Terms & Conditions
Terms and Conditions of Participation in Tours and Pilgrimages Organized by Dorothy Travel LLC
1. Definitions
• Tour or Pilgrimage – an organized tourist or religious trip offered by Dorothy Travel.
• Organizer – Dorothy Travel LLC, responsible for organizing tours/pilgrimages.
• Participant / Client – a person who makes a reservation and takes part in the tour/pilgrimage.
• Deposit – an amount of $1000 that guarantees a place in the group and is required to make a reservation; refundable only in cases specified in these terms and conditions.
2. Reservation
To make a reservation, the participant must contact the organizer, pay a deposit of $1000, and submit a copy of their passport.
• By making a reservation and paying the deposit, the client declares that they have read the terms and conditions of participation, the program, and the scope of services and accept them without reservation.
• The deposit guarantees a place in the group.
• Registrations are accepted until the date specified in the program or until all spots are filled.
• The person making the reservation, after paying the deposit and submitting the required information, confirms that they have read and accepted the terms.
• By making a reservation, the participant confirms that their health condition allows participation in the tour/pilgrimage.
• The participant is responsible for visa and passport matters (passport must be valid for at least 6 months from the date of arrival, and the passport details must match the registration details).
3. Payment Methods
• Check payable to:
DOROTHY TRAVEL
330 Changebridge Road
Suite 101
Pine Brook, NJ 07058
• Bank transfer to Dorothy Travel business account at Chase Bank.
• Bank transfer to Dorothy Travel business account at Polish & Slavic Federal Credit Union.
• Zelle
Account and Zelle details will be provided in the "welcome letter".
4. Required Information
The participant is required to send the following information to: info@dorothy-travel.com:
• Tour name,
• Full name of the participant,
• Phone number,
• Copy of passport,
• Passport validity (minimum 6 months after return date),
• If selecting a single room (additional fee applies), this must be requested via email,
• Name and phone number of an emergency contact person.
• Failure to provide complete or accurate personal data will result in an airline penalty of $300, which is the sole responsibility of the Client.
• The participant is required to report any dietary requirements (e.g., allergies, vegetarian/vegan, gluten-free) at the time of booking or no later than 2 weeks before departure. The organizer is not responsible for improper meal preparation if such requirements were not reported in advance.
5. Payments
The participant is required to make payments according to the deadlines specified by the organizer.
• Checks must be sent in advance to arrive before the payment deadline.
• In case of late payment, the organizer reserves the right to remove the participant from the list, and the client is responsible for any cancellation fees.
• Failure to make full payment (final installment) will be treated as a cancellation, resulting in the loss of the deposit or prior payments.
• Late payment incurs a $100 penalty.
6. Accommodation
Programs include accommodation in double rooms. Single rooms are available in limited numbers or may be unavailable; if available, an additional fee applies.
• Clients interested in a single room must submit such a request via email at the time of booking.
• Assignment of a single room depends on availability and is not guaranteed, even if requested in advance.
• If a participant registers individually, has no roommate, and no single rooms or matching participants are available, the organizer reserves the right to refuse participation.
In such case, the deposit will be fully refunded, and the participant will not incur any additional costs.
7. Insurance
Purchase of travel and health insurance is mandatory to protect against unforeseen events such as illness, delays, lost luggage, etc.
• The cost of insurance is not included in the tour price.
• The participant is responsible for purchasing insurance independently.
• Dorothy Travel is not responsible for consequences resulting from lack of insurance.
• Insurance can be purchased after paying the deposit.
• Insurance search tool: https://www.travelinsurance.com
8. Information Delivery
Participants will receive two organizational emails:
• First email – sent after registration closes, containing flight schedule, insurance information, and details about upcoming payments,
• Second email – sent approximately 2.5–3 weeks before departure, containing airline tickets, baggage details, program details, currency exchange information, insurance, and other organizational information.
9. Travel Responsibility
The organizers act on behalf of the client but are not responsible for any injuries, losses, delays, or other unforeseen events related to the organization of the tour/pilgrimage.
10. Cancellation Policy:
• Cancellation more than 150 days before departure: 100% deposit refund.
• Cancellation between 150–120 days before departure: deposit refund minus $100 fee.
• Cancellation between 119–90 days before departure: deposit refund minus $400 fee.
• Cancellation between 89–60 days before departure: loss of 100% of deposit.
• Cancellation between 59–30 days before departure: loss of 75% of trip cost.
• Cancellation less than 30 days before departure: loss of 100% of trip cost.
11. Cancellation Notification
All cancellations and refund requests must be confirmed via email.
A participant wishing to cancel must send a notification to: support@dorothy-travel.com
Please include necessary information such as the group name and reason for cancellation to allow efficient processing.
Eligible refunds will be processed within 14 business days and issued by mail.
12. Participant Conduct and Communication
Participants are required to maintain proper conduct and show respect toward the organizer, guides, staff, and other participants. Use of vulgar, offensive, aggressive, or demeaning language is strictly prohibited.
Participants must follow the guide’s instructions, applicable laws, and customs of visited countries. Each participant is fully responsible for punctuality and attendance at designated meeting points.
In case of violation, the organizer reserves the right to take appropriate action, including issuing a warning or, in justified cases, removing the participant from the program without refund. In serious cases such as defamation, harassment, or violation of personal rights, the organizer reserves the right to take legal action.
13. Program Changes and Force Majeure
The organizer reserves the right to make changes to the program, order of activities, or timing of services in case of circumstances beyond their control.
Such circumstances include, in particular: weather conditions, airline decisions, flight delays or cancellations, airport operational restrictions, actions of aviation authorities, decisions of local authorities, strikes, natural disasters, emergencies, and other force majeure events.
In such cases, the organizer may modify the program, including changing the order of services, flight times, means of transport, airline carrier, or—if necessary—the class of travel.
Changes resulting from force majeure or decisions of third parties (especially airlines or airport authorities) do not constitute grounds for claims against the organizer. However, the organizer will make every effort to provide services of a standard as close as possible to the original plan.
14. Airline Tickets – Extraordinary Situations
In the case of group airfare bookings, airlines may—due to operational or logistical reasons—make changes to seat assignments, cabin configuration, travel class, or aircraft.
This may include:
• seat changes,
• separating participants in different parts of the cabin,
• assigning seats in a different travel class than originally planned (subject to operational availability).
All such decisions are made solely by the airline and are beyond the organizer’s control. These changes do not constitute grounds for complaints or claims against the organizer.
15. Complaints:
a. Air transport
Complaints regarding airline services (including delays, schedule changes, onboard service quality, or other air transport-related issues) may only be submitted after the program ends.
Complaints must be submitted within 7 days of program completion and return, exclusively by email to: support@dorothy-travel.com. Complaints submitted after this deadline will not be considered. Processing time is up to 14 business days.
b. Program execution
Any concerns regarding program execution should be reported immediately during the trip to the organizer, guide, or Dorothy Travel representative. Reporting on-site allows corrective action during the program. Complaints submitted after the program ends will not be accepted or processed.
16. Group Reservations – Seat Assignment
a. Airplane
Group reservations are made by blocking a certain number of seats for the entire group, while specific seats are assigned automatically by the airline system.
Seat assignments follow the airline’s rules and depend on availability within the group booking.
Seats are assigned automatically, which means:
• participants cannot choose specific seats,
• the organizer has no influence over seat assignment and is not responsible for airline decisions in this regard.
b. Coach
Seat assignment on the coach is based on order of registration and confirmation through deposit payment.
Earlier registrants receive seats closer to the front, while subsequent seats are assigned in chronological order.
The organizer reserves the right to change seat assignments in justified cases, particularly for organizational, technical, or logistical reasons.
17. Role of the Organizer and Guide
The organizer is responsible for preparing the travel program, organizing it, and booking services including transport, accommodation, and guide services, as well as communication with participants from the moment of registration.
The organizer or Dorothy Travel representative participates in the start of the trip, especially during airport meeting, attendance verification, and departure organization.
At the destination, the group is handed over to a guide responsible for day-to-day program execution, providing information, and communication with participants.
From the start of the program, all questions regarding schedule, sightseeing, and daily organization should be directed to the guide.
During the trip, the organizer performs a coordinating and supervisory role, particularly in resolving organizational, logistical, or extraordinary situations.
18. Personal Data Processing
In accordance with data protection regulations (GDPR), participants’ personal data (such as name, surname, contact details) will be processed solely for the purpose of organizing the tour/pilgrimage and deleted no later than 14 days after its completion.
• Data will not be shared with third parties unless required by law or necessary for trip organization.
• Participants have the right to access and correct their data.
19. Use of Promotional Materials
The participant agrees to the use of photos, videos, and promotional materials from the tours for marketing purposes by Dorothy Travel, unless they submit a written objection.