New Ventures Worldwide CIC (NVW) International Terms and Conditions
Participant Code of Conduct
NVW International Terms and Conditions

The following Terms and Conditions (“Terms”) explain the services which New Ventures Worldwide CIC, 8 Lind
Street, Ryde, PO33 2NQ, UK registered Community Interest Company number 13487887 provide. In these Terms
“we”, “us”, “our” and “NVW” means New Ventures Worldwide. All references to ‘Participant’, ‘volunteer’, `you’ and
‘your” means the person(s) undertaking the placement. “Host” means the person(s) or organisation(s) offering the
placement. “placement” means the participant placement provided by the Host.
Please read these Terms carefully as they set out our respective rights and obligations and participant expectations.

Functions and Services

1. The functions of NVW are:

• To facilitate opportunities for international placements and exchanges for young people
• To provide information and support for participants and for Host partners
• To promote personal development and learning through cultural exchange

2. The services NVW provides to the participant in accordance with these Terms are as follows:

• The identification of suitable international placements and exchanges
• Assessing the participant and matching the participant to a suitable placement
• Briefing and training before departure and on arrival in-country
• In-country support for issues, incidents and emergencies
• In-country support that encourages independence with personal learning and development.

3. NVW will provide information concerning local health, wellbeing, safety and security; NVW’s support
arrangements in-country; and the role of Hosts. Information may be updated at any time during the participant’s
placement. NVW accepts no liability in relation to any contract or arrangement you enter into or for any placement
or for the acts or omissions of any Host, supplier(s) or other person(s) or party(ies) connected with any placement.
Any such liability or obligations will be between you and the Host, supplier(s) or other person(s) or

4. NVW’s maximum liability to you if they are found to have been at fault in relation to any service they provide (as
opposed to any service provided by any third party such as a Host or placement provider for whom we are not
responsible) is limited to the fee paid to us for our services as set out above. NVW does not exclude or limit any
liability for death or personal injury which arises as a result of their negligence or that of their employees whilst
acting in the course of their employment.

5. NVW will comply with any local requirements to inform relevant authorities of a participant’s unauthorised
absence from a placement and/or the end of placement date.
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Participant’s Obligations
Prior to the Placement

6. Placements are conditional on receipt of satisfactory police and other appropriate background checks prior to
departure. An example of this is the UK Disclosure and Barring Service (DBS) check. If the participant fails to
adequately meet the standards required either prior to departure or any relevant adverse information subsequently
comes to light after departure his/her placement may be cancelled, in which case no further liability will be owed to

7. Receipt of suitable references is also required prior to the commencement of the placement. In the absence of
suitable references, the Participant’s placement may be cancelled with no further liability owed to him/her.

8. The Participant must notify NVW of all relevant medical conditions and pre-existing injuries at the time of applying
for a placement and whenever any injury or conditions develops. A satisfactory health clearance prior to departure
by the NVW nominated medical advisor in the Participant’s home country (“Home Medical Advisor”), or relevant
medical professional, is also required. If the Participant fails to undertake or satisfactorily meet any health
requirement the Participant’s placement may be cancelled without any further liability to the Participant. The
Participant must also promptly advise NVW if any medical condition or disability which may affect the placement
develops after any placement has been confirmed.

9. The Participant must adhere to any administration deadlines stated by NVW. Any failure to do so may result in a
delay in the Participant’s departure which may give raise to further expenses for the Participant, or cancellation of
his/her placement. If the placement is cancelled in such circumstances, NVW shall, subject to these Terms, have no
liability to the Participant.

10. For the avoidance of doubt it is the Participant’s responsibility to ensure they are present at the beginning of the
Placement. The Participant is responsible for all travel arrangements and costs connected with arriving in the Host
country. NVW accepts no liability for any delay or cancellation of the Participant’s travel arrangements liability for
which are his/her sole responsibility. Certain governments continue to restrict international travel for their
nationals in relation to the COVID pandemic and discourage all but essential international travel. NVW operations
continue to be informed by relevant international government advice for those nationals. NVW does recognise,
however, international travel for those nationals is not prohibited. By deciding to continue with a NVW placement
the Participant acknowledges any current, and possible future, restrictions on international travel imposed by their
government in relation to the COVID pandemic. The Participant accepts responsibility for this and accepts the NVW
refund policy if they are unable to travel due to COVID 19.

11. Different governments publish regularly updated travel information on relevant websites. Key examples are the
UK FCO, Australian DFAT Smart Traveller, New Zealand Safe Travel and the Canadian Travel and Tourism. The
Participant should consult their relevant site before requesting a placement and in good time before departure to
the placement.

At the Placement
12. The Participant has an obligation to the Host and NVW to carry out the duties required of him/her.

13. NVW works with Hosts to establish start and end dates for each placement. Exact start and end dates vary by
placement and year of placement. In some countries the exact end of placement date will be agreed between the
Participant and the Host. For the avoidance of doubt NVW accepts no liability for the Participant after the final
agreed end date of the placement and prior to his/her return to the home country.

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14. The Participant must comply with any codes of conduct/rules given to him/her by the Host and fulfil the duties
assigned to him/her to the best of his/her abilities, behaving responsibly at all times and co-operating with other
staff/participants on the relevant project. The Participant must also comply with NVW’s Code of Conduct.

15. Whilst the Host and NVW make every effort to ensure that the placement descriptions are as accurate as
possible, sometimes circumstances and personnel at the placement may change and the participating work
requirements may vary from the outline description provided. Details about your participant role, hours of work,
accommodation, allowance (if appropriate) and placement support are provided to NVW by the Host and will be
confirmed with the participant during the initial induction at the placement. However, the Participant acknowledges
that such is the nature of the placements that their duties and hours or role may change during the course of the
placement, sometimes significantly, and it is a condition of the Participant’s placement that they agree to any such
changes where reasonably required by the Host. NVW encourages all participants to make contact with their host
where possible prior to departure and this is an opportunity, if required, for you to understand more about the
placement role and duties required.

16. If the Participant is unable to perform his/her duties due to illness or will be absent from the placement for any
other reason, the Participant must inform the Host of that fact as soon as reasonably practicable. If the Participant is
absent from the placement he/she must also inform NVW. NVW must be informed by the Participant of any changes
in their medical circumstances and NVW reserves the right to re-visit the medical clearance process.

17. If the Participant wishes to leave the placement before the agreed finish date, he/she must discuss and agree this
with the Host and NVW’s manager in the country (“NVW Programme Manager”) in writing.

18. If the placement ends earlier than agreed through no fault of the Participant or with the consent of the Host and
NVW, NVW will take reasonable steps to assist the Participant and endeavour to match the Participant to an
alternative placement. The Participant accepts that an acceptance onto an alternative placement is at the discretion
of NVW and/or the organisation at which they would be placed. Any additional costs incurred by NVW arising as a
result of such a change must be approved by the NVW Prorgamme Manager in advance.

19. NVW shall be entitled to terminate the Participant’s placement if the NVW Medical Advisor, or a relevant medical
professional, acting reasonably, believes that the Participant is unable to fulfil his/her role due to health reasons or
believes that the Participant’s health and well-being will be adversely affected by remaining at the placement.

20. Upon termination of the placement, howsoever caused, NVW shall cease to have any responsibility for the
Participant. The Participant should be aware that their visa may become invalid, the Participant may have to return
home, the Participant shall not be entitled to any refund of any fees paid, and NVW shall, subject to these Terms,
have no further liability to the Participant.

21. If the termination results in any costs, fees, fines, penalties or expenses being incurred by NVW, including but not
limited to costs or expenses relating to the Participant’s return home such as flights, NVW shall be entitled to be
reimbursed in full by the Participant.

22. The following procedure shall be followed in relation to any issues or problems that the Participant experiences
whilst on the placement (“Problem(s)”):

• In the first instance, the Participant shall attempt to resolve the Problem at the placement by discussing it
with their mentor at the placement (“Mentor”)/Host.
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• If the Problem cannot be satisfactorily resolved with the Mentor or Host, the Participant should attempt to
resolve it by discussing it with the NVW in-country representative in the host country (“NVW Programme
• If the Problem cannot be satisfactorily resolved with the NVW Programme Manager and/or other relevant
NVW staff, or they are unavailable, the Participant should attempt to resolve it by discussing it with the NVW
Director (“NVW Director”).

23. If the Participant feels that his/her problem has not been adequately dealt with at any time, he/she should
submit a written complaint in line with the NVW Complaints Procedure. NVW shall respond to any such written
complaint as soon as reasonably practicable.

Passport, Visa, and Health Requirements
24. Passport and visa requirements may change prior to the Placement and the Participant must check the up to
date position in good time before the commencement of the Placement. The passport, visa and other entry
requirements applicable to different nationals are available on request from the Embassy or Consulate of the
country(ies) to or through which the Participant is intending to travel. Foreign travel advice is available on request
and from the embassy or consulate of the country(ies) to or through which the Participant is intending to travel. The
Participant should always check the up to date position with the embassy or consulate concerned.

25. It is the Participant’s responsibility to ensure he/she is aware of all recommended vaccinations and health
precautions in good time before departure. Details may be available from doctor surgeries, local clinics or online in
the participants’ home country. Vaccination and other health requirements/recommendations are subject to change
at any time for any destination. It is the Participant’s responsibility to check with a doctor or clinic, and the
consulate/embassy/government of the destination country, prior to departure, to ensure that he/she has met the
necessary requirements and have the applicable information.

26. It is the Participant’s responsibility to ensure that he/she is in possession of all necessary travel and health
documents before departure. All costs incurred in obtaining such documentation must be paid by the Participant.
NVW cannot accept any liability if the Participant is refused entry onto any transport or into any country due to
failure on his/her part to carry all required documentation. If failure to have any necessary travel or other
documents results in fines, surcharges or other financial penalty, costs or expenses being imposed on or incurred by
NVW, the Participant will be responsible for reimbursing NVW accordingly.

Data Protection

27. NVW reserves the right to transfer the personal details of the Participant to third parties, including those who
may be based outside of their home country and the European Economic Area (“EEA”), where applicable, for the
following purposes:

• Sharing of personal details with placement host organisations overseas, to help administer the programme.
• Disclosure of information to the Participant’s parent/guardian, next of kin or emergency contacts in the case
of an emergency or in any circumstance where NVW reasonably believes that the Participant’s safety and/or
well-being are at risk.
• Obtaining a medical check to confirm whether the Participant’s health is suitable to the placement offered.
• Sharing contact details with fellow and future participants undertaking placements with NVW, to aid
preparations and effect introductions.
• Use of images, footage or written text forwarded to NVW by the Participant, or by other people, including
NVW staff, in which the Participant is featured, for the purposes of publicity in both printed and on-line

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28. The Participant should notify the NVW Country Manager and/or the NVW representative responsible for the
coordination of Participants (“NVW Participant Coordinator”) in writing if he/she does not want his/her details to be
passed to any third parties for any of the purposes set out in clause 27, though doing so may impact on the Host’s
ability to provide the placement.

29. Subject to clause 27, NVW will not disclose to the Participant’s parent/guardian or next of kin any information
relating to the Participant or his/her activities on the placement without obtaining the Participant’s prior consent,
unless the Participant is under 18 years of age or has already involved them via written or oral communication.

30. The Participant consents to the transfer of such information to any group company or representative office of
NVW or any of NVW’s business contacts outside of their home country and the EEA, where applicable, in order to
further their business interests even where the country or territory in question does not maintain data protection
standards to the same standard as within their own home country. NVW will comply with relevant legislation
relating to the deletion of personal data held and maintain an up to date Data Protection Policy.


31. NVW’s Contribution Fee Structure is available in on-line, and the Fees schedule relevant to the placement is
provided to the Participant with the Offer Letter.

32. The Participant shall pay the non-refundable Application fee when applying for the placement with NVW.

33. Once accepted on the placement, the Participant must pay the non-refundable placement Deposit upon offer of
the placement.

34. The Participant must pay the relevant Interim Payment by the deadline set out in the Fees Schedule set out in
the Offer Letter.

35. The Participant must pay the relevant Final Payment, that is, the balance of the fees owing to NVW, 30 days prior
to his/her departure. If the Participant fails to do so, his placement may be cancelled and the cancellation charges
set out below in clause 38 will be payable.

36. Payments shall be made to the bank account nominated in writing by NVW.

37. The Participant shall pay all amounts due under these Terms in full without any set-off, counterclaim, deduction
or withholding (except for any deduction or withholding required by law).

Cancellation Charges
38. In the event of cancellation by the Participant, the amount of the Interim Payment Fee and Final Payment Fee
(“Placement Fees”) that are payable by the Participant will be dependent upon the date written cancellation is
received by us:

Notice of withdrawal Cancellation Charge
Up to 13 weeks before departure The Deposit shall be retained by NVW
Between 8-12 weeks before departure The Deposit shall be retained by NVW. 50% of any further NVW Fees
paid will be retained by NVW
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Between 4-7 weeks before departure The Deposit shall be retained by NVW. 75% of any further NVW Fees
paid will be retained by NVW
Less than 4 weeks before departure 100% of any NVW Fees paid will be retained by NVW
Post departure 100% of any NVW Fees paid will be retained by NVW

39. NVW may take whatever steps or actions appropriate to recover any fees outstanding pursuant to clause 38.

40. For the avoidance of doubt, the Application Fee and Deposit shall always be retained by NVW in the event of
cancellation and withdrawal by the Participant.

41. In the event of cancellation and withdrawal by the Participant any fees already paid for any pre-departure or incountry courses not yet attended by the Participant will be refunded to the Participant minus any costs incurred by NVW, plus a 20% administration fee.

42. If the placement originally offered to the Participant becomes unavailable for any reason, NVW will take
reasonable steps to find a comparable alternative placement for the Participant. NVW cannot guarantee specific
placements, placement types or country programmes. If the Participant is unwilling to accept the alternative
placement, NVW will allow deferment of the placement by up to one calendar year, with no additional fees charged
(as per Section 43). This policy is designed to give leeway to facilitate the participant in fulfilling the programme they
have committed to. If a placement is not taken up within this year, except by prior agreement, then all fees and
deposits are non-refundable and cannot count towards future placements. If NVW is unable to offer the Participant
a reasonable alternative placement, a refund of any fees paid toward the Interim and Final, minus any administrative
costs incurred by NVW will be offered to the Participant (Application and Deposit Fees are non-refundable). Once
refunded, NVW shall have no further liability to the Participant in respect of cancellation of his/her placement. In
the event of an ‘Act of God’ (an act of nature that could not have been foreseen or avoided), NVW will continue to
follow the table in Point 38. An ‘Act of God’ can be summarised:

• Where no blame can be assigned to a person.
• That couldn’t have realistically been prevented.
• Brought about as a direct result of natural causes.

Deferral of Placement
43. If the Participant wishes to defer his/her placement, he/she may do so until the following calendar year only,
unless by prior agreement.

Second placement discounts
44. With the express agreement of the NVW Programme Manager, the Participant may extend his/her existing
placement or start a second placement in the same/different country after the completion of the first placement

• a. If the second placement commences within 5 years of the end of the first placement and is in a different
country or the Participant returns home first, the Participant shall be entitled to a discount of 25% on the
NVW Fees.
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• b. If the Participant wishes to continue in the same country immediately with an alternative placement (and
wishes to confirm the placement with the NVW Programme Manager prior to the host country application
deadline), the Participant shall be entitled to a discount of 70% on the NVW Fees.
• c. If the Participant wishes to continue in the same country immediately with the same placement, the
placement wants them to continue and there is availability at the placement after the NVW host country
application deadline has passed, then on agreement with the NVW Programme Manager, the Participant
shall be entitled to extend their placement free of charge.

45. Additional placements are offered subject to availability and there may be restrictions on which country the
Participant can undertake a second placement due to visa or other requirements.

46. If the Participant decides he/she wishes to undertake an additional placement before departure from their home
country to their first placement, all applicable fees for both placements must be paid in full prior to departure.

47. The Participant is responsible for arranging adequate insurance cover with a reputable insurance company for
the duration of his/her placement and must provide to NVW the name of the insurance company, the policy number
and the emergency medical assistance telephone number. Failure to do so may result in the cancellation of the
Participant’s placement.

48. The Participant should read his/her policy details carefully and take them with him/her on the placement. It is
the Participant’s responsibility to ensure that the insurance cover purchased is suitable and adequate for his/her
particular needs. NVW does not check insurance policies.

49. If any provision of these Terms (or any part provision) is or becomes illegal, invalid or unenforceable, the legality,
validity and enforceability of any other provision of these Terms shall not be affected.

50. If any provision of these Terms (or part of any provision) is or becomes illegal, invalid or unenforceable but would
be legal, valid and enforceable if some part of it was deleted or modified, the provision or part-provision in question
shall apply with such deletions or modifications as may be necessary to make the provision legal, valid and
enforceable. In the event of such deletion, the parties shall negotiate in good faith in order to agree the terms of a
mutually acceptable alternative provision in place of the provision so deleted.

51. A waiver of any right or remedy under these Terms or at law is only effective if given in writing and shall not be
deemed a waiver of any subsequent breach or default. No failure or delay by a party to exercise any right or remedy
provided under these Terms or by law shall constitute a waiver of that or any other right or remedy, nor shall it
prevent or restrict the further exercise of that or any other right or remedy. No single or partial exercise of such right
or remedy shall prevent or restrict the further exercise of that or any other right or remedy.

Rights of Third Parties
52. A person who is not a party to these Terms shall not have any rights to enforce its terms.

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53. Notices must be given in writing by the Participant to NVW at the email address given to the participant, and by
NVW to the Participant at the email address that he/she has advised NVW as being his/her email address.

54. Except as set out in these Terms, no variation of these Terms, including the introduction of any additional terms
and conditions shall be effective unless it is in writing and signed by NVW.

Governing Law
55. These Terms, and any dispute or claim arising out of or in connection with them or their subject matter or
formation (including non-contractual disputes or claims) shall be governed by and construed in accordance with the
laws of England and Wales.

56. NVW and the Participant irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction
to settle any dispute or claim arising out of or in connection with these Terms or their subject matter or formation
(including non-contractual disputes or claims).

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Participant Code of Conduct

NVW is a youth development charity. We aim to enable every Participant to achieve their personal development
objectives whilst contributing to enriching the lives of others through their placement. The aim of the Code of
Conduct is to ensure that Participants are aware of and understand the standards of behaviour and attitudes that
are expected from them whilst participating in a NVW placement or programme. In the event that a participants
behaviour contravenes the Code they will be subject to NVWs procedures which may result in a warning or, for
serious breaches, dismissal.

Undertaking a placement overseas is challenging, and every young person responds differently to these challenges.
You will be able to draw on support from NVW, from your host, and from other participants during your placement.
NVW expects that every Participant will:
• be willing to make a difference to others and demonstrate team working, adaptability, resourcefulness,
communication and cross cultural awareness;
• be mindful at all times of their responsibilities to the placement, host country and NVW;
• treat others with respect and courtesy at all times;
• take responsibility for their personal health & safety and wellbeing.

1. I will make every effort to fulfil my commitment to the placement by:
1.1 Acting in a responsible manner at all times and as a role model to other participants and to those in my care or
with whom I work.
1.2 Undertaking the duties and tasks assigned to me and following the procedures and guidelines at my placement
including protecting the rights and wellbeing of children, young people or vulnerable adults with whom I will be
1.3 Following and respecting expectations set in my placement accommodation or by my host family.
1.4 Always obtaining agreement in advance for any period of leave and always returning to my placement by the
agreed date and time.
1.5 Following the procedures outlined in the NVW Terms and Conditions should I encounter any problem or issue or
should I wish to leave my placement before the agreed finish date.
2. I will abide by all of the laws and regulations in my host placement country. I will:
2.1 Be open-minded about cultural differences, respectful of the cultural context in my host country and always
consider if my actions are appropriate to any situation; dress and behave in a culturally sensitive manner.
2.2 Avoid involvement in any party politics and refrain from public comment and/or demonstrations on political,
cultural and religious matters.
2.3 Not undertake paid work whilst on my participant placement, nor any paid work in addition to my participant
placement that would be in breach of my visa.
3. I will not place myself or others at risk and I will take responsibility for my personal health, security and
wellbeing by:
3.1 Participating fully in safety & security briefings pre-departure and in-country.
3.2 Following advice relating to safety and security given by my host, by NVW, the local community and by my own
3.3 Ensuring that my placement host, host family and NVW Country Manager know where I can be contacted and
are informed about any travel plans in advance.
3.4 Checking travel advice regularly and being aware of local events.
3.5 Contacting a member of NVW staff immediately if I feel unsafe at any time or need advice regarding safety and
3.6 Providing NVW and my host with emergency contacts and keeping these up to date.
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3.7 Seeking advice from my placement host if I am unwell and paying attention to health advice given by NVW if I
require further medical attention.
3.8 Keeping NVW informed if my health status changes or requires further assessment for my placement.
4. Reputation and Representation
I acknowledge that my attitude, behaviour and actions during placement and outside of my assigned participant
work time may reflect on me, my host placement and NVW. I agree to act in ways which are positive for all parties
and to refrain from misconduct or wrongdoing which may bring NVW, my host placement or my home country into
disrepute at any time, whether in person, online or through social media throughout the entirety of my stay in my
host country.
5. Breach of the Code of Conduct
I acknowledge that a serious breach of the Code of Conduct, including but not restricted to the following, may lead
to immediate dismissal from my placement and from the NVW programme:
• Breaking the laws of the host placement country and/or not abiding by the regulations governing my visa.
• Possessing, using, or supplying drugs or illegal or banned substances.
• Failure to abide by any rules set by a placement host or host family regarding alcohol consumption and/or
poor behaviour relating to persistent or excessive use of alcohol.
• Any verbal or physical abuse towards another participant, or any member of staff or of the public, including
online and on social media.
• Possessing a weapon or threatening to use one.
• Any sexual abuse or assault.
• Theft of money and/or possessions.
• Action which causes serious or potential danger to anybody else.
• Action that is discriminatory towards others based on age, gender, sexual orientation, religion and belief,
race or disability.
• Not undertaking the responsibilities and tasks assigned at the placement or not performing the role or
meeting expectations of the host.
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© 2022 New Ventures Worldwide
UK registered not-for-profit Community Interest Company (CIC) 13487887