Terms & Conditions
Please read these booking conditions carefully as they are the sole terms and conditions of the contract between you and Health and Fitness Travel for all bookings.
A 'booking' refers to any confirmed invoice of reservation sent via email or post.
A 'holiday' refers to any booking made.
‘Hotel’ refers to the supplier of your main holidays elements (i.e. accommodation)
All prices listed are per person and are all in Australian dollars unless otherwise stated.
We reserve the right to change or amend prices at any time before you have booked. Once your booking is made and paid in full, the price you received is guaranteed unless changes to the booking are made. Prices will fluctuate depending on the foreign exchange rate for the relevant country. Please be aware that we also reserve the right to increase the total cost of your holiday prior to your departure if currency fluctuations between AUD and your respective destination’s currency results in the costs to us of providing your holiday rise by more than 2%. Any increase will be no more than 10%.
2. Deposits and Payments
A deposit of 30% of the total booking fee is required at the time of the booking, or the value of the included flight plus 15% of the total booking fee, whichever is greater. Deposits are non-refundable, but may be transferrable to a new booking; this process of transferring may only be carried out once; you must inform us 8 weeks or more before departure. For all holiday bookings, full payment must be received no less than 10 weeks prior to departure or at the time of booking if any part of the holiday falls between 20 December and 5 January. If full payment is not received by these dates, we reserve the right to cancel your booking, along with any relevant cancellation charges as set out below. If we do not receive payment by cheque or bank payment for any booking within 5 days of confirming your booking, we reserve the right to charge your debit/credit card for the applicable amount as set out in these terms and conditions. Your booking is only confirmed once you have received confirmation from Health and Fitness Travel via email through receipt of a booking voucher.
We may require full payment at the time of booking, as some of our supplier and hotel contracts may have stricter terms those covered in our terms. All monies received prior to 70 days before departure will therefore equate to your deposit.
Changes to a booking may be possible 8 weeks or earlier prior to departure but cannot be guaranteed. An amendment fee of $100 per person will apply to all changes, including any cancellation/amendment charges made by suppliers. If changes to the dates of travel are made, the new departure date must be within exactly 365 days from the original departure date when the booking was first made. Amendments to flights are subject to separate rules held by the airline or our flight supplier and may differ (usually more strict). If you booked your own flights and we are arranging your ground transfers you must give us at least 7 days notice prior for any flight arrival time amendment to ensure we can amend your transfer without incurring an additional supplier amendment fee or full cancellation fee.
If you cancel a booking the following charges will apply:
Period of notice before departure
More than 70 days
57 - 70 days
50% of the holiday cost or deposit if greater
29 - 56 days
75% of the holiday cost or deposit if greater
0 - 28 days
100% of the holiday cost
If you fail to turn up to any part of the holiday, 100% of the holiday cost will still be charged. The period of notice refers to the number of days prior to the departure date in the booking that we receive written notification of your holiday cancellation. The holiday cost also includes flights. Refunds can only be made on our receipt of any travel documentation sent via post to you. Where a deposit was not taken, a $100 cancellation fee will apply to all bookings with a departure date greater than 56 days from the time date of cancellation.
All low-cost or non-refundable flights that are booked cannot be refunded if either a) the holiday is cancelled by you, or b) the holiday is cancelled by us. These flights must also be paid in full on booking.
6. Changes made by Health and Fitness Travel
In the unlikely event that we need to significantly amend (e.g. change flight timings by 6 hours or more, downgrade accommodation etc.) or cancel your holiday, you can choose from one of the following options:
i) Book another available holiday from us; paying or receiving the difference in price.
ii) Cancelling your holiday with a refund (less any supplier costs of ours and any previous amendment fees).
iii) Accept any amendments made to your holiday.
We will inform you of any amendments to your holiday. Remember any changes made are from causes outside our control and we reserve the right to make these changes. We are not liable for any forced cancellations or changes that stem from adverse weather conditions, acts of God, fire, floods, terrorism, civil strife or riots, war, strikes, airport closures or any other circumstance that is beyond our control resulting in force majeure.
7. Travel Insurance
All persons under your booking must have travel insurance as Health and Fitness Travel cannot be held responsible for any liability, losses, or expenses you may incur. We strongly advise comprehensive travel insurance that cover our policies for amendments or cancellation charges is purchased at the time of booking.
8. Our responsibility
Health and Fitness Travel acts as a booking agent or as a principal on behalf of a Hotel for the relevant supplier (i.e. hotel) and cannot be held liable in any way if you or any person under the booking suffers from illness, bodily harm, or death unless caused by our own negligence. We ensure the core elements of your holiday are to an acceptable standard as described for the corresponding booking at the time of book. We may create dynamic/split packages consisting of different holidays elements (e.g. accommodation, your flight, car hire etc.) and source these through different channels thereby offering you one cost for all elements of the package; this allows us to seek more competitive prices.
9. Your responsibility
Please remember that you are responsible for your actions and all members under your booking. If it is believed that any member of your party causes offence, distress, danger, damage or annoyance to either other guests, staff or property, we may terminate your booking and holiday with immediate effect. Thereafter we will not take responsibility for any party member; our contract with you will be terminated and the full cost of the holiday forfeited without any compensation or refund or expenses you may incur.
It is your responsibility to ensure that any visas in your booking party necessary to travel to the destination you have booked are organised and arranged by yourselves, this is not Health and Fitness Travel's responsibility. Before booking and taking part in any holiday programme/package, we do advise consulting a doctor for your suitability in taking part. It is also your responsibility to advise us of any medical of heath conditions that may affect your participation in holiday and/or programme, failing to do so may result in aspects of your holiday being altered or cancelled.
If you are booking your own flights or any other means of transportation, please do not book these until your booking has been confirmed by Health and Fitness Travel after receiving a booking reference number on email from us - this confirmation means we have availability for all our suppliers necessary to fulfil all elements that make up your booking.
You should ensure that you have a valid passport and, as many countries require expiry dates on passports to be a considerable length of time after the return from holiday, we would recommend that your passport is valid for 6 months after return. All children from birth require their own passport when travelling.
Please note that we are not open 24 hours a day and do not have an emergency out-of-hours contact should an emergency arise outside our opening hours which can be found on the top right of our website, we cannot therefore be held liable for any costs as a result from missed flights, transfers or accommodation. Should any urgent situation arise please leave a voicemail and we will respond as quickly as possible. For training purposes and your own security, your call may be monitored and recorded.
10. Problems and complaints
If you have a complaint whilst you're on holiday, please bring this to the attention of the office/hotelier/supplier immediately so you have the best chance of resolving your issue; failure to do so may hinder any claim you wish you make on return. If you are still unable to resolve your issue please contact us so that we can be best equipped to help you whilst you are away. If you wish to complain on return, you must do so within 28 days from the day of arrival back home.
We accept direct deposit and Bpay with no additional cost or all other card types with the the following surcharges:
- Mastercard 1.3%
- Visa 1.5%
- AMEX 2.2%
- Diners incl ACS 2.5%
- International Cards 3%
Credit card payments will show 'TRAVELPAY' on your card statement. Any refunds made will exclude any credit card surcharge amount as this charge is not refunded back to us by the card issuer when a refund is made.
12. Your Holiday
All program inclusions within your holiday, are subject to amendments by the respective partner hotels who offer them. We will always do our best to represent the most accurate and current inclusions but Health and Fitness Travel cannot be held responsible if the partner has edited, removed ot changed the inclusions and failed to notify us.
Group class schedules and the classes themselves are run by the Hotel, listed on Health and Fitness Travel's website or listed in the holiday/package contents or by email, are example schedules only and are subject to variation, cancellation and availability. In some cases classes need to be booked in advance - please check with a member of sales to confirm this before booking or your arrival. In the event of complimentary classes or activities being cancelled, Health and Fitness Travel cannot be held responsible for these cancellations; this also applies to one-to-one Fusion Fitness programme inclusions whereby the expert, trainer or therapist is not available. We always do our best to ensure your holiday inclusions are as originally booked but in some cases this is not always possible.
All tours and excursions included within your holiday, including our Discover Recover holidays, are subject to amendments and cancellations as these are out of our control and subject to changes by the respective local Tour Companies who run these. We will always do our best to find you an alternative tour or solution if one is available. Despite pre-booking tours, tours are subject to minimum numbers in order to operate and therefore clients will receive confirmation of date of operation from a representative once in resort.
After you have booked your holiday with us we may pass on your contact email address and telephone number to the hotel or organisers for reasons to ensure pre-reading material, health concerns or holiday preferences can be organised.
+61 3 9021 0909
info (at) healthandfitnesstravel.com.au
Written Correspondence: - Health and Fitness Travel Pty Ltd, PO Box 176, Port Melbourne, VIC 3207 Australia