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Terms & Conditions

Terms & Conditions

Last updated: January 2026

These Terms & Conditions govern the relationship between you (“client”, “traveler”) and Stephanie Poole Travel (“we”, “us”, “our”). By using our website, submitting a travel inquiry, or booking travel services through us, you agree to these Terms & Conditions.

1. Role of Stephanie Poole Travel

We act as an independent travel advisor and intermediary between you and travel suppliers, including airlines, cruise lines, hotels, tour operators, transportation companies, and insurance providers. We do not own, operate, or control the services provided by these suppliers.

All bookings are subject to the terms, conditions, and policies of the individual suppliers. We are not responsible for supplier acts, errors, omissions, delays, schedule changes, cancellations, or service failures.

2. Planning Fees

Planning fees are collected upfront and compensate us for the time, research, communication, and expertise involved in designing and managing your travel arrangements. Fees are non-refundable and may or may not be applied to your final booking depending on the trip type, as outlined on our Pricing & Fees page.

Work on your trip begins only after the applicable planning fee has been paid.

3. Payments & Booking Confirmation

Payments for travel services are made directly to the supplier unless otherwise noted. Your booking is not confirmed until payment is processed and you receive written confirmation from the supplier.

Prices, availability, and terms are subject to change at any time based on supplier policies.

4. Client Responsibilities

You agree to:

  • Provide accurate traveler information, including names as they appear on government-issued ID.
  • Review all itineraries, confirmations, and documents for accuracy.
  • Make payments by the stated deadlines.
  • Understand and comply with passport, visa, vaccination, and entry requirements.
  • Purchase travel insurance or accept full responsibility for declining coverage.

5. Cancellations, Changes & Refunds

All cancellations, changes, and refund requests are subject to the policies of the travel supplier. We are not responsible for supplier decisions regarding refunds or credits.

Additional fees may apply for itinerary changes after planning has begun. Planning fees are non-refundable regardless of supplier policies.

6. Travel Insurance

We strongly recommend purchasing travel insurance to protect your investment. If you decline insurance, you assume full responsibility for any financial loss, delays, medical expenses, or trip interruptions.

7. Limitation of Liability

Stephanie Poole Travel is not liable for:

  • Acts or omissions of travel suppliers.
  • Injury, loss, damage, delay, or inconvenience caused by suppliers or third parties.
  • Weather events, natural disasters, pandemics, or government actions.
  • Changes to travel plans due to circumstances beyond our control.

Your sole remedy for dissatisfaction with supplier services is through the supplier, not through us.

8. Travel Documentation

You are responsible for ensuring that all travelers have valid passports, visas, health documents, and any other required entry materials. We are not responsible for denied boarding or entry due to incomplete or incorrect documentation.

9. Refund Policy

All planning fees paid to Stephanie Poole Travel are non-refundable. These fees compensate for the time, research, communication, and expertise involved in preparing your travel arrangements, regardless of whether a booking is completed.

Refunds for travel services such as flights, cruises, hotels, tours, and packages are determined solely by the supplier’s terms and conditions. Each supplier has its own policies regarding cancellations, changes, penalties, and refunds. We do not control or influence supplier decisions.

To protect your travel investment, we strongly recommend purchasing travel insurance. Insurance can help cover unexpected cancellations, medical emergencies, delays, lost luggage, and other unforeseen circumstances. If you choose to decline travel insurance, you assume full responsibility for any financial loss.

10. Website Use

All content on this website, including text, images, branding, and layout, is the property of Stephanie Poole Travel and may not be copied or reproduced without permission.

11. Changes to These Terms

We may update these Terms & Conditions at any time. Updates will be posted on this page with a revised “Last updated” date. Continued use of our services constitutes acceptance of the updated terms.

12. Contact Information

For questions about these Terms & Conditions, please contact:

Stephanie Poole Travel
Email: [email protected]
Location: Victoria, BC, Canada