ESSENTIAL PRE-BOOKING INFORMATION

If you'd like to sign up, please ensure you have read the answers to FAQs which can be found on the 'Essential Pre-Booking Information' provided below before submitting your registration. Upon submission of your registration you will be bound by these terms and conditions.

Who is responsible for what?

Compassion UK has contracted Impact Marathon Series Limited (IMS) to organises Overseas Challenge Events.

Compassion UK and Impact Marathon Series Limited organises travel services in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018 which provides more information on your legal rights. A copy of these regulations can be found online at www.legislation.gov.uk/uksi/2018/634/contents/made.  If you have any questions or would like to discuss this trip, please don't hesitate to contact us for further information.

IMS is responsible for:

• management of payments for the Challenge Event which are processed by We Travel.
• designing and organising the race course that challenges runners, rider and walkers. This includes security, course marking, marshall management, hydration, nutrition, course branding and start/finish line management
• organising accommodation, social activities, in-country support and travel within Country for purposes of the Challenge Event.
• ensuring health and safety of travellers for the entirety of the Challenge Event

Please read the trip Terms and Conditions and Privacy Policy before submitting your registration

Compassion UK is responsible for:

• overseeing the operations of IMS in the delivery of the contracted services;
• being the main point of contact for all information relating to the Challenges Event and fundraising activities;
• ensuring funds raised are use towards the identified charitable purposes and relevant updates and reports provided.
• working with IMS to deliver visits to Compassion’s projects overseas
• managing the traveller requirements for Child Protection and Safeguarding

Please read Compassion UK’s Terms and Conditions for Child Protection and Privacy Notice before submitting your registration

What costs are included in the package?

The cost also includes adequate lodging for the duration of the trip, all meals, soft drinks, travel within Country, tips, social activities, guides and translators during the tour, admission fees, departure tax and administrative costs.

What costs not included in the package?

Flights: The round-trip airfare including any transit destinations.

Transport: Your journey to and from recommended departure airport

Vaccinations and anti-malarial: Your GP will be able to advise you on which immunisations and anti-malarial tablets you will need for the trip. For legal reasons, Compassion UK and Impact Marathon Series Limited are  unable to offer this advice.

Travel insurance: You are responsible for arranging comprehensive travel insurance which should include coverage in the event of accident or illness. The details of your insurance company, policy number, and emergency contact telephone number for the insurance company will need to be provided prior to departure.

Passport and visas: You are responsible for all costs incurred for obtaining the necessary travel documentation. You must check in good time the requirements and approximate period for obtaining a passport and visa with the embassy or consulate of the country to and through which you will travel.

Basic DBS Disclosure: Compassion is a child-focussed ministry that neither tolerates nor condones the abuse or maltreatment of children.  Any person visiting the field, must provide an original basic DBS certificate that is dated less than two years from the date of departure of the trip. We reserve the right to decide on eligibility to travel based on disclosure information.

Incidentals: Any snacks, alcoholic beverages, laundry, phone calls and other personal items must be covered at your own cost. You may also want to bring extra spending money for shopping at the local markets.

Fuel surcharge: We sometimes encounter additional airline fuel surcharges applicable to each ticket and determined by the airline carrier. In the event these surcharges are higher than expected, we may require additional funds strictly to cover these surcharges. We appreciate your understanding in this matter and will communicate any changes immediately. See the Terms and Conditions for more information.

Fun Day: Your sponsored child's travel to the Fun Day (if applicable) Fun Day costs will be charged separately, varying from £50 - £500 per child depending on their location. Costs will be confirmed prior to departure and payment will be taken after the trip.

Who can go?

Compassion Challenges are designed for supporters who are over 18 years old and resident of the UK wishing to take part in running, cycling, mountain biking, walking and so much more to see poverty eradicated in our lifetime.

There are 100 places available. A minimum number of twenty places for each event is required to guarantee the challenge goes ahead. We will notify you in no less than 20 days before the planned departure date about the possible termination of the trip if the minimum number of places is not met.

What are the Health and Safety requirements?

Compassion UK and Impact Marathon Series Limited have a duty of care for the health and safety of all travellers participating in a trip and constantly monitors destination countries.

We assess travel-related risks to ensure as far as is reasonably practical that each traveller is safe, protected, well informed and understands the implications of the trip.

All travellers are responsible for their own health and well-being while travelling and on their return. The following are your responsibilities as a traveller: 

0  Making an informed decision to travel; 

0  Recognising and accepting any risks involved; 

0  Seeking health advice from a healthcare practitioner in good time, preferably 4-8 weeks before travel.

0  Complying with a health practitioner’s recommended vaccinations and other prescribed medication and health measures; 

0  Obtaining adequate insurance cover. We strongly recommend comprehensive travel insurance as a matter of routine. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs. Please send us the name of your insurance company, your policy number and the emergency contact number for the insurance company. A copy of the insurance certificate and contact details should be carried with other travel documents in your hand luggage. You should also ensure you have access to adequate funds should you require this in case of an emergency;

0  Taking precautions to avoid transmitting any infectious disease to others during and after travel; 

0  Fully reporting to a medical professional of any illness on return, including information about all recent travel.

What is the Basic Itinerary?

Please see an example summary of the itinerary below: -

Day 1 – Flight to destination country

Day 2 – Project and Home visit in an urban environment.

Day 3 - Church

Day 4 – Project and Home visit in a rural environment

Day 5 – Sports Day at a Compassion Project

Day 6 – Rest Day

Day 7 – Challenge Event Day

Day 8 – Flight to Home country

COMPASSION UK TERMS AND CONDITIONS FOR CHILD PROTECTION

All bookings are subject to:

1. A Basic Disclosure and Barring Service (DBS) check as specified in the Basic DBS Disclosure Guidance. This DBS certificate must be dated less than two years from the date of departure of the trip. We reserve the right to decide on eligibility to travel based on disclosure information.

2. Completion of Child Protection Training.

3. Signing of a Statement of Commitment to Child Protection and Code of Conduct.

1.   Basic DBS Disclosure Guidance

What is a Basic DBS Disclosure?

This is also referred to as a Basic Disclosure or a Basic DBS check. An official Basic DBS certificate will contain details of convictions from the Police National Computer (PNC) that are considered to be ‘unspent’ under the terms of the Rehabilitation of Offenders Act (ROA) 1974. All Compassion UK roles are covered by the Act and only eligible for a basic DBS check.

Before you start…

Ensure you apply using the online service as follows:

• England and Wales:              www.gov.uk/request-copy-criminal-record

Application Costs

The standard cost for a Basic DBS is £18. Please be wary of any sites which charge an additional processing fee. The official site linked above has no additional fees. There are a number of private firms with similar looking websites which charge a premium for the same service.

How to submit your Basic DBS certificate

Option 1 - Online:

During the application process, you will be asked to provide an email address to receive links for tracking, viewing and sharing your result online. 

Please send your results to the relevant team as outlined above.

Share the following:

• email received titled ‘Sharing your Basic result’. See example.
• the ‘share code’ sent to the mobile number you provided during the application process.

Option 2 - By Post:

Send your original basic DBS certificate by signed trackable delivery for the attention of the relevant team. 

Mark the envelope as ‘Strictly Private and Confidential’ and send to, Compassion House, Barley Way, Fleet GU51 2UT. 

2.   Child Protection Training

As part our commitment to Child Protection there will be mandatory Child Protection training both pre and during trip.

3.   Statement of Commitment to Child Protection and Code of Conduct

(a) You will at all times respect local attitudes, cultures and beliefs. Specifically, You will not make comments of a derisory, sexist, or racist nature to anyone during Your stay. And You will dress, speak and behave appropriately at all times.

(b) You will not act in any way that is considered to be an anti-social manner by the In-Country Coordinator or local inhabitants at any time during Your stay. You will adhere to this specifically while under the influence of alcohol.

(c) You will arrive at Your Trip/Experience on time each day and, in the event that You are delayed or cannot attend Your Trip/Experience altogether, you will notify the Coordinator as far in advance as is reasonably possible. Alternatively, you may notify another individual, such as the In-Country Instructor or In-Country Staff member associated with your Trip/Experience, provided that this individual has been expressly nominated in advance by the In-Country Coordinator.

(d) You will not take any time out from Your Trip/Experience in order to undertake personal in-country travel or to spend time with friends or family unless You have informed the In-Country Coordinator.

(e) You will not allow any person to enter or spend the night at Your accommodation unless You have obtained the express permission from the In-Country Coordinator.

(f) You will leave Your accommodation on the Trip/Experience End Date stated on your invoice unless You have obtained the express permission from the In-Country Coordinator. This includes local home-stays that You may have stayed with during Your Trip/Experience which We sourced and introduced to You. You will not leave Your Trip/Experience earlier than the intended end date without consulting the In-Country Coordinator.

(g) You will ensure that any equipment used by You, whether personal belongings or otherwise, are cleared away and kept tidy and orderly at all times, in both personal and communal living areas of the accommodation. You will treat Your Accommodation with respect. Failure to do so may result in You being asked to leave Your Trip/Experience.

(h) You will not buy, handle or consume any illegal substance during Your stay. You understand that We have a zero-tolerance policy on this matter and anyone who is caught in possession of illegal substances or is suspected of using or handling them will be asked to leave their Trip/Experience and Accommodation immediately in accordance with the provisions of Clause 10.2(c) above.

(i) You acknowledge that We explicitly advise against You developing sexual relations with any persons in the country where You are staying, and You do so at Your own risk. Specifically, You accept and understand that there may be different attitudes to sexual relations in the countries that You visit, and that this could result in danger to Yourself. You also accept that health facilities may be of a lower standard in Your Trip/Experience country and that HIV/AIDS and other sexually transmitted diseases may also be common. You acknowledge that You are aware of the risks of unplanned pregnancy, HIV/AIDS and other sexually transmitted diseases involved in unprotected sexual relations. You also acknowledge that You are aware that drugs are sometimes used in cases of rape/non-consensual sex and this may be a risk while socialising during Your Trip/Experience.  For specific information on relationships which are not permitted to take place on the trip, please see specific guidance at clause m (1) to (20) below.

(j) You will follow the advice of the In-Country Coordinator at all times. Failure to do so may put You or others in danger and may lead to You being asked to leave Your Trip/Experience and Accommodation immediately in accordance with the provisions of Clause 10.2(c) above.

(k) You are responsible for Your health and wellbeing. You agree to deal with any medical ailment immediately and seek medical attention and the advice of Your medical assistance company, should You require it. You accept that health facilities in Your Trip/Experience country may be of a lower standard than You are used to.

(l) You will ensure that return flight date falls before the expiration of any in country visa requirement. You understand that You need to obtain Your visa (if required).

(m) You confirm that you understand that this trip is taking place in partnership with Compassion UK and that this will involve engaging with Compassion beneficiaries and children.  You acknowledge that any breach of the terms below can result in an immediate decision to terminate your place on the trip under Clause 10.4 of the Disciplinary Procedure.  You agree to abide by the following acceptable/unacceptable behaviour standards in respect of interaction with beneficiaries and children, specifically:

1. You will demonstrate the proper respect and dignity of all children. Regardless of their gender, age, race, religion, social background, culture, special need or disability;
2. You will maintain appropriate and reasonable expectations for children based on their age and ability level. (For example, it is developmentally normal for a three-year-old to become upset easily when they are tired, but we could expect a teenager to manage their emotions even when they are very tired.)
3. You will engage in age-appropriate communication with children and young people You meet during the trip;
4. You will engage in activities with beneficiaries only in open or visible places, and in the event that an activity needs to take place in an enclosed space, You will ensure that at least one other approved adult is present.
5. If You witness child abuse, know a child is in danger, observe any concerning behaviours from colleagues, partners or other representatives, or a child comes to me with a report of abuse, You will take it seriously and report it to the proper staff or relevant authorities.
6. If requested, You will comply with child protection related investigations and make available any documentation or other information necessary for the completion of the investigation. You will keep all information about child protection investigations confidential, keeping in mind privacy and dignity concerns of all involved.
7. You will contribute to building an environment where children are respected and encouraged to discuss their concerns and rights.
8. You will follow Compassion’s rules about communication with beneficiaries, including social media interaction.
9. You will follow dignity standards (for example, only recording children who are dressed appropriately, understand they are being recorded, etc.) regarding child photography and videography.
10. You will be careful about my appearance, language, action, to ensure that my behaviour demonstrates a respect for beneficiaries and their families, their culture and their rights and follow recommendations provided.
11. You will not solicit a romantic/dating relationship and will never engage in sexual/sexually suggestive behaviour with any beneficiary, regardless of age.
12. You will never engage in sexual/sexually suggestive behaviour with any child under age 18, regardless of the legal age of consent in-country.
13. You will never use language that is verbally/emotionally abusive, sexually suggestive, degrading, humiliating, shaming or is otherwise culturally inappropriate with a beneficiary.
14. You will not touch (some examples include kissing, cuddling, picking up, holding, etc.) beneficiaries in an inappropriate or culturally insensitive way.
15. You will never use any kind of physical discipline or physical punishment (some examples include whipping, caning, slapping, forcing punitive exercise, and other types of corporal punishment) as a method of correction for beneficiaries.
16. You will never travel alone with a beneficiary, without an approved representative or prior approval, except in a life-threatening emergency where circumstances require immediate movement.
17. You will not hire any child in any harmful form of child labour and follow local laws regarding child employment.
18. You will never visit a beneficiary, their caregiver(s) and/or church outside the bounds of acceptable programme or tours and visits standards.
19. You will not gather, disclose or support the disclosure of information about beneficiaries or their families without prior, express permission that contains private or privileged content such as physical, mental or emotional health status, financial data, history of abuse or exploitation, or any portrayal that does not meet Compassion’s identified dignity standards. Additionally, You will not disclose information that might allow a beneficiary or their family to be physically located (such as a map to their home, home address, or geo-tag to their location in a photograph.) You understand that disclosure includes content published in any print or digital form on any public or private platform.
20. You will not condone or participate in illegal, unsafe or abusive behaviour of any child, including exploitation, trafficking, harmful traditional practices, and spiritual or ritualistic abuse.

PRIVACY NOTICE

This Privacy Notice explains what to expect when Compassion UK collects and uses your personal information for the administration of a Compassion Challenge.

If you’d like to learn more about our Data Protection and Privacy Policies or get further clarification, please contact us. Address: Data Protection Officer, Compassion UK, Compassion House, Barley Way, Fleet, Hampshire GU51 2UT.

Phone: 01932 836 490 or Email: info@compassionuk.org

THE PERSONAL INFORMATION WE COLLECT

• Personal identifiers such as your name, passport details and photo.
• Contact details including postal address, post code, email and telephone number.
• Emergency contact details.
• Any physical or mental health issues that may affect your ability to participate in the Challenge and which require special assistance to ensure additional arrangements are in place throughout
• Financial information.
• Information required for child safeguarding purposes. This includes disclosures from an official Basic DBS Certificate.

SPECIAL CATEGORY DATA

Under data protection law, some personal information is recognised as ‘special category data’ which needs additional safeguards for processing. This includes, but is not limited to, information which reveals your religious beliefs, health issues, race or ethnic origin.

Compassion UK will always treat any special categories data we process with great care and process the information in accordance with all applicable data protection laws.

THE LEGAL BASIS FOR PROCESSING YOUR PERSONAL INFORMATION

1)    Contract: It is necessary to process your personal information for purposes administering the Compassion Challenge in accordance with the Terms and Conditions.

2)    Legal obligation: This relates to:

• The Package Travel and Linked Travel Arrangements Regulations 2018 which details the key rights and protection for you as a traveller.
• The Immigration Act 1971 which requires information on all travellers in advance of travel under the Advance Passenger Information (API) requirements.

3)    Legitimate interest:

• To keep you informed about the trip details. As part of the preparations, we will send you a handbook which provides full details about the trip including an itinerary and other travel information that will guide you on how to get the most out of your trip.
• To make any special arrangements or adjustments required.
• To assist with insurance claims.

4)    Consent: We ask for your explicit consent for:

• information about any pre-existing physical or mental health conditions which require special assistance to ensure additional arrangements are in place throughout.
• the details of nominated person(s) for emergency purposes in the interest of your health or safety.
• Joining a WhatsApp group that will facilitate meeting other participants on the trip and enable the sharing of photos, videos and general encouragement before, throughout and after the trip. The group will be administered by a Compassion UK staff member and limited to participants who are registered on the specific trip. You can leave the group at any time. The group will be closed within one year of the trip commencing.
• For use of photographs, quotes, interviews and video footage (hence forth referred to as content) for the ministry’s marketing and promotional activities

5)    Vital Interest: When it is necessary in case of an emergency and you are physically or legally incapable of providing consent.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

Compassion UK is a global partner of Compassion International which works in 25 developing countries outside the European Economic Area (EEA). We will only share the personal information consented to or necessary to plan and coordinate the visit to our overseas child development programmes.

We work with trusted third parties where it is necessary, such as to book the flights and process visa applications with the relevant embassy on our behalf.

We also work with the Church partners in the UK to co-ordinate some trips and may share information necessary for administration purposes.

We have written contracts which obligate our partners or third-party providers to process your personal information only on our instruction and in accordance with applicable data protection and privacy laws.

HOW LONG WE KEEP YOU DATA FOR

Compassion UK will only keep your personal information for the period it is required and in accordance with our data retention schedule. For example, we retain a confidential record of the DBS certificate number and disclosure results until normal retirement age or for 20 years, whichever is greater.

YOUR INFORMATION RIGHTS AND CHOICES

Under data protection law, you have the right:

• To request to obtain copies of the personal information Compassion UK holds about you. You can make a request verbally or in writing. If you make your request verbally, we will ask that you also follow up in writing so that we can have a record of your request.
• To correct or update your personal information processed by Compassion UK which you think is inaccurate or incomplete.
• To ask Compassion UK to erase your personal information in certain circumstances.
• To ask Compassion UK to restrict or limit the way we use your personal information.
• To object to the use of your personal information in certain circumstances where Compassion UK has no legitimate reason for continued use.
• To object to the use of your personal information for marketing purposes.
• To ask Compassion UK to transfer the information you have given us from one organisation to another or give it to you.