Terms & Conditions

We Volunteer Nepal is a Nepal registered with Social Welfare Council (number 39155)And government Registration 697, The volunteer / intern must be 18+ years old. If you are between 16 and 18 years of age you must obtain your guardian’s written consent before you will be accepted as a volunteer / intern. We Volunteer Nepal is located Yerahity road, Banasthali, Kathmandu-Nepal, Phone no. +977 9860080762, Email:- info@wevolunteernepal.org

Terms & Conditions
Volunteer Abroad By accepting our Terms and Conditions on the website and /or signing the Application Form, you agree to be bound by our terms. If you are uncertain about any of these terms and conditions, or you would like an explanation of any part of them, please contact us. You can also obtain your own legal advice on them, should you wish to do so.

This website will also give you full details of the conditions that we must abide by to maintain our charitable status.

We request that all volunteers are fully aware of the nature of the project and country they are visiting before arrival by reading information supplied by We Volunteer Nepal on our website and other materials easily found on the internet. We request that all applicants agree that the amount paid for a volunteer placement is acceptable before making their booking.

We recommend that you research other volunteer organizations to compare the services we provide and our costs before applying. We are a non-profit charity organization and therefore keep applicants fees to the minimum possible whilst maintaining a high standard of service and substantial donation levels to the projects we work with.

Project information must be used as a guide only, changes may occur in hours worked, volunteer duties or accommodation to allow the projects to be flexible.

By making an application for a volunteer placement you are deemed to have agreed to all the terms and conditions in this document without exception. All bookings are deemed to be subject to and governed by the Laws of England and Wales no matter what the nationality of the volunteer.

Application Process

  • Complete the online application form by using the “Application” tab.
  • Attach your updated resume / curriculum vitae (CV) with two referees’ contact details. Referees can be from your work / university / family.
  •  Await confirmation of acceptance from We Volunteer Nepal.
  • Pay the 100 Euros program booking fee after you receive We Volunteer Nepal acceptance email.
  •  Receive We Volunteer Nepal confirmation of payment and pre-departure pack by email.

In order to process your application for a placement, you / your doctor may also be asked to provide additional information on your health. We are also entitled to carry out a check on you with the Criminal Records Bureau (or any equivalent body).
If in our opinion, the reference and/or health information and/or criminal check we receive about you or any other information you provide make you unsuitable for your chosen placement, we may refuse to process your application further.

If we find the information you have supplied is false after the booking is made, we will not refund your booking fee in order to cover our costs in processing your application and placement arrangement.
We honestly believe that all statements made in our website are factual and correct. Every reasonable effort has been made to describe the placement and to provide the amenities described. We cannot be held responsible for any changes that become known after the brochure was produced (up-to-date information can be found on the website), nor can we accept liability for happenings outside our reasonable control. We undertake to advise you of any material changes known to us prior to your departure. You are also advised to obtain any relevant information you need from We Volunteer Nepal.

Placement booking Fees

We reserve the right to make changes to the suggested placement fee amounts payable or correct any mistakes in published prices at any time prior to you making your deposit payment. Due to currency fluctuations, We Volunteer Nepal reserves the right to alter the placement fee to ensure no losses in real terms occur. The placement Booking Fee is 100 Euros. This fee is non-refundable. The fee covers processing your application and pre-departure support and is not deductible from the program fees.

Payment terms

A deposit of 100 Euro is required within 7 days of acceptance of your application to join one of the projects. The remainder of the payment is required at least 6 weeks before the start date of your placement. Failure to make the balance of payment at least 6 weeks prior to your start date may result in the loss of your placement and deposit without exception.

If your placement starts in less than 6 weeks from the date of your booking, payment in full is required within 7 days of acceptance of your application.

Cancellation by the volunteer

Cancellation refunds are only available if requested in writing by e-mail at least 4 weeks prior to the start date of your placement, this is due to the fact that we make a financial commitment to the projects before your arrival. Your deposit is non-refundable under any circumstances.

Depending on the reason for cancellation you may be able to claim on your travel insurance, minus any excess they may impose. All claims must be sent directly to your insurance provider and not to We Volunteer Nepal.

We Volunteer Nepal can take no responsibility for curtailment or cancellation of a placement by the volunteer as a result of any circumstances not directly related to services provided by We Volunteer Nepal and covered by the placement fee.

Date Changes

Changes to placement dates will be considered provided requests are made in writing (by e-mail) at least 4 weeks prior to your arrival date. Acceptance of requests to change date will be dependent on availability of suitable placements at the project concerned.

Date changes of more than twelve months from your original date will not be permitted. More than one date change per volunteer will not be permitted. Please note that if you wish to change date and a suitable alternative date is not available, your deposit will not be refunded.

Please note that any date change may incur an administration fee.

If you request a date change for any reason within ten weeks of your agreed arrival date this will be viewed as a cancellation by you which will mean the loss of all moneys paid. For this reason we strongly urge you take out cancellation insurance to cover the dates of your trip as this is the only way you may be entitled to any kind of reimbursement should you cancel your trip for any reason.

Cancellation by us

If the placement is cancelled by We Volunteer Nepal before your start date then a full refund of your placement fee will be made. In the event of such a cancellation, We Volunteer Nepal is not liable for compensation related to any other costs associated with your trip, including, but not limited to flights and other travel costs. We will, however, Endeavour to find a suitable alternative volunteer placement for you.

If for any reason beyond our control the project is cancelled after commencement then a percentage refund will be made depending upon the time left at the project. Refunds will be paid within 90 days of confirmation of cancellation. We Volunteer Nepal is not liable for any mistakes made by our partner organizations.

Placements are not guaranteed until a payment has been made and a confirmation email has been sent. We Volunteer Nepal provisionally book a placement for one week before payment but this cannot be guaranteed without payment.

Refunds are made by crediting the volunteer’s payment card if used on the We Volunteer Nepal website. If other forms of payment are made, then We Volunteer Nepal will make a direct bank transfer to the volunteer’s bank account.

Changes to your program

In the unlikely event that a volunteer is unable to take up a placement at their chosen programme due to changes at the project which are beyond our control and are not included under “force majeure”, we will Endeavour to find the volunteer an alternative placement with a similar project within a reasonable distance of the original placement. In such circumstances we cannot accept liability or pay compensation.

Child Protection Policy
All staff and volunteers that work at children’s or community projects are required to undergo a background check. Volunteers who fail their background check are entitled to a full refund of monies paid to We Volunteer Nepal.

Code of conduct

The We Volunteer Nepal code of conduct requires that volunteers and staff must:

  •  Behave honestly and with integrity, act with care and due diligence and treat everyone with respect and courtesy, and without harassment or discrimination.
  • Comply with the We Volunteer Nepal Child Protection Policy where applicable and comply with any lawful and reasonable direction given by We Volunteer Nepal or project staff.
  • Maintain appropriate confidentiality in your dealings with any member of staff, volunteer or persons representing We Volunteer Nepal or our partner projects, and in regard to any information that may be shared with you in the course of your work with We Volunteer Nepal or our partner projects.
  •  Disclose to We Volunteer Nepal management any involvement, formal or informal, with any other professional or charitable organization or NGO whilst you are working with or for We Volunteer Nepal, and take reasonable steps to avoid any conflict of interest, real or apparent, in connection with your work with We Volunteer Nepal.
  • Not provide false or misleading information in your application for work with We Volunteer Nepal.

Use provided resources in a proper manner and not make improper use of:

  • information gained whilst working with We Volunteer Nepal or a We Volunteer Nepal partner project.
  • your duties, status, power or authority in order to gain or seek to gain a benefit or advantage for yourself or for any other person.
  • Behave at all times in a way that upholds the We Volunteer Nepal values, our integrity and the good name of We Volunteer Nepal and our partner organizations, and to never behave in such a way that may bring the We Volunteer Nepal name into disrepute.
  • comply with all the rules of any We Volunteer Nepal partner project you work with as part of your role with We Volunteer Nepal.
  •  pay for any damage you may cause at any partner project or at We Volunteer Nepal offices.
  • Respect the culture of the country in which you are based, refrain from engaging in any religious or political preaching, proselytizing, or demonstrating, and to respect locally acceptable standards of dress code and public personal conduct .
  • Respect all local laws and regulations of the country in which you are based. In addition gross misconduct will be considered to have occurred if your actions may jeopardise the functioning or good name of We Volunteer Nepal or our partner organizations in any way. Gross misconduct is considered as but not limited to:
  • Physical violence, Excessive alcohol consumption, drug abuse, deliberate damage to property, theft or   fraud.
  • Negligence which causes serious consequences for We Volunteer Nepal or partner organizations.
  • Breaking the laws of the country in which you are based whilst working with or for We Volunteer    Nepal, even if it is not an offense in your country of origin.

Volunteer dismissal

If the volunteer is considered to have committed gross misconduct or any serious breach of the We Volunteer Nepal code of conduct occurs, the volunteer may be removed from the project. This will be effective immediately and no compensation or refund will be forthcoming in these circumstances.

Training / Program Induction

You will receive an induction / orientation to include health and safety advice and program related topics. The length of training (1 days to a week) depends on the nature of the work and the length of your stay with We Volunteer Nepal. Training / orientation is included as part of your volunteering program and is mandatory.
You should be clear about your work plan and schedule during this phase. The possibilities (Optional) if you wish to learn the culture and language to Nepal you need much of time but the class will be run from your help. You need to pay $40 hourly for language and culture class. If you wish to visit the community during the program orientation phase, We Volunteer Nepal will take you there so that you have better understanding about the community you will work for. You will also be taken on a half day sightseeing tour in Kathmandu valley to help you learn about the culture and history of the area, e.g. Pashupatinath / Baudhanath / Swayambhunath. You should however cover the entrance fees.

Placement and Location

It is a condition of your placement booking that you are prepared to be flexible in relation to your placement and its location. You will be provided a program of your choice (one of the two you have selected). If we are not able to provide either program of your choice, your program fee will be refunded. However, if we are able to provide one of your placement choices and you then decide that you do not want to continue with We Volunteer Nepal, we will not refund your program fee.
Participants are also asked to be flexible when arriving during major Hindu festivals such as Dashain and Tihar as there is often a disruption to services during these times and it may be necessary for We Volunteer Nepal to assign a temporary alternative work placement.

Food during your placement is included in the program fee. You should receive two to three meals a day throughout the placement, which will be of a Nepali standard, usually Daal–Bhat (lentil soup – rice), vegetable curry, pickle etc. If you wish to supplement your diet with other food, these expenses are yours. We will only cover food and accommodation for the period agreed for your placement and only at your placement.
If you go trekking or wish to stay in Nepal after your agreed period of placement, you will be responsible for your own expenses. If you decide to go away during your placement we cannot refund you any money and you do this at your own cost. In most cases you will be staying with a host family after the program orientation and will share the same food with them. Should you have any dietary conditions, you should let us know before your arrival in Nepal. Should you wish to return to the city at the weekends, you must cover your food and accommodation costs yourself. In case you want to make any trips during your placement, the period is still counted within regular placement time and that time won’t be extended to your date.
Accommodation and Transport
Due to the nature of the countries in which our projects operate, the standards of accommodation and hygiene may, in some cases, be below Western standards. There may be occasions when specified accommodation may change at short notice due to circumstances beyond our control. We Volunteer Nepal will provide alternative accommodation of similar standard in this instance.

We Volunteer Nepal use local transport for our volunteers which may be very different to your home country. Public buses, tuk-tuks and shared taxis are common and the most efficient and economical ways to get around. We do not usually use private tourist transport as the cost can be considerable and detracts from the experience of being a volunteer and part of the in country team.

Airport Pick up and Drop Off
On receipt of your flight details, We Volunteer Nepal will organize an airport pick up and drop off to your accommodation in Kathmandu (this will not exceed 2 nights). This is covered by your program fee and as such there will be no charge and we will endeavor to be on time. We cannot be held accountable for problems such as traffic jams but we will do our best to meet you punctually. Also please note that we are not allowed into the Arrivals Hall of the airport so we will meet you just outside the main EXIT Hall with a name plate with We Volunteer Nepal logo. The area is not big and it should be easy to find each other. Please note that any offers to carry your luggage will come from outside parties (not We Volunteer Nepal staff) so if you are approached and accept, you will be expected to pay a tip. We strongly advise not to accept those services as it encourages begging. Should you leave the country immediately after the volunteering / internship, We Volunteer Nepal staff can drop you at the airport but you should cover the cost the transportation fare.

Travel insurance
We Volunteer Nepal considers comprehensive travel insurance, provided by a well established company, to be of an absolutely essential nature. Please do not forget to take all documentation provided by your insurer with you when you travel. Travel insurance should be purchased upon confirmation of your volunteer placement, you must declare to your insurer the nature of your volunteer work.

It is a condition of booking for some projects that all volunteers have a valid travel insurance policy to cover the entire duration of their trip which extends to include volunteer work. If you are unable to provide documentary evidence of a valid insurance, your booking may be cancelled at the sole discretion of We Volunteer Nepal without any refund.
Health and medical consent
Visit your doctor for your vaccinations, tell your doctor where you will be going and that you will be working with children and / or animals, you can then discuss the vaccines required. Some vaccines can take months to become active so please consult your doctor at the earliest possible opportunity.

It is each volunteer’s responsibility to ensure you are fully informed about any possible health risks you will be taking when attending one of our projects.

You agree that We Volunteer Nepal or project staff can give consent for you to be treated if you are unable to give that consent for yourself due to your medical condition.
In country safety
We advise that all volunteers follow the up to date information and advice from their own countries governments regarding safety while travelling abroad.

Working with Children and Animals
We Volunteer Nepal only operates and partners with responsible organizations and with partners that align with our charitable objectives. At our projects and partner projects the charitable objectives always come first and the volunteers assist the projects in achieving those objectives. Activities vary depending upon the time that volunteers are present at the project but will always be part of the long term objectives of the project. We do not partner with irresponsible projects that are set up as businesses or encourage contact with wild animals or use animals as photo opportunities for tourists. We do not partner with irresponsible children’s organizations, only those that align with our objectives and that have robust child protection policies.

Other Expenses
You are responsible for all of your personal expenses during your training and placement, which includes drinks and entertainment, the cost of transport from your placement to other activities such as trekking or checking email. This is not expensive and we can provide approximate costs if you request them from our office. As a volunteer, you agree that you will not request any payment for day to day transportation. You will be placed adjacent to the working site; hence We Volunteer Nepal does not cover any travel expenses. You will also need some pocket money (e.g. 40USD monthly) for bottled water, internet and so on.

Visas and flights
You are solely responsible for arranging all your visa and transportation needs to reach the projects. We will not be held liable for your being refused access to Nepal or transportation due to failure by you to obtain the correct documentation.

We Volunteer Nepal and partner organizations will not be responsible for any extra costs incurred due to flight cancellations or delays.

You may obtain a tourist visa in advance in your home country (recommended) or at the Kathmandu airport immigration office. Please note that the latter option can sometimes involve long queues. The visa (tourist) fee is currently US$ 25 for 15 days; US$ 40 for 30 days; US$ 100 for 90 days and US$ 2 for each additional day. You will be responsible for the visa cost. To see up-to-date Visa information.

Complaints Procedure
The nature of volunteering in developing countries means that occasionally things do not go as planned. Our in-country teams and partners will always do their best to mitigate against any adverse circumstances. By agreeing to our terms and conditions you agree to take all necessary steps to notify our staff and partners of anything you are dissatisfied with at the time in order to give us the opportunity to put things right before it is too late.

In addition we have a formal complaints procedure in the unlikely event that your placement is not up to expectations.

Privacy policy
We Volunteer Nepal collects applicant’s data for internal use only. The personal data you supply to We Volunteer Nepal will be used only by us and our partner projects and will not be passed to or sold to any outside organization. Your e-mail, contact details and all the information supplied on the application are sent to the project you will be attending to ensure a high standard of product quality and line of communication. We take your privacy very seriously and do everything possible to protect it.

Date.  ……………………       Name: …………………………………………………………………   Sign. …………………………………….