Terms and conditions of use

TERMS AND CONDITIONS OF SALE

Ahmadi Xani Travel Agency

Last updated: August 2025

1. GENERAL INFORMATION

1.1 Agency Presentation

Ahmadi Xani Travel Agency is a travel agency specializing in group travel organization and private VIP services, based in Sulaymaniyah, Iraqi Kurdistan.

Contact Details:

1.2 Scope of Application

These general terms and conditions apply to all services offered by Ahmadi Xani Travel Agency, including:

  • Organized group travel (Iraq, Iran, Turkey, Balkans)
  • Private and customized VIP services
  • Ancillary services (transport, accommodation, guides)
  • Travel concierge services

2. BOOKING AND ORDERING

2.1 Booking Process

  • Quote request: Free and without commitment
  • Commercial proposal: Valid for 15 calendar days
  • Confirmation: Requires a minimum deposit of 30% of the total amount
  • Travel contract: Established after receipt of deposit

2.2 Contract Formation

The travel contract is deemed concluded upon:

  • Receipt of deposit by Ahmadi Xani Travel Agency
  • Sending booking confirmation to the client
  • Signing of the order form (if applicable)

2.3 Required Information

The client must provide:

  • Complete and accurate personal information
  • Copies of valid passports (minimum 6 months validity)
  • Special needs or restrictions (medical, dietary, mobility)
  • Emergency contact details

3. PRICING AND PAYMENT

3.1 Pricing Structure

Our rates include:

  • Included services: Transport, accommodation, guides, basic insurance
  • Optional services: Special meals, additional excursions, extensions
  • Supplements: Single room, premium services, modifications

3.2 Payment Terms

  • Deposit: 30% at booking
  • Balance: 100% of amount 15 days before departure
  • Accepted methods: Bank transfer, cash, credit cards (Visa, Mastercard)
  • Currency: USD (US Dollar) - Conversion possible to EUR, IQD

3.3 Price Revision

Prices may be revised up to 30 days before departure in case of:

  • Significant exchange rate variation (>5%)
  • Increase in airport or government taxes
  • Fuel price increase (>10%)
  • Provider rate modification (hotels, transport)

4. MODIFICATIONS AND CANCELLATIONS

4.1 Client Modifications

Deadlines and Fees:

  • More than 30 days before departure: Free modifications (reasonable limit)
  • 15 to 30 days: Modification fee $100 USD per person
  • 7 to 14 days: Modification fee $200 USD per person
  • Less than 7 days: Exceptional modifications only

4.2 Client Cancellation

Refund Scale:

  • More than 45 days: Full refund minus banking fees
  • 31 to 45 days: 80% refund of total amount
  • 16 to 30 days: 50% refund of total amount
  • 8 to 15 days: 25% refund of total amount
  • Less than 8 days: No refund except force majeure

4.3 Agency Cancellation

Ahmadi Xani Travel Agency may cancel a trip in case of:

  • Insufficient participants (minimum requirement not met)
  • Exceptional circumstances: war, natural disaster, pandemic
  • Security issues in the destination

In case of agency cancellation:

  • Full refund of amounts paid
  • Or trip postponement with equivalent conditions
  • No additional compensation due

5. OBLIGATIONS AND RESPONSIBILITIES

5.1 Agency Obligations

Ahmadi Xani Travel Agency commits to:

  • Provide services in accordance with the announced program
  • Respect defined quality standards
  • Ensure 24/7 assistance during travel
  • Maintain professional liability insurance
  • Inform of any substantial program changes

5.2 Client Obligations

The client commits to:

  • Provide accurate and complete information
  • Respect agreed payment deadlines
  • Comply with local laws and customs
  • Follow safety instructions given by guides
  • Hold necessary travel documents (passport, visa, vaccinations)

5.3 Liability Limitations

Our responsibility is limited in the following cases:

  • Force majeure: Unforeseeable and insurmountable events
  • Client fault: Non-compliance with instructions or inappropriate behavior
  • Third party fault: Actions of independent service providers
  • Weather conditions: Necessary itinerary modifications

6. INSURANCE AND PROTECTION

6.1 Basic Insurance Included

All our packages include:

  • Agency civil liability insurance
  • Emergency medical repatriation assistance
  • Essential medical expenses coverage (limit: $10,000 USD)

6.2 Recommended Optional Insurance

  • Cancellation insurance: Refund in case of impediment
  • Baggage insurance: Protection against loss, theft, damage
  • Activity insurance: Coverage for sports and specific activities
  • Medical extension: Extended medical expenses coverage

6.3 Insurance Exclusions

Not covered by basic insurance:

  • Undeclared pre-existing conditions
  • Unauthorized high-risk activities
  • Consequences of alcohol or drug abuse
  • Voluntary acts or gross negligence

7. FORMALITIES AND DOCUMENTS

7.1 Mandatory Documents

  • Passport: Valid minimum 6 months after return
  • Visa: According to destination (assistance provided if necessary)
  • Medical certificates: Required vaccinations according to destination
  • Driving license: International if driving planned

7.2 Administrative Assistance

Ahmadi Xani Travel Agency offers:

  • Information on required formalities
  • Visa application assistance (consular fees extra)
  • Health advice according to destination
  • Support for missing documents

7.3 Documentary Responsibility

The client remains solely responsible for:

  • Validity of their travel documents
  • Compliance with entry/exit formalities
  • Consequences of entry refusal to a country
  • Additional costs related to missing documents

8. SPECIAL CONDITIONS

8.1 Group Travel

Group Size:

  • Minimum: 15 people (unless otherwise agreed)
  • Maximum: 45 people per standard group
  • Supervision: 1 guide per 20 participants

Special conditions:

  • Fixed program, limited modifications
  • Degressive pricing according to number of participants
  • Mandatory room sharing (unless supplement)

8.2 Private VIP Services

Included benefits:

  • Private vehicle with dedicated driver
  • Private multilingual guide
  • High-end accommodations
  • Total schedule flexibility
  • Personalized concierge

Special conditions:

  • Custom quote according to request
  • 50% deposit required
  • Modifications possible up to 48h before

8.3 Special Groups

School trips:

  • Enhanced supervision (1 supervisor/15 students)
  • Adapted educational program
  • Preferential education rates

Corporate travel:

  • Business services (meeting rooms, WiFi)
  • Corporate billing accepted
  • Team-building programs available

9. COMPLAINTS AND DISPUTES

9.1 Complaint Procedure

In case of problems:

  1. During travel: Immediate reporting to guide or local representative
  2. Upon return: Written complaint within 30 days
  3. Processing: Guaranteed response within 15 business days
  4. Solution: Compensation, credit or refund according to case

9.2 Mediation

In case of persistent disagreement:

  • Possible recourse to an approved mediator
  • Shared mediation costs
  • Amicable solution preferred

9.3 Applicable Law

  • Applicable legislation: Iraqi law and international conventions
  • Competent courts: Courts of Sulaymaniyah, Kurdistan, Iraq
  • Procedure language: Arabic, Kurdish, or English by agreement

10. MISCELLANEOUS PROVISIONS

10.1 Data Protection

In accordance with international standards:

  • Collection limited to data necessary for travel
  • Secure storage, limited duration
  • No transfer to third parties without agreement
  • Right of access, rectification and deletion

10.2 Communication

Communication language:

  • French, English, Arabic, Kurdish
  • Contractual documents translated if necessary
  • Interpretation ensured during travel

10.3 Terms Modifications

  • Modifications possible with 30 days notice
  • Application to new contracts only
  • Notification by email and website
  • Version in force: that of the booking date

10.4 Validity

If a clause proves null or inapplicable:

  • Other clauses remain in force
  • Replacement by equivalent valid clause
  • No questioning of the overall contract

11. CONTACT AND CUSTOMER SERVICE

24/7 Customer Support

Ahmadi Xani Travel Agency

Physical address: Sugar Factory Zone, Sulaimani-Kirkuk Road
Sulaymaniyah, Sulaymaniyah Governorate
Kurdistan, Iraq 46001

Contacts:

Office hours:

  • Monday to Saturday: 8:00 AM - 8:00 PM (GMT+3)
  • Sunday: 10:00 AM - 6:00 PM (GMT+3)
  • 24/7 Emergencies: +964 770 034 0080

Social networks:

  • Facebook: Ahmadi Xani Travel Agency
  • Instagram: @ahmadixanitravel
  • LinkedIn: Ahmadi Xani Travel Agency

By booking our services, you accept these terms and conditions of sale in their entirety. We thank you for your trust and remain at your disposal for any additional information.

Ahmadi Xani Travel Agency - Your trusted travel partner from Sulaymaniyah to the world.