Terms & Conditions
CLIENT CONTRACT, RELEASE OF
LIABILITY AND TERMS & CONDITIONS
This Client/Participant Contract (the "Agreement") is legally binding. By checking the box on our inquiry form and/or sending the Planning Fee, you (the "Client" or "Participant") acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions (this "Agreement").
This Agreement applies to all clients and participants (collectively, the "Participants") engaging with travel or trips curated by Freya Travel Co. ("we," "us," "our," or "Freya Travel Co."), including any Trip Planning Services provided. If you are agreeing on behalf of minor children (under age 18), you represent that you are their parent or legal guardian and agree to bind them to this Agreement.
PRICING, PAYMENT AND BILLING
For the purposes of this Agreement, Freya Travel Co.'s "Trip Planning Services" include, but are not limited to, meetings, telephone calls, research, document preparation and revision, correspondence, planning, suggestions, responses to Client's trip requests and changes, and all other work related to a Client's trip.
The planning fee compensates Freya Travel Co. for its professional planning time, research, expertise, industry relationships, and the personal attention devoted to designing and coordinating Client's trip.
The planning fee starts at $200 and increases based on destination, length of travel, number of travelers, and the complexity of the booking. The planning fee is quoted to Client before work begins, is due before Freya Travel Co. begins work on a trip, and is non-refundable.
Trips requested on short notice require expedited research, coordination, and booking. For any trip requested 30 days or fewer before the departure date, Freya Travel Co. may charge an additional expedited planning fee. This fee increases the closer the request is made to departure, with trips requested 14 days or fewer before departure requiring the most compressed timeline. Any expedited planning fee will be quoted to Client before work begins and is due, along with the planning fee, before Freya Travel Co. begins work.
Because concierge services and certain third-party costs are variable, Client understands and agrees that Freya Travel Co. cannot guarantee the total amount of concierge or trip-related fees that may be incurred, and any estimates discussed are not binding on Freya Travel Co.
Payment methods will be provided upon invoice. Credit card payments incur a 3.5% convenience fee. Payments will be processed within 14 days of delivery of the invoice. Client authorizes Freya Travel Co. to store Client's designated credit card securely and to charge that card for Trip Planning Services, concierge services, and, as described in the Travel Supplier Costs section, for amounts due to Travel Providers for the arrangements Client has requested.
By agreeing to this Agreement, Client acknowledges and agrees that Freya Travel Co.'s rates may increase over time, as advised by Freya Travel Co. to Client in advance, and Client agrees to pay the rates in effect when the applicable services are rendered.
Where concierge services or third-party costs are incurred, an invoice for such fees and costs will be emailed to Client at the email address of record, generally on a monthly basis. Please review the invoice carefully and contact Freya Travel Co. if you have any questions about such invoice.
Freya Travel Co. will process payment fourteen days following delivery of the invoice. If payment on an outstanding invoice is not received timely, Freya Travel Co. reserves the right to release reservations and cancel the trip. Such action shall not, for the avoidance of doubt, release Client from any outstanding amounts owed to Freya Travel Co. Client shall be responsible for all fees and charges related to such non-payment.
Any misunderstandings or disputes by Client relating to any Freya Travel Co. invoice must be raised immediately with Freya Travel Co. If Client does not raise any such misunderstanding, objection, or dispute within seven (7) days of receipt, Client will be deemed to have accepted the invoice as accurate. If Client paid via credit card, Client's credit card on file will be charged within 14 days following delivery of the invoice.
Freya Travel Co. at all times reserves the right to cease providing Trip Planning Services on any trip until any and all outstanding balances are brought to zero ($0). Failure or refusal to pay Freya Travel Co. invoices on a timely basis will constitute grounds for immediate termination of this Agreement, but shall in no instance release Client from ongoing payment obligations to Freya Travel Co.
If Freya Travel Co. seeks payment on unpaid amounts owed by Client, Client agrees to indemnify Freya Travel Co. for all costs and expenses incurred by Freya Travel Co. with respect to same, including reasonable attorneys' fees and costs.
In certain cases, when paying by credit card, you may have the ability to dispute charges with credit card companies ("chargebacks"). Before initiating a chargeback, we ask you first to contact us to discuss any questions or concerns about our charges. We will work with you in attempting to resolve your concerns.
By using our services to make a reservation, you accept and agree to our cancellation policy. Freya Travel Co. retains the right to dispute any chargeback that is improper and recover any costs, including attorneys' fees, related to improper chargebacks.
Additionally, in the event of an improper chargeback, we retain the right to cancel any travel reservation related to that improper chargeback, in which case the cancellation charges set out below would apply.
The following chargeback scenarios are improper, and Freya Travel Co. retains the right to investigate and rebut any such chargeback claims:
Chargebacks resulting from non-cancellable reservations, whether or not the reservation is used.
Chargebacks resulting from charges authorized by family, friends, associates, or other third parties with direct access to your credit card. This does not include credit card fraud.
Chargebacks arising from inconsistency or inaccuracy with regard to the supplier's product description.
Chargebacks resulting from force majeure or other circumstances that are beyond the control of Freya Travel Co. or the Suppliers.
Chargebacks resulting because you do not agree with the applicable cancellation policy.
SUPPLIER RULES AND RESTRICTIONS
Freya Travel Co. does not provide, own, or control any of the travel services and products that are provided as part of your trip, such as, but not limited to, flights, accommodations, rental cars, packages, or travel insurance (the "Travel Products").
The Travel Products are owned, controlled, or made available by third parties (the "Travel Providers"), either directly (e.g., airline) or as an agent. The Travel Providers are responsible for the Travel Products.
The Travel Provider's terms and privacy policies apply to your booking, so you must agree to and understand those terms. Furthermore, the terms of all actual Travel Providers (airline, hotel, tour operator, etc.) apply to your travel, so you must also agree to and understand those terms.
TRAVEL SUPPLIER COSTS
All costs charged by Travel Providers are the sole financial responsibility of Client. Client authorizes Freya Travel Co. to use Client's designated payment method, including a credit card that Client has authorized and that Freya Travel Co. stores securely, to pay Travel Providers directly for the travel arrangements Client has requested.
In some cases, Freya Travel Co. will instead provide Client's payment authorization to the Travel Provider, or Client will pay the Travel Provider directly, as the Travel Provider requires.
In all cases, payment is applied directly to the Travel Provider. Freya Travel Co. does not hold, escrow, collect, or maintain Client funds in any account and does not receive Client money for remittance to Travel Providers. Any charge made by Freya Travel Co. on Client's payment method is passed directly to the applicable Travel Provider for the specific arrangement authorized.
Travel Provider costs may be quoted in local currencies, and Freya Travel Co. will make reasonable efforts to secure favorable terms on Client's behalf. Rate quotes obtained from Travel Providers are typically time sensitive and often valid for a limited period, in many cases as little as two business days.
If Client's payment is not completed within the applicable window, the quoted rate may lapse, and Client must request a new quote, which, if obtained, will be effective for the period then specified by the Travel Provider. Sales or other taxes and fees vary by location and trip specifics and will be disclosed to Client before a booking is confirmed.
Because all Travel Provider payments are applied directly to the Travel Provider, the travel contract for each booking is between Client and the Travel Provider. Freya Travel Co. bears no responsibility or liability for the financial failure, insolvency, nonperformance, or default of any Travel Provider.
Client understands and agrees that Travel Providers and governing authorities may impose increased costs after a booking is confirmed, including but not limited to fare adjustments, fuel surcharges, resort or service fees, taxes, and charges arising from currency exchange fluctuations.
Such increases may apply even after reservations are confirmed. Client is responsible for any such post-purchase increases imposed by a Travel Provider and authorizes Freya Travel Co. to charge Client's designated payment method for these amounts, or Client will pay them directly to the Travel Provider, as applicable.
Freya Travel Co. will notify Client of any known post-purchase increase before charging Client's payment method.
POST-PURCHASE PRICE INCREASES
Clients may make changes to their trip, subject to availability of any such requested changes at the time such change requests are made, and all applicable amendment and cancellation charges incurred as a result of such changes.
Fees accrued for Freya Travel Co. Trip Planning Services prior to such change requests shall be deemed fully earned, and new fees will be incurred based on Freya Travel Co.'s then-current rates.
CHANGES TO YOUR TRIP
Participants with disabilities should notify Freya Travel Co. if ADA-accessible accommodations are needed. Freya Travel Co. will make all reasonable efforts to accommodate this request but cannot be responsible if ADA accommodations are not available.
Any accommodations provided will be at the sole expense of the guest requiring the accommodation.
PARTICIPANTS WITH DISABILITIES
CANCELLATIONS BY CLIENT
In the event the Client decides to cancel a trip after it has been booked, Freya Travel Co. will, if requested by Client, assist the Client with such cancellation, subject to all applicable restrictions from the Travel Provider for the trip.
Client shall be responsible for all applicable cancellation costs, charges, or fees. Moreover, Freya Travel Co. may impose a cancellation fee of $500 or 10% of the booking total, upon review, to Client, it being understood and agreed to by Client that such cancellations may negatively affect Freya Travel Co.'s relationship with third parties associated with the trip.
In the event that Client initiates an improper credit card chargeback, Freya Travel Co. reserves its rights to commence legal action against Client and recover its costs and fees in addition to the amount claimed in the chargeback.
In the highly unlikely event that one of our Travel Providers chooses to change the departure date or cancels the trip, we will assist you in making alternate arrangements; however, you will be responsible for additional Travel Provider fees and charges that may apply.
Freya Travel Co. will always advocate on your behalf in the event of a Travel Provider cancellation or rescheduling.
CANCELLATION OR RESCHEDULING
BY TRAVEL PROVIDER OR OTHER
It is Client/Participant's sole responsibility to secure and/or pay for any and all visas, reciprocity fees, affidavits, immunizations, and other documentation or requirements necessary to be permitted entry into each destination.
In some countries, entry may be subject to entry (reciprocity) fees and/or departure taxes/exit fees, which will be collected at airports upon entry/departure by local government authorities. Please note that entry to any country may be refused even if the required information and travel documents are complete.
Clients/Participants are urged to review advisories or warnings issued by the U.S. Department of State and the Centers for Disease Control and Prevention ("CDC") about risks to travelers. Both the U.S. Department of State and CDC publish and update important country-specific information for travelers. Freya Travel Co. strongly recommends that Clients and all Participants review such information.
Freya Travel Co. bears no responsibility for such information and will not be responsible for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses, including missed portions of your vacation or holiday, related to improper documentation or government decisions about entry.
Clients and Participants are also encouraged to enroll in the U.S. Department of State's Smart Traveler Enrollment Program (STEP) at step.state.gov to receive safety, security, and emergency alerts from the nearest U.S. embassy or consulate while traveling.
Recommended inoculations for travel may change, and Client/Participant should consult a qualified medical professional for current recommendations before departure.
It is your responsibility to ensure that you meet all health entry requirements, obtain recommended inoculations, take recommended medication, and follow all medical advice in relation to your trip.
PASSPORT, VISAS, AND HEALTH REQUIREMENTS
Any minor child (under age 18) traveling as part of a trip is at all times in the care and legal responsibility of their accompanying parent or guardian.
If a Participant is traveling with a minor child and is not the child's parent or legal guardian, that Participant must obtain and carry during travel a signed and notarized consent form from the child's parent or legal guardian authorizing the travel.
If a Participant is traveling with their own minor child who does not share the Participant's surname, the Participant should obtain and carry during travel the child's birth certificate and any other documentation required by the destination or Travel Provider.
Client/Participant assumes all responsibility for the potential risks, dangers, and costs associated with the travel of any minor child and agrees that it is Client/Participant's sole responsibility to satisfy the entry and documentation requirements of each destination with respect to minor travelers.
Health Requirements
Clients must completely review all travel, itinerary, and other documents related to a trip upon receipt of them, whether from Freya Travel Co. or a third party.
Any errors, questions, or concerns should be communicated to Freya Travel Co. immediately.
Client understands and agrees that names on all bookings must exactly match the traveler's valid passport and government-issued identification. Client is responsible for reviewing every booking confirmation and travel document promptly upon receipt and for verifying all details, including traveler names, dates of birth, dates, times, destinations, accommodations, transportation, tours, and reservations.
Client must notify Freya Travel Co. of any error, omission, or needed revision immediately and, in all cases, within twenty-four (24) hours of receipt.
Client voluntarily assumes full responsibility for any costs, penalties, or losses resulting from a failure to report such errors or revisions within that time.
All itineraries, proposals, research, recommendations, and other trip planning materials prepared by Freya Travel Co. are proprietary and confidential ("Confidential Information").
Client/Participant agrees to keep all such materials in strict confidence and to use them solely for the Client/Participant's own personal travel. Client/Participant may share an itinerary with an emergency contact prior to departure or as needed to obtain travel insurance.
Client/Participant agrees not to reproduce, resell, publish, distribute, or share any Confidential Information with any third party, and not to use any itinerary, research, supplier recommendation, or booking strategy prepared by Freya Travel Co. to arrange or book travel independently or through any other party.
The relationships, sourcing, and planning methods reflected in these materials represent the professional work product of Freya Travel Co. and remain its property.
Freya Travel Co. will not disclose Client/Participant's personal or travel information, including traveler names, dates of birth, passport or identification details, itineraries, or contact information, to any third party except as necessary to arrange and book the requested travel with Travel Providers, or as required by law.
To provide Trip Planning Services, Freya Travel Co. collects and stores personal information about Client and each Participant, which may include names, dates of birth, contact information, passport and other identification details, payment information, travel preferences, and loyalty or membership numbers.
Freya Travel Co. uses this information solely to research, arrange, book, and service Client's travel and to communicate with Client about their trips.
By engaging Freya Travel Co., Client authorizes Freya Travel Co. to share this information with Travel Providers and other third parties, such as payment processors and host agency or consortium partners, as necessary to book and deliver the requested travel.
Client warrants that any information provided on behalf of other Participants has been shared with that person's knowledge and permission.
Freya Travel Co. takes reasonable measures to safeguard Client information. However, Travel Providers and other third parties maintain their own privacy practices, which Freya Travel Co. does not control.
Freya Travel Co. is not responsible for how any Travel Provider or third party collects, stores, uses, or protects Client information, or for any breach or misuse of information by such parties.
Freya Travel Co. retains Client information only as long as needed to provide services, meet legal and financial recordkeeping obligations, and support future travel planning.
Client may request access to, correction of, or deletion of their personal information at any time by contacting Freya Travel Co., subject to any records Freya Travel Co. is required to retain by law.
Freya Travel Co. does not sell Client personal information.
Freya Travel Co. strongly recommends that Client/Participant obtain a comprehensive travel insurance policy covering Client and all Participants before, during, and after the trip.
Certain countries require foreign visitors to hold valid medical insurance on entry. Freya Travel Co. cannot be held responsible for denied entry if a Client/Participant is unable to provide authorities with proof of insurance, or for denial of entry for any reason.
Freya Travel Co. shall not be responsible for any costs incurred by Client or any Participant before, during, or after a trip as a consequence of inappropriate or insufficient travel insurance.
While Freya Travel Co. may offer coverage through certain carriers, we cannot compare all policies or providers available in the marketplace. The responsibility to research options and select a policy that fits your needs rests solely with you.
Client understands and agrees that they bear sole responsibility to read the terms of the travel insurance policy they select, including the extent of coverage and the procedures for filing a claim.
If you decline travel insurance, you acknowledge and accept liability for any cancellation penalties, damages, and expenses you incur, and you accept responsibility for arranging and paying for any medical care or treatment required during travel.
You also acknowledge that you have waived this coverage, and your itinerary confirmation may note "declined" beside the insurance section.
If you have not purchased travel insurance, you agree to review your confirmation for accuracy and to contact Freya Travel Co. immediately if you believe you hold insurance and the confirmation is incorrect. Failure to contact us will be treated as a waiver of travel insurance.
All claims or requests for reimbursement must be filed directly with your travel insurance provider under that policy's terms. Freya Travel Co. cannot advise on cancellations or the processing of claims and will not communicate with your provider on your behalf.
All questions regarding cancellations, penalties, and coverage should be directed to your insurance provider. You acknowledge that Freya Travel Co. cannot be involved in any aspect of an insurance claim or request for service.