Terms & Conditions

OUR SHARED RIGHTS AND RESPONSIBILITIES WHEN DOING BUSINESS TOGETHER

WHO ARE YOU DEALING WITH?

Club Travel Corporate (Pty) Ltd T/A Club Travel Corporate

Company Registration Number : 2003/011060/07

Shareholding; Thebe Tourism owns 56.4%, Club Travel SA owns 43.6%. Club Travel SA is 100% owned by Travelstart.

OUR DIRECTORS:

ARE WE LEGAL?

Yes, we are a registered company and comply with all regulations as determined by the following bodies and Acts:

We commit to complying with all current and future Acts and Laws to ensure we maintain business practices that are ethical, honest and transparent.

WHAT DO WE DO?

We are a Travel Agent (a go-between) facilitating transactions between you and Travel Service Providers (TSP), such as:

 

Terms and Conditions

Standard Terms and Conditions of Contract for Club Corporate Travel (Pty) Ltd

 

Application

All services rendered by or on behalf of Club  Corporate Travel Travel (Pty) Ltd (‘Club Travel Corporate’) to the Client/s are subject to the terms and conditions (‘the Conditions’) set out below.

Club Travel Corporate, is located at 7 Floor, Rosebank Mall Offices, 11 Cradock Ave, Rosebank, Johannesburg South Africa 2000 and is jointly owned by Thebe Tourism and Club Travel SA (Pty) Ltd.

The following Terms and Conditions should be read and understood prior to confirming your travel.  Do not confirm any booking unless you understand and agree with the following terms and conditions.

Covid-19 Disclaimer

By proceeding to request travel management services from Club Travel Corporate  the Client agrees and accepts the Terms and Conditions of  Club Travel Corporate,  and its travel Partners.  You further acknowledge that Club Travel Corporate operates as an agent for the resale of flights, accommodation and ground transport services and all content that appears on Club Travel Corporate booking systems  is sourced from a GDS (Global Distribution Service) or from   other travel Principals  directly via an Application Programming Interface (API).  Whilst every effort is made to ensure that systems are updated to take into account any travel restrictions that may exist at the time of booking, it may be possible that there is a delay in the GDS or Airline system updating to accommodate all travel restrictions that may be imposed.  By booking the selected travel arrangements , you confirm that you have checked that there are no travel restrictions, in both your country of departure, transit and arrival, that may affect your booking and that you have satisfied yourself on behalf of all travellers in the booking that you can proceed with the booking.  Please also check the entry requirements of your destination country as a quarantine period or testing might be a requirement when flying in from South Africa.

Club Travel Corporate cannot be held liable for any operational changes, cancellations or consequential damages incurred by you, or any passenger in the booking, in the event that flights are not able to operate as planned, including any disruptions, cancellations or changes to planned schedules. Please note that in the event that a flight is disrupted or cancelled, due to travel restrictions being imposed, each airline will have their own policy in this regard, which will apply to your booking

Nature of the services rendered by Club Travel Corporate

Club Travel Corporate renders the service of a Travel Management Company (TMC) to corporate clients. The services includes, amongst other components, Air Travel, Ground Transportation, Accommodation, Meetings Incentives Conferences and Events (“MICE”). It also includes access to Corporate travel advisory and information services as well as access to the  Corporate Travel booking Tool (“NexCT”).

Any person(s) wishing to utilise the services, indicates their acceptance of these Terms and Conditions by proceeding with the booking by way of confirming the quotation with a booking approval or an order.Upon doing so, such person is DEEMED TO HAVE READ, UNDERSTOOD AND ACCEPTED these Terms and Conditions and to have the authority to do so on behalf of the person/Company in whose name the ultimate reservation or booking is made (collectively referred to as ‘the Client(s)’).

Please be advised that unless requested otherwise upon making the reservation, Club Travel Corporate is authorised to engage with any Passenger listed in a booking, in as long as that Passenger is able to provide the reference number for the booking. Club Travel Corporate accepts no responsibility for any changes made by any of the listed Passengers in a booking.

Third Party Service Providers

Club Travel Corporate provides Clients with the services either itself or acting on behalf of Principals engaged in or associated with the travel and/or accommodation industries, such as airlines, hotels and/or other service providers or suppliers (collectively referred to as ‘the Principal’). Club Travel Corporate represents the Principal as agents only AND ACCORDINGLY ACCEPTS NO LIABILITY for any loss, damage (including loss of profits or consequential or special damages), injury, illness, harm or death (except if such loss or damage arises from the gross negligence or willful misconduct of Club Travel Corporate or any person acting for or controlled by Club Travel Corporate), which any Client may suffer as a result of any act or omission on the part of or the failure of the Principal to fulfil their obligations, whether in relation to travel arrangements, accommodation or otherwise. When you make a booking with us, you acknowledge and agree that we act only as an agent for the third party service providers, which is solely responsible to provide you with the travel services as per Service Level Agreement (SLA). The contract in use by the Principal (which is often constituted by the ticket issued by the Principal in the case of Air Travel services), shall constitute the sole contract between the Principal and the Client and any RIGHT OF RECOURSE the Client may have, will be solely against the Principal. Club Travel Corporate shall, as soon as possible after the confirmation of the Client’s booking, provide to the Client the identity of the Principal.

Please be advised that when booking a travel package with Club Travel Corporate, either online on NexCT, or with a Travel Consultant,  it is the Passenger’s responsibility to ensure that they have familiarised themselves with all terms and conditions that are applicable to their booking, which may include air, rail, bus, transport services suppliers, hotel and tour operators, or any other travel related service.

In the instance where a unique travel booking itinerary  has been requested and built specifically for a Passenger, Club Travel Corporate does not warrant or guarantee the service or the refundability of the booking. It is the Passenger’s responsibility to confirm that he/she has satisfied him/herself as to the terms and conditions of all suppliers related to that specific booking.

Please be advised that when making an online booking it is not always possible to display the fare conditions of a particular ticket. Should you wish to inquire about this before confirming a booking you should contact a Travel Consultant  for assistance.

Please be aware that Third Party Service Providers (e.g Airlines, Accommodation or Land transportation providers) may charge extra for certain items such as: seating, special meal requests, extra luggage, municipal and tourism related levies. These are subject to change without notice to you. By agreeing to these terms and conditions upon making your booking you agree to accept this condition.

Booking Enquiries and Reservations

Once the Client has (i) completed all applicable fields to initiate an enquiry regarding a particular destination, trip, tour, mode of travel, preferred accommodation and/or other service on Club Travel Corporate Booking Tool (NexCT) or by contacting the Travel Consultants, or (ii) initiated such an enquiry with Club Travel Corporate by any other means of communication including by means of access to the sites via an electronic device, if applicable, interactions with affiliates (collectively referred to as ‘the Enquiry’), the Travel Consultant or NexCT will prepare and provide the Client with the projected total cost of the Enquiry (online or by email) (‘the Quote’). THE QUOTE IS ACCEPTED by the Client when the Client proceeds with the steps as specified on NexCT or accepts the Quote by means of approval or order either through the system  or via email. Full payment of the total value of the Quote (‘the Payment’) will be required in line with the agreed payment terms, client’s credit terms and/or  supplier conditions. Once the online Booking or off-line Booking has been completed and the Client has authorized Club Travel Corporate to issue travel documents by means of order confirmation or electronic approval  the Client will be supplied with an email that will contain the final details of the Booking (‘The Travel itinerary) ’). IN THE CASE OF AIR TICKETS, THE AIR TICKET WILL HAVE TO BE PAID BY THE CLIENT EVEN IF THE BOOKING IS LATER CANCELLED. A REFUND WILL BE APPLIED FOR BY CLUB TRAVEL CORPORATE ON BEHALF OF THE CLIENT IN LINE WITH AIRLINE CONDITIONS IF APPLICABLE. THE PREFERRED METHOD OF PAYING AIRLINE TICKETS IS THE TRAVEL LODGED CARD. Note that all tickets and other booking arrangements carry different  conditions as imposed by the relevant airline or Principals The ticket you are purchasing may only be partially or non-refundable and accommodation facilities have differing cancellation and refund conditions.  To verify  these before booking confirmation, contact your Travel Consultant.

Payment and Payment Terms

The Payment terms are as agreed with individual clients and include the following: Air Travel is paid on an Air Travel Lodge Card, direct accounts with car rental companies are recommended, accommodation arrangements are paid by Virtual Cards (VCs) linked to the clients lodge card, where the VCs are not acceptable Club Travel Corporate will pay the supplier and swipe the clients lodge card. Applicable merchant fees are paid for by the client. In other cases, 7 or 14 or 30 days credit is offered for land arrangements subject to the result of credit vetting process; in this case payment is by means of an Electronic Funds Transfer EFT into a Club Travel Corporate bank account.  In rare cases, cash payment may be accepted, on prior approval.

Club Travel Corporate is a South African company and all transactions are processed in South African Rand.

Quotes

Quotes are provided at the ruling daily exchange rate. The number of quotes provided for one booking request is in line with the Service Level Agreement. Until Club Travel Corporate has received booking confirmation we RESERVE THE RIGHT to amend any Quote. Should the Quote be increased as a result of an exchange rate fluctuation or approval delays the CLIENT will be responsible for the increase. Any decrease in the QUOTE prior to the date of booking confirmation  will be communicated to the Client as an updated quote.  . Airfares are subject to the price and conditions quoted by the airlines. However, once booking confirmation  has been received, the Quote is guaranteed. Should the Client be a group booking and the group number deviates from the number required for the Booking, the PRINCIPAL MAY RESERVE THE RIGHT to re-cost the Quote and raise a surcharge. Should any Client refuse to accept and confirm  such surcharge, it may result in the Principal CANCELLING THE BOOKING AND RETAINING any deposits  made, and Club Travel Corporate will be entitled to recover the deposit from the client (in cases where it was not made using the clients Card) and retain any service fees charged. Club Travel Corporate  accepts no liability for bookings that have been cancelled because confirmation was not received on time.

Service Fee

These fees cover the costs incurred by Club Travel Corporate for providing the Travel Management services. The services are agreed in advance with clients before a service can be provided.

Please be advised that service fees are non-refundable.  Should you book online these fees will be clearly displayed on the quotation page before the booking is confirmed. Should you book with a travel consultant these will appear on your quotation.

Amendment Fees

An amendment fee per Booking may be levied for any changes to the confirmed itinerary and or ticket. The Travel Agent’s amendment fee is charged in addition to any amendment fees which may be charged by the relevant Principal. These fees will be agreed upfront with the Client.

Club Travel Corporate’s Indemnity

The proposed travel arrangements are made on the EXPRESS CONDITION that Club Travel Corporate, its employees and agents, shall not be responsible for, and shall be exempt from, all liability in respect of loss, damage (including loss of profits or consequential or special damages), accident, injury, illness, harm, trauma, death, delay or inconvenience (collectively, ‘Losses’) to any Client (which shall be deemed to include the heirs, executors, administrators or assigns of the Client), their luggage, or other property, wherever, whenever and however the same may occur (except if such Losses arise directly or indirectly from the gross negligence or willful misconduct of Club Travel Corporate or any person acting for or controlled by Club Travel Corporate, in which case such claim shall be lodged in writing with Club Travel Corporate within 30 (thirty) days after the occurrence of the alleged Loss, and such liability shall be limited to R10 000 per Client per Booking). The CLIENT INDEMNIFIES AND HOLDS HARMLESS Club Travel Corporate or any person acting for or controlled by Club Travel Corporate accordingly.

Insurance

It is STRONGLY ADVISED that all Clients take out adequate insurance cover in order to cover instances such as cancellation due to illness or injury, personal accident and personal liability, loss of or damage to baggage and sports equipment. (Note that this is not an exhaustive list). Club Travel Corporate will NOT BE RESPONSIBLE OR LIABLE if the Client fails to take adequate insurance cover. It shall not be obligatory upon Club Travel Corporate to effect insurance for the Client except upon detailed instructions given in writing by the Client. All insurance effected by Club Travel Corporate pursuant to such instruction will be subject to such exceptions and conditions as may be imposed by the insurance company or underwriters accepting the risk. Club Travel Corporate shall NOT BE OBLIGED to obtain separate cover for any risks so excluded. Should the insurers dispute their liability for any reason, the Client will have recourse against the insurers only.

Travel Documents

Documents (for example booking confirmations, itineraries etc.) shall only be prepared and released to the Client on receipt of the booking confirmation. The new regulations require that all parents arriving, transiting and departing from SA are to produce an unabridged birth certificate for their children under the age of 18 years. Families not in possession of these documents will be refused to travel. In the case where only one parent is travelling with the children, consent in the form of an affidavit from the other parent registered is required. Alternatively, either a court order granting full parental responsibilities and rights or a death certificate of the other parent must be produced.

Name Change Requests

Upon confirming your booking we advise you to CHECK THE SPELLING OF YOUR AND ALL PASSENGER’S NAMES  and ensure that it is as per the passport/identity document.  Should the spelling of any traveller’s name not match the passport/identity document the airline may not allow you to board the plane or should you require a name change, and should it be permissible, airline penalties may apply.  Please note that some airlines do not allow name changes for any reason whatsoever and may require you to buy a completely new ticket.  Club Travel Corporate accepts no liability in this regard.

Passports, Visas and Health

It is ENTIRELY THE CLIENT’S RESPONSIBILITY to ensure that all passports and visas are current, valid, obtained on time, have sufficient blank pages, will be valid for six months after return to their home country and that any vaccinations, inoculations, prophylactic (e.g. for malaria) and the like, where required, have been obtained. The Client is STRONGLY ADVISED to check the relevant requirements for their destination and any transit countries before travelling.

Before booking any flight it is important to check if a transit visa will be required. As this differs between countries and what passport you are holding it is always best to check with the embassy of the transiting country. For example if you are the holder of a South African passport and are travelling on British Airways to Madrid via London you may require a transit visa.

Club Travel Corporate will endeavour to assist the Client if requested, but such assistance will be at Club Travel Corporate’s discretion and the Client acknowledges that in doing so, Club Travel Corporate IS NOT ASSUMING ANY OBLIGATION OR LIABILITY AND THE CLIENT INDEMNIFIES Club Travel Corporate against any consequences of the Client’s failure to comply with any such requirements. It is the CLIENT’S DUTY to familiarize him/herself with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements.

Warning: Malaria and other tropical Diseases

Certain parts covered by the Client’s itinerary may be areas where there is a HIGH-RISK of malaria and other tropical diseases such as yellow fever. It is ENTIRELY THE CLIENT’S RESPONSIBILITY to check if any parts of their itinerary fall in high-risk areas and the Client is STRONGLY ADVISED to take the necessary precautions in this regard and hence we recommend that the Client checks with their medical practitioner and/or travel clinic well before departure.

Cancellation

Booking requests can be cancelled any time before confirmation and issuing. If bookings are cancelled after confirmation, then service fees will apply, and the Principal cancellation rules will also apply. The client  indemnifies Club Travel Corporate against any cancellation costs or penalties which may be imposed by the Principal. The Principals may reserve the RIGHT TO CANCEL any services prior to departure or before the service is provided in which event the Payment (less Club Travel Corporate’s service fee) will be refunded by the Principal to the Client without any further obligation on the part of Club Travel Corporate. Club Travel Corporate will CHARGE A FEE for processing the request for refund. Air travel bookings, once issued, have to be paid for by the client as per airline rules and a refund can then be applied and followed up by Club Travel Corporate on behalf of the client. Applicable refund fees will be charged.  Clients should refer to the “Refunds” section of these Conditions as well familiarizing themselves with the Principal’s Conditions. Principals may charge cancellation fees over and above the  fees charged by Club Travel Corporate in terms of this Condition. Please note that should you have booked a ticket with more than one flight (eg: CPT – JHB – MAU) you may only use your tickets in the sequence they were booked.   If you do not check in for your first flight the Airline reserves the right to cancel all of the remaining flights on that ticket and your ticket will become invalid.  You will not get any money refunded for parts of the tickets not used.

Unscheduled Change/Disruption

In the event of there being an unscheduled extension to the final itinerary caused by flight rescheduling, flight delays, bad weather, strikes or any other cause which is beyond the control of Club Travel Corporate, its agents or the Principal, any EXPENSES RELATING TO SUCH UNSCHEDULED EXTENSIONS (HOTEL ACCOMMODATION ETC.) WILL BE FOR THE CLIENT’S ACCOUNT. The Client should confirm whether any of these expenses may be covered by travel insurance, should this be applicable. it is the Client’s responsibility to confirm the specific provisions of the travel insurance. In most instances the Principal/s will make the change/s/disruption/s known to Club Travel Corporate and in this instance, time permitting, Club Travel Corporate will make every effort to pass this information onto the Client  using the contact details stored in the client’s profile.. It is also recommended that both 72 hours and 24 hours before flying you confirm your itinerary when making your return journey. Once checked in you will be notified in the event of changes to your flight. Club Travel Corporate cannot be held liable for failing to advise you of any changes, even when these changes had been communicated by the Principal/s to us as there may be delays in relaying this information to you, due to operating hours or technical delays.

Itinerary Variations

While every effort is made to keep to the final itinerary, the Principals reserve the right to make changes intended for the Client’s convenience e.g. in some cases, weather conditions can necessitate an alteration in the itinerary. Any such variations in the final itinerary do not constitute any reason for a refund and Club Travel Corporate shall NOT BE HELD LIABLE for any such variations. IT IS THE CLIENT’S RESPONSIBILITY to check each amendment to the itinerary.  Please note that a Passenger, who has not tilized an outgoing flight on a return ticket, will not be allowed to make use of the return trip, except where, should it be permissible, prior arrangement has been made with the airline.

Car Rental

Club Travel Corporate encourages Clients to open direct accounts with Car Rental companies. In this case Club Travel corporate will process the car rental bookings on a settle direct basis (where the bill for the car rental is settled by the client direct with the Car rental company). Where this is not the case, then a Car Rental Indemnity Form (where the Client indemnifies Club Travel against Damages, Speed fines, Declined insurance cover and any Dispute that can arise between the Client and the Car Rental Company) will have to signed by the Client before any car rental booking can be made by Club Travel on behalf of the Client  and a FULL insurance cover MUST be taken on all Car Rental bookings. The bill for car rental will be settled by Club Travel Corporate and in turn bill the Client.  The person listed as the driver of the vehicle must present a South African a valid driver’s license or an international driver’s license when renting a car. Clients are warned that most car rental companies install driver behavior monitoring devices in their vehicles and will reject insurance cover, in case of accidents, if the car was not driven in accordance with applicable road rules. . Please be aware that specific terms and conditions of selected car rental companies will apply to your booking. Please ensure that the Driver is familiar with the terms and conditions document which is signed by the before collection of a vehicle.

Shuttle Services

Club Travel Corporate will make ground transfers booking using shuttle services selected in a manner jointly agreed with the client. Club Travel Corporate does not take responsibility for any travel inconvenience caused by the late arrival or failure to arrive at the agreed pick-up point by the Shuttle services provider or by any other manner. Payment for the services and applicable service fees shall be agreed by the Client before the services can be provided by Club Travel. The Client must familiarize themselves with the terms and conditions of Shuttle service companies.

Accommodation

Club Travel will make accommodation bookings on behalf of the client with the accommodation service providers accepted by the Client. Main Hotels and Guesthouses will be used as per agreement with the Clients. Payments arrangement and applicable service fees will be agreed with the Client before the service is provided. Club Travel Corporate does not guarantee the quality of the service provided the  accommodation providers. Clients are encouraged to familiarize themselves with the terms and conditions of accommodation service providers.

Refunds

 REFUNDS will be considered by Club Travel Corporate and will be done in accordance with the booking and refund policies of the Principals. Refunds by the Principals will be subject to their respective terms and conditions. Club Travel Corporate will charge a fee for processing a request for refund. Principals may charge refund fees and penalties. Some air tickets are completely non-refundable according to airline fare rules. Cancellations for any reason whatsoever, including medical reasons, death in the family, strikes, wars, weather, natural disasters, airline default or government travel warnings will not entitle you to any refund in the case of non-refundable tickets nor of waiving the cancellation penalties in the case that the tickets can be refunded. If tickets can be refunded, cancellation penalties are imposed by the airline. Trip cancellation and interruption insurance are therefore highly recommended. For the best coverage, travel insurance should be purchased at the same time as the airline tickets. All purchased airline tickets, MUST be paid for and a refund will be applied. The Client cannot refuse to pay the airline ticket on the grounds that the booking has been cancelled and a refund is being processed. This is to comply with airline requirements that tickets booked and issued MUST be paid for.

Once we have established the possible refund the Client is entitled to, we will request it with the airline or hotel on the Client’s behalf. For flight bookings the refund will be made by the airline directly to the account the booking was originally paid with. This can take as long as 6 (six) months to a year or longer to obtain from the airlineStandard processing time for refunds is 6 to 8 weeks depending on the airline. For hotel bookings, the supplier will refund Club Travel Corporate and we’ll in turn refund the Client. This usually takes approximately 4 weeks.

In some cases airlines may only be offering vouchers and not refunds, regardless of whether the Client or the airline has cancelled the flight, in this instance Club Travel Corporate cannot be held liable if the Client would prefer a refund and does not want to accept a voucher.

E-ticketing and Documents required for travelling

It is the CLIENT’S EXCLUSIVE RESPONSIBILITY to ensure that he/she is in possession of all relevant travel documents prior to commencing with his/her travels. For example, the Client must be ready to show their passport or identity document and e-ticket at the check-in counter of the airline concerned, or, to the extent applicable, their passport or identity document at the check-in counter for their accommodation. Certain airlines require the physical credit card, used to make payment, to be presented at check-on or a copy of the credit card and the card-holders ID, in addition to the above-mentioned documents. The requirement to have a valid passport or identity document and/or an unabridged birth certificate will apply to all members of a travelling party and for each minor travelling (including infants). Accommodation providers and ground transportation providers may require the Client to produce an ID document or Passport.

Social Media

The Client agree that the use of Club Travel Corporate social media pages which include but are not limited to Facebook pages, Instagram, Twitter, will not be defamatory, unlawful, obscene, offensive, hateful, abusive, inflammatory, threatening, invasive of anyone’s privacy, or otherwise contain objectionable comments and/or content. Club Travel Corporate does not tolerate any form of discrimination on grounds of race, sex, religion, nationality, disability, religion or belief, sexual orientation, being a transsexual person, or age.

Club Travel Corporate reserves the right to remove any comment, thread or content without prior warning to you.  Club Travel Corporate  also reserve the right to bring legal proceedings against any individual for a breach of these rules or law generally, or take such other action as we reasonably deem appropriate.

Feedback

If the Client is   dissatisfied with Club Travel Corporate  or  the  travel management services received , the Client must submit the  complaint to Club Travel Corporate within 96 (ninety six) hours of returning from travel, in order for Club Travel Corporate to investigate the complaint efficiently and to ensure that a  fair opportunity is provided to rectify the situation and mitigate any losses or damage. Any and all third party claims must be made directly with the Third Party Service Provider of the travel product supplied. Stolen or lost luggage must be reported to the airline prior to leaving the airport.

We value your feedback. If you have a compliment, complaint or wish to share your experience with us, please contact customer care at: Service@clubtravel.co.za

Law and Jurisdiction

These Conditions shall be governed by the law of South Africa and the jurisdiction of South African courts will govern the relationship between the Client and Club Travel Corporate. Club Travel Corporate SHALL BE ENTITLED to institute any legal proceedings arising out of or in connection with this contract in any Magistrates Court having jurisdiction in terms of Section 28 of the Magistrates Court Act no. 32/1944 as amended, notwithstanding that the amount in issue may exceed the limits of such jurisdiction.

Amendments of these Conditions

Club Travel Corporate reserves the right to make changes to these terms and conditions without further notice to the Client.  In this instance the terms and conditions applicable at the time of making the booking will remain relevant to the respective booking.

Legal Fees

In the event that Club Travel Corporate has to engage a lawyer to enforce any of its rights in terms of these Conditions or otherwise, and in the event that Club Travel Corporate is successful in the enforcement of such rights, the CLIENT WILL BE LIABLE for all legal fees at an attorney and own client scale.

Confidentiality

Subject to statutory constraints or compliance with an order of court, Club Travel Corporate undertakes to deal with all Client information of a personal nature on a strictly confidential basis.

 

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