Booking Terms and Conditions

Please read these Booking Terms carefully before making a booking. They contain important information about payments, changes, cancellations, supplier terms, service fees, refunds, traveller responsibilities and limitations of liability.

Luxury Thailand Tour is a specialist Thailand travel brand operated by Travel Asia Limited, New Zealand.

In these Booking Terms, “we”, “us” and “our” refer to Travel Asia Limited and the Luxury Thailand Tour brand. “You” and “your” refer to the person making the enquiry or booking and, where the context allows, all travellers included in the booking.

1. Who we are and how we act

We arrange tailor-made travel services, which may include flights, accommodation, private guiding, transfers, cruises, activities, experiences, travel planning and related services.

Unless we expressly state otherwise in writing, we usually act as an agent or intermediary for third-party travel service providers, such as airlines, hotels, resorts, cruise or boat operators, destination management companies, guides, transfer companies and activity providers.

This means the travel service itself is supplied by the relevant supplier, and the supplier’s terms and conditions will also apply. Where we provide a service directly, such as itinerary planning, proposal preparation or booking management, we are responsible for that service to the extent required by law.

2. Authority of the lead traveller

The person who makes a booking or enquiry confirms that they:

• are at least 18 years old;
• are authorised to act for all travellers included in the booking;
• have provided accurate information for all travellers;
• will ensure all travellers are aware of these Booking Terms and relevant supplier terms;
• accept responsibility for payments, changes, cancellations and communications for the booking.

3. Tailor-made proposals and sample itineraries

Website itineraries, AI-generated journeys, guide prices and sample routes are starting points only. They are not confirmed travel arrangements.

A tailor-made proposal may include hotels, room categories, flights, transfers, guides, activities and experiences based on your preferences. Proposal details remain subject to availability, supplier confirmation, final pricing, seasonal conditions and payment deadlines.

4. Quotes, prices and availability

Prices are subject to availability and may change until the booking is confirmed and required payment has been received and processed.

Price changes may occur because of:

• supplier availability changes;
• exchange-rate movements;
• airfare or fuel surcharge changes;
• taxes, levies, resort fees or government charges;
• seasonal supplements or special events;
• room category, cabin, fare class or itinerary changes;
• payment processing or card fees;
• changes requested by you.

Unless stated otherwise, guide prices are usually indicative, per person, twin share, land-only, and exclude international flights, visas, insurance, optional activities, personal spending, tips and items not listed as included.

5. Service fees, planning fees and commissions

We may charge service fees, planning fees, booking fees, change fees, cancellation fees or flight-management fees. We will disclose applicable fees in your quote, proposal, invoice or booking confirmation where relevant.

We may also receive commissions, incentives, overrides, rebates or other remuneration from suppliers or partners. We may retain these amounts unless we agree otherwise in writing. This helps support the professional time, systems, supplier management and advisory services involved in arranging tailor-made travel.

Service or planning fees are generally non-refundable once the relevant service has been performed, subject to rights you may have under applicable consumer law.

6. Deposits and final payment

You may be required to pay one or more deposits to secure travel arrangements. Deposit amounts and payment deadlines will be set out in your quote, invoice or proposal.

Some suppliers require immediate or full payment, especially for flights, special event periods, villas, small luxury properties, cruises, private charters and non-refundable rates.

Final payment deadlines will be advised in writing. If payment is not received by the required date, suppliers may cancel the booking or release availability, and cancellation fees may apply.

7. Payment methods and card fees

We may accept payment by bank transfer, credit card, debit card or another approved payment method. Card surcharges or payment processing fees may apply where permitted by law and will be disclosed where relevant.

Payment is not treated as received until cleared funds are available to us or the relevant payment provider confirms successful payment.

8. Travel documents and names

Travel documents may include airline tickets, hotel vouchers, tour vouchers, cruise documents, transfer vouchers, insurance documents, receipts and itinerary confirmations.

It is your responsibility to check all names, dates, times, routes, room types, fare classes and booking details as soon as you receive them. Airline tickets and many travel documents must match passport names exactly. Errors may result in denied travel, cancellation, reissue costs or supplier penalties.

Tell us immediately if any information appears incorrect.

9. Passports, visas, entry and transit requirements

You are responsible for ensuring that every traveller has valid passports, visas, entry permits, transit documents, vaccination documents and any other required travel documents.

We may provide general information or direct you to official sources, but we do not guarantee the accuracy or completeness of passport, visa, immigration, health or transit requirements. Requirements can change without notice.

You should check official government sources and relevant embassies or consulates before booking and again before travel.

10. Health, safety and travel advice

You are responsible for considering your health, fitness, mobility, medical needs and suitability for the itinerary.

We strongly recommend checking official travel advice before travel. New Zealand travellers should check SafeTravel. Australian travellers should check Smartraveller. You should also consult a medical professional or travel clinic for health and vaccination advice.

If you have medical, dietary, mobility, accessibility or special-assistance requirements, you must tell us as early as possible. We will pass requests to suppliers where relevant, but we cannot guarantee that every request can be accommodated.

11. Travel insurance

Comprehensive travel insurance is strongly recommended for all travellers and should be arranged as soon as possible after booking. Insurance should be appropriate for your destination, activities, medical circumstances, luggage, cancellation risks, travel disruption and, where relevant, medical evacuation.

Some suppliers or destinations may require proof of insurance. If you choose not to obtain suitable travel insurance, you accept the risks of travelling uninsured or underinsured.

12. Changes requested by you

If you request a change after booking, we will try to assist, but changes are subject to availability, supplier approval, fare rules, hotel rules, operational limits and payment of any applicable charges.

You are responsible for:

• supplier change fees;
• fare or rate differences;
• reissue fees;
• our change or service fees where applicable;
• additional taxes, surcharges or payment fees.

Some bookings cannot be changed.

13. Cancellation by you

If you cancel a booking, cancellation fees may apply. These may include:

• supplier cancellation fees;
• non-refundable deposits;
• non-refundable airfares, hotel rates, villas, cruises, private charters or activity bookings;
• our service, planning, booking or cancellation fees;
• unrecoverable costs already incurred on your behalf.

Cancellation terms vary by supplier, season, fare class, room category, destination and booking type. Some cancellations may result in up to 100% loss of the booking cost.

14. Changes or cancellation by suppliers

Suppliers may change or cancel travel arrangements for reasons outside our control, including schedule changes, operational issues, weather, safety, maintenance, overbooking, local regulations, strikes, illness, government action, supplier insolvency, border restrictions, natural events or other circumstances.

If a supplier changes or cancels a service, the remedy available to you will usually depend on the supplier’s terms, applicable law and the circumstances. We will assist you in seeking available remedies, alternatives, credits or refunds where appropriate, but we are not responsible for supplier decisions or delays beyond our control.

15. Refunds and credits

Refunds are subject to supplier terms, our fees, unrecoverable costs and applicable law.

Where we have paid a supplier or supplier funds are otherwise controlled by a supplier, we can only pass on a refund after the supplier authorises and provides the refund or credit to us. Supplier refund processing can take several weeks or longer.

If a supplier provides a credit rather than a cash refund, use of that credit will be subject to supplier rules, expiry dates and availability.

Nothing in these Booking Terms is intended to exclude or restrict your rights under the Consumer Guarantees Act, Fair Trading Act, Australian Consumer Law or other laws that cannot be excluded.

16. Flights

Flight prices, taxes, fare rules and seat availability can change quickly. Some fares require instant purchase. Some fares are non-refundable, non-changeable or subject to strict conditions.

If we provide flight search or quote functionality, displayed prices are not guaranteed until the fare is re-priced, payment is processed and the booking/ticket is confirmed. We will not send a confirmed-ticket notice unless the flight booking or ticket has actually been confirmed.

Airlines may change schedules, aircraft, seats, baggage rules, terminals or operating carriers. Airline conditions of carriage and fare rules apply.

17. Accommodation, hotels and rooms

Hotel names and room types may be recommended as examples of style and level. Final accommodation is subject to availability, rate confirmation, supplier terms and any minimum-stay or seasonal requirements.

Hotel facilities, room layouts, views, restaurants, beach access, spa facilities and refurbishment schedules may change. We will use reasonable care when making recommendations, but hotel descriptions and images may be supplied by third parties.

18. Experiences, cruises, activities and private guiding

Private experiences, cruises, boat trips, wildlife encounters, wellness activities and adventure-style activities may be affected by weather, tides, safety, local rules, supplier availability, seasonal conditions and traveller fitness.

We may adjust the order, route, timing or content of experiences for safety, comfort or operational reasons. Responsible wildlife experiences should prioritise animal welfare and local guidance.

19. Special requests

We will note and pass on reasonable special requests, such as bedding preferences, dietary needs, room location, honeymoon arrangements or accessibility requirements. Unless confirmed in writing by the relevant supplier, special requests are not guaranteed.

20. Traveller behaviour

You are responsible for behaving respectfully and safely. Suppliers may refuse service, remove a traveller or cancel arrangements where behaviour is unsafe, abusive, unlawful, disruptive or contrary to local rules or supplier policies. No refund is guaranteed in those circumstances.

21. Events outside our control

We are not liable for failure or delay caused by events beyond our reasonable control. These may include war, terrorism, civil unrest, strikes, natural disasters, severe weather, epidemics, pandemics, border closures, government restrictions, transport disruption, supplier failure, cyber incidents, airline schedule changes or other extraordinary circumstances.

We will use reasonable efforts to assist where possible.

22. Complaints while travelling

If something goes wrong during travel, tell the supplier and contact us as soon as reasonably possible so there is an opportunity to help. If you wait until after travel to raise an issue, it may be harder to investigate or resolve.

Keep receipts, photographs, messages, names, dates and other records relevant to the issue.

23. Limitation of liability

To the extent permitted by law, our liability is limited to the services we directly provide and does not extend to loss caused by third-party suppliers, events outside our control, your acts or omissions, inaccurate information you provide, or risks inherent in travel.

Nothing in these Booking Terms excludes, restricts or modifies any consumer guarantee, remedy or right that cannot lawfully be excluded.

24. Australian customers

If Australian Consumer Law applies, you may have rights that cannot be excluded. Nothing in these Booking Terms is intended to limit those rights.

25. Governing law

These Booking Terms are governed by the laws of New Zealand, subject to any rights that apply under other mandatory consumer laws.

26. Contact

Luxury Thailand Tour / Travel Asia Limited

Email: [email protected]

Phone: +64 26 600 0017

NZBN: 9429051871925