Booking Terms & Conditions


Please read the following terms and conditions carefully. You must not make any booking unless you understand and agree with the following terms and conditions. The person making the booking will be deemed to have accepted these Booking Terms and Conditions on behalf of all travellers named in the booking.


Passports & Visas

All travellers must have a valid passport for international travel. Many countries require at least 6 months validity from the date of return and some countries require a machine-readable passport. When assisting with an international travel booking, we will assume that all travellers on the booking have a valid British passport. If this is not the case, you must advise us or your Travel Expert. It is important to ensure you have valid passports, visas and re-entry permits which meet the requirements of immigration and other government authorities. Any fines, penalties, payments or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility (except to the extent caused by fault on our part).

If you need information regarding visas, passports and other travel document requirements for your trip, please contact your Travel Expert. We can provide you with general information on visa and passport requirements that apply to international travel bookings you make with us. Your Travel Expert can also obtain more specific information from an external visa advisory service provider on your behalf (if you wish, we can obtain visas for you through this external and service and fees will apply). We do not warrant the accuracy of information provided by any external service and accept no liability for any loss or damage which you may suffer in reliance on it (except to the extent caused by fault on our part).

If you are travelling to Australia, Canada or the United States please be advised that there are compulsory pre-registration requirements for their visa waiver programs. If you have registered before, please check your registration is valid and has not lapsed. Please note, you may not meet the eligibility requirements and may be required to obtain a visa.

If you are travelling to South Africa with a person under the age of 18 you will be asked to show the child’s full unabridged birth certificate. There are additional requirements if the child is travelling with only one parent, with neither biological parent, or unaccompanied. Failure to provide this information on check in will result in passengers being denied boarding.

It is a requirement for some air carriers to provide personal information, including passport information, about all passengers on their aircraft. The data will be collected when you check-in (either online or at the airport) or, in some circumstances, will be required when you make your booking.

Travel Insurance

We strongly recommend that you take out appropriate travel insurance to cover your travel arrangements. Travel Insurance is also strongly recommended by the Foreign and Commonwealth Office. for all overseas travel. We are an authorised representative of CoverMore Travel Insurance Services Pty Ltd, United Kingdom Financial Services Licence number 241713, on whose behalf we act. You must obtain a Product Disclosure Statement relating to the travel insurance product you are considering purchasing and should read that document before making any decision about whether to acquire the product. Your Travel Expert can provide you with general information about the travel insurance options available to you.

It is your responsibility to ensure you have adequate travel insurance for your journey. To take out travel insurance through us, please contact your Travel Expert.


Travel Advice

The Foreign and Commonwealth Travel Advice Unit may have issued information about your travel destination. We strongly advise you go to fco.gov.uk to find out more about your destination prior to the commencement of travel. Alternatively, you can contact ABTA Information Department on 0203 117 0599 (calls will be charged). 

We bring to your attention the existence of a ‘Community List’, which contains details of air carriers that are subject to an operating ban within the EU. The Community List is available for inspection at ec.europa.eu/transport/modes/air/safety/air-ban/index_en.htm.


Health

You must ensure that you are aware of any health requirements and recommended precautions relevant to your travel and ensure that you carry all necessary vaccination documentation. In some cases, failure to present required vaccination documentation (e.g. proof of Yellow Fever vaccination) may deny you entry into a country. We recommend that you consult with your local doctor, travel medical centre or specialist vaccination clinic before commencing your travel. General health advice for the destination you wish to visit is also available from https://www.nhs.uk/conditions/travel-vaccinations/

 

Prices

All prices are subject to availability and can be withdrawn or varied without notice. The price is only guaranteed once paid for in full. Please note that prices quoted are subject to change. Price changes may occur by reason of matters outside our control which increase the cost of the product or service. Such factors include adverse currency fluctuations, fuel surcharges, taxes and airfare increases. Please contact your Travel Expert for up to date prices.


Amendment and Cancellation Fees

Cancelled bookings may incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Fees and extra charges may also apply where a booking is changed and when tickets or documents are re-issued. Where we incur any liability for a supplier cancellation fee or charge for any booking which you cancel, you agree to indemnify us for the amount of that fee or charge. Where you seek a refund for a cancelled booking for which payment has been made to the supplier, we will not provide a refund to you until we receive the funds from that supplier. 

 

Payments by Credit Card

If payment is made using American Express, Diner’s Club, MasterCard or Visa, a credit card surcharge will apply. Please confirm the applicable surcharge at the time of payment with your Travel Expert. You authorise us to charge all fees incurred by you in relation to the services provided to the credit card designated by you. If payment is not received from the card issuer or its agents for any reason, you agree to pay us all amounts due immediately on demand. You indemnify us against any loss that may be experienced by us due to any fraudulent use or otherwise of that credit card.

 

Payments by Direct Deposit

Please note that payments by Direct Deposit take up to 3 business days to process. If you are paying by this method you will need to make the payment at least 3 business days prior to the actual due date. You must notify your Travel Expert of your payment once it has been made.

 

Payments by Cheque

Please note that cheque payments require 5 business days to process. If you are paying by this method you will need to make the payment at least 5 business days prior to the actual due date. You agree not to stop payment of the cheque even when you cancel a booking. You agree that we may apply the proceeds of the cheque to satisfy any liability you have to us, including any liability in respect of cancellation fees, before refunding the balance to you.

 

Protecting You Financially

We hold an Air Travel Organiser’s Licence (number 11356) issued by the Civil Aviation Authority.

Many of the flights and flight-inclusive travel arrangements we arrange on your behalf are financially protected by the ATOL scheme. But ATOL protection does not apply to all travel and travel services. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive an ATOL Certificate but all the parts of your trip are not listed on it, those parts not listed will not be ATOL protected. For more information about financial protection and the ATOL Certificate go to atol.org.uk/ATOLCertificate.

When you buy an ATOL protected flight or flight inclusive travel through us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.

If your booking (or part of it) is ATOL protected, we, or the travel service provider identified on your ATOL Certificate, will provide you with the booking service and arrange the travel services as listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the travel service provider are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the travel services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).

If we, or the travel service provider identified on your ATOL certificate, are unable to arrange or provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

 

Taxes

Airline taxes are subject to change and are confirmed at the time your airline ticket is issued or re-issued. There may also be a local tax charged at some airports.

 

Agency

We act as an agent only. We sell various travel related products as agent on behalf of numerous transport, accommodation and other service providers, such as airlines, coach, rail and cruise line operators, and as agent for all of our wholesalers. Our obligation to you is to (and you expressly authorise us to) make travel bookings as agent on your behalf and to arrange relevant contracts between you and travel service providers. We have no responsibility for these services nor do we make or give any warranty or representation regarding their standard. All bookings are made on your behalf subject to the terms and conditions and limitations of liability imposed by these service providers. We can provide you with copies of the relevant service provider terms and conditions on request. Your legal recourse for travel services is against the specific provider and, except to the extent a problem is caused by fault on our part, not against us. Specifically, if for any reason (excluding fault on our part), any travel service provider is unable to provide the services for which you have contracted, your remedy lies against the provider and not with us.

 

Liability

To the extent permitted by law, we do not accept any liability in contract, tort or otherwise, for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by the acts, omissions or default, whether negligent or otherwise, of third party providers over whom we have no direct control, force majeure or any other event which is beyond our control or which is not preventable by reasonable diligence on our part.  Our liability will also be limited to the extent that any relevant international conventions, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, limit the amount of compensation which can be claimed for death, injury, or delay to passengers and loss, damage and delay to luggage. Under circumstances where our liability cannot be excluded and where liability may be lawfully limited, such liability is limited to the remedies required of us under applicable consumer laws. This liability clause is subject to, and nothing in these terms and conditions is intended to limit, any rights you may have under the Competition and Consumer Act 2010 (Cth).

 

Special Requirements

Please liaise with your Travel Expert regarding any special requirements you may have for your travel arrangements such as special meal and seating requests.

 

Frequent Flyer

Please advise your Travel Expert of your loyalty program membership details (air, hotel or car) for inclusion in your booking. Please check your loyalty program for the specific terms of your membership. We cannot guarantee that the supplier will credit you with points for your booking.

 

Travel Documents

Travel documents include (without limitation) airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a service provider. Travel documents may be subject to certain conditions and/or restrictions including (without limitation) being non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. Travel documents cannot be transferred to another person to use. All airline tickets must be issued in the name of the passport/photo identity holder. An incorrect name on a booking may result in an inability to use that booking and the booking being cancelled. Please review your travel documentation carefully and advise us immediately of any errors in names, dates and timings. You must ensure you have all your travel documents and e-tickets prior to travel. Please let us know if you believe you have not received any required documentation.

 

Schedule Changes

It is your responsibility to contact the airline prior to travel to ensure the scheduled departure time has not changed.

 

Monies Not Held On Trust

All monies paid by you to us will be the property of us and will be a debt due and payable to the travel service provider once the services to which the money relates have been provided. You agree and acknowledge that such monies will not be held by us on trust for and on behalf of you and we may hold such monies in any account as we see fit, including with our own and/or other customer monies.

Governing Law

If any dispute arises in relation to the agreement between you and us, the laws of the United Kingdon will apply. You irrevocably and unconditionally submit to the exclusive jurisdiction of the courts of the United Kingdom and waive any right that you may have to object to an action being brought in those courts.

These terms were last updated on 30 May 2018.


Additional Information


Check In Procedures

For all airlines, please proceed to the airline’s check-in counter with your travel documents and the following identification:

  • For domestic travel, valid photo ID with full name

  • For international travel, a valid passport

Due to security measures, you should check in a minimum of:

  • 60 minutes for domestic departures,

  • 90 minutes for domestic travel from an international terminal,

  • 2 hours for international travel,

  • 3 hours when travelling in North America

Please note that with current security arrangements differing around the world, some airlines and airports require earlier check-in. If in doubt, call the airline to check.


Flight No-Shows

A no-show for your flight may cause all onward reservations to be cancelled. You may also be required to upgrade your ticket to a higher fare type.

 

Seating and Meal Preferences

Seating and meal preference requests are not guaranteed by airlines and may be changed without notice. Your preferences are maintained via your membership details with the specific airline. Please ensure your preferences are up to date to ensure reward points, seating and meal requirements are current.

 

Airport Security and Carry-on Baggage on International Flights

To increase your safety, strict regulations are in place regarding the carrying of liquids, aerosols and gels as hand luggage on all international flights into and out of the United Kingdom. These rules are needed to protect you from the threat of liquid explosives.

Please check with your Travel Expert or airline for further information or refer to https://www.caa.co.uk/Passengers/Before-you-fly/Baggage/What-items-can-I-travel-with/

 

Baggage Allowance

What should I be aware of?

Your luggage allowance may be an important factor when you decide which airline to travel with. Your allowance will vary depending on where you are travelling to, the airline you are travelling with and the class you are travelling in.

Your air fare may not include hold luggage, and the luggage cost will not be shown in the price that you see initially when you’re booking.  Where you have to pay for a luggage allowance, it will be offered as an add-on when you make your booking. The cost may be per sector rather than for a return flight. Check this section carefully and make sure you take the costs of the add-ons into account when comparing with other flights, as some airlines offer a luggage allowance in the airfare, so the price that initially seems the cheapest might not be.  Make sure you check that the airline does not automatically opt you in for paying for hold luggage allowance if you don’t want it.

If you choose to take hold luggage make sure you check what your allowance is. Allowances vary across airlines and destinations. If you are travelling to Tenerife, your allowance could be 15 kilograms. However, if you are travelling to Florida with the same airline, it could be 23 kilograms.

Travelling in a group, with children or with a mobility aid?

If you are travelling in a group, you may be able to pool your allowance across a few suitcases, but do check with your airline if this is possible. When travelling with children they may also have an allowance, but it may be less than the adult allowance.

If you are travelling with a mobility aid, such as a wheel chair, this should be carried free of charge and is in addition to your luggage allowance – check with the airline what the procedures are for your mobility aid. It is important to notify your airline of your mobility needs at least 48 hours prior to departure.

If you have a battery-powered wheelchair or mobility aid which you wish to take on the aircraft, you need to contact your airline to let them know. This is because battery-powered devices can be a fire risk on board aircraft, and the device will need to be electrically disabled before the flight takes off. Further information about your baggage allowance can also be obtained directly from your airline or travel company.

Hand baggage

In addition to the baggage being carried in the aircraft hold, airlines usually allow you to take a small amount of hand baggage into the aircraft so that you can place it in the overhead compartment. For safety reasons there are restrictions on what you are allowed to carry in your hand baggage.

Exits and aisles of the aircraft must be kept clear, so airlines will only allow you to take on board items that can be adequately and securely stowed. These areas are usually the overhead baggage bins and beneath the seat in front of you. The amount and sizes of hand baggage you can take varies according to the airline and aircraft type. Make sure you check your allowance in advance with the airline, as some airlines will require you to check in bags that are too large to be hand luggage and many will charge you to do this.

How much can I take as hand baggage?

This will vary and depends on the airline you are travelling with. With some airlines the question may not be how much you can carry, but the size of your luggage. Be aware of the dimensions that are acceptable for your bag or suitcase when travelling with hand luggage.

In some instances, passengers may not be allowed to carry a handbag in addition to hand luggage, and therefore some airlines will require handbags and airport purchases to be placed in your one allowed piece of hand luggage.

If your hand luggage is too big or too heavy for you to take onto the aircraft, you may be required to have it placed in the hold. There is likely to be a charge for this, and it will be much more expensive to pay for checking-in luggage at the airport than when you book your flight.  It is important to check in advance the airline’s requirements and make sure that your luggage is the right size to take-on board.

Excess baggage

If you have hold baggage that goes over the allowance that you have been allocated or pre-paid for, you may be charged extra once you arrive at check-in. This is known as excess baggage. If you think you might exceed the allowance, weigh and measure your cases before leaving home. You might prefer to pack fewer things than pay extra for your cases.  Excess baggage is often charged per kilo so the cost can soon mount up and it will cost you more to pay the charge at the airport rather than paying to take an extra bag when you book your flight.

There are also services available that allow you to ship bags separately from your flight. This option might be cheaper than the cost of excess baggage.

Label your baggage

Include your name, address and email address on the inside of the baggage in case the tags on the outside are lost.

 

Hotel Guarantees & Cancellations

At the time of making your hotel reservation, 1000 Mile Travel Group will either secure the booking using your company credit card number or guarantee your booking with the 1000 Mile Travel Group agency guarantee. Hotel reservation terms and conditions vary depending on the property and rate booked. If we do not have a credit card to guarantee your late arrival, the hotel may cancel your reservation after their standard check in time passes. If you intend arriving at your accommodation later than 6pm please contact the hotel to advise. Should you “no show” for your hotel reservation, cancellation penalties and/or charges may apply. Please refer to your itinerary for the cancellation policy relating to your hotel booking(s).

 

Privacy Notice 1000 Mile Travel UK Limited
*Also found on our Privacy Policy page

1. Overview

1.1. This Privacy Notice demonstrates how 1000Mile Travel Group UK handle the personal information you provide to us and what we learn about you from your visit to our website. By using this website and registering with us, you are agreeing to the terms of this Privacy Notice. If you have any queries regarding this policy or complaints about our use of your information, please contact us on contact@1000miletravel.co.uk and we will do our best to deal with your complaint or query as soon as possible.

2. Information we may collect about you

2.1. We may collect and process the following data about you:

a) Information you provide to us, including if you contact us by telephone or email;

b) a record of any correspondence you have with us;

c) device-specific information (such as your IP address, web browser and unique device identifiers); and

d) when you visit our website, our server will record your IP address together with the date, time and duration of your visit.

2.2. In relation to any data that you may provide to us in connection with your use of this website, 1000 Mile Travel Group UK is committed to following policies which protect the privacy of such data and which comply with current data protection laws and regulations in respect of use of such personal data.

3. How we use your information

3.1. We will not sell your data to third-parties nor use the information held about you (and information about others) to provide you with advertising or other services that you have not requested.

3.2. We may aggregate information and statistics for the purposes of monitoring website usage in order to help us develop the website and our services. These statistics will not include information that can be used to identify any individual (with the exception of your IP address). We will not disclose any personal data to third parties, except where we have a legal obligation to do so. By using this website, you consent to the use of that information as set out in these terms and conditions. If we change these terms and conditions, we will post the changes on this website so that you may be aware of the information we collect and how we use it at all times.


4. Security of Information

4.1. To safeguard the confidentiality of your information contained in this website, 1000 Mile Travel Group UK implements security measures in line with industry standard practices. All of our servers are situated in a secure environmental that is protected by physical security, with limited access to approved staff members only. By using this website, you acknowledge that although we intend to exercise adequate care and security, there remains a risk that information transmitted over the internet and stored by computer may be intercepted or accessed by an unauthorized third party.

5. Transmission of Personal Information outside EEA

5.1. The information you provide to us may be given by us to countries outside the European Economic Area (“EEA”), including the United States. Countries outside the EEA may not always have strong data protection laws. However, we intend to always take steps to ensure that your information is used by third parties in accordance with this policy and that it is kept secure. By using this website, you agree that we have the right to transfer, store and process the data that we collect from you at a destination outside the EEA.

6. Cookies

6.1. Our website uses cookies. A “cookie” is a harmless file that is sent to your computer by a website and automatically saved on your computer by your web browser. Each time you request a page from the website, your web browser sends this cookie back to the website server. A cookie collects anonymous information about your visits to our website. We use cookies to:

a) recognise and track which parts of our website you visit when you are using our website; and

b) customise your experience of our website.

7. We may also use the information collected from our use of cookies to estimate our audience size, analyse, trends and general usage patterns of our website, optimize our website, and for other research and marketing purposes. This is statistical information and does not identify any individual. If you wish, you can set your browser to notify you before you receive a cookie so you have the chance to accept it and you can also set your browser to refuse to receive or send all cookies. By using our website without disabling cookies you are consenting to our use of cookies as described in this policy.

8. IP addresses

8.1. Our website logs your IP address and other information about your computer for administrative and security reasons and to collate statistical (non-personal) information about the use of our website and report that information to our advertisers.

9. Your rights under the General Data Protection Regulation

9.1. You may request the amendment of the personal information held by us. You also have a right to access the personal data we hold about you, alongside a number of other rights including erasure, restriction, portability, objection and the right not to be subject to automated decision-making systems. If you wish to obtain a copy of this information, update your details or remove your personal data from our records, please contact us on contact@1000miletravel.co.uk enclosing your postal details.


10. Liability

10.1. To the fullest extent permitted by law, 1000 Mile Travel Group UK shall not be liable for any direct or indirect losses, damages, costs or expenses incurred or suffered by you arising out of or in connection with the access to, use of or linking to other sites from this website or reliance on any information contained on this website. In no circumstances shall 1000 Mile Travel Group UK have any liability for consequential or special damages.

11. Updates to Privacy Notice

11.1. We may update this policy at any time without notice. Your continued use of this website, following the posting of changes to these terms, will mean you accept these changes.

 

Emergency Contact

When you book with us we will look after you until you arrive home safely from your travels. You can contact our customer support line 24hrs a day, 7 days a week from wherever you are in the world:

·       +44 7887 700 069 or

·       +44 7306 309 434

Telephone calls to or from any of our stores or consultants may be recorded for training purposes.

These terms were last updated on 15 December 2019.