Terms and Conditions for 2010

Your Privacy | Reservations | Deposit | Payment Instructions | Final Payment | Payment Policy |
Cancellation Poilcy | Rights To Refund | Rate Changes | Late Bookings | Insurance | Documentation | Schedule Changes and Delays | Responsibility

Your Privacy:
GaiaLink Tours and Services is committed to securing your privacy.  Please read our Privacy Policy for more information.

Reservations:
Early reservations are essential. During the high season from November to April and the months of July and August, we recommend reservations be made at least six months in advance, especially for large groups of 5 or more. Reservations during the low season (May, June, September and October) may be requested three months in advance.

I. Reservations for complete land packages (hotels, tours, Transfers):

Once you have decided to proceed with reservations and once confirmed, we will need a minimum deposit payment (see payment options) of $400.00 per room. A higher required deposit amount might be required if the reservations are for Christmas, Presidents, Easter week holiday period. The minimum deposit could be higher depending on the hotels reserved. Depending in the regions of the country, there are specialty hotels like in the Osa Peninsula region that will require their own special deposit amounts, we will have to honor that and will advise the clients accordingly. At this point your reservations will be done and we will confirm within 72 hours, and will also specify the deadline for payment. Hotels in Costa Rica require prepayment from all booking companies in order to guarantee all reservations; therefore, we will normally request full payment for the total balance amount due 60 days or earlier depending on the hotel prepayment policies prior to the arrival date. For super-high season reservations (Christmas Holidays, Presidents and Easter week) we will respect the individual hotel payment policies, which means, we will request deposits and final payment sooner than our company standard policy for holiday reservation requests. Reservation payments for Christmas week (Dec 16 to Jan 10), Presidents and Easter week are NON-REFUNDABLE, travel insurance coverage is highly recommended. For reservations made less than a month prior to the arrival date, full payment will be required as soon as the reservations are confirmed.

Very important note: If your itinerary contains provisions for domestic flight transfers within Costa, please go to th elast section of the terms and conditions and review the Airline’s own strict corporate terms and conditions policies. Clients are informed that GaiaLink Tours & Services will honor and follow these guidelines as deemed necessary.

II. Reservations for individual services: (hotels, tours. Transfers, other services):

Full payment will be required once the client has been advised of the reservation confirmation.

Deposit:
The initial deposit may be refundable if cancelled 46 days or more prior to the arrival date of the reservation. For refund request, cancellation request must be received and acknowledged by our office in writing by email prior to the required full payment of 46 days or more prior to the arrival date. Deposits for Christmas, Presidents and Easter holidays are NON-REFUNDABLE.

Payment Instructions:

Final Payment:
Excluding the particular reservation dates mention above, final payment less any deposits made is due 60 days or earlier prior to arrival/Tour engagement date. Reservations confirmed under 60 days of arrival date require payment in full immediately.

Payment options:

1) Payment by Wire Transfer:

Transfer by writing to your bank with the following instructions
Name: GaiaLink Tours & Services, S.A.
Bank: Banco Nacional, S.A., Avenue 1 & 3, Street 2 & 4,
Sucursal, Heredia, San Jose, Costa Rica
ABA SWIFT BNCRCRSJ


Credit funds to: GaiaLink Tours & Services, S.A.
Account number: 100-02-002-600519-1

2) Payment by credit card:

We only accept MASTERCARD and VISA. Once you approve our confirmed custom tour package itinerary and you wish to pay by credit card, we will send you an invoice along with a secured bank payment link for credit card payments processing. Please make sure you have read our entire terms and conditions policies prior to proceeding for payment.

Cancellation Policy:
GaiaLink Tours & Services reserves the right to cancel any reservation, which could affect the company in any way (libel / slander, economical loss, or any other).

Cancellation/Refund Policies:

Please review the cancellation/refunds policies carefully. All payments made for the Christmas, Presidents and Easter holiday period are NON-REFUNDABLE. We recommend investigating the feasibility of purchasing travel insurance for travel protection.

Rates subject to change without notice:
While GaiaLink Tours & Services makes every effort to keep rates current, sometimes suppliers are slow to notify us of changes. Rates are subject to change until reservations are confirmed.

Travel Insurance:
GaiaLink Tours & Services recommends that travelers investigate the feasibility of purchasing short-term travel insurance covering baggage loss, accident/life and trip cancellations. It is recommended especially for clients travelling with free international air miles (to cover the penalties for cancelled/modified flights and the changes to the whole land package itinerary as a result of such change). This is available through many travel agencies and through leading insurance companies. GLT does not provide this insurance, we would gladly recommend some information if desired. We recommend going to: insuremytrip.com.  Click here for more information.

Documentation:
U.S. citizens need to have a valid passport (visa is required for some countries). The passport expiration date must be at least 6 months prior to the client arrival date. It is the responsibility of all those traveling to obtain information and proper documentation. GaiaLink Tours & Services and its tour advisors accept no responsibility for changes in documentation requirements nor for any departure or entry denials. Passengers denied boarding for lack of documentation will receive no refund. Full cancellation policies apply to cancellations due to incorrect or lack of documentation.

Schedule Changes and Delays:
All travel itineraries are based on the best information available at the time of confirmation for reservations regarding hotel lodging, tours, transfers (boat/domestic air/private ground, see domestic flight limited liability clause below) and other requested miscellaneous services. Due to the nature of international travel, changes to schedules and itineraries may be necessary and may also prevent some of the scheduled activities to be completed. NO REFUNDS WILL BE GIVEN FOR SUCH ELIMINATION and are subject to the cancellation and refund policies aforementioned above. We do not accept economic and civil responsibilities for losses or accidental expenses due to changes or delays in airline or hotel overbooking, defaults, weather, strikes, sickness, war, riots, theft, acts of nature, vandalism, medical and hospitalization expenses or any other causes not within the power of GaiaLink Tours & Services. All such losses or expenses are the responsibility and are assumed by the traveler.

Responsibility:
GaiaLink Tours & Services, S.A. (GLT) is a land based tour operator that contracts services only with credible, experienced suppliers that have the respective insurances according to Costa Rican laws related to the tourism industry. As an intermediary between the suppliers (land, air and water transportation, hotels, restaurants, etc.) and the client, GLT, (its owners and employees) shall not be liable for any injury, damage, loss, expense, accident, delay, inconvenience or irregularity arising out of such related activities. Also GLT will not be held responsible for any delays or cancellations due to any unforeseen event out of its control such as workers strikes, damaged roads, earthquakes, volcano eruptions (see note below), floods or any unpredictable act of Mother Nature. Regarding requested domestic chartered flights, GLT will not assume responsibility for over bookings, delays or cancellations. .All travel documents and vouchers issued by GLT and its tour advisors are subject to the terms and conditions of the supplier, to the laws of their countries, and to international conventions between countries. Many of the activities involved are inappropriate for persons with severe health problems or physical disabilities, which inhibit walking or other activities. It is the client’s responsibility to judge the appropriateness of these travel activities in regard to his/her physical capabilities. If there are physical constraints or concerns, every client must verify and check the level of difficulty rating of such activity. GaiaLink Tours requires that all participants be covered by appropriated life, accident and medical insurance and that they be financially responsible for such expenses. GaiaLink Tours requires that participants planning to operate a motor vehicle overseas to obtain liability and collision insurance that will cover them in Costa Rica. GaiaLink Tours recommends that all participants must insure their personal property from loss and theft. GaiaLink Tours is not responsible for any costs or losses resulting from such events.

The traveler agrees that GLT and its tour advisors, affiliates and employees, shall not be liable for any damages and losses incurred, or any other causes not within the power of GLT. We do not accept economic and civil responsibilities for losses or accidental expenses due to hotel overbooking, defaults, weather, strikes, sickness, war, riots, theft, acts of nature, vandalism, medical and hospitalization expenses or any other causes not within the power of GLT. All such losses or expenses are the responsibility and are assumed by the traveller. All participants expressly wave any and all rights, which one may have against GLT, its tour advisors, officers, or employees caused by the negligence of such persons in connection with foregoing. Under no circumstance is GLT is to be construed as a carrier or common carrier under contract for safe passage of the traveller or for luggage and/or belongings. By enrolling in and tendering payment for any and all services, participants agree to accept and agree to be bound by the terms and conditions described herein. No other person other than an officer of GLT, by document in writing, is authorized to waive or alter any condition with the foregoing.

Very important note: Since the Arenal area has a live Volcano, it has become the most popular attraction to visitors in this country. Any client travelling to this area must be aware of inherent dangers and risks in visiting this area. Clients are all in their own risks when visiting this area.

All nature related events such as earthquakes, catastrophic volcanic eruptions, and floods are totally out of anyone’s control. Therefore, GaiaLink Tours will not be responsible for any unfortunate incidents related to such events and natural disaster. Clients are advised to follow rigid emergency, evacuation procedures should it occur. All the contracted hotels and tour operators in the area have standby safety pecaution/evacuation procedures for such events. For further information: http://gaialinktours.com/NorthernRegion.htm

Privacy Policy:

GaiaLink Tours is committed to respecting your privacy and recognizing your need for appropriate protection and management of personal information you share with us. We do not sell, trade, or rent your personal information to others. We use the information we collect to process orders and to provide a more personalized shopping experience. 

Collecting information:

You can visit us without telling us who you are or revealing any personal information about yourself. We may track the IP of people who visit us and analyze this data for trends and statistics, but individual users will remain anonymous, unless you voluntarily tell us who you are. There may be times (such as when you purchase or order a service), at which we ask you to provide certain information about yourself, such as your name, email address and credit card information. We also maintain a record of your purchases. Whether or not to provide such information is completely your own choice. But if you choose not to provide the information we request, we may not be able to process your order or provide the services required.

Using information:

We use the personal information you provide for internal purposes only, to process and fulfill your request, to notify you of your itinerary status, to fulfill or respond to your request, to inform you of new services, to provide you with information about Costa Rica, and to analyze trends and statistics that will help us develop the design and layout of the website that will make your shopping experience a convenient and useful one. Persons who provide us with their telephone numbers will only be contacted regarding orders they have placed on-line. We do not use your information to make outbound sales calls.
 
Protecting Children:

GaiaLink Tours takes special care to protect the safety and privacy of children. Our web site is a general audience site design for family oriented informational gathering. GaiaLink Tours is a great resource for finding information on Eco-tourism, adventure, cultural information in Costa Rica.

Security:

When you place orders or access your account information, we offer the use of a secure server. The secure server software (SSL) encrypts all information you input before it is sent to us. Furthermore, all of the customer data we collect is protected against unauthorized access. All your personal information is encrypted before it is transmitted over the Internet.
 
Note: Most banks either cover all the charges that result from unauthorized use of your credit card or limit your liability to US$50, the maximum liability allowed under the Fair Credit Billing Act. You must notify your credit card provider of the unauthorized use in accordance with its reporting rules and procedures.

Disclosure to outside third parties:

GaiaLink Tours respects your privacy. Any information you give us is held with the utmost care and security, and will not be used in ways to which you have not consented.

CONDITIONS OF CONTRACT DOMESTIC FLIGHT TICKETS REGULATIONS

GENERAL INFORMATION:

Check in time: 45 minutes before departure time.
Luggage allowance: maximum 27 pounds per passenger including carry on,
excess luggage will be charge of approx. $0.56 per pound, the extra luggage is
subject to space availability and the price is subject to change as per the airlines policies.
All Sansa Flights departs and arrives at the International Juan Santamaria
All Nature Air Flights departs and arrives at Pavas airport
Storage service is available.

CONDITIONS OF CONTRACT DOMESTIC FLIGHT TICKETS REGULATIONS

LIMITED LIABILITY

The rules and limitations regarding liability are set by the law on the General Directorate of Civil Aviation of Costa Rica. The Company reserves the right to cancel or postpone a journey free of liability on its part, when it must attend preferential obligations, such as the transfer of sick or injured persons, due to bad weather, or for any other cause for which it deems the suspension necessary, for passenger safety or to protect the Company 's interests. As a consequence, the Company does not assume the inevitable obligation of transporting the passenger on the precise day indicated on this ticket for the trip or for a specified flight. Furthermore, it reserves the right of not accepting passengers that arrive for the flight in abnormal circumstances that may place the security of the remainder passengers at risk, or that may cause them any type of nuisance.

TICKET CONDITIONS

Tickets are issued in the name of a specific person and are not transferable, not endorsable and non-refundable. The carrier may check the identity of the passenger at any given time. Cancellations are not allowed (policies applies). Tickets are valid only for the flight / date printed on the ticket. Accordingly with the rules set by the General Directorate of Civil Aviation of Costa Rica the company uses a standard average weight of 185 pounds per passenger, if the passenger weight is higher than 250 pounds the passenger will have to make an additional reservation and pay an additional ticket. (If there is no space on the flight the company will put the passenger on the next flight available,

LOSS OF BAGGAGE

The indemnification to be paid by the Company in the case of lost luggage will not be greater than the corresponding fare for the segment of the trip where the loss of luggage occurred, unless the Company has been obligated separately and in writing to a greater indemnification and charges are paid for it. The company will receive special luggage, such as fragile and/or delicate articles, without liability for damage, deterioration, or partial or total loss.

WAIVERS

By the mere fact of using the transportation ticket, the passenger expressly waives any claim that may arise against the aforementioned conditions. In the case of ticket loss by the passenger, the company assumes no liability whatsoever.

RECONFIRMATIONS

To ensure their return reservations, all passengers must call the company's offices at any destination, to reconfirm their flight reservation at least 24 hours prior to flight departure. The company will cancel any reservation as a 'no-show', for those passengers that have not presented themselves at the airport airline counter thirty (30) minutes prior to flight departure. A picture ID will be required at the carrier's airport counter.

LUGGAGE ALLOWANCES

Maximum luggage allowance is 27 pounds per person including carry-on. Excess luggage will be charge at $1.00 per pound. The extra luggage is subject to space availability. Carrier may refuse bag gages on the basis of excessive volume or safety reasons. We handle a maximum of two (6,9¨feet) surfboards per flight and pay $10 each way.

ITINERARIES

Itineraries are subject to change without prior notice to the passengers and with no responsibility for the carrier. Carrier will not be responsible for any losses or damages caused by the delay, anticipation, suspension, or cancellation of any flight due to force majeure, fortuitous events, adverse weather conditions, mechanical difficulties, or when the carrier decides so for security reasons or to protect the Company 's interests.

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