EPiTRiP is a service provider in the field of travel accommodation within selected regions of the Southern Hemisphere. Our goal is to provide you with all the necessary information on hotels/resorts within our network, giving you the ability to purchase accommodation via our website. Various transactions will need to be completed throughout this process, during which, changes or amendments may be requested by you. This policy describes the booking conditions that will govern your transactions with us.
Room Rates
The rates presented on our website are subject to change at anytime depending on availability and seasonal pricing. However, if your booking has already been confirmed the rates you have already paid will stand.
In some cases no rate will be displayed and instead the nightly rate will appear as “On Request”. This can happen during peak periods, if the hotel has yet to publish its rates for that period or if the booking period is too far into the future. In this case we will accept your booking request and contact the hotel to settle on the best possible rate. You will then be issued with this quote and should you accept, the booking will be processed. Should you not accept the booking request will be cancelled, your credit card will not be charged and no costs will be applied.
Hotel Confirmations
Due to processing requirements and various other hotel related requirements, accommodation suppliers will not always be able to confirm a reservation immediately. The usual response time taken for EPiTRiP to confirm reservations where immediate confirmation is not available is roughly between 1and 3 working days depending on the destination. EPiTRiP will send you an email acknowledging the receipt of your request and will then liaise with the supplier to confirm your booking. Under certain circumstances (e.g. international public holidays and time zone differences) it may not be possible to process your booking request within these timeframes.
If for some reason we are unable to provide you with the hotel you have requested, we will cancel your request and attempt to provide you with suitable alternatives and no payment will be incurred. Your credit card or Bank Account will be charged ONLY after the booking is confirmed. Once the payment is processed, we will email your confirmation/booking voucher to you, which MUST BE retained for check-in purposes. This voucher will also contain your Booking Reference Number to be used for all queries or requests relating to your booking.
EPiTRiP does not accept any responsibility for lost accommodation vouchers. If you do lose your voucher please request a new one via the “My Booking” section of the website and allow as much time for us to get back to you as possible.
As EPiTRiP does not own any hotels or resorts, we cannot guarantee your 100% satisfaction of your travel experience.
Booking Cancellations
If you wish to cancel your booking after the voucher has been issued, an administration fee will apply in accordance with our company policy. The current administration fees charged by EPiTRiP are based on when you make the cancellation:
- For cancellations made MORE THAN 21 (TWENTY ONE) DAYS prior to the check-in date, a cancellation fee of $25 USD per room will apply
- For cancellations made BETWEEN 21 (TWENTY ONE) and 7 (SEVEN) DAYS prior to the check-in date, a cancellation fee of $35 USD per room will apply
- For cancellations made LESS THAN 7 (SEVEN) DAYS prior to the check-in date, a cancellation fee of $45 USD per room will apply
In addition to the administration fee, the hotel/resort may choose to initiate its own cancellation policy, the costs of which will be met by the customer. Since different hotels/resorts have different cancellation policies, the fees chargeable to you will depend on the hotel/resort you have specified in your booking and often the proximity to the check in date.
All cancellation requests must be made in writing using our Quick Enquiries customer service form or via the My Bookings section of the website. Where possible please provide your Booking Reference Number in the space provided and one of our consultants will respond to your cancellation request via email as soon as possible.
Booking Amendments
All booking amendments are subject to availability at the selected property as well as the supplier’s ability or willingness to meet your requests. As a result EPiTRiP cannot guarantee the successful changeover to new requests within the same hotel.
Further note that amendments do have an administration charge of $35 per room in addition to any charge levied by the supplier. Some hotels will charge fees for “Late Amendments” (changes made within a certain timeframe of the check-in date). EPiTRiP recommends you become aware of the hotel’s amendment policy before you request any changes to your booking.
EPiTRiP will at all times make all reasonable effort to prevent hotels from making changes to your booking. However, if the hotel makes a change to your booking or informs us they can no longer provide any booking, we will inform you as soon as possible, but will have no other liability towards you. In such situations, we will make a full refund to your account (less any exchange rate deductions). If the changes to your booking are known prior to the check in date, we may attempt to offer you similar accommodation at the same location if possible. EPiTRiP accepts no liability for any issues/losses that may arise as a result of a hotel/supplier canceling/changing your booking.
EPiTRiP accepts no responsibility if, for whatever reason, a hotel/supplier is forced to transfer you to alternative accommodation once you have arrived. Any resulting issues must be resolved directly with the hotel.
Requests to change a booking from one hotel to another hotel will be treated as both a cancellation first and then a new booking and hence will be subject to the cancellation conditions set out above. Note: this may include an administration fee as well as any fees passed on by the hotel for which the cancellation is being made.
Please note that no refund can be claimed if you stay at the accommodation for a shorter period than that for which you have booked.
All amendments must be made IN WRITING using our Quick Enquiries customer service form or via the My Bookings section of the website. Where possible please provide your Booking Reference Number in the space provided and make sure you are clear when describing the amendments you wish to make. One of our consultants will respond to your amendment request via email as soon as possible.
Expected of You
We remind you that when staying at a hotel booked via our system, you are bound by the terms and conditions of that hotel. In cases that the hotel management notices any improper conduct from you, they reserve the right to terminate your stay, and full cancellation charges will apply. In such a case neither the hotel nor we shall have any liability towards you. Furthermore, in case you cause any damage to the hotel or other third party during your stay, you agree to indemnify us in full against any claim that may be raised against us, the local representative or the hotel. We remind you that you are solely liable for all damages caused to the hotel and/or third parties and all expenses incurred during your stay and you have to pay them before departure.
Credit Card Information
We receive all payments via credit card and therefore care must be taken by the customer to ensure all details provided are true and accurate. EPiTRiP accepts no responsibility for any incorrect information submitted. In receiving your booking request EPiTRiP assumes you have read and understood our Privacy Policy and Terms & Conditions.
Email Addresses
Correspondence relating to your booking will be made via email. For this reason it is vital that you ensure the information you provide on the reservation form is valid. An invalid email address will impede our ability to notify you of the details of your booking. EPiTRiP accepts no responsibility where incorrect/invalid information has been submitted. Furthermore, it is your duty to notify us if the information provided to EPiTRiP is incorrect.
Room Types Requested
Whilst every effort is made to ensure your requested room type is available, we cannot guarantee the actual bedding configuration of the room. These requests are forwarded to the hotel and are subject to availability on the day of check-in. All additional requests (smoking room, etc) are also subject to availability and cannot be guaranteed by EPiTRiP.
Disclaimer
All information that is published on the website is current and is subject to change without notice. EPiTRiP goes to great length to ensure the information provided is accurate, however we accept no liability for any potential errors and/or omissions.
EPiTRiP cannot accept responsibility for facilities, which are temporarily not available, are under renovation or not suited to individual tastes and preferences. Redecoration and maintenance is necessary to the upkeep of the hotel and may take place without prior warning, whilst the hotelier or supplier will endeavour to keep inconvenience to a minimum. The effects of normal wear and tear can be expected in a hotel and these are beyond our control.
EPiTRiP cannot accept responsibility for any disturbance or inconvenience to you beyond their control nor for accidents in a hotel or loss caused by hotel management or staff.
Limited Liability
We accept no liability for any of the accommodation arrangements, apart from cases where damage to you has been caused due to our negligence. Any claim for recovery from any damage that you may incur during your stay at the facility will have to be raised against the facility owner. The same applies for complaints during your stay in the facility. We assume no liability for any products or services supplied by our partners. When at the facility, any special requests you may have should be made directly to the management of the facility.
We do not give any undertaking as to whether a hotel will be able to cater for those who require special diets nor do we give any undertaking as to the suitability of properties for disabled clients. If any member of a party requires a special diet or suffers from a disability appropriate checks should be made before booking to establish that the property chosen is suitable.
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