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SUMANAH TERMS AND CONDITIONS

Effective Date: January 1, 2025

1. ACCEPTANCE OF TERMS

By engaging Sumanah, LLC (“Sumanah,” “we,” “us,” or “our”), you (“Client,” “you,” or “your”) agree to be bound by these Terms and Conditions. Please read them carefully.

2. TRAVEL ADVISORY SERVICES AND FEES

2.1 Service Fee and Deliverables

  • A non-refundable service fee of $695 includes:
    • Two iterations of a customized travel itinerary
    • Virtual or in-person trip presentation
    • 24/7 concierge support before and during travel
    • Coordination with local Destination Management Companies (DMCs)
    • Group chat support for all travelers
    • Travel documentation assistance
  • For trips where the travel advisor accompanies the group:
    • Advisor’s travel costs (flights, accommodations, and ground transportation)
    • These costs will be incorporated into the total trip budget
    • Costs are distributed equally among all participating travelers
    • Final per-person pricing will reflect this distribution

2.2 Service Timeline

  • Initial itinerary development:
    • Individual/Group Travel: 4-6 weeks from receipt of travel preferences
    • Corporate Retreats: 6-12 weeks from receipt of requirements
  • Revisions following client feedback: Up to 2 weeks depending on DMC response times
  • Final presentation via Zoom with all travelers or corporate representatives
  • Post-presentation payment processing and deposit collection

2.3 Communication and Support

  • WhatsApp is the exclusive communication channel for all trip-related correspondence
  • A dedicated WhatsApp group will be created for each travel group
  • All travelers must have WhatsApp installed and actively participate in the group
  • 24/7 virtual support is provided exclusively through the WhatsApp group chat
  • Travel advisor presence during the trip will be specified in writing
  • When included, in-person support comprises group coordination and on-site assistance

3. BOOKING AND PAYMENT

3.1 Service Fee

  • The $695 service fee is due upon engagement
  • This fee is separate from actual travel costs

3.2 Credit Card Payments and Disputes

  • By making payment via credit card, you agree to the following terms:
  • All sales are final once services have been initiated or deposits forwarded to suppliers
  • You agree not to dispute or initiate chargebacks for any non-fraudulent charges
  • Any dispute or concern regarding our services must be addressed directly with Sumanah before contacting your credit card company
  • In the event of an unauthorized chargeback, you agree to be responsible for:
    • The original charge amount
    • A $150 administrative fee to cover our costs in responding to the dispute
    • Any fees imposed by payment processors or credit card companies
  • Valid reasons for disputes are limited to unauthorized use of your credit card or fraudulent misrepresentation
  • Services rendered, change of mind, or dissatisfaction with planning services are not valid reasons for chargebacks

3.3 Travel Costs and Deposits

  • Initial supplier deposits (hotels, activities, etc.) may require up to 30% of total cost
  • Deposit amounts and timing are determined by supplier requirements
  • Deposits must be paid promptly to secure preferred accommodations and services
  • Initial group deposits will be collected and coordinated to meet supplier deadlines
  • Remaining balance is due 30 days prior to departure
  • All prices are in USD and subject to change until confirmed
  • DMC and supplier deposits are non-refundable

3.4 Payment Schedule

  • Payment timing will align with supplier deposit requirements
  • Clients will receive specific deposit amounts and deadlines after itinerary approval
  • Failure to meet deposit deadlines may result in loss of preferred accommodations

4. CANCELLATION AND REFUND POLICY

4.1 Service Fee and Travel Costs

  • The $695 service fee is strictly non-refundable under any circumstances
  • All supplier deposits and payments are non-refundable and non-transferable
  • No refunds will be issued for cancelled or interrupted trips
  • Travel insurance is STRONGLY RECOMMENDED to protect your investment
  • Claims for covered cancellations must be filed directly with your insurance provider

4.2 Retreat Deposits

  • Deposits for retreats may be transferred to another retreat if notification is received at least 90 days prior to the original retreat date
  • Transferred deposits must be used within 12 months of the original retreat date
  • Transfers requested 60-90 days before the retreat date will incur a 15% administrative fee
  • No transfers or refunds are available for cancellations less than 60 days before the retreat date

4.3 Corporate Retreat Policies

  • Corporate clients are subject to a custom service fee to be agreed upon in writing
  • Initial non-refundable retainer of 25% of the estimated retreat total is required to begin planning
  • Corporate retreats cancelled more than 120 days in advance may receive a credit of 50% of the planning retainer toward a future retreat within 12 months
  • Supplier deposits for corporate retreats follow the same non-refundable terms as individual travel
  • Corporate clients must designate a primary decision-maker and a backup point of contact
  • Corporate payment terms may be structured on a mutually-agreed schedule documented in writing
  • Corporate clients are required to maintain a valid credit card on file for incidental expenses
  • We require a formal Purchase Order (PO) from corporate clients before proceeding with supplier bookings

4.4 Travel Arrangements

  • All supplier bookings are subject to their respective cancellation policies
  • DMC deposits and payments are typically non-refundable
  • Travel insurance is strongly recommended and will be required from January 1, 2025

5. TRIP CANCELLATION OR MODIFICATIONS BY SUMANAH

5.1 Right to Cancel or Modify

Sumanah reserves the right to cancel or modify trips due to:

  • Safety concerns
  • Operational challenges
  • Force majeure events (including but not limited to natural disasters, pandemics, political instability, or other circumstances beyond our control)
  • Insufficient group size

5.2 Compensation Options

If Sumanah cancels a trip:

  • Application of payments to future travel
  • Refund less non-recoverable costs
  • Insurance claim assistance

6. TRAVEL DOCUMENTS AND INSURANCE

6.1 Required Documentation

  • Clients must obtain all necessary travel documents
  • Passport and visa requirements must be met
  • Vaccination requirements must be fulfilled

6.2 Insurance Requirements

  • Travel insurance is mandatory for all travelers from January 1, 2025
  • Clients may use Sumanah’s preferred insurance provider or select their own provider
  • Sumanah can offer competitive rates through our insurance partnerships
  • Regardless of provider choice, proof of coverage must be provided prior to final payment
  • Coverage must include trip cancellation and medical evacuation

7. CLIENT RESPONSIBILITIES

7.1 Information Accuracy

  • Clients must provide accurate travel preferences
  • Medical conditions must be disclosed
  • Dietary restrictions must be communicated
  • Special requirements must be stated at booking

7.2 Communication

  • Timely responses to itinerary drafts (within 5 business days)
  • Prompt payment of deposits and balances
  • Active participation in planning process

7.3 Corporate Client Responsibilities

  • Providing comprehensive retreat requirements and objectives
  • Ensuring attendee information is complete and accurate
  • Distributing retreat information to all attendees
  • Designating a primary decision-maker with authority to approve plans
  • Adhering to decision timelines to maintain planning schedule
  • Providing attendee emergency contact information
  • Communicating any company policies that may affect travel planning
  • Ensuring all attendees understand and comply with these terms

8. LIABILITY AND ASSUMPTION OF RISK

8.1 Limited Liability

  • Sumanah acts as a Travel Advisor/Travel Architect, not a Travel Agency
  • We serve as an intermediary between clients and DMCs/suppliers
  • We are not liable for supplier failures or changes
  • Force majeure events limit our liability

8.2 Risk Assumption

  • Clients assume normal travel risks
  • Adventure activities carry inherent risks
  • Medical conditions should be cleared by physicians

9. MEDIA AND PRIVACY

9.1 Media Usage

  • Photos and videos may be used for promotion
  • Client privacy will be respected
  • Written permission required for specific client features

10. GOVERNING LAW

These Terms and Conditions shall be governed by Georgia law, with exclusive jurisdiction in Georgia courts.

11. AMENDMENTS

Sumanah reserves the right to amend these terms. Current version available upon request.

12. INTELLECTUAL PROPERTY

12.1 Ownership of Materials

  • All itineraries, plans, and custom travel documents created by Sumanah remain our intellectual property
  • Clients may not reproduce, distribute, or commercially use these materials without written permission
  • Itineraries are provided for the exclusive use of the client and their travel party

12.2 Media Usage Rights

  • By participating in Sumanah-organized trips, clients grant us permission to use photographs or videos in which they appear
  • We may use these images for marketing, social media, or promotional purposes
  • Clients can opt out of this permission by notifying us in writing prior to their trip
  • Corporate clients must provide written consent for any business-specific content usage

13. DIGITAL COMMUNICATIONS AND PRIVACY

13.1 Data Collection and Usage

  • Client information will be collected and stored securely
  • Personal data will only be shared with travel suppliers as necessary to fulfill services
  • Sumanah adheres to applicable privacy laws in managing client data
  • Our complete Privacy Policy is available upon request

13.2 Electronic Communications

  • Clients agree to receive electronic communications regarding their itinerary
  • Opting out of essential trip communications is not possible while maintaining services
  • Marketing communications are separate and can be opted out of at any time

14. HEALTH AND SAFETY

14.1 Client Health Responsibilities

  • Clients are responsible for determining their fitness for travel
  • Clients must disclose relevant health conditions that may impact travel arrangements
  • We may request health information when relevant to specific activities
  • We reserve the right to refuse service if health concerns pose excessive risk

14.2 COVID-19 and Communicable Diseases

  • Clients must comply with all health protocols applicable to their destination
  • Sumanah is not responsible for health-related entry requirements or changes to such requirements
  • Clients assume all risks related to exposure to communicable diseases during travel
  • Cancellations due to disease outbreaks follow our standard cancellation policy unless suppliers offer exceptions

15. SOCIAL MEDIA AND REVIEWS

15.1 Dispute Resolution Before Public Reviews

  • Clients agree to contact Sumanah directly with any service concerns before posting public reviews
  • We commit to addressing legitimate concerns within 14 business days
  • This allows resolution of issues before public discussion impacts our business reputation

15.2 Factual Accuracy in Public Commentary

  • Clients agree that any public commentary about our services will be factually accurate
  • False statements that damage our business reputation may be subject to legal action
  • We welcome constructive feedback delivered through appropriate channels

16. SEVERABILITY

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue to be valid and enforceable.

17. AMENDMENTS

Sumanah reserves the right to amend these terms. Current version available upon request.

By engaging Sumanah, LLC, you acknowledge acceptance of these Terms and Conditions.