Terms & Conditions

YOUR CONTRACT - PLEASE READ THIS CAREFULLY BEFORE YOU BOOK

These booking terms and conditions govern all bookings that you make with Alsama Tours (trading name of TRAVEL PRO LTD) (company number 08222641). Please read them carefully as they set out our respective rights and obligations. In these booking conditions references to "we" and "us" indicate Alsama Tours(trading name of TRAVEL PRO LTD) and references to "you" and "your" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. Your use of this website is expressly conditioned on your acceptance of the following terms and conditions. If you do not agree with any part of the following terms and conditions, you must not use this site.  With Alsama Tours, you can choose what you want to book with us - whether that's your whole Umrah (with accommodation, flights and transfers included) or just parts of it - such as just your accommodation or flights.

Umrah Packages

Where you book a combination of flights (or other transport arrangements), accommodation  and any other tourist services accounting for a significant proportion of the , for the purpose of the same trip or Umrah, as defined in clause 24, this will create a package for the purposes of the Package Travel and Linked Travel Arrangements Regulations 2018. Alsama Tours will accept responsibility as the package organiser and your payments will be financially protected by us. This booking will be a "Package Umrah". Please see section A and B of these Booking Conditions for the terms that apply to Package Umrahs and for the full definition of what constitutes a package Umrah.  

Single Component Transport & Accommodation Bookings

You can also purchase separate, individual elements from us (e.g. accommodation only or flight only). In these circumstances, we will always act as an agent on behalf of the supplier of the arrangements in question ("Supplier/Principal"). Please see Section A and C for the terms and conditions which apply to your booking.  

SECTION A - APPLICABLE TO ALL BOOKINGS

1. Booking Your Travel Arrangements

The first named personal/lead passenger on the booking or the person paying for the booking agrees on behalf of all persons detailed on the booking that he/she:  

(a) has read these Booking Conditions and agrees to be bound by them;  

(b) consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable, special categories of data (such as information on health conditions or disabilities and dietary requirements);  
 

(c) is over 18 years of age at the time of booking and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services; and 

(d) accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.  

All services offered are subject to availability. Fares are not guaranteed until they are ticketed.  
 

When you make your booking you must pay the relevant deposit as specified at the time of booking. No contract will come into existence until we accept your booking and we receive your deposit or full payment in cleared funds and issue you with a confirmation invoice either on behalf of ourselves or the supplier in question. Please ensure that the names given are the same as in the relevant passport.

Booking made Online: If you book online, you must provide us with all the information which we require. Online bookings are processed automatically and it is your responsibility to ensure that all the information you provide including but not limited to the travel details is accurate and correctly entered online; that you make the right selection of flights, hotels, or any other arrangement you book with us; that passenger information is entered as it appears on the passport. We hold no responsibility for any discrepancy whatsoever in the information that you provide or the way it is entered online. You agree that any such discrepancy/error while entering the information or while selecting the arrangements may lead to additional costs which will be borne by you. You must also ensure that the credit or debit card you are using is your own (or, subject to our acceptance, if it is a third party's you have their express authorisation, to use their credit or debit card) and that sufficient funds are available to cover the cost of the arrangements which you book with us. When we receive and accept your booking we will process it (subject to availability) and debit payment from you. From this point cancellation charges will apply. A confirmation e-mail and invoice will be sent to you. As soon as you receive the confirmation email and invoice, please check the details carefully and inform us immediately if anything appears to be incorrect as it may not be possible to make changes later. Any changes to the booking after it has been made will attract additional cost payable by you including charges of the suppliers as well as administration fee as applicable. We do not make any representation or warranty as to the availability of any package Umrah, flight or Individual Components after you have submitted your booking request nor that our booking services are free from infection of viruses or anything else that has a contaminating or destructive effect on your property.

Booking made by telephone: If you make a booking by telephone you must provide us with all the information which we require. You must also ensure that all information which you provide is accurate and that passenger information is provided as it appears on the passport. You must also ensure that the credit or debit card you are using is your own or, subject to our acceptance, if it is a third party's you have their express authorisation to use their credit or debit card and that sufficient funds are available to cover the cost of the arrangements which you book with us. Please note that a telephone booking confirmation is as firmly confirmed as if it were made/confirmed in writing immediately. We do not make any representation or warranty as to the availability of any package Umrah, flight or Individual Components until you make the payment and the same is confirmed. If we accept your booking we will process it (subject to availability) and debit payment from you. From this point cancellation charges will apply. We will send you a confirmation and/or eticket and invoice. As soon as you receive the confirmation and/or eticket and invoice, please check the details carefully and inform us immediately if anything appears to be incorrect as it may not be possible to make changes later. Any changes to the booking after it has been made will attract additional cost payable by you including charges of the suppliers as well as administration fee as applicable.

2. Payments

You must pay the balance by the due date shown on the confirmation invoice. Please note for some telephone bookings full payment may be required IMMEDIATELY i.e. before you receive the confirmation invoice. If this applies you will be advised when the booking is made. It is very important that you pay balances when due because failure to do so may lead to the cancellation of your Umrah/flights and still leave you liable to pay cancellation charges. Where an extra "booking charge" applies this will have been advised at the time of booking. All cheque payments require 7 days to clear. Until full payment has been received the price of your booking may increase as a result of fuel or other surcharges which may be imposed by suppliers. Please note we do not accept responsibility for cash sent by courier or post, even if sent by registered or recorded delivery post or any other special delivery. 

3. Data Protection Policy

In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information you provide. Please see our Data Protection and Privacy Policy for further information.  

4. Passports, Visa and Health Requirements

You are responsible for checking all passport, visa and health requirements and ensuring your travel documents are in order.  

Passport and Visa: You must consult the relevant Embassy or Consulate for this information. Requirements may change and you should check the up-to-date position in good time before booking/departure.  
 

We accept no liability if you are refused entry onto the flight or into any country due to failure on your part to carry the correct passport, visa or other documents required by any airline, authority or country. You must have a passport which is valid for six months after your intended date of return. You must ensure you have correct visa and health entry requirements for all countries visited including countries you may just be transiting through. This includes all stops made by the aircraft even if you do not leave the aircraft or airport. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office. Special conditions apply for travel to the USA - all passengers must have individual machine readable passports; travellers to the USA must apply for ESTA no later than 72 hours before departing for the United States. Arriving at the airport without a previously approved ESTA will likely result in being denied boarding. For more USA travel updates please check www.uk.usembassy.gov. For European Umrahs your EHIC is only valid until its expiry date and you must obtain comprehensive medical insurance prior to departure. For South Africa, parents travelling with children (under 18) will be asked to show the child's full unabridged birth certificate.  

Essential Travel Advice issued by Foreign Commonwealth & Development Office: The Foreign Commonwealth & Development Office (FCDO) is the best and most up to date source of travel advice. It issues essential travel advice for worldwide destinations, which includes information on entry requirements including passports and visas, as well as health, safety and security, local laws and more. Make sure you have a look at https://www.gov.uk/travelaware to check the latest travel advice for the destination you are visiting. The travel advice can change and you should continue to check it until you commence your travel.  

5. Health

Recommended inoculations for travel may change at any time and you should consult your doctor on current recommendations before you depart. As per Foreign Commonwealth & Development Office (FCDO) advice you should visit your health professional at least 4 to 6 weeks before your trip to check whether you need any vaccinations or other preventive measures. Country specific information and advice is published by the National Travel Health Network and Centre on the TravelHealthPro website and by NHS (Scotland) on the fitfortravel website. Useful information and advice about healthcare abroad is also available on the NHS Choices website. It is your responsibility to ensure that you obtain the recommended inoculations, take all recommended medication and follow all medical advice in relation to your trip.  

We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.  

6. Special Requests and Medical Problems

If you have any special requests, please advise us at time of booking. Although we will endeavour to pass any such requests on to the relevant supplier, we regret we cannot guarantee any request will be met. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part. We do not accept bookings that are conditional upon any special request being met. If you have any medical problem or disability which may affect your arrangements, you must advise us in writing before of booking giving full details. Regrettably, many overseas destinations do not have even basic facilities required by disabled travellers. We may require you to produce a doctor's certificate certifying that you are fit to participate. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.  

7. Behaviour

You accept responsibility to ensure that you & the members of your party do not behave in a way which causes offence to others or risks any loss or damage to property belonging to others. Payments for any such damage or loss must be made at the time direct to the accommodation owner or manager or other supplier. You indemnify us against any claims (including legal costs) subsequently made against us as a result of your actions. We expect all clients to have consideration for other people. If in our reasonable opinion or in the opinion of any other persons in authority you are behaving in such a way to cause or to be likely to cause distress, danger or annoyance to any third party or damage to property, we reserve the right to terminate your arrangements without notice. In this situation your total booking with us, including your return transportation arrangements, will immediately cease and we will not be responsible for paying any costs, expenses, refunds or compensation. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. 

We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.  

8. Compliance with laws

It is also your responsibility to comply with the laws, customs, foreign exchange and the drug regulations of the countries visited. We and/or our representatives reserve the right to cancel your Umrah at any time if in our reasonable opinion you are found to be behaving in a socially unacceptable manner or indulging in illegal activities, without any liability to you for any refund and/or legal claim. 

9. Insurance

Adequate travel insurance is a condition of your contract with either us or the Supplier/Principal in question, as applicable. You may take the Umrah insurance offered by us or arrange it independently. The insurance cover must include Covid-19 cover (including at a minimum, cancellation and curtailment) cancellation charges, unexpected curtailment of your Umrah, medical and repatriation expenses including air ambulance, personal accident, delay loss or damage to your personal effects.  
 

If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available. 

10. Telephone Calls

We reserve the right to record telephone calls for quality assurance and training purposes and to ensure that our customer service is constantly reviewed.

11. Claims and Complaints

Where we are acting as agent, the contract for your arrangements is between you and the Supplier/Principal and any queries or concerns should be addressed to them. If you have a problem whilst on Umrah, this must be reported to the supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint. The amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances.  

**If you wish to complain when you return home, write to the Supplier/Principal. You will see the name and address plus contact details in any confirmation documents we send you. We will of course assist you with this if you wish - please contact Customer Services. If the matter involves us and it cannot be resolved then please contact customer service by sending formal complaint to cs@Alsama Tours.co.uk .

12. Construction Work

There may always be minor refurbishment and maintenance being carried out at properties and most of these won't affect your Umrah adversely.

13. Conditions of Suppliers

Many of the services which make up your Umrah are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions which will form part of your contract with us or the applicable supplier. Some of these terms and conditions may limit or exclude the supplier's liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the supplier concerned. 

15. Jurisdiction

These Booking Conditions and any agreement to which they apply are governed in all respects by English law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales only. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and if you wish to do so.  

16. Flights and Flight Travel Documents

Please note that a flight described in your flight ticket as "direct" will not necessarily be non-stop. All departure/arrival times on your flight ticket are provided by the airlines concerned and are estimates only. They may change due to air traffic control restrictions, weather conditions, operational/maintenance requirements and the requirement for passengers to check in on time.  
 

We are unable to make any special arrangements for you if you are delayed; these matters are at the sole discretion of the airline concerned.  

In relation to flights, an infant must be under 2 years of age on the date of their return flight to be entitled to the infant fare level which is usually 10% of IATA's published fare.  
 

Please note that where a sector of a flight itinerary is not utilised without contacting the carrier directly any remaining sectors may be subject to cancellation without further notification. Where this situation arises we are unable to accept responsibility for any costs incurred.  

Please note the existence of a "UK Air Safety list" (available for inspection at https://www.caa.co.uk/Commercial-industry/Airlines/Licensing/Requirements-and-guidance/Third-Country-Operator-Certificates/) detailing air carriers that are subject to an operating ban within the UK. We reserve the right to change the airline in the event that the airline is blacklisted under the UK Air Safety List. Any changes to the actual airline after you have received your tickets will be notified to you as soon as possible and in all cases at check-in or at the boarding gate.  

17. Reconfirming all Flights

You must telephone us or the airline at least 72 hours before the departure time shown on your ticket to confirm that there have been no changes. This applies to both outbound and return flights. We will not be liable for any additional costs due to your failure to reconfirm flights. Reconfirming your flight at least 72 hours before departure is a minimum requirement.  

18. Travel Documents Checking and Despatch

Travel documents will be sent by email. It is your responsibility to check that all travel documents issued are correct. Any inaccuracies must be notified to us immediately. If you do not contact us immediately we cannot accept any liability and any changes may incur additional cost as applicable. The address for sending all documentation will be that given at the time of booking unless requested otherwise. Travel documents will not be sent until we receive the full payment in the cleared funds. Documents will normally be sent 7 days before departure. Sending travel documents by post or fax is subject to company's discretion and will involve additional cost. In the event of travel document lost or delayed in delivery, it will be your responsibility to pay additional expenses incurred by us to arrange and send duplicate travel documents. Late bookings may also require Special/Courier delivery of documents in which case we will tell you the charges at the time of booking.  
 

A number of Governments are introducing new requirements for air carriers to provide personal information about all travellers on their aircraft to the Authorities before the aircraft leaves the UK. The data will be collected either at the airport when you check in or in some circumstances when, or after you make your booking. Accordingly, you are advised to allow extra time to check in for your flight. Where we collect this data, we will treat it in accordance with our privacy policy.