GIA TRAVEL UK LIMITED
Terms & Conditions

Flights, Hotels, Car Hire and Other Travel Services

Important Notice

Please read these Terms & Conditions carefully before booking any flights, hotels, car hire, holidays, or any other services (“Travel Services”) with us. If you do not agree with any part of these Terms & Conditions, you must not book with us.

Travel Risk Disclaimer: Travel Risk Disclaimer: Gia Travel UK Limited does not represent or warrant that travel to any destination is advisable or without risk. You are responsible for assessing risks, including safety, health, and entry requirements, before travel.

1. Who We Are

Gia Travel UK Limited (company number 10529248) is registered in England and Wales.

Registered/Trading Address: Regus, Park House, Bristol Road South, Rubery, Birmingham B45 9AH, United Kingdom

Telephone: +44 121 288 2244

Email: contactus@giatravel.co.uk

By making a booking with us (including by telephone), you confirm that you are 18 years or older; you accept these Terms & Conditions on behalf of all persons on the booking; and you consent to our use of information in line with our Privacy Policy.

2. Our Role: We Act as Agent (Unless Stated Otherwise)

Unless expressly stated on your invoice/confirmation, we act as an agent only for the relevant airline, hotel, car rental company, tour operator, or other supplier (“Supplier”). This means your contract for the Travel Service is with the Supplier, not with Gia Travel. The Supplier is responsible for providing the Travel Service and the Supplier’s own terms (including conditions of carriage and limits of liability) apply to your booking.

Where we are acting as a principal/organiser for a package or other product, this will be clearly stated on your confirmation invoice along with any applicable financial protection (e.g., ATOL/ABTA where applicable).

3. Prices, Availability and When a Contract is Formed

Prices are subject to change until tickets/documents are issued and paid in full in cleared funds.
All fares/services are subject to availability and may be withdrawn at any time.
No contract exists until we accept your booking and receive full payment in cleared funds.
We reserve the right to refuse any booking at our sole discretion.

4. Travel Insurance (Strong Recommendation)

We strongly recommend that you purchase adequate travel insurance for all trips, especially to cover circumstances where neither we nor Suppliers can accept liability (e.g., flight delays/cancellations, missed connections, medical events, lost luggage).

5. Your Responsibilities

You are responsible for:

Checking all booking details immediately (names, dates, routes, timings, baggage, etc.).
Meeting all check-in and boarding deadlines.
Having correct passports, visas, transit visas, ESTA/eVisas, and any required health documentation.
Complying with airline/hotel/car rental rules and local laws.
Reconfirming flights where required.

6. Liability and Limits

We are responsible only for providing our booking/agency services with reasonable skill and care. We are not responsible for the acts/omissions of Suppliers providing Travel Services.

Our liability (where it exists) is limited in line with Suppliers’ terms and applicable international conventions (including the Montreal Convention for air travel), which may limit claims and compensation for delay, injury, death, and baggage loss/damage.

We are not liable for failures caused by your acts/omissions (or your party’s), unforeseeable/avoidable actions of unrelated third parties, unusual or unforeseeable circumstances beyond control (including war, civil disturbance, industrial disputes, terrorism, natural disasters, severe weather, airport closures, unavoidable technical problems), or events which we or Suppliers could not foresee or prevent even with due care.

7. Money Not Held on Trust

Unless required by law or explicitly stated otherwise, monies paid to us are not held on trust for you and may be held in accounts as we see fit, including commingled accounts.

Part A: Flight Bookings

8. Flight Ticketing, Changes and Refundability

Flight fares may be non-refundable (including some taxes/fees in certain cases), non-reroutable, non-transferable, and/or non-changeable. Name changes are generally not permitted.

If changes are permitted, airline fees and reissue charges apply, plus our administration fees (see Section 14). Airlines may change schedules at any time before departure.

Flight coupons must be used in sequence. If you miss or do not use a segment in order, the airline may cancel remaining flights and the ticket may become invalid with no refund.

9. Online Check-In and Airport Arrival

We strongly recommend the following minimum arrival/check-in times:

Long haul/intercontinental: online check-in at least 24 hours prior and arrive 3 hours before departure.
European/short haul: arrive 2 hours before departure.
Domestic: arrive 1 hour 30 minutes before departure.

If you arrive late, you may lose your seat and your ticket (and onward flights) may be cancelled and non-refundable.

10. Denied Boarding, Delays and Cancellations

You may have rights to refunds and/or compensation from the airline under applicable law (including UK/EU rules where relevant). The airline is responsible for paying compensation and providing assistance where required.

11. Email Confirmation

We email booking confirmation after receiving full payment. If you do not receive confirmation within 6 hours, you must contact us. It is your responsibility to check junk/spam folders and ensure your email address is correct.

12. Baggage Allowances and Lost Luggage

Baggage allowances vary by airline, route, and class. You must confirm baggage rules directly with the airline.

If luggage is lost:

Report immediately at the airport to the airline and obtain a claim reference.
Keep receipts for essential purchases.
Claim via the airline and/or your travel insurance provider.

13. Separate Tickets / Separate Ground Arrangements Warning

If you combine two separate flight tickets, or flights with separately-booked hotels/tours/transfers, you assume the risk of missed connections due to schedule changes or delays. Airlines are only responsible for travel on their own ticket.

Part B: Fees, Amendments, Cancellations and Refunds

14. Our Administration Fees (in addition to Supplier fees)

Unless otherwise stated on your invoice/confirmation, the following administration fees apply (in addition to Supplier fees):

Service	Type	Fee (GBP)
Flights	Void same day (up to 17:00)	£35 per ticket
Flights	Amendment fee	£35 per ticket
Flights	Cancellation fee	£50 per ticket
Flights	Refund admin charge	£50 per ticket
Hotels	Cancellation admin fee	£35 per booking
Car Hire	Cancellation admin fee	£35 per booking

Supplier restrictions always apply. Where Supplier fees exceed our fees, you are responsible for the Supplier fees.

15. Refunds (General Rules)

Refund eligibility depends on the fare/rate rules. Some bookings are fully non-refundable. Refunds can take 8-12 weeks (or longer in some cases) after submission to the Supplier. Refunds are not paid to you until received from the Supplier. Refunds are normally made back to the original payment card unless agreed otherwise. Booking fees, card charges, postage, and prior amendment fees are non-refundable.

16. Refund Request Procedure

You must contact us first, then confirm cancellation/refund request in writing (passenger name plus e-ticket/reference). You must receive written confirmation from our customer service team that your request has been received and confirmed.

17. Payment Issues / Card Payment Failure

If your card issuer declines, reverses, or fails to release funds after payment is taken/authorised, you must provide an alternative payment method.

Part C: Hotel Bookings

18. Hotel Booking Basics

Hotel prices are subject to availability and may be withdrawn or amended at any time.
Check your documents immediately; corrections may not be possible later.
Star ratings vary by country and are for guidance only.

19. Room Types and Requests

“Double room” means a room for two people and does not guarantee a double bed. “Twin room” does not guarantee twin beds. “Triple/Family/Quad” refers to occupancy rather than bed type. Requests should be made at booking time but cannot be guaranteed.

20. Local Taxes, Deposits and Hotel Policies

Some destinations require local taxes payable at check-in/out. Security deposits may be required (cash or card) and vary by property. Hotel facilities may change without notice; you should confirm critical facilities directly with the hotel.

21. Check-in/Check-out and Late Arrival

Typical times (may vary by property):

Check-in: from around 14:00.
Check-out: around 12:00.

For late arrivals, you must notify the hotel/property using the contact details provided. No-shows may be non-refundable.

22. Hotel Changes, Overbooking and Non-Honouring

If a property cannot honour a confirmed booking, you may be offered alternatives or a refund of the accommodation element (subject to what the Supplier provides). We are not responsible for consequential losses outside our control.

Part D: Car Hire Bookings

23. Driver Age and Licence Rules

Minimum and maximum ages vary by location and supplier. Drivers aged 21-24 may pay a local surcharge. A valid driving licence (and where required, additional ID or an international permit) must be presented. If you do not meet supplier requirements, the supplier may refuse rental and no compensation is payable by us.

24. Deposits and Cards

Car rental suppliers usually require a credit card in the driver’s name for the deposit. If you do not have this, the supplier may refuse rental and we are not liable for resulting losses.

25. Excess/Waiver and Rental Agreement

An excess typically applies even where rates include cover. You must check the rental agreement carefully before signing. Late returns may incur additional charges.

Part E: Passports, Visas, Health and Documents

26. Passports and Visas (Including Transit)

You are solely responsible for ensuring you have valid passports (including destination/transit validity rules), required visas/transit visas, and any required eVisas/ESTA or similar authorisations. Failure may result in denied boarding, deportation, loss of onward flights, and additional costs.

27. Health Requirements

We are not qualified to advise on health requirements. You must consult your doctor and official sources for vaccinations and fitness to travel.

Foreign & Commonwealth Office Travel Advice

The Foreign & Commonwealth Office (FCO) issues travel advice on destinations, including information on passports, visas, health, safety and security. For up-to-date guidance, visit: https://www.gov.uk/foreign-travel-advice

28. Pregnancy and Medical Conditions

Airlines have strict rules for pregnancy and medical conditions. You must notify airline well in advance as per their timetable also inform us to in advance and obtain any required medical letters/forms. Failure may lead to being refused boarding.

Part F: Conduct, Complaints, Force Majeure

29. Behaviour and Compliance with Laws

You and your party must not behave in a way that causes distress, danger, damage, or illegal activity. If your behaviour results in termination of services by a Supplier or authorities, you will not be entitled to refunds or compensation and may be liable for losses/costs.

30. Force Majeure

We are not liable for changes/cancellations caused by events beyond our control, including (but not limited to) war, civil unrest, industrial disputes, terrorism, natural disasters, epidemics/pandemics, severe weather, airport closures, unavoidable technical issues, or government action/advice.

31. Complaints

If you have a problem, contact us as soon as possible and provide your booking reference, travel dates, and full details. Email: contactus@giatravel.co.uk. Please allow up to 28 days for a response.

Part G: ABTA / ATOL / Financial Protection (Where Applicable)

32. ABTA Membership

We are a member of ABTA with membership number P8616. We follow ABTA’s Code of Conduct. Information about ABTA and ADR is available at www.abta.com.

33. ATOL Protection

When you buy an ATOL protected flight or air package, you will receive an ATOL Certificate confirming protection. In the event of the ATOL holder’s insolvency, the CAA may arrange repatriation/refunds where applicable. Not all standalone services are automatically protected; your invoice/confirmation will state what protection applies.

How We Sell Holidays (Principal vs Agent)

There are two ways where Gia Travel sells holidays:

1) Gia Travel is the principal (tour operator):

(i) When Gia Travel creates its own tailor-made holidays which have elements of flights, hotels and/or transfers under one price, then you may be protected by our ATOL (if the package includes air travel) or by ABTA (if it does not), where applicable and as stated on your confirmation invoice/ATOL certificate.

(ii) If you buy a holiday consisting of a single item only (for example accommodation only or transfer only) from Gia Travel where we are acting as the principal (the tour operator), then ABTA/ATOL protection may not apply to your booking. Your confirmation invoice will state what protection applies.

(iii) Book with Confidence: we are a Member of ABTA, which means you have the benefit of ABTA’s assistance and Code of Conduct. We provide financial protection for your money when you buy a package holiday or Flight-Plus holiday that is protected. Other services such as accommodation-only may not be protected and you should ask us what protection is available.

2) Gia Travel is the agent: holidays are provided by another tour operator:

(i) If you purchase a package holiday provided by a tour operator which includes a flight, then your money is protected under the ATOL licence held by that tour operator, and Gia Travel is acting as an agent for that ATOL holder. Your invoice and ATOL certificate will confirm the protection that applies.

Part H: Website, Changes to Terms, Data Protection

34. Website Ownership and Content

Website content is protected by copyright. You may not reproduce, sell, transfer or modify content without written permission. We are not responsible for third-party linked websites.

35. Changes to These Terms

We may modify these Terms & Conditions at any time. The version in force at the time of booking/use applies.

36. Data Protection

We use your personal data to process bookings and may share it with Suppliers, authorities, and security/credit-check companies where required. If travel is outside the EEA, data protections may differ. If we cannot pass data required for travel services, we cannot provide the booking.

Contact Us

If you have any questions about these Terms & Conditions, please contact us before booking.

Telephone: +44 121 288 2244

Email: contactus@giatravel.co.uk

Part I: Additional Terms for Package Holidays, Published Content and Charges

Aviation Security and Insurance Charges

Our prices may include a charge representing additional aircraft insurance and aviation security costs imposed on airlines and tour operators. Where applicable, the amount will be shown or referenced on your confirmation/invoice. These charges can change between the date you book and the date you travel. If a change is required due to circumstances beyond our control, we reserve the right to pass the change on to you and we will inform you as soon as reasonably possible.

Brochure/Website Accuracy and Facility Changes

Information we publish (including descriptions, photos, star ratings, facilities, maps and distances) is provided in good faith and is for guidance only. Circumstances can change after publication. Facilities may be unavailable or restricted due to maintenance, adverse weather, seasonal closure, public holidays or local events. Specific requests are not guaranteed unless confirmed in writing by the Supplier.

Direct Flights, Non-Stop Flights and Flight Routings

A “direct” flight means there is no change of aircraft, but the flight may still stop en-route. A “non-stop” flight travels from origin to destination without stopping. Airlines may alter routings, aircraft type and timings for operational reasons, sometimes at short notice. Any claims relating to airline delays, cancellations, refreshments or accommodation must be made directly to the airline.

Independent Travel Arrangements

We cannot accept responsibility for any independent arrangements you make that are not part of your booking with us (for example, separate transport to the departure airport, separate hotels, tours, transfers or onward connections).

Child Safety and Travel Documentation for Minors

If you are travelling with children, you are responsible for their supervision and safety at all times. Some destinations and airlines may require additional documentation for minors (for example, a full birth certificate and/or parental consent for travel). You must check entry and airline requirements well in advance, as failure to carry required documents can result in denied boarding without refund.

Activities (Including Diving)

Some activities (including scuba diving) may require you to complete medical questionnaires and/or obtain medical clearance. If you are refused participation for medical or safety reasons, refunds are unlikely. You are strongly advised to seek medical advice before booking activities that carry increased risk.

Cruises, Hotels and Local Charges Payable at Destination

Some Suppliers (including cruise lines and hotels) may charge additional fees locally, such as gratuities/tips, port fees, resort fees or tourist taxes. Unless expressly included in your invoice, these amounts are payable by you directly to the Supplier and are non-refundable.

Payment, Deposits and Methods

We may require a deposit and/or full payment at the time of booking depending on the Travel Services purchased and Supplier rules. Accepted payment methods and any applicable verification requirements (including where the cardholder is not travelling) will be confirmed at the time of booking. We reserve the right to refuse a booking until we have received cleared funds.

Amendments and Cancellation Scales for Package Holidays (Where Applicable)

For package holidays or other products where we act as organiser/principal, amendment and cancellation charges may apply on a sliding scale depending on how close to departure you cancel or change your booking. Any such scales, deposits and administration fees will be provided on your confirmation/invoice and will apply in addition to any non-refundable elements (such as insurance premiums, visa fees and certain Supplier charges).