Booking Terms and Conditions

At Reho Study Tours, our goal is to deliver safe, fair, and inspiring educational travel experiences.

The Booking Terms and Conditions below set out the important details of your agreement with us. They are designed to protect you, your university, and our team while making clear what we each commit to.

Please read them carefully before confirming your booking. If you have any questions, our team is here to help.

Introduction

These Terms and Conditions (“Terms”) set out the agreement between Reho Travel Pty Ltd trading as Reho Study Tours (“Reho Study Tours”, “we”, “our” or “us”) and you, the participant (“you” or “your”). Please read them carefully. They explain your rights, responsibilities, and our commitments as part of delivering a safe, fair, and educational travel experience.

By confirming your booking, you accept these Terms, together with our Refund and Cancellation Policy, Privacy Policy, and Code of Conduct. Together, these documents form your contract with us.

We may update these Terms from time to time. Any changes will apply only to new bookings made after the date of amendment.

When registering, you confirm your information is accurate and agree to meet financial, academic, and behavioural requirements, as well as those of our partner institutions and third-party service providers.

Registration and Confirmation

Your place in a program is confirmed only after you have registered through ATLAS by Reho Study Tours and paid the required deposit. Do not make independent travel arrangements until you have received written confirmation that your place is accepted and the program will proceed.

By registering, you also agree to comply with the terms and conditions of the host university, partner institution, or on-site provider linked to your program.

Deposit and Final Payment

A non-refundable deposit is required to secure your place. The amount will be outlined in your invitation and may vary by program. Subject to your rights under Australian Consumer Law, deposits are not refundable if you cancel due to change of mind.

If you book within sixty (60) days of departure, full payment is required at the time of booking.

Final payment is due sixty (60) days before departure (unless otherwise stated in writing). If payment is not received by the due date, your booking may be treated as cancelled, and our Refund and Cancellation Policy will apply.

External Funding

If you plan to use external funding (e.g. OS-HELP or other financial assistance), you must still ensure payment is received by the due date. If funds are delayed, you are responsible for arranging an alternative payment method.

Full payment by the deadline is required to participate. If payment is not received by the due date, your booking may be treated as cancelled, and our Refund and Cancellation Policy will apply.

Payment Plans

You may request a payment plan in writing with a supporting rationale. If approved, we will confirm the agreed schedule in writing and update it in your ATLAS profile.

All instalments must be paid by the due dates. If a payment is missed, your booking may be treated as cancelled, and our Refund and Cancellation Policy will apply.

Approval of payment plans is entirely at the discretion of Reho Study Tours and decisions are final.

Program Price

Program prices are quoted in Australian Dollars (AUD) unless otherwise stated. Fees are packaged and non-itemised. By registering, you acknowledge that a breakdown of costs will not be provided.

We make every effort to maintain the quoted price, but it may change before final payment is due if minimum participant numbers are not reached.

Program fees may also change if affected by exchange rates, supplier costs, taxes, or other factors outside our control. If this occurs, you must either pay the difference or cancel your booking and our Refund and Cancellation Policy will apply.

Payment Options

All payments must be made through ATLAS by Reho Study Tours. We accept the following payment methods (each attracting a 1.8% surcharge, exclusive of GST):

Visa
MasterCard
American Express
Diners Club
Debit card
AfterPay
Google Pay
Apple Pay

By using these services, you authorise us to charge your nominated payment method. If a payment is declined, you must immediately settle the outstanding balance. You may securely store your payment details for future use, with the option to opt out at any time.

Eligibility and Health Requirements

Minimum Age
Most programs require a minimum age of 15 at the time of travel. Travellers under 18 must be accompanied by a legal guardian or an escort over 18 formally appointed by the guardian. The guardian or appointed escort is responsible for day-to-day care, and formal authorisation must be provided in writing.

Maximum Age
There is generally no upper age limit. However, some programs can be physically demanding. You are responsible for confirming with a qualified medical professional that you are fit to participate and for obtaining advice on health requirements and recommendations for your destination.

Health Disclosure
You must disclose any medical, psychological, or physical conditions that may affect your participation, your safety, or the wellbeing of others. We may request medical clearance where needed. If you fail to disclose conditions, or if we reasonably determine you cannot meet required health standards, your place may be withdrawn or you may be removed from the program and our Refund and Cancellation Policy will apply.

These decisions are made with regard to your safety, group welfare, and program delivery.

COVID-19 and Other Health Requirements

You are responsible for meeting all travel, entry, and public health requirements related to COVID-19 or other health matters. These may include testing, vaccination, quarantine, mask use, or other government-mandated restrictions.

If you cancel your participation because you cannot or choose not to comply, your booking may be treated as cancelled, and our Refund and Cancellation Policy will apply.

Reho Study Tours is not responsible for costs, delays, or disruptions caused by COVID-19 or other public health measures, including regulations, testing delays, border closures, or quarantine.

Traveller Name

At registration, you must provide your full legal name and date of birth exactly as shown on your passport (or future passport if not yet issued).

All travel documents, including tickets and itineraries, must match your passport details. Any discrepancies must be reported within 24 hours of receiving your documents.

Airlines may deny boarding if details do not match, and correction fees will apply.

Passports and Visas

You are responsible for ensuring you hold the correct travel documents for every country you visit or transit. This includes a valid passport (with at least six months’ validity beyond your last travel date), visas, permits, and any required certificates.

You must apply for required visas or travel authorisations well in advance. Examples include:

ESTA (United States)
eTA (Canada)
ETA (United Kingdom, required from 8 January 2025)
Entry-Exit System (Europe, required from 10 November 2024)

Requirements are subject to change at short notice, and you are responsible for complying with all such requirements.

You are solely responsible for all costs or losses caused by missing, invalid, or incomplete documentation. If your visa or travel authorisation is refused, revoked, or delayed, your booking may be treated as cancelled, and our Refund and Cancellation Policy will apply.

Reho Study Tours can provide general guidance only. We can assist with visa applications through our visa partner CIBTvisas (fees apply), or you may contact them directly. We do not guarantee the accuracy of information from external providers and accept no liability, except where caused by our fault.

Please note: holding a visa or permit does not guarantee entry. Admission is always at the discretion of immigration authorities.

Travel Documents

You must carry all documentation required for travel, entry, and departure, this includes, but is not limited to:

A valid passport (with at least six months’ validity after your last travel date)
All required visas, permits, or certificates (including vaccination or medical certificates)
Proof of valid travel insurance

It is your responsibility to ensure your documents are accurate and consistent across all travel stages. This includes obtaining transit visas where required, even if you do not leave the airport.

You are responsible for any costs, losses, or delays arising from missing, invalid, or incomplete documentation, including any loss incurred by Reho Study Tours as a result of your failure to secure or be in possession of proper travel documentation.

Baggage Allowance

Check your travel documents for baggage allowance details, as limits vary between airlines, service providers, and countries. It is your responsibility to comply with baggage rules.

Excess baggage charges, if permitted, are your responsibility and can be costly. Reho Study Tours is not liable for expenses or losses arising from baggage issues, except where directly caused by our fault.

Travel Insurance

Travel insurance is mandatory and must be arranged at the time of booking.

Your policy must include cover for personal accident, death, medical expenses, and emergency repatriation. We recommend at least AUD $200,000 cover for each of these, plus cover for cancellation, personal liability, and loss of luggage or effects.

You must provide your policy number and the insurer’s 24-hour emergency contact before departure. Without proof of insurance, you may be excluded from the program, and our Refund and Cancellation Policy will apply.

If insurance is linked to your credit card or bank account, you must carry official documents from the insurer (policy number and emergency contact). A bank or card number alone is not sufficient.

Reho Study Tours is not responsible for inadequate insurance cover. If your policy covers a cancellation or change, reimbursement must be sought directly from your insurer.

Academics

Reho Study Tours programs are designed to complement your academic studies and may be eligible for course credit. We will support you by providing detailed program documentation (outlines, syllabi) and guidance on your university’s approval processes. We may also liaise with partner institutions if needed.

The decision to grant credit rests solely with your home institution. It is your responsibility to secure approval before departure. Reho Study Tours cannot guarantee credit will be awarded.

If transcripts are issued by a host institution, you authorise their release to Reho Study Tours for forwarding to your home university or directly to you, depending on requirements.

Smartraveller

Once you complete your program registration, you will be automatically enrolled with Smartraveller, an Australian Government service that provides up-to-date travel information and advice.

Immunisations

Before travel, you must consult your GP or a qualified Travel Doctor regarding recommended immunisations for your program and any additional travel. Decisions about immunisation should be made with a medical professional.

Some destinations require proof of vaccinations (e.g. yellow fever). You are responsible for obtaining the required immunisations and following professional advice.

Reho Study Tours is not responsible if you fail to obtain or act on medical advice. Any related costs or consequences are your responsibility.

Change of Itinerary

Study tours require flexibility. The published itinerary is representative, but routes, schedules, amenities, or transport may change without notice due to local conditions or events.

We will do our best to ensure changes do not affect program quality or academic value. You are expected to approach adjustments with flexibility.

If you cancel due to itinerary changes, our Refund and Cancellation Policy will apply.

Optional and Independent Activities

Optional or independent activities not included in the official program itinerary are undertaken at your own risk. These activities are outside the scope of services provided by Reho Study Tours, even if suggested by staff, guides, or partners.

Reho Study Tours is not liable for any claims, losses, or costs arising from your participation in such activities.

Resilience

Our programs are designed to provide educational, professional, and personal growth in environments that may be very different from those you are used to. This may include cultural differences, language barriers, limited comforts, or variations in food, hygiene, and accommodation.

You are expected to manage challenges with flexibility, openness, and maturity. Situations such as schedule changes, cultural misunderstandings, or differences in infrastructure and pace of life are part of the learning experience. Seek support when needed, and approach challenges constructively.

Programs may also involve remote travel, unpredictable weather, health concerns, delays, limited healthcare, or exposure to unfamiliar environments. By registering, you acknowledge and accept these realities as part of the immersive experience.

Reho Study Tours and partners will support you, but you are responsible for your own conduct and reactions under pressure.

Authority on Tour

Programs are led by designated group leaders. Their authority is final on all matters relating to safety, wellbeing, and group welfare, and you must follow their instructions.

You must also comply with local laws, cultural expectations, and the Reho Study Tours Code of Conduct and Responsible Travel Guidelines.

Failure to comply, including behaviour that endangers safety, may result in removal from the program at your own expense. If you are removed from the program, our Refund and Cancellation Policy will apply.

Your Personal Information

You are required to provide personal information to Reho Study Tours for the purpose of delivering your program. We may share this information with relevant staff, suppliers, or third parties where it is necessary to facilitate services connected to your program.

Your personal information will be managed in accordance with the Reho Study Tours Privacy Policy. You are responsible for reviewing the Privacy Policy periodically and familiarising yourself with any changes.

Our Partners

You must comply with the policies and expectations of Reho Study Tours and all program partners, including universities, housing providers, internship hosts, and volunteer sites. Failure to do so may result in removal from the program at your own expense. If you are removed from the program, our Refund and Cancellation Policy will apply.

As a representative of your university, your country, and your family, you are expected to act professionally and respectfully. You must communicate promptly with staff regarding issues, lateness, or absences so that we can assist you effectively.

Issues or Complaints

You are required to report any concerns or issues immediately to a Reho Study Tours representative or local provider so that we have a reasonable opportunity to resolve them during your program.

If you wish to lodge a formal complaint, you must submit it in writing within thirty (30) days of the conclusion of your program. Complaints submitted after this period may not be considered.

Acceptance of Risk

Study tours may involve a degree of personal risk. You may travel to destinations with political, cultural, or geographical conditions that present greater challenges than those you encounter in daily life. By registering, you accept these risks.

Reho Study Tours takes reasonable steps to support your safety, including using government and local advice to assess itineraries. You are responsible for familiarising yourself with travel advice, health risks, and local conditions. To the fullest extent permitted by law, Reho Study Tours is not liable for such risks.

You are responsible for all medical costs related to injury or illness. Adequate medical, travel, and accident insurance is required for the full duration of your program and any independent travel before or after it.

We may refuse participation in a program if an applicant is deemed unsuited for participation.

Contracting Parties

These Terms form the entire agreement between you and Reho Study Tours. No other statements, advertisements, or representations are part of this agreement unless confirmed in writing by an authorised Reho Study Tours representative.

Law of Contract

This agreement is governed by the laws of Victoria, Australia, and disputes will be subject to the exclusive jurisdiction of Victorian courts.

Reho Study Tours and its suppliers are not liable for loss, damage, delay, or inconvenience caused by events outside our reasonable control (e.g. war, unrest, natural disasters, industrial action, or regulatory changes).

These Terms do not affect your rights under applicable consumer law.

Liability and Service Guarantee

Our services are covered by guarantees under Australian Consumer Law that cannot be excluded.

To the fullest extent permitted by law, Reho Study Tours excludes liability for any loss (direct, indirect, or consequential), including injury or death, arising from your program, except where caused by our fraud or wilful misconduct. Where a warranty is implied by law and cannot be excluded, our liability is limited to either resupplying the service or paying the cost of resupply.

You agree to indemnify Reho Study Tours and our officers, employees, contractors, and agents against any losses, claims, or expenses (including legal fees) arising from your participation, conduct, or breach of these Terms, except where loss is caused by our fraud or wilful misconduct.

We engage reputable third-party suppliers but cannot be responsible for their acts or omissions. Their services may have separate terms you must accept. Disputes with third parties must be resolved directly with them.

Reho Study Tours is not liable for intentional or negligent acts of persons not employed by us, or for acts of employees carried out off duty or outside the scope of employment.

Media and Testimonials

During programs, you may be photographed, filmed, or invited to provide feedback. Reho Study Tours may use these images, videos, or testimonials for marketing, promotional, or educational purposes in print, online, or social media.

If you do not wish for your image or testimonial to be used, you must notify us in writing before your program begins.

Contact Information

If you have any questions regarding these Terms and Conditions or wish to discuss any aspect of your booking, please contact:

Ethics Team – Reho Study Tours
Level 12, 412 St Kilda Road, Melbourne VIC 3004
Phone: +61 3 9823 5288
Email: ethics@rehostudytours.com

All correspondence relating to bookings, payments, amendments, or cancellations must be submitted in writing to the Ethics Team. We will acknowledge and respond to your inquiry promptly, in line with our policies and commitment to professional service.

Final Statement

Reho Study Tours is dedicated to delivering enriching, responsible, and safe global learning experiences. By confirming your booking, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. Our focus on ethical practice, transparency, and participant wellbeing is at the heart of every Reho Study Tours program.