By submitting your application for a Practical Program (fieldwork or travel program) you (the “Participant”) confirm that you accept and agree to these terms. If you submit an application for an Online course and then subsequently choose to also do any Practical Programs, you will also be confirming that you accept and agree to these terms.
You will enter into a binding legal agreement with Caribbean Reef Buddy Inc (“CRB”) or Deefer Diving Carriacou Ltd (depending on the applicable program), which trade as CRB (“CRB”, “we”, “us”, “our”). Please ensure you read them carefully and do not hesitate to ask your Enrolment Manager any questions about them before you complete your booking.

We reserve the right to amend these terms at any time. All amendments to these terms and conditions will be posted online. Please make sure you check regularly to see any amendments that may have been made.

Services Provided
CRB agrees to organise a Program and/or other course(s) as agreed upon in writing between you and CRB (being “your CRB program”). Our services are those outlined in the “what’s included” section of the website program page and the field manual.

Please note, program details, activities and/or sample itineraries as defined on our website and in enrolment materials are based on currently available information or activities. CRB and its partners reserve the right to make changes to your CRB program and/or substitute program activities with activities of a similar nature or merit based on the needs of our local communities and in-field partners. We will do our utmost to keep you updated on any changes prior to your CRB program commencement where possible.

Any information we provide, including but not limited to information about insurance, flights, visas, vaccinations, healthcare, climate, baggage, group sizes and special equipment is given in good faith for informational purposes only. For the avoidance of doubt, the information provided by CRB is merely guidance for the participants to make their own decisions, and CRB and its partners cannot be held responsible for firstly, any loss incurred as a result of the information provided, nor secondly, any consequence arising from potential inaccurate information as the case may be.

Refusal of Service
CRB reserves the right to refuse your application to join a CRB program, at any time, for any reason.

Application Process
During the application process you will be asked to provide the following information:     
     • Legal name
     • Phone Number
     • Email Address
     • Date of Birth
     • Swimming ability (if applicable)
     • Criminal history
     • Medical history – including mental health, current medications, vaccination status and any medical requirements
     • Dietary requirements
     • Citizenship & country of residence

You confirm that all information you provide during the application process is complete and correct. You must immediately update CRB if this information changes prior to your program commencement or during your program. Failure to provide complete, accurate and truthful information on the application will be grounds for cancellation without refund.

Privacy Policy and Data Protection

Personal Data and Data protection is handled in line with our Privacy Policy.

Documentation Required

Insurance
You are required to secure travel and medical insurance to protect you against losses caused by travel, loss or damage of baggage and or personal effects by any means, non-refundable airfare, emergency security or medical evacuation and other medical expenses including medical coverage for exposure/infection of any viruses. It is strongly recommended that you purchase trip cancellation cover to protect yourself against losses relating to your inability to travel for medical reasons or if someone in your family takes ill or dies suddenly as our “Cancellation & Refunds” policies outlined below will still apply to these instances. The policy must cover the entire duration of your CRB program and include all activities you may undertake during your CRB program such as manual, conservation and volunteer work where applicable. CRB and our partners cannot be held responsible for loss or damage of personal effects by any means whatsoever. The details of your insurance policy must be provided prior to program commencement for your protection.

Background/police check
If requested, you must supply a background (police) check at your own expense. Details on how to complete this process will be supplied prior to commencing fieldwork. You agree that your participation on a CRB program is subject to the outcome of this check. As per the Application Process clause of these terms, failure to disclose in advance any known criminal history is grounds for cancellation of your program without refund.

Health & Medical Forms
A medical form, and a PADI medical form, if applicable, will be provided at the time of booking and must be completed at least 2 weeks prior to the commencement of your program (or as otherwise agreed by CRB in writing on a case-by-case basis). A failure to disclose any known medical conditions or a misrepresentation of any medical information is grounds for cancellation of your program without refund.

In the event your medical history changes following your acceptance onto a CRB program, and either your treating physician, or CRB, has determined that you are no longer physically or mentally fit to participate in a CRB Program, you will have the following options:
     • Cancel your program and book a later start date. The new start date will need to be signed off by a doctor, confirming you are physically or mentally fit to travel. CRB reserves the right to require additional documentation to support this sign off; or
     • Cancel your program and claim your program fees from your travel insurance. Please note many travel insurance plans do not cover mental health. Please read any plans carefully prior to purchasing insurance to ensure you are covered for any eventuality.

For certain locations or programs, you may be required to be fully vaccinated with a vaccine approved by the WHO, or you may need to be free of certain viruses, prior to arriving on your CRB program. If this is required for your selected program:
     • It is your responsibility to plan in advance to ensure you have sufficient time to receive the required doses or tests.
     • You will be required to supply evidence of the required vaccination or test (such as an official government vaccination card) prior to program commencement. This information will be handled in accordance with our Privacy Policy.
     • Medical exemptions for vaccination will only be permitted in limited circumstances and must be requested during the application process. A letter from your doctor outlining the medical condition or disability which prevents you from receiving the relevant vaccine and citing the WHO guidelines pertaining to that medical issue will be required. CRB reserves the right to accept or reject the request for an exemption at its sole discretion.
     • Participants who refuse to comply with any vaccination, testing or quarantine requirements will not be permitted to join or continue with their CRB program and will not be eligible for any refund of program fees or program credit.

Program Leaders are not medical professionals, and the standards of medical care in countries where CRB programs are held are likely to be lower than you may be used to. You, and your primary care physician, are responsible for ensuring you are able to manage your own mental and physical wellbeing, including administering any medication, for the entirety of your CRB Program.

It is your responsibility to visit a local travel clinic and ensure you have any necessary vaccines or medications (including all medications prescribed by a medical practitioner) for the full duration of your CRB Program. CRB cannot guarantee that you will not become infected by any illnesses while on your program (or travelling to or from your program) and you hereby release CRB, its employees, directors, partners and affiliates from any liability in this regard.

CRB reserves the right to require documentation from a doctor or specialist and/or to consult with their own medical and mental health professionals regarding your physical and mental fitness to undertake a program. In addition, CRB reserves the right to dismiss you from your CRB Program if you are not in possession of and/or fail to take medication that is prescribed by a medical practitioner.

CRB reserves the right to reject or cancel a booking on the grounds of either doctor’s comments or medical advice. Any additional medical documentation CRB requires will be at your own expense.

Emergency Contact
Prior to program commencement, you must supply us with emergency contact details of a friend or family member. We reserve the right to contact this person should we deem it necessary.

Other documentation
In order to comply with local visa and permit requirements, you may also be required to provide additional documentation, including, but not limited to, passport details, and flight arrival and departure information. A full list will be provided at the time of booking. If this information is not provided by the deadline stipulated at the time of booking, CRB may cancel your booking without refund.

Visas & Passports
It is your responsibility to ensure you have any necessary visas and a valid passport for your program. Any visa information provided by CRB is done in good faith and for guidance purposes only. CRB and our partners cannot be held responsible for any country’s decision to change visa rules, deny a visa application, or refuse entry, exit or the right of passage (national and local laws governing immigration). We bear no liability for any losses you may incur arising from any such action. In certain cases, you may be required to enter the country on a specific visa to comply with local country laws and regulations.
Where CRB offers to arrange visas on your behalf, we cannot be held responsible for any country’s decision to deny or reject your visa application, and as such any visa fees paid by you to CRB in respect of your visa application remains non-refundable.

Program Fees
CRB and its partners begin preparing for your CRB program as soon as you are accepted, which means we are unable to provide refunds except in the instances outlined in our “Cancellations & Refunds” section below.

CRB’s current program fees are displayed on the website and are subject to change, depending on factors which include (although not limited to) location and date of the program, without notice. However, CRB will communicate the final price to the participant prior to their booking being confirmed. Information on what is included in your program fee will be displayed on the “What’s Included?” tab on the program page.

From time to time, CRB’s Enrolment Managers may award scholarships in line with CRB’s impact aims. These are awarded at CRB’s discretion and are non-transferable. Your total program fee will be outlined in your acceptance email. You will be quoted in United States dollars (USD). CRB accepts payments in GBP, USD, EUR, and CAD. Currency exchange rates are set at CRB’s discretion and do not necessarily reflect current market exchange rates.

To reserve your space on the CRB Program an initial deposit of 10% of the total value quoted will be required. The final balance is due one calendar months prior to your arrival. CRB accepts payments by debit card, credit card or bank (EFT) transfer. In the event you pay by credit/debit card, CRB will charge any subsequent payments to that same card on the date they are due.
If you fail to make any payments on time, you will incur a late payment fee of $ 25.
Should your payment not be received within 7 days of your payment due date, CRB reserves the right to cancel your program, without refund.

Cancellations & Refunds

Force Majeure
CRB reserves the right to cancel or curtail a Program for reasons of force majeure events (which are events that are outside of our control), such as (but not limited to):
     • Acts of God such as natural disasters or disease outbreaks etc.
     • War
     • Acts of terrorism
     • Riots or civil unrest
     • Fire
     • Acts or changes in sovereign law or other official government action (including any changes in visa requirements).

For all programs, in cases of force majeure: your program fees will remain non-refundable and you will receive a credit for the amount you have paid. The credit can be used for a program with an alternative start date. Your use of your credit will be subject to program availability. Credit is non transferable and not redeemable for cash.

If your program is shortened or otherwise curtailed due to force majeure, your first recourse will be to claim the balance of your program fee from your insurance. In the event the reason for curtailment is not covered (or not typically covered) by insurance, CRB will provide a credit in the amount of your unused program fee which can be used towards a future CRB program. The credit amount will be calculated based upon the services that have been rendered to date, and not a pro-rata amount. Your use of credit will be subject to program availability. Credit is non transferable and not redeemable for cash.

In all cases of cancellation by CRB, CRB will not refund you for any additional expenses incurred by you related to your program (other than those expressly mentioned), including, but not limited to, airfare, visa expenses, insurance, documentation and equipment purchases. Please note this list is not exhaustive.

Where CRB cancels or curtails a program outside of cases of force majeure

In all other cases where CRB cancels your program, CRB will provide you with a credit of your program fee paid to use towards an alternative start date. The use of your credit will be subject to program availability. Credit is non transferable and not redeemable for cash. CRB will not refund you for any other expenses incurred by you related to your program, including, but not limited to, airfare, visa expenses, insurance, documentation and equipment purchases. Please note this list is not exhaustive.

Where you choose to cancel your program
The following terms differ depending on the location or type of program that you book. Please read through our list of Program Categories so that you know which cancellation terms are applicable to your selected program.
Should you wish to transfer your program to an alternative date and/or location, then the provisions applicable to cancellations will apply (i.e., you will be considered as having cancelled your original program and any credit received may be used to book an alternative program).

For purposes of Category 1 Programs: “Research Buddy” , the following terms will apply:
     • If you cancel your program more than 48 hours before its start date, then CRB will provide you with a credit of your program fee paid (less your program deposit and any program add-ons, such as accommodation upgrades, TEFL courses, PADI certifications etc.) to use towards an alternative start date or CRB destination. However, if you cancel your program 48 hours or less before its start date, then you will not be entitled to a refund or program credit.

For purposes of Category 2 Programs: “Research Assistant”, the following terms will apply:
     • If you cancel your program more than 7 days before its start date, then CRB will provide you with a credit of your program fee paid (less your program deposit and any program add-ons, such as accommodation upgrades, TEFL courses, PADI certifications etc.) to use towards the same program with an alternative start date. However, if you cancel your program 7 days or less before its start date, then you will not be entitled to a refund or program credit.

For purposes of Category 3 Programs: “Research Divemaster”, the following terms will apply:
     • If you cancel your program more than 30 days before its start date, then CRB will provide you with a credit of your program fee paid (less your program deposit and any program add-ons, such as accommodation upgrades, TEFL courses, PADI certifications etc.) to use towards the same program with an alternative start date. However, if you cancel your program 30 days or less before its start date, then you will not be entitled to a refund or program credit.

For all programs, the use of credit will be subject to program availability. Credit is non-transferable and not redeemable for cash. Credit must be used (i.e., the program must be booked) within a period of 12 months starting on the original program’s start date.

Please note that if you cancel or curtail your program for any reason, your full program fees will still be due and any program fees paid will be non-refundable.

If you choose to curtail your program, you must claim the balance of your program fee from insurance, as your fees are non-refundable.

Alterations
We plan arrangements for the program many months in advance and may occasionally have to make changes, most of which are minor. All programs are subject to availability. Future start dates for destinations or programs cannot be guaranteed.

If a major change becomes necessary, we will inform you of the change as soon as possible. When a major change occurs, you will have the choice of either:
     • accepting the change; or
     • cancelling the program, in which case any refund or credit will be dealt with in accordance with the above terms that are applicable when you cancel the program.

Under 18s
If you are under the age of 18, and a legal guardian is travelling with you, they will be entering into this agreement on your behalf by completing your application for a Program.

If you are under 18, and will be travelling unaccompanied, your legal guardian must accept these terms and enter into this agreement on your behalf, in order to confirm your place on your program.

CRB will also provide a consent & release form, which must be signed by all of your legal guardians and notarized, at least 2 weeks prior to departure (or such other time communicated to you by CRB in writing).

Under 18 programs require a minimum number of participants to operate. You will be notified of your program status at least 8 weeks prior to your start date. In the event your selected program does not reach the required minimum number of participants, you will be given a list of programs to select as an alternative. Your program will then be transferred for free. We recommend not booking any flights or incurring other non-transferable expenses prior to receiving your program confirmation. CRB will not refund you for any expenses incurred by you related to your program, including, but not limited to, airfare, visa expenses, insurance, documentation and equipment purchases. Please note this list is not exhaustive.


On Your CRB Program

Health & Safety
You must always respect and follow the health and safety procedures as set out by CRB, the Program Leaders and/or the representative in the host country.

CRB and its partners reserve the right to search your bag, room or property where there is deemed a health and safety, legal or other serious risk, such as the possession of illegal and illicit substances, including marijuana.

In the event you break any local laws, we (and our partners) will bear no liability and will not be required to mediate the matter on your behalf with local authorities.

CRB’s Program Leaders reserve the right to make decisions on your emergency medical care where it is deemed essential to do so by the most qualified in-country staff member in the event you are not able to do so yourself. CRB will not be held liable for the outcome of such care.

Disciplinary Procedures including Expulsion
By partaking in a CRB Program, you agree to be bound by our Code of Conduct, a copy of which will be provided to you.
CRB reserves the right to issue a warning of any kind, as well as expulsion, regardless of whether any warnings have been given. All disciplinary action will be documented and take place in front of a witness, where appropriate.

Your first offence will usually result in a verbal warning or written warning where appropriate. Repeated offences following a warning could lead to a written warning or a final written warning as appropriate. Thereafter any further offences will result in expulsion.

A full list of program and in-country rules, regulations and procedures will be provided at the start of your program, during your health & safety briefing.
The following non-exhaustive list details actions that are grounds for immediate expulsion:
     • Possession, taking, or supplying of illegal or mind-altering substances, including marijuana;
     • Consuming alcohol or being intoxicated while on project or while interacting with CRB’s program partners;
     • Breaking local laws;
     • Bullying, displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm another Participant, a Program Leader, a member of staff, community member or any other person;
     • Disobeying CRB’s, the Program Leader’s or the representative in the host country’s instructions in relation to health and safety;
     • Disruption or obstruction of Program activities;
     • Omitting or misrepresenting any medical history on your medical form or forging your medical practitioner’s signature;
     • Displaying any concerning behaviours, indicating a potential risk to self or others, which the Program Leaders feel, in their sole discretion, warrant immediate medical treatment or counselling;
     • Failing to carry and/or take any medication that is prescribed by a medical practitioner;
     • If the Program Leaders feel it is in the best interests of your health and safety or the program in general; and/or
     • Committing an act or displaying behaviour which could jeopardise future CRB Programs within the host country or lead to the souring of relations between CRB, its partners, and/or the host communities or host country.

In the event of expulsion for any reason, you will not be entitled to any reimbursement from CRB or our partners, nor will CRB (or our partners) be responsible for any additional costs incurred by you as a result of expulsion. You will receive notification of your expulsion in writing. CRB reserves the right to share this document with your next of kin should we feel the circumstances warrant it. In serious cases, where the Program Leader feels the health and safety of others has been or could be impacted, you may be required to leave CRB premises immediately. In most other instances, CRB will provide a deadline for departure and can assist with arranging alternative accommodation or transportation which will be at your own cost. Following your departure, CRB will no longer be responsible for you.

Any requests to dispute dismissal must be put in writing to info@caribbeanreefbuddy.org whereafter you will be sent our complaints form for completion. CRB will then provide an off site senior manager to review the case and make a full and final decision.

Placements
If you are joining a professional apprenticeship with work-placements at CRB or partner organizations, you will be required to complete and pass ongoing assessments in order to be offered a placement or continuation of your current placement. These assessments are academic, practical, and based on general performance and behaviour all of which will be marked through continuous assessment and performance reviews. Placements are offered at the full discretion of CRB and no refund will be issued in the event that you are not offered a Placement.

Activities outside of CRB
International travel provides an opportunity for various tourist activities and experiences. CRB and our partners cannot bear any liability for activities that you choose to undertake that are not officially included in your CRB program. What is included in the program is laid out in the “What’s Included” tab on your chosen program’s page on our website. These rules apply regardless of whether we introduce or recommend a given activity or provider.

Conservation Internships
If you are joining a conservation internship, you will be required to undertake training prior to departing for the relevant internship program. In this regard, please note that:
     • Participants must complete all mandatory pre-departure training modules and achieve a grade of 100% in order to be eligible to participate in CRB project work and therefore partake in the internship program.
     • CRB reserves the right to prohibit a participant’s participation in project work (without recourse) until the participant has achieved the required pass rate in the mandatory pre-departure training.
     • Participants must complete the mandatory pre-departure training before the start date of the program. Failure to do so may result in the participant having to complete the training in-country before they can take part in certain project work contemplated in the internship program.

Program Data
Any research, data, reports, photographs and documentation collected by you on your CRB program remains the property of CRB or our in-country partners. CRB or our in-country partner’s permission must be received before that data can be used (e.g. before you can include it in a research or scientific paper). No compensation will be provided to you for any data or research you collect.

Any program equipment provided in-country remains the property of CRB and must be returned in good, working order upon conclusion of your CRB program. In the event such equipment is lost or damaged due to your negligence, you must pay for or replace it.

Program Media
By partaking in or allowing a minor under your care to partake in a CRB program, you give us (and our partners and affiliates) permission to take and/or use your image or the image of a minor, who is under your care, whether in photograph, video, or any other form of media (and including where the media was not produced or taken by CRB, but rather made available to CRB) (collectively referred to as “media”), in CRB’s media publications and other promotional, commercial or marketing material, which may include, but is not limited to, the posting of such media on social media and/or CRB’s website. In particular:
     • you acknowledge and agree that your image, or the image of your child (as the case may be), may be taken and/or shared by CRB and/or other individuals or parents with access to CRB’s social media platforms.
     • you waive any right to inspect or approve of the media that may be used.
     • you waive any right to receive credit, royalties or other compensation arising from or related to the use of the media, as well as any other media or materials that you publish on social media or otherwise make available to CRB.

Employment with CRB
Participation on a CRB internship, work placement or any other program does not constitute an offer for employment with CRB or its Partners, or any guarantee or expectation of an offer of employment upon completion.

References
To receive a LinkedIn reference for your CRB program, you must complete an Internship, Research Fellowship or Professional Apprenticeship and request one within 4 weeks of your program end date. CRB reserves the right to refuse to provide you with a reference in the event you received disciplinary action of any kind whilst on your CRB program. References are given in good faith and CRB, nor its staff members, are liable for any errors or omissions contained in any written or verbal references.

Should you require CRB to complete any forms or documentation following your CRB program, you must send them to info@caribbeanreefbuddy.org within 4 weeks of your program end date. CRB reserves the right to refuse to complete any forms in the event you received disciplinary action of any kind or failed to successfully complete any part of your CRB program.

Complaints
You should direct any in writing toinfo@caribbeanreefbuddy.org where you will be requested to complete a complaint form. CRB will not engage with complaints made by third parties unless explicitly directed in writing by you. Where you are under 18, your parent or legal guardian must explicitly direct CRB to engage with a third party regarding you or your participation.

Personal Risk
You accept that you will be subjected to various emotional, physical and psychological demands by participating in a Program. You are aware and accept that the standard of living in the relevant country, including food, hygiene and accommodation, may be below the general standards of your own country.

You also understand that certain risks may arise, including, but not limited to:
     • hazards of travelling in remote areas;
     • travel by automobile, van, bus, aeroplane, boat, train or any other means of conveyance;
     • the forces of nature;
     • civil disturbances;
     •  national or international conflicts;
     • terrorism;
     • arbitrary itinerary changes made by foreign governments or vendors;
     • dive related accidents, boat accidents;
     • interacting with dangerous wildlife;
     • personal injury or illness from the local environment;
     • accident or illness in remote locations without immediate evacuation or medical facilities; or
     • negligent acts of third parties.

You confirm and agree to all of the following:
     • you understand these and other risks inherent in such a program;
     • you also confirm that your participation is completely voluntary;
     • you assume all risk associated with your fieldwork; and
     • you agree to indemnify us and those involved in delivering the fieldwork component against any claims of any kind that arise from your participation.

These claims include those arising both directly and indirectly from your participation in the program.

Liability
CRB will not pay financial compensation which exceeds the amount of your program fee, as outlined in your acceptance email, except in cases of death or personal injury caused by CRB’s gross negligence.

In cases of death or personal injury caused by CRB’s gross negligence, any liability by CRB and/or its employees, partners and/or its agents is limited to the financial amount that will be paid out by the insurance policies in CRB’s name. If no compensation is received from these policies, then any and all liability whatsoever, including without limitation, claims grounded in negligence, is hereby limited to a maximum amount of $ 2,000.

Application & Governing Law
Grenadian (GND) Law shall apply to this Agreement and the parties agree to submit to the exclusive jurisdiction of the Grenadian Courts.