Last Update March 18. 2025
Legal Notice
Soul Free Nation LLC, doing business as Soul Free Travels, is hereinafter referred to as “Soul Free Travels” throughout this website and all related documentation.
All Planning and Service Fees are non-refundable. We are not able to refund or unwind time spent once we have begun our work. Any exceptions are made at our sole discretion.
By engaging Soul Free Travels to plan or book your travel, you agree to the following Terms and Conditions:
1. Scope of Services
Soul Free Travels provides travel planning and coordination services, which may include booking airfare, accommodations, activities, transportation, travel insurance, and other related services through third-party suppliers.
2. Third-Party Suppliers
We act as an intermediary between you and the travel suppliers (such as airlines, hotels, tour operators, etc.). All bookings are subject to the terms, conditions, and policies of those suppliers. Soul Free Travels is not responsible for acts or omissions of these third parties.
3. Payments and Authorizations
You may be required to complete a credit card authorization form to facilitate supplier payments. Charges will not be made without your prior consent. Any amount provided is an estimate of your total trip cost; if actual charges exceed the estimate, a new authorization will be required.
4. Fees
Soul Free Travels charges a planning fee for travel coordination services. For most trips, the fee is $250.00 for itineraries lasting 10 days or less. For trips longer than 10 days, the fee is $25.00 per day.
Certain destinations or itineraries may incur higher planning fees due to their complexity, unique entry requirements, or the nature of travel within that country. Any such adjustments will be communicated clearly before planning begins.
Group travel, destination weddings, special events, and affinity travel have different nuances and planning requirements. Fees for these types of travel are determined on a case-by-case basis. This does not necessarily mean they cost more — it simply depends on the scope and nature of the trip.
Concierge Fees are charged for additional services requested during the planning or trip experience, including but not limited to restaurant reservations, special access tours, concert and sporting event tickets, security arrangements, nanny services, or non-commissionable activities that are part of your itinerary. Concierge Fees are typically $25.00 per occurrence, but for more complex requests, they may be up to 10% of the service cost.
For non-commissionable accommodations, if research is required, the fee is 10% of the total cost of the stay before taxes.
All planning and concierge fees are non-refundable and cover services including itinerary design, research, booking coordination, and client support throughout the planning stages and your trip.
5. Planning Fees Without Payment Information
If you choose not to provide your payment information and prefer to only receive the planning portion of our services, the planning fee will be $100 per day, including flight days. For groups of more than 4 travelers, an additional $25 per day will be added for every 2 additional travelers beyond the first 4. This fee covers the time and effort required to create a detailed itinerary and to provide the same level of service without moving forward with bookings. Keep in mind, when you do book your accommodations, air and other travel-related products and services, in most cases, we have no ability to intervene if there are any travel mishaps along the way.
6. Cancellations, Changes, and Refunds
All change and cancellation requests are subject to the policies of the suppliers involved. Fees and penalties may apply. Soul Free Travels is not responsible for any refund decisions made by third-party vendors. We strongly recommend purchasing travel insurance to protect your investment.
In the event that you cancel your trip after planning has begun, Soul Free Travels charges a cancellation fee of $25.00 per day of the trip cancelled. This fee reflects the time and labor already invested in planning, coordinating, and communicating on your behalf. While the trip itself may be canceled, the time and effort we’ve dedicated cannot be — and in fact, cancellation almost always results in significant time spent to unwind reservations and supplier arrangements.
If the cancellation occurs before any reservations have been made, we may waive this cancellation fee at our discretion based on the time already spent on your itinerary.
Planning fees remain non-refundable at any stage, but in the case of cancellation, we are happy to apply a portion of your planning fee as a credit toward a future trip with the same or similar itinerary when you are ready to travel again.
7. Travel Insurance
Travel insurance is highly recommended and may protect against unexpected trip cancellations, interruptions, delays, and medical emergencies. Soul Free Travels is not liable for any losses incurred due to lack of coverage.
8. Client Responsibilities
It is the client’s responsibility to provide accurate personal information (including legal names), verify travel documents, and comply with all entry/exit requirements, health protocols, and visa policies for their destination(s). Additionally, clients are expected to maintain timely communications with Soul Free Travels throughout the planning process and while traveling. We ask that timely communications be prioritized, as rates change, availability disappears, and delays can result in us needing to start over. This means repeating all of the research we have completed due to changes in the marketplace, which can affect pricing, options, and overall trip planning.
9. Limitation of Liability
Soul Free Travels is not liable for any injury, damage, loss, delay, or inconvenience caused by circumstances beyond our control, including but not limited to acts of God, weather events, government actions, strikes, or supplier defaults.
10. Assumption of Risk
Travel involves inherent risks. By booking travel through Soul Free Travels, you acknowledge and accept these risks and agree to hold Soul Free Travels harmless from any resulting damages.
11. Air Tickets
Soul Free Travels is happy to provide you with the best flight options based on your travel preferences and requirements. You may choose to make your own arrangements based on the recommendations we provide. However, if you choose to book independently, please note that we cannot intervene or take action for you in the event of flight cancellations, delays, or other disruptions to your travel. We strongly recommend purchasing travel insurance to protect against these possibilities.
There is a separate fee for air ticketing services, which is not included in our standard planning fees. These fees are always discussed with clients upfront and are based on the complexity of your itinerary. The fee is a minimum of $30.00 per ticket, and may be as high as $150.00 per ticket for complex or multi-leg itineraries. This reflects the time, effort, and attention required to research and secure flights that meet your needs, as well as the additional labor involved when things go awry — including navigating airline changes, policy hurdles, and rebooking logistics, often with significantly faster turnaround than typical airline ticket counters or call centers.
We always work in our clients’ best interest, tailoring solutions to their preferences and confirming all flight arrangements with their approval. All information is handled with care and security. In many cases, the services we provide — especially with regard to flights — can be covered or reimbursed under your travel insurance policy.
We are upfront and transparent, discussing all aspects of the trip and executing payments only with your permission. Rest assured that all information is securely handled.
12. Free Services
Occasionally, Soul Free Travels works with clients at no cost. This typically occurs when you know exactly what you want, such as a cruise, hotel, or car rental, and using a travel advisor is a good fit. In these cases, we can often offer better deals, exclusive perks, and incentives, while also handling essential arrangements such as early check-ins and special requests.
Fees will only apply when planning and coordination services are required, such as custom itineraries, complex travel arrangements, or bookings that require extensive research and time.
13. Our Commitment to You
At Soul Free Travels, we are dedicated to working with you from hello until you are back from your trip. Our services extend throughout the entire travel process, including initial planning, booking, and on-trip support. We aim to ensure that every aspect of your journey is as seamless and enjoyable as possible, offering assistance and advice before, during, and after your trip.
14. Additional Terms and Conditions and Privacy Policy
Please review our Privacy Policy and additional Terms and Conditions.
By signing any agreements with us, you are indicating that you have read, understand, and agree to the terms and conditions contained on our website.
