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Richard P. Hardie II - CTA, CCC, CATA | Professional Travel Consultant

R. P. HARDIE CRUISE & TRAVEL™

R. P. HARDIE CRUISE & TRAVEL™

MASTER TERMS & CONDITIONS

(FULL SERVICE AGREEMENT)

Last Updated: August 2, 2026

BETWEEN:

R. P. HARDIE CRUISE & TRAVEL LLC (referred to as "Agency," "R. P. HARDIE CRUISE & TRAVEL LLC," "R. P. HARDIE CRUISE & TRAVEL™," "our," "us," or "we")

AND:

You (referred to as "Client," "you," "your," "yourself," or "Traveler")—including all individuals traveling under the same reservation, booking, or group record, regardless of household residence (each a "Party" and collectively, the "Parties").

1. EFFECTIVENESS, DUAL AGREEMENT ARCHITECTURE & TERMINATION

  1. Effective Date & Binding Acceptance: These Terms & Conditions ("Terms") become immediately effective and legally binding upon the earliest occurrence of:

    • Your written, digital, or electronic signature via our client portal or TravelJoy system; or

    • Your delivery of payment authorization (deposit, service retainer fee, or final payment) to us.

  2. Modular Agreement Integration: These Terms constitute our Master Agreement. Subsequent client authorizations—including Stage 1 Planning Retainers, Stage 2 Booking Approvals, and Credit Card Authorization Forms—re-affirm and incorporate these Master Terms by reference without requiring re-execution of this core document.

  3. Termination: These Terms terminate upon completion of your Trip or upon prior written notice by either Party. Provisions regarding Limitation of Liability, Indemnity, Non-Refundable Retainer Fees, Chargebacks, Intellectual Property, and Governing Law shall survive termination.

  4. Amendments: These Terms are subject to change. The governing version shall be the version in effect at the time your Booking or Retainer is executed.

2. DEFINITIONS & AGENCY ROLE

  • "Agency": Refers to R. P. HARDIE CRUISE & TRAVEL LLC, its trade names, owners, directors, certified advisors, sub-agents, independent contractors, and authorized representatives.

  • "Booking": Means any reservation, stateroom lock, group block, or travel component arranged or confirmed by the Agency on your behalf.

  • "Supplier": Refers to independent third-party operators who provide travel components, including but not limited to ocean cruise lines, river cruise operators, airlines, hotels, tour companies, transfer operators, and rail providers.

  • "Travel Services": Encompasses all travel products, transportation, accommodations, excursions, food/beverage services, and concierge amenities provided by Suppliers.

  • "Trip Plan / Itinerary": The digital or printed documentation, proposals, and schedules curated by the Agency detailing your Trip.

  • "Independent Intermediary Status": Agency acts solely as a professional travel advisor and booking intermediary between you and independent Suppliers. Agency does not own, operate, manage, or control any Supplier, vehicle, ship, hotel, or excursion.

3. PROFESSIONAL SERVICE FEES, RETAINER STRUCTURE & PAYMENT TERMS

By engaging Agency, you acknowledge and agree that our advisory practice operates under a structured, two-tier professional fee model separate from supplier travel costs:

A. Two-Tier Service Fee Structure

  1. Stage 1: Planning & Design Retainer Fee: Due prior to the commencement of research, curation, or proposal development. This fee covers consultation, stateroom availability research, custom itinerary design, and proposal preparation. Planning Fees are fully earned upon presentation of your custom options and are 100% non-refundable and non-transferable under all circumstances.

  2. Stage 2: Agency Administrative & Management Fee: Built into your curated booking invoice or collected prior to final supplier lock-in. This fee covers booking administration, stateroom lock-in, vendor payment processing, pre-departure logistics, document delivery, and dedicated in-trip concierge advocacy. This fee remains non-refundable in the event of cancellation, as it represents professional administrative services fully rendered.

B. Payment Processing & Third-Party Escrow Funds

  1. Supplier Direct Transactions: All payments for travel components (cruise fares, tour deposits, airfare) are processed directly through encrypted, PCI-compliant merchant gateways to the respective Travel Supplier or designated Host Agency account (Travel Leaders Network / Incentive Connection Travel Inc.).

  2. Third-Party Processing Fees: Invoices for travel bookings and administrative fees processed through direct invoice gateways may include transparent line-item processing fees collected by third-party payment processors. Where available, Bank (ACH) Transfers are offered at reduced processing rates and are due upon receipt to ensure timely supplier settlement.

  3. Price Fluctuations & Surcharges: All Supplier quotes and holds are subject to availability and price changes until the required deposit is processed. Even after full payment, Suppliers reserve the right to assess fuel surcharges, government tax increases, or currency adjustment fees beyond Agency control.

C. Strict Chargeback Prohibition

  • You agree that all credit or debit card payments authorized by you are for valid services and/or travel reservations. You explicitly agree not to initiate any chargeback, payment dispute, or reversal with your credit card issuing bank without first providing Agency 30 days written notice to resolve the matter.

  • In the event of an unauthorized or improper chargeback, you agree to reimburse Agency for all chargeback recovery fees, administrative costs, legal expenses, and collection fees incurred.

4. SUPPLIERS & INDEPENDENT OPERATOR LIMITATIONS

  1. Supplier Rules & Contracts of Carriage: All Travel Services are delivered subject to the individual terms, conditions, guest tickets, and Contracts of Carriage of each Supplier (e.g., Princess Cruises, Cunard, Seabourn, Viking, Holland America Line, AmaWaterways, etc.). You are responsible for reviewing and adhering to all Supplier rules.

  2. Supplier Default & Bankruptcy: Agency is not liable for any Supplier's failure to perform, financial insolvency, bankruptcy, operational cessation, or breach of contract. Agency is not obligated to issue refunds or provide substitute travel at Agency expense in the event of a Supplier default.

5. TRAVEL RISK, PROTECTION & INSURANCE

  1. Travel Protection Recommendation: Comprehensive travel insurance (covering trip cancellation, trip interruption, emergency medical evacuation, baggage loss, and supplier default) is strongly recommended for all Travelers.

  2. Faye Travel Insurance & Supplier Coverage: Depending on your trip selection, insurance options via Faye Travel Insurance or official Supplier travel protection will be presented. Agency reserves the right to require mandatory minimum supplier travel protection on specific luxury sailings or complex international itineraries.

  3. Insurance Waiver: If you choose to decline travel protection, you assume all financial liability, operational risks, and emergency expenses relating to your Trip, including medical emergencies, travel delays, and lost deposits. You agree to hold Agency harmless if an insurance provider denies your claim for any reason.

6. CHANGES, CANCELLATIONS, REFUNDS & "NO SHOWS"

  1. Cancellation Requests: All change or cancellation requests must be submitted to Agency in writing.

  2. Agency Administrative Processing Fees: In addition to any penalties or non-refundable fares imposed by Suppliers, cancellations or major trip revisions processed by Agency are subject to Agency administrative fees starting at USD $50 per item changed and USD $200 per person minimum for full cancellations, based on itinerary complexity and departure proximity.

  3. Supplier Refund Policies: Supplier refunds (if applicable) are governed strictly by Supplier rules and timeframes. Agency service fees and management fees are strictly NON-REFUNDABLE, regardless of whether travel is completed.

  4. No Shows: Failure to embark, board, or show up for any reserved Travel Service constitutes a "no show." No shows result in 100% forfeiture of all funds paid with zero right to refund or re-booking.

7. PASSPORTS, VISAS, REAL ID & SECURITY COMPLIANCE

  1. Six-Month Passport Rule: All U.S. citizens traveling internationally or on foreign cruise sailings must possess a valid passport with an expiration date at least six (6) months beyond your scheduled return date.

  2. Legal Name Matching: Traveler names provided on reservations must match government-issued physical passports or IDs verbatim. Agency is not responsible for re-issuance fees, denied boarding, or losses caused by client-provided name discrepancies.

  3. Real ID Mandate: Effective May 7, 2025, all domestic air travelers 18 years and older must possess a REAL ID-compliant driver's license or official federal ID to board domestic flights.

  4. Visas & Entry Documentation: You are solely responsible for obtaining necessary entry visas, health declarations, and transit permits.

  5. Criminal Record Restrictions: Foreign jurisdictions (including Canada and European Schengen nations) enforce strict laws restricting entry to individuals with criminal records (including past DUIs). You are obligated to verify entry eligibility prior to booking.

8. TRAVELER RESPONSIBILITIES, HEALTH & CONDUCT

  1. Behavioral Expectations: You and your traveling party agree to conduct yourselves respectfully toward Supplier staff, ship crews, fellow travelers, and Agency personnel. Suppliers reserve the right to refuse service or disembark any passenger who poses a safety risk or engages in disruptive, illegal, or abusive conduct. All expenses incurred due to removal are your sole responsibility.

  2. Special Needs & Accessibility: If you require special accommodations, mobility support, or have severe food allergies, you must notify Agency in writing prior to booking. As a Certified Assistive Travel Advisor (Special Needs Group) and Certified Autism Travel Professional, Agency will make reasonable efforts to coordinate with Suppliers, but cannot guarantee Supplier compliance or assume liability for Supplier errors.

  3. Assumption of Risk Activities: Participation in shore excursions, water sports, expedition landings, or risk activities is done voluntarily at your own risk. You release Agency from all liability relating to injury, illness, or loss during such activities.

9. DATA PRIVACY, SECURITY & INTELLECTUAL PROPERTY

  1. Data Protection Compliance: Agency handles personal identifying information (PII) in compliance with applicable privacy standards (including GDPR principles and CCPA guidelines). PII is collected strictly to execute Travel Services and will never be sold to unauthorized third parties.

  2. Financial Security: Agency routes credit card transactions exclusively through encrypted, PCI-compliant gateways and does not locally store sensitive credit card CVV codes beyond 30 days.

  3. Proprietary Content: All customized proposals, curated itineraries, and Trip Plans created by Agency are protected intellectual property and may not be reproduced, shared with competing agencies, or used for commercial purposes without prior written consent.

10. PANDEMICS, FORCE MAJEURE & LIMITATION OF LIABILITY

  1. Force Majeure: Agency shall not be deemed in breach of these Terms or liable for travel disruptions, delays, cancellations, or damages caused by acts of God, weather anomalies, hurricanes, wars, civil unrest, government shutdowns, port closures, epidemics, pandemics, or Supplier insolvencies.

  2. Limitation of Liability: To the maximum extent permitted by law, Agency’s maximum cumulative liability to you or any traveler on your Booking for any loss, damage, error, or omission shall be strictly limited to the total net commission actually received by Agency for your specific Booking. In no event shall Agency be liable for indirect, punitive, consequential, or special damages.

11. COMMUNICATION PROTOCOLS & CONCIERGE OPERATING HOURS

  1. Operating Hours & Non-24/7 Notice: Agency operates during standard business hours. Agency does not operate a 24/7 emergency dispatch desk. Clients traveling internationally are encouraged to utilize their mandatory travel protection policy's 24/7 dedicated global assistance desk for immediate in-destination emergencies.

  2. Communication Channels:

    • Domestic & Pre-Trip Requests: Handled via Email, Scheduled Phone/Zoom Calls, and Text/SMS via Google Voice.

    • Foreign Sailings & In-Trip Support: Handled via dedicated WhatsApp Business messaging over Wi-Fi/data for instant text, voice notes, and location sharing.

12. INDEMNIFICATION, GOVERNING LAW & JURISDICTION

  1. Indemnification: You agree to defend, indemnify, and hold harmless R. P. HARDIE CRUISE & TRAVEL LLC and its owners from any claims, liabilities, costs, or damages arising from your breach of these Terms, negligence, or illegal acts during travel.

  2. Governing Law & Venue: These Terms shall be governed exclusively by the laws of the State of Nevada, without regard to conflict of law principles. Any legal dispute or court action arising out of or related to these Terms shall be resolved exclusively in the state or federal courts located in Washoe County, Nevada, and all Parties submit to the exclusive jurisdiction of said courts.

13. SELLER OF TRAVEL CREDENTIALS & HOST DISCLOSURE

R. P. HARDIE CRUISE & TRAVEL LLC is an independent agency authorized to operate under Travel Leaders Network / Incentive Connection Travel Inc. (Phoenix, AZ) under the following state Seller of Travel registrations:

  • California Registered Seller of Travel: CST #2013460-40.

  • Washington UBI: #601 750 119.

  • Florida: Letter of Exemption on file.

CLIENT ACKNOWLEDGMENT & ELECTRONIC SIGNATURE

By typing your legal name, providing digital signature authorization, or executing payment, you acknowledge that you are at least 18 years of age, have fully read, understood, and accepted these Master Terms & Conditions on behalf of yourself and all Travelers included in your Booking.

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