Terms & Conditions for Travel Planning Services

​We are Magic Family Travels and are excited to help you with your travel. The following terms & conditions (the "Agreement") describe what you can expect from us. 

Effective Date: January 1, 2025

These Terms and Conditions ("Agreement") govern the provision of travel planning services provided by Magic Family Travels ("we," "our," "us") to the client ("you," "your"). By engaging our services, you agree to these terms.

1. Introduction

1.1 Purpose
This Agreement sets forth the terms under which Magic Family Travels will provide travel planning services to you. These services may include itinerary creation, hotel reservations, transportation arrangements, and other related services.

1.2 Company Information
Magic Family Travels
Jacqueline Hager
magicfamilytravels@gmail.com

2. Services Provided

2.1 Scope of Services
We provide customized travel planning services, which may include the following:

• Creation of personalized itineraries.

• Booking of flights, hotels, and other accommodations.

• Arrangements for transportation, including transfers, car rentals, and excursions.

• Recommendations for activities, tours, and dining options.

2.2 Customizations and Options
You may customize your travel plans based on your preferences, including destinations, activities, and accommodations. Customizations may affect pricing and availability.

3. Client Responsibilities

3.1 Accurate Information
You agree to provide accurate, complete, and timely information required for travel planning purposes, including but not limited to passport details, visa requirements, and special requests.

3.2 Travel Documentation
You are responsible for ensuring that you possess valid travel documents, including passports, visas, and other required documents. We are not liable for issues arising from insufficient or incorrect documentation.

4. Pricing and Payment

4.1 Fees and Charges
Our services are priced based on the type of travel arrangements requested. All service fees are non-refundable, as they are payment for the time and effort spent in planning and coordinating your trip. The service fees are as follows:

• Hotel or Cruise Only Bookings: $50 per vacation

• Airfare Bookings: $50 per traveler

• Full Vacation Package: Price varies. A custom quote will be provided upon consultation.

• Disney Bookings: See Section 12 for details*

Please note that these service fees are non-refundable once paid, except as outlined in Section 12 for Disney bookings. All fees are due upon booking and are required to secure your travel arrangements.

4.2 Payment Terms
The payment schedule, including any required deposits, will be provided upon booking confirmation. Please note that the payment terms may vary depending on the specific booking type (e.g., hotel, cruise, or flight) and the supplier's policies. We will provide clear instructions on payment deadlines and deposit requirements as part of your travel proposal.

4.3 Payment Authorization Process
For all payments made toward your vacation (excluding our service fees), we follow the following workflow to ensure secure and efficient transactions:

1. Credit Card Authorization: Upon receipt of your approval for the proposed vacation package, we will send you a Credit Card Authorization Form. This form allows you to specify the total amount you are authorizing us to charge.

2. Secure Payment Processing: Once you complete the form with your credit card details, we will securely process your payment and submit your credit card information directly to the relevant Supplier (e.g., hotel, cruise line, airline, etc.) for booking and payment purposes.

3. Confirmation from Supplier: After the payment is processed, we will provide you with a confirmation email directly from the Supplier, which will include booking details, receipts, and any other relevant information.

Please note that Magic Family Travels does not store or retain your credit card information beyond the processing of the payment to the Supplier. All transactions are handled securely in accordance with industry standards.

4.4 Payment of Service Fees
Service Fees for Magic Family Travels' travel planning services are paid separately from payments for vacation bookings. To ensure a secure and seamless payment process, we use TravelJoy, a secure payment platform. The payment process is as follows:

1. Invoice Issuance: An invoice for the Service Fee will be sent to you via TravelJoy before your travel proposal is created.

2. Service Fee Payment: The proposal and detailed travel plan will be provided once we have received payment for the Service Fee.

3. Payment Methods: Payments for Service Fees can be made directly through TravelJoy via credit card or bank transfer.

 

4.5 Processing Fees
Please note that payments made for Service Fees via TravelJoy will incur processing fees based on your selected payment method:

• Credit Card Payments: A processing fee of 3.5% + $0.30 per transaction will be applied.

• Bank Transfers: A processing fee of 1.5% will be applied.

These processing fees will be added to the total amount due and will be reflected in your invoice.

4.6 Cancellation Fees
In the event of a cancellation, Magic Family Travels will assess cancellation fees as follows:

• Service Fees: All service fees paid to Magic Family Travels for planning services (such as hotel, airfare, excursions, and full vacation packages) are non-refundable, as they are payment for the time and effort invested in planning your trip.

• Supplier Cancellation Policies: Each supplier (e.g., hotels, airlines, cruise lines, etc.) has its own cancellation policy, which will be clearly outlined to you during the booking process. These policies typically include cancellation windows, after which penalties or fees may apply.

• Additional Cancellation Fees: Should a booking be canceled outside of the supplier’s cancellation window, Magic Family Travels reserves the right to charge an additional cancellation fee to account for the time and effort spent on planning and managing your trip. This fee will vary depending on the scope of the services rendered and the amount of time spent on the planning process. The specific fee will be communicated at the time of cancellation.

5. Booking and Confirmation

5.1 Booking Process
Once you approve your itinerary, we will proceed with the booking of flights, accommodations, and other travel-related services. Bookings will be confirmed only upon receipt of payment or deposit.

5.2 Changes to Bookings
Any changes to bookings, including modifications or cancellations, are subject to availability and may incur additional fees imposed by third-party providers. We will assist with changes to the best of our ability, but we are not responsible for third-party changes or cancellations.

6. Limitation of Liability

6.1 Travel Disruptions
We are not responsible for any travel disruptions, including but not limited to flight delays, cancellations, weather-related issues, strikes, or any other events beyond our control. Should any disruptions occur, we will work diligently to alter travel plans accordingly.

6.2 Third-Party Providers
While we carefully select third-party service providers (e.g., airlines, hotels), we cannot be held liable for their actions, omissions, or failures to perform. Your relationship with these providers is governed by their respective terms and conditions.

7. Force Majeure

Neither party shall be held liable for failure to perform any obligation under this Agreement if such failure is due to an event of force majeure, including but not limited to natural disasters, war, pandemics, government restrictions, or any other event beyond reasonable control.

8. Privacy and Data Protection

8.1 Data Collection
We collect and process personal data necessary for the provision of our services. This may include information such as your name, contact details, passport details, and travel preferences. 

8.2 Data Sharing
We may share your personal data with third-party providers (e.g., hotels, airlines) to facilitate bookings and services. We will not sell or share your information for marketing purposes.

8.3 Data Protection
We will take reasonable measures to protect your personal data in compliance with applicable privacy laws.

9. Dispute Resolution

9.1 Mediation
In the event of any disputes arising from this Agreement, the parties agree to resolve the matter through mediation with a neutral mediator, selected by mutual agreement or from a reputable mediation organization. Mediation will be conducted in California and may take place in person, by phone, or via video conference. The costs of mediation, including the mediator’s fees, will be shared equally, with each party bearing its own legal fees. The process is confidential, and any information disclosed cannot be used in future legal proceedings unless required by law. If mediation does not resolve the dispute, the parties may pursue other legal remedies.

9.2 Governing Law
This Agreement will be governed by the laws of California, United States of America, without regard to its conflict of law principles.

10. Amendments to Terms and Conditions

We may amend or update these Terms and Conditions from time to time. You will be notified of any changes, and the revised terms will apply to all services provided after the date of the update.

11. Termination of Services

11.1 Termination by Client
You may terminate our services at any time by providing written notice. However, cancellation fees may apply, as outlined in Section 4.

11.2 Termination by Us
We may terminate this Agreement if you fail to fulfill your obligations, including but not limited to non-payment or providing false information. In such cases, no refund will be provided.

12. Disney Vacation Bookings

12.1 Quote Fee
For all Disney vacation bookings, a $50 "Quote Fee" is payable prior to the provision of a proposal. This fee is non-refundable if the client does not book one of the proposed packages. If the client books one of the proposed Disney packages, the $50 "Quote Fee" will be credited to the client in the form of a Disney Gift Card or Disney Onboard Credit (for Disney Cruise Line bookings only), to be issued upon departure.

12.2 Booking and Payment Process
Payment for Disney vacation bookings will follow the standard payment and deposit process outlined in Section 4. Payments for Disney bookings may also be subject to additional terms and conditions set by Disney, which will be communicated to the client at the time of booking.

12.3 Additional Disney Planning Services
In addition to the basic Disney vacation planning services, Magic Family Travels offers the following Additional Disney Planning Services. These services are optional and come with additional non-refundable service fees:

 

• Lightning Lane Initial Bookings (Walt Disney World only): $100 per vacation*

 

These service fees are non-refundable and will not be credited under any circumstances.

Note on Lightning Lane Bookings: For Walt Disney World guests, Magic Family Travels will make Pre-Arrival Lightning Lane reservations for the duration of the vacation, based on availability. However, Magic Family Travels will not be able to make day-of Lightning Lane reservations while the client is at the theme parks. Clients are responsible for making any day-of bookings directly.

By engaging our services, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.

Magic Family Travels
Jacqueline Hager

magicfamilytravels@gmail.com