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Remote Year Travel, Accommodation, Workspace, and Tech Policies

Version 1.3
Effective Date: April 9, 2019

1. Introduction

  • These 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. Travel Policies (Applicable to Twelve Month Programs, Six Month Programs, Four Month Programs, and certain Citizens Services that include travel.)

2.1 Travel Alterations and/or Changes. 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 Transition Options to add some 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. Please read below to learn more about the Transition Options you’ll have available during your program.

Remote Year is generally able to make changes to the group reservation 65 days or more prior to the scheduled day of travel.  Prior to the 65 day deadline of each travel day, you will receive your group’s Transition Options, if any, from the Travel Team. These will be a set of standard alternatives to the group travel that can be selected in the Marketplace.  Starting June 29th 2019, these Transition Options will be offered for every transition where Remote Year finds viable options, at its discretion. However, no alternatives will be offered for  the first leg of travel.  Below are the Transition Options currently available:

  • Credit: If you decide to not take a group flight you may be able to  select the option to have a credit applied to a future bill. This credit is a dollar amount subtracted from the bill you will receive right before the stated transition. This credit amount, if any, will vary by transition. The credit amount is based on multiple factors affecting the booking costs. (This is why you will find a Lisbon > Valencia flight credit is less than the Kuala Lumpur > Santiago flight credit.) Group flight bookings are a bit complicated - that’s why we have a travel team of specialists who handle the contracts.  Not every ticket costs the same amount, has the same type of payment terms, or the same amount of flexibility. So, when we determine credit amounts, we try to include all relevant factors to end at a fair amount for all members of a community.  
  • Transition Trip: This is a flight to a new destination in between two Remote Year cities, over Transition Weekend. These are ticketed by the Remote Year travel team. Availability, destinations, prices, dates and flight times will vary.

Additionally, please recognize the following:

  • No changes can be made by Remote Year to your group travel bookings after the 65 day deadline has passed.
  • If you are not traveling with your program on the standard group flight, 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 except for possibly the credit that is offered through the Transition Options process.
  • If you are not traveling to a scheduled city on the standard group flight 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 credit, and planned 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.
  • Only one Transition Option can be selected per Transition.  Therefore you cannot select to receive a credit and have the Travel Team book you on the group flight.
  • Transition Options are final once confirmed via the Marketplace. The Travel team will not be able to book you back on the group flight if you select one of the other Transition Options.
  • Remote Year will not provide individual assistance to book flights outside of the Remote Year Transition Options, however we have a partner concierge service, Airtreks, who can provide individualized support.

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.

2.3 Luggage. 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. Workspace Policies (Applicable to Twelve Month Programs, Six Month Programs, Four Month Programs, and certain Citizens Services that include workspace.)

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. Please, always remember to:

  • 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. Sim Card Policies (Applicable to Twelve Month Programs, Six Month Programs, Four Month Programs, and certain Citizens Services.)

4.1 General SIM 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

  • Q: What type of service does the local SIM card offer each month?
    A: 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).
  • Q: What is the SIM Card Service cost?
    A: $30 USD per month, charged monthly on your Remote Year bill.
  • Q: When do I receive my new local SIM Card?
    A: 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.
  • Q: How do I work my local SIM card once I receive it?
    A: 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. Visitor Policies (Applicable to Twelve Month Programs, Six Month Programs, Four Month Programs, and certain Citizens Services.)

  • 5.1 Visitor Policies. Visitors 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.)
  • 5.8 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.

6. Accommodation Policies (Applicable to Twelve Month Programs, Six Month Programs, Four Month Programs, Journeys, and certain Citizens Services that include accommodation.)

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.

7. Remote Year Incidental Policies

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.)

  • LIGHTING

    Broken Bulb

    Free

    Broken Fixture

    $75

  • FURNITURE

    Bed Frame Replacement

    $75

    Headboard or Footboard replacement

    $100

    Desk/table damages (burns, scratches, etc.)

    $75

    Dining room chair replacement

    $40

    Love Seat Damages

    $75

    Sofa damages

    $150

    CARPET

    Apartment Cleaning (per room)

    $105

    Carpet Replacement (per room)

    $400

    CLEANING

    Extra dirty/cluttered apartment

    $50

    Personal effects left

    $20

    WALLS

    Minor wall damages

    $100

    Major Wall Damages

    $200

    ACCESS

    Door Damage

    $50

    Broken door

    $150

    Electronic access card

    $15

    Physical Key

    $35

    Change of locks (if required when key is lost)

    $100

    WINDOWS

    Window Replacement

    $100

    Blind replacement

    $55

    BATHROOM

    Broken sink/faucet

    $100

    New toilet

    $150

    Toilet seat

    $22

    Broken mirror

    $125

    Shower curtain

    $25

    KITCHEN

    Extreme fridge cleaning needed

    $50

    New fridge needed

    $300

    Broken microwave

    $170

8. Tech and Network Policies

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:

  • Any use that would violate Remote Year’s Code of Conduct or Terms and Conditions
  • Any use that would violate the Terms of Service for the relevant type of Remote Year Tech (Google Drive Terms of Service can be found here and Slack’s Terms of Service can be found here)
  • 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.