01. Planning Fee
The Planning fee is a non-refundable planning and consultation fee that covers the time and expertise dedicated to designing and coordinating your trip. This includes research, itinerary development, supplier communications, booking support and a personalised travel planning service provided on your behalf.

02. Booking & Confirmation
a. A booking is confirmed once you pay the agreed deposit or full amount and we issue a confirmation invoice.
b. By making a payment, you (or the paying Party Leader) accept these Terms & Conditions on behalf of all travelers in your booking.

03. Contract Formation
a. A contract is legally binding when we process the deposit/full payment and send your confirmation invoice.
b. Should a supplier be unable to confirm services, we will inform you and either propose alternatives or request a refund on your behalf from the supplier.

04. Payment Terms
a. Deposit: Due upon booking to secure services.
b. Payment Methods:
i. Bank transfer
ii. Debit card
iii. Credit card (Visa/Mastercard/ Amex) — a 2–3% surcharge may apply to recover processing fees
c. By making any payment, you authorise Stephanie/your travel advisor to forward your credit card information to suppliers (e.g., airlines, hotels, ground agents) where required to complete bookings or secure services on your behalf.

05. Changes & Cancellations
a. Changes by you: Subject to supplier policies and may incur amendment fees.
b. Cancellation by you: Must be in writing. Charges are based on a sliding scale from the deposit up to 100%, depending on timing and supplier terms.
c. Cancellation by us: If we cancel before confirming services, you’ll receive a full refund of your payment. If a supplier forces cancellation after confirmation, we will assist in securing a suitable alternative or requesting a refund from the supplier, subject to their policies.

06. Travel Documentation
a. You must supply accurate passport and visa details promptly to fulfill supplier requirements.
b. We are not liable for supplier refusal to provide services if incorrect or incomplete information is supplied by you.

07. Insurance
a. Comprehensive travel insurance covering health, cancellation, repatriation, baggage, and personal liability is mandatory unless stated otherwise.
b. You must forward your insurance details prior to final payment or departure.

08. Liability & Force Majeure
a. We act as agent and/or organiser of supplier services. We are responsible for arranging services, but our liability is limited by supplier terms.
b. “Force Majeure”— events beyond our control (e.g., war, strikes, natural disasters, pandemics)—may disrupt travel. We cannot be held liable for delays or cancellations due to such events.

09. Complaints
a. Any complaint should be raised immediately to the supplier or our on‐trip support contact.
b. Written notice must follow within 28 days of the service end. Failure to do so may affect any compensation claim.

10. Data Sharing & Privacy
a. We collect, process, and, when necessary, share personal data (e.g., credit card, passport, dietary preferences) with suppliers to fulfill services.
b. Credit card details may be securely forwarded to suppliers for booking/payment purposes only.
c. We comply with UK GDPR. Our full Privacy Policy (including data retention and rights) is available on request.

11. General Limitation of Liability
a. The Travel Collective and Stephanie acts solely as an intermediary between you and third-party suppliers of travel services (including but not limited to airlines, hotels, ground transport providers, and tour operators). While we take care in recommending reputable suppliers, we do not own, control, or operate any of the services booked.
b. We shall not be held liable for any injury, loss, damage, delay, or irregularity arising from the acts, omissions, or defaults of any supplier or third party, or from any event beyond our reasonable control.
c. By booking through Stephanie and The Travel Collective, you acknowledge and accept that your contractual relationship for travel services is directly with the relevant supplier(s), and not with Stephanie and The Travel Collective personally.