Terms and Conditions of Service

Version 4.10

Please read these Terms and Conditions of Intern Abroad HQ (IAHQ) carefully before submitting your application. By submitting your application, you confirm your acceptance of, and agree to be bound by the following Terms and Conditions:

Definitions

All prices referenced are in US dollars.
All timing referred to in these terms and conditions is based on New Zealand standard time.
‘IAHQ’ refers to Intern Abroad HQ, a division of International Volunteer HQ.
‘Participant’ refers to the customer of IAHQ who has applied for an internship.
‘Independent Local Team’ refers to the local staff who facilitate the program placement in the participant’s chosen country.
The ‘IAHQ website’ refers to www.internhq.com.

Acceptance onto a Program

IAHQ reserves the right to refuse acceptance of any application.

The participant certifies that all information provided to IAHQ 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. IAHQ accepts no liability for errors or omission of information provided by the participant. Every participant is required to review and sign IAHQ’s Release & Waiver and Code of Conduct forms prior to starting their program. The Independent Local Team may have an additional Release & Waiver form and/or Code of Conduct that is specific for their program, which the participant will be required to review and sign at orientation. IAHQ and the Independent Local Team reserve the right to remove a participant from their program, without entitlement to refund or compensation, if it becomes apparent that untruthful, inaccurate, or incomplete information was provided by the participant in their application or through communications with IAHQ staff, or if relevant information was withheld, or for any other reason by giving notice to the participant.

Travel and Documentation

The participant is solely responsible for arranging and paying for their own travel to and from the program destination, as well as any local transport costs not specified as being included in their program fee. It is also the responsibility of the participant to obtain and carry all necessary documentation such as visas and passports, when traveling abroad. While IAHQ may provide advice and guidance to the participant in regards to the required travel documentation, IAHQ 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

Travel insurance that includes overseas health insurance cover is mandatory for each participant, and the participant must purchase this prior to departing on the trip. The participant is solely responsible for evaluating and determining the type, extent, and levels of any insurance coverage they need or desire for their planned travel period. This must cover their entire travel period.

Travel insurance cover purchased through IAHQ is subject to the following terms and conditions:

IAHQ’s travel insurance is administered by CISI, one of the world’s leading providers of insurance for study abroad and international student travel. The cover is underwritten by Crum & Forster Specialty Insurance Company, an “A” rated insurance provider with a 200-year underwriting history.
IAHQ does not warrant that its insurance cover is suitable for every participant, and IAHQ is unable to provide advice regarding the suitability of this insurance policy for individual participants. Participants are required to confirm the cover is suitable for their individual circumstances by reviewing the policy documentation and/or contacting CISI directly.
Policies may be cancelled up until 1 week prior to the policy’s start date by contacting your IAHQ program manager. IAHQ will either provide a refund of the premium paid less a US$50 admin fee or hold the premium paid as a credit against the policy holder’s name for up to 12 months with no admin fee deduction. No refunds or credits will be provided less than 1 week prior to the policy’s start date or after the policy’s start date.
You may change the start and/or end date of your cover up to 1 week before your policy’s current start date. To do this, contact your Program Manager who will cancel your original policy and hold the premium paid as a credit that you can then use to purchase a new policy for the revised dates. IAHQ will not apply any admin fee deduction if the credit is used to purchase a new policy. No cash refunds will be paid if the cost of the new policy is less than the original premium paid.
All payments are subject to a 5% transaction fee to cover international banking fees. Transaction fees are non-refundable and non-creditable in all circumstances.
Credits may be used up to their expiry date against any future payment to IAHQ, including the purchase of a different insurance policy.
IAHQ’s program managers and customer service staff are not able to provide customized insurance advice based on individual circumstances. If you have any questions regarding the cover provided by our travel insurance, or if you need to make a claim, please contact CISI directly.

Program Fees

Participation in an internship program requires full payment of the relevant program fee as set out on the IAHQ website. IAHQ reserves the right to revise program fees at any time and any fee revisions will be made public via the IAHQ website. Program fee revisions will not apply to participants who have already paid their program fee deposit to IAHQ, unless the participant makes a change to their program details after the program fee revisions have taken effect.

Payment of the deposit confirms a participant’s place in one of IAHQ’s internship programs, subject to acceptance, availability and IAHQ’s discretion. Deposit payments are not transferable to other persons.

The remaining balance of the program fee must be paid:

For internships abroad excluding Australia: Not less than sixty (60) calendar days prior to the internship start date
For internships in Australia: Not less than ninety (90) calendar days prior to the internship start date
For remote internships: Within seven (7) calendar days after the participant has been notified that they have been assigned a placement.

Failure to pay the program fee in full by the deadline above can result in the participant’s placement being cancelled and the deposit payment forfeited.

A participant’s placement will not be confirmed until the program fee has been paid in full and availability has been verified by the IAHQ Program Manager.

All deposit and program 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 are not transferable to other persons.

Groups

Participants traveling as part of a group may be offered the option to have their application and registration managed centrally by a nominated Group Administrator. In this situation, each participant agrees that the Group Administrator may accept these Terms & Conditions on their behalf and that they have given their permission for the Group Administrator to submit their personal information and documentation to IAHQ on their behalf as part of their application to volunteer. IAHQ accepts no liability for errors or omission of information provided to IAHQ by the Group Administrator.

All groups of eight or more participants that require support from IAHQ’s Group Support team must agree to be bound by the specific Terms & Conditions for managed groups, which will be provided upon request.

Add-ons

Any additional in-country activities or upgrades booked and paid for through IAHQ in addition to the participant’s program fee, including extra or different accommodation, lessons, courses, courses and transcripts for academic credits, excursions, experiences, transportation, and tours are deemed “Add-ons”.

If cancelled, Add-ons are non-refundable once payment has been made but may be held as a credit on a case by case basis depending on the cancellation terms of the local Add-on provider.

Changes

Participants who are unable to commence their internship on the scheduled start date may change to a different program or start date, subject to availability and the following policies:

For internships abroad excluding Australia: Changes may be made free of charge provided the request is processed by IAHQ more than sixty (60) calendar days prior to the scheduled start date. No changes will be accepted less than sixty (60) days prior to the scheduled start date.
For internships in Australia: Changes may be made free of charge provided the request is processed by IAHQ more than ninety (90) calendar days prior to the scheduled start date. No changes will be accepted less than 90 days prior to the scheduled start date.
For remote internships: Changes may be made free of charge before the program fee balance payment is made. No changes will be accepted after the program fee has been paid in full.

Participants who change onto a program with a higher program fee will be required to pay the difference. No refund will be paid if the new program fee is lower than the original program’s fee.

Refunds and Credits

IAHQ’s program fees are designed to be fairly priced and transparent. Deposit payments cover the support provided by IAHQ to participants in advance of their program’s start date and are non-refundable in all circumstances.

Requests for a refund or credit of any program fee balance payments must be made via email to the participant’s IAHQ Program Manager, clearly detailing the reasons.

Refunds and credits will subject to the following policies:

For internships abroad excluding Australia:

Refunds: Program fees, less the non-refundable deposit payment, may be refunded provided the request is processed by IAHQ more than sixty (60) calendar days prior to the scheduled start date. Refunds are subject to a $200 cancellation fee to cover expenses already incurred by IAHQ on behalf of the participant, plus any additional cancellation costs such as non-refundable accommodation bookings. No refunds will be provided less than sixty (60) days before the scheduled start date.
Credits: All program fees paid including the deposit may be held as a credit in the participant’s name for twelve (12) months from the earliest program start date the participant has ever been registered for, provided the request is processed by IAHQ more than sixty (60) calendar days prior to the scheduled start date. No credits will be provided less than sixty (60) days before the scheduled start date.

For internships in Australia:

Refunds: Program fees, less the non-refundable deposit payment, may be refunded provided the request is processed by IAHQ more than ninety (90) calendar days prior to the scheduled start date. Refunds are subject to a minimum of $200 cancellation fee to cover expenses already incurred by IAHQ on behalf of the participant, plus any additional cancellation costs such as non-refundable bookings. No refunds will be provided less than ninety (90) days before the scheduled start date.
Credits: All program fees paid including the deposit may be held as a credit in the participant’s name for twelve (12) months from the earliest program start date the participant has ever been registered for, provided the request is processed by IAHQ more than ninety (90) calendar days prior to the scheduled start date. No credits will be provided less than ninety (90) days before the scheduled start date.

For remote internships:

Refunds: No refunds will be provided.
Credits: Deposit payments only can be held as a credit in the participant’s name for twelve (12) months from the earliest program start date the participant has ever been registered for, provided the request is processed by IAHQ before the final program fee payment is made.

When a participant’s refund or credit request has been received by IAHQ, 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 participant is advised to contact the relevant IAHQ Program Manager again.

Program Fees include accommodation for the duration of the internship program. No compensation or refund will be offered should an intern independently choose alternative lodging.

No refunds will be paid to any participant who has been provided with a participation verification letter for the purpose of fundraising, requesting a visa, or obtaining an academic credit.

Payments for add-ons and international transaction fees are non-refundable in all circumstances.

All IAHQ fees are priced in US Dollars (USD). Where a participant elects to make payment in a different currency, the conversion rate applied on payments and any eligible refunds will be based on the exchange rate charged by our payment provider at the time the payment or refund is processed. Therefore, in situations where the original payment is fully or partially refunded, the actual amount refunded may be less than the original payment amount. Refunds will not exceed the original amount paid.

Payments made using a credit can only be refunded as a credit (where eligible). No cash refunds will be made for payments made with a credit.

Program Cancellation

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

Change to a different program free of charge, subject to availability. Payment of any incremental fee is required, 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 the refund policies outlined above.

IAHQ’s maximum liability in all situations will be the fees paid to IAHQ by the participant. No compensation will be given for any other costs incurred by the participant, such as flights.

Internship Quality

If the participant is dissatisfied with the proposed internship placement or supervisor prior to their scheduled program start date, IAHQ will attempt to resolve the participant’s concerns, which may include, at IAHQ’s discretion, transferring the participant onto a different placement or program at the same destination.

If the participant is dissatisfied by the quality of the internship program or the support provided to them by IAHQ, the local coordinator, or their supervisor after they have commenced their program:

The participant must first explain the reasons for their dissatisfaction to their supervisor and local coordinator, who will attempt to resolve the participant’s concerns and inform IAHQ of the complaint.
If the participant’s dissatisfaction has not been resolved within one week of the complaint being made, IAHQ at its discretion will transfer the participant to a different supervisor at the same organization, or if that is not possible onto a different placement in the same destination, for the remainder of the scheduled program duration.

Personal Risks

The participant acknowledges and accepts the responsibilities and risks associated with their choice to travel to, temporarily reside in, and provide participant services in a foreign country. Such travel and participant work can be hazardous and involves a certain degree of risk, inherently dangerous activities and personal perils to the participant, both foreseen and unforeseen, all of which are fully accepted by and solely assumed by the participant. Therefore, IAHQ, including any and all of its employees, managers, directors, shareholders, host families and Independent Local Teams (together, the “IAHQ Related Parties”), is not liable and disclaims all liability to the maximum extent permitted by law, for any loss or harm the participant or associates may suffer, including but not limited to loss caused directly or indirectly by:

Personal injury;
Emotional injury;
Death;
Illness, disease or pandemic;
Damage to or loss of property;
Natural disasters;
Hostage situations; or
War or terrorism.

In the event of a suspected or potential outbreak of any infectious disease on the program, among close contacts, or in locations recently attended by the participant then the participant agrees to undertake any testing required at their own cost. Should the participant refuse to undertake such testing, the Independent Local Team is entitled to dismiss the participant from the program and remove them from their accommodation at any time without refund, and put in place other measures to protect the health of other participants and the local community.

Non-discrimination

IAHQ strictly adheres to a non-discrimination policy of not denying any person access to, or participation in or the benefits of, or be discriminated against in any service, program, course or facility on the basis of race, color, creed, religion, age, sex, sexual orientation, gender identity or expression, national origin, ancestry, disability, pregnancy, marital or parental status, physical condition or developmental disability. Participants will only be advised against participating in an internship program if it poses a risk to their safety as a result of local cultural attitudes or if the physical environment and/or program activities are not suitable for the participant based on the information they have provided to us.

The participant agrees to abide by this non-discrimination policy and accepts that any evidence of discrimination by the participant in any form will result in instant dismissal from the program with no refund.

Participant Behavior

The participant agrees to comply with the expectations and standards of behavior outlined in IAHQ’s Code of Conduct and any additional Code of Conduct required by the Independent Local Team. IAHQ and the Independent Local Team reserves the right to dismiss a participant from the program at any time without refund, in the event that these Terms and Conditions or the Code of Conduct are breached.

IAHQ reserves the right to notify the emergency contact appointed by the participant, and also the volunteer’s education institution or employer if traveling under its oversight, in the event that the participant is dismissed from the program or in other circumstances deemed appropriate by IAHQ.

IAHQ’s Certificate of Internship Completion is conditional upon the participant’s good behavior on the program and will not be provided to any participant who has received a complaint during their program from the local team, placement team, host family, local community, or law enforcement officials.

Drug and Alcohol Use

The participant must abide by the rules put in place by the Independent Local Team, participant 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 and Vulnerable Adult Protection Policy

All participants must pass a background check prior to participation on an IAHQ program.

Each participant must read and adhere to the IAHQ Child and Vulnerable Adult Protection Principles, and Code of Conduct documents. Participants must understand and agree to follow all procedures contained within these policies. If at any time the participant fails to follow the guidelines set out in these policies, they understand that their internship program may be terminated by IAHQ or the Independent Local Team and further appropriate action will be taken, with no entitlement to any refund.

Indemnity

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

Limitation of Liability

IAHQ provides a service connecting participants to the Independent Local Team. You agree that IAHQ is not liable for any actions or omissions of the Independent Local Team.

Despite anything else in this agreement, our liability in connection with this agreement, whether in contract, negligence, statute or otherwise, is limited in all respects to the total amount of Fees paid by the participant to us under this agreement for the specific program on which the loss or damage was suffered. We are not liable for any Consequential Loss whether caused by our breach of contract, negligence, breach of any statutory duty or otherwise, suffered by the participant in connection with this agreement.

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.

Privacy Policy

IAHQ and the participant agree to the conditions laid out in the Privacy Policy.

Photographs and Videos

Any photographs, images or videos provided to IAHQ by the participant before, during, or after their IAHQ internship program will be deemed to have been provided with a non-exclusive licence and consent for IAHQ to edit and use these photographs, images or videos for the purpose of marketing and promoting its internship programs online and in printed materials in perpetuity without entitlement to any payment or royalty.

IAHQ reserves the right to use any feedback, testimonials, or reviews provided or shared by participants for marketing and promotion purposes.

Miscellaneous

This website is presented solely for the purpose of promoting IAHQ services and those of the Independent Local Teams. This site is controlled and operated by IAHQ from its offices in New Zealand. IAHQ 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.

IAHQ 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.

IAHQ reserves the right to change these Terms and Conditions or the services it offers from time to time without notice.

Force Majeure

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

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.