DEFINITION

In these Terms and Conditions, the following definitions shall apply:

• “RTP”, “Roxy’s Travel Plan”, “we”, “us” or “our” refers to Roxy’s Travel Plan, the travel consultancy and intermediary providing the Services.

• “Customer”, “Client”, “you” or “your” refers to the individual or individuals who request, book, or pay for travel-related services through RTP.

• “Services” refers to the travel-related services offered by RTP, including travel planning, consulting, and the booking of third-party travel services as an intermediary (travel agent). RTP does not act as an organizer of a package tour unless this is expressly stated in writing.

• “Supplier” refers to any third-party provider of travel services, including but not limited to airlines, accommodation providers, transport companies, tour operators, guides, and activity providers.

• “Tour Operator” refers to any third party that organises, combines, offers, or provides travel services or travel packages, whether acting directly or through intermediaries, and with whom the Customer concludes a contract for such travel services or packages.

• “Contract” refers to the legally binding agreement formed between RTP and the Customer upon acceptance of a quotation, confirmation of a booking, or payment of an invoice, in accordance with these Terms and Conditions.

• “Invoice” or “Quote” refers to any document issued by RTP outlining the requested Services, pricing, and applicable terms, acceptance of which constitutes agreement to these Terms and Conditions and the Privacy Policy.

• “Terms and Conditions” refers to the present contractual terms, including any documents expressly incorporated by reference, such as the Privacy Policy.

• The official version of these Terms and Conditions is in English. Translations in French and German are provided for convenience and informational purposes only. In the event of any discrepancy or conflict between the English version and a translation, the English version shall prevail.

• In the event of any inconsistency or discrepancy between information contained on the RTP website (www.roxystravelplan.com) and these Terms and Conditions, these Terms and Conditions shall prevail, unless expressly stated otherwise in writing.

• Group Booking: A booking made by you for multiple participants shall be binding on all persons listed in the booking. You shall be jointly and severally liable for the performance of all obligations arising from the contract, including those of the other participants.

 

 

 

 

 

TERMS AND CONDITIONS

1.RIGHT OF WITHDRAWAL

1.1.Tailored Planning Services

1.1.1.Right of Withdrawal for Tailored Planning Services

If you are a consumer, you have the right to withdraw from this contract within 14 days without giving any reason.

The withdrawal period expires 14 days from the day of the conclusion of the contract.

To exercise your right of withdrawal, you must inform us (Roxy’s Travel Plan, Fichtenstraße 8, 93458 Eschlkam, Germany, info@roxystravelplan.com) of your decision to withdraw from this contract by an unequivocal statement (e.g. email).

1.1.2.Commencement of Services & Planning Deposit

By approving the draft itinerary and paying the €250 planning deposit, you expressly request that Roxy’s Travel Plan begins providing tailored travel planning services before the end of the 14-day withdrawal period.

The planning deposit covers detailed itinerary design, personalized recommendations, and coordination with local suppliers.

This deposit represents compensation for services already performed and will be deducted from your final invoice if you proceed with the trip.

1.1.3.Effects of Withdrawal

If the Customer cancels the contract after RTP has started work on the planning services, a fee of €50 per hour of work performed will apply, based on RTP’s documented work time.

This fee is deducted from the €250 planning deposit. Under no circumstances will RTP charge more than the amount of the deposit.

Any additional payments made beyond the planning deposit will be reimbursed without undue delay and no later than 14 days from the day we are informed of your decision to withdraw, using the same means of payment unless otherwise agreed.

If the tailored travel planning services have been fully performed within the withdrawal period, the right of withdrawal expires.

1.1.4.Exceptions to Right of Withdrawal:

The right of withdrawal does not apply in the following cases:

• Fully performed services
  Where the tailored travel planning services have been fully performed, after the service has begun with your prior consent and your acknowledgment that you will lose your right of withdrawal once the service has been fully performed.

• Actual travel bookings
  Contracts relating to the booking of travel services such as flights, accommodation, transportation, or activities, which are concluded directly with third-party providers. These bookings are subject to the respective provider’s cancellation and refund policies.

• Time-sensitive travel services
  Travel services where the travel start date is within 14 days of the contract conclusion, and performance is required immediately to secure availability.

• Package travel contracts: Where RTP arranges or acts as intermediary for a package holiday as defined under the Package Travel Directive (EU) 2015/2302, the right of withdrawal does not apply (Article 16(l) EU Consumer Rights Directive). The specific role of RTP (organizer or intermediary) will be clearly stated in the booking confirmation.

• Individual travel services with specific dates: Bookings request for flights, accommodation, transport, or activities with a specified performance date are excluded from the right of withdrawal under Article 16(l) of the EU Consumer Rights Directive.

1.2.Signature Tours – Intermediary Services

1.2.1.Right of Withdrawal

When Roxy's Travel Plan acts as an intermediary or retailer for pre-packaged Signature Tours (including tours organized by third-party operators), no right of withdrawal applies to the booking of such packages under the following EU and German law provisions:

• Article 16(l) EU Consumer Rights Directive (2011/83/EU): The right of withdrawal does not apply to "services related to leisure activities if the contract provides for a specific date or period of performance."

• Package Travel Directive (EU) 2015/2302: Package travel contracts are governed by the Package Travel Directive, which takes precedence over the Consumer Rights Directive for such bookings (Article 3(3)(g) Consumer Rights Directive).

• German Law (§312g BGB): German law implementing these directives similarly excludes the right of withdrawal for travel services with specific dates.

Exception: If the package travel contract is concluded off-premises (i.e., outside of business premises, such as at your home following a direct visit by RTP), German law may provide a 14-day right of withdrawal in accordance with Article 12(5) of the Package Travel Directive. This exception does not apply to distance contracts (online bookings, email, or telephone bookings).

1.2.2.Effects of Withdrawal

Where a right of withdrawal applies (off-premises contracts only):

• You have 14 days from the conclusion of the contract to withdraw without giving any reason.

• RTP will refund all payments received from you without undue delay and no later than 14 days from the day we are informed of your decision to withdraw.

• Refunds will be made using the same means of payment used for the initial transaction unless otherwise agreed.

1.2.3.Cancellation Rights and Exceptions

Important: The absence of a right of withdrawal does not mean you cannot cancel. However, cancellations are subject to:

• The cancellation and refund policies of the third-party tour operator/organizer

• The terms and conditions specified in your booking confirmation

• Any applicable cancellation fees as stipulated by the tour operator

• The Package Travel Directive provisions on termination (Article 12), which permit cancellation at any time before the start of the package, subject to appropriate termination fees

1.2.4.Exceptions to Right of Withdrawal:

The right of withdrawal does not apply in the following cases:

• Distance and online contracts: Bookings made via email, telephone, or through the RTP website for package travel services with specific travel dates.

• Leisure services with specific dates: All tour bookings that include specific performance dates, including flights, accommodation, transportation, and activities booked as part of a package (Article 16(l) EU Consumer Rights Directive).

• Individual travel service bookings: Separate bookings for flights, accommodation, transport, or activities with specified performance dates, even when not part of a package.

• Actual travel bookings: Contracts relating to the booking of travel services such as flights, accommodation, transportation, or activities, which are concluded directly with third-party providers. These bookings are subject to the respective provider’s cancellation and refund policies.

2.Scope of Application

These General Terms and Conditions apply to all consultation services offered by RoxysTravelPlan. The tailored planning consists of travel consultation services, travel recommendations, and optional booking services.

These General Terms and Conditions further apply to Signature Tours offered or promoted by RoxysTravelPlan where RoxysTravelPlan acts solely as an intermediary between the customer and the respective service provider or tour operator. In such cases, the contractual relationship for the travel services is concluded directly between the customer and the third-party provider, and RoxysTravelPlan’s role is limited to mediation.

3.Service Provided

3.1.Consultation Services – Tailored Planning

3.1.1.Definition

RTP provides personalized travel planning and consultation services (“Tailored Planning”) based on the Customer’s individual preferences, budget, travel dates, and interests as communicated to RTP.

These services may include, but are not limited to:

• Destination advice and route planning

• Accommodation suggestions and comparative recommendations

• Draft and refined itineraries for indicative planning purposes

• Recommendations for activities, excursions, and experiences

• Transportation options, including domestic flights, trains, private transfers, or self-drive routes

• General guidance on flight connections, travel timing, and logistics

• Practical travel advice relevant to the planned destination

Tailored Planning is primarily an advisory and design service. Unless expressly agreed in writing, RTP does not guarantee availability, prices, or confirmation of services until bookings are formally requested and confirmed with third-party providers. Refer to 4 Booking Process and Payment Terms for more information.

Planning services are compensated based on the time and expertise required and may be subject to planning deposits or fees as outlined in the Payment Terms. RTP reserves the right to determine the scope, depth, and structure of the consultation based on the complexity of the trip and the services requested.

RTP does not provide guidance or advice regarding:

• Visa, passport, and entry requirements

• Health requirements, vaccinations, and medical precautions

• Safety advisories and government travel warnings

• Destination-specific requirements and restrictions

It is the sole responsibility of the Customer to ensure that all necessary travel documents, vaccinations, and authorizations are obtained and valid for the duration of the trip.

RTP cannot be held liable for any consequences arising from the Customer’s failure to comply with these requirements, including but not limited to denied boarding, refusal of entry, fines, or additional costs incurred.

RTP encourages Customers to consult official sources and authorities regarding travel documents, visas, entry requirements, vaccinations, health precautions, and government travel advisories before departure. Customers are responsible for ensuring that all requirements are met and valid for the duration of the trip

3.1.2.Package Contents and Booking Assistance

3.1.2.1.Definition

RTP offers tailored travel planning service, customized to the Customer’s individual needs and preferences. The exact scope of services is agreed on a case-by-case basis and confirmed in writing (e.g. by email, proposal, or booking confirmation).

The tailored planning service may include consultation, itinerary design, destination advice, and recommendations as described in Section IV. Unless expressly agreed otherwise in writing, the service is limited to planning, consultation, and coordination and does not automatically include the booking of travel services.

3.1.2.2.Booking of Travel Services

Where expressly agreed with the Customer, RTP may assist with the booking of selected travel services (such as accommodation, domestic flights, transport, or activities) based on the recommendations previously discussed.

In such cases:

• RTP acts as an intermediary between the Customer and the relevant third-party service providers

• The booking of each service is subject to availability and the terms and conditions of the respective provider

• Contracts for travel services are concluded directly between the Customer and the provider, unless otherwise agreed in writing.

• RTP is responsible only for exercising due care in facilitating bookings, transmitting accurate information, and handling payments.

• RTP is not liable for the performance, quality, or availability of third-party services once bookings are confirmed.

• A booking is only considered confirmed once written or text-form confirmation has been issued by the provider and communicated to the Customer

RTP is not obliged to book all recommended services and may limit booking assistance to specific elements agreed with the Customer.

3.1.3.Selection of Providers and Pricing

In the course of research and planning, RTP may identify services via various booking channels, including online platforms (such as Booking.com, Expedia, or similar), direct suppliers, or local partners, where these are deemed appropriate for the Customer.

While RTP aims to recommend suitable and reliable options that align with the Customer’s preferences and budget, RTP is not obligated to identify or offer the lowest-priced or most economical provider available on the market. Recommendations are based on a combination of factors, including suitability, quality, availability, reliability, and logistical compatibility with the overall itinerary.

3.1.4.No Guarantee of Availability or Pricing

All recommendations are indicative until formally booked. Prices, availability, and conditions may change between the planning stage and the booking stage. RTP cannot guarantee that recommended services will remain available or unchanged at the time of booking.

3.1.5.Modification Fees

3.1.5.1.Modification Fees During the Planning Phase (Before Booking Trip)

The Tailored Planning service includes an initial consultation, the preparation of a draft itinerary, and one round of reasonable revisions leading to a final proposed itinerary, unless otherwise agreed in writing.

If, after delivery of the final proposed itinerary, the Customer requests additional changes, revisions, or alternative versions of the itinerary before any bookings are made, RTP reserves the right to charge an additional planning fee to cover the extra work required.

Such additional planning work will be charged at a rate of EUR 50 per revision.

RTP will inform the Customer before commencing any chargeable additional planning work. Further revisions will only be carried out once the Customer has expressly agreed to the additional fee.

3.1.5.2.Modification Fees (on confirmed Booking)

Refer to section 4 Modifications to Confirmed Bookings of the cancellation & refund policy.

3.2.Intermediary Travel Services – Signature Tours

3.2.1.Definition

RTP offers pre-designed "Signature Tours", complete travel packages created and organized by third-party tour operators, destination management companies (DMCs), or travel wholesalers (collectively referred to as "Tour Operators").

In relation to Signature Tours:

• RTP acts solely as an intermediary (agent) between the Customer and the Tour Operator

• The Tour Operator is the organizer of the package travel contract as defined under the Package Travel Directive (EU) 2015/2302

• The Tour Operator is responsible for the proper performance of all travel services included in the package

• RTP facilitates the booking process and provides customer support but does not organize or operate the travel services

Signature Tours typically include a combination of travel services such as:

• Accommodation for multiple nights

• Transportation (domestic flights, transfers, private vehicles, etc.)

• Guided tours, excursions, and activities

• Some meals as specified in the tour description

• Services of local guides and tour leaders where applicable

The specific services, itinerary, inclusions, and exclusions are defined by the Tour Operator and communicated to the Customer through the tour description and booking confirmation provided by RTP.

3.2.2.RTP’s Role as Intermediary

When acting as an intermediary for Signature Tours, RTP's responsibilities are limited to:

• Presenting available Signature Tours and providing information about tour content, pricing, and conditions as supplied by the Tour Operator

• Facilitating the booking process by transmitting the Customer's booking request to the Tour Operator

• Processing payments on behalf of the Tour Operator in accordance with the agreed payment schedule

• Communicating booking confirmations, travel documents, and relevant updates from the Tour Operator to the Customer

• Providing customer support and assistance with inquiries before, during, and after the trip

• Acting as a liaison between the Customer and the Tour Operator for modifications, complaints, or claims

RTP is not responsible for:

• The organization, coordination, or execution of the travel services

• The quality, safety, or suitability of the services provided by the Tour Operator

• Non-performance or improper performance of services by the Tour Operator or its suppliers

• Changes to itineraries, accommodations, or services made by the Tour Operator

• Acts or omissions of third-party service providers engaged by the Tour Operator

All liability for the proper performance of the package travel contract rests with the Tour Operator in accordance with the Package Travel Directive (EU) 2015/2302 and applicable national implementation laws.

RTP does not provide guidance or advice regarding:

• Visa, passport, and entry requirements

• Health requirements, vaccinations, and medical precautions

• Safety advisories and government travel warnings

• Destination-specific requirements and restrictions

It is the sole responsibility of the Customer to ensure that all necessary travel documents, vaccinations, and authorizations are obtained and valid for the duration of the trip.

RTP cannot be held liable for any consequences arising from the Customer’s failure to comply with these requirements, including but not limited to denied boarding, refusal of entry, fines, or additional costs incurred.

RTP encourages Customers to consult official sources and authorities regarding travel documents, visas, entry requirements, vaccinations, health precautions, and government travel advisories before departure. Customers are responsible for ensuring that all requirements are met and valid for the duration of the trip

3.2.3.Applicable Terms and Conditions

Signature Tours are subject to these terms and conditions and the terms of condition of the respective Tour Operator, which govern the contractual relationship between the Customer and the Tour Operator.

Prior to booking, RTP will provide or make available to the Customer:

• The Tour Operator's full terms and conditions

• Tour description, including itinerary, inclusions, and exclusions

• Pricing structure, payment schedule, and cancellation policy

By proceeding with a booking, the Customer acknowledges having received, read, and accepted the Tour Operator's terms and conditions.

In case of conflict between these RTP Terms and Conditions and the Tour Operator's terms, the Tour Operator's terms shall prevail with regard to the performance of the travel services. RTP's terms apply to matters relating to RTP's intermediary services, payment processing, and customer relationship management.

3.2.4.Information and Pre-Contractual Obligations

RTP will be providing Customers with:

• Tour Operator Contact details

• Clear identification of the Tour Operator as the organizer responsible for package performance

• Information about RTP's role as intermediary

• Main characteristics of the travel services (destinations, itinerary, accommodation standards, meal plans, transport arrangements)

• Total price including all applicable taxes, charges, and fees

• Payment schedule and deadlines

• Minimum number of participants required (if applicable) and deadline for notification of cancellation

This information is based on the details provided by the Tour Operator. RTP takes reasonable care to ensure accuracy but cannot guarantee the completeness or currency of information supplied by third parties. Customers should verify critical information (such as visa requirements or health precautions) with relevant authorities.

3.2.5.No Right of Withdrawal

In accordance with Article 16(l) of the EU Consumer Rights Directive (2011/83/EU), the right of withdrawal does not apply to package travel contracts as defined under the Package Travel Directive (EU) 2015/2302.

Signature Tours are package travel contracts. Therefore, once a booking is confirmed by the Tour Operator, the Customer has no statutory right to withdraw from the contract without consequences.

Any cancellation or modification of a confirmed Signature Tour booking is subject to:

• The cancellation and modification policy of RTP

• Applicable cancellation fees as specified by RTP

Customers are strongly advised to obtain comprehensive travel insurance covering trip cancellation, curtailment, medical emergencies, and extraordinary events... RTP is not an insurance brokers and do not sell insurance. Travel insurance is your responsibility and is not included in our service fees.

Customers are strongly advised to consider travel insurance that covers cancellation costs.

4.Booking Process and Payment Terms

4.1.Consultation Services – Tailored Planning

4.1.1.Booking Agreement

By booking, the Customer issues a legally binding order to RTP to arrange specific travel services with particular providers on behalf of the Customer.

These terms also apply to all bookings of travel services arranged by RoxysTravelPlan on behalf of customers, whether part of a consultation package or as standalone services.

4.1.2.Contract Formation

The booking constitutes the Customer's offer to conclude a travel contract.

RTP transmits this offer to the provider. The transmission by RTP does not constitute acceptance of the Customer's offer. The provider decides independently whether to accept the offer. Upon acceptance, the Customer receives written or text-form travel confirmation.

If the provider does not accept the booking within 4 business days, or if a booking cannot be confirmed at the requested price or conditions, RTP will notify the Customer immediately and propose alternative options.

4.1.3.Payment Processing

RTP, acting solely as an intermediary, is not obliged to advance or pre-finance any travel services on behalf of the Customer. All bookings are made only after receipt of the required payments from the Customer.

In cases where payment issues arise that prevent booking completion, RTP will immediately notify the Customer and provide reasonable opportunity to remedy the situation. If the Customer fails to make timely payment despite notification, any resulting disadvantages (such as price increases or unavailability) shall be borne by the Customer.

RTP will make reasonable efforts to limit any such disadvantages where possible but cannot guarantee availability or pricing in the absence of timely payment.

Accepted Payment Methods: Bank transfer (SEPA), credit card via online payments, PayPal, Wise transfer. Payment must be made in Euros (EUR) unless otherwise agreed in writing.

4.1.4.Payments to RTP

RTP contracts directly with the travel service providers. Payments made by the Customer are made to RTP and become RTP’s property upon receipt. RTP is responsible for forwarding payments to providers in accordance with the agreed schedule. RTP does not act as an agent collecting funds on behalf of providers, and standard company banking arrangements are sufficient for holding customer payments.

4.1.5.Pricing

4.1.5.1.Pricing Structure

All prices provided by RTP are based on the information available at the time of planning and reflect the costs charged by third-party travel service providers (such as airlines, accommodation providers, transport companies, DMC, and activity operators), as well as RTP’s planning and coordination services where applicable.

Once a payment has been made and booking is confirmed, the price is generally fixed. Price increases are permitted only in the following cases:

• Changes in transportation costs (e.g., fuel, energy surcharges) that increase the package price

• Changes in payments to third parties (e.g., taxes, port charges, landing fees) that directly raise costs

• Changes in currency exchange rates affecting the booking price

• Note: Any increase may not exceed 8% of the total package price

4.1.5.2.Tailored Travel Planning Fee

Once the draft itinerary is approved by the Customer, a €250 planning deposit is required before RTP continues with the refinement and finalization of the personalized itinerary.

This planning deposit covers:

• Detailed itinerary design

• Customized recommendations

• Coordination and communication with local suppliers

Once the deposit has been received, the planning services will commenced is subject to conditions in accordance with the Right of Withdrawal provisions, refer to 1.1.1 Right of Withdrawal for Tailored Planning Services

If the Customer proceeds with booking travel services, the full deposit is credited toward the final invoice.

4.1.5.3.Final Quote & Confirmation

After the itinerary is finalized, RTP will provide the Customer with a final quote outlining all confirmed services, inclusions, and applicable conditions.

The final quote constitutes a binding offer by RTP, valid for 7 days from the date of issue. Prices in the final quote are guaranteed for this period, subject only to the price change provisions in section 4.54.5.1. After 7 days, RTP reserves the right to update pricing based on current provider rates.

The final quote will clearly specify:

• Total package price in EUR

• Breakdown of services included

• Services NOT included (exclusions)

• Payment schedule and deadlines

• Cancellation conditions

• Validity period of the quote

4.1.5.4.Pricing Method

All prices communicated by RTP are provided as final lump-sum quotes for the agreed planning services and/or travel arrangements.

Unless expressly stated otherwise in writing, prices are not itemized and do not include a detailed breakdown of individual cost components (such as accommodation rates, transport costs, activity fees, or RTP’s service fees).

The lump-sum price reflects the overall cost of the planned services, including RTP’s professional planning, coordination, and administration, as well as the estimated or confirmed costs charged by third-party service providers.

The Customer acknowledges and agrees that there is no entitlement to a detailed cost breakdown beyond what is explicitly included in the final quote or booking confirmation.

4.1.5.5.Payment for Bookings

To proceed with the reservation and confirmation of any travel services, including flights, accommodations, transportation, and activities, full payment of the total travel price is required in advance, unless otherwise specified by the respective provider.

In cases where a provider allows partial payment, RTP may request an initial payment (for example, 50%), with the remaining balance due by the deadline specified in the final quote.

RTP does not advance or pre-finance travel services on behalf of the Customer.

All bookings are made only after the required payments have been received in full.

Payment Confirmation: Upon receipt of payment, RTP will issue a payment confirmation within 2 business days. This confirmation does not constitute booking confirmation, which will be provided separately once services are confirmed by providers.

4.1.5.6.Consequences of Late or Non-Payment

If a payment is not received by the specified deadline, RTP reserves the right to suspend or cancel the booking process.

Any disadvantages resulting from late or non-payment, including price increases, loss of availability, or inability to confirm services, shall be borne by the Customer. RTP will use reasonable efforts to mitigate such disadvantages but cannot guarantee pricing or availability in the absence of timely payment.

Grace Period: If payment is not received by the deadline, RTP will send a payment reminder providing a grace period of 2 business days. If payment is still not received after the grace period, the booking will be automatically cancelled, and any paid deposits will be subject to the cancellation policy in effect at that time.

Late Payment Fees: If RTP must re-book services due to late payment, any additional costs incurred (rebooking fees, price differences) will be charged to the Customer. RTP may charge an administrative fee of €25 per rebooking.

The Customer is responsible for ensuring timely payment according to the schedule provided in the booking confirmation.

4.1.5.7.Third-Party Provider Terms

All bookings and payments for travel services are subject to these Terms and Conditions of RTP as well as the terms and conditions of the respective third-party providers (including airlines, accommodation providers, transport companies, DMC, and activity operators).

RTP acts solely as an intermediary and is not responsible for pricing changes, payment deadlines, cancellation conditions, or other contractual terms imposed by third-party providers. Such conditions form part of the contractual relationship between the Customer and the provider.

In case of conflict between these RTP Terms and Conditions and the Tour Operator's terms, the Tour Operator's terms shall prevail with regard to the performance of the travel services. RTP's terms apply to matters relating to RTP's intermediary services, payment processing, and customer relationship management.

4.1.5.8.Taxes, Fees & Additional Costs

RTP operates as a small business pursuant to Section 19(1) of the German VAT Act (UStG). As our annual turnover does not exceed the statutory thresholds (€25,000 in the previous calendar year and a projected €100,000 in the current year), we are exempt from charging value-added tax.

Accordingly, no VAT is shown on our invoices. All prices quoted are final prices and do not include VAT. This exemption applies only to our tailored planning services fees. Where we arrange bookings with third-party service providers (hotels, tour operators, transport companies, etc.), their own VAT policies and pricing will apply as stated in their terms.

The Tour Operator's VAT treatment is governed by their own tax jurisdiction and will be reflected in the final package price. Travel services supplied by Tour Operators established outside Germany may be subject to different VAT rules under EU or local law.

Unless expressly stated otherwise, the following costs are typically NOT included unless explicitly stated:

• International Flights

• Travel insurance (cancellation, medical, baggage)

• Visa fees and passport costs

• Meals not specified in itinerary

• Alcoholic beverages, and additional snacks

• Personal expenses (shopping, souvenirs, internet, phone, laundry, tips...)

• Airport/port taxes and security fees (unless included in ticket price)

• Baggage fees beyond standard allowance

• Entrance fees to national parks, temples, and other sites (if not part of the inclusion tours)

• Extra Cost for Solo Traveler

• Unforeseen Expenses Due to Weather / Delays

• Costs arising from delays, cancellations, or changes not attributable to RTP

• Any Other Item Not Specifically Mentioned as Included

4.2.Intermediary Travel Services – Signature Tours

4.2.1.Booking Request and Contract Formation

A booking for a Signature Tour constitutes the Customer's binding offer to enter into a package travel contract with the Tour Operator, with RTP acting as intermediary.

The booking process follows these steps:

1. Inquiry and Tour Selection: The Customer inquires about a Signature Tour. RTP provides the tour description, pricing, terms and conditions, and the standard information form.

2. Booking Request: The Customer submits a completed booking form with all required information (full names as per passport, date of birth, nationality, passport details, contact information, dietary requirements, special requests, etc.).

3. Transmission to Tour Operator: RTP transmits the booking request to the Tour Operator for acceptance. The transmission by RTP does not constitute acceptance of the Customer's offer.

4. Confirmation or Rejection: The Tour Operator independently decides whether to accept the booking based on availability, participant suitability, and any other criteria in their terms. If accepted, the Tour Operator issues a booking confirmation.

5. Contract Concluded: The package travel contract between the Customer and the Tour Operator is concluded when the Customer receives written booking confirmation from RTP (on behalf of the Tour Operator). This confirmation contains all essential contract details.

If the Tour Operator does not accept the booking within 4 business days, or if the tour is no longer available at the requested price or dates, RTP will notify the Customer immediately and, where possible, propose alternative options.

4.2.2.Pricing and Payment Structure

4.2.2.1.Total Package Price

The total package price is set by the Tour Operator and includes all travel services as specified in the tour description and booking confirmation. The price is quoted in Euros (EUR) unless otherwise agreed in writing.

4.2.2.2.Exclusions

Unless expressly stated otherwise, the following are NOT included in the package price:

• International Flights

• Travel insurance (cancellation, medical, baggage)

• Visa fees and passport costs

• Meals not specified in itinerary

• Alcoholic beverages, and additional snacks

• Personal expenses (shopping, souvenirs, internet, phone, laundry, tips...)

• Airport/port taxes and security fees (unless included in ticket price)

• Baggage fees beyond standard allowance

• Entrance fees to national parks, temples, and other sites (if not part of the inclusion tours)

• Extra Cost for Solo Traveler

• Unforeseen Expenses Due to Weather / Delays

• Costs arising from delays, cancellations, or changes not attributable to RTP

• Any Other Item Not Specifically Mentioned as Included

4.2.2.3.4.2.2.3. Price Changes

Once the booking is confirmed and the deposit has been paid, the package price is generally fixed. However, in accordance with Article 10 of the Package Travel Directive (EU) 2015/2302, the Tour Operator may increase the package price only in the following cases:

• Changes in the price of passenger transport resulting from changes in fuel or other energy costs

• Changes in taxes or fees imposed by third parties not directly involved in the performance of the package (including tourist taxes, landing taxes, embarkation/disembarkation fees at ports and airports)

• Changes in currency exchange rates relevant to the package

• Any price increase:

  • May not exceed 8% of the total package price

  • Must be communicated to the Customer in a clear and comprehensible manner with justification and calculation

  • Cannot be imposed within 20 days before the start of the package

If a price increase exceeds 8% of the total package price, the Customer has the right to terminate the contract without paying a termination fee and to obtain a full refund of all payments made minus expenses already incurred by the provider to facilitate the tour.

The Customer is also entitled to a price reduction corresponding to any decrease in the costs referred to above that occurs after the contract has been concluded and before the start of the package.

4.2.2.4.Payment Schedule

Payment terms are set by the Tour Operator and communicated in the booking confirmation. Standard payment structure is typically:

• Deposit Payment: A deposit (typically 20-30% of the total package price, or a fixed amount as specified by the Tour Operator) is required at the time of booking to secure the reservation.

• Balance Payment: The remaining balance is due by a specified date before departure (typically 6-8 weeks prior, but may vary depending on the Tour Operator and the specific tour).

• Late Bookings: For bookings made within the balance payment deadline, full payment is required at the time of booking.

The exact payment schedule, including deadlines and amounts, will be clearly stated in the booking confirmation/Invoice.

4.2.3.Payment Processing

RTP processes payments on behalf of the Tour Operator. All payments are made directly to RTP and are forwarded to the Tour Operator according to the agreed payment terms.

• Accepted Payment Methods: Bank transfer (SEPA), credit card via online payment systems, PayPal, Wise transfer. Payment must be made in Euros (EUR) unless otherwise agreed in writing.

• Payment Confirmation: Upon receipt of payment, RTP will issue a payment confirmation within 2 business days. This confirmation serves as proof of payment but does not constitute booking confirmation (which comes separately from the Tour Operator).

• Security of Payments: Payments made to RTP for Signature Tours are protected by the insolvency protection scheme maintained by the Tour Operators as required under the Package Travel Directive (EU) 2015/2302.

4.2.4.Consequences of Late or Non-Payment

If a payment is not received by the specified deadline, RTP reserves the right to suspend or cancel the booking process.

Any disadvantages resulting from late or non-payment, including price increases, loss of availability, or inability to confirm services, shall be borne by the Customer. RTP will use reasonable efforts to mitigate such disadvantages but cannot guarantee pricing or availability in the absence of timely payment.

Grace Period: If payment is not received by the deadline, RTP will send a payment reminder providing a grace period of 2 business days. If payment is still not received after the grace period, the booking will be automatically cancelled, and any paid deposits will be subject to the cancellation policy in effect at that time.

Late Payment Fees: If RTP must re-book services due to late payment, any additional costs incurred (rebooking fees, price differences) will be charged to the Customer. RTP may charge an administrative fee of €25 per rebooking.

The Customer is responsible for ensuring timely payment according to the schedule provided in the booking confirmation.

4.2.5.Third-Party Provider Terms

All bookings and payments for travel services are subject to these Terms and Conditions of RTP as well as the terms and conditions of the respective third-party providers (including airlines, accommodation providers, transport companies, DMC, and activity operators).

RTP acts solely as an intermediary and is not responsible for pricing changes, payment deadlines, cancellation conditions, or other contractual terms imposed by third-party providers. Such conditions form part of the contractual relationship between the Customer and the provider.

In case of conflict between these RTP Terms and Conditions and the Tour Operator's terms, the Tour Operator's terms shall prevail with regard to the performance of the travel services. RTP's terms apply to matters relating to RTP's intermediary services, payment processing, and customer relationship management.

4.2.6.Modifications to Confirmed Bookings

Refer to CANCELLATION AND REFUND POLICY 4 Modifications to Confirmed Bookings.

4.2.1.Cancellations and Refunds

Refer to CANCELLATION AND REFUND POLICY

4.2.2.VAT Treatment

RTP operates as a small business pursuant to Section 19(1) of the German VAT Act (UStG). As our annual turnover does not exceed the statutory thresholds (€25,000 in the previous calendar year and a projected €100,000 in the current year), we are exempt from charging value-added tax.

Accordingly, no VAT is shown on our invoices. All prices quoted are final prices and do not include VAT. This exemption applies only to our tailored planning services fees. Where we arrange bookings with third-party service providers (hotels, tour operators, transport companies, etc.), their own VAT policies and pricing will apply as stated in their terms.

The Tour Operator's VAT treatment is governed by their own tax jurisdiction and will be reflected in the final package price. Travel services supplied by Tour Operators established outside Germany may be subject to different VAT rules under EU or local law.

 

5.Travel Documentation

5.1.Travel Documentation & Deliverables

As part of the Tailored Planning services, Signature Tours, and as intermediary RTP may provide written or digital travel documentation (“Travel Documentation”), which may include itineraries, destination notes, practical tips, and recommendations.

The Travel Documentation:

• Is created manually by RTP based on professional experience and research, and/or third-party information

• Reflects RTP’s proprietary structure, formatting, and presentation style

• May be delivered in digital form (PDF, email, online document, or similar)

• Complete travel documents (vouchers, tour confirmation, itinerary details)

• Contact information for the Tour Operator and local representatives

• Emergency contact details

Travel documents are typically provided 2-3 weeks before departure.

RTP reserves the right to determine the final format, structure, and level of detail of the Travel Documentation. There is no entitlement to a minimum number of pages, sections, or specific layout. Depending on the destination and complexity of the trip, documentation may be concise or more comprehensive. Customers must review all documents carefully upon receipt and notify RTP immediately of any discrepancies or errors.

5.2.Accuracy of Information and Third-Party Content

All Travel Documentation and recommendations are prepared by RTP with due professional care and based on information available at the time of creation. However, certain elements rely on third-party information beyond RTP’s control, including but not limited to:

• Opening hours

• Prices and tariffs

• Seasonal availability

• Event schedules

• Transportation timetables

• Entry rules or local regulations

Such information may change at short notice. Customers are therefore strongly advised to verify time-sensitive or critical details (e.g. opening hours, entry conditions, schedules) directly with the relevant service providers before and during travel.

While we will make every reasonable effort to inform clients of any changes to third-party information that come to our attention after the travel documents have been issued, RTP cannot guarantee the accuracy, completeness, or continued availability of information provided by third parties, nor be held responsible for changes beyond our control.

5.3.Independence and Neutrality of Recommendations

References to hotels, service providers, activities, or companies are based solely on RTP’s professional and subjective assessment, experience, and suitability for the Customer’s stated preferences.

Unless expressly disclosed:

• Recommendations do not constitute paid promotions or advertising

• RTP does not guarantee specific quality standards of third-party providers

• RTP does not accept responsibility for services performed directly by third parties

5.4.Travel Documentation Delivery

5.4.1.Standard Electronic Delivery

Travel documentation will be delivered to the Customer electronically, primarily by email, or, where applicable, made available directly by the relevant service providers (such as airlines, accommodation providers, or car rental companies).

RTP’s delivery obligation is fulfilled once the documentation has been properly sent to the email address provided by the Customer or made available by the respective provider. The Customer bears the transmission risk after proper dispatch, including issues caused by incorrect contact details, spam filtering, or technical problems on the Customer’s side. This does not apply where non-delivery is attributable to RTP’s fault.

5.4.2.Courier or Physical Delivery (Upon Request)

If the Customer expressly requests delivery of travel documentation by courier or other physical means, all resulting delivery costs shall be borne by the Customer.

In such cases, the transmission risk passes to the Customer upon proper handover to the courier or delivery service, unless loss or damage is caused by RTP’s fault or gross negligence.

5.4.3.Verification Obligation of the Customer

The Customer is requested, in their own interest, to review all travel documentation immediately upon receipt for completeness and accuracy (including names, dates, and services booked).

Any discrepancies or errors must be reported without undue delay to RTP or, where applicable, directly to the relevant service provider. Failure to promptly notify discrepancies may limit the ability to correct errors and may result in additional costs or damages for which RTP cannot be held responsible, to the extent permitted by law.

6.Data Protection

RTP is responsible under data protection law for processing the personal data of Customers for the purpose of contract performance pursuant to Art. 6 Para. 1 lit. b GDPR. Personal data of Customers will be processed exclusively for the execution and handling of bookings.

Personal data will not be disclosed to third parties for purposes other than contract fulfillment without the Customer's consent. Data will be deleted as soon as it is no longer required for the purpose of its processing, unless RTP is obligated pursuant to Art. 6 Para. 1 lit. c GDPR to longer storage due to tax and commercial retention and documentation obligations, or the Customer has consented to extended storage pursuant to Art. 6 Para. 1 lit. a GDPR.

For complete information about how we collect, use, and protect your personal data, including your rights under GDPR (access, rectification, erasure, data portability, etc.), please see our detailed Privacy Policy at: https://www.roxystravelplan.com/privacy

By accepting this agreement, you also acknowledge that you have read and agree to our Privacy Policy, which governs how your personal data is collected, used, and transferred. Privacy Policy at: https://www.roxystravelplan.com/privacy

7.Copyright and Usage Rights

7.1.Copyright and Usage Rights

The Customer receives a simple, non-transferable right of use to the documentation compiled for them. This is exclusively for non-commercial use. The use serves exclusively for the Customer's own travel purposes. The Customer may share the documentation with travel companions for the purpose of trip planning for that particular trip.

The documentation is protected by copyright by RTP and may not be reproduced for commercial purposes, distributed publicly, made publicly accessible via internet or social media, or otherwise passed on to unrelated third parties, either digitally or in printed form, in whole or in part.

Any manipulation or reproduction is prohibited. RTP is and remains the owner of the documentation and information. Any exploitation outside the limits of copyright law is inadmissible and punishable without written consent. The granting of usage rights by RTP to the Customer is subject to the condition of complete payment of the purchase price for the selected consultation package.

When sharing our recommendations publicly, please credit 'Roxys Travel Plan (www.roxystravelplan.com)' and link to our website.

7.2.Prohibited Uses

You may not:

• Use materials for commercial purposes;

• Reproduce, distribute, or sell our content;

• Remove copyright notices or attributions;

• Create derivative works without permission;

• Use materials in competing travel planning services.

Violation of these usage restrictions may result in legal action and termination of services without refund.

8.Delivery Times

The Customer receives the documentation approximately 30 to 20 days before travel begins. For bookings made within 60 days of the travel start date, delivery occurs approximately 10 days before travel begins in the form of an electronic PDF file.

For bookings made less than 5 days before travel, delivery timeframes will be agreed individually with the Customer at time of booking. In such cases, RTP will make best efforts to deliver documentation promptly, but cannot guarantee delivery before travel commencement.

If documentation is not delivered within the stated timeframe due to RTP's fault, the Customer may: (a) request a partial refund proportional to the delay, or (b) if the delay makes the documentation substantially less useful, withdraw from the contract and receive a full refund. These remedies do not apply if the delay is caused by force majeure or circumstances beyond RTP's control.

A display program is required to open the file.

9.Customer Obligations

When booking a Signature Tour, or Tailored services, the Customer is responsible for:

• Providing accurate and complete information in the booking form (full names matching passport, correct passport numbers, nationality, date of birth, contact details, dietary requirements, mobility limitations, medical conditions relevant to travel, etc.)

• You must immediately notify us of any changes to provided information. Failure to provide accurate information may result in denied boarding, entry refusal, additional costs, or inability to use services, for which we are not liable.

• Providing false information may result in immediate termination of services without refund and potential legal action.

• Ensuring all travelers have valid passports with sufficient validity (typically at least 6 months beyond the return date)

• Obtaining all required visas and entry permits for the destinations included in the tour

• Complying with health requirements (vaccinations, medical certificates, COVID-19 protocols if applicable)

• Obtaining adequate travel insurance (medical, cancellation, baggage, repatriation)

• Reading and understanding the terms and conditions, itinerary details, and pre-departure information

• Making timely payments according to the schedule provided

• Notifying RTP immediately of any changes in personal circumstances that may affect the booking (health issues, passport loss, etc.)

• Arriving at meeting points and departure locations on time as specified in the travel documents

• Behaving appropriately during the tour and following the instructions of tour guides and local representatives

• Travel documents Verification Requirements: You are solely responsible for ensuring you have valid passports, visas, vaccinations, and other documents required for your journey. Passports must be valid for at least 6 months beyond your return date. You must verify entry requirements with the relevant embassies and consulates. We are not responsible for denied entry or other issues arising from documentation problems. No refunds will be provided for cancellations due to inadequate travel documentation.

Failure to comply with these obligations may result in denied boarding, denied entry to countries, exclusion from activities, or termination of services without refund.

10.Complaints and Customer Service

10.1.Complaints and Claims

If the Customer experiences any defect in the performance of the package during the trip, they must:

• Report the issue immediately to the Tour Operator's local representative or guide so that a remedy can be sought on the spot

• If the issue is not resolved locally, notify RTP as soon as reasonably possible (by email) so RTP can assist in liaising with the Tour Operator

• Document the defect with photos, receipts, or written statements where possible

Failure to report defects promptly may reduce or eliminate the Customer's right to a price reduction or compensation, as the Tour Operator must be given the opportunity to remedy the situation.

Post-trip formal complaints must be submitted in writing to RTP within 30 days of the end of the package. RTP will forward the complaint to the Tour Operator and assist in seeking a resolution.

Claims for price reduction or compensation are assessed under the laws governing the package travel contract and the Tour Operator's liability terms.

10.2.Roxys Travel Plan Contact Details for Complaints

If you are dissatisfied with any aspect of our service, please contact us immediately:

Email: info@roxystravelplan.com

Phone: +4915254252476

Address: Fichtenstraße 8, 93458 Eschlkam, Germany

We will acknowledge receipt of your complaint within 5 business days and aim to provide a substantive response within 14 days.

10.3.Alternative Dispute Resolution

If we cannot resolve your complaint to your satisfaction internally through direct communication, consumers may contact the following consumer arbitration board:

Universalschlichtungsstelle des Bundes Zentrum für Schlichtung e.V.

Straßburger Straße 8 77694 Kehl am Rhein, Germany

Email: mail@universalschlichtungsstelle.de

Website: www.universalschlichtungsstelle.de

Note: As a small business with 10 or fewer employees, RTP is not obligated to participate in arbitration procedures under Section 36 VSBG.

11.Final Provisions

11.1.Availability and Amendments

These Terms and Conditions are available to the Customer at all times at:

https://www.roxystravelplan.com/terms-conditions

RTP reserves the right to amend these Terms and Conditions. RTP undertakes to keep the applicable Terms and Conditions up to date.

11.2.Language of the Terms and Conditions

The official version of these Terms and Conditions is in English. Translations in French and German are provided for convenience and informational purposes only. In the event of any discrepancy or conflict between the English version and a translation, the English version shall prevail.

11.3.Website Language and Prevailing Version

The Website and its content are primarily drafted in the English language. Translations into other languages, including French and German, are provided for convenience only. In the event of any discrepancy, inconsistency, or divergence between the English version and any translated version, the English version shall prevail and be legally binding.

11.4.Severability

The possible invalidity or ineffectiveness of one or more provisions of these Terms and Conditions does not affect the validity of the remaining provisions. The parties undertake to replace the invalid provision with a corresponding valid provision that comes closest economically and legally to the intended regulation.

11.5.Assignment

RTP is entitled to transfer all rights and obligations falling within the scope of these Terms and Conditions, in whole or in part, to a third party with discharging effect. The Customer hereby consents to such transfer of contract. In the event that RTP makes use of this transfer option, the Customer has the right to terminate the contract.

11.6.Jurisdiction

If the Customer is a merchant, a legal entity under public law, or a special fund under public law, the place of jurisdiction for all disputes arising from the contractual relationship is the registered office of RTP. The place of performance is the registered office of RTP.

If the Customer does not have a general place of jurisdiction in Germany or another EU member state, or if the Customer has relocated their residence to a country outside the EU after these Terms and Conditions become effective, or if their residence or habitual abode is not known at the time the action is filed, the exclusive place of jurisdiction for all disputes arising from this contract is the registered office of RTP.

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