Booking Conditions
The following Booking Conditions together with the General Information contained on our website form the basis of your contract with Book Luxury Holidays. Please read them carefully as they set out our respective rights and obligations.
In these Booking Conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted at a later date). “We”, “us” and “our” means Book Luxury Holidays.
Please note: We sell the following arrangements:
(A). PACKAGE HOLIDAYS AS AN AGENT FOR OTHER ORGANISERS
If you book a package holiday through us but that package has been supplied by a single third party supplier (“Third Party”), your contract for that package holiday will be with that third party. In the conditions set out below a booking of this type is known as a Type A booking.
Please note: For Type A bookings, the terms and conditions of the Third Party will form the basis of your contract with the Third Party concerned and you will be sent a link to this organiser’s terms and conditions when we acknowledge details of the booking to you by email. You must read these carefully. We act as agent only for that Third Party and we have no liability in relation to that package or for the acts or omissions of the third party or any supplier(s) or other person(s) or party(ies) connected with that package.
(B). TRAVEL ARRANGEMENTS AS AN AGENT FOR OTHER SUPPLIERS
If you book travel arrangements (such as transport and/or accommodation), through us but that arrangement has been supplied by a third party supplier or suppliers (“Third Party(ies)”), your contract for that arrangement will be with that (or those) third party(ies) . In the conditions set out below a booking of this type is known as a Type B booking. Please note: For Type B bookings, the terms and conditions of the Third Party(ies) will form the basis of your contract with the Third Party concerned and you will be sent a link to the Third Party(ies)’s terms and condition when we acknowledge details of the booking to you by email. You must read these carefully. We act as agent only for that (or those) Third Party(ies) and we have no liability in relation to that arrangement or for the acts or omissions of the third party(ies) or any supplier(s) or other person(s) or party(ies) connected with that arrangement.
1. MAKING YOUR BOOKING
To make a booking, the party leader must be at least 18 and must be authorised to make the booking on the basis of these Booking Conditions by all persons named on the booking. The party leader confirms that he/she is so authorised and that all party members agree to be bound by these Booking Conditions. The party leader is responsible for making all payments due to us.
Once we have received your instructions to confirm your holiday and all appropriate payments, and subject to availability, we will send you the following:
Type A & B bookings.
An acknowledgement by email that your booking has been received by us. This acknowledgement, (even if it includes a booking reference) simply confirms that we have passed your booking request onto the Third Party(ies) in question and is not a confirmation of your booking (unless otherwise expressly stated).
The confirmation or acknowledgment (as applicable) and all other documentation will be sent to the party leader. Please check this carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation, acknowledgement or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies in any document within 24 hours of you receiving it. Where you have made a Type A or Type B booking, we will have no responsibility for any errors in any documentation except where those errors were made by ourselves. Any acceptance of such responsibility will also be subject to the time limits set out in this clause for notifying us of any inaccuracy.
2. PAYMENT
In order to confirm your chosen holiday, a deposit of £200 (or such other amount as is advised to you by your reservation agent) per person (or full payment if booking within 12 weeks of departure) must be paid at the time of booking.
The balance of the holiday cost must be received by us not less than 12 weeks prior to departure. This date will be shown on the confirmation invoice. Reminders are not sent. If we do not receive all payments due (including any surcharge where applicable) in full and on time, we acting as agent on behalf of the Third Party(ies) (for Type A & B bookings) reserve the right to treat your booking as cancelled by you. In this case the cancellation charges set out in clause 6 below, or for Type A & B bookings, those set out in the applicable organiser’s/supplier’s terms and conditions will be payable.
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3. YOUR CONTRACT
Type A & B bookings
Unless we expressly state otherwise at the time of booking, your contract comes into existence as set out in the terms and conditions of the Third Party(ies) with whom your contract is with.
4. THE COST OF YOUR HOLIDAY
Type A and B bookings.
As we only act as agent for the Third Party(ies) concerned, we reserve the right to pass on to you in full all additional costs and charges of whatever nature imposed by the Third Party(ies) in accordance with its own terms and conditions.
All arrangements
We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error.
Please note, changes and errors occasionally occur. You must check the price of your chosen holiday at the time of booking.
5. CHANGES BY YOU
Should you wish to make any changes to your confirmed holiday, you must notify us in writing as soon as possible. (If you notify us by email you should receive a “change request received” email within 24 hours; if you do not receive one, please contact us again.) For Type A or B bookings we will levy a £10 administration fee in addition to the third party suppliers fee. Please note: For flight inclusive bookings, you must pay the charges levied by the airline concerned. As most airlines do not permit name changes after tickets have been issued for any reason, these charges are likely to be the full cost of the flight.
6. CANCELLATION BY YOU
Should you or any member of your party need to cancel your chosen holiday once it has been confirmed, the party leader must immediately advise us in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices Book Luxury Holidays, 37 Wyatts Drive, Thorpe Bay, Southend-On-Sea, England, SS1 3DH and acknowledged. (If you notify us by email you should receive a “cancellation request received” email within 24 hours; if you do not receive one, please contact us again.) As we incur costs from the time we confirm your booking, the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding booking fees and amendment charges. Booking fees and amendment charges are not refundable in the event of the person(s) to whom they apply cancelling.
Number of days notice Amount you must pay
92 Days + Loss of Deposit
42-91 days 50% of holiday cost*
28-41 days 70% of holiday cost*
8-27 days 90% of holiday cost*
0-7 days 100% of holiday cost
(*or deposit if greater)
For all bookings, where any cancellation reduces the number of full paying party members below the number on which the price, number of free places and/ or any concessions agreed for your booking were based, we or the operator/supplier will recalculate these items and re-invoice you accordingly.
Type A and B bookings
The applicable cancellation charge will be those set out in the booking conditions of the Third Party(ies) with whom your contract is with. In addition to the third party supplier’s cancellation charges, we will levy a £50.00 administration fee for each cancelled party member.
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned.
Depending on the terms and conditions of any Third Party concerned, you may also be permitted to transfer your booking if prevented from travelling if you have made a Type A or B booking.
7. CHANGES AND CANCELLATION BY US
If the Third Party(ies) changes or cancels your Type A or B booking.
If there is a change to your Type A or B booking, we will pass on the new details to you together with any compensation that the Third Party(ies) may offer. As an agent only for the Third Party(ies) we cannot accept any liability for any changes or cancellations made to these bookings.
We cannot accept liability where a change or cancellation of one third party arrangement may affect your ability to join other third party arrangements you may have booked, irrespective of whether Book Luxury Holidays have acted as the booking agent or not.
For all bookings, flight timings may be changed by the airline; the timings shown on your holiday confirmation or acknowledgement are the latest planned timings. Your actual flight timings will be shown on your tickets, and you should check them as soon as you receive them. If the flight timings on your ticket have changed significantly, you may receive compensation.
8. FORCE MAJEURE, EVENTS BEYOND OUR CONTROL
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected by or you otherwise suffer any damage or loss (as more fully described in clause 9 below) as a result of “force majeure”. In these Booking Conditions, “force majeure” means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strife, actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
9. OUR LIABILITY TO YOU
Type A and B bookings
In respect of Type A and B bookings, we act only as an agent for the Third Party(ies) concerned. Your contract for your holiday is directly with the Third Party(ies) concerned. We accept no liability in relation to the holiday itself or for the acts or omissions of the Third Party(ies) concerned. For Type A and B bookings, the terms and conditions of the Third Party(ies) will apply to your contract (we will provide details of their terms and conditions in our acknowledgement email sent to you at the time we take your booking.)
However, in the event that we are found liable on any basis whatsoever our maximum liability to you if we are found to have been at fault in relation to any service we provide as agent for the Third Party(ies) concerned (as opposed to any service provided by the Third Party(ies) for whom we are not responsible) is limited to the commission we earn or are due to earn in respect of the booking in question. We do not exclude or limit any liability for death or personal injury which arises as a result of our negligence or that of our employees whilst acting in the course of their employment.
10. COMPLAINTS AND PROBLEMS
In the unlikely event that you have any reason to complain or experience any problems with your holiday whilst away, you must immediately inform our representative and the supplier of the service(s) in question. Any verbal notification must be put in writing and given to our representative and the supplier as soon as possible. Until we know about a problem or complaint, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, you must write to us within one month upon your return home giving your booking reference and full details of your complaint. Only the party leader should write to us.
For Type A and B bookings, we act only as agent for the Third Party(ies) concerned and therefore cannot accept any liability for your Type A or B holiday. Any assistance provided in resolving a complaint in relation to any such booking is provided on a goodwill basis and in our capacity as agent.
11. BEHAVIOUR
When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the accommodation owner or manager or other supplier. If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.
We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the holiday of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service. We will have no further responsibility toward such person(s) including any return travel arrangements. No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination.
12. CONDITIONS OF SUPPLIERS
Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the supplier concerned.
13. SPECIAL REQUESTS AND MEDICAL PROBLEMS
If you have any special request, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the supplier ( or Third Party if you have made a type A or B booking) or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.
We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.
If you or any member of your party has any medical problem or disability which may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen arrangements. In any event, you must give us full details in writing at the time of booking. If we (or any Third Party for Type A or B bookings) reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we or the Third Party (if applicable) become aware of these details.
14. PASSPORTS, VISAS AND HEALTH REQUIREMENTS
The passport, visa and health requirements applicable to British citizens for the holidays we offer are available at www.fco.gov.uk. We will always endeavour to advise of current passport, visa and health requirements but it is your responsibility to check for your own specific needs. Information on health is contained in the Department of Health leaflet T6 (Health Advice for Travellers) available from your local Department of Health office and most Post Offices. For European holidays you should obtain a Form E111 (details in leaflet T6 referred to above) prior to departure.
It is your responsibility to ensure that you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry correct documentation. If you or any member of your party is not a British citizen or holds a non British passport, you must check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel. If failure to have any necessary travel or other documents results to fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.
15. FINANCIAL SECURITY
If you make a Type A or B booking, you should refer to the Third Party’s(ies’) Booking Conditions and other information provided by the Third Party(ies) for details of how your Type A booking is protected in the event of the Third Party’s insolvency.
16. PRICES AND WEBSITE ACCURACY
Please note, the information and prices shown on our websites may have changed by the time you come to book your holiday. Whilst every effort is made to ensure the accuracy of the websites and prices, regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen holiday (including the price) with us at the time of booking. Where we act only as agent (i.e. Type A or B bookings) we will have no responsibility for any errors in any documentation, including pricing errors except where those errors were made by ourselves.
17. DELAY
Type A or B bookings
As we act as agent only, we cannot accept any liability in the event of a delay at your homeward or outward point of departure.
18. SAFETY STANDARDS
Please note, it is the requirements and standards of the country in which any services which make up your holiday are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may sometimes be lower.
19. FLIGHTS
The flight timings given on bookings are for general guidance only and are subject to change. The latest timings will be shown on your confirmation invoice. However, the actual flight times will be those shown on your tickets which will be despatched to you approximately two weeks before departure. You must accordingly check your tickets very carefully and immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact you as soon as possible if this occurs.
We are not always in a position to confirm the airline, aircraft type and airport of destination which will be used in connection with any flight included in your arrangements. When this information is provided at the time of booking or subsequently, it is subject to change. Any such change will not entitle you to cancel or change to other arrangements without paying our normal charges (and, if you have booked a Type A or B booking, those of the Third Party concerned)
20. FINANCIAL PROTECTION CLAUSE
Book Luxury Holidays is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with ”The Package Travel, Package Tours Regulations” all passengers booking with Book Luxury Holidays are fully protected for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. Your money is fully protected and paid into an independent Trust Account, managed by Protected Trust Services Ltd of 307-315 Holdenhurst Rd, Boscombe, Bournemouth BH8 8BX and its Trustees, chartered accountants – Elman Wall Ltd of 8th Floor, Becket House, 36 Old Jewry, London EC2R 8DD.
