Terms and Conditions
1. General Terms
Epiphany Travel Agency (“the Agency”) acts solely as a booking intermediary between the traveler (“the Client”) and third-party suppliers, including airlines, hotels, resorts, tour operators, transfer companies, cruise lines, and other travel service providers (“the Suppliers”). By booking through the Agency, the Client acknowledges and agrees to the Agency’s terms and conditions as well as the terms, rules, and policies of each Supplier used for travel.
The Agency is not responsible for the acts, errors, omissions, delays, cancellations, schedule changes, overbookings, supplier bankruptcies, weather events, natural disasters, acts of God, strikes, civil unrest, government actions, or any other circumstances outside of the Agency’s control that may affect travel plans. The Agency will make reasonable efforts to assist Clients with available options, but outcomes cannot be guaranteed because final decisions and control rest with the Suppliers.
2. Booking Process
Deposits: A deposit is required to confirm a booking. Deposit amounts vary by trip and Supplier and will be clearly communicated before payment is collected. Payments may be processed as separate charges depending on the trip structure and Supplier requirements (for example, one payment to the Supplier and a separate payment to the Agency for planning/service fees, if applicable).
Final Payments: Final payment due dates vary by Supplier and itinerary. Unless otherwise stated in writing, final payment is due no later than 45 days prior to departure.
Late Payments: Late payments may result in supplier penalties, increased costs, loss of space, or cancellation of the booking. It is the Client’s responsibility to make payments on time according to the provided schedule.
3. Supplier Terms
All bookings are subject to the individual terms and conditions of each Supplier, including policies regarding deposits, cancellations, changes, refunds, penalties, and minimum stay requirements. Suppliers may adjust pricing, availability, schedules, or inclusions at any time. The Agency will communicate changes when received and provide assistance with next steps, but the Agency is not liable for Supplier changes.
4. Refunds and Cancellations
Cancellation Policy: All Agency planning fees, service fees, research fees, and administrative fees (if applicable) are non-refundable and non-transferable. Supplier payments are subject to the Supplier’s cancellation policy, which may include partial or full penalties depending on the date of cancellation.
Agency Cancellation Fee: If an Agency cancellation fee applies, it will be disclosed in writing for the specific trip before booking. Any applicable cancellation fee must be paid to the Agency prior to submission of the cancellation request to the Supplier.
Supplier-Specific Fees: Cancellations and refunds (if any) may be subject to additional Supplier-imposed fees and rules.
Chargebacks and Payment Disputes: The Client agrees not to file a chargeback or payment dispute for services rendered and acknowledged. All disputes must be submitted directly to the Agency for review and resolution. In the event a chargeback is initiated and/or processed, the Client agrees to reimburse the Agency for the full disputed amount and any costs incurred in responding to or recovering the funds, including administrative fees and reasonable collection costs.
5. Name Changes and Modifications
Name Accuracy: The Client is responsible for ensuring that names match travel documents exactly. Name corrections requested after booking may result in Supplier fees, fare increases, or denial of boarding.
Agency Change Fee: If an Agency change fee applies to name changes, corrections, or itinerary modifications, it will be disclosed prior to processing the request. Any Supplier change fees and fare differences are separate and remain the Client’s responsibility.
Restrictions: Changes may be limited or not permitted once tickets are issued or once Supplier deadlines have passed.
6. Passports, Visas, and Travel Documents
Client Responsibility: The Client is responsible for obtaining and carrying valid travel documents, including passports and any required visas. Many destinations require passports to be valid for at least six months beyond travel dates; the Client is responsible for confirming the requirements for their specific itinerary.
Agency Role: The Agency may provide general guidance; however, the Agency does not guarantee entry, visa approval, or acceptance of documentation by any government authority.
Document Delivery: Final travel documents and/or itineraries are typically provided electronically prior to departure once Supplier documents are released. Timing varies by Supplier.
7. Flights and Airline Policies
Airline Changes: The Agency is not liable for airline schedule changes, delays, cancellations, missed connections, aircraft changes, or airline operational decisions.
Baggage and Seating: Baggage fees, seat assignments, and airline add-ons are controlled by the airline and are the Client’s responsibility unless explicitly included in the package.
8. Meals, Transfers, and Transportation
Included items such as meals, transfers, and transportation are based on Supplier-provided confirmations. The Client is responsible for reviewing their itinerary and inclusions. The Agency is not liable for Supplier changes, operational adjustments, or discrepancies beyond the Agency’s control.
9. Health and Travel Requirements
Client Responsibility: The Client is responsible for meeting all health and entry requirements, including vaccinations, testing, medical forms, and destination-specific rules. Requirements can change at any time; the Client is responsible for staying informed and complying with current regulations.
10. Liability and Responsibility
The Agency is not responsible for loss, theft, or damage to personal property; injury, illness, or death; supplier failures; or interruptions to travel due to circumstances outside the Agency’s control. The Client is responsible for following travel laws, Supplier policies, and being punctual for all scheduled departures, check-ins, and excursions.
11. Travel Insurance
The Agency strongly recommends purchasing travel insurance to protect your investment for covered cancellations, delays, medical emergencies, and trip interruptions. If the Client chooses to decline insurance, the Client assumes full financial responsibility for any losses due to cancellation or interruption. Click here for options.
12. Contact Information
For questions, changes, or time-sensitive assistance, contact Epiphany Travel Agency using the contact details provided in your invoice, itinerary, or booking confirmation. Standard business hours and after-hours guidance (including Supplier emergency contact details) will be provided with your travel documents.
By booking with Epiphany Travel Agency, the Client confirms that they have read, understood, and agreed to these Terms and Conditions and the applicable Supplier policies.