Volunteering Terms and Conditions

TERMS AND CONDITIONS FOR VOLUNTEERS

Please read the Terms and Conditions of KUKUA PAMOJA TANZANIA carefully before submitting your online application. By submitting your application, you confirm your acceptance of, and agree to be bound by the following Terms and Conditions of Service:

DEFINITIONS

• All prices referenced are in US dollars.

• All timing referred to in these terms and conditions is based on East African Time.

• ‘Volunteer’ refers to the customer of KUKUA PAMOJA TANZANIA who has applied to participate in our volunteering programs in Tanzania.

• Local Community refers to the citizen who the volunteer and program in the chosen place will be working.

• The ‘KUKUA PAMOJA TANZANIA website’ refers to https://www.kukuapamojatanzania.or.tz

1.0 REGISTRATION / CONCLUSION OF THE CONTRACT

Registration for the Kukua Pamoja Tanzania volunteering program takes place via the online registration form provided on our website. The application will be checked by KUKUA PAMOJA TANZANIA team (hereinafter referred to as KUKUA PAMOJA TANZANIA), usually within three working days, and confirmed accordingly if the applicant is suitable. The confirmation of registration by KUKUA PAMOJA TANZANIA is binding for a period of 14 days. Within these 14 days, the participant must confirm his/her registration in accordance with point 2 by paying the application fee. Confirmation by both parties creates a binding contract that does not require any further written form and is accompanied by corresponding rights and obligations for both KUKUA PAMOJA TANZANIA and the participant. Underage participants require a declaration of consent/authorization to travel from their parents/legal guardians prior to departure. The declaration of consent can be forwarded to KUKUA PAMOJA TANZANIA by e-mail (scan) after registration. The document should also be kept ready for presentation at the immigration desk.

1.2 PAYMENT OF THE APPLICATION FEE / ONLINE VOLUNTEER AREA

After the participant receives the application confirmation, payment of the application fee is due within 14 days at the latest. This and all other fees are to be transferred to the bank account stated on the invoice or paid via World remit. As soon as payment of the application fee has been received, the application is considered confirmed (see point 1). The participant will then receive the volunteer handbook as a PDF file and all relevant information about the stay in Tanzania will be provided. If we have not received the application fee within 14 days (see above) or no other arrangements have been made, KUKUA PAMOJA TANZANIA reserves the right to allocate the place to other applicants if necessary.

1.3 PAYMENT OF THE PROGRAM FEES

Payment of the remaining program fees to KUKUA PAMOJA TANZANIA must be made by the start of the trip. The program fee or parts of the program fee are not transferable to other persons. The program fee is not transferable to another period. The approximate arrival date stated on the application form can only be postponed to a limited extent and is only possible with prior written agreement and sufficient capacity in the volunteer houses.

In addition to payment by bank transfer or online payment link, it is also possible to pay the program fees in cash on arrival.

Bank transfers are generally only accepted if the transfer can be proven with a corresponding receipt (this should be sent as an email to the volunteer team). The fees for international bank transfers are to be paid by the sender. The full invoice amount must be credited to our account; otherwise any outstanding differences must be subsequently paid.

1.4 PROJECT DONATION

In order to create more transparency, the application and program fees do not include a donation. KUKUA PAMOJA TANZANIA expressly welcomes participants to raise donations for their project before, during or after their stay in Arusha, as all projects are also dependent on the financial help of friends and supporters (there is no state funding for non-profit organizations in Tanzania). Among other things, crowdfunding projects run by our volunteers are usually highly successful and it is fun to be able to use the donations directly. However, a fundraising campaign is not mandatory for participation in the program.

1.5 PREPARATION AND SUPPORT ON-SITE

Preparation is carried out by our support team via e-mail / WhatsApp / telephone. Our team will provide a preparation manual and other relevant documents. KUKUA PAMOJA TANZANIA works with online platforms. For volunteers who have registered through online platforms, the terms and conditions of the respective online platform also apply. Support team is available to volunteers on site. Volunteers receive a detailed introduction and project support on their first day and day to day assistance.

1.6 ARRIVAL AND DEPARTURE DAYS

The arrival day for all participants is throughout the whole week and the same as departure. Airport pick-up and return transfers are included in the program fees.

1.7 LANGUAGE SKILLS

Participants must be able to communicate sufficiently in English to ensure smooth communication with our Tanzanian team of supervisors and project staff. Knowledge of Swahili is not mandatory, but volunteers should be prepared to acquire at least a basic knowledge of the language.

1.8 SPECIAL NATURE OF THE SERVICES OFFERED

As a provider of volunteer work, KUKUA PAMOJA TANZANIA is committed to promoting international understanding and intercultural dialog. Our offers differ from purely tourist travel services in that our participants get to know the country and everyday life in Tanzania in an authentic way. Participants are therefore expected to be open to foreign cultures as a matter of principle. All KUKUA PAMOJA TANZANIA programs require participants to show team spirit, resilience, initiative and a willingness to adapt to the conditions in Tanzania. KUKUA PAMOJA TANZANIA expects that the assignment project always comes first during the stay in Tanzania and that leisure plans must be adapted to the requirements of the assignment location.

1.9 ACCOMMODATION

1.9.1. …IN OUR HOSTEL

Our hostel (THE HOUSE OF BLACK AND WHITE HOSTEL) is a shared accommodation for volunteers and is located at Mianzini, Arusha nearby our Headquartered offices.

A. Duties of KUKUA PAMOJA TANZANIA:

KUKUA PAMOJA TANZANIA ensures a high level of security by employing security guards. Breakfast and dinner are served from Monday to Friday. Breakfast consists of white bread, margarine and various spreads, as well as black tea. Dinner is mainly prepared from locally grown and available ingredients, usually Tanzanian dishes. There is a daily cleaning service. Bed linen is provided. The houses have several water tanks, so that all-day access to water is guaranteed in most cases, as well as a water heater for the bathrooms.

B. Duties of the participants:

Rooms and beds are allocated according to availability. If the participant does not wish to be accommodated in a mixed-gender room, he/she must inform the KUKUA PAMOJA TANZANIA support team promptly before arrival and without being asked. If accommodation in a private room is preferred, this must be communicated to KUKUA PAMOJA TANZANIA in good time so that appropriate reservations can be made for an additional charge. Guests must bring their own towels. Due to the water tank, a water supply is guaranteed, but this requires economical use of the available water, as in Tanzania the tap water is often turned off for several days. Tap water is not suitable for drinking. During your stay in our hostel, you are responsible for purchasing your own drinking water. The rest periods in the accommodation from 11 p.m. to 7 a.m. the following day must be observed in order to guarantee a restful night's sleep for all volunteers. Volunteers who wish to leave the accommodation during this time should leave the house quietly and return just as quietly so as not to interrupt the sleep of others. Guests can wash their own laundry by hand or can talk with Ligia or Joshua for a laundry machine services at the hostel. The participant must adhere to the house rules of the volunteer house, including adherence to meal times, the responsibility to keep the common areas clean and tidy and general adherence to the safety instructions provided. As the house is a private retreat for our volunteers and tourists, inviting outside people (this includes anyone not currently participating in a KUKUA PAMOJA TANZANIA program) is not permitted. Discrimination and bullying of any kind will not be tolerated; problems or misunderstandings should be addressed openly and dealt with personally. Participants should be aware that they are living in a hostel in Africa. Shorter and occasionally longer power cuts are therefore part of everyday life.

1.10 LANGUAGE COURSE

KUKUA PAMOJA TANZANIA offers an optional Swahili course for all volunteers. The course is divided into several groups depending on the language level. The lessons are designed in such a way that all volunteers are supported and challenged according to their language skills. The payment arrangements are subject to the rules of the respective course instructor. The price is currently 15,000 Tanzania Shillings (approx. 6$) per hour. The language course is one of the cheapest options in Arusha to receive qualified Swahili lessons. Volunteers receive a free trial lesson on the orientation day.

1.11 POLICE CLEARANCE CERTIFICATE

KUKUA PAMOJA TANZANIA requires all participants to submit an extended police clearance certificate or an equivalent document proving that they have no criminal record. KUKUA PAMOJA TANZANIA can issue a letter for submission to the relevant citizens' office. Volunteers are not permitted to start their project work without such a valid certificate of good conduct.

1.13 WORK IN MULTIPLE PROJECTS / PROJECT CHANGES

Volunteers have the opportunity to work in several projects during their assignment. In their own interest and in the interest of the project, participants should consider in advance whether it makes sense to divide their time between several projects. It is possible to change the agreed project after arrival in Tanzania. However, a project should be attended for at least two weeks before a change of project can be considered.

2. Travel and Flight Organisation

2.1 FLIGHT BROKERAGE

KUKUA PAMOJA TANZANIA does not arrange national or international flights. Participants are responsible for booking their own flights.

2.2 BROKERAGE OF THIRD-PARTY TRAVEL SERVICES

All tours are conducted in long-term cooperation with licensed tour guides and partner companies. KUKUA PAMOJA TANZANIA is excluded from liability and complaint claims. The general terms and conditions of the cooperation partners apply. The conclusion of the contract and its content shall be governed exclusively by the terms and conditions of the respective tour operator, with KUKUA PAMOJA TANZANIA acting as mediator.

2.3 REGISTRATION FOR TOURS

You can register for the tour via the KUKUA PAMOJA TANZANIA support team.

3. General information

3.1 HEALTH STATUS / VACCINATIONS

The participant undertakes to inform KUKUA PAMOJA TANZANIA of any pre-existing illnesses and allergies relevant to the trip. This information will not be passed on to third parties, but will only serve to inform KUKUA PAMOJA TANZANIA and possibly enable KUKUA PAMOJA TANZANIA to take the correct measures in emergencies (e.g. allergic reactions).

3.2 INSURANCE

KUKUA PAMOJA TANZANIA particularly recommends taking out travel cancellation insurance and international health insurance, which also includes repatriation. Liability and accident insurance should also be taken out in any case. Luggage insurance and theft insurance, which is particularly recommended for valuable equipment such as cell phones, laptops or cameras, are also optional.

3.3 PASSPORT / VISA / HEALTH REGULATIONS AND VISA APPLICATION

KUKUA PAMOJA TANZANIA will provide the participant with information regarding passport/visa procurement and health regulations after registration. However, KUKUA PAMOJA TANZANIA assumes no liability for the accuracy of this information. The participant undertakes to obtain further and up-to-date information from the respective Foreign Office / the Tanzanian embassy or tropical institutes and is responsible for obtaining all travel documents and vaccinations on time. KUKUA PAMOJA TANZANIA will assist the participant in this regard. Information provided by KUKUA PAMOJA TANZANIA is always based on experience. Visa regulations can change quickly in Tanzania, and KUKUA PAMOJA TANZANIA is committed to providing participants with the most up-to-date and comprehensible information possible. All volunteers must apply for a valid work visa (preferably visa-on-arrival), the so-called "Ordinary Visa for Humanitarian and Charity Activities", for their stay. KUKUA PAMOJA TANZANIA only offers volunteer programs with a minimum stay of two weeks and a maximum stay of three months (12 weeks). The visa for the first three months costs $50, an extension for a further three months costs $250 and is organized via the Immigration Office in Arusha and the border in Namanga. A stay of more than 6 months is currently not recommended due to the difficulty of extending the visa.

3.4 CHILD PROTECTION POLICY

KUKUA PAMOJA TANZANIA Africa has a detailed Child Protection Policy and Volunteer Code of Conduct which form part of these Terms and Conditions. The documents will be provided on arrival and be signed.

4. Legal information

4.1 SERVICES NOT UTILIZED / TRIP INTERRUPTION

In principle, there is no entitlement to a refund of fees already paid if the participant withdraws from the trip, terminates it prematurely or decides to travel or otherwise be absent during the duration of the stay. This also applies to even tours / safaris that have been booked and confirmed with a deposit, there is generally no right of refund / obligation to pay, whereby the latter are subject to the terms and conditions of the respective organizer. If accommodation has been booked in a private room or in a room in a higher price category, a "downgrade", i.e. a change to a lower price category, is only possible up to 6 weeks before the planned arrival date. In the event of a later downgrade, the fees for the higher price category must still be paid or will not be refunded, even if the service was not used. If the participant is mistakenly allocated to the wrong room category on arrival, he/she must notify the KUKUA PAMOJA TANZANIA team immediately. A subsequent refund of the surcharge is also not possible in this case, as the participant is obliged to cooperate. We recommend that participants determine the exact period of their stay in advance and take out appropriate insurance in the event of cancellation or curtailment. Participants who confirm their participation by paying their application fee, but do not take any further steps for their stay and do not arrive in Tanzania on the agreed date, forfeit any further entitlement to accommodation or support from KUKUA PAMOJA TANZANIA.

4.2 TERMINATION BY KUKUA PAMOJA TANZANIA.

KUKUA PAMOJA TANZANIA is entitled to terminate the contract extraordinarily and, if necessary, without notice if the participant disrupts the implementation of the program or behaves contrary to the contract to such an extent that immediate termination without warning is justified. Reimbursement of travel costs is also excluded in this case.

4.3 FORCE MAJEUR / SUPERIOR FORCE

In the event of an inability to arrive at the planned arrival time or a necessary early departure due to force majeure in the form of wars and unrest, floods, fires, earthquakes, storms, epidemics, border closures or other drastic and unforeseeable reasons over which neither KUKUA PAMOJA TANZANIA nor the participant has any influence, a refund of fees already paid is excluded, but it is possible to make up for unused services at a later date at any time. For this purpose, it is necessary for the participant to contact KUKUA PAMOJA TANZANIA well in advance of a planned (re-)entry to ensure that a place is available. KUKUA PAMOJA TANZANIA's assessment of the security situation is always a recommendation and is not a substitute for obtaining further information from official sources (e.g. consulting the relevant diplomatic missions abroad). It is generally advisable to register in the crisis lists for travelers of the respective countries of origin before departure or to inform the responsible Foreign Office about the planned stay abroad.

4.4 RIGHTS AND OBLIGATIONS OF KUKUA PAMOJA TANZANIA

KUKUA PAMOJA TANZANIA's obligations arising from the conclusion of the travel contract include punctual pick-up from the airport, appropriate orientation on site including project placement and project support on day to day, proper placement of accommodation and on-site support by our team in accordance with the relevant program. KUKUA PAMOJA TANZANIA also undertakes to be available by telephone 24 hours a day, seven days a week during the participant's stay in the event of an emergency. The team members take turns to be available in emergencies.

4.5 LIMITATIONS OF LIABILITY FOR KUKUA PAMOJA TANZANIA / CLAIMS FOR DAMAGES

Participants must take out appropriate liability, accident and health insurance to ensure their own physical well-being. KUKUA PAMOJA TANZANIA is expressly not liable for any physical injury caused by the stay in Tanzania. The participant undertakes to consult a tropical doctor before the trip and to obtain information about health risks and prophylactic measures as well as other risks associated with a trip to Tanzania. KUKUA PAMOJA TANZANIA is not liable for lost or stolen valuables or other items in the KUKUA PAMOJA TANZANIA houses. Lockers (to be used with your own padlock) are provided for safekeeping. KUKUA PAMOJA TANZANIA is only liable for the services booked directly by the participant. These include the proper (arrangement of) accommodation, arrangement of an assignment project and on-site support. If the service is not provided properly, KUKUA PAMOJA TANZANIA undertakes to provide immediate compensation, provided that the participant can credibly prove the damage. Claims for damages can only be asserted directly during the trip by demanding compensation, but not retrospectively and not by demanding compensation payments.

4.6 OTHER RIGHTS OF THE TRAVEL PARTICIPANT

The participant has a right to the proper provision of the services booked by him/her. If the accommodation or project does not correspond to the contractually agreed details (in accordance with the participant's binding registration), the participant shall be entitled to immediate compensation, provided that the contractual deviations can be objectively proven. In the event of subjective discrepancies within a project, KUKUA PAMOJA TANZANIA shall not be obliged to provide compensation, but shall endeavor to find a mutually acceptable solution to the problem.

LAST UPDATED AND VALID FROM June 2024. The GTC are valid until further notice. Tanzanian law applies.