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.
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.
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. This must cover their entire travel period.
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 is therefore unable to provide and does not provide a total refund policy.
Details of our registration fees are set out on our website. The registration fee is refundable until sixty days before the start date of the volunteer’s chosen program (based on New Zealand time).
All registration fee refunds are subject to a US$150 cancellation fee, incurred as a result of administrative and processing costs. Requests for registration fee refunds must be submitted using the refund request form available from your IVHQ Program Manager.
Cancellations are subject to the following policies:
- The circumstances regarding eligibility for a refund and the associated notice period are based on the earliest start date the volunteer has ever been registered for.
- If a volunteer cancels sixty days or more before their earliest program start date, they can either request a refund of the registration fee, which will be provided less a $US150 cancellation fee, or ask for a registration fee credit to be held in their name for future use on any IVHQ program, subject to availability, within twelve months from their earliest registered start date.
- If a volunteer cancels between fifty-nine and thirty days before their program’s start date, no refund of registration fees is provided. A registration fee credit may be held in their name for a period of twelve months from their earliest registered start date, for future use on another IVHQ program, subject to availability.
- If a volunteer cancels less than thirty days before their program’s start date, no refund of registration fees is available. A registration fee credit may be held in their name for twelve months, subject to availability, provided program fees have been paid by their due date. If program fees have not been paid, the volunteer can request for their registration fee to be held in credit for twelve months by paying a late cancellation fee of $US150.
Once a volunteer’s refund request has been received by IVHQ, they will be notified via email. If no notification is received within three working days, the assumption should be made that the request has not been received and the volunteer is advised to contact his or her IVHQ Program Manager.
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.
Registration fees are not transferable to other persons.
Where a group of ten or more people is volunteering with IVHQ, the group leader must register ahead of other group members in order to secure the group’s dates and plans. Group members must then apply and register no less than sixty days before the program starts. Group members who register less than sixty days before the program start date may be excluded from the program, unless approved by IVHQ.
IVHQ reserves the right to revise the registration fee at any time. All registration fee revisions will be made via the IVHQ website. 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.
Details of the program fees are set out on the IVHQ website and any fee revisions will be made public via that platform. Program fee revisions are not applicable to volunteers who have already paid their registration fee, unless the volunteer alters their original booking after the program fee revisions have taken effect.
Program fees are non-refundable. Any exceptions to this are considered on a case-by-case basis at the discretion of IVHQ prior to the volunteer’s start date, or at the discretion of the local team once the volunteer’s program has started. All requests for program fee refunds and partial program fee refunds agreed by IVHQ or the local team are subject to a cancellation fee of US$150, to cover administrative and transaction costs.
Volunteers who cancel from their program and then reinstate their file at another time are subject to program fee differences and any revisions and variations to the program costs that have occurred at the time they wish to reinstate.
Program fees are due no later than thirty 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.
Where a group of ten or more people is volunteering with IVHQ, program fees and fees for additional services for each group member must be paid no later than thirty days before the program starts. Where a group has requested additional services such as tours as part of their itinerary, all cancellations and refunds are subject to the terms defined by the providers of these additional services.
Change of Dates and Duration
Once registered and before they begin their trip, the volunteer is entitled to change their start date and duration once, at no additional cost. If they need to change their start date, destination 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 fourteen days of the volunteer’s start date will incur a late change 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.
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. IVHQ ambassadors and volunteers are subject to the IVHQ Rewards Terms and Conditions. Returning volunteers and volunteers registering on multiple IVHQ programs are eligible for a 10% registration fee discount, provided they answer ‘Yes’ to one of the following questions in their application forms: ‘Have you volunteered with IVHQ before?’ or ‘Are you volunteering in more than one country on this trip?’.
The volunteer acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and provide volunteer services in a foreign country. Such travel and volunteer work can be 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 independent local teams 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;
- Illness or disease;
- Damage to or loss of property;
- Natural disasters;
- Hostage situations; or
- War or terrorism.
The volunteer agrees to indemnify IVHQ and the independent local team against any and all liability which IVHQ or the independent local team 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 the independent local team, volunteer placement institution, and the 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 or the independent local team and appropriate action will be taken.
The volunteer agrees to comply with the independent local team’s code of conduct and waiver.
IVHQ reserves the right to notify the emergency contact appointed by the volunteer in the event that the volunteer is dismissed from the program, and in other circumstances deemed appropriate by IVHQ.
IVHQ reserves the right to use feedback and images provided or shared by volunteers for marketing and promotion purposes.
IVHQ provides a service connecting volunteers to the independent local team. You agree that IVHQ is not liable for any actions or omissions of the independent local team.
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 the independent local team. 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 reserves the right to change these Terms and Conditions or the services it offers from time to time.
IVHQ reserves the right to refuse acceptance to any application.
The volunteer certifies that all information provided to IVHQ relating to their personal background, qualifications, experience, medical history, and current state of health is accurate and truthful, and that no information relating to the aforementioned areas is withheld. IVHQ and the independent local team reserve the right to remove a volunteer from their program, without refund or compensation, if it becomes apparent that untruthful or inaccurate information is submitted in their application form or provided through communications with IVHQ staff, or if relevant information is withheld, or for any other reason by giving notice to the volunteer.
All dates and times referred to in these terms and conditions are based on New Zealand Standard Time.
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.
These terms and conditions and the service provided pursuant to these terms and conditions will be governed by the laws of New Zealand and the parties submit to the non - exclusive jurisdiction of the New Zealand Courts.