- Your Contract – Important Information
Please read these terms carefully, as they form the basis of your agreement with TravelMate INC, registered in the United States at 13 White Chapel Ct. Algonquin, IL 60102. These terms are binding and govern all travel arrangements made by TravelMate INC on your behalf.
1.1 No contract will be established between us until we receive a non-refundable deposit (minimum $100 per person, subject to change) as part of your acceptance of these terms and fare rules. Reservations are confirmed upon successful debit of your credit/debit card, reflecting cleared funds for either the deposit or full payment, as per your booking agreement. Please be aware that all deposits are non-refundable and non-transferable.
1.2 All services are provided subject to availability.
1.3 Quoted prices are based on the costs of ground and transportation services at the time of booking. TravelMate INC reserves the right to alter prices prior to confirmation if necessary. Verbal price quotes or descriptions are non-binding. We retain the right to refuse any booking at our sole discretion.
1.4 By making a booking, you confirm you have the authority to accept these conditions on behalf of all travelers in your party. If booking on behalf of others, you accept responsibility for all payments due from each individual.
1.5 It is your duty to ensure the accuracy of all information provided to us and to communicate any instructions or information received from us or our suppliers to all members of your travel group.
- Payments and E-Tickets
TravelMate INC aims to send out travel documents at least 14 days prior to departure. If you haven’t received your tickets within 3 days of your departure, please contact us promptly.
Changes in airline schedules, prices, dates, or times may occur, and TravelMate INC will endeavor to provide suitable alternatives as needed. As we act as a booking agent, all transportation arrangements are subject to change.
Please note that all charges will appear as “Reservation” on your debit or credit card statement. Tickets are non-changeable, non-transferable, and non-refundable.
- Booking Confirmation and Travel Documents
Full payment triggers the request for your travel documents. Typically, tickets for scheduled flights are issued within 24-48 hours after verification and payment completion, usually within 3 business days. Additional travel documents, if applicable, are released 14 days prior to travel.
Traveler Responsibilities:
3.1 Review and agree to the terms of travel before purchasing.
3.2 Ensure that the traveler’s name matches the spelling in their passport exactly.
3.3 If a confirmation email is not received promptly, contact TravelMate INC. Verify all booking details upon receipt and notify us immediately if any information is unclear.
3.4 Regularly monitor the email address provided, as all correspondence will be sent via email.
3.5 Confirm departure terminals with the airline.
3.6 Verify visa requirements, necessary travel documentation, and entry requirements for your destination and any transit countries.
3.7 Verify and secure necessary vaccinations for travel.
3.8 Ensure your passport’s validity complies with entry requirements, as some destinations require at least six months of validity beyond your travel dates.
3.9 Check current check-in times for all flights, allowing at least 2 hours for domestic and 3 hours for international departures.
3.10 Monitor flight times and stay aware of any schedule changes for both outbound and return journeys.
- Tickets
4.1 Your e-ticket issued by TravelMate INC serves as your travel document. This must be presented for each stage of your trip.
4.2 Tickets must be used in the specified sequence. Missing any segment may lead to the airline canceling the remaining portions, without refund.
4.3 Separate booking numbers are handled as individual trips. TravelMate INC assumes no liability for missed connections or non-issuance of refunds due to delays, cancellations, or timetable changes.
- Flight Times
Flight times are stated in local time and may be adjusted with short notice. Travelers are responsible for keeping updated on schedule changes. A “direct” flight in your itinerary may still include stops. Flight times and routes are estimated and subject to operational needs, weather, and air traffic control. Arrangements for any delays remain the airline’s responsibility.
- Special Requests & Medical Concerns
If you have special requirements, notify us when booking. We will relay your request to the service provider but cannot guarantee fulfillment. Failure to meet a request does not constitute a breach of contract. If you have any medical condition or disability that could affect your travel, notify us in writing prior to booking. We reserve the right to decline or cancel a booking if your requirements cannot be accommodated.
7.1 Price Alterations/Technical Errors
TravelMate INC reserves the right to make changes due to technical errors and price alterations beyond our control. We reserve the right to contact the traveler within 24 hours to make any amendments to bookings made. TravelMate INC also reserves the right to cancel the reservation in the event of technical problems and price errors which are beyond our control. The traveler will be notified by e-mail in this instance.
7.2 Combination of Single Tickets (One-Way Combination)
To obtain special fares, we may combine two or more one-way fares on different airlines or the same airline. Even if the stages are booked together, they are treated individually. This means that each stage of your journey is handled separately in the event of cancellations, alterations, traffic disruptions such as strikes, and timetable changes. Each airline’s own regulations will apply.
7.3 Force Majeure
TravelMate INC is not responsible for trips canceled due to civil strife, industrial disputes including air traffic control disputes, environmental disasters, acts of war, strikes, or other unusual or unforeseeable circumstances beyond our control or the airline’s control. Any amendments provide no entitlement to price reductions, substitute trips, damages, or other compensation from TravelMate INC. We do not reimburse any supplementary arrangements for the trip, such as rail tickets, hotel accommodation, car rental, or visas. If the change to the timetable results in late arrival at the hotel or car rental company, the traveler must contact the hotel or car rental company personally to inform them.
7.4 Passports, Entry Visas, and Transit Visas
7.4.1 The traveler is responsible for ensuring that their passport is valid at the time of booking. The traveler is also responsible for ensuring that they hold the necessary visas for the final destination and any visas required for countries they may transit through. The traveler is personally responsible for any costs arising due to issues with these formalities. It is important for the traveler to check that their passport, entry visas, and transit visas meet the requirements of both the countries in question and the airlines.
7.4.2 An approved entry permit (ESTA) and a machine-readable passport are required for all travel to or via the USA.
7.4.3 Your specific passport and visa requirements, and other immigration requirements, are your responsibility. You should confirm these with the consulates of the relevant embassies or High Commissions. Neither the suppliers with whom your contract is made, nor we, accept any responsibility if you cannot travel due to non-compliance with any passport, visa, or immigration requirements. All names on the booking must match those on your passport. It is your responsibility to ensure valid travel documents.
7.5 Vaccinations
The traveler is responsible for ensuring they have received full vaccinations and that all other necessary formalities required for travel to the country they plan to visit have been completed. Any costs related to vaccinations will be borne by the traveler.
- Frequent Flyers
You can add your frequent flyer number at the time of booking. We register the details in the booking but accept no responsibility for points or bonuses with the applicable airline. Not all flights are eligible for points or bonuses, and such information should be confirmed with the airline.
- Infants
Children between the ages of 0 and 2 will travel as infants and will not be allocated a seat of their own. A child ticket must be booked if the infant turns 2 before the end of the trip. Infant tickets cannot be booked before birth, as the correct name and date of birth must match those stated in the passport. TravelMate INC will not reimburse any expenses arising if the wrong type of ticket has been booked.
- Taxes
The ticket price shown includes airport taxes. A departure tax must be paid in cash upon departure from some airports. It is the responsibility of the traveler to check this information.
- Transport and Hotel when an Airport or Date is Amended
Ground transport and overnight accommodation during your trip are not included in the ticket price. The traveler is responsible for checking timetables and prices. This applies in the event of any changes to airlines’ timetables, which are beyond our control.
11.1 Connection Time on Stopovers
The connection times during stopovers are calculated by the airlines. If a flight segment is delayed, in the event of a transit booking, the airlines are obliged to assist the traveler in reaching the final destination. When separate tickets are booked, airlines bear no responsibility for delays leading to missed connections. Therefore, it is the responsibility of the traveler to ensure that the connection time is sufficient according to the airlines and the airports. TravelMate INC will not reimburse any additional costs incurred.
11.2 Lost/Damaged Luggage
TravelMate INC accepts no liability for lost or damaged luggage. Any problems must be reported immediately to the airline representative at the airport.
11.3 Premium Economy, Business, First Class
This service can only be purchased at the time of booking. Depending on the airline, the service may be offered on specific sections of the journey. The onboard services available will differ between airlines. TravelMate INC cannot be held responsible if an airline changes the type of aircraft or overbooks a cabin class, which may then entail changes to the range of available services or a downgrade. Any complaints must be made directly to the relevant airline.
- Changing the Timetable
Airlines may alter their timetables and cancel flights at short notice. These alterations are beyond TravelMate INC’s control. The traveler is responsible for checking the times of the departing and return flights directly with the airlines. Should your flight be canceled, your rights and remedies will be governed by the airline’s conditions of carriage. As a result, you may be entitled to:
12.1 Carriage on another flight with the same airline without additional cost, and/or
12.2 Receiving a full refund, except for administration charges. If a schedule change occurs prior to the receipt of full payment from you, or prior to the issuance of tickets, we will make our best efforts to notify you on behalf of the carrier. TravelMate INC will not pay compensation for alterations caused by circumstances described under “Force Majeure.”
- Cancellation and Rebooking
13.1 Cancellation
Your tickets will be issued immediately upon receipt of payment. Restricted tickets cannot subsequently be refunded or amended. Flight cancellations should be notified at least 24 to 48 hours prior to departure. Any cancellation notification by telephone must also be confirmed in writing or by email within 24 hours. Cancellation will take effect from the day we are notified, provided written confirmation is received within 24 hours of the original notification.
13.2 Refunds
13.2.1 There is no
automatic right to a refund. When you return an air ticket to us, we will present it to the respective airline or consolidator to assess eligibility for a possible refund under their terms and conditions.
13.2.2 Air tickets returned for a refund are subject to an administration charge of $75 per ticket, irrespective of the number of tickets returned. You will also be required to pay the cancellation charge imposed by the airline.
13.2.3 An administration fee of $75 per ticket will apply to any non-refundable ticket where a tax refund is requested. If the recoverable tax components are less than the administration charge, the ticket will be deemed fully non-refundable. Refunds will not be issued until they are received from the relevant airline or consolidator, which usually takes 10-12 weeks.
13.3 Rebooking
If you wish to modify your arrangements after booking, we will try to accommodate the change. Any request for changes must be made in writing by the person who made the booking. TravelMate INC operates in compliance with airline ticket regulations, which are usually restrictive. If TravelMate INC assists with rebooking, you will be liable for the costs arising from rebooking. A $50.00 amendment fee will apply, plus any airline penalties, tax differences, and additional costs incurred. Your rebooking is not valid until confirmed by TravelMate INC.
13.4 Scheduled airlines treat name changes as a cancellation. Rebooking may incur a 100% cancellation charge.
- Expectant Mothers
It is not possible to arrange flights for expectant mothers who will be in excess of 28 weeks of pregnancy on their date of return to the US. Regardless of this, women should consult with their doctor to establish whether it is safe for them to fly.
- Behaviour
15.1 You accept responsibility to ensure that you and the members of your party do not behave in a way which causes offense to others or risks any loss or damage to property belonging to others. Payments for any such damage or loss must be made at the time directly to the accommodation owner or manager or other supplier. You indemnify TravelMate INC against any claims (including legal costs) subsequently made against us as a result of your actions. We expect all clients to have consideration for other people.
15.2 If in our reasonable opinion, or in the opinion of any other persons in authority, you are behaving in such a way as to cause or be likely to cause distress, danger, or annoyance to any third party or damage to property, we reserve the right to terminate your arrangements without notice. In this situation, your total booking with us, including your return transportation arrangements, will immediately cease, and we will not be responsible for paying any costs, expenses, refunds, or compensation.
- Booking Conditions for Package Holidays
It is not possible to arrange flights for expectant mothers who will be in excess of 28 weeks of pregnancy on their date of return to the US. Regardless of this, women should consult with their doctor to establish whether it is safe for them to fly.
16.1 The Contract
Bookings are made with TravelMate INC subject to these booking conditions. No person may alter these conditions on the company’s behalf.
16.2 Acceptance of Booking
We reserve the right to increase or decrease brochure listed prices, and to change any information in our brochures or on our website before a booking is made. Upon acceptance of the deposit and satisfactorily completed booking form, TravelMate INC will issue a confirmation invoice, and at this stage, the contract between us comes into existence. Payment of the balance due must be made not less than 12 weeks prior to departure. If the balance is not received by the due date, TravelMate INC reserves the right to cancel the booking and retain the deposit. If the booking is made within eight weeks of departure, full payment must be made at the time of booking.
16.3 Your Holiday Price
The price of your holiday is based on known costs and exchange rates at the time of booking. The price of your travel arrangements is subject to surcharges and increases in transportation costs, scheduled airfares, and any other airline surcharges that are part of the contract between airlines and TravelMate INC. It is also subject to any Government actions such as increases in VAT or other government-imposed increases and currency fluctuations. Certain cities impose a city tax, which should be paid directly to the hotel. This will not be included in the total price. It is the responsibility of the traveler to check this information.
16.4 Alterations by Us
It is unlikely that we will have to make any changes to your travel arrangements, but we reserve the right to do so at any time. If we make a major change, we will also endeavor to notify you or your travel agent as soon as reasonably possible. A major change includes a change of accommodation to that of a lower category and/or price, a change of flight time of more than 12 hours, a change of US departure airport (other than New York airports), or a significant change of resort area.
16.5 Cancellation by the Client
If you or anyone on your holiday booking decides to cancel, you must notify us of the decision as soon as possible. A cancellation invoice will be sent to you within seven days. If you do not receive this, please contact us immediately. Certain travel arrangements cannot be changed or canceled without incurring a 100% cancellation charge.
16.6 Cancellation Charges
Cancellation charges are as follows:
(a) More than 56 days: Deposit only
(b) Between 28 and 56 days: 30% of total holiday cost or full cost of the deposit, whichever is higher
(c) Between 27 and 7 days: 60% of total holiday cost
(d) Less than 7 days: 80% of total holiday cost
16.7 Cancellation by Us
We reserve the right to cancel your holiday for any reason, but we will not cancel less than 8 weeks prior to departure unless it is for a reason outside our control.
- Insurance
It is strongly recommended that you have adequate travel insurance for the holiday. You may take the holiday insurance offered by TravelMate INC, or arrange it independently. The insurance cover must include cancellation charges, unexpected curtailment of your holiday, medical and repatriation expenses (including air ambulance), personal accident, delay, loss, or damage to your personal effects. If arranging insurance independently, you must provide us with written details of the policy and sign an indemnity form on behalf of yourself and all members of your party absolving TravelMate INC and its agents/representatives from liability.
- Data Protection Policy
At TravelMate INC, we are committed to safeguarding your personal information. We have implemented robust security measures to ensure the protection of your data. To fulfill your travel arrangements, we may need to share your personal information with our trusted suppliers, such as airlines, hotels, and transport companies. Additionally, your information may be shared with relevant authorities, including customs and immigration, where required by law.
- Complaints and Disputes
While we take great care in organizing your trip, occasional issues may arise. If you encounter problems during your trip, please notify the relevant supplier and our staff immediately. We will make every effort to resolve the issue as quickly as possible. If the issue cannot be addressed immediately, please contact us in writing within seven days after returning from your trip. Failure to report issues during your travel may affect the ability to submit a claim.
If we are found liable for any reason, our maximum liability is limited to the cost of your booking or the relevant portion of it, if other members of the booking are not affected.
- Disabled Passengers
Certain destinations may not be suitable for disabled passengers. If you have specific accessibility needs, we advise that you verify the suitability of your travel destination before booking. We are happy to assist with information regarding accessibility
.
- Telephone Calls
In the event of issues during your trip, it is crucial to bring them to the attention of the relevant supplier and our staff immediately. This ensures we can take corrective actions swiftly. If the problem cannot be rectified during the trip, please contact us in writing within seven days of your return. Failure to report the matter in a timely manner may affect any future claims.
- Law
The content and materials available on the TravelMate INC website are intended for use within the United States. If you access the website from jurisdictions where access is prohibited by law, you do so at your own risk and are responsible for ensuring compliance with applicable local laws. TravelMate INC is not liable for any violations of local laws. You also agree to comply with U.S. export laws and any relevant regulations regarding the transmission of technical data, in addition to the laws of the country where you reside, if different from the U.S.
