Terms and Conditions: Clubs Travel OÜ

Effective Date: March 27, 2026 Website: clubstravel.ee / clubstravel.waavo.com Company: Clubs Travel OÜ (Reg. nr: 10731651, License: TRE000251) Address: Narva mnt 7d, Tallinn, Estonia

1. General Provisions

1.1. These Terms and Conditions govern the legal relationship between Clubs Travel OÜ (hereinafter “the Agency”) and the person using the website or booking services (hereinafter “the Client”). 1.2. By booking a trip through clubstravel.ee, the Client confirms they have read, understood, and agreed to these Terms and Conditions, as well as the Privacy Policy. 1.3. The Agency utilizes the Waavo booking system (UAB Waavo) for processing reservations and payments. By using the system, the Client also agrees to Waavo’s technical processing terms.

2. Booking and Conclusion of Contract

2.1. A binding contract is formed once the Client has selected a travel package, submitted the required traveler data via the Waavo system, and made the initial payment (deposit or full price). 2.2. The Client is responsible for providing accurate information (names as they appear in passports, contact details). Any costs arising from incorrect data (e.g., airline name-change fees) are the Client’s responsibility. 2.3. Confirmation of the booking will be sent automatically to the Client’s email address via the Waavo system.

3. Payments and Prices

3.1. All payments are processed securely through the Waavo platform. 3.2. Payment Schedule: Unless otherwise stated during the booking process:

  • A deposit is required immediately to secure the booking.

  • The full balance must be paid by the deadline specified in the booking confirmation (typically 30 days before departure). 3.3. Price Changes: The Agency reserves the right to adjust prices in the event of significant changes in taxes, fuel surcharges, or exchange rates, as permitted by Estonian law.

4. Roles: Agency vs. Organizer

4.1. Agent Role: For packages organized by partners (e.g., Novatours, Coral Travel), Clubs Travel acts as an authorized agent. In these cases, the specific Terms and Conditions of the respective Tour Operator also apply. 4.2. Organizer Role: For trips designed and operated directly by Clubs Travel, the Agency is fully responsible for the performance of the travel services included in the package.

5. Cancellations and Amendments

5.1. Client Cancellation: If the Client wishes to cancel, they must notify the Agency in writing. Cancellation fees are determined by the proximity to the departure date and the specific terms of the Tour Operator. 5.2. Changes by Client: Requests to change dates or travelers are subject to availability and administrative fees from both the Tour Operator and the Agency. 5.3. Changes by Agency: If the Agency is forced to make significant changes to the trip, the Client will be notified immediately and offered an alternative or a full refund.

6. Client Responsibilities (Visas and Insurance)

6.1. Travel Documents: The Client is responsible for ensuring they have a valid passport (usually valid for 6 months beyond the trip) and necessary visas for the destination. 6.2. Insurance: Clubs Travel strongly recommends that every traveler purchases comprehensive travel insurance (including trip cancellation and medical coverage). The Agency is not liable for costs incurred due to lack of insurance.

7. Complaints and Disputes

7.1. Any deficiencies in the travel service must be reported immediately to the local representative or the Agency’s customer support to allow for a resolution on-site. 7.2. Formal claims must be submitted in writing to info@clubstravel.ee within 14 days of the end of the trip. 7.3. Disputes are settled through negotiations. If an agreement cannot be reached, the dispute may be settled in Harju County Court or via the Estonian Consumer Protection Board (TTJA).

8. Data Protection (GDPR)

8.1. Personal data is processed for the purpose of fulfilling the travel contract. 8.2. For technical processing, data is shared with UAB Waavo (Data Processor) as outlined in the Waavo Privacy Policy. 8.3. Full details on how we handle your data can be found in our Privacy Policy.