Terms & Conditions
Please note that all services provided by Almont Travel are regulated by the Terms and Conditions described below.
All the requests for services received from our clients are governed by these Terms and Conditions and confirm the acceptance of all the rules, restrictions and limitations regarding liability.
These Terms and Conditions may not be amended without the permission of Almont Travel.
Almont Travel complies with GDPR and the Data Protection Act 2018 and only use personal information to provide the contracted service.
These terms and conditions are governed and constructed according to the law.
Full terms and conditions are given below. We do ask that you read these so that you are clear on what our service comprises so that unnecessary disputes do not arise.
1. Making Your Reservation
When your request is received we will confirm your booking by telephone or email.
Please carefully check all details set out in the travel proposal and confirm the booking in writing.
2. Price Guarantee
Suppliers reserve the right to increase prices at any time. The price quoted, verbally or in writing, is valid only on the day the quote is given. We strongly recommend that payment is made at the same time the reservation is made as prices and availability are subject to change. The price to be paid is the price applicable on the day we issue your reservation. We will endeavor to issue your reservation the day you make payment provided it is received during our working hours and sufficient time has been allowed for us to do so. We do not take deposits as payment of such cannot guarantee the price. Processing your payment is not a guarantee or representation that your requested arrangements will be provided or confirmed.
Where prices are quoted in foreign currencies and converted into Pounds Sterling (GBP), the conversion is at that day’s rate of exchange. However, these rates will change on a daily basis and can, therefore, cause the quote to rise or fall.
3. Booking Procedure
Reservations can be requested in person, email or telephone.
Telephone calls to Almont Travel may be monitored or recorded for training and quality control purposes.
All reservation details will be read back to you or emailed and it is your responsibility to check that all the details are correct. If any details are incorrect please inform us immediately, failure to do so can result in charges being incurred to rectify the mistake.
The nature of the holidays we arrange means we are often not in a position to confirm every requested element at the time of booking. Once the key elements of your holiday (flights, accommodation etc.) are booked and confirmed, we will then complete the itinerary for you.
Persons travelling on Scheduled, Charter airlines, or other transportation do so under the conditions of carriage of the carriers or suppliers concerned.
Almont Travel will not be liable to passengers for any delay, loss or injury that they suffer in the course of carriage, nor any default or failure on the part of the carrier or supplier concerned.
The number of stops en-route and timings are given to the best of our knowledge but should they change or be incorrect, we cannot be held liable. We are unable to confirm specific aircraft types.
We will book any airline or hotel you require providing we have the means to do so. We cannot, however, be held responsible for the quality of service or accommodation provided by our supplier. If you are dissatisfied with the quality of service or accommodation provided, may we suggest you make your dissatisfaction known at the point when remedial action can be taken. In the event that a complaint cannot be resolved at that time, you should write to us within 30 days with all the relevant information. If you fail to take these steps, this may hinder our ability to put any problem right and/or investigate it fully and any right you may have to receive compensation will be reduced or completely invalidated. Please note that complaints after the event are not always satisfactorily resolved.
Your hotel accommodation charge is on a room only basis unless other arrangements have been made and are clearly stated on your Hotel Booking Confirmation Voucher. Almont Travel is not liable for any other expenses incurred during your stay at the hotel and, therefore, it is your duty to settle any outstanding balance when you check out of the hotel.
All documents should be checked for any errors immediately upon receipt. Almont Travel cannot accept responsibility for the consequences resulting from any error on our part. Where an error has been made and where we have been advised immediately of that error, we will endeavour to correct it.
If you alter your travel arrangements yourself or through another travel operator, Almont Travel will not be liable for any additional costs you may incur including, but not limited to, costs of onward travel as a result of such alterations.
Suppliers may impose their own terms and conditions which, in every case apply to the supply of goods and/or services by that Supplier to you, and such terms and conditions shall be binding upon you at the time of order.
5. Cancellations and Refunds
Refunds and account credits will only be made once Almont Travel has received a refund or a credit from the suppliers concerned. Until we receive a refund, the tickets or services will still be invoiced and remain payable by the client. Where applicable, paper tickets or other supplier documentation may need to be returned before any refunds can be processed.
Please note that many services are non-refundable and non-changeable or may incur a supplier charge if cancelled. Almont Travel will also make a charge for administering refunds and cancellations.
Our original booking fee for providing the service purchased is not refundable.
In certain cases cancellation charges, if incurred involuntarily, will be covered by insurance taken out at the time of booking. Travel insurance is strongly recommended.
Should you or any member of your party be forced to amend or cancel your reservation we will action your verbal request but must receive these amendments in writing before your date of departure. Cancellation charges are calculated from the date we receive the written notice of cancellation. Please note it is your responsibility to advise your airline(s) if you do not wish to travel on the flight booked. Failure to do so can result in a cancellation of any onward flight and the forfeiture of any refund. Where a document has been issued whose governing rules stipulate that the price paid is fully or partly refundable, a cancellation fee is applicable.
Please note that Hotel Benefits are subject to availability and may change from time to time without notice.
Should you or any of your party wish to cancel your hotel accommodation, you may do so without penalty if you notify us as soon as possible in writing by e-mail before your cancellation deadline is due to start. If you cancel your accommodation within cancellation start date, cancellation charges stated in your booking confirmation are applicable.
You must pay the balance by the due date given to you. Please note that for some bookings full payment is required immediately, i.e. before you receive any written confirmation. If this applies you will be advised when the booking is made. It is important that you pay balances when due because failure to do so may lead to the cancellation of your reservation and still leave you liable for the cancellation charges.
Prices quoted include all taxes and booking charges that are levied on your booking.
Almont Travel strongly recommends insurance cover whenever you travel abroad. You are herewith recommended to read the terms of any insurance affected to satisfy yourself as to the fitness of cover.
8. Passports, Visa and Health Requirements
Passports and Visa: We recommend you contact the relevant Embassy or Consulate for up-to-date information regarding health and visa requirements before you travel. We strongly recommend you obtain the appropriate visas required to cover your stay before you purchase your travel tickets. Almont Travel accepts no liability if you are refused entry into a country or refused carriage on any mode of transport due to incorrect or insufficient visa and passport requirements. We recommend you have at least six months validity remaining on your passport before you travel as this is an Immigration requirement for many countries. Almont Travel offers a visa service to most countries, please remember to advise our travel consultant of all the countries you intend to visit or transit through when using our visa service.
Health: Please advise us of any ailments, so that all relevant requests can be put into the booking for the airline to see. When travelling to some countries, you may require inoculations.
9. Reconfirming Return/Onward Flights
It is your responsibility to ensure you follow all reconfirmation instructions notified by your airline. Almont Travel will not be liable for any additional costs due to your failure to reconfirm your flight. Re-confirming your onward/return flight will also allow you to establish if there have been any changes to your flight timings since leaving your point of origin.
10. Force Majeure
We accept no responsibility for and shall not be liable in respect of any loss or damage or alterations, delay or changes arising from unusual and unforeseeable circumstances beyond our control, such as war or threat of war, riot, civil strife, industrial action, dispute including air traffic control, terrorist activity, natural and nuclear disaster, fire or adverse weather conditions, technical problems with transport, closure or congestion of airports, stations or ports, cancellations of schedules by scheduled airline or train operator.
11. Ticketing and Document Issue
Documents are posted upon receipt of full payment by Royal Mail guaranteed next day delivery. An additional fee will be added to your invoice to cover this service. Almont Travel cannot be held responsible for a delayed or lost post or any failure by a courier company to complete timely delivery. All documents/tickets must be checked thoroughly on receipt. Any discrepancies must be communicated to Almont Travel immediately. If tickets are lost the carrier or supplier may ask you to pay for new ones and refund the original tickets, after they have expired without being used. Alternatively, new tickets may be issued, provided you sign a form of indemnity, agreeing to pay if the lost tickets are used. In either case, a fee may be charged for replacing the lost tickets. It is your responsibility to ensure that you travel by all relevant documents i.e. car and accommodation vouchers, passports, visas, photo ID, etc.
12. Courier Delivery
Almont Travel uses a reputable external courier company to deliver travel documents. In the event of a delivery dispute, all matters should be taken up directly with the courier company. We shall not be liable for any third party delivery disputes.
13. Service Charges
Our service fees are not refundable should you cancel.
14. Airline Passenger Information
Please note that airlines are now required by laws introduced in some countries to give border control agencies access to passenger’s data. Accordingly, any information that the airline holds about you and your travel arrangements may be disclosed to the Customs and Immigration authorities of any country on your itinerary.
15. Pre-Travel Advice
The Foreign & Commonwealth Advice Unit may issue information about your holiday destination. You are advised to check this information on the Internet under the address http://www.fco.gov.uk/.
16. Legal Jurisdiction
We accept the jurisdiction of the Courts in any part of the UK in which the client is domiciled.
17. Currency Conversion
When a conversion rate is not provided by the supplier foreign currencies are converted into GBP using the exchange rate applicable on the date of payment.
18. GDPR (General Data Protection Regulation)
Almont Ltd is committed to being transparent about how it collects and uses the personal data of its workforce, and to meet its data protection obligations. This policy sets out Almont Ltd’s commitment to data protection and individual rights and obligations in relation to personal data.
This policy applies to the personal data of job applicants, Clients, employees, workers, contractors, apprentices, and former employees, referred to as HR-related personal data. This policy also applied to the personal data of clients or other personal data processed for business purposes.
Almont Ltd has appointed John Polydorou as its Data Protection Officer. His role is to inform and advise Almont Ltd on its data protection obligations. He can be contacted at 6 Snow Hill, London, EC1A2AY, +44(0)20 3981 3000, email@example.com Questions about this policy, or requests for further information, should be directed to the Data Protection Officer.
“Personal data” is any information that relates to an individual who can be identified from that information. Processing is any use that is made of data, including collecting, storing, amending, disclosing or destroying it.
“Special categories of personal data” means information about an individual’s racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, health, sex life or sexual orientation and biometric data.
“Criminal records data” means information about an individual’s criminal convictions and offenses, and information relating to criminal allegations and proceedings.
Data protection principles
Almont Ltd processes HR-related personal data in accordance with the following data protection principles:
● Almont Ltd processes personal data lawfully, fairly and in a transparent manner.
● Almont Ltd collects personal data only for specified, explicit and legitimate purposes.
● Almont Ltd processes personal data only where it is adequate, relevant and limited to what is necessary for the purposes of processing.
● Almont Ltd keeps accurate personal data and takes all reasonable steps to ensure that inaccurate personal data is rectified or deleted without delay.
● Almont Ltd keeps personal data only for the period necessary for processing.
● Almont Ltd adopts appropriate measures to make sure that personal data is secure, and protected against unauthorised or unlawful processing, and accidental loss, destruction or damage.
Almont Ltd tells individuals the reasons for processing their personal data, how it uses such data and the legal basis for processing in its privacy notices. It will not process personal data of individuals for other reasons.
Where Almont Ltd processes special categories of personal data or criminal records data to perform obligations or to exercise rights in employment law, this is done in accordance with a policy on special categories of data and criminal records data.
Almont Ltd will update HR-related and Candidate personal data promptly if an individual advises that his/her information has changed or is inaccurate.
Personal data gathered during the employment, worker, contractor or apprenticeship relationship is held in the individual’s personnel file (in hard copy or electronic format, or both), and on HR systems. The periods for which Almont Ltd holds HR-related personal data are contained in its privacy notices to individuals.
Almont Ltd keeps a record of its processing activities in respect of HR-related and Client personal data in accordance with the requirements of the General Data Protection Regulation (GDPR).
As a data subject, individuals have a number of rights in relation to their personal data.
Subject access requests
Individuals have the right to make a subject access request. If an individual makes a subject access request, Almont Ltd will tell him/her:
● whether or not his/her data is processed and if so why the categories of personal data concerned and the source of the data if it is not collected from the individual;
● to whom his/her data is or may be disclosed, including to recipients located outside the European Economic Area (EEA) and the safeguards that apply to such transfers;
● for how long his/her personal data is stored (or how that period is decided);
● his/her rights to rectification or erasure of data, or to restrict or object to processing;
● his/her right to complain to the Information Commissioner if he/she thinks Almont Ltd has failed to comply with his/her data protection rights; and
● whether or not Almont Ltd carries out automated decision-making and the logic involved in any such decision-making.
Almont Ltd will also provide the individual with a copy of the personal data undergoing processing. This will normally be in electronic form if the individual has made a request electronically unless he/she agrees otherwise.
If the individual wants additional copies, Almont Ltd will charge a fee, which will be based on the administrative cost to Almont Ltd of providing the additional copies.
To make a subject access request, the individual should send the request to John Polydorou. In some cases, Almont Ltd may need to ask for proof of identification before the request can be processed. Almont Ltd will inform the individual if it needs to verify his/her identity and the documents it requires.
Almont Ltd will normally respond to a request within a period of one month from the date it is received. In some cases, such as where Almont Ltd processes large amounts of the individual’s data, it may respond within three months of the date the request is received. Almont Ltd will write to the individual within one month of receiving the original request to tell him/her if this is the case.
If a subject access request is manifestly unfounded or excessive, Almont Ltd is not obliged to comply with it. Alternatively, Almont Ltd can agree to respond but will charge a fee, which will be based on the administrative cost of responding to the request. A subject access request is likely to be manifestly unfounded or excessive where it repeats a request to which Almont Ltd has already responded. If an individual submits a request that is unfounded or excessive, Almont Ltd will notify him/her that this is the case and whether or not it will respond to it.
Individuals have a number of other rights in relation to their personal data. They can require Almont Ltd to:
● rectify inaccurate data;
● stop processing or erase data that is no longer necessary for the purposes of processing;
● stop processing or erase data if the individual’s interests override Almont Ltd ‘s legitimate grounds for processing data (where Almont Ltd relies on its legitimate interests as a reason for processing data);
● stop processing or erase data if processing is unlawful; and
● stop processing data for a period if data is inaccurate or if there is a dispute about whether or not the individual’s interests override Almont Ltd ‘s legitimate grounds for processing data.
To ask Almont Ltd to take any of these steps, the individual should send the request to John Polydorou
Almont Ltd takes the security of HR-related and Client personal data seriously. Almont Ltd has internal policies and controls in place to protect personal data against loss, accidental destruction, misuse or disclosure, and to ensure that data is not accessed, except by employees in the proper performance of their duties. Where Almont Ltd engages third parties to process personal data on its behalf, such parties do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
Some of the processing that Almont Ltd carries out may result in risks to privacy. Where processing would result in a high risk to an individual’s rights and freedoms, Almont Ltd will carry out a data protection impact assessment to determine the necessity and proportionality of processing. This will include considering the purposes for which the activity is carried out, the risks for individuals and the measures that can be put in place to mitigate those risks.
If Almont Ltd discovers that there has been a breach of HR-related or Candidate personal data that poses a risk to the rights and freedoms of individuals, it will report it to the Information Commissioner within 72 hours of discovery. Almont Ltd will record all data breaches regardless of their effect.
If the breach is likely to result in a high risk to the rights and freedoms of individuals, it will tell affected individuals that there has been a breach and provide them with information about its likely consequences and the mitigation measures it has taken.
International data transfers
HR-related or Client personal data may be transferred to countries outside the EEA (the US) in the context of the Clients travel and visa requirements and Almont’s obligation to the client to supply the said travel and visa services. Data is transferred outside the EEA under the new EU-US Privacy Shield regime.
Individuals are responsible for helping Almont Ltd keep their personal data up to date. Individuals should let Almont Ltd know if data provided to Almont Ltd changes, for example, if an individual move to a new job or moves countries/home.
Individuals may have access to the personal data of other individuals and of our clients in the course of their employment. Where this is the case, Almont Ltd relies on individuals to help meet its data protection obligations to staff and to customers and clients.
Individuals who have access to personal data are required:
● to access only data that they have authority to access and only for authorised purposes;
● not to disclose data except to individuals (whether inside or outside Almont Ltd) who have appropriate authorisation;
● to keep data secure (for example by complying with rules on access to premises, computer access, including password protection, and secure file storage and destruction);
● not to remove personal data, or devices containing or that can be used to access personal data, from Almont Ltd ‘s premises without adopting appropriate security measures (such as encryption or password protection) to secure the data and the device; and
● not to store personal data on local drives or on personal devices that are used for work purposes.
Failing to observe these requirements may amount to a disciplinary offence, which will be dealt with under Almont Ltd ‘s disciplinary procedure. Significant or deliberate breaches of this policy, such as accessing employee and client data without authorisation or a legitimate reason to do so, may constitute gross misconduct and could lead to dismissal without notice.
Almont Ltd will provide training to all individuals about their data protection responsibilities as part of the induction process and at regular intervals thereafter.
Individuals whose roles require regular access to personal data, or who are responsible for implementing this policy or responding to subject access requests under this policy, will receive additional training to help them understand their duties and how to comply with them.