1. General Overview
Smith Reynolds Luxury Travel (“SRLT”) and its advisors provide travel planning and booking services to clients. These services are sourced from third-party suppliers (“Suppliers”), which are independent entities not owned or operated by SRLT. SRLT acts solely as an agent for the client in facilitating the booking of travel services, including but not limited to accommodations, transportation, and activities, provided by these Suppliers.
2. Limitation of Liability
SRLT and its advisors shall not be held liable for any direct, indirect, incidental, special, or consequential damages, including but not limited to personal injury, property damage, loss, delay, inconvenience, or irregularity caused by any Supplier, or by any third party not under SRLT’s direct control. SRLT’s liability is limited solely to the amount of fees paid for the travel planning and booking services rendered. All other claims, including those related to Supplier actions, will be governed by the Supplier’s own terms and conditions.
3. Non-Refundable Fees
The client acknowledges that any trip planning and consulting fees charged by SRLT are non-refundable and are billed either in a blocked rate or on an hourly basis for time and expertise rendered. These fees are separate from any amounts paid to Suppliers for the actual travel services, which may be subject to separate terms and conditions regarding refunds and cancellations.
4. Travel Insurance
SRLT strongly recommends that you purchase comprehensive travel insurance to protect against risks associated with travel, including but not limited to trip cancellations, medical emergencies, and lost baggage. SRLT is licensed to offer travel insurance products in British Columbia and is an authorized retailer of travel insurance products from select suppliers, including Allianz and Medjet. If you choose not to purchase insurance through SRLT, you will be required to sign a waiver confirming that you were advised of the option to purchase coverage.
5. Health & Safety
It is the client’s sole responsibility to ensure that they have received all necessary vaccinations and medical clearances required for travel. Clients are advised to consult their healthcare provider or a travel health clinic to obtain advice on health precautions specific to the destination. SRLT shall not be liable for any health-related issues arising during or after the trip.
6. Risks and Force Majeure
The liability of Suppliers is subject to their own terms and conditions, including but not limited to tariffs, conditions of carriage, tickets, vouchers, and any applicable international conventions or agreements. Clients agree to indemnify and hold SRLT harmless from any claims, damages, or losses arising from the actions or omissions of Suppliers or other third parties.
In addition and without limitation, SRLT is not responsible for any injury, loss, death, or damage to property in connection with the provision of any goods or services whether resulting from, without limitation, to acts of God or force majeure, weather, quarantines, illness, disease, acts of war, civil unrest, insurrection/revolt, animals, labour unrest including strikes, criminal or terrorist activities of any kind, overbooking or downgrading of services, food poisoning, mechanical or other failure of means of transportation or travel delays, travel advisories or warnings.
7. Client Responsibilities.
The client agrees to provide accurate, complete, and timely information as requested by SRLT. Failure to do so may result in delays, additional costs, or alterations to the itinerary that the client will be responsible for. The client must notify SRLT promptly of any changes to their travel preferences or circumstances.
8. Passports, Visas and Travel Documentation
The Client agrees to ensure that all passports and travel documentation are valid and meet the entry requirements of the country or countries to be visited. It is the Client’s sole responsibility to verify and obtain the necessary visas, permits, and other travel documents required for entry into any country. SRLT shall not be held responsible for any delays, changes, additional costs, or other consequences arising from incomplete, expired, or inaccurate travel documentation.
In the event that a visa is not issued, SRLT shall not be liable for any loss of payments made toward the intended trip, and such payments will not be refunded. Furthermore, even if a visa is issued, the final decision regarding entry is at the discretion of the immigration officials in the country of destination. SRLT assumes no responsibility for a client being denied entry or for any costs, delays, or inconvenience resulting from such denial.
9. Prohibited Activities and Legal Compliance
The use, possession, distribution, or transportation of illegal drugs is strictly prohibited. Any client found engaging in such activities will be immediately disqualified from receiving further services from SRLT and will forfeit any payments made. SRLT will not be held liable for any legal consequences resulting from a client’s violation of this policy, and clients are solely responsible for any legal issues arising from such actions.
10. Compliance with Transportation Regulations and Hazardous Materials
By booking travel services with SRLT, the Client agrees to comply with all applicable regulations, including but not limited to those set forth by the U.S. Department of Transportation (DOT) and the Hazardous Materials Regulations (HMR) for air transportation. Specifically:
11. Unforeseeable Changes to Your Trip
The Client acknowledges that unforeseen changes to the confirmed itinerary may occur due to factors beyond SRLT's control, including but not limited to third-party changes (such as flight cancellations, schedule changes, or hotel modifications), extreme weather events, or other unforeseen circumstances in the region of travel. In such cases, SRLT will make reasonable efforts to accommodate these changes and rework the itinerary to minimize any disruption to the trip’s flow and pricing.
However, the Client understands that any changes that result in increased costs will require the Client to pay the difference in the revised trip price. SRLT will inform the Client promptly of any required changes and provide an updated itinerary and cost breakdown.
12. Cancellation Policies
The Client acknowledges that cancellation policies for travel services are subject to the terms and conditions of the respective travel suppliers, which may be strict and vary depending on the service provider. SRLT will provide detailed cancellation information at the time of booking and will remind the Client of these policies at various stages of the planning process. It is the Client’s responsibility to carefully review these policies, as cancellations or changes may result in fees or forfeited payments, at the discretion of the travel partners.
13. Termination of Services
SRLT reserves the right to immediately terminate travel services, without refund, for any client found in violation of these terms and conditions, including but not limited to violations of applicable travel laws, regulations, or any illegal activities. In such cases, the client will be responsible for any additional costs incurred as a result of the termination.
14. Our Responsibilities
SRLT acknowledges the trust and confidence you place in us to plan your travel. We commit to providing personalized and attentive service to ensure that your travel experience is as seamless and enjoyable as possible. We will make every effort to create an itinerary tailored to your preferences and will respond promptly to your communications. As your trip details evolve, we will keep you informed and updated. Should you have any questions or concerns at any time, we encourage you to reach out immediately so that we can address them in a timely manner.
15. Pricing
The Client will receive written quotes for approval, which will include bundled rates for the travel services proposed. All pricing and availability provided are applicable as of the date and time the quote is issued and are subject to change until payment is made and the booking is confirmed. The Client understands that pricing in foreign currencies may fluctuate based on exchange rates, and that international payments may incur additional foreign transaction fees, which are the responsibility of the Client.
16. Privacy and Data Protection
Your privacy is of the utmost importance to SRLT. In order to provide our services and plan your trip, SRLT is required to collect personal information, such as passport details and other relevant travel data. We recognize the sensitive nature of this information and are committed to safeguarding it.
SRLT will not share your personal information with third parties, except where necessary for booking air travel, hotel accommodations, or other travel-related reservations required as part of your trip. Any such sharing of information will be done solely for the purpose of fulfilling your travel arrangements.
We will not disclose your personal information to any other third parties without your express written consent, unless required by law or as otherwise necessary to complete your travel bookings.
17. Force Majeure
In the event that SRLT is unable to provide services due to circumstances beyond its control, including but not limited to acts of God, natural disasters, wars, strikes, pandemics, government restrictions, or any other unforeseen events, SRLT shall not be held liable for any failure or delay in the performance of services. SRLT will make reasonable efforts to notify affected parties as soon as possible and to resume services promptly once the situation has been resolved.