Introduction
At The Greek Vacation, we understand that plans can change. This refund policy outlines the terms and conditions for refunds on travel bookings, cancellations, and changes to your arrangements. Please read this policy carefully before making a booking with us.
This refund policy is part of our Terms and Conditions. By making a booking with The Greek Vacation, you agree to comply with and be bound by the terms of this refund policy.
1. Refund Eligibility
Your eligibility for a refund depends on several factors, including the timing of your cancellation, the type of booking, and the specific circumstances. The following sections outline our standard refund policies for different situations.
1.1 Standard Cancellation by You
If you need to cancel a confirmed booking, the following cancellation fees will apply:
- More than 60 days before departure: Loss of deposit (typically 25% of total trip cost)
- 59-41 days before departure: 40% of total trip cost
- 40-31 days before departure: 60% of total trip cost
- 30-15 days before departure: 80% of total trip cost
- 14 days or less before departure: 100% of total trip cost (no refund)
The refund amount will be calculated based on the total trip cost minus the applicable cancellation fee. Refunds will be processed to the original payment method unless otherwise agreed.
1.2 Cancellation Due to Extraordinary Circumstances
In certain extraordinary circumstances beyond your control, we may, at our discretion, offer more flexible refund terms. Such circumstances may include:
- Serious illness or injury to you or an immediate family member (medical documentation required)
- Death of an immediate family member
- Government-issued travel advisories for your destination issued after booking
- Natural disasters or severe weather conditions at your home or destination
In these cases, we may offer one of the following options:
- A full or partial refund, depending on the circumstances and timing
- A credit toward future travel with us, valid for 24 months
- Rebooking to an alternative date with minimal or no change fees
Supporting documentation may be required to validate claims for extraordinary circumstances.
1.3 Cancellation by The Greek Vacation
If we need to cancel your trip for any reason other than force majeure (as defined in our Terms and Conditions), you will be entitled to:
- A full refund of all payments made to us, or
- An alternative travel arrangement of equivalent or superior quality if available, or
- An alternative travel arrangement of lower quality if available, with a refund for the price difference
In addition, if the cancellation occurs after your departure date, we will arrange return transportation to your point of origin or another mutually agreed location.
1.4 Non-Refundable Bookings
Some special promotions or deals may be explicitly marked as "non-refundable" at the time of booking. In these cases, no refund will be provided regardless of the cancellation timing, unless required by applicable law.
Even for non-refundable bookings, we may, at our discretion, offer a partial credit toward future travel with us if you need to cancel.
2. Refund Process and Timeframes
2.1 How to Request a Refund
To request a refund, you must notify us in writing of your cancellation as soon as possible. Refund requests should be submitted to bookings@thegreekvacation.com and should include:
- Your full name and contact information
- Your booking reference number
- The reason for cancellation
- Any supporting documentation (if applicable)
Verbal cancellations will not be accepted. Your cancellation is only effective from the date we receive your written notification.
2.2 Refund Processing Time
Once a refund is approved, we will process it according to the following timeline:
- Credit Card Refunds: 7-14 business days for the refund to appear on your statement, depending on your card issuer's policies
- Bank Transfer Refunds: 5-10 business days
- Other Payment Methods: Timeframes may vary; we will advise you of the estimated processing time
Please note that during peak travel seasons or in extraordinary circumstances affecting multiple bookings, refund processing may take longer than the usual timeframes.
2.3 Refund Confirmation
Once your refund has been processed, we will send you a confirmation email with the refund details, including the amount refunded and the payment method used for the refund.
3. Partial Services and Unused Services
3.1 Partially Used Services
If you choose to discontinue your trip after it has begun, or if you do not use all services included in your package (such as hotel nights, meals, or activities), no refund will be provided for the unused portions, unless otherwise specified in writing.
3.2 Changes to Itineraries During Travel
If we are forced to change elements of your itinerary during your trip due to circumstances beyond our control, we will make reasonable efforts to provide alternative arrangements of similar value. If the alternative is of lower value, we will refund the difference.
If significant services cannot be provided during your trip and no suitable alternatives are available, we may provide a partial refund for those specific services at our discretion.
4. Travel Insurance Recommendation
We strongly recommend that all clients purchase comprehensive travel insurance that includes trip cancellation and interruption coverage. Travel insurance can provide protection in many circumstances where our standard refund policy would not apply.
Travel insurance is particularly important for:
- Protection against unexpected illness or injury before or during your trip
- Coverage for emergency medical expenses while traveling
- Protection in case of travel delays, lost luggage, or other travel disruptions
- Cancellation coverage for a wider range of reasons than our standard policy covers
We can provide recommendations for reputable travel insurance providers, or you may choose to arrange your own coverage. We advise purchasing insurance at the time of booking for maximum protection.
5. Special Circumstances
5.1 Force Majeure
In cases of force majeure (including but not limited to acts of God, war, terrorism, civil unrest, natural disasters, epidemics, pandemics, government actions, or other unforeseeable circumstances beyond our control), our standard refund policy may be modified.
If your trip is canceled due to force majeure, we may offer:
- Rebooking to an alternative date without change fees
- A credit for future travel, valid for 24 months
- A partial refund, after deducting any non-recoverable costs we have incurred
Each force majeure situation will be evaluated on a case-by-case basis, and we will strive to offer the most flexible options possible while balancing our own financial obligations to suppliers.
5.2 Denied Entry to Destination
If you are denied entry to your destination country for reasons beyond your control and not due to your failure to obtain proper documentation, we will work with you to find a solution, which may include:
- Assisting with arrangements to return home
- Helping to arrange alternative destinations where feasible
- Providing a partial credit for unused services, minus any costs already incurred
However, we cannot guarantee any refund in these circumstances, which highlights the importance of having comprehensive travel insurance.
6. Special Booking Types
6.1 Group Bookings
Group bookings (typically defined as 10 or more travelers) are subject to special terms and conditions, including different cancellation and refund policies. These will be outlined in the group booking contract provided at the time of reservation.
Typically, group bookings have stricter cancellation policies with earlier deadlines for changes and cancellations.
6.2 Custom and Luxury Packages
For custom-designed itineraries and luxury packages, we may require higher deposits and implement stricter cancellation policies due to the bespoke nature of these arrangements. These specific terms will be clearly communicated at the time of booking.
7. Changes to Your Booking
7.1 Minor Changes
If you need to make minor changes to your booking (such as traveler names, meal preferences, or room type), we will accommodate these when possible, subject to:
- An administrative fee of €50 per change
- Any additional costs imposed by suppliers
- The change being requested at least 30 days before departure
7.2 Major Changes
Major changes, such as change of travel dates, destination, or significant itinerary modifications, are treated as a cancellation and rebooking. Our standard cancellation policy will apply, plus any price difference for the new arrangements.
However, we will make every effort to minimize penalties in these cases, especially if the change is made well in advance of the departure date.
8. Refund Exceptions
The following items are generally non-refundable under any circumstances:
- Travel insurance premiums
- Visa application fees
- Vaccination and medical testing costs
- Processing fees or administrative charges
Additionally, if we have incurred non-recoverable costs on your behalf (such as non-refundable deposits to suppliers), these amounts may be deducted from any refund due.
9. How to Submit a Refund Request
To request a refund, please follow these steps:
- Email us at bookings@thegreekvacation.com with the subject line "Refund Request - [Your Booking Reference]"
- Include your full name, contact information, and booking reference number
- Provide details about your cancellation reason and the date of cancellation
- Attach any relevant supporting documentation (medical certificates, official advisories, etc.)
- Specify your preferred refund method (original payment method is standard)
We aim to respond to all refund requests within 3 business days. Complex cases may require additional time for review.
10. Contact Information
If you have any questions about our refund policy or need assistance with a refund request, please contact our customer service team:
The Greek Vacation
893 Isobel Roads
Port Joanne, BD9 4EF
United Kingdom
Email: bookings@thegreekvacation.com
Phone: +444848413308
Hours of Operation: Monday to Friday, 9:00 AM - 6:00 PM (GMT)