TERMS AND CONDITIONS

 

  1. Introduction.

These terms and conditions (the “Terms and Conditions”) govern the services provided by Iconico Travel Inc., with office in Bradenton, FL 34205-7400, at 1201 6th Ave W, DBA Access Italy Inc., IATA no. 96081952 (hereinafter “Access Italy”) to you and your party.

  1. Services.

    1. Design your dream itinerary. Access Italy is a leading company in providing customized luxury travel itineraries and experiences, which are designed around your needs and requests by counting on selected trusted partners that provide exclusive accommodations in hotel, villas or unique properties (the “Accommodation”) and transfers, experiences and activities, events and other (“Local Services”) at the highest standards of service and with the maximum extent of privacy for you and your party.

    2. Please note that any itinerary is customized and requires a considerable amount of work and time to provide you with the highest standards of services. Upon request for the design of the itinerary we may apply a design fee of Euro 250.00 (two hundred and fifty) per person (the “Itinerary Design Fee”) to be paid in advance. In case of bookings exceeding Euro 10,000.00 (ten thousand) the Itinerary Design Fee will be deducted from the balance of the itinerary price.

    3. Accommodation. According to your requests, we will book the Accommodation confirmed by you. Each Accommodation provider might have different terms and conditions which apply to the reservation of the Accommodation, and which prevail over these Terms and Conditions. Please refer to section 9.5 for the Accommodation cancellation terms.

    4. Local Services and experiences. Local Services are provided by independent local companies or individuals with whom we make arrangements for you (the “Partner”). These Terms and Conditions apply to the Local Services provided by the Partner.

    5. Restaurants booking and recommendations. A dining consultation fee (the “Dining Consultation Fee”) may apply to this service. All details about the Dining Consultation Fee will be indicated in the Proposal (as defined in section 3.2 below). Please note that: (i) the payment of the Dining Consultation Fee does not guarantee the availability of the restaurants; (ii) for last-minute requests and pre-defined restaurants additional fees may apply; (iii) restaurant booking order and dates may change based on availability; (iv) some restaurants may require a credit card upon booking and direct reservation online; (v) in case of non-availability of a restaurant, a comparable option will be offered; (vi) table reservation is preserved up to 15 minutes from original time.

  1. Booking and acceptance of the itinerary.

    1. You can initiate a booking by phone, sending an enquiry online on/via our website, by email or via your travel agent. We will take in charge your request, collect all the information needed to design the itinerary for you and your party.

    2. After the collection of all the information, before confirmation of the itinerary, we will send you an e-mail with (i) the preliminary quote of the itinerary, (ii) the Terms and Conditions for you to sign, at which point a contract will come into existence between you and us, governed by these Terms and Conditions, and (iii) the link to the payment platform for the payment of the Confirmation Deposit (as defined below in section 7.2(a) (the “Proposal”)). The itinerary will be deemed confirmed upon payment of the deposit (“Confirmation” and the date in which Confirmation occurs, is hereinafter referred to as the “Confirmation Date”). After Confirmation you will receive an email with the confirmed itinerary (the “Confirmation email”).

  1. Your agreement when booking.

    1. When you book with us, the first named person on the booking (the “Lead Booker”) agrees on behalf of all persons named on the booking that they:

  1. have read these Terms and Conditions and have the authority to and do agree to be bound by them;

  2. consent to our use of personal data in accordance with our Privacy Policy and are authorized 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);

  3. are over 18 years of age and were placing an order for services with age restrictions declare that they and all members of the party are of the appropriate age to purchase those services; and

  4. accept financial responsibility for payment of the booking on behalf of all persons named on the booking.

    1. For transfers, we expect each passenger to have 1 checked-in bag and 1 carry-on bag. If you are expecting more luggage during your travel, please inform us as soon as possible, so we can quote the most appropriate vehicle to accommodate your party.

  1. Your responsibility to check your documents.

It is your responsibility to carefully check the Proposal and the itinerary and all other documents we send to you, as soon as you receive them, and contact us immediately if any information appears to be incorrect or incomplete.

  1. Acceptance of the itinerary.

We make all necessary arrangements and services purchases after the Confirmation of your itinerary to optimize your travel experience. Booking is confirmed only upon Confirmation. We cannot guarantee that availabilities and prices remain unchanged over a period of time, as described in the proposed itinerary. Accommodation rates may change after the Proposal is sent according to section 3.2; we, therefore, advise you to confirm bookings as soon as possible in order to avoid higher applicable rates. Furthermore, you acknowledge that any modifications made after the Confirmation Date can affect the quality of your tour and can entail extra costs (according to section 8.2 below). Please note that the service price may vary and a nightly or weekend holiday charge may apply if hotel’s name or flight details are given after payment.

  1. Payments.

    1. The payments are processed in collaboration with our trusted Partners: Flywire (https://www.flywire.com/), Wise (https://wise.com/), Bank of America (https://bankofamerica.com), Stripe (https://stripe.com/).

    2. The timing of the payments depends on when you booked, and the type of services you have booked:

  1. in order to book an itinerary with us, you must pay a 25% deposit upon Confirmation of the itinerary (“Confirmation Deposit”). For some Accommodations or Local Services, a higher deposit will be payable or it may be necessary to make a full payment at the time of booking. We will inform you beforehand whether a deposit (and, if so, the amount of the deposit) or a full payment is required.

  2. the Balance of your booking is payable not less than 40 days before the starting Date (the “Starting Date”), which corresponds to the date and time of the first service provided within the itinerary (e.g., jet/helicopter flight, pick up at the airport or meet and greet), unless you are informed otherwise at the time of booking. Both the Starting Date and the Balance Due Date will be shown on the Confirmation email. If you fail to pay the balance by the due date, we are entitled to assume that you wish to cancel your booking and we shall retain the Confirmation Deposit paid and any applicable cancellation fee set forth under section 9 (Cancellation policy).

  3. All rates, unless otherwise specified, are in Euros. You can choose from multiple payment options shown with full transparency and disclosing the actual amount in local currency that will be charged on your credit card or bank account. Exchange rates are valid for the day when the Transaction (payment or refund) is initiated. For payments processed in currencies other than Euro, the daily official exchange rate applied by Banca d’Italia on the date of the payment will be applied.

  4. If the itinerary price, or any portion thereof, is not paid at the date set in the Confirmation Email, we have the right to immediately terminate the agreement by providing written notice and retain the Confirmation Deposit.

  1. Right to changes to your confirmed itinerary.

    1. How to request a change. If, after Confirmation, you wish to make any changes to your itinerary, you must notify us in writing as soon as possible. We will let you know if the change is possible. If it is possible, we will let you know about any changes to the price of the itinerary as a result of your requested change and ask you to confirm whether you wish to go ahead with the change. If we cannot make the change or the consequences of making the change (such as penalties for the change) are unacceptable to you, you may want to cancel your booking (see section 9).

    2. Changes costs and charges. Where your requested change can be met, all costs and charges incurred or imposed by any of our Partners and/or by the Accommodation provider shall be borne by you and paid before the change can be made. Where your requested change can’t be met, the original services and all associated costs and charges incurred remain valid.

 

    1. Transferring your booking to another person. If you wish to transfer your booking to someone else the following conditions must be met: (i) the transfer must be notified to us in writing no later than 7 working days prior to the Starting Date, indicating the reason for such request and the information of the transferee; (ii) whole itinerary needs to be transferred; (iii) the transfer must be to a person or persons who agree to be bound by these Terms and Conditions and who meet any requirements of the original booking in question (including passport, visa and health certifications); (iv) the transferor pays any additional charge born by us to transfer the booking, in the amount that we will communicated prior to such transfer. If these transfer conditions are not met or the additional charges for the transfer are not acceptable to you, your booking will be considered cancelled by you and you will have to pay our cancellation charges set forth under section 9.

Section 8.2 above (Changes costs and charges) will not apply to the transfer of the booking to another person.

  1. Cancellation policy.

    1. You may cancel your confirmed itinerary at any time prior to the Starting Date. Should you wish to do so, the Lead Booker must contact us in writing, using the contact details provided with the email confirming the itinerary. Your notice of cancellation will only be effective when it is received by us. Cancellation fees will apply (as set out below).

    2. Cancellation fees. The Confirmation Deposit is not refundable in case you cancel your itinerary for any reason whatsoever. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost of the itinerary.

 

Period before Starting Date within which we receive written notification of cancellation

Cancellation fee (as a % of total amount of the itinerary)

More than 40 days

Confirmation Deposit.

Any amount paid, if any, exceeding the Confirmation Deposit will be either refunded to you or used as a credit for future booking, at your request.

40 days or less

100%

 

    1. A transaction charge of 5% of the total booking amount is applied to any refund.

    2. When changes cannot be made (tickets). Certain transfers (for instance ferry or train) and experiences (for instance booking of events, concert, exhibition, museum, opera) which require the purchase of a ticket cannot be changed after they have been purchased, triggering the application of a nonrefundable cancellation fee of up to 100% of the cost of the ticket and require a re-booking.

    3. Our policy as to changes or cancellation of Accommodation. Change and cancellation policy of the Accommodation provider shall apply to your booking. Please read carefully the terms and conditions of the Accommodation selected. Should you wish to make any changes to your confirmed Accommodation or cancel your booking, you need to inform us in writing and we will contact the Accommodation provider. Please allow us an additional period of 3 business days (according to Italian and United States calendar) to any deadline provided under the Accommodation provider’s term and condition in order for us to manage the change or cancellation process. We cannot guarantee to make any change or cancellation in a shorter period of time. We cannot be held liable for any missed deadline for cancellation or for change unless we receive your communication to change or cancel the itinerary at least 3 business days prior to the deadline. For purposes of this section 9.5, when referring to deadlines, local time of the Accommodation provider will apply.

  1. Changes to the Local Services.

    1. How to request a change. Should you wish to make any changes to your confirmed Local Services, you need to inform us by email and we will contact the Partner and let you know if the change is possible. If the change is possible, we will inform you about any changes to the price of the Local Service or any other information deemed necessary as a result of your requested change and ask for confirmation of whether you wish to go ahead with the change. If the Partner cannot make the change or the consequences of making the change (such as an increased price) are unacceptable to you, you may want to cancel your booking (see section 9 (Cancellation policy)).

    2. Changes costs and charges. Where your requested change can be met, all costs and charges incurred or imposed by any of our Partners shall be borne by you and paid before the change can be made.

  1. Ifthe Partner changes or cancels your confirmed Local Service.

If a Partner makes a significant change to your confirmed booking or cancels your booking, we will inform you as soon as possible. If the chances proposed by the Partner are not acceptable to you and in case of cancellation of the Local Service, we will do our best to identify another provider of the Local Service, which is fit to your travel plans. In case we are not able to provide an alternative Local Service, a full refund of the specific service will be provided.

  1. Events beyond our control.

    1. What are Events Beyond Our Control. In these Terms and Conditions, “Events Beyond Our Control” means a situation which is beyond our or the Partner’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, flood, epidemics and pandemics, fire, airport, port or airspace closures, restrictions or congestion, flight or entry restrictions imposed by any regulatory authority or other third party, and any other government restrictions on travel.

    2. Responsibility for Events Beyond Our Control. Except where otherwise stated in these Terms and Conditions, neither we nor the Partner of your chosen Local Service have any liability, including for compensation, costs and expenses where the performance or delivery of our obligations under these Terms and Conditions is, or a Local Service is, prevented or affected by, or you otherwise suffer any damage, expense or loss as a result of Events Beyond Our Control.

    3. Rescheduling. In case of occurrence of an Event Beyond Our Control (e.g., adverse weather conditions for boat tours), that makes it impossible to provide you with the chosen Local Service, we will do our best to reschedule the Local Service at the most convenient time, according to your travel plans. In case we are not able to reschedule, a 100% refund of the specific service will be provided. Please note that in case of adverse weather conditions, cancellation of a Local Service cannot be made unless local authorities advise that conditions are not safe.

    4. Covid-19. You acknowledge that we and the Partner of the Local Service will need to comply with national and/or local guidance and requirements relating to Covid-19 and will have implemented certain measures as a result. For avoidance of any doubt please note that the contraction of Covid-19 by you or any of your party will not guarantee any refund. We will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you due to Covid-19 or other pandemic outbreak. We advise you to take out insurance.

  1. Insurance.

You are advised to take out comprehensive travel insurance prior to or at the time of booking your itinerary with us. Depending on the reason for cancellation, you may be able to reclaim the cancellation fees (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to the insurance company concerned and we can supply a cancellation invoice upon request.

  1. Our rights to make changes to your confirmation itinerary.

We reserve the right to make minor changes to your booking provided that the overall quality and itinerary remains the same.

  1. Our responsibilities.

    1. Our responsibility to use reasonable skill and care. We have a duty to select our Partners with reasonable skill and care. Therefore, providing we have selected our Partner with reasonable care and skill, we will have no liability to you for anything that happens during the itinerary or any acts or omissions of the Partners or others.

    2. Assistance. In case you find yourself in an emergency situation or in need of any assistance while travelling please contact us by email or telephone as indicated in your itinerary confirmation.

    3. Loss or damages. We cannot accept any liability for any damage, loss, expense or other sum(s) of any description which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not reasonably have foreseen you would suffer or incur if we breached our contract with you, or which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our Partners. Additionally, we cannot accept liability for any expenses or losses that relate to or arise from any business (including without limitation, self-employed loss of earnings), or any indirect or consequential loss of any kind.

    4. Transportation. We cannot be held liable for changes caused by the following conditions: (i) flight, train, ferry, cruise ship or any other public transportation, delays or cancellations; (ii) luggage loss; (iii) strikes of public transportation personnel.

  1. Your responsibilities.

    1. You must check what you are booking and that your chosen Local Service is suitable for you. You must ensure you check all details of your itinerary and of any chosen Local Service or experience at the time of booking. Some Local Services (e.g., helicopter rides, excursions on the Dolomites, boat charter etc.) may involve an element of risk or require a good level of physical fitness. If you are in any doubt as to what may be involved (including any fitness requirements), you should contact us so we can put you in touch with the Partner before deciding to confirm your booking.

    2. Passports & Visas.It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change, and you must check the up-to-date position in good time before departure. 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.

  1. Privacy.

We may obtain and process information about you when you voluntarily provide it to us in order to design your itinerary or book tickets, Accommodation or other type of Local Services that require personal information, including special categories of data (including, any disability or food allergies or requirements). Please read our Privacy Policy available at the following link Privacy Policy for further information on the processing of your data by us. We further reserve the right to use and publish any image or video taken during a tour on our website or social media channels with your prior approval.

  1. If a court finds part of these Terms and Conditions illegal, the rest will continue in force.

Each of the paragraphs of these Terms and Conditions operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect.