Terms and Conditions
The following terms and conditions apply in relation to contracts arranged by Agência de Viagens e Turismo "BEETRAVEL" as an agent and supplier, for transfers between the departure points and destinations, organized tours, organized trips, touristic packages, guided excursions, photography sessions, event planning or any other service not listed here. By booking any of our services, you agree to these terms and conditions. Please read them carefully.
References to “client”,” customer”, "you" and "your", in these terms and conditions means all passengers listed in the written confirmation (including anyone who is substituted or added at a later date). "We", "us”, “our", “ours”, “company”, “agency”, “planner” means Travel and Tour Agency “BEETRAVEL”. “Website” refers to this website or any other our websites and pages related to us.
1. Parties to the Agreement. These Terms and Conditions (“T&C”) constitute a legally binding agreement between “Beetravel”, a travel and tourism agency property of Vitaliy Serdyuk, with a registered address: Rua da Igreja Edifício Nobre 8200 Albufeira, and “You” who books or uses any of the services provided by “us”. Our services include, but are not limited to, private transfers, organized tours, touristic packages, guided excursions, photography sessions, event planning, and corporate travel solutions. The Company operates under the authority of licenses RNAVT (7975) and RNAAT (976/2018) ussued by Turismo de Portugal, I.P, compliant with national and EU laws (Directive 2015/2302).
a. Acceptance of Terms. By proceeding with a booking, whether online, via email, or by telephone, the Client aknoledges that they have read, understood, and agree to be bound by these T&C. The person making the booking (“the Lead Party”) represents and warrants that they are at least 18 years old of age and have autority to accept these T&C on behalf of all persons included in the booking. The Lead Party shall be jointly and severally liable for all obligations under this contract.
b. Modification of Therms. We reserve the right to amend or update these T&C at any time without prior notice. The version of T&C in effect at the time of your booking will govern the contractual relationship.
2. Booking and Payment
a. Booking Process. Booking can be made through Website, by sending a booking request via email, or by contacting us by telephone. For online bookings, the Client must follow the process outlined on the Website and provide all required information, which must be accurate and complete.
b. Payment and Confirmation. Full payment is required at the time of booking or, where agreed, upon arrival at the resort. An administrative fee of 4€ may be applied to online bookings. Upon successful receipt of payment and confirmation of service availability, we will issue a written confirmation, or “Voucher,” via email. This Voucher constitutes the formal acceptance of your booking request and creates a legally binding contract. The Voucher must be presented to our driver or representative for all booked services.
c. Voucher Accuracy. The Client is responsible for verifying all details on the Voucher immediately upon receipt. Any discrepancies must be reported to the Company within 24 hours of receiving the Voucher. We shall not be held liable for any service errors resulting from incorrect information provided by the Client at the time of booking.
3. Cancellations, Refunds, and Amendments
a. Client-Initiated Cancellations.
i. Organized Tours, Organized Trips, Photography and Packages: Payment are refundable if a cancellation requested is received in writing at least fourteen (14) days prior to the first scheduled service date.
ii. Events: Payment are refundable if a cancellation requested is received in writing at least thirty (30) days prior to the first scheduled service date.
iii. Private Transfers: Payment are refundable if a cancellation request is received in writing at least twenty-four (24) hours prior to the first scheduled service date (transfers up to 500km distance); At least seventy-two (72) hours prior to the first scheduled service date (transfers more than 500km and less than 1500km) and at least fourteen (14) days prior to the first scheduled service date (transfers more than 1500km).
iv. All Other Services: Payments are refundable if a cancellation request is received in writing at least twenty-four (24) hours prior to the first scheduled service date.
v. Non-refundable Payments: No refunds will be issued for cancellations made after the aforementioned deadline.
b. Booking Amendments.
i. Amendments 48 hours or More in Advance (Private transfers up to 500km; Photography Sessions, Local excursions and tours): Amendments to your booking can be made on the Website up to 48 hours before the first service without an administrative fee.
ii. Amendments 15 days or More in advance (Packages, Organized Multi day Tours, Events): Amendments to your booking can be made on the Website up to 15 days before the first service without an administrative fee.
iii. Amendments less than 48 hours in Advance: All amendments within 48 hours of the service must be requested by emailing or calling directly to us.
iv. Cost Adjustments: If an amendment results in an increased cost, the Client must pay the additional amount at the time of service. All amendments are subject to availability.
v. Last minute amendments: Last minute amendments will be subject to availability and extra charge may apply.
c. Force Majeures and Company-Initiated Cancellations.
i. In the event that the Company is unable to provide the booked service due to circumstances beyond its reasonable control, we will attempt to offer a suitable alternative.
ii. The following are examples of circumstances which are not within our reasonable control: Accidents causing delays to the vehicle; Exceptional or severe weather conditions; Compliance with requests of the police; Deaths and accidents on the road; Vandalism and terrorism; Unforeseen traffic delays; Flight delays at the airport; Industrial action by third parties; Other circumstances affecting passenger safety; Road closures due to local fiestas or other events; Properties that are not accessible to a vehicle; Flood, earthquake or any other natural disaster; Epidemic or pandemic; War, threat of war or similar; Fire or explosions; Terrorist attack or riots.
iii. We shall not be in breach of these terms and conditions, nor liable for any failure or delay in the performance of any of our obligations under these terms and conditions arising from the circumstances above.
4. Service Provision and Client Responsibilities
a. Private transfers.
i. Our transfer services are provided from the specific pick-up point to the final drop-off point only. Any additional stops, including detours for collecting keys or other items, must be requested in advance and may occur an extra charge payable to the driver or other method previously agreed.
b. Passenger and Vehicle Rules.
i. Child Safety. In compliance with EU Directive 2003/20/EC, all children under 12 years old or under 135 cm in height must use an appropriate child restraint system. All children and infants count toward the vehicle’s maximum occupancy.
ii. We are usually able to transport manual, folding wheelchairs in our vehicles, but passengers must advise us at the time of booking. This is vital to ensure that the correct vehicle is available to meet your specific requirements
iii. Prohibited Behavior: We reserve the right to refuse service to any person who is, or appears to be, under the influence of alcohol or illegal drugs, or whose behavior is deemed a threat to the driver, other passengers, or vehicle. No refunds will be provided in such cases. The consumption of alcohol and smoking are strictly prohibited in all our vehicles.
iv. Baggage: Passengers baggage is carried at their own risk. The company accepts no responsibility for loss, damage, or theft of baggage or personal items.
c. Punctuality and Communication.
i. Client Responsibility: The Client must ensure they are at the designated pickup point on time (we recommend you be ready for the collection 15 minutes before). It is your responsibility to contact us immediately via the emergency number provided on your Voucher if you cannot locate your driver/guide/photographer or anticipate a delay.
ii. Departures: All passengers are advised to be in the airport 2 hours before flight departure.
iii. Waiting time: A complimentary waiting time is included: up to 40 minutes at airports/ports and up to 15 minutes at all other locations. Additional waiting time may incur an extra charge.
iv. Flight Monitoring: We monitor all incoming flights for delays. However, it remains the Client’s responsibility to notify us of any significant flight changes.
v. In the event of your flight/train/cruise delays exceeding two (2) hours, we will make every effort to provide your booked service, subject tour operational availability. While we strive to accommodate all delays, service is not guaranteed due to potential scheduling conflicts. In such delays/cancellations the payment is not refundable. When vehicle is not available, we’ll do the best to find an alternative for you. Please note that these special arrangements may come with an extra charge for the additional service.
d. Pricing Adjustments.
i. The Company reserves the right to amend the final price of any booking if incorrect information was provided by the Client at the time of booking.
5. Complaints and Dispute Resolution
a. Complain Procedure.
i. Any lack of conformity in the execution of a travel service included in a package travel contract must be reported to the travel agency in writing or by another appropriate means as soon as it occurs, without undue delay. The right to file a complaint for a price reduction or compensation for a lack of conformity in a travel services expires after 2 years.
b. Alternative Dispute Resolution.
i. In accordance with Law No. 144/2015 of September 8, as amended, we inform you that the traveler may seek recourse from the following Alternative Dispute Resolution (ADR) entities: Commissão Arbitral do Turismo de Portugal, or any of the entities listed by the Directorate-General for Consumers at www.consumidor.pt.
6. Documentation and Travel Requirements
a. Personal Documentation. It is the traveler's responsibility to ensure all personal and family documentation (passport, ID card, military documentation, visas, permits for minors, vaccination certificates, etc.) is in good order. The agency is not liable for the refusal of visas or entry into a foreign country, and any costs incurred from such a situation are the traveler's responsibility.
b. EU and Non-EU Travel.
i. Within the EU: Travelers (of any age) must carry a valid civil identification document (passport, ID card). For medical assistance, they should have the European Health Insurance Card. Non-EU nationals must consult their country's embassy/consulate for specific documentation requirements.
ii. Outside the EU: Travelers (of any age) must have a valid passport and, if necessary, a visa. Non-EU nationals must consult their country's embassy/consulate for specific documentation requirements.
7. Changes and Transfers
a. Changes Requested by the Traveler. If the traveler wishes to change their booking, they must pay an amendment fee. If the change is requested within 21 days of the departure date, or if suppliers (our agency or other contracted by us to provide the service or in case travel packages, etc.) do not accept the change, the traveler will be subject to the cancellation fees outlined in Section 3.
b. Transfer of Booking. A traveler may transfer their booking to another person who meets all the travel conditions. Written notice must be provided to the agency at least seven (7) days before the scheduled departure. The original traveler and the new traveler are jointly and severally responsible for paying any outstanding balance and any additional fees incurred from the transfer.
c. Changes Initiated by the Agency. If the agency is forced to significantly alter key characteristics of the travel services, cannot meet specific traveler requests, or increases the price by more than 15%, the traveler may, within 20 days:
i. Accept the proposed change.
ii. Terminate the contract without penalty and receive a full refund.
iii. Accept a substitute package and receive a refund for any price difference.
8. Agency's Right to Terminate the Contract
a. Minimum Participants. If a trip depends on a minimum number of participants, the agency may cancel the trip if the minimum is not met. We will inform you in writing of the cancellation within:
i. 20 days before departure for trips over six days.
ii. 7 days before departure for trips of two to six days.
iii. 48 hours before departure for trips under two days.
b. Inevitable and Exceptional Circumstances. The agency may also terminate the contract before the trip begins if it is prevented from executing the contract due to unavoidable and exceptional circumstances. In such cases, the traveler is entitled to a full refund of all payments made within 14 days of termination.
9. General Information
a. Arrival and Departure Times. All times are local and based on airline schedules at the time of printing, subject to change.
b. Accommodation.
i. Apartments: The traveler must inform the number of people occupying the apartment. If more people show up than reserved, entry may be refused.
ii. Hotels: Prices are per person and based on double occupancy. Triple rooms may not be available and often consist of an extra bed, which may be of lesser quality. Hotel and apartment categories are indicative and based on local standards, which may differ from those in Portugal.
iii. Meals. Unless stated otherwise, meal supplements do not include drinks. For arrivals after 7 PM, the first meal service will be breakfast the next day. On the last day, unless a late check-out is possible, the last service will be breakfast.
iv. Check-in and Check-out Times. Check-in is generally at 2 PM on the day of arrival, and check-out is at 10 AM on the day of departure. For apartments, check-in is generally at 5 PM, and check-out is at 10 AM.
10. Insolvency and Insurance
a. Insolvency. In the event of the agency's insolvency, the traveler may seek recourse through the Fundo de Garantia de Viagens e Turismo (Travel and Tourism Guarantee Fund), managed by Turismo de Portugal, I.P.
b. Liability Insurance.
i. The agency's liability is guaranteed by a civil liability insurance policy available to check at our rnavt and rnaat registration on official tourism website.
ii. We, and each of our group companies, officers and employees exclude all liability and responsibility for any amount or kind of loss or damage that you may incur (including any direct, indirect, punitive or consequential loss or damages, or any loss of income, profits, goodwill, data, contracts, or loss or damages arising from or connected in any way to business interruption, loss of opportunity, loss of anticipated savings, wasted management or office time and whether in tort (including negligence), contract or otherwise, even if foreseeable) in connection with your booking; the transfer services; and/or your use of the Website.
iii. Our liability to the passengers, except in cases involving death or personal injury, shall be limited to a maximum of twice the cost of the booking for the transfer service.
iv. Nothing in these administrative terms and conditions excludes or limits: our liability to you for any death or personal injury resulting from our negligence, and any of your other statutory rights as a consumer that cannot be excluded or limited.
c. Travel Insurance.
i. We consider travel insurance to be essential and strongly advise you to arrange for appropriate travel insurance to cover you for a comprehensive range of events including cancellation, baggage loss, accidents and health issues whilst you are away. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs. We strongly advise you to read the policy details carefully and to take them with you on your holiday.
11. Additional Information for Private Transfers:
a. In the event that we are unable to allocate your booking request to one of vehicles, we will request one from our suppliers. As last resource, we will accommodate you in a local taxi.
b. If you experience a problem during your holiday, please inform us.
c. After completing transfer or other service provided by us, we send out by email a feedback form, in which we reserve the right to publish your comment and review on our website / Facebook page
12. Additional Information for Photography Services:
a. Bookings.
i. No date is considered reserved until this payment has been received and confirmed. The remaining balance of the session fee is due on the date of the session, unless a different payment schedule is explicitly outlined in a specific contract (e.g., for weddings or corporate events).
b. Client Cooperation.
i. The Photographer is not responsible for missed photo opportunities due to the Client's unpunctuality, the uncooperative nature of the subjects being photographed, or any other actions outside the Photographer's control.
ii. The Client acknowledges and agrees to the Photographer's artistic vision and understands that the final images will reflect the Photographer's unique style. The Photographer will use their professional expertise to select and edit the images to ensure the highest quality results. Raw or unedited images are not available for viewing or purchase.
c. Delivery.
i. The Client will receive the final, edited images in a digital format as specified in the booking confirmation. The standard turnaround time for delivery is from 20 till 90 days from the date of the session. This may vary for larger events, as noted in the specific contract.
d. Copyright.
i. The Photographer retains the full copyright to all images. The Client is granted a personal, non-exclusive, non-transferable license to reproduce, print, and share the images for personal use. This license does not grant the Client permission to sell, edit, alter, or use the images for any commercial purpose without explicit written consent from the Photographer.
e. General Terms & Conditions and applies specifically to all wedding-related services.
i. Failure to make final payment on time may result in cancellation of services with no refund.
ii. Timeline and Shot List: The Photographer will work with the Client to create a detailed timeline and "shot list" for the day. While every effort will be made to capture all requested shots, the Photographer cannot be held responsible for missing any shots due to factors outside of our control (e.g., time constraints, weather, venue restrictions, or uncooperative family members).
iii. Meal Provision: If the photography coverage is scheduled for more than six (6) hours the Client must provide a hot meal for the Photographer and any assistants. This meal should be provided at the same time as the guests to ensure the Photographer does not miss any key moments.
iv. Exclusivity and Indemnification: The Client agrees that the Photographer will be the sole professional photographer present during the event. Guests are permitted to take photos, but they may not pose or direct the subjects in a manner that obstructs or hinders the Photographer's work. The Client agrees to indemnify the Photographer for any loss, damage, or legal liability arising from the actions of guests or vendors.
f. General Terms & Conditions and applies specifically to all corporate photography services.
i. Usage Rights and Licensing: The Client is granted an unlimited, royalty-free, worldwide license to use the images for commercial purposes, including but not limited to, website content, marketing materials, press releases, and social media. This license does not include the right to resell the images to third parties. All other terms of intellectual property remain as per the General Terms & Conditions.
ii. Model Release: The Client is responsible for obtaining any necessary model releases from employees, contractors, or other subjects photographed.
iii. Project Scope and Deliverables: The Photographer will deliver a specified number of edited, high-resolution digital images. Any requests for additional edits or images outside of the original agreement may be subject to additional fees.
iv. Liability: The Photographer is not responsible for any liability or claims arising from the Client's misuse of the images or from any content or subjects provided by the Client. The Client agrees to indemnify and hold the Photographer harmless from any such claims
g. In the unlikely event of a catastrophic equipment failure, image loss, or other unforeseen event that prevents the Photographer from delivering the promised work, the Photographer's liability is limited to a full refund of all payments made by the Client. The Photographer is not liable for any consequential damages, emotional distress, or other costs associated with the failure to deliver.
h. If any provision of this agreement is found to be unenforceable, the remainder of the agreement shall remain in full force and effect.
13. Additional Information for Event Planner Services
a. Scope of services
i. The Planner agrees to provide professional event planning and coordination services as detailed in a separate, attached proposal or statement of work. Our services include, but are not limited to, vendor selection and management, timeline creation, budget oversight, and on-site event coordination. Services not explicitly listed in the proposal are considered outside the scope of this contract.
b. The Client agrees to be a collaborative partner in the planning process and shall:
i. Provide all necessary information and make decisions in a timely manner.
ii. Be available for scheduled meetings and communication.
iii. Be responsible for obtaining all necessary permits, licenses, and insurance for the event, unless otherwise agreed upon.
iv. Be responsible for reviewing and approving all vendor contracts.
c. The Planner will act as an intermediary between the Client and third-party vendors (e.g., caterers, venues, florists, entertainment). We are not responsible for the direct actions or performance of these vendors.
d. Guest Count: The Client is responsible for providing a final guest count to the Planner no later than thirty (30) days before the event. This number will be used to finalize vendor contracts and billing.
e. Timeline and Shot List: The Planner will develop a detailed event timeline. While we will work to adhere to it, the Client acknowledges that unforeseen circumstances may cause minor delays or changes.
f. The Planner's liability for any claim, loss, or damage arising from this contract shall not exceed the total amount paid by the Client for services. The Planner is not responsible for any consequential damages, loss of profits, or emotional distress.
g. Intellectual Property: The Client grants the Planner a limited, non-exclusive license to use event details, photos, and materials for marketing and promotional purposes, unless a non-disclosure agreement (NDA) is in place.
h. On-Site Management: The Planner will provide on-site management and coordination as specified in the proposal. The Client must provide a primary point of contact for the duration of the event.
i. The Client agrees to indemnify and hold the Planner harmless from any and all claims, damages, or legal actions resulting from the Client's actions, the actions of their guests, or the actions of any vendors not contracted by the Planner on behalf of the Client.
j. The Planner shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to: natural disasters, acts of war or terrorism, strikes, epidemics or pandemics, or government mandates. In such cases, we will work with you to find a mutually agreeable solution, but no refunds will be issued for services already rendered.
14. If any provision or part of a provision, of these terms and conditions is found by any court or authority of competent jurisdiction to be unlawful, otherwise invalid or unenforceable, such provision or part-provision will be struck out of these terms and conditions and the remainder of these administrative terms and conditions will apply as if the offending provision or part-provision had never been agreed.
15. You may not transfer any of your rights or obligations under these terms and conditions without our prior written consent. We may transfer any of our rights or obligations under these terms and conditions without your prior written consent.
16. We are committed to protecting your privacy and security. All personal data that we collect from you will be processed in accordance with Portuguese Data Protection Authority. www.cnpd.pt/english/index_en.htm
17. These terms and conditions and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims) shall be governed by and construed in accordance with Portuguese law. Disputes or claims arising out of or in connection with these administrative terms and conditions (including non-contractual disputes or claims) shall be subject to the exclusive jurisdiction of the Portuguese courts.
