Avantra Travel – Terms and Conditions

Welcome to Avantra Travel! By booking with us, you agree to the following terms and conditions.

We understand that plans can change, and we strive to offer flexible options where possible. However, to protect both our clients and the agency, the following cancellation and refund policies apply:

Payment Methods:

1. Bank Transfers:

• Bank transfers are accepted for payment. Please ensure that all transfer details (including your booking reference) are provided to us in order to confirm your payment.

• Bank transfer payments must be received within 3 business days of booking to confirm your reservation.

2. Debit & Credit Cards:

• Payments can be made via debit or credit card through our secure payment gateway. We accept Visa, MasterCard, American Express, and Discover.

• All card payments are processed via Square or our website, and a 2.9% processing fee will be added to each transaction.

3. Square Payment App:

• For your convenience, you can also pay through Square, either via the Square payment link sent to your email or through the Square app.

• Payments made through Square will incur the same 2.9% processing fee as card payments on our website.

Payment Schedule:

• A 30% deposit is required at the time of booking to confirm your reservation.

• The remaining balance is due 45 days before departure. If booking within 30 days of departure, full payment is required at the time of booking.

• Late payments may result in cancellation of the booking and a penalty fee, as outlined in our cancellation policy.

Payment Confirmation:

• Once your payment is received, you will receive a payment confirmation receipt.

• Your booking will only be confirmed once the payment has been processed and confirmed by us.

Security & Privacy:

• All transactions are processed through Square’s secure payment gateway, ensuring that your information is kept confidential and protected.

• We do not store your card information on our servers. All data is processed through trusted third-party systems.

Cancellation Policy:

1. Cancellations made more than 60 days before departure:

• Full refund of any payments made, minus a 5% administrative fee and any non-refundable deposits or services already paid to suppliers (e.g., airlines, hotels).

2. Cancellations made between 30 to 60 days before departure:

• A 50% refund of the total trip cost, minus non-refundable deposits and fees paid to third parties (e.g., airlines, hotels).

3. Cancellations made within 30 days of departure:

• No refund will be issued for cancellations made within 30 days of departure, as bookings are typically finalized with suppliers and are non-refundable at this point.

4. Cancellations made within 14 days of departure:

• 100% cancellation penalty will apply, and no refunds will be issued.

5. Non-refundable deposits are required for some special offers or discounted packages, and these amounts will be clearly indicated at the time of booking.

Refund Policy:

1. Approved refunds will be processed within 14 business days after cancellation confirmation.

• Refunds will be issued to the original payment method (credit card, bank transfer, etc.), subject to any supplier terms and conditions.

2. In the event of a refund being due, bank fees, airline charges, or any supplier-imposed fees will be deducted from the refund amount.

**3. For no-shows or clients who do not arrive at their scheduled departure (without prior notice), no refunds will be issued for any portion of the trip or services.

Force Majeure:

In the case of circumstances beyond our control, such as natural disasters, political unrest, travel bans, or pandemics, Avantra Travel will provide the following options:

• Flexible travel credits for future bookings, or

• Refunds (minus any supplier or airline charges, and only if the tour/trip has not commenced).

In such cases, Avantra Travel will make reasonable efforts to accommodate the client’s needs and reschedule travel, though airline and bank charges will still apply.

Partial Cancellation / Changes to Booking:

1. Changes made more than 30 days before departure:

• A change fee of $50 per person will apply, in addition to any fees charged by suppliers for changes (e.g., airline change fees, hotel adjustments).

2. Changes made within 30 days of departure:

• Changes are subject to availability and may not be possible within this time frame. If changes are made, clients may incur penalties and additional charges from airlines, hotels, and other service providers.

3. If the traveler is part of a group tour, changes or cancellations may be subject to group size minimums or the group leader’s decisions, as some services and itineraries cannot be adjusted without affecting the entire group.

No Refund for Unused Services:

Please note that unused services (e.g., missed flights, hotel nights, excursions, etc.) are non-refundable once the trip has commenced.

Travel Insurance:

For maximum protection, we recommend purchasing travel insurance at the time of booking. Travel insurance can cover you in the event of unforeseen circumstances, medical emergencies, trip cancellations, and more.

Policy Acknowledgment:

By booking with Avantra Travel, you agree to these cancellation and refund terms. You also acknowledge that you have been offered the option to purchase travel insurance to protect your booking.