You must not make any booking unless you understand and agree with the following terms and conditions. 

By submitting your payment for your invoice you agree to all terms and conditions outlined in your invoice and these terms and conditions.

References to “us”, “we” and/or “our” in these booking terms and conditions shall mean Botanic Ridge Travel

Fiona Kain T/AS Botanic Ridge Travel (ABN: 42 659 224 756) is an independent luxury travel agency specializing in bespoke, tailor-made travel experiences. We are operated by Fiona Kain and located in Botanic Ridge, Victoria, Australia. Fiona Kain holds a Certificate IV in Travel and Tourism with industry experience since 2014

We reserve the right to modify these terms at any time without prior notice. Amended terms are effective upon posting on our website. Terms in effect at time of booking apply to your reservation.

You acknowledge that you are 18 years or older and understand and agree to these Booking Terms and Conditions.

Contact Information: Botanic Ridge Travel
ABN: 42 659 224 756
Phone: +61 427 730 367
Email: info@botanicridgetravel.com.au
Website: www.botanicridgetravel.com.au

We act as an agent for and sell various travel related products as agent on behalf of, numerous transport, accommodation and other service providers, such as airlines, coach, rail and cruise line operators, as well as all of our wholesalers and preferred suppliers. Any services we provide to you are collateral to that agency relationship. Our obligation to you is to (and you expressly authorise us to) make travel bookings on your behalf and to arrange relevant contracts between you and travel service providers.

We exercise care in the selection of reputable service providers, but we are not ourselves a provider of travel services and have no control over, or liability for, the services provided by third parties. All bookings are made on your behalf subject to the terms and conditions, including conditions of carriage and limitations of liability, imposed by these service providers.

Your legal rights in connection with the provision of travel services are against the specific provider and, except to the extent a problem is caused by fault on our part, are not against us. Specifically, if for any reason (excluding fault on our part) any travel service provider is unable to provide the services for which you have contracted, your rights are against that provider and not against us.

The relevant travel service provider's terms and conditions can generally be accessed on their country-specific website. If you would like any assistance to access any travel service provider terms and conditions, if you are not sure which terms and conditions apply to your booking, or if you would like us to provide you with a full copy of the travel service provider terms and conditions, please contact Botanic Ridge Travel.

To the extent permitted by law, we do not accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by:

• Acts, omissions or default of third party providers over whom we have no direct control
• Force majeure events
• Supplier insolvency
• Any other event beyond our control or not preventable by reasonable diligence

Our liability is limited by relevant international conventions (Montreal Convention for air travel, Athens Convention for sea travel, etc.) and under circumstances where liability cannot be excluded, it is limited to remedies required under applicable law.

Where we are found liable, our maximum liability shall not exceed the total amount paid by you to us for the affected booking.

This liability clause is subject to your rights under Australian Consumer Law and nothing in these terms limits rights under the Competition and Consumer Act 2010 (Cth).

All prices are subject to availability and can be withdrawn or varied without notice. Prices are only guaranteed once paid in full. Price changes may occur due to matters outside our control including currency fluctuations, fuel surcharges, taxes and fare increases.

All prices are quoted in Australian Dollars (AUD) unless otherwise specified. International components may be subject to foreign exchange fluctuations affecting final pricing.

We do not warrant that our prices are identical to or cheaper than prices available directly from suppliers or other travel agencies.

Please contact your consultant for up-to-date prices.

Some products are subject to 'Instant Purchase' requirements due to dynamic pricing and constantly changing availability.

These must be paid in full immediately when quoted.

Even after full payment, we may be unable to secure the booking if availability changes between payment processing and booking confirmation. If this occurs, we will provide reasonable alternatives or process a refund.

Travel documents cannot be transferred to another person to use. All airline tickets must be issued in the name of the passport/photo identity holder. Your name on your passport, visa and other travel documents must all be identical. An incorrect name on a booking may result in an inability to use that booking, the booking being cancelled, and the application of additional change and/or cancellation fees.

You must review your travel documentation carefully and advise us immediately of any errors. We will not be liable for any expenses, fees, penalties, costs, liabilities, damages or losses associated with baggage allowances, excess baggage, or failure to review travel documents. 

Travel documents will generally be available for collection 2 weeks prior to departure, however this depends on your individual arrangements. We will contact you to confirm when your travel documents will be ready.

All travellers must have valid passports with at least 6 months validity from return date. Many countries require machine-readable passports. You are responsible for obtaining all required visas and meeting immigration requirements.

We can provide general visa information and connect you with visa services (fees apply). We do not warrant accuracy of visa information and accept no liability for visa refusals or entry denials except where caused by our fault.

US travel requires valid ESTA authorization. Canadian travel requires valid ETA. Australian passport holders cannot enter these countries without proper authorization. Apply for ESTA/ETA before booking if you have eligibility concerns.

Airline taxes are subject to change and confirmed when tickets are issued. Local taxes, tourism taxes, city taxes, and resort fees may apply at destinations and are generally payable directly to service providers. 

We are not responsible for additional charges imposed by suppliers after booking.

Some products and/or services must be paid in full at the time of booking. 

You will be required to pay a deposit or deposits when booking. We will advise you of how much that will be. Subject to your rights under the Australian Consumer Law, all deposits are non-refundable for changes of mind or cancellations by you, or if the travel service provider’s terms and conditions provide that your deposit is non-refundable. 

If your deposit is refundable, this is subject to us having received the funds from the travel service provider and/or being authorised by the travel service provider to refund your deposit.

Final payment is due 6 weeks prior to departure unless otherwise specified. Some suppliers require earlier payment. Failure to make final payment by the due date may result in automatic cancellation and forfeiture of deposit.

Late Payment Consequences If payments are not received by specified due dates:

• Bookings may be automatically cancelled without notice
• You remain liable for all supplier penalties, cancellation fees, and our service fees
• We may engage collection agencies at your expense
  
  

Collection Costs You agree to pay all reasonable costs of collection including:

• Collection agency fees and commissions
• Legal fees and court costs
• Administrative costs for debt recovery
• Interest and penalties as outlined above

BPAY and bank transfer payments require 3 business days processing. You must notify us when payment is made. Credit card payments are processed immediately but subject to surcharges outlined in section 7.4

These fees a disclosed before booking and are non refundable once payment facility is used. 

Paying by credit card:

Mastercard - 1.5% (including Apple Pay and Google Pay)
Visa - 1.5% (including Apple Pay and Google Pay)
AMEX - 1.8% (including Apple Pay and Google Pay) 

Our booking and advisory services come with guarantees under Australian Consumer Law that they will be:

1. Provided with due care and skill
2. Reasonably fit for the specified purpose
3. Able to reasonably achieve the desired result
4. Provided within a reasonable time

If we fail to meet these guarantees, you have rights under Australian Consumer Law.

While we select suppliers based on standards provided, service levels can vary by destination and local conditions. We cannot guarantee consistent standards across all destinations and are not liable for variations in service quality.

All bookings are subject to supplier terms and conditions. Cancelled bookings may incur supplier fees up to 100% of booking cost. Where we incur liability for supplier cancellation fees due to your changes or cancellations, you agree to indemnify us for those fees.

Refunds for cancelled bookings are only provided once we receive funds from suppliers and are authorised to process refunds.

All fees are in addition to suppliers cancellations fees.

All fees are required to be paid before changes are made. Confirmation of change must be provide via acceptance form or in writing.

Flight Change Fees: 

• Domestic bookings: $35 per person plus supplier fees
• International bookings: $60 per person plus supplier fees

Travel Arrangement Changes

• Single Travel product change fee: $40 per booking in addition to suppliers fees 
• Re-costing of any travel product outside of suppliers cancellation fees: $40 per booking in addition to suppliers fees
• Multiple Travel product change fees: $100 per booking in additional to suppliers fees

Complex itineraries requiring extensive revisions may be subject to re-quoting and additional consultation fees.

These fees reflect reasonable costs for processing changes and are non-refundable.

All fees are in addition to suppliers cancellations fees.

All fees are required to be paid before cancellations are made. Confirmation of cancellation must be provide via acceptance form or in writing.

Flight Cancellation Fees: 

• Domestic bookings: $150 per person plus supplier fees
• International bookings: $300 per person plus supplier fees
  
  

Travel Arrangement Cancellation Fees

• Single Travel product change fee: $150 per booking in addition to suppliers fees 
• Multiple Travel product change fees: $500 per booking in additional to suppliers fees
  
  

These fees reflect reasonable costs for processing cancellations and are non-refundable.

Pre-Paid Deposits for Complex Quotations To protect against time wastage and ensure serious booking intent, pre-paid deposits may be required in the following circumstances:

• Complex itineraries containing more than one hotel stay: $100 per person pre-paid deposit required before detailed planning commences
• Multiple quote revisions: $100 per person pre-paid deposit required if more than two changes to quotations have already been provided

Deposit Application Pre-paid deposits will be deducted from your final trip cost if you proceed with booking. If you do not proceed with your booking, the pre-paid deposit is non-refundable and becomes a consultation service fee covering time, research, and planning invested in your travel requirements.

When Deposits Are Required We will clearly advise when a pre-paid deposit is required before commencing detailed itinerary planning or providing revised quotations. No work will commence on complex itineraries or additional quote revisions until the pre-paid deposit is received. 

We reserve the right to consider the booking inquiry abandoned. Any pre-paid deposits become immediately payable as consultation fees. Where no pre-paid deposit was required, we may invoice a consultation fee of $150 to cover time and resources invested. 

This policy protects our ability to provide detailed, personalised service to serious clients while ensuring fair compensation for extensive planning and research provided during the quotation process.

While we do not charge consultation fees on your initial we may collect service fees in the following circumstances:

Flight Only Bookings

$275 per person - subject to consultant availability and may be declined.

Bookings below minimum thresholds may be accepted at our discretion and will incur additional service fees of $200-$500 depending on complexity and time required.

We reserve the right to decline bookings under $2000 per person

We receive remuneration through commissions, financial incentives and other arrangements from travel service providers. We are not required by law to disclose the nature or value of these arrangements.

"Unavoidable or extraordinary circumstances" means any cause outside reasonable control which could not have been prevented including: war, terrorism, civil disturbances, industrial disputes, pandemic, infectious disease outbreak, natural disasters, nuclear incidents, extreme weather, transport disruptions, government restrictions, border closures, and similar events.

Travel service providers may materially modify or cancel bookings due to such circumstances. A material modification significantly impacts your booking causing substantial inconvenience (including departure date changes, departure point changes, or time changes exceeding 12 hours).

If your booking is cancelled due to extraordinary circumstances, suppliers will generally offer alternative arrangements, travel credits, or refunds subject to their policies. We may offer travel credits subject to our travel credit terms where suppliers provide them to us.

Where we have paid suppliers in advance and a supplier becomes insolvent, we are not obligated to refund monies already paid to that supplier, subject to your rights under Australian Consumer Law. This reinforces the importance of comprehensive travel insurance including supplier insolvency coverage.

We have no obligation to reimburse costs if suppliers become insolvent or enter external administration, subject to your rights under Australian Consumer Law.

We strongly recommend comprehensive travel insurance including supplier insolvency coverage.

In the event of a genuine travel emergency while at your destination, contact Botanic Ridge Travel via:

• WhatsApp: +61 427 730 367 (preferred method)
• Phone: +61 427 730 367
• Email: info@botanicridgetravel.com.au (for non-urgent matters)

Please do not use the Travefy App Chat for immediate assistance

What Constitutes a Travel Emergency:

• Flight cancellations or significant delays affecting connections
• Medical emergencies requiring travel changes
• Natural disasters or force majeure events affecting travel
• Accommodation issues requiring immediate rebooking
• Lost or stolen travel documents
  
  

Important Notes:

• Emergency assistance is provided on a best-efforts basis
• We cannot guarantee availability of alternative arrangements during peak periods or force majeure events
• All emergency re-bookings are subject to supplier availability and terms
• We are not liable for costs incurred due to circumstances beyond our control
• Any non emergency calls will occur fees as per our change fee and service fee schedule

We strongly recommend that you take out appropriate travel insurance to cover your travel arrangements. Your insurance protection should include cover for cancellation, medical and repatriation expenses, personal injury and accident, death, loss of personal baggage and money, and personal liability insurance.

We can arrange comprehensive travel insurance through our preferred partners and receive commission on insurance sales. For details of insurance services, including quotes, please refer to the insurer's Financial Services Guide and Product Disclosure Statement.

You acknowledge that failure to obtain adequate travel insurance may result in significant financial loss for which we accept no responsibility.

You must ensure that you are aware of any health requirements and recommended precautions relevant to your travel booking and ensure that you carry all necessary vaccination documentation. We recommend consulting with your local doctor, travel medical service or specialist vaccination clinic before travel.

Whether any medical requests can be accommodated is subject to the travel service provider in their sole discretion. While we will include all medical requests as a file note to the travel service provider, we cannot guarantee accommodation of requests. It is your responsibility to follow up with travel service providers directly.

Please let us know your frequent flyer membership details (or other applicable loyalty program details) for inclusion in your booking. Please check your frequent flyer program (or other applicable loyalty program) for the specific terms of your membership. We cannot guarantee that the supplier of your frequent flyer or other loyalty program will credit you with points for your booking or provide you with any other particular benefit, including (without limitation) status credits or lounge access. It is your responsibility to check whether your booking is eligible for any such benefits.

Special requirements (meals, seating, accessibility, medical needs) must be advised at booking. 

We will request accommodation from suppliers but cannot guarantee fulfillment. All special requirements are subject to supplier policies and local capabilities.

We handle personal information in accordance with Australian Privacy Laws. By providing information, you consent to collection, use and disclosure as outlined in these terms. We may disclose information to overseas suppliers and service providers necessary for your travel arrangements.

Information may be disclosed to suppliers in countries where services are provided. We take reasonable steps to ensure compliance with privacy laws but cannot control overseas recipients' privacy practices

We retain your personal and booking information for 7 years minimum for legal, tax, and business purposes. This includes travel preferences, special requirements, and booking history to enhance future service delivery.

We implement reasonable security measures to protect your information but cannot guarantee absolute security. You acknowledge the inherent risks in electronic communication and data storage.

You may request data deletion after the 7-year retention period, subject to ongoing legal requirements and legitimate business interests.

These terms are governed by Australian law. You submit to exclusive jurisdiction of Australian courts and waive any right to object to actions brought in those courts.

You agree and acknowledge that monies paid by you to us will not be held by us on trust for and on behalf of you and we may hold such monies in any account as we see fit, including with our own and/or other customer monies. All monies paid by you to us will be a debt due and payable to the travel service provider in accordance with the payment terms agreed with that travel service provider.

Payment will generally be made to the travel service provider in accordance with our agreed commercial terms with that supplier, which may be:

• Before the services to which the money relates are provided
• At the time services are provided
• After services have been provided (in some cases)

We reserve the right to pay suppliers earlier than standard due dates for commercial reasons including but not limited to:

• Securing preferential rates or availability
• Meeting supplier payment terms for preferred pricing
• Obtaining early booking confirmations
• Securing room upgrades or additional inclusions
• Taking advantage of early payment discounts
• Managing cash flow and supplier relationships
• Securing space during high-demand periods

You acknowledge that our early payment arrangements with suppliers may result in commercial benefits to us including but not limited to:

• Enhanced commission structures
• Preferred supplier status
• Better rates and availability for future bookings
• Priority customer service
• Access to exclusive products and experiences

These commercial arrangements enable us to provide enhanced service levels and competitive pricing to our clients.

We are not required to notify you when payments are made to suppliers unless specifically requested, and such payments do not affect your obligations under these terms and conditions or your final payment due dates.

If you initiate a credit card dispute, chargeback, or request your bank or credit card company to reverse charges for any travel booking made with us, the following terms apply: 

• You will not be eligible for any travel credits, refunds, or alternative arrangements for the disputed booking
• Any existing travel credits related to the disputed booking will be immediately voided and cancelled
• We reserve the right to cancel any pending or future bookings and refuse future service
• You remain liable for all supplier costs, fees, and penalties associated with the booking

We reserve the right to:

• Provide full documentation to your bank or credit card company to dispute any chargeback
• Charge you reasonable costs incurred in defending against chargebacks (minimum $200 plus legal costs if applicable)
• Pursue recovery of any funds through legal means where appropriate

You acknowledge that initiating a chargeback while also requesting a refund or travel credit from us constitutes an attempt at double recovery. By initiating a chargeback, you waive any right to refunds, travel credits, or other compensation from us or suppliers related to that booking.

If you have a genuine dispute regarding services provided, you must contact us first to attempt resolution before initiating any chargeback. We are committed to resolving legitimate complaints fairly and promptly.

We reserve the right to pursue all legal remedies against fraudulent chargebacks, including but not limited to:

• Recovery of all costs and legal fees
• Reporting to credit agencies and fraud prevention services
• Pursuing civil and criminal remedies where applicable

In addition to any other remedies, if a chargeback is initiated against us, you agree to pay:

• Chargeback processing fee: $200 per incident
• Legal costs incurred in defending the chargeback
• Any penalties or fees imposed on us by payment processors
• Administrative costs for documentation and dispute resolution

Any client who initiates a chargeback may be permanently banned from making future bookings with us, regardless of the outcome of the chargeback dispute.

All itineraries, travel plans, supplier recommendations, destination guides, and proprietary travel advice created by us remain our intellectual property and confidential business information. You may not share, reproduce, distribute, or use our itineraries for commercial purposes or provide them to other travel agents or booking platforms. This intellectual property is provided solely for your personal travel use. Breach of this provision may result in legal action and claims for damages.

You agree not to use our quotes, itineraries, supplier recommendations, or confidential travel advice to book directly with suppliers or through other agents. Our recommendations and supplier relationships are proprietary business assets. Violation of this provision may result in:

• Loss of all support services for your travel
• Forfeiture of any deposits or payments made
• Legal action for breach of confidentiality and damages
• Permanent exclusion from future services

You acknowledge that our supplier relationships, negotiated rates, and preferred partner arrangements are confidential business assets and trade secrets. You agree not to:

• Contact our suppliers directly for future bookings without our involvement
• Disclose our supplier contacts or rates to third parties
• Use our supplier relationships for personal or commercial gain

This confidentiality obligation continues for 2 years following your last booking with us. Breach may result in legal action for damages and loss of business relationships.

For group bookings of 6 or more passengers, the lead passenger accepts joint and several liability for:

• All costs, fees, and charges for the entire group
• Changes or cancellations made by any group member
• Payment defaults by any group member
• Behaviour and conduct of all group members

Partial group cancellations may result in increased per-person costs for remaining travellers due to loss of group pricing. The lead passenger remains responsible for all costs regardless of group size changes.

We encourage honest feedback about your travel experience. However, you agree to contact us directly regarding any issues or concerns before posting reviews on public platforms. We commit to addressing legitimate concerns promptly and fairly.

We reserve the right to respond publicly to any reviews, particularly those containing inaccurate or misleading information. We may provide factual corrections and context while respecting privacy obligations.

Reviews containing defamatory, false, or malicious content may result in legal action. We reserve all rights to protect our business reputation and seek damages for false statements.