Accounts, Terms and Conditions

We always aim to make all our transactions fully transparent and as helpful to clients as possible. This extends to our invoices, which also provide fields for clients' purchase order numbers and cost centres.

Click here to see a sample of a standard Corporate Travel Invoice with explanationsabout the data provided.

Monthly consolidated invoices are also available for those companies which prefer them. We can provide a detailed individual invoice (as above) if additional information is required about any specific item shown.

Medway Travel aims to provide the highest quality of service and believes its accounting function should be in line with latest best practice.  Please advise us of your preferences and invoicing details on the form provided.  We trust that you will appreciate the benefits of one or other of the following systems:

e-invoicing.   By sending our invoices via e-mail, we can ensure accurate and timely confirmation of travel costs. Should there be any errors or omissions, these can be spotted immediately, saving time at otherwise critical periods of the month.

Please advise on the enclosed form the name and email address of the designated recipient

If you still wish to receive printed copies of invoices, please tick the appropriate box, but also note that these will only be sent out via second class post once a week.

e-statements.   We will issue monthly e-mailed statements and can e-mail up-to-date statements of account at any time, giving you immediate access to your financial exposure with Medway Travel and your organisation’s current travel spending patterns. The above individual’s email address will be used for statements as well as invoices unless you specify otherwise.

Direct Debits.   More and more companies are discovering the cost savings and time benefits of paying by direct debit. We are pleased to confirm that Medway Travel operates a Direct Debit facility for payment collections – indicating a significant vote of confidence on the part of our Banker (HSBC) - which many Travel Management Companies are not offered.

By authorising us to collect payments by direct debit,

· you will free up your accounting staff’s time, allowing them to concentrate on other  issues,
· we take more work off your staff’s shoulders.
· You will save on postage, stationery and telephone costs.

We will provide a Direct Debit mandate form for you to sign and return as your authorisation for us to collect funds in this way. When you are on the system, we will then routinely send you emailed advice at least 7 working days before the due sum is to be collected, to give you time to react with any potential queries.

Lodged Card or Credit Card.   If, for some reason, you prefer not to take advantage of Direct Debit, there is always the option of using a lodged card account.

Subject to status, this provides:
 
· A monthly account, typically with 20 days credit from detailed consolidated invoice.
· Electronic billing enabling you to sort by a large number of fields, giving excellent MI,
· Electronic reconciliation of statements with your bought ledger
· Ability to set aside any disputed items
· Associated individual credit cards for your travellers, consolidated into the one reporting system
· All the above at no cost to you.
· Interfaces with the SAPS and Oracle accounting systems

We will gladly provide you with more details on the AirPlus Lodged Account system, and we will be pleased to visit you to discuss any of the above options. AirPlus is used by 80 of the top 100 German companies and is being adopted by a rapidly growing number of major UK companies.

Alternatively, you may prefer to use conventional credit or charge card systems. Surveys have shown that well over 60% of business travel is paid for by means of lodged, credit or charge cards. These provide a simple and easily administered process, which in our experience, works very smoothly.

Due to the increasing costs of providing the ability for our clients to pay for their non-published fares bookings by means of credit/charge cards, Medway Travel decided to introduce a small (2%) fee on such bookings, as from July 2011.

To clarify:

• Medway Travel only charges this fee when you pay by credit/charge card for contracted air fares, hotels, rail bookings, etc directly to Medway Travel as the merchant.
• The fee will be either 2% of the value of the invoice or £25, whichever is the smaller.

Please note that we do not apply this fee for published airfares, which we buy from the airline on your behalf, using your company's credit card. Some airlines are themselves now making a surcharge for this method of payment when they act as the merchant, in which case it will be included in our quotation.

Information required by Medway travel Accounts Department

Please copy and complete the following form, circling your preferred responses:

To Medway Travel Ltd

1) The details of our designated contact are  :

Name   ____________________________

e-mail address  ____________________________

2) a) We would like you to use Direct Debit as our preferred method of payment and enclose the necessary completed mandate
                                                                                      Yes   No       
Or:
 b) We would like to consider setting up a Lodged Account and would like you to arrange a visit to discuss it further   
                                                                                      Yes   No       

Or:
 c) We would like you to use our corporate card(s) in future, and will advise details   with our future bookings 
                                                                                     Yes   No       

Or:
       d) We confirm we will settle our monthly payments in line with Medway Travel’s current terms, but authorise you to use Direct Debit for the amount outstanding, should payment not be made to time – providing you give at least 7 working days prior notice, and attach the necessary completed mandate:
                                                                                     Yes   
    

3) As well as receiving e-mailed invoices, we require hard-copy invoices, to be mailed to  us (2nd class post)
                                                                                     Yes   No       

Signed :
 ----------------------------------------------------
Name:
 ----------------------------------------------------
Date:
 ----------------------------------------------------
Company: 
  …………………………………………………………………………………………..

Please note that your current terms of business with Medway Travel Ltd are

………………………………………………………………………………………………………………
Please  print off a copy of this form and return it duly completed for the attention of : 
       
either :
The Finance Manager                  * by fax to  01622 683517
Medway Travel Management    or
Floor 3, Brecon House       * In a window envelope to this address
16 Albion Place      
Maidstone
Kent ME14 5DZ

Deposits

For most Groups and Events arranged by Medway Travel, we are able to secure your booking with a deposit of around 20%, payable on acceptance of the signed contract we will send you and on how far in advance of the Departure or event, the booking is made.

Balances

The balance payment will then usually be due some weeks prior to departure or to the Event taking place, as specified in the particular contract. It will largely depend on the terms and conditions we in turn have been able to negotiate with the vendors involved.

To obtain the best prices for travel components, such as flights with low cost airlines, we are usually required to take full payment at time of booking, due to the airlines’ own terms with travel agents. This is not necessarily the case with conventional airlines, for group fares booked well in advance.

Payment method

We are happy to accept payment by cash, cheque, and most major debit and credit cards, but please note that we charge a 2% fee for payment by credit card.

By special arrangement, and depending on the nature of the booking, Medway Travel will collect payment from individual participants, providing the organiser guarantees to make up for any shortfalls against the minimum numbers contracted, or unpaid “no shows”.

 

For most holidays arranged with Tour Operators, Medway Travel is able to secure your booking with a nominal deposit normally around 10%. The balance payment can then usually be paid 8 weeks prior to departure.

To obtain the best prices for individual travel components, such as flights only, we are usually required to take full payment at time of booking, due to the airlines’ own terms with travel agents. This is not necessarily the case with more flexible (higher) fares.

We will often tailor-make our own holidays, to offer you the best arrangements to suit your particular holiday objectives and/or to achieve a more competitive price. In these cases full payment may be required at time of booking. Full information will be given with our quotation.

We are happy to accept payment by cash, cheque, and most major debit and credit cards. We do charge a 2% fee for credit card balance payments, but are happy to accept credit cards for deposits, without additional charge.

The following terms and conditions apply to all business conducted by Medway Travel Limited with its clients, unless expressly stated by an authorised member of staff in writing. Please see below:

A) Standard terms and conditions of business

B) Terms & Conditions as an agent of Tour Operators

C) Regarding the use of this Web site

 

A) Standard terms and conditions of business

General terms and conditions in relation to the booking of flights, accommodation, package holidays and other services through us.

  1. Information and Definitions

Who we are: In these Booking Terms and Conditions,"we","us" ,“our” and “The company” refer to Medway Travel Limited (Company No. 2793839) (VAT Registration No. 602595254) having its registered office at Brebners, Tubs Hill House, London Road, Sevenoaks, Kent TN13 1BL.

 Definitions:

"You" or "you" means you, the customer.

"ABTA" means ABTA The Travel Association, an association of travel agencies and tour operators in the British Isles;

"ATOL" refers to the Air Travel Organizer’s License, granted by the Civil Aviation Authority to Tour Operators which meet their requirements in the UK;

"ATOL Protection" means the relevant Package Holiday or a flight, is financially protected should the Tour Operator or Principal cease to trade.

"Package Holiday” refers to a pre-arranged holiday combination of at least two holiday product components (transport, accommodation or other tourist services) when sold or offered for sale at an inclusive price and includes either a service which covers a period of more than 24 hours or overnight accommodation. A Package Holiday is put together by a Tour Operator.

"Tour Operator" means any party providing Package Holidays which are booked through us.

"Travel Principal" means any provider of travel-related products and/ or services and includes Tour Operators, airlines, hotels, hotel chains and hotel aggregators, insurance and car suppliers.

  2. Contract

Your holiday contract is with Medway Travel Ltd.These Booking Terms and Conditions shall apply to all bookings of travel-related products or services (including Package Holidays) made through us, together with the specific details relating to your booking as set out in the confirmation in writing which you will receive if we accept your booking. The applicable terms and conditions of the relevant Travel Principal(s) shall also apply in respect of each of the travel-related products or services you book through us.

 You must be at least 18 years old to make a booking and by making a booking through us, you will be confirming that you are 18 years of age or more.

 Only when a booking has been confirmed to you by us in writing (by email or post) shall the contract be binding in respect of that booking (see Clause 5). We act only as a disclosed agent on behalf of Travel Principals, unless otherwise stated,

When you make a booking with us which includes a flight or a hotel only, the contract is between you and the relevant airline or hotel, and similarly for bookings involving only an ancillary service or extra such as car hire, transfers, car parking, airport lounges, travel insurance, foreign exchange, your contract is with each relevant provider.

When you make a Package Holiday booking the contract is between you and the Tour Operator.

  In all cases, the applicable terms and conditions of the relevant Travel Principal will apply and will be deemed to be incorporated into your contract.

If the terms and conditions of any Travel Principal are not available through this website, we will be happy to provide you with copies on request. If you wish to request the terms and conditions of a Travel Principal, please email us atLeisure@medwaytravel.co.uk or call us on 01622 608265

It is your responsibility to read the Booking Terms and Conditions and the terms and conditions of each relevant Travel Principal, and by making a payment towards the cost of your holiday, you are deemed to have accepted them in full.

For your financial protection, we are fully-bonded members of ABTA (D823X). We also have an ATOL license (no 4774) which provides for your protection for air holidays that we create for you, in the event of our insolvency. 

3. Our commitment and responsibilities to you

Holiday information

The descriptions, information and opinions on this website given by the Company in respect of airlines, hotels and other suppliers whose services are used are given in good faith, based on the information reasonably available at the time of publishing. However, we are not always able to control all the components of the holiday arrangements and it is possible that an advertised facility may be withdrawn, due to weather conditions, lack of demand or for maintenance etc. For example, swimming pools are sometimes emptied or air-conditioning restricted.  We reserve the right to amend any particulars contained in the website where changes occur after publishing but in the event of such a change affecting your chosen holiday which we know about before you place your booking we will tell you about the change before you make your booking.  Please see clause 7 in relation to changes after you have booked.

If you are a single traveler or your party consists of a number less than the accommodation sleeps (e.g. 3 persons sharing a 2-bedroom apartment that accommodates 4 a supplement will be levied). This is because our costs are based on a cost per room/apartment, whilst our holidays are sold on a per person basis, including flights and other elements. Therefore, in both the above cases, the Price will include the entire room cost. Some hotels do offer rooms that only sleep one person and, in this instance, there will normally be a supplement, but it is usually lower than when one person occupies a twin/double room. Please note the type of single room allocated is usually decided upon arrival at the hotel.

Best endeavours

The Company applies all reasonable checks to ensure that those involved in the preparation and provision of your holiday maintain the appropriate standards. The Company accepts responsibility should you suffer loss as a result of any failure by the company, its employees, agents, subcontractors or suppliers to perform its contract with you in accordance with these terms or as otherwise required by law, or improper performance of that contract. Notwithstanding the above, and save in the case of death or personal injury arising from the Company's negligence, the Company does not accept responsibility where the failure to perform or improper performance: is attributable to your own acts or omissions; is attributable to a third party unconnected with the provision of the services contracted for and is unforeseeable or unavoidable; is due to Force Majeure (see clause 7 below); is due to unusual and unforeseeable circumstances beyond the control of the Company the consequences of which could not have been avoided even if all due care had been exercised; or is due to an event which the Company, its employees, agents, suppliers and subcontractors could not, even with all due care, have foreseen or forestalled. Where legal action against any party (other than the Company) connected with your holiday is contemplated by you, you must notify us in writing of such intention prior to the commencement of proceedings.

Transport

All responsibilities and obligations in respect of carriage by air and sea are limited in the manner provided in the relevant International Conventions. Copies of the relevant International Conventions and the Conditions of Carriage are available on request from this office.  Except to the extent that these terms expressly provide to the contrary, any other liability under this clause or in respect of the contract or the holiday generally, other than in relation to fraud or death or personal injury caused by the Company's negligence shall be limited to the lesser of the actual loss suffered by the relevant person or the amount of insurance cover effected by the Company (if any) which is actually available to the Company to meet the claim or the price paid by the affected person for his/her holiday.  For the avoidance of doubt, if there is no insurance available to meet the claim the Company's liability shall be the lesser of the relevant person's actual loss or the price paid by the affected person for his or her holiday.

We use the scheduled services of the world's international airlines. Under the terms of the Air Travel Organizer’s License, the Company, the ATOL holder, must notify you of the name of the airline operator, the aircraft type to be used and the destination airport. At the time of publishing, this information is not known. We expect to provide you with this information at the time of booking.

However, all airlines are subject to operational delays, change of aircraft and routing, over which we have no control, but when such changes are made, we shall use our reasonable endeavors to minimize any inconvenience. The world's international airlines are rarely subject to lengthy delays, but in the unlikely event that it does happen, arrangements for meals, overnight accommodation etc. should be met by your airline.

Conditions of carriage are available on request.  The Company will not be liable for any loss or inconvenience arising from delays to flights included in your holiday and booked through the Company.

Limits of liablity

i) Except in the case of personal injury or death, the Company accepts liability should any part of your holiday arrangements booked with us not be as described in the website or quotation or be substandard.  Subject to (iii) below, the Company will pay you compensation. Our liability in all cases shall be limited to a maximum of 3 times the original costs of your travel arrangements.

ii) Where death or personal injury occurs as a result of an activity forming part of your holiday arrangements with the Company, we accept responsibility subject to (iii) below. Where such death or personal injury arises in the course of air travel, sea travel or hotel accommodation, the Company’s liability and/or the amount of compensation you will receive, will be limited in accordance with the provisions of any relevant International Conventions, copies of which are available upon request

iii) However, we do not accept liability where the failure in your holiday arrangements, including any death or personal injury is not due to any fault on our part or of its agents or suppliers, and was your own fault, or the actions of someone unconnected with your holiday arrangements or due to unusual or unforeseeable circumstances or events which could not have been anticipated or avoided by the Company or its agents or suppliers even with the exercise of all due care.

iv) It should be noted that the acceptance of liability on the part of the Company referred to in (i), (ii) and (iii) above is subject to assignment by you of your rights against any agent or supplier of the Company which is in any way responsible for the failure of your holiday arrangements or any associated death or personal injury.

v) Where you book an optional excursion whilst on your holiday, or where the Company makes excursion arrangements on your behalf, whether before departure or whilst in resort, and you make payment for this directly to the relevant supplier, we accept no liability for any consequential failure in your excursion arrangements, or any death or personal injury you may suffer.  If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance.  Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings.  Our consent will be given subject to your undertaking to assign any costs, benefits received under any relevant insurance policy to ourselves. We limit the cost of our assistance to you or any member of your party to £5,000.

4. Our prices and your payment

All holiday prices are per person in £ sterling unless otherwise stated. The prices of our holidays may go down or up. However, once you have paid your deposit there will be no changes to the price of your holiday except that, up until 30 days prior to the departure date of your holiday, the price of your travel arrangements will remain subject to variations as a result of government action such as changes in VAT or any other government taxes and currency fluctuations.  Even in these cases we will absorb or retain an amount up to the first 2% of the price of your holiday, excluding any amendment charges.  For such variations larger than 2% the balance will be charged or refunded, as the case may be.  In either case there will be an administration charge of £1 per person together with an amount to cover agents’ commission if applicable.  If this means that you would have to pay an increase of more than 10% of the price of your travel arrangements, you may cancel your travel arrangements and receive a full refund of all monies paid, except for any amendment charges.  Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on the final invoice.   Whether you cancel or not you will also be entitled, on the terms set out in respect of major changes to accept an offer of alternative travel arrangements from us if we are able to do so and compensation also as set out above.  Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.  The price of your holiday will be calculated against the exchange rate of the day that quotation takes place, this rate is obtained from our bank (HSBC). Your price will remain subject to change until you receive written notice that your holiday is confirmed.

Payment

Most holiday bookings are subject to a deposit followed by a final payment, however if your travel date is less than 12 weeks after booking then full payment will be required at the time of booking.  You may choose to pay your full balance in advance even when the booking is more than 12 weeks in advance.  The deposit amount will vary according to the holiday you have booked, length of stay, the policies of the third party providers (hotels, airlines, transfers etc.) and other charges incurred necessary to place your booking. When you make your enquiry the Company will notify you of the deposit payable prior to completing the booking. Upon receipt of the deposit the Company will forward your confirmation invoice indicating that payment of final balance will be due 12 weeks prior to departure. You may pay by debit or credit card. Please note payment by credit card will incur a 2% charge. We will in certain cases accept balance payments by cheque. Cheque payments will be due 14 weeks prior to departure.

5. Booking your Holiday

At time of quotation The Company will send you an email listing your Holiday arrangements and outlining the cancellation and change conditions relating to your Holiday. To secure your booking you should reply to the email to show your acceptance of these arrangements. You should then contact us via telephone to submit your method of payment. In the circumstance that you do not have access to email the Company will go through your travel plans and booking conditions over the telephone, this call will be recorded in order to protect you and the Company from any misunderstandings. All correspondence will be sent to the lead passenger unless otherwise stipulated.

If the Company cannot provide a complete Tailormade itinerary using one of its very carefully selected specialist tour operator partners, the company can use one or a variety of such operators to ensure that your holiday is arranged to suit your needs.

If your booking involves a flight you must notify us prior to the time of booking by calling 01622 608265 if any person included in the booking is not self reliant or is a person with reduced mobility and therefore requires assistance at the airport and/or on the flight.

If you have any special requests such as room configurations, dietary or other such request you must inform us at the time of booking. Some requests will be requests only and cannot be guaranteed. We will advise you accordingly at time of booking.

A contract will exist once we have confirmed and booked your arrangements and have generated an invoice on our system for which all required payments have been made. You are then deemed to have accepted our Terms and Conditions.

Data Protection

During the course of booking your holiday, the Company will be receiving personal data from you, such as your name, email address, billing address, product selections, as well as your credit or debit card number and expiry date, and information about your usage of our website (for example, the URL you came from, IP address, domain types like .co.uk and .com, your browser type and the pages of our website that were viewed during your visit) ('Your information'). The Company will not copy, store, disclose or otherwise process this data other than (1) as is necessary for providing the holiday chosen by you in the booking form and (2) for the purpose of informing you of other holidays and services offered by the Company from time to time

If it is necessary for the Company to transfer data to third parties involved with providing the services relating to your holiday that are located outside the European Economic Area, the Company will disclose such personal data to such third parties.

If, at any time, you wish to update ‘Your Information’, or if you wish to opt out of receiving these notifications from us, please contact us on enquiries@medwaytravel.co.uk or 01622 608275. Your personal data will be removed from our records upon receipt of your written request. We will use ‘Your Information’ in accordance with the Data Protection Act 1998 and any other laws or regulations currently in force in the United Kingdom.

The company is registered under the Data Protection Act 1998. We are ISO and PCI DSS Compliant

6. Changes and Cancellations made by you

Any cancellation of or change to your holiday, requested by you, in the first instance can be notified to us by telephone but must be followed in writing either by post or email by the person who made the booking.  For your peace of mind you should use pre-paid recorded delivery or registered post.  The cancellation will take effect from the date it is received at the Company’s offices.  Cancellation and change requests made via the telephone will not be accepted.

 

If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, we will do our utmost to make these changes but it may not always be possible.  You will be asked to pay an administrative charge of £30 per person, and any further cost we incur in making this alteration.  You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.  Certain arrangements (e.g. some flight tickets) cannot be changed after a reservation has been made and any alteration may incur a 100% cancellation charge of the cost of the flight unless you are exercising your rights under Regulation 10 of the Package Travel Regulations 1992 to transfer your booking to another person, when you are prevented from travelling. Name changes are not permitted with any airline, therefore in the case of a transfer of booking to another name a new ticket will need to be purchased.

When your booking is made you will be advised of the relevant change and cancellation charges which apply in your particular case. 

Abandonment of your holiday

If you choose, in the course of your holiday, to abandon the arrangements made by us on your behalf and instead to make your own arrangements, unless the Company is at fault, the Company accepts no liability and no refunds will be made for the services you choose not to take.  Abandonment of your holiday may also be deemed to have taken place if you miss your outward means of transportation through no fault of the Company, although the Company will assist in whatever way it can to make new arrangements for you.  You would have to pay for any costs incurred.  Travel tickets and hotel or car-hire vouchers are only valid for the dates shown and cannot be transferred to different dates.

7. Changes and Cancellations made by us

Changes

Once you have made your contract with the Company, the Company will do its best to ensure that none of the components of your holiday arrangements has to be altered.  As arrangements may be planned many months in advance, changes may sometimes have to be made. Where a significant change is made, you will be informed as soon as reasonably possible, if there is time before your departure.

You may then have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from us; if available (we will refund any price difference if the alternative is of a lower value).

In addition, the Company will pay the minimum amounts of compensation, if a significant change includes a change of departure time by more than 12 hours for holidays of 13 nights or less and more than 24 hours (but not flight delay) for holidays of 14 nights or more, or a change of accommodation to a lower grade than that booked.   You are obliged to inform the Company of your acceptance or otherwise within 48 hours (or your date of travel whichever is sooner) of receiving notification of the proposed changes.

Compensation will not be paid where the change is caused because the minimum number of persons, on the basis of which your holiday arrangements are costed, fail to make the bookings and the Company advises you in writing 56 days before your intended departure or where the company is forced to make change due to force majeure (see clause 7 below for definition) including industrial disputes, political unrest and hurricanes. 

Infants (under 2 years of age) do not receive compensation.   Your holiday may well depend on the services of third party carriers and we have no control over their decisions.  The primary responsibility for any delay or change of schedule rests with the carrier and will be subject to the terms and conditions of the carrier which may limit or exclude liability.  Copies of these terms and conditions can be made available upon request.

Cancellations

The Company reserves the right to cancel your holiday arrangements but will not do so less than eight weeks before your departure date except for reasons beyond our control or failure by you to pay the final balance.  Should the Company cancel, it will give you as early a notification as possible and you will then be entitled to have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from us, if available. We will refund any price difference if the alternative is of a lower value. Compensation will be paid as explained above.

The Company reserves the right to cancel your holiday without any obligation to refund or make alternative arrangements where, in our reasonable opinion, your behavior brings the holiday to an end or where the Company does not receive your payment in accordance with clause’s 4 and 9.

Force majeure

Force majeure is defined as unusual and unforeseeable circumstances beyond the company’s control, the consequences of which could not have been avoided by the company even with the exercise of all due care and includes war or threat of war, riot or civil strife, political unrest, terrorist activity, industrial disputes, alteration to the schedules of flights by airlines, changes in aircraft type, natural disaster, fire, sickness, weather conditions such as hurricanes and floods, acts of any port, airport, governmental or public authority, technical problems to transport, aircraft grounding, nuclear disaster and/or Acts of God.

8  Passport and Visa Health and Insurance  requirements

British Citizens may require a passport to travel to countries featured on this website.  The passport should have at least six months to run before its expiry date. The company will advise you of the visa requirements relating to your chosen itinerary.

If you are travelling to or via US territories (including the US Virgin Islands), you may need to have a US visa. Further information can be found on https://esta.cbp.dhs.gov/esta/.  This application process can only be completed by you the traveller; the company cannot make applications on your behalf.  Clients who are Non-British passport holders are themselves responsible for checking passport and visa regulations applicable for entry to countries featured in this website.  The Company bears no responsibility for passport and/or visa regulations for non British-passport holders.  This also applies to holders of British passports issued in some overseas territories. 

Any passports, visas, health certificates, international driving licenses and other travel documents required for the holiday must be obtained by you and it remains your responsibility to ensure that these are all in order and to pay any additional costs incurred (whether by you or by the Company on your behalf) as a result of failure to comply with such requirements.

Insurance

We are concerned that all our clients are adequately insured (for example in case of illness abroad or cancellation/curtailment).  By choosing not to be insured, you agree to indemnify the company against all costs, losses and liabilities which we may incur and which are not our liability under this contract and which would have been avoided had suitable insurance cover been taken by you.

Should you wish to purchase insurance cover for your travels, the Company is an appointed representative of Covermore Travel Insurance who is fully regulated by the Financial Services Authority and we will be pleased to facilitate this for you.

9. Your Responsibilities

You are responsible for arriving at stated times and places and any loss or damage which you suffer through failure to do so lies with you and the Company has no liability whatsoever to you through your failure to do so.

The Foreign & Commonwealth Advice Unit may have issued information about your holiday destination. You are advised to check this information on BBC2 (Ceefax) page 470 onwards or on the Internet under the address http://www.fco.gov.uk/  alternatively you can contact the ABTA information department on 0207 307 1907.

It is your responsibility to ensure that you have read and are satisfied with the terms and conditions of the Travel Principal providing those products or services. You are responsible for ensuring you and your party are aware of all check-in requirements and we accept no liability for your non-compliance with these rules and regulations. We accept no liability for you or your holiday if you do not comply with all airline, hotel and other third party provider's policies and security requirements.

10. If you have a complaint

Any complaint regarding the holiday should in the first instance be reported immediately to the owner or manager of your accommodation or services concerned and be reported to the Company upon your return if you wish to further follow up. If the matter is of an urgent nature and cannot be resolved in resort by the owner or manager of your accommodation you should contact the company. These steps must be taken so that all reasonable measures can be taken to resolve the matter during your holiday.  (Please note that overseas representatives are not employees of the Company and you should not merely report your complaint to them without informing the Company in the UK at the same time).  The Company’s right to be able to try to remedy the situation and put things right during your holiday forms part of this contract and it is therefore your obligation to inform us of any problem during your holiday and to continue to inform us so that we can remedy the situation for you.  If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract.  If your complaint is still not resolved locally, notification should be made to the Company in writing and for your own peace of mind by pre-paid recorded delivery within 28 days of the date scheduled for the end of your holiday.  If you have a dispute which you are unable to solve, you may refer to ABTA Arbitration under a special scheme which is arranged by the Association of British Travel Agents, but is administered quite independently by the Chartered Institute of Arbitrators.  This scheme provides for a simple and inexpensive method of Arbitration on documents alone with restricted liability on you in respect of costs.  The scheme does not apply to claims for any amount greater than £1,500 per person or £7,500 per booking.  Also, it does not apply to claims which relate to physical injury or death.  If you choose to proceed to Arbitration under this scheme, you must send a written notice of your decision to ABTA within 9 months after your scheduled date of return.   Details may be obtained from ABTA.

11. Law

The contract for the provision of your holiday is governed by and construed in accordance with English law. Each party submits to the exclusive jurisdiction of the English Courts to settle any claim or matter arising under or in connection with the contract or the holiday generally.

If any part of this contract is found by a competent authority to be invalid, unlawful or unenforceable then that provision shall be deemed not to be a part of this contract and it shall not affect the enforceability of the remainder of this contract. No term of this contract is enforceable pursuant to the Contracts (Rights of Third Parties) Act 1999 by any person who is not a party to it.

Medway Leisure Travel

A Trading name of :

Medway Travel Ltd

Brecon House

16 Albion Place

Maidstone

Kent

ME14 5DZ

T: 01622 608275

F: 01622 683517

E: enquiries@medwaytravel.co.uk

W: www.medwaytravel.co.uk 

 

Registered in England No: 2793839

VAT No: 602 5952 54

 

B) Terms & Conditions as an agent of Tour Operators

As a truly independent agency, Medway Travel ltd can work with every bonded operator in the UK as well as many overseas, and we will often use a variety of these operators in one booking to ensure that you get the travel arrangements that exactly suit your needs.

Before you commit to any travel arrangement that we propose, we will inform you of the booking conditions that apply to your individual journey. However, the Terms and conditions in section (A) above are our standard terms and conditions of business, which apply to all bookings, unless an alternative contract is specifically agreed in writing, with the client:.
    

C) Regarding the use of this Web site

Medway Travel Limited owns this Web site and owns (or licenses) the copyright and other related rights in all the wallpaper, characters, artwork, images, graphics, music, text, software, and other content on this site ("Content"), and all other HMTL, CGI, code and scripts in any format used to implement this site ("Code").
 You may not copy, modify, upload, download, transmit, or otherwise distribute any Code or Content from this site except as expressly permitted by these rules and the instructions section of this site. You may not modify or use the Content or Code you get from this site for any purpose other than those listed and doing so will violate our copyright and other proprietary rights.

If any portion of this site permits you to download Content, for those sections the above restrictions apply, except that you may download one copy of the Content on any single computer for your personal, non-commercial use only, and you must not modify any of the copyright, trademark, and other proprietary notices. We retain all rights to any Content you download, and grant you a limited license to use them as described above. For downloaded software, you may not redistribute, sell, de-compile, or otherwise reverse engineer the software. Some portions of our site may provide you with access to other sites through our site, either by means of a direct link or through software script (collectively, "Click-Through Access").

If we give you access to Content (including, but not limited to, membership enrolment or other information related to other programs that you may belong to), whether we provide you with access to this directly at our site or through Click-Through Access, then your rights to such Content are limited to whatever rights are provided by the owner of the Content, the owner or operator of the site accessed through Click-Through Access, and the rights you have as a member in the applicable programs.

You agree that you will not use any portion of our site in violation of any agreements or membership rules of such programs or other sites.

The content, code, access, and other features of this site are provided "as is" and without warranties of any kind either express, implied, including, but not limited to, warranties of accuracy, reliability, merchantability, fitness for a particular purpose, and infringement. You use the content, code, access, and other features of this site at your own risk.

Medway Travel Limited do not warrant that any such features will operate in an uninterrupted or error free fashion, that defects will be corrected, or that the server is free of viruses or other harmful components.
In no event will Medway Travel Limited be liable for any direct, indirect, incidental or consequential damages, including lost profits and cost of procurement of substitute products, arising out of your use or inability to use any content or features, failure to access or Click-Through access any content or features, even if Medway Travel Limited has been advised of the extent of such damages.

Medway Travel Limited shall have no liability for any claims brought by the owners of content or sites accessed through Click-Through access based on your inappropriate or not permitted access of such sites. You hereby agree to indemnify Medway Travel Limited for such claims if brought against Medway Travel Limited if you knowingly used this site for such inappropriate access.

This agreement shall be governed by and construed in accordance with the laws of England and shall be subject to jurisdiction of the English Courts.
 

In order to process your bookings and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information provided such as name, address, any special needs/dietary requirements, and other information.

We take full responsibility for ensuring that proper security measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as airlines, hotels, transports companies etc. The information may also be provided to public authorities such as customs and immigration, if required by them or required by law.

Additionally, where your trip is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strong as the legal requirements in this country. However, we will not pass your information on to any person who is not responsible for at least part of your travel arrangements. This applies to sensitive information you give to us, such as details of any disabilities, dietary needs, or religious requirements.

If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot process your booking. In making a booking you consent to this information being passed on to the relevant persons.
The travel provider or other principal may pass this information on to their suppliers once we have provided it to them. Principals’ use of your information is subject to their policy, both in respect of your booking and any future marketing, and it is their responsibility. You are legally entitled to ask for a copy of this if you wish to see it.

Your data controller is Medway Travel Management and you are entitled to a copy of your information held by us, for which there will be a charge of £10 for supplying the information to you.

We will hold your information, where collected by us, and may use it to inform you of developments and offers in the future. If you do not wish to receive such approaches in the future, please advise us by email so that we have a record of your wishes.

We may also provide your details to selected third parties, e.g. airlines or other suppliers, where we consider it might be to your advantage. An example of this may be to obtain preferential prices or other benefits.

Some countries are now requiring Advanced Passenger Information prior to departure. Whilst Medway Travel will do what it can to pass the correct information to the airlines at the time of ticketing, it is the travellers ultimate responsibility to ensure this is correct and that it matches the information which may be asked for again upon arrival at the destination - please see our Advanced Passenger Information (API) page in the Online facilities section of the website.

The provision of details and/or instructions to book indicates your acceptance of the above policy.

The company conducts much of its communications by means of email. Please note that every email is subject to the following provision:-

This email is confidential and may be subject to legal privilege. It may not be disclosed to or used by, anyone other than the intended recipient. If you receive this email in error please notify the sender immediately and then permanently delete it from your system. Any views or opinions expressed in this email are those of the author and not necessarily those of Medway Travel Management.