These are the Agency Terms of Business on which we, Timeless Tours Limited Tours Ltd (“Timeless Tours Limited”), will process a booking for your travel requirements.
When processing your booking with us you will enter into a contract with a provider of the travel related service including but not limited to, tour operators, hotels, accommodation providers (“Travel Provider”).
Under all and every circumstance, we are acting as the Travel Provider’s agent in arranging your booking, or the agent to the principal, and the Travel Provider is the principal. In arranging your booking, by acceptance of these Agency Terms of Business you are giving us your authority to liaise with the Travel Provider direct on your behalf.
Importantly, your booking through us is subject to both these Agency Terms of Business (which define and explain our obligations to you and the role that we play) and the specific booking conditions of the relevant Travel Providers (“Booking Conditions” – which set out, amongst others, your rights in the event that something goes wrong with the travel related service you have booked). In completing your booking with us you are accepting both our Agency Terms of Business and the Booking Conditions.
You are advised to read both carefully prior to booking.
You may decide to make one or more booking with us at the same time. Please note that irrespective of the various products you book, each booking is a separate booking and your bookings, even though they may be linked to the same dates of travel, do not constitute a package as defined in the Package Travel, Package Holidays and Package Travel Regulations 1992 (“Package Travel Regulations 1992”). All bookings are purchased individually at their own individual price. The price charged in total for several bookings will always equal the simple sum of the prices charged for each individual booking.
Your booking is not confirmed until you receive from us a booking confirmation.
Timeless Tours Limited is not a tour operator. This means that we do not arrange or create combinations of travel products; we simply facilitate your connection to those who do provide or arrange travel products (whether singly or in combination) such as tour operators, hoteliers etc. Timeless Tours Limited acts strictly as agent only of the Travel Providers, operators, hoteliers etc and accepts no responsibility or liability with regards to any actual travel product or services booked whatsoever.
The General terms of business below also apply to all bookings.
Timeless Tours Limited is an independent agent.
Each booking is a separate transaction.
Please check that all names, dates and timings are correct on receipt of all documents and advise us of any errors within 48 hours of receipt of your documents. Please note that we will not accept any responsibility for incorrect information if we are not informed within this timeframe. Any changes to these details may incur amendment fees applied by the Travel Provider. Please ensure that the names given are the same as in the relevant passport.
The booking information that you provide to us will be passed only to the relevant Travel Providers of your travel arrangements or other persons necessary for the provision of your travel arrangements. The information may therefore be provided to public authorities such as customs or immigration if required by them, or as required by law. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary and religious requirements. Certain information may also be passed on to security or credit checking companies. In making this booking, you consent to this information being passed on to the relevant parties.
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 Travel Provider who may cancel your booking and charge cancellation fees set out in their Terms and Conditions.
It is important you understand that payment at the time you are making your booking does not in itself mean that your booking is confirmed. Your booking is only confirmed when we send you our email confirmation of booking. Because we are making live reservations with travel providers we must have the appropriate payment from you and hence your initial payment to us is your authority for us to confirm your booking with the travel provider. If within the short time between your payment to us, and us seeking to confirm your booking with the travel provider the travel product has become unavailable and we cannot obtain an alternative acceptable to you, you will receive a complete refund of your payment to us. Please understand that this refund will only apply to the product which is unavailable and any other bookings will not be affected, that is, you will be committed to any other products which were booked for travel at the same time.
If you or any other member of your party decides to cancel your confirmed Package you must notify us in writing. Your notice of cancellation will only take effect when it is received in writing by us at our offices or by email (when you receive an email response confirmation from us). Since we incur costs in cancelling your arrangements, you will have to pay the applicable cancellation charges up to the maximum shown in the table below (the cancellation charge detailed is calculated on the basis of the total cost payable by the person cancelling, excluding insurance premiums and amendment charges which are not refundable in the event of the person to whom they apply cancelling).
Period before departure within which notice of Cancellation by you is received Amount of cancellation charge
60 days or more Loss of deposit
59 – 31 days before departure 40% of holiday cost
30 days or less 100% of holiday cost
Please note that certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements, in addition to the charge above.
If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. We will deduct the cancellation charges from any monies you have already paid to us.
If We Make a Change or Cancel Your Package Holiday
We aim to operate all tours as advertised but by as we plan the tours many months in advance, we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you of them at the earliest possible date. We also reserve the right in any circumstances to cancel your Package. However, we will not cancel your travel arrangements less than 45 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. Most alterations will be minor and while we will do our best to notify you of any changes as soon as reasonably possible if there is time before your departure, we will have no other liability to you. Examples of “minor changes” include the following when made before departure:
• A change of outward departure time or overall length of your holiday of twelve hours or less.
• A change of accommodation to another of the same standard or classification.
• Replacing one or more destinations or included experiences with comparable alternatives.
• Changing the order of the itinerary (without affecting the destinations and included experiences).
Occasionally we may have to make a major change to your Package. Examples of “major changes” include the following, when made before departure:
• A change of accommodation area for the whole or a significant part of your time away.
• A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.
• A change of outward departure time or overall length of your arrangements of twelve or more hours.
If we have to make a major change or cancel, we will tell you as soon as possible via email and if there is time to do so before departure, we will offer you the choice of (for major changes):
1. accepting the changed arrangements;
2. having a refund of all monies paid; or
3. Accepting an offer of alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value).
You must notify us of your choice within 7 days of our offer in writing. If you fail to do so we will assume that you have chosen to accept the change or alternative booking arrangements.
If we make a major change or cancel, less than 45 days before departure, we will also pay compensation as detailed below:
Period before departure within which notice of Cancellation or major change is notified to you
Compensation payable per person booking
45 days or more Nil
31 – 44 days £20
30 days or less £40
We will not pay you compensation where we make a major change or cancel more than 45 days before departure or in the event that we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or if we cancel your arrangements. (We will tell you if we have to cancel for this reason not less than 45 days before departure).
The above sets out the maximum extent of our liability for changes and cancellations and we regret we cannot meet any expenses or losses you may incur as a result of change or cancellation. In no case will we pay compensation if accommodation is offered by us and accepted by you in the same location with a higher price than at the time of the original booking, where no additional payment is made by you for the higher priced accommodation.
We will not pay you compensation and the above options will not be available if we make a minor change or cancel as a result of your failure to make full payment on time or where the change(s) or cancellation by us arises out of alterations to the confirmed booking requested by you.
Very rarely, we may be forced by “force majeure” to change or terminate your arrangements after departure. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.
If we become unable to provide a significant proportion of the services that you have booked with us after you have departed, we will make alternative arrangements for you at no extra charge and, if appropriate in all the circumstances, will pay you reasonable compensation.
Travel insurance is compulsory on all tours sold through Timeless Tours or through a third party and needs to cover personal accident & liability, medical expenses and repatriation, travel delay & abandonment. We also strongly recommend that you take out cover against cancellation and lost/stolen baggage. Personal medical insurance does not normally provide sufficient cover and is generally not suitable for travel on our tours. You will not be able to join your tour if you have not provided us with details of your insurance or if you arrive without cover in place (no refunds will be due in this event).
If you plan to arrange a hot air balloon flight locally, or do some scuba diving during your tour, you should check the small print in your policy to make sure these are covered. Please also check the maximum altitude that you will be reaching and that full cover including emergency evacuation is provided up to this altitude.
IMPORTANT: We must have your travel insurance details (policy number and type of insurance) before you depart or you may not be allowed to join the tour. If you haven’t told us already, please let us know the details when you can. You should take a paper copy of your insurance policy with you as you may be asked to show this at the start of the tour.
Our transfer providers may provide a taxi, people carrier, or minibus type vehicle. If you have any specific requirements that may challenge this, please advise us at least 48 hours before departure.
All documents (including invoices and tickets) will be sent to you by email. Once documents leave our offices we are not responsible for their loss unless such loss is due to our negligence.
Neither we, nor the Travel Provider, accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirement. Please ensure your passport be valid for at least 6 months after your return date.
You should check with your own doctor for specific health travel advice.
Although we will endeavour to pass any reasonable request on to your Travel Provider, we are unable to guarantee that the request will be met.
These are used to symbolise the overall quality and level of standards of each hotel or accommodation, and are based on criteria including the range of standard facilities, the quality of the furnishings, the quality and range of the food outlets, and the overall level of service. They range from 2 star, where you can expect simple accommodation with limited facilities, to 5 star accommodation which is likely to have a full range of facilities of the highest standards. Be aware that ratings may be different to ratings you would expect in your own country, as they vary significantly by country, and often within countries; also, be aware that not all countries have rating systems.
We pride ourselves on delivering the highest standard of customer service but if you have any dissatisfaction regarding your travel arrangements they should be reported to the relevant Travel Provider, their local supplier or agent immediately.
If the Travel Provider is unable to resolve your concern please contact us and we will try to assist you.
For the avoidance of doubt, your booking is directly with the Travel Provider. To the extent that we are not negligent in the provision of our services to you, Timeless Tours Limited accepts no liability or responsibility for any complaint, loss, damage, expense or other claim in respect of any aspect of your bookings or travel arrangements.
Specifically, we will not be liable for any act or omission by any person not employed directly by us and whilst we have chosen our Travel Providers with care we have no control over our Travel Providers and their staff, so we cannot therefore be held responsible for any action or omission of our Travel Providers or their servants, agents or employees.
Moreover, we cannot be held responsible for any loss, damage or expense incurred or suffered by you which results from strike, civil commotion, fire, flood, war, threat of war, terrorist activity, national or nuclear disaster, late delivery, adverse weather conditions any act of God and / or any other event which is outside of our reasonable control.
Under no circumstances shall we be liable for any economic loss, loss of profit, loss of revenue, loss of business, loss of goodwill, loss of reputation, loss of anticipated savings arising out of the failure or delay in performing the services under these terms of business or otherwise in connection with these terms of business; or for any indirect, special or consequential loss or damage (howsoever arising).
In all cases the absolute aggregate maximum liability of Timeless Tours Limited under or in connection with these terms of business (howsoever arising) shall be limited to the total price paid by the customer for the specific bookings related to any given complaint.
Nothing in these terms of business shall limit or exclude the liability of Timeless Tours Limited for death or personal injury resulting from its negligence, fraud or fraudulent misrepresentation or from any other liability which cannot be excluded by law.
Your contract with Timeless Tours Limited is governed by English law and any related disputes will be dealt with in the courts of England and Wales.
Sometimes your accommodation provider may need to make an accommodation change. Where possible we will advise you of such changes.
In the unlikely event that your accommodation provider has to make a major change or alteration to your booking, they will offer you the option of accepting the change or cancelling the booking and receiving a full refund of all monies paid to us in connection with the accommodation booking.
We do not accept responsibility for any expenses or costs incurred by you as a result of the change and we do not accept responsibility for changes or cancellations that are due to unusual or unforeseeable circumstances beyond our control. These can include war or threat of war, riot, civil strife, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, governmental action or accommodation ceasing to be available.
All bookings made, even if arranged at the same time, are separate and independent bookings. Where your Travel Provider initiates a change or cancellation to a booking, your ability to cancel or change any other bookings is not affected
We endeavour to ensure that the details of all products, including prices, displayed on our website are accurate. However, given the high volume of travel products offered it is inevitable that, in exceptional cases, mistakes will arise. We cannot accept liability for these errors. This is because the information which you are shown is being transmitted effectively live from the relevant travel provider’s IT system.
Notwithstanding the above, in cases where details other than price are materially incorrect we will offer you the choice of continuing with your booking or cancelling with a full refund of money paid on that booking only.
Where inaccuracies relate to the understatement of the price of a specific product you will be offered either a full refund of money paid on that booking only or the opportunity to maintain that booking on receipt of the additional payment which is necessary.
Timeless Tours Ltd is a company incorporated under the laws of England & Wales: Registration number 07812962
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