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Terms and Conditions of Service

Please read the Terms and Conditions of International Volunteer HQ Limited (IVHQ) carefully before submitting your online booking form. By clicking on the box besides the words 'I have read and agree to the IVHQ legal terms and conditions' in the online booking application form, you agree to the following terms and conditions. 

Travel

The volunteer is solely responsible for arranging and paying for their own travel, specifically including all airfares or other transport costs to and from the host country as well as any local transport costs. It is the responsibility of the volunteer to carry all necessary documents when traveling abroad. While IVHQ may advise the volunteer on required travel documentation, IVHQ is not responsible for any supporting documents necessary for the volunteer's travel needs or other purposes. Volunteers are responsible for ensuring their travel documents are up to date and valid for travel.

Insurance

IVHQ does not provide the volunteer with insurance of any kind. Travel insurance is mandatory for each volunteer, and the volunteer will purchase this prior to departing on the trip. The volunteer is solely responsible for evaluating and determining the type, extent and levels of any insurance coverage they need or desire for their planned volunteer travel period. However, it must cover their entire travel period.

Refund Policy

Compared to similar companies that provide comparable comprehensive volunteer service opportunities, IVHQ’s registration and program fees are significantly less than the fees charged by other such companies and volunteers are encouraged to compare IVHQ’s fees to the fees charged by other similar companies. As a consequence, IVHQ operates on a much smaller profit margin and is therefore unable to provide and does not provide a total refund policy.

IVHQ Rewards

IVHQ offers a US$30 referral reward for volunteers who refer a friend or family member to volunteer with IVHQ through the IVHQ Ambassador Program. Returning volunteers and volunteers registering on multiple IVHQ programs are eligible for a US$30 registration fee refund reward. IVHQ ambassadors and volunteers are subject to the IVHQ Rewards Terms and Conditions.

Registration Fees

Details of our registration fees are set out on our website. The registration fee is refundable up to sixty days before the start of the volunteer’s placement in the host country. All refunds will be made less the costs incurred in processing the refund such as bank and transaction fees and an IVHQ processing fee (US$20). If the volunteer changes their start date, the date used for refund purposes will be the earliest dates the volunteer has indicated they wish to start, unless IVHQ agrees otherwise. 

Requests for registration fee refunds must be posted to IVHQ (hard copy is required) with the signature of the volunteer and received by IVHQ sixty days before the start of volunteer's placement. Phone calls and e-mails are unacceptable. Once the volunteer’s refund request had been received by IVHQ, the volunteer will be notified immediately via email. If the volunteer does not receive such an email, the assumption should be made that the request has not been received.

If a volunteer registers and requests a verification letter, they cannot then receive a refund for their registration fee should they withdraw from the program. 

IVHQ reserves the right to revise the registration fee at any time. All registration fee revisions will be made via the IVHQ website with seven days advanced notice given before they take effect. Registration fee revisions are not applicable to volunteers who have already submitted their online booking before the revisions are due to take effect.  A volunteer’s placement on a program cannot be confirmed until registration fee has been paid in full. All registration fee payments attract a 5% transaction fee charge to cover PayPal fees (where applicable), bank fees and currency conversion charges.

Program Fees

Details of the program fees are set out on our website. Because Program fees are paid to our partner organizations (either directly or through IVHQ and not to IVHQ) they are not refundable by IVHQ.  Program fees paid through IVHQ by means of online payment, bank or wire transfer will need to have transaction costs covered by the volunteer. All program fee revisions will be made via the IVHQ website with seven days advanced notice given before they take effect. Program fee revisions are not applicable to volunteers who have already paid their registration fee before the revisions take effect. Volunteers who cancel from their program and then reinstate their file are subject to the program fee and any revisions to the program which have occurred at the time they wish to reinstate. Program fees are due 30 days prior to the beginning of the volunteer’s program placement. Failure to make this payment can result in a loss of volunteer placement with no refund of registration fee. All program fee payments attract a 5% transaction fee charge to cover PayPal fees (where applicable), bank fees and currency conversion charges.

Registration fees and program fees are not transferrable to other persons.

Change of Dates and Duration

Once registered and before they begin their trip with IVHQ, the volunteer is entitled to change their start date and duration once, at no additional cost. If they need to change their start date or duration a second time they will be required to pay an administration fee of US$50 for each change they make. Program changes within seven days of the volunteer's start date will incur an administration fee of US$150. If a volunteer wishes to change their start date, the registration fee is only valid for new start dates within twelve months of the original start date.

Personal Risks

The volunteer acknowledges and accepts the responsibilities and risks associated with their agreement to travel to, temporarily live in and provide volunteer services in a developing country. Such travel and volunteer work can be often hazardous and involves a certain degree of risk, inherently dangerous activities and personal perils to the volunteer, both foreseen and unforeseen, all of which are fully accepted by and solely assumed by the volunteer. Therefore, IVHQ including any and all of its employees, managers, directors, shareholders, host families and host country partner organizations are not liable, to the maximum extent of the law, for any loss or harm the volunteer or associates may suffer, including but not limited to loss caused directly or indirectly by:

  • Personal injury;

  • Emotional injury;

  • Death;

  • Illness or disease;

  • Damage to or loss of property;

  • Hostage situations; or

  • War or terrorism.

Indemnity

The volunteer agrees to indemnify IVHQ against any and all liability which IVHQ incurs arising directly or indirectly out of, or in connection (in any way) with, the volunteer's travel to, living in and providing services in the volunteer's nominated country. 

Drug and Alcohol Use

The volunteer must abide by the rules put in place by IVHQ’s partner organization, volunteer placement institution and host family in regards to alcohol consumption. Drug use (unless prescribed by a doctor) is strictly prohibited and will result in instant dismissal from the program with no refund.

Child Protection Policy

The volunteer has read the complete IVHQ Child Protection Policy. They fully understand and agree to follow all procedures contained within. If at any time the volunteer fails to follow the guidelines set forth by the IVHQ Child Protection Policy, they understand that their volunteer program may be terminated by IVHQ and appropriate action will be taken.

Miscellaneous

The volunteer agrees to comply with the partner organization's code of conduct and waiver.

IVHQ reserves the right to use feedback and images provided by volunteers for website materials such as testimonials.

IVHQ provides a service connecting volunteers to partner organizations.  You agree that IVHQ is not liable for any actions or omissions of any partner organization.

To the full extent permissible at law, all representations, terms, warranties, guarantees, or conditions whether implied by statute, common law or custom of the trade or otherwise, including, but not limited to, implied warranties and guarantees, are excluded.

Notwithstanding anything else contained in any agreement, the liability of IVHQ to the volunteer shall not in aggregate exceed the amount of the registration fee paid by the volunteer.

This website is presented solely for the purpose of promoting IVHQ services and those of IVHQ’s partner organizations. This site is controlled and operated by IVHQ from its offices in New Zealand. IVHQ makes no representation that materials in the site are appropriate or available for use in other locations.

Those who choose to access this site from other locations do so on their own initiative and are responsible to the extent local law is applicable.

IVHQ does not warrant or make any representations regarding the correctness, accuracy, reliability, or otherwise of the materials in this site or the result of their use.

IVHQ and its partner organizations reserve the right to remove the volunteer from the program.

All dates and times referred to in these terms and conditions are based on New Zealand Standard Time.

Force Majeure

IVHQ has no liability for any lack of performance, unavailability or failure of the services or its website, or for any failure of IVHQ to comply with these terms and conditions, where the same arises from any cause reasonably beyond the control of IVHQ.

Governing Law

These terms are governed by the laws of New Zealand.