Welcome to the Egencia UK Ltd. website (the “Website”). This Website is provided solely to assist a company that subscribes to the Egencia service (a “Company”) and Company’s authorized travelers (“authorized travelers” or “travelers”) to manage their business travel needs, including gathering travel information, determining the availability of travel-related goods and services, booking legitimate reservations for themselves or, in the case of Company designated travel arrangers (“travel arrangers”, on behalf of others or otherwise transacting business with travel suppliers, and Company’s designated travel managers (“travel managers”) to view and access reports, and for no other purposes.
The terms “we”, “us”, “our”, and “Egencia” refer to Egencia UK Ltd, a UK Limited Company, and its subsidiaries and corporate affiliates, (collectively, the “Egencia Companies”). “Egencia Partner” means any co-branded and/or linked website through which we provide links, content or service. The term “you” refers to any authorized traveler, travel arranger or travel manager of a Company visiting the Website, booking a reservation through this Website, and/or booking a reservation through Egencia agents. TPX’ means Travel Partner Exchange S.L. whose registered office is Paseo Milicias de Garachico 1, Edificio Hamilton, oficina 79 38002 Santa Cruz de Tenerife, Canary Islands, Spain.
USE OF THE WEBSITE
As a condition of your use of this Website, you warrant that:
- you are at least 18 years of age;
- you are either an authorized traveler, travel arranger or travel manager;
- you possess the legal authority to create a binding legal obligation;
- you will only use this Website to make legitimate bookings for yourself or on behalf of those parties within your Company for whom you are legally authorized to act as a travel arranger;
- all information supplied by you on this Website is true, accurate, current and complete; and
- you will safeguard your Egencia account information and will supervise and be completely responsible for any use of your account by anyone other than you.
- you are either authorized by your Company to use the services offered through this Website; or to the extent that you are making travel reservations on behalf of another traveler of your Company.
The content and information on this Website (including, but not limited to, price and availability of travel services), as well as the infrastructure used to provide such content and information, is proprietary to us or our suppliers and providers or to your Company, or to those suppliers with whom your Company may have contracted directly with for travel services. While you may make limited copies of your travel itinerary (and related documents) for travel reservations booked through this Website, you agree not to otherwise modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell or re-sell any information, software, products, or services obtained from or through this Website. Additionally, you agree not to:
- use this Website or its contents for any commercial purpose;
- make any speculative, false, or fraudulent reservation or any reservation in anticipation of demand;
- access, monitor or copy any content or information of this Website using any robot, spider, scraper or other automated means or any manual process for any purpose without our express written permission;
- violate the restrictions in any robot exclusion headers on this Website or bypass or circumvent other measures employed to prevent or limit access to this Website;
- take any action that imposes, or may impose, in our discretion, an unreasonable or disproportionately large load on our infrastructure;
- deep-link to any portion of this Website (including, without limitation, the purchase path for any travel services) for any purpose without our express written permission; or
- “frame”, “mirror” or otherwise incorporate any part of this Website into any other website without our prior written authorization.
If your booking or account shows signs of fraud, abuse or suspicious activity, Egencia may cancel any reservations associated with your name, email address or account, and close any associated Egencia accounts. If you have conducted any fraudulent activity, Egencia reserves the right to take any necessary legal action and you may be liable for monetary losses to Egencia, including litigation costs and damages. To contest the cancellation of a booking or freezing or closure of an account, please contact Egencia Customer Service.
SUPPLIER RULES AND RESTRICTIONS
Additional terms and conditions will apply to your reservation and purchase of travel-related goods and services that you select. Please read these additional terms and conditions carefully. In particular, if you have purchased an airfare, please ensure you read the full terms and conditions of carriage issued by the Supplier, which can be found on the Supplier’s website. You agree to abide by the terms and conditions of purchase imposed by any Supplier with whom you elect to deal, including, but not limited to, payment of all amounts when due and compliance with the Supplier’s rules and restrictions regarding availability and use of fares, products, or services. For example, airfare is only guaranteed once the purchase has been completed and the tickets have been issued. Airlines and other travel Suppliers may change their prices without notice. Egencia reserves the right to cancel your booking if full payment is not received in a timely fashion.
Egencia may offer you the opportunity to book a reservation for a combination of two one—way tickets instead of a roundtrip ticket. Combined one-way tickets may provide a greater choice of flights, are often cheaper and can be combined on the same airline or on different airlines. Unlike roundtrip tickets, each one-way ticket is subject to its own rules, restrictions, and fees. If one of these flights is affected by an airline change (e.g. cancellation or rescheduling) that causes you to make changes to the other flight, you will be responsible for any fees incurred for making changes to the unaffected flight.
For certain low-cost carriers, the price of your flight has been converted from a different currency for convenience purposes to provide you an estimate of the amount of the purchase in your local currency. As a result, when you book, the amount charged to your credit card by the airline may be slightly different due to currency fluctuations. Your statement may also include an applicable fee from your card issuer to process the transaction plus any applicable taxes for international purchases.
Federal law forbids the carriage of hazardous materials aboard aircraft in your luggage or on your person. A violation can result in five years’ imprisonment and penalties of $250,000 or more (49 U.S.C. 5124). Hazardous materials include explosives, compressed gases, flammable liquids and solids, oxidizers, poisons, corrosives and radioactive materials. Examples: Paints, lighter fluid, fireworks, tear gases, oxygen bottles, and radio-pharmaceuticals. There are special exceptions for small quantities (up to 70 ounces total) of medicinal and toilet articles carried in your luggage and certain smoking materials carried on your person.
Some hotel suppliers may require you to present a credit card, debit card, or cash deposit upon check-in to cover additional expenses incurred during your stay. Such deposit is unrelated to any payment received by Egencia for your hotel booking. Egencia is not liable for any costs incurred due to relocation. You acknowledge that some third-party providers offering certain services and/or activities may require you to sign their liability waiver prior to participating in the service and/or activity they offer. You understand that any violation of any such supplier’s rules and restrictions may result in cancellation of your reservation(s), in your being denied access to the applicable travel product or services, in your forfeiting any monies paid for such reservation(s), and/or in our debiting your account for any costs we incur as a result of such violation.
In the UK, if a Customer is disabled or has reduced mobility and they require assistance with their rail journey then they should contact the train operating company on which they will be travelling at least 24 hours before they are due to travel to request such assistance, and further information can be found on the National Rail Enquiries website here.
The European Commission’s Online Dispute Resolution Platform is available at http://ec.europa.eu/odr.
How Our Sort Order is Determined:
Egencia’s sort order for supply (e.g., flights, lodging, car etc.) provided in response to a search query is determined by a number of factors which vary for different travel services, including, for example, price and availability as well as, where applicable, travel schedules, such as travel duration and travel time, location, review scores and star ratings. In each case, the traveler can adjust the filters and sort factors to adjust the display to best meet the traveler’s individual preferences and travel needs. Additionally, we continually optimize our service to provide the best experience to travelers. Accordingly, we may test different default sort order algorithms from time to time.
CORPORATE TRAVEL POLICIES
Your Company may provide Egencia LLC with its applicable travel policies (“Corporate Travel Policies”). We will assist your Company to apply the terms and conditions of its Corporate Travel Policies when transacting business with you. If you have any questions regarding the rules and regulations of your Corporate Travel Policy, please contact your Company directly for clarification.
Company is responsible for ensuring that any travel purchases hereunder are made in accordance with its travel procedures and guidelines (including in cases where the Corporate Travel Site offers travel policy control features) and for resolving any disputes with its employees and agents related thereto. Egencia is not responsible for any travel purchases made hereunder in violation of Company's travel procedures or guidelines.
Company will be responsible for any debit memo charges or penalty fees assessed by any third party related to Company's travel purchases or activities hereunder (e.g., back-to-back ticketing, etc), as well as any costs, damages, or amounts arising from or related to Company's negotiated air contracts, except to the extent that such charges or fees or costs, damages, or amounts assessed against EGENCIA for which it is responsible in accordance with the invoice procedures above.
LOCAL TAXES AND PAYMENT
Unless specified otherwise in the Rules and Restrictions, the prices of the Services shown on the Website are expressed in GBP, excluding local taxes imposed by the authorities in some countries.
The price of Services booked on the Website or by telephone must be paid either to (i) Egencia or one of the Expedia Companies, such as TPX, which will accept such payments on behalf of the Suppliers, and/or (ii) directly to the Suppliers. Payment may be charged by more than one party (as will be shown on the Customer's bank or credit card statement) however the total amount charged will not exceed the total price of the Services.
The Customer shall provide the details of his/her payment card and payee will often have to verify: (i) the validity of the payment card (through a charge of a nominal value that is either refunded within a few days or deducted from the final payment due to the Supplier) and, (ii) the availability of funds on the payment card (to be confirmed by the bank issuing the Customer's credit card).
PREPAID HOTEL RESERVATIONS
You acknowledge that Egencia UK Ltd and its respective subsidiaries and corporate affiliates (collectively, the “Egencia Companies”) pre-negotiate certain room rates with hotel suppliers to facilitate the booking of reservations. You also acknowledge that the Egencia Companies provide you services to facilitate such booking of reservations for consideration (the “facilitation fee”). The room rate displayed on the Website is a combination of the pre-negotiated room rate for rooms reserved on your behalf by the Egencia Companies and the facilitation fee retained by us for our services. You authorize the Egencia Companies to book reservations for the total reservation price, which includes the room rate displayed on the Website, plus tax recovery charges, service fees and where applicable, taxes on our services and transaction fees. You agree that your credit card will be charged by us for the total reservation price. Upon submitting your reservation request you authorize the Egencia Companies, including Travelscape, LLC, to facilitate hotel reservations on your behalf, including making payment arrangements with hotel suppliers.
You acknowledge that, except as provided below with respect to tax obligations on the amounts we retain for our services, we do not collect taxes for remittance to applicable taxing authorities. The tax recovery charges on prepaid hotel transactions are a recovery of the estimated transaction taxes (e.g. sales and use, occupancy, room tax, excise tax, value added tax, etc.) that are paid to the hotel supplier for taxes due on the hotel’s rental rate for the room. The hotel suppliers invoice us for certain charges, including tax amounts. The hotel suppliers are responsible for remitting applicable taxes to the applicable taxing jurisdictions. None of the Egencia Companies act as co-vendors with the supplier with whom we book or reserve our customer’s travel arrangements. Taxability and the appropriate tax rate vary greatly by location. The actual tax amounts paid to the hotel suppliers may vary from the tax recovery charge amounts, depending upon the rates, taxability, etc. in effect at the time of the actual use of the hotel by our customers. We retain service fees as additional compensation in servicing your travel reservation. Service fees retained by us for our services vary based on the amount and type of hotel reservation.
Sales, use, and/or local hotel occupancy taxes are imposed on the amounts that we charge for our services (facilitation fee and/or service fee) in certain jurisdictions. For hotel stays in New York State, but outside of New York City, for example, tax recovery charges as described above are collected to cover the taxes due on the rent received by the hotel supplier for the room and there is no local hotel occupancy tax on our services. The actual tax amounts paid by us to taxing authorities on our services may vary from the tax amounts charged depending upon the rates, taxability, etc. in effect at the time of the actual use of hotel by our customers.
PAY NOW OR PAY LATER DETAILS
With certain hotels, you may be presented with the option to pay online now or pay later at the hotel. If you select the “Pay Online Now” option, Egencia will charge the amount to your credit card in the amount shown immediately. If you select “Pay Later at the Hotel”, the hotel will charge your credit card in the local currency at the time of your stay. In the event, you decide to pay later, in which your card is on hold at a hotel partner, and you do not show up or cancel, the hotel may impose a no-show fee. In this event, either the hotel, Egencia, or an Expedia Group Company will charge the hotel’s no-show fee in the hotel’s local currency. Please note that taxes and fees vary between the two payment options. Tax rates and foreign exchange rates could change in the time between booking and stay.
BANK AND CREDIT CARD FEES
Some banks and credit card companies impose fees for international transactions. If you are making a booking from outside of the United States on a US credit card, your bank may convert the payment amount to your local currency and charge you a conversion fee. This means the amount listed on your credit or bank card statement may be in your local currency and therefore a different figure than the figure shown on the billing summary page for a reservation booked on the Website. In addition, a foreign transaction fee may be assessed if the bank that issued your credit card is located outside of the United States. Booking international travel may be considered to be an international transaction by the bank or card company, since Egencia may pass on your payment to an international travel supplier. The currency exchange rate and foreign transaction fee is determined solely by your bank on the day that they process the transaction. If you have any questions about these fees or the exchange rate applied to your booking, please contact your bank.
You are responsible for ensuring that you meet foreign entry requirements and that your travel documents, such as passports and visas (transit, business, tourist, and otherwise), are in order and any other foreign entry requirements are met. Egencia has no special knowledge regarding foreign entry requirements or travel documents. We urge customers to review travel prohibitions, warnings, announcements, and advisories issued by the relevant governments prior to booking travel to international destinations.
Passport and Visa: You must consult the relevant Embassy or Consulate for this information. Requirements may change and you should check for up-to-date information before booking and departure. We accept no liability if you are refused entry onto a flight or into any country due to your failure to carry the correct and adequate passport, visa, or other travel documents required by any airline, authority, or country, including countries you may just be transiting through. This includes all stops made by the aircraft, even if you do not leave the aircraft or airport.
Health: Recommended inoculations for travel may change and you should consult your doctor for current recommendations before you depart. It is your responsibility to ensure that you meet all health entry requirements, obtain the recommended inoculations, take all recommended medication, and follow all medical advice in relation to your trip.
Disinsection: Although not common, most countries reserve the right to disinsect aircraft if there is a perceived threat to public health, agriculture or environment. The World Health Organization and the International Civil Aviation Organization have approved the following disinsection procedures: (1) spray the aircraft cabin with an aerosolized insecticide while passengers are on board or (2) treat the aircraft’s interior surfaces with a residual insecticide while passengers are not on board. For more information, see: https://www.transportation.gov/airconsumer/spray
BY OFFERING RESERVATIONS FOR TRAVEL PRODUCTS IN PARTICULAR INTERNATIONAL DESTINATIONS, EGENCIA DOES NOT REPRESENT OR WARRANT THAT TRAVEL TO SUCH AREAS IS ADVISABLE OR WITHOUT RISK, AND IS NOT LIABLE FOR DAMAGES OR LOSSES THAT MAY RESULT FROM TRAVEL TO SUCH DESTINATIONS
The Information, Software, Products and Services published on this Website may include inaccuracies or errors, including pricing errors. In particular, the Egencia Companies and the Egencia Partners do not guarantee the accuracy of, and disclaim all liability for any errors or other inaccuracies relating to the information and description of the hotel, air, cruise, car and other travel products displayed on this Website (including, without limitation, the pricing, photographs, list of hotel amenities, general product descriptions, etc.). In addition, Egencia expressly reserves the right to correct any pricing errors on our Website and/or on pending reservations made under an incorrect price. In such event, if available, we will offer you the opportunity to keep your pending reservation at the correct price or we will cancel your reservation without penalty.
Hotel ratings displayed on this Website are intended as only general guidelines, and the Egencia Companies and Egencia Partners do not guarantee the accuracy of the ratings. The Egencia Companies, the Egencia Partners and their respective suppliers make no guarantees about the availability of specific products and services. The Egencia Companies, the Egencia Partners and their respective suppliers may make improvements and/or changes on the Website at any time.
The Egencia Companies, the Egencia Affiliates and their respective suppliers make no representations about the suitability of the information, software, products and services contained on this Website for any purpose, and the inclusion or offering of any products or services on this Website does not constitute any endorsement or recommendation of such products or services by the Egencia Companies or the Egencia Partners. All such information, software products, and services are provided “as is” without warranty of any kind. The Egencia Companies, the Egencia Partners and their respective suppliers disclaim all warranties and conditions that this Website, its servers or any email sent from the Egencia Companies, the Egencia Partners and/or their respective suppliers are free of viruses or other harmful components. The Egencia Companies, the Egencia Partners and their respective suppliers hereby disclaim all warranties and conditions with regard to this information, software, products and services, including all implied warranties and conditions of merchantability, fitness for a particular response, title and non-infringement.
The carriers, hotels and other suppliers providing travel or other services on this Website are independent contractors and not agents or employees of the Egencia Companies or the Egencia Partners. The Egencia Companies and the Egencia Partners are not liable for the acts, errors, omissions, representations, warranties, breaches or negligence of any such suppliers or for any personal injuries, death, property damage, or other damages or expenses resulting there from. The Egencia Companies and the Egencia Partners have no liability and will make no refund in the event of any delay, cancellation, overbooking, strike, force majeure or other causes beyond their direct control, and they have no responsibility for any additional expenses, omissions, delays, re-routing or acts of any government or authority.
In no event shall the Egencia Companies, the Egencia Partners and/or their respective suppliers be liable for any direct, indirect, punitive, incidental, special or consequential damages arising out of, or in any way connected with, your access to, display of or use of this Website or with the delay or inability to access, display or use this Website (including, but not limited to, your reliance upon opinions appearing on this Website; any computer viruses, information, software, linked sites, products and services obtaining through this Website; or otherwise arising out of the access to, display of or use of this Website) whether based on a theory of negligence, contract, tort, strict liability, consumer protection statutes, or otherwise, and even if the Egencia Companies, the Egencia Partners and/or their respective suppliers have been advised of the possibility of such damages.
If, despite the limitation above, the Egencia Companies, the Egencia Partners or their respective suppliers are found liable for any loss or damage which arises out of or in any way connected with any of the occurrences described above, then the liability of the Egencia Companies, the Egencia Partners and/or their respective suppliers will in no event exceed, in the aggregate, the greater of (a) the transaction fees you paid to Egencia LLC in connection with such transaction(s) on this Website, or (b) One-Hundred Dollars (US$100.00) or the equivalent in local currency.
You agree to defend and indemnify the Egencia Companies, the Egencia Partners, and/or their respective suppliers and any of their officers, directors, employees and agents from and against any claims, causes of action, demands, recoveries, losses, damages, fines, penalties or other costs or expenses of any kind or nature including but not limited to reasonable legal and accounting fees, brought by third parties as a result of:
- your violation of any law or the rights of a third party; or
- your use of this Website.
LINKS TO THIRD-PARTY SITES
This Website may contain hyperlinks to websites operated by parties other than the Egencia Companies and the Egencia Partners. Such hyperlinks are provided for your reference only. We do not control such websites and are not responsible for their contents or the privacy or other practices of such websites. Further, it is up to you to take precautions to ensure that whatever links you select or software you download (whether from this Website or other websites) is free of such items as viruses, worms, trojan horses, defects and other items of a destructive nature. Our inclusion of hyperlinks to such websites does not imply any endorsement of the material on such websites or any association with their operators.
SOFTWARE AVAILABLE ON THIS WEBSITE
Please note that all Software, including, without limitation, all HTML code and Active X controls contained on this Website, is owned by the Egencia Companies, Egencia Partners, and/or our respective suppliers, and is protected by copyright laws and international treaty provisions. Any reproduction or redistribution of the Software is expressly prohibited, and may result in severe civil and criminal penalties. Violators will be prosecuted to the maximum extent possible.
WITHOUT LIMITING THE FOREGOING, COPYING OR REPRODUCTION OF THE SOFTWARE TO ANY OTHER SERVER OR LOCATION FOR FURTHER REPRODUCTION OR REDISTRIBUTION IS EXPRESSLY PROHIBITED. THE SOFTWARE IS WARRANTED, IF AT ALL, ONLY ACCORDING TO THE TERMS OF THE LICENSE AGREEMENT.
If a currency converter is available on the Website, the following terms and conditions apply: Currency rates are based on various publicly available sources and should be used as guidelines only. Rates are not verified as accurate, and actual rates may vary. Currency quotes are not updated every day. Check the date on the currency converter feature for the day that currency was last updated. The information supplied by this application is believed to be accurate, but the Egencia Companies, the Egencia Partners, and/or our respective suppliers do not warrant or guarantee such accuracy. When using this information for any financial purpose, we advise you to consult a qualified professional to verify the accuracy of the currency rates. We do not authorize the use of this information for any purpose other than your personal use and you are expressly prohibited from the resale, redistribution, and use of this information for commercial purposes.
COPYRIGHT AND TRADEMARK NOTICES
All contents of this Website are ©2017 Egencia, LLC. All rights reserved. Egencia, Dataminder and the Egencia Bird logo are either registered trademarks or trademarks of the Egencia Companies in the U.S. and/or other countries. Other logos and product and company names mentioned herein may be the trademarks of their respective owners. Egencia is not responsible for content on websites operated by parties other than Egencia.
In accordance with the Digital Millennium Copyright Act (“DMCA”) and other applicable law, Egencia has adopted a policy of terminating, in appropriate circumstances and at Egencia’s sole discretion, subscribers or account holders who are deemed to be repeat infringers. Egencia may also at its sole discretion limit access to the Website and/or terminate the accounts of any users who infringe any intellectual property rights of others, whether or not there is any repeat infringement. If you believe that an account holder or subscriber is a repeat infringer, please provide information sufficient for us to verify that the account holder or subscriber is a repeat infringer when filing your notice.
NOTICE OF INFRINGING MATERIAL
If you believe in good faith that materials hosted by us infringe your copyright, you (or your agent) may send us a written notice that includes the following information. Please note that we will not process your complaint if it is not properly filled out or is incomplete. Any misrepresentations in your notice regarding whether content or activity is infringing may expose you to liability for damages.
- A clear identification of the copyrighted work you claim was infringed.
- A clear identification of the material you claim is infringing is on the Website, such as a link to the infringing material.
- Your address, email address and telephone number.
- A statement that you have a “good faith belief that the material that is claimed as copyright infringement is not authorized by the copyright owner, its agent, or the law.”
- A statement that “the information in the notification is accurate, and under penalty of perjury, the complaining party is authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.”
- A signature by the person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed.
You may send us your notice by using the contact information below.
We will review and address all notices that comply with the requirements above. If we remove or disable access in response to such a notice, we may notify the owner or administrator of the affected site or content so that he or she can make a counter notification.
We suggest that you seek legal counsel before filing a notice. Any misrepresentations in your notice regarding whether content or activity is infringing may expose you to liability for damages (including costs and attorneys’ fees).
If material you have posted has been taken down, you may file a counter-notification by fax or regular mail that sets forth the items specified below. You may want to seek legal counsel prior to doing so. Please include the following details:
- Identification of the specific content that was removed or disabled and the location that content appeared on Egencia’s Website. Please provide the URL address if possible.
- Your name, mailing address, telephone number and email address.
- A statement that you consent to the jurisdiction of Federal District Court for the judicial district in which your address is located, or if your address is outside of the United States, for any judicial district in which Egencia LLC may be found, and that you will accept service of process from the party who reported your content, or that party’s agent.
- The following statement: “I swear, under penalty of perjury, that I have a good faith belief that the content identified above was removed or disabled as a result of a mistake or misidentification.”
One or more patents owned by the Egencia Companies may apply to this Website and to the features and services accessible via the Website. Portions of this Website operate under license of one or more patents. Other patents pending.
This Agreement is governed by the laws of England and Wales. You hereby consent to the exclusive jurisdiction of the English courts in all disputes arising out of or relating to the use of this Web site. Use of this Web site is unauthorised in any jurisdiction that does not give effect to all provisions of these terms and conditions, including without limitation this paragraph.
If any part of this Agreement is found to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be affected or impaired.
This Agreement (and any other terms and conditions referenced herein) constitutes the entire agreement between you and Egencia UK Ltd with respect to this Website, our services and your dealings and relationships with us, and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written, between you and us with respect to this Website (excluding the agreement between your Company and Egencia UK Ltd). A printed version of this Agreement and of any notice given in electronic form shall be admissible in judicial, arbitration or other administrative proceedings to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form.
Fictitious names of companies, products, people, characters, and/or data mentioned on this Website are not intended to represent any real individual, company, product, or event.
Any rights not expressly granted herein are reserved.
For quick answers to your questions or ways to contact us, visit the Egencia Resource Center. Or, you can write to us at:
Egencia UK Ltd
39 Piccadilly, Manchester M1 3BN
©2021 Egencia LLC. All rights reserved