Company Data and Policies

Privacy Provisions

Our several entities respect and will handle Client Information in accordance with Australian law. The following extract from our Operations and Policy Manual indicates the philosophy we use to achieve that aim –

“During the conduct of the business of CTS (and Harrowfield House), some Client personal details and private information may become available to CTS Staff and it is essential that such information should be collected, used, disseminated and stored (or destroyed) in a manner appropriate to the Privacy Act, other relevant legislation and commonsense courtesy.

Under the Act and available at www.privacy.gov.au there are 10 National Privacy Principles (NPP) and other details but the following points should be noted by CTS personnel –

• Only necessary information should be collected.
• Use only Fair and Lawful ways to collect information.
• Preferably collect the information from the individual involved.
• If information is required to be collected from a 3rd party, you should inform the person that you are collecting the information, explain why you are collecting the information and take all reasonable steps to ensure the individual is aware of the information.
• Only use or disclose information for the primary purpose for which it was collected.
• Take all reasonable steps to protect collected information from theft or misuse or unauthorised access.
• Take all reasonable steps to destroy or de-identify information which is no longer needed.

If a client asks, you can tell them the type of information you hold, the purpose for which you hold it and how you collect, use and disclose the information.
On request from an individual you must give them access to the personal information you hold on them UNLESS particular circumstances apply where you may restrict the access. Eg: if access would prejudice the privacy of others, if it would prejudice a Legal or Insurance investigation, was in the National Interest, if requests are made without valid reason, or the information requested is more easily provided by another organisation.
Commonwealth Identifiers (ABN numbers, TFN etc) must not be disclosed unless in accord with the legislation.
Information can only be disclosed overseas if it meets the requirements of the legislation and NPP 9.
If in doubt, the request should be directed to CTS if it is related to a CTS activity.”

Securing Cardholder Acc Data
Credit Card details are the main method used by clients to confirm deposits for Tours. Where Credit / Debit Card details are taken, they are promptly used for the purpose they were intended and kept on file until after the tour has passed.
Where details have been retained in hard copy form they are shredded, usually within 18 months. Where the details are held in electronic format they are held on secure hard disc and “wiped” after 2 years.

Booking / Cancellation Policies

Cardigan Touring Services Booking/Cancellation Policy Booking Conditions

Bookings:
Can be made directly to any branch of Cardigan Touring Services or their approved Agent.

Deposit:
A booking will only be confirmed on receipt of the required non-refundable deposit. A deposit is to be paid within 7 days of booking unless otherwise stated in the itinerary with the balance due not later than 14 days prior to departure. Tentative bookings will be taken but must be confirmed with the required deposit within 7 days. All deposits and fare payments are to be made out to “Cardigan Touring Services” ( For some larger Tours there may be a higher deposit amount required and payment may be required 45 days prior to departure.)

Accommodation:
Tickets are usually sold on a Twin Share basis although Single, Triple or Multiple Share are sometimes available on request. Where the share allocation is made by the operator, every effort will be made to meet any special requirements such as non-smoking etc., however this is sometimes not possible and the operator accepts no responsibility for incompatibility of guests in Twin or Triple rooms. Single rooms are usually available at an additional “Single Supp.” charge.

Cancellation Conditions:
If cancellation occurs after a deposit is paid then that deposit will be forfeited. The only exception is in the case of illness where a Doctor’s Certificate will be required, in which case deposits can be transferred to a later tour – in the case of spouse or travelling companion, both deposits can be transferred.
For cancellation after payment of deposit the amount refunded by CTS will depend on whether Travel Cancellation Insurance has been taken out through CTS and the amount of the fare which remains unused or uncommitted at the time cancellation is advised. For clients who have taken up the CTS Travel Insurance offer and need to cancel for good reason, it should be possible to refund 100% of the unused component less the cost of the Insurance premium.**
** See separate sheet titled ” Payments / Cancellation / Refund Policy” for full details below.

 Change Of Itinerary:
Tours may cover extensive periods and areas. The operators reserve the right to vary the itinerary as conditions or situations dictate at any time at their sole discretion.

Package Prices:
Fares quoted constitute a complete travel package and as such an itemisation of costs will not be rendered. Similarly no refunds are payable on unused or partially used sections of the itinerary where passengers amend, cancel or otherwise vary their arrangements.

Responsibilities:
The operators accept no responsibility or liability in respect of detention, delay, loss, damage, sickness or injury, however and by whosoever caused and of whatever kind occurring of or to the passenger at any time. Neither do the operators accept responsibility for added expense incurred as a result of the foregoing instances or like personal expenses incurred by a passenger as a result of any delay, alteration or curtailment of any tour, whether caused by mechanical defect, acts of God or any other cause and is the responsibility of the passenger. Travel Insurance applications are available on request.

Time Schedules:
The operators are unable to guarantee exact arrival or departure times and are not liable for failure to make connections with any other service or guarantee the operation of any other service. In the case of breakdown or other unforseen circumstance, the operator reserves the right to substitute vehicles other than those specified, to enable the operation of the tour.

Property Loss Or Damage:
The operator will not be liable and has no responsibility for personal injury or property damage arising out of any of its services whether caused by circumstances within or without its control.

Amendment Fees:
Alterations to package holiday itineraries to suit individual requirements may be made in most instances, however there will be an amendment fee of $25 per booking amendment and this is additional to any charges for the requested alterations. Similarly, amendments requested after a booking is confirmed are not always possible but will incur an additional fee of $25 per person.
Cardigan Touring Services—Travel Agent.

Cardigan Touring Services Payments / Cancellation / Refund Policy Payments:
A non refundable—deposit ( equal to the amount specified in the Itinerary ) is required within 7 days of booking to confirm your seat. All balance payments must be received by Cardigan Touring Services (CTS) within the date specified prior to the tour commencement. Payments can be made by cash, Cheque, EFT or EFTPOS—Credit Card Payments are possible via Visa, Mastercard or Bankcard – also American Express but with an additional surcharge of 3%.

Cancellation:
Cancellation by Travelling Guest: A guest may cancel their booking for good reason at any time prior to or during the tour. Depending on when the cancellation is made, a range of refunds are available as described in ” Refunds” below. The value of refunds will depend on the level of Insurance cover taken out.
All cancellations will incur a Cancellation Fee equal to the deposit amount.
Cancellation by CTS : CTS reserves the right to amend or reschedule the tour as a result of circumstances outside the company’s control. CTS also reserves the right to cancel the tour due to insufficient numbers and in this circumstance a substitute date will be offered or a full refund will be made available.

Cancellation Refunds:
It is basic CTS Policy that there are no refunds but any prepaid fares or residuals will be transferred to a future tour.

Cancellations:
If cancellation for good reason occurs after a deposit is paid then all monies will be transferred to a future tour of your choice except for –
Non-refundable deposit.
Non-refundable costs such as prepaid Theatre tickets, Ferry tickets and similar.
Some Airfares or part of Airfares and costs of rescheduling.
Coach Transport Costs.
Some non-refundable Taxes.
Third Party Cancellation Fees.
Any prepaid Travel or other Insurance premiums and excesses.
Note that in the case of illness a Doctor’s Certificate may be required .

Insurance:
Cancellation Insurance is available and is recommended to cover most non-refundable portions of your fares.
No refunds on any un-used portions. Please note that in the case of tours incorporating Special Events eg: Shows, Expos, Demonstrations etc. then the ticket portion / price is not refundable at any time after your deposit is paid.
Air component—when applicable—Fares, surcharges and schedules are correct at the time of writing but are subject to change. Airfares / Tickets are generally non refundable and non– transferable and the refund policy will be the same as that of the Airline involved.