Terms and Conditions - Enterprise Customers (Managed Accounts) - Click Travel
Terms and Conditions – Enterprise Customers (Managed Accounts)2021-11-11T10:32:35+00:00

Terms & Conditions
Enterprise Customers (Managed Accounts)

1. Who we are

1.1 The company with whom You are contracting by entering into this agreement is Click Travel Limited (Company number 03770815) of Alpha Tower, Suffolk Street Queensway, Birmingham, B1 1TT (“Click Travel”). We are a travel management company providing travel procurement services, associated software and consulting services. “You”, “Your” or “Yourself” means the company or other legal entity for which you are accepting this Agreement, and Affiliates of that company or entity.

2. Nature of this agreement

2.1 This Agreement is for the provision of travel management services.

3. Agreement

3.1 From the moment that You accept its terms either by signing this document or by clicking on the acceptance button on our web pages (or if You take any other action which indicates acceptance of this agreement) this agreement is binding on Click Travel and You.

4. What You pay to Click Travel

4.1 You agree to pay to Click Travel the following Fees unless otherwise agreed by the parties in writing:

Service

Online

Offline

Charging Unit

Hotel Accommodation

Hotel accommodation

Free

9.00

per voucher

UK hotel bill back

6.00

6.00

per voucher

International hotel bill back

9.00

9.00

per voucher

Cancellation

Free

3.00

per voucher

Rail Tickets

UK national rail

2.50

9.00

per journey

London Underground Travelcard

2.50

9.00

per voucher

Eurostar

5.00

9.00

per journey

International

N/A

9.00

per journey

Season ticket

N/A

18.00

per voucher

Oyster Card

N/A

12.00

per card

Carnet

N/A

18.00

per voucher

Delivery: on-site ticket printer

Free

Free

per delivery

Delivery: self print

Free

Free

per delivery

Delivery: ticket on departure

Free

Free

per delivery

Delivery: first class

1.00

1.00

per delivery

Delivery: next day (Royal Mail Special Delivery)

7.00

7.00

per delivery

Cancellation

5.00

7.00

per ticket

Air Travel

Air tickets (short haul)

5.50

12.00

per voucher

Air tickets (long haul)

5.50

26.00

per voucher

Air ticket re-issues, re-validations and refunds

N/A

9.00

per voucher

Air loyalty scheme points redemption

N/A

35.00

per voucher

Airport transfer

N/A

9.00

per voucher

Cancellation

Free

3.00

per voucher

Vehicle Hire

Car hire

3.50

9.00

per voucher

Van Hire

N/A

12.00

per voucher

Ancillary Services

Airport parking

Free

9.00

per voucher

Airport lounge

Free

9.00

per voucher

Taxi

Free

9.00

per voucher

Meet & Greet

N/A

12.00

per voucher

Prisoner Authorisation to Travel

N/A

45.00

per voucher

Chauffeur

N/A

12.00

per voucher

Alternative accommodation

N/A

22.00

per voucher

Ferry (passenger or vehicle)

N/A

12.00

per voucher

Ferry freight

N/A

18.00

per voucher

Coach hire

N/A

9.00

per voucher

Private jet/helicopter

N/A

9.00

per voucher

Restaurant reservation

N/A

9.00

per voucher

Event tickets

N/A

9.00

per voucher

Visa/passport application

N/A

9.00

per voucher

Foreign currency

N/A

9.00

per voucher

Cancellation of ancillary bookings

Free

3.00

per voucher

Meetings & events (commissionable)

N/A

Free

per voucher

Meetings & events (non-commissionable)

N/A

8%

gross contract value

Telephone support outside of office hours

N/A

15.00

per call

It is noted and agreed that:

  1. Cancellation charges are in addition to any charges made by the relevant Service provider;
  2. A voucher represents a single booking, for example a train ticket for one person;
  3. All fees are in GBP and are exclusive of VAT where applicable;
  4. All commissions are retained by Click Travel;
  5. Fees are valid for the duration of the Agreement Period;
  6. Customers are responsible for all charges levied by Suppliers and distribution channels for the relevant booking, including but not limited to the cost of the service purchased, credit card surcharges airline segment charges and API fees. All known charges at the time of booking are presented and itemised to the User prior to completing a booking;
  7. Hotel bill back fee applies when bill back is applied to a hotel booking, no matter what form of payment is used;
  8. Where hotel bill back is utilised and the form of payment is not a Click Travel Credit Account, You are responsible for collecting the necessary documentation for VAT purposes;
  9. Hotel bill back is available at most properties around the world. Some properties and countries require an extended lead time to process a bill back request and as such advance booking may be required to use this service;
  10. The international hotel bill back fee applies when bill back is required at an International Property, which is defined as a property whose address is outside the United Kingdom. For the avoidance of doubt, properties in the channel islands (Jersey, Guernsey, et al) are classed as International Properties;
  11. We offer various professional services, such as implementation, which you can utilise and we will charge for on a project basis;
  12. Long haul Air tickets are defined as journeys that contain one or more sectors that are over 3700 km in length;
  13. A rail ticket journey is defined as one return ticket or two single tickets where the second ticket is the reverse journey of the first;
  14. Ticket on departure delivery fees are regulated by ATOC and are subject to change;
  15. A booking fee supplement of £6.00 per room reservation is applicable to any Premier Inn hotel bookings and negotiated corporate rates where the commission payable by the hotel to Click Travel is less than 8%.
  16. All costs associated with integrating with external systems are Your responsibility. This includes, but is not limited to invoice systems (Ariba, OB10, Tradex, et al), accounting systems and Human Resource/Personnel systems. For the avoidance of doubt, Your responsibility includes implementation and transaction fees charged by such suppliers to Click Travel in relation to the provision of the integrated services that you require.
  17. Click Travel’s rates and charges are based on Click retaining ownership and control of commercial agreements with Travel Suppliers who provide content for the Click service. Please note that Click Travel reserves the right to change these rates and charges if You negotiate Your own commercial agreements or introduce a buying consultancy or consortia to negotiate on Your behalf. Click Travel reserves the right to decline to load and utilise any content subject to a commercial agreement outside of Click’s control.
  18. All off line cancellations will incur a charge at the prevailing rate.
  19. TUPE costs are excluded where applicable but remain the responsibility of The Customer;
  20. Payment terms (subject to status) are based on weekly invoicing, payment by Direct Debit, 14 days (unless otherwise agreed in writing);
  21. Credit Card fees apply on transactions where Click Travel acts as the merchant
  22. Co2 offset if required will be charged at the prevailing rate.
  23. SMS text notifications if required will be charged at 50p per text

5. Payment for services

5.1 Transaction Fees are stated in GBP and are exclusive of VAT (as applicable) which You must pay in addition.

5.2 Where payment of invoices submitted by Click Travel is made by credit card, Click Travel will debit cards presented for payment on at least a daily basis and deliver a corresponding invoice to the registered card holder. Credit card fees (at the prevailing rate from time to time) apply on transactions where Click Travel acts as the merchant. All such charges will be presented to the user prior to completing a booking.

5.3 All invoiced Fees and charges are due net 14 days from the invoice date. Where payment of invoices submitted by Click Travel is made by direct debit, the direct debit system will collect payment on or after the invoice due date.

5.4 If any amounts invoiced are not received by Click Travel by the due date, then (at Click Travel’s discretion) such monies may accrue late payment interest at the rate of 1.5% over the prevailing Lloyds TSB base rate of the outstanding balance per month, or the maximum rate permitted by law, whichever is lower, from the date such payment was due until the date paid. If any charge due from You is 14 days or more overdue, Click Travel may, without limiting our other rights and remedies, demand that all moneys owing to Click Travel become immediately due and payable and Click Travel may suspend all Services until such amounts are paid in full. Credit is subject to status, You give Click Travel permission to obtain credit reports on Your organisation and monitor credit worthiness on an ongoing basis. Click’s opinion on Your credit worthiness is final and may not be disputed. Click reserves the right to remove credit and demand all outstanding monies immediately if, in Click’s opinion, credit worthiness is not satisfactory.

5.5 Any invoice queries should be raised with Click Travel in writing no less than 14-days from the invoice date. All queries will be responded to by Click Travel within 2 working days. All invoiced supplier charges are payable on presentation of the Click Travel Invoice or request for payment. A copy of the original invoice presented by the supplier to Click Travel may be available subject to an administration fee of £35.00 per document.

5.6 Fees will be increased annually on the anniversary of this agreement in line with inflation, by reference to the Retail Price Index.

5.7 You instruct Click Travel to settle all travel costs with the Supplier and discharge all debts with Suppliers and to invoice You under the terms of this agreement. You agree that costs incurred on Bookings using the credit facility are due to Click Travel and will be paid upon production of a Click Travel invoice which will be issued detailing the Fees, Service Costs and any other items due. Click Travel acts as a payment mechanism for You to pay Suppliers. Charges from Suppliers passed on to You by Click Travel which are subsequently disputed do not constitute grounds for non-payment to Click Travel. If instructed to do so, Click Travel will investigate the dispute with the Supplier and the outcome will be final. Alternatively, You can take up any such dispute with the Supplier direct.

5.8 Click Travel reserves the right to charge £35 for each credit and re-invoice as a result of You entering information during the booking process, which You later seek to change.

6. Services

6.1 The Services comprise those Services listed in section 4 above. All Services are made available pursuant to and in accordance with this agreement during the Agreement Period. Click Travel provides the Services to enable You to book air tickets, hotel rooms, train tickets, car hire rental and related items made available to You online via the login link at https://www.clicktravel.com and/or Travel Cloud and/or other web pages hosted on our behalf, including associated offline components. Click Travel achieves this through our own proprietary applications and through certain third party applications.

6.2 The Services are made available to You for Your internal business purposes (but not for the benefit of any third party and not for resale). Click Travel has no obligation to make any Services available if You are in default of this agreement or if this agreement is capable of being lawfully terminated by Click Travel.

6.3 From time to time Click Travel may offer You the opportunity to use, at no charge, Click Travel products or Services that are not generally available to Click Travel customers (“Non-GA Services”). You may contract to use Non-GA Services without obligation to do so. Any Non-GA Services will be clearly designated as beta, pilot, limited release, developer preview, non-production or by a description of similar import. Non-GA Services are provided “as is,” exclusive of any warranty or support, and may contain bugs or errors. Non-GA Services are provided for evaluation and testing purposes and are not intended for production use, may never be made generally available, and may be discontinued at any time. Click Travel excludes all financial and/or other liability arising from use of Non-GA Services.

7. Bookings

7.1 General

7.1.1 This agreement applies to all Bookings made by You and/or Users and consumed by Travellers.

7.1.2 Click Travel places Bookings on Your behalf with Suppliers. Click Travel communicates your instructions to the Supplier including any applicable authorised limits. The person or persons consuming the service (i.e. Users, Travellers) are responsible for ensuring any applicable limits are not exceeded.You are liable for all charges arising from the Supplier in connection with and relating to the Booking placed including any charges made by the Supplier over