Terms and conditions for participation in the weekend workcamp

1 What is a weekend workcamp?

Weekend workcamp (VW) is a shortened weekend version of the big two-week workcamp.

VW is an event organized by INEX Slovakia – civic organisation ((hereinafter referred to as “INEX Slovakia”) in the cooperation with its partner organisations from abroad and Slovakia.

The aim of VW is to help in various volunteering activities in Slovakia and abroad and at the same time experience an interesting weekend with a group of young people.

Each participant attends and transports themselves on their own responsibility. Therefore, participants must be 18 years of age at the time of traveling to the VW. The participants under 18 may only participate in the VW with the written consent of a legal guardian on the VW application form and on the Parental Authorisation document in case this confirmation is required by our partner organisation abroad or in Slovakia. By this confirmation, the participant’s legal representative also acknowledges and agrees that INEX Slovakia is not responsible for participants and that such participant’s participation in the VW is at the participant’s and their legal representative’s own risk and responsibility. A legal guardian’s signature on the application form is also required if the prospective VW participant is under the age of 18 at the time of application, even if they are 18 at the time of travel.

Volunteering help: Volunteers do different kinds of work, but it is always of a public service nature. Examples: forest cleaning; repairing historic buildings; working with children, seniors, people with disabilities; renovating historic monuments; working with animals; helping to organize a festival; protecting nature and many other jobs.

Participants: young people aged 17 and over, mainly from Slovakia. The prerequisite is an interest to help and to spend the weekend “a little differently” in the shoes of a volunteer 🙂

Food and accommodation: The whole group is usually involved in cooking and cleaning. Two volunteers prepare breakfast, lunch and dinner for the others. Accommodation depends on local possibilities (e.g. many projects take place in remote areas, e.g. near castle ruins, where volunteers live in tents, but also stay in a community centre, gym, etc.). The specific type of accommodation is indicated for each VW.

Leaders: prepare the workcamp, facilitate the life of the group, coordinate the work, involve all volunteers in the group. Their role is also to prepare interesting leisure activities for the volunteers after work.

Local partners: INEX Slovakia cooperates only with non-profit organizations and local governments.

2 Participation fee

The amount of the VW participation fee is set as follows:
Weekend workcamp in Slovaka: = 15,- €
Weekend workcamp abroad: = 20,- €

The participation fee does not serve to finance the costs of the participant’s stay in Slovakia or abroad and is not a price for the provision of services. INEX Slovakia is a non-profit organization and therefore does not operate a business and does not provide paid services. The participant contribution is a contribution to the activities of INEX Slovakia and is used to partially finance the activities of INEX Slovakia in Slovakia. The participation fee is also an expression of the participant’s serious interest in participating in the VW.

The participation fee will be paid by the participant:
a) transfer to INEX Slovakia account SK26 1100 0000 0026 6745 5125 (Tatrabanka) – the participant should indicate their name and surname in the purpose of payment/description of the transaction so that the payment is easily identifiable
b) in person at the INEX Slovakia office.

Participants complete the online application form on our website www.inex.sk. Processing of the application will begin as soon as we receive payment from the applicant. When filling in the online application form, the participant confirms their acceptance of the Terms and Conditions of participation in the weekend workcamp by ticking the appropriate box on the INEX Slovakia website.

We will inform the participant by e-mail without undue delay about the placement on the specific VW. No later than 7 days before the start of the camp, we will send to the participant detailed information, instructions, the so-called infosheet.

The VW participant no longer pays any contribution to our partner organization, except for camps of some organizations that require additional contributions (extra participation fee) on selected VWs. Applicants can find this information on www.inex.sk at the detailed description of the specific VW. The extra fees for some VWs are not taken over by INEX Slovakia but by the partner organization directly at the camp venue for the partner organization. Participants will find this information in their instructions. Extra fees are given to organisations that would otherwise not be able to carry out their projects due to limited financial resources.

The VW participant is responsible for their own transport to and from the camp venue, visa (if necessary a letter of invitation will be issued by the host organisation abroad, which will be arranged by INEX Slovakia) and extra costs associated with it (if necessary), insurance (see section 7. of these Terms and Conditions), additional contribution (only for some VWs), any other formalities and costs associated with the participation in the VW.

3. What INEX Slovakia provides
INEX Slovakia is accepting applications for VW. After the payment of the participation fee by the applicant and identification by INEX Slovakia, it sends the applicant a confirmation of acceptance, thus becoming a valid VW participant. No later than 7 days before the first day of the event, we will send the participant the participation instructions (infosheet), which contain a description of the journey to the venue, information about food, accommodation and the project and its activities. The instructions may also contain information on the programme outside the project, insurance, etc.

When a volunteer wants to attend a camp with another person, they must indicate their name in the General remarks section. At the same time, that person must list their name so we can pair up the applications. If this is not specified, we will handle the applications separately.
In the case of VWs abroad, the partner organisation organising the VW is responsible for the content of the guidelines. INEX Slovakia shall not be liable for any delay in the delivery of the instructions to the participant if such delay is caused by a delay on the part of the partner organisation or any other third party.

4. Submission of the application form
By submitting an application form, the applicant agrees to participate in the VW. By submitting an application, the applicant or their legal representative declares that the applicant is physically and mentally capable of independently transporting themselves to and from the venue and participating in the VW programme and non-programme activities. In the case of a VW abroad, the applicant or their legal representative declares that the applicant has at least a communication knowledge of English and/or the language of the country in which the VW takes place and/or the VW communication language to the extent necessary for normal communication with other VW participants, VW leaders, VW work and non-work programme staff. Upon confirmation of acceptance to VW by the organisation, the applicant becomes a VW participant and is obliged to participate.

The application is subject to cancellation conditions, part 5. of the terms and conditions for participation by registering the payment of the participation fee to the account of INEX Slovakia.

5. Cancellation of the participant’s participation in the VW or the participant’s non-participation in the VW
A participant may cancel their application only by a written notification of cancellation of the application by the participant, signed in their own handwriting and delivered to INEX Slovakia (a scanned version is sufficient).

In case of cancellation of the VW application by the accepted participant, INEX Slovakia is entitled to the following cancellation fees:
Upon receiving the notice of cancellation of the application of INEX Slovakia:
15 and more days before the beginning of the workcamp – 50% from the participation fee
14 and less days before the beginning of the workcamp – 100% from the participation fee

If INEX Slovakia is unable to place the applicant in a VW abroad or in Slovakia and if the applicant is not interested in another VW(s), the application will be cancelled upon written request for cancellation and INEX Slovakia will charge a handling fee:
In case of VW in Slovakia 5 €,
In case of VW abroad 7€.

A written request for cancellation must be submitted no later than the end of the calendar year.

After charge of the cancellation or handling fee is deducted, the remaining amount of the participation fee will be refunded to the candidate based on a signed written request from the candidate. If payment of any amount to a current account is requested, the request must include the IBAN to which the money is to be sent and all necessary billing information. If a participant does not attend a VW for which they have been duly admitted, nor have they cancelled their application in writing, they shall not be entitled to a refund of the participation fee.

FORM OF CANCELLATION OF NON-PLACEMENT CAN BE FOUND HERE
FORM OF CANCELLATION OF PLACEMENT CAN BE FOUND HERE

6 Cancellation of participant’s participation in VW by INEX Slovakia
INEX Slovakia may cancel the participant’s participation for important organizational reasons, in particular if the local partner announces that the VW will not take place or that the participant cannot participate due to overrunning or reduced number of places at the VW or other reasons. In the case of cancellation of the participant’s VW participation by INEX Slovakia, the participation fee of 100% will be refunded.

7 Insurance
INEX Slovakia does not insure VW participants abroad and in Slovakia. Although some partner organizations insure their camp participants for the duration of the camp, we recommend that the participant have their own travel and stay abroad insurance for the period of the camp. Before travelling to European Union member countries, make sure you have a European Health Insurance Card and if not, ask your National Insurance Company to issue one.

8 Emergencies during VW
The VW participant acknowledges that the VW organizer is entitled to exclude the participant if the participant disrupts the program, violates laws or other generally binding legal regulations of the Slovak Republic or the country in which the VW takes place, uses addictive, narcotic and/or psychotropic substances, including the use of alcoholic beverages, or possesses addictive, narcotic and/or psychotropic substances, the possession of which is prohibited under the laws of the Slovak Republic or the country in which the VW takes place.

In case of exclusion from the VW, the VW participant shall not be entitled to a refund of the Participant Contribution or any part thereof. INEX Slovakia shall not be liable for any damages or loss of profit suffered by the Participant because of exclusion from the VW or for any costs associated with participation in the VW or return to the place of residence.

In case of occurrence of emergency events during the VW (e.g. accident, illness, natural disaster, etc.) limiting or preventing the participant’s participation in the VW, the participant is obliged to immediately inform the INEX Slovakia office directly or through the partner organization that organizes the VW about these circumstances. INEX Slovakia will provide the participant with appropriate assistance to the best of its abilities, may contact the participant’s relatives or close persons and inform them about the circumstances that have arisen. However, INEX Slovakia shall not be obliged to cover, even partially, the costs associated with the elimination of the emergency circumstances or their consequences, the costs of the participant’s treatment or their return to their place of residence, etc.

VW participants are adults or minors who participate in the VW with the consent of a legal guardian, on their own responsibility or on the responsibility of their legal guardian(s). Therefore, INEX Slovakia or the local partner cannot force a participant to stay at the VW for the entire duration of the VW. However, if the participant arbitrarily leaves the VW before its termination, they are obliged to inform the INEX Slovakia office immediately. INEX Slovakia shall not be liable for any damages caused to the participant or third parties by a breach of this obligation.
If a participant is unsatisfied with the organisation of the VW, the programme, the quality of the food or accommodation provided (although, as we stress above, the living conditions at the VW are often very simple and correspond to the nature of this event as a volunteer activity), they should inform the INEX Slovakia office and/or the relevant partner organisation without undue delay so that we can take timely steps to rectify the situation, if possible.

9 Organisation of programme and leisure activities during VW
The participant is obliged to follow the instructions of the person in charge of the VW organisation during the activities. The participant is obliged to observe the usual safety principles, knowledge of which can be reasonably expected from them, taking into account their age, level of physical and mental maturity. INEX Slovakia shall not be liable for damages caused to the participant or third parties and for injuries caused to the participant’s or third parties’ health and life during the VW, or during the journey to/from the VW.

10 Consent to the processing of personal data and their transfer to third parties pursuant to Regulation (EU) No 2016/679 of the European Parliament and of the Council, as amended (hereinafter referred to as the “GDPR Regulation”) and Act No 18/2018 Coll. on the Protection of Personal Data and on Amendments and Additions to Certain Acts, as amended

By signing the application form or by submitting the online application, the applicant or the applicant’s legal representative acknowledges and agrees that INEX Slovakia may process the applicant’s personal data provided in the application form, including their processing in information systems. INEX Slovakia may pass them on to its partner organisation, including those based abroad, for the purpose of securing the applicant’s participation.

The data subject voluntarily gives in accordance with Regulation (EU) No 2016/679 of the European Parliament and of the Council as amended (hereinafter referred to as the “GDPR Regulation”) and Act No 18/2018 Coll. on the protection of personal data and on amending and supplementing certain acts, as amended (hereinafter referred to as the “Act”), the participant gives his/her explicit consent to the civil association INEX Slovakia to process his/her personal data in the scope of (1) the name and surname of the participant of the event, (2) the date and year of birth of the participant of the event, (3) the address of the permanent and temporary residence of the participant of the event, (4) the e-mail address of the participant of the event, (5) telephone number of the participant, (6) gender of the participant, (7) name and surname of the legal representative of the participant under 18 years of age and (8) telephone number of the legal representative of the participant under 18 years of age, (9) name of the person as emergency contact, (10) telephone number of the person as emergency contact, (11) e-mail address of the person as emergency contact. INEX Slovakia collects personal data directly from the data subjects – you as event participants and your legal representatives when registering for an event or directly at an event organised by INEX Slovakia.

How do we use your personal data?: We use your personal data to register participants of events organized by INEX Slovakia for the purpose of drawing subsidies for youth work in accordance with Act No. 282/2008 Coll. on the Support of Youth Work, as amended, and on the basis of the Contract on the Provision of Subsidies concluded between our organization and the Ministry of Education, Research, Development and Youth of the Slovak Republic.

This consent is granted for an indefinite period of time; it may be revoked at any time by written notice delivered to INEX Slovakia.

More information about the processing of personal data

11 Other legal arrangements
By signing the application form or by sending the online application form by the applicant or the applicant’s legal representative on the application form, a contract pursuant to Section 51 of the Civil Code is created between the applicant and INEX Slovakia, the content of which is the rights and obligations set out in these Terms and Conditions (hereinafter referred to as the “Contract”). The Contract is not a contract for the procurement of a tour pursuant to § 741a et seq. Civil Code. INEX Slovakia is a non-profit civil association and is not a travel agency or travel agency according to Act No. 281/2001 Coll. INEX Slovakia is not an entrepreneur. Legal relations not regulated by the contract are governed by the relevant provisions of the Civil Code. The contract is governed by the law of the Slovak Republic, even if the applicant and/or his/her legal representative is not a citizen of the Slovak Republic and/or does not reside permanently in the Slovak Republic. The courts of the Slovak Republic shall have jurisdiction to settle any disputes arising out of the contract; the subject-matter and territorial jurisdiction of the court shall be governed by Act No 99/1963 Coll., the Code of Civil Procedure, as amended. The applicant or his/her legal representative declares that he/she has at least the necessary knowledge of the English language to understand and correctly fill in the content of the application form.

INEX Slovakia reserves the right to change the Terms and Conditions of participation in the weekend workcamp.

In Bratislave 01.07.2024