Notes to Pricing

1. All fees apply per traveller unless otherwise stated.
2. All fees are subject to change.
3. One months’ notice will be given in writing of any changes 
4. We reserve the right to charge for calls made to our Out of Hours service if they are non-emergency
5. Currently, the VAT treatment of fees for the provision of most airline reservation services is zero-rated. Should this change; Meon Valley Travel reserves the right to charge VAT. VAT will be charged to all other service fees where VAT is applicable.
6. 2% credit card fees will apply where appropriate.
7. Where a group of 10 or more people are travelling together, Meon Valley Travel events team will manage the requirements as a group booking.
8. Any related airline or supplier pass-through charges, including but not limited to, prepaid ticket charges, ticket exchanges, GDS fees, refunds, and so on, will be forwarded to the client.
9. Meon Valley Business Travel will disclose the costs in relation to ancillary services to the client at the time the client requests such service. The client acknowledges that they will be responsible for any ancillary fee charged by Meon Valley Travel or its suppliers for certain services, e.g.; actual net cost of visa and passport application as charged by passport agencies, foreign consulates or embassies, and Meon Valley Travel visa and passport processing services for example.
10. Where Meon Valley Travel splits an air ticket into multiple tickets to reduce the overall cost of the air fare for the client, transaction fees will apply per ticket issued.
     

Billing

All transactions will be billed twice monthly as per the following billing/payment schedule:

Billing Period	Statement sent	Payment by	Payment by Direct Debit
1st – 15th of the month	16th of the month	25th of the month	28th of the month
16th – 31st of the month	1st of the following month	10th of the following month	14th of the following month

If you pay by Individual Invoice, then your Account Statement will be sent on the day following the billing period end date.

If you pay by Consolidated Invoice, then your Consolidated Invoice will be sent on the day following the billing period end date.

Payment

Payment can be made using a debit/credit card or card-related Lodged Account, Bank Transfer or BACS (invoice account).

If you wish to pay by Bank Transfer (BACS), please see below our bank account details.

RBS Invoice Financing

Sort code: 60-08-46

Bank Account Number: 68577451

As an IATA license holder, Meon is obliged to pay the airlines for all issued tickets in accordance with Bank Settlement Plan (BSP) terms by Direct Debit. The Client is therefore required to pay all invoices no later than the terms above. Should The Client default on the payment terms Meon reserves the right to refuse further credit. Subsequent transactions would need to be paid for by Credit Card

All invoiced items are non-cancellable and remain payable by the terms above. Where items are either unused, have not been returned for refund, are awaiting credit note, awaiting refund, or otherwise in dispute, this does not have any influence on Meon Payment Terms.

Understanding of our rights under the Late Payment of Commercial Debts (Interest) Act 1998, making provision with respect to interest on the late payment of certain debts arising under commercial contracts for the supply of goods or services, Meon will invoke a late payment claim of 2% per month for any invoice outstanding without notification of query or intention to default.

Meon reserves the right to seek alteration to these payment terms should industry licence payment conditions change.

Meon reserves the right to review all service fees annually, in line with the Average Weekly Earnings Data supplied in the UK by the Office of National Statistics. Service fees are therefore subject to change and we will notify you in writing 30 days prior to any proposed change.

All transaction fees are exclusive of applicable VAT and are payable per traveller unless otherwise stated.

Data Protection

For the purposes of this agreement, “Data Protection Laws” shall mean the General Data Protection Regulation ((EU) 2016/679) (“GDPR”) and any national implementing laws, regulations and secondary legislation, as amended or updated from time to time, in the UK and then (ii) any successor legislation to the GDPR or the Data Protection Act 1998. Meon is committed to complying with Data Protection Laws and operates in accordance with ISO 27001 standards and is PCI-DSS accredited.

Any and all Personal Data submitted to Meon will be held in accordance with Data Protection Laws. The parties agree that Meon is the Data Processor and Client is the Data Controller. Meon is registered as a data controller with the Information Commissioners Office (ICO) under registration number Z6280832.

Within this agreement, “Data Controller”, “Data Processor”, “Data Subject”, “Personal Data” and “Processing” shall have the same meanings as in the Data Protection Laws and “Processed” and “Process” shall be construed in accordance with the definition of “Processing”.

The Client hereby acknowledges and accepts that in accordance with Article 49 (1)(b) and (c) (as applicable) of the GDPR, Meon is permitted to transfer Personal Data to third party Data Processors located outside the European Economic Area (“EEA”) without further consent from the Controller where it is necessary for the performance of a contract with or for the benefit of the Data Subject, and providing: (a) an authorised instruction is received by Meon; and (b) Meon have made reasonable endeavours to ensure the reliability and good standing of such third parties in advance of any transfer; then nothing shall prevent or restrict Meon from doing so.

The Client will ensure that it shall obtain all necessary consents from Data Subjects and have all necessary notices and policies in place to enable the lawful transfer of the Personal Data to Meon for the duration and purposes of the Agreement and Existing Agreement. Unless otherwise instructed, Meon will assume this permission has been sought and given if an authorised travel request is received.

The Client hereby acknowledges and accepts that in certain circumstances Meon may be required to disclose Personal Data to third party Data Controllers both within the EEA and outside the EEA, including embassies, airports, government bodies, airlines, accommodation providers or similar parties, acting upon Client instructions to facilitate the Data Subject’s travel arrangements. In such cases, it will not be possible for Meon to have written terms in place with these third parties. However the Client’s inability or refusal to provide this information to these third parties will mean that the Data Subject’s travel arrangements cannot take place. As such, the Client accepts that Meon may disclose Personal Data to these third parties without having written terms in place and this will not be a breach of Data Protection Laws for the purposes of this agreement.

Other than stated above, Meon shall not transfer, or otherwise permit access to, any personal data outside of the European Economic Area (“EEA”) without the Client’s prior written consent.

Meon shall refrain from disclosing Personal Data to any third party Data Processors other than to permitted sub-processors (a contracted body whom Meon engages directly to carry out work to fulfil The Services of This Agreement. For the avoidance of doubt, a sub-processor shall not include a travel commodity supplier whom Meon engages to fulfil the authorised request to make a travel booking on behalf of The Client). Disclosure to such permitted sub-processors will be made only where it is strictly necessary in order for Meon to comply with This Agreement and/or comply with The Client’s instructions, provided that in all cases:

1. a) such disclosure is made subject to written terms substantially the same as this agreement.
2. b) such disclosure has been approved in writing in advance by the Client.

Meon will only ever collect the minimum amount of personal data required for the provision of the services. Furthermore, Meon warrants to The Client that it shall:

1. a) Only process Personal Data in accordance with The Client’s instructions and to fulfil its obligations in respect of the scope of works of this agreement (Travel management related services) and make no other use of it, unless such instructions conflict with EU or member state law, in which case Meon shall inform The Client unless such notification is prohibited by law; and
2. b) Take appropriate technical and organisational measures against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal data as necessary.

Meon has licence to store data in secure and approved sites outside the EU providing such sites meet strict ISO 27001, ICO standards or are PCI-DSS complaint.

Meon has and will continue to take all reasonable steps to ensure the reliability of any of its employees which will have access to the personal data of The Client, and shall ensure that any staff to whom it discloses personal data: (a) are made aware that the personal data is confidential information of the Client and subject to the confidentiality obligations set out in the Agreement; (b) are under, or have given, appropriate confidentiality undertakings; and (c) do not process personal data except on instructions from the Client, unless required to do otherwise by EU or member state law.

The Client and its nominated representatives shall, at their own cost and acting upon reasonable grounds, have the right to audit the data processing activities in relation to the processing of Personal data and, where possible, Meon shall:

1. a) Provide such information as may be necessary to demonstrate its compliance with its obligations;
2. b) Provide access to all locations where it may process The Client’s Personal Data; and
3. c) Provide all reasonable assistance to The Client in the performance of its audit.

Meon shall notify The Client as soon as it becomes (and in any event within 72 hours of having become aware of:

1. a) Any claim or potential claim by a data subject against The Client connected with a breach of data protection laws;
2. b) Any breach of this agreement relating to data protection; or
3. c) Any unauthorised or accidental loss, destruction, misuse of, or damage to, The Client’s Personal Data (“Personal Data Breach”).

In such event, Meon shall provide the Client with reasonable assistance in the Client’s compliance with Data Protection Laws in relation to the Personal Data Breach.

Meon shall provide all reasonable assistance, at Meon’s cost limited to claims for reasonable reimbursement, to assist The Client to:

1. a) Comply with requests for subject access from data subjects respond to or comply with any regulatory action, including but not limited to requests for information received from the Information Commissioner’s Office, or any other regulatory body;
2. b) Respond to complaints relating to personal data from data subjects;
3. c) Investigate any breaches or alleged breaches of data protection laws; and
4. d) Fulfil its obligations pursuant to Articles 32-36 (inclusive) of the GDPR.

If Meon receives any complaint, notice, request (including any subject access request) or communication which relates directly or indirectly to the processing of the Personal Data, or to either party’s compliance with Data Protection Laws, it shall immediately notify The Client in writing and Meon shall provide The Client with all reasonable assistance in relation to the same.

In order to comply with individual’s rights as determined by the GDPR, the following shall apply under this Agreement:

Privacy Policy – Meon’s Privacy Policy is available online and in person by requesting it from the assigned KAM (Key Account Manager) for The Client.

The Right to be Informed – The Client acknowledges on behalf of their employees that all information about processing of data is provided to those employees in full, within the terms of this agreement.

The Right of Access – Meon will provide access as agreed to each employee of The Client who can view the held personal data via a secure log-in using a username and a unique password. Employees of The Client are entitled to maintain and change this data as they wish as long as it is legally correct. Employees of The Client must be made aware that they wish Meon to deliver any service described in Appendix A, this data will be required to be recollected and complete and so they may have to resubmit a delete request after each subsequent business trip.

The Right to Rectification – The Client accepts that Meon will not provide a direct right to rectification for their employees. Employees of The Client, must enact such rights via their nominated travel manager – or person responsible for managing the contractual arrangement at The Client – and obtain consent to rectify the information. The Client acknowledges responsibility for passing such consent to Meon. To effect rectification, The Client will provide an electronic feed with the instruction to “rectify” the employee or provide a written (including via e-mail) rectification instruction to the KAM.

The Right to Erasure -The Client accepts that Meon will not provide a direct right to erasure for their employees. To effect erasure, The Client will provide an electronic feed with the instruction to “delete” the employee or provide a written (including via e-mail) deletion instruction to the KAM.

The Right to Restrict Processing – The Client accepts that any objection to processing data needs to be raised and addressed internally and not directly to Meon.

This agreement shall remain in full force and effect at all times notwithstanding the termination or expiry of this Agreement. Upon termination of the Agreement (or as otherwise instructed by The Client) Meon shall erase or return the personal data to The Client (as instructed by The Client) save that the Supplier shall be entitled to retain personal data to the extent required by applicable law.

With specific reference to the GDPR Standard Contractual Clauses (Processors) – It should be noted that Meon’s transfer of data outside the EEA will always be subject to a specific derogation and therefore the SCC is not needed.