PAYMENT TERMS AND CONDITIONS
Open Heart Travel Co.
1. Client Payment Methods
Sole Method: Credit card processed directly through approved booking systems (GDS, Agent Air, or WorldVia-authorized platforms).
PCI Compliance: All credit card transactions must comply with PCI DSS Merchant Level IV standards. Client card information is provided directly to suppliers—never collected or stored by Open Heart Travel Co.
2. Payment Authorization & Documentation
All credit card charges require written client authorization, including:
- Last 4 digits and expiration date
- Charge amount and authorization date
- Client signature or digital consent
3. Payment Due Dates
Reservations are subject to supplier hold policies, typically 24–72 hours.
Air fares are guaranteed until midnight on the booking date; fares may increase if not confirmed by then.
Clients must authorize payment within the applicable hold window to secure pricing and availability. Open Heart Travel Co. is not responsible for rate increases or availability loss due to delayed payment authorization.
- Deposits: Due within 1-3 days of booking confirmation
- Note that deposit amount varies by booking, but may be up to 50% of the total cost.
- Final Payment: Due 30-45 days prior to departure
- Note that final payment date may be earlier than this window if supplier requires it. If this is the case, this will be discussed at the time of booking.
- Late Payments: Reservations may be cancelled; supplier-imposed late fees become the client’s responsibility.
- Bookings not paid by final payment deadline are subject to cancellation and forfeiture of deposits.
4. Fraud Prevention & Risk Management
Open Heart Travel Co. reserves the right to decline bookings showing fraud indicators:
- Departures within 45 days (unknown clients)
- Billing address mismatches
- Travel to high-risk destinations (per ARC guidelines)
- Suspicious communication patterns
5. Refunds & Cancellations
- Refund eligibility depends on supplier policies and booking terms
- Non-refundable deposits and fees are disclosed at booking
6. Chargebacks & Disputes
- Open Heart Travel Co. is responsible for obtaining proper cardholder authorization
- Clients are liable for the full disputed amount plus associated fees
- Documentation must be provided within 7 days of dispute notice
- Unresolved chargebacks may result in account suspension
7. Service Fees
- Service fees are separate from supplier costs and are non-refundable unless the booking is cancelled by Open Heart Travel Co.
- All fees are disclosed in writing before payment collection
8. Payment Processing & Timing
- Email confirmation of receipt sent within 2 business days
- Open Heart Travel Co. is not liable for delays caused by banks, processors, or suppliers
9. Account Responsibility
Clients acknowledge:
- Full responsibility for timely payment of all travel costs
- Open Heart Travel Co. is not liable for supplier cancellations, price increases, or schedule changes
- All travel arrangements are subject to supplier terms and conditions
Open Heart Travel Co. 