Elective office. Here are the contact details for the Caribbean Elective office:
firstname.lastname@example.org/Caribbean Elective, 42 Twynham Road, Maidenhead, Berkshire, SL6 5AS.
Changes to your placement after you have received the placement confirmation document can result in additional charges being made to you. This will be calculated and quoted to you before the requested changes are carried out.
You may cancel your placement, however, if cancellation is undertaken past the due date of the policy, you will be charged a fee and loss of your deposit. These cancellation due dates and details of the associated charges are shown below:
a) Notice of 90 days or more before your departure date: Your deposit will be retained by Caribbean Elective.
b) Notice of between 60 and 90 days before your departure date: Your deposit + a third of your placement/project fee will be retained by Caribbean Elective.
c) Notice of between 31 and 59 days before your departure date: Your deposit + two-thirds of your placement/project fee will be retained by Caribbean Elective.
d) Notice of fewer than 30 days before your departure date: No refund will be given, your deposit and placement fee will be retained by Caribbean Elective.
e) Not showing up for your placement (This includes you not being able to participate in your placement due to you missing your flight): No refund will be given, your deposit and placement fee will be retained by Caribbean Elective.
If prior to your cancellation notice being received, you have not made payments equivalent to the subsequent charge for your cancellation then you will be invoiced for the total outstanding amount.
In some cases, we are able to agree to requests to postpone your placement. However, this is assessed on a case by case basis and should we incur any costs to change the dates of your placement we will additionally charge you for this. Upon request for postponement, we will assess the situation and if necessary provide a quote to move the dates before the postponement is made.
Requests for postponement and date changes must be received in writing. Decisions made in relation to such requests are made entirely at the discretion of Caribbean Elective.
Should you decide to curtail your placement for any reason once it has started and since the free cancellation deadline date has passed, you will be subject to the full costs of the placement, repatriation and an administrative fee. If we incur any costs as a direct result of the curtailment of your placement we reserve the right to charge you an administration fee to recover these incurred costs.
4. Providing Services
Subject to the terms set out in this document we will provide you with a placement package on the dates agreed between us and you. We agree to provide the services made out to you on your placement confirmation document.
Please find below details of which each service stated on your confirmation includes. Please note your package may include only some of these items and will not necessarily include all of the below.
Return Airport Transfers: We will collect you from the airport on your arrival and drop you off again on your departure date. Please note the exact timings of your transfers may be affected by other students also requiring transfers on the same dates as you or your group.
Placement: We will arrange for your to participate in a work experience placement, elective placement to a volunteering project. Whichever you have requested.
Placement related fees: Some placements we arrange, mainly healthcare-related ones are subject to fees charged by your host organisation. We will cover these fees if we state placement related fees in your confirmation. Please note changes to these fees are out of our control and if they are increased or decreased by your host organisation we have the right to adapt the overall cost of your package to reflect this.
Accommodation: We will provide you with accommodation which is suitable for your to live in and serves the main purpose of your trip, to carry out your placement or project. In most cases, this will be shared accommodation, for example, a house with several bedrooms and communal bath and kitchen facilities. In most cases, you will be expected to share a bedroom.
Work-related transport: if this item is included in your package we will provide you with transport to and from your workplace daily. This will usually be in private Caribbean Elective transport but in rare occurrences such as broken-down vehicles or limited access to vehicles could be a public bus where your fare will be covered by us. We will also endeavour wherever to provide you with a weekly trip to the supermarket and local amenities to assist you in your living. Please note that your transport provided to you by us does not under any circumstances involve any other purpose other than work, for example, leisure-related trips, beach trips or shopping outings. Please seek assistance from your Rep about arranging travel for these or other purposes where you can use one of our trusted taxi drivers or if available you can arrange to use our transport but you will be charged for this. Transport daily to and from work
Support and guidance from Caribbean Elective Reps on the island and pre-departure: Your rep(s) have two key job roles. Firstly to care for you and ensure your safety, and secondly to help you make the most of your experience by providing support and advice. They are not under any circumstances providing a butler, waiter, or cook type service. They are provided by us to facilitate the successful ongoings of your placement. It is not in their job role to have any role in your leisure time on your trip, of course, will use their experience to advise and help you but they are not expected to actively get involved, drive you anywhere or travel with you. The package you receive from us is designed to help you carry out your placement or project involvement, what you do in your spare time is up to you and it is not under the remit of your rep to have any involvement in this.
Pre-departure support involves contact with one of our team to help answer any questions that you may have, arrange your trip and in general assist you.
We will make every effort to make sure that your placement goes ahead as agreed however it is possible that events outside our control may cause delays, cancellations or curtailment. If your placement agreed with us gets cancelled after your booking we will wherever possible endeavour to look for an alternative. However this is not always possible and unfortunately, this is out of our control. Our host placement and project providers are independent of us and do have the right to change their minds and cancel. If no replacement activity can be found you are still entitled to use the remaining items in your package for example accommodation and transfers however we can offer no partial or full refunds.
Should you fail to make payments to us for your placement in line with your agreed payment schedule then we may at our discretion either cancel the placement in its entirety or suspend it until further payments are received by us. We will inform you in writing should any situation regarding missed payments arise. If you fail to make your payments in full before the date of your travel we reserve the right to cancel your trip immediately.
It is possible that your placement provider may make changes to your placement or cancel your placement at any time, this is out of our control and we cannot be held liable for such an event.
Amendments, cancellations and curtailment by us
All of our placements are made for each student on an individual basis. Such is the nature of running an overseas programme that in some rare situations it may be necessary for us to make changes to your placement, such as dates, location of work placement, island, or the type of accommodation. We shall inform you should any such situation arise which has affected your agreed placement with us.
In the rarest of situations, we may have to cancel or curtail your placement. We will avoid this wherever possible and will only be done as the last resort. In this situation, we will refund all fees paid. This will be the full extent of our liability and we cannot accept responsibility for any other fees which you may incur, such as flight ticket penalties.
We do not sell tours or activities under any circumstances. If you arrange activities then this will be a contract and agreement between yourselves and the operating company and not Caribbean Elective, therefore they carry all liability.
We are not liable for any activities you have partaken outside your work placement.
5. Events outside of our control
We cannot be held liable for any failure to perform or delay in performance of, any of our obligations under the terms stated in this document that is caused by an event outside of our control.
An event outside of our control can be defined as any act or event beyond our reasonable control, including and without limitation strikes, lock-outs, or other industrial action taken by third parties, civil commotion, riot, invasion, security threats, terrorist attacks, war, or threat or preparation for war, fire, explosion, storm, flood, earthquake, subsidence, epidemic, or another natural disaster, or failure of public or private telecommunications networks.
Should an event outside our control occur that may affect the performance of our obligations under these terms we will contact you as soon as possible.
6. If there is a problem with the services
We do everything we can do to ensure that you have a fantastic experience with us on your placement, however, should a situation arise in which you are not happy with the services you are receiving then you should follow the standard complaints procedure which is outlined below.
In the first instance, you should approach the Caribbean Elective Head Rep in your location who is best placed to react to your complaint and take any immediate action where possible to rectify the situation. Upon receiving your complaint they will log it as received and act accordingly.
Should you be unhappy with this response you should then write to/email our UK office through your dedicated Placement Specialist who will be able to take further action to rectify your complaint.
Should neither of these steps satisfy your complaint and you wish to request compensation then you should write/email to the UK office within 30 days of your return home. At this point, we will hold an investigation into the complaint in which we gather information from all persons involved. After this investigation, we will conclude whether compensation is appropriate.
We are unable to take any action on complaints if they are not made following this procedure.
We will provide you with accommodation for the length of your placement unless otherwise agreed in writing with us.
It is your responsibility to keep your accommodation clean. You should take care to avoid damages to your accommodation, including public areas. Should damage occur then you will be liable to cover the costs of repair or replacement or loss of our deposit.
You may not invite anyone who is not a Caribbean Elective staff member or client into your accommodation without first gaining permission from the Managing Caribbean Elective staff member.
Whilst every effort is made by us to arrange accommodation for you which is safe and secure we cannot be held responsible for any losses or damages to valuables or other items, this includes theft and emergency situations such as evacuations or fire.
You are responsible for ensuring that your passport and any other important travelling documents are kept safe for the duration of your trip.
You are expected to behave appropriately within your accommodation and with regard to other guests. You are expected to behave appropriately regarding the rules of the accommodation. Any damage that you make to the apartment will be charged to you for costs of replacement or repair.
Should you invite a guest into the apartment you are responsible for their behaviours and actions and will be liable for any fines or charges they may cause.
Should you use any items or equipment within your accommodation, for example, such as kitchen utensils, they must be left after the end of your use in an acceptable state for the next person to use.
8. Pricing and Payments
This document will outline to you the arrangements which you have finalised with us and will show what is included in your packages as well as the final price. Our prices may change at any time but once you have received your placement confirmation document and you have put down your deposit then any changes will not affect you.
Should you wish to make any changes to the package which has been confirmed to you in your placement confirmation then we may have to alter the price of your placement. Should this be the case you will receive a new and updated version of your placement confirmation.
Until the deposit is received Caribbean Elective have the right to make amendments to your placement including to the overall price.
The total amount due for your placement which is shown in your payment plan and also in your placement confirmation must be received no later than 30 days before the start of your placement.
Should you miss any scheduled payments or fail to make payments Caribbean Elective may cancel your placement. Should we need to cover any losses made as a result of your cancellation then we may not issue any refund?
Should you not understand or have any queries about payments and pricing you should contact our UK office at the very soonest opportunity. It is your responsibility to understand the obligation which you have to make payments for your placement.
9. Our Liability to you
If we fail to comply with these terms, we are responsible for loss or damage that is a foreseeable result of our breach of the terms or our negligence, but we are not responsible for any loss or damage that is not foreseeable. Loss or damage is foreseeable if they occurred as an obvious consequence of our breach of terms or if they were contemplated by you and us at the time at which we entered this agreement.
We have no liability to you for any opportunities or events missed. We have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
You should be aware that any booking made with us is made with the understanding that you come on our programme at your own risk. It is not possible for us to have any control of much of what will go on during your placement, such as the locals, local transport, and employees of the institution which you work with. Equally, we cannot be held accountable for any events which occur which are out of our control. This is why we require you to take out appropriate and comprehensive insurance for the entire length of your placement.
10. Your responsibility
When you are at your placement you agree to act appropriately and agree to be bound by their rules and by the regulations and policies under which your placement provider works and any other reasonable directions provided to you.
Should a situation arise in which you are dismissed from your placement then we cannot be held liable for this. We will not be under any obligation to issue any refund to you or make any changes to your itinerary which was planned with your placement in mind.
Should you be unhappy with anything to do with your placement including if you have any complaints about the way you are being treated then you should follow the complaints procedure laid out in these terms to inform us of this.
You agree to keep all information confidential when on your placement and you will not publicly share any details regarding, practices, clients/patients in the public domain.
You are expected to behave and conduct yourselves in a positive and respectful manner whilst on our programme. Should any behaviour which we reasonably believe is below the standard that we expect of our clients or brings Caribbean Elective into disrepute then we have the right to take action. Examples of these negative behaviours include but are not limited to illegal activity, damage to property, poor behaviour, offensive behaviour, abusive behaviour, taking of drugs, possession of drugs or illegal items for any reason, disregard for local customs and cultural differences and poor behaviour during your work hours.
Should you be found in our reasonable view to be acting below the standard that we expect of our clients then we will follow the following procedure. Should the behaviour be considered inappropriate by one of our Reps then the Head Rep in your location will be informed and you will be verbally warned and our staff will make a note of this warning. Should this happen again then the UK office will be informed when a decision to remove you from our programme may be taken. Should your behaviour be considered by one of our staff as highly inappropriate and serious then this will be escalated immediately to the UK office via the Head Rep of your location without prior warning to you. A decision will then be made by us as to whether it would be appropriate to remove you from our programme with immediate effect.
We have the right to suspend your placement whilst an investigation is carried out by us into your conduct.
Should a situation arise in which you are removed from our programme by us for any reason then we will outline the reasons why we have come to the decision and we will ask you to depart from our programme with immediate effect. We will not be made liable for any costs you may incur as a result of leaving our programme, and you will receive no compensation for any parts of your placement that you have not completed.
Should you wish not to return home in the event that you have removed from our programme then any duty of care which we have to you will end and we will not be responsible for anything related to you or your activities including your transportation or accommodation.
The taking of, possession of, or dispersion of any drugs/illegal items/substances is strictly prohibited. If you are found to have done so then you will be removed from the programme with immediate effect.
11. Privacy/GDPR: Your personal information and how we use it
We will use the personal information you provide us with to process your application, reply to enquiries, provide a sales service, and to provide the placement you request. We will also use it to process your payments. Personal information which we may store with your permission includes phone numbers, email addresses, details of next of kin for emergency purposes, addresses for receipt of packages and post, IP addresses, your name, details of your university course and passport information.
For payments we use the payment processing software provided by Stripe, this is GDPR compliant. Therefore your information is secure when you create an online logon with us.
It may be required for us to share some of your relevant personal information with your placement provider and our overseas staff so that they may properly organise and host your placement.
Should you wish to request from us what personal information we hold of you then you may do so by contacting our office. It is also possible for you to request that your personal information is no longer held by us. It is only with your permission that we will store data and we will only hold data which is relevant and still needs to be stored.
For the purpose of checking the performance of our website, we use Googles Analytics software to analyse the usage and behaviours of users. Google Analytics will automatically store the IP addresses and cookies of the devices which users use to access our website. We will only use this data for the purpose of analytics.
12. Other important terms
We may transfer our rights and obligations under these terms to another organisation and we will always notify you in writing should this occur.
This contract is between you and us and does not affect any other person.
Each of the paragraphs in these terms operates separately and should any relevant authority decides that any of them are unlawful then the remaining paragraphs will remain in full force and effect.
If we fail to insist that you perform any of your obligations under the terms or if we do not enforce our rights against you or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to still comply with those obligations. If we do waive by default to you we will only do so in writing and that will not mean that we will automatically waive any later default by you.
The terms stated are applied and come under the jurisdiction of English Law.
13. How you should contact us
You may write to us at our UK office address: Caribbean Elective, 42 Twynham Road, Maidenhead, Berkshire, SL6 5AS. You may also email us using email@example.com. For emergencies, a 24/7 mobile contact number of 07789 967795 is available for you to contact.
14. Booking your flights
Please be aware that often flight bookings cannot be cancelled or adapted after booking without great expense. We cannot be held liable once you have booked your flights for any changes in your placement or trip itinerary that are out of our control such as your host organisation pulling out or severe weather that could affect your flight booking.
Please always double-check your flight booking before proceeding with our team and you must book on dates agreed with us as we carefully plan arrival and departure dates to suit our programme. Should you choose not to book on agreed dates then we may have to request you arrange your own transport to or from the airport and we will not be liable for the cost of this.
We cannot be liable for any financial losses if your flight is cancelled or delayed due to reasons beyond our control. This includes any epidemics or pandemics.
15. Governing Law
This Agreement will be governed by and construed in accordance with the laws of England.
16. COVID refund policy
16.1 To qualify for our COVID refund policy a deposit of 10% must be received by Caribbean Elective within the time frame stated on the Payment Plan/invoice provided.
16.2 Caribbean Elective will issue a 100% refund of the amount paid if the group is unable to start their placement or project as a result of one or more of the following reasons: International travel restrictions, FCO advise against all non-essential travel (which includes the destination country being “red-listed”), DfE advise against all non-essential educational travel, border closures, or the inability for the placement to go ahead for COVID related reasons, for example, but not limited to the unwillingness or inability of the placement or project host organisation to host students due to COVID related reasons.
16.3 Caribbean Elective will not provide a refund under the COVID refund policy if the group decides not to travel when travel is possible under FCO and DfE guidelines and the placement or project can still go ahead. In this case, the normal cancellation policy applies. If the destination country is not “red-listed” then we will consider travel to be possible.
16.4 Caribbean Elective will not offer a refund to the group if they are able to arrive for their placement or project but are unable to complete the duration due to COVID-related reasons. In this instance, it is more appropriate for travellers to use their travel insurance for assistance.
16.5 The COVID refund policy only applies to Coronavirus 2019 and does not apply to any other illness, type of coronavirus, pandemic, natural disaster, disease, or other health condition. Caribbean Elective will not offer the same or similar refund policy for any other condition.
16.6 Caribbean Elective cannot be held liable for any restrictions or laws which may be introduced by the government of the destination. If a local lockdown is introduced during your trip which stops you from being able to participate in your placement then we will advise you to return home as soon as possible. We cannot be held responsible for covering or contributing to any flight charges or costs that may occur as a result of you changing your flight date. You are responsible for paying any charges for changing flights. Travel insurance should assist in this case. In the event that you return home, we will be happy to offer you a credit voucher for the remaining and unused full weeks of your placement. You can redeem this voucher to return and complete your placement within 2 years. The two year period will begin from the day you leave the Caribbean.
16.7 If you test positive prior to your departure date and this means you cannot travel under the guidelines at the time then you will be able to request the dates of your trip be postponed until you are once again able to travel. Please note Caribbean Elective is not responsible for any charges you may incur as a result of changing your flights to these new dates. Your travel insurance should be able to assist you with this.
16.8 If one or more members of your group test positive prior to your departure date and this means you cannot travel under the guidelines at the time then you will be able to request new travelling dates.
17. Force Majeure
Neither Party will be liable for any failure or delay in performing an obligation under this Agreement that is due to any of the following causes, to the extent beyond its reasonable control: acts of God, accident, riots, war, terrorist act, epidemic, pandemic, quarantine, civil commotion, breakdown of communication facilities, breakdown of web host, breakdown of internet service provider, natural catastrophes, governmental acts or omissions, changes in laws or regulations, national strikes, fire, explosion, generalised lack of availability of raw materials or energy.
For the avoidance of doubt, Force Majeure shall not include (a) financial distress nor the inability of either party to make a profit or avoid a financial loss, (b) changes in market prices or conditions, or (c) a party’s financial inability to perform its obligations hereunder.
Force Majeure shall not include the novel coronavirus COVID-19 pandemic which is ongoing as of the date of the execution of this agreement.
18. Agreeing to these terms
When completing your deposit or first payment you are acknowledging your understanding of and willingness to comply with the terms as stated in this document.
19. Caribbean Elective Office Contact Details
If you need to contact the Caribbean Elective office you should use one of the following methods:
42 Twynham Road
Emergency mobile +44 7789967795 (UK) +1 758 485 9106 (Saint Lucia)