HOO TRAVEL Passenger Service Agreement & Booking Terms
Effective Date: March 2026 · Operating Entity: Hoopia Ltd. (Registered in England & Wales)
1. Scope of Services & Contracting Entity
Welcome to HOO TRAVEL (hereinafter "HOO" or "we"). This agreement is entered into by the booking traveler and participating guests (hereinafter "Traveler" or "you") and UK registered operator Hoopia Ltd.
HOO specializes in curated small-group journeys, chartered fleets, bespoke private holidays, and on-the-ground concierge services across Britain and Northern Europe. Submitting a booking and paying a deposit or tour balance signifies complete understanding and agreement to all terms herein.
2. Booking Procedure, Order Confirmation & Group Assembly
2.1 Seat Allocation: For curated small group journeys, upon selecting departure dates, party size, and completing deposit or balance payment, a formal booking confirmation enters our allocation reserve.
2.2 Confirmation Notice & Final Roadbook: Curated small groups (4-8 guests) receive formal confirmation and smart offline roadbooks 7–14 days prior to departure. In the rare event minimum party requirements are not met, HOO provides full refunds, adjacent date options, or chartered private upgrades at least 7 days in advance.
2.3 Bespoke Travel: Custom travel follows the agreed Specific Travel Confirmation Sheet signed by both parties, detailing daily vehicle class, hotel standards, activities, and itemized charges.
3. Pricing Structure, Inclusions & Exclusions
3.1 Inclusions: Licensed commercial passenger vehicle hire, dedicated bilingual chauffeur service fees, fuel, tolls, city congestion charges, and parking fees; boutique country manor or hotel accommodation with full hot breakfast; official tickets and scheduled excursions as stated.
3.2 Exclusions: International flights from the traveler’s residence to the destination; UK/Schengen visa application fees; daily lunch and dinner meals (chauffeurs provide authentic, highly rated dining recommendations); personal expenditures, excess luggage fees, and unlisted optional items.
3.3 Tipping & Gratuity Policy: Transparent pricing is our commitment. Chauffeur base compensation is fully included. There are zero mandatory shopping stops or forced gratuities. Voluntary gratuities for exceptional service are entirely at your discretion.
4. Cancellation, Alteration & Refund Schedule
To ensure departure certainty and secure non-refundable heritage hotel rooms for fellow guests, cancellations follow standard industry policy:
- • 5+ days prior to departure: Free date amendment, or refund subject to a 5% processing fee;
- • 2 to 4 days prior: 30% seat reservation retention fee;
- • Within 48 hours: 100% tour fee retained (seat transfer to a friend supported).
- • 21+ days prior to departure: Full balance refunded minus non-refundable actual expenses incurred (e.g. castle passes);
- • 8 to 20 days prior: 40% retention fee for hotel and fleet allocation;
- • Within 7 days: 80% resource allocation retention fee.
5. Passports, Visas, Luggage & Personal Insurance
5.1 Travel Documentation: Travelers are strictly responsible for maintaining a valid UK Standard Visitor Visa or Schengen Visa, and a passport valid for at least 6 months. Travel disruptions due to visa denials are treated under standard cancellation policy.
5.2 Travel Insurance: While our fleet is covered under statutory UK commercial passenger transport liability insurance, we strongly recommend all guests purchase comprehensive overseas travel and medical emergency insurance prior to departure.
5.3 Luggage Allowance: For 8-seat Mercedes small groups, each passenger is limited to 1 large suitcase (up to 28 inches) and 1 personal handbag/backpack to guarantee cabin balance and comfort.
6. Governing Law & Dispute Resolution
This agreement is governed by the laws of England and Wales. Any disputes arising in connection with this agreement shall first be resolved through amicable negotiation; failing which, either party may submit to the jurisdiction of the civil courts of England.