Terms and Conditions

By submitting your application to join Projects Abroad, you (the “Participant”) accept these terms and conditions and enter into a legal agreement with Projects Abroad (UK) Ltd (“Projects Abroad”, “we”, “us”, “our”), registered number 02478906 and registered office at Wrap, 83 Queens Road, Brighton, East Sussex, BN1 3XE, UK.

If you apply through a school, university or another institution, Projects Abroad may act as the service provider under a separate agreement with that organisation. However, these Terms and Conditions also apply to you as a participant.

Definitions

a) Projects Abroad, We, Us, or Our: Projects Abroad (UK) Ltd, registered in England and Wales, company number 02478906, with registered office at Wrap, 83 Queens Road, Brighton, East Sussex, BN1 3XE, United Kingdom, or the relevant regional entity acting on its behalf.

b) Participant, You, or Your: the individual named in the Application who will take part in a Projects Abroad programme or placement, whether applying directly or through a Partner Institution.

c) Institution or Partner Institution: any school, university, or other organisation that enters into an agreement with Projects Abroad to facilitate placements or programmes for its participants.

d) Application: your completed application form or other written request submitted to Projects Abroad to join a programme or placement.

e) Agreement: these Terms and Conditions, together with your Application and any other written documents forming part of your booking with Projects Abroad.

f) Placement or Programme: the volunteer, internship, or educational experience organised by Projects Abroad as set out in your Application and confirmation documents.

g) Start Date: the date on which your programme or placement is scheduled to begin, as confirmed by Projects Abroad.

h) Price: the total programme fee, including the deposit, charged by Projects Abroad

i) Trip Agreement: the written agreement between Projects Abroad and a Partner Institution setting out the terms under which participants from that institution undertake their placements or programmes.

j) Force Majeure: any circumstance beyond the reasonable control of Projects Abroad, including but not limited to war, civil unrest, natural disasters, epidemics or pandemics, government restrictions, border closures, strikes, extreme weather, or any other event that makes it impossible, unsafe, or illegal to operate programmes as planned (as further described in Clause 46).

k) Writing or Written: includes email or other electronic communication, unless stated otherwise.

Hours and Flexibility

1. You and we are expected to show reasonable flexibility in arranging your hours of work, within the limitations set out in 2 below.

2. When you join a Projects Abroad programme, you may be expected to work the project hours of the country you have chosen, although exact working hours will vary between specific countries, projects and even individual placements. Your hours will typically be spread over a five-day working week, and should not normally exceed 8 hours a day. You should never be required to work for more than a maximum of six days a week.

Accommodations and Food

3. Projects Abroad will provide accommodation and meals for the duration of your placement, unless you choose to opt out of this service.

4. If you choose to travel independently at weekends or during your project time, Projects Abroad will not pay for your food and accommodation costs. We will only provide your food and accommodation while at your placement or on your group trip.

5. Projects Abroad staff have to obtain permission from and register you with local Police and immigration authorities to enable you to stay in local accommodation during your placement. It is a condition of their permission that you should not invite guests (either local or foreign) to stay overnight at your accommodation without prior approval from the relevant authority. Failure to adhere to this condition will be a disciplinary matter and will be dealt with according to ‘Complaints and Disciplinary Procedures’ below.

Insurance

6. Due to the nature of Projects Abroad programmes, you must have comprehensive travel insurance covering the full duration of your trip.

7. Where Projects Abroad arranges or includes insurance as part of your programme (for example, for group or expedition bookings, or where required by a partner institution), details of the policy will be provided after booking. Coverage normally becomes effective only upon receipt of full payment. You must read the policy carefully to understand its coverage, exclusions, and claims procedures. Any claims should be made directly to the insurer.

8. If Projects Abroad does not arrange insurance for you, you are required to obtain suitable coverage independently. This should include, at minimum:

●  Trip cancellation, curtailment, or delay (including illness, injury, or unforeseen events);

●  Emergency medical expenses, evacuation, and repatriation;

●  Lost or delayed baggage and personal possessions; and

●  Airline or supplier insolvency (where available).

9. If your programme includes adventure or higher-risk activities—such as high-altitude trekking, rafting, diving, marine conservation work, or similar—your insurance must specifically cover these activities.

10. Participants on Medicine & Healthcare programmes (excluding High School Programmes) must also hold valid professional indemnity insurance that indemnifies you, the local institution, its employees, and Projects Abroad against claims for damages throughout the duration of your programme.

11. Projects Abroad may require proof of adequate insurance prior to or during your trip. Failure to provide satisfactory evidence of coverage may result in cancellation of your programme without refund.

12. Projects Abroad accepts no liability for any exclusions, limitations, or disputes arising under any insurance policy, whether arranged by you or provided through Projects Abroad.

Flights

13. Where Projects Abroad arranges international or domestic flights on your behalf, or on behalf of your school, university or institution, all air travel is subject to the fare rules and conditions set by the airline.

14. Once issued, airline tickets are typically non-refundable and non-transferable, even if you cancel or postpone your trip. Refunds, if available, are governed entirely by the airline’s fare conditions and may be limited to partial credit or exclude taxes and fees.

15. If you or your institution wishes to cancel your flights, Projects Abroad will make reasonable efforts to recover any refundable portion of the airfare, but cannot guarantee any refund. All airline, administrative, and service fees will be deducted from any refund returned to you or your institution.

16. Projects Abroad is not responsible for cancellations, schedule changes, or disruptions caused by airlines. We will assist you with rebooking or refunds where possible, but all costs arising from such changes—including additional accommodation or transfers—remain your responsibility or that of your insurer.

Complaints and Disciplinary Procedures

17. We will be flexible, helpful and friendly - in particular, we will try to help you with your work if you’re trying hard, but still getting into difficulties. Formal complaint procedures (by you) and disciplinary procedures (by us) are necessary and outlined below.

18. If you have a complaint about the procedures leading up to your departure, please contact our Head Office on +44 (0)1273 007 230 during UK office hours (9am to 5:30pm, Monday to Friday, excluding public holidays). We will address your concern as quickly as possible, whether it relates to our central administration or to one of our Destination Experts.

19. When you are on your placement, please bear in mind that if you are participating in an independent or individual placement, you may need to show initiative and problem-solving skills in addressing minor issues as they arise. For group or school trips, our staff and group leaders will coordinate the resolution of any issues on your behalf.

20. If you have a problem or complaint related to your work placement, please first raise it with your supervisor at your placement. If the issue is not resolved, or if it concerns your accommodation or general welfare, please speak to our senior organiser in your destination country or a member of their team.

21. Any complaint or concern reported to our overseas offices (including to any staff member at any time) will be recorded and reviewed to ensure appropriate follow-up.

22. If you remain dissatisfied after following the above process, you may contact our Head Office directly on +44 (0)1273 007 230.

23. Every reasonable effort will be made to resolve any disciplinary matter before it becomes serious. However, Projects Abroad reserves the right to take appropriate action in the event of behaviour that would reasonably be expected to offend or disrupt the host, colleagues, pupils, project managers, or fellow participants.

24. This includes, but is not limited to, serious rowdiness or drunkenness, use or possession of illegal drugs, consumption of alcohol by participants under the local legal drinking age, failure to attend work, leaving a placement without adequate reason, or an unreasonable inability, from any cause, to perform expected duties.

25. Projects Abroad operates a zero-tolerance policy regarding the possession or use of illegal drugs, and the consumption of alcohol by anyone under the legal age in the destination country. Breach of this policy may result in immediate dismissal from the programme without refund and, where appropriate, notification of parents, guardians, or partner institutions.

26. Any disciplinary issue will be brought to your attention in writing or, if you cannot be contacted, delivered to your accommodation address. If the issue remains unresolved after five working days (or a shorter period if urgent), a further written notice will be issued stating that, if the matter is not resolved to our satisfaction within a further five working days (or shorter period if urgent), you may be repatriated as soon as arrangements can be made. If you choose to remain in your destination country after that date, Projects Abroad will have no further responsibility for your accommodation, food, insurance, or travel arrangements. Projects Abroad may suspend you from your work or placement duties during any disciplinary process, and you remain under the authority of Projects Abroad and its overseas agents and organisers for the duration of your programme.

27. If you are staying with a host family and Projects Abroad agrees that there is an unacceptable amount of incompatibility between you and the host family, and we consider it appropriate to make a change, it may be necessary to provide you with temporary hostel accommodation. This will be arranged and paid for by Projects Abroad, and you will be given money for food if it is not provided.

Amendments, Cancellations, Curtailments, and Late Payments

28. Amendments or cancellations may initially be notified to our Head Office by telephone; however, they must be confirmed in writing to take effect. The date of the telephone notification will only be recognised if written confirmation is received within two working days. Our overseas offices may provide advice on changing air tickets, but cannot make changes on your behalf, except in the case of group bookings where Projects Abroad is responsible for organising the flights.

29. Extensions, provided they involve no change of project or programme, are charged at the prevailing in-country extensions rate published on the website current at the time that an extension is requested. No amendment fee will be added to any extension charges where there are no other changes.

30. A “month” in all matters to do with Projects Abroad is defined as a calendar month.

31. If you stay at your placement over your invoiced duration, we’ll charge you an additional amount per day to cover your food, accommodation, and support. Please refer to the “How to Apply” page on our website for the current daily rate.

32. We allow unlimited changes to your start date, destination, project, or duration at no additional charge. You’ll only need to pay any difference in programme cost or additional expenses incurred by us.

33. Cancellation and curtailment charges depend on how far in advance of your stated departure date Projects Abroad is informed in writing. Your stated start date refers to the earliest of either: the “preferred start date” entered on your original application form or any subsequently agreed date. If only a month and year are specified on the application form, for administrative purposes the stated departure date will be considered the 1st of the month specified.

i) For Individual Travellers (Open Enrolment)

• Notice of 3 months or more: You will receive a full refund of all payments made, minus the non-refundable deposit.
• Notice of 2–3 months: Two-thirds (⅔) of the total programme fee will be refunded.
• Notice of 1–2 months: One-third (⅓) of the total programme fee will be refunded.
• Notice of less than one month: No refund.

ii) For Groups and Partnerships (including participants booked through schools, universities, or other institutions)

• The deposit is non-refundable in all circumstances.
• Notice of 3 months or more before departure: 70% of all balance payments will be refunded.
• Notice of 2–3 months before departure: 50% of all balance payments will be refunded.
• Notice of 1–2 months before departure: 20% of all balance payments will be refunded.
• Notice of less than one month before departure: All balance payments are non-refundable.

The refund percentages shown above refer only to cancellations made prior to your departure date. Once your programme has started, standard curtailment terms (see Clause 37) apply and no refunds will be made for unused time.

34. All refund percentages are calculated on total programme fees excluding the non-refundable deposit and any external costs (such as flights, courses, visas, and insurance), which are governed by their own provider terms. Where Projects Abroad has arranged such external services on behalf of a school, university, or partner group as part of a combined or all-inclusive package price, the same refund percentages outlined above will apply to the total trip cost, unless otherwise stated in writing. In such cases, Projects Abroad will apply its refund policy to the full amount received, while passing on any recoverable sums from third-party suppliers in accordance with their respective terms and conditions.

35. Exceptions are entirely at the discretion of Projects Abroad and must be agreed in writing at the time when any postponement or cancellation is made.

36. Amendments, once your placement has started, are at the discretion of Projects Abroad. As a guide only, 14 days' notice is normally the minimum required.

37. If you curtail your programme for any reason other than for a breach by us of our obligations, we cannot pay any refunds, and you would be responsible for any additional costs involved, including the cost of repatriation, subject to any claim that you may have under your insurance policy. At our sole discretion, we will consider a request to refund any savings that we might make (such as on your board and lodging). We reserve the right to charge you an administration fee.

38. Where a programme involves two or more destinations, it is treated as a single indivisible programme and clauses 28 to 37, above, inclusive, apply as if the programme involved a single destination.

39. You must pay all amounts due to Projects Abroad no later than three months before your start date for individual travellers, and two months before departure for participants travelling as part of a group or through a partner institution.

Responsibility and other matters

40. Projects Abroad cannot accept liability for events beyond its reasonable control, including (but not limited to) war, civil unrest, terrorist activity, government restrictions, border closures, strikes, or other similar circumstances that may affect travel or programme delivery.

41. Some courses, treks and other activities are provided by independent third parties. You should note that Projects Abroad can arrange bookings for these courses, treks and other activities on your behalf, but are not appointed agents or representatives of these third parties and cannot accept liability for them or their activities.

42. Please note that we give you all reasonable assistance to obtain visas, visa renewals, and work permits when they are needed. However, these are arrangements between individuals and a State and are not under our control.

43. Please note that our participants are issued with visas, where applicable, and are registered, where applicable, in their chosen country on the basis that their work is purely voluntary. Doing paid work while on a Projects Abroad programme is illegal; if the relevant authorities find you have organised paid work, they may take action against you, and this would also be a disciplinary matter to be dealt with as provided in paragraphs 23 and 26, above.

44. Please note that all services and accommodation are subject to the laws of the country in which they are provided. Projects Abroad reserves the right to make changes in the agreed itinerary whenever, in their sole judgment, conditions warrant, or if they deem it necessary for the comfort, convenience, or safety of the participant. Projects Abroad also reserves the right to withdraw without penalty any programme announced.

45. Without in any way limiting our entitlement under paragraph 40, above, in the event that Projects Abroad is advised by the Foreign, Commonwealth & Development Office (or, for non-British participants, your Foreign Ministry) that you should not travel to, or should not remain in, the destination where you have been placed, then we will instead provide the nearest possible equivalent placement in the nearest possible equivalent destination.

46. In this clause, a Force Majeure event means any circumstance beyond the reasonable control of Projects Abroad, including but not limited to war, civil unrest, natural disasters, epidemics or pandemics, government restrictions, border closures, strikes, extreme weather, or any other event that makes it impossible, unsafe, or illegal to operate programmes as planned.

47. If a Force Majeure event occurs, Projects Abroad will make every reasonable effort to:

●  Offer an equivalent or alternative placement in another destination or at a later date; or

●  Provide extended credit for the programme fee, valid for 24 months from the date the credit is agreed, in line with our published Refund Policy; or

●  Offer a refund if no suitable alternative can be provided.

48. Refunds and credits under this clause will not include the non-refundable deposit or any costs already incurred by Projects Abroad on your behalf (such as flights, permits, or third-party fees), except where recoverable. This clause operates in accordance with our published Risk-Free Refund Policy for individual travellers. Group Trips and Study Abroad programmes are governed by their respective Partner or Institutional Trip Agreements, which include separate cancellation and refund terms. If you choose not to accept an alternative placement or credit, Projects Abroad’s standard cancellation terms will apply. Projects Abroad’s total obligation in a Force Majeure event is limited to providing an alternative, credit, or refund as described above, and no further compensation or consequential damages will be payable.

49. Please note that Projects Abroad reserves the right to decline to accept any person as a participant, or to require any participant to withdraw at any time, when such action is determined by the appropriate Projects Abroad staff representative to be in the best interests of the health, safety, and general welfare of the programme or of the individual participant. In such a case, Projects Abroad accepts no responsibility for any airline cancellation penalty incurred by the purchase of a non-refundable ticket or any other cost that you may incur.

50. We occasionally offer promotions and discounts. A discount may not be used in conjunction with any other sales discounts or promotional offers, and also has no cash redemption value.

51. Dates, schedules, programme details and cost are given in good faith, based on information available and in force at the time they are given and are subject to change and revision in the event of a change of circumstances. In the event that Projects Abroad is unable to provide a suitable placement of the type requested, we will instead offer an alternative placement and will refund any difference between the price paid for the project placement and the price charged for the alternative placement in the country in question.

52. Projects Abroad (UK) Ltd will share the information submitted on the application form with its partners, branches and subsidiaries around the world. This information is not used for marketing or solicitation purposes, and it is never rented, sold, given or traded to other companies. For full details on how we handle and protect your data, please refer to our Privacy Policy.

53. Proper Law and Jurisdiction – The proper law of the contract between us is English Law. The courts of England and Wales shall have exclusive jurisdiction to settle any dispute which may arise out of or in connection with the contract.

30 October 2025