Terms & Conditions

Terms & Conditions of Booking

JacTravel Limited (part of WebBeds Europe and hereinafter known as JacTravel) has over 40 years’ experience in the travel industry and is recognised as one of the leading Incoming Tour Operators and Receptive Agents in Europe. Thank you for giving JacTravel the opportunity of working with you. We look forward to a long and successful partnership between our two companies. Whilst working closely with you, we will endeavour to provide your clients with excellent standards of service throughout.

In this regard and in order to ensure the success of your group travel requirements, we would like to draw your attention to the following Terms and Conditions.

Please note if you confirm and proceed with your booking you are automatically accepting these terms and conditions.

CONFIRMATION PROCESS

All bookings must be confirmed by fax or email directly to the Account Development Executive responsible for your quotation.

On written confirmation, the file will be passed to the Customer Delivery Department.  A member of the customer delivery team will be in contact with you shortly to keep you updated on the progress of the hotel bookings.  While we will make every effort to confirm hotel names as soon as possible, in some cases it may be necessary to wait 4 weeks prior to arrival in order to benefit from our excellent rates.

CHANGE IN NUMBERS

Our Customer Delivery team will contact you at 40 days prior to arrival to request passenger numbers and to confirm if the group is definitely travelling. 

Any changes in the number of passengers travelling must be advised to JacTravel in writing.

The minimum group number is 15 paying passengers, unless advised otherwise.

If the actual number of participants is less or more than specified in the final quotation, a price increase may occur.  We will ask you to pay the extra pro-rata charges.

In the case of major changes to the programme and numbers made after the final invoice has been raised (i.e. at 6 weeks prior to arrival), JacTravel reserves the right to charge an administration fee over and above the cost of any extra services.

SERVICES PROVIDED

Coaching / Guiding

Based on 49-seater air-conditioned coaches, unless advised otherwise.  Prices for groups of 20 max or less are based on smaller coaches. Please also note that smaller coaches may not have the same facilities as full-size coaches (no WC, TV, air-con etc).

There are strict European laws concerning driver hours on touring coaches that must be respected at all times. From 11th April 2007 a typical touring day can last 9 hours, extendable to 10 hours twice per week. There will be weekly driving limits of 56 hours and two weekly limits of 90 hours. In addition there are mandatory rest periods during the working day and weekly rest periods (minimum of 24 hours) depending on the length of the tour. A 24 hour rest period is required after 6 consecutive days of driving. 48 hours rest is required after the second 6 day period of driving. This will mean that on longer tours affected by this rule the group will not have the same driver and /or coach throughout.

Should the group be travelling with more than one medium-sized suitcase per person it may be necessary to cost in a luggage van or trailer to carry the group’s luggage.  Please advise us as soon as possible if this is the case and we will advise the supplemental costs.

Coaching prices include parking charges for entrances/destinations specified but if the itinerary changes then extra parking charges could be levied.

If your group is travelling to London in your own coach or a coach chartered in your country, please note that coach parking fees either at hotels or coach parks where applicable are not included in our prices.

If your group is travelling to London in your own coach or a coach chartered in your country please take a moment to look at the following sites that will explain the London Congestion charge and the Low Emission Zone

www.tfl.gov.uk/roadusers/congestioncharging

www.tfl.gov.uk/modes/driving/emissions-surcharge

For half-day and full-day coach/guide hire please note the following :

Half-day tours last a maximum of 4 hours with a maximum mileage of 75 miles – Morning sightseeing starts at 09.00 hrs and finishes no later than 13:00hrs. Afternoon sightseeing starts at 14.00 hrs and finishes no later than 18.00 hrs

Full day tours last a maximum of 9 hours with a maximum mileage of 150 miles, to start no earlier than 08:00hrs and to finish no later than 18:00hrs

Additional hours and mileage is subject to supplements.

Evening tours last a maximum of 4 hours from 19.00 hrs to 23.00 hrs

If guides are required to be available in the evenings for touring programmes a supplementary charge will be made.

50% supplement is charged for guides and coaches on UK Bank Holidays. On Christmas Day, 31 December from 13.00 hrs and 01 January, there will be 100% supplement for guides and coaches.

We strongly recommend that you include a Tour Escort to accompany your proposed tour. The advantages of a Tour Escort are numerous and include:

On duty 24 hours a day

Knowledge of European languages

Detailed knowledge of your itinerary

Problem solving

Confirm hotels and menus each day

Liaise with hotels /guides and coaches

Liaise with our office on a regular basis

There may be occasions, particularly when travelling on mainland Europe, where some museums, churches, houses and gardens will only accept payments for entrances at the time of the visit. Therefore, this is yet another reason for our strong recommendation that you have a fully trained Tour Escort with the group who can look after such admission charges.  If you decide not to have a Tour Escort, then it may be necessary for your group leader or your clients to pay some of the admission charges. We will give you prior notice where these charges have to be paid on entrance and deduct these charges from the cost of the tour whenever applicable.

Accommodation

Central / Area Hotels Locations:

In the tourist towns of Stratford-upon-Avon, Bath, York, Chester,

Oxford, Plymouth and Bristol we have three categories of locations: Central hotels will be within one mile of the city centre and within walking distance of the major attractions. City which defines hotels within 5 to 10 minutes driving time (approximately 3 to 5 miles of the City Centre) and Area which reflects hotels within 45 minutes driving time (approximately 30 miles).

Rest of UK & Europe: Central hotels are considered to be within 1 mile of the centre of stated city/town. Area hotels are considered to be up to approximately 45 minutes driving time in England, Wales & mainland Europe and 1 hour in Scotland.

Many hotels in the UK, Ireland & mainland Europe do not offer air-conditioning in rooms.  Therefore, if this is a requirement for a group, it should be clearly stated at the time of the original request, otherwise we cannot accept any liability in case of complaints arising from lack of air-conditioning.

Prices quoted for Travelodge Hotels in London are based on minimum of 10 rooms.

The application of star ratings may vary in quality from country to country and should not be relied upon alone to indicate the quality of the accommodation. Hotel star ratings detailed in our offer are based on personal inspection of the hotels by our contracting team.

Additional Services

Certain transport services are not always timetabled to run on a daily basis.  Where a quotation is provided including the aforementioned service(s) with dates to be advised, it will not be possible to confirm these services can be included in the programme until dates are submitted.

Supplementary service rates are based on the full group purchasing the service.

All entrances are subject to availability and opening times.

If the group requires travel cards, assistance is compulsory on arrival or a charge for registered post to an address in the UK will be made to the client. JacTravel is not responsible for any tickets that may go missing in the post.

All timings and distances are approximate and subject to variable conditions such as bad weather, public holidays, etc. We will inform you of any enforced changes as soon as they become apparent.

P&O Ferries

If P&O ferries were booked for the group, you must provide passengers travelling to the UK with information about coronavirus (COVID-19) measures and public health guidance. An important requirement is the use of prescriptive text 4 key times, to remind passengers to complete an online Passenger Locator Form (PLF) prior to arrival in the UK, the need to check self-isolation requirements and the mandatory wearing of a face covering while travelling on P&O ferries and links to all entry requirements. In most cases this would be at the time of booking and by sending a notification 24 to 48 hours before arrival into the UK.

For more information, please visit www.poferries.com.

ROOMING LISTS

For adhoc groups the rooming list is due at latest 28 days prior to the arrival date. Failure to comply with this could mean the hotel releasing the group.

For tour series, the rooming list is due at latest 21 days prior to the arrival date.

Additional rooms can be held on option after 21 days by special arrangement.

Please note that, although it is unlikely, hotels reserve the right to charge for any reduction in room numbers after 21 days.

CANCELLATION POLICY

All cancellations must be made in writing to JacTravel and must be acknowledged by JacTravel.  We will try to be as flexible as possible with regard to option dates/cancellation deadlines.  However, unless advised differently the following cancellation schedule will apply in the event of the whole/part of the group cancelling:

Up to 31 days prior to arrival:                                                     NO CHARGE –             unless non-refundable deposits or pre-payments (i.e. theatre tickets, train tickets, hotel deposits) have been paid out on your behalf

Within 31 days prior to arrival:                                                   up to 100%

Where applicable we will endeavour to recoup any payments made to suppliers and to negotiate the maximum refund possible.

No-shows:                                                                                No-shows will be charged in full, as it is normal practice for suppliers to charge for services under these circumstances.

In the event that we confirm a supplier with different cancellation/deposit terms from those stated above we will advise you accordingly. 

PACKAGE PRICING

The package prices quoted are net and based on tariffs and taxes currently in force. The services provided by JacTravel are solely limited to the description of such services as detailed within the confirmed offer. Any additions or changes to these services require a written confirmation by JacTravel in order to be binding. JacTravel reserves the right to change the contractual price at any time prior to the departure date in the event of increases by service providers, VAT, exchange rates or any other price variations. Thus, if there is a fluctuation of more than 3% on the overall, then a new sales price will be sent to reflect these increases as long as there is a period of at least 3 months in-between time of booking and start of the service.

We also reserve the right to charge a supplement to cover increased prices (or confirm hotels in alternative cities) if the group travels on peak dates, public holidays or during trade fairs. We will, of course, try to anticipate such dates and build any applicable extra costs into the package price at the time of quoting. In this instance we will make you aware of the reasons for the increase in cost.

Quotations are valid for a period of one month from the date of offer, unless advised otherwise. After this period we reserve the right to requote.

Gratuities for drivers and guides are NOT included. We would suggest that you allow £2.00/€2.00 per person per day for the coach driver and the same amount for the tour escort/guide if booked.

We have not costed in the proposal the cost of porterage of suitcases either at airports or hotels unless specifically requested and advised.

INVOICING/PAYMENT TERMS

For non-credit clients, an invoice for the expected tour value is raised 42 days before departure with payment due 35 days prior to the arrival date. Amendments greater than £3,000 or 10% of the total tour value are invoiced on the day of arrival or a credit note is issued. The first invoice must be settled before any services are guaranteed.

For late bookings of all non-credit clients, 90% of the full tour value must be paid immediately before any services are guaranteed.

Should we need to prepay suppliers for any reason we will advise you accordingly and this amount will be invoiced. Should any of these prepayments be non-refundable, you will be advised by your Customer Delivery contact accordingly.

Where tickets (rail, theatre, special events etc) or another similar service requiring prepayment is requested, this amount will also be invoiced at time of booking these services and prior to the final invoice issued at 6 weeks before arrival. We will hold tickets provisionally on your behalf for as long as possible, allowing you to ascertain final numbers. However, tickets can only be purchased on your behalf once payment is made, and please note once paid they are non-refundable and non-transferrable.

PAYMENT METHODS

All payments should be sent in Pounds Sterling. Euro invoices can be arranged on request at the time of confirmation of the booking. Payments should be made by bank transfer directly to our account as stated on the invoice.

We can also accept cheques/drafts payable to Jac Travel Limited, drawn on a UK bank only. JacTravel regrets that we are unable to accept sterling or euro amounts drawn on a non UK bank account.

For payment up to £5,000 (or equivalent in Euros) JacTravel can also accept the following credit cards: SWITCH-VISA-ACCESS-MASTERCARD. There will however be an additional administrative charge of 2.0%*. For AMERICAN EXPRESS, charges are 2.5%*.

*These charges are correct at time of issue however they are subject to change at any time during the period of this contract.  Any subsequent changes to the rates quoted above will be advised at the time of payment

Please ensure your payment is directed to the correct account as any charges for misdirected payment will be passed to yourselves.

All payments made to JacTravel must be accompanied by remittance advice, clearly listing the JacTravel invoice number (s) and the amount (s) being paid. If you do not pay an invoice in full for any reason, you must state the reason why and provide documentary evidence supporting this reason

Invoice Disputes – Should the client have a dispute with a particular invoice this is not sufficient reason to delay payment of any undisputed invoices.

Overdue Payments – clients with whom credit facilities have been agreed will pay interest charges on overdue payments at the rate of 1.5% per month

DATA PROTECTION

In this clause 9, the following terms shall have the following meanings:

Data Protection Legislation	(a) any law, statute, declaration, decree, directive, legislative enactment, order, ordinance, regulation, rule or other binding restriction (as amended, consolidated or re-enacted from time to time) which relates to the protection of individuals with regards to the processing of personal data to which a party is subject, including the GDPR and all legislation enacted in the UK in respect of the protection of personal data; and (b) any code of practice or guidance published by the Information Commissioner’s Office from time to time.
Data Protection Particulars	in relation to any processing carried out under these terms and conditions, the: (a)         subject matter and duration of the processing; (b)        nature and purpose of the processing; (c)        type of personal data being processed; and (d)        categories of data subjects. (where processing, processed, personal data and data subjects have the meaning as set out in clause 9(1)).
GDPR	Regulation 2016/679.

 

For the purpose of this clause 9 and Annex 1 of these terms and conditions, the terms process, processed, processes, processing, personal data, data controller, data processor and data subject have the meanings as defined in the Data Protection Legislation.

For the purpose of this clause 9 and in respect of all personal data processed on behalf of you (Customer) under these terms and conditions, the Customer will be the data controller and JacTravel will be the data processor.

The parties will comply with all applicable requirements of the Data Protection Legislation. This clause 9 is in addition to, and does not relieve, remove or replace, a party’s obligations under, the Data Protection Legislation.

In respect of any personal data processed by JacTravel in connection with these terms and conditions and in respect of which the Customer is the data controller, JacTravel will:

take all appropriate technical and organisational measures appropriate to the risks including, as appropriate:

the pseudonymisation and encryption of the personal data;

ensuring the ongoing security, confidentiality, integrity, availability and resilience of its processing systems and services;

ensuring the ability to restore the availability of personal data in a timely manner in the event of a physical or technical incident;

ensuring it has in place a process for regularly testing, assessing and evaluating the effectiveness of its technical and organisational measures and ensuring security of the processing;

guarding against the unauthorised or unlawful disclosure or processing of the personal data; and

guarding against the loss, misuse, corruption or destruction of, or damage to, the personal data and adopting internal measures to restrict access to any sensitive personal data only to those who have a genuine need to access the same for the purpose of fulfilling the JacTravel’s obligations under these terms and conditions;

promptly provide the Customer with such evidence upon request of the technical and organisational measures in place from time to time under clause 9(4)(a) and allow the Customer to inspect and test such measures (on reasonable notice);

promptly make such changes to the measures referred to in clause 9(4)(a) and otherwise take such steps as the Customer requests it to make or take, to ensure compliance with the Data Protection Legislation;

only transfer or authorise the transfer of any such personal data, in accordance with the Data Protection Legislation;

if reasonably requested by the Customer, promptly provide a copy of any such personal data where it is required to comply with an obligation under these terms and/or any applicable laws or the Data Protection Legislation;

ensure that JacTravel keeps such personal data confidential, and ensures any persons authorised to process the personal data have committed themselves to confidentiality or are under an appropriate statutory obligation of confidentiality;

process the personal data only on documented instructions from the Customer, including with regard to transfers of personal data to a third country or an international organisation, unless required to do so by any applicable laws; in such a case, JacTravel will inform the Customer of that legal requirement before processing (unless that law prohibits such information on important grounds of public interest);

in relation to sub-processors:

not engage another data processor without prior specific or general written authorisation of the Customer, and in the case of general written authorisation, inform the Customer of any intended changes concerning the addition or replacement of other data processors, thereby giving the Customer the opportunity to object to such changes;

only engage another data processor if a written contract or other agreement is in place that is binding on that data processor and contains obligations in relation to data protection no less onerous than as provided under clause 9 of these terms and conditions (in particular, providing sufficient guarantees to implement appropriate technical and organisational measures relating to security); and

if engaging another data processor to fulfil its obligations under these terms and conditions, JacTravel will remain liable to the Customer for the performance of such data processor’s obligations (to the extent that it would be liable under these terms and conditions).

It is acknowledged and agreed by JacTravel and the Customer that JacTravel and JacTravel’s sub-processors may be located in a territory that is outside of the European Economic Area that does not provide an adequate level of protection for the purpose of Data Protection Legislation, and any personal data transferred to JacTravel by the Customer or to JacTravel’s sub-processors by JacTravel under these terms will be pursuant to the derogation provided under Article 49(1)(b) of the GDPR;

taking into account the nature of the processing, assist the Customer (at the Customer’s cost) by appropriate technical and organisational measures, insofar as this is possible, for the fulfilment of the Customer’s obligations to respond to requests for exercising data subjects’ rights laid down in Chapter III of the GDPR;

assist the Customer (at the Customer’s cost) in ensuring compliance with the obligations pursuant to Articles 32 to 36 of the GDPR (insofar as it applies to the UK), taking into account the nature of processing and the information available to JacTravel;

upon request by the Customer, delete or return all the personal data to the Customer after the end of the provision of services relating to processing, and delete existing copies unless applicable law (and in particular Data Protection Legislation) requires storage of such personal data;

make available to the Customer all information necessary to demonstrate compliance with the obligations laid down in Article 28 of the GDPR (insofar as it applies to the UK)  and allow for and contribute to audits, including inspections, conducted by the Customer or another auditor mandated by the Customer; and

immediately inform the Customer if, in its opinion, any instruction provided by the Customer to JacTravel under these terms and conditions infringes any Data Protection Legislation.

Each of the parties acknowledges and agrees that Annex 1 contains an accurate description of the Data Protection Particulars.

SPECIAL CLAUSE 

JacTravel reserves the right to cancel all arrangements and bookings if the payment schedule is not met. If a deposit has been paid, this will be forfeited.

TRAVEL INSURANCE

JacTravel recommends that all clients take out travel insurance at time of booking which should provide adequate protection against any cancellation charges.

FORCE MAJEURE

JacTravel will not be liable for any loss or damage arising out of or in connection with the holiday where performance and/or prompt performance of the contract is prevented by reason of war or threat of war, riot, civil strike, industrial dispute (affecting employees or any person other than those of the company), terrorist activity, pandemic, natural and nuclear disasters, fire, adverse weather conditions, hostilities or political unrest and other similar conditions beyond the control of the company. Under these circumstances we will attempt to negotiate limited cancellation charges however cannot guarantee this.  If the group is stranded, JacTravel will charge the end client directly unless advised otherwise.

ALTERATIONS AFTER ARRIVAL MADE BY CLIENT

Any alteration or abandonment of travel or hotel accommodation after the client has commenced the tour will be in breach of the contract and will not be accepted as any basis of claim against the company and no refunds will be made.

COMPLAINTS

Please ensure that your client communicates any problems with the services provided during the group’s stay as soon as they occur.

In the event of a need to contact Jac Travel Ltd operators can be contacted during office hours on:

020 7284 7952 (London office)

0131 556 4500 (Edinburgh office)

A 24-hour emergency service operates outside normal office hours:

07968 267241 (French/German markets for London operated groups) 

07764 783674 (All other markets for London operated groups)

07766 072452 (for Edinburgh operated groups)

In London, groups operated are generally travelling to England, Wales or Europe.

In Edinburgh, groups operated are generally travelling to Scotland or Ireland.

If you do not follow this procedure we cannot accept responsibility for any complaint, as we will have been deprived of the opportunity to investigate and rectify the problem.

JacTravel will not accept any liability in respect of any query, which is not reported to us in writing within the next 7 working days of the group returning home.

In the unlikely event of a service change which is beyond our control, JacTravel will endeavour to provide a similar service of equal standing.

AGREEMENT

All operators working with JacTravel will be deemed to have agreed to these conditions without variation once they have booked services and/or submitted the deposit.  JacTravel operates within all clauses as specified in the EU Package Travel Directive.  JacTravel is a trading name of Jac Travel Ltd (company registration number 4714729).

Booking conditions valid for all groups booked from 1 January 2015 to 31 December 2021.

ANNEX 1 – DATA PROTECTION PARTICULARS

The subject matter and duration of the processing	Subject matter: group travel booking services. Duration: 7 years’ following the expiry of each respective end-traveller’s trip.
The nature and purpose of the processing	Personal data will be provided to and processed by JacTravel for the purpose of JacTravel providing the services to the Customer pursuant to these terms (i.e. coaching/guiding, accommodation and other leisure/tour travel related services to the Customer’s clients).
The type of personal data being processed	In respect of all categories of data subjects identified below: contact information (addresses, telephone numbers, emails addresses); passport and/or VISA information (if applicable); financial payment information (such as credit card and bank account details); information regarding dietary requirements; and information regarding disabilities (to facilitate accessibility requests).
The categories of data subjects	The Customer’s clients (i.e. the end-travellers attending group booking tours arranged in connection with these terms). Personal data provided by the Customer’s clients about family members and/or other travellers attending a trip.