Please read these Terms and Conditions before using or obtaining any
materials, products, information or services throughout this website. "The
Operator" provides access to and use of this Website to you, subject to
your acceptance without modification of the Terms and Conditions set forth
in the pages of this "Website". Your access and use of this site
constitutes your agreement to observe and accept these Terms & Conditions
set forth.
- "You": means The User and Customer of this Website
- "Website": means hotels.virgin-vacations.com
• You
• your client for whom you are booking
Which you may provide to us through this website or by any other means ("Personal Information"). Please note that this Privacy Policy does not apply to other websites linked through this website. Personal Information, which you choose to provide to other websites, will be subject to the privacy policies of those websites.
1. Virgin Vacations will not use or disclose Personal Information unless you have given your permission, except for the following purposes:
1.1 to keep you informed about Virgin Vacations and its services and about this website;
1.2 to assess, operate and improve this website and the services provided through it or in relation to it;
1.3 If Virgin Vacations is required to disclose such Personal Information by any applicable law, regulation or legal process.
2. Virgin Vacations will not sell, rent or trade your Personal Information to others unless you have given your permission. With your permission, Virgin Vacations will only share your Personal Information with carefully chosen, reputable and trustworthy third parties. Virgin Vacations will follow the relevant legal requirements and use all reasonable precautions to ensure that only responsible third parties see the Personal Information. However, Virgin Vacations is not responsible for any breach of security or any act or omission of third parties who receive your Personal Information.
In addition to the use of your Personal Information as described above, Virgin Vacations may also gather anonymous information which may be used by Virgin Vacations or shared with third parties. This is information which does not identify you, but which may be helpful for marketing purposes or for improving this website or the services provided through it.
2. No representation made by your Agent to you concerning the quality, location, or any other matter in relation to the services and facilities provided by The Operator shall bind The Operator unless your Agent has been expressly or impliedly authorized by us to make such a representation
1.1 Bookings must be made using Hotels.Virgin Vacations.com Website.
1.2 From time to time hotels cannot accept confirmed bookings. We will always do our best to avoid that problem and where it happens seek to provide a suitable alternative. We are not able to guarantee in all cases that alternative accommodation booked will be of the same standard or in the same location.
1.3 We will always try your requested hotel first. If we cannot confirm it we will, whenever possible, confirm an alternative. It is your responsibility to cancel or amend such alternatives if you do not approve them. Failure to cancel an alternative that is not acceptable will result in cancellation charges. We will only confirm an alternative if your requested hotel is not available. We will not confirm an alternative if you have told us you will only accept your requested hotel.
1.4 We will not action any requests made over the phone.
1.5 Special requests to hotels such as non-smoking, adjoining or interconnecting rooms, will be passed on but cannot always be confirmed or guaranteed.
1.6 Disabled rooms usually have wheelchair access but do not necessarily include features for the seriously disabled.
1.7 We require at least one name for each room. We will not action any request for the USA or Canada, unless we have a surname and initial for each room at the time of the request.
1.8 When additional nights are required for bookings already confirmed to you, it is very important that you modify the original booking. If you do not follow this procedure, any resulting problems will be your responsibility.
1.9 Please be aware that hotels are under renovation from time to time. Hotels take all possible steps to limit disruption to their guests. We will not accept complaints, or requests for refunds, if a hotel is carrying out renovations whilst a guest is resident.
1.10 If we specifically advise of renovation work, dates may be provided but it is important to remember that these may be subject to change and we are not always notified. We will not, therefore, be held accountable for complaints concerning renovations that extend beyond the date originally advised.
1.11 In most hotels the normal earliest check in time is 14:00 but in some, especially in the USA, it is not until 15:00 or even 16:00.
1.12 We guarantee only the first night of a booking (apart from fairs or if otherwise advised at time of confirmation) and hotels can release rooms if the client has not arrived by 05.00 (local time).
1.13 Triple and quad rooms may consist of twin or double bed/s plus extra bed, or two double beds. In some hotels, all triple rooms are doubles with an extra bed. Most hotels do not have one full size bed for each guest in their triple or quad rooms.
1.14 In USA and Canada twin/double is the opposite of the European definition. Double or twin rooms may contain one bed. Passengers may request separate beds upon reservation, however, separate beds are not guaranteed. Triple and quad rooms usually contain two double beds. Most hotels cannot add additional beds to make a triple or quad but rollaway bed may be available for an additional charge.
1.15 Bookings must not be made with fictitious names for you to hold space. If you do not book with the correct name you may receive non-arrival charges.
1.16 This is a prepaid reservation the entire booking amount will be charged immediately from the client credit card.
2. RATES/PRICES
All prices shown are Net in United States dollars inclusive of all taxes. Hotel rates are based on selling to the leisure market. Should any guest on arrival be found to be a corporate client, the hotel has every right to waive the booking and charge the guest direct at the full rack rate. We cannot accept any responsibility if the client is not on a leisure trip, the hotel refuses to honor the booking and charges the client direct at rack rate. Reservation requests will be invoiced according to the price current at the time the booking is confirmed to you. Where exchange rate fluctuations occur of more than 2.5%, or any other increases in the price of services provided which are beyond the control of The Operator, then The Operator reserves the right to adjust prices accordingly, up to and including the day of departure of your itinerary, even though the balance of payment may have been made. Acceptance of this arrangement is a condition of booking.
Occasionally bookings may have a price confirmed which is higher than the rate displayed on the website at the time of booking. This is usually due to a hotel charging a supplement because of a difficult period. The rate on the booking confirmation will supersede the rate on the website. Trade fair prices shown in our tariff always supersede prices outside trade fairs. Certain periods (e.g., religious holidays, Easter, New Year, major sporting events and others) may attract high prices in some cities. These are not strictly trade fairs but during these periods our rates may be close to or even above rack, and they should be treated in the same way as trade fairs. Prices for twin or double rooms for sole occupancy, whether requested by you or confirmed as an alternative by us, will be given on our confirmation. Some hotels offer different rates (in singles for example) depending on the total number of guests staying. In some hotels no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of its own you must request a triple and no child discount will apply. If you book a bed for a child there will be charges where the tariff states Free, but where it also indicates this only applies when the child shares existing bedding (does not have its own bed). We will not honor any rate you claim we have given to you over the phone. If a hotel levies an energy surcharge or a resort fee the client must pay them directly to the hotel. If a hotel levies a local telephone service charge (to allow clients to make unlimited local calls from their room) it must be paid by the client when departing from the hotel. Any offers based on stay for a certain number of nights and pay for another number of nights do not apply during fair periods.
3. NON-EUROPEAN HOTELS
In the majority of non-European hotels, rates for triple and quad rooms apply to one room with two double beds. If an extra bed is required then an additional charge may be applied which should be paid directly to the hotel, as it may not be possible to reserve prior to check in. In many hotels (all hotels in USA/Canada) no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of its own you must request a triple and no child discounts will apply. Some hotels have floating rack rates that change daily. We will not accept any requests for a refund on the basis that our selling price was, on the day, close to or above the rack rate. Hotels in North America will only accept guests under the age of 21 years if accompanied by an adult.
4. TRADE FAIR RESERVATIONS
For some trade fairs our prices may be above rack rates. Should any fair dates change or new fair rates apply, we will notify you of such changes and invoice you at the revised rate. Such revised rates may be applied to all bookings, including those made prior to the fair change. You must therefore check with your client that they will pay the higher price and, if not, you should cancel or amend the dates. We may request full pre-payment which, if not received by the due date, will result in the automatic cancellation of the booking without further notice to you.
5. HOTEL CONFIRMATION (VOUCHERS)
You must provide your clients with their confirmation slip/voucher which must indicate that the room (with or without breakfast) is payable by Virgin Vacations (or another supplier if so advised in our confirmation) and includes the Virgin Vacations or other supplier booking reference number. All extras incurred by your clients must be paid directly to the hotel before their departure. We will not pay hotels for client's personal hotel charges. If we receive an invoice with your voucher and it is for more nights or services than you reserved, we will invoice you based on your voucher.
6. CANCELLATION POLICY
All cancellations, if not cancelled in time, are subject to cancellation fees advised upon booking confirmation. All bookings cancelled earlier 7 days or more prior to arrival are subject to a 1 night cancellation penalty. All Bookings within 7 days of check-in are non-refundable. Deposits are non-refundable. Bookings during trade fairs cannot be cancelled after you have reconfirmed, or after the cancellation deadline has passed, without incurring cancellation charges. We reserve the right to be indemnified by you in full against all loss, costs, damages, charges and expenses incurred by us as a result of any cancellation for any reason.
7. REFUNDS
Request for refunds must be submitted to Operator in writing no later than 21 days after end of service as reserved. The request must include the return of all issued documentation, including but not limited to airline tickets and vouchers, from all ticketed individuals. Requests for refunds after this period will not be reviewed. No refunds or exchanges will be made for any unused travel product or service. No refunds will be provided for lost, stolen or destroyed documents or tickets. No refunds will be provided for consumed travel products or services. All refunds are subject to the above provisions governing cancellations and changes, including applicable fees, and are further subject to any such fees or other charges imposed by third party suppliers. No refunds will be given if operator is charged for the travel product or service.
8. GUEST NAME CHANGES
Any change in the Guests name must be done before 7 days of check in date , any change request within 7 days of the check in date is not allowed.
1. The credit card holder must be one of the passengers traveling in this booking.
2. The travel agent must ensure that the cardholder has signed an authority for this transaction or hold the cardholders signature on file.
3. The travel agent making payment must have sighted the Credit Card.
4.Where there is a credit card chargeback arising from a dispute and the agent is unable to prove that these conditions have been met, the travel agent will be liable for such disputed amount.
- "You": means The User and Customer of this Website
- "Website": means hotels.virgin-vacations.com
USE OF THIS WEBSITE
Virgin Vacations presents this website with all due care and accuracy. The Operator will make every effort to ensure that the website remains available for use on a 24/7 basis, but does not accept responsibility for any downtime caused through any factor. Virgin Vacations warrants that in the event of such downtime, contact will be available by telephone, email or fax during office hours. Virgin Vacations makes known that all services booked through this website are supplied subject to the Terms and Conditions of the supplier of the service as well as Virgin Vacations' own terms and conditions. Virgin Vacations does not endorse or approve any materials found on the internet and shall not be liable in any way for such materials. You acknowledge that Virgin Vacations cannot monitor or control any content accessed via our site or via any link from our site to another. Virgin Vacations is not responsible for ensuring that the website is accurate or that it is secure and error or virus free. Virgin Vacations is not responsible or liable for the supply and/or maintenance of your IT equipment, or for the use of any software. You are financially responsible for all uses of our website by you and anyone using your password and login information including employees, contractors, Operator officers and any other agents acting for on your behalf. The Operator reserves the right to terminate or restrict your access to our website, refuse service, remove or edit content or cancel orders at any time without advance notice or liability. You will not use this website for any speculative, false or fraudulent reservations. Any information you send to this website is transmitted at the sole risk of the user.PRIVACY STATEMENT
At Virgin Vacations we have adopted the following privacy policy as part of our commitment to protect any personal information relating to:• You
• your client for whom you are booking
Which you may provide to us through this website or by any other means ("Personal Information"). Please note that this Privacy Policy does not apply to other websites linked through this website. Personal Information, which you choose to provide to other websites, will be subject to the privacy policies of those websites.
1. Virgin Vacations will not use or disclose Personal Information unless you have given your permission, except for the following purposes:
1.1 to keep you informed about Virgin Vacations and its services and about this website;
1.2 to assess, operate and improve this website and the services provided through it or in relation to it;
1.3 If Virgin Vacations is required to disclose such Personal Information by any applicable law, regulation or legal process.
2. Virgin Vacations will not sell, rent or trade your Personal Information to others unless you have given your permission. With your permission, Virgin Vacations will only share your Personal Information with carefully chosen, reputable and trustworthy third parties. Virgin Vacations will follow the relevant legal requirements and use all reasonable precautions to ensure that only responsible third parties see the Personal Information. However, Virgin Vacations is not responsible for any breach of security or any act or omission of third parties who receive your Personal Information.
In addition to the use of your Personal Information as described above, Virgin Vacations may also gather anonymous information which may be used by Virgin Vacations or shared with third parties. This is information which does not identify you, but which may be helpful for marketing purposes or for improving this website or the services provided through it.
USER'S OBLIGATIONS
The Terms and Conditions, Responsibilities and Obligations associated with use of this website are in direct association with our general Terms and Conditions which remain entirely valid for all website transactions, queries and information sources. All users acknowledge that the contents of this website and its associated Intellectual Property Rights remain the property of Virgin Vacations. The Operator does not permit any unauthorized use of any part of this website. All content included on this website including but not limited to data, content, graphics, sound, artwork and computer code is the property of the operator and is protected by International Copyright Laws. You should not rely on the absolute accuracy of this website without having made your own independent enquiries. If you are operating as a business when using this website, you must ensure that all employees, contractors, operator officers and any other agents acting for on your behalf are made fully aware of these terms and conditions pertaining to use of this website. You should authorize use of this website in accordance with the Terms of this Agreement. You must ensure that any Passwords and account details used by you and your employees are kept confidential. You must also agree to inform Virgin Vacations immediately if and when you become aware of any unauthorized use of this website by former or current employees. If you become aware of a breach in confidentiality, you must inform us in writing immediately. Before you use this website, you must agree to train yourself and/or your staff to use the site accurately and effectively. Travel Agents making a reservation warrant that each customer has been provided with and advised to review a copy of the information contained herein and that the customer fully understands that he/she is subject to these Terms and Conditions.OPERATOR RESPONSIBILITY
Virgin Vacations is not itself a carrier or hotelier, nor do we own aircraft, hotels or coaches. The Operator is an independent contractor. The services that the Operator supplies consist of arranging accommodation, tours, transfers, cruises, sightseeing programs, tours, flights making bookings and issuing vouchers to be redeemed by suppliers. We exercise every care in the selection of suppliers and service providers. It is important to note, therefore, that all bookings with Virgin Vacations are subject to the terms and conditions and limitations of liability imposed by such suppliers and service providers, some of which limit or exclude liability in respect of death, personal injury, delay and loss or damage of baggage. The Operator does not accept any liability of whatever nature for the acts, omissions or default whether negligent or otherwise, of those airlines, coach operators, shipping and cruise companies, hoteliers or other persons providing services in connection with tour arrangements pursuant to a contract between themselves and the consumer (which may be evidenced in writing by the issue of a ticket, voucher, coupon or the like) and over which The Operator has no direct and exclusive control. The Operator does not accept responsibility in contract or in tort (actionable wrong) for any injury, damage, loss, delay, additional expenses or inconvenience caused directly or indirectly by force major or other events which is beyond its control, or which are not preventable by reasonable diligence on the part of The Operator, including but not limited to war, civil disturbance, fire, flood, unusually severe weather, acts of God, acts of Government or any other authorities, accidents to, or failure of machinery or equipment, or industrial action (whether or not involving our employees and even though such actions may be settled by acceding to the demands of a labor group).CLIENT'S RESPONSIBILITY
1. It is your responsibility to advise Operator of any special requirements you or your client may have. Requests will be forwarded to the appropriate suppliers and cannot be guaranteed. The hotels, tourist facilities, airlines and other suppliers do not necessarily have the appropriate special services and equipment to accommodate persons with disabilities or special needs.2. No representation made by your Agent to you concerning the quality, location, or any other matter in relation to the services and facilities provided by The Operator shall bind The Operator unless your Agent has been expressly or impliedly authorized by us to make such a representation
FIT OPERATING PROCEDURES
1. MAKING BOOKINGS1.1 Bookings must be made using Hotels.Virgin Vacations.com Website.
1.2 From time to time hotels cannot accept confirmed bookings. We will always do our best to avoid that problem and where it happens seek to provide a suitable alternative. We are not able to guarantee in all cases that alternative accommodation booked will be of the same standard or in the same location.
1.3 We will always try your requested hotel first. If we cannot confirm it we will, whenever possible, confirm an alternative. It is your responsibility to cancel or amend such alternatives if you do not approve them. Failure to cancel an alternative that is not acceptable will result in cancellation charges. We will only confirm an alternative if your requested hotel is not available. We will not confirm an alternative if you have told us you will only accept your requested hotel.
1.4 We will not action any requests made over the phone.
1.5 Special requests to hotels such as non-smoking, adjoining or interconnecting rooms, will be passed on but cannot always be confirmed or guaranteed.
1.6 Disabled rooms usually have wheelchair access but do not necessarily include features for the seriously disabled.
1.7 We require at least one name for each room. We will not action any request for the USA or Canada, unless we have a surname and initial for each room at the time of the request.
1.8 When additional nights are required for bookings already confirmed to you, it is very important that you modify the original booking. If you do not follow this procedure, any resulting problems will be your responsibility.
1.9 Please be aware that hotels are under renovation from time to time. Hotels take all possible steps to limit disruption to their guests. We will not accept complaints, or requests for refunds, if a hotel is carrying out renovations whilst a guest is resident.
1.10 If we specifically advise of renovation work, dates may be provided but it is important to remember that these may be subject to change and we are not always notified. We will not, therefore, be held accountable for complaints concerning renovations that extend beyond the date originally advised.
1.11 In most hotels the normal earliest check in time is 14:00 but in some, especially in the USA, it is not until 15:00 or even 16:00.
1.12 We guarantee only the first night of a booking (apart from fairs or if otherwise advised at time of confirmation) and hotels can release rooms if the client has not arrived by 05.00 (local time).
1.13 Triple and quad rooms may consist of twin or double bed/s plus extra bed, or two double beds. In some hotels, all triple rooms are doubles with an extra bed. Most hotels do not have one full size bed for each guest in their triple or quad rooms.
1.14 In USA and Canada twin/double is the opposite of the European definition. Double or twin rooms may contain one bed. Passengers may request separate beds upon reservation, however, separate beds are not guaranteed. Triple and quad rooms usually contain two double beds. Most hotels cannot add additional beds to make a triple or quad but rollaway bed may be available for an additional charge.
1.15 Bookings must not be made with fictitious names for you to hold space. If you do not book with the correct name you may receive non-arrival charges.
1.16 This is a prepaid reservation the entire booking amount will be charged immediately from the client credit card.
2. RATES/PRICES
All prices shown are Net in United States dollars inclusive of all taxes. Hotel rates are based on selling to the leisure market. Should any guest on arrival be found to be a corporate client, the hotel has every right to waive the booking and charge the guest direct at the full rack rate. We cannot accept any responsibility if the client is not on a leisure trip, the hotel refuses to honor the booking and charges the client direct at rack rate. Reservation requests will be invoiced according to the price current at the time the booking is confirmed to you. Where exchange rate fluctuations occur of more than 2.5%, or any other increases in the price of services provided which are beyond the control of The Operator, then The Operator reserves the right to adjust prices accordingly, up to and including the day of departure of your itinerary, even though the balance of payment may have been made. Acceptance of this arrangement is a condition of booking.
Occasionally bookings may have a price confirmed which is higher than the rate displayed on the website at the time of booking. This is usually due to a hotel charging a supplement because of a difficult period. The rate on the booking confirmation will supersede the rate on the website. Trade fair prices shown in our tariff always supersede prices outside trade fairs. Certain periods (e.g., religious holidays, Easter, New Year, major sporting events and others) may attract high prices in some cities. These are not strictly trade fairs but during these periods our rates may be close to or even above rack, and they should be treated in the same way as trade fairs. Prices for twin or double rooms for sole occupancy, whether requested by you or confirmed as an alternative by us, will be given on our confirmation. Some hotels offer different rates (in singles for example) depending on the total number of guests staying. In some hotels no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of its own you must request a triple and no child discount will apply. If you book a bed for a child there will be charges where the tariff states Free, but where it also indicates this only applies when the child shares existing bedding (does not have its own bed). We will not honor any rate you claim we have given to you over the phone. If a hotel levies an energy surcharge or a resort fee the client must pay them directly to the hotel. If a hotel levies a local telephone service charge (to allow clients to make unlimited local calls from their room) it must be paid by the client when departing from the hotel. Any offers based on stay for a certain number of nights and pay for another number of nights do not apply during fair periods.
3. NON-EUROPEAN HOTELS
In the majority of non-European hotels, rates for triple and quad rooms apply to one room with two double beds. If an extra bed is required then an additional charge may be applied which should be paid directly to the hotel, as it may not be possible to reserve prior to check in. In many hotels (all hotels in USA/Canada) no additional bedding is provided for a child where the child is either free or at a reduced price and breakfast may be charged for the child on departure. If a child requires a bed of its own you must request a triple and no child discounts will apply. Some hotels have floating rack rates that change daily. We will not accept any requests for a refund on the basis that our selling price was, on the day, close to or above the rack rate. Hotels in North America will only accept guests under the age of 21 years if accompanied by an adult.
4. TRADE FAIR RESERVATIONS
For some trade fairs our prices may be above rack rates. Should any fair dates change or new fair rates apply, we will notify you of such changes and invoice you at the revised rate. Such revised rates may be applied to all bookings, including those made prior to the fair change. You must therefore check with your client that they will pay the higher price and, if not, you should cancel or amend the dates. We may request full pre-payment which, if not received by the due date, will result in the automatic cancellation of the booking without further notice to you.
5. HOTEL CONFIRMATION (VOUCHERS)
You must provide your clients with their confirmation slip/voucher which must indicate that the room (with or without breakfast) is payable by Virgin Vacations (or another supplier if so advised in our confirmation) and includes the Virgin Vacations or other supplier booking reference number. All extras incurred by your clients must be paid directly to the hotel before their departure. We will not pay hotels for client's personal hotel charges. If we receive an invoice with your voucher and it is for more nights or services than you reserved, we will invoice you based on your voucher.
6. CANCELLATION POLICY
All cancellations, if not cancelled in time, are subject to cancellation fees advised upon booking confirmation. All bookings cancelled earlier 7 days or more prior to arrival are subject to a 1 night cancellation penalty. All Bookings within 7 days of check-in are non-refundable. Deposits are non-refundable. Bookings during trade fairs cannot be cancelled after you have reconfirmed, or after the cancellation deadline has passed, without incurring cancellation charges. We reserve the right to be indemnified by you in full against all loss, costs, damages, charges and expenses incurred by us as a result of any cancellation for any reason.
7. REFUNDS
Request for refunds must be submitted to Operator in writing no later than 21 days after end of service as reserved. The request must include the return of all issued documentation, including but not limited to airline tickets and vouchers, from all ticketed individuals. Requests for refunds after this period will not be reviewed. No refunds or exchanges will be made for any unused travel product or service. No refunds will be provided for lost, stolen or destroyed documents or tickets. No refunds will be provided for consumed travel products or services. All refunds are subject to the above provisions governing cancellations and changes, including applicable fees, and are further subject to any such fees or other charges imposed by third party suppliers. No refunds will be given if operator is charged for the travel product or service.
8. GUEST NAME CHANGES
Any change in the Guests name must be done before 7 days of check in date , any change request within 7 days of the check in date is not allowed.
BOOKING TERMS AND CONDITIONS
Minimum payment of $200 non-refundable deposit is due immediately for bookings (outside 45days) made online otherwise within 7 days. Full payment for bookings (within 45 days) is due immediately for bookings made online otherwise 48 hours upon confirmation of all Services and Accommodation. If the Operator does not receive payments by the due date, bookings will be auto-cancelled without further notice to you.COSTS NOT INCLUDED IN PRICES SHOWN
Visa & passport costs, travel insurance, vaccination and medical expenses, excess baggage, phone calls, fax/email charges, beverages, items of a personal nature, tips and meals not mentioned on an itinerary.TERMS
to make a payment on this website with a credit card, the following conditions must be met:1. The credit card holder must be one of the passengers traveling in this booking.
2. The travel agent must ensure that the cardholder has signed an authority for this transaction or hold the cardholders signature on file.
3. The travel agent making payment must have sighted the Credit Card.
4.Where there is a credit card chargeback arising from a dispute and the agent is unable to prove that these conditions have been met, the travel agent will be liable for such disputed amount.
