These Participant Travel, Accommodation, Workspace, and Tech Policies (“Policies”) contain important information about participating in a program, trip, or experience, and/or using the website, applications, or any other services (collectively the “Services”), offered by Remote Year, Inc. (collectively with its subsidiaries, affiliates, managers, members, successors, employees, agents, representatives, and assigns referred to herein as “Remote Year”). Under Remote Year’s Terms and Conditions, which constitute a binding contract between you and Remote Year, you also agree to these policies. Please familiarize yourself with them and let us know if you have any questions!
We are constantly trying to improve Remote Year, so these Policies may need to change every once in awhile. We reserve the right to change these Policies as and when we deem necessary. Your Program Leader(s) will notify you of any substantive changes.
2.1 Travel Alterations, Changes, and/or Diversions
Remote Year is a group travel experience. As such, we plan travel for groups of individuals rather than one individual. We do, however, understand that life happens and circumstances may alter your travel plans. We created the following policies to add flexibility into our group travel experience. These policies apply only to flights and buses; they do not apply to other forms of travel Remote Year may use.
If you want to replace a Remote Year planned flight with a different flight, please email the Remote Year Travel Team (firstname.lastname@example.org) and place a change request. Please include the following information in your email: (1) your name and the name of your Remote Year Program; (2) your preferred departure and arrival cities; (3) dates; (4) your baggage needs; and, (5) if applicable, your airline and seat preferences. We always try to help, however, we cannot make any guarantees.
If we are able to facilitate your change request, you are responsible for paying all resulting fees and potentially additional fees as outlined in the Individual Travel Services section of the Remote Year Payment Policies. The fees varies based on the timing of your request, available alternate options, regulations of carriers, departure and arrival locations, mode of transport, and other relevant factors.
The amount of time you give us to make your change affects our ability to make travel changes. Please, take the following into consideration before requesting a change:
If you notify us 75 days or more in advance of the travel weekend you maximize your chances of a successful change because we have more flexibility.
If you notify us 15 to 74 days in advance of the travel weekend we may not be able to make a change, but we will try. If we are unable to change your ticket we can help book a new ticket that incorporates your desired travel plans. (You will be responsible for all additional fees/costs.)
If you notify us 14 days (or less) in advance of the travel weekend we will not be able to assist with your change. However, please still notify us if you will not be traveling with the program as well as if you would like us to help you book new tickets.
Additionally, please recognize the following:
If you are not traveling with your program, you are responsible for your own ground transportation to and from the airport and/or bus station.
If you book alternate travel through a different source, or if you do not take part in Remote Year’s travel weekend, you are not eligible to receive any type of compensation from Remote Year.
If you are not traveling to a scheduled city with your Remote Year program, you must send your Program Leader your departure and return information at least 10 days in advance of travel dates to ensure a smooth arrival when you rejoin your program.
If you decide to leave your Remote Year community, all future Remote Year Planned flights and all future changed, altered, or deviated flights we may have booked for you will be cancelled. If possible, you may have the opportunity to purchase your changed flights from Remote Year for use after leaving your community, but you need to let us know as far in advance as possible.
2.2 Important Airline Policies
If you have a multi-leg flight scheduled, and you only wish to take one leg, please check with the Travel Team at least 14 days in advance of the flight to ensure this possibility. In some situations, the airline cancels a second leg if the first is not taken. Additionally, some airlines do not allow you to collect your baggage midway through a multi leg itinerary.
Many airlines purposely overbook flights, as they expect cancellations. Unfortunately there is no way to protect against a situation where a Remote Year planned flight is overbooked and the airline chooses to “bump” people in a Remote Year program. Please note that Remote Year always has a Plan B for travel and accommodation in case these issues arise.
Many Airlines and/or airports require proof of exit information from the country to which you are travelling. If you’re traveling with your program this information is included in your Travel Day email. If you are not exiting the country with the program on the normal transition weekend, please ensure you have your exit information with you.
On Remote year planned flights, Remote Year can guarantee that you’ll be able to bring the following at no extra cost: one piece of checked luggage up to 20 kg (44 lbs) and one piece of hand luggage up to 5kgs (11 lbs). (We wish we could guarantee more, but weight allowances for hand luggage and checked luggage vary greatly depending on the airline.) You are responsible for adhering to these limits. Should your luggage be over the limit allowed, you will be responsible for managing the weight of your luggage and paying any additional fees at the airports.
If you can not carry it, do not pack it! Our staff are helpful but Remote Year staff cannot and will not transport baggage for you under any circumstances.
If you are not planning to travel with the program on travel day please take your baggage with you! Remote Year staff and Remote Year participants are not able to transport baggage on your behalf. Remote Year accounts for the number of Remotes traveling with each program to determine how much space is needed (both for passengers and baggage). In other words, if you are not joining your program on travel day, don't ask one of your friends in your program to take your suitcase, there may not be room for it!
3.1 General Workspace Policies
Whether it’s a Remote Year run coworking space or a third-party coworking space where Remote Year rents seats for participants, you’re expected to behave responsibly, respectfully, professionally, and in accordance with Remote Year’s Code of Conduct. Failure to do so may result in a loss of coworking space access privileges, or potentially removal from your Remote Year program.
Be a good guest! Please follow the “house rules” at all coworking spaces.
Keep an eye out! You are responsible for your own belongings. Common sense dictates that you should not leave valuables unattended. Remote Year is not responsible for items lost in or stolen from coworking spaces.
3.2 Mail and Packages
Remote Year will do its best to ensure you receive any packages sent to you while on the program, but Remote Year is not responsible for any lost or unclaimed packages. If a package arrives in a city after your departure, you are financially responsible for any cost associated with forwarding the package.
Please note that Remote Year will not pay fees associated with package deliveries and Remote Year will not facilitate the delivery of and will not accept responsibility or liability for any packages with illegal/illicit contents.
4.1 General Procedures
SIM Cards are not included in your Remote Year program, however, you have the option to join Remote Year’s SIM Card Service for an additional $30 USD per month.
You will have the chance to join our SIM Card Service during your onboarding period. If you would like to join our SIM Card Service at any point during the year, email your Program Leader at least 30 days in advance of your arrival to a new city and let them know your required SIM card size (nano, micro or standard). The size SIM your phone accepts is found easily on Google.
You may opt out of the SIM Card Service by notifying your Program Leader at least 15 days prior to receiving your next SIM Card.
If you opt out for a month, you will remain opted out until you notify your Program Leader that you would like to re-join the SIM Card Service at least 30 days before you arrive at your next destination.
SIM Card services will be billed on the corresponding month’s bill.
4.2 SIM Card Frequently Asked Questions
What type of service does the local SIM card offer each month?
The local SIM will have between 2GB and 10GB of data (4G/LTE or 3G). It may have a local number, local minutes, and/or texts, but those are not guaranteed, as data allowances are our focus. Tethering ability (the ability to use your phone as a hotspot), is usually available but is not guaranteed (some providers do not support tethering).
What is the SIM Card Service cost?
$30 USD per month, charged monthly on your Remote Year bill.
When do I receive my new local SIM Card?
Generally you will receive your new local SIM upon check-in for each new city. There may be some instances when you do not receive your local SIM card until the first Monday in a new city, as sometimes assistance with activation is required.
How do I work my local SIM card once I receive it?
We aim to pre-activate local SIM cards to create the easiest connection in each location. Some SIMs may require an additional activation process once inserted in your phone. In that case, Remote Year will provide instructions for the activation process.
4.3 Other Important SIM Card Notes
Please note, that international SIM cards only work if your phone is “unlocked.” Contact your provider to ensure that your phone is unlocked before joining our SIM Card Service.
Prepaid SIM card plans often only last for 30 days. As such, for 5 week cities, you may need to “top-up” or recharge your SIM card for the final few days. Remote Year will help facilitate the process and cover the charge, with your cooperation.
If you get a new phone and your SIM type (nano, micro or standard) changes, please give 30 days notice to your Program Leader so he/she can obtain the correct SIM for the next month.
5.1 Visitor Policies in Remote Year accommodations vary depending on the following factors: (a) destination; (b) accommodation; and (c) the preferences of your roommate(s). Your accommodations in each city will be different, as such, the space available for visitors will vary. It is your responsibility to determine if your living space is sufficient for visitors.
5.2 When visitors can be accommodated, you have up to 10 nights, each month, in Remote Year accommodations. If you have 2 visitors staying with you for a night, this counts as 2 visitor nights and so on. The first 5 visitor nights each month will come at no cost. Any subsequent nights will cost $15 USD per night, which will apply to your bill for the following month.
5.3 Visitors must be reported to your Program Leader prior to their arrival. Not reporting visitors may result in your removal from your accommodations. In this case, RY will not cover the cost of your accommodations for the remainder of the month.
5.4 The fees and time constraints described above apply to visitors staying overnight in your Remote Year accommodations. Fees and time constraints do not apply to visitors obtaining their own accommodations.
5.5 Visitors may be able to attend events for free, for a cost, or not at all, at the Program Leader’s discretion. Visitor workspace fees and availability will vary, and should be coordinated with Program Leaders.
5.6 You alone are responsible for your visitors! Remote Year assumes no responsibility or liability for your visitors and Remote Year assumes no responsibility or liability for the actions and/or behaviors of your visitors.
5.7 Should your visitors attend any Remote Year events, stay in Remote Year accommodations, or work in Remote Year workspace, they are expected to behave in accordance with the Remote Year Code of Conduct. If your visitors act counter to Remote Year’s values or Code of Conduct, Remote Year reserves the right to ask them to leave and/or to deny them access to Remote Year accommodations, workspaces, and events.
5.8 If your visitors are not current Remotes or Remote Year Citizens, you MUST be present with them when they are in/at Remote Year accommodations, Remote Year workspaces, and Remote Year events. (This means that your friend from home CANNOT stay in your room while you take a side trip or sleep somewhere else.)
5.9 Visitors that will be staying in Remote Year accommodations must be 18 years of age or older.
Remote Year will never knowingly or intentionally put a Remote in accommodations we believe are “unlivable”. However, sometimes situations arise that are out of our control. If any of the issues listed below arise, please report them immediately by sending an email to your Program Support address. If the issue is not resolved within 48 hours of your report, and if the issue was not the direct or proximate result of a Remote’s actions, Remote Year will move you to a new accommodation until the problem has been fixed. The following instances are included in and examples of this policy:
No warm water
Electricity or power outage:
Intermittent power outage resulting in 48 hours of total lost power.
Note that the outage must be specific to the building or the unit in order to qualify.
No internet connectivity:
Remote Year may provide you with a SIM card or hotspot instead of moving you for internet connectivity issues.
Clean room and/or bedding.
Air conditioning or heat failure in extreme climates:
Extreme Climates are defined as follows:
Warm Weather: If the average temperature* in a city during the month that we are there is greater than 75 F (24 C), you will have air conditioning in your accommodation.
Cold Weather: If the average temperature* in a city during the month that we are there is less than 60 F (12 C), you will have a heater in your accommodation.
*For the purposes of our extreme climates policy, average temperature is based off historical data. Unfortunately we may be unable to install air conditioning during heatwaves and/or heating during record breaking lows.
You are responsible for paying for lost items and/or damages incurred by you in your accommodations and workspace. All costs will be charged to you by Remote Year on your next billing cycle. If you would like to dispute any damage or lost item charges, you must do so within 7 days. For any lost or broken items, you will be charged the cost of repair/replacement and labor.
Please remember that you are living in other people’s homes that they are renting out to you. As such, you are expected to treat their property with care and respect. If you are removed from your accommodation due to disrespecting the property or policies (e.g. excessive noise/partying), you will be responsible for obtaining your own accommodation at your own cost. You may also be charged a fee if upon checkout you do not follow the checkout procedures that are given to you in each city.
Remote Year will charge Remotes the relevant building and/or landlord charges for replacement and/or repair. Prices will vary depending on how much it costs to repair the item. However, here are the most common damaged items and typical costs to repair them. (Note, the costs listed are average costs and you may need to pay more if the landlord or the building charges more.)
Bed Frame Replacement
Headboard or Footboard replacement
Desk/table damages (burns, scratches, etc.)
Dining room chair replacement
Love Seat Damages
Apartment Cleaning (per room)
Carpet Replacement (per room)
Extra dirty/cluttered apartment
Personal effects left
Minor wall damages
Major Wall Damages
Electronic access card
Change of locks (if required when key is lost)
Extreme fridge cleaning needed
New fridge needed
Remote Year may provide you with access to Slack, Google Drive, various internet and wifi networks, hotspots, and other technology platforms (collectively “Remote Year Tech”). You may only use Remote Year Tech for legally allowed purposes. Remote Year assumes no liability for illegal uses of Remote Year Tech. Remote Year reserves the right to take action against those who misuse Remote Year Tech, including temporarily or permanently limiting their access to Remote Year Tech (by imposing strict permissions and bandwidth caps, or other methods), removing their access to Remote Year Tech completely, potentially removing them from a Remote Year Program, and/or reporting them to the relevant authorities. To be absolutely clear, you are expected NOT to use Remote Year Tech for illegal purposes. Additionally, you are expected NOT to use Remote Year Tech in any of the ways described below, which would be considered “misuse”. Examples of misuse include, but are not limited to:
Collecting and/or harvesting emails or any personal information of Remotes, Remote Year Staff, or any other users
High bandwidth operations, (e.g. large file transfers and peer-to-peer media sharing)
Uses involving obscene or indecent speech or materials, or defamatory, harassing, abusive, or threatening material or language
Forging or misrepresenting (masking) the originator of a message
Hacking, distribution of Internet viruses, Trojan horses, pinging, flooding, mail-bombing, denial of service attacks or other destructive activities. Also, activities that disrupt the use of or interfere with the ability of others to effectively use any connected network, service, or equipment
Seeking information on passwords or data belonging to another user
Intercepting or examining the content of messages, files or communications
Sending of unsolicited bulk and/or commercial messages over Remote Year Tech or using Remote Year Tech for activities that invade another's privacy
Engaging in any activity that infringes or misappropriate the intellectual property rights of others, including patents, copyrights, trademarks, service marks, trade secrets, or any other proprietary right of any third party
Accessing illegally or without authorization computers, accounts, equipment or networks belonging to another party, or attempting to penetrate/circumvent security measures of another system. Including, but not limited to, port scans, stealth scans, or other information gathering activity
The transfer of technology, software, or other materials in violation of applicable export laws and regulations
Using the Remote Year Tech in violation of applicable law and regulation, including, but not limited to, advertising, transmitting, or otherwise making available ponzi schemes, pyramid schemes, fraudulently charging credit cards, pirating software, or making fraudulent offers to sell or buy products, items, or services
Distribution of any pornographic materials to or of minors
Note that, we may review content to determine whether it is illegal or violates our policies, and we may remove or refuse to display content that we reasonably believe violates our policies or the law. But that does not necessarily mean that we review content, so please don’t assume that we do.