Remote Year Payment Policies
VERSION 2.9 EFFECTIVE DATE: MAY 25, 2022
These Payment Policies contain important information about participating in a Remote Year Program (as defined in the Remote Year Participant Terms and Conditions), 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 the Remote Year Participant Terms and Conditions, which constitute a binding contract between you (“you, “your” or “participant”) and Remote Year, you are also agreeing to these policies.
1. GENERAL PAYMENT POLICIES
1.1 The non-refundable and non-transferable down payment. To reserve your space on a Remote Year Program a down payment is required upon commitment to a specific itinerary and/or program. (For the purposes of these Payment Policies, payment for programs that require full payment upfront shall constitute a “down payment”.) The down payment cannot be transferred to another person and it cannot be transferred for use towards a different type of Remote Year program. Barring the exceptions described in section 1.2 below the down payment is non-refundable and barring the exceptions described in section 1.3 below the down payment can not be transferred for use towards a different itinerary and/or program. The following are the Remote Year Programs currently offering:
Retreats: one week program in one location
Trips: one month programs for traveling while you work remotely
Journeys: four or twelve month programs for traveling while you work remotely
Business Programs for Companies: custom made programs for businesses
1.2 Extreme Situations. In certain extreme situations, Remote Year may waive its strict refund and transfer policies. Waiver of such policies is at Remote Year’s sole discretion. While not an exhaustive list, extreme situations would not automatically include company denial, visa / passport issues, change in personal circumstance, illness or injury in relation to a pre-existing condition, or illness from COVID-19.
1.3 Changes & Transferring down payment to be used towards a different itinerary or program:
1.3.1 For new bookings made from May 25, 2022 you may request one change to a different program free of charge by notifying us via email to email@example.com with at least 61 days in advance of the start date of your initially chosen program, irrespective of program type or duration, Any subsequent changes requested 61 days or more from the program start date will incur a charge of $250 per change, along with any difference in down payment amount for the new program (if applicable). For changes 60 - 31 days from the program start date, a charge of $500 will be applied for all changes, regardless if you have changed your original program date before. For changes 30 days - 0 days from the program start date, a charge of $1,500 will be applied for any changes, regardless if you have changed your original program date before. All changes fees will be:
Either deducted from the payment balance with Remote Year, if a new program is known at the time of change request, along with any difference in down payment values
Or charged and payable at the time of change, if a new program is not known at the time of change request.
1.3.2 For any bookings already made by May 25, 2022 customers will continue to benefit from multiple free changes with at least 30 days in advance of the start date of your initially chosen program if it’s 1-month or less in duration and with at least 60 days in advance of the start date of your initially chosen program if it’s longer than 1 month in duration (further detailed herein).
If you wish to change to a different program outside of these notice periods each change will incur in the minimum following fees: (i) for programs 1-month or less in duration: $1,000.00 for changes done within 29 days and 7 days in advance and $1,500.00 for changes done within 6 days of your initial program start date; (ii) for programs longer than 1 month in duration: $1,000.00 for changes done within 59 days and 29 days in advance and $2,000.00 for changes done within 29 days of your initial program start date.
In most instances the change fee will be the amount listed above, however, on the rare occasion this fee may be higher based on the seasonality and on the location. The exact fee amount will be confirmed at time of transfer request. 1.3.3 Remote Year reserves the right to decline transfer requests if space is not available on the program/itinerary to which you would like to transfer your down payment. You will only be charged the transfer fee if the transfer request is approved.
1.4 Travel refunds. During the Program, no flight or other travel costs incurred by participants will be reimbursed by Remote Year. Arriving late or leaving a Program in progress, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of a Program. Remote Year does not facilitate travel changes outside of the Transition Options that may be offered, as outlined in Remote Year’s Program Policies. Neither Remote Year, nor its designated Travel Team members or affiliates, shall be liable for any cancellation penalty charged by an air carrier or other transportation provider, including but not limited to, any air carrier's cancellation penalty related to the purchase of a non-refundable ticket to or from the city a participant is in prior to joining the Program or the city a participant is going to after leaving the Program.
1.5 Refundable Cancellations. For bookings made more than 15 days before the Program start date, you may cancel your space on a Remote Year Program within 24 hours after your reservation and we’ll refund your payment in the payment method of your reservation. Cancellations after this period will adhere to the policies in 1.1 through 1.4.
If your booking is accepted for a Program due to start 15 days or less from the booking date, then the 24 hour cancellation period is not applicable, and no refund of payments will be made.
Refunds are provided only for the reasons listed in these Terms. We will not provide refunds based on a threat of negative reviews or social media posts. We reserve all rights in law and equity to respond to and/or take action against reviews or social media posts that are false, misleading, libelous, harassing, abusive, obscene, vulgar, sexually explicit, or are inappropriate with respect to race, gender, sexuality, ethnicity, or other intrinsic characteristic, or contain confidential information.
2. INVOICES, LATE PAYMENTS, & PAYMENT METHODS
2.1 Invoices. Payments for certain Programs will be auto-charged via third party payment processors. For Destinations and Remote Village (One Month Programs) full payment is required upfront. For Twelve Month Programs, Six Month Programs, and Four Month Programs, monthly invoices will be sent out via email on the 21st of each month (or the following business day if the 21st falls over a weekend) and due the 1st of the following month. Down payment invoices, Citizen invoices, travel invoices, as well as invoices for other additional services provided or facilitated by Remote Year may be sent and due upon commitment to said service. Remote Year utilizes third party billing platforms, including but not limited to Bill.com and Stripe, to send and track monthly invoices and to facilitate payments.
2.2 Add on charges. Incidentals and add-on charges (i.e. damages, visitors, events, other optional city specific offerings, etc.) will be invoiced as incurred or added to the next invoice or billed separately. Add on charges for events will be billed based on commitment to attend. If a participant commits to attending one of these additional events, the participant will be billed the associated event charge regardless of attendance.
2.3 Late Payments. If monthly due payments are not made in full by the 20th of the month for the current month’s invoice, unless otherwise agreed in writing by a Remote Year staff, then access to Remote Year platform, including accommodation, co-work space and Remote Year slack, may be immediately removed and the participant canceled from the program, with no refund due as per.
2.4 Payment Methods. Remote Year accepts varying methods of payment depending on the specific product offering. Please refer to the product specific payment methods in the relevant section(s) below. Please see Section 4.2 of the Participant Terms and Conditions for more information about the third-parties we use for billing and payment processing.
2.5 Discounts & Promotions: Remote Year, at its sole discretion, may offer discounts and/or promotions for certain products or offerings. Any discounts or promotions offered are non-transferable and their advertised timelines are strict. Remote Year reserves the right to deny the usage of discount codes that are not used as instructed. (E.g. If a single participant uses a discount code for couples, Remote Year will not honor that discount code.)
3. TRIPS AND JOURNEYS (1, 4 & 12 MONTH PROGRAMS) :
3.1 Program cost. The cost to participate in Remote Year’s One-Month, Four-Month and Twelve-Month Work and Travel Programs will be listed on the relevant Program page on Remote Year’s website. Note that prices are subject to change at any time, but that Remote Year will, except as provided in section 6 hereof, honor the prices advertised as of the date of a participant’s non-transferable and non-refundable down payment.
3.2 Payment structure. The costs associated with Remote Year’s One-Month, Four-Month and Twelve-Month Work and Travel Programs shall be split into the following two categories of payments: (i) a non-refundable and non-transferrable down payment, as more fully described in sections 3.4 through 3.6 hereof and (ii) the remaining monthly fees, as more fully described in section 3.7 hereof. Each participant is advised to consult Remote Year’s website for the specific down payment and monthly fees associated with a particular Program.
3.3 Payment methods. For Retreats, One-Month, Four-Month, and Twelve-Month Travel and Work Programs, Remote Year accepts payment from participants in accordance with the following:
Debit card and Credit Card
3.4 Down payment. The non-refundable and non-transferable down payment(s) due for each program are as follows: (i) Twelve (12) Month Programs, $500 due at commitment, $2,250 due by the 60th day prior to the program’s start date, and $2,250 due by the 30th day prior to the program’s start date, for a total due of $5,000; (ii) Four (4) Month Programs, $750 is due at commitment and $2,250 due by the 60th day prior to the program’s start date, for a total due of $3,000; and (iii) One (1) Month Programs and Retreats, $850 due at commitment and full balance due 60 days before start date.
3.5 Down payment payment plans.If you need an alternative payment plan, please email us at firstname.lastname@example.org as payment plans may be flexible, but full payments are always required by the due date unless otherwise approved.
3.6 Trips (1 Month programs)
3.6.1 Program Payment: Total program cost due 60 days before program start date
3.6.2 Included in Cost. Accommodations; transportation from local airport on program start day between 9am - 9pm (local time); shared workspace; certain RY hosted activities and events
3.6.3 Not Included in Cost. Flights and transportation to initial destination and from final destination, airport transportation on the day of departure at the program end. Passport, visa, and permit expenses; travel insurance; medical expenses and immunizations; additional expenses incurred due to COVID-19, in relation to the RY COVID-19 Policy or otherwise; personal expenses such as food and beverage (alcoholic or otherwise), laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
3.6.4 Room Share Discount. Couples have the option to share a room and receive a 20% reduction on the final program payment. The down payment is not discounted. If two participants wish to begin sharing a room they must either notify their Community Leader in writing, include the information in their onboarding survey, or email email@example.com at least 45 days prior to arrival to the city in which they wish to begin sharing a room.
3.7 Journeys (4 and 12 Month programs)
3.7.1. Monthly Fees. For Journeys, (such as 4 and 12 Month Programs) a monthly program fee is due on the first (1st) of each month, starting the first month of the Program, and continuing for the remaining months of the Program. Participants are advised to consult Remote Year’s website for the specific monthly fees associated with a particular Program. Monthly fees are not prorated. Each participant is responsible for the full monthly fee upon date of invoice. Please note that the monthly fees advertised on Remote Year’s website do not constitute a guarantee, estimate, or representation of actual costs in any particular city in which a Program is hosted.
3.7.2 Included in the Cost Accommodations; transportation from local airport on program start day between 9am - 9pm (local time) and transportation to local airport on departure days when taking the RY group flight. shared workspace; some activities and events,. 3.7.3 Not Included in the Cost. Flights to first arrival destination and flights departing from final program destination, airport transportation outside other than as specified in 3.7.2 above. Passport, visa, and permit expenses; travel insurance; medical expenses and immunizations; additional expenses incurred due to COVID-19, in relation to the RY COVID-19 Policy or otherwise; personal expenses such as food and beverage (alcoholic or otherwise), laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
3.7.4 Room Share Discount. Couples have the option to share a room and receive a 20% reduction in the monthly fee. The down payment is not discounted if room is shared. If two participants wish to begin sharing a room as a couple they must notify their Community Leader in writing at least 45 days prior to transitioning to the city in which they wish to begin sharing a room.
3.7.5 Opting out. For Journey programs only, in a situation where a participant is going to miss an entire city, (except in the case of extreme situations as set forth in Section 1.2), the bill for that month will be reduced to $1,000 if notice is provided by the participant to Remote Year at least 60 days prior to transition to that city. With less than 60 days’ notice, no reduction in fee will be granted. Notice must be received in writing by a Community Leader. This can only be used once per program. Travel will be included to and from the respective month of opt-out, unless customer requests a credit for each specific flight.
There is no couples’ discount for months opted out as accommodation cost savings are not realized when one or both members of a couple are opted out.
During their month away from the Program, the participant will not have access to Remote Year accommodations, workspace, private events in any Remote Year cities, nor SIM card services. The participant will retain access to travel between cities, community and Nation Slack, Facebook groups, the Google group and calendar, Positive Impact initiatives and public events.
Opting out does not affect the planned travel for a participant to or from a city. If a participant wishes to change one or more travel leg, they may be able to select a Transition Option or Travel credit as detailed in Remote Year’s Program Policies
Please note that whenever you Opt Out of a month, you lose access to any RY Services for that month, including access to the RY Workspace, Accommodations, and access to Core and Local Experiences for that city. You do retain your flights in and out of the city.
Also note that if you are considering opting out of a 4-month program, the Citizen Status and all benefits that come with having that are contingent on you having spent at least 4 months on one of our Programs and not opted out.
3.7.6 Notice of early departure. The down payment is non-refundable and non-transferable in all instances. Should a participant decide to leave the Program early, the participant acknowledges that in so doing, they will forfeit the full down payment.
Advanced planning is required for Remote Year to be able to provide all participants with a great experience in terms of transition logistics, accommodation allocation, and execution of events. Should a participant decide to leave the Program early, they must notify their Community Manager by the 10th day of the month in which they intend to leave the Program. If notice of departure is not provided by the 10th day of the month in which the participant intends to leave, the participant will be invoiced and liable for the following month’s fees regardless of attendance.
As stated above, monthly fees are not prorated. Each participant is responsible for the full fee due upon the date of invoice. The participant will not be required to make additional payments for the remaining months left in the Program, however, all unpaid bills or incidentals incurred prior to the early departure will still be dueas well as a $1,000 cancellation fee.
In leaving a Program early, the Participant forfeits access to anything Remote Year related for the remainder of the Program. The Participant will also be removed from Slack and other channels that Remote Year uses to communicate and coordinate with Program Participants.
Participants that depart early and have spent less than 4 months on a Remote Year Program will forfeit access to Citizen Status and all Citizen Services and offerings. (Participants on 12 Month Programs that spend more than 4 months on their Program before departing will not be re-added to Slack until after the Program they originally joined comes to an end and will not be eligible for Citizen Status until after the Program they initially joined comes to an end.)
Participants of Twelve Month Programs may have the option to rejoin their Program at a later date subject to Remote Year’s discretion. In order to do so, the participant must provide notice and an additional $2,000 down payment at least 45 days prior to the planned rejoin date. Regular monthly fees will resume the first month back with the Program (due on the 1st) through month 11. The participant will be responsible for costs of travel to the city in which they rejoin the Program.
3.9 Not included in cost. Passport, visa, and permit expenses; travel insurance; medical expenses and immunizations; additional expenses incurred due to COVID-19, in relation to the RY COVID-19 Policy or otherwise; transportation to initial destination and from final destination; personal expenses such as food and beverage (alcoholic or otherwise), laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
4. CITIZEN SERVICES
4.1 Requirements for participation. At Remote Year’s sole discretionCitizen services (“Citizen Services”) may be Services available to individuals that have fulfilled their commitment to Remote Year through completion of a set length Program of four months or longer (or substitution of one Retreat for one month Program, see 5.6 below),, or spent at least four months on a 6 or 12 Month Remote Year Program, which has concluded, and are in good standing (“Remote Year Citizens”). The definition of good standing is up to the sole discretion of Remote Year. A participant may not be in good standing if they have failed to pay for completed Remote Year Services, violated Remote Year's Code of Conduct, or breached Remote Year’s Participant Terms & Conditions in any way.
4.2 Services. Citizen Services offerings will be available for purchase by Remote Year Citizens on the Remote Year Marketplace. Citizens that would like to sign up for another Four Month Program, Six Month Program, or Twelve Month Program should contact firstname.lastname@example.org for pricing. Citizen Services purchases, including any add-ons, are non-refundable and non-transferable, and the price you are offered may vary based on how many months of a set length program you have completed.
4.3 Cost. The cost to participate in Citizen Services will be as listed on the Remote Year Marketplace. Note that prices on the Remote Year Marketplace are subject to change at any time.
4.4 Not included in cost. Ground transport to/from accommodation is not included. Neither is travel (unless otherwise specified in the purchase). SIM Cards are NOT included in the Citizen Service participation fees. Request to Opt In or Out of our SIM Card Service in accordance with the linked policies above must be received in writing to Citizens@remoteyear.com. Unless otherwise specified, travel to location and transport to accommodation are NOT included in Citizens Services.
5.1 Cost. The cost to participate in Remote Retreats will be as listed on the relevant program page on the Remote Year website. Note that prices are subject to change.
5.2 Payment. Retreats costs are split into two payments, a down payment and the remaining program payment. The down payment is due upon commitment and payable only by credit card. The remaining program payment will be charged to the same method of payment sixty (60) days prior to the program commencing. Participants must provide written confirmation via email to email@example.com to cancel. all Retreats payments are non-refundable and non-transferable except as described in sections 1.2 and 1.3 above.
5.3 Included in cost. Accommodations; food and non alcoholic beverages; certain activities and events, from time to time during a Program, which may be planned at Remote Year’s discretion.
5.4 Not included in cost. Airfare, passport, visa, and permit expenses; formal work space; travel insurance; medical expenses and immunizations; transportation to initial destination and from final destination; personal expenses such as alcoholic beverages , laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
5.5 Early Departure. Due to the short nature of Retreats, no refunds will be provided for participants that depart the program early.
5.6 Remote Year Citizenship Status. One week on a Remote Year Retreat will represent one full month on a Trip or Journey. This means that Remote Year Citizenship may be obtained through Retreat participation also, as well as a mix of Trips and Retreats. The participant must complete the full Retreat duration for this to qualify.
6. REMOTE YEAR CANCELLATION OF A PROGRAM
6.1 Cancellations; Prior to Departure. Remote Year reserves the right to cancel any Program that has not yet departed because of inadequate enrollment or any other reason that makes the Program economically infeasible to operate or because of good-faith concerns with respect to the safety, health, or welfare of the participants. If a Program is canceled prior to departure, Remote Year will provide participants with a full refund of monies paid to Remote Year; except in the event that the cancellation is due to a significant event that makes it infeasible to operate the Program as planned, in which case Remote Year will provide a refund of all monies paid in excess of the stated down payment amount for that program, and, at Remote Year’s option, provide participants with a refund and/or credit toward a future Remote Year equivalent to any remaining monies paid to Remote Year. Except as outlined above when Remote Year cancels a Program prior to departure, Remote Year has no responsibility for any expenses, including any non-refundable expenses, incurred by participants in preparing for a canceled Program or for any additional arrangements should participants embark prior to the scheduled group departure date.
6.2 Cancellations; In Progress. Remote Year also reserves the right to cancel any Program in progress because of good-faith concerns with respect to the safety, health, or welfare of the participants. If Remote Year cancels a Program in progress, participants will receive a prorated refund of their down payment and a prorated refund of fees paid for the month of cancellation and any prepaid months. All other monthly fees paid prior to the month of cancellation will not be refunded. Except as outlined above when Remote Year cancels a Program in progress, Remote Year has no responsibility for any expenses, including any non-refundable expenses incurred by participants in preparing for a canceled Program or for any additional arrangements should participants embark prior to the scheduled group departure date.
6.3 Program Delays. Remote Year also reserves the right to delay the commencement of a Program for reasons including, but not limited, to travel and/or quarantine restrictions, health and safety concerns, the closure of hotels, restaurants and other businesses due to lockdown restrictions and other similar events. In such an event, Remote Year shall contact Program participants regarding the alternative launch dates.
6.4 Program Interruptions. Under certain circumstances, Remote Year may need to interrupt a current Program due to travel and/or quarantine restrictions, health and safety concerns, the closure of hotels, restaurants and other businesses due to lockdown restrictions and other similar events. In such event, while Remote Year will use reasonable efforts to mitigate the impact of such an interruption, you will be responsible for all additional costs associated with the interruption, including, without limitation, any additional travel, accommodation and food and beverage costs although you may be able to seek reimbursement for some of these costs from any travel insurance policies you may have obtained.
7. CHANGES IN FEES
Remote Year will endeavor to keep your fees consistent for the duration of a Program, however, market factors may require Remote Year to change the cost of its products from time to time. As such, Remote Year reserves the right to increase the monthly fees for its Four Month Programs, Six Month Programs, and Twelve Month Programs at any time. Customers shall be provided with at least sixty (60) days notice of any such increase, and potential increases shall not exceed 5% of the stated price upon initial down payment.