Terms and Conditions
Customized Vacations and Trip Development Fees
We strive to provide you with a unique and personalized vacation, to ensure you have the best possible experience in Canada. When requesting a customized vacation package, we are happy in most cases to provide an initial itinerary and trip quote at no cost. Customers wishing to make changes beyond this initial itinerary will be required to pay $150 USD non-refundable Trip Development Deposit, which will be applied to the balance of the final trip cost at the time of booking. Some exceptions may apply to group trips or trips exceeding two weeks in length, when the deposit will be required at the outset of the planning process.
To book most trips, a $500 USD/CAD deposit per person is sufficient to reserve space. For polar bear tours and trips including a cruise, a $1000 USD/CAD deposit per person is required. All deposits are strictly non-refundable. For this reason we strongly recommend you take out cancellation insurance. Deposits are payable by credit card, USD/CAD cheque, wire transfer, or money order.
Balance due 90 days
The balance is due 90 days before departure and is payable by USD/CAD cheque, money order, or wire transfer. Failure to pay by the due date may lead to cancellation of booking. Note that there are exceptions and you will be advised by your agent if this applies to you. Final payment is non-refundable. Final payments made by credit cards are subject to additional fees.
Bookings Made Within 90 days
Any bookings made within 90 days may incur additional fees, due to the urgency of the booking procedures. Your agent will provide you with more details at time of booking.
We accept VISA and MasterCard in both USD and CAD currency; therefore we are able to offer rates in both currencies. We do also accept American Express however we are only able to charge in CAD, we will take the USD amount and convert to the CAD currency based on the daily exchange rate.
A fee per booking will be applied to each change made to the itinerary once the original booking has been confirmed (Note a change of date occurring within 90 days of travel will be subject to cancellation penalties).
Period change fees:
91 or more days – $150.00USD;
90 days or less – $250USD plus any applicable change fees from each supplier*
A change fee will not be administered for an addition or upgrade of service. Change fees are subject to GST/HST.
* Please note that there may be differences in reservation change policies with certain suppliers. In addition, some tour operators may enforce a 100% non-refundable cancellation policy for date changes. In such cases, we will provide you with the additional details prior to confirming your reservation.
If you have to cancel your trip the following fees apply depending on when we receive your written notice:
a) More than 90 days before departure – loss of deposit;
b) Less than 90 days before departure – full cost of trip.
Depending on your reason for cancellation these charges may be recoverable on your insurance policy.In the unlikely event of the operator canceling your tour due to minimum numbers not being met, we will offer alternative arrangements. If these are not acceptable then we will refund your monies.
There will be no refunds available for services provided which are not utilized. Should passengers fail to arrive for their pre-booked service/product or voluntarily cancel, amend or otherwise alter their arrangements – this includes missed services due to delays; Fresh Tracks Canada will not be responsible for refunds. This is regardless of inferred or implied assurances on behalf of any of our industry partners.
Price, date, itinerary may vary
These are all set many months in advance and we reserve the right to adjust these for any reason -- though we will obviously do our best to avoid this. We cannot be responsible for any loss, costs or damages as a result of these changes. Fresh Tracks Canada is not responsible for fluctuations in exchange or market rates and the effect this has on prices. If a price change can be anticipated your agent will of course inform you, however prices cannot be guaranteed until a deposit is received.
Not included in Price
Each trip is slightly different and you can check with your travel planner or study the trip dossier, but generally these are not included: travel to the departure point, airfares, passport and visa fees, travel insurance, excess baggage charges, airport departure and other taxes (see below), gratuities, extra meals, ferry tolls, National Park Fees, laundry, alcoholic drinks, optional tours, and any items of a personal nature.
All Canadian trips are subject to provincial and federal taxes that we are bound to collect when you pay the balance/full amount on your trip. The total amount of taxes varies across Canada and your final tax amount will be provided to you by your agent. Visitors to Canada are entitled to reclaim part of the federal portion of tax after they return home (up to 50% of the tax portion on a tour package). We regret we can play no part in your dealings with the government to reclaim this tax.
All participants are strongly advised to take out adequate medical cover and cancellation insurance when paying a deposit -- either from a travel agent or us. We have very competitive policies and will be happy to give you a quote.
Notify your Fresh Tracks Canada vacation advisor of any physical/mobility restrictions so that he/she can build a trip to best meet your needs. Upon booking, note these restrictions in your booking form.
Passports and Visas
Visitors to Canada require a valid passport for entry into the country. Check the validity of your passport upon booking and ensure that the expiry date is well beyond your return date.
Citizens of certain countries and territories require a visa to visit or transit in Canada. To find out if you need a visa click here.
For health information from the Government of Canada, click here
Foreign and Commonwealth Office Advice
For Foreign and Commonwealth Office advice, click here.
Liability Release & Agreement Not to Sue
It is a condition of booking that Fresh Tracks Canada Inc and its agents, employees, contractors and assigns, are released and indemnified from all liability or loss whatsoever in connection with the trip booked. We take bookings solely as agents/wholesalers – and not as operators – and on the condition that we are not liable for any loss of luggage or other personal or tangible items, any injury, any death, any inconvenience, any extra costs, or any other kind of loss that occurs – no matter how caused, or whether or not due to the negligence, carelessness, recklessness or even deliberate acts or omissions of the operators carrying out the trip.
It is hereby acknowledged that travel is an inherently risky activity in which loss of property, inconvenience, extra costs, injury or death may occur. But in addition to the normal risks of travel, each trip booked with us may have its own intrinsic risks or dangers and it is up to the client – not Fresh Tracks Canada or its agents or employees – to be responsible to find out what those dangers are in general and in their specifics and to choose whether the trip is suitable for their health, age, tastes and budget. Fresh Tracks Canada cannot be held liable for the information given or omitted to be given relating to the suitability of the trip for the participants, or for risks of loss, inconvenience, extra costs, injury or death on any trip booked. We also cannot be liable for any information given or omitted relating to visas, passports, health issues, tax issues or legal or any other matter
In some cases pre-departure packages (mainly for active trips) may include a medical-health questionnaire and a further release. The purpose is to get essential information on your health and your food preferences but the release part is in addition to, and not instead of, the release and waiver mentioned in these terms. These forms are essential for safety and legal reasons and must be returned signed by each participant when the balance is due. If we do not have these forms signed in our possession at that time we reserve the right to cancel your reservation without refund.
Participation not a right
We reserve the right to refuse a booking for any reason. In certain circumstances we may ask for a doctor's letter before making a decision. Once on a trip the senior guide's decision on continued participation is final.
Special note for California Residents
Due to the new California Seller of Travel law which went into effect on Jan 1, 1996, Fresh Tracks Canada is required to provide you with the following disclosure: Fresh Tracks Canada is not a participant in the California Travel Consumer Restitution Fund. You are not eligible to file a claim against the Fund in the event of Fresh Tracks Canada's default.
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