Booking Terms & Conditions

These booking conditions apply to all travel arrangements made through us. They are designed to explain clearly what you can expect from us and what we expect from you. Please read them carefully before making a booking.

In these conditions:

- “you”, “traveler”, “client” or “customer” means the person making the booking and, where applicable, all persons on whose behalf the booking is made.

- “we”, “our”, or “us” refers to the provider of the travel arrangements, trading as Muhammadiyah Tours.

You can contact us at any time via:

- Website: www.muhammadiyah.tours

- Email: info@muhammadiyah.tours

- WhatsApp: +44 7387 862957

Full company registration details are available on request.

1. Our Services

We provide travel arrangements including accommodation, transfers, ground transport, tours, and packages.

We do not sell flights directly. Where flights are included in a particular trip, they are supplied through an established and licensed travel agent.

If you arrange your own flights, it is your responsibility to ensure that they align with the start and finish of the arrangements booked with us. We cannot accept responsibility for missed services due to flight delays, cancellations, or schedule changes.

2. Accuracy of Information

Every effort is made to ensure the accuracy of information and pricing on our website, in brochures, and in booking confirmations. However, occasional errors may occur. We reserve the right to correct errors and revise prices before or after your booking is confirmed.

If a correction results in a price increase of more than £100.00, you will be offered the option to cancel and receive a refund of monies paid.

It is your responsibility to check your booking confirmation carefully and notify us immediately of any errors.

3. Travel Insurance

Comprehensive travel insurance is a mandatory condition of booking. Your policy must include cover for:

- cancellation charges,

- emergency medical expenses, and

- repatriation in the event of accident, illness, or death.

If you travel without adequate insurance, we will not be liable for losses which would otherwise have been covered by a suitable policy.

4. Visa & Entry Requirements

Unless expressly agreed in writing, you are responsible for obtaining your own visas and ensuring compliance with all entry requirements.

If you are refused entry, fined, or incur costs due to visa or entry failures, you are solely responsible. Where we assist with visa applications, our service charges are non-refundable.

5. Pricing & Payment

All prices are based on exchange rates and supplier costs at the time of publication. Prices for unsold arrangements may change without notice.

Full payment is due no later than 30 days before departure, or 6 weeks before departure for Umrah packages, or as otherwise stated on your invoice or booking form.

Failure to pay on time may result in cancellation of your booking and cancellation charges being applied.

6. Amendments by You

If you wish to amend your booking after confirmation, we will do our best to accommodate changes but cannot guarantee this. Any additional costs or administration fees must be paid by you.

7. Transfer of Bookings

You may transfer your booking to another traveler who satisfies the booking requirements, provided that:

- you give us at least 7 days’ written notice, and

- you pay any costs or charges incurred in making the transfer.

Both you and the replacement traveler will be jointly responsible for full payment.

8. Cancellations by You

If you need to cancel, you must notify us in writing. The following charges apply, calculated as a percentage of the total booking price:

Cancellation Charges

Notice Period (before departure) Cancellation Charge

More than 75 days          5% of total price

60–74 days                   10% of total price

30–59 days                   80% of total price

Less than 30 days          No refund

9. Refunds & Non-Refundable Charges

Service fees (including visa handling, administration, or amendment fees) are non-refundable.

Deposits may be higher than stated to secure arrangements and may also be non-refundable.

Once a visa has been issued, no refunds will be given.

If your insurance policy covers cancellation, you may be able to recover charges directly from your insurer.

10. Changes & Cancellations by Us

If we are required to make significant changes or cancel, you will be offered the choice of:

a) accepting the change,

b) accepting an alternative arrangement (if available), or

c) a refund of monies paid.

Refunds if We Cancel

Reason for Cancellation Refund Policy

Minor change to itinerary                                            No refund due

Significant change (date/destination/major service)          Full refund OR alternative arrangement

Full cancellation (no alternative)                                   100% refund of monies paid

Force Majeure (see clause 12)                                       No refund, but we will assist with claims

11. Ground Arrangements Made Locally

Any services or excursions booked while abroad that are not arranged by us in advance are not part of your contract with us. These remain your responsibility and will be invoiced separately if booked through us on request.

12. Force Majeure

We cannot accept liability or pay compensation for circumstances beyond our control (such as natural disasters, war, terrorism, strikes, epidemics, or official travel advisories). These events may require changes to, or cancellation of, arrangements without liability.

13. Passport & Documentation

You are responsible for ensuring you hold a valid passport (with at least six months’ validity from your travel date) and all required documentation.

We will assume you and all travelers in your booking are British nationals. If you or anyone in your group is not, you must inform us at the earliest opportunity.

You are solely responsible for obtaining visas, health or vaccination certificates, or other documents required for entry. No refunds or compensation will be payable if you cannot travel due to non-compliance.

14. Assistance if Things Go Wrong

If you encounter difficulty during your trip, you must notify us or our local supplier immediately. We will provide:

- appropriate information and advice,

- help with alternative arrangements where possible, and

- support in liaising with insurers where needed.

We may charge a reasonable fee for assistance where the difficulty arises from your negligence or deliberate actions.

15. Special Requests & Medical Conditions

Special requests (dietary, room preferences, etc.) must be made in writing at the time of booking. We will pass them on but cannot guarantee fulfilment.

If you have medical conditions, reduced mobility, or disabilities that could affect your trip, you must inform us before booking so we can advise on suitability and any adjustments that may be possible.

16. Behavior

You are expected to behave responsibly and in accordance with local laws and customs. If your conduct, or that of your party, causes danger, distress, or damage, we reserve the right to terminate your arrangements immediately without refund. You will be responsible for any resulting costs or damages.

17. Unused Services, No-Shows & Curtailment

No refunds will be made for services not used, for “no-shows”, or for curtailment of travel after departure.

18. Luggage & Personal Belongings

You are at all times responsible for your own luggage, personal possessions, and travel documents. We cannot accept liability for any loss, theft, or damage to luggage or personal items unless caused directly by our negligence.

We strongly advise that your travel insurance provides adequate cover for luggage and personal effects.

19. Timekeeping & Communications

Traveler's are expected to be punctual for all departures, transfers, tours, and any excursions or activities arranged through us.

We will use our standard communication method (usually email, WhatsApp, or SMS, as advised before departure) to confirm times and meeting points.

If you fail to arrive at the agreed time and place, we cannot accept responsibility for any missed services. No refunds will be made for late arrivals, and any additional costs (such as separate transport or rejoining the group) will be your responsibility.

20. Transport & Seating

Where transport is provided as part of your arrangements, you may be allocated to a particular coach, vehicle, or seat. You are expected to comply with these allocations and to remain seated where requested by staff or the driver.

You do not have the right to instruct the driver to alter routes, make unscheduled stops, or change destinations.

Moving to a different vehicle or seat without permission may cause disruption to the operation of the trip. You are reminded that you must remain with your allocated transport and seating at all times. Any disruption or additional costs arising from failure to comply will be your responsibility.

21. Data Protection (GDPR)

To handle your booking, we collect and process personal data including names, contact details, passport and visa information, and health details where relevant.

We process this data in accordance with the UK General Data Protection Regulation (GDPR):

- Data is used only for booking administration, legal compliance, and customer support.

- Data may be shared with suppliers (e.g. hotels, agents, visa processors) strictly to fulfil your arrangements.

- We do not sell or misuse your data.

- You have rights to access, correct, or request deletion of your data.

- Data is retained only as long as necessary for your booking and any legal obligations.

A full privacy notice is available on request.

22. Liability

Our liability is limited to the arrangements we directly provide. We are not responsible for:

- delays or cancellations of flights,

- loss of personal belongings, or

- costs beyond the scope of the services you booked with us.

Nothing in these booking conditions excludes or limits liability for death or personal injury caused by our negligence.

23. Governing Law & Contact

These booking conditions are governed by English law, and any disputes will fall under the exclusive jurisdiction of the courts of England and Wales.

For all queries, please contact us via:

- Website: www.muhammadiyah.tours

- Email: info@muhammadiyah.tours

- WhatsApp: +44 7387 862957