EF High School Exchange Year Discovery Tour Booking Conditions
EF DISCOVERY TOURS
These Booking Conditions apply to all Discovery Tours and Weekend Tours in or to the United Kingdom and/or Ireland (the “Discovery Tour” and the “Weekend Tour”, respectively), as organized by EF Educational Foundation for Foreign Study Ltd (“EF”) a Swiss corporation, having its registered address at Selnaustrasse 30, 8001 Zurich, Switzerland. What is stated in these Booking Conditions regarding Discovery Tours equally applies to Weekend Tours, however with the exceptions stated in Section (5) below.
1. Eligibility for Participation
EF High School Exchange Year (“HSEY”) students who are in good standing on the program in the United Kingdom or Ireland (“Participants”) are eligible to apply for Discovery Tour participation. Participation in the Discovery Tour is at the sole discretion of EF.
Applications for Discovery Tour participation are processed on a first-come, first-served basis. An application will be confirmed as a booking, subject to (i) these Booking Conditions being accepted and signed by the natural parents or legal guardians of the student and returned to https://discoverytours.efexchangeyear.org/, (ii) consent of the natural parents or legal guardians being given for the student’s participation in the Discovery Tour, (iii) reception of payment in full by EF. The Participant and natural parents or legal guardians will receive an email stating the Discovery Tour booking confirmation from EF.
If traveling during school sessions, Participants are also solely responsible for securing permission from school administrators for any absences caused by their participation in the Discovery Tour. Participants are obliged to make up any missed coursework in a timely manner, so that they maintain the minimum grade average as necessary for the EF HSEY program. Failure to do so will result in disciplinary actions by EF and / or the school. Participants may not arrive late to or depart early from a Discovery Tour without prior consent from EF.
3. Discovery Tour Fee
The Discovery Tour Fee is listed on the Discovery Tour website for the relevant Discovery Tour.
Included in the Discovery Tour Fee:
- Full-time services, including emergency services, of a Tour Director and / or EF staff throughout the itinerary
- Round-trip land and / or air transportation from the departure point (please contact an EF staff member before applying for Discovery Tour participation for more details on relevant departure point) to the destination as indicated on the itinerary and local transportation whilst on the Discovery Tour as indicated in the itinerary
- Accommodation in hostels / hotels, in multi-person occupancy lodging with Participants of the same gender
- Daily breakfast (except on arrival day), and daily dinner (except on departure day)
- All sightseeing tours and activities as specified in the itinerary
Not included in the Discovery Tour Fee:
- Transportation to and from the Participant’s (host) family’s residential address to the departure point of the Discovery Tour (please contact an EF staff member before applying for Discovery Tour participation for more details on relevant departure point)
- Additional bus or airline services, such as food purchases and checked luggage
- Expenses incurred due to airline rescheduling, cancellations or delays caused by the airlines, bad weather or events beyond EF’s control (this cost would be covered in extra Discovery Tour insurance)
- Free time costs including but not limited to personal expenses, such as transportation to free-time activities, souvenirs and incidentals
- Passport, visa fees
- Any expenses not specifically listed as included
- Travel and/or other insurance
Specific conditions for Weekend Tours:
The rights and obligations stated in these Booking Conditions also apply to Weekend Tours, however with the following amendments:
The Weekend Tour Fee does not include:
- Any transportation to and from the place of the Discovery Weekend
- Any meals
4. Travel Documentation
All Participants are responsible for having the necessary travel documents with them, such as a valid passport or, where permitted, an identity card and any necessary visas as well as proof of vaccination for COVID-19. Participants must contact an EF member of staff in case they have queries on passport or visa regulations. If the Participant is unable to undertake all or part of the Discovery Tour as a result of not being in possession of any such document or of such a document not being valid, any and all consequences of this will be at the Participant’s own expense.
Please note that all Participants must carry valid and sufficient medical and liability insurance throughout the Discovery Tour. Proof of insurance must be provided when requested before the start of the Discovery Tour in order to successfully apply for participation.
Participants can cancel the Discovery Tour, receiving a full refund of the paid Discovery Tour Fee, up to 14 days after their receiving their booking confirmation by contacting EF through email@example.com. For cancellation after this time, EF reserves the right to charge reasonable, pro rata expenses incurred in organizing the Discovery Tour for the Participant.
A minimum number of 30 Participants are necessary to run any Discovery Tour. In the rare event that this minimum number is not met on or before 50 days before the start of the Discovery Tour, the Discovery Tour may be canceled. All Participants will be notified immediately and have the following options: (i) transfer to the next Discovery Tour organized by EF (any price increases for the new Discovery Tour will have to be covered by the Participant, any price decreases will result in the balance being refunded to the Participant), (ii) cancel the participation and receive a full refund of all payments made, or (iii) pay a “small group supplement”, as decided by EF, and participate in the Discovery Tour with a reduced number of participants.
7. Changes to Itinerary
EF reserves the right to make changes to the program itinerary, when it becomes necessary to do so, at no extra cost to the Participant, and where appropriate in case of material changes, compensate the Participant for such changes. Such changes will not constitute grounds for cancellation, unless they can be considered material. All itineraries presented in promotional materials, on websites or on the booking website may be subject to changes, in which cases EF will provide other itineraries of equal or higher value.
8. Liability and Force Majeure
To the furthest extent permitted under the applicable law, EF will not be liable or responsible for any loss, damage, inconvenience, delay in performance, or failure to perform in connection with the Discovery Tour and provision of services due to causes beyond EF’s reasonable control, including but not limited to fire, natural disaster, acts of government, failure of suppliers or subcontractors, labor disputes or civil unrest, criminal, terrorist or threatened terrorist activities of any kind, incidents of violence, public health emergencies, any negligent or willful act or failure to act by any third party or any other cause beyond the control of EF, nor, to the extent permitted by law, for any personal injury, mental anguish, emotional distress, property or other damage or loss of earnings from any cause whatever related in any way to the Participant’s participation in the Discovery Tour , caused by third parties, such as (without limitation) airlines, railways, bus companies, guides and hotels. EF assumes no responsibility for the loss of passports, airline tickets or other documents or for the loss of or damages to luggage or any other belongings of the Participant.
9. Discovery Tour Guidelines
All Participants are required to follow EF Educational Foundation for Foreign Study, Ltd rules and regulations whilst on tour, as outlined in the Rules and Regulations document they signed prior to embarking on their program. In addition, all Participants are required to follow the guidelines as communicated by chaperones, the Tour Director, security personnel and other EF staff whilst on the Discovery Tour, including adhering to all scheduling, curfew and rooming rules. Failure to follow these guidelines may result in the Participant being dismissed from the Discovery Tour at their own expense and without any refund.
10. Medical interventions
If a Participant becomes ill or incapacitated during the Discovery Tour, the Tour Director, chaperone(s) and / or other EF staff may take any action deemed necessary for the Participant’s safety and well-being, including securing medical treatment (at the Participant’s own expense) and transporting them home. EF retains the right, in its sole discretion, to contact the Participant’s natural parent(s) and / or legal guardian(s) and / or host family with regard to health issues or any matter whatsoever that relates to their child’s Discovery Tour. These rights transcend any and all privacy regulations that may apply. In the event of a medical emergency, EF will attempt to cause appropriate treatment to be administered and the Participant authorizes EF to do so. EF, however, makes no warranty that it will be able to cause effective (or any) emergency treatment to be administered.
11. Personal Data
The Participant’s personal data, such as personal data provided by them in the application form, will be processed by EF for the purposes of completing their booking, providing them with the products and services that they have ordered (including travel insurance coverage, if applicable), for customer service, or as otherwise necessary to perform the contract between the Participant and EF HSEY.
EF may share the Participant’s personal data with their corporate affiliates, claims handlers, and other business partners both within and outside the EEA/Switzerland. EF has put appropriate safeguards in place for transfers of the Participant’s personal data outside the EEA/Switzerland, including the standard data protection clauses adopted by the European Commission. EF and its affiliates may also use the Participant’s personal data, combined with information about them obtained from third party sources, to market EF’s products and services, including special promotions based on their interests.
The Participant has the right to, at any time, withdraw their consent or object to EF using their personal data for direct marketing purposes by contacting EF HSEY at the address stated below.
EF will only keep the Participant’s personal data for as long as it is necessary for the purposes for which it has been collected or in accordance with time limits stipulated by law and good market practice, unless further retention is necessary for compliance with a legal obligation.
If the Participant would like to have a copy of the information EF holds about them, or a copy of the standard data protection clauses, or would like to rectify or erase personal data, or restrict the processing of personal data, or otherwise object to EF’s processing, or use their right to data portability, please contact EF Educational Foundation for Foreign Study Ltd (data controller) at the address Selnaustrasse 30, 8001 Zurich, Switzerland. If the Participant would like to lodge a complaint, they may contact the supervisory authority in their home country.
12. Photos and videos
EF may use any audio, video, film or digital likenesses taken of Participants, and any of their verbal or written comments while on the Discovery Tour fur future publicity and use their contact information for future EF promotions.
In case of any complaints from the Participant during the Discovery Tour, the Participant must notify the Tour Director or EF staff as quickly as possible, so that a solution can be sought. Should it be impossible to resolve the issue satisfactorily, the Participant must notify EF immediately afterwards in writing to Discoverytours.firstname.lastname@example.org, in order to not limit or exclude any right to compensation as a result of the complaint.
14. Governing law and jurisdiction
These Booking Terms shall be governed by and construed in accordance with the laws of Switzerland without regard to any conflict of laws principles therein contained. Any dispute, controversy or claim arising out of or in connection with these Booking Terms, or the breach, termination or invalidity thereof, shall be finally settled by local courts in Switzerland or in the participant’s country of residence.
15. Proof of vaccination against SARS-CoV-2
Proof of vaccination against the virus SARS-CoV-2 (COVID-19) is required for all travelers on EF Discovery Tours. Proof of vaccination may be requested at the time of application or once an application is accepted and must be submitted no later than 30 days prior to the departure of your tour. Vaccination must be with a vaccine approved by or listed for emergency use by the World Health Organization.
16. Entire agreement
These Booking Conditions constitute the entire agreement between EF and the Participant with reference to the Discovery Tour. Participants may not rely on any promises, inducements or agreements not stated herein, including but not limited to oral statements made by agents or employees of EF.