Volunteer in Peru | Meaningful Programs in Cusco & Sacred Valley

Welcome to our Volunteer and Spanish Language Programs in Peru. These Terms and Conditions govern your participation in our programs and services. By registering for any of our programs, you acknowledge that you have read, understood, and agree to be bound by these terms.

Please read this document carefully before completing your registration. If you have any questions about these terms, please contact us before proceeding with your booking.

Effective Date: January 1, 2025 Last Updated: January 1, 2025

PROGRAM TERMS

Eligibility Requirements

Age Requirements:

• Participants must be at least 18 years of age at the time of program commencement
• Participants aged 16-17 may be accepted with written parental/guardian consent and additional documentation
• Some volunteer projects have specific age requirements (minimum 21 for certain childcare projects)
• Senior programs welcome participants of all ages above 18

Health Requirements:

• Participants must be in good physical and mental health
• Any pre-existing medical conditions must be disclosed during registration
• Participants must be capable of performing program activities independently or with reasonable accommodation
• We reserve the right to request a doctor’s clearance for participants with certain health conditions

Documentation Requirements:

• Valid passport with at least 6 months validity beyond program end date
• Appropriate visa for Peru (tourist visa for most nationalities)
• Proof of comprehensive travel insurance
• Emergency contact information
• Signed liability waiver and program agreement

Background Checks:

• Participants working with children or vulnerable populations may be required to provide a criminal background check from their home country
• Any criminal history must be disclosed during registration
• We reserve the right to refuse placement based on background check results

Program Participation

Commitment:

• Participants agree to attend all scheduled program activities (classes, volunteer shifts, orientations)
• Minimum attendance of 80% is required to receive a certificate of completion
• Participants must arrive on time for all scheduled activities
• Advance notice is required for any absences

Conduct:

• Participants must adhere to our Code of Conduct at all times
• Respect for local customs, traditions, and people is mandatory
• Illegal activities will result in immediate program termination
• Participants represent both themselves and our organization in the community

Program Changes:

• We reserve the right to modify program activities, schedules, or placements based on local circumstances
• Project assignments may change based on community needs and participant skills
• Alternative arrangements will be made if originally planned activities are unavailable
• No refunds will be provided for program modifications that don’t substantially alter the experience

Termination:

• We reserve the right to terminate participation for violations of these terms or the Code of Conduct
• Termination due to participant misconduct will not result in any refund
• In case of termination, the participant is responsible for their own return transportation
• We may share termination reasons with other volunteer organizations if requested

Accommodation Terms

Host Family Accommodation:

• Participants agree to respect house rules established by the host family
• Guests are not permitted without prior approval from both the host family and our organization
• Participants must inform host families of schedule changes affecting meals
• Any damage to host family property is the participant’s responsibility
• Host family assignments are made based on availability and cannot be guaranteed in advance

Volunteer House/Shared Accommodation:

• Participants agree to shared living arrangements with other volunteers
• Room assignments are made by our coordinators and may not be changed without approval
• Participants are responsible for keeping shared spaces clean
• Quiet hours (typically 10 PM – 7 AM) must be respected
• Personal food must be labeled; theft or consumption of others’ food is prohibited

General Accommodation Terms:

• Check-in time is 2:00 PM; check-out time is 11:00 AM
• Early arrivals or late departures must be arranged in advance
• Smoking is prohibited inside all accommodations
• Illegal substances are strictly prohibited
• Pets are not permitted

Spanish Classes Terms

Class Attendance:

• Regular attendance is required for optimal learning
• Missed classes in group programs cannot be made up individually
• Private class rescheduling requires 24 hours advance notice
• No-shows for private classes without notice will be counted as completed

Placement and Levels:

• Initial placement is determined by our assessment test
• Level changes may be requested but are subject to class availability
• Group class composition may vary throughout your program
• We cannot guarantee specific class sizes or student nationalities

Materials:

• Course materials are included in program fees
• Materials must be returned if leaving program early
• Lost or damaged materials may incur replacement charges

PAYMENT TERMS

Fees and Pricing

Price Validity:

• Published prices are valid for programs starting within 12 months of booking
• Prices are subject to change without notice for future bookings
• Your confirmed price is locked once deposit is received
• Additional weeks added later are charged at current rates

What’s Included:

• All inclusions are as specified in your program confirmation
• Any services not explicitly listed as included are not covered
• Promotional offers apply only to new bookings unless otherwise stated

Payment Schedule

Deposit:

• A non-refundable deposit of $200 USD is required to confirm your registration
• Deposits must be received within 7 days of booking confirmation
• Spots are not guaranteed until deposit is received
• Deposits are applied to your total program fee

Balance Payments:

• 50% of remaining balance is due 4 weeks before program start date
• Final balance is due upon arrival or 1 week before arrival (your choice)
• Late payments may result in program cancellation
• Programs booked less than 4 weeks in advance require full payment at registration

Payment Methods:

• Bank transfer (participant pays transfer fees)
• PayPal (4% processing fee applies)
• Credit/debit card (3.5% processing fee applies)
• Cash upon arrival (USD preferred)

Currency:

• All prices are quoted in US Dollars (USD)
• Payments in other currencies are accepted at current exchange rates
• Exchange rate fluctuations after booking are the participant’s responsibility

Late Payment

• Payments received more than 7 days after due date may incur a $25 late fee
• Continued non-payment may result in cancellation of your program
• Cancelled programs due to non-payment forfeit all amounts paid
• We reserve the right to refuse future bookings from participants with payment issues

CANCELLATION POLICY

Cancellation by Participant

Cancellation Timeline:

How to Cancel:

• Cancellations must be submitted in writing via email
• Cancellation is effective from the date we receive written notice
• Verbal cancellations are not accepted
• You will receive written confirmation of your cancellation within 48 hours

Refund Processing:

• Refunds are processed within 14 business days of cancellation confirmation
• Refunds are issued via the original payment method when possible
• Bank transfer refunds may incur transfer fees deducted from refund amount
• PayPal and credit card processing fees are non-refundable

Cancellation by Organization

We reserve the right to cancel programs due to:

• Insufficient enrollment (minimum participants not reached)
• Natural disasters or safety concerns
• Political instability or government restrictions
• Global health emergencies
• Other circumstances beyond our control

If We Cancel:

• You will receive a full refund of all amounts paid
• Alternatively, you may transfer to different dates at no charge
• We are not responsible for non-refundable travel costs (flights, etc.)
• We will provide as much advance notice as possible

Postponement

By Participant:

• Programs may be postponed with 14+ days notice at no charge
• Postponements with 7-14 days notice incur a $50 administrative fee
• Postponements with less than 7 days notice incur a $100 fee and are subject to availability
• Postponed programs must commence within 12 months of original date
• Only one postponement per booking is permitted

By Organization:

• If we must postpone your program, you may choose new dates or receive a full refund
• We will work with you to find suitable alternative dates
• Additional costs incurred due to postponement are not our responsibility

Program Changes

Shortening Your Program:

• Requests to shorten programs should be made before arrival when possible
• No refunds for unused portions if shortened after arrival
• Shortened programs are recalculated at weekly rates, not pro-rated

Extending Your Program:

• Extensions are welcome and subject to availability
• Extension requests should be made at least 1 week before original end date
• Extensions are charged at current weekly rates
• Payment for extensions is due before the extension period begins

Changing Program Type:

• Changes between programs (e.g., group to private classes) may be accommodated
• Price differences apply; no refunds for changes to lower-priced options
• Changes require at least 7 days notice and are subject to availability

Early Departure

Voluntary Early Departure:

• No refunds are provided for voluntary early departure
• Certificate will reflect actual hours/time completed
• You remain responsible for your own transportation arrangements

Involuntary Early Departure:

• Medical emergencies: Partial refund may be considered with documentation
• Family emergencies: Evaluated on a case-by-case basis
• Termination for misconduct: No refund provided

LIABILITY DISCLAIMER

Assumption of Risk

By participating in our programs, you acknowledge and accept that:

Travel Risks:

• International travel involves inherent risks including illness, injury, and property loss
• Peru’s high altitude (especially in Cusco) poses health risks including altitude sickness
• Transportation in Peru may not meet safety standards of your home country
• Natural disasters, civil unrest, or other emergencies may occur

Program Risks:

• Volunteer work may involve physical activity, manual labor, or exposure to illness
• Teaching or working with children involves emotional and sometimes physical challenges
• Language barriers may lead to miscommunication or misunderstanding
• Cultural differences may cause discomfort or frustration

Personal Responsibility:

• You are responsible for your own health, safety, and well-being
• You are responsible for securing appropriate travel insurance
• You are responsible for obtaining necessary vaccinations and medications
• You are responsible for informing us of any relevant health conditions

Limitation of Liability

We Are Not Liable For:

• Personal injury, illness, or death during your program
• Loss, theft, or damage to personal property
• Cancellation or delays of flights or other transportation
• Acts of third parties including host families, partner organizations, or other participants
• Natural disasters, political events, or other circumstances beyond our control
• Failure to obtain appropriate visa or travel documentation
• Any costs arising from early departure or program changes

Maximum Liability:

• Our maximum liability in any circumstance is limited to the program fees paid
• We are not liable for consequential, indirect, or punitive damages
• We are not liable for non-refundable travel arrangements made by participants

Insurance Requirements

Mandatory Coverage:

• Comprehensive travel insurance is required for all participants
• Minimum coverage of $100,000 for medical expenses including emergency evacuation
• Coverage must be valid for entire program duration plus travel days
• Proof of insurance must be provided before program start

Recommended Coverage:

• Trip cancellation/interruption coverage
• Lost/stolen baggage coverage
• Personal liability coverage
• Adventure activities coverage (if planning excursions)

Insurance Verification:

• We may request to see your insurance policy before arrival
• Participants without valid insurance may be refused program entry
• We are not responsible for verifying adequacy of your coverage
• Claims against your insurance are your sole responsibility

Medical Treatment Authorization

By participating in our programs, you authorize us to:

• Seek emergency medical treatment on your behalf if you are unable to do so
• Share relevant medical information with healthcare providers
• Contact your emergency contacts in case of medical emergency
• Make decisions regarding your medical care if you are incapacitated

You agree to:

• Pay all costs associated with medical treatment
• Provide accurate medical history and current medications
• Carry identification with emergency contact information
• Inform us immediately of any illness or injury during your program

CODE OF CONDUCT

Expected Behavior

All Participants Must:

Show Respect:

• Treat all people with dignity and respect regardless of background
• Respect Peruvian culture, customs, and traditions
• Follow local laws and regulations at all times
• Respect the property of others and of the organization
• Use appropriate language and behavior in all settings

Maintain Professionalism:

• Arrive on time for all program activities
• Dress appropriately for your placement and activities
• Maintain confidentiality regarding project beneficiaries
• Represent yourself and the organization positively
• Complete assigned tasks to the best of your ability

Prioritize Safety:

• Follow safety guidelines provided during orientation
• Report any safety concerns to coordinators immediately
• Avoid unnecessary risks or dangerous situations
• Keep coordinators informed of your whereabouts
• Travel with others when possible, especially at night

Support the Community:

• Approach volunteer work with humility and willingness to learn
• Remember you are a guest in the community
• Avoid creating dependency or unsustainable expectations
• Focus on capacity building rather than “saving”
• Listen more than you speak; observe before acting

Prohibited Behavior

Absolutely Prohibited:

• Use, possession, or distribution of illegal drugs
• Excessive alcohol consumption affecting program participation
• Sexual relationships with project beneficiaries (especially minors)
• Physical violence or threats of violence
• Theft or fraud of any kind
• Discrimination or harassment based on race, gender, religion, sexual orientation, or any other characteristic
• Sharing inappropriate content with minors
• Taking photos of children without proper authorization
• Posting photos of beneficiaries on social media without consent
• Political campaigning or religious proselytizing

Also Prohibited:

• Giving money or significant gifts directly to beneficiaries
• Making promises to beneficiaries that you cannot keep
• Undermining local staff or project procedures
• Spreading negative information about projects or organization
• Damaging property of host families, projects, or organization
• Consistently arriving late or missing program activities
• Disruptive behavior affecting other participants’ experience

Consequences of Violations

Depending on Severity:

Termination Process:

• Immediate removal from accommodation and project
• No refund of any program fees
• Participant responsible for own return transportation
• Report filed with relevant authorities if required by law
• Information may be shared with other organizations upon request

Reporting Concerns

If you witness or experience any violations of this Code of Conduct:

1. Report to your on-site coordinator immediately
2. If coordinator is involved, contact our main office directly
3. For emergencies, contact local authorities first
4. Written reports can be submitted confidentially
5. All reports will be investigated thoroughly
6. Retaliation against reporters is strictly prohibited

PRIVACY POLICY

See full Privacy Policy section below.

PHOTO/VIDEO CONSENT

Authorization

By participating in our programs, you grant permission for:

Photography and Video:

• Photos and videos to be taken during program activities
• Images to be used for our website, social media, and marketing materials
• Images to be shared with partner organizations and media
• Images to be used in printed materials (brochures, reports)

Testimonials:

• Your written or verbal feedback to be used as testimonials
• Your first name and country of origin to be associated with testimonials
• Your story to be shared (with identifying details) for promotional purposes

Usage Rights

We May Use Your Image For:

• Website galleries and program descriptions
• Social media posts (Facebook, Instagram, etc.)
• Printed brochures and promotional materials
• Reports to donors and stakeholders
• Media coverage and press releases
• Presentations and educational materials

We Will:

• Use images respectfully and in positive context
• Not sell images to third parties
• Remove images upon reasonable request
• Protect images from misuse where possible

Opting Out

You Have the Right To:

• Request not to be photographed during your program
• Request removal of specific images from our materials
• Decline to provide testimonials
• Limit how your images/story are used

To Opt Out:

• Inform us at registration of any photo restrictions
• Notify photographers during activities if you prefer not to be included
• Submit a written request to remove existing images
• Note: Some images in group settings may not be removable

Images of Beneficiaries

Important Guidelines:

• Never photograph children without proper authorization
• Do not share photos of project beneficiaries on personal social media
• Respect the dignity and privacy of all individuals
• Follow specific guidelines provided during orientation
• Violations of these guidelines may result in program termination

AGREEMENT

Acknowledgment

By completing registration for our program, you confirm that:

• You have read and understood these Terms and Conditions in full
• You agree to be bound by all terms contained herein
• You meet all eligibility requirements for participation
• All information provided during registration is accurate and complete
• You will comply with the Code of Conduct throughout your program
• You have obtained or will obtain appropriate travel insurance
• You understand the risks involved and accept personal responsibility
• You consent to photo/video usage as described above

Governing Law

• These Terms and Conditions are governed by the laws of Peru
• Any disputes will be resolved in the courts of Cusco, Peru
• You waive any objection to this jurisdiction and venue
• These terms constitute the entire agreement between parties

Severability

If any provision of these Terms and Conditions is found to be unenforceable, the remaining provisions will continue in full force and effect.

Amendments

• We reserve the right to modify these Terms and Conditions at any time
• Changes will be posted on our website with updated effective date
• Continued participation after changes constitutes acceptance
• Material changes will be communicated directly to registered participants