vigilant Travel Network Terms and Conditions

Please make sure to read the Important Information and vigilant Travel Network General Terms and Conditions section before finalizing your booking with us.

Important Information

We understand that the thrill and anticipation of a new adventure are hard to beat, but to avoid any unwelcome surprises that could spoil your plans or cost you extra, please be sure to review the important information section in this travel recommendation before finalizing your travel plans with us.

Before confirming your booking, please ensure that all names are accurate and exactly match the names on the passports.
If you are traveling internationally, please provide a photo or copy of the personal details page of your passport when you confirm your booking.
Ensure your passports are undamaged, contain blank pages, and are valid for at least six months beyond your planned return date, as failure to meet these conditions could result in denied boarding.
Each traveler is personally responsible for fulfilling all government and supplier travel requirements, including those related to passports, visas, documentation, health, and other regulations.
Government travel regulations can change unexpectedly and may lead to extra costs or financial loss. Therefore, using the travel services we arrange as a sales agent for our suppliers is at your own risk. We recommend checking safetravel.govt.nz for the latest government advice before booking and starting your travel.
If frequent flyer points are important to you, please inform me before confirming your travel, as some fares do not qualify for points or upgrades.
I highly recommend purchasing comprehensive travel insurance when booking your trip. If it's not included, I can provide an insurance quote upon request. However, since COVID is a known risk, many insurance providers offer limited coverage for it. Please review any policy carefully to ensure it meets your specific needs.
If you've been provided with a quote or policy number for Allianz Partners Insurance and you or any travelers have a pre-existing medical condition, you must call 0800 420 248 for a confidential medical assessment to confirm your coverage within 14 days of the policy being issued. Failure to disclose and complete a medical assessment with our insurance provider for any pre-existing conditions, whether physical or mental, may result in subsequent claims against your policy being denied.
If you're departing New Zealand using a foreign passport, please ensure you obtain a re-entry visa before your departure.
Several factors could impede your travel plans, such as outstanding fines (visit payorstay.govt.nz), criminal convictions, significant travel convictions (Note: Clean Slate legislation does not apply to international travel), severe health issues, or communicable diseases. Obtaining a visa for entry into any country under these circumstances may require more than 8 weeks for processing.
Please inform me of any particular seating, baggage, meal, or assistance needs before confirming your booking. However, please note that special requests may differ based on the airport, airline, aircraft, route, and fare, and they are not assured until check-in.

Cancellation

We believe in transparency regarding the cancellation of your travel plans. If your travel arrangements are canceled, regardless of the reason, including events beyond our control, we will refund you in full any refund received from the Supplier on your behalf. However, the refunds you receive may not include any commission paid by the Suppliers to us for services provided and any additional income earned related to the booking. If travel arrangements are canceled before full payment is made, any non-refundable deposits made to vigilant Travel Network will also be forfeited.

Suppliers maintain their own contracts regarding cancellation, and fees for alterations and cancellation may be applicable, up to 100% of the value of the reserved item. Additionally, other terms and conditions from the Supplier may be relevant to your booking.

Amendment fees

Any modifications made after booking, regardless of the reason, will result in a vigilant Travel Network amendment fee, in addition to any fees charged by the Principal (supplier). Re-issuing, amending, or upgrading must adhere to the terms and conditions specified by the relevant Principal.

In addition to any supplier fees, the following vigilant Travel Network amendment fees will apply:

For each alteration to a domestic booking, a fee of $20 per passenger per booking will be charged, in addition to any fees imposed by the Principal.
For any modifications to a Trans-Tasman and South Pacific booking, a fee of $30 per passenger per booking will be incurred, along with any fees imposed by the Principal.
For alterations to an international booking (excluding Trans-Tasman/South Pacific bookings), there will be a fee of $75 per passenger per booking, in addition to any fees charged by the Principal.

vigilant Travel Network General Terms and Conditions

1. Scope and Agency

As travel agents, we sell a range of products and services on behalf of airlines, transport companies, hotels, accommodation providers, tour operators, and other main suppliers. These are collectively referred to as “Principals” in these terms and conditions. We act as the agent for these Principals. Additionally, we may be contracted under separate terms to offer specific services, such as visa assistance or acting as tour guides.

We do not directly provide travel products or services. Instead, we receive compensation from the Principals through commissions or other payments related to the sale of travel products and services. As a travel agent, we facilitate a direct contractual relationship between you, the customer, and the Principals. Therefore, your booking is subject to the terms and conditions set forth by the Principal(s), which have either been provided to you or are available upon request from us. All tickets, receipts, and vouchers are issued based on the terms and conditions specified by the relevant Principal. While we undertake to fulfill our role as an agent for the Principal(s) with reasonable care and skill, we cannot guarantee the performance of the services offered by the Principals. Consequently, we will not be held liable if you experience loss, injury, or disappointment due to any actions or shortcomings of any Principal. In such instances, your recourse will be with the Principal.

2. Information Provided by Us

We might offer you general information sourced from public channels or provided by our Suppliers, such as brochures. However, we haven’t independently verified this information and (to the fullest extent allowed by law) disclaim any liability for inaccuracies or misrepresentations in such information. Additionally, we are not accountable for ensuring your compliance with local laws, regulations, and other requirements.

3. Changes to travel requirements, schedules and travel services by governments or principals

Principals or governments may alter routes, schedules, cancel services, or modify entry, visa, health, or quarantine requirements without or with limited notice, affecting your travel plans. In such cases, we will collaborate with you to mitigate any disruptions to your travel. However, vigilant Travel Network cannot be held accountable for any resulting losses or additional expenses.

4. Itinerary and Documentation Details

The names of individuals listed in booking documentation must precisely match those on their passports, or they risk being denied boarding or entry into a country. It’s your responsibility to ensure accuracy in all names and details in your booking documentation before confirming with us. We cannot be held liable for any costs or losses resulting from incorrect names or details, whether provided by you or included in documentation received from us before booking confirmation.

5. Passports, Visas and Documentation

vigilant Travel Network does not offer health, insurance, visa, or immigration advice and assumes no liability regarding such matters. We will proceed with the understanding that all travelers included in a booking made with us possess valid passports, visas, and re-entry visas unless informed otherwise.

Any assistance we offer with visas is limited to clerical tasks, such as recording, organizing, storing, or retrieving information, and data entry, all performed at your direction. Fees may apply for visa assistance.

New Zealand Government advisory notices are available at www.safetravel.govt.nz.

6. Health

Certain countries or service providers may require travelers to be vaccinated against specific diseases and may have other medical requirements. It’s your responsibility to ensure compliance with any health requirements of the countries you are visiting. We are not medical professionals and do not accept liability for losses related to failure to meet health or medical requirements for entry into a country or use of travel services. We also do not accept liability for any medical issues or losses resulting from the use of travel services.

If you have had a serious communicable disease in the past, you may be denied entry to many countries. In such cases, we recommend addressing this with the appropriate authorities, such as the embassy or consulate of the country you intend to visit.

vigilant Travel Network is not liable if you fail to meet the medical or health requirements for your travel, and no refunds will be issued in such instances.

7. Travel Insurance and Activities While Traveling

We highly advise purchasing a travel insurance policy when you make your travel payment. It’s essential to ensure that your insurance adequately covers potential needs, including medical expenses resulting from illness or injury during your travels, non-refundable items, loss or damage to belongings, and activities such as cruises, snow sports, adventure sports, and high-risk activities. Please note that your travel insurance will have strict limitations and conditions, including the requirement for full disclosure of material facts, including pre-existing medical conditions.

Any rental or use of a vehicle abroad will be subject to the terms of your agreement with the rental company, and you may be responsible for any damage or violations of local laws. We strongly recommend obtaining insurance for any rental vehicles hired.

Your use of travel services and any additional activities you participate in are at your own risk. Any recommendations or opinions we provide regarding the services are solely our opinion and not personalized advice. We assume no responsibility for the consequences of your decision to use the travel services or engage in any additional activities.

8. Prices

All prices displayed are in New Zealand Dollars unless otherwise specified. Prices are subject to availability and may be altered or withdrawn before you accept and make payment. Airfares and other prices provided by the Principals can increase with limited notice even after your arrangements are confirmed (due to currency fluctuations, tax adjustments, and other factors). Such price hikes are beyond our control, and you will be responsible for any increases. Many airlines now impose surcharges on travel prices, which may change between reservation and full payment. You will be responsible for any surcharge increases.

Government or local authorities may adjust or introduce new taxes after you’ve paid in full, which you’ll be required to pay either to the travel supplier, tax authority, or directly to us. If we’re required to collect additional taxes or charges from you, we’ll collect this amount from you before departure.

9. Disclosure of financial arrangements

We may receive commissions, fees, or financial incentives from selling airfares and travel products and services on behalf of Principals.

10. Payment

If payment is not made in full when required, bookings may be canceled without prior notice.

You can make payments via electronic bank transfer, credit card, or debit card. Please note that credit card surcharges will be applied for payments made by credit card. Additionally, Q Card, GEM Visa, ASB TrueRewards, Farmlands, Rural Co, or Laybuy are accepted forms of payment, subject to meeting lending and credit criteria, but additional fees and surcharges may be applicable.

11. Our fees and charges

vigilant Travel Network Administration Fee:

As a travel agent, we may charge an Administration Fee before providing travel recommendations. If you proceed with the booking, the amount payable for your travel will be reduced by any previously paid fee. However, if you do not confirm the booking with vigilant Travel Network or if the booking is subsequently canceled (for any reason), the fee is non-refundable.

Amendment Fees:
Any changes made after booking, for any reason, will incur a vigilant Travel Network amendment fee, in addition to any fees from the Principal. Re-issuing, amending, and upgrading are subject to the terms and conditions of the relevant Principal. It’s your responsibility to ensure that any credits are used in accordance with the Principal’s terms and conditions.

The following vigilant Travel Network Amendment fees apply:

Each change to a Domestic booking: $30 per passenger per booking, plus Principal fees.
Each change to a Trans-Tasman and South Pacific booking: $50 per passenger per booking, plus Principal fees.
Each change to an International booking (excluding Trans-Tasman/South Pacific bookings): $150 per passenger per booking, plus Principal fees.

Cancellation:
If travel arrangements are canceled, including due to circumstances beyond our control, we will refund you in full any refund received from the Supplier on your behalf. However, refunds to you may not include commissions paid by Suppliers to us or any additional income earned from the booking. Additional Principal cancellation fees may also apply. If travel arrangements are canceled before full payment is made, any non-refundable deposits will be forfeited.

12. Principals’ fees and charges

Besides any fees we impose, our Principals may also levy amendment, administration, and cancellation fees. Unless explicitly stated otherwise, bookings may be non-transferable and/or non-refundable. In certain instances, altering or canceling reservations may not be feasible or may not be financially beneficial for you. It’s advisable to always inquire about the costs associated with making changes to reservations before proceeding.

13. Refunds

Once we receive funds from the relevant Principal, any due refunds will be issued to you. Unless otherwise arranged by us, refunds will not include commissions or other payments made by the Principals to us for our services.

Your entitlement to a refund is contingent upon the terms and conditions of the airfare or travel service provided by the Principals. We are not liable for any delays in processing refunds by a Principal. Principals may take a considerable amount of time to process a refund, and any refund payment to you is dependent on us receiving it from the Principal.

14. Liability

To the extent permitted by law, we bear no responsibility for any loss, damage, injury, delay, inconvenience, loss of enjoyment, or expenses incurred directly or indirectly due to acts, omissions, or defaults, whether due to negligence or otherwise, by any Principal or by any other event beyond our control. Such events include, but are not limited to, strikes, accidents, pandemics or outbreaks of infectious diseases, quarantine restrictions, public health decrees, states of emergency, acts of war or terrorism, civil or military disturbances, acts of nature, or circumstances not preventable by our reasonable efforts. In instances where our liability cannot be excluded and where it may be lawfully limited, our liability will be restricted to the remedies provided by law.

We strongly advise you to regularly check the Ministry of Foreign Affairs Travel Advisories at www.safetravel.govt.nz to assist you in accessing any risks prior to travel.

15. Authority acknowledgement

By making a payment or otherwise confirming a booking with us, you affirm that you are authorized to handle all matters related to the booking with us or the Principals on behalf of all other travelers listed in the booking confirmation. You also acknowledge and accept the terms and conditions outlined in the booking confirmation on behalf of all travelers. This authorization will remain in effect unless explicitly revoked in writing.

16. Changes to these terms and conditions

We reserve the right to modify these terms and conditions at any time. The terms and conditions that apply are those in effect at the time you make a booking with us.

17. Governing Law and Enforcement

Any disagreements you may have with vigilant Travel Network will be governed by New Zealand law and fall under the jurisdiction of the New Zealand Courts. Suppliers and your contracts with them may be subject to different laws and jurisdictions. It’s important to note that international air transport conventions may apply to the travel services in your booking. The illegality, unenforceability, or invalidity of any provision in these Terms and Conditions does not impact the legality, enforceability, or validity of the remaining provisions.

18. Privacy policy

We respect your privacy and will handle your private information only in accordance with our Privacy Policy which is available at vtninfo.co.nz/privacy-policy.

In order to facilitate your booking or offer travel advice, we’ll require pertinent personal information from you, which will be shared with travel service providers and other entities. By proceeding, you confirm that all named travelers consent to us processing and sharing your personal information (which may include sensitive data) with these suppliers and entities in accordance with our Privacy Policy, for the purpose of completing the booking. Please note that because certain travel service providers and facilitating entities are situated outside New Zealand, they may not be obligated to safeguard your personal information in a manner that offers comparable protections to those in New Zealand.