The following are the conditions relating to the booking of an expedition with Coral Cay Conservation Ltd and are designed to be read in close conjunction with and reference to the following documents: CCC expedition guide and CCC Project Summary.
The following expressions shall have the meanings as set out below:
CCC shall mean Coral Cay Conservation Ltd, a company incorporated in England (Company Registration No. 02590980) whose registered office is at: The Granary, Shoelands Farm, Puttenham, Surrey, GU10 1HL, United Kingdom.
CCC Expedition Guide shall mean the document entitled “CCC expedition guide” which is available from the CCC Website.
CCC Project Summary shall mean the document entitled “CCC Project Summary” specific to the expedition for which the volunteer has made a booking, and which is available from the CCC Website.
CCC Society Membership Fee shall mean the £25 annual fee due to join the CCC Society.
CCC Website shall mean the official CCC website which can be found at www.coralcay.org
Deposit shall mean the deposit of £250 payable at the time of making a booking and which shall form part of the total Expedition Fee payable.
Expedition shall mean the expedition organised by CCC upon which the volunteer has expressed a wish to participate or has been accepted to participate.
Expedition Fee shall mean the total sum payable by the volunteer to participate on the expedition for which they have made a booking and for which that booking has been accepted by CCC.
Expedition Leader shall mean the leader of the expedition appointed by CCC.
In writing shall mean by letter, fax or email.
volunteer shall mean the person who has made a booking and received written confirmation from CCC that their booking has been accepted by CCC.
2, Bookings & Payment
2.1 Due to limited space on CCC expeditions, volunteers are strongly advised to submit a booking as early as possible prior to the published start date of their chosen expedition.
2.2 Unless otherwise agreed by CCC, expedition bookings and payments may only be made electronically via the CCC on-line booking service, which can be found on the CCC Website.
2.3 The volunteer must be a member of the CCC Society at the time a booking is made. The annual CCC Society Membership Fee is £25 and payment can be made at the time of initial booking. The CCC Society Membership Fee is non-refundable under any circumstances.
2.4 A non-refundable deposit of £250 is payable at the time of the initial booking. The deposit is accepted as part-payment of the expedition Fee and will be refunded only if the booking is not accepted by CCC.
2.5 A booking is deemed as accepted only upon receipt by the volunteer of confirmation in writing by CCC.
2.6 CCC reserves the right to decline any booking within 14 days from the date of the booking, in which case the deposit will be refunded.
2.7 The balance of the expedition Fee is payable no later than 8 weeks prior to the published start date of the expedition.
2.8 Where a booking is made less than 8 weeks prior to the published start date of the expedition, the balance of the expedition Fee is payable no later than one week following the initial booking and payment of the deposit.
2.9 Failure to pay the balance of the expedition Fee by the due date entitles CCC to treat the booking as cancelled and retain the deposit paid. 2.10 CCC shall be entitled to charge interest at the rate of 3% above the base rate of National Westminster Bank plc on any late payments owing to CCC by the volunteer.
2.10 CCC shall be entitled to charge interest at the rate of 3% above the base rate of National Westmister Bank plc on any late payment owing to CCC by the volunteer.
3. Expedition Fee
3.1 Full details of the expedition Fee to join a CCC expedition are provided on the CCC website.
3.2 Full details of what is included and excluded in the expedition Fee are provided in the CCC expedition guide, which can be obtained from the CCC website.
4.1 The expedition Fee may be subject to surcharge in the event of the alteration of circumstances arising beyond the control of CCC such as adverse fluctuations in currency exchange rates or substantial increase in the costs of local commodities, services or taxes.
4.2 Any notification of a surcharge will be made in writing by CCC to the volunteer and by no later than 4 weeks prior to the start date of their expedition. Such notification will include a brief explanation by CCC to the volunteer of the reasons for the surcharge.
4.3 If the alteration results in a surcharge of 15% or more of the expedition Fee the volunteer shall either pay the surcharge in full by no later than 10 days prior to the start date of their expedition or terminate their booking by notifying CCC in writing within 10 days of the date of the notification by CCC. Should the volunteer elect to terminate their booking, CCC shall offer a full refund of the expedition Fee paid and CCC shall not be liable for any loss or damage suffered as a result of such termination by the volunteer.
5. Cancellation By Volunteer
5.1 Cancellation of a booking must be made in writing. The date of cancellation for the purposes of the cancellation provisions below shall be the date of receipt of notification in writing of the cancellation.
5.2 If the cancellation is made more than eight weeks before the published start date of the expedition, the deposit and 50% of the balance of the expedition fee paid shall be retained by CCC.
5.3 If the cancellation is made eight weeks or less before the published start date of the expedition, all monies paid to CCC by the volunteer shall be retained by CCC.
5.4 CCC will not be liable to pay the volunteer any other losses, costs or expenses (including any consequential or indirect losses) arising as a result of cancellation by the volunteer.
5.5 In view of the above strict cancellation provisions, CCC strongly recommends that appropriate cancellation insurance is obtained by the Volunteer at the time of booking, and the Volunteer acknowledges the importance of securing such insurance cover (refer to clause 10).
6. Cancellation By CCC Other Than For Force Majeure
6.1 CCC will exercise all reasonable care to ensure that the volunteer participates on the expedition to which they have booked and been accepted by CCC. However, the volunteer acknowledges and accepts the right of CCC to change the published start date of the expedition or provide an alternative expedition location or to make other changes as CCC in the circumstances deems necessary.
6.2 CCC reserves the right to cancel the expedition and provide notice in writing to the volunteer. If the cancellation is made prior to the published start date of the expedition and no alternative expedition is provided by CCC, CCC will refund the expedition Fee less the non-refundable deposit, which the volunteer shall accept in full and final settlement of all claims which they may have against CCC.
6.3 The volunteer acknowledges that certain medical conditions, psychological or physical, as declared by the volunteer on all medical forms submitted to CCC by the volunteer may be contra indicatory to safe participation on the expedition by the volunteer.
6.4 CCC reserves the right to cancel the volunteer’s booking based upon the medical advice of the CCC appointed medical advisor(s) and in so doing the volunteer accepts that CCC shall not be liable to refund any money already paid to CCC by the Volunteer or be liable to the volunteer for any other losses, costs or expenses (including any consequential or indirect losses) arising as a result of cancellation on medical grounds.
7. Force Majeure
7.1 CCC shall have no liability to the volunteer to make any refund or in respect of any other loss or damage suffered by the volunteer as a result of the curtailment, suspension, alteration or the cancellation of the expedition caused by any event of force majeure occurring.
7.2 For the purposes of clause 7.1 “force majeure” shall mean war, threat of war, riot, civil strife, coup, industrial dispute, terrorist activity, threat of terrorist activity, hijacking, health risks, outbreak of infectious disease, quarantine, natural, manmade or nuclear disaster, fire, lightening, explosion, earthquake, storm, tempest, hurricane, flood, landslide, adverse weather conditions, bureaucratic obstacles, government or other official intervention, inability to obtain, or shortage of, fuel, power, gas, equipment transportation or product, loss, theft or damage to strategic equipment, or any other event or circumstance arising which is beyond the control of CCC.
8. Acknowledgement Of Nature Of The Expedition
8.1 The volunteer acknowledges and accepts that the expedition is designed to be primarily of scientific and educational benefit to the host country and not a traditional package holiday where timetables, itineraries and arrangements are clearly defined in advance. Flexibility of expedition timetables, itineraries and arrangements should not only be anticipated but expected. In agreeing to join and participate on the expedition the volunteer agrees to accept this flexibility and to be prepared for variation which may arise with little or no prior notice, and acknowledges the right of CCC to make alterations and variations which shall not be regarded as a cancellation for the purposes of clause 6.
8.2 The volunteer acknowledges and accepts that there is a significant element of personal risk and potential hazard involved in undertaking an expedition of the nature organised by CCC and whilst CCC aims to safeguard the volunteer's safety, it can not be held responsible for damage or injury caused by risks or hazards beyond its control.
8.3 CCC shall not be liable to the volunteer for any claim arising from discomfort or disappointment suffered from participation on the expedition.
8.4 The volunteer warrants that he/she has read the CCC expedition guide and relevant CCC project summary and agrees that they both shall form part of any contract between CCC and the volunteer and that he/she will comply with all obligations of volunteers referred to in those documents.
9. Brochure & Website Information
9.1 All information published by CCC, including the CCC brochure and website, contain statements representing CCC’s honest belief that the facts as shown are correct. Every reasonable effort has been made to describe fully, and as honestly as possible, the expeditions and other products offered and every reasonable attempt will be made to supply what had been described.
9.2 CCC reserves the right to make changes to its published information prior to confirming the volunteer’s booking and, provided such changes have been notified to the Volunteer prior to the volunteer submitting a booking or accepted by the volunteer after submission of the booking prior to CCC’s confirmation, then such changes shall be binding on the parties.
10.1 The volunteer agrees to effect full personal medical and travel insurance and agrees to be personally responsible and liable for ensuring that such insurance cover fully meets their personal requirements and the minimum requirements as recommended in the CCC expedition guide.
10.2 The volunteer acknowledges the importance of insurance provision in respect of their spouse, dependent children and/or relatives and accepts responsibility for assessing their own personal circumstances and arranging any additional insurance cover that they personally deem to be necessary.
10.3 The volunteer further agrees to ensure that their insurers are aware of the type of travel and work to be undertaken during the expedition and accepts the insurance proposal upon such basis.
11. Passports, Visas & Vaccinations
11.1 The volunteer must be in possession of a valid passport and all visas, permits and certificates required for the entire duration of the expedition and must also arrange to obtain whatever vaccinations are normally recommended for the countries through which the expedition is scheduled to travel. Any information given by CCC about visas, healthcare, vaccinations, climate, clothing, baggage, special equipment and other matters is given in good faith but without responsibility on the part of CCC.
12. Compliance With Legal Requirements
12.1 The volunteer agrees to comply with all legislation, visas, immigration, customs and foreign exchange regulations of the countries visited upon the expedition. In the event of a contravention by the volunteer of the laws of any country through which the expedition travels, the expedition leader shall have the right to require the volunteer to leave the expedition within 24 hours notice and no liability on the part of CCC shall arise whatsoever.
13. Participation & Behaviour
13.1 The volunteer acknowledges that the expedition aims to obtain useful information to assist the preservation of the natural environment under observation during the expedition and that therefore the volunteer expects to work under the supervision of the expedition Leader in a conscientious manner in order to assist in the compilation of this information.
13.2 The volunteer agrees to fully abide by all reasonable rules, regulations and instructions issued by CCC, including but not limited to those stated in the CCC expedition guide and CCC Project Summary and those from the expedition leader.
13.3 The volunteer agrees to abide by the authority of the expedition leader and to follow all of his/her reasonable instructions.
13.4 The volunteer will indemnify CCC against any damage or loss whether suffered or incurred by CCC, its staff, other volunteers, members of the local community or otherwise, arising from the volunteer’s actions or omissions.
13.5 CCC reserves the right, in its absolute discretion, to terminate the volunteer’s expedition placement if the volunteer commits any illegal act on the expedition or the volunteer’s behaviour is likely, in the opinion of CCC or its employees or agents, to cause distress, damage, annoyance or danger to its employees, other volunteers or to any third party or their property.
13.6 In the event of clause 13.5, the expedition leader may require the volunteer to leave the expedition within 24 hours notice and CCC will have no further responsibility or liability for the volunteer whatsoever, including any arrangements for travel or accommodation, and will not provide any refunds of monies paid by the volunteer to CCC. Furthermore, CCC will be under no obligation whatsoever to pay the volunteer compensation or cover any costs the volunteer may incur as a result of having to make alternative arrangements.
14.1 In the event that the volunteer wishes to make a complaint in relation to the expedition, the volunteer will first ensure that the matter has been brought to the immediate attention of the expedition leader who will respond by seeking to resolve the complaint as soon as reasonably possible.
14.2 In the event or an unresolved serious complaint, the volunteer must first complete a full written report detailing the nature of the complaint before departure from the expedition. This report must be signed and dated by the volunteer and the expedition Leader and a copy provided to the volunteer prior to departure. The volunteer should then notify CCC of their complaint by letter within 28 days of their return and include a copy of the report made prior to their departure from the expedition.
14.3 The volunteer acknowledges that it is unreasonable to take no action or fail to report their complaint to the expedition leader whilst on the expedition but then to write a letter of complaint upon return. It is therefore a condition of booking that the volunteer communicate any problem to the expedition Leader and follow the procedures as laid out in clauses 14.1 and 14.2. If the volunteer fails to follow these procedures, the volunteer accepts that CCC cannot be held responsible or liable as the volunteer will have deprived CCC of the opportunity to investigate and rectify the problem during the course of the expedition.
14.4 The volunteer agrees that under no circumstances shall CCC be liable for damages or compensation arising from that part of any claim related to the assessment of inconvenience, discomfort, disappointment, loss of enjoyment or as a consequence of any event of force majeure occurring.
15. Data Protection & Copyright
15.1 The volunteer acknowledges and accepts that all information and data collected by the volunteer during the expedition is for the exclusive use of CCC and that CCC retains full and exclusive copyright, publishing and commercial rights in, and complete editorial control over, this information and data.
15.2 The volunteer waives all rights in relation to the data and information collected by them during the expedition and agrees not to duplicate in any form, publish, render public or make use in any other way of data and information they have collected during the expedition, unless expressly permitted to do so in writing by a serving director of CCC.
15.3 The volunteer agrees that any written, video, film or photographic works they may be asked to make by CCC during their expedition shall be copyright to CCC and may not be duplicated or used for any purpose whatsoever by the volunteer unless expressly permitted to do so in writing by a serving director of CCC. The volunteer waives any right to be identified as the author or creator of any such works.
15.4 The volunteer authorises and permits without charge CCC to use, publish and sell any information, reports, data, video, film and photographic works collected by the volunteer during the expedition, including any video, film or photographic images that may include the volunteer.
16. Variation, Conflict & Jurisdiction
16.1 No servant or agent of CCC can vary or waive these conditions and no variation of these conditions will be effective unless it has been signed by a serving director of CCC.
16.2 In the event that any of the provision of these conditions are held to be invalid under any applicable statute or rule of law, such provisions will be omitted without affecting the validity or enforceability of any remaining clauses.
16.3 In the event of any conflict between any of these conditions and any other document issued by, or on behalf of, CCC these conditions shall prevail, unless otherwise stated in writing.
16.4 These conditions, and any matters arising from them, are governed by and construed in accordance with English Law and are subject to the exclusive jurisdiction of the Courts of England and Wales.