Terms And Conditions

DONALDSON LUXURY TRAVEL, LLC (DLT) - TERMS AND CONDITIONS

These terms and conditions apply to all trips planned and booked through Donaldson Luxury Travel, LLC (DLT). By booking a trip with DLT, both the primary client and all accompanying guests agree to abide by these terms and conditions. It is imperative that all parties read, understand, and acknowledge these terms prior to finalizing any bookings.

BOOKING AND RESERVATIONS

To initiate your reservation, clients must contact DLT via email at info@donaldsonluxurytravel.com to express their interest in a trip.

Non-Refundable Amount: Each trip will have a stated non-refundable amount per person (which may be different from any initial “hold your spot” payment). The non-refundable amount will be confirmed in writing at the time of booking and becomes non-refundable once paid.

Reservations are not guaranteed until the required initial payment is received. Failure to submit the stated non-refundable amount and/or maintain the agreed payment schedule may result in cancellation of the reservation.

If only an initial payment is made but the required non-refundable amount or subsequent scheduled payments are not received, DLT reserves the right to cancel the reservation after two missed payment cycles.

TRIP DEPOSIT / NON-REFUNDABLE AMOUNT

To begin a reservation, an initial payment may be required to hold a traveler’s space. However, the non-refundable amount for each trip may be greater than the initial hold payment.

The non-refundable amount per person will be clearly stated in writing (invoice, proposal, registration page, or payment instructions) for each trip. Once the non-refundable amount is paid, it becomes non-refundable and non-transferable, and it secures the traveler’s participation while initiating booking commitments with vendors.

Failure to submit the required non-refundable amount by the stated deadline may result in loss of the reservation.

FINANCIAL COMMITMENT ACKNOWLEDGMENT

Clients acknowledge that upon receipt of deposits and installment payments, Donaldson Luxury Travel (DLT) may secure vendor contracts, flights, accommodations, transportation, excursions, and other services on behalf of the client and/or group.

These commitments may involve financial guarantees and contractual obligations that are non-refundable to DLT.

Clients and guests understand that DLT secures such arrangements in reliance upon client participation, payment schedules, and expressed intent to travel.

TRIP CANCELLATION POLICY

Clients and guests must be aware that cancellation policies vary depending on the timeframe of the cancellation. Refunds for payments, excluding the non-refundable deposit, are based on the following schedule:

Non-Refundable Deposit: The total trip deposit paid per person is non-refundable.
Between 179 and 120 days before departure: 50% of the total trip payment will be retained (non-transferable).
Between 119 and 31 days before departure: 85% of the total trip payment will be retained (non-transferable).
Within 30 days of departure: 100% of the total trip payment will be retained (non-transferable).

All payments made, excluding the nonrefundable deposit are refundable strictly in accordance with the applicable cancellation schedule unless superseded by a Group Trip or Host Withdrawal provision contained herein. It is important to review and understand this policy before booking.

CANCELLATION PROCEDURE

All cancellations must be submitted in writing via email to info@donaldsonluxurytravel.com, including the full name of the client, trip name, and travel date. If no confirmation is received from DLT within 48 hours, the client must contact DLT by phone at 856-261-3719. Verbal cancellations or cancellations through other means will not be accepted.

CANCELLATION OR WITHDRAWAL BY PRIMARY CLIENT (GROUP TRIP POLICY)

If the primary client (host) elects to cancel, withdraw from, abandon, or discontinue hosting a group trip for any reason after deposits have been received and group arrangements have been secured, the following terms apply:

1. Trip Status

The trip itself will not be automatically canceled by Donaldson Luxury Travel (DLT). All vendor contracts, accommodations, flights, tours, excursions, transportation, and related services secured for the group remain in effect under the originally scheduled travel dates and terms.

Any private birthday elements or host-specific celebratory components arranged solely for the primary client will no longer be provided.

2. Override of Standard Cancellation Policy

This section specifically governs group trips affected by a host’s withdrawal.

In this circumstance, the standard DLT Trip Cancellation Policy and time-based refund schedule (including the 179–120 day, 119–31 day, and 30-day cancellation provisions) do not apply.

Once a trip is classified as a secured group trip and the primary client withdraws, all invited guests automatically fall under this Group Trip Policy.

This policy overrides all other cancellation provisions contained within these Terms and Conditions.

Guests acknowledge that participation in a group trip constitutes acceptance of collective financial risk associated with group vendor contracts.

3. Financial Responsibility

Because group vendor contracts are secured collectively and financially guaranteed in advance, DLT cannot apply the standard individual cancellation schedule once a host withdraws.

All payments made by both the primary client and invited guests are non-refundable and non-transferable.

If a guest chooses not to continue with the trip after the host’s withdrawal, all funds paid to date will be forfeited.

No refunds, credits, holds, transfers, substitutions, or date changes will be offered in this circumstance.

4. Guest Options After Host Withdrawal

In the event the primary client withdraws, guests may elect to:

Continue the trip under the original scheduled travel dates and itinerary (excluding host-specific private celebratory elements), or
Decline to participate, understanding that all payments made will be forfeited in accordance with this policy.

The group may not split into alternate travel dates, and no rescheduling will be offered due to a host’s withdrawal.

5. Limitation of Liability

DLT will not be financially responsible for losses resulting from a primary client’s decision to withdraw from a group trip.

The primary client remains responsible for communicating their decision to invited guests. However, DLT reserves the right to communicate directly with all guests regarding trip status, payment obligations, and applicable policies.

CANCELLATION BY DONALDSON LUXURY TRAVEL (DLT)

DLT reserves the right to cancel any trip at any time. In the event of a cancellation by DLT, a refund will be issued based on the circumstances of the cancellation, in accordance with DLT’s refund policy. However, DLT is not liable for any additional expenses incurred by the client or guests, such as non-refundable flights or accommodations that were arranged separately. Clients are encouraged to purchase travel insurance to mitigate such risks.

FORCE MAJEURE CLAUSE

In the event of unforeseen circumstances beyond DLT’s control—such as natural disasters, pandemics, war, political unrest, severe weather, government regulations, or other events—DLT will make every effort to offer alternative arrangements or refunds where applicable. However, DLT is not liable for any disruptions or cancellations caused by these force majeure events.

We strongly recommend that clients purchase travel insurance to cover such eventualities. Travel insurance allows clients to claim for any non-reimbursed expenses due to delays, cancellations, or disruptions outside of DLT’s control.

TRIP ON HOLD POLICY

If a client wishes to place a trip on hold, it is their responsibility to inform all invited guests that the trip is being paused. All funds paid to date will be held until the client decides to proceed with the trip. DLT will not be responsible for refunding any payments already made.

Once the client has decided on new travel dates, they must provide DLT with at least 90 days’ notice of the new dates. At that time, DLT will evaluate the total trip cost to ensure that the original pricing remains valid. Should there be any price increases due to factors such as availability or inflation, it is the client’s and their guests’ responsibility to cover the additional costs.

It is critical that all guests invited by the client are made aware of these conditions. The primary client must communicate that DLT will not issue refunds or credits if the new dates do not work for certain guests. If a guest is unable to attend on the rescheduled dates, they will forfeit their payments.

Additionally, the group cannot split and decide on individual travel dates. All guests must travel together on the new dates provided by the client. A trip can be placed on hold for a maximum of 12 months. If the client does not proceed with the trip within this time frame, all funds will be forfeited.

PAYMENT PLANS AND LATE FEES

DLT offers clients the option to pay for trips through an installment plan. The details of the payment schedule will be outlined upon booking, and clients are required to adhere to this schedule. Failure to make timely payments by the stated due dates may result in cancellation of the reservation without further notice. In such cases, all payments made to date will be forfeited in accordance with these Terms and Conditions.

For group trips, failure to maintain scheduled payments may result in the loss of group rates, room inventory, or contracted services.

Clients who miss scheduled payments may be subject to late fees. In cases of consistent late payments, DLT reserves the right to cancel the trip and retain all previous payments made.

CLIENT NON-RESPONSE

If the primary client fails to respond to written communication regarding payment obligations, trip status, or contractual commitments for a period exceeding fourteen (14) calendar days, DLT reserves the right to proceed in a manner consistent with protecting vendor contracts, group reservations, and remaining guests.

Client silence does not suspend contractual obligations and shall not obligate DLT to delay necessary business decisions affecting the trip.

NO ORAL MODIFICATIONS

These Terms and Conditions constitute the full agreement between DLT and the client/guests. No verbal statements, representations, or prior discussions shall modify these terms unless confirmed in writing by DLT.

NO REFUNDS FOR UNUSED SERVICES

No refunds will be provided for unused services or components of a trip. This includes, but is not limited to, missed flights, accommodations, tours, or activities. Clients must comply with the cancellation policies of the third-party service providers (such as airlines or hotels) and ensure they have travel insurance to protect against financial loss.

LODGING POLICY

Hotel Selection

DLT offers accommodation options based on the client’s preferences and budget. Clients must carefully review the details of the lodging options provided, including reviews, photos, and amenities. Once the client selects a hotel, they assume full responsibility for their choice, and DLT is not liable for any issues that arise during the stay, including room conditions or service quality. Any concerns must be resolved directly with the hotel.

Airbnb or Villa Options

DLT generally advises against using Airbnb or similar vacation rental properties due to their unpredictable service levels. Should a client choose to book an Airbnb or private villa, the client assumes responsibility for addressing any issues with the property or host.

Additionally, if any guests cancel, the primary client will remain responsible for the full cost of the booking. DLT is not responsible for disputes or complications related to Airbnb or villa rentals.

TRAVEL PROVIDER POLICY

DLT partners with trusted third-party providers, including airlines, hotels, tour operators, and ground transportation companies. While DLT endeavors to select reputable providers, it cannot guarantee the quality of third-party services. Clients are encouraged to resolve any service issues directly with the provider. DLT is not liable for any issues, disruptions, or delays caused by third-party vendors.

PASSPORTS, VISAS, AND VACCINATIONS

It is the responsibility of the client and all guests to ensure they possess valid travel documentation, including passports and any required visas or vaccinations. Passports must be valid for at least six (6) months beyond the return date of the trip. Clients who do not hold U.S. passports should verify visa requirements for their destination(s) with the appropriate consulate.

DLT is not responsible for any penalties incurred due to invalid or incomplete travel documentation. It is the client’s responsibility to ensure they comply with all passport, visa, and vaccination requirements.

INVOICE AND PAYMENT POLICY

DLT will provide clients and guests with the total trip cost, clearly outlining what is included in the package. If requested, DLT can issue an invoice that reflects the total package price. However, this invoice will not be itemized, as DLT offers package pricing only. Agreements between DLT and its vendors remain confidential and will not be disclosed.

The agreed-upon package price between DLT and the client (including all guests) forms a binding contractual agreement. Clients and guests must carefully review the total cost and inclusions before proceeding with the booking. Once the booking is confirmed, all parties are deemed to have accepted the package price, and no further adjustments or breakdowns will be provided.

For group bookings, the primary client is responsible for communicating the total trip cost and payment terms to all group members. Although DLT will clearly outline these details during the booking process, it is the responsibility of the primary client to ensure that all guests are informed.

Payments must be made according to the agreed schedule and are subject to DLT’s cancellation and refund policy. Payments can be made via Zelle, CashApp, or credit card, with credit card payments incurring a processing fee. Zelle and CashApp payments do not incur fees. All payments must reference the trip name and the client’s full name.

Zelle: 856-261-3719 (Saysaw Donaldson)
CashApp: $DonaldsonLTS or 856-343-0126

TRAVEL INSURANCE

Given the non-refundable nature of the deposit and certain other payments, DLT strongly encourages all clients to purchase travel insurance. This protects clients from financial losses due to unexpected events, such as illness, travel delays, cancellations, or disruptions. DLT partners with reputable providers, including Allianz Travel Insurance and GeoBlue Travel Insurance, but clients may select any provider they choose.

Clients are strongly encouraged to provide proof of travel insurance prior to departure.

ITINERARY AND SERVICES

Each trip organized by DLT includes a carefully crafted itinerary based on the preferences and budget of the client. All services, however, are subject to change based on unforeseen circumstances such as weather, service availability, or local regulations. DLT will notify clients of any necessary changes as soon as possible and will make reasonable efforts to substitute services of similar value.

RESPONSIBILITY AND LIABILITY

DLT will not be held liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of revenue or profits, arising from this agreement. DLT’s liability is limited to the total dollar value of the fees earned in relation to the trip in question.

In the event of disruptions, such as changes to flights, tours, or other parts of the trip caused by factors outside of DLT’s control, including weather, political unrest, or government restrictions, DLT will not be liable for losses or damages. Travelers are encouraged to purchase travel insurance to cover such risks.

PRIVACY AND DATA PROTECTION

DLT takes client confidentiality seriously and ensures that all personal data is handled securely. Client data will only be shared with third parties when necessary to provide travel services. DLT will not sell or distribute client information for any other purpose.

FEEDBACK AND REVIEWS

At DLT, client feedback is highly valued. After completing your trip, you will receive an email invitation to provide feedback. Your reviews help us improve our services and continue delivering the best possible experiences for our clients.

PHOTOGRAPHY AND VIDEOGRAPHY

By participating in any trips, events, or experiences organized by Donaldson Luxury Travel, you acknowledge and agree that photography, videography, and other recordings may be taken during the course of the trip. These images and recordings may include participants and the locations visited and will be used for promotional, marketing, and advertising purposes.

By joining any of our trips, you grant Donaldson Luxury Travel the unrestricted right to use, publish, and distribute any photographs or videos taken during the trip in any media, including but not limited to social media, websites, brochures, and other promotional materials, without compensation or further consent.

If you do not wish to be included in promotional content, please notify Donaldson Luxury Travel in writing prior to the start of the trip, and we will make reasonable efforts to respect your privacy in this regard. However, please note that we cannot guarantee that you will not appear incidentally in group photos or videos.

ACKNOWLEDGMENT OF TERMS AND CONDITIONS

By proceeding with a booking through Donaldson Luxury Travel, LLC (DLT), clients and all accompanying guests acknowledge that they have read and fully agree to these terms and conditions. Payment and subsequent acceptance of travel documents signify acceptance of these terms.

It is the responsibility of the client to review all travel documents carefully and ensure that all information is accurate. Any errors or omissions may result in denied boarding, additional fees, or other penalties, for which DLT is not liable.