Terms & Conditions

TERMS & CONDITIONS OF TRAVEL SERVICES
Vacation Travels LLC d/b/a Vacation South America

1. INTRODUCTION
These Terms & Conditions govern the booking, coordination, purchase, and use of travel services offered and/or arranged by Vacation Travels LLC d/b/a Vacation South America (“Vacation South America,” “we,” “us,” or “our”). By requesting a quotation, accepting a travel proposal, making a reservation, submitting a payment, or using our travel services, you (“client,” “traveler,” or “you”) confirm that you have read, understood, and accepted these Terms & Conditions.

Vacation South America may act as a travel agency, advisor, coordinator, and/or intermediary for travel services provided by independent third-party suppliers, including airlines, hotels, cruise lines, tour operators, transportation companies, restaurants, local guides, and other service providers.

2. RESERVATIONS AND CONFIRMATION
To request confirmation of a reservation, the client must pay the deposit stated in the applicable quotation or travel proposal. As a general rule, a deposit of up to 50% of the total trip value may be required, unless the conditions of a particular service require a different amount.

Certain products, including cruises, flights, promotional hotel rates, tickets, permits, rail services, and special experiences, may require a different deposit amount or payment in full at the time of booking.

Airline tickets may require 100% payment before issuance, according to the airline’s fare rules and conditions.

A reservation is considered confirmed only when Vacation South America has received the required payment and issued written confirmation of the booked services. A quote, proposal, or estimate does not constitute a confirmed reservation and remains subject to availability, pricing, and provider conditions until payment and confirmation are completed.

Any person making a reservation on behalf of other travelers represents that they have authority to act for those travelers and accepts these Terms & Conditions on behalf of all persons included in the reservation.

3. PRICES AND QUOTATIONS
Unless otherwise stated, all prices are quoted in United States Dollars (USD). Quotes may have a limited validity period and are subject to availability, supplier rates, taxes, currency changes, and applicable provider conditions.

Airfare, hotel rates, cruise fares, transportation costs, excursion prices, and other travel services may change before the booking is confirmed. Prices include only the services expressly listed in the applicable proposal, itinerary, invoice, voucher, or travel confirmation.

Services requested after confirmation may result in additional charges, including fare differences, provider penalties, administrative costs, taxes, or fees.

Supplier rates, negotiated rates, commissions, pricing structures, and commercial agreements are confidential business information and are not required to be disclosed to the client.

4. PAYMENTS
Unless otherwise stated in writing, the remaining balance must be paid no later than 45 days before the start of the trip or tour. Reservations made within 45 days of departure may require full payment at the time of confirmation.

Accepted payment methods may include credit card, bank transfer, Zelle, and other payment methods authorized by Vacation South America. Bank charges, transfer fees, currency conversion fees, payment-processing fees, and other payment-related charges may be the responsibility of the client unless otherwise agreed in writing.

If payment is not received by the applicable deadline, Vacation South America may consider the reservation canceled and apply the cancellation penalties or supplier conditions applicable to the booking.

5. CHANGES REQUESTED BY THE CLIENT
Any request to modify a confirmed itinerary must be submitted in writing. Changes may be subject to an administrative fee of USD 35, in addition to any fare difference, provider penalty, tax, or other cost imposed by airlines, hotels, cruise lines, or other suppliers.

Changes that may create additional charges include travel dates, flights, hotels, cruises, excursions, transportation, number of travelers, room category, service category, and postponement or rescheduling of travel.

Vacation South America will make reasonable efforts to process requested changes but does not guarantee that any change can be made. All modifications are subject to availability and the relevant provider’s terms and conditions.

6. NAME CHANGES AND TRAVELER SUBSTITUTIONS
If a traveler cannot participate, the client may request a replacement traveler when permitted by the applicable provider. Requests should preferably be submitted at least 45 days before departure.

Traveler substitutions may be subject to a USD 50 administrative fee, plus any provider-imposed penalties, fare differences, taxes, or other charges. Some services do not permit name changes or traveler substitutions. In those cases, the provider’s specific rules will apply.

7. CANCELLATIONS AND REFUNDS
Cancellation requests must be made in writing. Deposits used to confirm a reservation are generally non-refundable unless the applicable provider’s terms allow a refund.

Airline tickets, cruises, rail services, event tickets, permits, special excursions, promotional rates, and other services may be wholly or partially non-refundable.

When cancellation is permitted, the amount of any refund depends on the provider’s current cancellation policy, the date the written cancellation request is received, the type of service booked, and any non-refundable charges, taxes, fees, or administrative costs.

Unless a different written policy applies to a specific reservation, the following cancellation penalties may apply based on the date Vacation South America receives written notice:

30–45 days before the tour start date: up to 60% of the total cost of non-refundable services.
21–30 days before the tour start date: up to 75% of the total cost of non-refundable services.
20 days or fewer before the tour start date: up to 100% of the total cost of non-refundable services.

If one or more travelers cancel from a shared reservation, the remaining travelers may be subject to additional costs, including single-room supplements, reduced-occupancy pricing, or other charges resulting from the modified booking.

Groups of 10 or more travelers, custom itineraries, special packages, and certain services may have different payment, cancellation, change, and refund conditions. These conditions will be communicated before confirmation whenever applicable.

When a refund is available, Vacation South America may submit the request to the relevant provider. Refund processing times depend on the provider, financial institution, payment method, and applicable policies. Non-refundable provider charges, administrative fees, banking fees, and other unrecoverable amounts may not be refundable.

8. FLIGHTS AND BAGGAGE
Flights are operated by the applicable airlines and are subject to each airline’s own rules, fares, schedules, and operating conditions. Vacation South America does not control airline delays, cancellations, schedule changes, overbooking, operational restrictions, missed connections, baggage issues, or other airline decisions.

The client is responsible for ensuring that all traveler information submitted for ticketing is accurate, including full legal name, date of birth, passport information, nationality, contact information, and any other information required by the airline or destination.

Baggage allowances, restrictions, and fees depend on the airline, route, fare type, cabin class, and applicable provider terms. Unless otherwise stated in writing, charges for excess baggage, additional baggage, special equipment, overweight luggage, or related services are the traveler’s responsibility.

9. HOTELS, CRUISES, EXCURSIONS, AND LOCAL PROVIDERS
Hotel categories, amenities, check-in and check-out times, cancellation policies, deposits, and service standards are determined by each individual property. Photos, descriptions, and promotional materials are illustrative. Actual rooms, views, furnishings, facilities, and services may vary.

Hotels may require a credit card or cash deposit at check-in for incidental expenses or damages. Unless expressly included, the traveler is responsible for minibar charges, meals, room service, laundry, calls, tips, damages, personal purchases, and other incidental costs.

Cruise reservations are subject to the terms and conditions of the applicable cruise line. Deposits, final-payment deadlines, cancellation rules, refunds, travel documentation, boarding times, health requirements, itinerary changes, and onboard policies are determined by the cruise line.

Excursions, tours, activities, and experiences may be operated by independent local providers. Schedules, routes, activities, and inclusions may change due to weather, safety requirements, maintenance, government restrictions, operational conditions, supplier decisions, or extraordinary circumstances. Where reasonably possible, Vacation South America may seek to offer an alternative, subject to availability and provider terms.

10. TRAVEL DOCUMENTATION
The traveler is solely responsible for obtaining and maintaining all required travel documents, including a valid passport, visas, transit permits, vaccination records, travel authorizations, entry documentation, parental authorizations for minors, and any other destination-specific requirement.

Vacation South America may provide general travel guidance but does not guarantee visa approval, entry authorization, immigration approval, boarding approval, or admission to any country, port, or transportation service.

11. TRAVEL INSURANCE
Vacation South America strongly recommends that every traveler purchase suitable travel insurance before departure. Depending on the policy purchased, travel insurance may cover medical expenses, cancellations, trip interruption, delays, lost baggage, emergency evacuation, and other unforeseen events.

Unless expressly stated in writing, Vacation South America is not an insurance company and does not provide insurance coverage. The client is responsible for reviewing the exclusions, limits, benefits, and conditions of any insurance policy purchased.

12. HEALTH, SAFETY, AND PERSONAL CONDITIONS
The client is responsible for determining whether they are physically and medically able to participate in the planned trip and activities. Certain experiences may involve age limits, health restrictions, mobility requirements, fitness requirements, altitude conditions, weather exposure, or other safety considerations.

Travelers should disclose any relevant medical conditions, special needs, mobility needs, dietary restrictions, or accessibility requirements in advance. Vacation South America may communicate those requests to providers, but accommodation of any request is not guaranteed unless confirmed in writing.

13. RESPONSIBILITY OF INDEPENDENT PROVIDERS
Vacation South America coordinates and/or intermediates travel services supplied by independent third parties. Each provider is responsible for delivering its services under its own terms, operational standards, and applicable laws.

To the extent permitted by applicable law, Vacation South America is not responsible for acts, omissions, delays, cancellations, changes, service failures, injuries, losses, damages, or decisions of independent providers when these events are outside Vacation South America’s reasonable control.

Nothing in these Terms & Conditions excludes rights or liabilities that cannot legally be excluded under applicable law.

14. FORCE MAJEURE AND EXTRAORDINARY CIRCUMSTANCES
Neither party will be responsible for a failure or delay caused by extraordinary, unforeseeable, or unavoidable circumstances outside its reasonable control. These circumstances may include natural disasters, severe weather, public-health emergencies, strikes, social unrest, security incidents, government restrictions, border closures, transportation disruptions, accidents, cyber incidents, acts of third parties, or other events affecting travel services.

In these cases, provider policies and applicable law will govern the available alternatives, credits, refunds, changes, or other remedies.

15. CLIENT INFORMATION AND COMMUNICATIONS
The client must provide accurate, complete, and current information necessary to manage reservations, payments, communications, and travel-related services.

Reservation-related communications may be sent through email, telephone, messaging applications, or other agreed contact methods. The client is responsible for providing current contact details and reviewing all communications related to payments, travel documents, schedule changes, confirmations, and travel updates.

Vacation South America will handle personal information in accordance with its Privacy Policy and applicable law.

16. GOVERNING LAW AND JURISDICTION
These Terms & Conditions will be governed by the laws of the State of Utah, United States, unless another jurisdiction is required by applicable law. Any dispute related to these Terms, the travel services, or a reservation will be subject to the competent courts of Utah, United States, unless applicable law requires otherwise.

If any provision of these Terms & Conditions is found invalid or unenforceable, the remaining provisions will continue in full force and effect.

17. CHANGES TO THESE TERMS
Vacation South America may modify or update these Terms & Conditions to reflect changes in services, provider requirements, legal obligations, website functionality, commercial practices, or security measures.

The version applicable to a confirmed reservation will generally be the version accepted at the time of booking, except where changes are required by law or mandatory provider conditions.

18. CONTACT
Vacation Travels LLC d/b/a Vacation South America
Travel, tourism, and curated travel experiences.
Email: sales@vacationsouthamerica.com
Phone / WhatsApp: +1 (385) 584-8756
Website: vacationsouthamerica.com

19. CLIENT ACKNOWLEDGMENT
By submitting payment, confirming a reservation, accepting a quote or itinerary, or using Vacation South America travel services, the client confirms that they have read, understood, and accepted these Terms & Conditions.