Air Valet Travels Ltd. – Terms and Conditions

These Terms and Conditions (“Terms”) govern the relationship between Air Valet Travels Ltd. (“Agent,” “we,” “us,” or “our”) and its customers (“Customer,” “you”), including all individuals for whom travel services are booked (“Others on the Booking”). By making a booking with Air Valet, including through airvalet.ca or directly with a travel consultant, the Customer acknowledges and agrees to these Terms in their entirety on behalf of themselves and Others on the Booking. Customers also consent to Air Valet’s Privacy Policy at airvalet.ca/privacy and the Terms and Conditions of respective Suppliers (e.g., airlines, tour operators, hotels, cruise lines).

Definitions

• Customer: The individual making the booking with Air Valet.

• Others on the Booking: All travelers included in the booking made by the Customer.

• Supplier: Third-party providers of travel services, such as airlines, hotels, tour operators, or cruise lines.

• Booking: Any arrangement for travel services made through Air Valet, including flights, accommodations, tours, cruises, or car rentals.

1. Regulatory Compliance

Air Valet Travels Ltd. is a registered travel retailer with the Travel Industry Council of Ontario (TICO) under registration number 50027258 and is accredited by the International Air Transport Association (IATA) under IATA number 67599744. All customer payments are held in trust in an Ontario-based trust account, as required by the Ontario Travel Industry Act, 2002 and Ontario Regulation 26/05. Air Valet maintains Errors and Omissions (E&O) insurance to cover professional negligence and Fidelity insurance to protect against employee dishonesty, as required or recommended by TICO. Customers may contact TICO at tico.ca. Air Valet’s IATA accreditation ensures compliance with global standards for air travel ticketing and services through the IATA Billing and Settlement Plan (BSP). 

2. Consumer Protection Fund

In the event of supplier insolvency, eligible customers may seek reimbursement through TICO’s Compensation Fund (Ontario), with coverage up to $5,000 per traveler or $10,000 per booking, subject to TICO’s terms and conditions. This fund does not cover non-prepaid services or supplier failures unrelated to insolvency. For details, visit tico.ca

3. Assumption of Risks

The Customer acknowledges that global events, including but not limited to public health crises (e.g., COVID-19, Zika virus), natural disasters, political instability, local customs, holidays, or other unforeseen circumstances, may impact travel conditions, services, or amenities. Air Valet cannot guarantee the availability, quality, or safety of travel services affected by such events.

By proceeding with a booking, the Customer, on behalf of themselves and Others on the Booking, voluntarily assumes all risks associated with travel, including delays, interruptions, cancellations, extended stays, or other disruptions. The Customer agrees to waive any present or future claims, actions, or liabilities against Air Valet arising from these circumstances. All costs, losses, or expenses incurred due to such events are the sole responsibility of the Customer and Others on the Booking.

4. Force Majeure

Neither Air Valet nor the Customer will be liable for failure to perform obligations under these Terms due to events beyond reasonable control, including but not limited to natural disasters, war, terrorism, government restrictions, pandemics, or labor disputes. If a Level 3 (Avoid Non-Essential Travel) or Level 4 (Avoid All Travel) advisory is issued by Global Affairs Canada for a destination, Customers may request cancellations or modifications, subject to Supplier terms. Air Valet is not liable for additional costs arising from such advisories or events. Air Valet will endeavor to provide alternative arrangements or refunds, subject to Supplier policies, but is not obligated to cover additional costs incurred by the Customer.

5. Travel Arrangements and Supplier Terms

Air Valet acts solely as an agent in arranging travel services, including flights, accommodations, tours, cruises, and car rentals, leveraging its IATA accreditation for air travel ticketing through the IATA Billing and Settlement Plan (BSP). Responsibility for the delivery of travel services, including adherence to schedules, baggage handling, and supplier obligations, rests with the Suppliers.

All bookings are subject to the terms and conditions of the respective Suppliers, which may include airlines, tour operators, hotels, cruise lines, or car rental companies. Supplier terms govern cancellation policies, price adjustments, service standards, and liability. For package travel, Air Valet will provide a detailed itinerary at booking, specifying inclusions (e.g., flights, accommodations, meals) and exclusions (e.g., transfers, resort fees, optional excursions), as required by TICO. Customers are responsible for reviewing and complying with these terms, available through supplier websites or upon request from Air Valet. Air Valet partners with Suppliers committed to sustainable and ethical travel practices, where possible, and Customers are encouraged to respect local cultures, environments, and regulations.

For multi-segment or combined one-way flight bookings, each segment is subject to its own rules, restrictions, and fees. If one segment is affected by an airline change (e.g., cancellation, rescheduling), Customers are responsible for any fees incurred for changes to unaffected segments.

Key Suppliers include, but are not limited to:

• Air Canada Vacations: aircanadavacations.com

• Air Transat Vacations: transat.com

• Sunwing Vacations: sunwing.ca

• WestJet Vacations: westjetvacations.com

• Club Med: clubmed.ca

• Porter Vacations: flyporter.com

Air Valet is not responsible for any conflicts, disputes, or issues arising from Supplier terms or services, including ticketing disputes, which must be resolved with the airline, with Air Valet’s assistance as needed.

6. Customer Obligations

6.1 Documentation

The Customer must ensure all booking details, including names, are accurate and match government-issued identification (e.g., passports). All Canadian citizens, including infants, must carry a valid passport for international travel, valid for at least six months beyond the return date. Customers are responsible for obtaining necessary visas, parental consents for minors, or other documents required for entry and re-entry to Canada or other destinations.

As required by TICO, Air Valet will advise Customers on required travel documents, visas, immunizations, and permissions. Customers must verify requirements with relevant embassies, consulates, or airlines and review travel advisories issued by Global Affairs Canada (travel.gc.ca) or other authorities. Customers are encouraged to register with the Registration of Canadians Abroad service at travel.gc.ca/travelling/registration for emergency support. Failure to comply may result in denial of boarding, entry, or other disruptions, for which Air Valet assumes no liability.

6.2 Travel Insurance

Customers are strongly encouraged to purchase comprehensive travel insurance covering trip cancellation, interruption, medical emergencies, and baggage loss, as advised by TICO. Some destinations (e.g., Cuba) require proof of medical insurance upon entry, which Customers must provide or purchase locally. Air Valet may facilitate insurance purchases at the time of booking, or Customers may source insurance independently through a licensed provider. Air Valet is not liable for losses not covered by insurance. Customers declining insurance accept all responsibility for losses, refunds, or expenses incurred.

6.3 Accessibility and Special Needs

Customers requiring special accommodations (e.g., wheelchair access, dietary restrictions) must notify Air Valet at the time of booking by calling 905-226-1651. Air Valet will make reasonable efforts to communicate these requests to Suppliers but cannot guarantee fulfillment, as this is subject to Supplier capabilities and policies.

6.4 Health and Safety

Customers are responsible for complying with all health and safety requirements, including vaccinations, testing, or mask mandates, as required by Suppliers, airlines, or destination authorities. Air Valet will provide available information on health protocols but is not liable for changes or non-compliance by Customers.

For pregnant travelers, Air Valet recommends carrying a doctor’s letter after the 32nd week of pregnancy, confirming an uncomplicated pregnancy and expected delivery date, stating the traveler is fit to fly. Cruise lines typically do not accept travelers past their 24th week of pregnancy and require a “Fit to Travel” note. Customers must verify airline or cruise line policies, and Air Valet is not liable for denied boarding or health-related issues.

Some destinations may require health checks (e.g., COVID-19 testing) or disinfection procedures (e.g., aircraft spraying per WHO/ICAO guidelines). Customers are responsible for associated costs, including extended stays due to quarantine or medical certification. For Zika virus risks, pregnant women or those planning pregnancy should consult a healthcare provider and consider postponing travel to affected areas. Visit travel.gc.ca for advisories.

7. Payment, Currency, and Taxes

7.1 Payment

All online bookings require payment by a Canadian-issued credit card (Visa, MasterCard, or American Express) or, where available, e-transfer/direct deposit (cash only). The cardholder name and billing address must match the issuing bank’s records. Bookings made with non-Canadian cards or mismatched billing information may be cancelled without notice. Third-party credit card transactions within 21 days of departure require manual verification, and bookings are subject to availability and price changes until confirmed.

All customer payments are held in trust in an Ontario-based trust account, as required by the Ontario Travel Industry Act, 2002. Air Valet reserves the right to charge the provided card for travel services, deposits, or service fees. Deposits are non-refundable, and service fees are due at booking. Full payment is required for bookings within 52 days of departure; otherwise, a deposit may be permitted per Supplier terms.

Customers agree not to initiate chargebacks for non-refundable deposits or fees. In case of a chargeback dispute, Customers must notify Air Valet within 7 days at 905-226-1651. Air Valet will provide documentation to support the booking terms, and unresolved disputes may be escalated to TICO or mediation (Section 14). A 3% merchant fee applies to in-house charges or e-transfers requiring Supplier credit card payments. Failure to make timely payments may result in cancellation, subject to Supplier policies.

7.2 Currency

All prices are quoted in Canadian dollars (CAD) unless otherwise specified. For international bookings, prices may be subject to exchange rate fluctuations, and Customers are responsible for any additional costs arising from such changes. Suppliers or credit card companies may apply different exchange rates at payment, for which Air Valet is not responsible.

7.3 Taxes and Fees

Unless otherwise stated, quoted prices include applicable Canadian taxes (e.g., GST/HST) but may exclude additional fees such as air traveler security charges, airport improvement fees, departure taxes, or foreign taxes, which are the Customer’s responsibility. Some destinations charge departure taxes locally, payable in local currency. Air Valet will disclose all mandatory fees at booking, in compliance with Canada’s Competition Act and TICO regulations.

7.4 Professional Fees

Air Valet charges non-refundable professional fees for bookings, changes, corrections, or cancellations, in addition to Supplier fees. GST is added to all fees. The following fees apply per person or transaction:

8. Flights, Airport Procedures, and Baggage

8.1 Flight Responsibilities

Customers are responsible for:

• Arriving at the airport at least three hours prior to international departures and two hours prior to domestic flights.

• Checking in no later than 60 minutes before departure or as required by the airline.

• Confirming flight schedules 12–24 hours prior to departure via the airline’s website or contact center.

Air Valet, as an IATA-accredited agency, facilitates ticketing through the IATA BSP but is not responsible for missed flights, delayed departures, or lost connections caused by the Customer or Others on the Booking. For multi-segment or combined one-way tickets, each segment is subject to its own rules and fees, and changes to one segment may incur fees for unaffected segments.

8.2 Baggage

All baggage policies, including allowances, weight restrictions, and loss or damage claims, are governed by the airline. Customers are responsible for excess baggage fees. Air Valet recommends travel insurance to cover potential baggage loss or damage.

Transport Canada restrictions for liquids, aerosols, and gels apply to carry-on baggage. Containers must be 100 mL or less and fit within a 1-liter resealable plastic bag (approx. 20 cm x 17.5 cm). Exceptions exist for infant needs and essential medicines, which must be declared at security. Visit catsa-acsta.gc.ca for updates.

8.3 Seat Selection

Seats are allocated on a first-come, first-served basis unless pre-arranged. Airlines may charge non-refundable seat selection fees. Customers can contact Air Valet at 905-226-1651 to pre-arrange seats, subject to availability. Air Valet is not responsible for changes to seat assignments due to aircraft changes or airline policies.

9. Entry, Re-Entry, and Minors

9.1 Entry and Re-Entry

All travelers must comply with entry and re-entry requirements of their destination and Canada, including U.S. entry requirements such as the Electronic System for Travel Authorization (ESTA) for visa-waiver travelers (cbp.gov). Air Valet is not responsible for denied boarding or entry due to documentation or legal restrictions.

9.2 Minors

Customers booking for travelers under 19 (Ontario’s age of majority) must provide vocal proof of permission from a legal guardian via phone and submit a notarized parental consent letter by email or fax. Children under 12 traveling with one parent require notarized consent from the other parent or guardian unless sole custody is documented. Unaccompanied minors (typically under 12, subject to airline policies) must use airline unaccompanied minor (UM) services. Customers must notify Air Valet at booking to arrange UM services and comply with Supplier requirements.

10. Accommodation and Resort Fees

Hotels may require a credit card or cash deposit at check-in for incidentals (e.g., parking, phone calls, room service). Failure to provide a valid card may result in reservation cancellation. Some hotels charge resort fees per night per room, payable locally. Check-in is typically 3:00 PM, and check-out is 11:00 AM, subject to hotel policy. No refunds are provided for unused nights due to delayed check-in or early check-out. Special requests (e.g., room type, floor, view) cannot be guaranteed, and Air Valet is not liable if such requests are not met.

11. Cruises

Cruise bookings are subject to the cruise line’s terms and conditions, available during booking. Key policies include:

• Age Restrictions: Main travelers must be 21 (or as specified by the cruise line) to book a cabin. Travelers under 21 must travel with a guardian aged 25 or older. Groups (e.g., students) may be restricted during peak seasons (e.g., March Break).

• Itinerary Changes: Cruise lines may alter itineraries, skip ports, or substitute vessels for safety, weather, or other reasons. Such changes are not eligible for refunds or compensation from Air Valet.

• Flights and Check-In: If flights are booked via the cruise line, details may be confirmed 2–3 weeks before departure. Customers are responsible for arriving at the port for check-in and ensuring return flights allow sufficient time for disembarkation and airport check-in. Air Valet recommends arriving at the port city the day before embarkation.

• Inclusions/Exclusions: Cruise packages include flights, cabin reservations, and specified activities/meals. Exclusions (e.g., drinks, gratuities, excursions) are the Customer’s responsibility. Pre-paid packages for excursions or beverages may be available.

• Pregnancy: Cruise lines typically do not accept travelers past their 24th week of pregnancy and require a “Fit to Travel” note. Customers must verify cruise line policies.

12. Car Rentals

Car rental bookings are subject to the rental company’s terms, including minimum age requirements (typically 21, varying by jurisdiction). Customers must provide a valid driver’s license (international license if required) and a credit card in the driver’s name at pick-up. Deposits or additional fees (e.g., insurance, taxes) may apply locally and are the Customer’s responsibility. Air Valet recommends pre-purchasing all-inclusive rates to cover insurance and fees.

13. Group Bookings

For bookings involving 10 or more travelers, additional terms may apply, including group deposits, minimum participant requirements, or special cancellation policies. Customers will be informed of group-specific terms at the time of booking.

14. Changes, Cancellations, and Supplier Modifications

All changes or cancellations must be made through Air Valet, not directly with Suppliers. Supplier terms govern cancellation fees, changes, and refunds. Air Valet may apply additional professional fees (see Section 7.4). A written request may be required for changes or cancellations. Suppliers may modify schedules, prices, or services due to operational requirements. Customers are responsible for additional costs arising from such changes, including missed connections. For price increases exceeding 7% after a deposit (not due to taxes or fuel surcharges), Ontario and Quebec residents may cancel within 7 days of notice, per TICO regulations.

14.1 Refund Process

Refunds, if applicable, will be processed within 30 business days of approval, subject to Supplier terms. Refunds will be issued to the original payment method. Air Valet is not responsible for delays caused by Suppliers or financial institutions. Eligible customers may seek reimbursement for non-delivered services due to insolvency through TICO’s Compensation Fund (Section 2). No refunds are provided for unused services or portions thereof.

15. Best Price Guarantee

Air Valet will match lower prices found on Canadian travel websites for identical vacation packages (same Suppliers, dates, room categories, durations, meal plans) prior to confirming a booking. Proof of availability is required. Air Valet will not match system errors or price changes after booking confirmation.

16. Confirmation and Ticket Delivery

After booking, Customers receive an email confirmation. Customers must verify all details (e.g., names, dates, products) match the booking and contact Air Valet immediately at 905-226-1651 if discrepancies are found. Electronic tickets (e-tickets) and supporting documents are sent to the provided email approximately 14 days before departure (or 72 hours for bookings within 14 days). Customers should check spam/junk folders if documents are not received. Air Valet is not responsible for errors due to incorrect contact information.

17. Fraud Prevention

Customers agree not to make speculative or fraudulent bookings. Air Valet may cancel bookings suspected of fraud after attempting to validate information. Customers found engaging in fraudulent activity may face legal action and liability for losses, including legal costs. To contest cancellations, contact Air Valet at 905-226-1651.

18. Liability

Air Valet is not liable for:

• Acts or omissions of Suppliers.

• Illness, injury, theft, labor disputes, mechanical breakdowns, acts of God, terrorism, or other events beyond Air Valet’s control.

• Loss of enjoyment, missed flights, or travel disruptions.

• Inaccurate Supplier information (e.g., hotel ratings, destination details) provided as guidelines.

Disputes regarding services must first be raised with the Supplier. Air Valet may assist in communication but assumes no legal responsibility. Links to external websites are for convenience and do not constitute endorsement by Air Valet.

19. Dispute Resolution

Any disputes arising under these Terms will be governed by the laws of Ontario, Canada. The parties agree to attempt resolution through good-faith negotiation. If unresolved, disputes will be submitted to mediation in Toronto, Ontario, before pursuing legal action. Customers may escalate unresolved issues to TICO at tico.ca.

20. Complaints

Customers with concerns about their booking must notify Air Valet at support@airvalet.ca within 25 days of the issue (e.g., check-out date). Air Valet aims to respond within 10 business days, as required by TICO. If unresolved, Customers may escalate complaints to TICO at tico.ca. Claims submitted after 25 days may be rejected.

21. Privacy and Data Protection

Air Valet complies with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, the General Data Protection Regulation (GDPR) for customers in the European Union. Personal information is used solely for booking and coordinating travel services and may be shared with Suppliers as necessary. Electronic acceptance of these Terms (e.g., clicking a checkbox) constitutes a legally binding contract under PIPEDA. Air Valet retains booking and financial records for at least 6 years, as required by TICO, to facilitate audits, inspections, or dispute resolution. Customers may request access, correction, or deletion of their data by contacting Air Valet. For details, see our Privacy Policy at airvalet.ca/privacy.

22. Pricing Transparency

Air Valet strives to provide accurate pricing in compliance with Canada’s Competition Act and TICO regulations. All advertised prices, including promotional offers or discounts, are subject to availability, blackout dates, and Supplier restrictions. Customers will be informed of the final price, including taxes, fees, and TICO-mandated disclosures, at the time of booking. If a quoted price differs from the final confirmed price due to Supplier updates, the confirmed price prevails. Air Valet will notify Customers of discrepancies before payment, and reservations may be cancelled if the new price is not accepted.

23. Language

These Terms are provided in English. For customers in Quebec, a French version is available upon request, in compliance with the Charter of the French Language.

24. Changes to Terms

Air Valet reserves the right to update these Terms at any time. The latest version will be posted on airvalet.ca, and continued use of our services constitutes acceptance of the updated Terms.

25. Acknowledgment

By completing a booking, including clicking a checkbox or submitting payment, the Customer confirms that:

• They have read, understood, and accepted these Terms and Supplier terms.

• They have the legal authority to act on behalf of Others on the Booking.

• They accept all responsibilities, risks, and limitations outlined above.

• They acknowledge Air Valet’s TICO registration, IATA accreditation, and trust account protections.

• They were offered travel insurance and accept responsibility for any losses if declined.