This agreement is made between PHC (the “Provider”) and {name} (the “Traveller”), or the Traveller’s authorised representative. The Traveller’s contact details and any representative authority are recorded in the risk assessment form.

All personal details, emergency contacts, medical information and travel details are recorded in the PHC Travel Risk Assessment Form completed prior to this agreement. By signing this agreement, the traveller confirms that the information provided in the Risk Assessment Form is accurate and complete.

• Provide a suitably trained travel companion who has been background checked.
• Comply with PHC policies on risk assessment, travel safety, vehicle standards, fatigue management and lone worker safety.
• Maintain confidentiality of the Client's personal and medical information.
• Take reasonable steps to ensure the Client's safety and wellbeing during travel.
  • Travel risk can be mitigated through planning and precautions, but all risks cannot be eliminated.
• Communicate promptly with the Client and their representative regarding any changes to plans or incidents.

   

• Provide accurate personal information, including medical history, mobility or cognitive needs, medications and emergency contacts. Older travellers may be more susceptible to travel stress, mobility issues and the effects of time zones.
• Obtain appropriate travel insurance covering health, personal effects and trip cancellation and to declare any pre-existing conditions.
• Pay all travel costs and service fees as set out in the financial arrangements.
• Inform PHC of any changes to health or mobility that may affect travel. Travellers with certain medical conditions should have a pre-travel medical assessment and may need to delay travel.
• Cooperate with the companion's instructions and adhere to safety protocols, including seatbelt use and respectful conduct in all behaviour towards PHC staff. 
• No touch or personal cares are expected unless medically necessary and PHC staff feel safe to do so.
• Provide a safe and healthy environment for PHC staff at all times. 

Travel costs: The Client is responsible for all travel‑related costs for themselves and the companion, including airfare, accommodation, ground transport, meals, tickets, visas, administration, and travel insurance. Costs may be subject to currency fluctuations.

Payment schedule: Final payment is due 10 days before departure. Additional expenses incurred during travel will be invoiced within 14 days after the trip, with payment due within 7 days.

Cancellations: If the Client cancels the trip, PHC may retain the service fee and any non‑refundable travel costs already incurred. If PHC cancels due to safety concerns or unforeseen circumstances, the service fee will be refunded less any non‑refundable expenses.

Dispute resolution: Any disputes regarding charges must be raised in writing within 14 days of receiving the invoice.

Travel involves inherent risks including, but not limited to, transportation accidents, injuries from falls, illness, communicable diseases, exposure to extreme weather, altitude illness and crime. Prolonged immobility can increase the risk of venous thromboembolism, and older travellers are more vulnerable to heat and cold stresses. The Client acknowledges these risks and agrees that PHC will not be liable for any loss, injury or damage arising from events beyond its control, including actions of third-party service providers such as airlines, hotels, tour operators and transport companies. PHC's liability is limited to losses directly attributable to its negligence or breach of this agreement. The traveller/client remains responsible for any legal, debt recovery, or collection costs incurred by PHC in relation to unpaid invoices or recovery of outstanding amounts under this agreement. This includes any reasonable solicitor fees, collection agency costs, court filing fees, or associated expenses incurred in recovering overdue payments.

While PHC Travel companions will do their best to support traveller safety, comfort, and wellbeing throughout the journey, travel naturally involves a level of personal risk and unpredictability. PHC is not responsible for injuries, accidents, falls, medical events, or other incidents arising from decisions made by the traveller, including situations where the traveller chooses to participate in activities, movements, or behaviours against advice or outside the companion’s reasonable control. Travellers remain responsible for their own personal decisions during travel. PHC companions provide support, assistance, and risk reduction, but cannot guarantee the prevention of accidents or unforeseen events.

By signing this form, the Client consents to PHC assisting with travel arrangements and, if necessary, obtaining medical assistance or emergency treatment during travel. The Client also consents to being transported by PHC staff or approved transport providers and agrees to follow safety instructions, including wearing seatbelts and protective gear. PHC may refuse or change transport arrangements if a driver is fatigued or if weather or road conditions are unsafe. Personal travel insurance remains the Client's responsibility.

The Client authorises PHC to obtain medical treatment on their behalf if they are unable to provide consent at the time of an incident. This may include emergency transport, hospital admission, or treatment deemed necessary. Travellers with pre-existing conditions should have a "fit to fly" certificate or equivalent medical clearance.

PHC will be willing to ride in vehicles and with drivers that meet New Zealand transport regulations, including current certificates of fitness and appropriate licences. Clients must wear seatbelts at all times and follow driver instructions. PHC vehicles are insured but fines for traffic infringements are the driver's responsibility. Clients acknowledge that PHC has no control over the actions of third-party transport providers. PHC is not responsible for any decisions of the client putting themselves at risk.

The Client agrees to inform PHC of any changes to the information provided before or during travel. Travellers should carry medications in original packaging and bring an extra supply.

By signing below, the Client (or their authorised representative) confirms that they have read and understood this combined Travel Service Agreement and Consent. They acknowledge the risks associated with travel, agree to the financial terms, and consent to PHC providing travel companionship services, arranging transport and seeking medical assistance if required. They also confirm that the information provided is accurate and complete.