FAQs

HIDDEN HORIZONS MX LIMITED TERMS AND CONDITIONS

By submitting your application for a Practical Program (fieldwork or travel programs) you (the “Participant”) confirm you accept and agree to these terms. You will enter into a binding legal agreement with Hidden Horizons MX Ltd., which trades as Hidden Horizons MX (‘HHMX’). Please ensure you read them carefully and do not hesitate to ask your coordinator any questions about them before you complete your booking. 

Services provided

Hidden Horizons MX agrees to organise and set up a Program as agreed upon in writing between you and Hidden Horizons MX. Services include, but may not be limited to:

  • Arranging full pre-departure briefings via email and via video call;

  • Providing a program field manual or proposal;

  • Arranging suitable accommodation and food, where applicable, for the duration of the program (details are outlined on the “what’s included section of the website program page and the field manual);

  • Arrange for transfers to and from the airport, where indicated in the program field manual;

  • Arranging the provision of Program equipment, training and training materials relevant to the Program; 

  • Providing and maintaining a full international support structure;

  • Providing 24-hour assistance from a team member where required. 

Please note, our program details, activities and/or sample itineraries as defined on our website and in enrolment materials are based on currently available information or activities. Hidden Horizons MX reserves the right to make minor changes to your 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 program commencement where possible.

Any information we provide, including but not limited to information about insurance, visas, vaccinations, healthcare, climate, baggage, group sizes and special equipment is given in good faith for informational purposes only.

Refusal of Service

Hidden Horizons MX reserves the right to refuse your application to join a HHMX 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

  • Criminal history

  • Medical history – including mental health, current medications, COVID-19 vaccination status and any medical requirements

  • Allergies 

  • Dietary requirements

  • Citizenship & country of residence

  • Spoken languages 

  • Emergency contact 

You confirm that all information you provide during the application process is complete and correct. You must update Hidden Horizons MX 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.


Required Documentation 

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 coronavirus/COVID-19. 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 as outlined below will still apply to these instances. The policy must cover the entire duration of your Hidden Horizons MX program and include all activities you may undertake during your HHMX program such as manual, conservation and volunteer work where applicable. Hidden Horizons MX 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.

Health & Medical Forms

A medical form, if applicable, will be provided at the time of booking and must be completed at least 12 weeks prior to program commencement. As per the Application Process clause of these terms, failure to disclose any known medical conditions or misrepresentation of any medical information is grounds for cancellation of your program without refund.

In order to protect the safety of the vulnerable communities that we work in as well as our staff and participants, we reserve the right to require participants to be fully vaccinated with a vaccine approved by the WHO for emergency use against COVID-19 a minimum of 10 days prior to arriving on a Hidden Horizons MX program. It is your responsibility to plan in advance to ensure you have sufficient time to receive both doses (where required). You may be required to supply evidence of vaccination, 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 the participant’s doctor outlining the medical condition or disability which prevents the participant from receiving the COVID-19 vaccine and citing the WHO guidelines pertaining to that medical issue will be required. Hidden Horizons MX reserves the right to accept or reject the request for an exemption at its sole discretion. Hidden Horizons MX reserves the right to require a negative COVID-19 RAT or PCR test, administered by a medical professional, no less than 72 hours prior to your arrival at your Hidden Horizons MX destination. Hidden Horizons MX may require you to supply additional COVID-19 RAT or PCR test results during your Hidden Horizons MX program at your own expense if it decides that the circumstances warrant such a test. All participants will be screened for COVID-19 signs and symptoms upon arrival and throughout their Hidden Horizons MX program. We reserve the right to implement additional measures to limit the spread or exposure of COVID-19. These measures can include but are not limited to, quarantining or isolating participants who are suspected of having COVID-19 or who may have been exposed to COVID-19. You will receive no reimbursement, credit or refund of program fees in the event you are not able to participate in normal activities due to quarantine, isolation or other events related to COVID-19. Participants who refuse to comply with COVID-19 vaccination, testing or quarantine requirements will not be permitted to join or continue with their Hidden Horizons MX program and will not be eligible for any refund of program fees or program credit. Hidden Horizons MX has put in place preventative measures to reduce the spread of Coronavirus/COVID-19 but cannot guarantee you will not become infected by the Coronavirus/COVID-19. By joining a Hidden Horizons MX program, you acknowledge the contagious nature of the Coronavirus/COVID-19 and understand the risk of becoming exposed to and/or infected by the Coronavirus/COVID-19 which may result from the actions, omissions, or negligence of yourself and others, including, but not limited to, Hidden Horizons MX staff, other Hidden Horizons MX participants and/or local community partners. You thereby release Hidden Horizons MX, its employees, owners and partners of any liability with respect to any bodily injury, illness, death, medical treatment, or property damage that may arise from exposure to Coronavirus/COVID-19 related to, or in connection with, your participation on a Hidden Horizons MX program except where personal injury has been caused by Hidden Horizons MX negligence.

Hidden Horizons MX coordinators are not medical professionals, and the standards of medical care in countries where Hidden Horizons MX operates 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 Hidden Horizons MX Program. It is your responsibility to visit a local travel clinic and ensure you have any necessary vaccines or medications for the full duration of your Hidden Horizons MX Program. Hidden Horizons MX 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 this program. Hidden Horizons MX reserves the right to reject or cancel a booking on the grounds of either doctor’s comments or medical advice. Any additional medical documentation Hidden Horizons MX 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, 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, Hidden Horizons MX may have to cancel your booking without a 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 Hidden Horizons MX is done in good faith and Hidden Horizons MX cannot be held responsible for any country’s decision to change visa rules, deny a visa application, 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, Hidden Horizons MX may require the participant to enter the country on a specific visa to comply with local country laws and regulations. Specific information will be provided at the time of booking. 


Program Fees

Hidden Horizons MX begins preparing for your 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.

HHMX current program fees are displayed on the website and are subject to change without notice. What is included in your program fee will be displayed on the “What’s Included?” tab on the program page.

HHMX accepts payments in GBP, USD & EUR. Currency exchange rates are set at HHMX discretion and do not necessarily reflect current market exchange rates. 

The proposed payment plan for your program is included below, in your proposal and on our web-site. 


Payment plans

Groups Payment Plan

Payment terms are within 30 days of invoice which will be raised in 3 instalments as below. 

  • A deposit of 30% of the program fee will be invoiced on program acceptance. 

  • Another 30% of the program fee is to be invoiced 120 days prior to program commencement.

  • The remaining 40% will be invoiced 60 days before program commencement. 


Individual Volunteer Payment Plan

Payment terms are within 30 days of invoice which will be raised in 3 instalments as below

  • A deposit of 30% of the program fee will be invoiced on program acceptance. 

  • Another 30% of the program fee is to be invoiced 60-90 days prior to program commencement, depending on your program acceptance date.

  • The remaining 40% will be invoiced 30 days before program commencement. 


HHMX recommends not making any travel arrangements, including purchasing flights, until you have confirmed your place on a program. 


Cancellations & Refunds

Where Hidden Horizons MX cancels or curtails a program due to force majeure

Hidden Horizons MX reserves the right to cancel or curtail a Program for reasons of Force Majeure (as described below).

In cases of force majeure, your program fees will remain non-refundable and you will receive a credit for the amount you have paid to use towards an alternative start date or program. Credit will be issued to the program participant and use of your credit will be subject to program availability. Credit is non-transferable and not redeemable for cash.

In cases of curtailment 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 by insurance, Hidden Horizons MX will provide a credit in the amount of your unused program fee which can be used towards a future Hidden Horizons MX program. The credit amount will be calculated based upon the services that have been rendered or paid for to date, not a pro-rata amount. Credit will be issued to the program participant and use of credit will be subject to program availability. Hidden Horizons MX reserves the right to provide alternative program focuses. Credit is non-transferable and not redeemable for cash.

In all cases of cancellation by Hidden Horizons MX, HHMX 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.


Where you choose to cancel your program

In the event you cancel your program after payment due to your inability to travel for medical reasons or if someone in your family takes ill or dies suddenly; your program 

fees paid in excess of the deposit will be applied as a credit. Unfortunately, the deposit cannot be refunded as on program acceptance HHMX incurs non-refundable costs associated with your program. The credit amount is not transferable nor is it redeemable for cash. 


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. Hidden Horizons MX will also provide a consent & release form, which all of your legal guardians must sign and notarize, at least 8 weeks prior to departure.

Under 18 programs require a minimum number of participants to operate. You will be notified of your program status at least 12 weeks prior to your start date. In the event your selected program does not reach the required minimum number, you will be given a list of programs to select as an alternative for a free transfer. We recommend not booking any flights or incurring other non-transferable expenses prior to your program confirmation as Hidden Horizons MX 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 Hidden Horizons MX Program

Health & Safety

You must always respect and follow the health and safety procedures as set out by Hidden Horizons MX, the Program Coordinators and/or the representative in the host country and program.

Hidden Horizons MX reserves the right to search your bag, room or property where there is deemed a health and safety, legal or other serious risk including the possession of illegal and illicit substances, including marijuana.

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

Hidden Horizons MX Program coordinators reserve the right to make decisions on your emergency medical care deemed essential by the most qualified in-country staff member in the event you are not able to do so and Hidden Horizons MX will not be held liable for the outcome of such care.


Disciplinary Procedures including Expulsion

Hidden Horizons MX reserves the right to issue a warning of any kind, including dismissal, 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 dismissal.

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 when specified otherwise. 

  • Breaking local laws;

  • Bullying, displaying cruel, thoughtless or rude behaviour or committing acts which could injure or harm another Participant, a Program coordinator, a member of staff, community member or any other person;

  • Disobeying Hidden Horizons MX, the Program Coordinators or the representative in the host country’s instructions in relation to health and safety; 

  • Disruption or obstruction of Program activities

  • If the Program Coordinators 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 Hidden Horizons MX Programs within the host country or lead to the souring of relations between Hidden Horizons MX and the host communities or host country.

In the event of expulsion for any reason, you will not be entitled to any reimbursement from Hidden Horizons MX, nor will Hidden Horizons MX be responsible for any additional costs incurred by you as a result of expulsion. 

Any requests to dispute dismissal must be put in writing to hiddenhorizonsmx@gmail.com. Hidden Horizons MX will then provide an off-site senior manager to review the case and make a full and final decision. 


Hidden Horizons MX Programs 

The number of activities included in each program is dependent on the length of your program duration and are subject to scheduling requirements. It is a requirement that your travel insurance covers any activities you wish to undertake and your responsibility for ensuring your travel insurance covers such activities. You are responsible for ensuring you are medically fit to participate in these activities, however, Hidden Horizons MX and/or Activity coordinators, in their sole discretion, reserve the right to restrict participation in certain activities if they feel it is in the best interest of health and safety. No refunds will be given in the event an activity is cancelled or you are unable or unwilling to participate in the activity. Such activities may be delivered by third parties and Hidden Horizons MX accepts no liability on behalf of those parties for bodily injury, illness, death, medical treatment, or property damage which results from your participation.


Activities outside of Hidden Horizons MX

International travel provides an opportunity for various tourist activities and experiences. We cannot bear any liability for activities that you choose to undertake that are not officially included in your Hidden Horizons MX 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.


Scientific Exchange Programs

If you are joining a scientific exchange program, you will produce projects for Hidden Horizons MX or other third-party organisations. Any work product you produce in connection with your program will remain the property of the organisation you produced it for; this includes but is not limited to documentation, reports, ideas, software, improvements, or inventions. In addition, you will receive no compensation from these organisations nor will you be entitled to any share in profits which may result directly or indirectly from your work product. 


Research & Academic Program 

If you are joining a Research program, any research topics provided on the website or during enrolment are based on currently available activities and may change subject to the needs of our partners. You will be responsible for ensuring your Research or Academic internship meets any requirements required by your academic institution and Hidden Horizons MX will not be responsible, nor will you be eligible for any refund, in the event your academic institution does not approve, or revokes approval of, your internship or research.


Program Data

Any research, data, reports, photographs and documentation collected by you on your Hidden Horizons MX program remains the property of Hidden Horizons MX or our in-country partners. Hidden Horizons MX 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 Hidden Horizons MX and must be returned in good, working order upon conclusion of your Hidden Horizons MX program. In the event such equipment is lost or damaged due to negligence, you must pay for or replace it.

Program Media

Any photographs, videos or multimedia you produce or give to Hidden Horizons MX may be used in promotional or commercial materials by us. You will not be paid in any way for the material or for its use. By taking part in a program by Hidden Horizons MX, you consent to the use of photographs, videos or multimedia which may contain your image, and may later be used by Hidden Horizons MX for commercial and promotional purposes. 

References 

At the end of your program, you will be rewarded with a completion certificate. To receive a reference for your program, you must request one within 12 weeks of your program end date. Hidden Horizons MX reserves the right to refuse to provide you with a reference in the event you received disciplinary action of any kind whilst on your Hidden Horizons MX program.  References are given in good faith and Hidden Horizons MX, nor its staff members, are liable for any errors or omissions contained in any written or verbal references.


Complaints

You should direct any in writing complaints to hiddenhorizonsmx@gmail.com. Hidden Horizons MX 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 Hidden Horizons MX 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 on 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, or any other means of conveyance; 

  • the forces of nature; such as but not limited to, hurricanes, tropical storms, tsunamis, tornados;

  • 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;

  • 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

HHMX will not pay financial compensation which exceeds the amount of your program fee, except in cases of death or personal injury caused by HHMX’s negligence.

In cases of death or personal injury caused by HHMXs gross negligence, any liability by HHMX and/or its employees and/or its agents is limited to the financial amount that will be paid out by the insurance policies in HHMX’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 £ 1,000.

 

Force Majeure

We bear no liability of non-performance, delay in performance of any of our obligations under this agreement where the failure is caused by circumstances or anticipated circumstances beyond our reasonable control 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

Where force majeure results in the cancellation of your program, your program fees will remain non-refundable and you will receive a credit for the amount you have paid, to use towards an alternative start date. Credit will be issued to the program participant and use of your credit will be subject to program availability. Hidden Horizons MX reserves the right to provide alternative program focuses. Credit is non-transferable and not redeemable for cash.


Application & Governing Law

In the event of your death, the terms of this agreement will further extend to your heirs, personal representatives, successors and assigns. English (UK) Law shall apply to this Agreement and the parties agree to submit to the exclusive jurisdiction of the English Courts.