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Important Information

Passports & Visas

It is your responsibility to ensure that your documents are in order when travelling overseas. For visitors to the USA each member of your party (including children) must have their own machine-readable full & valid British passport. It must be valid for at least 90 days from your arrival date if you intend to apply through the Electronic System for Travel Authorisation (ESTA) using the U.S. Visa Waiver Scheme. If your passport does not show that you are a British Citizen (for example British Subject), you will need a visa for entry into the U.S.A.  Before making your reservation please see the ‘Passport & Visas’ section of our booking conditions. Should you need the U.K. Passport Agency to issue new passports, we recommend you allow a minimum of 6 weeks for this process. At the time of going to press the US Government has stated that visitors with valid machine-readable passports may continue to travel without a visa under the Visa Waiver Program. Passports issued on or after October 26th 2005 are required to have a digital photo and integrated circuit chip otherwise you will be required to obtain a visa to travel to the United States. The UK Passport Service suggests that ‘if you are 16 or over and haven’t yet got a passport, their recommendation is that you should apply for one at least six weeks before your holiday. The UK passport service has to confirm your identity before issuing your first passport and will ask you to attend an interview in order to do this.’ For up-to-date information, please contact the British Passport Office on 0870 521 0410 or www.ukpa.gov.uk or the US Embassy on 09042 450 100 or www.usembassy.org.uk  If you are flying to or landing in any other country, please be sure and check the government website www.gov.uk/foreign-travel-advice

ESTA, APIS & SFPD for travel to the USA

All visitors must supply certain information online through the Electronic System for Travel Authorisation (ESTA) if they wish to enter the USA using the current Visa Waiver Program (the alternative is to obtain a Visa from the US Embassy). ESTA is operated by the U.S. Department of Homeland Security and currently charge $14 payable online for authorisation that will be valid for two years. A link to the ESTA website can be found on www.usairtours.co.uk for the latest information. We strongly recommend that you complete the online ESTA process as soon as you have booked (and at least a minimum of 72 hours before departure) because in the unlikely event that you do not receive an ESTA approval for travel, you will need to apply directly to the US Embassy for a Visa. In addition, The United States Customs and Border Protection require that all airlines collect and transmit certain passenger information prior to departure, using their Advanced Passenger Information Systems (APIS). The information required includes your country of residence, the full address (including the zip/postal code) for your first night's accommodation in the US. Please ensure that you enter this information via your airlines website before leaving for the airport to ensure that you do not encounter any unnecessary delays. Finally you are also required to supply Secure Flight Passenger Data (SFPD) via our website that is passed to the US authorities for security reasons. It essential that this information is entered accurately within 72 hours of making your booking otherwise your airline may cancel your booking and you would not be entitled to a refund on any of your holiday or be entitled to compensation.

Travel Insurance

Your holiday price does not include travel insurance and it is vital that you purchase a policy that has sufficient cover for both medical expenses and costs relating to bad weather. Travel insurance provided by most credit card companies does NOT offer sufficient cover. We suggest that you visit our web page www.usairtours.co.uk/insurance and either purchase the recommended policy online as shown or see your travel about an alternative policy with the same or better cover.

Expectant Mothers

Travellers who are more than 26 weeks pregnant on the date of their return flight should check with their doctor as to the advisability of flying, the airline carrier as to their eligibility to fly and their travel insurance provider to ensure that the policy is valid.

Check-In Times (Flights)

With the increase in pre-flight security screening you are advised to be at the check-in desk at least 2 hours before the scheduled departure time. As the scheduled departure may be brought forward for operational reasons you must re-check your departure time either by using the ‘View your booking’ facility on our website www.usairtours.co.uk or calling the airline directly, 24 hours before departure. Please also allow sufficient time to get from the check-in desk to your departure gate at least 30 minutes before your departure time.

Name Changes

Name changes (including minor spelling) are not permitted by the airlines and will usually incur a cancellation penalty.

In-Flight and Special Meal Requests

We are happy to request airlines to provide a range of items including pre-booked seats and special meal requests but these cannot be guaranteed and do not form part of our contract with you. While airlines will always try and seat all traveling members of the party together, this cannot be guaranteed and may be charged even after confirmation. Please also note that to offer the lowest priced fares, we will often quote special group flight seats and these seats cannot be pre-booked in advance and will be only be allocated at check in.

Children Under 18 years Travelling Alone

Please inform the airline directly, quoting your booking number, if you have made a booking for an unaccompanied child under the age of 18 years. They will arrange for a member of staff to meet children at the check-in desk, accompany them through passport control, keep an eye on them during the flight and ensure that they are not left unattended at their destination. To enable the process to run smoothly the airline will need to be supplied with answers to a number of questions and may levy a charge for this administrative service. Some hotels do not allow under 21s in a room by themselves – please check at the time of booking for details.

Reconfirming Flights

Unavoidable changes to scheduled flight times can occur, so we recommend that you reconfirm every flight with the relevant airline 72 hours prior to departure. If your itinerary consists of several different flights and you do not intend to use any one of them you must contact the airline in advance. Not using them in the correct sequence will result in the balance of the itinerary being cancelled.

Luggage

The free luggage allowance on international flights is more generous than for flights taken within the USA. Many airlines now charge extra for checked luggage and this must be paid locally. For details of the amounts charged please visit our website www.usairtours.co.uk/luggage or call the airline direct for specific details. Please be advised that these allowances are not guaranteed and should they vary, the airline has the right to charge a supplement at check-in for excess luggage.

Travel Documentation

Please ensure that when you receive your travel documentation, you check that you have all necessary tickets and ticket confirmation, car rental confirmation numbers, accommodation/tour vouchers, insurance certificate and itinerary, and take them with you when leaving home. If you believe them to be incorrect or you have queries, contact us immediately. It’s a good idea to photocopy your passport and other documents, keeping them separate from the originals, in case of loss.

Check-In / Out Times (Accommodation)

These times vary but generally you will be expected to check-out between 10am and noon and check in no earlier than 3pm. You may be able to request a ‘late check-out’ with the hotel front desk on the day of departure but some hotels make a charge for this, which must be settled locally.

Triple & Quadruple Rooms

A third or fourth person in a room will either share existing beds or an extra bed (which might be a camp bed style) will be placed in the room. Charges for extra beds and baby cots (cribs) are payable locally, direct to the hotel.

Hotel Resort Fees and charges

Many U.S. hotels are now introducing ‘resort fees’ to cover items such as newspaper delivery, in-room safe, the use of a gym etc. They are usually between $15 and $30 per day, can only be paid locally and can be changed by the hotel from time to time - please contact your agent for the latest information if required. These fees are optional at certain hotels and mandatory at others and as not everyone wants to use these facilities, resort fees are not included in our rates unless we stipulate otherwise. A number of hotels assume that all guests will be happy with the resort fees and will automatically add it to your reservation. Please discuss this with hotel staff at check-in to ensure that there are no unwanted additional charges on your bill when checking-out. Your hotel is also likely to make a daily charge for both valet and self parking and this will be payable locally. Please note that your hotel will normally require you to give them a credit card when you check in so that you can charge items such as room service, mini bar, phone calls, restaurant meals etc to your room bill. It is standard requirement for the hotel to get an a pre-approved credit limit authority for a reasonable amount depending on your length of stay and standard of hotel. While the hotel will not be making any charges to your credit card until you check out, their pre-approved credit authority may reduce the available spending limit on your card. We suggest that you agree the amount of the pre-approval with the hotel staff and if necessary make arrangements to temporarily increase your card limit before leaving the UK.

Brochure Accuracy & Hotel Reviews

Every effort has been made to ensure the accuracy of description, information and prices. However it is possible that an advertised facility may be withdrawn or changed: whenever practical, we will advise of such changes. All pictures shown represent the standard of travel products provided but we reserve the right to provide alternatively similar products depending on availability. The hotel reviews in this brochure are subjective and all reasonable effort has been made whilst preparing material, however no warranty is given that the information displayed is complete or accurate. USAirtours does not assume and hereby disclaim all liability to any person for any loss or damage caused by errors or omissions in the information displayed, whether they result from negligence, accident or any other cause.We recommend that you read the latest reviews and score rating on all the hotels that you have booked with us on the TripAdvisor website immediately after receiving our booking confirmation. If you feel there any of the accommodation confirmed is not suitable, please contact us immediately to make the necessary changes.

Villa, Home and Apartment Rental

An increasing number of customers are now enjoying additional space by booking a home, villa or apartment. It is important to note that these properties are privately owned and furnishings and decorations are replaced far less frequently than in a hotel, particularly in our best priced but lowest category homes. Consequently you would expect to find signs of reasonable wear and tear throughout the property and so it is well worth paying the small upgrade cost to enjoy a higher standard of accommodation. For those renting private homes you may pay in advance for pool heat where available. Pool heat is designed to raise the temperature to approximately 10 degrees fahrenheit above the external temperature so at cooler times of year the pool will heat to luke warm. When the outside temperature falls below 60F the pool heaters automatically switch off and in such circumstances we are not able to arrange for pool heat refunds. Maintenance is the responsibility of the property owner who has arranged this through a local company but at busy times they can take up to 24 hours to respond to a call-out. An inventory is taken and the property is cleaned after each guest has checked out. There are occasions when certain properties cannot be used for operational reasons and consequently it may be necessary to substitute and similar or superior property at short notice. Should this occur we will always look to provide an alternative that is located as close to the original property booked whenever possible, depending on availability and season.You will be required to visit our website www.villacheckinonline.com to at 14 days prior to your departure date from the UK to register and pay the appropriate Property Protection Fee for your Booking. To ensure you get the best from your villa holiday booked with us, please ensure that you visit and read the important information shown on our website at www.usairtours.co.uk

Car Rental

Driving in America is both easy and convenient, however it is vital that you, your passengers and vehicle are adequately insured. You will need a full national driver’s license and be a minimum of 21 years of age before being allowed to rent a car and a surcharge for drivers under the age of 25 will need to be paid payable locally. The main driver will be required to show a credit card (not a bank debit card) that matches the drivers name before the car can be rented. Any proposed additional drivers also need to be declared before the car rental collection and their driving licences will also need to be shown.You should also be aware that there are likely to be local taxes to pay in addition to any pre-payment made in the UK. However it is now possible to save money by pre-paying almost everything when you book with us and we strongly recommend you purchase at the all inclusive rate before you go. Full terms and conditions of rental are available on your car rental’s website and please check your rental agreement carefully and ensure that you query anything you are not sure about with the rental agent before signing the agreement. To avoid any additional rental charges please return the car by the specified time and date, allowing plenty of time to get to your flight check in desk at least two hours before departure. When renting a car please ensure that you pre-book a vehicle that is large enough to accommodate all of your luggage as upgrading to a larger vehicle at the rental counter is expensive. We recommend that you also pre-book satellite navigation. Please note that if you chose to sign and purchase any additional items directly from the car rental company when you collect the vehicle, we are not subsequently able to address any related potential complaint should they occur. Please visit www.usairtours.co.uk/carrental for important information before you confirm your booking with us.

24 hour Customer Care Line

Should you have any problems whilst you are away, your first action should be to take up the matter with the on site or local office. If the problem is not solved immediately you must ensure that you contact USAirtours straight away on our Freephone provided on your ticket wallet and documentation. This gives us the opportunity to resolve any problem promptly. our duty office at all other times who will provide the appropriate telephone number of our local office and alert our Duty Manager.

Hazardous Sports

If you are going to take part in potentially hazardous activities such as skiing, canoeing and diving (sky or sea), follow all the relevant safety guidance and check that your medical insurance covers you fully in the event of an accident.

Care in the Water

Do not swim when warning flags show, take care at all times and never dive into water without checking that it’s deep enough. An adult who can swim well should always supervise children. Young children should never be left unattended near any stretch of water – not even a paddling pool.

Bugs and Insects

Cleanliness and health is generally of a high standard throughout the U.S.A., however at certain times of the year, particularly in humid climates it is likely that you will see certain harmless insects inside your living accommodation. If you feel this is a problem for you, please inform the local site manager to address it for you.

Travel Delay

It is possible that your travel plans could get interrupted while overseas for a variety of reasons including adverse weather conditions, airport closures or flight cancellations. In circumstances where you are unable to travel, we will be happy to assist you and can re-book local accommodation when requested. However you will responsible for paying the hotel and any consequential additional costs. If the delay has been caused by a flight cancellation back to the UK on a European based airline, you should be able to reclaim reasonable additional expenses relating to hotel, meals and refreshments directly from the airline providing your keep your receipts. It is essential that you purchase travel insurance that covers you for any additional expenses incurred and consequential loss caused by weather delays or flight cancellations.

Duplicate Airline Bookings

Before confirming your booking with USAirtours some customers (or their travel agent) may have made an earlier reservation with the same airline on the same flight with another company. Should that occur we will not be aware of the earlier reservation and the airline reserves to right to automatically cancel any duplicate reservation including confirmed bookings with USAirtours. If for any reason we were unable to re-book your reservation in these circumstances, we will refund any payment received for the flight portion before ticket issue, but the balance for any non flight elements would be non-refundable and we would not be liable for any additional costs. Please ensure that any reservations made are cancelled prior to booking with USAirtours.

The information on these pages is valid as of 01/01/18 and replaces the previous information provided. As it can be updated at any time, we suggest that you revisit this section our website immediately prior to departure.

Privacy Statement

How your personal information is used by USAirtours Holidays (UK) Ltd
Last updated 25th May 2018.

Your information will be held by USAirtours Holidays (UK) Ltd.

How we use your personal information

This privacy notice is to let you know how companies within the Group promise to look after your personal information. This includes what you tell us about yourself, what we learn by having you as a customer, and the choices you give us about what marketing you want us to send you. This notice explains how we do this and tells you about your privacy rights and how the law protects you.

Our Privacy Promise

We promise:

  • To keep your data safe and private.
  • Not to sell your data.

This notice sets out a summary of your rights under General Data Protection Act 2018.

How the law protects you

As well as our Privacy Promise, your privacy is protected by law. This section explains how that works.

Data Protection law says that we are allowed to use personal information only if we have a proper reason to do so. This includes sharing it outside with third parties. The law says we must have one or more of these reasons:

  • To fulfil a contract we have with you, or
  • When it is our legal duty, or
  • When it is in our legitimate interest, or
  • When you consent to it.

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is.

Here is a list of all the ways that we may use your personal information, and which of the reasons we rely on to do so. This is also where we tell you what our legitimate interests are.

Types of Personal Information

  • Financial – Bank details , Card details
  • Contact – Where you live and how to contact you
  • Contractual – Details of the products and services we provide you.
  • Documentary data – Passports, Drivers Licence, Utility Bill
  • Transactional – details of payments between you and us
  • Social relationships – Your family and friends
  • Special Types – Dates of birth , Health data
  • Consents – How you would like us to contact you i.e. email

Where we collect personal information from

  • Data you give to us
  • When you talk to us on the phone
  • Complete online registration forms
  • Complete online enquiry forms via a websites
  • Complete application forms
  • Take part in competitions/surveys
  • Complete feedback forms

Who we share your data with

  • Suppliers deemed necessary by us to perform our agreement/contract with you.
  • Credit/Debit card Merchant processors
  • Any third party deemed necessary to conform with our regulatory/statutory and legal duties
  • We may be required to share your data with Insurance companies in the event of a claim by us or yourselves

Marketing

  • We may contact you through our ‘marketing’ communication by email, post or phone to tell you about relevant products and offers
  • The personal information we hold is made up of what you tell us, and data we collect when you use our services, or from third parties we work with.
  • We study this to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
  • We will continue to communicate with you regarding either existing travel bookings or relevant future offers that we believe will be in both your legitimate interest and ours.
  • You can ask us to stop sending you marketing messages by using the ‘unsubscribe’ option on our emails or contacting us at any time.

How long we keep your personal information

  • We will keep your personal information for a period of up to six years
  • To respond to any questions or complaints.
  • To show that we treated you fairly.
  • To maintain records according to rules that apply to us.
  • We may keep your data for longer than six years if we cannot delete it for legal, regulatory or technical reasons.

How to get a copy of the personal data we hold

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.
Write to :    J Frowd
Data protection Officer
USAirtours Holidays (UK) Ltd
2 Loughton Business Centre
Langston Road
Loughton
Essex
IG10 3SJ

  • You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.
  • There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it

How to withdraw your consent

  • You can withdraw your consent at any time. Please contact us if you want to do so.