Axl Travel, operating under the brand name Axl & Co Travel – Terms & Conditions
Effective: 1 June 2025

These Terms & Conditions govern the use of services offered by Axl Travel, operating under the brand name Axl & Co Travel, a boutique Destination Management Company (DMC) based in the Netherlands. By confirming a booking, the client acknowledges and agrees to the following terms.

All time periods referred to in these Terms & Conditions are expressed in calendar days unless otherwise specified.

1. Definitions
In these Terms:

  • "Company" refers to Axl Travel, operating under the brand name Axl & Co Travel.

  • "Client" refers to the individual, legal entity, or organisation entering into an Agreement with the Company.

  • "Traveler" means any person for whom the services are arranged.

  • "Agreement" refers to the confirmed and binding arrangement for services between the Client and the Company.

2. Applicability
These Terms apply to all offers, agreements, and services provided by the Company. Any deviation from these Terms must be agreed to in writing. Additional conditions from the Client shall only apply if expressly accepted in writing by the Company.

3. Services
The Company offers bespoke travel and logistics arrangements including accommodation, transportation, event coordination, guided tours, and related experiences in the Benelux region. Services are rendered based on availability and the specific agreement made with the Client.

4. Booking Confirmation & Contract Formation
A booking is considered confirmed once the Client accepts the offer in writing (including by email) and the Company provides a booking confirmation. Oral agreements are non-binding unless confirmed in writing. Once confirmed, the Agreement is legally enforceable.

5. Client Responsibilities
The Client must provide accurate and complete information required for the provision of services, including names, travel preferences, visa details, dietary needs, and health conditions. The Company is not responsible for any disruptions, delays, or additional costs arising from incorrect or missing information.

6. Travel Documents & Visas
It is the Client's sole responsibility to ensure that all Travelers have valid passports, visas, health documentation, and comply with local regulations. The Company is not liable for denied boarding or entry due to non-compliance.

7. Payment & Default
7.1 Currency & Method
All prices are quoted in Euros (EUR) and must be paid by bank transfer unless otherwise specified.

7.2 Payment Schedule

  • Bookings confirmed more than 63 calendar days before arrival:

    • 25% non-refundable deposit due upon confirmation.

    • Remaining 75% due no later than 35 calendar days before arrival.

  • Bookings confirmed between 63 and 35 calendar days before arrival:

    • 50% non-refundable payment due upon confirmation.

    • Remaining 50% due no later than 35 calendar days before arrival.

  • Bookings confirmed less than 35 calendar days before arrival:

    • 100% non-refundable payment due within 48 hours of confirmation and before the travel start date.

7.3 Default & Interest
Failure to pay by the due date results in automatic default. The Client will owe statutory commercial interest from the day following the due date. A collection fee of 15% (minimum EUR 40) applies.

7.4 Suspension & Termination
The Company reserves the right to suspend or cancel services due to late payment. Standard cancellation fees (see section 8) will still apply.

7.5 Advance Guarantees
The Company may request additional deposits or financial guarantees for high-value or high-risk bookings.

7.6 Assignment
The Client may not assign payment or contractual obligations to third parties without prior written consent.

8. Amendments & Cancellations
8.1 Amendments
Any changes to confirmed bookings must be submitted in writing. The Company will attempt to accommodate changes but cannot guarantee availability. Additional costs may apply.

8.2 Cancellation by Client

Cancellation Fee
Notice Period
• More than 9 weeks (more than 63 calendar days)
→ Cancellation fee: equal to the non-refundable deposit (25%)

Notice Period
• Between 9–5 weeks (63 to 35 calendar days)
→ Cancellation fee: equal to the non-refundable payment (50%)

Notice Period
• Less than 5 weeks (less than 35 calendar days)
→ Cancellation fee: 100% of the total invoice

Note: All payments made within 6 weeks of arrival are non-refundable, regardless of cancellation notice.

8.3 Group Size Reductions
Final participant numbers must be confirmed at least 4 weeks prior to arrival. No refunds will be issued for reductions after this period.

8.4 Non-Refundable Items
Certain services (e.g. special tickets or promotional rates) may be non-refundable regardless of notice.

8.5 Force Majeure Cancellation
Cancellation fees may be waived or adjusted in the case of force majeure, subject to supplier policies.

9. Force Majeure
The Company is not liable for non-performance caused by force majeure events, including natural disasters, pandemics, government restrictions, strikes, or other circumstances beyond reasonable control.

10. Liability
The Company is only liable for direct damages resulting from proven gross negligence. Indirect or consequential losses (e.g. missed flights, business disruption) are excluded. Maximum liability is limited to the total sum paid for the affected service.

11. Subcontracting & Third Parties
The Company may contract third-party service providers to perform part of the Agreement. While selected with care, the Company is not liable for third-party failures unless resulting from their own negligence.

12. Complaints
Complaints must be raised immediately during the trip. Formal complaints must be submitted in writing within 14 calendar days of return. Failure to report during the trip limits the right to post-travel claims.

13. Privacy
The Company processes personal data in accordance with the General Data Protection Regulation (GDPR). Data will be used strictly for service delivery and not shared with third parties without consent. See our Privacy Policy for more.

14. Intellectual Property
All materials, itineraries, and proposals created by the Company remain its intellectual property and may not be reproduced or reused without written permission.

15. Code of Conduct
Travelers must conduct themselves respectfully and comply with local laws and cultural customs. The Company may terminate services for misconduct without liability for refunds.

16. Insurance Requirements
Clients are required to obtain travel insurance covering trip cancellation, health care, accidents, baggage loss, and liability. The Company accepts no responsibility for uninsured risks.

17. Special Requirements
All dietary, medical, or accessibility requirements must be communicated at least 4 weeks prior to arrival. The Company will make reasonable efforts to accommodate such requests but cannot guarantee fulfillment.

18. Applicable Law & Jurisdiction
These Terms are governed by Dutch law. Any disputes shall be settled exclusively in the competent court of the Netherlands.

19. Assignment & Transfer
The Client may not transfer rights or obligations arising from the Agreement without written permission. Any unauthorised transfer shall be deemed null and void.

20. Amendment of Terms
The Company reserves the right to amend these Terms at any time. Updated Terms will be communicated in writing and apply from the effective date.

21. Severability
If any provision of these Terms is found to be invalid, the remaining provisions shall remain in full effect. A valid provision of similar intent will replace the invalidated clause.

22. Language & Interpretation
These Terms are written in English. In the case of ambiguity or translation conflict, the English version shall prevail.

23. Estimates & Scheduling
All timelines and schedules provided are indicative and subject to change. The Company is not liable for deviations from estimated timelines.

24. Claims & Limitation Period
All legal claims must be submitted within 12 months of the incident giving rise to the claim. Thereafter, the right to claim expires.