Customer
Information
COMPANY DETAILS
Karen Harrington
Luxury Travel Consultant
ADDRESS:
7b High Street
Cobham
Surrey
KT11 3DH
United Kingdom
CONTACT NUMBER
+44 (0)7588 305016
Contact us
Booking Conditions
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A booking is confirmed when you accept our quotation, pay the required deposit or full balance, and we issue a booking confirmation.
We take care to ensure all information and prices are accurate at the time of publication. However, changes and errors may occasionally occur. You must check all details at the time of booking and upon receiving your confirmation, and notify us immediately if anything appears incorrect.
If you have any special requests, please inform us at the time of booking. We will pass these requests to the supplier, but they cannot be guaranteed. Special requests do not form part of your contract unless confirmed in writing by the supplier.
If you wish to amend your booking after payment has been made, any additional costs or fees will be determined by the supplier. Some changes may be treated as cancellations and rebookings, depending on the fare rules or accommodation terms. We will guide you through the options available and explain any charges before confirming changes.
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Deposit amounts and balance due dates vary depending on the supplier, and we will advise you of the applicable schedule at the time of booking.
If the balance is not paid by the date specified, the supplier may cancel your booking and apply their cancellation charges. We accept no liability for losses arising from late payment.
All payments are made on behalf of the supplier providing your travel arrangements.
Your balance payment is due on the date specified on your invoice. Because each supplier sets their own payment schedule, balance due dates may differ between bookings. As a general guide, many suppliers require full payment between 8 and 12 weeks before departure, although some may require earlier settlement for certain flights, cruises, or promotional rates.
We will send reminders as your balance due date approaches, but it is your responsibility to ensure payment is made on time. Failure to pay your balance by the stated date may result in cancellation by the supplier, and their cancellation charges will apply.
If a balance payment is not received by the due date, suppliers may cancel your booking without notice. In such cases, any deposit or partial payments already made are usually non-refundable. We strongly recommend setting reminders or arranging payment well in advance to avoid disruption to your travel plans.
Because Virtuoso Luxury Travel acts as an independent travel agent, all payments are made on behalf of the supplier providing your travel arrangements. This means:
Payment schedules are determined by the supplier
Cancellation fees are determined by the supplier
Refund eligibility is determined by the supplier
Some suppliers may require immediate full payment for certain fares or offers
We will always make these terms clear at the time of booking and ensure you understand the conditions that apply to your specific arrangements.
We accept payment via secure online invoice or bank transfer. All payments are processed safely and passed directly to the supplier responsible for your travel arrangements. We do not hold client funds or provide financial protection as a tour operator; instead, your booking is protected under the supplier’s own financial protection scheme where applicable.
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Most travel suppliers require a deposit at the time of booking to secure your reservation. Deposit amounts vary depending on the destination, season, and type of travel service you are purchasing. Some suppliers offer low-deposit options, while others require a higher initial payment, particularly for peak-season travel, long-haul flights, or luxury accommodation.
We will always advise you of the exact deposit required before confirming your booking.
Deposits are typically non-refundable, as they are passed directly to the supplier to secure your arrangements.
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If you choose to end your holiday early, we cannot refund unused services. Depending on your insurance policy, you may be able to make a claim directly with your insurer.
If suppliers cannot accommodate your needs, the booking may be declined or cancelled, and supplier cancellation charges may apply.
No refunds or compensation will be provided in such circumstances, and you may be liable for any damage caused.
If you wish to amend your booking after payment has been made, any additional costs or fees will be determined by the supplier. Some changes may be treated as cancellations and rebookings, depending on the fare rules or accommodation terms. We will guide you through the options available and explain any charges before confirming changes.
Refunds are issued according to the supplier’s terms and may take time to process. Once a cancellation has been confirmed, any eligible refund will be returned directly from the supplier. We will monitor the progress of your refund and keep you updated, but we are unable to expedite payments beyond the supplier’s standard procedures.
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Passports
Your passport is the most important document you will carry when travelling. Many destinations require a minimum period of validity beyond your travel dates, often six months, and some may require blank pages for entry stamps. We encourage you to check your passport well in advance of your trip to ensure it meets the requirements of your destination. If renewal is needed, we recommend beginning the process as early as possible to avoid delays. Our team is always available to advise on the specific passport rules that apply to your itinerary.
Visas & Entry Requirements
Visa and entry requirements vary significantly between countries and can change with little notice. To ensure you have the most accurate and up-to-date information, we recommend consulting the IATA Travel Centre, an internationally recognised resource that provides current visa rules, entry restrictions, health regulations, and travel advisories for destinations worldwide. Virtuoso Luxury Travel will guide you through the relevant requirements for your trip and direct you to the correct application process. While we cannot complete visa applications on your behalf, we will ensure you have clear, accurate information and support you in preparing the necessary documentation.
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Vaccinations & Medical Certificates
Some destinations require proof of vaccinations, medical certificates, or other health-related documentation. Requirements may include routine immunisations, travel-specific vaccines, or medical declarations depending on your itinerary. We will inform you of any known requirements at the time of booking, but it is your responsibility to consult your healthcare provider to ensure you meet the entry rules for your destination. Many countries also require travellers to carry proof of adequate travel insurance, particularly for medical coverage, so we recommend keeping your policy documents easily accessible throughout your journey.
Travel Itineraries & Supporting Documents
Your travel itinerary, booking confirmations, e-tickets, transfer details, and accommodation vouchers will be provided to you in digital format for convenience. We recommend saving copies to your phone and carrying printed versions as a backup. These documents contain essential information for check-in, transfers, and excursions, and having them readily available will help your journey run smoothly.
Travelling With Children
If you are travelling with children, additional documentation may be required. This may include birth certificates, consent letters for single-parent or guardian travel, or proof of relationship. Requirements vary by destination, and we will advise you of any known rules, but we also recommend checking official guidance to ensure full compliance before departure.
Our Support
Our team is always available to assist with questions about travel documents, entry requirements, or anything else you may need before departure. We are committed to ensuring you feel fully prepared, confident, and supported every step of the way. With the right documents in place, you can relax and look forward to an exceptional travel experience curated by Virtuoso Luxury Travel.
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At Virtuoso Luxury Travel, we take great care in curating exceptional travel experiences and arranging services with trusted airlines, hotels, resorts, cruise lines, and tour operators. As an independent travel agent, our role is to design, recommend, and book travel arrangements on your behalf. We do not own, operate, or control the travel services you purchase, and your contract for those services is formed directly between you and the supplier named on your booking confirmation.
While we strive to ensure that all information provided is accurate and that all suppliers meet the high standards expected of luxury travel, we cannot accept liability for the actual performance, quality, or delivery of the travel services supplied. Any injury, loss, damage, delay, or inconvenience arising from the actions or omissions of third-party suppliers, or from events beyond our control such as weather conditions, natural disasters, strikes, political events, or changes in local regulations remains the responsibility of the supplier or the relevant authority.
Virtuoso Luxury Travel is not liable for any losses resulting from failure to meet passport, visa, health, or entry requirements, nor for any additional costs incurred due to missed flights, denied boarding, or changes imposed by airlines or border officials. It is the traveller’s responsibility to ensure all documentation is valid and compliant with the destination’s requirements.
Our liability to you is limited to the amount you have paid us for our services as your travel agent. We do not accept responsibility for consequential losses, indirect damages, or claims arising from circumstances outside our reasonable control. We will, however, always assist you to the best of our ability should issues arise during your trip, and we will support you in communicating with suppliers to seek appropriate resolutions.
Protected by PTS
By confirming a booking with Virtuoso Luxury Travel, you acknowledge and accept this limitation of liability and agree to be bound by the terms and conditions of the suppliers providing your travel services.
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At Virtuoso Luxury Travel, we believe that exceptional travel experiences should be accessible to everyone. Our commitment to inclusivity is woven into every aspect of our service, ensuring that clients with disabilities or additional access needs feel welcomed, supported, and fully accommodated. We aim to deliver a seamless, luxurylevel experience that is both thoughtful and personalised, regardless of individual requirements.
We work closely with our clients to understand their specific accessibility needs and preferences. This includes providing clear and accessible communication throughout the booking process, offering guidance on mobility, sensory, cognitive, or medical considerations, and assisting in the selection of suitable accommodation, transfers, and activities. Our team liaises directly with hotels, airlines, cruise lines, and tour operators to verify accessibility features, ensuring that every element of your journey aligns with your comfort and safety.
Our digital platforms are designed with accessibility in mind. We strive to maintain a website that is easy to navigate, visually clear, and compatible with common assistive technologies.
This includes readable fonts, strong contrast, mobilefriendly layouts, and descriptive text for images where appropriate. Should you encounter any difficulty using our website, we encourage you to contact us so we can provide immediate assistance and continue improving our digital accessibility.
We recognise that accessibility needs vary widely, and we are committed to offering tailored support. Whether you require wheelchairaccessible rooms, stepfree routes, accessible vehicles, dietary accommodations, mobility equipment hire, or assistance with visual or hearing requirements, we will work diligently to ensure your arrangements are suitable and verified before travel. Our goal is to remove barriers and create itineraries that feel effortless, enjoyable, and fully inclusive.
We are also happy to communicate in whichever format suits you best, whether that is email, phone, video call, written summaries, or alternative formats upon request. Your comfort and clarity are central to the service we provide.
Accessibility is an ongoing commitment, and we continually review our services, communication methods, and digital platforms to ensure we meet high standards of inclusivity. We welcome feedback from clients and partners, as it helps us refine and elevate the experience we offer. If you require assistance, have accessibility needs, or would like support planning an accessible luxury trip, you are warmly invited to contact us. Virtuoso Luxury Travel is dedicated to ensuring your journey is not only accessible, but exceptional in every way.
Your Holiday Protection
We want you to be safe whilst travelling abroad.
For the latest foreign travel advice, visit www.gov.uk/foreign-travel-advice
To view all of the latest travel advice on your chosen destination, please visit www.gov.uk/knowbeforeyougo
