GENERAL TERMS AND CONDITIONS

• Registration into the program is an expressed consent with all of the terms and conditions stated herein
• Program estimates are based on costs, tariffs, taxes, charges, levies and exchange rates as of the date of this agreement
• Increases of any of these costs or charges may result in an increase in the price of your experience. Civitas GES will notify US university of any rate increases no later than sixty (60) days prior to program launch
• All deposits and airfare costs are non-refundable. Cancellations and refunds are subject to penalty fees
• Offered price for air and land package is subject to availability. Price and availability is subject to change based on rates secured at time of booking. Booking is done at the date that final payment is received by Civitas GES
• All initial deposits are Non-Refundable. Cancellations are subject to the following penalty fees: Full refund for any reason prior to 90 days prior to departure less initial deposit; 50% refund 89 – 60 days prior to commencement of program less initial deposit
• No refund for any cancellations within sixty (60) days of the beginning of the experience or for any reason during the actual operation of the experience
• No refund due to any changes in United States Government policy or geopolitical climate that may affect the legality of this program
• In the event Civitas GES decides to cancel the trip due to lack of participation, all payments other than initial deposits will be fully refunded
• For programs that fall under the general license guidelines of 31 CFR 515.565.a, the US Institution will write a letter declaring that Civitas GES is operating as an agent for the US Institution for the purpose of facilitating travel transactions for stated program
• Participants that fail to adhere to OFAC regulations are subject to immediate expulsion from the program at participant’s expense and possible reporting to the US Department of Treasury
• No refunds will be issued to participants who fail to adhere to the OFAC regulations
• ACCOMMODATIONS: Civitas GES reserves the right to make substitutions with hotel/accommodations of equal standard or value
• AIRFARE: All airfare to Cuba is non-refundable. Traveler is responsible for paying all checked bags fees. Checked bag fees are not included
• Participant air travel is organized as a group that begins from from a pre-determined origin point in the US and includes round-trip travel from the origin point to Cuba
• Airfare does not include any domestic connections to the US origin point
• CUBA VISA: Civitas GES can facilitate the acquisition of visas upon request
• CUBA HEALTH INSURANCE: The government of Cuba requires that every international visitor have health insurance while in Cuba. In the case where the traveler acquires his/her own airfare, the traveler is responsible for ensuring that he/she has Cuba Health Insurance
• MINIMUM AGE FOR PARTICIPATION: The minimum age of any participant in this program is 18 years as of the first date of the program
• DIFFERENCE IN MINIMUM DRINKING AGE LAW: The minimum age for the purchase and consumption of alcohol in Cuba is 18 years and social interactions and events organized by Civitas GES may include alcoholic beverages in accordance with Cuban Law
• CUBAN-BORN US CITIZENS: Cuban law requires additional verification and permission for a participant who was born in Cuba but is currently a citizen of another country (“Cuban-born”). This is a process that requires on average a minimum of 90 days to complete. If any potential participant is Cuban-born, the traveler must notify Civitas GES as soon as possible. Extra applications and fees may apply.
• Deposit for the program is due ninety (90) days prior to program launch. Total balance is due sixty (60) days prior to program launch

PRE-TRIP DOCUMENTATION

All travelers must also submit the following documentation to Civitas GES prior to program launch:

• A legible color copy of traveler’s Passport, valid for at least six months after the scheduled return date. The passport copy should contain the traveler information and signature pages. Click here to view an example of an acceptable copy.
• If the traveler’s passport is for any country other than the United States, traveler must provide a copy of his/her alien registration card or valid US visa.
• Online Travel Registration Form

PAYMENT METHODS

We accept payments by credit card, PayPal, check or wire transfer.

Credit Card and Online Payments
We use PayPal for our credit card processing services. To complete your payment, follow the links on our website. There is a 3% additional service charge for payments made with a credit card or PayPal account. Upon request, we can issue an invoice prior to payment.

Civitas GES cannot accept credit card transactions over the phone.

Check Payments
Payments made by check should be addressed to “Civitas Global Educational Services” and mailed to:

Civitas Global Educational Services
3102 Durand Drive, Suite 100
Los Angeles, CA 90068
Attn: Cuba Programs

DO NOT write word “Cuba” on any check. Doing so may cause a delay in the processing of your payment by your financial institution (up to 90 days) resulting in forfeiture of your participation in the program.

Wire Transfers
We accept wire transfers. Please contact us at CubaPrograms@CivitasGES.com to request an invoice with wire transfer instructions.

DO NOT include the word “Cuba” in the memo of any wire transfer. Doing so may cause a delay in the processing of your payment by your financial institution (up to 90 days) resulting in forfeiture of your participation in the program.

OFFICE OF FOREIGN ASSETS CONTROL

Civitas Global Educational Services designs and facilitates all its programs in full accordance with the general license guidelines of the Cuba Assets Control Regulations (CACR) as published by the United States Department of the Treasury, Office of Foreign Assets Control (OFAC) as of November 9. 2017 and the National Security Presidential Memorandum (NSPM) as of June 16, 2017. Our itineraries provide a full-time schedule of educational exchange activities designed to result in meaningful interactions between our travelers and individuals in Cuba. OFAC requires that all participants in our programs adhere to the full-time schedule of activities and in compliance with restrictions on direct financial transactions with certain entities and sub entities (31 CFR § 515.209).

Civitas GES programs fall under one or more of the following general licenses of the CACR:

• 31 CFR § 515.564. Professional research and professional meetings in Cuba
• 31 CFR § 515.565. Educational activities
• 31 CFR § 515.567. Public performances, clinics, workshops, athletic and other competitions, and exhibitions
• 31 CFR §515.574. Support for the Cuban People

Civitas GES maintains a record of all applicable travel transactions in accordance with 31 CFR §§ 515.601 and 501.602 for applicable record-keeping and reporting requirements.

Every traveler is required to adhere to the itinerary provided for the program. Failure to do so may result in a violation of the general license terms outlined by OFAC. Penalties for violations may include early termination of your participation in the program (with no refund) and reporting to the United States Department of Treasury. Each participant will keep a copy of the program itinerary along with copies of any receipts of purchases made and expenses incurred related to the experience. In Cuba, not every vendor will have a receipt, therefore it is strongly suggested that each participant maintain a log of any purchases or expenses incurred while in-country. This log should be kept in the participant’s records for a period of five (5) years.

Click here to view the entire CACR regulations as of November 9, 2017.

USE OF SENSITIVE DATA

The type of information which we collect about you will depend on how you use the facilities offered on the website and which products or services you use. If you visit this website to browse or download information, our web server will record the date and time of your visit to our site, the pages viewed, and the information downloaded. We will only use this information for statistical and for website development purposes. Any information that you enter on to an online application form (e.g., contact details) will only be collected by us if you submit your online application. In other words, if you cancel your application or log out prior to submitting your application, any information which you had entered is automatically deleted. We will not use or disclose any personal information collected about you other than for the purpose for which you have given it to us. We will not use, sell or disclose your information for any other purpose without your consent unless required or authorized by law.

Our online forms will ask for the following information at-a-minimum:

• Full Name (as it appears on Passport)
• Date of Birth
• Residential Address
• Contact Phone Number
• Country of Birth
• Country of Passport Issuance
• Passport Number
• Date of Expiration
• Gender as it appears on Passport
• Full Name of Emergency Contact
• Relation to Participant of Emergency Contact
• Phone Number of Emergency Contact
• A clear color copy of the Passport that includes data and signature pages
• If participant is a permanent resident of the United States, a clear color copy of the resident alien card
• If participant is in the United States on a non-immigrant visa, then a clear copy of the applicable US visa