Our Terms of Business set out clearly and simply the responsibilities we at Trade Wings Travel have to you and which in turn you have to us. In these Terms of Business “you” mean all persons named on the booking, including anyone who is added or substituted at a later date. “We” means Trade Wings Travel.
When accepting our Terms of Business you do so, on your behalf and others named in your party that you have read, understood and accepted these Terms of Business as well as the Travel Provider/s Booking Conditions and the information provided to you. In completing your booking with us you are accepting both our Terms of Business and the Travel Provider/s booking conditions which are available on request.
1. Booking Procedure – When you make a booking with us the required deposit or full payment must be paid in order for our reservations agent to confirm the booking and a contract comes into existence between you and the Travel Provider. Bookings may be made by telephone, or on line. When confirming your booking via Trade Wings Travel we will issue you with a confirmation invoice, showing the balance and date due if applicable.
2. Payment – Bookings made within twelve weeks of departure must be accompanied by the full payment. If full payment is not received by the due date, we reserve the right to treat your booking as cancelled, and you would incur cancellation charges as set by the Travel Provider/s, which could be up to 100% of the value of the booking. Bookings made outside 12 weeks of departure may be secured by paying a deposit. The amount of the deposit payable varies and you will be advised at the time of booking. All deposits are non-refundable, unless in the event that travel arrangements are unavailable. Trade Wings Travel does not accept responsibility for any travel or accommodation arrangements you may have made with another supplier before you have received final confirmation of your booking with us. Trade Wings Travel hereafter called The Company will take all reasonable care in making arrangements but acts solely as Agents for the Principal. We accept payments by debit card (no extra charge) and by credit card with 1.8% charge (1.9% for AMEX).
3. The Company’s Obligations – The Company has done its best to ensure that the statements made in its web sites or brochures are correct, and we do our utmost to ensure that the holidays offered are properly arranged and that services, accommodation, car hire and organisations used are reputable. Nevertheless arrangements have to be made substantially in advance and difficulties can, occasionally arise. Accordingly, while The Company accepts liability for any loss you may suffer as a direct result of negligence of our employees, we do not accept liability for events, or the acts or omissions of people, outside our control. If you are unfortunate enough to suffer any such problems your holiday insurance may provide a measure of compensation.
4. Pricing – All prices quoted are in pounds sterling. Trade Wings Travel reserves the right to amend prices without prior notice. Prices do not include, unless stated in writing, any tips or porterage of luggage at any airport or hotel, airport or departure taxes, hotel laundry expenses, meals, beverages, entrance fees, guide fees, city sightseeing tours fees, excursion fees, telephone calls and any items that are offered by the hotel, including the contents of room mini-bars or any other items not detailed on the hotel voucher.
5. Travel Insurance – We strongly recommend that all clients take out a comprehensive travel insurance policy that offers a high level of cover for the full duration of the tour. Travel insurance is advised to cover personal injury, medical expenses, costs associated with repatriation to home country, compensation for loss of luggage, and expenses associated with the cancellation, postponement, or delay of a tour. The client acknowledges that in the event of injury or illness, all doctors’ fees, hospital costs, and repatriation expenses are the responsibility of the client and the company will in no way be responsible or liable for the refund of the tour cost. It is the responsibility of the client to ensure they are receiving an adequate level of insurance cover and to read the full terms and conditions of their travel insurance prior to travel.
6. Descriptions – This is drawn from information provided directly by our suppliers. Trade Wings Travel cannot be held responsible for any inaccuracies in such information, nor can liability be accepted for changes in facilities, which are not advised to us by our suppliers.
Particular features or facilities in hotel descriptions form part of the hotel’s standard offering and their availability cannot be guaranteed unless specifically requested by the client and confirmed by Trade Wings Travel in writing.
7. Cancellation By You – If you or any other member of your party wishes to cancel a holiday (or any part thereof) which is subject of a confirmed booking, notice of cancellation must be received by The Company in writing. This must be done by the person who accepted our Terms of Business, or in the event of a credit card booking the card holder, and a written receipt obtained. Please note that the policy of our suppliers varies so much that we have a general policy to cover all eventualities. Therefore, all arrangements booked through The Company are “NON REFUNDABLE” and are subject to 100 per cent cancellation fees, unless otherwise stated on our invoice and therefore insurance is most strongly recommended.
8. Cancellation By The Supplier – It may be that particular circumstances outside the control of The Company may result in the Travel Provider/s having to cancel your holiday. In the event of this being necessary, we will inform you as soon as possible, and will offer you the option of either an alternative holiday of at least comparable standard (if available) or a refund of all monies paid less the Company’s reasonable expenses. The particular circumstances to which
this paragraph applies are Foreign Office Advice, airlines withdrawal of services, hostilities, civil or political unrest, natural disasters, epidemics, local or national government acts, fires or storms, strikes, airline failures or any other circumstances regarded as Acts of God. In any of these events The Company will apply a minimum administration charge of £75 per person. The Company may also cancel your holiday at any time after deposit payment of your confirmation invoice if you default in paying the balance due under that invoice by the requested date and no refunds will be made.
9. Amendments/Alterations by You – Normally amendments/alterations are not permitted once a booking is confirmed. If however, amendments are possible, an amendment fee over and above whatever our principle(s) charge is will be levied. The Company will apply a minimum administration charge of £75 per person in addition to any further charges made by the service provider/s. This will also apply in the event that you cancel your holiday due to Foreign Office Advice, airlines withdrawal of services, hostilities, civil or political unrest, acts of terrorism, natural disasters, epidemics, local or national government acts, fires or storms, strikes, airline failure, or any other circumstances regarded as Acts of God. If clients alter their reservations directly with the hotel, Trade Wings Travel must be notified immediately. If notification is not given, then the clients will be liable to pay the Hotel directly for any changes that have been made at the Hotel’s rack rates.
10. Alterations By The Travel Provider/s – Minor alterations may occur in the details of your holiday (for example aircraft flight times, change to hotel facilities), and The Company will notify you of such changes as quickly as possible once the Travel Providers/s have advised The Company. In the event that the Hotel cannot provide the booked accommodation, this may be due to the Hotel’s own overbooking and you will be offered an alternative of the same standard or higher subject to availability. Delays caused by weather conditions, transport problems, strikes, industrial action or other circumstances outside of our control are regarded as minor alterations and no refund or compensation can be given in these circumstances. If any major material alteration becomes necessary, e.g. if the scheduled flight booked is changed by more than 12 hours, after your holiday/flight/car hire/accommodation/other service is booked, you have a choice of either:
A. Accepting the alternatives offered by the supplier.
B. Purchasing another holiday available from us.
11. Trade Fairs/Festivals – During Trade Fairs or other Special Events hotels often impose supplements or do not give the usual reductions, which means that the price you pay may be higher than the hotel’s published rate. This can also happen at any period when rooms are very scarce.
12. Delays – Trade Wings Travel accepts no responsibility for additional expenses due to changes or delays in road, rail, sea or air services or indeed due to any other cause; all such expenses will have to be borne by the client.
13. Passports, Visas and Health Requirements – The clients shall be fully responsible for ensuring that all necessary travel documents such as passports, visas, ESTA and health documents are valid. The Company strongly advises clients to contact the appropriate authorities for up to date information. The Company cannot accept any responsibility for any loss caused by incomplete and/or invalid personal documentation.
14. Disputes in Resort – If a client is dissatisfied with any aspect of his Hotel, this MUST be brought to the attention of the hotel management immediately and the Hotel management must be given adequate opportunity to rectify/resolve the situation from the outset. If the Hotelier or the Travel Provider/s local representative (if there is one available) cannot rectify/resolve the situation to the client’s satisfaction, Trade Wings Travel must be contacted at the earliest opportunity. If having taken the above action the client is still dissatisfied, complaints should be received in writing within 14 days of the clients return.
15. Travel Documentation – Tickets and other travel documentation are normally e-mailed to clients 2-3 weeks before departure or as soon as we receive the documents from the suppliers after full payment received from the client. Travel Documents can be sent by “Royal Mail Special Delivery” at your request for an additional £8.00 per booking. The Company accepts no liability for tickets delayed or lost in the post. Bookings made over the telephone within 14 days of travel an additional charge of £20.00 per booking may be applicable – our reservations clerk will advise you at the time of booking. It is imperative that all documentation is checked thoroughly and matches the client’s requirements. Any errors advised at a later date may be subject to an amendment fee.
16. Return/Onward Flight Confirmations – Some airlines still require that ONWARD / RETURN flights are reconfirmed 72 hours before departure. Clients must check-in at the appropriate airport/terminal at least 3 hours before departure, and must reconfirm the necessary flight with the airlines within the relevant period.
17. Special Requests – If you have any special requests, you must advise this at the time of booking. Although we endeavour to pass any reasonable requests to the relevant Travel Provider/s, these cannot be guaranteed and are subject to availability by the Travel Provider/s.
Failure to meet any special requests will not be a breach of contract and will never form part of a condition of booking.
18. Check-in/ Check-out times – Hotels have different policies regarding check-in and check-out times. As a general guidance check-in is around 3pm on the day of arrival and check-out is around 11am on the day of departure. If your flight arrives early or departs late you may wish to book one extra night to guarantee that you have the comfort of a room at all times.
All of these conditions laid down are in addition to those of our Principal(s) and cannot be altered unless in writing (see Cancellation by You). All reservations are subject to our terms of business and those of the travel provider/s; all arrangements for hotel accommodation and
other services operated by person or bodies are made by Trade Wings Travel as agents only. Trade Wings Travel shall not be responsible for any damage, loss or inconvenience caused to clients as a result of such arrangements unless caused by Trade Wings Travel’s negligence. Trade Wings Travel disclaims any financial responsibility for the payment of goods or services, which are not stipulated on our documentation, unless authorisation has been obtained from our office in writing. All extras to services stipulated on our documentation must be collected directly from the client. Any amendments to our documentation should be backed up by written confirmation from our office and if the details on the documentation do not agree with the reservation you are holding, then this office must be contacted immediately. Your contract is based on these terms of business and the booking conditions of the travel provider/s and is subject to English laws and jurisdiction. Trade Wings Travel disclaims any financial responsibility for the payment of goods or services, which are not stipulated on our documentation, unless authorisation has been obtained from our office in writing.
Additional Covid-19 Terms and Conditions
FCO advice
Please note that the Foreign, Commonwealth & Development Office (FCDO) currently advises against all but essential travel to a number of overseas destinations, including popular holiday destinations in which we operate. However, many of these destinations remain open and welcoming to UK tourists and flights to and from these destinations continue to operate. Whilst holiday destinations remain open to UK tourists, flights continue to operate and holiday services can be performed, we will continue to offer holidays to our customers who wish to travel.
If you book a holiday with us during the Covid-19 pandemic, you confirm that you have checked, understand and accept the FCO travel advice relating to your chosen destination, including where there may be a requirement on you to quarantine upon your return to the UK (or in destination), and understand and accept that there is a heightened risk of travelling during the Covid-19 pandemic, beyond that associated with travel during ordinary times. You are also required to purchase a specialist travel insurance which includes certain cover for Covid-19.
Travel Advice
For up-to-date travel advice from the UK government, visit www.gov.uk/foreign-travel-advice and https://travelaware.campaign.gov.uk. We recommend that you consult these websites before booking in order to make an informed decision about your chosen destination, and again before departure.
Insurance
You must purchase specialist travel insurance policy available which includes specific cover for Covid-19 related issues and incidents which may affect your travel arrangements [and travelling to a destination subject to a FCDO advisory against travel], You can choose to purchase the travel insurance offered by us on our website or a comparable alternative. It remains your responsibility to read and understand the insurance policy and ensure that it is suitable and adequate for your particular needs.Please read your policy details carefully and take them with you on holiday. If you choose to travel without adequate insurance cover, we will not be liable for any losses suffered by you in respect of which insurance cover would otherwise have been available.
Cancellation – the following clauses are in addition to our standard cancellation terms and changes:
Where you are choosing to travel to a destination subject to the FCDO advisory against
non-essential travel, you accept that once your booking has been confirmed, if you decide not to travel due to the FCDO advisory, you will have to pay our standard cancellation charges as shown in clause xx of these booking conditions – you are not entitled to cancel and receive a full refund in these circumstances, as it is assumed and you confirm that you have made your booking with full knowledge of the FCDO advisory against non-essential travel.
Where your chosen destination is exempt from the FCDO advisory against non-essential travel at the time of booking but is subsequently removed from the FCDO exemption list and at that point becomes subject to the FCDO advisory against non-essential travel,you accept that you will not have the right to cancel your booking and receive a full refund. If you choose to no longer travel in these circumstances, you will have to pay your standard cancellation charges as shown in clause 6 of these booking conditions, as you made your booking with full knowledge of the risks of travelling during the Covid-19pandemic.
Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
(a) If you, or anyone in your booking party, test positive for Covid-19, or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Covid-19 (or where they otherwise suspect they may have Covid-19) and have to self-isolate for a period of time.
If this happens within 14 days of your departure date, you must contact us immediately as you may no longer be able to travel. We will offer you the following options where possible and subject to availability:
a. Postponing your holiday to a later date. We will notify you of any impact on the price the postponement may have (please note that you may have to pay full cancellation charges on some elements of your holiday, such as the flight, as well any increase in cost imposed by suppliers);
b. If not everyone on the booking is affected, you will have the right to transfer your place on the holiday to another person nominated by you,subject always to compliance with the requirements within our booking conditions;
c. Cancelling your booking, in which case we will impose our standard cancellation charges as at the date of cancellation by you. You may be able to claim these costs back from your travel insurance – please check your policy wording.If this happens whilst you are on your holiday, please notify us immediately and we will provide such reasonable assistance as we can in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your holiday, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. Yourtravel insurance may cover some of these costs for you – please check the policy wording.
(b) You fail any tests, checks or other measures imposed by a supplier, airline, porter airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied boarding, entry to the destination, access to the travel services or you are otherwise unable to proceed with your holiday, or any part of the holiday, oryou are required to self-isolate within the destination. Your travel insurance may cover some of these costs for you – please check the policy wording.
Your holiday experience
You acknowledge that the suppliers providing your holiday will need to comply with national and/or local guidance and requirements relating to Covid-19 and have implemented certain measures as a result. This will likely include specific requirement regarding personal protective equipment, such as use of face-masks by staff (and you may be required to wear a face-mask as well), social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability and temperature testing. We do not expect these measures to have a significant impact on your enjoyment of your holiday and all measures will be taken with the purpose of securing your safety and those around you.
Events Beyond Our Control
In these booking conditions, “Events Beyond Our Control” means a situation which is beyond our or the supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster,
adverse weather conditions, flood, epidemics and pandemics, fire, airport, port or airspace closures, restrictions or congestion, flight orentry restrictions imposed by any regulatory authority or other third party, an FCDO advisory against travel to a particular destination and any other government restrictions on travel. Except where otherwise stated in these booking conditions, we have no liability including for compensation, costs and expenses in such situations.
