Terms & Conditions

Introduction

These Terms govern every booking, enquiry, and transaction made through TravelOrbit, whether placed online, by phone, or in person with one of our consultants. By proceeding with a booking, you confirm that you have read, understood, and accepted the conditions set out below on behalf of yourself and every passenger included in your reservation.

If anything in this document is unclear before you book, please contact us — once a confirmation, ticket, or voucher has been issued, the terms applicable to that booking are fixed.

1. Our Role and the Contract for Your Travel

Agency capacity. TravelOrbit operates as a travel agent, arranging services on behalf of Principal Suppliers — airlines, hotels, ground operators, and destination management companies. We are not the provider of the underlying travel service.

Where your contract sits.When you book through us, your legal contract for the travel itself is concluded directly with the Principal Supplier. Their booking conditions apply to your trip in parallel with these Terms, and in any conflict between the two, the Supplier’s terms govern the travel service itself while ours govern our agency role.

Completion of our service.Our agency obligation to you is discharged in full once we have issued your booking confirmation, electronic ticket, or supplier voucher. Any subsequent dealings with the airline, hotel, or operator — including schedule changes, on-trip issues, and refunds — are governed by the Supplier’s own processes, although we will assist where reasonably possible.

Passenger details and accuracy. It is your responsibility to ensure that every name, date of birth, and document detail supplied to us matches the passport that will be used for travel. Discrepancies notified to us more than 24 hours after the confirmation is issued will be handled as a cancellation and re-booking, and any associated supplier charges will be passed on to you in full.

2. Financial Protection

Flight-inclusive packages. Where your booking comprises a flight together with one or more additional travel services sold under a single price, it is protected under our ATOL licence. Your ATOL Certificate will be issued at the point of confirmation and should be retained for the duration of your travel.

Regulatory compliance. All bookings sold by TravelOrbit are arranged in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018. Where the Regulations require financial security for multi-service arrangements, that security is in place before any monies are taken.

3. Pricing, Payment, and Fly-Now-Pay-Later Arrangements

Quoted prices and volatility. Prices displayed or quoted are indicative until your booking is fully ticketed and confirmed. Airfares, taxes, and supplier rates can move at any point during the booking process, and we reserve the right to amend or withdraw a price prior to ticketing. Where an obvious technical or display error has produced a clearly incorrect price, we may decline to honour that price and will offer you the option to proceed at the corrected rate or to cancel without further obligation.

Instalment finance products.If you choose to spread payment using a Fly-Now-Pay-Later (FNPL) facility, the credit agreement is a separate financial contract between you and the lender providing that facility. The terms of repayment, default, and arrears are governed by that lender’s agreement, not by TravelOrbit.

Cancellation does not cancel the loan. Cancelling, postponing, or being unable to travel does not extinguish your obligation to continue repaying any FNPL balance. You remain liable to the lender in accordance with their agreement, irrespective of what happens with the underlying trip.

Shortfall between refund and balance. Where a supplier refund is recovered following a cancellation, that refund will be applied against the outstanding loan balance to the extent permitted by the lender. If the refund is less than the balance owed, you remain personally liable for the shortfall.

4. Cancellations, Amendments, and Administrative Fees

Agency administration fee. A non-refundable administration fee of £75 per passenger applies to all cancellations processed by TravelOrbit. This charge reflects the work involved in arranging, ticketing, and unwinding the booking and is levied separately from, and in addition to, any penalties imposed by the Principal Supplier.

Discounted airfares. Most published and contracted airfares are issued under conditions that make them entirely non-refundable and non-changeable once tickets have been issued. The fare rules attached to your specific ticket take precedence and will be confirmed at the point of booking.

Package bookings. Deposits paid against package holidays are non-refundable in all circumstances. Cancellation of a package within 29 days of the scheduled departure date will incur a cancellation charge equivalent to 100% of the total booking value.

No-shows and missed segments. If you do not present yourself for check-in on any flight segment, the airline will typically cancel all subsequent segments on the same ticket automatically. Where this occurs no refund is payable, and any onward travel will need to be re-booked at prevailing fares at your own expense.

5. Disputes, Chargebacks, and Resolution

Direct resolution required first. Where you have a concern relating to a booking, fee, or supplier charge, you agree to raise the matter directly with TravelOrbit in writing and to allow a minimum of 14 business days for us to investigate and respond before escalating to your bank, card issuer, or any third-party dispute scheme.

Waiver of chargeback rights. By completing a booking with us, you expressly agree not to initiate a credit card or debit card chargeback in respect of:

• our agency administration fees;
• non-refundable deposits;
• penalties or cancellation charges imposed by a Principal Supplier and correctly passed on to you.

Where a chargeback is initiated contrary to this clause, we reserve the right to recover any resulting losses, including administrative time and bank fees, from you as a debt.

6. Force Majeure and Supplier-Initiated Changes

Events beyond our control. TravelOrbit is not liable for any failure or delay in the performance of any part of a booking arising from circumstances beyond our reasonable control, including but not limited to acts of war, civil disturbance, industrial action, natural disasters, public-health emergencies, governmental measures, or airspace closures.

Minor schedule changes. Where a Principal Supplier alters a flight schedule by less than 12 hours from the originally confirmed departure or arrival time, the change is treated as minor in nature and does not, of itself, give rise to a right of refund or cancellation without penalty.

Consequential losses. We are not liable for any consequential or indirect loss resulting from a supplier-initiated delay or cancellation, including missed hotel nights, missed connections on separate tickets, lost ground arrangements, or earnings lost while travel is disrupted.

7. Umrah and Specialised Religious Travel

Visa fees. Once an Umrah visa application has been submitted to the Saudi Ministry of Hajj and Umrah on your behalf, the visa fee is treated as fully expended and is non-refundable, regardless of whether the application is ultimately approved.

Peak-period accommodation. Hotel allotments in Makkah and Madinah during peak demand periods — including Ramadan and the December school-holiday window — are sold to us on a non-transferable and non-refundable basis by the contracting hotels. Bookings covering these periods inherit those conditions and cannot be amended or refunded once secured.

8. Governing Law and Jurisdiction

These Terms, and any dispute or claim arising out of or in connection with them or their subject matter or formation, are governed by and construed in accordance with the laws of England and Wales. The courts of England and Wales shall have exclusive jurisdiction to settle any such dispute or claim.

TravelOrbit UK · Registered in England and Wales · ATOL Protected