THE SUSTAIN ABILITY PROJECT (TSAP TRAVEL)

TERMS & CONDITIONS

1. INTRODUCTION

By submitting an application or making a booking with The Sustain Ability Project (“TSAP”, “we”, “us”), you (“the Participant”) agree to be legally bound by these Terms and Conditions.

Where a booking is made on behalf of a school, organisation, or group, the person completing the booking confirms they have the authority to accept these Terms on behalf of all participants.

You are advised to read these Terms carefully before confirming your booking.

2. SERVICES PROVIDED

TSAP agrees to organise and deliver an international project experience, which may include:

  • Pre-departure briefing (via video call and/or written communication)

  • A project itinerary (subject to reasonable change)

  • Accommodation and meals during the project

  • Airport transfers (as specified in your itinerary)

  • In-country project leaders and support staff

  • Equipment, materials, and training where required

  • 24-hour emergency support

  • Optional travel insurance (if selected)

  • General travel advice and assistance

TSAP reserves the right to make reasonable changes to project details where necessary to ensure safety, legal compliance, or the best outcomes for local communities. Participants will be informed of any significant changes prior to departure where possible.

3. INFORMATION & DISCLAIMER

Any information provided by TSAP regarding visas, vaccinations, travel requirements, local conditions, or logistics is given in good faith. However, this information may change, and TSAP cannot guarantee its accuracy at all times.

Participants are solely responsible for verifying all travel requirements with appropriate authorities.

4. APPLICATION & PARTICIPANT INFORMATION

Participants must provide accurate and complete information during the application process, including:

  • Legal name

  • Contact details

  • Date of birth

  • Medical and dietary requirements

  • Citizenship and residency

  • Emergency contact details

You must inform TSAP promptly of any changes to this information.

Failure to provide accurate or updated information may result in cancellation of your booking and reduced or no refund, depending on costs incurred.

5. DOCUMENTATION REQUIREMENTS

Participants are responsible for obtaining and maintaining:

  • A valid passport

  • Required visas

  • Appropriate travel and medical insurance

Insurance must cover, at minimum:

  • Medical treatment and emergency evacuation

  • Trip cancellation or interruption

  • Loss or damage to personal belongings

Failure to obtain appropriate documentation may result in inability to travel, for which TSAP accepts no liability.

6. HEALTH & MEDICAL

Participants are responsible for ensuring they are medically fit to travel and participate.

You must:

  • Disclose all relevant medical conditions

  • Carry necessary medication

  • Obtain recommended vaccinations

TSAP staff are not medical professionals but will assist in accessing local medical services where required.

In an emergency, TSAP reserves the right to arrange medical treatment if the participant is unable to make decisions and emergency contacts cannot be reached.

7. PAYMENT TERMS

  • A non-refundable deposit of £200 is required to secure a place

  • Full payment must be received no later than 6 weeks prior to departure

  • Payments may be made in instalments, but the full balance must be paid by the deadline

Failure to pay in full by the required date may result in cancellation of your booking.

All prices are quoted in GBP. Any transaction fees or currency conversion costs are the responsibility of the participant.

8. CANCELLATION BY THE PARTICIPANT

If you cancel your booking:

  • More than 30 days before departure: up to 50% refund

  • 14–30 days before departure: up to 25% refund

  • Less than 14 days before departure: no refund

Refunds are based on costs already incurred by TSAP at the time of cancellation.

Deposits and donations are non-refundable.

9. CANCELLATION OR CHANGES BY TSAP

TSAP reserves the right to cancel or modify a project due to circumstances beyond its control, including but not limited to:

  • Natural disasters

  • Political instability

  • Pandemics

  • Government restrictions

In such cases, TSAP will offer:

  • A partial refund based on recoverable costs, or

  • Credit towards a future project (subject to availability)

TSAP is not responsible for additional costs incurred by participants, such as flights, visas, or personal equipment.

10. INSURANCE

Where insurance is provided by TSAP, it is subject to the terms of the insurer.

Participants are responsible for understanding the extent of their coverage and making any additional arrangements if required.

11. BEHAVIOUR & CONDUCT

Participants must:

  • Follow all instructions from TSAP staff

  • Respect local laws, customs, and communities

  • Act in a safe and responsible manner

TSAP reserves the right to remove a participant from a project for:

  • Illegal activity

  • Substance misuse

  • Unsafe or disruptive behaviour

  • Actions that may harm others or damage TSAP’s reputation

In such cases, no refund will be provided, and the participant will be responsible for any additional costs incurred.

12. SAFEGUARDING

TSAP is committed to safeguarding participants and local communities.

Participants must adhere to all safeguarding guidelines, including:

  • Not being alone with minors in unsupervised or enclosed environments

  • Maintaining appropriate boundaries at all times

Failure to comply may result in immediate removal from the project.

13. ACTIVITIES OUTSIDE THE PROJECT

Optional activities may be available during free time. These are:

  • Not included in the project fee

  • Undertaken at the participant’s own risk

TSAP may assist with arranging such activities but accepts no liability for third-party providers.

14. LIABILITY

Nothing in these Terms limits or excludes liability for:

  • Death or personal injury caused by negligence

  • Fraud or fraudulent misrepresentation

Subject to the above, TSAP’s total liability is limited to the amount paid by the participant for the project.

TSAP is not liable for:

  • Loss of personal belongings

  • Travel delays or disruptions outside its control

  • Actions of third-party providers

15. EMERGENCY CONTACT

Participants must provide an emergency contact prior to travel.

TSAP reserves the right to contact this person where necessary.

16. COMPLAINTS

Any complaints should be submitted in writing to TSAP as soon as possible and no later than 14 days after the issue arises.

17. GOVERNING LAW

These Terms & Conditions are governed by the laws of England and Wales.