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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 application. By submitting your application, you confirm your acceptance of, and agree to be bound by the following IVHQ Terms and Conditions of Service:

Definitions

  • All prices referenced are in US dollars.
  • All timing referred to in these terms and conditions is based on New Zealand standard time.
  • ‘IVHQ’ refers to International Volunteer HQ.
  • ‘Volunteer’ refers to the customer of IVHQ who has applied to participate in a volunteer program.
  • ‘Independent Local Team’ refers to the local coordinator who facilitates the volunteer program in the chosen country.
  • The ‘IVHQ website’ refers to www.volunteerhq.org.

Travel and Documentation

The volunteer is solely responsible for arranging and paying for their own travel to and from the program destination, as well as any local transport costs. It is also the responsibility of the participant to obtain and carry all necessary documentation such as visas and passports, when traveling abroad. While IVHQ may provide advice and guidance to the participant in regards to the required travel documentation, IVHQ is not responsible for the accuracy of its advice or providing or obtaining any supporting documents necessary for the participant’s travel needs, such as visas, medical certificates, or travel permits. Participants 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 must 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.

Registration Fees

Payment of the Registration Fee confirms a volunteer’s acceptance onto one of IVHQ’s volunteer programs, subject to availability and IVHQ’s discretion. Registration fees are not transferable to other persons.

IVHQ offers different levels of pricing for volunteers to choose from when they register for a program (each an Option). Each Option has different terms and conditions relating to flexibility and refunds of a volunteer’s fees. The current Options available, and the specific Terms applicable to each Option are set out on the Terms and conditions of IVHQ Registration and Program Fees page of the IVHQ website.

IVHQ may, at its sole discretion, offer custom Options to a volunteer or group of volunteers and terms agreed to in any custom Option will apply to that volunteer or group of volunteers, instead of the Options set out on the IVHQ website.

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 start 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 terms of any Registration Fee Options it offers, including the fee amount, at any time. IVHQ may offer new Options at any time. All revisions to Registration Fees Option terms will be made via the IVHQ website. Revisions are not applicable to volunteers who have already submitted their Registration Fee payment before the revisions are due to take effect.

All registration fee payments attract a 5% transaction fee to cover international banking fees and currency charges. International wire transfer payments attract a minimum fee of $75.

Program Fees

Participation on a volunteer program requires full payment of the relevant Program Fee as set out on the IVHQ website. IVHQ reserves the right to revise Program Fees at any time and any fee revisions will be made public via the IVHQ website. Program Fee revisions will not apply to participants who have already registered, unless the participant makes a change to their program details after the Program Fee revisions have taken effect. The specific Terms applicable to Program Fees are set out in the Terms and conditions of IVHQ Registration and Program Fees page of the IVHQ website.

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 Fees and payments for additional services attract a 5% transaction fee to cover international banking fees and currency charges. International wire transfer payments attract a minimum fee of $75.

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 of the providers of these additional services.

Program Cancellation

Should a volunteer be registered on a program that is subsequently closed, withdrawn, or otherwise made unavailable by IVHQ prior to their scheduled start date, the volunteer may elect to:

  • Change to a different program free of change, subject to availability and the payment of any incremental fee should the new program’s fee be higher than the original program’s fee. No refund will be paid if the new fee is lower than the original fee.
  • Retain the full value of all fees paid as a credit in their name for up to twelve (12) months from the earliest registered program start date.
  • Accept a refund, subject to IVHQ’s standard refund policies.

No compensation will be given for any other costs incurred by the volunteer in relation to the program, such as flights.

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, or as an organization verified and approved by IVHQ to promote IVHQ programs (“IVHQ Affiliate”). Referred or returning volunteers, and volunteers registering on multiple IVHQ programs are eligible for a 10% discount on their Registration Fees. The specific Terms applicable to IVHQ Rewards are set out in the IVHQ Rewards Terms and Conditions page of the IVHQ website.

Personal Risks

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 (together, the “IVHQ Related Parties”), is not liable and disclaims all liability, to the maximum extent permitted by 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;
  • Natural disasters;
  • Hostage situations; or
  • War or terrorism.

Indemnity

The volunteer agrees to indemnify and hold harmless IVHQ and all IVHQ Related Parties from any and all losses or liability they may suffer arising directly or indirectly out of, or in connection with, the volunteer’s participation in the program and any additional activities purchased through IVHQ, including but not limited to the volunteer’s travel, temporary residence in their chosen destination, and the undertaking of volunteering or tourism activities.

Under 18 Volunteers

Volunteers who participate in an IVHQ volunteer program prior to turning 18 years old are required to submit to IVHQ a signed consent from their parent or legal guardian(s) no later than 2 weeks prior to their program start date.

The Under-18 Volunteer is not entitled to participate in the program unless their parent or guardian has validly executed the consent form and any project-specific requirements of IVHQ or the Independent Local Team. Volunteers under-18 who are not traveling with a legal guardian must provide a printed copy of this signed consent form when arriving for their program.

The Under-18 Volunteer and their parent/guardian each acknowledge that whilst on a volunteer program, it is the Under-18 Volunteer’s responsibility to make all reasonable efforts to avoid any activity, environment, object or substance that may have an adverse effect on the Volunteer’s health or well-being.

If the Under-18 Volunteer fails to comply with the Code of Conduct or other risk mitigation provisions, IVHQ reserves the right to withdraw the Under-18 Volunteer from the program at any time, when such action is reasonably determined by the appropriate IVHQ or Local Independent Team staff representative to be in the best interests of the health, safety, and general welfare of the program, other participants or of the individual participant. Expulsion of the Volunteer is not subject to appeal. Withdrawal of the Volunteer from the program will be at the Volunteer’s and/or Parent/Guardian’s expense without any right to a refund. All program participants acknowledge that they will be responsible for their own actions at all times. Participants will be required to sign a behavior contract during their program orientation.

To the maximum extent permitted by law, the Under-18 Volunteer and their parent/guardian release IVHQ from any claim, suit, action or proceeding in respect of the removal, and/or entering, of the Under-18 Volunteer from or into the program in accordance with this Agreement.

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 it. 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 further appropriate action will be taken.

Privacy Policy

IVHQ and the volunteer agree to the conditions laid out in the Privacy Policy.

Miscellaneous

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.

The volunteer agrees to comply with the Independent Local Team’s code of conduct and waiver. IVHQ and the Independent Local Team reserves the right to dismiss a volunteer from the program at any time without refund, in the event that these Terms and Conditions, or the local team’s code of conduct are breached.

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.

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 Teams. 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.

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 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.

How to get started

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