Global Greentalist · Legal
Terms & Conditions
Everything you agree to when you join a Global Greentalist program, written in plain language. Please read this before you apply, so you know exactly how we work together.
Updated June 2026
Plain language
What this page is
This page is a plain-language overview of the agreement between you and Greentalist, organized by theme so you can quickly find what matters to you. It does not replace the full Terms and Conditions: the version attached to your application is the text that governs your participation, for all legal purposes.
Please read it in full before you apply, so you know exactly how we work together.
Read before you sign up
You must read these Terms and Conditions carefully before signing up for Greentalist. By submitting an online application form for a place on a Global Greentalist program, you confirm that you have read and understood them.
Updated June 2026
Clause 1 · The basics
The agreement at a glance
Before the details, here is who this agreement is between, what it covers, and what a Global Greentalist program actually is.
Party one
You
The program participant, taking part outside your home country as a volunteer or a volunteer manager. Throughout these terms, you are known as a Global Greentalist.
Party two
Greentalist
Asociación Greentalist (Greentalist Association), a non-profit organization based in Costa Rica, charity registration number 3-002-680576. You can reach us at info@greentalist.org.
What these terms cover
These terms govern how Greentalist provides the Global Greentalist program to you, your obligations, and the conditions under which we provide it. If you think there is a mistake here, or you need anything clarified, contact us and we will talk it through.
By submitting your application, you also agree to the documents referred to in these terms, including our Code of Conduct, Complaints Policy, and Safeguarding Policy.
Clauses 2–3 · Getting started
Applying & eligibility
There are two ways to take part, each with its own steps. Here is what the application process looks like and who can apply.
Path one
Volunteer
Complete the online application form.
Disclose any health or well-being issues that could affect your participation.
Pay a non-refundable deposit to secure your place.
Path two
Leaders
Complete the online form and send us your CV.
Disclose any medical issues that could affect your participation.
Within 3 days of an offer, pay the non-refundable deposit.
Within 2 weeks, provide details for a criminal record or background check, and share the results within 1 week of receiving them.
When does our agreement begin? It starts the moment we email you to confirm your application. We call this the Acceptance Email, and from that point the agreement between you and Greentalist is in place.
Who can apply
Volunteer age
18–24
Leaders age
25+
Under 18
Parental consent form required
Languages
English or Spanish, with briefings in both
Clause 4 · Your well-being
Health, well-being & fitness
Your safety matters to us, and some of it depends on you. Here is what you need to share, prepare, and be ready for before you take part.
4.1
Disclose your health
Give us complete, accurate details of any pre-existing physical or mental health considerations, and confirm you have the mandatory vaccinations for travel to Costa Rica, by the Health and Well-Being Form deadline. Confirmation may involve a medical check, test, certificate, or treatment at your own expense.
4.2
Vaccinations are your responsibility
Make sure you have the right vaccinations before you travel, plus anti-malarial medication if it is needed. If you arrive without the mandatory vaccinations, you will need to obtain them at your own cost before you can continue.
4.3
A reasonable fitness level
You need a reasonable level of physical fitness to take part safely. If we consider that it is not enough for certain activities, we may limit your participation in some or all of the program for health and safety reasons.
4.4 · 4.5
We may consult, and decide
We may need to talk through any health concerns with you before you book flights or take part. We reserve the right to refuse or cancel if required information is missing, or if your condition would put you or others at risk. In those cases, our decision is final.
Clauses 5–6 · Money matters
Costs & fundraising
Here is exactly what your program includes, what you are responsible for, and how the fundraising target works.
What your program includes
Greentalist covers
You are responsible for
Project-based volunteer managers may also need to complete an Outdoor First Aid Certification at their own cost.
Your fundraising target
The money you raise is a contribution toward Greentalist's general charitable purposes and our wider programs, not a payment for your individual program. It is treated as a restricted donation for delivering Global Greentalist programs. Your minimum fundraising target is the amount you need to raise to secure your place, and we set it in your Welcome Email (inclusive of any applicable taxes). We provide support and resources to help you reach it.
Direct to Greentalist
Bank transfer or online payment to our Costa Rica account. These are deducted from your target.
Online fundraising platform
Donors support our work through a reputable platform. These donations transfer to us regularly and cannot be returned afterward.
Local partner organization
In some cases, a legally registered partner in your country may collect payments on our behalf. We will confirm this in your Welcome Email.
Because online platform donations cannot be returned once transferred, we suggest waiting until after the 7-day cooling-off period before using one.
Payment deadlines
Deposit
Within 3 days of your application being accepted.
50%
Of your target, at least 10 weeks before departure.
100%
Credited at least 6 weeks before departure.
If you do not reach your target in time
You will not be able to join, except at our discretion. In that case, you can agree a new written and signed fundraising extension, or, where a future program is available, request to defer your fundraising to it. Deferral cannot be guaranteed, so please discuss it with us.
Clauses 7–9 · Getting there
Travel, passport & documents
What you need to arrange to get to Costa Rica, the paperwork to send us, and the passport rule to keep in mind.
Documents you will need
Submit at least 4 weeks before departureCore travel documents
Possible extra paperwork for entry
We will tell you which of these apply to you, and by when.
Passport · Clause 8
Valid 6+ months
Your passport must be valid for at least six months after the program end date. If it does not meet this requirement, we may cancel the agreement.
If you are delayed · Clause 7.3
Arrival and return delays
If you are delayed joining, or your return flight is delayed, we will make reasonable efforts to collect or deliver you and keep you supported. We may charge any additional costs, and where a delay results from your breach of these terms, we may charge the reasonable costs we incur.
Program information · Clause 9
Information we share about vaccinations, clothing and equipment, flights, climate, accommodation, food, transport, visas, insurance, projects, and itinerary is given in good faith. Please verify anything important before relying on it, as we cannot accept responsibility for its accuracy.
Clauses 10–13 · Conduct & care
Conduct, safety & safeguarding
How we expect everyone to behave, the rules that keep the program safe, and how we protect the people and communities we work with.
10.1 · 10.3
The Code of Conduct
You accept our Code of Conduct, which becomes part of this agreement, and you agree to follow the reasonable, lawful instructions of our staff. Any illegal or inappropriate behavior that puts the safety or welfare of you, the program, or others at risk may lead to immediate withdrawal, without a return of your fundraising. You will also be trained in our Safeguarding Policy before and during the program.
11.1 · 11.2
Alcohol & drugs
Greentalist enforces a strict no-alcohol and no-drug-misuse policy on international programs. Transporting, facilitating, purchasing, or promoting their use all count as misuse. We reserve the right to remove you from a program immediately if this policy is broken, and a breach is treated as a material breach of these terms.
Safeguarding · Clause 10.2
Protecting children comes first
In line with Costa Rican child protection laws, Greentalist reports inappropriate behavior, or any suspicion of it, between adults and minors. Children are one of the most vulnerable groups in society, and everyone who takes part in our programs, in any role, must follow these guidelines without exception.
We ensure the protection of minors
Zero tolerance for violence, exploitation, and abuse of children
Safety for all, without distinction as to origin, gender, or status
Clause 12
Emergency contacts
You give us two emergency contacts. We will normally seek your consent before reaching them, but may contact them directly where you cannot give consent and there is justifiable cause, or to notify them if you leave the program. During the program we share general updates through our website and social channels rather than individual reports. Emergency messages from your contacts are prioritized, though remote locations can cause delays. Send any requests to volunteers@greentalist.org.
Clause 13
What daily life is like
Living conditions during the program may be very different from home. Expect basic facilities, camping-style lodging, homestays or shelters, shared transport, and simple washing and food preparation. The activities may also bring a range of physical and emotional challenges, which are part of the experience.
Clauses 14, 21–22 · Risk & cover
Risk, insurance & liability
Adventure programs carry real risk. Here is what you take on, the insurance you need, what we do and do not cover, and where each side's responsibility sits.
Your own risk · Clause 14.1
Adventure comes with real risk
Global Greentalist programs, and especially any trekking, are adventurous activities that involve more risk and challenge than everyday life. We manage safety carefully, but we cannot guarantee that injury is impossible, and some activities take place in remote areas where medical or rescue help may not be immediately available. By applying, you accept these risks.
Clause 21.1
Insurance you must have
You must show proof of valid, comprehensive medical and accident insurance before you travel. Without a valid Certificate of Insurance, we may cancel the agreement. Your cover must include:
Our cover · Clause 21.2
USD 1,000,000
Greentalist holds General Liability Insurance covering up to USD 1,000,000 per incident, for death or personal injury caused by our proven negligence, fraud or fraudulent misrepresentation, and material breach of our obligations. A copy of our certificate is available on request.
Clauses 14.2 · 21.3 · 21.4
What Greentalist is not liable for
Except where the law does not allow us to exclude it, Greentalist is not liable for indirect or consequential losses, including the following.
Losses and costs
Events beyond our control
We always keep the liability that cannot lawfully be excluded, including for death or personal injury caused by our proven negligence.
Clause 21.5
Your responsibilities
Clauses 21.6 · 22
Your liability to us
You are liable to Greentalist for any loss, damage, or injury caused by your intentional, reckless, or grossly negligent act, or by a deliberate breach of these terms. You also agree to indemnify and hold harmless Greentalist, its staff, partners, and any third party from claims, damages, or expenses arising from such acts or breaches.
Clauses 15–20 · Plans change
Changes & cancellations
Sometimes plans change, on your side or ours. Here is how cancelling, deferring, and changes work, and what happens to your fundraising in each case.
Changes you can make
7 days
Change your mind · Clause 15.2
You have a 7-day cooling-off period from your Acceptance Email. Within it, funds you paid to us directly can be returned, minus any bank charges. Donations made through online fundraising platforms cannot be returned.
Clause 15
Cancelling before departure
Tell us in writing as soon as you can. You can then defer your fundraising to a future program where one is available, or let Greentalist keep it. The deposit is non-refundable. You cannot cancel once the departure date has passed. If we are the ones who cancel before the program begins, your direct contributions are returnable, minus operational costs already spent and bank charges.
Clause 16
Deferring your place
For medical, family, or other legitimate reasons, we may transfer your fundraising, including the deposit, to an alternative program. Volunteers can move to a program starting within 12 months of the original end date. Volunteer managers can defer within 2 years of their assessment. In each case you agree to the terms and target that apply to the new program.
Clause 17
Leaving early, for reasons outside your control
If something unforeseen happens, such as severe illness or a family bereavement, we may offer you a deferred place to finish on a later program. We may also offer a discount on the new target based on the days you missed, up to the halfway point of your program. You remain responsible for the costs of your early return home.
Changes we may make
Clause 18
If a program is cancelled
Circumstances inside or outside our control, such as staffing, low numbers, natural disasters, or pandemics, may force us to cancel. We will not be liable for the cancellation or any delay it causes, and you will be offered the following options.
Before it starts
Defer to a later program with all your fundraising carried forward; or ask for a return of your direct fundraising, minus operational costs and bank charges, with the deposit not returned; or let Greentalist keep your fundraising.
During the program
We first make sure you are safe. If cancellation is announced before the halfway point, 50% of your fundraising can be carried forward or returned (minus costs). After the halfway point, no fundraising is carried forward or returned. You can also let Greentalist keep it.
If you do not tell us which option you want within 9 months, we treat it as choosing to let Greentalist keep the fundraising, unless there are reasonable mitigating circumstances.
Clause 19
When we may end the agreement
Clause 20
Our right to make changes
Schedules, project details, and the images on our site are a fair indication of what we hope to achieve, not a fixed promise, and a degree of flexibility is built into every program. We may make minor or legally necessary changes without liability, for example to follow new laws, improve the program, or respond to events outside our control. For more significant changes, we will tell you as soon as we can, and where they affect the financial value of the program, we will make a reasonable offer of an alternative or a pro-rata return of directly transferred funds.
Clauses 23–26 · Trust & data
Data, complaints & disputes
How to raise a problem, how disputes are handled, how we look after your data, and how to stay safe from fraud.
If something goes wrong
Raise it first
Contact the appropriate manager by phone or email, with a detailed explanation. If you are not sure who to ask, contact our Executive Manager or email info@greentalist.org.
Escalate if needed
If it is not resolved, send a formal written complaint to our Board of Directors at complaints@greentalist.org, no later than 28 days from the program's end date or the issue arising. We reply to written complaints within 21 days.
Clause 24
Disputes
These terms are governed by the laws of Costa Rica, and the Costa Rican courts have exclusive jurisdiction. Before any court proceedings, both sides first take the matter to conciliation before a registered conciliation center in Costa Rica, to encourage an amicable and efficient resolution. If that does not resolve it within a reasonable time, either side can pursue legal remedies through the Costa Rican courts.
Clause 24.1 · 24.2
Your data and privacy
We comply with all applicable data protection and privacy laws, and only use your data as set out in our Privacy Policy. This includes processing sensitive data about your physical and mental health where needed, and sharing it with external organizations where appropriate to provide the opportunity you applied for.
Cyber risk & email fraud · Clause 25
Staying safe from fraud
We only share bank details in a letter on Greentalist letterhead. The only domain we use is @greentalist.org.
Our bank accounts have not changed in years. Treat any message claiming our details have changed with suspicion.
If you get such a message, contact us through the website contact form, not by email, and do not act until you are sure it is genuine.
Keep your anti-virus and anti-malware up to date, and tell us if you are ever hacked.
Accurate information · Clause 26
By applying, you agree to these terms and the documents they refer to, including our Code of Conduct, Privacy Policy, Complaints Policy, and Safeguarding Policy, and you confirm that the information you give us is accurate and complete. A deliberate false statement or material omission lets us cancel your place, and where it seriously affects the program or anyone's safety, you may not be entitled to a return of your fundraising.
Clauses 27–30 · Good to know
The fine print
A few standard clauses that round out the agreement.
Clause 27
No rights for third parties
This agreement is strictly between you and Greentalist. No one else has any rights under it, and no other person can enforce its terms.
Clause 28
Transfer
We may transfer our rights and obligations to another organization. If we do, we will tell you in writing and protect your rights. You may only transfer yours with our written agreement, which we can decline, for example if the other person does not meet the requirements, if it adds costs they will not cover, or if you ask less than 90 days before departure.
Clause 29
Severance
Each part of these terms stands on its own. If a court finds any part unlawful, the remaining parts stay fully in force.
Clause 30
No waiver
If we do not enforce something straight away, that is not a waiver. We can still require it, and take steps, at a later time.
FAQ
Frequently asked questions
A few of the questions we hear most often. If you still need help, contact us at info@greentalist.org.
Can I get a refund if I decide to cancel my participation?
If you change your mind within 7 days after we confirm your acceptance, you are entitled to a refund of any direct payments to Greentalist, minus bank charges (Clause 15.2). After that period, deposits and online fundraising donations are non-refundable. If you have to cancel due to a medical or family emergency, we may offer to defer your place to a future program, depending on availability (Clause 16).
What happens if the program itself is cancelled?
In rare cases, programs may be cancelled due to events beyond our control, such as natural disasters, pandemics, or political instability (Clause 18). If this happens before the start date, you can defer to a future program or request the return of your direct fundraising contributions, minus operational costs and bank charges. Online fundraising donations cannot be refunded (Clause 18.2).
How do you apply the Code of Conduct?
All participants agree to follow the Code of Conduct as part of the Terms and Conditions (Clause 10). This includes respecting safety rules, safeguarding policies, and the prohibition of drugs and alcohol (Clause 11). A breach may result in removal from the program without a refund, as the safety and well-being of the group are our highest priorities.
Some parents say they never received the Terms and Conditions. How can I be sure I have them?
We always provide the full Terms and Conditions before your acceptance is confirmed. They are attached to your Welcome Email, and you acknowledge them when you submit your online application (Clause 26). If you cannot find them, contact us at info@greentalist.org and we will resend the latest version.
Can the program schedule change once it has started?
Yes. Schedules and project details are a fair indication of what we hope to achieve, not a fixed promise, so some flexibility is always built in (Clause 20). We may make minor or legally necessary changes, and for more significant changes we will tell you as soon as we can. Where a change affects the financial value of the program, we will make a reasonable offer of an alternative or a pro-rata return of directly transferred funds (Clause 20.3).
Will I get individual updates about my child or relative during the program?
We provide general updates through our website and social media (Clause 12). Individual progress reports are not possible, as volunteers often work in remote areas, but we will make reasonable efforts to accommodate special requests when we can. Emergency communications are always prioritized, though response times may be delayed by limited connectivity.
What happens if I do not meet the fundraising target?
You must reach the minimum fundraising target by the deadlines set out in your Welcome Email (Clause 6). If you do not, you may not be able to join the program. In some cases we may agree a written extension or the option to defer to a future program, though this is not guaranteed (Clause 6.5).
Ready when you are
Begin your Global Greentalist journey
Now that you know how we work together, take the next step. You can also keep the full document and explore our other policies.
Asociación Greentalist · San José, Costa Rica · Updated June 2026
