Terms and Conditions
OUR RESPONSIBILITIES
1. YOUR RESERVATION
On receipt of your completed online application form and confirmation of available NDIS funding Community Access will reserve your place on your selected activity.
2. CHANGE AND/OR CANCELLATION
2.1 Community Access will endeavour to run all groups and activities as they are published on our website or in our brochures or advertising.
2.2 Community Access reserves the right to:
- alter or modify itineraries as deemed necessary, including the dates of activities, departure times, rest stop times, and return/arrival times.
- alter the cost of activities if necessary
- cancel an activity if minimum participant numbers have not been met
2.3 Should change or cancellation prove necessary we will give you reasonable notice thereof, in the circumstances, and where available, offer you a comparable alternative if you are unable to accommodate the changes.
2.4 If an alternative is not available or acceptable you will be entitled to either a full refund of any monies paid by you to us or transfer to another Community Access activity without payment of any transfer fee.
3. ACTIVITY DETAILS AND CONDITIONS
The information contained in our brochures, pricing documentation and on our website, is correct to the best of our belief at the time of going to print. We cannot guarantee that any item or amenity mentioned will be available, especially where we have no direct control over it.
4. MISCELLANEOUS
4.1 By accepting the booking conditions, you agree that, if necessary, we may pass your contact details and NDIS number to any third party connected with the operation of the specific activity which you have booked. This may include our business partners and associated plan management agencies to administer your funding.
4.2 Any flight sold as part of holiday arrangements are subject to the conditions of the carrying airline, which in most cases limit the airline’s liability to the passenger in accordance with international law. Please Note, if applicable, that international airlines are required by applicable laws to give border control agencies access to passenger data. Accordingly any information we hold about you and your travel arrangements may be disclosed to the customs and immigration authorities of any country.
5. RESPONSIBILITY
By accepting the terms and conditions you understand and agree that all travel arrangements included on a holiday or group activity are made on your behalf upon the express condition that neither Community Access nor its owner or staff shall be liable or responsible for any negligent or willful act or failure to act of any third party which are to, or do supply, any goods or services for your activity.
6. RELEASE OF LIABILITY
6.1 In consideration of the services and arrangements provided by Community Access, I do hereby release, waive, discharge, hold harmless and agree to indemnify Community Access from any and all claims, actions, or losses for bodily injury, property damage or otherwise which may arise out of or occur during my travel in connection with the scheduled activity and any activities conducted in conjunction therewith.
6.2 Regardless of the situation or circumstances giving rise to a claim, I waive any right to seek consequential, punitive or exemplary damages against Community Access, their owners, leaders, staff, or subcontractors.
YOUR RESPONSIBILITIES
1. BOOKING YOUR ACTIVITY
1.1 To book an activity you must complete and submit the online application form and all compulsory fields, or have done so already. Then, simply send us an expression of interest via the ‘Contact Us’ page on our website for the groups and activities you are interested in, or tell us on the phone, or in person with one of our staff.
1.2 Once Community Access or our partners have confirmed that you have the required level of NDIS funding, either via plan extract or via the NDIS Provider Portal, your place on the activity will be confirmed.
1.3 Groups, events, and activities which are advertised as ‘Coming Soon’ are designed to measure participant interest. A low level of interest may mean that the group does not go ahead. As such, any expression of interest in an activity is no guarantee of provision of service, or that the program will occur on any particular day or date, until confirmed in writing by Community Access.
1.4 Groups and programs that may appear to be designed for a particular gender, disability type, or age group are open to all applicants of the service, regardless of age, gender, or disability. However, Community Access reserves the right to match group participants according to a range of criteria which may include wait time (first come, first served), geography (so the departure point is in or near your suburb), and staff to client ratio.
1.5 Any person affecting a booking shall be deemed to have accepted the Booking Conditions on behalf of all persons named in the booking.
2. PAYING THE BALANCE
2.1 The balance of any monies owing which are related to the additional cost of an activity must be paid prior to the commencement of the activity. If planning to pay ‘on the day’ the correct denominations should be provided. Community Access staff do not carry large amounts of cash, or large amounts of change. Credit card or EFTPOS payments are not accepted on the day. Some events such as concerts, camps, holidays and theatre tickets may require an earlier full payment to confirm your booking.
2.2 If payment isn’t received in full by the due date, Community Access may assume that you have cancelled and cancellation charges in accordance with clause 3 below will be levied by Community Access.
2.3 Community Access reserves the right to cancel the booking and apply cancellation charges should payments not be received within the above specified periods. Participants arriving for an activity who have not paid for the additional cost of an activity will be refused entry to the activity and cancellation fees applied. Please note that Community Access staff will not lend you any money, for any purpose, so please do not ask.
3. IF YOU CANCEL
3.1 Cancellation charges do apply if a participant or their representative cancels their activity without a minimum of 5 days prior notice. Notice of cancellation must be in writing via email to Community Access or telephone call to your principle contact person at least 5 days prior to the commencement of the activity. If cancelling via telephone please ensure that you speak to an actual person. Voice messages left at 3:00am when the phone is not monitored are not acceptable. Please also remember that most Community Access events and activities require some travel component, so the person you are attempting to call may be driving a vehicle and unable to immediately respond, but they will return your call as soon as practicable.
3.2 Community Access will endeavour to fill your place with another participant, and if successful, no cancellation charges will apply. However, if we are unable to fill your place then cancellation charges will apply in accordance with current NDIS guidelines. Any cancellation fees are in addition to NDIS funding and may include any payments already made or owed to a third party, other operator or service (e.g. airlines, entrance fees, accommodation, theatre or concert tickets). Payments already received for third party operators may be non-refundable.
3.3 Cancellation fees include:
- Failure to be at the departure point on time
- Cancellation due to the participant or their representative changing their mind
- And cancelling due to illness related to a pre-existing illness.
3.4 You are welcome to recommend someone to take your place, keeping in mind that we may have a waitlist for popular events, or that the person you recommend may not be a suitable match for the other people in the group, or require a higher staff to client ratio than previously arranged. Community Access are under no obligation to unilaterally accept the person you recommend as your substitute, and any such recommendation will be subject to Community Access Terms and Conditions and quality screening process.
3.5 Group based social, community, and recreational activities that are cancelled by the participant or their representative with less than 5 days notice will incur a cancellation fee being no less than 100% of the total cost of that activity.
3.6 Individual supports that access the community including social, community, and recreational activities, and coordination of supports, that are cancelled by the participant or their representative with less than 5 days notice will incur a cancellation fee being no less than 100% of the total cost of that activity.
3.7 All other supports types including time limited supports including but not limited to skill development programs, health and wellbeing activities, assistance to access and maintain employment, assistance with life skills and educational programs, plan management workshops, specialist assessment of skills abilities and needs, and life transition planning that are cancelled by the participant or their representative will incur a cancellation fee being no less than the current NDIS cancellation policy of 8 incidents of support or the total value of that support, whichever comes first.
4. OTHER IMPORTANT CONDITIONS
4.1 Community Access reserves the right to withdraw activity participation from anyone whose behaviour is likely to effect the smooth operation of the activity or adversely affect the enjoyment or the safety of staff or other participants. Community Access shall be under no liability to such person.
4.2 If a participant needs to be sent home early, the participant or guardian will bear the full cost of the participant’s return, including staff costs, transport, accommodation and all other support costs. A participant is liable for any damage to property or persons they may cause, either accidentally or otherwise.
4.3 Community Access staff may take photos during the activity. Each participant will be sent a range of photos via email after their activity. Community Access reserves the right to use these photos in promotional material unless requested otherwise by the participant or their representative in writing. If you prefer not to have your photograph taken please advise when booking or tell the group facilitator on the day.
4.4 Unless expressly stated otherwise the following is NOT included in the activity price:
- participant spending money
- meals and beverages
- transfers to and from the departure point
- the cost of passports, visas, theatre and concert tickets, entrance fees
- airfares (unless specified in the Holiday Itinerary)
- items of personal nature such as laundry, toiletries, postage, telephone calls, excess baggage charges, medical or first aid supplies, wheelchair rentals, equipment hire, personal and travel insurance and morning/afternoon tea/coffee, snacks & drinks.
4.5 Community Access staff will only give medication that is in a sealed blister pack (such as a Webster or Medico Pack) that has been packed by a pharmacist. Medication should be clearly labelled with the name of the person, the date and time the medication is due to be given, and the name and dosage of the medication.