Terms & Conditions

Terms and Conditions

Khaya Student Placements (Pty) Ltd trading as Go With Khaya, Registration No: 2019/124241/07, hereinafter referred to as “the Company”.

These Terms and Conditions apply to all volunteers and partner agents making bookings with Go With Khaya and constitute the full agreement between the parties.

Booking Agreement

All bookings are deemed concluded in Gqeberha (Port Elizabeth), South Africa and governed by the laws of the Republic of South Africa. The parties consent to the jurisdiction of the Magistrates Court of Gqeberha in terms of Section 45 of Act 32 of 1944 as amended. The Company reserves the right to institute proceedings in the High Court where appropriate.

Prices and services are correct at the time of publication but may change due to tariffs, project fees, operational costs or exchange rate fluctuations. The Company reserves the right to decline any booking.

A booking is confirmed only once booking forms are completed, payment has been received, written confirmation has been issued by the Company and all payments have cleared.

Deposits and Payments

A non-refundable deposit of 50% of the program fee is required to secure a booking. The remaining balance must be paid before the program start date.

Bookings made within 14 days of the program start date require full payment at the time of booking. If payment is not received before the program begins, the Company may treat the booking as cancelled and the deposit forfeited.

Cancellations

If a booking is cancelled by the client, the Company retains the deposit. Additional payments above the deposit are subject to the following cancellation fees:

29 days or more before the program start date – 30% cancellation fee
28–15 days before the program start date – 50% cancellation fee
14–7 days before the program start date – 75% cancellation fee
6 days or fewer before the program start date – 100% cancellation fee

Clients who arrive late, fail to arrive or leave early are not entitled to refunds or discounts.

Transfers between programs may be possible subject to a once-off administration fee of R500.

Program Changes or Cancellation by the Company

The Company reserves the right to cancel or alter any program where unavoidable. If a program is cancelled by the Company, all monies already paid will be refunded. This constitutes the full extent of the Company’s liability.

Insurance

Comprehensive travel insurance including medical coverage and emergency evacuation is mandatory. Failure to obtain adequate insurance remains the responsibility of the client.

Baggage

Clients remain responsible for their personal belongings at all times. The Company accepts no liability for loss or damage to personal property.

Risk

Volunteer programs may involve activities with an element of personal risk. By participating, clients accept responsibility for these risks and agree that the Company and its agents shall not be liable for injury, loss of life or property damage.

Health

Clients must ensure they are medically fit to participate. Participants over 65 may be required to provide a medical certificate confirming their fitness.

Authority and Conduct

Project coordinators have authority regarding safety and program management. Participants who disrupt the program or violate local laws or project rules may be required to leave without refund.

Program Expectations and Dispute Resolution

Volunteer programs operate in real working environments and the number of volunteers present may vary depending on bookings, travel schedules and project needs. Expectations regarding the presence of other volunteers do not constitute grounds for refunds.

Clients must first raise concerns with the project coordinator or Go With Khaya staff so reasonable efforts can be made to address the issue. Partner agents are encouraged to guide volunteers to discuss concerns with the local coordinator before escalating the matter.

If a client leaves a program early without allowing the Company a reasonable opportunity to address the concern, no refunds or compensation shall be due.

Differences between expectations and actual program experience due to local conditions, project needs, cultural differences or seasonal factors do not constitute grounds for refunds where the program has been delivered in good faith.

Marketing

The Company may use photographs or video recordings taken during the program for promotional purposes including websites, social media and brochures. Where volunteers are placed through a partner agent, the Company will, where reasonably possible, acknowledge or tag the sending agent in related marketing content.

Participation in the program grants permission for such use.

Force Majeure

The Company shall not be liable for delays, alterations or cancellations caused by circumstances beyond its control including natural disasters, civil unrest, mechanical failures or other unforeseen events.

Travel Documents

Clients will receive confirmation and pre-departure information after booking and are responsible for reading and understanding this information before travelling.

Acceptance of Terms

By confirming a booking, both the volunteer and the booking agent acknowledge that they have read, understood and accepted these Terms and Conditions.