Travel inquiry and booking terms

departuresXdean
An independent travel advisor of Personal Travel Management
Consumer Protection BC licence #2806 | TICO registration #50025786
#221-8678 Greenall Avenue, Burnaby, British Columbia, Canada V5J 3M6

These terms apply when you submit a travel enquiry, request a quotation, engage departuresXdean or Personal Travel Management to arrange travel services, or authorize a reservation or payment.

1. Your travel enquiry

Submitting an enquiry or traveller information form allows departuresXdean to research and prepare travel recommendations, quotations and proposed arrangements based on the information you provide.

Submitting an enquiry does not create a reservation and does not guarantee availability, space or pricing.

No travel service is considered confirmed until the applicable supplier has accepted the reservation and any required deposit or payment has been successfully processed.

2. Quotations, pricing and availability

Travel prices, promotions, availability, exchange rates and supplier conditions may change until a reservation is confirmed.

Before you authorize a purchase, you will be provided with the applicable travel details, including the services being purchased, travel dates, price and currency, known taxes and fees, payment requirements, cancellation and refund conditions, and other material terms or restrictions relevant to the booking.

Where a cost cannot reasonably be determined in advance, such as certain local taxes, resort fees, tourism levies, baggage charges, gratuities or other destination charges, this will be identified where known.

Professional planning, consultation, booking or service fees charged by departuresXdean or Personal Travel Management will be disclosed before they are incurred.

3. Supplier terms and conditions

Airlines, cruise lines, hotels, tour operators, transportation companies, destination management companies and other travel providers have their own terms and conditions.

Those supplier terms may include deposit and final-payment requirements, change fees, cancellation penalties, non-refundable amounts, minimum-stay requirements, fare or rate restrictions and other conditions.

Applicable supplier terms will be provided or made available before you authorize the corresponding booking. By authorizing a reservation, you acknowledge that the supplier's applicable terms and conditions form part of your travel arrangements.

Unless expressly stated otherwise on your invoice or confirmation, the travel services themselves are provided by independent travel suppliers.

4. Cancellations, changes and refunds

Cancellation, amendment and refund conditions vary according to the travel service and supplier.

Any applicable supplier penalties, non-refundable amounts and departuresXdean or Personal Travel Management service fees will be disclosed before booking.

Once travel has been confirmed, changes or cancellations may result in additional costs. Refund timing may depend on the supplier and method of payment.

Nothing in these terms limits any cancellation, refund or other consumer right available to you under applicable law.

5. Secure payment and payment-card information

For your security, do not enter payment-card numbers, expiry dates, security codes or other cardholder information into a general enquiry form or send them through ordinary email, SMS/text message, WhatsApp, social-media messaging or other unapproved communication channels.

Payment-card information must be provided only through the secure payment method authorized by departuresXdean, Personal Travel Management or the applicable travel supplier.

Where appropriate, you may receive a secure payment link or be directed to provide payment information directly to the travel supplier or an approved payment processor.

Payment-card information is processed using payment systems selected by Personal Travel Management and/or the applicable travel supplier. departuresXdean does not require payment-card information in this enquiry form.

If card information is accidentally sent through an unapproved channel, please do not resend it. You will be asked to provide the information again using the approved secure process, and the inadvertently received information will be handled in accordance with applicable security procedures.

Your submission of this enquiry form alone does not authorize a charge to your payment card. Payment authorization will be obtained separately when required.

6. Traveller names and booking information

You are responsible for reviewing quotations, itineraries, invoices and confirmations and advising us promptly of any errors.

Traveller names must normally appear exactly as shown on the identification or passport that will be used for travel. Please carefully verify spelling, dates of birth, travel dates, destinations, room or cabin arrangements and other booking details before authorizing payment.

Airlines and other suppliers may impose fees, fare differences or restrictions when information must be corrected after booking.

7. Passports, visas and entry requirements

Passport, visa, entry, transit, vaccination and other documentation requirements vary according to destination, citizenship, residency, itinerary and personal circumstances.

departuresXdean will provide general travel-document information and, where required, destination-specific information available at the time of booking. Travellers remain responsible for obtaining and carrying all documents required for their individual journey.

Entry into or transit through another country may be refused even when a traveller appears to possess the required documentation.

Travellers should also review current Government of Canada travel advice and destination entry requirements before departure. Requirements can change after a reservation is made.

8. Travel insurance

Travel can involve financial and medical risks that are not covered by supplier cancellation or refund policies.

We strongly recommend appropriate travel insurance, including emergency medical coverage and trip cancellation and interruption coverage, based on your personal circumstances and travel arrangements.

Where permitted and appropriate, departuresXdean can provide information or a quotation for travel insurance.

Travel insurance has eligibility requirements, exclusions, limitations and deadlines. It is your responsibility to review the policy carefully and ensure that the coverage meets your needs.

Where required by applicable regulation, your acceptance or decline of recommended travel insurance will be documented as part of the booking process.

9. Health, accessibility and special requirements

Please advise departuresXdean of relevant mobility, accessibility, dietary or other requirements that may affect the travel arrangements you are asking us to make.

Some travel experiences, destinations, vessels, accommodations and transportation services may have physical or operational limitations. We will make reasonable efforts to communicate requested arrangements to suppliers, but individual services remain subject to supplier confirmation and availability.

Medical advice should be obtained from a qualified medical professional.

10. Personal information and privacy

Information requested through this form is collected for reasonable purposes connected with providing travel-advisory services, including responding to your enquiry, researching and preparing recommendations, communicating with you, arranging authorized travel services and administering your travel file.

When necessary to provide requested services, relevant personal information may be shared with Personal Travel Management, travel suppliers, insurers, technology providers and other service providers involved in your arrangements, including organizations located outside Canada.

We collect and use personal information only for appropriate business purposes and in accordance with applicable privacy law and our privacy practices.

Information required solely to provide travel services will not automatically enrol you in unrelated marketing communications.

Please do not provide sensitive personal information unless it is reasonably required for your travel arrangements.

11. Travel disruptions and changes

Schedules, itineraries and travel services may be affected by weather, mechanical issues, labour disruptions, government actions, border restrictions, natural events, public-health measures or other circumstances.

If a disruption occurs, departuresXdean will make reasonable efforts to assist with available options. Any refund, credit, alternative arrangement or additional cost will be governed by the applicable supplier terms, insurance coverage and consumer law.

12. Client communications

Please provide accurate contact information and monitor communications relating to your trip.

Time-sensitive supplier deadlines may apply to deposits, final payments, ticketing, documentation, schedule changes and other travel arrangements. Failure to respond before a supplier deadline may result in a reservation being cancelled, changed or repriced.

13. Regulatory information

departuresXdean operates as an independent travel advisor of Personal Travel Management.

Personal Travel Management
#221-8678 Greenall Avenue
Burnaby, British Columbia V5J 3M6
Consumer Protection BC licence #2806
TICO registration #50025786

Travel transactions are subject to applicable federal and provincial consumer-protection legislation and the requirements of the jurisdiction applicable to the particular transaction.

14. Acceptance

By submitting the travel inquiry form, you confirm that:

you have reviewed these Travel Inquiry and Booking Terms;

the information you have provided is accurate to the best of your knowledge;

you consent to the collection, use and disclosure of the personal information reasonably necessary to respond to your enquiry and provide the travel services you request; and

you understand that submitting this enquiry does not itself constitute a confirmed travel booking or authorization to charge a payment card.

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Traveller information and responsibility

You are responsible for providing complete and accurate information reasonably required to arrange your travel, including each traveller's legal name as shown on the identification or passport that will be used for travel, date of birth where required, citizenship or nationality where relevant to entry requirements, and any other information necessary to complete the requested reservation.

Please review quotations, invoices, confirmations and travel documents promptly after receiving them. In particular, check traveller names, travel dates, departure and arrival points, flights, accommodation, room or cabin category and other material booking details, and advise departuresXdean promptly if anything appears incorrect.

Corrections made after a reservation has been confirmed or ticketed may be subject to supplier restrictions, change fees, fare differences or cancellation and rebooking requirements.

Travel documents, entry requirements and children travelling

Travel-document requirements vary according to destination, citizenship, residency, itinerary and transit points.

Where required by applicable regulation, departuresXdean or Personal Travel Management will provide information concerning passport, visa and other known entry or travel-document requirements based on the traveller information provided to us. Requirements may change after booking.

You remain responsible for obtaining and carrying the documents required for your journey and for ensuring that they remain valid for the applicable destinations and transit points.

Entry or transit may be refused by government authorities even where a traveller appears to possess the required documentation.

Children travelling internationally without one or more parents or persons with decision-making responsibility may require or benefit from additional documentation, including a consent letter and, depending on the circumstances and destination, custody, guardianship or other supporting documents. Travellers should verify the requirements applicable to their particular circumstances.

Special requests

Requests concerning bedding, adjoining or connecting rooms, dietary requirements, accessibility arrangements, seating, cabin location, celebrations and other preferences will be communicated to the applicable supplier where appropriate.

Unless expressly confirmed in writing by the supplier, a special request is a request only and cannot be guaranteed.

Please advise us before booking of any mobility, accessibility, dietary or other requirement that may materially affect the suitability of a proposed travel service.

Payment authorization and failed payments

A reservation is not confirmed merely because payment information has been submitted. Confirmation remains subject to supplier acceptance, availability and successful processing of any required deposit or payment.

If a payment is declined or cannot be processed, the reservation may remain unconfirmed, may be repriced or may be cancelled according to the applicable supplier's terms.

Payment-card information must be provided only through the approved secure payment method communicated to you. Do not send payment-card information through ordinary email, SMS/text message, WhatsApp, social-media messaging or an unsecured form.

If you believe a payment was unauthorized or incorrectly processed, please contact departuresXdean promptly so the matter can be reviewed. Nothing in these terms limits any chargeback, refund or other consumer right available under applicable law.

Pricing, currency and payment deadlines

Unless stated otherwise, prices and availability remain subject to change until the applicable supplier confirms the reservation and any required payment has been successfully processed.

The quotation or invoice will identify the applicable currency. Where payment is made in a different currency, your bank or payment-card issuer may apply its own exchange rate, foreign transaction fee or other charges. These charges are outside the control of departuresXdean and Personal Travel Management.

Deposit and final-payment requirements vary by supplier and booking. The applicable payment schedule will be disclosed before booking.

Failure to make a required payment by the supplier's deadline may result in cancellation of the reservation and the application of the supplier's cancellation conditions.

Nothing in this section overrides any statutory restriction on price increases or any consumer right provided by applicable law.

Cancellation and changes

Cancellation and amendment conditions vary according to supplier, fare, rate and travel service.

Before you authorize a reservation, applicable cancellation and change conditions, including known non-refundable amounts and departuresXdean or Personal Travel Management professional service fees, will be disclosed or made available to you.

Requests to cancel or change confirmed travel should be made to departuresXdean as soon as reasonably possible. A request is not considered completed until it has been communicated to and processed by the applicable supplier where required.

Supplier penalties, professional service fees, fare differences and other applicable costs may apply.

Nothing in these terms limits cancellation, refund or other rights available to you under applicable consumer-protection law.

Events outside reasonable control

Travel may be affected by circumstances outside the reasonable control of departuresXdean or Personal Travel Management, including severe weather, natural disasters, epidemics or pandemics, government actions, border or entry restrictions, labour disruptions, civil disturbances, security events, transportation interruptions, mechanical problems or other events affecting a supplier's ability to provide the contracted travel service.

Where such an event affects a booking, we will make reasonable efforts to assist you in understanding and pursuing the options made available by the applicable supplier.

Refunds, credits, rebooking options and additional costs will depend on applicable law, supplier terms and any available travel-insurance coverage.

departuresXdean and Personal Travel Management do not guarantee that a particular supplier will operate a service as originally scheduled. Nothing in these terms excludes or limits a responsibility or consumer right that cannot lawfully be excluded or limited.

Booking on behalf of other travellers

If you make travel arrangements on behalf of another traveller, you confirm that you are authorized to provide the information reasonably required to arrange their travel and to communicate booking information and applicable terms to them.

Each traveller remains responsible for complying with passport, visa, entry, health, documentation and other requirements applicable to them.

Where separate regulatory disclosure or acceptance is required from an individual traveller, departuresXdean or Personal Travel Management may communicate with that traveller directly.

Electronic communications

You agree that booking information, quotations, invoices, confirmations, supplier terms, notices and other travel-related communications may be provided electronically, including by email and approved travel-management platforms.

You are responsible for providing accurate contact information and for monitoring communications relating to your travel, particularly when supplier deadlines or schedule changes may apply.

Severability and applicable law

If a provision of these terms is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

These terms do not waive or restrict any right, benefit, remedy or protection that cannot lawfully be waived under applicable federal or provincial law.

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