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Terms & Conditions

Bridge2Aid Volunteer Terms & Conditions

These Participant Conditions are made between Bridge2Aid (UK registered charity No. 1092481), and the applicant who agrees to the participant conditions below.

  1. If any of these Participant Conditions are found by any Court or other competent authority to be wholly or partly unfair or unenforceable the validity of the rest of the Participant Conditions and the rest of the condition in question shall not be affected and shall remain valid and enforceable to the full extent permitted by law.
  2. These Participant Conditions are governed by English law and I irrevocably submit to the non-exclusive jurisdiction of the English courts.

 

  1. Finance

It is possible to fundraise the total sum of your trip less the initial £150 deposit (additional information available on request). However, this must be done in the time frame set out in the summary of costs sent to you once a DVP place has been offered.

  • I agree to pay Bridge2Aid a £150 refundable initial deposit to reserve my place. If I am a new volunteer, I will then attend a training day on invitation.
  • Following the confirmation of my place I will pay a further £350 to complete my deposit payment. (Total deposit £500)
  • I understand that if my deposit is not paid in full by the due date my place may be offered to another volunteer.
  • I understand the £500 deposit is then non-refundable and is not transferable to future trips.
  • I agree to pay Bridge2Aid the balance of the cost of my trip as notified in writing (to go towards covering DVP accommodation, travel, food etc. and a donation to B2A) by the dates outlined in the summary.
  • I agree to have suitable travel insurance to cover a volunteering trip in the event of my insurable non-attendance.
  • If fees remain unpaid, I understand that Bridge2Aid may withdraw my place, and that any deposit and fundraising will be retained by Bridge2Aid.
  • I understand that I will be required to book my own flight via Wotton Travel Limited (WTL) once B2A has notified me of the flight route and will do this within the timeframe specified. B2A will settle the cost of the flight from the funds paid.
  • I understand that if I choose to fly via a different route or at a different time (for example staying for a holiday) then I am liable for the difference in flight costs.
  • I understand that I am liable for a cancellation fee of £250 if I cancel less than 12 weeks before departure (in addition to the £500 deposit already paid).
  • I understand that if I withdraw from the trip 8 weeks or less before departure no amount of the monies paid to Bridge2Aid will be repaid, and any monies received by Brige2Aid are not transferrable to future trips.
  • I understand that any notice of cancellation must be given in by email to the Volunteer Team or in writing to Bridge2Aid, The Keepers, Symn Lane, Wotton under Edge, Gloucestershire GL12 7BD.
  • Money from fundraising cannot be used to cover the costs of a safari or any extension trip I may choose to take. I acknowledge that Bridge2Aid is not responsible or liable for the provision of any such trip, or for arranging any excursions or other tours or for anything that happens during the course of any trip, tour or other extension.
  • I acknowledge that all funds raised must be sent to Bridge2Aid to arrive no later than 12 weeks before the start of my trip. I undertake to personally pay an amount equal to any fundraising shortfall.
  • Bridge2Aid operates a ‘per trip’ policy on fundraising. Extra funds can only be carried forward to a future programme that takes place within 18 months of the end of the trip for which excess funds were raised.
  • If I raise more money than I need to meet the costs of my trip, I understand that these funds will be used in pursuit of Bridge2Aid’s charitable aims.
  • I understand that any Gift Aid claimed on donations towards my DVP belongs to Bridge2Aid and therefore cannot be allocated against my trip.
  • I understand that if for any reason beyond the control of Bridge2Aid, the trip must be cancelled and donations made through online platforms such as Just Giving cannot be refunded, these funds can be carried forward to another trip. If that is not applicable, then they will be used in the pursuit of Bridge2Aid’s charitable aims.

 

  1. Travel, Health and Wellbeing

I understand that in the event that any of the statements set out below are found to be untrue, Bridge2Aid shall be entitled to cancel my trip and any moneys received by Bridge2Aid prior to cancellation shall be retained by Bridge2Aid.  In the event of such cancellation, I shall reimburse to Bridge2Aid any reasonable costs, losses or expenses which Bridge2Aid may incur or suffer as a result.

I confirm that:

  • I will be at least 18 years old on the date of departure.
  • I confirm that my general state of health and fitness is good and I take full responsibility for my fitness to take part.
  • I will ensure that I get the necessary inoculations and malaria prophylaxis for my trip.
  • I am aware that I may be required to provide a letter from my GP confirming fitness to take part in volunteer activities if Bridge2Aid feel this is necessary.
  • I will have adequate and valid travel insurance that will cover me for the specific activities I will be undertaking, including, without limitation, emergency repatriation and repatriation of my remains.
  • If I do not provide proof of adequate and valid travel insurance by no later than 10 weeks prior to departure, Bridge2Aid may withdraw my place.
  • I acknowledge that Bridge2Aid may withdraw my place or oblige me to obtain further insurance if Bridge2Aid believes that my insurance cover is inadequate.
  • I consent to Bridge2Aid contacting my insurer in the event of an insured event occurring, if I am unable to do so myself due to ill health, lack of access to communications or any other reason.
  • I will arrange adequate and valid indemnity insurance to practise in my professional capacity in Tanzania. If I do not provide proof of this at least 10 weeks prior to departure Bridge2Aid may withdraw my place. I acknowledge that Bridge2Aid may withdraw my place or oblige me to obtain further insurance if Bridge2Aid believes that my insurance cover is inadequate.
  • I do not suffer from alcohol or drug dependency, or from any chronic condition which might become acute during my trip.
  • I do not have any criminal convictions which would prevent me from carrying out this volunteer work.
  • I confirm I am aware of the pregnancy clause below:
    • We are required to carry out a risk assessment for all pregnant volunteers to identify any risks to both the mother and her unborn child, and to implement suitable measures to control any risks so far as is reasonably practicable.
    • We have identified a potentially significant risk, being the lack of medical assistance available in Tanzania.
    • If it is not possible to identify a way of removing or reducing the risks we have identified, we may have to consider suspending you from volunteering in Tanzania for as long as it remains necessary for the protection of your health and the health of your unborn child.
  • I participate at my own risk and Bridge2Aid shall have no liability for any loss or damage incurred by me, however arising, or for cancellation of the visit for any reason outside its control. This exclusion of liability does not apply to liability arising in connection with death or personal injury resulting from Bridge2Aid’s negligence, or from Bridge2Aid’s fraud or wilful default.
  • Bridge2Aid will not be responsible for (and I agree to indemnify Bridge2Aid against) any costs, claims, losses and expenses arising including costs of repatriation e.g. flights and legal expenses.
  • Bridge2Aid shall not be liable for any changes to itineraries, schedules and accommodation.

 

  1. Code of conduct
  • I agree to uphold the highest standards of professional and ethical behaviour at all times as detailed in the Bridge2Aid Code of Conduct (Appendix 1 – please see below).
  • I will adhere to Bridge2Aid’s guidance on appropriate behaviour during the visit, and understand that failure to do so may lead to my being excluded from activities during the visit or future volunteering at Bridge2Aid’s discretion, as normally exercised by the Country Programme Director or the Site Clinical Lead (SCL) in consultation with the UK team.

 

  1. Passport and Visas
  • My passport must have at least six months to run from the date I return to the UK.
  • If I am refused passage and/or entry/exit to or from Tanzania, any additional costs incurred are my responsibility.
  • It is my responsibility to organise and pay for the appropriate Visa for my trip.

 

  1. Data Protection

I give my consent to the information I provide to Bridge2Aid being made available to other parties as deemed necessary by Bridge2Aid for the purposes of my trip. This can include but is not limited to the following:

  • Bridge2Aid UK staff and volunteers – to enable processing of my application, my pre trip training and support and, in case of any medical emergency.
  • Bridge2Aid Tanzania staff – to support the planning for each trip and to take into account the needs of volunteers e.g. diets, allergies & in case of any medical emergency
  • Volunteers on my trip:
    • Senior volunteers such as Site Clinical Leads and Assistant Site Clinical Leads. This will include sensitive personal data such as relevant medical history to ensure appropriate support is provided to DVP volunteers when travelling to DVP, and during the programme.
    • Other DVP volunteers will receive basic contact information to facilitate communication between participants, particularly before departure.
  • Agents of and suppliers to Bridge2Aid in the UK and Tanzania, such as travel agents (Wotton Travel Limited), and accommodation and subsistence providers
  • Medical professionals, as required, in the event of my needing medical care during my trip.

Bridge2Aid will at all times pay due regard to my right to privacy concerning my information and will handle all data with appropriate sensitivity.

 

  1. Safeguarding and Whistleblowing
  • Bridge2aid takes the protection and safety of all of our employees, volunteers and beneficiaries seriously. We are conscious that we are working in areas with children and potentially vulnerable people.
  • All volunteers must have read the Bridge2Aid safeguarding and whistleblowing policies and signed a statement of commitment to the policies prior to commencement of their programme.

 

I apply to take part in the Bridge2Aid Dental Volunteer Programme, and agree to abide by the above Participant Conditions

 

Appendix 1: Bridge2Aid Code of Conduct  

Our commitment to you

It is important to Bridge2Aid that quality is at the heart of everything we do, and that we demonstrate and promote a positive attitude, equality and teamwork. Bridge2Aid will adhere to the following standards at all times.

We will give you:

  • Clear instructions about your volunteer role which will include: working time, location, suitable clothing, travel, accommodation, food and any other requirements.
  • A detailed role description, but where possible and reasonable volunteers should be prepared to be flexible.
  • Training for your role
  • A healthy and safe environment with appropriate clinical and infection control standards adhered to at all times
  • Appropriate supervision with a named leadership and administrative team.
  • An opportunity to develop your skills, meet like-minded people and enable you to gain a better understanding of oral health in a lower income country setting.

 

Your commitment to us

As a volunteer for Bridge2Aid you should recognise that you represent our organisation at all times and as such should not behave in any way that brings the charity into disrepute. Nor should you compromise the high standards of professionalism which are required on a dental volunteer programme.

In particular you should be aware of the following:

Volunteers are expected to:

    • not engage in sexually inappropriate behaviour (as detailed in the Safeguarding policy), whether with team members or others
    • not drink or smoke during working hours
    • not drink alcohol to excess or engage in drunken behaviour outside working hours
    • not use sexist, racist, abusive or culturally insensitive language
    • not act in a violent or aggressive way
    • not take illegal drugs

You should always:

  • maintain high standards of ethical integrity
  • dress professionally while working and follow all usual guidelines on use of PPE maintain high standards of personal hygiene
  • show respect for everyone you encounter, regardless of colour, race, religion or gender. For example making fun of or mimicking colleagues or anyone else will never be acceptable even if only intended as a joke.
  • Be very careful when using social media. Naming people, commenting on and making judgements about Tanzanian society, its people and its government must be avoided as this can cause great offence.

Confidential information

As a volunteer you have an obligation to protect confidential or personal information in relation to other volunteers, trainees or patients. If you have access to confidential information (including addresses, telephone numbers or medical information) of colleagues or patients you should never discuss or disclose such information to anyone other than the person/s authorised to receive it both during and after your involvement with the volunteer programme.

As highlighted in point 3 above, failure to adhere to any of the points mentioned in ‘Your commitment to us’ may lead to your exclusion from activities during the programme or even immediate termination of your volunteer placement and return to the UK at your own expense. This may also affect future volunteering opportunities with our organisation.

Other matters

Grievance resolution – A grievance is a perceived or real issue which causes resentment, suffering or distress and which may be regarded as grounds for complaint.  Bridge2Aid is committed to encouraging an open environment in which all volunteers can express themselves freely and responsibly, where issues raised are responded to in an appropriate and timely manner and where everyone is treated with dignity and respect.

If you have any concerns about the behaviour of people in your team during your trip, please report it to your Site Clinical Lead, Assistant Site Clinical lead or the B2A Tanzanian Programme Director as appropriate.

After your trip any complaints or concerns can also be reported to the B2A UK Volunteer staff as part of the post programme feedback process. We will treat all feedback as confidential and will seek to protect individuals making such reports from recrimination. All reports will be investigated promptly and fairly.

Performance issues/inappropriate professional practices – we always attempt to resolve any professional performance issues or conflict fairly. If an issue arises in Tanzania, the appropriate person will discuss their concerns with you and seek to resolve the matter in a quick and professional manner.

 

PLEASE REMEMBER: these guidelines are in place to ensure both your safety and that of other people. They are not designed to be restrictive in any way or to diminish your enjoyment of your volunteer experience.

 


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