Before we make arrangements for your flight, hotel, car rental, tour, cruise, or other trip, we require that you acknowledge your agreement with the following terms and conditions:
Please thoroughly review these terms and conditions of Travel Well Collective, LLC and Travelwellcollective.com, herein referred to as TWC. The booking passenger, by accepting this receipt and making payment to TWC, acknowledges that they have been advised of, reviewed, and hereby accept these terms and conditions and contract for travel related services. These conditions apply to yourself, your family or traveling companions that you represent or make payments on their behalf.
1. AGENT FOR SUPPLIERS:
TWC offers retail travel services to customers, which are provided by separate and independent vendors of travel services. We do not operate, control, or otherwise provide the services of the independent travel vendors. TWC acts only as a sales agent for any airline, hotel, car-rental company, ground operator, tour operator, cruise line, shore excursion, attractions, or other travel Suppliers who provide goods or services for the passenger(s) trip.
While TWC prides itself on selecting top quality Suppliers, we assume no responsibility for and shall not be liable for any refund, personal injury, property damage, or other loss, accident, delay, inconvenience, or irregularity which may be caused by: (1) any defaults, wrongful or negligent acts, or omissions of the Suppliers; (2) any defect in or failure of any vehicle, craft, equipment, or instrumentality owned, operated, or otherwise used or provided by the Suppliers; or (3) any wrongful or negligent acts or omissions on the part of any other party not under our control. Suppliers reserve the right to deviate from the direct, customary and/or scheduled route or itinerary for any reason, without limitation and without notice. Passenger(s) acknowledge and agree that TWC is not responsible for Supplier deviations, delays, cancellations, mandated overnight stays, missed connections or any other condition beyond its control.
Passenger(s) acknowledge and understand that cruise lines, tour operators, and other Suppliers have their own contracts covering cancellation penalties and other terms and conditions, and that you may be bound by those contracts regardless of whether you receive notice of their terms. Pricing and availability may change without notice.
Travel Well Collective is responsible for providing the travel advisory and booking services it has agreed to provide to you. Travel Well Collective does not control the operations or policies of independent travel suppliers and is not responsible for their acts, omissions, financial condition, performance, delays, cancellations, changes, or failures to provide contracted services.
2. FORCE MAJEURE & EVENTS BEYOND TWC'S REASONABLE CONTROL:
Travel may be affected by circumstances beyond the reasonable control of Travel Well Collective, LLC ("TWC") or the applicable travel supplier. Such circumstances may include, without limitation, acts of God, natural disasters, hurricanes, earthquakes, floods, fires, severe weather, war or threat of war, terrorism, civil unrest, riots, strikes, labor disputes, government actions or restrictions, border closures, epidemics or pandemics, quarantine, public health emergencies, transportation disruptions, mechanical or operational disruptions, or other extraordinary or unforeseeable circumstances beyond the reasonable control of the affected party.
TWC is not responsible for losses, expenses, delays, cancellations, itinerary changes, missed connections, additional accommodations, transportation costs, or other consequences resulting from circumstances beyond TWC's reasonable control or from the actions or decisions of independent travel suppliers responding to such circumstances.
When travel is affected by circumstances beyond TWC's reasonable control, TWC will make reasonable efforts to assist the traveler in communicating with applicable suppliers and identifying available alternatives. However, TWC cannot guarantee that a supplier will provide a refund, credit, rebooking, replacement travel, reimbursement, or other compensation.
Any refund, credit, rebooking, cancellation, or alternative arrangement will be governed by the applicable supplier's terms and policies and any rights available under applicable law or travel insurance coverage.
TWC does not control weather, transportation systems, government actions, border restrictions, supplier operations, or other conditions that may affect travel. Travelers acknowledge that travel arrangements may be changed, delayed, interrupted, or canceled as a result of such circumstances and that additional expenses may be incurred.
3. PLEASE CHECK YOUR TRAVEL DOCUMENTS
Travelers assume full and complete responsibility for obtaining, checking, and verifying all identification, travel documents, and entry requirements applicable to their trip. Requirements may vary depending on the destination, connecting or transit points, traveler's nationality, citizenship, residency, age, and individual circumstances.
For domestic travel within the United States, travelers are responsible for carrying acceptable identification and meeting all applicable federal, state, and transportation requirements. Travelers should verify current identification requirements for air travel, including applicable REAL ID requirements, before departure.
For international travel, travelers are responsible for checking and verifying the requirements of each destination and every connecting or transit point on their itinerary. This includes, as applicable, passports, passport-validity requirements, visas, electronic travel authorizations, transit visas, vaccination or health documentation, proof of onward or return travel, parental consent or other documentation for minors, and any other documentation required by a destination, connecting point, government authority, airline, cruise line, tour operator, or other travel supplier.
Travelers are responsible for determining and satisfying all applicable requirements, including but not limited to:
Travel Well Collective will provide travel information and guidance based on the information available to us and the itinerary being arranged. However, travel requirements and conditions can change at any time, sometimes with little or no advance notice. Requirements may also differ based on a traveler's individual circumstances and may be interpreted or enforced differently by government authorities, immigration officials, airlines, cruise lines, or other travel suppliers.
Travel Well Collective does not guarantee that any information regarding passports, visas, vaccinations, health requirements, entry requirements, or travel conditions is complete, current, or applicable to every traveler. The traveler remains ultimately responsible for determining and satisfying all requirements applicable to their individual circumstances.
Failure to obtain required identification or travel documentation, failure to meet the requirements of a destination or connecting point, or failure to comply with applicable travel conditions may result in denied boarding, denied entry, missed transportation, additional expenses, itinerary changes, cancellation of travel, or other consequences.
Travel Well Collective is not responsible for losses, expenses, missed transportation, denied boarding, denied entry, itinerary changes, or other consequences resulting from a traveler's failure to obtain, maintain, or present required documentation or meet applicable travel requirements. If a visa or other required entry approval is denied or not issued, Travel Well Collective is not responsible for lost payments or other costs associated with the trip.
Accuracy of Traveler Information: The name, date of birth, gender, passport information, and other personal information provided to Travel Well Collective must be accurate and must exactly match the corresponding information on the traveler's passport or other required identification and on all tickets, reservations, confirmations, and booking records. You acknowledge that it is your responsibility to ensure that this information is accurate.
Any discrepancy between a reservation and the traveler's identification or travel documentation may result in denied boarding or an undue delay at an airport security checkpoint, which may cause you to miss your flight and any subsequent scheduled travel bookings, including cruises, tours, transfers, or other travel arrangements.
Corrections or changes requested after booking may be subject to supplier fees, fare differences, penalties, administrative charges, or other costs.
Travelers should also ensure that they have access to their required travel documents throughout their trip and understand any requirements for documents that may need to be presented at check-in, boarding, immigration, customs, or other points during travel.
Important: Travel requirements are subject to change. Information provided by Travel Well Collective is intended as general guidance and should not be relied upon as a guarantee of entry or eligibility to travel.
4. BOOKING ACCURACY / LEGAL NAMES:
Passenger(s) is required to immediately review all aspects of their booking to verify (but not limited to): passenger names, mailing address, date of birth, pricing, airfare, arrival/departure airports, accommodations, and organized activities on your booking confirmation. Please notify TWC immediately if any omissions and/or corrections are needed regarding the booking details. Passenger(s) voluntarily assumes full and sole responsibility for any and all risks and/or costs involved with failure to report such errors and/or omissions. The name, date of birth and gender that appears on your passport or government issued ID must exactly match the same such data that is listed on airline ticket(s) and booking records. TWC strongly recommends that you take into account that certain countries will not admit a passenger if their passport expires within six (6) months of the return date of travel. Non-United States citizens may require additional documentation. Children and infants also require all such travel documents. Changes requested by the client after booking may result in supplier fees and/or an agency administrative/service fee.
5. RISK OF TRAVEL:
Travel involves inherent risks that may vary depending on the destination, transportation, accommodations, activities, and individual circumstances. Travelers acknowledge and accept the risks associated with travel, including risks relating to illness, injury, accidents, weather, natural disasters, terrorism, crime, pandemics or epidemics, political instability, war, civil unrest, labor disputes or strikes, transportation disruptions, changes in government requirements, and other circumstances that may affect travel.
Travel Well Collective provides travel planning and advisory services but does not control the actions, policies, safety standards, financial condition, or operations of independent travel suppliers or conditions at destinations. Travelers understand that Travel Well Collective cannot guarantee their safety, security, health, accessibility, or suitability of any destination, accommodation, transportation, activity, tour, or other travel service.
Travelers acknowledge that destinations, accommodations, transportation providers, activities, tours, and other travel services may have physical, environmental, cultural, medical, accessibility, or other conditions that may not be suitable for every traveler. Travelers are responsible for determining whether the proposed travel arrangements are appropriate for their individual circumstances and should seek appropriate professional medical or other advice when necessary.
Travel conditions, including health, safety, security, political stability, weather, natural disasters, labor conditions, civil unrest, and government requirements, may change at any time and may affect an itinerary before or during travel. Terrorism, crime, pandemics or epidemics, and other circumstances beyond the reasonable control of Travel Well Collective may also affect travel.
Travel Well Collective is not responsible for losses, expenses, delays, cancellations, itinerary changes, injuries, illness, property loss or damage, or other consequences resulting from circumstances outside Travel Well Collective's reasonable control or from the acts, omissions, policies, or failures of independent travel suppliers.
Travel Well Collective does not guarantee the safety, security, performance, quality, suitability, or accessibility of any independent travel supplier or destination and is not responsible for the acts or omissions of airlines, cruise lines, hotels, tour operators, transportation providers, destination management companies, activity providers, guides, or other independent suppliers.
Where travel is disrupted by circumstances outside Travel Well Collective's reasonable control, any refund, credit, rebooking, cancellation, or alternative travel arrangements will be subject to the policies and decisions of the applicable travel supplier. Travel Well Collective does not guarantee that a supplier will provide a refund, credit, replacement service, or alternative arrangement.
Travelers are strongly encouraged to obtain travel insurance that provides appropriate coverage for their individual circumstances, including coverage for trip cancellation or interruption, medical expenses, emergency evacuation, baggage loss or delay, and other risks associated with travel. Travelers who decline travel insurance acknowledge that they may be responsible for losses or expenses that could otherwise have been covered by an appropriate policy.
Travel Well Collective may provide information regarding travel insurance options as a convenience to travelers but does not act as the insurer and does not determine whether a particular claim is covered. Coverage, exclusions, eligibility, claim decisions, and benefits are determined by the applicable insurance provider and policy. Travelers are responsible for reviewing their policy carefully and determining whether the coverage meets their individual needs.
Travelers acknowledge that they are responsible for following applicable laws, regulations, health and safety requirements, and reasonable instructions provided by travel suppliers and government authorities during their trip.
Nothing in these Terms and Conditions is intended to relieve Travel Well Collective of responsibility for its own obligations or services that it has expressly agreed to provide to the traveler. The limitations described in this section apply to risks, circumstances, and third-party actions outside Travel Well Collective's reasonable control.
6. LIMITED AUTHORIZATION TO ACT ON CLIENT'S BEHALF
By accepting these Terms and Conditions, you authorize Travel Well Collective, LLC ("TWC") to act as your travel advisor and to communicate with airlines, hotels, cruise lines, tour operators, destination management companies, transportation providers, travel insurance providers, payment processors, host agencies, and other travel suppliers on your behalf for the purpose of arranging, administering, modifying, or canceling travel services that you have requested.
This authorization includes the authority to:
This authorization does not authorize TWC to make purchases or incur charges unrelated to your requested travel arrangements, except as otherwise expressly authorized by you in writing.
Payments for travel arrangements may be processed directly by the applicable travel supplier, TWC's host agency, or an authorized payment processor. Unless expressly stated otherwise in writing, TWC does not hold client funds for future payment to travel suppliers.
You remain responsible for reviewing proposals, invoices, payment schedules, confirmations, and other booking documentation and for promptly notifying TWC of any errors, omissions, or unauthorized transactions.
You authorize TWC to rely on instructions reasonably believed to have been provided by you or by an individual you have authorized to act on your behalf. TWC may request additional verification when reasonably necessary to protect your account, payment information, or travel arrangements.
This authorization is limited to the travel planning and booking services you have requested and does not constitute a general power of attorney or authorize TWC to act on your behalf for matters unrelated to your travel arrangements.
Nothing in this section is intended to waive or limit any rights or remedies that cannot lawfully be waived or limited.
7. ELECTRONIC OR HANDWRITTEN SIGNATURE:
Both parties agree that you may acknowledge and agree to these Terms: (a) electronically; (b) by handwritten signature; (c) by any other electronic means, including without limitation acknowledgement via email acceptance of these Terms; or (d) by your implied consent deemed via your actions which shall include without limitation the payment of the invoice and/ or your use of the services provided by TWC or any other travel supplier related to your booking. All such means will be deemed to constitute effective acknowledgement and execution of this Agreement and shall be sufficient to bind the parties to the terms and conditions of this agreement.
8. PRICING, AVAILABILITY & SUPPLIER ERRORS
Travel pricing, availability, inventory, schedules, and other booking details are subject to change until confirmed by the applicable travel supplier and any required payment has been received. A price is not guaranteed until the applicable supplier has confirmed the reservation and the booking requirements have been satisfied.
TWC makes reasonable efforts to provide accurate pricing, availability, and booking information. However, TWC relies on information provided by airlines, hotels, cruise lines, tour operators, destination management companies, booking systems, host agencies, and other third parties. TWC is not responsible for errors, omissions, technical issues, inventory discrepancies, or pricing errors originating with a third-party supplier, booking system, website, or other source outside TWC's reasonable control.
If a supplier identifies an error in a published price, availability, itinerary, or other booking information, the supplier may, subject to applicable law and its own terms and conditions, correct the error, cancel the affected reservation, or offer the traveler the option to proceed at the corrected price. TWC will make reasonable efforts to communicate any such correction to the traveler and, where possible, assist in identifying available alternatives.
After a reservation has been confirmed, the price applicable to the booking will generally be governed by the applicable supplier's terms and the booking documentation provided to the traveler. However, certain travel arrangements may permit additional charges after booking or payment, including government-imposed taxes or fees, certain fuel or transportation surcharges, airline-imposed charges, or other increases specifically permitted under the applicable supplier's terms or applicable law.
Where an additional charge is permitted and applicable to the traveler's booking, TWC will notify the traveler when reasonably possible. The traveler authorizes TWC, where applicable and where the payment method has been authorized for such charges, to facilitate collection of the additional amount through the applicable supplier, host agency, or authorized payment processor.
TWC does not control pricing, inventory, availability, currency exchange rates, government-imposed taxes or fees, or other charges established by independent travel suppliers or governmental authorities. TWC is not responsible for additional costs imposed by a supplier or government authority in accordance with the applicable booking terms.
Any refund, credit, rebooking, replacement travel, reimbursement, or other compensation resulting from a supplier pricing error, cancellation, schedule change, or other supplier action is subject to the applicable supplier's policies and any rights available under applicable law or travel insurance coverage.
9. WE STRONGLY RECOMMEND TRAVEL INSURANCE:
Travel insurance protection is strongly recommended. As your travel agent, we have a professional responsibility to recommend the purchase of travel insurance to cover certain risks inherent in travel to protect against THIRD PARTY SUPPLIER DEFAULT/BANKRUPTCY PROTECTION, DELAY, INTERRUPTION, CANCELLATION, MEDICAL EMERGENCY TRANSPORTATION/EVACUATION & REPATRIATION, BAGGAGE & PERSONAL EFFECTS/LOST LUGGAGE & BAGGAGE DELAY, ILLNESS, ACCIDENTAL DEATH AND DISABILITY, TRAVEL ACCIDENT/SICKNESS MEDICAL EXPENSES, AND MORE. PROPER INSURANCE MAY PROTECT YOU FROM FINANCIAL LOSS IN ALMOST ALL CIRCUMSTANCES. By declining appropriate travel insurance, passenger(s) acknowledges and accepts liability for any cancellation penalties, damages and/or out–of-pocket expenses incurred.
If purchasing travel insurance, we urge you to thoroughly read your policy’s confirmation of benefits. This information includes, but is not limited to, details on the extent of coverage and procedures for making a claim. Please note that the travel insurance provider may not be allowed to discuss your claim with TWC due to privacy laws (e.g. HIPAA). Passenger(s) acknowledge and agree that TWC has no control over the travel insurance provider or its coverage decisions, and as a result TWC is not responsible for and shall not be liable for policy coverage, claims processing, or the denial of any claims. Purchasing travel insurance is not required in order to purchase any other product or service offered by TWC.
10. PAYMENT TERMS
The deposit and payment requirements applicable to your travel arrangements will be identified in your proposal, invoice, booking confirmation, payment authorization, invoice or other trip documentation. Deposit amounts and payment schedules may vary depending on the travel supplier, type of travel arrangement, and other applicable terms.
The deposit required to confirm a booking may be different from the standard deposit requirements of other travel arrangements. Certain travel services, including but not limited to air transportation, special events, certain hotel rates, cruises, tours, activities, and other travel products, may require full payment at the time of booking. Deposits or other payments may be non-refundable or subject to supplier cancellation penalties as specified in the applicable booking terms.
Final payment is due on the date specified in your booking documentation. Travel Well Collective may establish a final payment date that is earlier than the applicable supplier's final payment deadline when necessary to allow sufficient time for payment processing and to ensure that payment reaches the supplier by its required deadline.
You are responsible for making all payments by the applicable deadlines. Failure to make a required payment when due may result in cancellation of your reservation, loss of space or availability, forfeiture of deposits or other payments, supplier cancellation penalties, price increases, loss of promotional rates or other benefits, or other consequences imposed by the applicable travel supplier.
Travel Well Collective is not responsible for maintaining a reservation, rate, promotional offer, room category, cabin, tour, activity, or other travel service when required payment has not been received by the applicable deadline.
Payment deadlines and cancellation penalties are determined by the applicable travel supplier and may vary by booking. You are responsible for reviewing the payment schedule and applicable terms provided with your travel arrangements and for ensuring that payments are made on time.
Where a payment is declined, rejected, reversed, or otherwise cannot be processed, you are responsible for providing an alternative form of payment promptly. A declined or unsuccessful payment does not extend a supplier's payment deadline unless expressly agreed to by the applicable supplier.
By making a payment toward your travel arrangements, you acknowledge and agree to the payment schedule, supplier terms, and applicable cancellation and refund provisions communicated to you.
Payment Processing. Payments for travel arrangements may be processed directly by the applicable travel supplier, TWC's host agency, or an authorized payment processor. Unless expressly stated otherwise in writing, TWC does not hold client funds in trust or maintain client funds for future payment to travel suppliers. Payment processing, refunds, credits, and chargebacks may be subject to the policies and procedures of the applicable supplier, host agency, payment processor, or financial institution.
11. CANCELLATION, CHANGES & REFUNDS
Cancellation terms and penalties are determined by the applicable travel supplier(s) and may vary significantly depending on the type of travel arrangement, supplier, rate, fare, destination, timing of cancellation, and other applicable conditions. The cancellation terms applicable to your specific travel arrangements will be provided in your proposal, invoice, booking confirmation, supplier terms, or other trip documentation whenever available.
Cancellation of one component of a trip does not necessarily cancel the remaining components of the itinerary. Travelers are responsible for confirming the cancellation of each applicable travel component and understanding the resulting penalties, fees, and other consequences.
Some travel arrangements may be non-refundable from the time of booking. Others may become partially or fully non-refundable as the departure date approaches. Supplier deposits, payments, cancellation penalties, change fees, administrative fees, airfares, special event tickets, travel insurance premiums, and other charges may be non-refundable or subject to restrictions.
When you request cancellation of a travel arrangement, Travel Well Collective will communicate the request to the applicable supplier and, where possible, confirm the applicable cancellation terms and penalties. Cancellation is not considered complete until it has been processed by the applicable supplier or otherwise confirmed by Travel Well Collective.
Refunds, when applicable, are subject to the cancellation and refund policies of the applicable travel supplier(s). Travel Well Collective does not determine whether a supplier will issue a refund, credit, voucher, or other compensation.
Supplier cancellation penalties may apply even when a cancellation is made directly through or communicated to Travel Well Collective. Any Travel Well Collective service, planning, administrative, or other fee applicable to the booking may be separate from and in addition to supplier cancellation penalties.
Changes requested after booking may be treated as a cancellation and rebooking by the applicable supplier and may result in cancellation penalties, change fees, fare differences, rate increases, loss of availability, or other charges.
Travel Well Collective will make reasonable efforts to assist with cancellations and changes requested by the traveler; however, Travel Well Collective cannot guarantee that a requested cancellation, change, refund, credit, or rebooking will be permitted by the applicable supplier.
12. TRAVEL WELL COLLECTIVE SERVICE & AGENCY FEES
Travel Well Collective may charge planning, consultation, research, itinerary development, change, cancellation, administrative, concierge, or other service fees. Any applicable fee will be disclosed before the applicable service is provided and may be identified in your proposal, invoice, service agreement, booking documentation, or other written communication.
Planning and Research Fees
When a planning or research fee applies, the fee is non-refundable and due in full before Travel Well Collective begins research, destination planning, itinerary development, or other planning services.
The planning fee compensates Travel Well Collective for professional time, expertise, destination research, supplier research and communication, itinerary design, and other planning services performed on your behalf. Unless otherwise stated in writing, the fee includes:
A revision means a reasonable adjustment to the existing itinerary based on your original travel goals and requirements. Significant changes to destinations, dates, travelers, trip length, budget, or overall scope may require an additional planning fee.
Planning Materials & Independent Booking
Travel Well Collective's proposals, itineraries, recommendations, curated research, supplier selections, and other planning materials reflect the professional knowledge, expertise, research, and time invested specifically for your trip. Payment of a planning fee does not transfer ownership of Travel Well Collective's planning methods, professional expertise, or planning materials.
If you independently book or arrange a substantial portion of the travel included in the original planning scope, Travel Well Collective may determine that the scope of the planning engagement has materially changed and may discontinue further planning services. In that event, Travel Well Collective may close the planning project and deactivate, archive, or otherwise remove access to the applicable proposal or itinerary in Travefy or another planning platform.
Travel Well Collective may, at its discretion, offer to continue services under a revised scope and/or additional fee.
Booking Timeframes & Additional Services
Planning proposals may have an expiration date, which will be communicated to you in writing. If you delay booking, Travel Well Collective cannot guarantee that previously researched arrangements, pricing, availability, or schedules will remain available.
Rush planning, short-notice bookings, peak-season or holiday travel, extensive re-planning, additional destinations, or other services outside the original planning scope may require an additional fee. Any applicable additional fee will be communicated before the additional service is provided whenever reasonably possible.
Supplier Charges & Exclusions
Travel Well Collective fees are separate from all amounts charged by travel suppliers and third parties. You are responsible for supplier deposits, final payments, cancellation and change penalties, rebooking fees, travel insurance, transportation costs, price increases, and other supplier-imposed charges.
Travel Well Collective fees remain non-refundable regardless of whether you ultimately book or travel, including if you decide to make your own arrangements, cancel or postpone your trip, or purchase travel arrangements from another source. A refund or credit issued by a travel supplier does not automatically create a right to a refund or credit of any Travel Well Collective fee.
Fee Changes & Exceptions
Travel Well Collective reserves the right to establish or modify fees for future services. Any applicable fee will be disclosed before the service is provided. Travel Well Collective may, at its discretion, waive or modify a fee in individual circumstances. Any such exception applies only to that circumstance and does not establish a waiver for future services.
13. CHARGEBACKS & PAYMENT DISPUTES
You authorize Travel Well Collective to process charges for travel arrangements and services that you have requested or approved in accordance with these Terms and Conditions and the payment information provided in your booking documentation.
If you believe a charge is incorrect, unauthorized, or otherwise requires review, you agree to contact Travel Well Collective promptly so that we have an opportunity to investigate the matter and work with you toward a resolution.
You understand that a supplier's cancellation policy, change policy, refund policy, or refusal to provide a refund does not, by itself, make an otherwise authorized charge unauthorized or erroneous. Supplier policies and cancellation penalties are separate from the payment authorization granted to Travel Well Collective.
Travel Well Collective will make reasonable efforts to resolve legitimate billing concerns and, where appropriate, provide documentation relating to the booking, payment authorization, supplier terms, cancellation policies, and services purchased.
Nothing in these Terms and Conditions is intended to limit or waive any rights you may have under applicable law or applicable credit card rules regarding unauthorized or fraudulent transactions.
If a chargeback or payment dispute is initiated and is determined to have been unauthorized or improper, you may be responsible, to the extent permitted by applicable law, for costs reasonably incurred by Travel Well Collective in responding to or resolving the dispute, including applicable administrative or processing costs.
14. REFUNDS
Travel Well Collective does not determine whether a travel supplier will issue a refund, credit, voucher, or other compensation. Refund eligibility and the amount of any refund are determined by the applicable supplier's terms and policies.
Where a refund is approved by a travel supplier, Travel Well Collective will, where applicable, process or facilitate the refund in accordance with the supplier's instructions and applicable payment-processing requirements.
Refunds may take time to process. Travel Well Collective is not responsible for delays in receiving refunds caused by airlines, cruise lines, hotels, tour operators, destination management companies, travel insurance providers, credit card companies, payment processors, or other third parties.
Where a supplier issues a credit, voucher, future travel credit, or other alternative to a monetary refund, the terms, expiration date, restrictions, and other conditions are determined by the applicable supplier.
Any applicable Travel Well Collective service, planning, administrative, or other agency fee is separate from a supplier refund and is refundable only if specifically stated in writing.
15. NO-SHOWS & UNUSED TRAVEL SERVICES
If you fail to arrive for a scheduled travel service, including a flight, hotel stay, cruise, tour, transfer, activity, or other travel arrangement, without complying with the applicable supplier's cancellation procedures, the service may be treated as a no-show and may be subject to forfeiture of all or part of the amount paid.
Unused or partially used travel services are generally non-refundable unless the applicable travel supplier agrees otherwise. This includes, but is not limited to, unused hotel nights, missed flights or transportation, missed tours or activities, unused transfers, early departure from a trip, and voluntarily abandoning or discontinuing travel.
Travel Well Collective is not responsible for refunds, credits, or compensation for services that are unused because of a traveler's failure to arrive on time, missed transportation, voluntary decision not to travel, early departure, or other failure to use a booked travel service, except to the extent a refund or credit is provided by the applicable supplier.
Travelers are responsible for contacting the applicable travel supplier as soon as reasonably possible if they anticipate being delayed, missing a scheduled service, or otherwise being unable to use a booked travel arrangement. Notification does not guarantee that a refund, credit, rebooking, or other accommodation will be available.
16. CLIENT-REQUESTED CHANGES
Changes requested after a travel arrangement has been booked are subject to availability and the terms and conditions of the applicable travel supplier. Changes may result in supplier penalties, cancellation charges, change fees, fare or rate differences, loss of promotional pricing or availability, additional taxes or fees, and/or Travel Well Collective service or administrative fees.
A requested change to one component of a trip may affect other components of the itinerary. For example, changing a flight may affect transfers, tours, hotel arrangements, cruise embarkation, or other scheduled services. Travel Well Collective is not responsible for costs or losses resulting from changes requested by the traveler or from supplier restrictions associated with those changes.
Travel Well Collective will make reasonable efforts to accommodate requested changes and identify available alternatives. However, availability, pricing, and supplier terms cannot be guaranteed until the requested change has been confirmed.
Significant itinerary changes, cancellations, rebooking, or research of alternative arrangements may constitute additional services and may be subject to a Travel Well Collective service or administrative fee. Any applicable fee will be disclosed before the fee is charged whenever reasonably possible.
17. CLAIMS, COMPLAINTS & DISPUTE RESOLUTION
Travel Well Collective is committed to addressing concerns as promptly and reasonably as possible. If you experience a problem with a travel arrangement, you should notify the applicable travel supplier and Travel Well Collective as soon as reasonably practicable so that an opportunity exists to investigate the issue and, where possible, seek a resolution while the matter is occurring.
For issues arising during travel, travelers should first contact the applicable supplier when immediate assistance or correction is reasonably available, including the airline, hotel, cruise line, tour operator, transportation provider, or other supplier responsible for the service. Travelers should also notify TWC when TWC's assistance may reasonably be helpful.
If you believe that TWC has failed to perform a service that it expressly agreed to provide, you agree to notify TWC in writing and provide reasonable details regarding the concern, including the relevant booking information and supporting documentation when available. TWC will make reasonable efforts to investigate the matter and respond.
Complaints relating solely to the performance, cancellation, delay, refund, safety, quality, or other conduct of an independent travel supplier are subject to that supplier's applicable terms and complaint procedures. TWC may assist in communicating with the supplier but does not control the supplier's decisions or resolution of such matters.
Nothing in this section prevents you from exercising any rights or remedies available to you under applicable law.
18. LIMITATION OF LIABILITY
To the fullest extent permitted by applicable law, Travel Well Collective, LLC ("TWC") shall be responsible only for the travel planning and advisory services that TWC expressly agrees to provide to you.
TWC acts as an agent or intermediary for independent travel suppliers and does not own, operate, control, or provide the transportation, accommodations, cruises, tours, activities, excursions, insurance, or other travel services arranged through those suppliers. TWC is therefore not responsible for the acts, omissions, representations, warranties, policies, financial condition, insolvency, performance, delays, cancellations, schedule changes, overbooking, interruptions, injuries, losses, property damage, or other conduct of independent travel suppliers or other third parties.
To the fullest extent permitted by applicable law, TWC shall not be liable for indirect, incidental, consequential, special, exemplary, or punitive damages, or for lost profits, lost opportunities, loss of enjoyment, or other similar damages arising from or relating to travel arrangements or services, except to the extent such limitation is prohibited by applicable law.
To the fullest extent permitted by applicable law, TWC's liability for a claim arising directly from TWC's own services shall not exceed the amount of fees actually paid directly to TWC for the specific services giving rise to the claim.
The limitations in this section do not apply to liability that cannot legally be excluded or limited under applicable law, including any liability arising from conduct for which such limitation is prohibited by law.
Nothing in these Terms and Conditions is intended to relieve TWC of responsibility for services that TWC expressly undertakes to provide or to waive any rights or remedies that cannot lawfully be waived.
19. GOVERNING LAW & VENUE
These Terms and Conditions and the relationship between you and Travel Well Collective, LLC shall be governed by and interpreted in accordance with the laws of the State of Tennessee, without regard to conflict-of-law principles, except to the extent that applicable law requires the application of another jurisdiction's law.
Any dispute or claim arising from or relating to these Terms and Conditions or services provided by TWC shall be subject to the jurisdiction of courts having lawful jurisdiction over the matter. To the extent permitted by applicable law, the parties agree that venue shall be in an appropriate court located in Tennessee.
Nothing in this section is intended to require a traveler to waive any consumer protection, statutory right, or other legal right that cannot lawfully be waived or restricted.
20. PRIVACY & PERSONAL INFORMATION
Travel Well Collective collects and uses traveler information as reasonably necessary to provide travel planning, booking, administrative, payment, insurance, and related services.
You authorize TWC to provide information reasonably necessary to arrange and administer your travel to applicable airlines, hotels, cruise lines, tour operators, destination management companies, transportation providers, travel insurance providers, payment processors, host agencies, and other travel suppliers involved in providing your requested services.
The information provided may include, as applicable, names, dates of birth, passport or identification information, contact information, travel preferences, loyalty program information, accessibility or dietary requirements, and other information reasonably necessary to arrange or administer travel.
TWC may also receive information from travel suppliers and other service providers relating to your reservations or travel arrangements.
TWC will handle personal information in accordance with its applicable Privacy Policy. By accepting these Terms and Conditions, you acknowledge that travel arrangements may require personal information to be shared with third-party travel suppliers and service providers located in the United States or other countries.
Travelers are responsible for ensuring that information provided to TWC is accurate and for notifying TWC of material changes or corrections.
TWC does not control the privacy practices, security practices, or data-handling practices of independent travel suppliers and third-party service providers. Those parties may maintain their own privacy policies and terms.
21. SPECIAL REQUESTS, ACCESSIBILITY & TRAVELER REQUIREMENTS
Travelers must inform TWC as early as reasonably possible of any known accessibility, mobility, dietary, medical, communication, room configuration, transportation, or other special requirements that may affect the suitability or delivery of travel services.
TWC will make reasonable efforts to communicate requested accommodations or requirements to applicable travel suppliers. However, TWC does not guarantee that a supplier will be able to accommodate a particular request unless the accommodation has been expressly confirmed by the applicable supplier in writing.
A request communicated to a supplier does not constitute a confirmed accommodation unless and until the applicable supplier confirms it.
Travelers are responsible for determining whether travel arrangements are appropriate for their individual circumstances and for obtaining any professional medical or other advice they may require.
22. TRAVEL SUPPLIER FINANCIAL FAILURE
TWC is not responsible for the financial condition, insolvency, bankruptcy, cessation of operations, or failure to provide services by an independent travel supplier.
If a supplier becomes unable or unwilling to provide contracted services, any refund, credit, replacement service, or other remedy will be subject to the supplier's applicable terms, applicable law, and any available protection provided through a travel insurance policy or other applicable consumer protection program.
Travelers are encouraged to consider travel insurance or other available financial protection that may provide coverage for supplier default, insolvency, bankruptcy, or other covered losses.
23. ORDER OF PRECEDENCE
These Terms and Conditions apply generally to the travel planning and advisory services provided by TWC.
Travel arrangements may also be subject to separate terms and conditions imposed by the applicable travel supplier, including airline fare rules, cruise contracts, hotel policies, tour operator terms, cancellation policies, travel insurance policies, and other supplier-specific conditions.
Supplier-specific terms govern the supplier's products and services. TWC's service fees, advisory services, and other obligations expressly undertaken by TWC are governed by these Terms and Conditions and any separate written agreement between TWC and the traveler.
Where a proposal, invoice, booking confirmation, or separate written agreement expressly states that it modifies a provision of these Terms and Conditions, the specific written provision shall control with respect to that particular transaction.
24. ENTIRE AGREEMENT & MODIFICATIONS
These Terms and Conditions, together with any applicable proposal, invoice, booking documentation, separate service agreement, and supplier-specific terms incorporated into the travel arrangements, constitute the agreement between the traveler and TWC concerning the services provided by TWC.
No oral statement, representation, or promise shall modify these Terms and Conditions unless the modification is confirmed in writing by TWC or is otherwise required by applicable law.
TWC may update its standard Terms and Conditions from time to time. The version accepted by the traveler at the time of booking will govern that booking unless otherwise agreed in writing or required by applicable law.
25. SEVERABILITY
If any provision of these Terms and Conditions is determined to be invalid, unlawful, or unenforceable, that provision shall be enforced to the fullest extent permitted by law, and the remaining provisions shall remain in full force and effect.
26. NO WAIVER
A failure or delay by TWC to enforce any provision of these Terms and Conditions shall not constitute a waiver of TWC's right to enforce that provision or any other provision in the future.
27. SURVIVAL
Any provision of these Terms and Conditions that by its nature should continue after completion, cancellation, or termination of the travel arrangements shall survive, including provisions relating to payment obligations, fees, supplier terms, limitations of liability, dispute resolution, privacy, and other obligations that are intended to survive the completion of travel.
28. ASSIGNMENT
Travelers may not assign or transfer their rights or obligations under these Terms and Conditions without the prior written consent of TWC, except where such restriction is prohibited by applicable law.
TWC may assign or transfer its rights and obligations in connection with a merger, acquisition, sale of substantially all of its assets, reorganization, or other business transfer, subject to applicable law.