Terms & Conditions

Thank you for your trust in Ciao Tours and choosing us for your upcoming journey. We’re here to make your dream trip to Europe seamless, inspiring, and unforgettable. We work hand-in-hand with you (or your travel professional/agent) to design custom itineraries, private experiences, and fully escorted journeys through Europe. By confirming a booking with us, you acknowledge that you have read, understood, and agreed to the following Terms & Conditions. These terms outline how we work, what you can expect from us, and what responsibilities you have as our valued Client.

These Terms & Conditions govern all bookings and travel services arranged by Ciao Tours (the “Company,” “we,” “our,” or “us”). By booking a tour with us, you (the “Client,” “you,” or “your”) acknowledge and agree to the following:

1.Proposal & Confirmation

1.1 We utilize Microsoft Teams and telephone calls to connect with you. To ensure dedicated support, please schedule an appointment for any meeting or discussion.

1.2 Following your initial inquiry and a complimentary consultation, we will issue one or more proposals detailing the scope of services, including all necessary travel arrangements.

1.3 The Travel Proposal is valid for a period of 14 calendar days from the date of issue. Proposals accepted after this period may be subject to re-pricing to reflect current market rates.

1.4 We will begin securing your services immediately upon receipt of your required deposit payment and your email confirmation of acceptance of your proposal.

1.5 Accommodation Selection & Policy: Our proposals are quoted based on hotel categories ranging from 3- to 5-star properties. Specific hotel names are not provided at the proposal stage, as availability depends on your final confirmation and deposit date. You’ll have the opportunity to review and approve the hotel selections before final arrangements are made. All properties we propose are personally vetted by our European team for quality, comfort, and location. We do not work with Airbnb or unlicensed accommodation. We maintain strict standards for selected accommodation.

1.6 Unless otherwise specified in the proposal, all quotations are based on the hotel’s standard or classic room category. Suites, Deluxe, Superior or Specific room (such as sea view or panoramic view) are not included unless explicitly stated in proposal. In the rare event a hotel is unable to honor a confirmed room (e.g., due to maintenance or operational issues), Ciao Tours will work with our suppliers to provide an equivalent or superior alternative, or secure appropriate compensation on your behalf.

Note: Room categories for group tours are pre-contracted; upgrades are limited and may require additional cost.

1.7 In many European destinations, local governments require hotels to collect a small “city tax” (tourist tax) directly from guests at check-out. This is a minor charge, usually a few Euros per person per night. Whenever possible, we will arrange to pre-pay these taxes for you, but in some cases, hotels are obliged by law to collect them directly. Please be prepared for this small expense during your stay. City tax details will be included in the final plan.

1.8 Group Tours require a minimum number of participants to operate. If the minimum group size is not met, Ciao Tours may:
– operate the tour with a surcharge, or
– cancel the tour and provide a full refund of payments made.
Note: Ciao Tours is not responsible for ancillary costs (airfare, insurance, visas) not purchased through us.

2.Payments & Final Plan

2.1 A non-refundable deposit of 25% per person is required at the time of confirmation.

2.2 Full payment required if your travel date is in less than 60 days.

2.3 Final payment is due 60 days prior to the departure date.

2.4 Payments can be made by bank wire transfer, credit card (by secure payment link) or e-transfer for Canadian individuals.

2.5 No additional/merchant fee for credit card. Your bank or card issuer may charge you for foreign currency or other transaction fees. We are not responsible for these types of fees.

2.6 Trip prices are calculated in euros (EUR). Clients may choose to pay in euros (EUR), Canadian dollars (CAD), or U.S. dollars (USD).

For payments made in CAD or USD, the applicable exchange rate in effect on the date each invoice is issued will apply. The deposit amount is calculated using the exchange rate in effect at the time the deposit invoice is issued. The remaining balance is calculated using the exchange rate in effect at the time the final invoice is issued (approximately 60 days prior to departure).

As exchange rates may fluctuate between the deposit and final payment dates, any resulting difference will be reflected in the final balance due.

2.7 You may notice a difference between online exchange rates and those applied to your travel package. Online “interbank” rates are reference-only and not the actual rates available for real transactions. Ciao Tours uses commercial bank exchange rates, which include a small operational margin (up to 4%) to account for transaction fees and bank handling costs. This ensures that all services can be secured and guaranteed at the time of booking without exposure to currency risk.

2.8 Kindly note that the exchange rate applied to your invoice is valid for 72 hours. If payment is not received within this window, the invoice may be re-issued using the current rate.

2.9 Certain customized or high-value services—such as villa rentals, yacht charters, fine dining reservations, or event tickets—may require higher deposits based on supplier policies, seasonality, or exclusivity. These will be communicated clearly at the time of proposal confirmation. Please note that deposits for these special services are non-refundable once confirmed, as they are immediately paid to secure your booking and are subject to supplier cancellation terms.

2.10 Final itinerary/plan will be electronically sent 3 weeks prior to departure.

3.Prices & Surcharges

3.1 All prices in our proposals are quoted in Euro under one unique price, per person or per group. Prices are based on “double occupancy” unless otherwise stated as “single supplement” for solo travelers and those who want to stay in separate room.  

3.2 No breakdown. Ciao Tours is a Tour Operator (not Travel Agency). We sell customized travel packages to our Travel Partners and to individuals. Our proposals/packages include accommodation, transportation and activities for one unique price. This price is based on our confidential net rates (which we negotiate with the suppliers based on our volume and dedication), our client’s requirements and of course our administrative costs (which includes our European & Canadian Staff). This is the standard formula used by our competitors and throughout the Tour Operator Industry.

3.3 The Company is not responsible for incidental expenses incurred by Clients (e.g., visas, vaccinations, flights not booked through us).

4.Cancellations & Refund

4.1 All cancellations must be made by email from the client to Ciao Tours’ head office in Calgary.

4.2 Cancellation Fees & Travel Credit Policy

In the event of cancellation by the client, the following cancellation penalties apply:

• More than 60 days before departure:
  The deposit is non-refundable. A deferral may be possible; please refer to the Change and Deferral Policy(Section 5).
• 59–30 days before departure:
  50% of the total tour cost is non-refundable. The recoverable portion (50%) will be issued as a Ciao Tours Travel Credit, which may be used for future travel by the client or transferred to another traveler referred by the client.
• 29 days or less before departure:
  100% of the total tour cost is non-refundable. Deferral is not possible.

Travel credits have no cash value and must be used within 18 months of the original departure date unless otherwise stated in writing.

4.3 No refunds will be provided for unused services, late arrivals, early check-out or no-shows.

4.4 The Company reserves the right to cancel or modify activities prior to departure due to insufficient participation in shared activities, bad weather, force majeure, strike, or events beyond our control. In such cases, the Client will be offered:

• An alternative tour of equal or greater value (if available), or
• A refund of monies paid (less non-recoverable supplier costs such as entrance fee).

4.5 Comprehensive travel insurance covering, but not limited to, medical expenses, trip cancellation, interruption, loss of belongings, and emergency evacuation is strongly recommended for all Clients, and may be required for certain itineraries or experiences.

5.Change & Deferral Policy

5.1 Any changes to the confirmed itinerary will incur a service fee of 200 Euro, in addition to any price difference that may apply. For this reason, we kindly ask that you review the proposal carefully to ensure it reflects your expectations prior to confirming your purchase and paying deposit.

5.2 Pricing Adjustments for Custom Tours

Pricing for Custom Tours is based on the confirmed number of participants at the time of booking. Any reduction in group size after confirmation — including due to partial cancellations — may result in a re-pricing of the tour to reflect increased per-person service costs and supplier minimums.

An increase in participants after confirmation does not guarantee a price reduction, as availability, accommodation categories, transportation capacity, and service class rates may vary.

All pricing adjustments are subject to availability and supplier confirmation.

5.3 Deferrals
Deferrals may be requested up to 60 days prior to departure and before final payment has been made, and are subject to supplier availability and approval.

If a deferral request is made after this point, the booking will be treated as a cancellation and the applicable cancellation policy and deadlines in Section 4 will apply.

Approved deferrals are subject to re-pricing based on the revised travel dates, availability, and any supplier-imposed conditions.

5.4 Please note that deferral of dates is not permitted for group tours; all group tour bookings are fixed to the confirmed departure date. For operational and contractual reasons, group tours cannot be postponed to a future date.

6.Client Responsibilities

6.1 Travel Insurance & Travel Medical Insurance

All travelers are required to carry travel medical insurance that provides emergency medical treatment, medical evacuation, and repatriation coverage for the full duration of the trip.

In addition, Ciao Tours strongly recommends that travelers obtain comprehensive travel insurance, which may include trip cancellation, trip interruption, baggage delay or loss, and other benefits to protect their travel investment. Comprehensive travel insurance is recommended but not mandatory.

Travel insurance is the sole responsibility of the client. Ciao Tours does not sell insurance, provide insurance advice, or assess the adequacy, terms, or limits of any insurance policy, and accepts no responsibility for losses, expenses, or disruptions resulting from the absence or inadequacy of any insurance coverage.

6.2 Provision of Insurance Details

Clients must provide Ciao Tours with the following travel medical insurance details prior to the release of final travel documents: insurer name, policy number, emergency assistance contact number, and coverage dates.

Failure to provide required insurance details by the deadline specified in the final payment notice may result in the delay or withholding of final travel documents. Acceptance of insurance details by Ciao Tours does not imply approval or suitability of coverage. Ciao Tours reserves the right to refuse participation in a tour where mandatory requirements have not been met.

6.3 Independent Insurance Assistance

Ciao Tours does not sell insurance nor provide insurance advice. For client convenience, Ciao Tours may refer travelers to independent insurance brokers (such as Simpson Group) who can review existing coverage or provide quotes. Use of any third-party broker and the purchase of any insurance policy through them is entirely optional and does not constitute a recommendation or endorsement by Ciao Tours.

6.4 Traveler Information & Documentation

The client is responsible for providing accurate personal information, including but not limited to full legal name, date of birth, valid passport details (passport must be valid for at least six (6) months beyond the trip end date), allergies, medical conditions, and physical limitations, by completing the Traveler Information form. Ciao Tours is not liable for costs or consequences arising from errors or omissions in the information provided.

6.5 Travel Documents & Compliance

Clients are responsible for ensuring they possess all required passports, visas, permits, vaccinations, and other travel documents necessary for their trip, and for complying with the laws, regulations, and customs of all destinations visited.

6.6 Conduct & Safety

Ciao Tours reserves the right to refuse service or remove any client from a tour, without refund, if the client disrupts the tour, poses a safety risk, or engages in unlawful or inappropriate behavior.

7.Health & Privacy

7.1 Clients must inform the Company of any medical conditions, disabilities, or dietary requirements at the time of booking by filling in the Traveler Information Link.

7.2 Participation in tours requires a reasonable level of health and fitness. The Company is not responsible for health-related issues that may prevent participation. Please consult with our Custom Tour Designers at the time of travel planning. While Ciao Tours is not liable for medical events beyond its control, our staff and local partners are trained to assist in emergencies and will coordinate support with local medical services whenever possible.

7.3 We kindly encourage our valued clients to support our online presence. If you are comfortable, we would be grateful if you could share a few photos from your journey with us, which may be used for our marketing and social media purposes. This is, of course, entirely optional, and we will always respect your privacy. Any photos provided will be used with care to showcase the unique experiences of traveling with Ciao Tours. You can withdraw consent or request removal of any shared photo at any time by contacting info@ciaotours.com.

8.Liability & Limitation

8.1 The Company acts only as an intermediary between Clients and independent suppliers (e.g., hotels, airlines, transport providers, guides).

8.2 We are not liable for any loss, injury, accident, delay, damage, or expense arising from acts or omissions of third-party suppliers, force majeure, or circumstances beyond our control.

8.3 Ciao Tours is not responsible for changes in scheduling or availability made by third-party suppliers.

9.Force Majeure

The Company is not liable for delays, cancellations, or alterations caused by events beyond our control (“Force Majeure”), such as natural disasters, pandemics, severe weather, political instability, strikes, or other unforeseen circumstances. In such situations, we will make every reasonable effort to offer alternative arrangements, travel credits, or rescheduling options, subject to supplier policies and availability. This clause underscores the importance of comprehensive travel insurance (Section 4.5), which we strongly recommend protecting against unexpected disruptions.

10.Complaints & Governing Law

10.1 Any complaints must be reported to the local supplier or the Company immediately to allow a chance for resolution.

10.2 If unresolved, complaints must be submitted in writing within 30 days of trip completion.

10.3 Any disputes or claims arising under these Terms & Conditions shall be governed by and construed in accordance with the laws of Alberta, Canada. Before pursuing legal action, both parties agree to first attempt to resolve any dispute amicably through open communication or mediation facilitated by Ciao Tours’ management team. This approach ensures fairness and efficiency for all parties, wherever they are located.

By making a booking with the Company, the Client acknowledges that they have read, understood, and agreed to these Terms & Conditions.

For questions or further clarification, please contact: info@ciaotours.com | Tel: 403.686.6887

Privacy Policy

Last Updated: November 2025

This Privacy Policy outlines the personal information
handling practices of Alberta Ciao Tours Inc. (“Ciao,”
“we,” “us,” or “our”) and is designed to adhere
to the principles of the Personal Information Protection and Electronic
Documents Act (PIPEDA) and relevant provincial legislation.

1. Accountability and Definitions

1.1 Accountability

Ciao
is responsible for all personal information under our control. The overall
responsibility for compliance with this Policy rests with Ciao’s designated
Privacy Officer (or equivalent contact). To contact the Privacy Officer
regarding any privacy matter, please email info@ciaotours.com
or write to: Privacy Officer, Ciao Tours, #200 638-11 Ave SW, Calgary, AB
T2R-0E2, Canada.

1.2 Personal Information

“Personal information” means information
about an identifiable individual, including, but not limited to name, address,
payment information, travel document details, and any medical or allergy
information you choose to disclose to us.

2. Identifying Purposes and Consent

2.1 Identifying Purposes

We collect your personal information only for the
following clearly defined purposes (Limited Collection and Use):

• To Process and Fulfill your travel
  arrangements (your Booked Tour).
• To Communicate with you regarding your tour,
  including administrative details and itinerary changes.
• To Maintain Records for accounting, financial,
  and regulatory compliance purposes.
• To send you Selected Travel Opportunities and
  marketing emails, which you may unsubscribe from at any time.

2.2 Obtaining Consent

By supplying any personal information to us in the course of
using our services, you:

• Grant implied consent to the collection, use,
  and disclosure of your personal information for the purposes of providing
  and administering your Booked Tour.
• Grant express consent to receiving electronic
  communications, including email, from us for administrative,
  service-related, and marketing purposes. You may withdraw your consent to
  the collection, use, or disclosure of your personal information at any
  time, subject to legal or contractual restrictions
• Client-submitted photos are considered voluntary
  submissions and will be used only with the client’s consent. Clients may
  request removal at any time.
• You may withdraw your consent to the collection, use,
  or disclosure of your personal information at any time, subject to legal
  or contractual restrictions.

2.3 Client Responsibility (Accuracy)

You are responsible for ensuring that the personal
information you supply to Ciao is correct, accurate, and current at all
times.

3. Limiting Collection, Use, Disclosure,
and Retention

3.1 Limiting Collection

We collect only the personal information that is necessary
to provide the services explicitly outlined in Section 2.1.

3.2 Limiting Disclosure

Ciao does not sell or otherwise distribute personal
information to external third parties except as necessary to provide your
Booked Tour or as permitted by law.

• Disclosure to Service Providers: We provide
  information to third-party Service Providers (e.g., hotels,
  airlines, local operators) on an “as needed” basis to
  deliver the necessary services for your tour. These parties are
  responsible for their own compliance with applicable privacy laws.
• Legal Obligation: We may disclose information
  when required by law, subpoena, or to protect our rights and property.
• Some service providers are located outside Canada,
  including in the European Union. As a result, your personal information
  may be processed in foreign jurisdictions and may be accessible to law
  enforcement and national security authorities under local laws.

3.3 Limiting Retention

We retain your information only as long as necessary to
fulfill the purposes for which it was collected (e.g., administering your tour
and subsequent follow-up) or to satisfy legal or regulatory requirements.

4. Safeguards and Openness

4.1 Security Safeguards

Ciao implements appropriate technical and organizational
safeguards (e.g., segregated trust accounts, internal procedures) to
protect your personal information against unauthorized access, disclosure,
alteration, or destruction.

4.2 Openness

This comprehensive Privacy Policy is publicly available
on our website (ciaotours.com), making our policies and practices concerning
personal information readily accessible to you.

5. Individual Access and Challenging
Compliance

5.1 Individual Access

You have the right to request access to the personal
information we hold about you and to challenge the accuracy and completeness of
the data. Requests for access must be submitted in writing.

5.2 Challenging Compliance

If you have questions that are not covered by this Policy,
or if you believe Ciao is not complying with the principles set out here,
please contact us immediately. Ciao will investigate all written complaints and
take appropriate measures to resolve them.

6. Policy Changes

Ciao reserves the right to modify this Privacy Policy
periodically. Changes will be posted on our website, and your continued use of
our services following the posting of changes constitutes your consent to the
modified terms.