- Getting a Quote: A few private airfares reflect a cash discount. This discount is forfeited if you purchase by credit card (3.5% higher). Taxes and fees (including fuel surcharges) will be determined at the time of booking but due to unstable fuel costs, will be re-priced at the time of guarantee. Additional information may include booking class, routing, minimum/maximum stay, flight restrictions and delivery fees. All rates are subject to change until booked.
- Booking: You’ll need the passport spelling of the passenger’s name. We will file your customer information under your phone number. We will hold a private airfare reservation tentatively for up to 7(seven) days. You will be advised of the due date when you book. Published airfares must be purchased on the same day of booking. We email or fax the itinerary every time you book and every time you change the booking. It is imperative that you review the fax or email for accuracy. Bookings made by phone within 7 days of departure may incur a $35 late booking fee (LBF) per person. The $35 Late Booking fee is always waived when you book online at www.afctravel.com.
- Purchasing: You must purchase your booking or it will auto-cancel by the due date. You can purchase your booking by (a) purchasing it online, (b) calling reservations, or (c) faxing in payment. *IMPORTANT* Once payment is applied you are under full penalty for cancel/changes.
- Purchasing it online. If you made the booking online, it will be in your My Bookings. You will see payment options on the left.
- Call reservations. You may call reservations at 952-886-7676 or 800-599-2925 to apply payment to your existing reservation. You will receive a payment authorization email at the time of payment. You must reply to the email authorizing the payment transaction.
- Faxing in payment. You can fill in the credit card information at the top of the itinerary that was either faxed or emailed to you, or follow your agency’s policies regarding the Direct Payment* form and fax either forms to 952-886-7640 or 800-255-6138.NOTE: You must be able to provide a faxed copy of the card (front and back) along with a copy of the cardholder’s driver’s license or passport and signature upon request if further payment verification is needed by AFC Travel.*What is Direct Payment? It’s the same as writing a check, but much more convenient. No more information about your account is released than when you write a check. Fill out the form (available on our web site home page) and fax it in. Call reservations for details and set-up.**AFC Travel reserves the right to impose more restrictive payment practices for departures 2 weeks or less at the time of purchase.Getting Your Tickets: 99.9% of our tickets are electronic. If the ticket must be issued on paper stock you will be advised. Paper tickets are sent via regular mail if payment is received at least 8 days before departure. Exception: Checks for over $1500 must clear bank before tickets will be sent. For close-in departures we can:a. Federal Express for a $20 fee ($35 for Saturday delivery),
b. Charge the overnight delivery to your account number,
c. Deliver the tickets to Teleticket for a $10 fee (MSP departures only)
d. Issue an E ticket for some airlines.
Electronic Tickets are emailed immediately after payment has been received and the tickets have been issued.
Commission and/or Rebate checks are mailed out within two weeks.
- Changes to existing bookings must be done by calling Reservations at 800-599-2925.
Important: You or your client must reconfirm flights with the airline 72 hours before departure each way.
** SPECIAL FARE ELIGIBILITY **
Cruise: Fare is valid for sale only in conjunction with the purchase of a Cruise package.
Cruise documentation will be required by the airline at time of check-in.
**Eligible passengers: Fares are valid for sale only in conjunction with the purchase of a Cruise package.
Promotion and sale of these fares without a Cruise package is not permitted.
Airline reserves the right to verify eligibility by requesting passengers to present Cruise documents at check-in.
Passengers not in possession of such documents will be denied boarding, without a refund.
Humanitarian/Missionary: Fare is valid for sale to Eligible Humanitarians or Missionary only.
Certificate for Usage of Global Missionary and Humanitarian fares must be completed and submitted at time of purchase. Failure to do so may delay ticketing with a subsequent price increase or cause you to lose your reservation. Valid proof of affiliation to non-profit will be required by the airline at time of check-in.
Our airline contracts require us to notify customers of the proper proof and eligibility requirements for missionary/humanitarian fares. See example of documentation.
The requirements for Air France are very specific. Please note:
Air France special missionary fare. Valid for missionary with ID. Fare applies for members of clergy and missionaries of any faith. All passengers must provide a certificate of their direct ecclesiastical authority, at any time during their journey. Fares are also valid for accompanying spouse and children only. Family members must show proof of family relationship. Fares are NOT valid for non-government organizations (NGOs).
Non-government Organizations (NGO) Fares:
Air France special fares for employees of humanitarian organizations. Valid for staff with ID. Fares are only valid for specified Non-Government Organizations/NGO. All passengers must provide a mission order at any time during their journey. Fares are also valid for accompanying spouse and children only. Family members must show proof of family relationship. Fares are NOT valid for missionaries.
Documentation for Proof of Affiliation:
Airlines at any point may ask you to present proof of your affiliation to a humanitarian or religious non-profit at the airport.
It is extremely important for you to have this when you arrive at the airport. If you do not the airline can refuse you passage, without refund.
Any of the examples below are acceptable forms of proof:
* Your Non-profit Business Card
* A letter From a Non-profit
* An E-mail from a Non-profit
Fare is valid for sale to Eligible Students only.
Valid ID card issued by the college/university or ISID will be required by the airline at time of check-in.
**Eligible passengers: Full-time students under the age of 34.
Students must be in possession of a valid ID issued by their college/university or hold a valid “International Student Identity Card” (ISID Card).
Youths 12 years of age up to and including 25 years of age with valid ID.
6. THIRD PARTY SERVICE PROVIDERS: Certain products, services and content available on the Site are provided by third parties, including, but not limited to, airlines, hotels, tour providers and technology service providers (collectively, “Suppliers”). In addition, certain software and data found on the Site are the copyrighted property of the Suppliers and/or their third-party providers and distributors.
7. RELATIONSHIP: No joint venture, partnership, employment, agency or fiduciary relationship exists between you and Operator as a result of your use of our travel services, including the Site. In our role as a travel agent and provider of the Site, Operator acts as an independent contractor. Operator assists you in finding travel Suppliers and making arrangements that meet your individual needs. We consider various factors in identifying travel Suppliers to you and recommending specific itineraries. We want you to be aware that certain suppliers pay us commissions as well as incentives for reaching sales targets or other goals, and from time to time may also provide incentives to our travel counselors. Certain suppliers may also provide compensation to us for various marketing and administrative services that we perform for them, such as granting them access to our marketing channels, participating in marketing programs and supporting technology initiatives. From time to time we may enter into other business relationships with suppliers and these arrangements, including levels and types of compensation and incentives we receive, are subject to change. In identifying suppliers and recommending itineraries, we may consider a number of factors, including supplier availability your preferences and any agreements we have to book travel. The relationships we have with suppliers may also influence the suppliers we identify and the itineraries we recommend.
8. USE OF THE SITE: You may only use the Site to make legitimate reservations or purchases and shall not use the Site for any other purposes, including making any speculative, false or fraudulent reservation or any reservation in anticipation of demand. You may not (a) use any “robot,” “spider” or other automatic device, or a program, algorithm or methodology having similar processes or functionality, or any manual process to monitor or copy any of the web pages, data or content found on the Site, (b) deep link to any portion of the Site, without the prior written permission of Operator, or (c) use the Site in violation of, or to violate, any law, rule or regulation.
You acknowledge and agree that you will not use, nor will you permit any use of, the Site in conjunction with any of your activities or business by anyone that resides, stays or is accessing the Site from a country prohibited under U.S. export and/or Office of Foreign Assets Control regulations, including, but not limited to, regulations based upon sanctions, country programs against or embargoes. For more information regarding these regulations, visit: www.treas.gov/ofac. You shall automatically become unauthorized to use the Site in the event of a breach of this obligation.
You specifically agree to indemnify and hold harmless Operator and the Suppliers for any breach of this “Use of Site” section.
9. TERMS OF PURCHASE: Please note that separate terms and conditions dictated by the applicable Supplier will apply to your reservation and purchase of products and services on the Site. You agree to abide by such terms and conditions, including payment of all amounts when due and compliance with the applicable Supplier’s policies, rules and restrictions regarding availability and use of fares, products and services. You understand that any violation of any such Supplier’s terms, conditions, policies, rules or restrictions may result in (a) your forfeiting any monies paid for such reservation or purchase, (b) cancellation of your reservation or purchase, (c) your being denied access to any flights, hotels or other products or services, and (d) Operator debiting your account for any costs Operator incurs as a result of such violation. You acknowledge that you will be responsible for all charges, fees, duties, taxes and assessments arising out of your use of the Site.
10. AIRLINE AND SUPPLIER RESPONSIBILITY: The public charter operators have made arrangements for international air transportation to your vacation destination via certified charter air carriers duly filed under D.O.T. regulations and reserve the right or substitute alternate aircraft if necessary. Any air transportation provided by a certified charter air carrier may not be cancelled less than 10 days prior to the scheduled departure date unless it is physically impossible to operate the flight.
AFC Travel, Inc, the airlines and other suppliers it uses issue tickets, coupons or electronic documents covering transportation, hotel accommodations and other services and facilities. Neither AFC Travel, Inc nor these suppliers, or their respective subagents, shall be held liable for loss or damage to property or injury of person caused by reason of any defect, negligence, or other wrongful act or omission by any other hotel agency, transportation company or party providing such services or facilities, strike, war, terrorism, weather, quarantine, sickness, government restrictions or regulations, or any other cause beyond its reasonable control. All airlines concerned are not liable for any claim arising out of or in connection with carriage or other services or features otherwise performed or occurring in connection with this package, except as provided in the conditions of carriage for the airlines and the passenger tickets issued in conjunction with this package. AFC Travel, Inc is not responsible under any circumstances for any injury or damages you may suffer in connection with your air or ground transportation.
11. LUGGAGE AND PERSONAL PROPERTY: Many airlines are now charging fees for your luggage. These fees are payable directly to the airline upon check-in. Please contact your airline for specific details. These limitations on liability are subject to change.
When you fly to and from your destination the Conditions of Carriage apply, some of which limit or exclude liability. The Conditions of Carriage are available by requesting them in writing from the carrier or by request at the airport. Some airlines do not cover damage to soft-sided luggage. The airlines’ maximum liability for loss, damage or delay to checked baggage is limited to $3300 per ticketed passenger domestically and $9.07 per pound up to 44 lbs. per ticketed passenger for international travel. These limits will apply unless an excess valuation is declared at the time of check-in. All lost or damaged luggage must be reported to an airline representative at the destination airport by the passenger before you leave the airport. Checked baggage taken from the terminal building at the destination will be considered to have been received in good condition and no claim for loss or damage will be accepted after baggage has been removed from the terminal. The maximum liability of the ground transportation company in resort for lost or damaged property is $400. Loss or damage must be reported immediately. AFC Travel, Inc does not accept liability for client luggage or personal property.
12. FLIGHT INFORMATION: Your agent will be able to confirm the latest flight details at the time you make your reservation, and these will also appear on the booking confirmation we issue when we receive your deposit. Your flight tickets, which we dispatch when your booking is paid in full, or your electronic documents, will contain your flight information. All times are subject to change. It is your responsibility to reconfirm your flight times prior to departing for the airport. AFC Travel, Inc assumes no responsibility for any passengers making independent connections to flights booked through AFC Travel, Inc. Pre-assigned seat selection is at the discretion of the air carrier and may require payment of an additional fee.
13. MAJOR CHANGES OR AMENDMENTS
Special features offered by hotels are subject to change at the hotel’s discretion. In the unlikely event that a major change involving a pre-departure change of hotel, departure or return date, departure city or destination becomes necessary, we will notify you as soon as possible via the contact information in the booking. If you find the revised arrangements we offer unacceptable, you will have the option of cancellation without charge provided that you notify us within seven days of your receipt of notice of the change (or prior to departure date if notified less than seven days prior). In the event of a change, we will try to substitute comparable services, but in the event of complete cancellation by us or a supplier, our only liability will be to return all monies paid (public charters only) or if landing rights are denied by a foreign government, the flight will be cancelled with a full refund.
13. PROOF OF CITIZENSHIP AND ENTRY REQUIREMENTS
Participant(s) are responsible for determining and obtaining proper documentation including any visas or other travel documentation that may be required. Failure to carry proper proof of citizenship may lead to denied entry to aircraft and/or foreign country. All Participants are required to check with the appropriate consulate or embassy for the respective destination for entry requirements that apply to them and their travel companions. No refunds will be made if incomplete or improper documentation results in denied boarding or entry. A valid passport may be required and should be valid for a minimum of 6 months after your return date.
14. AGE AND RESPONSIBILITY
You represent that you are of sufficient legal age to use the Site and to create binding legal obligations for any liability you may incur as a result of the use of the Site. You agree to supervise all use of the Site by minors using your name or account. You also warrant that all information supplied by you or members of your household in using the Site is true and correct. You understand that you are financially responsible for all uses of the Site by you and those using your name or account.
15. TRAVEL TO CERTAIN DESTINATIONS
While most travel — domestic and international — is completed without incident, travel to certain destinations may involve more risk than travel to other destinations. Operator urges users of the Site to review current travel advisories, warnings and restrictions issued by the United States government before booking any travel. In addition, passengers are responsible for determining and obtaining proper documentation for travel to international destinations. For more information, please visit www.state.gov, www.tsa.gov, www.dot.gov, www.faa.gov,www.cdc.gov, www.treas.gov/ofac and www.cbp.gov/.
BY OFFERING FOR SALE TRAVEL TO PARTICULAR DESTINATIONS, OPERATOR DOES NOT REPRESENT OR WARRANT THAT TRAVEL TO SUCH DESTINATIONS IS SAFE, ADVISABLE OR WITHOUT RISK, AND IS NOT LIABLE FOR ANY DAMAGES OR LOSSES THAT MAY RESULT FROM TRAVEL TO SUCH DESTINATIONS.
Some countries may require aircraft cabin insecticide treatment for in-bound foreign flights. A list of such countries is available at www.dot.gov/office-policy/aviation-policy/aircraft-disinsection-requirements
16. TRANSMISSION OF PERSONAL DATA
17. NO WARRANTIES
ALL CONTENT, PRODUCTS, AND SERVICES ON THE SITE, OR OBTAINED FROM A LINKED SITE ARE PROVIDED TO YOU “AS IS” WITHOUT WARRANTY OF ANY KIND EITHER EXPRESS OR IMPLIED INCLUDING, BUT NOT LIMITED TO, THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE, TITLE, NON-INFRINGEMENT, SECURITY OR ACCURACY.
OPERATOR DOES NOT ENDORSE AND IS NOT RESPONSIBLE FOR (A) THE ACCURACY OR RELIABILITY OF ANY OPINION, ADVICE OR STATEMENT MADE THROUGH THE SITE BY ANY PARTY OTHER THAN OPERATOR, (B) ANY CONTENT PROVIDED ON LINKED SITES OR (C) THE CAPABILITIES OR RELIABILITY OF ANY PRODUCT OR SERVICE OBTAINED FROM A LINKED SITE.
OPERATOR AND THE SUPPLIERS MAKE NO WARRANTY OF ANY KIND REGARDING THE SITE AND/OR ANY MATERIALS PROVIDED ON THE SITE, ALL OF WHICH ARE PROVIDED ON AN “AS IS” BASIS. OPERATOR AND THE SUPPLIERS DO NOT WARRANT THE ACCURACY, COMPLETENESS, CURRENCY OR RELIABILITY OF ANY OF THE CONTENT OR DATA FOUND ON THE SITE (MUCH OF WHICH IS PROVIDED BY SUPPLIERS) AND SUCH PARTIES EXPRESSLY DISCLAIM ALL WARRANTIES AND CONDITIONS, INCLUDING IMPLIED WARRANTIES AND CONDITIONS OF MERCHANT-ABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT, AND THOSE ARISING BY STATUTE OR OTHERWISE IN LAW OR FROM A COURSE OF DEALING OR USAGE OF TRADE. NEITHER OPERATOR NOR ANY SUPPLIER WARRANTS THAT THE SITE, ITS SERVERS OR ANY E-MAIL SENT FROM OPERATOR OR ANY SUPPLIER ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.
18. LIMITATION OF LIABILITY FOR SERVICES ARRANGED THROUGH THE SITE
YOU AGREE THAT OPERATOR IS A MERE AGENT FOR THE PROVIDERS OF SERVICES AVAILABLE THROUGH THE SITE, INCLUDING BUT NOT LIMITED TO TRAVEL SERVICES. ANY AND ALL CLAIMS REGARDING ANY FAILURE OR BREACH WITH RESPECT TO THE SERVICES OFFERED THROUGH THE SITE ARE LIMITED TO CLAIMS AGAINST THE APPLICABLE SUPPLIER. OPERATOR HEREBY DISCLAIMS ANY LIABILITY, WHETHER BASED ON CONTRACT, TORT, STRICT LIABILITY OR OTHERWISE IN CONNECTION WITH THE GOODS OR SERVICES PROVIDED BY ANY CARRIER OR OTHER SUPPLIER THROUGH THE SITE, INCLUDING WITHOUT LIMITATION LIABILITY FOR ANY ACT, ERROR, OMISSION, INJURY, LOSS, ACCIDENT, DELAY OR IRREGULARITY WHICH MAY BE INCURRED THROUGH THE FAULT, NEGLIGENT OR OTHERWISE, OF SUCH CARRIER OR SUPPLIER AND YOU HEREBY EXONERATE OPERATOR AND FROM ANY LIABILITY WITH RESPECT TO THE SAME.
You shall defend and indemnify Operator and any Suppliers and their respective parents, subsidiaries, affiliates and each of their officers, directors, employees and agents from and against any claim, cause of action or demand (including reasonable legal and accounting fees) brought by you or a third party as a result of your use of the Travel Site.
20. VIOLATIONS OF RULES AND REGULATIONS
Operator reserves the right to seek all remedies available at law and in equity for violations of these Rules and Regulations, including the right to block access from a particular Internet address to the Site.
21. ACCESS TO PASSWORD PROTECTED/SECURE AREAS
Access to and use of password protected and/or secure areas of the Site are restricted to authorized users only. Unauthorized individuals attempting to access these areas of the Site may be subject to prosecution.
22. JURISDICTION/GOVERNING LAW
Users of this Site agree to submit to the laws of the State of Minnesota, USA and applicable federal law without regard to conflicts of laws principles. All disputes, claims or controversies arising out of or related to the services or this agreement shall be submitted to mediation and if the matter is not resolved through mediation, it shall be submitted for arbitration. Unless we agree otherwise in writing, any mediation and/or arbitration shall take place in the State of Minnesota, Dakota County, and shall be administered by, and pursuant to the rules of, the American Arbitration Association. Disputes shall be arbitrated on an individual basis. There shall be no right or authority for any disputes to be arbitrated on a class action basis or in a purported representative capacity on behalf of the general public, other travel customers or other persons similarly situated. The arbitrator’s authority to resolve disputes and to make awards is limited to disputes between you and us alone, and is subject to the limitations of liability set forth above. Furthermore, disputes brought by either party against the other may not be joined or consolidated in arbitration with disputes brought by or against any third party, unless agreed to in writing by all parties. No arbitration award or decision shall be given preclusive effect as to issues or claims in any dispute with anyone who is not a party to the arbitration. Should any portion of this section regarding the arbitrator’s authority to resolve disputes between only you and us be stricken from this agreement or deemed otherwise unenforceable, then this entire section shall be stricken from this agreement. The provisions of this section may be enforced in a court of competent jurisdiction and the party seeking enforcement shall be entitled to an award of all costs, fees and expenses (including attorney fees), to be paid by the party against whom enforcement is ordered. This arbitration provision is made pursuant to a transaction involving interstate commerce, and shall be governed by the Federal Arbitration Act, 9 U.S.C. Sections 1-16, as it may be amended.
Operator and/or Suppliers may at any time modify (a) the Site, including eliminating or discontinuing any content on or feature of the Site, (b) any fees or charges for use of the Site, and (c) these terms and conditions. Your continued use of the Site after any such change will be deemed to be acceptance of such change, it being agreed that use of the Site is subject to the terms and conditions in force at the time of your use.
24. FOR CUSTOMERS PURCHASING TRAVEL IN THE STATE OF CALIFORNIA:
Our California State Seller of Travel Registration number is 2029006-20. Operator is not a participant in the California Travel Consumer Restitution Fund.
25. FOR CUSTOMERS PURCHASING TRAVEL IN THE STATE OF FLORIDA:
Our Washington State Seller of Travel Registration Number is: DTN1691854. If transportation or other services are canceled by the seller of travel, all sums paid to the seller of travel for services not performed in accordance with the contract between the seller of travel and the purchaser will be refunded within thirty days of receiving the funds from the vendor with whom the services were arranged, or if the funds were not sent to the vendor, the funds shall be returned within fourteen days after cancellation by the seller of travel to the purchaser unless the purchaser requests the seller of travel to apply the money to another travel product and/or date.
26. FOR CUSTOMERS PURCHASING TRAVEL IN THE STATE OF IOWA:
Our Iowa Seller of Travel Registration Number is: #902.
- 27. CHANGES TO RULES AND REGULATIONS
Operator and/or Suppliers may at any time modify (a) the Site, including eliminating or discontinuing any content on or feature of the Site or (b) these terms and conditions. Your continued use of the Site will be conditioned upon the terms and conditions in force at the time of your use.
The following terms will be referred to throughout this document. “We”, “us”, “our”, “AFC Travel” refer to AFC Travel, Inc. and/or our partners and subsidiaries. The terms “you”, “your”, “agent”, “customer”, “I” refer to the Sub-Agent and/or customer who is booking a hotel reservation on this Website. The term “guest” refers to the person who will be utilizing the hotel room accommodations.
All hotel bookings made with AFC Travel, Inc. are governed by these Policies. A contract between your agency and us shall come into existence when we (a) issue a booking ID; (b) issue a booking confirmation online or by email; (c) process payment on established pre-payment terms.
AFC Travel offers three (3) types of hotel fares – NET Prepay, PUBLISHED Prepay & PUBLISHED Postpay. Each of the fare types have different rules, as described below.
Hotel Fare Type: NET Prepay
Our pre-negotiated NET Prepay rates include taxes. All prices are displayed in USD.
When booking a NET Prepay fare, you may hold most hotel properties up to a week after the date you booked, provided the last purchase date does not qualify for penalties. In some cases you may need to purchase a hotel booking instantly. To avoid this, we recommend making the hotel bookings at least 11 days prior to check-in. You will be notified at the time of booking if the reservation is an instant purchase or of the last purchase date for the reservation. If a hotel reservation is not purchased by the deadline stipulated at the time of booking, the reservation will be automatically cancelled by us.
Upon purchasing the reservation with credit card or DPA, you authorize us to process payment for your hotel reservation that day. If the booking is paid by a credit card, commission and/or rebate payments will be payable 10 business days following guest check-in and payable to the agency name given at the time of booking. Applied payments pertain to that booking only. Once you have purchased the hotel reservation, you will be under any applicable penalties to cancel or change the reservation.
Requests for cancellation must be made via our web site. We will refund those bookings, provided the booking is eligible for a refund according to the cancellation or change rules provided at the time of booking. All cancellation rules are subject to change and based on the specific rules given by each hotel property at the time of booking.
Cancellation fees will apply based on the check-in date at each hotel. If the hotel booking is cancelled within 1 day of check-in or the guest is a No Show, no refund will be given. If the hotel booking is cancelled 2-3 days prior to check-in, a minimum charge of a one night stay will apply. If the booking is cancelled more than 3 days prior to check-in there will be no charge and a full refund will be given provided there are no other charges assessed by the hotel. All cancellation rules are subject to change based on the specific rules given by each hotel property at the time of booking.
Requests for changes or modification to the hotel booking may require a fee if assessed by the hotel. You will be notified of the amount at the time of making the change. If the guest does not arrive at the hotel on the date they were booked or leaves early, they will not be eligible for a refund based on a shorter stay. Name changes will be permitted if the hotel allows and will be subject to any fees assessed by the hotel once the reservation is made.
We will always try to book the first hotel requested. If the requested property is not available you will be notified via email and you will have the option to make a new booking if you so choose. In extreme circumstances we may be forced to cancel your booking, in which case you will be notified as soon as possible of this change and a full and prompt refund will be made.
Occasionally, a hotel is unable to honor/fulfill a confirmed booking. In such case, the hotel will seek to provide a suitable alternative accommodation of the same standard and in the same location of the original purchase.
Hotel guest names are typically added in the hotel property’s reservation system shortly before the check in date.
IMPORTANT: You will be able to access an electronic voucher once the hotel booking has been purchased. It is your responsibility to provide the necessary voucher for each hotel property to the guest(s). Each property must be presented with the appropriate voucher upon check-in by the guest. Failure to provide the hotel property with the voucher may result in the guest being denied service by the hotel property. When a reservation is cancelled after purchase, all previous vouchers become null and void.
Hotel Fare Type: PUBLISHED (Prepay and Postpay):
Our PUBLISHED hotel rates may require either prepay or postpay payments. Taxes are additional to the room rates shown and can vary by property and location. The local price is quoted at the time of booking. The local price is the amount that will be charged. Other prices displayed are estimated in USD. Actual price may vary based on currency conversion rates. The hotel rate rules & cancellation policy will contain the full details of the given rate.
A credit card is required at the time of booking. For Prepay rates, the credit card will be charged by the hotel based on the outlined rate rule. For Postpay rates, the credit card will be charged by the hotel after the stay is completed.
Requests for cancellation must be made via our web site, when allowed. The hotel will refund those bookings, provided the booking is eligible for a refund according to the cancellation or change rules provided at the time of booking. All cancellation rules are subject to change and based on the specific rules given by each hotel property at the time of booking.
There will be no requests for changes or modification to the hotel booking allowed once a published rate reservation has been made. There will be no name changes allowed once a reservation has been made. You must cancel the booking and rebook a new hotel booking.
If the agent or passenger contacts the hotel directly to make changes AFC Travel will lose control of the booking and will not receive any changes to the reservation.
General Information (applies to both NET and PUBLISHED rates):
The price listed on the booking confirmation will supersede any price listed on afctravel.com or quoted over the telephone. Services included in the price will be outlined in the hotel property details. Any additional services not included with the hotel room must be paid directly to the hotel or supplier by the guest. Additional services may include, but are not limited to, extended stay, telephone usage, room service, restaurant charges, tips, upgrades, transportation and other amenities.
A confirmation email will be sent to the agent’s email address given at the time of booking. It is the responsibility of the agent making the booking to verify that all information is correct. Any changes or modification to the reservation may be subject to a change fee or may become completely unavailable.
Any special requests will be sent to the hotel, but can not be guaranteed. Separate beds are not guaranteed, but may be requested at the time of booking the hotel room. Some hotels may provide a Twin room that consists of one single bed and one sofa bed. A German Double room will consist of two attached single beds side by side. Triple and Quad rooms generally consist of two double beds and twin or double bed(s) plus an extra bed. Most hotels will not offer one full size bed per guest.
Bookings made for trade fair and special event periods may be under special booking conditions. You will be advised of these conditions when you read the applicable rules on your reservation confirmation.
The star ratings are used to categorize the overall quality and level of services and amenities offered by the hotel property. The ratings are established by the relevant issuing body of each country. Some countries may not use an official categorization for hotels.
Country Specific Information:
North America hotels will only accept guests under 21 years old when they are accompanied by an adult 21 years of age or older. Tourists in Russia must pay a tourist tax upon arriving at their first hotel in Russia. Ryokans are traditional Japanese inns and are based on traditional architecture and culture.
The following rating system is a reference guide only. It does not have the same standards as the star ratings used by the country issuing body. The information list below is a guide and is not warranted or guaranteed by us. The Quality Level is an overall quality level of the property.
Rating 1: Quality Level – Acceptable. Adequate provision on furniture, furnishings and fittings.
Rating 2: Quality Level – Good. Good standard of furnishings, service and guest care.
Rating 3: Quality Level – Good to Very Good. Good standard of maintenance and decorations. Ample space and furniture.
Rating 4: Quality Level – Excellent. Very good care and attention to detail will be obvious throughout the property.
Rating 5: Quality Level – Exceptional. Property has high levels of decor, fixtures and fittings, efficient management and guest service staff, and excellent range of accessories and personal touch.
Unspecified Rating: Quality Level – varies. Please read the full property description and details for furnishings and information on amenities.
The following is a guide for the different room types.
Twin room (sleeps 2): Contains two beds. Suitable for two people.
Double room (sleeps 2): Contains one double bed(or larger). Suitable for two people.
Single room (sleeps 1): Contains one single bed. Suitable for one person.
Triple room (sleeps 3): Contains either three single beds, a double bed and one single bed, or 2 double beds in a room. Please note that many hotels do not have one full size bed for each guest in their triple rooms and one of the beds provided may be a rollaway or pullout.
Quad room (sleeps 4): Contains either two double beds, one double plus two single beds or four single beds in a room.
Crib: Crib suitable for a child under the age of two years. A crib will automatically be requested when the search contains a child under the age of 2.
We are only a facilitator to the hotel reservation process. Product information listed on our website is based on the information collected from suppliers and hotels worldwide. We do not recommend or endorse any particular hotel. The content of this site is published in good faith. You acknowledge that we, the booking facilitator, cannot check the accuracy of all information provided by our suppliers. We do not accept any liability for errors or omissions of hotel services on this web site. Any complaints should be reported to the hotel or service supplier directly. We will not be responsible for any problems that could have been rectified during the traveler’s stay at the hotel property.
Under no circumstances will we be liable for any direct, indirect or consequential loss or damages. These circumstances may include but not be limited to: acts of God, outbreak of riot, civil disturbances, hotel construction, etc.
We are not liable for personal injury, illness, property damage or loss of expense of any form during a guest’s stay at a hotel property. We shall not be liable for and will be indemnified by you in respect of any direct or indirect loss by a third party claim. Guests must comply fully with any regulations and rules set by the hotel property. Any damage done to the hotel property will be the responsibility of the guest. Any charges associated with the damage must be paid directly to the hotel upon the guest’s departure.
For credit card sales online, no extra forms are needed. However when guaranteeing payment in the call center with a credit card, an indemnification form must be on file with us. You indemnify us from loss for credit card fraud and unauthorized use related to credit card purchases authorized by you. You will need the cardholder’s name, billing address and signature or SOF, the amount you want to charge for the sale, and the security code for the credit card. When a third party credit card is used, you will need to fax a copy of the card (front and back) along with a copy of that cardholder’s driver’s license and signature. We reserve the right to deny any credit card purchase that is suspicious to our credit card fraud detection and processing department.
We reserve the right to change these booking policies from time to time. I have read, understand, and agree to all of AFC Travel, Inc.’s terms, conditions and policies. I acknowledge that further policies may apply pertaining to the specific property I book and I will refer to the hotel’s terms, conditions and policies for complete details.
PCI DSS POLICY
Payment Card Industry – Data Security Standard Policy
The purpose of this policy is to establish guidelines for processing charges on Credit Cards to protect against possible theft of credit card account and personal cardholder information that has been provided to our Company, and to comply with the Payment Card Industry Data Security Standard (PCI DSS) requirements. The Company will adhere to PCI DSS standards in order to protect its customers, limit its liability and continue processing credit card payments.
The Company has established a PCI DSS Task Force. The Task Force is responsible for documenting, analyzing, monitoring and distributing all policies and procedures required under PCI DSS.
II.SCOPEThis policy applies to ALL company departments, employees (working on-site and off-site), as well as independent contractors and/or apprentices/volunteers. This policy applies to any party that processes, transmits or handles cardholder information in a physical or electronic format. All computers and electronic devices involved in processing payment card data are governed by PCI DSS. This includes servers, computers, workstations & terminals that process, transmit or store credit card information.
Any internal or external parties involved with the acceptance and processing of credit cards must ensure that PCI DSS compliance is maintained. To meet the Payment Card Industry requirements, the following will be strictly enforced:
A.Access to resources and Cardholder Data should be limited to only those individuals whose job requires such access.
B.Any job position that requires access to stored Cardholder Data will be considered security sensitive. Criminal and credit background checks must be performed for any person prior to assignment of duties that includes access to stored Cardholder Data. NOTE: As we transition into the adherence of this policy, the Company may initiate such checks on personnel who are presently performing the job duties newly defined as “security sensitive.”
C.Personnel involved in credit card processing in one of the following categories must attend credit card security training every year.
Has access to cardholder data. Handles credit card payments or refunds as part of their regular job duties. Personnel who handle credit card payments on a one time or temporary basis are recommended to attend training but not required.
D.Any person processing credit card information must agree not to disclose or acquire any information concerning a cardholder’s credit card account without the cardholder’s consent.
E.Credit card numbers should never be stored on a personal computer or left unsecured on a desktop.
F.Credit card numbers should never be transmitted via unencrypted email or any other unsecured transmission method—including unified messaging.
G.A self-assessment questionnaire will be completed annually by the merchant.
H.Appropriate segregation of duties between credit card processing (sales and refunds) and the reconciliation function must be maintained.
In-Office Processing Requirements
If credit card data is received via a “secured” fax machine or via the mail, the hard copy that contains credit card data will be subject to the following requirements. Note: If the transaction is subsequently processed using a terminal or the Web, it will also be subject to those requirements.
A. Physical cardholder information must be locked in a secured area, and limited to only those individuals that require access to that data. In addition, access should be restricted to data on a “need to know” basis.
B.Credit Card transactions should be processed in accordance to Company guidelines and the credit card number should be red-noted to include no more than the last four digits. In addition, any Sensitive Cardholder Data should be masked.
C.Stored credit card information will be retained according to the Company retention policy so long as there is a business and/or legal purpose.
D.The following procedures shall be followed for masking credit card information when no longer required:
Blackout credit card number except last four digits and any Sensitive Cardholder Data
Cross-cut shred the original immediately (and not later than same day. If this option is utilized the credit card data shall be secured until shredding occurs).
Retain, if necessary, hard copy of document with unreadable credit card information.
General Credit Card Processing Requirements
A. Cardholder data should not be stored on the PC terminal.
B.Do not print the entire credit card number on either the hard copy or customer copy of any receipts.
C.All terminals must be PCI DSS compliant.
D.Notify the EVP of Operations about any technology changes affecting transaction processing.
Web Payment Processing & Electronic Storage Requirements
A.Approval by the Leader/PCI DSS Task Force or the Company’s EVP of Operations is required before entering into any contracts or before purchasing software and/or equipment that processes, transmits or stores credit card data
B.Sensitive Cardholder Data should not be stored
C.Third party payments should align with PABP or PA DSS approval.
D.Each merchant is responsible for assigning someone to administer the control of log-in privileges, limit software access to secure methods, delete or revoke access to software for terminated employees. Vendor-supplied defaults for system passwords should not be used.
E.Merchant will notify the Leader/PCI DSS Task Force and the EVP/Operations regarding any technology changes affecting transaction processing.
F.Network vulnerability scans shall be performed on machines/devices that are involved in the processing of credit/debit cards on a least a quarterly basis and after any significant change in the network.
Merchants not complying with this policy may lose the privilege to accept credit card payments. Additionally, fines may be imposed by the affected credit card company. Persons in violation of this policy are subject to the full range of sanctions, including the loss of computer or network access privileges, disciplinary actions, suspension, termination of employment and legal action. Some violations may constitute criminal offenses under local, state and federal laws. The Company will carry out its responsibility to report such violations to the appropriate authorities.
V.DEFINITIONS & RESOURCES
A. Payment Card Industry Data Security Standard (PCI DSS). PCI DSS is the result of collaboration between the four major credit card brands to develop a single approach to safeguarding sensitive data. PCI DSS defines a series of best practices for handling, transmitting and storing sensitive data.
B.Cardholder Data: Includes cardholder name, full account number, expiration date, service code, PIN / PIN Block or Card Validation Code (e.g. three-digit or four-digit printed on the front or back of a payment card (CVV2, CVC2 data).
C.Sensitive Cardholder Data: Includes Card Validation Code
D.Merchant: Any person/department/company accepting money for goods or services. Includes fees.
E.Credit Card: Any payment card, including debit cards, which is issued by one of the major credit card associations (e.g. Visa, MasterCard, Discover, American Express, et al)
F.PCI DSS Task Force: A committee appointed by the Company to be responsible for full PCI DSS compliance.
G.Payment Application Best Practices (PABP): Program developed by Visa to assist software vendors in creating secure payment applications that are PCI DSS compliant.
A list of all vendors currently PABP compliant can be found on Visa’s website.
H.Payment Application Data Security Standard (PA DSS): Program managed by the Payment Card Industry Security Standards Council (PCI SSC) formerly managed by Visa and known as PABP. PA DSS is a set of standards designed to assist software vendors in developing secure payment applications that comply with PCI DSS requirements. A list of validated payment applications will be listed on the PCI SSC website.
The Transportation Security Administration (TSA) is implementing Secure Flight, a program that enables TSA to assume responsibility from airlines for matching passenger information against terrorist watch lists. In compliance to this new program, we would like to make you aware of some changes in AFC Travel’s reservation process.
When will AFC Travel implement the Secure Flight program?
AFC Travel will change its current Secure Flight Passenger Data (SFPD) collection process on August 2, 2010. We will continue to update you as matters relating to the Secure Flight program and its compliance processes evolve.
What are the benefits of Secure Flight?
Secure Flight makes travel safer by more effectively identifying individuals that may pose a known or suspected threat to aviation. It also enables officials to address security threats sooner. Furthermore, by creating one watch list matching system, it helps prevent the misidentification of passengers who have names similar to individuals on government watch lists. Lastly, Secure Flight offers an improved *redress process, so that those who are mistakenly matched to the watch lists can avoid further problems in the future. *Those who encounter misidentification may apply for *redress at www.dhs.gov/trip .
How will Secure Flight affect passengers?
Under the Secure Flight program, TSA requires 100 percent of passengers flying to, from or through the United States airspace (including its territories) to have Secure Flight Passenger Data (SFPD) in reservations booked for travel November 1, 2010, and beyond—regardless of the sales distribution channel through which the reservation is booked. TSA allows no exceptions.
As such, you will be required to provide each passenger’s full name (as it appears on the identification document they plan to use when traveling), date of birth and gender when guaranteeing a reservation. You will also be able to provide a *redress number, if applicable. TSA prescreens this data against government watch lists for domestic and international flights. The TSA match-list begins 72 hours before the scheduled departure, or at time of ticketing if the departure is less than 72 hours away. Regardless of the departure date, a ticket may not be issued without the mandatory Secure Flight Passenger Data for each passenger in the reservation.
Though recommended, AFC Travel agents will not be required to enter the Secure Flight Passenger Data at the time of booking. However, and without exception, an agent will not be able to “guarantee/purchase” a booking from AFC Travel without entering the mandatory SFPD requirements into the reservation for each passenger—if that data is not already present.
Protecting your privacy
TSA & the airlines understand that personal privacy is important to everyone. You are assured that the privacy of individuals’ information is a cornerstone of the Secure Flight program. TSA collects the minimum amount of personal information necessary to conduct effective watch list matching. Furthermore, personal data is handled in accordance with stringent guidelines and applicable privacy laws and regulations.
To learn more about the TSA Secure Flight program, visit www.tsa.gov/secureflight.