Refund Policy

1. Overview

At Voluntour, we understand that circumstances may change and you may need to cancel your participation in our programs. This Refund Policy outlines the terms and conditions for cancellations and refunds for our tourism programs, volunteer opportunities, and internships.

We strongly recommend purchasing comprehensive travel insurance to protect against unforeseen circumstances that may affect your travel plans.

2. General Cancellation Terms

2.1 Cancellation Notice

All cancellations must be submitted in writing via email to info@vtafrica.org or through our official WhatsApp business account. Verbal cancellations will not be accepted.

2.2 Cancellation Date

The cancellation date is determined by when we receive your written cancellation notice, not when you decide to cancel or when you send the message.

2.3 Processing Time

Refunds will be processed within 14-21 business days after we receive your cancellation notice and complete the necessary verifications. Refunds will be issued to the original payment method.

3. Tourism Programs Refund Schedule

3.1 Non-Refundable Components

The following fees are non-refundable regardless of cancellation timing:

• Application and processing fees ($150)
• Visa application fees (if already submitted)
• Flight tickets (unless specifically included in package)
• Third-party bookings made on your behalf
• Insurance premiums

4. Volunteer Programs Refund Schedule

4.1 Special Considerations for Volunteers

For volunteer programs, additional considerations may apply:

• If accommodation has been arranged, cancellation fees from partner organizations may apply
• Background check and documentation fees are non-refundable
• Training materials and resources provided are non-refundable

5. Internship Programs Refund Schedule

5.1 Internship-Specific Terms

For internship programs:

• Company placement and coordination fees are non-refundable
• Work visa processing fees are non-refundable
• Professional development materials are non-refundable
• Mentorship setup fees are non-refundable

6. Program Changes by Voluntour

6.1 Program Cancellation by Us

If we cancel a program due to insufficient enrollment, safety concerns, or circumstances beyond our control, you will receive:

• Full refund of all payments made to Voluntour
• Option to transfer to an alternative program
• Assistance with rebooking (if desired)

6.2 Program Modifications

If we make significant changes to your program (dates, location, or content), you may:

• Accept the changes with no penalty
• Transfer to a different program of equal or lesser value
• Cancel with full refund (if changes are substantial)

7. Emergency and Medical Cancellations

7.1 Medical Emergencies

If you need to cancel due to a serious medical condition (yours or immediate family member), we may waive standard cancellation fees upon providing:

• Medical documentation from a licensed physician
• Written explanation of how the condition prevents participation
• Proof of relationship (for family emergencies)

7.2 Travel Advisories

If your government issues a "Do Not Travel" advisory for your destination after booking, you may be eligible for:

• Full refund minus non-recoverable costs
• Program credit for future use (valid for 2 years)
• Transfer to an alternative destination

8. Force Majeure

In cases of force majeure events (natural disasters, war, terrorism, pandemic, government restrictions), our liability is limited to refunding payments received minus any non-recoverable costs already incurred with our partners.

We strongly recommend comprehensive travel insurance that covers trip cancellation, interruption, and force majeure events.

9. Travel Insurance

Travel insurance can cover:

• Trip cancellation for covered reasons
• Medical emergencies and evacuation
• Trip interruption and delays
• Lost or delayed baggage
• Pre-existing medical conditions (if purchased within time limits)

10. Refund Process

10.1 How to Request a Refund

1. Send written cancellation notice to: info@vtafrica.org
2. Include your full name, program details, and reason for cancellation
3. Provide any required documentation (medical, etc.)
4. Wait for confirmation and refund calculation
5. Receive refund within 14-21 business days

10.2 Refund Method

Refunds will be processed using the same payment method used for the original transaction. If this is not possible, we will contact you to arrange an alternative method.

11. Contact Information

For cancellations, refund requests, or questions about this policy:

12. Policy Updates

This Refund Policy may be updated from time to time. Changes will be posted on our website with the updated date. Your booking is subject to the policy in effect at the time of your application.