Glacius Travel – Booking Terms & Conditions
These terms form part of your contract with Glacius Travel Ltd. Please read them carefully.
Glacius Travel Ltd are members of the Travel Trust Association (membership number Q7762) and all customer funds are held in a Trust Account to safeguard any money paid to us for travel arrangements.
Glacius Travel Ltd (whose registered address is at 44, Biggar Road, Edinburgh) also trade as “Glacius Travel”. Company Number: SC395910 (registered in Scotland).
Basis of contract
By agreeing to our terms and conditions both parties agree that English Law will apply to your contract with Glacius Travel; and any dispute, claim (or other matter) which arises out of or in connection with this contract or your holiday, will be dealt with by the Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings may be brought in the Courts of your home country and you may choose to have your contract governed by the law of Scotland or Northern Ireland as applicable.
Holidays booked by Glacius Travel Ltd which fall into one of the following two categories will be protected by the CAA’s ATOL scheme:
- A flight-inclusive holiday originating in the UK where TTAFS Ltd act as principal tour operator on behalf of Glacius Travel Ltd under the Travel Trust Associations ATOL Solution.
- A flight-inclusive holiday originating in the UK where Glacius Travel act as Agent for one of our ATOL protected tour operator partners.
When you buy an ATOL protected holiday from us, you will receive an ATOL certificate. This certificate will list every element of your holiday that is financially protected by the ATOL scheme, what this means to you, and how to use the protection if the principal operator were to stop trading.
Glacius Travel Ltd, or the principal operator listed on your ATOL certificate, will provide you with the services on your ATOL certificate. In some cases, where we or the principal are unable to do so for reasons of insolvency, an alternative ATOL holder may provide you with the same or alternative services at no additional cost to you. You agree to accept that in such circumstances the alternative ATOL holder will provide the services to you and you agree to pay any outstanding balance on your holiday on to the alternative ATOL holder. In some circumstances it may not be possible for us to use an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable). Where you make a claim under the ATOL scheme for your holiday, you agree that no further claim may be made against Glacius Travel Ltd or the principal operator listed on your ATOL certificate for such losses.
Travel arrangements booked by Glacius Travel which do not include flights commencing and returning to the UK are not covered under the ATOL scheme. However, in all circumstances your money is 100% financially protected. Payments made by you are held in a trust account and in the very unlikely event our insolvency, all monies paid will either by paid to suppliers so that you can continue your travel arrangements, or will be refunded back to you.
The price of quoted holidays can change at any time before a booking is accepted by us. Once your holiday has been booked and accepted by us, we will only make changes to the price of the holiday if:
- It has been made clear to you that the holiday price is provisional
- Not all elements of your holiday have been confirmed
- The airline, government or other regulatory body levies additional surcharges or tax increases.
Deposits and Balance Payments
We require a deposit to book and confirm your travel arrangements. The exact amount will depend upon what you are booking.
As a guide, we generally ask for £75 per person deposit on flights, £30 for each hotel or car rental, and £15 for each transfer. However, certain elements of your holiday such as restrictive airfares or non-refundable hotel rooms may need to be paid in full. The deposit amount will be confirmed to you at the time of booking.
All deposits are non-refundable unless we are unable to confirm your travel arrangements in full.
Your balance will generally be due 12 weeks prior to travel. However, where we are required to collect the balance prior to this date we will let you know prior to accepting your booking.
If you do not pay your balance on time then we reserve the right to cancel your travel arrangements and charge you the cancellation conditions laid out below:
Should you wish to cancel any or all of your travel arrangements then you must notify us in writing.
Cancellation charges where Glacius Travel act as principal are as follows:
- Up to Balance Due Date: Loss of deposit
- 84 days – 43 days prior to travel = 50% non-refundable (or deposit paid; whichever is greater)
- 42 days – 31 days prior to travel = 75% non-refundable (or deposit paid; whichever is greater)
- Within 30 days of travel: 100% non-refundable
Where Glacius Travel acts as agent for one of our partner tour operators you will be subject to a different set of cancellation conditions as set out by the terms and conditions of your principal tour operator at the time of booking.
Amendments by You
If you want to make an amendment to your holiday prior to final payment we will endeavour to make this change for you. We reserve the right to charge amendment fees of up to £75 per change. This is in addition to any cost difference or charge made by our suppliers for making the change. Note that all changes are subject to availability and where final payment has been made for any element of the holiday, changes or amendments may not be possible or may be subject to additional cancellation conditions.
Amendments and Cancellations by Us
Where we have to make an amendment to your travel arrangements, we will notify you to explain the reason why we have had to make the change and provide you with a suitable alternative.
In the unlikely event that we are unable to provide a significant proportion of your travel plans after departure, we will provide alternative arrangements at no extra charge to you and where appropriate we will offer compensation.
Glacius Travel will always do everything within our power to ensure that our customers travel arrangements are met, and when, for whatever reason, it is no longer possible, that we look to book alternative arrangements or provide refunds. However, in rare occasions, we may find ourselves in situations beyond our control. This is known as “force majeure”.
In relation to our Terms and 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 the situation at hand. Such events may include but are not limited to acts or threat of; war, riot, civil disobedience or strife, terrorist activity, natural disaster, adverse weather conditions (including flooding and fire), industrial dispute, 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 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. In circumstances where you decide to travel to a country affected by FCO travel restrictions Glacius Travel may require you to sign additional waivers in order to complete the booking. In these circumstances our standard terms and conditions may not apply and additional caveats may be put in place.
Except where otherwise expressly stated in our terms and 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”.
If you have a problem during your holiday, please inform the relevant airline, hotel, tour or vehicle rental company and our local representative immediately so that they can endeavour to put things right. If they cannot resolve the problem, you can contact Glacius Travel by telephone or by emailing firstname.lastname@example.org so that we are given an opportunity to help you.
Glacius Travel will not hold themselves responsible for the non-performance of an itinerary through causes beyond our control or when we are not notified of a problem at the point when remedial action can be taken.
In the unlikely event that a complaint cannot be resolved at the time, you should write to us within 28 days of returning home, giving your original booking reference number and all other relevant information. If you fail to take any of these steps this will hinder our ability to put any problem right and/or investigate it fully and any right you may have to receive compensation will be reduced or completely invalidated.
Before You Travel
You are advised to check the Foreign & Commonwealth Travel Advice shortly before departure by visiting their website at gov.uk/foreign-travel-advice.
Health and Immunisations: Glacius Travel will to its upmost to advise on the required health precautions and immunisations which are advised or required to travel to the destination to which you are intending to travel. However, please note that we do directly provide these services and rely on expert third party advice such as gov.uk and other sources. It is your solel responsibility as the traveller to ensure that you have the relevant medication and immunisations for travel. Glacius Travel takes no liability for refusal of entry to a destination for customers not having the relevant medical records or for illness, travel-related or otherwise.
Passports and Visas: Glacius Travel will to its upmost to advise on Visa requirements or restrictions for the destinations that send our customers to but such requirements can change and are outside of the control of Glacius Travel. It is the customers sole responsibility to acquire the required visa(s) for travel and Glacius Travel can not be held responsible for rejected visa applications or refusal of entry based on lack of correct visas.
In relation to passports, it is the sole responsibility of the customer to ensure that their passport information is provided to Glacius Travel correctly. We can not be held responsible for issues relating to incorrectly provided passport information. We will provide advise on the passport requirements needed for travel at the time of arranging the holiday to help minimise any issues arising in relation to passports.
Travel Insurance: We strongly advise that all of our clients have travel insurance in place that provide adequate coverage for the trip they are undertaking. However, it is the sole responsibility of the customer to ensure that they have Travel Insurance in place.
We take data protection very seriously. We only share your data with third parties that we need to for the purposes of delivering your holiday. This will include airlines, accommodation and other suppliers responsible for delivering an element of your trip.