Terms and Conditions

(version: October 2021)

 

Unless otherwise agreed, these Terms & Conditions (TCs) apply to all programs provided by the Global Engagement Institute (“GEI”). They are amended from time to time due to changing circumstances; the TCs at the time of booking a program are the TCs that are valid. By making a booking, you confirm that you and all participants associated with you under the booking have read the TCs and have agreed to be bound by them, and that you have the authority to accept them on behalf of all participants associated with you under the booking. In these TCs, “you” therefore means you and all participants associated with you under the booking.

 

1. Description of the program

You will attend a global engagement program as described in the program description(s), particularly the program itinerary. Program activities include those that are planned and scheduled, as well as those occurring during free, independent or unstructured time (collectively referred to in these TCs as “activities”).

 

2. Beginning and ending point of the program

GEI responsibilities commence with the arrival of participants at the international airport of the (first) program destination. Likewise, GEI responsibilities terminate with the departure of participants from the international airport of the (last) program destination.

 

3. Your responsibilities

a) Transportation to and from

You are responsible for arranging for the departure and travel to and from the origin airport to the designated meeting location overseas. GEI is not financially responsible for any extra costs incurred by trip cancellations or delays prior to arriving to, or after departing from, the designated meeting location overseas. GEI is also not financially responsible for extra costs incurred by participants who have to stay in country after the program ending point for any reason. You should carry a credit card or other means to pay for expenses arising from trip cancellations or delays and unexpected flight costs related to changes or purchases of any new tickets.

 

b) Passport and visa requirements

You are responsible to ensure that your passport is valid to travel to the program destination(s) and to obtain the relevant visa(s). While GEI may in some cases facilitate visa applications, it cannot be held responsible if a visa application is denied or if a visa is not obtained in due time.

 

c) Screening and healthcare

You are solely responsible for ensuring that you are in good health, both physically and psychologically, and that you do not suffer from any condition that could negatively impact the program and/or compromise the well-being of you or other participants on the program. GEI reserves the right to dismiss a participant from the program on these grounds either during the program or before the program begins.

You are also responsible to seek your physician’s advice on vaccinations and medical precautions.

You must immediately report any accidents, incidents, illnesses, injuries or health issues of any kind that occur with you or other participants during the program to GEI staff.

 

d) COVID-19 vaccination requirement

At GEI, we value the health and safety of all members of our worldwide community as paramount. This not only includes program participants, but also staff, instructors, host community partners, and logistics, activity, and excursion partners. We find that it is vital that we try to minimize the risk of spreading COVID-19 and its variants between and within the communities in which we live and work.

It goes without saying that we have strong prevention measures in place. But vaccination is an important additional element of our health and safety strategy in order to significantly increase protection for all members of the GEI community. As a result, we have made it a requirement for all members of our worldwide community who have access to an approved vaccine – especially including all program participants – to be fully vaccinated no later than January 1, 2022.

To report your vaccination status, you must provide us a copy of your COVID-19 Vaccination Record Card, or other acceptable form of proof before the start of your program. If you are receiving a two-dose vaccine (e.g., Pfizer, Moderna, or AstraZeneca), the card or form of written proof should indicate that you have received both doses.

We will only accept exemption or accommodation from the vaccination requirement upon request for documented medical or deeply held religious reasons, or for any reasons protected by your home country’s law. In such a case, please contact us so that we can provide you with a COVID-19 Vaccination Exemption Request Form that you need to complete. We shall review your request for exemption or accommodation, taking into consideration the particulars of the spread of the disease and the conditions of vaccination status of the host location. In any case, we may not be able to accommodate such requests, especially if country laws, policies, and public health regulations supersede our own GEI requirements.

 

e) Insurance

Unless an insurance is officially provided by GEI as part of the program services and fees, you should get appropriate insurance covering the type of activities that you will be doing during the program. The insurance should fully cover medical incidents or injuries, death, repatriation, unforeseen delays, cancellations, baggage losses, and loss of, damage to, or theft of personal property. Activities with greater risks should also be covered.

GEI will not be held liable for any costs arising from the failure to take an appropriate insurance.

 

f) Payments

You agree to make all program payments to GEI as described in section 5a below.

 

g) Additional costs and lost, stolen, or damaged personal property

You agree that GEI will not be responsible for costs associated with any damage to GEI’s or a supplier’s equipment or property, your early departure, medical treatment, airline cancellation or change fees, or other costs that fall within your responsibility. You are required to pay these additional costs.

You agree further that GEI will not be responsible for any of your lost, stolen or damaged personal property.

GEI will not refund or reduce fees for a participant’s late or non-arrival, early withdrawal or dismissal for any cause.

 

h) Emergency procedures

You will provide GEI with emergency contacts whom GEI shall inform in case an emergency occurs on the program.

 

i) Other responsibilities

You shall comply with all of your other obligations under these TCs, and any applicable federal, state or other (U.S. or foreign) laws.

 

4. GEI responsibilities and services provided

a) Lodging and meals

Lodging and meals during the program will be as described in the program itinerary.

 

b) Staffing

GEI will select a minimum of 1 designated staff member to attend the program. GEI will be responsible for hiring, screening and selecting its staff member/s, including conducting appropriate staff background checks.

 

c) Program activities

GEI will arrange for scheduled program activities, as described in the program itinerary.

 

d) Use of external contractors

GEI will arrange for all external contractors used during the program for transportation and for arranged program activities.

 

e) Medical and emergency response

GEI will provide or arrange for first aid and/or emergency care for injury or illness occurring during the program, including arranging for emergency evacuation or transportation. As described in section 3e above, you agree that GEI is not responsible for the provision of emergency medical insurance for participants, unless officially part of the program services and fees. Such insurance needs to be obtained by you and all other participants directly. As a result, GEI will not be financially responsible for first aid and/or emergency care responses.

 

f) Force majeure

GEI will not be held responsible in case of force majeure. Force majeure shall be understood to mean unpredictable events of an extraordinary nature beyond the control of GEI and/or of its suppliers. These events can include, but are not limited to war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority, industrial dispute, natural or nuclear disaster, fire, chemical or biological disaster, and all similar events outside of the control of GEI and/or of its suppliers.

 

5. Program costs, payment, refund, and cancellation

a) Program costs and payment

The program itinerary provides details about the program costs.

Unless otherwise stated, you are required to make an immediate and non-refundable deposit payment at the time of the booking confirmation. In the event that GEI has to cancel a program prior to the start due to insufficient demand, the deposit payment will be returned in full.

Unless otherwise stated, you are further required to make the remaining payment not later than 60 days before the start of the program.

Unless otherwise stated, the payment options include an online credit card payment via the services of PayPal on the GEI website and a bank transfer to GEI’s USD bank account in the USA. Participants who reside in the USA may also deposit their payment directly into GEI’s bank account at a Citibank branch near to them (or by sending a check to our Citibank branch in Englewood, NJ). At this point, GEI cannot accept checks that are mailed to its office(s).

 

b) Cancellation by you

If you desire to cancel the program or any previously confirmed services or participants, the following cancellation policy and schedule apply, unless otherwise agreed:

 

For faculty-led and custom programs, including individual participants of such programs:

  • 45 or more days prior to the start of the program: All payments are refundable to the extent that paid supplier deposits are refundable, less a 20% cancellation fee.
  • 44-15 days prior to the start of the program: All payments are refundable to the extent that paid supplier deposits are refundable, less a 25% cancellation fee.
  • 14 or less days prior to the start of the program: All payments are refundable to the extent that paid supplier deposits are refundable, less a 30% cancellation fee.

 

For individuals on GEI programs:

  • 45 or more days prior to the start of the program: Price is refundable, less the deposit payment.
  • 44-15 days prior to the start of the program: 50% of price is refundable.
  • 14 or less days prior to the start of the program: 0% of price is refundable.

 

c) Cancellation by GEI

GEI reserves the right to cancel the program or change its nature, for any reason, before its start. Such reasons include, among others, incidents of natural disasters, health emergencies, or political, environmental or social instability at the destination. GEI is not responsible for costs incurred by you, including airfare and airfare fees, in preparing for a program that is altered or cancelled.

 

6. Independent contractor status / no agency relationship

GEI has secured the services of independent subcontractors (to provide some services and to conduct some of the activities that participants may engage in). Although GEI has made efforts to select responsible subcontractors, these subcontractors are not employees or agents of GEI, and GEI is not responsible for the actions of its subcontractors.

 

7. Agreement to indemnify and defend

a) You

You agree to indemnify (indemnify meaning reimburse by payment or otherwise), defend and hold harmless the Global Engagement Institute and its owners, officers, directors, employees, agents and representatives (collectively “GEI”), with respect to any and all claims (including claims of negligence), liabilities, losses, suits and expenses, including court costs and reasonable attorney fees, made or brought by anyone, for any injury, damage, death or other loss to the extent arising out of or related to: 1) your obligations and responsibilities under these TCs, and/or 2) your negligence or other wrongful act/s or omission/s. You further agree to release any claim/s you may have against GEI and agree you will not make a claim or file a lawsuit against GEI arising out of or related to any of the circumstances identified in this section 7 above.

 

b) GEI (in the case of faculty-led and custom programs)

GEI agrees to indemnify you (indemnify meaning reimburse by payment or otherwise), defend you and hold you harmless, with respect to any and all claims (including claims of negligence), liabilities, losses, suits and expenses, including court costs and reasonable attorney fees, made or brought by anyone, for any injury, damage, death or other loss to the extent arising out of or related to: 1) GEI’s obligations, responsibilities and services provided under these TCs, and/or 2) GEI, including its staff or representatives’ negligence or other wrongful act/s or omission/s.

 

8. Applicable law

New York substantive law (without regard to its ‘conflict of law’ rules) shall govern these TCs, any dispute between you and GEI and all other aspects of the relationship, and any mediation, suit or other proceeding arising out of or relating to these TCs or otherwise, must be filed or entered into only in New York. These TCs are intended to be interpreted and enforced to the fullest extent allowed by law.

 

9. Complete text and severability

If any provision of these TCs is deemed unenforceable, the remaining provisions shall continue in full force and effect.


            

            

                        
            
            
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Additional information

Data protection

GDPR: Policy on the protection and processing of personal data of program participants

This Policy regards all personal data of yours that we have obtained - whether from you directly or indirectly from any entity - for the planning and organization of your GEI program and related GEI services.

These data will be processed and handled by us in accordance with our policies, with the European Union's General Data Protection Regulation ("GDPR"), and with the principles of fairness, lawfulness, transparency, purpose limitation, accuracy, storage limitation, integrity and confidentiality, and accountability, as well as the utmost protection of your privacy.

Sensitive data processing will only take place in relation to data regarding your health condition (such as diseases, allergies or food intolerances) or judicial data of relevance to your participation in the GEI program.

All data shall be processed exclusively for GEI institutional purposes, connected or related to the activities carried out by GEI, such as the planning and organization of your GEI program, the accomplishment of bureaucratic practices for your entry in your program destination, and the performance of the contractual obligations of GEI in connection with your program stay.

In particular, the data supplied or collected may be processed for the following purposes:

  • To fulfill the obligations established by any applicable law;
  • To execute the contractual obligations with reference to your enrolment with the GEI program (such as, but not limited to, program content and logistics bookings, program attendance certification, or participant health and safety protection); and
  • To take the necessary actions in the case of an accident or aggression.

Sensitive data regarding your health conditions and food habits will only be processed for the purpose of protecting your safety or of fulfilling the obligations established by any applicable law.

Sensitive data regarding judicial measures which may have been provided to GEI by public bodies will be processed only for purposes relating to a health or safety emergency and complying with any applicable mandatory provision of any applicable law.

Submittal and processing of personal data is necessary in order to achieve the purposes above specified.

Any refusal will make it impossible to carry out the necessary activities and the correct administrative and didactic management of your program necessary to accomplish the contractual obligations of GEI in connection with your program stay, as well as the obligations imposed by law.

Data - including sensitive data - will be collected and processed automatically and/or manually, and by adopting the respective minimum safety measures.

The data will be handled only by the persons who are in charge of and responsible for the related program activities and services.

Your data may be communicated, in compliance with the rules above indicated, to public or private subjects to whom they may be necessary in order to carry out the planning and organization of your GEI program, and to fulfill obligations set forth by applicable laws.

Sensitive data may be communicated to public bodies and authorities (such as public hospitals, public safety authorities, police offices, courts, magistrates and the like) and to private subjects (such as private hospitals and clinics, security supervisors, insurance companies and the like) only for purposes relating to health and safety emergency and for the purposes of fulfilling obligations set forth by applicable laws.

You will be able to exercise any and all rights foreseen, among others, by the GDPR, electronically available at https://ec.europa.eu/info/law/law-topic/data-protection_en.

This includes, among others, the following rights:

  • You have the right to obtain confirmation of the existence or not of personal data, even if not yet recorded, and their communication in intelligible form.
  • You have the right to obtain indication a) of the origin of the personal data, b) of the ends and methods of their processing, c) of the logics applied in the event of processing being carried out with the aid of electronic equipment, d) of the identification data of your data manager at GEI, and e) of the organizations and categories of organizations to whom personal data can be communicated or who are likely to get to know them at the program destination(s).
  • You have the right to obtain a) the update, the rectification or, if you have the interest to, the integration of the data, b) the cancellation, transformation in anonymous form or blockage of any data processed unlawfully, including those whose storage is not necessary in relation to the aims for which the data were collected or later processed, and c) a statement that the operations indicated in a) and b), including their content, have been made known to those to whom the data have been communicated or released, except in the case of this being found to be impossible or requiring the use of means which are clearly disproportionate to the protected right.
  • You have the right to completely or partially oppose a) for legitimate reasons, the processing of personal data even if relevant to the aims of their collection, and b) the processing of personal data for the purpose of sending publicity material, direct sales or for carrying out market research or commercial communications.

The Data Controller for your data is GEI. In order to exercise the rights mentioned in 7. above, you can contact us at 251 State Street, #204 (c/o Mlekoday), Schenectady, NY 12305, USA, or by sending an email to programs@global-engagement.org.

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