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Booking, Cancellation, Refund & No-Show Policy

ALL SEASON CARS

Booking, Cancellation, Refund & No-Show Policy

Last Updated: December 1, 2025
Business Name: All Season Cars, Luxury Sprinter Van Division
Contact Email: info@allseasoncars.com

This page is a plain-language summary of how bookings, payments, cancellations, refunds, wait time, and no-shows work at All Season Cars.

If there is ever a conflict between this summary and our full Website Terms & Conditions, the Terms & Conditions will control.

1. Booking & Payment

To keep things simple and clear:

  • All trips are paid in full at the time of booking.

  • Your reservation is not confirmed until payment is successfully processed and we send you a confirmation.

  • We may accept:

    • Major credit/debit cards

    • Business cards

    • Third-party financing providers like Affirm, Klarna, or similar (if available)

If you pay with Affirm, Klarna, or another “buy now, pay later” option:

  • As far as All Season Cars is concerned, your trip is paid 100% upfront at booking.

  • Your repayment plan and monthly payments are between you and the financing provider under their terms.

  • Any refund you’re eligible for under this policy will be processed through the original payment method or provider.

2. Types of Bookings

We use two categories for cancellation and refund rules:

  1. Standard Rides

    • Airport transfers

    • Point-to-point rides

    • Hourly trips up to 6 hours

  2. Event / Wedding / Full-Day Bookings

    • Any trip over 6 hours

    • Weddings, proms, large events

    • Full-day or special-event packages

We’ll let you know which category your trip falls into at the time of booking.

3. Cancellation & Refund Policy

Because all trips are prepaid in full, our cancellation policy is based on how far in advance you cancel.

3.1 Standard Rides

(Airport, point-to-point, hourly up to 6 hours)

  • Cancel more than 72 hours before pickup time
    → You receive an 80% refund of the total trip price.

  • Cancel 72–24 hours before pickup time
    → You receive a 50% refund of the total trip price.

  • Cancel less than 24 hours before pickup time
    → No refund. 100% of the trip price is retained.

3.2 Event, Wedding & Full-Day Bookings

(Trips over 6 hours, weddings, big events, full-day packages)

  • Cancel more than 30 days before the event date
    → You receive a 75% refund of the total booking price.

  • Cancel 30–14 days before the event date
    → You receive a 50% refund of the total booking price.

  • Cancel less than 14 days before the event date
    → No refund. 100% of the booking price is retained.

3.3 How Refunds Are Issued

  • Refunds are normally returned to your original payment method.

  • If you paid via Affirm, Klarna, or another financing provider, the refund will usually go back through that provider and they will adjust your balance according to their rules.

  • Processing times depend on banks and payment processors and are outside our direct control.

4. Late Arrivals, Wait Time & No-Shows

We know delays happen. Here’s how we handle it.

4.1 Free Grace Period – All Trips

For every trip (airport and non-airport):

  • You get a 15-minute grace period after the scheduled pickup time.

  • During this time, no wait-time charges apply.

After 15 minutes, wait-time charges can apply as described below.

4.2 Airport Pickup – Wait Time Charges

After the 15-minute free grace period at the airport:

  • First hour of delay (after the free 15 minutes):

    • Billed at $120 per hour, charged in 30-minute increments of $60.

  • Second hour of delay:

    • Billed at $185 per hour, charged in 30-minute increments of $92.50.

  • Additional hours after the second hour:

    • May be billed at up to 1.5× the prior hourly rate, in 30-minute increments,

    • And are subject to driver availability and scheduling constraints.

We may use airline data and other reasonable sources to determine actual flight arrival time.

4.3 Non-Airport Pickup – Wait Time Charges

For home, hotel, office, or event pickups:

  • After the 15-minute free grace period, wait time is billed in 30-minute increments at our published wait-time rates, which may vary by vehicle type, location, and time of day.

  • Current wait-time rates are available on request and may be included in your quote or confirmation.

4.4 No-Show Policy

A no-show happens when:

  • The passenger does not meet the driver at the pickup location and

  • Does not contact us or the driver to request continued waiting within 30 minutes of the scheduled pickup time (or, for airport trips, within 30 minutes of the agreed pickup/arrival time) and

  • The driver must leave the pickup area or is required to depart.

In case of a no-show:

  • The trip is treated as completed and non-refundable.

  • 100% of the prepaid trip price is retained.

  • Any wait time beyond the grace period may also be charged according to the rules above.

If you are in communication with dispatch and we agree to continue waiting, additional wait-time charges will apply, and we may still need to cancel the trip if extended delays conflict with other scheduled services.

5. Cleaning & Damage Fees

Standard cleaning after a normal ride is included in your fare.
If extra work is required, these minimum fees apply:

  • Excessive Cleaning – $275 Minimum
    For heavy trash, spills, food and drink ground into seats, glitter/confetti, and other conditions beyond normal use.

  • Biohazard / Bodily Fluids – $475 Minimum
    For vomit, urine, blood, or other bodily fluids:

    • Minimum $475, plus actual additional cleaning and detailing costs,

    • Plus any lost revenue for time the vehicle is out of service.

  • Damage to Vehicle (Interior or Exterior)
    For any damage to upholstery, electronics, glass, bodywork or other components:

    • Actual repair or replacement cost based on professional estimates or invoices,

    • Plus any lost revenue while the vehicle is unavailable.

The person who booked the trip is responsible for cleaning and damage fees caused by anyone in their group.

6. Changes to Your Trip

We understand plans can change.

  • Changes to time, route, pickup location, or duration are subject to availability.

  • Significant changes, especially close to the pickup time, may:

    • Add extra charges (for example, added time or distance), or

    • Be treated as a cancellation plus a new booking, depending on the situation.

We’ll always do our best to accommodate reasonable change requests whenever our schedule allows.

7. Questions or Special Requests

If you have any questions about this policy, or if you have special needs or requests for your trip, please contact us:

All Season Cars, Luxury Sprinter Van Division
Email: info@allseasoncars.com