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Booking, insurances and cancellation policy

TERMS OF BOOKINGS

  1. Booking requests should be made by sending a written order with all the details that are necessary to prepare an offer, by e-mail: office@greetingfrompoland.com
  2. All reservations are subject to availability. Our company is obliged to either send a written confirmation or a refusal within 48 hours of a previewed booking.
  3. Our company reserves the right to cancel any client booking if the payment is not received on time.
  4. Any changes in the travel services can be done only under written confirmation and agreement sent by our client by fax or e-mail.
  5. All mentioned here terms of booking are valid for tours presented at www.greetingsfrompoland.com website, unless our company set others, and send them to a client by e-mail or fax.
  6. Tours organized on a client, special request (not presented at our web site) may have their own, different terms of booking, and they must be sent to client by e-mail or fax.
  7. Person (a client, travel agent) who represents a separate, one group of traveling together tourists is responsible by law to inform all persons in that group about actual terms of booking. By sending the separate terms of booking to the client by e-mail or fax, our company consider that all the group participants know and accept them.
  8. Each our client is protected by an insurance guarantee issued by Uniqua, guarantee number 1134038906.
  9. Our company also pays appropriate insurance for each of our clients to the Tourist Guarantee Fund, which also guarantees our clients additional protection in the event of bankruptcy of the company. In this case, please contact the Marshal’s Office of the Silesia Voivodeship – https://www.slaskie.pl/content/kontakt
  10. The court in Gliwice, Poland is a competent court for any court case between our company (GFP Travel, owner of the greetingsfrompoland.com) and a client.

TERMS OF PAYMENT

  1. Our company has to receive at least 15% deposit of the total payment within three (3) days after sending the written confirmation of booking. The 15 % deposit covers our staff work to prepare an offer for your tour, time spend for bookings, reservations and all necessary activities required before your arrival. The remaining balance (85%) must be forward to our company at least 30 days before the arrival date and it covers all costs of the services booked by you like hotels, transportation, driver, guides and entries on your tour. If a final payment is delayed more than 7 days  GFP Travel has a right to cancel th Client’s tour and services,  in that case the Client’s first deposit is non-refundable. You will be informed by our company which way of payment is required to complete your reservation (wire transfer, Pay-Pal, or by credit card).
  2. For reservations made in less than 30 days before arrival the total payment must be done within three days after sending the written confirmation of booking.
  3. In case our company does not get the agreed payment from a client, he will not be bale to use our travel services.
  4. While making the payment the client should indicate the particular travel services he wants to pay for.
  5. For each day of delay the client is fined with a total of 0,3 % of the agreed payment.

LIABILITY AND CHARGES

  1. The client is obliged to accept all financial responsibility for transactions made under client’s name or account. 
  2. If the client cancels the reservation our company applies the following rules:
    • more than 30 days before the arrival date – a charge of 15 % deposit paid.
      30 – 25 days before the arrival date – a charge of 20 % of the total price of your tour costs.
      26 – 16 days before the arrival date – a charge of 50 % of the total price of your tour costs.
    • 15 – 8 days before the arrival date – a charge of 75 % of the total price of your tour costs.
    • 7- 4 days before the arrival date – a charge of 90 % of the total price of your tour costs.
    • less than 4 day before the arrival date – a charge of 100 % of the total price of your tour costs.Other cancellation rules may be applied only by providing a written confirmation by both sides.

UNFORESEEN EVENTS

  1. In the case of partial or complete non-fulfillment, caused by unforeseeable events such as fire, war, natural disaster, or any other acts of God, as well as legal actions taken by the state, which may have an impact on the fulfillment of the contract, the parties are not responsible for any agreement.
  2. In the event of unforeseen forces our company reimburses all the funds except for its actual expenses incurred till the moment they have occurred. The Party (our company or a client) which is unable to fulfill its responsibilities because of the unforeseen forces is obliged to inform the other party within 3 days from the occurrence of the event. In case of not informing the other party about the unforeseen event, the agreement remains uncharged and the liabilities mentioned above will not be released in any booking and cancellation conditions.

AVAILABLE INSURANCES

  1. First part – travel insurance for all persons traveling with us. That one includes possible hospitalization costs, treatment costs up to 200.000 PLN, what is approx 50.000 USD/ person, and in addition, any consequence to health caused by injury, fall, accident during your stay in Poland, with a sum up to 10.000 PLN, what is approx 2,500 USD / person. It includes also a third party liability in private life up to the amount of PLN 1,000,000 (about 250,000 USD). The insurance cost is 5 USD / person / day, and may be included into your package. The insurance company we cooperate with is Allianz.
  2. Second part – tour cancellation insurance. If you have to cancel your tour, as a regular client, we will have to deduct our costs according to the regular Booking conditions – part III.

With our special tour insurance offer you can reduce almost all cancellation costs. There are two options available now for all our clients:

  • Cancellation made due to health problems or death of family member or our client’s loss of employment (official confirmation required). In that case we will refund to you all payments for booked and paid services, if you inform us about your cancellation 7 days or more before the tour start date. If you cancel your tour later (7 days or less before the tour start date), we will refund you 60 % from your payments for booked services. The 100 % cancellation fee will apply only when you cancel your tour less than 4 days before your planned arrival. The insurance cost is 55 USD / person / day, and it may be included into the tour package as well.
  • All risk cancellation – Cancellation made due to any reason (documents are not required). In that case we will refund to you all payments for booked and paid services, if you inform us about your cancellation  7 days or more before the tour start date. If you cancel your tour later (7 days or less before the tour start date), we will refund you 60 % from your payments for booked services. The 100 % cancellation fee will apply only when you cancel your tour less than 4 days before your planned arrival. That insurance cost is 65 USD / person / day, and it may be included into the tour package as well. That option includes also your travel insurance for free, described in First part above as a “health and accident insurance for all persons traveling with us” when you come for your tour.