Remote Year Program Policies Version 1.3

Effective Date: Sep, 10 2022

These Program Policies contain important information about our rules and guidelines for your participation in a Remote Year Program and Remote Year Membership  (as defined in the Remote Year Participant Terms and Conditions), and our rules and guidelines regarding travel, accommodation, visitors, guests, etc. 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. Accessibility Requirements Remote Year recognizes that some individuals may have physical and/or mental accessibility needs or impairments. As such, Remote Year will endeavor to provide reasonable accommodations unless doing so causes a direct threat to these individuals or others, violates local laws, and/or if the accommodation creates an undue hardship to Remote Year. For more information about this section or to discuss or request an accommodation, please reach out to your RY Advisor, Onboarding Team or Community Leader.

2. Travel Policies

2.1 Entry and Exit from RY Cities

2.1.1 Flights in and out of programs are not covered by Remote Year, you are responsible for providing your own means of transportation between RY cities. For example, in a 4-month program (Journey), Remote Year will take care of all of the travel from your month 1 city to your month 4 city. However, it is your responsibility to book your flight into your month 1 city and out of your month 4 city.

2.1.2 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.

2.2 Travel Alterations and Changes

If you are on a RY program that has included flights, there are 2 ways you can potentially alter or change your travel: 2.2.1Travel 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.

2.2.2 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.

2.2.3 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. 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.

2.2.4 Other Alterations and Changes info: If you select the Credit option through the marketplace, the credit will be issued/reflected on the last bill you receive before the flight for which you selected the Credit. (For example, if you’ve selected the credit instead of taking the group flight on May 25th, you will see that credit deducted from the bill you receive on May 21st.)

  • Full Program Payment or if your bill/invoice is less than the Credit amount: If you have paid for your Remote Year program in full, or if the bill/invoice you receive is less than the Credit, you will receive your Credit as a refund back to the credit card used for your original down payment. If you prefer to use a different method of refund, please contact payments@remoteyear.com before the refund is processed.

  • If you decide to leave your Remote Year community, all future Remote Year Credits, and planned flights we may have booked for you will be canceled. 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.

  • 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 Community 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 canceled. 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.

  • If you opt out of a month of Remote Year and decide not to travel with the group, you can still select the Credit option through the Marketplace before the 65 day deadline and that Credit will be deducted from the associated bill.

2.3 Important Airline Policies

2.3.1 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.

2.3.2 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.

2.3.3 Many Airlines and/or airports require proof of exit information from the country to which you are traveling. 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.

2.4 Luggage Policies

2.4.1 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 62 inches, as well as 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. Remote Year will not be responsible in case of lost or stolen luggage, but our team will do our best to work with you to get it back.

2.4.2 If you can not carry it, do not pack it! Our staff are helpful but Remote Year staff are not expected to transport baggage for you under any circumstances.

2.4.3 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! 2.4.4 Some Remotes may look to bring additional oversized luggage, such as bikes or surfboards. For any included ground transportation, while we will try to accommodate such luggage, this is not a guarantee. Any additional costs incurred to accommodate the luggage will be made clear to the participant in advance, for them to accept or choose to make their own arrangements. For included RY group / transition flights, the Remote will be responsible for all additional charges by the airline carrier. Because of the number of airlines used, Remote Year cannot guarantee in advance that any oversize luggage will be accepted by the airline, and so all items are at the Participant’s risk. 

3. Visitors

3.1. For Retreats, visitors are not allowed. If your significant other or friend wants to join, they are welcome to book a spot.

3.2.1 For all other programs visitors allowed in Remote Year accommodations vary depending on the following factors: (a) destination; (b) accommodation; and (c) the preferences of your roommate(s) (d) your community guidelines . 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.

3.2.2 When visitors can be accommodated, for 4 and 12 month programs, visitors can stay up to 10 nights, each month in Remote Year accommodations.. 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. For 1-month programs, visitors can only stay up to 3 nights.

3.2.3 Visitor FAQs:

  • All visitors must meet Remote Year's COVID vaccination policies.

  • If you have 2 visitors staying with you for a night, this counts as 2 visitor nights and so on.

  • Visitors must be reported to your Community 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.

  • 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.

  • Remote Year does not provide additional beds, bedding or towels for visitors. 

  • Visitors may be able to attend events for free, for a cost, or not at all, at the Community Leader’s discretion. Visitor workspace fees and availability will vary, and should be coordinated with Community Leaders.

  • 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.

  • Should your visitors attend any Remote Year events, stay in Remote Year accommodations, or work in a 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.

  • If your visitors are not current Remotes or Remote Year Members 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.)

  • Visitors that will be staying in Remote Year accommodations must be 18 years of age or older.

  • Any Remote, Member, or past RY Participant who is not in good standing standing (e.g. was removed from a program, found in violation of the Code of Conduct, or has an outstanding balance with Remote Year), is NOT able to stay in any Remote Year accommodations as a visitor.

  • Anyone (member or not) who is found to be abusing the RY platform by shadowing or traveling with a community without paying for RY services will be banned from all future RY experiences. 

  • The visitor policy and the opt out policy may not be used in conjunction to avoid payment. Any Remote who is opted out may only stay as a visitor for a maximum of 10 nights every fourth month in any Remote Year accommodation. (The first 5 nights are free and the second 5 nights are $15/night). Remotes who have ‘opted out’ of a program may NOT bounce around apartments to refresh guest night counts or free night counts. In the case that an opted out Remote does not properly declare their stay as a guest Remote Year may permanently void their right to stay as a guest in Remote Year accommodation. Further, if you host an opted out Remote without proper declaration you will be accountable for any fees charged by our vendors.

4. Damages and Incidental Policies

4.1 At the end of each program and or month, RY will do an inventory of each property. If anything is broken or lost from your property or the coworking space, the remote responsible will have to pay for lost items and/or damages. If the person responsible is not identified, the group will have to share the bill (for housing, roommates will be responsible and for coworking, the entire group)

4.2 All costs will be charged to you by Remote Year on your next billing cycle or in a separate invoice. 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, which we will source from a local vendor and/or landlord.

4.3 Please remember that in most cases 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.

5. Workspace Policies

5.1 General Workplace 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 (not that we’ve known that to happen though!) Please also note that some workspaces that Remote Year uses may be pet friendly. If this is something that is going to cause a problem for you, please let us know before arriving to the city. While we cannot stop pets from being in shared/common areas, where practicable we’ll do everything we can to try to facilitate a comfortable experience for you. Lastly, it’s important to note that if you choose not to use the RY workspace for any reason while on a program, no refund or credit will be due, as this is a prepaid facility within the Remote Year package.  

5.2  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.

6. Tech and Networking Policies

6.1 Remote Year may provide you with access to Slack, RY Nation Hub, Google Drive, various internet and wifi networks, hotspots, and other technology platforms (collectively “Remote Year Tech” or “Remote Year Services”). 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 Mighty Networks’ Terms of Use 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

  • 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

  • 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.

7. COVID-19

7.1 COVID-19 Vaccination Policy

  • For all 12 month programs beginning after October 1, 2021, and for all Remote Year programs which begin on or after  October 31, 2021, all participants traveling with Remote Year as part of a new program will need to be vaccinated against COVID-19.

  • Remote Year’s vaccine requirement applies to all Remote Guests, RY Staff or Members who look to attend official RY events, RY designated co-work space, accommodations, and any other RY related platform. Proof of vaccination will be required to participate in a RY program, to attend events hosted by RY, or to access RY accommodations.

  • By way of clarification, Remote Year’s vaccine requirement applies not only to those paying for our services, but also to all Remote Year staff who are required to travel as part of their role, attend any Remote Year events or internal business meetings, regardless of whether part of a Remote Year program.

  • COVID-19 Vaccination is not required for RY Members who retain on Community Membership, ie. not traveling on an RY Program. 

  • Should Remote Year learn that an individual subject to the vaccine requirement has provided Remote Year with false information regarding their vaccination status, that individual will be immediately removed from the Remote Year program in question without any refund consistent with Remote Year’s Terms and Conditions.

  • Remote Year’s vaccination requirement is in addition to any local entry requirements for each county, to which each participant must strictly adhere.

7.2 Ongoing Remote Year COVID Safety Measures

When going on a RY program, you must always follow all local regulations. In addition to these regulations, we have a few additional policies and partners to ensure you are as safe as possible when traveling with us. We reserve the right to amend our COVID-19 safety measures in line with guidance from local governments and/or trade associations. ‍Community Guidelines and suggestions

  • Avoid going into others personal spaces unless invited

  • Reduce physical contact when not necessary

  • Wash and disinfect your hands frequently

  • Do not bring strangers back to your living spaces without consent from your roommates

What else is RY doing to ensure a safe experience?

  • Providing support to Remote Year staff to receive the vaccination

  • Partnering with local doctors and hospitals in case of emergencies

  • Leaning on our safety advisor (International SOS) for guidance and support

  • Deep cleaning properties prior to arrival as well as providing hand sanitizer in each living space

7.3 COVID Policy & FAQS

For our full COVID Policy and list of FAQs please see here.

8. Miscellaneous

8.1 Pets In some locations, namely where we have confirmed that Selina will be the accommodation provider, we may be able to permit pets to be on program with their owner. Any additional costs charged in relation to bringing pets will be payable by the Participant direct to the Accommodation Provider. Remote Year is not responsible for any additional charges, or services in relation to the charges. Nor can Remote Year take any responsibility for the accomdoation’s suitability for pets. The participants will be responsible for upholding all regulations laid out by the Accommodation provider.

For the vast majority of our programs, we are not able to support pets on programs currently, but we are going to do our best to continue exploring this option and will update you in the future if it becomes viable.

8.2 Age Persons below the age of 21 are not eligible to participate in a Remote Year Program or Remote Year Membership

8.3 Families and Children As long as your family are all above 21 in age, we would love to have you! Unfortunately we are not currently accepting anyone under the age of 21. We are however looking into creating programs for families/children and will keep you updated as we have more information.

8.4 Safety We always work with our safety and security partner, International SOS, to determine the best destinations for each of our programs with your safety in mind. If you join a program, you will receive free personal access to their app and site.

8.5 Drugs, Alcohol and Illicit Substances Remote Year does not tolerate use of illegal drugs or activity on any program. All participants are expected to abide by the laws in each country visited. If at any point during the Program you perform or engage in any illegal activity, Remote Year is not responsible for legal ramifications of that action, and you may be removed from the Program at your own cost, and without refund to you. Remote Year has no responsibility or obligation to notify participants of all applicable local laws.

8.6 Visas RY Participants are responsible for obtaining any documents required for their participation in the trip, such as a valid passport, all visas, vaccination certificates, and any other documents. Failure to obtain documents does not negate the Terms and Conditions, and any extra costs incurred for rerouting due to travel without the necessary documents will be the participant’s responsibility. Remote Year is not a legal advisor or a professional advisor and it does not provide guidance on visa processes

8.7 Travel Insurance You must have adequate travel insurance in order to participate in a Remote Year Program. Remote Year may provide information about insurance options and references to trusted insurance partners during onboarding, however, you alone are responsible for securing said insurance and Remote Year may require you to present proof of said insurance.

8.8 Job requirement Being employed is not a requirement to be able to participate in a Remote Year program, but bring your passion project

9. Our Housing Promise

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 submitting a ticket on the sending an email, or RY Nation Hub, a message to your Community Leader, or email feedback@remoteyear.com  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: 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 operating is less than 55 F (13 C), you will have a heater in your accommodation. *For the purposes of our extreme climates policy, average temperature is based on historical data. Unfortunately we may be unable to install air conditioning during heatwaves and/or heating during record breaking lows.