Terms & Conditions

Thank you for choosing Harriet Travel Agency for your travel needs. Please take a moment to familiarize yourself with our booking terms and conditions.

These terms apply to bookings made through our consultants (in-store, by phone, or email) as well as online bookings on our websites. By accepting these terms and receiving a confirmation invoice from us, you agree to be bound by these terms, which will become effective immediately. We recommend retaining a copy of these terms for your reference.

In these terms, references to “FCTG South Africa,” “us,” “we,” or “our” indicate Harriet Travel Agency (Pty) Ltd, registration number 2015/168753/07, including our associated brands: Harriet Travel Agency Independents, Corporate Traveller, Harriet Travel Agency Holidays, Homegrown Holidays, and Travel Expo. As providers of travel management services and travel-related products, these entities are covered by these booking terms.

Understanding Your Contract

When booking travel through us, you enter into two agreements. The first is this agreement between you and us, as outlined in these booking terms. The second agreement is with the specific provider of your travel service, for whom we act as an agent. These providers may include airlines, coach operators, accommodation, hotels, transport tour operators, shipping companies, car hire, visa suppliers, rail and cruise line operators, wholesalers, and other travel arrangement providers (referred to as third party service providers). Each of these providers has their own terms and conditions applicable to your travel, outlined in their respective third party service provider agreements.

By accepting these booking terms, you also accept and agree to be bound by the third party service provider agreement. In the event of any inconsistency between the booking terms and the third party service provider agreement, the latter will prevail. Your specific third party service provider will be identified on your quote or travel documents, and their agreement(s) will be accessible on their websites or provided upon request. By booking with us, signing, or electronically accepting the booking terms, you acknowledge that you have read, understood, and agree to be bound by both the booking terms and the applicable third party service provider agreement(s).

Booking on Behalf of Others

If you are making a booking on behalf of other travelers, we rely on your authority to act on their behalf. By doing so, you confirm that you are authorized to make decisions and bind all travelers associated with the booking to these booking terms and the relevant third party service provider agreement(s).

We appreciate your attention to these terms and conditions. If you have any questions or require further clarification, please don’t hesitate to contact us.

Agency Relationship: When you book with us, you acknowledge that we act as an agent for third-party service providers. These service providers are solely responsible for providing the travel services you have booked. We do not represent or warrant the advisability or safety of travel to any specific destination, and we will not be held liable for any damages, losses, injuries, or other incidents resulting from your travel or the failure of third-party service providers to fulfill their obligations.

Insolvency or External Administration: If a third-party service provider becomes insolvent or undergoes external administration, we have no obligation to reimburse you for the cost of your booking or any associated losses or damages, except as provided under the South African Consumer Law.

Prices and Payment: All prices advertised are subject to availability and may change without notice. We will confirm the correct price at the time of payment. Pricing errors may be corrected, and we are not bound by misquotes. Payment terms, including deposits and final payments, will be advised upon booking. Full payment secures the price, and we will not proceed with the booking until payment reflects in our account.

Payment Methods and Service Fees: We accept cash, credit/debit cards, secure online credit card payments, electronic fund transfers (EFT) (not applicable for online bookings), credit facilities for corporate clients (subject to approval), and Harriet Travel Agency gift cards. Service fees apply and vary based on the number of passengers, service providers, destinations, and the type of service. Service fees are non-refundable for cancellations or amendments.

Communication and Cyber Security: We will communicate with you via your chosen email address and provide invoices for bookings. Ensure cyber security to prevent fraud or email interception. Contact us immediately if anything seems suspicious or if you receive multiple invoices. We are not liable for cyber security breaches, and you remain responsible for payment.

Frequent Flyer: Inform us of any frequent flyer memberships during booking. Insert relevant details for online bookings. We cannot guarantee points accrual or upgrades, as these are subject to the policies and availability of third-party service providers.

Note: The above summary is a shortened version of the original terms and conditions. It is advisable to read and understand the complete terms and conditions before making a booking.

Travel Documents

Travel documents refer to any document, electronic or otherwise, used to confirm arrangements with a third-party service provider. These include airline tickets, hotel vouchers, tour vouchers, and other similar documents. It is important to note that travel documents may have certain conditions and restrictions, such as being non-refundable, non-date-changeable, and subject to cancellation and amendment fees. When booking airline tickets, it is essential to ensure that the name on the booking matches the passport or identity document. You are responsible for verifying the accuracy of your travel document details, including names, passport numbers, travel dates, times, departure and destination points, and routings. Any errors should be immediately brought to our attention. Prior to your travel, we will electronically share your travel documents, itineraries, and vouchers with you. Please ensure compliance with airline check-in times and requirements, including the option for online check-in within specified timeframes. If you do not receive your travel documentation, please inform us promptly so that we can provide it to you well in advance of your departure.

Confirming Travel and Schedule Changes

To confirm scheduled travel times, it is recommended that you:

  1. Complete online check-in.
  2. Download the relevant division’s mobile app and enable push notifications.
  3. Confirm scheduled travel times with your travel expert, account manager, or directly with the third-party service provider.
Cancellation or Changes

Any cancellations or changes must be notified to us in writing before departure. Some bookings may be non-refundable, and you will be responsible for cancellation or date change penalties in accordance with the third-party service provider’s policies and fare rules. We can only provide you with the remedy offered by the third-party service provider, if any. We do not accept liability for any costs or expenses incurred due to cancellations or changes you request for your booking. Refunds, if applicable, will be made to the person named on the booking payment receipt, unless otherwise agreed upon in writing by all travelers listed on the booking. Refunds will be issued using the same method of payment used for the original transaction (e.g., credit card refund). If your cancellation is covered under your travel insurance policy, you may be able to reclaim these charges directly from your insurer.

Travel bookings are non-transferable, and name changes are not allowed. Failure to notify the airline or your travel expert about your intention not to travel before the scheduled departure may result in the forfeiture of your fare. It is important to travel on your booked tickets in the specified sequence; otherwise, the ticket may be forfeited.

Refunds

All refunds are subject to the cancellation policy of the relevant third-party service provider. We will process refunds once we receive the funds from the third-party service provider. If a refund is possible, you will need to complete and submit a refund consent form provided by us. Refunds will be issued using the same method of payment used for the original transaction. A reasonable service fee may apply for cancellations and refunds, except in cases of death, hospitalization, and illness as per the Consumer Protection Act. We aim to process all refunds within a reasonable time frame. Please note that airline ticket refunds may take a minimum of 12 weeks to process due to various factors. Refunds must be processed within the ticket’s validity, or the ticket will become non-refundable. If we receive any refund amounts from a refund application and are unable to reach you within 36 months, the refund amount will be forfeited.

For corporate clients, all unused tickets will be tracked and submitted for refunds. The full amount, minus an administration fee, will be refunded to corporate clients.

Impossibility of Performance

In certain circumstances beyond the reasonable control of any party, travel may need to be canceled due to events that make it impossible.