Booking Conditions Insurance &
Travel Services (NI) Ltd t/a WP Exclusive Luxury
These Booking Conditions form the basis of your contract with WP Exclusive Luxury, 26 – 28 Kingsgate Street Coleraine BT52 1LE Company registration number NI005477.
In these Booking Conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted later). The Booking Conditions describe your obligations to the Company and the obligations of the Company to you. Please read them carefully.
1. Your Reservation
To make your reservation, please call us and one of our experts will provide you with first-hand information on your chosen destination. You must then confirm your booking, either:
By telephone. You will be asked for payment of the required deposit or full payment if booking on or after balance due date. A contract between us will come into existence when we despatch our confirmation invoice to you to confirm your booking.
By post, fax, or e-mail. We will send you a confirmation invoice and a contract will exist between us once this has been despatched to you.
When you seek to make a booking on or after balance due date, full payment of your holiday will be required by the quickest method of clearance. We treat the lead passenger as having the authority to book the holiday on behalf of all passengers.
For all bookings where only, a deposit is paid at the time of booking, the remaining balance must be received by us 12 weeks prior to departure (14 weeks for December departures), unless otherwise stated. Non-payment or late payment of your outstanding balance may result in your booking being treated as cancelled by you, in which case, the cancellation charges set out in Clause 6 will be incurred. Contact us immediately if any information which appears on the confirmation invoice, 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 ten days of our sending it out (five days for tickets). We will do our best to rectify any mistake notified to us outside these time limits, but you must meet any costs involved in doing so.
2. Price Policy
We reserve the right to correct any errors of which we become aware at any time. Please check the up-to-date price when booking. You will be advised of the applicable price before your booking is confirmed.
Price Guarantee - The price of your holiday will be guaranteed and not subject to any surcharge if you pay in full at the time of booking. When full payment is received within seven days of the date shown on your confirmation invoice, we will guarantee that the price of your holiday will not change. Once the price of your chosen holiday has been confirmed at the time of booking, then subject to the correction of errors, we will increase or decrease the price in the following circumstances only. Price increases or decreases after booking will be passed on by way of a surcharge or refund. A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause, in the event of any change in our transportation costs including the cost of fuel, dues, taxes or fees chargeable for services such as landing taxes, embarkation or disembarkation fees at ports and airports, tourist taxes and exchange rates mean that the price of your travel arrangements may change after you have booked.
Even in the above cases, we will levy a surcharge only if the amount of any increase in our costs exceeds 2% of the total cost of your holiday (excluding any amendment charges). If any surcharge is greater than 8% of the cost of your holiday (excluding insurance premiums and any amendment charges), you will be entitled to cancel your booking and receive a full refund of all monies you have paid to us (except for any amendment charges) or alternatively you may purchase another holiday from us.
A refund will only be payable if the decrease in our costs exceeds 2% of the total cost of your holiday as set out above. Where a refund is due, we will pay you the full amount of the decrease in our costs.
We promise not to levy a surcharge within 30 days of departure. No refund will be payable during this period either.
We believe that it is essential to take out comprehensive travel insurance when you go on holiday, and we strongly recommend that to do so is in your interests and those of your family.
4. Alterations and Cancellations by you
1. Should you wish to make any changes to your confirmed booking, you must notify us in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests. You may incur amendment fees and additional costs. You should be aware that these costs could increase the closer to the departure date that changes are made, and you should contact us regarding any changes as soon as possible. Note: Certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.
2. Should you or any member of your party need to cancel your holiday, the lead person who made the booking must immediately advise us in writing. Your notice of cancellation will only be effective when it is received by us in writing. As we incur costs from the time we accept your booking the following cancellation charges will be payable. Where the cancellation charge is shown as a percentage, this is calculated based on the total invoice cost payable excluding amendment charges, which are not refundable. Please note that when part cancellations occur, the amount payable by the rest of the party may increase.
PERIOD BEFORE DEPARTURE CANCELLATION FEE PER PERSON
OVER 70 DAYS LOSS OF DEPOSIT***
44 – 70 DAYS 40% OF HOLIDAY PRICE*
31 – 43 DAYS 60% OF HOLIDAY PRICE*
15 – 30 DAYS 80% OF HOLIDAY PRICE*
0 – 14 DAYS 100% OF HOLIDAY PRICE
* Please note that some arrangements we make may incur higher cancellation charges.
5. Alerations & Cancellations by the company
Occasionally, we must make changes to your holiday. We must reserve the right to do so.
However, we will not cancel your holiday unless you fail to make full payment on time, we are forced to do so as a result of circumstances outside our control or minimum numbers apply. Certain holidays are subject to minimum numbers
Most changes are minor. Sometimes, we must make a ‘significant change’. Significant changes include the following when made before departure:
- A change of accommodation to that of a lower price or standard for the whole or a major part of the time you are away
- A change of accommodation area for the whole or a major part of the time you are away
- A change of departure time of any transport which forms part of your holiday arrangements by more than 12 hours
- A change of the overall length of the holiday by more than 12 hours
- A change of the UK departure airport to one that is inconvenient for you. If we become aware of a significant change or must cancel the booking before departure, you will be notified as soon as is practically possible. You will then be offered the following options of:
a) Accepting the changed arrangements as notified to you, or
b) Purchasing an alternative holiday from us, of a similar standard to that originally booked if available.
We will offer you at least one alternative holiday of equivalent or higher standard for which you will not be asked to pay any more than the price of the original holiday. If this holiday is in fact cheaper than the original one, we will refund the price difference. If you do not wish to accept the holiday, we specifically offer you, you may choose any of our other available holidays. You must pay the applicable price of any such holiday. This will mean you paying more if it is more expensive or receiving a refund if it is cheaper, or
c) Cancelling your holiday and receiving a full refund of all monies you have paid to us.
6. Force Majeure
Except where otherwise expressly stated in these Booking Conditions, we regret we cannot accept any 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, loss or expense of any nature as a result of “force majeure”. In these Booking Conditions, “force majeure” means any event that we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include but are not limited to (and whether actual or threatened) war, riot, civil disobedience or strife, terrorist activity, industrial dispute, natural disaster, adverse weather conditions, adverse flooding, fire, unavoidable technical problems with transport and all similar events outside our control. Advice from the Foreign Office against all travel or all but essential travel to a particular country or area will generally be regarded as ‘force majeure’. FCO travel advice appears on their website. www.fco.gov.uk/knowbeforeyougo which you are recommended to consult before booking and in good time before departure.
7. Special Requests
Any special request must be advised in writing well in advance of departure if it was not already stated on your original booking form or at the time of booking. We will make every reasonable effort to make the arrangements. We do not however, have any legal liability to you if we or a third party is unable to comply with your special requests. Confirmation that a special request has been noted or passed on to the supplier 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. For your own protection, you should obtain confirmation in writing that a special request will be complied (where it is possible to give this) where it is important to you. You will not be entitled to cancel (without paying our normal cancellation charges) if we are unable to comply with your special request. We regret that we cannot accept any conditional booking (i.e., Any booking that is specified to be conditional upon the fulfilment of a particular request).
8. Data Protection
In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information you provide such as name, address, personal information including any special needs/dietary requirements, etc. We take appropriate technical and organisational measures which are intended to prevent unauthorised or unlawful processing of personal data and accidental loss or destruction of, or damage to, personal data.
We are required to pass the information on to the relevant suppliers of your travel arrangements such as airlines, hotels and transport companies. The information may be required by and provided to security or credit checking companies, financial institutions, public authorities such as customs, border control and immigration if required by them, or as required by law.
9. Complaints and ABTA Arbitration
Whilst we aim to ensure that your holiday runs smoothly, there may be times when it does not. Please follow the complaints procedure below to minimise inconvenience to all parties:
1. Any complaint should be reported immediately and directly to the supplier and, as soon as possible, to our local representative (where applicable). If you fail to follow this simple procedure, your right to claim compensation may be affected, as we will have been deprived of the opportunity to investigate and rectify the problem.
2. In the unlikely event that neither our representative nor our supplier can resolve the matter to your complete satisfaction, please telephone, fax or e-mail the details of your complaint during your holiday to us.
3. Once in receipt of a complaint, we will react swiftly to resolve the matter. Our aim is to rectify any shortcomings immediately, so that you can fully enjoy the remainder of your holiday. If you still have cause for complaint on your return to the UK, you are required to seek satisfaction by writing to the Company within 28 days of the end of your holiday and providing full details of the holiday and the reason for dissatisfaction.
10. Financial Protection
We are a member of ABTA (ABTA number 36820). If your holiday does not include flights, ABTA will financially protect your holiday by ensuring you receive a refund or, if your arrangements include return travel to the UK (other than flights) you are returned to the UK in the unlikely event that your holiday cannot be provided because of our insolvency. Please go to www.abta.com for a copy of the guide to ABTA’s scheme of Financial Protection.
11. Law and Jurisdiction
English law will apply to your contract and to any dispute, claim or other matter of any description which arises between us except as set out below. We both also agree that any claim must be dealt with by the ABTA arbitration scheme referred to above or Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings must either be brought in the Courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and any claim governed by the law of Scotland/Northern Ireland as applicable (but if you do not so choose, English law will apply).
12. What your holiday price includes
- Air travel as booked and detailed in our confirmation of your booking
- Accommodation as booked and detailed in our confirmation of your booking.
- Meals, as shown in the hotel description and on your confirmation. “Breakfast” usually means continental breakfast, unless stated otherwise. “Half board” is breakfast and evening meal, which is generally with a restricted choice of menu or restaurant. “Full board” is breakfast, lunch and dinner. “All-inclusive” is breakfast, lunch, and dinner with house wine, snacks, unlimited bar drinks (excluding champagne and some premium brands) served by the glass.
- Return transfers from airport to hotel/resort unless stated at the time of booking. At destinations where transfers are provided by the hotel, you may be transferred along with other hotel guests arriving on the same flight
- Mandatory hotel taxes and service charges.
- United Kingdom departure tax and passenger service charge (for all international departures). Children under 2 years of age, who have not been allocated seats, are exempt from this tax.
- Luggage allowance as determined by the carrier, the amount will be detailed in the travel documents.
- Special offers that are available at the time of booking.
13. What your holiday price excludes
- Some overseas airport departure taxes (generally £15 - £30 per person, per island/country, payable locally in the local currency or US$). Also cruising tax (as applicable) between US$2 and US$4 per person, per day is payable locally.
- Travel Insurance, which you must have in force prior to your departure
- Charges made by the hotel in respect of infant’s requirements and babysitting.
- Items of a personal nature - drinks, laundry, room service, telephone calls, etc. and any tax payable on these.
- Visa and passport charges.
- Cost of inoculations or other medical requirements of the country of your destination or compulsory or non-compulsory medication.
- Gratuities where service charges are not mandatory.
- Any applicable surcharges.
- Tourist Tax in some destinations.
- Excess baggage charges on aircraft and ground transport.
- Local charges.
- Charges for equipment for leisure activities or for excursions.
- Excess fuel surcharges.
- Any items not expressly included in the cost of your holiday.
14. Tickets and other documentation
Approximately 14 days prior to departure, providing we have received full payment, you will be sent your travel documentation.