Part of the ethos of our organization is to treat everyone fairly. For you, our customer, this means that we are committed to dealing honestly and openly with you every step of the way, from the moment you book with us, to the time you return home from your trip.
To start with we want to ensure that you fully understand the terms and conditions of your booking. We know that you are often presented with long detailed legal terms and conditions when you purchase items online and many people simply tick the box agreeing to the terms without bothering to read them, but you really do need to read and understand our terms.
We have done our best to make these booking terms easy to understand, and they are very important as they are the basis for your booking with Gap 360 Ltd. As part of the booking process, you must acknowledge in writing that you agree to them and the trip is sold to you subject to these terms and conditions.
Gap 360 Ltd is a UK Limited Liability company whose registered office is at 30 City Rd, London, EC1Y 2AB, and whose trading office is at 121/123 Mt Pleasant Rd, Tunbridge Wells, Kent, TN1 1QR. All correspondence should be directed to the Tunbridge Wells booking office.
In the following booking terms and conditions, "we", "us" and "our" refer to Gap 360 Ltd.
"You" and "your" refer to the customer whose name appears on the booking and for whom the trip is being arranged; "trip" includes all the arrangements we put in place for you overseas.
Trips that cannot be booked with the payment plan
Work as an Au Pair in the USA. When applying for this programme, you must pay a £99 initial deposit at the interview stage and the balance is only due at the point at which we have found a suitable match for you.Paid Work in Canada. To book this programme, you must pay a £49 deposit. This deposit is non-refundable. You will then be sent our visa information pack with guidelines on how you can apply for your IEC working holiday visa. It is your responsibility to apply for this visa within the correct time frames. Please be aware that acceptance onto the Paid Work in Canada programme does NOT mean you are guaranteed to obtain a visa as the IEC visa process is randomised and all visas decision lay with IEC Canada. No third party can apply for the visa for you or influence the decision. If you are granted a visa, you are then required to pay your remaining balance in order to fully confirm your start date.
Farmstay in Canada and Conservation Volunteering in Canada. To book these programmes, you must pay a £250 deposit in order to start your application and be put forward for the programme. If at this stage our in-country partner does not accept you onto the programme you will receive a full refund of your £250 deposit. Full payment of the trip balance is due once you are accepted on to the programme before we can start the placement process. After this stage your programme fee will be non refundable, including the £250 deposit.
Paid Teaching in South Korea. To book these programmes, you must pay a £199 deposit in order to start your application and be put forward for pre-screening interviews. After successfully completing your pre-screening interview, you will then need to pay the remaining balance of your programme.
Ranch Jobs in Australia. To book these programmes, you must pay a £350 deposit in order to start your application. The remaining balance is due 12 weeks before your start date.
Festivals & Events trips must be paid in full at the time of booking, and once your booking is confirmed you will not be entitled to a refund.
In the event there are unusual extenuating circumstances regarding your cancellation (such as the loss of an immediate family member) please write to us explaining the situation and we will do our best to deal fairly with you.
There are some programmes where different cancellations apply.
Work as an Au Pair in the USA. If you decide to cancel the programme before we have matched you with a family, you will lose your £99 deposit. Alternatively the full deposit of £99 can be transferred to a different Gap 360 trip.
However, if you withdraw from the programme after you have been matched with a host family, we regret that we will be unable to return any of the fee that you have paid. This is because of the considerable amount of work that has to be done by us to process your application.
In the event that you are not accepted by us onto this programme (this is unusual, as the telephone questions you answer will indicate your likely suitability) you will receive a refund of £99 deposit payment.Paid Work in Canada. If you wish to cancel your programme before you are granted a visa, your £49 deposit is non-refundable. If you are not granted a visa then your £49 deposit can be held and used for the Paid Work in Canada programme for the following year. If you choose to cancel your programme once your start date has been fully confirmed with the team in Canada and you are more than 84 days from your departure a £199 cancellation fee will apply. If you choose to cancel your programme within 84 days of your departure, our normal cancellation fees would apply.
Festivals & Events trips must be paid in full at the time of booking, and once your booking is confirmed you will not be entitled to a refund.
Paid Teaching in South Korea. If you are not accepted onto the paid teaching programmes at your pre-screening interview you will receive a full refund of your deposit. If you pass the pre-screening phone interview and are accepted on the programme your full balance is due before we can secure you a placement. If we are unable to find you a placement within nine months of booking on you will receive a full refund minus your £199 deposit.
If you decide not to go ahead with the teaching programme after you have been accepted on the programme but before your placement has been confirmed, we regret that we will be unable to return any of the trip cost. This is because of the considerable amount of work that has to be done by us to process your application.
Once a placement has been secured, if you decide to cancel before you go, or leave the programme early once you have started there, or behave inappropriately so that the school asks you to leave, or in any way break the terms of your contract, you will lose the money you have paid. Further, you may be required by our local partner to pay the fee again in order to cover the cost of your replacement (this will depend on the circumstances of your cancellation).
You should also understand that if you fail to provide the relevant documents for the work permit, then you will not be able to take up the placement and no refund for the programme or related costs will be due to you. Furthermore you understand that if you are not granted a work permit for any reason then you will need to leave the placement and no refund of programme fee or any related costs will be due.
Ranch Jobs in Australia. If you decide not to go ahead with the programme after you have been accepted on the programme, we regret that we will be unable to return the £350 deposit. If you cancel 84 days or more before departure there will be no cancellation charge other than the forfeiture of your deposit. If your cancellation notice is received in our office within 84 days of departure the following cancellation terms apply:
Force Majeure. If we have to cancel or make major changes to your programme because of force majeure we will not be liable to refund your monies or pay you compensation. We will do our best to offer you an alternative trip but we cannot guarantee that we will be able to do this. Force Majeure can include, but is not limited to, war, the threat of war, civil strife, terrorist activities or the threat of terrorist activities, acts of governments or local authorities, strikes, industrial disputes, demonstrations, natural disasters, unnatural disasters such as explosions or any similar event which is outside our control or the control of our suppliers.
As a responsible tour operator, we follow the advice issued by the UK's Foreign and Commonwealth Office (FCO). If the FCO issues an advisory against all travel to a country that you are booked to travel to with Gap 360, we will offer you an alternative trip or a full refund. If the FCO advises against all travel to certain parts of a country that you will be visiting on our programme, we will change your trip to avoid that part of the country.
Gap 360 complies with the General Data Protection Regulations which form part of the UK 2018 Data Protection Act.
In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the personal information that you provide. We take responsibility for ensuring that proper security measures are in place to protect your information.
We must pass your information on to the relevant suppliers of your travel arrangements such as airlines, hotels, and transport companies. The information may also be provided to public authorities such as customs/immigration if required by them or as required by law.
Controls on data protection may not be as stringent outside the European Economic Area as the legal requirement in the UK, or your country of residence. We will only pass information to any person responsible for part of your travel arrangements. Where you provide us with personal details, you consent to this information being passed on to such organizations, or companies responsible for your travel arrangements. If we cannot pass on this information, we cannot provide your travel arrangements.
Gap 360 complies with relevant data protection requirements and has in place an effective policy for protecting your privacy. The policy is available for you to see. The main points are:
We are entitled to assume that you do not object to our doing any of the things mentioned above unless you tell us otherwise in writing.
Our website pages use HTTPS security encryption.
You can book with Gap 360 fully confident that the monies you pay to us are secure.
Gap 360 Ltd is a member of The Association of Bonded Travel Organisers Trust Limited (ABTOT) which provides financial protection under the most recent UK Travel Legislation, the Package Travel and Linked Travel Arrangements Act 2018. In the event of their insolvency, protection is provided for the following:
1, 2 and 3 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Gap 360 LTD.
Travelling without insurance is a huge risk. It is a requirement of booking with Gap 360 that you will either purchase Gap 360 travel insurance or you will provide proof of other insurance that you hold.
We recommend that you purchase insurance when you book your trip because you are then covered for trip cancellation. You must give us proof that you are insured no later than 30 days before departure. We cannot allow uninsured customers to travel with us, so if you do not provide proof of insurance we will cancel your trip and the cancellation charges will apply.
It is a requirement of travelling with Gap 360 that whichever insurance policy you choose, it must cover you for evacuation and repatriation to a minimum of £500,000.
Please note that the Gap 360 travel insurance will not cover you for the Great White Shark & Whale Conservation programme or the Learn Muay Thai Boxing programme or any sky dives.
In the event that you do not book travel insurance with us, and fail to provide us with adequate proof of insurance (a policy name, number and details from a recognized insurance provider) before your departure, we will regard your trip as cancelled and you will not be eligible for a refund.
It is essential that you understand what risks your policy covers. Some policies do not include deep sea diving, bungee jumping, horse riding or extreme sports. Some policies do not cover paid work or volunteering. Others require you to pay medical services locally and claim back when you return to the UK. Still more policies cease if you return to the UK unexpectedly, interrupting your trip. It is your responsibility to know what your policy covers. Gap 360 cannot be held responsible if you are un-insured for an activity or event despite you believing that your policy covered you.
You are responsible for ensuring that your possessions are safe at all times. You should include baggage insurance with your health insurance and make sure that you are adequately covered. The Gap 360 insurance policies provided by Endsleigh Insurance covers your baggage.
We cannot be held responsible for your baggage and possessions except when they are specifically in our care or the care of our suppliers. When your baggage is stored on vehicles or in accommodations it is at your risk and it is your responsibility to see that it is correctly and safely stored. We strongly recommend that you obtain appropriate baggage insurance for all your possessions and most good travel insurers will supply this at a reasonable price.
Gap 360 is an agent for CT Travel Group who hold ATOL license 5158. If you book flights with us your booking will be handled by Flights 360, part of Gap 360, acting as an agent for CT Travel Group. Payment for flights will be to CT Travel Group and they will issue the tickets and any relevant ATOL confirmation invoices. Your contract for these flights is with the ATOL holder CT Travel Group.
It is your responsibility to ensure that your passport is up to date and not about to expire. You should have at least 6 months left on the passport past the date you plan to return to the UK, as some countries require this. We will offer you advice about whether or not you need a visa to enter any country on your trip, but we are not responsible for obtaining visas for you. We will provide you with the contact name and numbers of the consulate or embassy of the country for which you are required to obtain a visa and it is your responsibility to ensure that you receive a visa in your passport prior to travel. We cannot be held liable if the advice we have given you is superceded by very recent visa changes instituted by a country's embassy. You may choose to use a visa service to obtain visas for you at your own cost. We strongly advise you to regularly check with the relevant embassy to ensure that recent changes have not occurred. It is your responsibility to ensure that any visa granted to you does not expire while you are in that country, or even before you arrive if you are booking many months before travel. No matter where you are headed to, you must ensure that you have the correct entry documentation. Some countries require a yellow fever certificate or other inoculation. Your Gap 360 trip advisor can help you with advice about this, but we cannot be held responsible for any omissions or changes that occur. We advise you to review the websites for the embassy or consulate of each country you plan to visit for the latest regulations. If you are travelling to or via the USA or Canada, there are special electronic travel requirements for all non citizens.
We are not medically trained and your Gap 360 travel advisor cannot issue advice about whether a trip should be booked or not due to medical issues. You are advised to see your GP before you travel and seek their advice about inoculations and medicines you might need.
We do issue you with a checklist for what you should be prepared to pack and take with you, but these are guidelines only and we cannot be held responsible for any errors or omissions.
If you suffer from a pre-existing medical condition (including any mental health issues) that may affect your ability to participate fully in the trip as described in our brochure and on the website, you must advise us at the time of booking your trip so that we can pass this information on to the trip coordinator overseas.
We may ask for a medical form to be completed by your doctor if you have any medical conditions before we can confirm your place on the programme. As such you should not book any flights or make any other travel arrangements until you have returned your medical form to Gap 360 and your place has been approved by the local team.
Gap 360 must receive the completed medical form back which confirms that you are fit to travel on your programme within 3 weeks of the form being sent or 14 weeks before your first trip start date (whichever comes first) in order for your trip to be fully confirmed. Gap 360 are not responsible for any fees your doctor may charge you for completing the form.
If you fail to return the completed medical form to us within 3 weeks of being sent the form or 14 weeks before your first trip start date (whichever comes first), or if you only declare a medical condition to us after your booking as been confirmed, we reserve the right to cancel your place on the trip if we have concerns about your health and safety on the programme. In this case our standard cancellation terms and conditions will apply.
It is your responsibility to take any medicines you may need with you. In the event that you cannot participate in any part of the trip because of a medical condition or you fail to disclose a medical condition to us whilst on the trip, we will not be able to refund any portion of the trip fee.
At the time of booking, or before you depart for you trip, we will ask you to provide us with the name and number of someone who we can contact in case of emergency. We reserve the right to contact this person in the event that Gap 360 or a member of the local staff are concerned about your welfare, or the welfare of others on your trip due to your actions or behaviour.
We strongly recommend that you sign up for a safety awareness course before you leave the UK. Your Gap 360 advisor can provide you with course details.
The Foreign and Commonwealth Office (FCO) provides excellent and up-to-date advice for UK citizens travelling abroad.
Our responsibility to you is to provide you with the services that you have booked with us, whether provided by Gap 360 directly, or our overseas suppliers and subcontractors. We coordinate with overseas suppliers and subcontractors to the best of our abilities to ensure that the information we give you is correct. We will not make misleading statements and we will use care and skill in making the arrangements for your trip. Once we have provided the information about your trip to you, and you have booked, we will provide you with further details, such as specifics about airport transfers, accommodations and other matters.
We check the information that we provide to you carefully, but things can change and any errors or omissions are inadvertent and we cannot be held responsible for them, other than to refund you for any services which you have not received as a direct result of our negligence. We cannot be held responsible for changes made to your trip as a result of weather, political or terrorist threats or other events beyond our control.
We will update the information on the Gap 360 online customer portal and it is your responsibility to check this for changes once we have notified you. We are not responsible where the failure to perform the services for your trip is neither due to us or our sub-contractors or suppliers but is attributable to you or a third party unconnected to us and is unforeseeable or unavoidable, or is due to circumstances beyond our control, the consequences of which could not have been avoided even if we exercised all due care and attention. We are not responsible or liable for an event which we, our employees, agents, suppliers and subcontractor could not, even with all due care, have foreseen or forestalled.
In the event you suffer a serious emergency overseas which cannot be resolved locally, you should call our UK emergency hotline which will be given to you in your pre-departure information.
If you are unhappy with the services we provide to you before you depart the UK please contact your Gap 360 trip advisor by email or telephone. In the event the trip advisor cannot solve the problem or satisfy you, please email our Customer Service Manager outlining the problem and what you expect us to do about it. We will do our best to resolve the issue fairly. When dealing with complaints Gap 360 cannot accept online chats, Facebook messages, text messages etc as appropriate means of communication. You must email our office on [email protected] or email your travel co-ordinator.
We do not accept any complaints by an individual, or individuals which purport to be on behalf of the group. We need to receive any complaints from everyone who is complaining, individually.
If you think we have failed in our services to you while you are overseas, you must first discuss the issue with the local staff who will do their best to solve the problem. If the problem is not solved, or if the local staff are part of the problem, please email our Customer Service Manager in the UK, or call the UK office on 01892 527392. Our office is open 09:00 - 17:30 Monday to Friday. We will do our best to resolve your problem fairly.
You must give us an opportunity to fix any problem when it happens, so you must contact us within 48 hours of any problem if you would like us to take any action. We do not make any compensation payments or refunds if this procedure is not followed.
If you do not speak with our local staff, or email us in the UK office, we cannot be held responsible for any issues you complain about, because you will not have given us the opportunity to put the matter right.
If, despite our best efforts and having followed the above procedure for reporting and resolving your complaint, you feel that it has not been satisfactory settled, we recommend that it is referred for arbitration under the ABTOT Travel Industry Arbitration Service. An Independent Arbitrator will review the documents relating to any complaint and deliver a binding decision to bring the matter to a close. Details of this scheme are available from The Travel Industry Arbitration Service, administered by Dispute Settlement Services Ltd at Field End Barn, 2 Bury Farm, Kimpton, Hitchin, Hertfordshire, SG4 8RH or from ABTOT, Tower 42, Old Broad Street, London EC2N 1HG. This scheme cannot however decide in cases where the sums claimed exceed £1,500 per person or £7,500 per booking form, or for claims which are solely or mainly in respect of physical injury or illness or the consequence thereof.
Standards of accommodation, cleanliness, hygiene, health and safety and other services may be quite different from what you are accustomed to at home in the UK, and you should be prepared for this. We will do our best to prepare you for the likely standards you will encounter before you depart, but we cannot be held liable for any refunds as a result of complaints about standards which we have adequately described.
If your trip involves volunteering with, or teaching children or vulnerable adults we will ask you to complete a DBS (previously CRB) check. We will pass on your criminal record details to our in country partners prior to your arrival. This is necessary to ensure your suitability to work/volunteer with children and vulnerable people on our trips. In the event you are turned down by the DBS check for any reason, you will not be able to join the trip you have booked and have a choice of either switching to a trip that does not require a DBS check, or cancelling the trip altogether. Any refund to you will be based on the timing of your cancellation. You will receive a refund as outlined in point 10 of the booking conditions above. If you switch to another trip you may be charged a trip change fee.
If you have not received your DBS report before your trip is due to leave, we cannot allow you to depart, and you will have to postpone your departure in that event. Any costs involved in your postponement are at your expense.
If you participate in an activity that is not specifically included in the trip provided by us, you do so at your own risk. If you have any complaint or suffer any injury or illness as a result of your participation in this activity we cannot be held responsible and your claim should be directed to the local supplier. In the event that you do not receive satisfaction, and we believe your claim is valid, we may help you pursue your claim, but we cannot be held responsible for any outcome and we may ask you to contribute to our costs in this regard.
Our trips operate in a variety of places around the world, some of which may be or may become politically unstable, suffer extreme weather, disease or other conditions which could cause you discomfort or even a risk to your safety. In booking your trip, you accept that this kind of trip can involve such hazards, and changes or disruption to your trip may occur. In the event you do not receive a specific part of your trip because of any event or condition beyond our control, we may decide to issue a partial refund for services lost, but we are not obliged to do so.
It is not possible for us to be responsible for events or the actions or failures of people and organizations over whom we have no control, and no claim can be made against us in this regard. We accept your trip booking on the basis that you agree and understand that there may be risks associated with the trip. We cannot be held liable or responsible for any delays, accidents, damage, loss, health issues or other issues resulting from the failure of people and organisations other than our own staff.
Some trips are entirely operated by third parties. We vet these third parties and arrange trips with them on your behalf, but any liability for claims you may wish to make against them lies with the third parties and not Gap 360, although we will help you with claims in the event that we deem your claim fair and reasonable.
No matter where you live, your booking with us is accepted under English law and the Courts of England and Wales shall have the exclusive jurisdiction to decide on any disputes between us.