Terms & Conditions
1. Introduction
These Terms and Conditions govern the use of the Safeer website and, where incorporated into a proposal, booking or service agreement, the programmes, coordination and related services provided by Safeer.
By engaging Safeer to provide services, the contracting institution or organisation agrees to the applicable proposal, service agreement and these Terms and Conditions.
Where specific terms contained in an accepted proposal or written agreement differ from these general Terms and Conditions, the specific written terms agreed for that programme will take precedence.
2. About Safeer
Safeer supports educational institutions in the planning and practical implementation of learning mobility, work-based learning, internships and professional development activities.
Depending on the programme, our role may include programme coordination, host and partner liaison, accommodation arrangements, local transportation, participant support, documentation support and other practical services agreed with the contracting institution.
Our exact responsibilities are defined in the relevant proposal or service agreement.
3. Programme Proposals and Confirmation
Programme proposals are prepared based on the information provided by the requesting institution, including participant profiles, group size, preferred dates, learning outcomes and requested services.
Unless expressly stated otherwise, a proposal does not constitute a confirmed booking.
A programme is considered confirmed only when the required written acceptance, agreement, deposit or other confirmation requirements specified in the proposal have been completed.
Availability of accommodation, host organisations, training providers, transportation and other third-party services remains subject to confirmation until the relevant arrangements have been secured.
4. Programme Scope
The services included in each programme are those specifically identified in the accepted proposal or agreement.
These may include:
programme planning and coordination;
liaison with sending institutions and local partners;
coordination with host organisations;
internship or work-based learning arrangements;
professional training or job shadowing;
accommodation arrangements;
airport or local transfers;
local transportation arrangements;
participant orientation and practical information;
monitoring and local participant support;
attendance and programme documentation; and
other services specifically agreed in writing.
Services not expressly included in the agreed programme are considered outside the scope and may be subject to additional charges.
5. Host Organisations and Internship Placements
Safeer works with educational institutions and professional organisations to coordinate placements appropriate to the agreed participant profile, learning outcomes, programme duration and operational requirements.
Placement arrangements remain subject to host availability, suitability, operational conditions and any requirements imposed by the host organisation.
Where Safeer acts as a coordinating or supporting organisation rather than the organisation providing the workplace activity itself, the host organisation remains responsible for the professional activities carried out within its workplace, including applicable workplace procedures, supervision, safety requirements and operational instructions.
Participants must comply with all reasonable rules, security requirements, confidentiality obligations, dress standards, working hours and instructions communicated by the host organisation.
Placement Changes
Operational environments may require changes to departments, mentors, working hours, activities or schedules.
Where a confirmed placement becomes unavailable or materially unsuitable for reasons outside Safeer's reasonable control, Safeer will work with the sending institution to identify an appropriate alternative where reasonably possible.
A specific company, department, mentor, aircraft type, operational activity or task is not guaranteed unless expressly confirmed as a contractual element of the programme.
6. Learning Activities
Programmes are structured around the learning outcomes, participant profiles and requirements agreed with the sending institution.
The nature of workplace learning means that specific activities may vary according to operational circumstances, participant competence, safety considerations and the activities available during the placement period.
Participation in a programme does not guarantee employment, professional certification, licensing, academic recognition or a specific professional outcome unless expressly stated in writing.
The sending institution remains responsible for determining how the activity contributes to its curriculum, Erasmus+ project or recognition requirements unless otherwise agreed.
7. Accommodation
Where accommodation is included, Safeer may arrange accommodation directly or through third-party accommodation providers.
Accommodation type, location, room configuration, meal arrangements and included services will be specified in the programme proposal or confirmation.
Participants must comply with the accommodation provider's:
house rules;
check-in and check-out procedures;
security requirements;
visitor policies;
quiet hours; and
rules concerning damage, cleanliness and appropriate conduct.
Participants or the contracting institution may be responsible for charges arising from loss, damage, additional cleaning, lost keys, misconduct or other costs attributable to participants.
Accommodation Changes
Accommodation providers may occasionally need to change rooms, buildings or other arrangements for operational reasons.
Where a material change becomes necessary before or during the programme, Safeer will seek to provide a reasonably comparable alternative where possible.
Preferences relating to specific rooms, roommates, floors or other non-contractual features cannot be guaranteed.
8. Transportation and Transfers
Where included in the programme, Safeer may coordinate:
airport transfers;
group transportation;
transport to scheduled activities;
public transport cards or passes; and
other local transportation arrangements.
Transport services may be operated by independent third-party providers or public transport operators.
Participants are responsible for being present at agreed meeting points at the communicated time.
Safeer cannot guarantee transport connections where delays result from late participants, flight disruptions, traffic, weather, public transport disruption or other circumstances outside our reasonable control.
Additional transport required because of participant delay, missed connections, schedule changes requested by the institution or other circumstances outside the agreed programme may incur additional costs.
9. Travel to and from the Destination
Unless expressly included in the agreed programme, participants and sending institutions are responsible for arranging travel to and from the destination.
The sending institution is responsible for providing accurate and timely arrival and departure information where Safeer is coordinating airport transfers or arrival assistance.
Safeer should be informed as soon as reasonably possible of flight cancellations, delays or itinerary changes that may affect agreed arrangements.
10. Participant Responsibilities
Participants are expected to behave responsibly and professionally throughout the programme.
Participants must:
comply with applicable laws and local regulations;
follow reasonable instructions from Safeer, host organisations and service providers;
respect workplace and accommodation rules;
attend scheduled programme activities punctually;
behave respectfully towards staff, other participants and members of the public;
comply with applicable health, safety, security and safeguarding procedures;
protect confidential or commercially sensitive information;
take reasonable care of property and equipment; and
promptly report significant problems or incidents.
Serious misconduct, repeated absence, unsafe behaviour, harassment, unlawful activity or material breaches of host or accommodation rules may result in removal from an activity or placement.
Where appropriate, Safeer will coordinate such matters with the sending institution before action is taken, except where immediate intervention is necessary for safety, security or legal reasons.
11. Sending Institution Responsibilities
Unless otherwise agreed in writing, the sending institution is responsible for:
providing accurate participant and programme information;
confirming participant suitability for the agreed activities;
establishing the intended learning outcomes;
ensuring participants receive appropriate pre-departure preparation;
obtaining required permissions and consents;
ensuring appropriate insurance arrangements are in place;
providing emergency and responsible-person contact details;
communicating relevant medical, accessibility or support requirements where lawfully appropriate and necessary;
ensuring required travel and identity documentation is valid; and
fulfilling its responsibilities under its Erasmus+ grant or other funding arrangements.
The institution must notify Safeer promptly of any material changes affecting the programme or participants.
12. Participant Support and Emergencies
Where participant support is included, Safeer will provide the contact arrangements specified for the programme.
Participants should report operational, accommodation, placement or welfare concerns as soon as possible so that appropriate action can be considered.
In an emergency, participants should first contact the appropriate local emergency services where immediate assistance is required and then notify the relevant programme contact.
Safeer may liaise with the sending institution, host organisation, accommodation provider, emergency services or other relevant parties where reasonably necessary to address an incident.
13. Insurance, Travel Documents and Eligibility
Unless expressly agreed otherwise, participants and sending institutions are responsible for ensuring that appropriate insurance is in place for the duration and nature of the programme.
This may include, as applicable:
travel insurance;
medical cover;
accident insurance;
liability insurance; and
any insurance required by the sending institution, host organisation or funding framework.
Participants are responsible for holding valid passports, identity documents, visas, residence permissions or other authorisations required for travel and participation.
Safeer may provide general practical information but does not provide legal or immigration advice and cannot guarantee the granting of visas, permits or other authorisations.
14. Accessibility and Individual Support Requirements
Institutions should inform Safeer sufficiently in advance of relevant accessibility, dietary, mobility or other individual support requirements necessary for programme planning.
We will work with the institution and relevant providers to determine what reasonable arrangements can be made.
The availability of particular facilities or adjustments may depend on the host organisation, accommodation provider, transportation provider or programme location.
15. Prices and Payment
Programme prices, payment schedules, deposits and payment deadlines will be specified in the relevant proposal, invoice or agreement.
Unless otherwise stated, prices apply only to the services expressly included in the confirmed programme.
Additional services or material changes requested after confirmation may result in revised charges.
Payments must be made according to the agreed schedule. Failure to make payment when due may affect Safeer's ability to secure or maintain third-party bookings and programme arrangements.
16. Changes Requested by the Institution
Requests to change participant numbers, dates, duration, accommodation, placements, transportation or programme activities after confirmation are subject to availability.
Safeer will make reasonable efforts to accommodate requested changes.
Any additional charges, cancellation fees or price differences imposed by third-party providers as a result of the requested change may be passed on to the contracting institution where permitted by applicable law and the relevant agreement.
17. Changes to Programme Arrangements
Educational mobility and workplace programmes involve multiple organisations and operational environments.
It may therefore occasionally be necessary to adjust:
schedules;
activity sequences;
host arrangements;
trainers or mentors;
transportation;
accommodation; or
other practical elements.
Where a significant change becomes necessary, Safeer will inform the contracting institution and seek to provide an appropriate alternative where reasonably possible.
Changes that do not materially alter the overall nature, quality or learning objectives of the programme will not normally constitute cancellation of the programme.
Nothing in this section limits any mandatory rights available under applicable law.
18. Cancellations
Cancellation conditions, including applicable deadlines, refundable and non-refundable amounts and third-party cancellation charges, will be specified in the relevant proposal or service agreement.
Where a programme is cancelled after third-party services have been booked, costs already incurred or amounts that cannot reasonably be recovered from accommodation providers, transport operators, training providers, host organisations or other suppliers may remain payable, subject to applicable law and the agreed cancellation terms.
Safeer will provide information on applicable cancellation consequences before programme confirmation where required.
19. Third-Party Services
Some programme elements are provided by independent organisations, including accommodation providers, transport operators, training organisations and workplace hosts.
Safeer coordinates these services as part of the agreed programme where applicable.
Each provider remains responsible for performing the services under its control in accordance with applicable law and the arrangements agreed for the programme.
Safeer will take reasonable steps to select and coordinate suitable providers and will assist the institution in addressing material service issues that arise during programme delivery.
Nothing in these Terms excludes or limits any responsibility that applicable law places directly on Safeer.
20. Circumstances Beyond Reasonable Control
Programme delivery may be affected by events outside the reasonable control of Safeer or its partners, including severe weather, natural disasters, strikes, transport disruption, public-health measures, security incidents, government restrictions, airport or airspace disruption, host operational requirements or other unavoidable and extraordinary circumstances.
Where such circumstances affect a programme, Safeer will work with the contracting institution and relevant providers to assess reasonable alternatives.
Any refunds, credits, additional costs or changes will depend on the circumstances, applicable law, recoverability of third-party payments and the contractual arrangements for the affected services.
21. Complaints and Issues During a Programme
Problems should be reported as soon as reasonably possible while the programme is taking place.
Early notification allows Safeer and the relevant provider or host organisation an opportunity to investigate and, where possible, resolve the issue during the programme.
Complaints should include sufficient information to identify the participant, programme, issue and relevant dates.
Formal complaints may be submitted to:
22. Intellectual Property and Programme Materials
Unless otherwise stated, materials created by Safeer for its programmes, website or training activities remain the intellectual property of Safeer or the relevant rights holder.
Programme materials may be used by participants and contracting institutions for their intended educational purpose but may not be commercially reproduced, distributed or republished without permission.
Materials belonging to host organisations, trainers or other third parties remain subject to their respective rights and conditions.
23. Photography and Communications
Safeer will not rely on these Terms alone as consent to use identifiable participant photographs or videos for marketing purposes.
Where images or testimonials are intended for promotional use, appropriate permission or another valid legal basis will be obtained where required.
Institutions and participants should inform Safeer of any relevant restrictions communicated for a particular programme.
24. Data Protection
Personal data is processed in accordance with Safeer's Privacy Policy and applicable data protection legislation.
Programme delivery may require appropriate information to be shared between Safeer, the sending institution, host organisations and service providers.
Only information reasonably necessary for the relevant purpose should be provided and processed.
25. Website Information
We take reasonable care to keep information on the Safeer website accurate and current.
Website content is provided for general information and does not constitute a binding programme offer unless expressly incorporated into a written proposal or agreement.
Programme availability, destinations, hosts, activities, prices and other arrangements may change.
26. Limitation of Liability
Nothing in these Terms excludes or limits liability where doing so would be prohibited by applicable law.
Subject to applicable law, Safeer is not responsible for losses resulting solely from:
inaccurate or incomplete information supplied by the institution or participant;
failure by a participant to follow applicable instructions or requirements;
acts or omissions outside Safeer's contractual responsibilities;
services independently arranged by participants or institutions; or
circumstances outside Safeer's reasonable control.
Any limitation of liability contained in a programme-specific agreement will apply only to the extent permitted by applicable law.
27. Governing Law
These Terms and Conditions are governed by the laws of Malta, unless mandatory applicable law requires otherwise.
The parties are encouraged to attempt to resolve any dispute in good faith before commencing formal proceedings.
Nothing in these Terms restricts any mandatory rights or remedies available under applicable consumer or other applicable legislation.
28. Changes to These Terms
Safeer may update these Terms and Conditions to reflect changes in its services, operating practices or applicable legal requirements.
The version applicable to a confirmed programme will normally be the version incorporated into or applicable at the time of the relevant agreement, unless a subsequent change is required by law or agreed between the parties.
The latest website version will display the date on which it was last updated.
29. Contact
Questions about these Terms and Conditions may be directed to:
Safeer
info@safeerglobal.com