Our Policies

HOW TO REQUEST A QUOTE OR BOOK

• Click on the TRIP PLANNER, BOOK NOW, or GET A QUOTE buttons anywhere on the website, and start building your dream vacation. Simply follow a few easy steps to design your custom Authentic Vacation. You decide where you want to go, and what you’re interested in seeing, and choose from an array of unique experiences. Our proprietary online tool will offer several custom Authentic Vacations from our vast and fully-vetted options. Each includes your desired destinations and the type of experiences you’re dreaming about. There are no restrictions, and the travel dates are completely up to you.
• Signature Option Choose one of our carefully crafted small, guided vacation packages, fill out the form, schedule a time for a call, and submit your request. One of our Destination Experts will contact you before providing you with a final quote.
• Custom-Tailored Vacation Option:  We design it especially for you! After you request a Custom quote, a dedicated Authentic Travel Expert does all the research, planning, and booking for you. Every detail of your vacation is personalized, based on where you want to go and your interests.

Regardless of your Choice: Submit your request online and you will be directed to the Authentic Travel Expert who is most knowledgeable about your destination and its secret spots. 

• An online account will be created for you that allows you to view your booking details online at any time. Log into your account at the top of any of our web pages.
• Book & Pay Online. Once your quote has been posted to your online account, you can secure your vacation by paying a $500.00 or 15% to 25% per passenger deposit depending on which applies to your vacation using our secure server with a Visa, MasterCard, Discover or American Express. You may also choose to take advantage of our NO FEE, 0% Interest, Travel Payment Plan.

Your booking is not confirmed until you pay the required Deposit and booking confirmations are received from our travel providers. Once your booking is confirmed we will issue you a booking confirmation notice and email you.

CUSTOM VACATION

After you submit your Custom vacation request, a dedicated Authentic Travel Expert does all the customized research, planning, and booking for you. Every detail of your vacation is personalized, based on where you want to go, your interests and budget.

– An initial low Deposit is due to secure your booking. This amount will be $500.00 or 15% to 25% per person depending on your specific vacation itinerary.  The Deposit is non-refundable due to the reservations we must secure for accommodations, ground transportation, and experience providers on your behalf.

– Should you need to rebook/reschedule your vacation more than 75 days prior to the start of your trip, you may avail of our Travel Flexibility Policy, so you do not lose any deposit or payment funds made for the land portion of your vacation. See our Travel Flexibility Policy tab here in this section for more.  

– Enjoy further flexibility with our no-fee, 0% interest Travel Layaway Payment Plan to pay the balance of your trip costs. Full payment for your vacation is due 75 days prior to departure.

Canceled Vacations (Not Rescheduled): If you cancel your vacation, and do not wish to reschedule for a future date or take advantage of our Travel Flexibility Policy, please refer to our Cancellation Penalties below.

Cancellation Penalties:

• 75 days prior to your arrival date: your Deposit of $500.00 or 15% to 25% per person depending on which applies for your trip.
• Between 30 and 74 days prior: 50% of your Vacation cost.
• Less than 30 days prior to or during your vacation: 100% of your Vacation cost.

Please Note:

• If you reschedule your trip for free and subsequently cancel the rebooked trip outright, cancellation penalties will be assessed based on the travel dates and cancellation notification timing of your originally booked vacation. Our payment and cancellation terms reflect the policies of our suppliers.  If you must cancel, and we receive funds back from them, we pass the savings on to you.  That’s the Authentic way.
• The Travel Flexibility policy does not apply to Group Tours.  (Please see the relevant section elsewhere on this page.)
• Travel insurance premiums are always non-refundable.

TRAVEL FLEXIBILITY & CANCELLATION POLICY

Changes happen … let’s be flexible and kind.

If you must change your travel plans, we offer you a world of flexibility. 

Here’s what you can expect when you can’t travel as planned and must rebook/reschedule your trip:

• More time to reschedule and take your trip*. If you must postpone your scheduled vacation with us, we give you one year from your originally planned date of travel to rebook and travel on your trip. We will hold the money paid for your trip in the form of a travel credit for you to use. You must confirm your new dates of travel within 60 days of notifying us if you need to postpone your original booking. If necessary, you are able to postpone, reschedule, and roll the payment for your trip up to two times. However, you must travel within one year of your originally planned date of travel.
• We will waive our administrative and change fees* for rebooking your vacation with new dates, other than a single $100 rebooking fee deducted from the travel credit issued**. You may even rebook to a different destination that we offer.
• A No-fee, 0% interest Travel Layaway Payment Plan, for you to comfortably pay for the land portion of your vacation over time.
• The option to gift your travel credit to a family member or friend to use on a newly booked Authentic Vacation.
• If your new vacation has a higher value, you will need to pay the price difference. If your new vacation has a lower value, the difference is retained on the existing travel credit subject to the existing terms.
• You are allowed to change your departure city and destination, however, a change in price may apply, due to suppliers.
• All travel for your new trip or gifted trip must be completed within one year of the original travel date.
• Changes made to airline bookings are subject to the individual carriers’ rules. 
• Travel Insurance purchased through our insurance provider, Arch Roam Right, can be rolled over to your new trip within one year of purchase, but it is non-transferable to another party.
• For customers choosing to cancel outright, and not rebook, our standard Cancellation Policy applies. See below in this section for more.
• Not valid for groups of 8 or more traveling together. See our Group Booking Policy for more.

*Please note: In order to take advantage of our flexible rebook policy, you must request in writing to us to rebook your vacation at least 75 days prior to your departure. When your reservations are made, we pay on your behalf the expenses associated with your trip in advance such as accommodations, experiences, etc.

** We reserve the right to deduct any non-refundable supplier deposits, cancellation fees or other charges made by the suppliers from the travel credit issued.

Canceled Vacations (Not Rescheduled)

If you cancel your vacation and do not wish to reschedule for a future date or take advantage of our Travel Flexibility Policy, please refer to our Cancellation Penalties below.

Cancellation Penalties:

• Up to 75 days prior to travel….your vacation deposit of $500.00 per person or 15% to 25% whichever applies to your Vacation Cost
• Between 30 and 74 days prior: 50% of your Vacation Cost
• Less than 30 days prior to or during your vacation: 100% of your Vacation Cost

*Please note that if you reschedule your trip for free and subsequently cancel the rebooked trip outright, cancellation penalties will be assessed based on the travel dates and cancellation notification timing of your originally booked vacation. Our payment and cancellation terms reflect the policies of our suppliers. If you must cancel, and we receive funds back from them, we pass the savings on to you. That’s the Authentic way.

We require written notification if you intend to cancel your trip. Please email your assigned Authentic Destination Expert, or alternately write to [email protected] to confirm your cancellation.

DEPOSITS & PAYMENTS

Independent Packages For Less Than 8 Travelers: We require a non-refundable $500.00 or 15% to 25% per person deposit of your vacation cost depending which amount applies to your itinerary to fully book and reserve your package. The remaining balance of your vacation is due 75 days prior to your departure date. The Deposit is non-refundable due to the reservations we must secure for accommodations, ground transportation, and experience providers on your behalf. However, should you need to rebook/reschedule your vacation more than 75 days prior to the start of your trip, you may use our Travel Flexibility Policy. This was created so you do not lose any deposit or payment funds made for the land portion of your vacation**.

The above deposit, payment, and cancellation terms also apply to our guided and small guided vacations with scheduled departure dates.

Specialist Packages: On occasion, we partner with specialist suppliers who, as a result of their bespoke service, may operate stricter deposit and cancellation policies. If such a supplier is utilized to coordinate your tour, the deposit and cancellation period may vary. If this is the case, you will be advised of the alternate policies in advance of placing a deposit to secure your tour.

Group Tours (8 or more Passengers): We require a $1,000 deposit to secure your tour. 25% of the Land Cost must be received 6 months prior to your tour start date, with the 75% balance coming due 2 months prior.

We accept payment by Visa, MasterCard, Discover Card and American Express cards. You can pay through our secure server on your online account, or by phone or fax in your card details. We also accept checks and money orders made payable to Authentic Vacations. However, we will not issue you your final confirmation until your check has cleared.

When purchasing a vacation on this website, you are entering into an agreement between You and Authentic Vacations, 6501 E. Greenway Pkwy, #130-610, Scottsdale, AZ 85254. We promise to uphold our end of the agreement to ensure you have the best and most authentic vacation experience possible!

TRAVEL PAYMENT PLAN

Yes, you can afford your dream vacation. We’re making it easy for you—it costs nothing to participate in the Travel Payment Plan. Make an initial deposit at the time of booking. You’ll have a private portal to keep track of payments, receipts, and balances. You decide how often you want to make payments and how much you want to pay. (Your vacation must be paid in full 75 days prior to departure.) There are no interest charges, and your reservation includes our Travel Flexibility policy.

Note: This applies only to the land portion of your vacation, and it’s not valid for group tours of eight passengers or more.  Reservations are still subject to Authentic Vacations’ booking and cancellation policies. Travel Insurance purchased through our provider, Arch Roam Right may offer additional cancellation protection.

LEARN MORE

GROUP BOOKINGS (8 OR MORE TRAVELERS)

Our Group Booking Policy applies to parties of 8 or more traveling together:

• We require a $1,000 deposit to secure your Group Tour.  If this deposit is not sufficient for us to proceed with the confirmation of all your hotel, activity and transportation arrangements we reserve the right to increase the amount of the initial deposit needed accordingly up to 25% of the cost of your group booking.
• Further payment and confirmation of rooming list will be required 6 months in advance of your arrival date.  Your Destination Expert will outline the terms unique to your group request. 
• The remaining balance is due 75 days in advance of your arrival date.

Should you need to cancel your tour, the following penalties will apply to Group Bookings, depending on the timing of your cancellation:

• Cancellation terms and conditions vary depending on your destination and specific group vacation.  Please ask your Destination Expert for terms and conditions specific to your group tour.    

To avoid cancellation charges and for ultimate peace of mind, we highly recommend purchasing travel insurance. We offer comprehensive insurance coverage through our partner Arch Insurance.

Vacation change requests after your initial Land Deposit is paid and your booking is confirmed, may not be possible, and are subject to availability and will incur a $200.00 Amendment Fee for each accommodation, activity, or transportation reservation that is altered, plus any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change.

Additionally, should your passenger count fluctuate higher or lower after your initial group deposit is made prices may change.

The above Group Booking terms and conditions may be subject to change, depending on the specific nature of your tour. For example, a larger initial deposit may be required if your group.

All terms and conditions above refer to the Land Cost portion of your tour.

SMALL GUIDED VACATIONS

PRICES

Our Small Guided Vacation prices are valid at the time of booking and then guaranteed, otherwise prices may change.

• Prices are based on per/person, double occupancy (two people per room), and quoted in US dollars.
• Single rooms require a single price supplement and are noted in the “Prices and Departure Dates” tab on each itinerary.
• Prices do not cover airfare to and from Europe, however, several of our Small Guided Vacations do cover in-country flights from one location to another. In these instances, when in-country flights are covered in the tour pricing, it will be listed on the itinerary.
• Prices include all land costs, experiences, accommodations, meals, and portage as noted on each itinerary. Airport transfers are included for Exclusive Guided Vacations. Please inquire for all others.

DEPOSITS & REFUNDS

Use our Trip Planner App to select a Small Guided Vacation and request a free quote. Prices and availability are guaranteed for 72 hours upon receiving your quote.

• Book your Guided Vacation with just a $500 per adult deposit.
• If you cannot travel, your entire deposit will be used for the future travel of your choice within one year.
• Your total tour cost must be paid within 75 days of your departure date.
• There is no refund for arriving late or leaving a trip early.
• See our Travel Flexibility Policy for more.

CANCELLATIONS

Regarding Canceled Vacations and Not Rescheduled: If you cancel your vacation and do not wish to reschedule for a future date, or take advantage of our Travel Flexibility Policy, please refer to our Cancellation Penalties below:

Cancellation Penalties:

• Up to 75 days prior to travel: your entire deposit
• Between 30 and 74 days prior: 50% of your Vacation cost
• Less than 30 days prior to or during your vacation: 100% of your Vacation cost

TRAVEL INSURANCE

Travel Insurance is required for our Small Guided Vacations.  You can choose your own provider or, we offer the best travel insurance in the industry, through Arch Roam Right, and at the most affordable price. Simply ask one of our Destination Experts about insurance and they will inform and guide you.

CHILDREN POLICY

Our Small Guided Vacations are designed principally for adults, age 18+.

ACCOMMODATIONS & EXPERIENCES

Authentic Vacations reserves the right to substitute accommodation and experiences listed in the itineraries for similar categories as seasonal conditions or unplanned events such as a closure may require.

• Due to the nature of some historic European accommodations, even in 4- and 5-star lodgings, air conditioning is not guaranteed. When necessary, fans are available to keep guests comfortable.

GUARANTEED DEPARTURES

All our Small Guided Tours are Guaranteed Departures. That being said, no one can guarantee unforeseen events, but rest assured. When you have booked, we will do our utmost to make your travels happen. In the rare event that a tour must be cancelled prior to departure, Authentic Vacations will offer the next best available date at no extra charge, or we will make a full refund if the alternative date does not work for you.

MOBILITY CONCERNS

With winding lanes, cobblestone streets, small shops, stairways, plus visiting castles and staying in historic hotels, antiquity is the charm of many European countries. For people with mobility issues, this makes a small, guided vacation problematic. A traveler must be able to get into and out of all means of transportation and climb stairs. Electric scooters and wheelchairs aren’t possible on these vacations.

TRAVEL DOCUMENTS

Will be issued two to three weeks prior to departure. This is due to certain specialty suppliers who are unable to provide Authentic Vacations documentation any earlier, and we prefer to provide a full and complete set of travel documents for our clients.

LUGGAGE REQUIREMENTS

You are allowed to have one standard-size suitcase and one small carry on and a personal item like a purse. All your luggage should have luggage tags, so that porters can easily identify it as yours. This vacation is all about your ease.

MISCELLANEOUS

• All Small Guided Vacations are non-smoking, however, to accommodate guests for rest stops and breaks, our private guides and drivers make frequent stops to make the trip comfortable for everyone.
• Covid-19 vaccinations are NOT required on any of our Small Guided Vacations.
• If a traveler is unruly and causing disruption to others, Authentic Vacations reserves the right to remove that person from the tour and cancel the remaining portion of a tour without a refund. In that event, Authentic Vacations will provide you with transportation back to the original tour arrival or departure location.

CLASSIC GUIDED VACATIONS

Our Classic Guided Vacations are English speaking tours with guaranteed departures and group sizes ranging from 20 to 45 guests. Each tour includes a dedicated guide and driver aboard a modern, comfortable coach. These slightly larger group sizes offer exceptional value and are perfect for travelers who enjoy shared experiences and the camaraderie of exploring with others.

PRICES

Our Classic Guided Vacation prices are valid at the time of booking and then guaranteed, otherwise prices may change.

• Prices are based on per/person, double occupancy (two people per room), and quoted in US dollars.
• Single rooms require a single price supplement and are noted in the “Prices and Departure Dates” tab on each itinerary.
• Prices do not cover airfare to and from Europe, however, several of our Classic Guided Vacations do cover in-country flights from one location to another. In these instances, when in-country flights are covered in the tour pricing, it will be listed on the itinerary.
• Prices include all land costs, experiences, accommodations, meals, and portage as noted on each itinerary. When Airport transfers are included in our Classic Guided Vacations it will be noted on the itinerary.  For all others please inquire.

DEPOSITS & REFUNDS

Give us a call or use our website to select a Classic Guided Vacation and request a free quote. Prices and availability are guaranteed for 72 hours upon receiving your quote.

• Book your Guided Vacation with just a $500 per adult deposit.
• If you cannot travel, your entire deposit will be used for the future travel of your choice within one year.
• Your total tour cost must be paid within 75 days of your departure date.
• There is no refund for arriving late or leaving a trip early.
• See our Travel Flexibility Policy for more.

CANCELLATIONS

Regarding Canceled Vacations and Not Rescheduled: If you cancel your vacation and do not wish to reschedule for a future date, or take advantage of our Travel Flexibility Policy, please refer to our Cancellation Penalties below:

Cancellation Penalties:

• Up to 75 days prior to travel: your entire deposit
• Between 30 and 74 days prior: 50% of your Vacation cost
• Less than 30 days prior to or during your vacation: 100% of your Vacation cost

TRAVEL INSURANCE

Travel Insurance is required for Classic Guided Vacations. You may choose your own provider or, we offer the best travel insurance in the industry, through Arch Roam Right, and at the most affordable price. Simply ask one of our Destination Experts about insurance and they will inform and guide you.

CHILDREN POLICY

Our Classic Guided Vacations are designed principally for adults, age 18+.

ACCOMMODATIONS & EXPERIENCES

Authentic Vacations reserves the right to substitute accommodation and experiences listed in the itineraries for similar categories as seasonal conditions or unplanned events such as a closure may require.

• Due to the nature of some historic European accommodations, even in 4- and 5-star lodgings, air conditioning is not guaranteed. When necessary, fans are available to keep guests comfortable.

GUARANTEED DEPARTURES

All our Classic Guided Tours are Guaranteed Departures. That being said, no one can guarantee unforeseen events, but rest assured. When you have booked, we will do our utmost to make your travels happen. In the rare event that a tour must be cancelled prior to departure, Authentic Vacations will offer the next best available date at no extra charge, or we will make a full refund if the alternative date does not work for you.

MOBILITY CONCERNS

With winding lanes, cobblestone streets, small shops, stairways, plus visiting castles and staying in historic hotels, antiquity is the charm of many European countries. For people with mobility issues, this makes a small, guided vacation problematic. A traveler must be able to get into and out of all means of transportation and climb stairs. Electric scooters and wheelchairs aren’t possible on these vacations.

TRAVEL DOCUMENTS

Will be issued two to three weeks prior to departure. This is due to certain specialty suppliers who are unable to provide Authentic Vacations documentation any earlier, and we prefer to provide a full and complete set of travel documents for our clients.

LUGGAGE REQUIREMENTS

You are allowed to have one standard-size suitcase and one small carry on and a personal item like a purse. All your luggage should have luggage tags, so that porters can easily identify it as yours. This vacation is all about your ease.

MISCELLANEOUS

• All Classic Guided Vacations are non-smoking, however, to accommodate guests for rest stops and breaks, our private guides and drivers make frequent stops to make the trip comfortable for everyone.
• Covid-19 vaccinations are NOT required on any of our Classic Guided Vacations.
• If a traveler is unruly and causing disruption to others, Authentic Vacations reserves the right to remove that person from the tour and cancel the remaining portion of a tour without a refund. In that event, Authentic Vacations will provide you with transportation back to the original tour arrival or departure location.

EXPEDITION CRUISES

Our Expedition Cruises offer your most adventurous travelers an unforgettable journey by sea, sailing aboard next-generation polar vessels with award-winning operator Polar Latitudes. With small ship intimacy, expert expedition teams, Zodiac landings and unparalleled wildlife encounters, these are bucket-list voyages — perfect for travelers seeking adventure beyond the conventional.

PRICES

Our Expedition Cruise prices are valid at the time of booking and then guaranteed, otherwise prices may change.

• Prices are based on per cabin and quoted in US dollars.
• Solo cabin categories are available on each voyage at single occupancy.
• Twin, triple and suite cabin categories are available — please see each individual voyage for cabin options and capacities.
• Prices include the voyage, all onboard meals, lunch and dinner beverage package, Zodiac landings and expedition team. The Svalbard Express voyage also includes hotel nights in Oslo, return flights to Longyearbyen, and all transfers.
• Prices do not cover international airfare to and from the embarkation point unless otherwise stated, travel insurance, gratuities, or any optional excursions or pre/post programs.

DEPOSITS & REFUNDS

Give us a call or use our website to select an Expedition Cruise and request a free quote. Prices and availability are guaranteed for 72 hours upon receiving your quote.

• Book your Expedition Cruise with a 10% non-refundable deposit.
• The remaining balance is due 120 days prior to departure.
• There is no refund for arriving late, leaving a voyage early, or for any portion of the voyage missed.
• See our Travel Flexibility Policy for more.

CANCELLATIONS

Due to the nature of expedition cruising and the long lead times required to secure cabins and operational arrangements, cancellation penalties for Expedition Cruises are stricter than for our land-based vacations.

If you cancel your Expedition Cruise and do not wish to reschedule for a future date, the following Cancellation Penalties apply:

Cancellation Penalties:

• Up to 120 days prior to travel: your entire deposit
• Between 119 and 106 days prior to travel: 50% of your cruise cost
• Between 105 and 91 days prior to travel: 75% of your cruise cost
• Less than 90 days prior to travel: 100% of your cruise cost

TRAVEL INSURANCE

Travel Insurance is required for Expedition Cruises. You may choose your own provider or, we offer the best travel insurance in the industry, through Arch Roam Right, and at the most affordable price. Simply ask one of our Destination Experts about insurance and they will inform and guide you.

Your policy must include the following mandatory minimum coverage per passenger:

• Personal injury
• Medical expenses
• Emergency medical evacuation (minimum coverage USD $150,000)
• Coverage for pre-existing medical conditions

We also strongly recommend coverage for trip cancellation, trip interruption, loss or damage to baggage, and travel delays. Travelling without comprehensive insurance means you accept these risks and potential costs personally.

CHILDREN POLICY

Our Expedition Cruises are designed principally for adults. Minors under the age of 18 must travel with a parent or responsible adult over the age of 21, sharing the same stateroom and accompanying the minor on all shore excursions for the duration of the voyage.

Children under the age of 8 (weighing less than 29kg / 1.2m tall) are not permitted to participate in any excursions. In addition, safety harnesses and seating equipment are not provided for children aged 8 to 14 on any excursion or shuttle service. Shore excursions may be refused for safety concerns at the discretion of the expedition team.

MOBILITY CONCERNS

Expedition Cruises involve a significant level of physical activity. Travelers must be able to climb stairways, embark and disembark from a Zodiac (a small inflatable boat) under both wet and dry conditions, and walk unaided across uneven, rocky, or icy terrain during shore landings. Zodiac transport may result in contact with ocean water, and conditions can change rapidly.

While the vessel does have limited availability for wheelchair users, the ship and shore excursions are not suitable for travelers with significant mobility limitations by shore-based standards. Shore visits and Zodiac excursions may be refused to anyone who is unfit to travel and walk unaided, at the discretion of the expedition team.

Travelers may be asked to return quickly to the Zodiacs or ship in case of unexpected weather changes or wildlife sightings that may impact safety.

MEDICAL CONSIDERATIONS

Due to the nature of travel in remote polar regions, availability of medical care may be limited or delayed, and medical evacuation may not be possible from the vessel while at sea. The vessel will carry a doctor and/or nurse onboard and has an emergency clinic, but does not have X-ray equipment or hospital facilities.

All passengers must complete medical and dietary information no later than 65 days prior to departure. Travelers with significant medical conditions should consult their physician before booking. Authentic Vacations and the vessel reserve the right to deny boarding to any passenger who does not possess all necessary travel documents or who is considered unfit to travel by the ship’s doctor.

LUGGAGE REQUIREMENTS

Luggage is restricted to suitcases and hand luggage of a size that can comfortably and safely be stored in the respective passenger’s cabin. Cabin trunks are not permitted onboard. All luggage must be tagged clearly with the passenger’s name and cabin number.

Onboard the ship, the dress code is always casual and informal — although feel free to dress up for the Captain’s Welcome and Farewell Cocktail Parties.

WHAT TO PACK

Polar Latitudes provides every guest with a complimentary waterproof jacket (yours to keep) and rubber boots for shore landings. Travelers will need to bring their own waterproof pants — water-resistant clothing is not suitable for participation in shore landings.

Recommended packing includes thermal base layers, fleece mid-layers, warm hats and waterproof gloves, sunglasses, sunblock, and binoculars. A full packing list will be provided after booking.

ITINERARY CHANGES

Expedition travel involves inherent risks. Weather, ocean and ice conditions, and operational factors may require itinerary changes — even after your voyage has begun. The ship’s Master (captain) has full authority to make decisions affecting the route, schedule, and voyage duration. Animals are in their natural wild habitat and therefore sightings cannot be guaranteed.

Entrance fees for optional shore excursions and any pre/post cruise activities not included in the voyage package are payable separately.

TRAVEL DOCUMENTS

Will be issued approximately 30 days prior to departure. Travelers will be required to provide essential information — including passport details, medical information, dietary requirements, emergency contact and boot size — no later than 40 days prior to departure.

MISCELLANEOUS

• All Expedition Cruises are non-smoking inside the vessel. Smoking is permitted in designated outside areas only.
• All passengers must be 21 years or older to consume alcohol onboard.
• Pets, including guide dogs, are not permitted onboard the vessel.
• If a traveler is unruly or causing disruption to others, the vessel reserves the right to remove that person from the voyage and cancel the remaining portion without a refund.

REFUND POLICY & PROCEDURE

If you need to cancel your reserved services, please provide written confirmation of the same.  You may email either your designated Agent or [email protected] to confirm your cancellation.

Once your cancellation confirmation has been received, we will immediately issue a refund to your credit card, if applicable.

Your refund amount will be determined by the cancellation policies set forth in the following two sections of Our Policies (located above this section):

TRAVEL FLEXIBILITY & CANCELLATION POLICY AND GROUP BOOKINGS (8 OR MORE TRAVELERS)

If a refund is due, funds will be credited/returned to the same credit card you used to purchase your vacation.

If you have used multiple credit cards to purchase your vacation, we can refund you to a specific credit card of your choosing.

If payment has been received by check or bank transfer, your refund will be sent by check.

TRAVEL INSURANCE

We are pleased to offer you travel insurance to help protect against trip cancellation penalties, trip interruptions and delays, emergency medical expenses, lost or delayed baggage, and much more! Policies include a 24-hour travel emergency service to help you should any problems arise.

Coverage can be purchased online anytime up to 15 days prior to departure. However, the policy must be purchased within 14 days of your Vacation deposit payment to Authentic Vacations to be eligible for coverage for pre-existing medical conditions. If you decide to add insurance at a later stage, you can do so by following the steps on your client account or by sending an email request to your Destination Expert.

Please note that Travel Insurance premiums are non-refundable after 14 days of purchase and the minimum cost per person is $56.

Our policies are provided by Arch RoamRight, an innovative leader in the travel insurance industry. Their comprehensive travel insurance package provides a variety of protections and coverages – please click here to view more detailed policy information.

TRAVEL DELAYS

If your flight has been delayed and you will miss the first night(s) of your package, please call us immediately, so that we can help to rearrange your tour as efficiently as possible. However, please be aware that hotels will require a minimum of 24 – 72 hours’ notice to cancel a reservation without any fees incurred.  We will not be able to refund you for these missed nights.  We highly recommend that you purchase travel insurance as you will be able to reclaim any financial loss incurred by travel delays.  This is the only way to ensure you will not be charged for any itinerary changes due to travel delays.  Please see our Travel Insurance page for more information on how to protect yourself while traveling.

TRAIN

Train travel to all destinations may face disruptions due to delays or cancellations. These interruptions can occur for various reasons, including construction on the rail lines and strikes.

Luggage assistance is not available and there are no porters to assist with luggage. Please ensure you pack accordingly as you will be responsible for lifting and moving your own luggage.

If you plan to use trains as your mode of transportation, please be aware of the following:

No Refunds for Delays: Authentic Vacations will not provide refunds for delayed trains, even if the conductor or other passengers suggest otherwise.

No Refunds for Cancellations: If a train is canceled, the train line will offer alternative transportation options, which may include taking a later train or traveling by bus. Authentic Vacations will not be responsible for any costs if you choose to arrange alternative transportation independently.

If you have concerns about these policies, please consult your Destination Expert, who can help recommend alternative transportation options.

OUR RESPONSIBILITY & LIABILITY

Authentic Vacations acts only as a booking agent for the various travel service providers (suppliers). As an agent we accept no responsibility for the acts or omissions of the supplier or for the services provided by the supplier. Your booking is subject to the terms and conditions of the suppliers (and where applicable, are available on request) and by making the Deposit you agree to be bound by these terms and conditions.

We are responsible for ensuring that the travel arrangements you book with us are accurately based on the booking information provided by you. We will always strive to ensure that any special requests you may make, e.g. Non-Smoking Room, are fulfilled. We are not responsible for services provided by suppliers.

If any part of your travel arrangement is not provided as expected please resolve it with the service provider in the first instance. If further support is required please notify us as soon as possible, and in any event within 7 days of return, and we will work with our travel service providers to provide any appropriate compensation if we and our travel service providers agree this has affected the enjoyment of your trip. We will pass on any refund our travel service providers agree to, we have no further liability to you. You agree to and must comply with the terms and conditions of the third party suppliers of any travel services that form part of the package.

Authentic Vacations does not accept any liability for any loss, claim damages (direct or indirect, incidental, special or consequential, including but not limited to lost profit or lost savings), accident, delay, omission, or act whether negligent or otherwise on the part of a supplier of facilities for travel or any representative, employee, agent or servant of a supplier of facilities for travel.

CHANGES MADE BY YOU

Vacation change requests after your Vacation Deposit is paid and your booking is confirmed are subject to availability and will incur a $200.00 Amendment Fee for each accommodation, activity, or transportation reservation that is altered, plus any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. 

No changes can be made to an itinerary 75 days prior to the departure date and once you arrive in destination. In the event of an emergency, we will do our utmost to accommodate an urgent change request, but we cannot guarantee availability, pricing, or that change fees will not apply.

Please note that certain travel arrangements may not be changeable after a reservation has been made and any alteration request could incur a cancellation charge of up to 100% of that part of the arrangements.

WHEN CHANGES HAPPEN

We plan your travel arrangements many months in advance. Occasionally amendments may be necessary for reasons beyond our control. We reserve the right to make such changes at any time prior to your arrival at your vacation destination. If amendments must be made, they will be made in your favor.

In the unlikely event that changes do need to be made to the original booking before departure, we will identify and present alternative providers. For significant changes we will agree on the alternative provider with you. We reserve the right to pass any change in the supplier price compared to the original booked supplier if it exceeds 10% and only if there are more than 60 days before travel commencement. If no alternative provider can be agreed we agree to remove this element from the travel package and package price.  Please note we will not offer alternative options or require agreement to the alternative provider if we make an insignificant change.

We also reserve the right to increase the price of confirmed holidays solely to allow for increases which are a direct consequence of changes in:

(i) the price of the carriage of passengers resulting from the cost of fuel or other power sources;

(ii) the level of taxes or fees chargeable for services applicable to the holiday imposed by third parties not directly involved in the performance of the holiday, including tourist taxes.

(iii) movement in the exchange rates relevant to the package between booking and travel date.

We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges and/or additional services or travel arrangements. You will be charged for the amount over and above that.

However, if this means that you have to pay an increase of more than 8% of the price of your confirmed holiday (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another holiday if we are able to offer one (if this is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy.

Should the price of your holiday go down due to the changes mentioned above, then any refund due will be paid to you less an administrative fee of $50 per person. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

We are not responsible for acts of God, natural disasters, epidemics, pandemics, war or conflicts.  Authentic Vacations will not charge you a fee to rebook your travel on the new dates of your choice. But suppliers’ rates for goods and services, such as accommodations and car providers, may differ from your original vacation price. This depends upon availability and the time of year you choose to rebook. We are not responsible for price increase, due to supplier availability, in concert with rebooked dates of your choice.

PRIVACY POLICY

Authentic Vacations Privacy Policy Authentic Vacations is committed to protecting your privacy. We will never share your personal information with third parties. We do not sell, rent, trade, or otherwise share your personal information. If (in very rare cases), your information does need to be shared with a third party, we will never do so without first providing you notice of same and receiving your express permission to proceed.

This privacy policy describes how Authentic Vacations collect and use the personal information you provide on our websites, www.authenticvacations.com and authenticireland.com. It also describes the choices available to you regarding our use of your personal information and the steps you can take to access this information and to request that we correct or update it.

Collection and Use of Personal Information We collect the following personal information from you:

• Contact Information such as name, email address, mailing address, phone number
• Billing Information such as credit card number, expiration date, billing address (credit card information is never stored or saved on our system)
• Unique Identifiers such as username, ID number, account number, password

We collect this information when you:

• Sign up for our newsletter or email list
• Contact us with questions or request more information about our products or services

We use this information to:

• Fulfill your order
• Send you an order confirmation
• Send you requested product or service information
• Respond to customer service requests
• Administer your account
• Send you a newsletter
• Respond to your questions and concerns
• Information sharing

We reserve the right to disclose your personal information as required by law (e.g., to comply with a subpoena, warrant, court order, or legal process served on our website) and when we believe that disclosure is necessary to protect our rights, protect your safety or the safety of others, investigate fraud, and/or respond to a government request.

In the event Authentic Vacations goes through a business transition, such as a merger, acquisition by another company, or sale of all or a portion of its assets, your personally identifiable information will likely be among the assets transferred. You will be notified via email and/or a prominent notice on our website of any such change in ownership or control of your personal information, as well as any choices you may have regarding your personal information.

Choice/Opt-Out You may opt-out of receiving our newsletter or marketing emails from us by following the unsubscribe instructions included in each newsletter or marketing email or you can contact us at [email protected].

Cookies and Other Tracking Technologies We use first and third-party cookies on this site. First-party cookies are stored by the domain (website) you are visiting directly and allow you to register/login with our services.

Third-party cookies are created by domains other than the one you are visiting directly. They are used for cross-site tracking and services provided by an external party:

• Google Analytics uses cookies for tracking return visitors and attribution (each time the visitor comes to the site, the code stores new referral or campaign variable information in the visitor’s cookies
• Hotjar – for more information please visit their Data Safety, Privacy & Security page
• Hubspot – is our live chat system and uses cookies for session tracking when you choose to talk with one of our agents

Log Files As is true of most websites, we gather certain information automatically and store it in log files. This information may include internet protocol (IP) addresses, browser type, internet service provider (ISP), referring/exit pages, operating system, date/time stamp, and/or page views.

We use this information, which does not usually identify individual users, to analyze trends, – administer the site, track users’ movements around the site and gather demographic information about our user base.

We may record your IP addresses when you place an order through our site to detect and prevent fraud.

Web Beacons A web beacon is an electronic image placed on a web page that can serve many of the same purposes that cookies serve, for example, recording the pages you visit on our site. We or our third parties may use web beacons to track the traffic patterns of users from one page to another.

We or our third-party service provider may use web beacons in some of our emails to let us know which emails have been opened by recipients or track click-through rates. This allows us to gauge the effectiveness of our communications to customers and our marketing campaigns.

Correcting and Updating Your Personal Information To review and update your personal information to ensure it is accurate, contact us at [email protected].

Security The security of your personal information is of vital importance to us. When you enter sensitive information (such as credit card numbers) on our order forms, we encrypt that information using secure socket layer technology (SSL).

We follow generally accepted industry standards to protect the personal information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure. Therefore, while we use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

If you have any questions about security on our website, you can contact us at [email protected].

Notification of Privacy Statement Changes We may update this policy from time to time as our information practices are modified or changed. If we make any material changes to this policy that affect your personal information, we will notify you by email (sent to the e-mail address specified in your account) or by means of a notice on this Site prior to the change. We encourage you to periodically review this page for the latest information on our privacy practices.

Our Contact Information You can contact us by writing or emailing us at the address below:

Authentic Vacations, 16100 N. Greenway-Hayden Loop, Suite E-130, Scottsdale, AZ 85260 | [email protected] | 1-888-443-5259. Effective Date: December 30, 2019

California Residents This Privacy Notice for California Residents supplements and is expressly made part of the information contained in Authentic Vacations, https://www.authenticvacations.com/our-policies/, and applies solely to all visitors, users, and others who reside in the State of California (“consumers” or “you”). We adopt this Notice to comply with the California Consumer Privacy Act of 2018 (CCPA). Any terms defined in the CCPA have the same meaning when used in this Notice.

Information We Collect Our websites collect information that identifies, relates to, describes, references, is capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer (“personal information”). In particular, our websites have collected the following categories of personal information from its consumers within the last twelve (12) months:

We collect the following personal information from you:

• Contact Information such as name, email address, mailing address, phone number
• Billing Information such as credit card number, expiration date, and billing address (Credit Card information is never stored or saved on our system)
• Unique Identifiers such as username, ID number, account number, password

We collect this information when you:

• Sign up for our newsletter or email list
• Contact us with questions or request more information about our products or services

We use this information to:

• Fulfill your order
• Send you an order confirmation
• Send you requested product or service information
• Respond to customer service requests
• Administer your account
• Send you a newsletter
• Respond to your questions and concerns
• Information Sharing

Your Rights and Choices The CCPA provides consumers (California residents) with specific rights regarding their personal information. This section describes your CCPA rights and explains how to exercise those rights.

Access to Specific Information and Data Portability Rights You have the right to request that Authentic Vacations disclose certain information to you about our collection and use of your personal information over the past 12 months. Once we receive and confirm your verifiable consumer request (see Exercising Access, Data Portability, and Deletion Rights), we will disclose to you:

• The categories of personal information we collected about you.
• The categories of sources for the personal information we collected about you.
• The categories of third parties with whom we share that personal information.
• The specific pieces of personal information we collected about you (also called a data portability request).
• If we disclosed your personal information for a business purpose, we will identify the personal information categories that each category of recipient obtained.

Deletion Request Rights You have the right to request that Authentic Vacations delete any of your personal information that we collected from you and retained, subject to certain exceptions. Once we receive and confirm your verifiable consumer request (see Exercising Access, Data Portability, and Deletion Rights), we will delete (and direct our service providers to delete) your personal information from our records, unless an exception applies.

We may deny your deletion request if retaining the information is necessary for us or our service provider(s) to:

• Complete the transaction for which we collected the personal information, provide a good or service that you requested, take actions reasonably anticipated within the context of our ongoing business relationship with you, or otherwise perform our contract with you.
• Detect security incidents, protect against malicious, deceptive, fraudulent, or illegal activity, or prosecute those responsible for such activities.
• Debug products to identify and repair errors that impair existing intended functionality.
• Exercise free speech ensures the right of another consumer to exercise their free speech rights or exercise another right provided for by law.
• Comply with the California Electronic Communications Privacy Act (Cal. Penal Code § 1546 seq.).
• Enable solely internal uses that are reasonably aligned with consumer expectations based on your relationship with us.
• Comply with a legal obligation.
• Make other internal and lawful uses of that information that are compatible with the context in which you provided it.

Exercising Access, Data Portability, and Deletion Rights To exercise the access, data portability, and deletion rights described above, please submit a verifiable consumer request to us by either:

• Calling us at +1 888-443-5259, or sending a letter to us at Authentic Vacations 16501 E. Greenway Pkwy, #130-610, Scottsdale, AZ 85254

Only you, or a person registered with the California Secretary of State that you authorize to act on your behalf, may make a verifiable consumer request related to your personal information. You may also make a verifiable consumer request on behalf of your minor child.

You may only make a verifiable consumer request for access or data portability twice within a 12-month period. The verifiable consumer request must:

• Provide sufficient information that allows us to reasonably verify you are the person about whom we collected personal information or an authorized representative.
• Describe your request with sufficient detail that allows us to properly understand, evaluate, and respond to it.

We cannot respond to your request or provide you with personal information if we cannot verify your identity or authority to make the request and confirm the personal information relates to you.

Making a verifiable consumer request does not require you to create an account with us.

We will only use personal information provided in a verifiable consumer request to verify the requestor’s identity or authority to make the request.

Response Timing and Format We endeavor to respond to a verifiable consumer request within forty-five (45) days of its receipt. If we require more time (up to 90 days), we will inform you of the reason and extension period in writing.

If you have an account with us, we will deliver our written response to that account. If you do not have an account with us, we will deliver our written response by mail or electronically, at your option.

Any disclosures we provide will only cover the 12-month period preceding the verifiable consumer request’s receipt. The response we provide will also explain the reasons we cannot comply with a request, if applicable. For data portability requests, we will select a format to provide your personal information that is readily useable and should allow you to transmit the information from one entity to another entity without hindrance.

We do not charge a fee to process or respond to your verifiable consumer request unless it is excessive, repetitive, or manifestly unfounded. If we determine that the request warrants a fee, we will tell you why we made that decision and provide you with a cost estimate before completing your request.

Non-Discrimination We will not discriminate against you for exercising any of your CCPA rights. Unless permitted by the CCPA, we will not:

• Deny you goods or services.
• Charge you different prices or rates for goods or services, including through granting discounts or other benefits, or imposing penalties.
• Provide you with a different level or quality of goods or services.
• Suggest that you may receive a different price or rate for goods or services or a different level or quality of goods or services.

However, we may offer you certain financial incentives permitted by the CCPA that can result in different prices, rates, or quality levels. Any CCPA-permitted financial incentive we offer will reasonably relate to your personal information’s value and contain written terms that describe the program’s material aspects. Participation in a financial incentive program requires your prior opt-in consent, which you may revoke at any time.

Other California Privacy Rights California’s “Shine the Light” law (Civil Code Section § 1798.83) permits users of our Websites that are California residents to request certain information regarding our disclosure of personal information to third parties for their direct marketing purposes. To make such a request, please send an email to [email protected].

Changes to Our Privacy Notice Authentic Vacations reserves the right to amend this Privacy Notice at our discretion and at any time. When we make changes to this Privacy Notice, we will post the updated Notice on the Websites and update the Notice’s effective date. Your continued use of our Websites following the posting of changes constitutes your acceptance of such changes.

Contact Information If you have any questions or comments about this Notice, the ways in which Authentic Vacations collects and uses your information described above, your choices and rights regarding such use, or wish to exercise your rights under California law, please do not hesitate to contact us at:

• Phone: +1 888-443-525
• Email: [email protected]
• Mailing Address: Authentic Vacations 6501 E. Greenway Pkwy, #130-610, Scottsdale, AZ 85254