Terms & Conditions

These Terms govern your use of the Luxury Train Life website and our travel-planning services. They include important provisions about our role as your travel advisor, supplier liability, payments and cancellations, and how disputes are handled. Please read them carefully before submitting an inquiry or making a booking.

1. Acceptance of These Terms

By using this website, submitting an inquiry, requesting a proposal, or booking travel through us, you ("you," "Client") agree to these Terms & Conditions ("Terms") and our Privacy Policy. If you do not agree, please do not use the website or our services. These Terms form a binding agreement between you and [BUSINESS_LEGAL_NAME], doing business as Luxury Train Life ("we," "us," "our," or the "Agency").

2. Who We Are and What We Do

Luxury Train Life is an independent travel-planning agency. We design custom itineraries and act as a booking intermediary between you and the rail operators, hotels, ground-services companies, tour operators, insurance providers, airlines, and other third-party suppliers ("Suppliers") that actually deliver your trip. We do not own, operate, or control any train, hotel, vessel, vehicle, or other travel service.

3. Eligibility

To use our services or make a booking, you must be at least 18 years old and able to enter into a binding contract under the laws of your jurisdiction. By using our services, you represent and warrant that you meet these requirements. If you are booking on behalf of others, you represent that you have the authority to bind each member of your party to these Terms and that you are responsible for their compliance.

4. Inquiries vs. Confirmed Bookings

Submitting a form, calling us, or receiving a written proposal does not create a confirmed booking. A confirmed booking exists only after (a) we have issued a written confirmation specifying your itinerary, inclusions, and total price; (b) you have paid the required deposit or full balance as set out in that confirmation; and (c) the relevant Suppliers have accepted the reservation. Until all three steps are complete, prices, availability, and itinerary details remain subject to change.

5. Booking Process and Proposals

After you contact us, a specialist will discuss your trip, prepare a proposal, and quote a total price based on then-current Supplier rates and availability. Quoted prices are valid for the period stated in the proposal — typically 7 days — and may change if Suppliers adjust pricing, exchange rates shift, or availability is lost before you confirm.

Once you accept a proposal in writing and pay the deposit, we will hold the requested space with the relevant Suppliers and issue you a written confirmation. Your booking is governed both by these Terms and by the Supplier's own terms and conditions, which we will make available to you on request and which you should read before paying any deposit.

6. Payment, Deposits, and Final Balances

Unless otherwise stated in your written proposal:

• A non-refundable deposit is required at the time of booking to secure your reservation. The amount varies by Supplier and trip type and will be specified in your proposal.
• The final balance is due no later than 90 days before departure. Some Suppliers require earlier payment; your specialist will confirm the exact due date in writing.
• Bookings made within 90 days of departure require payment in full at the time of booking.
• Payment is accepted by major credit card, ACH, or wire transfer. Surcharges may apply to certain payment methods and will be disclosed in advance.
• If a payment is not received by its due date, we and our Suppliers reserve the right to cancel the booking and retain any deposit already paid.

7. Pricing, Currency, Taxes, and Fees

All prices are quoted in U.S. dollars unless otherwise specified. Prices include the inclusions listed in your written proposal and exclude anything not specifically listed. Supplier-imposed surcharges (for example, fuel surcharges, government taxes, port or rail fees, or VAT changes) may be passed through to you, with notice, where the Supplier reserves that right in its terms.

We may charge a planning, design, or service fee for itinerary development and on-trip support. Where charged, these fees will be disclosed in your written proposal before you commit and are typically non-refundable once the proposal is delivered.

8. Changes and Cancellations

Changes by you

We will do our best to accommodate change requests after a booking is confirmed, but Suppliers often impose change fees, and certain components (especially rail tickets and air fares) may not be changeable at all. Any change fees imposed by Suppliers, plus a reasonable handling fee from us, will be passed through to you.

Cancellations by you

Cancellation terms vary by Supplier and trip type. Your written proposal and confirmation will set out the specific cancellation schedule for your booking. As a general rule, cancellation penalties increase as the departure date approaches and may reach 100% of the trip cost. Deposits are typically non-refundable. This is why we strongly recommend comprehensive trip protection — see Section 10.

Changes or cancellations by Suppliers

Suppliers may modify or cancel itinerary elements due to operational reasons, weather, low enrollment, mechanical issues, government action, or other factors. If a meaningful change occurs, we will notify you, present alternatives where possible, and assist you in obtaining any refund the Supplier offers under its own terms. Refunds from Suppliers are governed by Supplier policies, not by us.

9. Force Majeure

Neither you nor we shall be liable for any failure or delay in performance caused by events beyond reasonable control, including acts of God, natural disasters, severe weather, fire, flood, earthquake, pandemic or public-health emergency, war, terrorism, civil unrest, strike or labor dispute, government action, border closure, or major infrastructure failure. In the event of force majeure, refunds will be made only to the extent that Suppliers actually issue refunds.

10. Travel Insurance

11. Passports, Visas, Health, and Entry Requirements

It is your sole responsibility to ensure that you and every member of your party hold a valid passport (typically with at least six months of validity beyond the date of return) and any visas, permits, or entry authorizations required for the destinations on your itinerary. You are also responsible for ensuring you meet any health requirements, including vaccinations, that may apply.

We may share general guidance based on common requirements, but entry and health rules change frequently and depend on your nationality, residency, and itinerary. The authoritative source is the relevant government — typically your home country's foreign-affairs department and the destination country's consulate. We are not liable if you are denied boarding, denied entry, or required to alter your trip due to documentation issues.

12. Health, Mobility, and Special Requirements

Many of the rail journeys, hotels, and excursions we book are operated in heritage carriages, historic buildings, or remote areas. They may not accommodate every mobility, dietary, medical, or accessibility need. You agree to disclose, in writing and as early as possible, any conditions or requirements relevant to your trip so we can advise honestly on suitability and request accommodations where available. Suppliers may decline carriage, lodging, or participation if they reasonably believe a guest's needs cannot be safely accommodated.

13. Disclosed Agent — Supplier Performance

Luxury Train Life acts solely as a disclosed agent for the Suppliers that provide the actual travel services. Although we use reasonable care to recommend reputable Suppliers, we do not control them, and we make no representation or warranty regarding their fitness for any particular purpose, the safety, condition, or quality of their equipment, vehicles, or premises, the conduct of their employees or contractors, or the accuracy of any information they provide.

To the maximum extent permitted by law, we are not liable for any act, omission, error, breach of contract, negligence, willful misconduct, delay, cancellation, default, bankruptcy, illness, injury, death, loss, damage, or expense arising from or connected with the performance or non-performance of any Supplier. Your remedies for Supplier failures lie against the Supplier under its own terms and applicable law.

14. Limitation of Liability

To the maximum extent permitted by law, in no event shall we, our owners, officers, employees, agents, affiliates, or contractors be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, including lost profits, lost enjoyment, or emotional distress, arising out of or related to the website, our services, or any trip — even if we have been advised of the possibility of such damages.

Our total aggregate liability for any direct damages arising out of or relating to these Terms or our services shall not exceed the planning and service fees actually paid by you to Luxury Train Life (excluding amounts paid to Suppliers) in the twelve (12) months preceding the event giving rise to the claim. Some jurisdictions do not allow the exclusion or limitation of certain damages; in those jurisdictions, our liability is limited to the maximum extent permitted by law.

15. Indemnification

You agree to defend, indemnify, and hold harmless Luxury Train Life, its owners, officers, employees, agents, affiliates, and contractors from and against any and all claims, demands, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your breach of these Terms; (b) your violation of any law or third-party right; (c) any inaccurate or incomplete information you provide; (d) the conduct of any member of your travel party; or (e) your decision to decline travel insurance or to disregard a Supplier's safety, health, or documentation requirements.

16. Website Use, Intellectual Property, and Content

The website and all content on it — including text, graphics, photography, logos, layouts, and software — are owned by Luxury Train Life or its licensors and are protected by copyright, trademark, and other intellectual-property laws. You may view, browse, and print pages for your personal, non-commercial use of our services. You may not reproduce, modify, distribute, scrape, or create derivative works from the website or its content without our prior written consent.

Some imagery on the website is licensed from third parties and may depict properties, vessels, or trains operated by Suppliers. Their appearance on our site does not imply endorsement, sponsorship, or affiliation beyond what is expressly stated. All third-party trademarks remain the property of their respective owners.

17. Acceptable Use

You agree not to: (a) use the website for any unlawful purpose; (b) attempt to gain unauthorized access to any system or data; (c) interfere with or disrupt the website's operation; (d) submit false, misleading, or fraudulent information; (e) impersonate another person or entity; or (f) transmit any virus, malware, or other harmful code.

18. Disclaimers

The website and our services are provided on an "as is" and "as available" basis. To the maximum extent permitted by law, we disclaim all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, non-infringement, and uninterrupted or error-free service. We do not warrant that website content will be accurate, complete, or current at all times — itinerary content, pricing, and availability are subject to change without notice.

19. Third-Party Links

The website may link to third-party websites, including those operated by Suppliers. We do not control and are not responsible for the content, privacy practices, or terms of those sites. Your interactions with third-party sites are governed by their policies, not ours.

20. Communications, Calls, and Texts

By providing your phone number, you consent to receive calls and SMS text messages from us about your inquiry, your booking, and (where you have opted in) marketing offers. Standard message and data rates may apply. You can opt out of marketing texts at any time by replying STOP. Transactional messages related to your booking will continue regardless of marketing preferences.

21. Governing Law

These Terms and any dispute arising out of or related to them or our services are governed by the laws of the State of Arkansas, without regard to its conflict-of-laws principles. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

22. Dispute Resolution and Arbitration

We hope never to have a dispute with you. If one arises, you agree to first attempt to resolve it informally by contacting [LEGAL_EMAIL] and giving us at least thirty (30) days to respond and attempt resolution.

If the dispute cannot be resolved informally, you and we agree that any controversy or claim arising out of or relating to these Terms or our services shall be resolved by binding individual arbitration administered by the American Arbitration Association under its Consumer Arbitration Rules then in effect. The arbitration shall take place in Benton County, Arkansas, or another mutually agreeable location, and the award rendered by the arbitrator shall be final and may be entered in any court of competent jurisdiction.

Class-action waiver. You and we agree that disputes will be resolved on an individual basis only. Neither you nor we may pursue any claim as a plaintiff or class member in any class, consolidated, or representative action.

Notwithstanding the above, either party may seek injunctive or equitable relief in a court of competent jurisdiction in Arkansas to protect intellectual-property rights or confidential information.

23. Modifications to These Terms

We may update these Terms from time to time. The "Last updated" date at the top of this page reflects the most recent version. Material changes will be communicated by a prominent notice on the website or, where appropriate, by email. Your continued use of our services after the effective date of any update constitutes your acceptance of the revised Terms.

24. Severability and Entire Agreement

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will remain in full force and effect, and the invalid provision will be modified to the minimum extent necessary to make it enforceable while preserving its intent. These Terms, together with the Privacy Policy and any written proposals or confirmations we issue to you, constitute the entire agreement between you and us regarding our services and supersede any prior agreements or understandings.

25. Assignment

You may not assign or transfer these Terms or your rights under them without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of substantially all of our assets without your consent.

26. Contact Us