Intriguing Europe

BOOKING GOVERNANCE & SERVICE FRAMEWORK

WHITE COLLAR TRAVEL | B2B Terms & Operational Protocol

01. COMMERCIAL TERMS

Rate & Availability

1. All quotations are offered on a net and non-commissionable basis.
2. Rates and availability are dynamic and subject to reconfirmation at the time of booking.
3. No rooms, services, inventory, or other arrangements are considered blocked unless specifically confirmed in writing.
4. Supplier rates may change prior to final confirmation.
5. Any revised rate applicable before confirmation will be charged accordingly.

B2B Service Model

WHITE COLLAR TRAVEL operates exclusively on a B2B basis. All end-client communication, servicing, coordination, and grievance handling shall remain the responsibility of the booking agent.

Jurisdiction

Any dispute arising in connection with the booking or services shall be subject to the exclusive jurisdiction of the Delhi High Court, India.

02. PAYMENT & FINANCIAL PROTOCOL

Rate of Exchange

1. The applicable ROE will be calculated on the date of final payment realization.
2. ROE = Prevailing IBR + 2
3. Any difference arising due to exchange-rate movement shall be payable by the booking agent.

Taxes & Statutory Charges

1. GST: 5%, wherever applicable.
2. TCS: 5%, as per prevailing Government of India regulations.
3. Applicable banking, remittance, or service charges shall be borne by the booking agent.
4. Any revision in taxes, statutory levies, or government charges shall be payable additionally.

Remittance Compliance

All foreign remittances must comply with applicable RBI foreign exchange regulations and BTQ requirements. Payments must be made through approved banking channels.

03. BOOKING CONFIRMATION

A booking shall be treated as confirmed only after receipt of the required documents, applicable payment, supplier confirmation, and written confirmation from WHITE COLLAR TRAVEL.

Quotation, proposal, or provisional itinerary does not constitute confirmation.

1. No service is considered blocked without written confirmation.
2. Confirmation remains subject to supplier availability and payment realization.
3. All outstanding payments must be cleared within the stipulated timeline for release of final travel documents and services.

04. ITINERARY & SERVICE EXECUTION

Itinerary Control

1. Confirmed itineraries shall operate as per the finalized program.
2. Any amendment requires prior written approval and may involve additional charges.
3. The sequence of sightseeing may be rearranged for operational, traffic, weather, or logistical reasons.
4. Such changes will be made while maintaining the confirmed inclusions wherever reasonably possible.

Service Substitution

In case of attraction closure, maintenance, local restrictions, or other operational circumstances:

1. A comparable alternative may be arranged wherever feasible.
2. Packed or substitute meals may be provided where required.
3. Services not utilized due to such circumstances shall have no refund value unless otherwise confirmed by the supplier.

05. ACCOMMODATION TERMS

1. Hotel allocation is subject to availability at the time of confirmation.
2. Local city tax, tourism tax, resort fee, or similar charges, wherever applicable, may be payable directly by the guest.
3. Triple occupancy may be accommodated using a rollaway, sofa bed, or extra bed depending on the hotel.
4. Triple-sharing rooms may retain standard double-room dimensions.
5. Seasonal, festive, event, exhibition, or special-period surcharges may apply as imposed by the supplier.
6. Early check-in and late check-out are subject to hotel availability and applicable charges.

06. TRANSPORTATION & TRANSFER PROTOCOL

General Transportation

1. Vehicle allocation is based on the confirmed passenger count and permitted luggage capacity.
2. Additional luggage beyond the vehicle capacity may require an additional vehicle at extra cost.
3. Midnight/early-morning surcharges may apply for services operating between 22:00 hrs and 07:00 hrs.
4. Coaches generally operate for a maximum of 10 driving hours per day, unless otherwise specified.

SIC / Seat-in-Coach Services

1. SIC services operate on a shared basis according to fixed routes and departure schedules.
2. Guests must report independently at the designated pickup point.
3. Waiting time may extend up to 45 minutes, depending on routing and operational requirements.
4. Guests are required to report within 5 minutes of the vehicle's arrival.
5. Failure to report within the stipulated time may be treated as a no-show.
6. Missed SIC services are non-refundable and non-reschedulable.
7. SIC services may not operate for hotels outside the designated operating area.

Private Transfers

1. Private transfers are arranged exclusively for the confirmed guests.
2. Standard grace waiting time is 5–10 minutes from the scheduled pickup time.
3. Drivers may check with the hotel lobby or concierge and attempt guest contact where feasible.
4. Additional waiting beyond the permitted period may be chargeable.

07. ATTRACTIONS, RAIL & CRUISE SERVICES

1. Child eligibility may be determined by age, height, or attraction-specific regulations.
2. Rail tickets, cruise bookings, event tickets, and selected attraction tickets may be strictly non-refundable once issued.
3. Museum, monument, attraction, or venue closures without prior notice are beyond the operational control of WHITE COLLAR TRAVEL.
4. Meal inclusions cover only the items specifically mentioned in the confirmed package.
5. Beverages are excluded unless expressly mentioned.
6. English-speaking drivers/guides are subject to availability.
7. SIC services may be cancelled or modified where the hotel location falls outside the operational area.

08. RESERVATION DOCUMENTATION

To secure and process the reservation, the following may be required:

Compliance Documents

1. Aadhaar Card – clear coloured copy, front and reverse
2. Passport – clear coloured copy, front and reverse
3. PAN Card – clear coloured copy
4. GST Certificate, wherever applicable
5. Initial booking deposit as specified in the quotation
6. Payment advice/details as required for processing

Cash transactions exceeding the permissible statutory limit will not be accepted.

Traveller Particulars

Please provide all details exactly as mentioned on the passport:

1. Full name of each traveller
2. Passport number and validity
3. Check-in and check-out dates
4. Airline and flight number
5. Arrival and departure timings
6. Any additional information required for the specific booking

All documents must be clear, legible, valid, and complete to avoid processing delays.

09. GROUP DEPARTURE PAYMENT TERMS

75–46 Days Before Departure

A non-refundable commitment deposit of INR 50,000 per person is required.

45 Days or Less Before Departure

100% of the total tour cost is payable at the time of confirmation.

Non-Refundable Departures

Certain departures may operate under a strictly 100% non-refundable policy, requiring full payment at the time of booking.

Exchange Rate

The applicable exchange rate will be calculated on the date of final payment realization and not on the original booking date.

ROE: IBR + 2

10. FLIGHTS, HOTELS & CRUISES

1. All flight tickets, cruise bookings, and standalone hotel reservations generally require 100% advance payment.
2. Once confirmed or issued, cancellation and amendment will be governed by the respective supplier's terms.
3. Supplier-specific cancellation penalties will apply.
4. WHITE COLLAR TRAVEL acts as a facilitator and is not responsible for waiving supplier-imposed penalties.

11. CANCELLATION & RETENTION

Group Departures

75–46 Days Before Departure

INR 50,000 per person will be retained as a non-refundable commitment deposit.

45–0 Days Before Departure

100% of the total tour cost will be retained.

No-Show / Failure to Board

100% of the total tour cost will be forfeited.

Non-Refundable Departures

100% retention will apply under all circumstances.

Cancellation will be considered effective from the date the written cancellation request is received by WHITE COLLAR TRAVEL.

12. REFUND CONDITIONS

Unused Services

No refund will be provided for services not utilized during the tour, including accommodation, meals, sightseeing, transfers, tickets, cruise segments, or any other confirmed service.

Operational Disruptions

No compensation or refund shall arise from cancellations, delays, itinerary changes, service interruptions, or tour curtailment caused by circumstances beyond reasonable operational control.

Refund Processing

Eligible refunds will generally be processed within 10–15 working days through the original payment mode.

Actual credit timelines may vary depending on supplier and banking processing timelines.

13. VISA REFUSAL POLICY

Visa Facilitation

Visa assistance is provided strictly as a facilitation service. The final decision regarding visa issuance or refusal rests solely with the concerned Embassy or Consulate.

The applicant is responsible for providing accurate, complete, and timely documentation.

Non-Refundable Components

In case of visa refusal, the following may remain non-refundable:

1. Visa fees and processing charges
2. Airline cancellation penalties
3. Hotel retention charges
4. Cruise deposits
5. Third-party service fees
6. Other applicable supplier penalties

Refundable Amount

Any balance remaining after deduction of applicable non-refundable charges may be refunded, subject to supplier confirmation.

An official visa refusal document is mandatory for processing an eligible refund.

Refund Timeline

Refund initiation will generally commence within 7–10 working days after receipt of the required documents.

The actual refund timeline depends on the processing period of the respective airline, hotel, cruise line, or service provider.

14. TRAVEL RESCHEDULING

Where permitted, guests may request rescheduling instead of cancellation.

Rescheduling will remain subject to:

1. Availability
2. Revised fares/rates
3. Supplier approval
4. Amendment charges
5. Applicable difference in package cost
6. Validity of the original booking

15. FORCE MAJEURE & LIMITATION OF LIABILITY

WHITE COLLAR TRAVEL shall not be held responsible for losses, delays, disruptions, cancellations, or additional expenses arising from circumstances beyond reasonable control, including but not limited to:

1. Adverse weather conditions
2. Airline or transportation disruptions
3. Strikes or labour unrest
4. Political disturbances
5. Natural calamities
6. Government restrictions
7. Border or immigration restrictions
8. Attraction or venue closures
9. Other force majeure circumstances

Any additional expenses arising due to such circumstances shall be borne by the guest or booking agent, as applicable.

16. POLICY AMENDMENTS

WHITE COLLAR TRAVEL reserves the right to amend or update these terms in accordance with supplier policies, government regulations, statutory changes, tax revisions, or operational requirements.

The applicable terms shall be those communicated and accepted at the relevant stage of booking.

IMPORTANT BOOKING NOTE

All bookings are subject to availability, supplier confirmation, payment realization, and applicable booking conditions. Submission of an enquiry, quotation, or provisional itinerary does not constitute confirmation.

For booking assistance, payment coordination, operational clarification, or amendments, please coordinate with your assigned Sales Consultant at WHITE COLLAR TRAVEL.