Terms

Terms and conditions

Welcome to FITbookings.com. FITbookings.com is an online booking system managed by Tradetrav Ltd. Registered office: Unit 11-12 Turnham Green Terrance Mews, London W4 1QU. Company registration number: 7066580. VAT number GB 992 9312 80. Tradetrav Ltd is a subsidiary of Europe Incoming. This section outlines the Terms & Conditions that govern bookings made with Tradetrav through the portal FITbookings.com or by email.

Definitions

TT: Tradetrav Ltd, the provider of FITbookings.com.
FITbookings.com: The online booking system.
Agent: The legal entity through its representatives, making reservations online or by email.
Client: The traveler/passenger who consumes the actual travel services.
Hotel/Supplier: The company providing the travel service to the client.

General terms

When making a booking, the agent acknowledges and accepts these terms in their entirety.

It is the responsibility of the agent to ensure that the correct service, hotel, room type, dates, timings and clients are booked.

The agent may not make speculative, false or fraudulent bookings. The agent accepts financial responsibility for all transactions made under the agent’s name.

If no bookings are made through the system within a period of six months, TT reserves the right to close the agent’s account. The agent may request for the account to be re-opened by emailing sales@fitbookings.com.

TT reserves the right to be indemnified by the agent in full against any costs TT may incur as a result of a cancellation made by the agent.

The agent will always give TT accurate information about all clients travelling within a booking, including nationality. Rates and conditions may be specific to a nationality and TT will not be liable for operational issues or financial loss due to incorrect nationality information.

Accommodation and services provided are only for the use of clients shown on the vouchers provided.

Clients may not transfer any part of the booking to a third party.

Reservations and cancellations can only be made through the FITbookings.com website or by email to sales@fitbookings.com.

No information supplied through the FITbookings.com site may be copied without TT’s explicit approval.

Access to FITbookings.com is only granted to employees of the agent.

It’s the agent’s responsibility to advise the correct email address when signing up for an account. All correspondence will go to that email.

If the agent’s account should be closed, all access to FITbookings.com will stop.

TT acts solely as an intermediary when making travel arrangements. TT is not liable for personal injury, illness, property damage or other loss or expenses of any nature whatsoever arising directly or indirectly out of any the actions of the company supplying the service.

Although TT works hard to maintain the accuracy of the information provided, the agent accepts that the information listed for each supplier is under the control of each supplier and as such TT is not responsible for inaccuracies in the information.

TT will always do its best to ensure that all confirmed bookings are accepted by the supplier. If a supplier is unable to accept a confirmed booking, TT will attempt to provide a suitable alternative. For hotels this means an alternative of the same standard and in a similar location. For transfers TT will provide a vehicle of equivalent quality to the one requested although a specific car make/vehicle type is not guaranteed. For activities TT will offer an equivalent service.

TT cannot guarantee that the alternative service is of the same standard or that accommodation is of an equivalent standard or in the same location as that originally booked.

In rare cases, clients can be relocated upon check-in. If the client is dissatisfied with the change, it is imperative that TT is notified immediately. Failure to do this may affect any future claims for compensation.

TT is not liable for, and the agent will fully indemnify TT, in respect of any loss or third party claim, including cancellation charges, TT may incur as a result of inaccurate details provided by the agent. TT is not liable to the agent if TT is unable to fulfil a booking due to terrorism, fire, earthquake, flood, snowstorm, epidemic, explosion, strike, riot, civil disturbance, war, act of God, any failure or delay of any transportation, power or communications system or any similar events beyond TT’s control. TT will always try to provide alternative arrangements or refund any sum as long as TT’s contracts with its suppliers allow so.

Contents, times and conditions of transfer services, sightseeing and admission to attractions are subject to change without notice.

The FITbookings.com London team can be contacted Monday – Friday, between 9.30 am-5.30 pm GMT at sales@fitbookings.com or by telephone +44 203 763 8518. In case of emergency outside of office hours, please call the number given on the vouchers. Please do not misuse the emergency number as TT needs to keep the line available for real emergency support. Please also avoid calling the number before 7 am and after 11 pm GMT unless this is absolutely necessary.

The FITbookings.com Mumbai team can be contacted Monday – Friday, between 10 am-6 pm IST at sushank@fitbookings.com or by telephone +91 91 675 29481. In case of emergency outside of office hours, please call the number given on the vouchers. Please do not misuse the emergency number as TT needs to keep the line available for real emergency support. Please also avoid calling the number before 7 am and after 11 pm IST unless this is absolutely necessary.

TT reserves the right to update the Terms and Conditions periodically.

These Terms and Conditions are subject to the law and jurisdiction of England and Wales. Any disputes shall be subject to the exclusive jurisdiction of the English courts.

Prices

Prices are confirmed at the time of the booking and override any previously quoted prices.

The currency for quotations is decided when the account is set up. Prices are quoted in EUR or GBP.

All rates are net and inclusive of VAT.

Many cities in Europe have introduced a local "City Tax/Tourist tax". This tax is collected by the hotels directly from clients and it is not included in TT’s offers. City tax information may be displayed on the remarks section on the voucher but not always.

Resort hotels may levy resort fees. This fee is collected by the hotels directly from clients and it is not included in TT’s offers. Resort fee information may be displayed on the remarks section on the voucher but not always.

TT has no responsibility for extra charges at hotels such as parking fees, mini fridge, safety box, television remote, sauna swimming pool use etc.

TT aims to inform clients of any supplements implemented by the hotel such as gala dinners or compulsory dinners during festive seasons. However, TT cannot be held responsible for such supplements implemented by the hotel.

Rates do not include any provision for tips.

Hotel rates are quoted per room.

Private transfer rates are displayed per transfer.

Activity rates are displayed per person.

TT reserves the right to change prices at any time. TT will only increase the price of a confirmed booking if a government tax is levied.

TT’s prices may be higher than the official rack rates offered by suppliers for certain periods.

TT’s prices are strictly confidential. The agent may only disclose them to employees of the agent. TT reserves the right to cancel the account with the agent if prices are revealed outside the company.

Rates are valid for leisure use only. If the client is not travelling for leisure purposes and if it becomes known, TT cannot be held responsible if the hotel charges the rack rate or a higher rate than the original booking. In addition, the hotel has the right to cancel the booking if the passenger is attending any conference, congress, convention, trade fair or any special event and/or if they consider that the rooms are being blocked over one of these periods.

Bookings during fair periods and special events

During fair periods, exhibitions, sporting events etc. prices may be closer to the rack rates of the hotels. To avoid dispute, TT advises the agent to inform the client that the price paid may sometimes be higher than that portrayed by the hotel.

Should any such rates apply, these will be confirmed at time of booking and invoiced at the applicable rate. The agent must therefore advise client to pay the increased price. If not the agent should cancel or amend the booking.

Occasionally the agent may be asked for a prepayment of the entire stay. If such prepayment should not reach TT within the dates discussed, TT reserve the right to cancel the reservation without issuing further warnings.

Some hotels may stipulate that bookings during Fair periods or high season are for a minimum stay. Once accepting the booking the agent will be liable for all the nights whereby no refund will be given. If cancelling or departing earlier, full charges will apply.

In rare cases, during fair periods or specific events the maximum number of adults rule may not apply (9 pax in 5 rooms). The hotel may cancel, modify rates and booking conditions after the confirmation. During fair periods some hotels do not accept bookings for more than 3 rooms for the same period. In the event that a booking has already been made, TT will inform the agent accordingly.

Rooms may not be held for these periods in fictitious names. In such cases non-arrival charges may apply. If the agent does not book with the correct names, TT reserves the right to cancel the booking and/or impose no-show/cancellation on behalf of the supplier. Hotels may reject bookings made with abbreviations, such as TBA.

Service Status

A booking (itinerary) may contain several services (one or several hotels, transfers, activities). The system will display the following statuses for each service in a booking:

Quotation – This is the initial stage. TT is quoting a price but no booking has been made.

Confirmed – the agent has successfully confirmed the booking.

On Request – the service has not been confirmed by the supplier. No booking has been made.

Pending – the service has not been confirmed by the supplier. No booking has been made.

Rejected – the service has not been confirmed by the supplier. No booking has been made.

Error – an error has occurred during the booking process. No booking has been made.

Cancellation pending – the agent has cancelled the itinerary in the Manage bookings screen online.

Cancelled – TT has processed the cancellation without any cancellation charges.

Cancelled with charges – TT has processed the cancellation and charges apply.

In some cases a hotel or service may appear available in the search but appears “On Request” or ”Pending” once the agent tries to confirm. The reason may be that the allotment was taken before the agent was able to confirm or due to a technical reason. TT will attempt to confirm such a booking and will respond within 48 hrs to advise the final status of the booking.

In some cases a hotel or service may appear available in the search but appears “Rejected” or ”Error”once the agent tries to confirm. The agent will need to retry with another option.

Booking Statuses

The system will display the following statuses for the overall booking (itinerary):

Quotation – This is the initial stage. TT is quoting a price but no booking has been made.

Confirmed – the agent has successfully confirmed the booking.

On Request – the service has not been confirmed by the supplier. No booking has been made.

Pending – the service has not been confirmed by the supplier. No booking has been made.

Rejected – the service has not been confirmed by the supplier. No booking has been made.

Error – an error has occurred during the booking process. No booking has been made.

Cancellation pending – the agent has cancelled the itinerary in the Manage bookings screen online.

Cancelled – TT has processed the cancellation without any cancellation charges.

Cancelled with charges – TT has processed the cancellation and charges apply.

Payments

The agent pays for all bookings with a valid VISA or Mastercard debit/credit card or by bank transfer. FITbookings.com will prompt the agent if a card payment is required to confirm the booking.

The agent confirms that the card used is valid, the property of the agent and that there are sufficient funds to cover the services booked. TT will obtain validation of the card and no service will be confirmed unless the validation is successful. The card will be charged once the agent confirms the booking.

Card payments need to be made minimum 10 days prior to the cancellation deadline of the service.

Payments by bank transfer need to reach TT’s bank account minimum 10 days prior to the cancellation deadline of the service.

Please note that our banks are closed on Saturdays and Sundays and UK public holidays. Please plan your payments accordingly to avoid delays in settlement.

Refunds will be credited to the card used to pay for the booking or to a bank account of the agent’s choice, less any cancellation fees and any bank fees levied.

For a modest deposit the agent will be able to work on credit basis.

All bank charges are borne by the agent.

Vouchers

Vouchers will be available online once the booking has been processed. Clients need to present the vouchers provided to the hotel/supplier upon check-in/start of service.

There is one voucher for each service booked so the agent may receive several vouchers for one itinerary. It is the agent’s responsibility to check that the details in the voucher(s) are correct and to inform TT of any errors.

The agent will provide the client with the voucher(s) supplied by TT. The agent will instruct the client to present the voucher to the Hotel/Supplier. If the client is unable to present a voucher, the hotel/supplier may not honour the booking.

If the agent has passed on a voucher for a booking, which is later cancelled, but the voucher is sent to TT by the supplier with their invoice as the client used the service, TT will charge the agent according to the stay detailed on the voucher.

Cancellations & Amendments

TT will assist if a segment on an itinerary needs to be cancelled. Contact TT if there are any questions. Segments of an itinerary cannot be cancelled online by the agent. If the agent opts to cancel an itinerary online, the entire itinerary is cancelled. For complex changes on an itinerary, the agent may be required to cancel the entire itinerary and create a new booking.

The displayed cancellation deadline times are stated in GMT.

Hotel cancellations and amendments

The cancellation deadline will be displayed for each hotel option at the time of the booking. Bookings cancelled later than this are subject to cancellation charges. These will be advised in at the time of the booking.

No- shows will carry a minimum charge of one night to cover the first night of the stay. However, if a different minimum stay is stipulated by the hotel, the minimum stay period or the entire period of the booking will be charged for.

Should any client leave a hotel before the end of their booked stay or attempt to cancel directly with the supplier, TT cannot offer any refund.

If the agent adds group bookings to FITbookings.com by splitting them to make them appear as individual bookings, hotels may levy group cancellation terms, and standard FIT cancellation deadlines may not apply, when such individual bookings are cancelled the agent will be liable for these charges.

TT may cancel bookings that the agent has added using FITbookings.com, and hotels may request TT to make cancellations of bookings on their behalf, if they appear to TT or to the hotel to be group bookings and not genuine individual bookings. Cancellation charges may apply when either TT or a hotel believe bookings to be either a group, or made to hold space. Charges may also apply if the number of rooms booked is reduced within the group cancellation deadline.

Amendments e.g. decreased number of nights, may be considered as a new booking by hotels who may apply different rates. TT will advise the agent if this happens.

At the time of booking the real name of the client should be entered. Hotels have the right to refuse any change of name. In such cases the booking may need to be cancelled and re-booked. TT will not be liable for changes in availability or rates.

Transfer & Activity cancellations

Unless otherwise stated, Transfers and Activities can be cancelled without charge up to 72 hrs prior to the service. Cancellations made after this may carry a charge of as much as 100% of the price of the transfer/activity. No-shows will carry a 100% charge.

Hotels

Although TT works hard to maintain the accuracy of the information provided, the agent accepts that the availability of the facilities and features listed for each hotel are under the control of each hotel and as such TT is not responsible if facilities or features are not available.

Hotel maps in the system are for information purposes only. For accurate information please refer to the address of the hotel in the voucher. For travelling directions and complete location information it is advised to contact the hotel directly.

In order to provide the best available rates and the widest range of hotels, TT has access to different wholesalers, providers and hotel chains. If a hotel mapping issue arises regarding the hotel name and address, please refer to the name displayed on the voucher (and not search page) where the final hotel information is displayed. TT cannot be held responsible if the agent proceeds with this booking. It’s the client’s responsibility to check all the booking details (hotel name, hotel address, dates, room types etc.).

Check in times vary from country to country. This usually ranges from between 14.00 - 16.00.

TT makes every effort to ensure images used are indicative of the product being sold and are up to date. Images may be a generic representation of a product. TT cannot guarantee their accuracy.

TT will always try to provide the room type(s) booked, however there may be occasions when instead of a double-bedded room, a twin may be allocated. TT guarantees the room will be suitable for the number of guests booked.

The hotel’s star rating is the one stated by the hotel itself and it is subject to change at any time. Furthermore, the application of star ratings may vary in quality from country to country and should not be relied upon alone to indicate the quality of the accommodation.

The type and size of rooms provided by a hotel (such as single, double) may also vary from country to country. It is up to agent to independently check that the type of the accommodation and services provided by each hotel meets the client’s needs.

Transfers

In some destinations it may not be possible for the transfer/shuttle to pick up and drop off at the given pickup/drop points. The pickup/drop may happen at a central point within reasonable walking distance from the given pick up/drop points.

Due to specific restrictions, including but not limited to, infrastructure work and traffic conditions, door to door pick up and drops off may not always be possible. Where these restrictions occur, the vehicle will collect/drop clients from the nearest accessible point.

Should the transfer not arrive and the client has followed the procedure stipulated on the voucher by calling the relevant telephone numbers, the client may need to seek an alternative transport method. When paying for alternative transport please ensure that a receipt is obtained. Please submit the receipt to TT as soon as possible. There is no guarantee that this will be refunded, however if the supplier is found to be at fault, TT will refund the cost of the alternative transport.

If the client’s arrival flight is diverted, delayed or cancelled or if clients are delayed in customs/immigration it’s recommended that the agent/client contacts the supplier via the telephone numbers provided. Every effort will be made to accommodate changes. This may not always be possible and will depend on operational demands on the supplier. It may not always be viable for the driver to wait and the client may have to make arrangements at the client’s own cost. If the supplier is able to accommodate the new arrival time an additional charge may be applied.

Waiting times vary subject to the service being provided. Clients should refer to the voucher for information on waiting times.

TT is not responsible for ensuring the suitability of pickup times times, drop off times or durations of transfers, where lapses by the agent may mean that adjoining services cannot be fulfilled.

Unless otherwise stated, the luggage allowance is: 1 suitcase per person with approximate dimensions, height 70cm, width 47cm, depth 21cm plus 1 briefcase/handbag per person. Additional or larger luggage must be advised prior to confirmation as extra charges may apply.

Activities

Although TT works hard to maintain the accuracy of the information provided, the agent accepts that information relating to changes in timings, operational hours, pick up/drop off locations, changes in routes and inclusions can occur at short notice and that TT is not responsible for such changes.

Some services are “On request” basis and therefore subject to supplier confirmation. These services are subject to availability at the time of booking. TT is not responsible for cancellation by a supplier due to weather conditions, minimum passenger number requirements or other extenuating circumstances.

TT is not responsible for ensuring the suitability of start times, end times or durations of activities, where lapses by the agent may mean that adjoining services cannot be fulfilled.

Child and Infant Policy

Hotels

he child cost will be included in the total hotel cost. Children/infants must be specified in each booking. TT will not accept charges levied by hotels due to an incorrect child count. Child bedding is not always specified and may consist of a rollaway bed, sofa-bed or similar. In some cases, children will share a bed with adults.

Transfers

Transfers are quoted per transfer. Children have no impact on the price. Any child added to a booking will occupy one seat. If a child seat is required, there may be an additional charge. Children/infants must be specified in each booking. TT will not accept charges levied by suppliers due to an incorrect child count. Required car seats must be advised at the time of booking. In some countries, child car seat is required by law. Transfers may be refused at pick up if child requirements were not advised.

Activities

Activities are quoted per person and there is commonly a 25-50% discount for children. The discounted price is applied at the time of the booking and displayed as part of the total price. Children/infants must be specified in each booking. TT will not accept charges levied by suppliers due to an incorrect child count. Some activities are not suitable for young children. Please check all activity descriptions for child age requirements before confirming. TT is not held responsible or liable if a supplier denies a service to underage children.

Privacy Policy

Information collection

When the agent is setting up an account with TT. TT will collect name, address and contact details of the agent.

When the agent makes a booking, the agent may be asked to complete an online form providing the credit card holder’s: name, email address, postal address and credit card details (i.e. credit card type and number, CVV code, expiration month and year). If the information is incomplete or incorrect, the booking will not be confirmed.

Protection of personal details

TT will not access any credit card information for online payments. The information is only handled by the payment service provider SagePay. TT will collect credit card details for offline payments.

Protection of credit card information

Only authorized employees are permitted to access credit card information for performing their duties.

TT’s server and network are protected by firewalls against unauthorized access.

TT may need to change the way it collects and processes personal information. This Privacy Statement may therefore be amended from time to time in order to reflect the latest changes.

Disputes and Termination

If clients are dissatisfied with any of the arrangements made by TT, they should use the telephone numbers provided immediately when the problem occurs. Hotels and other suppliers are more likely to resolve matters if problems are reported at the time. TT must be notified about complaints within 7 days of the departure from the city in which the complaint arose.

TT does not take any responsibility for the quality of the hotel booked. Any complaints relating to hotel facilities, standard or quality do need to be brought to the attention of the hotel management at the time of the stay so the hotel can be given the opportunity to try and rectify the situation. If the agent has done this and not received a satisfactory resolution to the problem, please contact TT. If an offer or reduction is made by the hotel where TT is required to resolve the issue later, the client will need to provide proof of this in writing endorsed and signed by the hotel.

In the event of a problem at the hotel which results in clients having to pay, including but not limited to an unnecessary fee, for a service which is expected to be provided, the client is asked to obtain any receipts as proof of purchase. Please submit the receipt(s) to TT. Please note that TT cannot refund any costs without the provision of a receipt. Please note that a full refund is not guaranteed.

TT’s agreement with the agent will be terminated if the agent does not pay any amount owed by the agreed payment date, cease to trade, threaten to cease to trade, go into any form of liquidation, start to be run by an appointed receiver or administrator, breach any of agent obligations contained within these and/or any other terms or do not remedy that breach within 7 days of TT advising agent of the breach and the remedy TT requires. Such a termination in these circumstances will in no way affect any other rights TT have under this agreement.