Canadian Affair Booking Terms and Conditions
If you are paying the full balance of your holiday using a credit card there will be a 2-2.5% levy (dependent on credit card) applied to your booking. This will not apply to deposit payments.
Please read these terms and conditions carefully. Whether making a booking , over the telephone or online you agree to be bound by these Terms and Conditions.
In these Terms and Conditions:
'Canadian Affair', 'TASC', 'we', 'our' and 'us' mean The Airline Seat Company Limited;
'you' and 'your' mean any person contracting with us under these Terms and Conditions and any person booked to travel as a passenger on a flight pursuant to a booking; and
'booking' means a booking made for one or more flights and holiday which is accepted by us in accordance with these Terms and Conditions.
'departure' means the date of your first flight booked with us.
Your Financial Protection
The flights & holidays we sell in the United Kingdom are ATOL Protected by the Civil Aviation Authority ('CAA'). When you buy an ATOL protected flight you will receive a Confirmation Invoice from us confirming your arrangements and your protection under our Air Travel Organiser’s Licence number 3971. In the unlikely event of our insolvency, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you may have paid to us for an advance booking. For further information visit the ATOL website at www.atol.org.uk
Please also see the Important Notice to Passengers available at www.canadianaffair.com/termsandconditions
Our contact details
1. WHO YOUR CONTRACT AND BOOKING IS WITH AND WHEN IT IS EFFECTIVE
Our flights are operated for us by Air Transat, an airline licensed in accordance with Canadian law . The address of Air Transat is 5959 Côte-Vertu Blvd, Montreal, Quebec, H4S 2E6, Canada.
We will try to provide the aircraft type specified to you at the time of booking. However, we cannot guarantee any particular aircraft. We reserve the right to substitute a different aircraft type. This may be necessary for operational, safety or security reasons or because of unusual or unforeseen circumstances beyond our control. There may be occasions where it is necessary for us to temporarily supplement our services with aircraft operated by a different airline from the one advised to you at the time of booking. In such circumstances, we shall try to ensure that you receive the same level of service and baggage allowance advertised for your flight but we cannot guarantee that this will always be possible.
These Terms and Conditions should be read in conjunction with the Conditions of Carriage of our airline, which also apply to you. Their Conditions of Carriage available at www.airtransat.co.uk are incorporated in your contract with us and contain important provisions affecting you, including conditions which may be additional to those expressly set out in these Terms and Conditions. As with these Terms and Conditions, you should refer to them before booking your flight. Those Conditions of Carriage are also available upon written request to us
When your contract and booking with us will be effective: Your booking and contract with us will be effective once we have sent you a confirmation invoice by email or by post and we have received payment in full of the deposit or the total price (as applicable) for the flights you have requested. For details of when a deposit only is payable and when you must pay the full price for a flight at the time of booking please see section 2 below.
Confirmation invoices will be sent by email to the email address you have provided for all bookings made online and for other bookings where you have provided us with an email address at the time of booking. For bookings made over the telephone where you have not provided us with an email address confirmation invoices will be sent by post.
For parties of two and more, the person who makes the booking with us over the telephone or who submits the online booking form agrees to these terms and conditions and to make payment on behalf of all members of the party.
Once our contract with you is effective we are responsible for providing the flights shown on the confirmation invoice and you are responsible for paying for them, in each case subject to these Terms and Conditions.
Please note: It is important that you check your confirmation invoice carefully as soon as you receive it to make sure that it accurately reflects all details of the booking you have requested. This includes the names of those travelling which must be the same as their names as shown in their passports. If you notice any discrepancy, please contact us as soon as possible after receipt. If you do not do so and want to cancel or change your booking at a later date you may have to pay amendment or cancellation costs. These are detailed in section 6 below and could be as much as the cost of the whole flight. No changes or refunds are permitted on Instant Purchase bookings.
Insurance: We strongly recommend that our travel insurance is taken out at the time of booking as this will provide cover against cancellation in certain circumstances. Full terms of that insurance are available at www.canadianaffair.com/travelinsurance. If you do not take our travel insurance then it is your responsibility to take out other insurance with suitable cover against cancellation and other risks.
All Instant Purchase fares, holidays and all flights departing within 10 weeks of the date of departure must be paid for in full at the time of booking.
For other bookings the following provisions apply:
Deposit – Standard Purchase fares allow you to book a flight paying just a deposit of £100 per adult and child over 2 years of age in your party at the time of booking. Your confirmation invoice will show the final balance payable for your flights. Where you have agreed to pay your deposit by cheque we will only make your booking provisionally and that provisional booking will lapse automatically if we have not received and cleared your cheque for the full amount of the deposit within 5 working days of the date on which we took your telephone booking. Payment of your deposit by cheque is not permitted for online bookings.
Final Payment – The final balance as shown on your confirmation invoice must be received by us not later than ten weeks prior to your departure date (in cleared funds if it is paid by cheque). You may pay your final balance by cheque or by credit, charge or debit card whether you have booked online or over the phone. You are responsible for ensuring that payment reaches us in time. You must contact us directly or visit our website to make full payment as the final balance will not automatically be debited from the credit/charge/debit card you originally used to pay your deposit. Failure to make full payment on time will result in your booking being cancelled and deposit being lost. Final balance payment of Rocky Mountaineer Railtours, Cruise and Motorhome bookings is required between 14-12 weeks prior to departure; this will be advised at the time of booking.
Credit/charge card processing fee - All payments for flights (other than deposit payments) made by credit or charge card, will be subject to a 2%-2.5% processing fee. There is no credit/charge card processing fee for deposits and no processing fee for payments made by cheque or debit card.
Deposits for bookings with land arrangements: a 10% deposit is required on the total cost of any land arrangement in addition to the flight deposit. Some land arrangements require a larger deposit such as Cruise or Rocky Mountaineer and these will be advised at the time of booking. Land only bookings are subject to a £25 booking fee and pull payment is required at the time of booking.
3. LUGGAGE ALLOWANCES
Luggage Allowances and rules related to the carriage of baggage are set by the airline which carries you. The applicable allowances are stated on your Travel Itinerary or on our website. If you exceed the permitted luggage allowance any payments for excess baggage are your responsibility. For further information on baggage and excess charges please visit www.canadianaffair.com Frequently Asked Questions
4. TICKETING AND TRAVEL
Travel Documents: You will be sent a Travel Itinerary 4 weeks prior to departure.You must present this Travel Itinerary at check- in for all your flights in order to travel. It is your responsibility to let us know if you have not received your Travel Itinerary by post or email
A link to your Travel Itinerary will be sent by email to the email address you provided at the time of booking online or over the telephone. For bookings made over the telephone where you have not provided us with an email address your Travel Itinerary will be sent by post.
It is vital that you read your Travel Itinerary in full as soon as you receive it as it contains the most up to date flight details. Please note that these may have changed from the details on your original confirmation invoice.
If you book a flight within one week of your departure date a late booking fee will apply and you must collect your Travel Itinerary at the airport.
The name for each member of your party as shown in their passports must be the same as on the Travel Itinerary, otherwise they may not be permitted to travel. If any of your party changes their name after booking for example, after marriage, you must notify us immediately.
You must make sure that we have up-to-date contact details for you at all times: Please notify us immediately if you change your phone number, email address or other address. We shall not be responsible if your confirmation invoice or Travel Itinerary fails to reach you in time, for example, if you have failed to provide us with up to date contact information or because it has been blocked by any firewall, spam filter or other means of electronic protection or by reason of any other failure in transmission or failure of any document to reach you by post.
Reconfirmation of flights: Should you want to check on the day of departure that the flight is running on time, please call the airport locally. We recommend if you are staying longer than 3 weeks that you call the airport locally to check there have been no schedule changes to your flights.
5. LIMITATIONS OF LIABILITY
Our liability to you: We have taken reasonable and proper steps to ensure that arrangements have been made for the flights which are advertised on our website and in our brochure.
Our liability to you for delay, death or bodily injury, or delay or damage to your baggage during or as a result of, carriage by air is limited in accordance with international conventions which govern carriage by air. These international conventions include The Montreal Convention www.jus.vio.no/lm/air.carriage.unification.convention.montreal.1999/ (1999) and The Convention for the Unification of Certain Rules Relating to International Carriage by Air, www.jus.vio.no/lm/air.carriage.warsaw.convention.1929/toc.html signed at Warsaw, 12 October 1929 ('the Warsaw Convention"); and the Warsaw Convention as amended at The Hague on 28 September 1955, as amended by Additional Protocol No. 1 of Montreal (1975),as amended at The Hague and by Additional Protocol No. 2 of Montreal (1975), and as amended at The Hague and by Additional Protocol No.4 of Montreal (1975); and as supplemented by the Guadalajara Convention (1961) where applicable.
If we make any payment to you or any member of your party for any liability referred to above you and they must give us or our insurers the rights you or they may have to take action against the person or organisation responsible for causing such delay, death, bodily injury or damage and must co-operate fully with us in seeking recovery of any payment we make.
6. CHANGES/AMENDMENTS TO BOOKINGS BY YOU AND CANCELLATION BY YOU
Instant Purchase fares are non - refundable and no changes or amendments are permitted to bookings for them.
Where you cancel or make a change or amendment to any booking other than for an Instant Purchase fare the following provisions apply:
Cancellation: You must notify us of cancellation of a booking/part booking by letter sent by post or email to firstname.lastname@example.org . The following cancellation charges apply (and you agree to pay such charges), calculated from the date on which we receive notice of cancellation in accordance with this paragraph.
Cancellation charges for Rocky Mountaineer Trains, Cruises and some Tours differ to the above. See www.canadianaffair.com/termsandconditions for details. We reserve the right to change cancellation terms in line with supplier changes
Change in number of persons travelling: If your booking is for two or more people and one or more members of your party (but not all) cancel their flights, a cancellation fee as set out above is payable in respect of each flight cancelled. Where we have received notice of cancellation more than 70 days prior to the departure date, the overall price will be recalculated on the basis of the amended party size and we will send you a revised confirmation invoice. Where notice of cancellation is received within 70 days of the date of departure, you are liable to pay the full amount of the flight cost for the original party size and we will refund you the balance of the cancelled portion of the flights you have booked (if any) in accordance with the table above.
Other changes not permitted: Other changes such as changes to routes or dates of travel are not permitted. Neither you nor any member of your party is permitted to transfer your/their ticket or booking to anyone else.
7. CHANGES/AMENDMENTS TO BOOKINGS BY US AND CANCELLATION BY US AND OTHER LIMITATIONS OF LIABILITY
If we make a change to your booking: It is unlikely that we will have to make any changes to your travel arrangements. However we may sometimes make changes or cancel flights and we reserve the right to do so at any time.
Minor changes to your travel arrangements include (but are not limited to) change of carrier, change of aircraft type, interior layout or aircraft touchdown, alteration of your outward/return flight by less than 12 hours and any minor changes to your travel arrangements. You will not have any rights to cancel your flights or receive any compensation from us in respect of any minor changes to your flights (save where we are required to do so under applicable law or any Convention).
We also reserve the right in any circumstances to make any changes to or cancel your travel arrangements.
If we make a major change to your travel arrangements or cancel your flight, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative flights of comparable standard from us if available (we will refund any price difference if the alternative is of a lower value), or cancelling your booking and receiving a full refund of all monies paid.
You will not have any rights to receive compensation if we make a major change to your travel arrangements or cancel a flight for reasons beyond our control. Reasons beyond our control include (but are not limited to) war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions.
Our flights are operated by selected airlines such as Air Transat on Airbus A330 and A310 aircraft. We reserve the right to substitute alternative carriers, aircraft types and interior layouts to those set out above or otherwise. A change of carrier, aircraft type or interior layout will not give you any right to receive compensation or to cancel your booking except in accordance with our standard cancellation terms, see above. Changes of aircraft due to long delays or technical problems do not warrant compensation.
We reserve the right to alter the prices of any flights or products shown in our brochure or on our website. You will be advised of the current price of travel at the time of booking. Government action in the United Kingdom or abroad may require or permit us to collect additional taxes and surcharges at any time prior to commencement of travel.
Airport taxes and charges are shown on your confirmation invoice and they include the current UK Air Passenger Duty and the overseas airport taxes where they have to be collected in advance at the time of booking. Every attempt has been made to ensure details in our brochure and website are correct at the time of printing/display.
9. HEALTH MATTERS AND TRAVEL DOCUMENTS AND REQUIREMENTS AND OUR RIGHTS TO REFUSE TO CARRY YOU IN CERTAIN CIRCUMSTANCES
Health Matters: At the time of publication of these terms and conditions no compulsory vaccinations are necessary for British Citizens travelling to Canada. If you require any advice on recommended health precautions for Canada or any other destination you may be travelling to and/or you are not a British Citizen you should consult your doctor. The Department of Health publishes leaflets containing advice to travellers on health, and these are available free from your doctor or by telephoning 0300 123 1002. Additionally British travellers can get up to date information from the Foreign and Commonwealth Office at www.fco.gov.uk/knowbeforeyougo
Special Assistance: This is particularly important if you are pregnant, elderly or travelling with young children. If you have a disability or require any special assistance please advise us at the time of booking. If you do not tell us until after you have made your booking and subsequently are not eligible to travel with us, you may not be entitled to a refund or reimbursement.
Passport/Visa requirements: The information in this section 9 applies to British Citizens only. We believe that it is up to date at the time of publication but it is your responsibility to check current visa and entry requirements for Canada and any other countries you may be visiting. People other than British Citizens should check the visa and entry requirements that apply to them. Travel entry requirements to Canada may be checked with the Canadian High Commission on www.cic.gc.ca.
A full valid passport is required for travel to Canada (which must have at least six months left to run after your departure date). Children will also need their own passport.
Please Note: It is your responsibility to have a valid passport and the appropriate visa for your destination, and any visa for transit points if required. Should your travel to Canada also involve travel into the USA, you will need to check that your passport and visa requirements are met by the appropriate US authorities. All passengers entering the USA must complete the online Visa Waiver form by visiting https://esta.cbp.dhs.gov/ESTA - a fee is charged for this waiver form.
The airline on which you have booked may refuse to carry you and/or you may not be allowed entry into Canada if you do not meet the necessary passport/ visa or other entry requirements. We do not accept any responsibility if you fail to have the correct documents for travel or entry into Canada
We may decide to refuse to carry you if in our reasonable opinion carrying you would be in breach of any laws, regulations or orders in any country.
We and any airline with which you are booked reserve the right to refuse to allow you to check-in or board an aircraft if we consider your passport not to be valid or that it is unlikely to be in a suitable condition to be acceptable to the authorities. We employ a screening company at all our UK and Irish airports and if they recommend to us, we reserve the right to refuse travel. If you or any member of your party is refused check-in, boarding or travel for the reasons set out in this paragraph you will not be entitled to any compensation or to any refund of any monies paid to us.
If you are denied entry into any country, you will be responsible for paying any fine or charge assessed against us by the Government concerned and for the cost of transporting you from that country. The fare collected for carriage to the point of refusal or denied entry will not be refunded by us.
If we are required to pay any fine or penalty or to incur any expenditure by reason of your
Unfortunately there are occasions completely beyond our control when a flight is delayed. The airline will endeavour to provide light refreshment on a delay exceeding 3 hours, a meal at meal times if the delay is more than six hours, and accommodation if appropriate on a longer delay. We will not do this ourselves as such arrangements will be taken care of by the airline. If you have taken out our recommended travel insurance you should have cover against delays. Our handling policies for delays are the same for both UK and Canadian departure airports.
Under European Community law you have rights in some circumstances to assistance, refunds and/or compensation from the airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be publicised at applicable airports and should also be available from the airlines. We are not liable for such payments under European Community Law. If your airline does not comply with these rules you should complain to the Civil Aviation Authority (CAA) on 0207 240 6061 and at www.caa.co.uk
Missed Flights: Neither we nor any of our airlines accept responsibility for missed connections and we will not refund any costs incurred arising from a missed flight. We advise that Canadian Affair travel insurance only covers missed departures on the first outbound and first inbound flight. Should you not check in for your outbound/return flight, this is classed as a “no-show”; your outbound and return seat will be automatically cancelled with full loss of fare. We are a point to point carrier and are not responsible for any forward connecting arrangements.
13. OTHER APPLICABLE TERMS
Unaccompanied Minors: Air Transat has a VIP service for children between the ages of 8 and 11 years old who travel alone. The VIP service carries a charge of £65 in the uk and $100 in Canada (Subject to change) per flight segment and must be paid directly at the airport, in addition to their airfare. This service must be pre-booked at the time of booking the flight and there are procedures that must be followed at check-in and arrivals. You will be informed of these details at the time of booking. Passengers between the ages of 12 and 15 years old can travel alone as 'Youth Passengers' with Air Transat. Air Transat does not carry unaccompanied children under the age of 8.
Special requests: All special requests (such as meal types, seating request, etc) are on a request basis and are never guaranteed.
Passengers with disabilities and who may need extra help to book or to board or disembark from their flights or whilst on board the aircraft must let our sales consultants know at the time of booking and extra help and advice will be given.
Pre-selection of seats: We endeavour to deliver any pre-selected seats on the day of departure; however there are occasions (such as aircraft changes due to delays, unscheduled aircraft maintenance or aircraft type change) on which this is not possible. We will always try to match the seat requested and replace the seats in the same seating area and position (i.e window, aisle). Where the seating arrangements change for any reason we will not refund or offer compensation.
Complaints: We aim to provide the best service possible. However if you are not satisfied with your flight please let us know as soon as possible. Complaints must be made in writing within 1 month of your return date. If you have special needs which prevent you from writing to us, then where possible, we will accept details of the complaint over the telephone. However, before complaining please refer to these Terms and Conditions and in particular to Section 5 on Limitation of Liability.
Complaint case files will be closed strictly 30 days after the date of final written correspondence, once closed case files will not be re-negotiated or re-opened. We aim to resolve all complaints by ourselves but if this is not possible your complaint can be considered under a scheme arranged by the Association of British Travel Agents, and administered independently by the Chartered Association of Arbitrators. We will give you details of this scheme if requested. The scheme does not apply to claims over £25,000 in total or more than £5,000 a person, or to claims mainly about illness or injury. To use this scheme you must contact the Chartered Institute of Arbitrators within 12 months of your return date.
Updated 19 March 2012
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