Terms & Conditions

Everything you need to know before confirming your volunteer placement.

By submitting an application to participate in one of our programs, you agree to the terms outlined below. Please read them carefully before proceeding.

1. Definitions

  • “Outreach Overseas” refers to Outreach Overseas Limited.
  • “Volunteer” refers to an individual who applies to or participates in a program.
  • “Local Ground Team” refers to the in-country program coordinator or partner.
  • “Website” refers to www.outreachoverseas.com.
  • All prices are in USD.
  • All timing referenced is based on South African Standard Time (SAST).

2. Acceptance Onto a Program

By submitting your application, you confirm that you:

  • Have read and understood these Terms
  • Agree to comply with them
  • Understand that the agreement becomes binding upon acceptance

Outreach Overseas reserves the right to decline applications at its discretion. Any misrepresentation or omission of personal information (including medical history, criminal background, etc.) may lead to removal from the program without refund or compensation.

3. Registration Fee

  • The application process is free.
  • Upon acceptance, you must confirm your place by paying a non-refundable $199 registration fee.
  • Registration fees are non-transferable and subject to a 5% transaction fee.
  • Do not book travel until your placement is confirmed in writing.

4. Program Fees

  • Program fees are due no later than 60 days before your start date.
  • For late bookings (<60 days), full payment is due within 7 days of confirmation.
  • Prices are subject to change and listed in USD or ZAR.
  • Program fees include accommodation unless otherwise specified.

Outreach Overseas reserves the right to adjust program fees due to exchange rates, supplier changes, or local conditions. These fees are also subject to a 5% transaction fee.

5. Travel and Documentation

Volunteers are responsible for:

  • Booking and paying for their own flights and local transportation (unless otherwise noted)
  • Obtaining and carrying valid passports, visas, insurance, and any other required documents
  • Submitting required documents at least 21 days before the start date
  • Covering administrative fees for late submissions or changes within 15 days of arrival

6. Travel Requirements

  • Comprehensive travel insurance (including health, cancellation, and liability) is mandatory.
  • You must ensure that all documents (e.g., passports, visas) are valid for your destination.
  • Review government travel advisories before departure.

7. Volunteer Eligibility

  • Minimum age: 18 years (unless accompanied by a guardian or stated otherwise).
  • You must disclose any medical or mental health conditions.
  • Some programs require a criminal background check (within 18 months of the start date).
  • We strive to accommodate dietary needs but cannot guarantee all preferences.

8. Under-18 Volunteers

  • Parent/guardian consent is required.
  • Non-compliance with risk policies may result in removal from the program without refund.

9. Program Cancellation & Changes

  • Cancellations must be submitted in writing.
  • Registration fees are non-refundable.
  • Refund eligibility for program fees:
    • >60 days before start date – Partial refund possible (minus costs)
    • <60 days – No refund
  • No refunds for early departure or failure to attend
  • Add-ons are non-refundable once booked

If We Cancel a Program:

You may choose to:

  • Transfer to another program (paying any difference in cost)
  • Receive a full credit valid for 12 months
  • Request a refund (subject to standard policy)

Force Majeure: We are not liable for cancellations due to natural disasters, political unrest, pandemics, war, etc.

10. Groups

  • Group leaders must register early to secure group placements.
  • Group members must register at least 60 days in advance.
  • Group coordinators may submit documents and accept terms on behalf of the group.
  • Group fees must be paid 30 days prior to arrival.
  • Add-on services are subject to the provider’s refund policies.

11. Add-ons

  • Additional experiences (tours, language lessons, etc.) are non-refundable once paid.
  • Credit for cancelled add-ons may be granted on a case-by-case basis depending on local partner policies.

12. Payments & Refunds

  • Payments and refunds are processed in USD (or ZAR where applicable).
  • Refunds are calculated based on provider exchange rates and may differ from original payments.
  • Transaction fees are non-refundable.
  • No refunds will be issued after a participation verification letter is provided (e.g., for visa or academic credit).
  • Payments made using credit are only refundable as credit.

13. Outreach Overseas Rewards & Ambassadors

Returning volunteers and referrals are eligible for discounts and rewards. Full terms are outlined on our website.

14. Personal Risks & Liability

Volunteers participate at their own risk and must:

  • Comply with all local laws and customs
  • Behave respectfully and responsibly
  • Understand the inherent risks of travel and volunteer work

Outreach Overseas and its partners are not liable for:

  • Personal injury, illness, or emotional harm
  • Death
  • Property loss
  • Natural disasters or political unrest
  • Costs arising from the need for testing during disease outbreaks

15. Code of Conduct & Non-Discrimination

Outreach Overseas is committed to a safe and inclusive environment. Discriminatory, illegal, or unsafe behaviour will result in immediate dismissal without refund.

16. Use of Photos and Feedback

By joining a program, you grant Outreach Overseas the right to use your photos, videos, and written feedback for promotional purposes unless you opt out in writing.

17. Intellectual Property

All materials, branding, and website content are the property of Outreach Overseas. They may not be used without written permission.

18. Data Protection

  • We comply with POPIA and protect your personal data.
  • Data may be shared only with partners for operational purposes.
  • You may request to access, update, or delete your data at any time. See our Privacy Policy for more.

19. Complaints

  • Report issues to your local coordinator as soon as possible.
  • Unresolved concerns should be submitted to our central team via email.
  • Complaints raised after your return may not be resolved effectively.

20. Governing Law

These Terms & Conditions are governed by the laws of South Africa.
 You agree to the exclusive jurisdiction of South African courts.

Questions?

Please contact us at 📧 hello@outreachoverseas.com – we’re happy to help clarify anything before you proceed.