Duty of Care in Travel: Ensuring Employee Safety & Legal Compliance | Corporate Travel Risk Management

Publication date (21 May 2025)

Today, global travel is a key part of business, education, and humanitarian work. Because of this, looking after the safety and well-being of people who travel for work or study is more important than ever. For companies, universities, and non-profit organizations, taking care of their travelers is not just a legal responsibility—it’s also a smart and necessary part of managing risk and protecting their people.

Definition of Duty of Care

Duty of Care in travel means ensuring that people who travel for work, study, or charity work are kept safe and looked after. As more people travel around the world for their jobs or education, it’s more important than ever to protect their health and safety.

It’s not just about following rules. It also means thinking ahead to stop problems before they happen, being ready for emergencies, and showing that the organisation cares about its people. Duty of Care is a legal responsibility, but it also helps build trust, reduce risk, and protect the organization’s good name.

Read more about: How to Get Corporate Rates at Hotels

Legal and Regulatory Aspects of Duty of Care in Travel:

From a legal point of view:

Duty of Care refers to the obligation to behave rationally and cautiously to avert harm that you could reasonably anticipate. Below are the key aspects: 

• Foreseeability: Were you aware that a negative outcome could occur? If so, you ought to take measures to avoid it. 

• Reasonableness : Did you act in a manner that most individuals in your situation would find sensible and secure, in light of your professional context? 

• Causation : Did your actions—or your lack of action—directly result in someone being injured? 

• Standard of Care : Are you adhering to the safety guidelines and practices that are deemed appropriate in your industry and geographical area?

Duty of Care Regulations Around the World

Read more about: Where to Stay for CES 2025

Components of an Effective Duty of Care Program in Travel

An effective Duty of Care program for business travel starts with identifying potential risks. This includes understanding where employees are traveling, whether certain areas are prone to political unrest, natural disasters, health threats, or security concerns. Organizations must regularly assess destinations, routes, and travel frequency to evaluate potential exposure.

Educating travelers is another important component. Business travelers should be made aware of the risks they might face and be informed about safety procedures before their trips. Travel policies should clearly highlight high-risk areas and outline specific steps travelers should follow to stay safe.

Compliance with travel policies is crucial—not just for managing expenses but for ensuring traveler safety. Non-compliance can put individuals at risk, so it’s important for companies to encourage and monitor policy adherence. This also means the travel policy should be regularly reviewed and updated to reflect new threats or changes in global conditions.

Read more about: The Complete Guide to Creating a Travel Policy for Employees

Organizations need to have emergency preparedness and response procedures in place. If a traveler is caught in a crisis—like an earthquake or a terrorist incident—the company must know where they are and be able to contact and support them quickly. Emergency support systems, such as hotlines, medical assistance, and real-time communication channels, should be readily available and clearly explained to all travelers.

Before any trip, pre-trip preparation should be done, including necessary approvals, destination briefings, and health or security advice. During travel, companies must maintain an effective communication strategy to stay in touch with employees, especially in risky areas or during unforeseen events.

A strong Duty of Care program also requires collaboration between departments. HR, legal, security, medical, and procurement teams all play a role in developing and supporting the travel policy. Testing emergency plans through drills and simulations ensures the system works and that travelers know how to respond during a crisis.

Proper data management is essential. Companies should track travel details, contact information, and emergency plans for each traveler. They must also have a solid crisis management strategy, including evacuation plans or support during major disruptions.

Another key part is conducting travel risk assessments to identify and reduce specific risks associated with a trip. Finally, the company should perform regular audits of the travel policy to ensure it’s complete, up to date, and covers all aspects of traveler safety. Involving key stakeholders, including frequent travelers, in policy reviews helps ensure that the policy is realistic, relevant, and effective.

Technology’s Role in Enhancing Duty of Care for Travel

Technology plays a big role in keeping travelers safe. Thanks to new tools, companies can now protect their employees more easily while they travel. For Example:

• Mobile apps and alerts:

Provide real-time updates about safety, health risks, or emergencies to keep travelers informed.

• GPS tracking and check-ins:

Help companies know where employees are so they can respond quickly in case of trouble.

• Virtual reality training: 

Offers realistic practice for dealing with emergencies, helping travelers be better prepared.

• Cloud-based resources:

Give travelers easy access to important info like travel warnings, emergency contacts, and safety procedures anytime, anywhere.

Read more about: Business Trip Packing List for Women

Real-Life Scenarios: The Impact of Effective TRM

1. Health Crisis Abroad

When a team member became seriously ill on a business trip, pre-travel health screenings and real-time alerts allowed the company to act quickly. They arranged a medical evacuation, which helped save the employee’s life.

• Early health checks and live updates can prevent serious emergencies.

2. Political Unrest

During a sudden political coup, employees were stuck in their hotel. Thanks to a solid Travel Safety Plan (TSP) and support from local security personnel, the company carried out a safe evacuation.

• Having a plan and local support is key during political emergencies.

3. Natural Disaster

An earthquake damaged roads and public transport, making it hard for travelers to leave safely. Using GPS tracking and secure communication tools, the company guided their employees to safety.

• Technology helps locate and assist travelers during natural disasters.

Read more about : RFP for Travel Management Services

Best Practices and Actionable Tips for Travel Duty of Care

1. Start with Pre-Travel Risk Assessments

• Evaluate country-specific risks (political issues, health hazards, natural disasters).

• Customize assessments based on each traveller’s profile and destination.

2. Develop Strong Travel Safety Plans (TSPs)

• Create detailed itineraries linked with PNR (Passenger Name Record) data.

• Include primary and backup emergency routes.

• Define protocols for missed check-ins and communication failures.

3. Conduct Comprehensive Security Briefings

• Educate travellers on local laws, cultural norms, and safety tips.

• Keep briefings updated with the latest information.

• Focus on real-world scenarios to build awareness and preparedness.

4. Manage High-Risk Destinations Proactively

• Provide extra safety measures such as secure transport and trained escorts.

• Develop evacuation strategies in case of emergencies.

• Tailor plans for specific risks like political unrest or natural disasters.

5. Leverage Technology for Real-Time Protection

• Use mobile alerts and tracking systems to monitor and guide travellers.

• Enable SOS features for instant emergency help.

• Maintain dashboards for tracking incidents and analyzing safety trends.

6. Support Long-Term Travellers (Expatriates & ISEs)

• Ensure access to secure housing, healthcare, and mental health resources.

• Offer location-specific safety planning and family support.

• Adjust TRM strategies to suit long-term assignments and local conditions.

7. Train Travellers Thoroughly

• Provide training on emergency responses, health risks, and cultural awareness.

• Use digital modules and simulations for interactive learning.

• Reinforce situational awareness with practical, scenario-based exercises.

8. Integrate Medical Services into TRM

• Offer 24/7 medical assistance and pre-trip health screenings.

• Prepare for medical evacuations and access to local healthcare.

• Use tools like Sphere’s SOS to connect travellers to medical support instantly.

Read more about: Best Business Travel Accessories 

The Importance of a Duty of Care or Risk Management Program

A strong duty of care or risk management program is important for many reasons:

• Legal Compliance: A clear and well-planned program helps companies follow the law and avoid legal problems by meeting their safety responsibilities.

• Employee Wellbeing and Productivity: When staff feel safe and looked after, they can do their jobs better and are more satisfied at work.

• Reputation and Brand Image: Companies that focus on keeping employees safe are seen in a positive light, making it easier to hire good workers and build trusted business relationships.

• Cost Savings: Finding and fixing possible problems early can help avoid expensive accidents or travel disruptions.

• Crisis Preparedness: Having a duty of care program means a company can act fast and efficiently during emergencies, reducing harm to employees and business activities.

Duty of care plays a key role in business travel by making sure employees are protected and companies avoid legal and financial troubles. By using full travel safety strategies—like risk checks, emergency planning, and health guidelines—companies can meet their duty of care and build a safe and caring work culture.

Read more about: Business Travel Expenses

FAQs:

What is the difference between duty of care and travel risk management?

Duty of Care is the legal and moral responsibility that an organisation has to protect the health, safety, and well-being of its employees, including when they travel for work. It means the company must take reasonable steps to prevent harm and ensure their people are safe.

Travel Risk Management, on the other hand, is the way the company fulfills that responsibility. It includes the practical steps and strategies—like risk assessments, safety training, emergency plans, and tracking systems—that help keep travellers safe and informed before, during, and after their trips.

So, Duty of Care is the obligation, and Travel Risk Management is the action plan used to meet that obligation.

The table below shows the difference between Duty of Care and travel risk management:

How can companies ensure compliance with travel duty of care?

Companies can make sure they meet their duty of care by putting strong travel risk management plans in place. This means:

• Checking risks before the trip – understanding what dangers might exist in the destination.

• Having clear emergency plans – so everyone knows what to do if something goes wrong.

• Keeping travellers healthy and safe – by giving them guidance, training, and support before and during their trip.
  
  

What technologies are best for monitoring traveler safety?

The best technologies for monitoring traveler safety include CCTV cameras and AI-powered analytics to spot suspicious activities quickly. 

GPS tracking helps keep an eye on travelers’ locations, especially in risky areas, while mobile safety apps provide real-time alerts and emergency support. Biometric systems control access to secure places, and encrypted communication protects personal data. 

Together, these tools help companies respond fast to emergencies and keep travelers safe during their trips.

AI improves travel by using chatbots, smart pricing, facial recognition, personalized services, and fraud protection. It makes travel better by customizing experiences based on what each person likes and how they behave. Virtual assistants and chatbots help with booking trips and offer help anytime, day or night.

How to handle emergencies when travelers are abroad?

When travelers are abroad, they should keep local emergency phone numbers, like ambulance or police, in their wallet. On most mobile phones, dialing 112 will connect to emergency services in many countries. If needed, dialing 911 can also work, as many places forward this to their local emergency number. It’s important to know these numbers and have them handy for quick help.

What legal risks do companies face if they neglect duty of care?

Failure to comply with the duty of care can have serious consequences for the companies and individuals concerned:

1. Legal sanctions: 

Companies that don’t follow duty of care rules might face legal trouble, including being taken to court, paying big fines, or having limits put on how they operate.

2. Civil liability: 

If someone else is harmed because the company was careless, the company might have to pay them money to make up for it. This could include a lot of legal costs and compensation.

3. Loss of reputation: 

Not taking proper care of people can hurt how the public sees the company. Customers, investors, and partners may lose trust, which can hurt the company in the long term.

4. Financial impact: 

Not meeting duty of care responsibilities can cost a lot of money—not just from legal fines, but also from losing business because people no longer feel confident in the company.

5. Damage to stakeholder relations: 

Employees, clients, suppliers, and others connected to the company may become unhappy or stop working with them, causing serious business problems.

6. Remediation obligations: 

Companies might be forced to fix the problems they caused, which could take a lot of time and money.

7. Loss of business opportunities: 

If a company is seen as unsafe or unreliable, other businesses might not want to work with them, limiting chances to grow or expand.

References:

• John Iversen, Duty of care: what is it?. 10 April 2024. Retrieved From: https://www.fairjungle.com/blog/duty-of-care#:~:text=Civil%20liability%3A%20In%20the%20event,seriously%20damage%20a%20company's%20reputation. 

• A Comprehensive Guide to Travel Risk Management: Duty of Care in Action. January 16, 2025. Retrieved from: https://www.securewest.com/news/travel-risk/duty-of-care-global-organisations/#:~:text=At%20its%20core%2C%20Duty%20of,ready%20to%20act%20when%20needed.

• Direct Travel, Key Components of Travel Risk Management & Duty of Care. Retrieved From: https://www.dt.com/blog/key-components-travel-risk-management-duty-of-care/. 

• https://www.1000miletravel.com/blog/enhancing-duty-of-care-in-corporate-travel/. 

• https://jtbbts.com/. 

• https://thetripgroup.com/understanding-duty-of-care-in-corporate-travel-ensuring-employee-safety-and-legal-compliance/#:~:text=By%20implementing%20comprehensive%20travel%20risk%20management%20strategies%2C%20including%20risk%20assessment,culture%20of%20safety%20and%20support.

• https://www.studysmarter.co.uk/explanations/hospitality-and-tourism/technology-in-tourism/tourism-security-technology/#:~:text=Tourism%20security%20technology%20enhances%20safety,encryption%20to%20protect%20personal%20information. 

• https://mize.tech/blog/6-examples-of-how-ai-is-used-in-the-travel-industry/#:~:text=AI%20enhances%20travel%20with%20chatbots,provide%2024%2F7%20customer%20support.