FLY CLOUD TRIPS TERMS & CONDITIONS
Thank you for considering FLY CLOUD TRIPS for your travel experience. It's important to review and understand the following terms and conditions before finalizing your booking. By booking a trip with us, you acknowledge that you have read, understood, and agreed to the terms outlined herein.
1. Booking Contract:
All bookings are made with FLY CLOUD TRIPS LLC, referred to as "FCT," "we," or "us". By booking a trip, you agree to abide by these terms and conditions, constituting a legally binding agreement between you and FLY CLOUD TRIPS.
2. Responsibility:
FLY CLOUD TRIPS acts as an independent contractor for all service suppliers involved in your trip. We do not own or control these suppliers and are not liable for their actions. Suppliers' terms and conditions, as well as local laws, apply to their services.
3. Validity & Pricing:
Trip prices are based on various factors and are subject to change due to inflation or other factors. We reserve the right to correct pricing errors and inform you of any changes before confirming your booking.
4. Traveler Information:
Providing accurate traveler details, including medical conditions, is essential for confirming travel arrangements. Failure to provide requested information may result in late fees or cancellation.
5. Fitness for Trip, Medical Conditions & Special Requirements:
You confirm that you are fit to participate in the trip and have consulted a physician regarding any medical conditions. It's your responsibility to bring necessary medications and inform us of any special needs.
6. Booking Confirmation:
Your booking is confirmed upon receipt of a confirmation email. Final payment is due according to the payment schedule outlined in your booking confirmation.
7. Waitlist:
If a trip is full, you may join the waitlist. If a spot becomes available, you'll have 24 hours to accept and pay the deposit.
8. Deposit Requirements:
A non-refundable deposit is required to initiate the booking process. The deposit amount varies by trip and is outlined on the trip booking page.
9. Payment Schedule & Requirements:
Payment must be made according to the specified schedule. Failure to make payments may result in cancellation and imposition of cancellation fees.
10. Chargeback Policy:
By accepting these terms or booking a trip with us, you acknowledge that chargebacks are not an appropriate means to circumvent our cancellation and refund policy. We will actively challenge any chargeback requests, citing this agreement as evidence of your acceptance of our cancellation and refund terms. Additionally, we reserve the right to report fraudulent chargebacks to the relevant authorities.
In the event that we successfully refute a chargeback initiated by you, you agree to compensate us for our legal fees, time, expenses, and any damages incurred as a result of the chargeback dispute.
11. Cancellation Policy:
Cancellation of your trip must be communicated to us in writing via email to support@flycloudtrips.com. Cancellations made through any other means, such as social media comments, will not be considered valid.
Cancellation fees are based on the date we receive your written confirmation and are outlined below. Please note that certain itineraries may have specific cancellation rules, which will be detailed in the Trip Notes and Booking instructions.
- 61 days or more before departure: Deposit is non-refundable and issued as “Travel Credit” on your account for future use.
- 60-31 days before departure: 50% of the trip cost is non-refundable. Any additional amount paid will be refunded or issued as travel credit.
- 30 days or less before departure: No refund possible.
By agreeing to our terms and conditions, you acknowledge that transactions are conducted in US Dollars. Any refunds or credits issued will be in US Dollars, and we are not liable for fluctuations in exchange rates. This ensures that the refund amount matches the original payment amount in US Dollars.
Travel credit expires five years from the date of issue and cannot be exchanged for cash refunds. No refund is due if a traveler fails to join or completes the trip. Unused services after trip commencement are non-refundable.
Failure to make a payment by the due date constitutes a breach of contract, and no refund will be issued. If the total paid amount is less than the non-refundable portion at the time of cancellation, the traveler must cover the outstanding balance.
Non-refundable deposits paid to third-party suppliers and associated cancellation fees will be deducted from any refunds or travel credits. In some cases, this may result in a refund amount of $0 after deductions.
Our cancellation policy applies without exception, including circumstances beyond our control such as weather, terrorism, civil unrest, airline issues, or personal emergencies. Therefore, travel insurance is strongly recommended to protect against unforeseen events.
We do not provide refunds for unused portions of the trip due to quarantine, refusal of services, or infectious diseases. Additionally, we are not liable for illness, injury, or any losses incurred during the trip, including situations where entry is denied or quarantine is required by authorities.
Examples of circumstances where refunds would not be provided include denial of entry due to lack of Covid-19 vaccination, illness contracted at accommodations, refusal of service due to symptoms of illness, or inability to travel due to illness symptoms.
12. Cancellation and Changes by Fly Cloud Trips Travel:
Fly Cloud Trips Travel reserves the right to cancel, modify, or postpone a trip at any time before departure or after commencement for the safety, comfort, or viability of travelers, or due to circumstances of Force Majeure (further details on Force Majeure below). Fly Cloud Trips will not be liable for deposits, payments, or other expenses related to services not included in the trip price, such as airline tickets or separate hotel reservations.
If a trip is canceled due to reasons within Fly Cloud Trips’ control and not due to Force Majeure, travelers have the following options:
- Receive travel credit equal to the trip cost paid.
- Obtain a refund equal to the trip cost paid.
In the event of a trip cancellation due to Force Majeure, travelers have the following option:
- Receive travel credit equal to the trip cost paid minus any unrecoverable costs and fees.
By agreeing to our terms and conditions, you acknowledge that transactions are conducted in US Dollars. Any refunds or credits issued will be in US Dollars, and we are not responsible for exchange rate fluctuations.
If a cancellation occurs after a trip has commenced, the same options will be offered on a pro-rata basis.
Fly Cloud Trips Travel includes a fee of $200 in the trip price to cover planning and organizing costs. This fee may be considered an unrecoverable cost if a trip is canceled, altered, or rescheduled.
Travelers understand and acknowledge the flexibility required for this type of travel. While we aim to operate trips as advertised, itinerary changes may occur due to availability issues, local circumstances, weather, or other unforeseen events beyond our control.
In rare instances, we reserve the right to impose surcharges up to 15 days before departure due to significant changes in exchange rates, transportation costs, taxes, or government actions. Any surcharge exceeding 10% of the trip price allows travelers to cancel within 7 days of notification and receive a full refund, minus any unrecoverable costs.
We shall not be considered in breach of this agreement or liable for delays or non-performance of obligations due to cancellations or modifications under this section.
Additional Information Regarding Force Majeure:
Fly Cloud Trips will not be in breach of this agreement or liable for delays or non-performance of obligations due to Force Majeure circumstances. Force Majeure includes events beyond our control, such as acts of nature, terrorist activities, civil disturbances, government interventions affecting travel, weather conditions, and pandemics.
If Force Majeure prevents us or our suppliers from providing services, we may vary, postpone, or cancel the tour. Regarding civil unrest, we will decide whether to proceed with the tour based on the prevailing situation.
If affected by Force Majeure, we will notify travelers of the nature and extent of the circumstances, if practicable.
13. Inclusions & Exclusions:
The transportation, accommodations, activities, meals, and drinks provided by Fly Cloud Trips Travel are detailed for each trip on the booking page. Any item not expressly listed as included in the trip booking is not covered by Fly Cloud Trips Travel and is the financial responsibility of the traveler. Additionally, our trips exclude international flights, visa and passport fees, vaccinations, travel insurance, optional activities, and other personal expenses.
14. Optional Activities & Supplementals:
Fly Cloud Trips Travel may offer optional activities and supplemental charges, such as single room upgrades, specific to each trip and departure date. All requests for optional activities and supplementals will be reviewed and approved by Fly Cloud Trips Travel based on availability. These activities and charges not included in the trip price do not form part of the trip contract. Assistance provided by group leaders or local representatives in arranging optional activities does not make Fly Cloud Trips Travel liable for them. We reserve the right to cancel or modify optional activities and supplementals due to various factors, with full refunds provided if canceled by Fly Cloud Trips Travel.
15. Trip Transfers and Travel Credits:
In the event of trip transfers or date changes, deposits and payments become non-refundable and are converted into travel credit. Terms for trip transfers and travel credits include:
- One complimentary trip transfer is allowed for trips over 60 days out, with additional transfers incurring a fee.
- Changes due to COVID-19 up to 60 days before departure are complimentary.
- Travel credit cannot be redeemed for cash.
- Transfers to other travelers require approval and incur a transfer fee.
- By accepting travel credit, you agree to the latest Terms & Conditions.
16. Your Account:
Participants may need to create an account for our services, providing accurate and updated registration information. User IDs must not infringe on others' rights, and accounts cannot be transferred without permission. Users must maintain account security and are responsible for all account activity.
17. Background Check:
We reserve the right to conduct background checks on applicants for our SOJRN work abroad and other trips, within the limits of the law. However, we are not obligated to do so.
18. Passports, Visas, and Travel Documentation:
Travelers must possess valid passports and obtain all required visas, permits, vaccinations, and travel documents for countries visited during the trip. Passports must be valid for six months beyond the trip duration. It is the traveler's responsibility to meet entry requirements and ensure accurate documentation. Fly Cloud Trips Travel is not liable for entry refusal due to incorrect documentation. Travelers bear all consequences of incomplete or defective documentation. While we may provide information on visas and other matters, we are not liable for errors or omissions. Travelers should consult government agencies for travel advisories and medical information concerning international destinations.
19. Pre-Departure Documentation:
Upon receiving trip-related documents from Fly Cloud Trips Travel, it's vital to review them promptly. You're responsible for notifying us of any inaccuracies within 10 days of receipt. Failure to do so absolves us of liability. Submission of required documents like our Traveler Pledge, Release of Liability, Health Declaration Form, and any necessary medical statements is mandatory. Failure to submit these accurately and on time may result in cancellation of your booking, subject to associated fees.
20. Group Booking Terms:
Group bookings, where 50% or more of spots are reserved by a group of family, friends, or colleagues, are subject to our Group Booking Terms and Conditions in addition to our Standard Terms and Conditions. Each traveler in the group agrees to adhere to these terms collectively and individually.
21. Sojrn Only Terms:
Terms specific to Sojrn remote work trips are outlined on sojrn.com. Participants are responsible for tax obligations and maintaining employment throughout the trip, with requirements varying based on the trip's nature. Sojrn reserves discretion in assessing participants' work eligibility.
22. Airline Delays, Modifications, and Cancellations:
Fly Cloud Trips Travel is not liable for errors in airfare bookings made by travelers or third parties. Detailed arrival and departure requirements are provided post-confirmation. Travelers must ensure correct flight information and adhere to airline guidelines. We are not responsible for airline schedule changes, delays, or cancellations, and associated expenses are borne by the traveler.
23. Travel Insurance:
Travel insurance is mandatory and must cover personal accidents, medical expenses, emergency evacuation, and preferably Covid-related interruptions. Proof of insurance must be provided at least two weeks before the trip start date. Failure to do so will result in denial of trip participation without refund.
24. Traveler Responsibilities During Trip:
Travelers must adhere to the Traveler Pledge, respect local laws and customs, and be punctual for departure. We are not liable for losses due to missed flights, and travelers must comply with health and safety measures, follow local laws, and respect cultural norms.
25. Claims & Complaints:
Any complaints must be promptly reported to trip leaders or the Support Team for resolution. Failure to report complaints in a timely manner may affect our ability to address them. Written complaints must be submitted within 15 days of trip completion.
26. Authority on Trips:
Trip leaders' decisions regarding safety and group well-being are final. Failure to comply with these decisions may result in expulsion from the trip or future trips. Travelers must abide by local laws and our responsible travel guidelines.
27. Limitation of Remedies:
In the event of default by Fly Cloud Trips Travel, the sole remedy is a return of the trip cost. We are not liable for any special, consequential, or indirect damages, even if advised of their possibility. Travelers waive the right to recover such damages.
28. Successors and Assigns:
This agreement binds Fly Cloud Trips Travel and the traveler, including their heirs, representatives, successors, and assigns.
29. Severability:
If any provision of this agreement is deemed unenforceable, the remaining provisions remain valid. Efforts will be made to replace unenforceable provisions with valid ones.
30. Images Release and Social Media:
Participants agree to the use of images and content by Fly Cloud Trips Travel for promotional purposes unless opting out in writing before the trip.
31. Applicable Law:
All Fly Cloud Trips Travel activities are subject to California law, and travelers submit to the jurisdiction of California courts for dispute resolution.
32. Amendments to Terms & Conditions:
Fly Cloud Trips Travel reserves the right to update terms and conditions, with changes effective upon posting to the website or written notice. Continued use of services constitutes acceptance of amendments.
33. Refusal of Service:
We retain the right to refuse service to any traveler or potential client for lawful reasons at our discretion.
34. Merger:
This agreement represents the final agreement between parties, superseding all prior negotiations and agreements.
By signing this agreement, I acknowledge understanding and voluntary acceptance of its terms and conditions.
