Legal

Terms & Conditions

Cover The World Travel · Effective Date: Upon Service Request

These Terms & Conditions ("Terms") govern all travel planning, booking, ticketing, and related services provided by Cover The World Travel ("CTW," "we," "us," "our"). By requesting services, receiving quotes, placing deposits, making payments, or confirming bookings through CTW, you ("Client/Traveler") agree to these Terms.

CTW's Role as Travel Advisor (Third-Party Suppliers)

CTW acts solely as an independent travel advisor/agent arranging travel services provided by third parties ("Suppliers") such as airlines, cruise lines, hotels, resorts, tour operators, transportation providers, and travel insurance providers. CTW does not own, operate, or control Suppliers and is not responsible for their acts or omissions.

Supplier terms and conditions apply to your reservations in addition to these Terms.
Supplier schedules, itineraries, aircraft/ship assignments, ports, hotels, inclusions, and pricing may change without notice.

Quotes, Pricing, and Availability

All quotes are subject to availability and may change until paid and confirmed by the Supplier.
Prices may change due to promotions ending, capacity controls, airfare fluctuations, taxes/fees, fuel surcharges, currency changes, and supplier repricing.
Unless stated in writing, quotes are not a guarantee of price.

Payments, Deposits, and Authorization

Deposits and final payments must be received by the stated due dates. Missing a deadline may result in cancellation and/or repricing.
You authorize CTW to submit payment to Suppliers on your behalf and to share required traveler information to fulfill bookings.
Some bookings may be non-refundable or may incur penalties up to 100% of the booking value.
Chargebacks/disputes inconsistent with Supplier terms may result in collection action and/or termination of service.

Changes, Corrections, and Special Requests

Any requested change after booking (names, dates, flights, cabins/rooms, add-ons, etc.) may incur Supplier change fees and/or fare differences. Special requests (adjoining rooms, accessibility, dietary needs) are requests only and cannot be guaranteed; final control rests with Suppliers.

Client Direct Supplier Contact / Alterations (No Liability)

If you communicate directly with any Supplier or vendor (including but not limited to requesting upgrades, adding excursions, modifying reservations, changing traveler details, making payments, or altering any part of your booking or itinerary) outside of CTW's direction or without CTW's written confirmation, you accept full responsibility for any resulting changes, fees, penalties, errors, disruptions, cancellations, or losses. You agree that CTW will not be liable for ANY claims, damages, costs, or consequences arising from or related to your direct actions or alterations.

Cancellations, Refunds, and Credits

Cancellation penalties are determined by the Supplier and can be up to 100% non-refundable.
Refund timing is controlled by the Supplier; CTW does not control supplier processing times.
Future travel credits/vouchers (if offered) are subject to Supplier rules, blackout dates, and expiration policies.

Travel Documents, Entry Requirements, and Accuracy

You are solely responsible for obtaining and maintaining required travel documents and meeting entry requirements.

Passport validity (many destinations require 6+ months validity beyond return date).
Visas, permits, vaccinations/health requirements, and customs rules.
Correct traveler names matching government ID; name errors may be non-correctable and/or costly.

You agree to review all confirmations, invoices, and tickets upon receipt and notify CTW within 12 hours of any errors (names, dates, times, destinations, passport details, etc.).

Travel-Restricting Legal Issues and Compliance

You agree to disclose any potential travel-restricting legal issues during intake (examples: DUI-related restrictions in certain countries, felony convictions, child support arrears, probation/parole limitations, custody documentation for minors). CTW is not responsible for denial of entry/boarding/passage due to documentation or legal restrictions.

Health, Medical Issues, and Pre-Existing Conditions

You are responsible for determining your fitness for travel and consulting medical professionals as needed.
Many travel insurance policies contain limitations, waiting periods, or requirements regarding pre-existing conditions. CTW cannot guarantee coverage for any condition.
You accept responsibility for costs related to illness, injury, quarantine, medical evacuation, or treatment.

Traveler Conduct, Alcohol, and Local Laws

Travelers must comply with all laws, rules, and regulations of the destination and Suppliers.

No drinking while driving (or operating any vehicle, scooter, ATV, boat, etc.).
Responsible alcohol consumption and compliance with excursion safety rules.
CTW is not liable for losses, injuries, fines, detention, arrest, or damages arising from traveler misconduct or violation of laws/Supplier policies.

Travel Insurance (Strongly Recommended) + Declination Waiver

CTW strongly recommends travel insurance to protect against covered risks (trip cancellation/interruption, delays, medical emergencies, evacuation, baggage issues, etc.).

If you decline travel insurance, you acknowledge you may be responsible for non-refundable penalties and for all costs arising from cancellations, interruptions, medical events, delays, or emergencies.

Insurance Declined Acknowledgment: ☐ I/We were offered travel insurance and DECLINE coverage. I/We understand the risks and accept full financial responsibility.

Force Majeure / Uncontrollable Events

CTW is not responsible for disruptions caused by events beyond our control including, but not limited to: war, terrorism, civil unrest, pandemics/epidemics, border closures, airspace restrictions, natural disasters, labor strikes, weather, government actions, supplier insolvency, or changes in supplier schedules/itineraries.

Limitation of Liability

To the maximum extent permitted by law, CTW's total liability for any claim is limited to the amount of service fees actually paid to CTW (if any). CTW is not liable for indirect, incidental, consequential, punitive, or special damages (lost enjoyment, missed connections, lost wages, etc.).

Indemnification

You agree to indemnify and hold CTW harmless from claims, losses, liabilities, and expenses arising from your actions/omissions, misinformation provided to CTW, or violations of laws/Supplier rules.

Privacy and Communications Consent

You consent to communication by phone, text, email, and messaging platforms for trip planning and service. You agree CTW may share necessary traveler information with Suppliers to fulfill bookings. CTW will use reasonable safeguards but cannot guarantee absolute security for electronic communications.

Dispute Resolution (Mediation + Binding Arbitration)

The parties agree to attempt to resolve any dispute informally and in good faith. If a dispute cannot be resolved, the parties agree to participate in non-binding mediation before filing any lawsuit (unless prohibited by law). If mediation does not resolve the dispute, any claim or controversy arising out of or relating to CTW's services or these Terms shall be resolved by binding arbitration administered in Texas, unless otherwise required by law. Judgment on the arbitration award may be entered in any court of competent jurisdiction.

Governing Law: Texas (unless otherwise required by law).

Acceptance of Terms

By requesting services, receiving quotes, placing deposits, making payments, or confirming bookings through CTW, you acknowledge you have read, understand, and agree to these Terms & Conditions.

Traveler Acknowledgment & Signature

By signing below, you confirm you have read, understood, and agree to these Terms & Conditions.

Traveler Name (print)

Date

Signature

Phone / Email

Chargebacks, Third-Party Payments, and Traveler Name Verification

To protect all parties and reduce fraud/chargeback risk, additional documentation and verification may be required when the person paying is not the traveler (e.g., parent/guardian, employer, friend, or other third party).

Traveler Identification: We require the FULL LEGAL NAME (as shown on the traveler's government-issued ID/passport) for every traveler. First-name-only listings are not acceptable for verification.
Required Linking: When a third party pays, the payer and traveler(s) must be clearly linked in (1) the invoice/receipt, (2) any credit card/payment authorization form, and (3) these Terms & Conditions.
Payer Authority: The payer represents and warrants they have permission to pay for the traveler(s) and to accept these Terms & Conditions on the traveler's behalf when applicable.
Merchant of Record & Supplier Rules: The payer acknowledges that supplier rules (including nonrefundable deposits, cancellation penalties, and change fees) apply even if a bank dispute or chargeback is filed.
Documentation Requests: We may request additional documentation (e.g., ID verification, signed authorization, traveler list, and/or proof of relationship/authorization) before processing a payment or releasing travel documents.
Chargeback Cooperation: In the event of a payment dispute/chargeback, the payer and travelers agree to cooperate promptly and provide requested documentation. Failure to cooperate may result in cancellation of services and/or non-issuance of documents.
Chargeback Fees: If a chargeback is filed and results in fees, penalties, or chargeback-related administrative time, the payer agrees they may be responsible for those costs to the extent permitted by law and supplier agreements.
No Assumptions: Names, traveler identity, and payer-to-traveler connection must be explicit. The bank and/or supplier must be able to connect the payer to the traveler(s) without gaps.

If you have questions about acceptable payment methods or required verification, please contact Cover The World Travel prior to payment.

Typographical Errors, Third-Party Content, and Information Accuracy

Cover The World Travel ("CTW") makes reasonable efforts to provide accurate information; however, CTW is not responsible for typographical errors, misprints, or inaccuracies that originate from (a) travel suppliers, (b) booking systems, consolidators, host agency tools, or other vendors/platforms, or (c) any third-party resources used in planning.

Supplier Controls: Pricing, availability, schedules, cabin/room categories, route changes, and inclusions are controlled by suppliers and may change without notice.
Confirmation Controls: The supplier's confirmation, final invoice, and/or travel documents control in the event of a discrepancy.
Client Review Duty: You are responsible for reviewing all confirmations and documents upon receipt and notifying CTW within the required review window of any errors or concerns.
No Guarantee of Third-Party Accuracy: CTW does not guarantee the accuracy, completeness, or timeliness of third-party content and is not liable for losses caused by such errors.

If you identify a discrepancy, please contact CTW immediately so we can assist with verification and, where possible, correction with the supplier.

Note: Supplier-specific terms (cancellation schedules, penalties, refunds, inclusions) will be provided with your quote/confirmation and are controlling where they differ.