Europe Express

BOOKING GOVERNANCE & SERVICE FRAMEWORK

(White Collar Travel – Terms & Operational Protocol)

I. Commercial Validity

Rate Integrity

1. All quotations are offered on a net, non-commissionable basis.
2. Availability is dynamic and subject to reconfirmation at the time of booking.
3. No services are blocked unless specifically confirmed in writing.
4. Suppliers reserve the right to amend pricing prior to final confirmation.

Business Model Disclaimer

1. White Collar Travel operates exclusively on a B2B platform.
2. End-client servicing, communication, and grievance handling remain the responsibility of the booking agent.

Legal Jurisdiction

1. Any disputes arising shall be subject to the exclusive jurisdiction of the Delhi High Court, India.

II. Financial Protocols & Statutory Compliance

Exchange Rate Mechanism

1. The applicable Rate of Exchange (ROE) shall be calculated on the date of final payment.
2. ROE formula: Interbank Rate (IBR) + ₹1.50.

Taxation Framework

1. 5% GST and 5% TCS shall apply as per Government of India regulations.
2. Applicable service taxes apply on payments processed through our INR account.

Regulatory Compliance

1. All remittances must adhere to BTQ eligibility and RBI foreign exchange norms.
2. Any statutory revision in taxes or levies shall be chargeable accordingly.

III. Itinerary Control & Service Execution

Operational Authority

1. Confirmed itineraries are non-amendable unless approved in writing.
2. Services will operate strictly as per the finalized WCT operational schedule.
3. Sequence of sightseeing may be modified for logistical efficiency.

Contingency Handling

1. In the event of attraction closure, maintenance, or local restrictions, comparable alternatives will be arranged where feasible.
2. Packed or substitute meals may be provided during unforeseen operational disruptions.
3. Unused services hold no refund value.

IV. Accommodation & Hospitality Standards

1. Local city/tourism taxes (if applicable) are payable directly by the guest at check-in or check-out.
2. Triple occupancy may include a rollaway or sofa bed; room dimensions remain standard double size.
3. Seasonal, event-based, or exhibition surcharges may apply without prior intimation from suppliers.

V. Ground Transportation Code

General Guidelines

1. Luggage capacity is restricted as per vehicle category.
2. Midnight surcharge applies for services between 22:00 hrs – 07:00 hrs.
3. Coaches operate up to 10 driving hours per day unless otherwise specified.

Seat-In-Coach (SIC) Services

1. Operated on shared basis with fixed departure timings.
2. Guests must report to designated pickup points independently.
3. Waiting window may extend up to 45 minutes depending on routing.
4. Failure to report within 5 minutes of arrival will be treated as no-show.
5. Missed services are non-refundable and non-reschedulable.

Private Transfers

1. Operated exclusively for the booked guests.
2. Maximum grace waiting time: 5–10 minutes from scheduled pickup.

Drivers will check the lobby/concierge area and may attempt in-room contact where feasible.

VI. Attraction, Rail & Cruise Policies

1. Certain attractions define child eligibility based on height parameters.
2. Rail tickets and select event-based services are strictly non-refundable once issued.
3. Museum or monument closures without prior notice are beyond operational control.
4. Meal inclusions exclude beverages unless specifically mentioned.
5. SIC services may be cancelled if hotel location falls outside operational limits.
6. English-speaking drivers/guides remain subject to availability.

VII. Force Majeure & Limitation of Liability

White Collar DMC shall not be liable for losses, disruptions, or delays resulting from circumstances beyond reasonable control, including but not limited to:

1. Adverse weather conditions
2. Airline schedule changes
3. Strikes or labor unrest
4. Political disturbances
5. Natural calamities
6. Government restrictions

Any additional expenses incurred due to such events shall be borne directly by the guest.

For operational clarifications or booking assistance, please coordinate with your assigned Sales Consultant at White Collar Travel.

Reservation Confirmation – Compliance & Guest Credentials

To formally secure your travel arrangements, we request the following documentation and travel particulars for verification and processing:

Compliance Documentation

• Aadhaar Card – Coloured scanned copy (Front & Reverse)

• Passport – Coloured scanned copy (Front & Reverse)

• PAN Card – Coloured scanned copy

• Initial Booking Deposit – As advised in the quotation

• GST Certificate – Mandatory if remittance is made via a registered company account

• Payment Advisory – Transactions exceeding the permissible booking limit will not be accepted in cash, in accordance with statutory regulations

Traveller Particulars

Kindly share complete details exactly as per passport:

• Full Name of Each Traveller (Given Name & Surname)

• Passport Number & Validity (with copy attached)

• Travel Duration – Check-in & Check-out Dates (DD/MM/YYYY – DD/MM/YYYY)

• Flight Schedule – Airline, Flight Number, Arrival & Departure Timings

We request you to ensure all documents are clear, legible, and valid to facilitate seamless processing and timely confirmations.

Reservation, Payment & Cancellation Framework

1. Reservation Policy

A. Group Departures

Your booking is secured as per the departure timeline below:

• 75 – 46 Days Before Departure

A non-refundable commitment deposit of INR 50,000 per person is required.

• 45 Days or Less Before Departure

100% of the total tour cost is payable at the time of confirmation.

Non-Refundable Departures

Select departures operate under a strictly non-refundable policy, requiring full payment at the time of booking.

Foreign Exchange Clause

The applicable exchange rate will be calculated as per the final payment realization date (IBR + ₹1.50) and not the booking date.

B. Flights, Hotels & Cruises

1. All flight tickets, cruise bookings, and standalone hotel reservations require 100% advance payment.
2. These services are governed by supplier-specific cancellation rules and are generally non-refundable once confirmed.

2. Financial Terms

1. GST: 5% applicable on the total package value.
2. TCS: 5% applicable as per prevailing Government of India regulations.
3. All dues must be cleared prior to departure to release travel documents.

Cancellation & Retention Policy

1. Group Departures

In the event of cancellation, the following retention charges shall apply:

• 75 – 46 Days Prior to Departure

INR 50,000 per person (non-refundable deposit).

• 45 – 0 Days Prior to Departure

100% of the tour cost will be retained.

No Show / Failure to Board

Full tour cost will be forfeited.

Non-Refundable Tours

100% retention applies under all circumstances.

2. Airline & Cruise Cancellations

Refunds, if applicable, will strictly follow the respective airline/cruise line policies.

White Collar DMC acts as a facilitator and is not liable for supplier-imposed penalties.

Refund Governance & Service Conditions

Unused Services

No reimbursement shall be provided for any services not utilized during the tour, including accommodation, meals, sightseeing, transfers, or cruise segments.

Operational Disruptions

White Collar DMC shall not be held liable for cancellations, delays, itinerary modifications, or tour curtailments caused by:

1. Weather conditions
2. Airline or transport disruptions
3. Government restrictions
4. Natural calamities
5. Any force majeure events

No compensation or refund shall arise from such circumstances.

Refund Processing Timeline

Eligible refunds will be processed within 10–15 working days via original payment mode.

Visa Rejection Policy

1. Policy Overview

Refunds in case of visa refusal will be processed in alignment with supplier terms and booking conditions agreed at confirmation.

2. Responsibility Disclaimer

1. Visa assistance is provided as a facilitation service.
2. The final decision rests solely with the respective Embassy/Consulate.
3. Applicants are responsible for accuracy and timely submission of documentation.

3. Refund Components in Case of Visa Refusal

Non-Refundable Elements

1. Visa fees & processing charges
2. Airline cancellation penalties
3. Hotel retention charges
4. Cruise deposits
5. Third-party service fees

Refundable Portion

Balance amount, if any, after deduction of applicable supplier penalties.

Official visa refusal documentation is mandatory for processing any refund.

4. Refund Timeline

Refund initiation will commence within 7–10 working days of receiving the required documents.

Actual credit timelines may vary depending on airline, hotel, or cruise processing cycles.

5. Travel Rescheduling Option

Guests may opt to reschedule their travel (instead of cancellation), subject to:

1. Availability
2. Fare differences
3. Amendment fees

6. Policy Amendments

White Collar Travel reserves the right to update or modify these policies in accordance with supplier regulations or government directives without prior notice.