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New Ventures Worldwide CIO

Terms and Conditions & Participant Code of Conduct

Registered Charity Number: 1202056  |  Last updated: June 2025

The following Terms and Conditions (“Terms”) explain the services which New Ventures Worldwide CIO, a Charitable Incorporated Organisation registered in England and Wales (Charity Number: 1202056) (“NVW”) provides. In these Terms “we”, “us”, “our” and “NVW” means New Ventures Worldwide. All references to “Participant”, “volunteer”, “you” and “your” means the person undertaking the placement. “Host” means the person or organisation offering the placement. “Placement” means the participant placement provided by the Host.

Please read these Terms carefully as they set out our respective rights and obligations and participant expectations.

Email: [email protected]

Website: www.newventuresworldwide.org

We aim to respond to all privacy-related enquiries within 30 days.

Functions and Services

  1. The functions of NVW are:
  • To facilitate opportunities for international placements and exchanges for young people
  • To provide information and support for participants and for Host partners
  • To promote personal development and learning through cultural exchange

 

  1. The services NVW provides to the Participant in accordance with these Terms are as follows:
  • The identification of suitable international placements and exchanges
  • Assessing the Participant and matching them to a suitable placement
  • Briefing and training before departure and on arrival in-country
  • In-country support for issues, incidents and emergencies
  • In-country support that encourages independence with personal learning and development

Liability

  1. NVW will provide information concerning local health, wellbeing, safety and security; NVW’s support arrangements in-country; and the role of Hosts. Information may be updated at any time during the Participant’s placement. NVW accepts no liability in relation to any contract or arrangement you enter into or for any placement or for the acts or omissions of any Host, supplier or other person or party connected with any placement. Any such liability or obligations will be between you and the Host, supplier or other relevant party.

 

  1. NVW’s maximum liability to you if they are found to have been at fault in relation to any service they provide (as opposed to any service provided by any third party such as a Host or placement provider for whom we are not responsible) is limited to the fee paid to us for our services as set out above. NVW does not exclude or limit any liability for death or personal injury which arises as a result of their negligence or that of their employees whilst acting in the course of their employment.

 

  1. NVW will comply with any local requirements to inform relevant authorities of a Participant’s unauthorised absence from a placement and/or the end of placement date.

Participant Obligations

Prior to the Placement

  1. Placements are conditional on receipt of satisfactory police and other appropriate background checks prior to departure, such as the UK Disclosure and Barring Service (DBS) check. If the Participant fails to adequately meet the standards required, or any relevant adverse information subsequently comes to light after departure, their placement may be cancelled with no further liability owed to them.

 

  1. Receipt of suitable references is also required prior to the commencement of the placement. In the absence of suitable references, the Participant’s placement may be cancelled with no further liability owed to them.

 

  1. The Participant must notify NVW of all relevant medical conditions and pre-existing injuries at the time of applying for a placement and whenever any injury or condition develops. A satisfactory health clearance prior to departure by the NVW nominated medical advisor in the Participant’s home country, or relevant medical professional, is also required. If the Participant fails to undertake or satisfactorily meet any health requirement their placement may be cancelled without any further liability. The Participant must also promptly advise NVW if any medical condition or disability which may affect the placement develops after any placement has been confirmed.

 

  1. The Participant must adhere to any administration deadlines stated by NVW. Any failure to do so may result in a delay in the Participant’s departure, which may give rise to further expenses for the Participant, or cancellation of their placement. If the placement is cancelled in such circumstances, NVW shall, subject to these Terms, have no liability to the Participant.

 

  1. It is the Participant’s responsibility to ensure they are present at the beginning of the Placement. The Participant is responsible for all travel arrangements and costs connected with arriving in the Host country. NVW accepts no liability for any delay or cancellation of the Participant’s travel arrangements, for which they are solely responsible. Participants should consult their government’s current travel advice before booking and in good time before departure, including advice from the UK Foreign, Commonwealth and Development Office (FCDO), Australian DFAT Smart Traveller, New Zealand Safe Travel, or Canadian Travel and Tourism, as applicable. NVW reserves the right to suspend or modify placements in response to official government travel advisories, and participants accept responsibility for any costs arising from travel restrictions or advisories in force at the time of travel.

 

  1. Different governments publish regularly updated travel information on relevant websites. The Participant should consult their relevant government travel advisory site before requesting a placement and in good time before departure.

 

At the Placement

  1. The Participant has an obligation to the Host and NVW to carry out the duties required of them.

 

  1. NVW works with Hosts to establish start and end dates for each placement. Exact start and end dates vary by placement and year of placement. In some countries the exact end of placement date will be agreed between the Participant and the Host. NVW accepts no liability for the Participant after the final agreed end date of the placement and prior to their return to the home country.

 

  1. The Participant must comply with any codes of conduct and rules given to them by the Host and fulfil the duties assigned to them to the best of their abilities, behaving responsibly at all times and co-operating with other staff and participants on the relevant project. The Participant must also comply with NVW’s Code of Conduct and NVW’s Safeguarding Policy.

 

  1. Whilst the Host and NVW make every effort to ensure that placement descriptions are as accurate as possible, circumstances and personnel at the placement may change and the participating work requirements may vary from the outline description provided. Details about the Participant’s role, hours of work, accommodation, allowance (if appropriate) and placement support are provided to NVW by the Host and will be confirmed with the Participant during the initial induction at the placement. The Participant acknowledges that the nature of placements means their duties, hours or role may change during the course of the placement, sometimes significantly, and it is a condition of the Participant’s placement that they agree to any such changes where reasonably required by the Host. NVW encourages all Participants to make contact with their Host where possible prior to departure.

 

  1. If the Participant is unable to perform their duties due to illness or will be absent from the placement for any other reason, they must inform the Host as soon as reasonably practicable and must also inform NVW. NVW must be informed by the Participant of any changes in their medical circumstances and NVW reserves the right to re-visit the medical clearance process.

Cancellation

  1. If the Participant wishes to leave the placement before the agreed finish date, they must discuss and agree this with the Host and NVW’s Programme Manager in writing.

 

  1. If the placement ends earlier than agreed through no fault of the Participant or with the consent of the Host and NVW, NVW will take reasonable steps to assist the Participant and endeavour to match them to an alternative placement. Acceptance onto an alternative placement is at the discretion of NVW and/or the organisation at which they would be placed. Any additional costs incurred by NVW arising as a result of such a change must be approved by the NVW Programme Manager in advance.

 

  1. NVW shall be entitled to terminate the Participant’s placement if the NVW Medical Advisor, or a relevant medical professional, acting reasonably, believes that the Participant is unable to fulfil their role due to health reasons or that their health and wellbeing will be adversely affected by remaining at the placement.

 

  1. Upon termination of the placement, howsoever caused, NVW shall cease to have any responsibility for the Participant. The Participant should be aware that their visa may become invalid, they may have to return home, they shall not be entitled to any refund of any fees paid, and NVW shall, subject to these Terms, have no further liability to the Participant.

 

  1. If the termination results in any costs, fees, fines, penalties or expenses being incurred by NVW, including but not limited to costs or expenses relating to the Participant’s return home such as flights, NVW shall be entitled to be reimbursed in full by the Participant.

Problems

  1. The following procedure shall be followed in relation to any issues or problems that the Participant experiences whilst on the placement:
  • In the first instance, the Participant shall attempt to resolve the problem at the placement by discussing it with their mentor or Host.
  • If the problem cannot be satisfactorily resolved with the mentor or Host, the Participant should attempt to resolve it by discussing it with the NVW Programme Manager in the host country.
  • If the problem cannot be satisfactorily resolved with the NVW Programme Manager and/or other relevant NVW staff, or they are unavailable, the Participant should attempt to resolve it by discussing it with the NVW Director.

 

  1. If the Participant feels that their problem has not been adequately dealt with at any time, they should submit a written complaint in line with the NVW Complaints Procedure. NVW shall respond to any such written complaint as soon as reasonably practicable.

Passport, Visa, and Health Requirements

  1. Passport and visa requirements may change prior to the Placement and the Participant must check the up to date position in good time before the commencement of the Placement. The passport, visa and other entry requirements applicable to different nationals are available on request from the Embassy or Consulate of the relevant country. The Participant should always check the up to date position with the embassy or consulate concerned.

 

  1. It is the Participant’s responsibility to ensure they are aware of all recommended vaccinations and health precautions in good time before departure. Vaccination and other health requirements and recommendations are subject to change at any time for any destination. It is the Participant’s responsibility to check with a doctor or clinic, and the consulate, embassy, or government of the destination country, prior to departure.

 

  1. It is the Participant’s responsibility to ensure that they are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by the Participant. NVW cannot accept any liability if the Participant is refused entry onto any transport or into any country due to failure to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalties or expenses being imposed on or incurred by NVW, the Participant will be responsible for reimbursing NVW accordingly.

Data Protection

  1. NVW is committed to handling all personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Full details of how NVW collects, uses, stores, and protects personal data, including the lawful bases for processing and your rights as a data subject, are set out in NVW’s Privacy Policy, available at www.newventuresworldwide.org.

 

  1. NVW may share the Participant’s personal data with third parties, including those based outside the UK, where necessary for the following purposes:
  • Sharing placement and identity details with host organisations overseas to administer the programme
  • Disclosing information to the Participant’s parent, guardian, next of kin or emergency contacts in the case of an emergency or where NVW reasonably believes the Participant’s safety or wellbeing is at risk
  • Obtaining medical clearance to confirm whether the Participant’s health is suitable for the placement offered
  • Sharing contact details with fellow and future participants to aid preparations and effect introductions
  • Using images, footage or written content in which the Participant is featured for publicity in printed and online media, where the Participant has provided consent

 

  1. Where personal data is transferred outside the UK, NVW will ensure that appropriate safeguards are in place in accordance with UK GDPR requirements. The Participant may withdraw consent for specific uses of their data at any time by contacting NVW in writing, though doing so may impact the Host’s ability to provide the placement.

 

  1. Subject to clause 28, NVW will not disclose to the Participant’s parent, guardian or next of kin any information relating to the Participant or their activities on the placement without obtaining the Participant’s prior consent, unless the Participant is under 18 years of age or has already involved them via written or oral communication.

Fees

  1. NVW’s fee structure is available online, and the fees schedule relevant to the placement is provided to the Participant with the Offer Letter.

 

  1. The Participant shall pay the non-refundable Application Fee when applying for a placement with NVW.

 

  1. Once accepted on the placement, the Participant must pay the non-refundable Deposit upon offer of the placement.

 

  1. The Participant must pay the relevant Interim Payment by the deadline set out in the Fees Schedule in the Offer Letter.

 

  1. The Participant must pay the relevant Final Payment — that is, the balance of the fees owing to NVW — 30 days prior to their departure. If the Participant fails to do so, their placement may be cancelled and the cancellation charges set out in clause 38 will be payable.

 

  1. Payments shall be made to the bank account nominated in writing by NVW.

 

  1. The Participant shall pay all amounts due under these Terms in full without any set-off, counterclaim, deduction or withholding (except for any deduction or withholding required by law).

Cancellation Charges

  1. In the event of cancellation by the Participant, the amount of the Placement Fees payable will be dependent upon the date written cancellation is received by NVW:

 

Notice of Withdrawal

Cancellation Charge

Up to 13 weeks before departure

Deposit retained by NVW

Between 8–12 weeks before departure

Deposit retained by NVW. 50% of any further NVW Fees paid will be retained

Between 4–7 weeks before departure

Deposit retained by NVW. 75% of any further NVW Fees paid will be retained

Less than 4 weeks before departure

100% of any NVW Fees paid will be retained

Post departure

100% of any NVW Fees paid will be retained

 

  1. NVW may take whatever steps or actions are appropriate to recover any fees outstanding pursuant to clause 38.

 

  1. The Application Fee and Deposit shall always be retained by NVW in the event of cancellation and withdrawal by the Participant.

 

  1. In the event of cancellation and withdrawal by the Participant, any fees already paid for any pre-departure or in-country courses not yet attended by the Participant will be refunded minus any costs incurred by NVW, plus a 20% administration fee.

 

  1. If the placement originally offered to the Participant becomes unavailable for any reason, NVW will take reasonable steps to find a comparable alternative placement. NVW cannot guarantee specific placements, placement types or country programmes. If the Participant is unwilling to accept the alternative placement, NVW will allow deferment of the placement by up to one calendar year with no additional fees charged (as per clause 43). If a placement is not taken up within this year, except by prior agreement, all fees and deposits are non-refundable and cannot count towards future placements. If NVW is unable to offer a reasonable alternative placement, a refund of any Interim and Final fees paid, minus any administrative costs incurred by NVW, will be offered (Application and Deposit Fees remain non-refundable).

Force Majeure

  1. NVW shall not be liable for any failure or delay in performing its obligations under these Terms where such failure or delay results from circumstances beyond NVW’s reasonable control, including but not limited to: acts of nature (such as earthquakes, floods, or severe weather events); pandemic or epidemic; acts of terrorism or civil unrest; government action, travel restrictions, or changes in law; or other events that could not reasonably have been foreseen or prevented. In the event that a force majeure event affects the Participant’s ability to commence or continue their placement, NVW will follow the cancellation charge structure set out in clause 38 and will take reasonable steps to offer alternative arrangements where possible.

Deferral of Placement

  1. If the Participant wishes to defer their placement, they may do so until the following calendar year only, unless agreed otherwise in advance with NVW.

Second Placement Discounts

  1. With the express agreement of the NVW Programme Manager, the Participant may extend their existing placement or start a second placement in the same or a different country after the completion of the first placement:

 

  1. If the second placement commences within 5 years of the end of the first placement and is in a different country, or the Participant returns home first, the Participant shall be entitled to a discount of 25% on NVW Fees.
  2. If the Participant wishes to continue in the same country immediately with an alternative placement (and wishes to confirm the placement with the NVW Programme Manager prior to the host country application deadline), the Participant shall be entitled to a discount of 70% on NVW Fees.
  3. If the Participant wishes to continue in the same country immediately with the same placement, the placement wants them to continue and there is availability after the NVW host country application deadline has passed, then on agreement with the NVW Programme Manager, the Participant shall be entitled to extend their placement free of charge.

 

  1. Additional placements are offered subject to availability and there may be restrictions on which country the Participant can undertake a second placement due to visa or other requirements.

 

  1. If the Participant decides they wish to undertake an additional placement before departure from their home country to their first placement, all applicable fees for both placements must be paid in full prior to departure.

Insurance

  1. The Participant is responsible for arranging adequate insurance cover with a reputable insurance company for the duration of their placement and must provide NVW with the name of the insurance company, the policy number and the emergency medical assistance telephone number. Failure to do so may result in the cancellation of the Participant’s placement.

 

  1. The Participant should read their policy details carefully and take them on the placement. It is the Participant’s responsibility to ensure that the insurance cover purchased is suitable and adequate for their particular needs. NVW does not check insurance policies.

General

Severance

  1. If any provision of these Terms (or any part provision) is or becomes illegal, invalid or unenforceable, the legality, validity and enforceability of any other provision of these Terms shall not be affected.

 

Waiver

  1. A waiver of any right or remedy under these Terms or at law is only effective if given in writing and shall not be deemed a waiver of any subsequent breach or default. No failure or delay by a party to exercise any right or remedy shall constitute a waiver of that or any other right or remedy.

 

Rights of Third Parties

  1. A person who is not a party to these Terms shall not have any rights to enforce its terms.

 

Notices

  1. Notices must be given in writing by the Participant to NVW at the email address provided to the Participant, and by NVW to the Participant at the email address they have advised NVW as being their current address.

 

Variation

  1. Except as set out in these Terms, no variation of these Terms, including the introduction of any additional terms and conditions, shall be effective unless it is in writing and signed by NVW.

 

Governing Law

  1. These Terms, and any dispute or claim arising out of or in connection with them or their subject matter or formation (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England and Wales.

 

Jurisdiction

  1. NVW and the Participant irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation (including non-contractual disputes or claims).

Participant Code of Conduct

  1. NVW is a youth development charity. We aim to enable every Participant to achieve their personal development objectives whilst contributing to enriching the lives of others through their placement. The aim of the Code of Conduct is to ensure that Participants are aware of and understand the standards of behaviour and attitudes expected of them whilst participating in a NVW placement or programme. In the event that a Participant’s behaviour contravenes the Code they will be subject to NVW’s procedures, which may result in a warning or, for serious breaches, dismissal from the programme.

    Undertaking a placement overseas is challenging, and every young person responds differently to these challenges. You will be able to draw on support from NVW, from your Host, and from other participants during your placement. NVW expects that every Participant will:

    • Be willing to make a difference to others and demonstrate team working, adaptability, resourcefulness, communication and cross-cultural awareness
    • Be mindful at all times of their responsibilities to the placement, host country and NVW
    • Treat others with respect and courtesy at all times
    • Take responsibility for their personal health, safety and wellbeing

 

1. Commitment to the Placement

I will make every effort to fulfil my commitment to the placement by:

  • 1 Acting in a responsible manner at all times and as a role model to other participants and to those in my care or with whom I work.
  • 2 Undertaking the duties and tasks assigned to me and following the procedures and guidelines at my placement, including protecting the rights and wellbeing of children, young people and vulnerable adults with whom I will be working, in accordance with NVW’s Safeguarding Policy.
  • 3 Following and respecting expectations set in my placement accommodation or by my host family.
  • 4 Always obtaining agreement in advance for any period of leave and always returning to my placement by the agreed date and time.
  • 5 Following the procedures outlined in the NVW Terms and Conditions should I encounter any problem or issue or should I wish to leave my placement before the agreed finish date.

 

2. Laws and Cultural Conduct

I will abide by all of the laws and regulations in my host placement country. I will:

  • 1 Be open-minded about cultural differences, respectful of the cultural context in my host country and always consider whether my actions are appropriate to any situation; dress and behave in a culturally sensitive manner.
  • 2 Avoid involvement in any party politics and refrain from public comment and/or demonstrations on political, cultural and religious matters.
  • 3 Not undertake paid work whilst on my placement, nor any paid work in addition to my placement that would be in breach of my visa.

 

3. Health, Safety and Security

I will not place myself or others at risk and I will take responsibility for my personal health, security and wellbeing by:

  • 1 Participating fully in safety and security briefings pre-departure and in-country.
  • 2 Following advice relating to safety and security given by my Host, by NVW, the local community and by my own government.
  • 3 Ensuring that my placement Host, host family and NVW Programme Manager know where I can be contacted and are informed about any travel plans in advance.
  • 4 Checking travel advice regularly and being aware of local events.
  • 5 Contacting a member of NVW staff immediately if I feel unsafe at any time or need advice regarding safety and security.
  • 6 Providing NVW and my Host with emergency contacts and keeping these up to date.
  • 7 Seeking advice from my placement Host if I am unwell and paying attention to health advice given by NVW if I require further medical attention.
  • 8 Keeping NVW informed if my health status changes or requires further assessment for my placement.

 

4. Reputation and Representation

I acknowledge that my attitude, behaviour and actions during placement and outside of my assigned participant work time may reflect on me, my host placement and NVW. I agree to act in ways which are positive for all parties and to refrain from misconduct or wrongdoing which may bring NVW, my host placement or my home country into disrepute at any time, whether in person, online or through social media throughout the entirety of my stay in my host country.

 

5. Breach of the Code of Conduct

I acknowledge that a serious breach of the Code of Conduct, including but not restricted to the following, may lead to immediate dismissal from my placement and from the NVW programme:

  • Breaking the laws of the host placement country and/or not abiding by the regulations governing my visa
  • Possessing, using, or supplying drugs or illegal or banned substances
  • Failure to abide by any rules set by a placement Host or host family regarding alcohol consumption, and/or poor behaviour relating to persistent or excessive use of alcohol
  • Any verbal or physical abuse towards another participant, or any member of staff or of the public, including online and on social media
  • Possessing a weapon or threatening to use one
  • Any sexual abuse or assault
  • Theft of money and/or possessions
  • Action which causes serious or potential danger to anybody else
  • Action that is discriminatory towards others based on age, gender, sexual orientation, religion and belief, race or disability
  • Not undertaking the responsibilities and tasks assigned at the placement or not performing the role or meeting the expectations of the Host