Terms & Conditions
**Your Travel Company**
**Terms and Conditions**
**1. Introduction**
Welcome to Your Travel Company. These Terms and Conditions outline the agreement between you ("the client" or "you") and Your Travel Company ("we", "us", or "our"). By booking a holiday with us, you agree to comply with and be bound by these Terms and Conditions. Please read them carefully before making a booking.
**2. Booking and Confirmation**
**2.1 Eligibility**
To make a booking with us, you must be at least 18 years old and possess the legal capacity to enter into a binding contract.
**2.2 Booking Process**
- **Initial Inquiry:** You may inquire about our holiday packages via our website, phone, or in person.
- **Quotation:** We will provide a detailed quotation based on your requirements.
- **Acceptance:** To accept the quotation, you must complete our booking form and pay the required deposit.
- **Confirmation:** Upon receipt of your booking form and deposit, we will send you a booking confirmation and invoice.
**2.3 Group Bookings**
If you are booking on behalf of a group, you are responsible for ensuring that all group members are aware of and agree to these Terms and Conditions. You will be the primary contact person and responsible for all payments.
**3. Payments**
**3.1 Deposit**
A non-refundable deposit of 20% of the total holiday cost per person is required at the time of booking to secure your reservation.
*Explanation:* A **non-refundable deposit** means that this initial payment cannot be returned to you if you decide to cancel your booking.
**3.2 Final Payment**
The remaining balance must be paid no later than 60 days before your departure date. If the booking is made within 60 days of departure, full payment is required at the time of booking.
**3.3 Late Payments**
Failure to pay the balance by the due date may result in the cancellation of your booking, and you will forfeit your deposit. We will send you a payment reminder before taking any cancellation action.
**3.4 Payment Methods**
We accept payments via bank transfer, debit card, credit card, or other methods as specified on our invoice. Please note that payments by credit card may incur a surcharge of 2% to cover processing fees.
*Explanation:* A **surcharge** is an additional fee added to cover extra costs associated with a payment method.
**4. Pricing and Surcharges**
**4.1 Price Guarantee**
Once your booking is confirmed, the price of your holiday is locked in and will not change, except in the following circumstances:
- Significant fluctuations in currency exchange rates.
- Increases in transportation costs, including fuel surcharges.
- Changes in government taxes, levies, or fees.
In such cases, we reserve the right to adjust the price accordingly but will absorb any increase up to 2% of the total holiday cost. If the increase exceeds 10%, you have the right to cancel and receive a full refund.
**4.2 Price Changes Before Booking**
All prices advertised are subject to availability and may change before your booking is confirmed. We will notify you of any changes before you make a booking.
**5. Changes and Cancellations by You**
**5.1 Amendments**
If you wish to make changes to your booking after it has been confirmed, please notify us in writing as soon as possible. While we will endeavour to accommodate your requests, we cannot guarantee that changes will be possible.
- **Administration Fee:** An amendment fee of £50 per person per change will apply, in addition to any costs incurred by us or imposed by our suppliers.
**5.2 Transfer of Booking**
You may transfer your booking to another person who satisfies all the conditions applicable to the holiday, provided you notify us at least 30 days before departure and agree to pay any associated fees.
**5.3 Cancellations**
If you need to cancel your holiday, you must inform us in writing. The effective date of cancellation is the date we receive your written notification. Cancellation charges will apply as follows:
- **More than 60 days before departure:** Loss of deposit.
- **59-45 days before departure:** 50% of total holiday cost.
- **44-30 days before departure:** 75% of total holiday cost.
- **29 days or less before departure:** 100% of total holiday cost.
**5.4 Cancellation Due to Unavoidable Circumstances**
If you cancel due to unavoidable and extraordinary circumstances (e.g., serious illness, death of a close relative), we will consider your situation and may offer a partial refund or credit at our discretion.
**6. Changes and Cancellations by Us**
**6.1 Minor Changes**
We may need to make minor changes to your holiday arrangements, such as flight timings or accommodation details. These changes do not entitle you to compensation.
**6.2 Major Changes**
If we are forced to make major changes to your holiday (e.g., change of destination, significant change in accommodation standards), we will inform you as soon as possible. You will have the following options:
- **Accept the new arrangements.**
- **Accept an alternative holiday of equivalent or superior quality.**
- **Accept a lower-quality holiday with a price refund for the difference.**
- **Cancel and receive a full refund of all monies paid.**
**6.3 Cancellation by Us**
We reserve the right to cancel your holiday in any circumstances. If we cancel your holiday, you will receive a full refund, except in cases where the cancellation is due to non-payment by you or events beyond our control (force majeure).
*Explanation:* **Force majeure** refers to unforeseeable circumstances that prevent us from fulfilling the contract, such as natural disasters, war, or pandemics.
**7. Travel Documents and Tickets**
**7.1 Issuance of Documents**
We will provide all necessary travel documents, including vouchers and tickets, after receiving full payment.
**7.2 Accuracy of Information**
Please check all travel documents carefully upon receipt and inform us immediately of any errors or discrepancies.
**7.3 Lost Documents**
We are not responsible for any lost or stolen travel documents after they have been dispatched to you. Replacement documents may incur additional charges.
**8. Travel Insurance**
**8.1 Mandatory Insurance**
It is a condition of your booking that you obtain comprehensive travel insurance suitable for your destination and activities.
**8.2 Coverage Requirements**
Your insurance should cover, at a minimum:
- Personal accident and medical expenses.
- Emergency repatriation, including helicopter rescue and air ambulance.
- Loss or damage of personal belongings.
- Cancellation and curtailment.
*Explanation:* **Curtailment** means cutting your holiday short due to unforeseen circumstances.
**8.3 Proof of Insurance**
We may request details of your insurance policy before departure. Failure to provide adequate insurance details may result in the cancellation of your booking without refund.
**9. Passports, Visas, and Health Requirements**
**9.1 Passport Validity**
Your passport must be valid for at least six months beyond the end of your trip. It is your responsibility to check and renew your passport if necessary.
**9.2 Visa and Entry Requirements**
You are responsible for obtaining all necessary visas and meeting entry requirements for the countries you will visit. We can provide general information but cannot guarantee the accuracy of such information.
**9.3 Health Advice and Vaccinations**
Consult your GP or a travel clinic for advice on vaccinations and health precautions at least eight weeks before departure.
**9.4 Travel Restrictions**
We are not liable if you are denied boarding or entry into a country due to failing to meet passport, visa, or health requirements.
**10. Our Liability to You**
**10.1 Provision of Services**
We are responsible for ensuring that your holiday arrangements are as described and that the services provided reach a reasonable standard.
**10.2 Limitation of Liability**
Our liability is limited to the total cost of your holiday. We are not responsible for:
- Any injury, illness, death, loss, damage, expense, or claim of any description unless it results from our negligence.
- Any services which do not form part of our contract. This includes any additional services or facilities which your hotel or any other supplier agrees to provide for you.
- Any loss or damage to personal belongings.
**10.3 Force Majeure**
We cannot accept liability or pay compensation where the performance of our contractual obligations is prevented or affected by force majeure.
**11. Complaints and Dispute Resolution**
**11.1 During Your Holiday**
If you have a complaint during your holiday, please inform our local representative or the supplier of the service immediately. They will endeavour to resolve the issue on the spot.
**11.2 After Your Holiday**
If the problem is not resolved locally, please write to our Customer Service Department within 28 days of your return, providing full details of your complaint and any supporting evidence.
**11.3 Dispute Resolution**
We are a member of an independent dispute resolution scheme. If we cannot resolve your complaint amicably, you may refer the matter to this scheme for a binding decision.
**12. Behaviour and Conduct**
**12.1 Expected Behaviour**
You are expected to conduct yourself in an orderly and acceptable manner and not disrupt the enjoyment of other travellers or our staff.
**12.2 Termination of Holiday**
We reserve the right to terminate your holiday without compensation if your behaviour is deemed to be causing distress, damage, danger, or annoyance to other clients, employees, or property.
**12.3 Responsibility for Damage**
You are liable for any damage or loss caused by you during your holiday. You will be required to pay directly to the accommodation provider or other supplier for any such damage or loss.
**13. Disabilities and Medical Conditions**
**13.1 Disclosure**
If you have any medical condition or disability that may affect your holiday, please inform us before making a booking. This includes any special requirements related to accommodation, seating, or dietary needs.
**13.2 Special Assistance**
We will make reasonable efforts to accommodate your needs but cannot guarantee that appropriate assistance will be available in all cases.
**13.3 Failure to Disclose**
If you fail to disclose any relevant medical conditions or disabilities, we may cancel your booking, and cancellation charges will apply.
**14. Data Protection and Privacy**
**14.1 Use of Personal Information**
We collect personal information to process your booking and provide services. This may include sharing your details with suppliers and authorities as required.
**14.2 Protection of Data**
Your personal information is protected under the Data Protection Act 2018. We implement security measures to prevent unauthorised access or disclosure.
**14.3 Marketing Communications**
With your consent, we may send you promotional materials about our services. You can opt-out at any time.
**15. Website and Brochure Accuracy**
**15.1 Information Accuracy**
We strive to ensure that all information on our website and brochures is accurate. However, errors may occur, and information may change. We recommend verifying details at the time of booking.
**15.2 Photographs and Illustrations**
Photographs and illustrations are for illustrative purposes only and may not accurately represent the actual accommodation or services provided.
**16. Airline and Flight Information**
**16.1 Airline Responsibility**
The responsibilities and liabilities of airlines are governed by international conventions and agreements. Our contract with you is separate from your airline's contract.
**16.2 Flight Timings and Conditions**
All flight timings are provisional and subject to change. The latest timings will be shown on your tickets.
**16.3 Denied Boarding and Compensation**
If you are denied boarding or your flight is cancelled or delayed, you may be entitled to compensation from the airline under EU Regulation 261/2004.
**17. Financial Protection**
**17.1 ATOL Protection**
We provide financial protection for our package holidays under the Air Travel Organiser's Licence (ATOL) scheme. In the unlikely event of our insolvency, the Civil Aviation Authority (CAA) will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking.
*Explanation:* **Insolvency** means that the company is unable to pay its debts and may cease trading.
**18. Governing Law and Jurisdiction**
These Terms and Conditions are governed by the laws of England and Wales. Any disputes arising from these Terms and Conditions or your holiday will be subject to the exclusive jurisdiction of the English courts.
*Explanation:* **Jurisdiction** refers to the legal authority to make decisions and judgments.
**19. Severability**
If any provision of these Terms and Conditions is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
**20. Amendments to Terms and Conditions**
We reserve the right to amend these Terms and Conditions at any time. Any changes will not affect bookings already accepted by us.
**21. Entire Agreement**
These Terms and Conditions, along with our Privacy Policy and any other written information we brought to your attention before confirming your booking, constitute the entire agreement between you and Your Travel Company.
**22. Contact Information**
If you have any questions or require further clarification on any aspect of these Terms and Conditions, please contact us:
- **Email:** info@yourtravelcompany.co.uk
- **Phone:** +44 (0)20 1234 5678
- **Address:** 123 Travel Lane, London, SW1A 1AA, United Kingdom
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**Explanations of Complicated Terms**
- **Non-refundable deposit:** An initial payment that cannot be returned if you cancel your booking.
- **Surcharge:** An additional fee added to cover extra costs, such as payment processing or increased operational expenses.
- **Force majeure:** Unforeseeable circumstances that prevent us from fulfilling our contractual obligations, like natural disasters or war.
- **Curtailment:** Cutting your holiday short due to unforeseen events, such as illness or family emergencies.
- **Insolvency:** The inability of a company to pay its debts, potentially leading to cessation of business operations.
- **Jurisdiction:** The official power of legal bodies to make decisions and judgments in a particular area or over certain types of legal cases.
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By proceeding with a booking, you acknowledge that you have read, understood, and agree to these Terms and Conditions.
