Volunteer & Travel
Effective date: [September 15, 2026]
Last updated: [September 15, 2026]
This Policy explains how Volunteer To The World, LLC (“VTTW,” “we,” “us,” or “our”) handles booking payments, cancellations, changes, Program Credit, and delivery of volunteer, educational, cultural-exchange, community-impact, and responsible-travel services. It applies unless a signed group agreement or booking-specific written proposal expressly provides different terms.
VTTW provides services and does not normally sell or ship physical products. Booking confirmations, payment requests, preparation materials, and other service information are delivered electronically. Any welcome merchandise provided during a Program is incidental to the service and is not separately shipped unless VTTW agrees otherwise in writing.
Participants register and submit an application or inquiry through the Website. VTTW reviews the information and may arrange an online consultation with a Programs Advisor. After VTTW and, where applicable, the Local Partner approve the application, VTTW confirms the Program, dates, fees, and main inclusions in writing.
VTTW does not normally collect Program payments directly through its Website. Once the booking details are agreed, VTTW sends a payment request or secure payment link through an approved third-party payment processor, including Airwallex where applicable. The payment request identifies the amount, currency, and whether the payment is a deposit, balance, or full Program Fee.
Submitting an application, attending a consultation, or receiving a proposal does not by itself confirm a placement. A booking is confirmed only after VTTW and any relevant Local Partner approve the application, VTTW confirms the Program details in writing, and VTTW receives the required deposit or Program Fee. Participants should not purchase non-refundable flights until VTTW confirms the placement dates in writing.
Payments must be made by the deadline shown in the written confirmation, proposal, invoice, or payment request. A placement or quoted arrangement may be released, changed, postponed, or cancelled if payment is late, incomplete, reversed, declined, or subject to unresolved verification. The Participant must contact VTTW promptly if a payment fails or appears incorrect. A booking is not fully paid until all required funds have cleared.
The applicable price and currency are shown in the Program page, proposal, invoice, written confirmation, or payment request. When a Participant pays in another currency, the payment provider or bank may determine the exchange rate and impose conversion, card, transfer, or intermediary fees. Unless VTTW agrees otherwise in writing, the Participant is responsible for ensuring that VTTW receives the full amount due.
Payment-processing, banking, and currency-conversion fees are non-refundable and are not included in Program Credit to the extent they are retained by a bank, card network, or payment provider. VTTW is not responsible for exchange-rate differences or charges imposed by the Participant’s financial institution.
All deposits and Program payments are non-refundable. Except where required by applicable law, VTTW does not provide cash refunds when a Participant cancels, withdraws, does not attend, arrives late, leaves early, changes personal plans, cannot travel, fails to obtain required documents, or is unable to participate for personal, medical, academic, employment, immigration, transportation, or other reasons outside VTTW’s control.
Where an amount is eligible following a Participant’s cancellation or approved change, VTTW will issue that amount as Program Credit rather than a cash refund. Unless a booking-specific agreement states otherwise, an eligible amount generally means the Program Fee actually received and retained by VTTW, excluding payment-provider fees, bank charges, currency-conversion charges, separately disclosed non-recoverable third-party charges, and the value of services already delivered or used.
Program Credit:
A Participant must notify VTTW in writing at info@volunteertotheworld.com as soon as possible. The request should include the Participant’s name, Program, destination, dates, booking or payment reference, reason for the request, and preferred alternative where applicable. The effective date of cancellation is the date VTTW receives clear written notice. VTTW will confirm whether Program Credit or a requested change is available and identify any difference in cost or conditions.
Requests to change a destination, Program, dates, duration, participant, accommodation, itinerary, or other booking detail are subject to sufficient notice, availability, eligibility, Local Partner approval, and payment of additional costs. VTTW cannot guarantee that a requested change will be possible. If approved, eligible amounts may be transferred as Program Credit. The Participant is responsible for any price difference, supplier charge, or new travel expense.
A Participant who does not attend, arrives late, leaves early, is removed for misconduct, refuses required safety or safeguarding instructions, or cannot participate because required documents were not obtained is not entitled to a cash refund. Program Credit is not normally available for Program services already reserved, delivered, used, missed, or lost due to these circumstances, except where VTTW agrees otherwise in writing or applicable law requires it.
Programs may be affected by community priorities, school calendars, weather, wildlife conditions, public health, transportation, staff availability, accommodation, local ceremonies, security, government action, or other operational circumstances. VTTW and Local Partners may reasonably change activities, schedules, placements, accommodation, transportation, meals, cultural activities, or itineraries while seeking to preserve the Program’s general purpose and safety.
If VTTW or a Local Partner cannot operate a Program as planned, VTTW will communicate with affected Participants and may offer revised dates, an alternative placement or Program, a modified itinerary, or eligible Program Credit. Except where required by applicable law or expressly agreed in writing, VTTW does not provide cash refunds and is not responsible for flights, visas, insurance, vaccinations, independent accommodation, lost income, or other expenses outside the Program Fee.
VTTW is not responsible for delay, interruption, modification, or cancellation caused by events beyond its reasonable control, including severe weather, natural disaster, epidemic, pandemic, public-health restriction, war, terrorism, civil unrest, political instability, border closure, government action, change in law, visa or immigration restriction, labor disruption, transportation cancellation, utility or communications failure, or a Local Partner’s inability to operate due to such an event. VTTW will make reasonable efforts to offer an alternative arrangement or Program Credit but is not responsible for external travel or personal costs.
VTTW services are delivered through electronic communication and, after arrival, through VTTW representatives and independent Local Partners. Depending on the Program, service delivery may include:
The exact services and delivery schedule are stated in the applicable Program page, proposal, itinerary, invoice, or written confirmation. Availability and arrangements may vary by destination and Local Partner.
VTTW does not normally ship physical goods. Program documents and confirmations are delivered electronically. Welcome merchandise or VTTW-branded items may be provided in person as part of a Program and may vary by destination. If VTTW separately agrees to ship an item, the shipping method, cost, estimated timing, and any applicable restrictions will be confirmed in writing before shipment.
Schools, universities, companies, associations, families, and other groups may receive a customized proposal or separate agreement containing different payment schedules, minimum participant numbers, cancellation provisions, supplier terms, or Program Credit rules. The signed agreement or accepted booking-specific proposal controls to the extent it expressly conflicts with this Policy.
Participants should contact VTTW promptly before initiating a chargeback so we can investigate and attempt to resolve the concern. Initiating a chargeback does not change the Terms and Conditions or this Policy. VTTW may provide the payment provider with the application, written confirmation, policy acceptance, communications, proof of service, and other relevant records when responding to a dispute. Fraudulent or abusive chargebacks may result in suspension or cancellation of a booking and recovery of reasonable costs where permitted by law.
This Policy should be read together with VTTW’s Terms and Conditions and Privacy Policy. If a booking-specific signed agreement expressly conflicts with this Policy, the signed agreement controls for that booking. Nothing in this Policy limits rights that cannot legally be excluded.
Questions about payment, cancellation, Program Credit, or service delivery should be sent to:
Volunteer To The World, LLC
A limited liability company registered in Delaware, United States
Email: info@volunteertotheworld.com
Website: https://volunteertotheworld.com/
