Castle Explorers Travel Agency - Terms & Conditions
These Terms & Conditions (“Agreement”) govern the relationship between Castle Explorers (“we,” “us,” “our”) and the client/purchaser/passenger (“you,” “your”). By planning and booking travel services with Castle Explorers, you agree to be bound by these terms and acknowledge that Castle Explorers acts solely as a booking agent for disclosed principal supplier tour operators, cruise lines, hotels, airlines, air charters, bus companies, ground transportation, boat purveyors or owners, and other independent contractors providing accommodations, transportation, and other services (“Supplier(s)”) and is not the source or provider of the travel services. These terms include warranties and disclaimers and exclusions of liability and may restrict your rights and remedies and provide protection to Castle Explorers.
1. Use of Castle Explorers Services & Client Responsibilities
By booking travel services with Castle Explorers, you warrant that you are at least 18 years of age and possess the legal authority to enter into this Agreement and make travel bookings on your behalf or on behalf of others in your traveling party. You agree to be financially responsible for all travel bookings made with Castle Explorers, whether for yourself or others in your group. You further warrant that all information provided by you, on behalf of yourself, your household members, or others you are authorized to represent, is accurate and true.
You agree that all bookings made with Castle Explorers will be legitimate. Any speculative, false, or fraudulent reservations are strictly prohibited. Castle Explorers acts solely as a booking agent for the travel suppliers associated with your itinerary, and the terms and conditions of these suppliers will apply to any travel-related services or goods you select. By booking travel through Castle Explorers, you accept and agree to the terms and conditions of each supplier involved in your itinerary.
Castle Explorers is not liable or responsible for any travel arrangements made independently of our agency. This includes, but is not limited to, arrangements for flights, hotels, excursions, and travel protection that you book outside of our services. Should you make your own flight arrangements, Castle Explorers assumes no responsibility for any issues arising from flight cancellations, changes in international gateways, alterations to your itinerary, or travel date changes. Additionally, we cannot assist with schedule changes or delays for flights booked independently. Please note that loyalty points, including frequent flyer or hotel rewards, may not be earned or redeemed for travel arrangements made through Castle Explorers, with limited exceptions.
Castle Explorers is a registered Seller of Travel in Florida, license number ST44008.
2. Payments, Cancellations, and Changes to Bookings
You are fully responsible for all charges, fees, taxes, and assessments related to your travel bookings through Castle Explorers. By submitting a credit card authorization, you authorize Castle Explorers to use your payment method to purchase travel products from our Suppliers on your behalf. EXCEPT IN CASES OF FRAUD, YOU AGREE NOT TO FILE ANY DISPUTES WITH YOUR BANK OR CREDIT CARD COMPANY THAT WOULD AVOID OR VIOLATE ANY BOOKING TERMS AND CONDITIONS OF CASTLE EXPLORERS OR ITS SUPPLIERS, INCLUDING CANCELLATIONS OR CHANGES OF ITINERARY OR ARRANGEMENTS FOR REASONS BEYOND THE CONTROL OF CASTLE EXPLORERS OR ITS SUPPLIERS. If you attempt a chargeback, reversal, or recollection of any previously authorized payment, Castle Explorers reserves the right to collect all additional costs, fees, and expenses incurred as a result, including but not limited to attorney fees.
A. Deposits and Payments: A deposit or full payment is required at the time of booking, depending on the supplier’s terms and conditions.
B. Final Payments: Final payment deadlines vary by supplier and must be met to avoid cancellation. Failure to make final payment may result in the cancellation of your reservation and the forfeiture of any payments made.
C.Price Changes: Prices are subject to change until full payment is received and the booking is confirmed. Once full payment is made, the price is locked in.
D. Availability: All travel packages, flights, and accommodations are subject to availability. Castle Explorers cannot guarantee availability, and we recommend booking early to secure the best rates and options.
E. Cancellations: You may not be entitled to a refund if you change or cancel your travel plans after the booking has been confirmed. All cancellation requests must be submitted in writing to Castle Explorers through your travel advisor. Cancellations or changes made after confirmation may incur third-party supplier penalties, and any applicable fees will be charged to the credit card or payment method used for the original payment or deducted from any refund provided by the Supplier.
F. Changes to Bookings: If you decide to change any portion of your confirmed travel arrangements, Castle Explorers will assist you in the best of our ability. However, certain bookings may not be changeable, and you will be responsible for any increase in cost imposed by the Supplier, as well as any change fees. All change requests must be made in writing. Please note that some travel packages, including tours, cruises, or supplier-specific rates, are non-refundable for unused portions of travel.
Castle Explorers reserves the right to correct errors in pricing and other details. In the event of a pricing error or omission, we reserve the right to adjust such pricing or make necessary corrections. All offers, incentives, and Supplier promotions are subject to availability and may change without notice. To avoid disappointment or additional fees, you are advised to confirm your reservations well in advance of your anticipated travel dates.
3. Travel Insurance
Castle Explorers strongly recommends purchasing travel insurance to protect your investment in travel. Insurance can help cover trip cancellations, delays, medical emergencies, and other unforeseen circumstances that may arise before or during your trip. Travel insurance is designed to protect you against a variety of risks, including third-party supplier default or bankruptcy, trip delay, missed connections for cruises, cancellation, medical emergencies, transportation/evacuation, baggage loss or delay, illness, job loss, accidental death and disability, and more.
Unless specifically stated, travel insurance is not included in the cost of your itinerary. The appropriate travel insurance may offer financial protection in almost all circumstances. Without adequate coverage, you understand and agree that if you cancel or interrupt your travel for any reason, portions of the trip may not be refunded, and cancellation penalties imposed by Castle Explorers and/or the travel suppliers will apply, which could result in the loss of all monies paid.
Castle Explorers offers access to travel insurance for our clients, but it is not required to purchase any other products or services. If you choose not to purchase insurance, you may be required to sign an insurance waiver. Castle Explorers is not a licensed insurance broker, and our advisors are not qualified to answer technical questions about the details, benefits, exclusions, or conditions of any insurance policies offered. It is your responsibility to understand your insurance policy, and to secure additional coverage if you wish to protect against circumstances not included in the policy.
Please note that an additional charge will apply for any travel insurance selected. Castle Explorers cannot guarantee that an insurance provider will approve coverage for a claim, nor can we make any representations about the extent of coverage provided by any policy we offer.
4. Client Responsibilities
As a traveler, it is your responsibility to ensure all aspects of your journey are properly arranged, including the following key requirements:
A. Travel Documentation
It is the responsibility of each client to obtain and carry a valid passport, visa(s), and all other necessary documentation required by applicable government regulations. Passport cards are not accepted for most international travel. When traveling domestically or internationally, Castle Explorers recommends that all travelers carry acceptable identification in order to board their flight. Acceptable identification includes, but is not limited to, a U.S. passport, DHS-designated enhanced driver’s license, or a foreign government-issued passport. For more details on acceptable IDs, visit the U.S. Transportation Security Administration (TSA) website at www.tsa.gov.
Certain countries may not allow entry if your passport expires within six (6) months of your anticipated return date. Non-U.S. citizens may require additional documentation, and you must inform Castle Explorers if you are traveling on a passport issued by a country other than the United States. Castle Explorers does not control nor guarantee the issuance of visas or the approval of visa waivers for your travel. Should a visa be denied, Castle Explorers is not responsible for any lost payments related to your trip. Entry and exit rules may change at any time, and it is the client’s responsibility to remain informed.
Traveling with children and infants may require additional documents. Minors traveling with one parent or without both parents may be denied entry unless proper consent forms are provided to the authorities. For more information, please refer to U.S. Customs and Border Protection. For groups of children under age 19 arriving in the United States by land or sea, a birth certificate, Consular Report of Birth Abroad, or Naturalization Certificate may be required. Parental or guardian consent must be provided in writing to the supervising adult or group leader.
It is your responsibility to ensure that the name, date of birth, and gender on your identification documents exactly match the details listed on your tickets and booking records. Discrepancies between your reservation and your travel documentation could result in denied boarding, delays at security checkpoints, or the loss of subsequent travel bookings, including cruises and tours.
Upon receipt of your travel documents, it is your responsibility to carefully review and verify all information for accuracy. If any corrections are required, contact Castle Explorers immediately. If we are not notified of necessary corrections within 24 hours of receiving your travel documents, Castle Explorers will not be responsible for any additional costs associated with making those changes.
B. Entry and Exit Requirements
It is your responsibility to verify and comply with all passport, visa, vaccination, and other entry requirements for your destination(s). Each country has its own policies regarding entry for individuals with past criminal offenses, whether committed within or outside of its borders. Different countries may have unique rules, and some may deny entry if your passport is within six months of expiring. If you have a current or prior criminal offense, it is your responsibility to contact the relevant government authorities of your destination to verify their entry and exit requirements. For more information, you can visit the U.S. State Department’s website at https://travel.state.gov/content/travel.html.
Non-U.S. citizens must inform Castle Explorers when traveling on a passport from a country other than the United States. Additionally, children and minors may require additional documentation, such as parental consent forms or birth certificates. Failure to meet entry requirements may prevent you from traveling, and Castle Explorers is not responsible for any resulting costs.
Castle Explorers does not inquire about an individual’s criminal record in order to respect your privacy. However, it is important to note that certain countries may have specific entry restrictions based on criminal history. For example, travelers with a Driving While Intoxicated (DWI) conviction or those with outstanding judgments for unpaid child support may face restrictions when entering Canada. For more details, please visit https://www.canada.ca or consult with the appropriate government authorities for your destination.
C. Immunizations and Health Screenings
You must ensure you have the proper immunizations and health screenings required by your destination. You are responsible for obtaining documentation of these immunizations, which may need to be provided upon arrival. Castle Explorers does not verify the accuracy of these requirements, so it is recommended you consult with a health practitioner well in advance of booking your travel. We also encourage you to check health advisories on the State Department and CDC websites to ensure you meet the health requirements for your destination.
D. Special Needs and Accessibility
If you or someone in your party has a disability or special needs that require non-emergency special services, additional support, or accommodations, you must inform Castle Explorers in advance of booking. This allows us to coordinate with suppliers to arrange appropriate services or equipment. Please be aware that certain special accommodations may result in additional charges, such as fees for renting special equipment (e.g., wheelchairs or mobility devices) if you are unable to use your own. Airlines may also impose charges for additional baggage or have restrictions on the size of wheelchairs or other medical equipment they can accommodate.
For travelers intending to bring a service animal or emotional support animal, some suppliers may require advance arrangements and special documentation regarding the animal’s health and training. You are responsible for ensuring that all necessary documentation is provided as required.
When traveling outside of the United States or Canada, different laws and regulations may apply to the accommodation of travelers with disabilities or special needs. While Castle Explorers is committed to assisting travelers, we are not responsible for suppliers in other countries failing to meet the needs of travelers when they are following the local jurisdiction’s laws and regulations. Additionally, these laws may change without prior notice, and Castle Explorers bears no responsibility for any such changes that may affect your travel.
Certain destinations may have limited medical facilities or access to prescription medications. We strongly recommend consulting your health practitioner to discuss any special medical needs before booking your trip. Additionally, some travel insurance plans may offer coverage for emergency medical care, medical evacuation, or the replacement of prescription medication. We recommend the purchase of comprehensive travel insurance for all bookings to provide additional peace of mind.
By booking travel with Castle Explorers, you acknowledge that you understand these responsibilities and agree to comply with all necessary documentation, health, and safety requirements for your trip. Failure to comply with any of these requirements may result in missed travel opportunities or additional fees, for which Castle Explorers will not be liable.
5. Risks and Safety
Travel to certain destinations may involve varying degrees of risk, and it is your responsibility to remain informed about the conditions of your destination. Castle Explorers urges all clients to stay updated on current news and to review travel prohibitions, warnings, announcements, and advisories issued by the United States Government before booking international travel. You can find essential health and safety information, as well as risk assessments for various countries, through the following resources:
We also recommend utilizing the Smart Traveler Enrollment Program (STEP), which is a free service provided by the U.S. Government to help U.S. citizens traveling abroad. STEP allows you to register your trip and receive emergency updates from the Department of State. For more information and to register, visit https://step.state.gov/step/.
By offering travel to specific destinations, Castle Explorers does not warrant or guarantee that travel to such locations is without risk. We are not liable for any costs, damages, or losses resulting from travel to these destinations. Your participation in travel arrangements constitutes your acceptance of the risks inherent in these travels.
Certain activities included in your itinerary may involve inherent risks and potential dangers. Your itinerary may take you to remote areas with limited access to medical facilities, and you may encounter changing weather conditions, wildlife, or other hazardous situations. By booking with Castle Explorers, you acknowledge that physical exertion required by some activities may activate or worsen pre-existing injuries or conditions. If you are concerned about the compatibility of your health condition with any activities on your trip, we strongly recommend seeking medical advice before booking.
You may be required to wear safety equipment for specific activities. It is your responsibility to properly use and follow the safety protocols for all provided equipment, and we encourage you to ask questions if you are uncertain about the correct use or safety precautions.
If you engage in activities under the influence of alcohol or illegal substances, you accept all risks involved, including the possibility of personal injury, death, property damage, or loss, even if caused by negligence on the part of Castle Explorers or third parties. You agree to indemnify Castle Explorers from any liability resulting from your actions, including damage to property or injury to third parties caused by your use of alcohol or drugs before or during any activities.
Federal law prohibits passengers from bringing hazardous materials on the aircraft.
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1. Hazardous Materials Prohibition: Federal law forbids the carriage of hazardous materials aboard aircraft in passengers’ luggage or on their person. A violation can result in up to five years’ imprisonment and penalties of $250,000 or more (49 U.S.C. 5124). Hazardous materials include, but are not limited to, explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives, and radioactive materials. Examples include paints, lighter fluid, fireworks, tear gases, oxygen bottles, and radiopharmaceuticals.
2. Exceptions for Small Quantities: Certain exceptions apply for small quantities (up to 70 ounces total) of medicinal and toiletry articles carried in the passenger's luggage, as well as specific smoking materials carried on the passenger’s person. For further information, passengers should consult with the relevant airline representatives. A full list of prohibited items and hazardous materials can be found on the TSA website at http://www.tsa.gov/traveler-information/prohibited-items.
In the event of emergency health or safety concerns during your trip, Castle Explorers will assess the situation and, at our sole discretion, decide whether to proceed with the trip or alter the itinerary accordingly.
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6. Air Travel, Schedule Reconfirmation, Check-in
When you purchase airline tickets through Castle Explorers, your airline ticket constitutes a contract between you and the air carrier, even if booked through us. By booking air travel through Castle Explorers, you acknowledge and agree that we do not control the operations of independent airlines and are not liable for any personal injury, property damage, or losses related to your air travel, including but not limited to acts, errors, omissions, injuries, accidents, delays, or failures by the airline. This includes any airline failure to deliver services, partial or inadequate service delivery, changes to policies (including refund or rebooking policies), baggage fees, fuel increases, bankruptcy, or cessation of operations.
Castle Explorers functions solely as a booking agent for the airline and does not handle or hold client funds for airline tickets. We are not the Merchant of Record under the meaning defined by the U.S. Department of Transportation regulations. Therefore, any refunds for canceled or delayed flights, baggage fees, or seat assignments must come directly from the airline, not from Castle Explorers.
Castle Explorers is not responsible for any schedule changes made by the airline. In some cases, certain departure taxes must be paid in cash upon departure from certain countries, and the amount may vary. Failure to use a reservation may result in the automatic cancellation of all continuing and return flights, with the forfeiture of airfares.
Airline e-tickets generally expire one year from the issue date, unless otherwise specified by the carrier’s fare rules in your itinerary.
For enhanced security, we strongly recommend checking in a minimum of 2 hours prior to the scheduled departure for domestic flights and 3 hours for international flights. We also advise you to reconfirm your flight times at least 24 hours prior to departure for domestic flights, and 72 hours prior for international flights.
Frequent Flyer mileage accrual is at the discretion of the airline(s). Castle Explorers is not liable if miles or points are not credited, or if upgrades are not permitted. Many airlines restrict upgrades on tickets purchased in certain fare classes, or when using frequent flyer miles, loyalty status, or certificates.
Please note that seat assignments are not guaranteed, even after being assigned. Castle Explorers has no control over the assignment of airline seats. Most airlines charge a fee to pre-book seats.
8. Limitations of Responsibility and Force Majeure
Castle Explorers acts solely as a booking agent for disclosed principal Suppliers and is not the source or provider of any travel services. Each Supplier is an independent entity with its own management and is not subject to the control of Castle Explorers. The Suppliers whose names appear in travel documentation are those responsible for providing the travel services purchased, and you consent to the use of those Suppliers.
Castle Explorers may book wellness travel for clients, which may include activities such as yoga, meditation, medi-spa treatments, and other services intended to improve health and well-being ("Activities"). However, Castle Explorers does not possess specialized knowledge of the practices or qualifications of the professionals offering these services. We do not guarantee any demonstrable improvements in your physical, mental, emotional, or spiritual well-being. Castle Explorers is not responsible for any injuries or illnesses incurred during such activities, including any negative effects on pre-existing conditions. By participating in these Activities, you acknowledge the risks involved, including physical and/or psychological injury, illness, disability, death, or economic loss, which may arise from your own or others' actions, or from the conditions of the activity location. You assume all risks related to participation in these Activities, including travel to and from the location.
Castle Explorers does not have the authority to control the operations of Suppliers, and you agree that Castle Explorers is not liable for any personal injury, property damage, or other losses related to the services provided by the Suppliers. This includes any act, error, omission, injury, loss, accident, delay, or irregularity incurred by the Supplier, their employees, agents, or representatives, including failure to deliver or partial service, cancellation and refund policies, fuel increases, bankruptcy, or cessation of operations. Castle Explorers disclaims liability for any such issues and is exonerated from responsibility.
Castle Explorers receives commission and fees for travel transactions and agrees that any recovery from Castle Explorers will be limited to the amount of commission and fees actually received by Castle Explorers.
Castle Explorers will not be liable for any failure or delay in fulfilling its obligations under these terms and conditions if the failure is caused by circumstances beyond its reasonable control. These include, but are not limited to, acts of God, accidents, riots, war, terrorism, epidemics, pandemics, quarantines, civil commotion, communication breakdowns, equipment failures, destruction of facilities, natural disasters (e.g., floods, volcanic eruptions), governmental acts, changes in laws or regulations, national strikes, fires, explosions, energy shortages, or any other unforeseen circumstances.
It is strongly recommended that clients purchase travel insurance for all trips to mitigate risks associated with such events.
In addition, each Supplier may have its own Force Majeure provisions in place. In the event of such a situation, the Supplier may, at its sole discretion, modify, postpone, or cancel any portion of the trip. The decision to offer a refund, if any, lies solely with the Supplier according to their policies. Castle Explorers will make reasonable efforts to assist with securing reimbursement where possible, but no guarantee of reimbursement is offered.
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9. Client Conduct, and Termination of Services
By booking with Castle Explorers, you acknowledge and accept responsibility for any damage or loss caused by your actions during your trip. Should any damage or loss occur, you agree to promptly pay the accommodation owner, manager, or relevant Supplier directly for the cost (estimated if not precisely known). Additionally, you agree to indemnify Castle Explorers for the full amount of any claims, including legal fees, made against us due to your actions. Castle Explorers is not liable for any expenses resulting from the removal of a guest from the trip or any part of it. You also agree not to hold Castle Explorers or its affiliates liable for any decisions made in accordance with these terms and conditions. Please note that baggage and personal effects remain your sole responsibility at all times.
The use, possession, or transportation of illegal drugs during your trip will result in immediate termination of your travel services and may lead to legal prosecution. You are responsible for understanding and complying with the drug laws (including those for prescription and over-the-counter medications) of all countries and states you will be visiting. Some laws may require you to carry a prescription from your doctor for certain medications.
Respectful Conduct: We expect all clients to treat travel suppliers, guides, and fellow travelers with courtesy and respect at all times.
Termination of Services: Any behavior deemed disruptive or inappropriate by Castle Explorers or our Suppliers may result in the immediate termination of your trip, without the possibility of a refund.
10. Reservation of Rights and Changes to these Terms
Castle Explorers reserves the right, at its sole discretion, to modify or update these Terms and Conditions at any time. Any updates will be communicated to Clients directly, posted on our website, and will be effective immediately upon posting.
11. General
The laws of the State of Tennessee govern these Terms and Conditions. By agreeing to these terms, you consent to the exclusive jurisdiction and venue of the courts in Tennessee for any disputes arising from or related to travel bookings with Castle Explorers. Any claims against Castle Explorers must be filed within
12 months after the completion of the trip, and no claim may be made after that period. Castle Explorers shall not be liable for any damages beyond compensatory damages, and you waive your right to claim punitive or exemplary damages.
You agree that you will bring claims only in your individual capacity and not as part of a class action or other representative action, whether actual or proposed.
If any part of these Terms and Conditions is found to be invalid or unenforceable under applicable law, including but not limited to the warranty disclaimers and liability limitations, such invalid or unenforceable provisions will be replaced with valid provisions that most closely align with the original intent, and the remainder of the Terms will remain in full effect.
These Terms and Conditions, along with any other referenced terms, constitute the complete agreement between the Client and Castle Explorers regarding any travel bookings made. This agreement supersedes all prior communications, whether electronic, oral, or written, between the Client and Castle Explorers. A printed version of this agreement, as well as any notices given electronically, will be admissible in legal or administrative proceedings, under the same conditions as other original business documents and records.