Roots interns: Terms & Conditions (FOR RESIDENTS OF THE UNITED STATES OF AMERICA)
Impact Travel Group US LLC – T/a Roots Interns
MASTER TERMS AND CONDITIONS
These Master Terms and Conditions (“Booking Conditions”) are entered into by you, the Organization or Participant (as defined below), and Impact Travel Group (US), LLC, a limited liability company organized under Minnesota law (“ITG US”). ITG US provides educational and experiential travel programs within the United States and abroad across multiple brands. These Booking Conditions, together with the applicable Appendices, our Privacy Policy, our state-specific seller of travel disclosures, and any written materials provided before your Booking is confirmed, form the contract between you and ITG US. In case of conflict between these Master Terms and an Appendix, the Appendix prevails as to its subject matter.
PLEASE REVIEW THESE TERMS CAREFULLY, AS THEY SET OUT BOTH PARTIES’ RIGHTS AND OBLIGATIONS. YOU CONFIRM THAT YOU HAVE READ AND AGREE TO THESE BOOKING CONDITIONS. THESE TERMS APPLY TO ALL BOOKINGS MADE WITH ITG US IN THE UNITED STATES AND COVER ALL SERVICES WE AGREE TO ARRANGE OR PROVIDE AS PART OF YOUR CONTRACT.
- Definitions
(a) “Appendix” means the Program-specific appendix that supplements these Master Terms and Conditions.
(b) “Application Form” means the booking, enrolment, registration, or application form (however named, and whether in paper or electronic format) prescribed by ITG US or the applicable ITG US brand through which a Participant or Organization submits a request to book a Program, including any supplemental forms, medical disclosure forms, or consent forms incorporated therein by reference.
(c) “Booking Party” means (i) the Organization, where a group booking has been made by an Organization on behalf of one or more Participants; (ii) the Participant, where an individual booking has been made directly by a Participant without an Organization; or (iii) both the Organization and the Participant(s), jointly and severally, where both are identified in connection with a Booking. References to the “Booking Party” in these Booking Conditions shall be construed to refer to whichever of the Organization or Participant(s) is the applicable contracting party, or both, as the context requires.
(d) “Brand” means the trading name or label under which a particular Program or series of Programs is marketed by ITG US, LLC, as identified in the applicable Appendix.
(e) “Program”, “Expedition”, “Booking”, “Contract”, “Package”, “Tour”, “Travel Arrangements” or “Arrangements” means the services we have agreed to provide to the Booking Party, under the Booking.
(f) “Organization” means the school, college, university, youth group or other Organization who makes the booking on the Participant’s behalf and with whom we contract with for the provision of the Program
(g) “Organizer” means the first named adult taking part in the Program on behalf of the Organization.
(h) “Participant” means a Participant in a Program (or their parent or guardian if they are under 18 when the booking is made).
(i) “Party”, “Group” and “Participants” means all persons (or any of them) named on the booking (including anyone who is added or substituted at a later date).
(j) “We”, “Us” and “Our” or “ITG US” means Impact Travel Group (US), LLC, formerly known as World Endeavors, LLC, doing business under the following brand names: Camps International, African Impact, Kaya Responsible Travel, Raleigh International, Roots Interns, World Endeavors, StudyAbroad.com, Marine Impact, Penda Photo Tours, Ecua Explora, African Horse Safaris, Beyond TEFL, Impact Gap Year, Rebel Innovation, and Leading Lines. References to specific brands operating under ITG US are set out in the applicable Appendix.
(k) “you” and “your” means the Booking Party as defined in these Booking Conditions.
- Contracting Structure
(a) Where the Organization is the primary contracting party for group bookings, the Organization is responsible for all obligations arising under these Booking Conditions. The Organization accepts these Booking Conditions on behalf of itself and all Participants. Individual Participants shall complete the Application Form and are bound by these Booking Conditions through the Organization’s acceptance.
(b) For individual bookings where no Organization is identified, the Participant is the primary contracting party and assumes all obligations of the Organization under these Booking Conditions, except where the context requires otherwise.
(c) Where both an Organization and individual Participants are identified in a Booking:
- i Contracting Authority. ITG US’s contractual relationship for group-level decisions (including changes, cancellations, and communications) is with the Organization. The Organization represents and warrants that it has authority to act on behalf of all associated Participants in connection with the Booking.
- ii ƒ. Any change to the Program agreed between ITG US and the Organization shall automatically and irrevocably bind all Participants associated with that Booking, except that an Organization-agreed change shall not limit or waive any individual Participant’s rights that arise independently under Sections 4 (Departure Dates and Locations), 6(d) (Price Increases), 10(g) (Force Majeure Cancellation), or 12 (Significant Changes and Cancellation by ITG US). Subject to those preserved rights, no individual Participant shall have the right to cancel their participation, claim a refund, or otherwise withdraw from the Booking solely on the basis of a change agreed by the Organization, and for the avoidance of doubt, such a change is not a cancellation event and does not trigger any independent refundable cancellation right for individual Participants.
- iii. Payment Liability. The Organization is solely responsible for all payment obligations to ITG US under these Booking Conditions, including all deposits, installments, and balance payments, as set out in the Application Form and applicable Appendix (where used). Individual Participants are not liable to ITG US for the Organization’s payment obligations. Nothing in this Section prevents the Organization from making separate payment arrangements with individual Participants, but any such arrangements are solely between the Organization and its Participants and do not affect ITG US’s rights against the Organization.
- iv. Individual Participant Liability. Where an individual Participant has entered into a direct payment arrangement with ITG US (as confirmed in writing by ITG US), that Participant shall be liable to ITG US solely for their own individual payment obligations as set out in that arrangement, and not for the obligations of any other Participant or of the Organization.
- Making your Booking
(a) To make a Booking, the Booking Party must complete and submit to us all forms required by us in connection with the Booking, whether set out in the applicable Appendix or otherwise provided during the booking process, including the applicable Application Form, (together, the “Required Forms”). The Application Form must be completed and accepted by the group Organizer (for group bookings), each Participant within the Organizer’s “Group” or the Participant (for individual bookings). The group Organizer must be authorized by the Booking Party to make and amend the Booking on the basis of these Booking Conditions. The group Organizer must be at least 18 years old at the time of Booking. The group Organizer on behalf of themselves, the Organization and each Participant consents to the use of information in accordance with our Privacy Policy. All Participants under the age of 18 yrs at the time of booking will require a parent/guardian to complete and accept the Required Forms.
(b) The Booking Party must submit each Participant’s completed, signed Application Form to us together with the payments referred to in Section 5 below.
(c) Subject to the availability of the chosen arrangements, we will confirm the Program by issuing a Program Confirmation invoice. This confirmation will be sent to the group Organizer/Booking Party. Please check this invoice carefully as soon as it is received. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We cannot accept liability for errors unless notified within ten (10) days of sending the document (five (5) days for tickets). We will try to fix errors reported after this period, but the Booking Party is responsible for any associated costs.
(d) We will communicate with the Booking Party by email regarding the Booking. Please check email regularly. If email is unavailable, we may contact you by phone or mail; some documents may be sent by mail as needed. References in these Booking Conditions to “send” or “in writing” include email communications.
(e) If the Booking Party needs to contact us regarding any matter covered by these Booking Conditions (such as a change request), please email us at internship@rootsinterns.com
- Confirmation of Departure Dates and Locations
Where specific departure dates and/or locations have not been confirmed at the time of Booking, ITG US will notify the Booking Party in writing as soon as such details are available. Any departure dates or locations confirmed after the time of Booking will not differ materially from those represented at the time of Booking, unless operational factors demand reasonable adjustment. The Booking Party acknowledges and accepts that minor operational changes, including reasonable date changes, that do not meet this threshold may occur and that such changes do not entitle the Booking Party to cancel without payment of applicable cancellation charges.
- Payment
(a) In order to confirm the chosen Program, the Booking Party must pay a deposit at the time of Booking. The amount of the deposit will be set out in the Application Form and applicable Appendix (where used).
(b) All further payments must be received by us in accordance with the payment timetable set out in the Application Form and applicable Appendix (where used). These dates will be shown on the confirmation invoice. If paying by ACH, payments must be made in accordance with the agreed schedule set out in the confirmation. Reminders are not sent. If an ACH payment is cancelled and no alternative arrangements are put in place, then any outstanding payments will become immediately due when the first scheduled payment date is missed.
(c) If full payment (including any surcharge) is not received on time, we may assume the Booking Party wishes to cancel the booking and are entitled to retain all amounts paid to date. If we delay cancellation because payment is promised, the cancellation charges in Section 10 will apply as of the date we reasonably treat the Booking as cancelled.
(d) Specific deposit amounts and payment schedules are set out in the Application Form and applicable Appendix (where used).
- Cost of the Program
(a) Please note that prices may change, and errors may occur. The Booking Party is responsible for checking the current price of the chosen Program at the time of booking.
(b) We reserve the right to correct prices and update errors in advertised rates at any time before your Program is confirmed. If we become aware of an error, we will notify you and provide the correct price at booking.
(c) Once your Program price is confirmed at booking, it will remain fixed, except for changes needed to correct errors or in response to:
- i. Increases or decreases in transportation costs (such as fuel or energy prices),
- ii Changes in taxes or fees imposed by third parties (including tourist, landing, embarkation, or disembarkation fees), or
- iii. Variations in applicable exchange rates.
No price changes will be made within 20 days of your departure date.
(d) If the total increase (excluding insurance, amendments, and additional services) exceeds 8% of the confirmed Program price, the Booking Party may, within 14 days of final invoice, choose to: (i) accept the increase and pay the additional amount; (ii) switch to another available Program of equal or higher value (at no extra cost), or to a lower-value Program with a refund of the price difference; or (iii) cancel the booking and receive a full refund of all payments made, except insurance premiums and any amendment or additional service charges.
- Special Requests and Medical Conditions
(a) Special requests must be provided in writing at the time of Booking. We will forward reasonable requests to suppliers but do not guarantee fulfilment. Noting a request on any document or invoice is not confirmation it will be met. Unless confirmed in writing, all special requests are subject to availability and not part of the contract.
(b) We cannot accept Bookings conditional on the fulfilment of any special request. Such bookings will be treated as standard Bookings.
(c) Programs may be physically and psychologically demanding. It is the Booking Party’s responsibility to ensure all Participants are fit for planned activities.
(d) Any medical condition or disability reasonably necessary to assess safe participation in a Program must be disclosed in writing at or before Booking, and updated promptly if conditions change. We reserve the right to decline or cancel a Booking (with applicable charges) if we cannot safely accommodate a Participant or if full disclosure is not provided. We may request a doctor’s certificate confirming fitness to participate. Any decision to decline or cancel a Booking on the basis of a medical condition or disability will be based solely on objective safety criteria relevant to the specific activities and itinerary of the Program, and not on the existence of a condition or disability alone. ITG US will not decline a Booking based on a Participant’s condition or disability if it can be reasonably accommodated without altering the nature of the Program or posing a direct threat to the health or safety of the Participant or others.
(e) Participants are required to understand and manage their own medical needs, carry and self-administer any required medication, and provide ITG US with relevant medication details prior to the commencement of a Program. Participants who depend on essential medication, including but not limited to epinephrine auto-injectors, must carry a minimum of three doses, or such greater amount as recommended in writing by their treating physician. By completing a Booking, the Booking Party confirms that all associated Participants have been informed of and have agreed to comply with this requirement.
(f) The Participant’s consent to receive medical treatment and evacuation during the Program, the Participant’s acceptance of financial responsibility for costs in excess of applicable insurance coverage, the release of ITG US from claims arising from medical treatment during the Program, and all related consents are set out in, and governed solely by, the Medical Consent, Treatment Authorization, And Release (Appendix B), which each Participant (or parent/guardian of a minor Participant) is required to sign prior to departure. In the event of any inconsistency between this Section 7(f) and Appendix B, Appendix B prevails.
(g) Each Participant (or parent/guardian of a minor Participant) is required to complete the Medical Questionnaire and agree to the Medical Consent, Treatment Authorization, And Release (Appendix B) prior to participating in any Program. Medical Consent, Treatment Authorization, And Release includes a notice, consistent with applicable law, regarding how Participants’ health information will be used and with whom it may be shared (including local guides and medical personnel) solely for purposes of Participant safety during the Program.
- Changes to Confirmed Arrangements
(a) To request changes to a confirmed Program, the Booking Party must notify us in writing as soon as possible. Change requests are not guaranteed. Approved changes are subject to a $100 per person amendment fee plus any additional costs incurred by us or our suppliers. Changing travel dates is generally considered a cancellation and rebooking, with applicable cancellation charges. Price may be recalculated if the booking basis changes.
(b) If a Participant cannot travel, they may transfer their booking to another eligible person introduced by the Booking Party, subject to (i) our approval; (ii) notification in writing at least 30 days before departure; (iii) payment of any outstanding balance, a $100 transfer fee, and other associated costs; (iv) the transferee’s acceptance of these Booking Conditions; (v) availability; and (vi) airline policies (flight transfers may require cancellation and new tickets at the new price).
(c) Both the original Participant and transferee are jointly responsible for all payments due. If a replacement cannot be found, cancellation terms in Section 10 apply, and the original Participant is not entitled to any refunds for unused services or for passengers not traveling.
(d) Any original Booking discount may be reduced or removed if changes affect eligibility.
(e) If accommodation supplements have been paid and the number of people in the accommodation changes, the Booking Party may have to pay extra costs.
(f) Any changes to critical details (departure, transportation, destination, travel dates, length, or accommodation) must apply to all members of the Booking.
(g) Scheduled airlines may not allow name changes within certain periods prior to departure and may not allow these after the flight ticket has been issued. If the Booking Party wishes to make a name change and this is not permitted by your airline, it will be necessary to cancel your flight, lose the money paid in respect of that flight and pay the full cost of another flight, which may not be the same flight or at the same cost as the one cancelled.
(h) If the Organization chooses not to accept bookings from those who will not be part of the Organization at point of travel, the group Organizer must make us aware prior to Booking. Those affected will be offered an alternative Program.
- Minimum Numbers
Some Travel Arrangements require a minimum number of Bookings. If that minimum is not met, we may cancel and will notify the Booking Party as soon as possible. The Booking Party may accept an alternative of equivalent or similar standard at the current price (we will refund any price difference if lower, or you can pay the extra if higher). No compensation or reimbursement for independently arranged travel will be provided. Cancellations for insufficient numbers will not be made less than 20 days before arrival for tours over 6 days, 7 days before for tours of 2–6 days, or 48 hours before for tours under 2 days.
- Cancellation by the Booking Party
(a) If the Booking Party needs to cancel a confirmed Program, written notice must be given to us immediately. Cancellations are only effective upon our receipt of written notice. No cancellation charges apply if the Booking Party cancels within 24 hours of the initial deposit payment. After that, cancellation charges apply in line with the payment plan. Each payment tranche (deposit, instalment, and balance payment) becomes 100% non-refundable upon its respective due date as set out in the Application Form and applicable Appendix (where used), except as expressly provided otherwise. Insurance premiums and amendment charges are non-refundable in all circumstances.
(b) As we incur costs from the time we confirm a Booking, once a payment becomes due it is non-refundable. For group bookings, all cancellation charges are the sole responsibility of the Organization as the contracting payment party. Individual Participants have no direct payment liability to ITG US for cancellation charges arising from a group Booking, except where a direct individual payment arrangement has been confirmed in writing by ITG US under Section 2(c)(iv).
(c) You may be able to recover cancellation charges (minus any excess) under your insurance policy.
(d) Where any cancellation reduces the number of Participants below the number on which the price, number of free places and/ or any concessions agreed for your Booking were based, we will recalculate these items and re-invoice the Booking Party accordingly.
(e) See Section 8 (“Changes to Confirmed Arrangements”) if someone is prevented from traveling.
(f) No refunds will be given if a Participant chooses or is required to leave a Program early for any reason, including but not limited to noncompliance with ITG US’ Code of Conduct, medical reasons, illness, or injury, or for any unused service. For the avoidance of doubt, this Section 10(f) applies to early departures that occur after the Program has commenced and does not limit the Booking Party’s right to cancel without penalty before departure under Section 10(g) where force majeure materially impairs the safety or feasibility of the Program.
(g) The Booking Party may cancel without penalty no earlier than 7 days before departure if force majeure (as defined in Section 14) materially impairs the safety or feasibility of the Program.
- Travel Insurance
Travel insurance providing adequate coverage for the duration and nature of the Program is required for all Participants. Where insurance is not included in the Program price, the Booking Party must independently obtain appropriate coverage (including at minimum medical expenses, emergency evacuation, trip cancellation, and personal liability) and provide ITG US with the insurer’s name and policy number prior to departure. Participants bear sole responsibility for selecting and maintaining coverage adequate for their individual needs. While ITG US may request proof of insurance as a condition of participation, it does not review, verify, or guarantee the adequacy, scope, or validity of any independently obtained policy, and shall have no liability for any gap, exclusion, or inadequacy in a Participant’s coverage. Submission of proof of coverage to ITG US does not constitute confirmation that a policy is adequate or appropriate for the Program. Failure to obtain required insurance or to provide satisfactory proof of coverage upon request entitles ITG US to deny the Participant’s participation. Such denial shall be treated as a cancellation by the Booking Party, and standard cancellation charges under Section 10 and the applicable Appendix will apply with no refund due. Participants must carry and present proof of coverage at all times during the Program.
- Changes and Cancellation by Us
(a) We plan Programs well in advance but may need to correct errors, make changes, or cancel bookings. We reserve the right to do so at any time. We will only cancel a confirmed booking after full payment if required by force majeure or circumstances beyond our control (see Section 14).
(b) Most changes are minor. Occasionally, we have to make a “significant change,” one we could reasonably foresee as having a major effect on your Program based on information available at Booking,
(c) If we must make a significant change or cancel, we will notify the Booking Party as soon as possible. If time permits before departure, the Booking Party may choose to:
- i. accept the changed arrangements;
- ii. accept an alternative Program of similar or higher value at the current price (paying any difference in cost or receiving a refund if lower); or
- iii. cancel for a full refund of all payments made.
(d) The Booking Party must notify us of the Booking Party’s decision within 7 days of receiving notice whether you wish to accept a proposed change or cancel your booking. If no response is given, we will contact the Booking Party again. If there is still no response within 7 days, this will be considered acceptance of the proposed change.
(e) These remedies do not apply to minor changes. Changes to flight time of less than 72 hours, airline (except as specified in Section 22), aircraft type, or destination airport are considered minor.
- Reserve Program Locations
(a) Because of the nature and locations of our Program, the Booking Party agrees, by booking, to accept an alternative reserve Program if the original location becomes unavailable.
(b) Reserve locations will be listed in the applicable Appendix. A change from your original to a reserve location is not considered a significant change and does not entitle you to cancellation or other remedies. The use of a reserve location is an agreed alternative and does not alter the contract. For the avoidance of doubt, a change to a reserve destination is not a significant change and does not entitle the Booking Party to cancellation or other remedies under these Booking Conditions.
(c) In rare cases, if force majeure (see Section 14) requires us to change or terminate your Program after departure, we regret that no refunds, compensation, or coverage of resulting costs or expenses can be provided unless we recover refunds from suppliers.
- Force Majeure
Except as expressly stated in these Booking Conditions, we are not liable for any damages, losses, or expenses beyond refunding payments where performance of our contractual obligations is prevented or affected by “force majeure.” “Force majeure” means events beyond our or our suppliers’ reasonable control, even with due care, which may include (actual or threatened) war, riot, civil unrest, terrorist acts, industrial disputes, nuclear or natural disasters (such as floods or earthquakes), severe weather, fire, acts or decisions of government authorities (including airport, border, or airspace closure or restriction, and regulatory flight restrictions), or significant threats to human health such as serious disease outbreaks. In determining whether force majeure circumstances exist, ITG US shall act in good faith and apply an objective standard, taking into account all reasonably available information, including without limitation any applicable U.S. Department of State travel advisory in effect at the time of travel. ITG US’s good-faith determination that force majeure circumstances exist shall be conclusive absent manifest error.
- Our Liability
(a) We will perform the Program services we have agreed to provide under contract with reasonable skill and care. To bring a claim, the Booking Party must demonstrate we did not exercise reasonable skill and care. We are only responsible for acts or omissions of our employees, agents, and suppliers when acting within the scope of their employment or agency on our behalf.
(b) We are not liable for any injury, illness, death, loss (including loss of enjoyment or property), damage, cost, or claim resulting from:
- i. acts or omissions of the Participant or any party member;
- ii. acts or omissions of unrelated third parties, if unforeseeable or unavoidable;
- iii. a Participant’s pre-existing medical conditions or disabilities disclosed or required to be disclosed under Section 7, except to the extent caused by ITG US’s own negligence, gross negligence, or willful misconduct;
- iv.force majeure (see Section 14).
(c) We are not liable for services not contracted with us, including those provided by airlines, hotels, other suppliers, or excursions booked independently. Any such services do not form part of your contract, even if referenced in our materials or arranged on your behalf. Liability is strictly limited to our promised obligations under this contract.
(d) The assessment of our performance will be based on the contractual promises made and the laws/regulations of the country where the claim arose. If services meet local legal standards, they will be deemed properly provided, even if these differ from U.S. standards, except where the lack of a safety feature would have led a reasonable Participant to reject the Program. Our obligation is to exercise reasonable skill and care, not to ensure compliance with all U.S. regulations.
(e) We are not liable for loss of or damage to luggage, personal property, or money. In the event we are found liable, this is limited to up to a maximum of $500 per person, unless a lower limitation applies. Participants must arrange for appropriate travel insurance and are advised not to bring valuables.
(f) For all claims not involving death or personal injury, our maximum aggregate liability (regardless of the legal theory) is limited to three times the price paid (excluding insurance or amendment fees), unless a lower limitation otherwise applies. This maximum is only applicable if the Booking Party has received no substantial benefit from the Program.
(g) For claims involving transportation (air, sea, rail) governed by international conventions, our liability will be limited as if we were the carrier as per those regulations and conventions. We are not liable for amounts or claims greater than the carrier would owe under applicable law. Any amounts paid to you by a carrier will be deducted from any compensation we provide.
(h) To the fullest extent permitted by applicable law, we are not liable for any loss, damages, costs, or expenses that are not a direct and foreseeable result of our breach of contract or that of our employees, agents, or suppliers. To the fullest extent permitted by applicable law, we expressly disclaim liability for any indirect, incidental, special, consequential, or punitive damages, including without limitation loss of profits, business interruption, loss of business opportunity, or loss of earnings. We also have no liability for any acts or omissions of independent third parties or for circumstances beyond our reasonable control.
(i) Information in our brochures, website, or other materials is for general reference only. We do not guarantee its accuracy or completeness and disclaim all express or implied warranties regarding such content.
- Complaints and Problems
(a) If the Booking Party has a complaint or problem during the Program, the Booking Party must immediately inform our local representative/agent (if available) and the relevant service provider. Any verbal complaint should also be documented in writing and given to both our representative/agent and the supplier as soon as possible. If there is no representative/agent or the problem is not resolved, the Booking Party must promptly notify Us using the contact information provided, supplying full details and a contact number. We cannot address complaints we are not made aware of.
(b) If, after your Program, you remain dissatisfied, the Booking Party must submit a written complaint within ninety (90) days of the date of return, including your booking reference and full details of the complaint. Only the group Organizer may write on behalf of the group. Failure to submit a timely written complaint may affect ITG US’s ability to investigate the matter and, to the fullest extent permitted by applicable law, may limit the remedies available to the Booking Party for claims not involving death, personal injury, or illness. Nothing in this Section extinguishes or limits any right that cannot be waived or shortened as a matter of applicable mandatory law.
- Behavior and Damage
(a) The Participant is responsible for any damage or loss they caused during the Program. Payment for such damage or loss (estimated if necessary) must be made directly to the accommodation provider, supplier, or us as soon as possible. If costs exceed the estimated amount paid, the Participant must pay the balance; if less, we will refund the difference. The Participant is also liable for any claims or costs, including legal fees, incurred by us as a result of their actions.
(b) All Participants must comply with our Code of Conduct (“Code of Conduct”) and show consideration for others. If a Participant breaches the Code of Conduct or, in the reasonable opinion of any authority figure, behaves in a manner likely to cause harm, distress, or property damage, we may terminate their Program without notice. The Participant must leave the accommodation or service immediately. We will not be responsible for return travel or any further costs, nor will any refunds be provided. For Participants under 18, the parent/guardian is responsible for collection or arranging their return.
- Conditions of Suppliers
Some services included in your Program are provided by independent suppliers, each operating under their own terms and conditions. These may limit or exclude the supplier’s liability to the Booking Party, often consistent with applicable international conventions. Copies of relevant supplier terms and conditions and international conventions are available upon request from us or the supplier.
- Excursions, Activities and Area Information
(a) We may provide information about local activities, excursions, and area attractions before or during your Program. These activities and excursions are operated by independent local providers not owned, operated, controlled, or endorsed by us, and do not form any part of your contract with us, even if we recommend or assist with bookings. We are not liable for any aspect of such activities or excursions, and our liability under Section 15 does not apply to them.
(b) We cannot guarantee the accuracy of information provided regarding independent activities, excursions, or general area details, nor can we guarantee availability or that any such service will occur as described. If any non-contracted activity or excursion is important to your Program, contact us in writing for current information before booking. If we become aware of material changes likely to affect your decision to book, we will inform you at the time of booking.
- Passports, Visas and Health Requirements
All passport, visa, and entry requirements are the sole responsibility of each Participant. Applicable requirements for U.S. citizens are provided on the Travellers Gateway but may change at any time. Participants must confirm all current requirements, including any compulsory health or vaccination requirements, and obtain all necessary documents and recommended precautions well before departure. All related costs are the Participant’s responsibility. We are not liable if a Participant is refused entry to any transport or country due to missing or incorrect documentation. Any fines, penalties, or costs we incur as a result must be reimbursed by the Participant. Check with your local embassy and healthcare provider for the most up-to-date requirements.
- US Department of State Advice
The U.S. Department of State regularly updates international travel advisories at https://travel.state.gov/en/international-travel.html. The Booking Party is strongly advised to review these advisories before booking and again prior to departure.
- Flights
If flights have been packaged into the Program, specific instructions relating to departure and Travel Arrangements will be sent with the air or other travel tickets approximately 2 weeks before departure. The Booking Party must promptly review tickets to ensure Participant’s passport name and details are accurate and confirm all flight times. Flight times may change even after ticket issuance; we will notify you of any changes as soon as possible. A change in carrier, flight time, or aircraft type (if applicable) does not entitle the Booking Party to cancel or change arrangements without paying our standard charges unless otherwise stated in these conditions.
- Delayed Return Due to Force Majeure
Where, due to force majeure (as defined in Section 14), it is impossible for Participants to return to their departure point on the scheduled return date of the Program, ITG US will use reasonable efforts to provide assistance to affected Participants. Such assistance shall be limited, at ITG US’s sole discretion, to either (i) accommodation of a reasonable standard for a period not exceeding one (1) night per person; or (ii) internal transport to the nearest practicable departure airport or point of onward travel, whichever ITG US reasonably determines to be the more practicable option in the circumstances. ITG US’s obligations under this Section 23 are limited to the options set out above, are subject to availability, and do not extend to international transport, onward flights, or any costs beyond one night’s accommodation or the transport option selected. ITG US has no obligation to provide accommodation or transport to the extent such costs are covered or recoverable under the Participant’s travel insurance policy. For the avoidance of doubt, this Section 23 does not apply to any delay or disruption caused by the acts or omissions of airlines, carriers, or other third-party service providers acting independently of ITG US.
- Delay and Denied Boarding Regulations
We have no liability in the event of any flight delay or cancellation at your US or overseas point of departure.
- Assistance During the Program
We are not liable for injury, loss, or damage resulting from events beyond our control, including the actions of third parties, inherent risks of activities, or force majeure. We may, at our discretion, provide reasonable assistance if a third party fails to provide services or if unforeseeable circumstances arise that could not have been avoided with due care. Assistance may include helping with communications or arranging alternative travel. If the issue results from a Participant’s intentional act or negligence, we may charge a fee not exceeding our actual costs. Any assistance is subject to prompt notification and our discretion. If you recover any related costs from insurance or a third party, you must reimburse us for amounts advanced.
- Accuracy of Brochure, Website, and Advertising Materials
The information in our brochure, website, and other advertising materials is provided for marketing purposes only and is believed to be accurate at the time of publication. However, errors may occur, and details may change. We do not guarantee that the actual Program or its features will be identical to those described or depicted. The group Organizer and Participants are responsible for confirming all Program details, including price, directly with us at the time of booking.
- Safety Standards
Your Program services will be provided according to the laws and standards of the country where supplied, which may differ from and be lower than those in the United States. While we strive to use reputable local providers, we do not guarantee that all services will meet U.S. standards. Local requirements apply to all services provided as part of your Program.
- Our Insurance
We maintain appropriate general liability insurance policies to protect our travelers and clients. Proof of insurance coverage can be provided to the Booking Party upon reasonable written request.
- Privacy
These Booking Conditions are subject to and incorporate by reference our Privacy Policy, available at https://rootsinterns.com/privacy-policy-usa/
- State-Specific Disclosures and Seller-of-Travel Registration
These Booking Conditions are entered into with Impact Travel Group (US), LLC, which conducts business under various brand and trade names as identified in in clause 1.j. State-specific registration and disclosure requirements that may apply based on a Participant’s state of residence are posted at [add URL] and incorporated herein by reference. Participants are responsible for reviewing any applicable disclosures prior to completing a Booking. ITG US complies with applicable seller of travel registration requirements where required by law.
- Choice of Law
(a) The Booking Conditions shall be governed by and construed in accordance with the laws of the United States and the State of Minnesota, without regard to its conflict of laws principles. Any dispute, claim, or controversy arising out of or relating to these Booking Conditions shall be brought exclusively in the federal or state courts located in Hennepin County, Minnesota, and the parties hereby consent to the jurisdiction and venue of such court.
(b) Participants resident in certain states may have additional rights under applicable state law that cannot be waived by contract. Nothing in this Section is intended to waive any rights that cannot be waived as a matter of applicable mandatory law. Jurisdiction-specific disclosures are available at the URL set out in the applicable Appendix. If a court determines that exclusive venue in Minnesota is unenforceable as to a particular claim, such claim shall be brought in a court of competent jurisdiction within the United States, and Minnesota law shall continue to govern to the fullest extent permitted.
- Dispute Resolution; Binding Arbitration; Class Action Waiver
(a) Pre-Dispute Notice. Before initiating arbitration, the claimant must provide the other party with written notice of the claim, including a brief description of the dispute and the relief sought. The parties agree to attempt to resolve the dispute informally for a period of thirty (30) days following receipt of such notice before either party may commence arbitration proceedings. This pre-dispute notice requirement is a condition precedent to arbitration.
(b) Agreement to Arbitrate. Except as expressly provided below, any dispute, claim, or controversy arising out of or relating to these Booking Conditions, the Program, or any services provided by ITG US, including claims based in contract, tort, statute, fraud, misrepresentation, or any other legal theory, shall be resolved exclusively by final and binding arbitration. Where a Participant is a minor, the parent or legal guardian signing these Booking Conditions agrees to this arbitration provision on behalf of the minor Participant and in their own individual capacity, except that claims arising from personal injury to a minor Participant shall not be subject to this arbitration agreement to the extent that applicable state law prohibits pre-dispute arbitration of such claims. The arbitration shall be administered by the AAA in accordance with its Consumer Arbitration Rules where the Booking Party is an individual Participant, or its Commercial Arbitration Rules where the Booking Party is an Organization, in each case as in effect at the time the claim is filed. The arbitration shall be conducted before a single neutral arbitrator. The arbitration shall be conducted in the English language.
(c) Seat and Governing Law. The seat of arbitration shall be Hennepin County, Minnesota, in the State of Minnesota. Minnesota law shall govern the interpretation and enforcement of this arbitration provision and the substantive dispute, without regard to conflict-of-law principles. Judgment on the arbitration award may be entered in any court of competent jurisdiction. Notwithstanding the foregoing, nothing in this governing law provision shall limit the application of any mandatory consumer protection law of the state in which a Participant resides, to the extent such law cannot be waived by contract.
(d) Delegation of Arbitrability. The arbitrator, and not any federal or state court, shall have exclusive authority to resolve any dispute relating to the interpretation, applicability, enforceability, or formation of this arbitration provision, including any claim that all or part of this provision is void or voidable.
(e) Class Action Waiver. To the fullest extent permitted by law: (i) all claims must be brought in an individual capacity; (ii) the parties waive any right to participate in a class action, collective action, mass action, private attorney general action, or representative proceeding; (iii) no arbitration proceeding under this agreement shall be consolidated with any other arbitration or proceeding without the prior written consent of all parties; (iv) the arbitrator shall have no authority to consolidate claims or to conduct any class or representative proceeding; and (v) if the class action waiver is found unenforceable with respect to a particular claim, that claim shall proceed in a court of competent jurisdiction, but all other claims shall remain subject to individual arbitration.
(f) Exceptions. This arbitration agreement does not apply to: (i) individual claims filed in small claims court, provided the matter remains in that court and proceeds only on an individual basis; (ii) claims seeking emergency, temporary, or preliminary injunctive or equitable relief from a court of competent jurisdiction to prevent irreparable harm pending the resolution of a dispute by arbitration; or (iii) claims that, as a matter of law, cannot be subject to mandatory arbitration.
(g) Arbitration Procedures. For claims governed by the AAA Consumer Arbitration Rules, ITG US shall pay all filing, administrative, and arbitrator fees as required by those rules. For claims governed by the AAA Commercial Arbitration Rules, each party shall bear its own share of arbitration costs unless otherwise awarded by the arbitrator. Each party shall bear its own attorneys’ fees and costs unless otherwise required by applicable law or awarded by the arbitrator.
(h) Opt-Out Right. A Participant or Organization may opt out of this arbitration agreement by sending written notice to ITG US by email to internship@rootsinterns.com or by certified mail to 3015 E Franklin Ave. Minneapolis,
MN 55406 USA, Attn: Legal Department within thirty (30) days of the date of Booking. The opt-out notice must include the name of the Participant or Organization and the Booking reference number, and a statement that the sender elects to opt out of the arbitration agreement. Opt-out notices submitted by any other method or after the 30-day period will not be valid. If a valid opt-out notice is received, this arbitration provision shall not apply, and disputes shall be resolved in accordance with Section 31 (Choice of Law; Venue). Failure to opt out within the 30-day period constitutes acceptance of this arbitration agreement.
(i) Severability. If any portion of this arbitration provision is found unenforceable (including, without limitation, where this provision is found unenforceable as applied to claims by or on behalf of a minor Participant) that portion shall be severed, and the remainder shall remain in full force and effect to the maximum extent permitted by law. Where this arbitration provision is found unenforceable as to any claim by or on behalf of a minor Participant, such claim shall proceed in a court of competent jurisdiction in accordance with Section 31, and all other claims shall remain subject to arbitration under this Section 32.
APPENDIX B
MEDICAL CONSENT, TREATMENT AUTHORIZATION, AND RELEASE
By accepting the terms, (or parent/legal guardian of a minor Participant), I hereby agree to each of the following:
- Consent to Treatment
I consent to the Participant receiving any medical treatment, including the administration of prescribed and non-prescription medication, deemed necessary by qualified medical personnel or Program staff if the Participant is injured or requires medical attention during the Program. I further authorize Program staff to obtain or procure ambulances or other rescue transport for the Participant as deemed necessary by qualified medical personnel or Program staff.
- Consent to Use and Disclosure of Sensitive Personal Information
I consent to Program, and any third party acting on its behalf, receiving, using, and disclosing personally identifiable information related to Participant (“Personal Information”). I understand that Participant voluntarily provides this information and that it may include health-related data considered “Sensitive Personal Information” under applicable law. I authorize Program to use Participant’s Personal Information, including Sensitive Personal Information, solely to provide the services requested by Participant.
I represent that I have the legal authority to provide the Participant’s personal information to the Program. I acknowledge that participation is voluntary and that the Program is required to collect, maintain, and process the Participant’s personal information, including sensitive health and medical information, in accordance with ITG US’ Privacy Policy, available at https://rootsinterns.com/privacy-policy-usa/
/ which is incorporated herein by reference and governs all collection, use, and sharing of personal information in connection with the Program.
- Notice Regarding Use of Health Information
In connection with your participation in the Program, ITG US and the Program operator will collect health and medical information about you as a Participant. This information will be used solely for the purpose of ensuring your safety during the Program. It may be shared with the following categories of recipients for that purpose only: ITG US staff and Program coordinators, local guides and on-site Program personnel, medical personnel and emergency responders, and emergency contacts designated by you. Your health information will not be used for any commercial purpose or shared with any other third party except as required by law. For information about your rights regarding your personal information and how ITG US handles personal data more broadly, please review the ITG US Privacy Policy at https://rootsinterns.com/privacy-policy/
- Financial Responsibility
I understand and agree that the Participant is solely responsible for all costs related to medical treatment, transportation, and/or evacuation arising during the Program, to the extent that such costs exceed the level of insurance coverage in respect of the Participant for the Program. The Participant’s obligation to maintain adequate insurance coverage is set out in Section 11 of the Booking Conditions.
- Assumption of Risk
I acknowledge that participation in the Program involves inherent and unavoidable risks, which may include, without limitation, travel in remote or unfamiliar locations, physical exertion, transportation by various means, exposure to weather, illness, and limited access to medical facilities. I voluntarily assume all such inherent risks, whether known or unknown, that are ordinarily associated with the nature of the Program. To the extent permitted by applicable law, I expressly waive any rights I may have under statutes limiting the effect of a general release with respect to unknown claims.
- Limitation of Liability
I understand that ITG US is not a medical provider. Any first aid, emergency assistance, or other care provided by ITG US staff during the Program is rendered by non-medical personnel acting in good faith in emergency circumstances, consistent with their training and the resources available. To the fullest extent permitted by applicable law, ITG US shall not be liable for good-faith emergency medical assistance or care rendered during the Program by non-medical staff, except to the extent caused by ITG US’s own negligence, gross negligence, or wilful misconduct. Nothing in this Section limits any rights that cannot be waived as a matter of applicable mandatory law.
- Indemnification
To the fullest extent permitted by law, I agree to indemnify and hold harmless ITG US, its affiliates, officers, employees, and agents from and against any claims, damages, or expenses arising from (i) the Participant’s or parent/guardian’s failure to disclose relevant medical or psychiatric information; (ii) the Participant’s failure to follow medical or safety instructions during the Program; or (iii) the Participant’s self-administration of medication.
- Release
Adult Participants. For Participants who are 18 years of age or older at the time of the Program, I release, forever discharge, and hold harmless ITG US and its affiliates, agents, and employees from any and all claims arising from the good-faith provision of emergency medical assistance and related services by ITG US staff who are not qualified medical professionals, to the fullest extent permitted by applicable law.
Minor Participants. Where the Participant is under 18 years of age at the time of the Program, the parent or legal guardian accepting these terms on behalf of the Participant confirms that Sections 5 (Assumption of Risk), 6 (Limitation of Liability), and 7 (Indemnification) above apply in their own individual capacity and on behalf of the minor Participant, with all references to “I” and “Participant” construed accordingly.
- State Law Notice and Severability
The enforceability of certain provisions of this form may vary by state. Nothing in this form is intended to waive any right that cannot be waived as a matter of mandatory applicable law. If any portion of this form is found unenforceable under applicable law, the remainder shall remain in full force to the maximum extent permitted.
CERTIFICATION AND ACKNOWLEDGEMENT
By accepting these terms, I certify that the information provided in this Medical History Disclosure and Treatment Consent Form is true, complete, and accurate to the best of my knowledge and belief. I further certify that I have not omitted any information that may be relevant to my participation in the Program, including but not limited to medical conditions, allergies, medications, or other health-related information. I understand that any omission or misrepresentation of information on this form may affect my ability to participate in the Program and may result in my removal from the Program without refund.
I agree to promptly notify ITG US of any changes to the medical information provided herein prior to or during the Program.
