Terms and conditions

Last modified January 20, 2023
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The terms and conditions listed below apply to any travel or travel related services booked on your behalf by Passports & Palms Travel Co. LLC and used by you or any member of your party.
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Terms
These Terms of Service ("terms", "conditions" or "terms and conditions"), together with any other written information we bring to your attention before we confirm your travel, apply to your booking with (“Agency”) Passports & Palms Travel Co. LLC (“we” or “us” or "our"). Please read them carefully as they set out our respective rights and obligations. In these Terms of Service references to "you" or "your" or "client" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. If you have any further questions after reading these Terms of Service then please contact us. Passports & Palms Travel Co. LLC is an independently owned and operated business affiliate of Travel Planners International ("TPI") This means that TPI allows us to book travel services under their industry IATA/CLIA/ARC accreditation in accordance with the terms of Accredited Body membership. We act only as an agent. When you make a booking, your contract (or contracts) will always be with the supplier(s) of the travel services you have booked. Our obligations to you may vary depending upon which arrangements you book with us, and we set them out clearly below.  
 
Please read the Terms of Service carefully. By clicking to accept or agree to the Terms of Service as incorporated in the Client Agreement, you accept and agree to be bound and abide by these Terms of Service and our Privacy Policy, incorporated herein by reference. If you do not want to agree to these Terms of Service or the Privacy Policy, you must not click to agree or accept in the Client Agreement.
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These Terms are offered and available to users who are 18 years of age or older, and reside in the United States or any of its territories or possessions. By accepting these Terms, you represent and warrant that you are of legal age to form a binding contract with the Company and meet all of the foregoing eligibility requirements. If you do not meet all of these requirements, you must not click to accept these Terms.
 
Changes to the Terms of Service
We may revise and update these Terms of Service from time to time in our sole discretion. All changes are effective immediately when we post them. You are expected to check this page each time you accept the Terms so you are aware of any changes, as they are binding on you.
 
Our Service Fees
In certain circumstances we apply fees for our travel services which are either listed directly on our website or will be provided to you prior to services being rendered. All individual concierge requests (i.e. event tickets, VIP experiences and other related services) are subject to a 20% handling fee. Client accepts and agrees to all fees as outlined in our fee structure. All fees are separate to those imposed by any vendor or supplier with whom the client has confirmed bookings. All service related fees are non-refundable and the client agrees to not charge-back any valid service fees per their signed agreement.
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Fee For Last Minute Trip Planning
A late planning fee will be required for trips requested within 45 days of departure date in the amount of $250.
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Booking Details
By making a booking, you agree on behalf of all persons detailed on the booking that you have read these Terms of Service and agree to be bound by them; you consent to our use of information in accordance with our Privacy Policy; and you are over 18 years of age. When you make your booking you must pay the relevant deposit or full payment as specified at the time of booking. If you believe that any details on the booking summary (or any other document) are wrong, you must advise us immediately as it may not be possible to make changes later, you may incur charges to make changes and it may harm your rights if we are not notified of any inaccuracies in any document immediately. Please check that all names, dates and timings are correct on receipt of all documents and advise us of any errors immediately. We will not make any charge for changes to documents, but you will have to pay any charges made by suppliers. Please ensure that the names given are the same as in the relevant passport. Copies of your passport and your parties’ passports are to be submitted to Passports & Palms Travel Co. before your booking is confirmed. 
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Our Responsibility for Your Booking
Your contract is with the supplier and its booking conditions apply. As an agent, we accept no responsibility for the actual provision of the arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to the cost of your booking (or the appropriate proportion of this if not everyone on the booking is affected).
 
Pricing, Rates, and Inclusions
Price quotes are applicable to the date and time at which they are requested. Quotes in foreign currency are subject to fluctuations in exchange rates and international credit card issuer fees. We are not responsible for any increases due to fuel surcharges, government imposed taxes/fees or supplier-imposed increases. 

Quoted rates are based on the exact inclusions provided in writing to you. Unless specifically itemized, rates do not include inspection fees for U.S. Customs and Immigration, cost incurred for VISAS and passports, seat assignments, Air Transportation Tax, Agricultural tax, airport taxes and fees including September 11th security fee, passenger facility charges, Federal domestic flight segment fees and U.S. International travel and departure fees, and other government imposed fees, port taxes, vaccinations, gratuities, meals and beverages except as noted and on cruises or all-inclusive resorts, alcohol, resort fees, locally paid city taxes, hotel energy charges, parking and valet services, laundry service, additional bedding charges, telephone calls, minibar, optional excursions, airport transfers, non-qualifying flights, porterage at airports and train stations, travel insurance premiums, and any other miscellaneous charges of a personal nature.
 
Payment
You will be required to pay a deposit or make full payment for your booking at the time of booking. Where you only pay a deposit you must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the supplier who may cancel your booking and charge the cancellation fees set out in their terms and conditions. By providing your credit card details for payment of any kind, you acknowledge and accept our Terms and Conditions and agree to abide by them. You authorize us to charge your credit card for the charges associated with your travel booking. By authorizing us to charge your credit card, either through our payment authorization form or through the phone, you acknowledge that you understand and agree to all the terms and conditions of the booking, including but not limited to, all cancellation policies.

Payments to us in currency other than the U.S. Dollar will be converted at the current exchange rate to USD. U.S. Dollar payments by us to suppliers will be converted at the current exchange rate for local country currency.
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Suppliers’ Terms and Conditions
As an agent we accept no responsibility for the acts or omissions of the supplier or for the services provided by the supplier. The supplier’s terms and conditions will apply to your booking and we advise you to read these carefully as they contain important information about your booking. The Suppliers providing tours, excursions, transportation, accommodations and other components of your trip or vacation are independent contractors and are not agents, affiliates, representatives, or employees of us. All documentation, receipts, confirmations, and tickets issued are subject to the terms and conditions specified by the Supplier. Additional terms and conditions, separate from this Agreement, will apply to your reservation and other purchase of travel-related goods and services. Please read these additional terms and conditions carefully. You agree to abide by the terms and conditions of purchase imposed by any Supplier with whom you elect to deal, including, but not limited to, payment of all amounts when due and compliance with the Supplier’s rules and restrictions regarding availability and use of fares, products, or services. We reserve the right to cancel your booking if full payment is not received in a timely fashion. You acknowledge that some third-party providers offering certain services and/or activities may require you to sign their liability waiver prior to participating in the service and/or activity they offer. You understand that any violation of any such supplier’s rules and restrictions may result in cancellation of your reservation(s), denied access to the applicable travel product or services, forfeiting any monies paid for such reservation(s), and/or your responsibility to cover any cost we incur as a result of such violation. Any additional terms and conditions will be provided to you in written form via email.
 
Accommodation Ratings and Standards
Accommodation ratings are displayed as provided by the supplier. These are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given and no warranty is given or implied. Safety standards in some countries may differ from those applicable in the United States. We strongly advise that all customers seek to minimize their exposure to injury by familiarizing themselves with relevant safety information.

Hotel accommodation is subject to availability at the time of reservation. Some hotels require NON-REFUNDABLE and NON-TRANSFERABLE deposits to guarantee a booking. In such cases, we will notify you for the NON-REFUNDABLE prepayment for that portion of the trip. Amenities such as elevators, air conditioning, bedding size, etc., are not guaranteed in all properties. In addition, even if a property has amenities such as air conditioning or elevator, it is not guaranteed that it will be operational or available during your stay. Reimbursement for lack of amenities is solely the responsibility of the hotels, and while we may act as an intermediary, we cannot be held responsible for such reimbursement under any circumstances.

Room Allocation
After registration, on arrival at your accommodation, you will be allocated a room. It is your responsibility to verify the check-in and check-out times directly with your accommodation supplier. Please note that any local taxes and expenses will be payable to your accommodation supplier in resort on check-in or check-out.
 
Building Work or Construction
From time to time, renovation or refurbishment and its associated noise are unavoidable at a hotel. If we are notified of such works we will inform you before you make your booking or within a reasonable time of us being notified.
 
Conditions of Suppliers
Many of the services which make up your travel itinerary 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 us or the supplier concerned.
 
Behavior
Please be aware that the terms and conditions of the supplier will normally state that your stay can be terminated, with no refund, if the behavior of your party falls below an acceptable standard. Suppliers will also often require you to pay for any damage you cause to the accommodation in the resort. We are under no obligation to you if any event such as this occurs. You agree to indemnify us for the full amount of any claim (including all legal costs) made against us by the supplier or any third party as a result of your conduct.
 
Complaints
The contract for your travel arrangements is between you and the supplier and any queries or concerns should be addressed to them directly. We will gladly assist you with resolving any issues. If you have a problem whilst on your travels, this must be reported to the supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint. The amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances. If you wish to complain when you return home, write to the supplier as set out in your booking confirmation.
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Special Requests
If you have any special requests (for example dietary requirements, cots or room location), please let us know at the time of booking. We will pass on all such requests to the supplier but we do not guarantee that they will be met and we will have no liability to you if they are not.
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Travel Documentation
It is your responsibility to obtain and pay for all the necessary documentation before traveling (visas, passport, tourist card or any other travel documentation required). We can assist as needed with such services. We are not responsible if you or any member in your party does not have all the necessary documentation and therefore cannot enter the country on arrival. We also strongly recommend that you check with the Embassy or Consulate in your home country before traveling. Travel documentation appropriate for entry to your itinerary destinations, such as passports, visas & inoculation certificates, remain each traveler’s responsibility. We will advise required documentation but travelers who do not meet advised requirements will be denied boarding. Valid passports are required for all international destinations. If a passport is required to travel, the expiration date must be at least six (6) months following the return date of the planned travel. Each foreign country holds different views of past criminal offenses - if you have a current or past offense, please contact that country directly for entry and exit requirements. Travelers with DWI or DUI records should check whether current rules exclude admission to foreign destinations. If we feel it is an invasion of privacy for members of our staff to make such an inquiry and these requirements remain the traveler’s responsibility. For further information, please visit the U.S. State Department web site: travel.state.gov.
 
Air Travel
Airfare quoted by us or one of our Air Affiliates is only confirmed at the time of payment and when an E-ticket number has been generated. If you do not have an e-ticket number on your reservation, your ticket is not confirmed. Once an air ticket has been issued and a confirmation has been generated, any airline imposed changes to seat assignments, departure and arrival locations/times, etc are not a result of any actions by Passports & Palms Travel Co. LLC. However, we will make every effort to remedy the situation if you are not happy with the change. We do not work for any airline nor are we directly affiliated with any one airline. Therefore, Passports & Palms Travel Co. LLC cannot be held liable for any changes or complications caused by an airline. It is the passenger’s responsibility to confirm that all airline reservations are correct and include proper spelling of legal names at the time of confirmation.
 
We understand that air travel can be frustrating at times. A benefit to booking your air travel through our affiliate airline partners is that we are available to advocate on your behalf if you incur airline changes, cancellations and other disruptions. Please remember that we only offer flight bookings as an additional service that supports your travel program. We will do the best we can within our capacity to make things right for our valued clients.
 
Flight Responsibilities
It is strongly recommended that you check in a minimum of 2 hours prior to scheduled departure for domestic flights and 3 hours prior to scheduled departure for international flights. Recommended check in times are subject to change without notification. It is the traveler’s responsibility to remain abreast of changes in condition or airport rules that might require earlier arrival times. This information can be found when entering your confirmation number on the airline website.

It is the traveler’s responsibility to reconfirm flight times at least 24-72 hours prior to scheduled flights. We will not assume responsibility for any air or schedule changes. Certain countries require departure taxes that require payment in cash. All scheduled airline flights are occasionally subject to overbooking, delay or cancellation. If this occurs, we will use our best efforts to assist you and members in your party in finding alternative arrangements. We, however, are not responsible for any such events and the costs associated therewith.
 
No-Show, Cancellation and Amendment
Any cancellation or amendment request must be sent to us in writing and will not take effect until received by us. If you are a no-show or you cancel or amend your booking, the supplier may charge the cancellation or amendment charge shown in their terms and conditions (which may be 100% of the cost of the travel arrangements). 
 
Changes or Cancellations by the Supplier
We will inform you of any changes or cancellations as soon as reasonably possible. If the supplier offers alternative arrangements or a refund, you will need to let us know your choice within the time frame we stipulate. If you fail to do so the supplier is entitled to assume you wish to receive a full refund. We accept no liability for any changes or cancellations made to your arrangements by the supplier under your contract with them.
 
Our Cancellation Policy and Fees
We make every effort to ensure your travel experience is seamless. Significant time and effort goes into designing your travels and we leverage an extensive network of partner, affiliate and personal relationships to achieve this for you. We understand life happens and no one expects to have to cancel their travels - this is why we highly recommend protecting your trip investment with an insurance policy. Our supplier/vendor partners (hotels, cruise lines, tour companies, resorts, etc.) all have different deposits, final payment and cancellation terms or penalties. All cancellations terms and penalties apply to no-shows. Information concerning your trip, including penalties and restrictions of the supplier will always be provided for your review prior to a booking or deposit being confirmed. It is your responsibility to be aware of the potential cancellation penalties by any vendor. 
 
All trips are subject to a separate Passports & Palms Travel Co. cancellation fees as outlined in our FAQ Section. This fee may be waived at the discretion of our team. Cancellation fees cover our time spent thus far servicing your request and compensation for any potential loss of revenue due to our partner relationships. All cancellation fees are non-refundable and non-transferable.

All fees are independent of any penalties by the supplier. All Total Booking Costs and Cancellation fees are in United States Dollars.
 
Travel Protection/Insurance
Adequate travel insurance is a condition of your contract with either us or the supplier in question, as applicable. We highly recommend protecting your investment with trip protection insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses. If we have issued your policy please check it carefully to ensure that all the details are correct and that all relevant information has been provided by you (e.g. pre-existing medical conditions). Failure to disclose relevant information will affect your insurance. If you fail to travel with adequate insurance coverage, we will not be liable for any losses in respect of which insurance cover would otherwise have been available. Insurance waiver forms must be signed if travel protection is declined.
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Pandemics and Government Actions
In the extreme case of a pandemic or government action that cancels, delays, or interrupts your travel, Passports & Palms Travel Co. will act in compliance with all government regulations and will act according to supplier imposed policy. We are not liable for any losses incurred during these situations, such as in the case of a refund not being issued by a supplier during extraordinary, unforeseen circumstances. However, we will advocate for the traveler to the best of our ability and within reason before required to charge a minimum of $125 service fee to the traveler. Please note, traditional travel insurance policies do not cover pandemics or government actions, you must purchase as an add-on or choose a policy which provides “Cancel for Any Reason” to be covered for these extreme events.
 
Additional Disclosure
We are not the source or supplier of the travel services requested and acts solely as a booking agent for disclosed principal supplier cruise lines, hotels, airlines, ground transportation and other companies providing accommodations, transportations, and/or other services. Each of these suppliers is an independent entity with its own management and is not subject to the control of our company. We shall not be liable for any accident, injury, property damage or personal loss to client or to those traveling with client in connection with any travel services we have booked, including but not limited to delays as a result of a shelter in place, quarantines, work restrictions or related government orders or mandates arising from or in connection with pandemics including COVID-19 (Corona Virus); acts of God; weather conditions; natural disasters; acts of governments or other authorities; wars; civil disturbances; riots; strikes; epidemics; acts of terrorism; breakdown in equipment; theft; delay; fuel increases or cancellation or change in intermarry or schedules. Client acknowledges and accepts that there are cancellation policies, change fees and penalties that apply to your travel plans and services as set by travel suppliers. If for any reason credit card charges are later declined, reversed or we are unable to receive payment for the travel plans and services, Client acknowledges that this is a binding contract and we will be entitled to recovery, including reasonable attorneys’ fees in connection with collection.

Claim for refunds and/or adjustments must be made within 30 days of the disputed dates of travel. Full details and proof of payment documentation must accompany all claims. Please allow 10 days to process refunds from the date of canceled travel. No refunds will be issued for cancellations due to actual or threatened terrorist events or due to fear of travel from actual or threatened terrorist, health, political or similar events. Supplier terms are separate from our Agency’s terms. Please refer to the Supplier terms and conditions for details on their policies.

You waive any right to a chargeback in case of cancellation (except for fraud) including Force Majeure event(s) (as described below) and agree to refund policies and procedures outlined in these Terms and Conditions. In the event you attempt a chargeback, reverse or recollect a trip payment already made without our authorization, we have the right to collect additional costs, fees, and expenses associated with the chargeback, including, but not limited to, attorney fees.
 
Medical Issues
It is each traveler’s responsibility to make certain that they have proper immunizations before travel - please see your health provider for advice. It is the responsibility of every traveler to meet with his or her doctor at least 8 weeks prior to travel to obtain any necessary vaccines or medications. We also strongly recommend that you check with the Centers for Disease Control and Prevention for up-to-date, destination specific information related to food and water safety, infectious diseases, and other concerns.
 
Data Protection
a) In providing travel arrangements for you, we may collect and process personal data (including names, contact details, passport numbers, credit card details, travel preferences and dietary requirements) relating to you and/or the person for whom we are making travel arrangements.
b) You acknowledge that in order to make a booking for you by either us or through a third party, we may transfer to, and store personal data both inside and outside the USA, and you consent to transferring and storing personal data in this way.
c) You acknowledge that we may transfer your data (including personal data) to a third party and that any use of such data by the third party will be in accordance with their terms and conditions and outside of our control.
 
Limitation of Liability and Responsibility
We, and all cooperating carriers and agencies, act only in the capacity of agents for the hotels, airlines, cruise lines, railroads and bus companies or owners or contractors providing accommodations, transportation, guides or other travel or travel related services, (collectively referred to as “Contractors”). All coupons, contracts, exchange orders, receipts and/or tickets issued by us on behalf of such Contractors are subject to any and all tariffs, terms and conditions under which any accommodations, transportation or any other travel or travel related services are provided by such Contractors and/or by their employees or agents. We are not responsible for any negligent or willful act or failure to act of any such Contractors or their employees or agents. In addition, We are not responsible for any negligent or willful act or failure to act of any person or entity it does not own or control, nor for any act or inaction of any other third party not under its control. We are not liable for any direct, indirect, consequential, or incidental damage, injury, death, loss, accident, delay, inconvenience or irregularity of any kind which may be occasioned by reason of any act or omission beyond its control, including, without limitation any willful or negligent act, failure to act, breach of contract or violation of local law or regulation by any Contractor or other third party, whether or not it uses the our name. Further, we are not responsible for any loss, injury, death or inconvenience due to delay or changes in schedule, overbooking of accommodation, default, financial default or insolvency of any Contractor or other third party, attacks by animals, injury or death while participating in activities sponsored by us or by a Contractor or other third party, sickness, the lack of appropriate medical care, evacuation to same, if necessary, weather, strikes, acts of God or government, acts of terrorism, or the threat thereof, force majeure, war, quarantine, epidemics, or the threat thereof, criminal activity, or any other cause. You acknowledge that there are inherent and unpredictable risks associated with travel and travel related activities. These risks include but are not limited to loss, injury, death or inconvenience. You expressly assume all risks associated with the travel and travel related services you have arranged through us. You expressly agree that you, your heirs, legal representatives and/or family members will not make a claim against or sue us for any loss, injury, death or inconvenience arising out of such risks. We require that every person using our services agree to the foregoing terms. Since you are the client arranging for travel services, you agree that it is incumbent upon you to either ensure that each member in your party expressly agrees to these terms in writing or personally indemnify us against any claim brought by any family or non-family member in your party against us for any loss, injury, death or inconvenience arising out of such risks.
 
Force Majeure
Except where otherwise expressly stated in these terms, we will not be liable or pay you compensation if our contractual obligations to you are affected by any event which we or the supplier of the service in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to delays as a result of a shelter in place, quarantines, work restrictions or related government orders or mandates arising from or in connection with pandemics including COVID-19 (Corona Virus); war; threat of war; civil strife terrorist activity and its consequences or the threat of such activity; riot; the act of any government or other national or local authority; industrial dispute; natural or nuclear disaster; fire; chemical or biological disaster and all similar events outside our control or the control of the supplier concerned.
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Law and Jurisdiction
These terms of business are governed by United States law and the parties agree to submit to the exclusive jurisdiction of the courts of New Jersey State.
 
Other Websites
Our web site may contain links to enable you to visit other web sites of interest easily. However, once you have used these links to leave our site you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Statement. You should exercise caution and look at the Privacy Statement applicable to the website in question.
 
Modifications
The Terms of Service may be amended or modified by us at any time without notice. It is therefore essential that you consult the terms prior to making every booking, particularly to ensure what provisions are in operation in case they have changed since the last time an order was placed by you. Only those who have accepted the terms and affirmatively indicated their consent to be bound by these terms may make a booking with us. Without this acceptance, any order is subject to cancellation at any time. Our failure to act with respect to a breach of these terms by you, or others, does not waive its right to act with respect to subsequent or similar breaches. We do not guarantee it will act against all breaches of these terms. ​
 
No alterations to these terms and conditions may be made by any employee, independent contractor, authorized representative, or agent, unless in writing by an authorized officer of Passports & Palms Travel Co., LLC