TERMS AND CONDITIONS

last revised Jan-2025

1.    CONTRACT

Our bookings are tailored to your requirements and so bookings are subject to availability. 
Before a booking is confirmed, you will be asked to confirm that you are happy with the itinerary and the proposal. You will be responsible for verifying everything on your documents is accurate and complete, including dates of travel, options selected, and that each names matches the relevant passport. OBT cannot accept responsibility if we are not notified of inaccuracies. Where this is not done and there is an unreasonable delay in notifying any apparent discrepancies in the confirmed arrangements, you will be responsible for any additional charges that may arise as a result of alterations that have to be made to the booking. 
A binding contract between us and you (the lead name on the booking) is only formed when we issue you with our booking confirmation after having received payment from you, in cleared funds, of either the required deposit or the full price of your vacation (depending on when the booking is made relative to the intended departure date). By making the booking you accept that you have the authority to bind all members of your party to these terms and conditions of booking and you take responsibility as the lead name on the booking to make payment and to receive documentation on behalf of your party. 

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2.    PRICE AND PAYMENT

Prices are quoted in US Dollars based on the daily currency exchange rates current at the time of quotation.
In accordance with applicable legal provisions, prices may increase in case of exchange rate fluctuations, fuel surcharges or the emergence of additional costs until the receipt of your final payment.

We offer payment options through direct transfer with Venmo & Zelle for initial non-refundable security deposit payment, ACH Payment and credit card payment.

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Payment Terms and Booking Procedure:

• Payment 1 – Initial Trip Development Fee: to initiate the process of designing a customized trip, the client is required to pay a non-refundable trip development fee, which will be deducted toward the total trip cost. Please note that this fee does not apply to group journeys.

• Payment 2 – Deposit: Upon the client's approval of the final customized itinerary, a non-refundable deposit equal to 30% of the total trip is required to confirm and proceed with the booking arrangements.

• Payment 3 – Final payment: The remaining balance is due on or before 90 days prior to the departure date. 

If the booking is made less than 90 days before departure, the full trip shall be payable upon booking.

Please note that for group journeys, the payment plan may differ slightly and will be clearly displayed at the time of booking.

• Late Payment: Should any outstanding balance persist beyond 90 days before the scheduled departure date, subsequent to the payment of the second installment, we reserve the right to retain travel documentation and regard your booking as canceled. A 10% late fee will be applied to the final payment if overdue. 

• Cancellation Charges: In such circumstances, cancellation charges will be applied as outlined in Section 7 below.​

In all cases, a booking will not be confirmed until we are in receipt of cleared funds. 

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Inclusions and Exclusions:
The pricing stated in the final customized itinerary encompasses all the features and services as specified in the booking. Excluded from this booking are the following:

• Meals (unless explicitly listed in your travel itinerary).Personal expenses, which encompass expenses such as beverages, tips, and other personal incidentals.

• Cancellation and repatriation insurance.

• All-risks coverage.

• Accommodation city tax: France imposes an accommodation city tax per person per night, the specific amount of which may vary depending on the region. Please note that this tax, while generally inexpensive, is not included in your package and will be your responsibility.

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Additionally, any optional suggestions or activities not explicitly mentioned in your trip itinerary can be arranged upon request and will incur additional charges. 

• Lunch and dinner reservations (unless otherwise specified in the itinerary). This service covers securing your table at selected restaurants and does not cover the meals and drinks. 

• Transportation to/from the restaurant (unless specifically mentioned in the itinerary).

• Suggested options outlined in your itinerary

Airport Arrival and Delays:
Your personal driver will be present at the airport to await your arrival as per your scheduled itinerary. However, in the event that your flight experiences a delay exceeding the complimentary waiting time provided by the driver, you may be subject to extra charges payable directly to your personal driver.

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Extra Visits During Pre-Scheduled Tours:
If you choose to include an extra visit or activity during your pre-scheduled tour with your personal driver, it is important to note that the associated expenses will be your responsibility. We do not assume liability for any incidents or issues that may arise during such additional visits or activities.

 

3.    INSURANCE

Travel Insurance Requirement:
As an essential condition of booking with OBT, it is highly recommended that you procure a comprehensive travel insurance policy that provides coverage before, during, and after your trip. OBT shall bear no responsibility for any expenses incurred by you or any member of your party, whether occurring prior to, during, or after your trip, resulting from the acquisition of inadequate or insufficient travel insurance.

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Absence of Included Insurance:
Please note that the price of the services does not encompass any insurance coverage. It is incumbent upon you to secure appropriate insurance separately.

Hazardous Activities:
Your trip may encompass activities that insurance providers categorize as hazardous. These activities can include, but are not limited to, sports such as skiing, water sports, horse riding, mountain biking, and climbing. It is your responsibility to consult with your insurance provider and ensure that your insurance policy encompasses all activities specified in your itinerary, which may necessitate an additional premium for hazardous activities as mandated by your insurer. OBT shall not assume liability for any personal injuries or fatalities arising from such activities.

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4.    PASSPORTS, VISAS AND HEALTH FORMALITIES

Travel Document and Visa Responsibility:
For U.S. citizens, it is imperative that you possess a valid passport with an expiration date of at least six months beyond your travel date. Ensuring that you and your travel party obtain and hold all requisite travel documents and visas before your intended travel is your sole responsibility.

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ETIAS Registration Requirement (Starting in 2024):
Commencing in 2024, U.S. citizens planning to travel to France will be obligated to register with ETIAS (European Travel Information and Authorization System). It is important to note that ETIAS is not a visa but rather a travel authorization applicable to visa-exempt non-EU citizens, including Americans. To fulfill this requirement, you must submit an ETIAS application online at www.etiasfrance.com prior to your trip. The ETIAS authorization is specifically linked to your passport number and is non-transferable. It holds a validity period of three years. Please be advised that our services do not encompass the provision of travel authorizations necessary for the countries you intend to visit. You are personally responsible for obtaining any requisite permits before your departure.

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Health, Documentation, and Special Needs Responsibilities:
It is incumbent upon you to ensure that both you and all individuals within your travel party can adhere to all health-related requirements for the intended destination. Please be advised that we shall not assume liability in the event that you, or any member of your party, encounter denial of entry onto any mode of transportation, visa-related issues, or access to any country due to your/their failure to possess the requisite documentation or comply with pertinent health requirements.

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Accessibility and Special Requirements:
Not all travel experiences and activities may be suitable for individuals with disabilities, reduced mobility, or medical conditions. Should you or any member of your party possess a disability, reduced mobility, or medical condition, it is of paramount importance that you disclose this information to us before confirming your booking. This disclosure will allow us to ascertain the suitability and safety of the travel experience you seek and facilitate the necessary arrangements to ensure your safety and comfort throughout your journey. All health and mobility information shall be treated in strict accordance with our Privacy Policy and will solely be utilized for advisory purposes related to your booking and for conveying pertinent information to the suppliers of your travel experience.

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Age Restrictions:
On certain occasions, specific trips or activities may stipulate minimum or maximum age requirements. Such requirements are typically imposed for safety and insurance considerations. When applicable, we may request information regarding the ages of the members of your party to confirm the appropriateness of the trip or activity in question.

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5.    INFORMATION

Whilst we make every effort to ensure that the information on our website is accurate and not misleading, it may have been published many months before your travel experience takes place and may be subject to change. We reserve the right to make changes to the website and any information it contains at any time. We will confirm all details of your experience in your booking confirmation. 

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6.    AMENDMENT, TRANSFERS AND CANCELLATION BY YOU

Modification of Travel Arrangements:
In the event that you wish to make alterations to your confirmed booking after our issuance of the booking confirmation, we will make every reasonable effort to assist you in accommodating these changes. However, it is important to note that, with the exception of the provisions for transfer outlined in the subsequent section, we cannot guarantee that modifications will always be feasible. 

Requests for any changes to your booking must be submitted in writing to:  stephanie@ospreybt.com by the individual who initiated the booking process. You may also be required to remit a service charge fee, the amount of which will be determined by the extent of effort necessitated to effectuate the requested amendments, in addition to any costs incurred by us in facilitating these modifications. Changes made close to departure may incur higher fees or be non-refundable. 

In the event that we are unable to implement the requested alterations, and you subsequently decide to cancel, we may stipulate cancellation charges as detailed in Section 6(c) below.

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Transfers
You may transfer your booking to another person who satisfies all the conditions applicable to your travel contract.  To facilitate such a transfer, we must receive written notice from you at least seven days in advance. Any supplementary fees, charges, or expenses associated with the transfer will be communicated to you before we proceed with it. Additionally, an amendment fee of $500 will be applied 
for any booking transfer. Both you and the recipient of the transferred booking shall share joint responsibility for settling the outstanding balance and any associated fees, charges, or expenses.

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Cancellation
You, or any member of your party, may cancel your travel arrangements at any time before the start of the package. The cancellation will take effect from the date that we receive written notification of cancellation from you. We will accept notification of cancellation by email, on the understanding that you agree and accept that where you are shown as the sender of the email, we will be entitled to assume that such email has been sent by you. 
Cancellations may incur cancellation charges depending on how much notice you give us prior to the departure date. Cancellation charges represent our reasonable costs of terminating your contract based on the time of termination of the contract before the start of the package and the expected cost savings and income from alternative deployment of the travel services where available. 

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Cancellation Policy:

• Initial Trip Development Fee: the fee is non-refundable under all circumstances. 

• Cancellation 91 days prior to departure or more: Trip development fee and Payment 2 (30% deposit) are non-refundable.

• Cancellation between 90 and 61 days prior to departure: Trip development fee and 50% of the total trip cost are non-refundable. 

• Cancellation 60 days prior to departure or less: 100% of the total trip cost is non-refundable.

Cancellation charges for your trip can be confirmed to you on request at any time including before booking. Please ask for confirmation of the amount of any cancellation charge before cancellation. 

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7.    AMENDMENTS AND CANCELLATION BY US

Amendments before departure
We may have to make amendments to your proposed trip and may do this at any time and we will advise you of any changes that affect your booking before confirming reservation. 
The following are examples of potential reasons for amendments, though they are not exhaustive:

• Availability Issues: Transportation, activities, and hotel room availability may change and no longer be accessible on the booking date.

• Pricing Adjustments: Changes in pricing, including seasonal rates and special offers, may necessitate modifications to ensure optimal value for clients.

• Legal and Regulatory Modifications: Alterations in local laws, regulations, or travel restrictions may impact travel arrangements, mandating adjustments to align with new legal requirements.

Occasionally, it is necessary for us to make changes after your booking has been confirmed. We are entitled to make minor changes to your booking provided that we inform you. We will always offer you a substitute package at the same quality level of experience. 

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Cancellation by us
Although we sincerely hope that it will not be necessary to cancel your travel plans, in the case of group journeys, we reserve the right to cancel the trip at any time prior to the start date if the operator determines that the number of participants is insufficient to operate the trip. In such a case, all trip fees paid by the guest at the time of cancellation will be fully refunded as soon as possible after the decision to cancel has been made. However, we are not liable for any additional costs, losses, damages, delays, inconveniences, disappointments, or expenses incurred by the guest, including but not limited to non-refundable flight tickets or other travel arrangements.

In addition, there may be rare instances where such action becomes unavoidable, and we retain the right to take this step. In such cases, our commitment is to diligently provide you with alternative arrangements of equal or superior quality. In the event that only a lower-quality alternative can be presented, we will extend a suitable price reduction.
However, should we be unable to offer you a viable alternative, we will promptly refund the entire cost of the trip to you, with the exception of the non-refundable $1,000 initial installment fee. It's important to note that this exclusion does not apply in cases categorized as "Extraordinary Circumstances." For more comprehensive information, please consult the section below for additional details.

Unavoidable and Extraordinary Circumstances
We shall not be held liable for any expenses incurred as a result of trip cancellation due to extraordinary circumstances.
Extraordinary circumstances, which are defined as situations beyond the control of either party and for which the consequences could not have been mitigated even with the application of reasonable measures by that party, are typically inclusive of but not restricted to:

• War or the threat of war.

• Closure of airports or airspace, along with other air traffic management decisions that may lead to prolonged or overnight flight delays or cancellations.

• Serious security issues such as riots, civil unrest, or political instability-related disturbances, whether actual or anticipated, as well as terrorist activities.

• Strikes or industrial disputes.

• Technical or maintenance problems affecting transportation, machinery, or equipment.

• Power outages.

• Substantial risks to public health, such as outbreaks of severe diseases at the travel destination.

• Natural or nuclear disasters.

• Fires, floods, droughts, earthquakes, or adverse weather conditions, whether actual or anticipated.

• Travel advisories issued by the Foreign & Commonwealth Office, cautioning against travel to a specific destination.

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8.    PERFORMANCE OF PACKAGE

We are responsible for ensuring the proper execution of the travel services outlined in the package travel agreement.
If you encounter any discrepancies in the delivery of your package travel services after the commencement of your trip, it is imperative that you promptly notify us. We are committed to rectifying any such discrepancies within a reasonable timeframe as per your request, except in cases where it is deemed impossible or would result in disproportionate expenses. 

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9.    FLIGHTS

We are not responsible for organizing your international flight bookings. Our services may include arranging domestic flights within France, depending on the final itinerary agreed upon. While we reserve the right not to provide this service directly, we will be happy to assist you in booking the necessary domestic flight tickets.
We kindly request that you take the necessary measures to ensure the validity of all your travel documents, including passports, visas, and insurance. Additionally, please make certain that you arrive at the airport with ample time for check-in procedures. It may also be advisable to reconfirm your flight directly with the airline prior to your departure since carriers sometimes change the departure time of domestic flights at short notice. We accept no liability for the consequences of flights missed due to the passenger’s failure to reconfirm or check emails for notification of flight time changes. 

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APPLICABLE TO FLIGHTS AND TRAIN TRANSPORTATION
In the event of a cancellation, modification, or significant delay of a flight or train, our agency will not be held responsible for any resulting consequences affecting other reserved services (transfers, accommodations, tours, etc.). We strongly recommend that the client purchase travel insurance to cover any additional costs arising from flight or train cancellations or changes.

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10.    COMPLAINTS

If you encounter any issues or discrepancies during your journey, we kindly request that you promptly notify the relevant service provider (e.g., your hotelier). They will make every effort to address and resolve the matter promptly. Should your concern remain unresolved at the local level, please don't hesitate to contact us at stephanie@ospreybt.com. We are committed to addressing the issue and arranging any necessary alternative solutions. In the event that the problem persists even after your return, please reach out to us at stephanie@ospreybt.com, providing your booking reference and pertinent details. It's important to note that adherence to this procedure is essential, as it enables us to investigate and rectify your complaint in a timely manner, thus safeguarding your rights under the terms of this contract.

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11.    SPECIAL REQUESTS

While we will make reasonable efforts to accommodate any special requests we receive, including but not limited to dietary restrictions and specific room preferences, and will transmit these requests to the relevant service provider, we cannot provide an assurance of absolute fulfillment of these requests. Therefore, we shall not be held responsible for any losses incurred in the event that such requests cannot be accommodated.

Hotels, Accommodations & Transportation
OBT cannot control or guarantee check-in times. In most cases, check-in time is 3:00pm but this may vary. If an early check0in is required, an extra night will need to be reserved and billed at the prevailing rate. 

Baggage allowance
When using our Meet & Greet services, each person is typically allowed up to two pieces of luggage. Please let us know in advance if you plan to exceed the standard allowance of one carry-on and one checked bag, as this information will also assist us in arranging the appropriate type of vehicles for your private transfers. 

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12.    EXCURSIONS & ACTIVITIES

When pre-booked excursions and/or activities are included in the trip's price and are outlined in our booking confirmation, they are considered integral components of the package contract with us. We commit to exercising reasonable skill and care in the selection of suppliers who offer these excursions and activities as part of your contract.
However, any excursions and/or activities that you opt to purchase from a local supplier or third party after your trip has commenced will not be considered part of your contract with us. Your contract for such excursions/activities will be established with the respective supplier or third party, subject to their terms and conditions. We assume no liability whatsoever for the performance of these excursions or activities.

13.    DOCUMENTATION

We will send your final travel documents no later than 2 weeks prior to departure by e-mail. Once documents leave our offices, we will not be responsible for their loss unless such loss is due to our negligence. If tickets or other documents need to be reissued all costs must be paid by you. 

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14.    SERVICES INQUIRIES DURING THE VACATION

Any issue related to service or components of the itinerary must be addressed locally to the local provider of service (hotel, chauffeur, guide, etc…) to allow for immediate resolution. 

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15.    HOLIDAYS 

During local or national holidays or special events, peak seasons, on Sundays, Mondays, and during religious occasions, certain facilities such as museums, churches, restaurants, sightseeing tours, hotels, and shopping, may be limited or not available. Alternatives will be offered whenever possible. OBT cannot be held responsible for any closures, necessary itinerary changes, or curtails for any reason. 

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16.    DATA PROTECTION

To facilitate the processing and execution of your booking, we will request specific personal information from you. This may encompass details such as your name, address, email address, telephone number, 
as well as information about fellow travelers within your group. Additionally, we may inquire about any unique needs, health conditions, medical considerations, mobility constraints, or dietary preferences you may have.
To ensure that your vacation aligns with your disclosed requirements, including instances like medical conditions or reduced mobility, we or the providers of your travel arrangements may necessitate further particulars. We will seek your explicit consent to collect and share this information as deemed necessary with the suppliers of your travel arrangements to fulfill your booking.
For the fulfillment of your contract, we may transmit the personal information you provide us (inclusive of health and mobility data as previously described) to relevant suppliers involved in your travel arrangements, such as hotels and transportation companies.
Furthermore, in the interest of processing and executing your contract, your personal information may also be disclosed to public authorities like customs and immigration, security personnel, credit verification entities, credit and debit card companies, as well as government and enforcement agencies, as mandated by them to meet our obligations for your booking or in accordance with legal requirements. 

In the interest of security, your personal information may also be shared with the police or other law enforcement or crime prevention agencies.

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17.    JURIDISCTION

This contract is governed by US law and is subject to the jurisdiction of the US courts. 

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18.    CONTACT US

Our standard business hours are Monday through Friday, from 9:00 AM to 5:00 PM Pacific Time (PCT). You can contact us at our office phone number: US: +1-714-299-6535. For email communication, please utilize the address travel@ospreybt.com.
Once your trip is underway, we suggest getting in touch with us through WhatsApp at +1-714-299-6535 for a quicker response.