Membership and Website Terms

Last updated: 17 September 2026

1. About these Terms

1.1 These terms and conditions (“Terms”) govern:

1. your use of biztravelassistant.com and related BTA websites;

1. your purchase and use of a Biz Travel Assistant membership;

1. the travel coordination and administrative assistance services provided by BTA; and

1. where applicable, BTA's collection of payments relating to Travel Bookings.

1.2 The website and BTA membership service are operated by TRAVEL ASSISTANCE LTD, trading as Biz Travel Assistant and BTA.

How BTA works

BTA is your travel coordination service and primary point of contact.

You or an Authorised Contact send us your requirements. We research and coordinate suitable options, usually through an independent Booking Partner. You approve the proposed arrangement before we proceed unless you have expressly authorised us to act within agreed parameters.

For Travel Bookings:

• BTA may collect the amount payable from you;
• an independent Booking Partner ordinarily fulfils or arranges the underlying Travel Booking;
• airlines, hotels and other Travel Providers supply the underlying travel services; and
• the relevant Booking Partner and applicable booking terms will be identified before you become committed to the Travel Booking.

BTA does not itself operate airlines, hotels, rail services, vehicle-hire businesses or other underlying travel services.

1.3 Please read these Terms before purchasing membership or approving a Travel Booking.

1.4 These Terms govern your relationship with BTA. A Travel Booking may also be governed by separate terms issued by the relevant Booking Partner or Travel Provider.

1.5 Nothing in these Terms limits rights that cannot lawfully be excluded.

2. Who we are

Legal name: TRAVEL ASSISTANCE LTD

Trading as: Biz Travel Assistant / BTA

Company number: 17438658

Registered in: England and Wales

Registered office:
207 Regent Street
London
W1B 3HH
United Kingdom

Email: travel@biztravelassistant.com

Website: biztravelassistant.com

References to “BTA”, “we”, “us” and “our” mean TRAVEL ASSISTANCE LTD.

3. Definitions

“Authorised Contact” means a PA, EA, Chief of Staff, employee, family member or other person whom a Member has authorised to give BTA travel requests, approvals or other instructions.

“Booking Partner” means an independent travel management company, travel agent, tour operator or other authorised travel intermediary through which BTA coordinates a Travel Booking.

“Business Customer” means a person acquiring the relevant services wholly or mainly for purposes connected with a trade, business, craft or profession.

“Consumer” means an individual acting wholly or mainly outside their trade, business, craft or profession.

“Member” means an individual or organisation with a current BTA membership.

“Membership Services” means BTA's travel coordination and administrative assistance.

“Travel Booking” means a reservation or purchase of a flight, accommodation, rail service, transfer, vehicle hire or other travel service.

“Travel Contract” means the contract applying to the underlying Travel Booking.

“Travel Provider” means an airline, hotel, rail operator, transfer company, vehicle-hire company or other supplier of an underlying travel service.

“Traveller” means a person for whom BTA is asked to coordinate travel.

4. Membership and authority

4.1 Membership may be purchased by an individual, company or other organisation.

4.2 You must be at least 18 years old and legally capable of entering into a contract to purchase membership.

4.3 If you act for an organisation, you confirm that you have authority to do so.

4.4 A Member may authorise one or more Authorised Contacts to communicate with BTA.

4.5 BTA may treat an instruction from an Authorised Contact as an instruction from the Member where it reasonably appears to fall within that person's authority.

4.6 The Member is responsible for:

1. telling us who is authorised;

1. informing us of any limitations on that authority; and

1. notifying us promptly when authority changes or ends.

4.7 Where reasonably necessary, we may verify an instruction or ask for evidence of authority before acting on it.

5. What BTA provides

5.1 BTA provides membership-based travel coordination and administrative assistance.

5.2 Depending on your membership and request, we may:

1. receive and interpret travel requirements;

1. retain agreed travel preferences;

1. research or obtain flight, rail, accommodation and transport options;

1. present selected options;

1. obtain or communicate fare and booking conditions;

1. coordinate booking approval;

1. transmit booking instructions to a Booking Partner;

1. coordinate transfers, drivers, seating, check-in and itinerary information;

1. coordinate changes, cancellations and disruption assistance;

1. keep itinerary information current; and

1. provide other travel-related administrative services that we agree to provide.

5.3 The precise scope of a membership may be described on the website, during onboarding or in a written proposal.

5.4 Membership does not guarantee:

1. that every request can be fulfilled;

1. particular fares, rooms, seats or availability;

1. a particular response or completion time unless expressly agreed; or

1. that travel will proceed without delay, cancellation or disruption.

5.5 BTA is not an emergency, medical, security, immigration, legal or consular service.

6. Business and personal travel

6.1 BTA membership is primarily designed for business travel.

6.2 Personal or leisure travel is not a standard entitlement unless the relevant membership expressly includes it.

6.3 BTA may nevertheless agree to coordinate personal travel on a case-by-case basis.

6.4 Where you act as a Consumer in relation to membership or a particular service, any mandatory consumer rights applying to that transaction remain unaffected.

7. Booking Partners

7.1 BTA works with one or more independent Booking Partners.

7.2 We may select a Booking Partner based on factors including:

1. destination;

1. itinerary;

1. market;

1. travel type;

1. supplier access;

1. service capability;

1. availability;

1. operational considerations; and

1. commercial arrangements.

7.3 The Booking Partner may therefore differ between trips.

7.4 BTA remains your primary point of contact for Membership Services regardless of which Booking Partner is used.

7.5 Before you become committed to a Travel Booking, we will identify or make available:

1. the relevant Booking Partner or other contracting party;

1. the proposed price;

1. material booking conditions; and

1. the applicable payment arrangement.

7.6 Booking Partners and Travel Providers are independent businesses. Nothing in these Terms makes them employees or divisions of BTA.

8. Travel options and approval

8.1 Travel options are subject to availability and may change before ticketing or confirmation.

8.2 Before approval, you should check the material details, including:

1. Traveller names;

1. dates and times;

1. destinations;

1. airports, stations and terminals;

1. fare or room conditions;

1. baggage allowances;

1. cancellation and amendment conditions;

1. the total price and currency; and

1. any other material restriction communicated to you.

8.3 A booking instruction will normally be sent only after approval by:

1. the Member; or

1. an Authorised Contact acting within their authority.

8.4 You may separately authorise BTA to act without obtaining specific approval for every booking provided that agreed parameters have been documented.

8.5 Those parameters may include:

1. maximum spend;

1. permitted fare classes;

1. preferred airlines;

1. preferred hotels;

1. cancellation flexibility; or

1. other travel-policy requirements.

8.6 BTA will not intentionally exceed agreed parameters without additional authority.

9. Fare or price changes before ticketing

9.1 Fares and other travel prices can change between quotation, approval, payment and ticketing.

9.2 Unless expressly stated otherwise, an option shown by BTA is not guaranteed until the relevant Booking Partner or Travel Provider confirms the booking.

9.3 If the total price increases before ticketing or confirmation:

1. BTA will ordinarily seek further approval before proceeding; or

1. where the Member has expressly agreed a price tolerance or other pre-authorised parameters, BTA may proceed within those parameters.

9.4 If you do not approve the revised amount, the booking may not be completed.

9.5 BTA is not responsible merely because a fare or rate has changed before confirmation, provided BTA has complied with this clause.

10. When a Travel Booking becomes binding

10.1 A Travel Booking is not confirmed merely because:

1. you have sent BTA a request;

1. BTA has presented an option;

1. you have selected an option;

1. BTA has received payment; or

1. BTA has transmitted an instruction.

10.2 A Travel Booking becomes confirmed in accordance with the applicable Booking Partner or Travel Provider booking process.

10.3 You should review the booking confirmation promptly and notify BTA of any apparent error.

11. Customer payments to BTA

11.1 BTA may collect payment relating to a Travel Booking where BTA has been authorised to do so under its arrangements with the relevant Booking Partner.

11.2 Before payment, we will identify or make available:

1. the Travel Booking to which payment relates;

1. the amount and currency;

1. the relevant Booking Partner or contracting party;

1. material booking conditions; and

1. any separate BTA fee.

11.3 Unless the booking-specific information expressly states otherwise, BTA receives travel payment as an authorised collection agent in connection with the Travel Booking and not as the operator of the underlying flight, hotel or other travel service.

11.4 Where BTA is authorised to receive payment on behalf of the identified Booking Partner, payment received by BTA will be treated in accordance with the applicable agency and booking arrangements.

11.5 BTA may use Airwallex or another approved payment provider to collect, process, authenticate and settle payments.

11.6 Payment-card or bank information may be collected directly through the relevant secure payment service.

11.7 You must not send full card details through ordinary email or messaging channels unless BTA has expressly provided a secure method for doing so.

12. Settlement with the Booking Partner

12.1 After receiving an approved travel payment, BTA may:

1. instruct the relevant Booking Partner to fulfil the booking; and

1. settle amounts due to that Booking Partner in accordance with BTA's commercial arrangements with it.

12.2 The amount BTA pays or is charged by a Booking Partner is part of BTA's separate commercial relationship with that Booking Partner and does not itself alter the amount that you approved.

12.3 Where a supplier price changes before fulfilment, clause 9 applies.

12.4 Nothing in this section makes BTA the operator of an underlying travel service merely because the Booking Partner invoices or charges BTA.

13. Payment disputes and chargebacks

13.1 If you believe a payment is incorrect or unauthorised, contact BTA promptly so that we can investigate.

13.2 Nothing in these Terms removes any statutory or card-scheme right you may have to dispute a payment.

13.3 If a payment is reversed through a chargeback or other payment dispute:

1. BTA may provide the payment provider, card network or issuing bank with relevant evidence concerning the authorised transaction;

1. BTA may suspend further services while a material unresolved payment dispute exists; and

1. where a sum remains lawfully due after the dispute is determined, BTA may seek payment of that sum.

13.4 BTA will not penalise a Consumer merely for exercising a legitimate statutory payment or chargeback right.

14. Amendments

14.1 You may ask BTA to coordinate a change to a Travel Booking.

14.2 Changes are subject to:

1. availability;

1. applicable supplier and Booking Partner rules;

1. amendment charges;

1. fare or rate differences; and

1. any additional amount that you approve or have pre-authorised.

14.3 A requested amendment is not complete merely because BTA has received the request.

14.4 BTA will communicate confirmation once the amendment has been processed.

15. Cancellations and travel refunds

15.1 Cancellation of a Travel Booking is governed by the applicable Travel Contract, fare rules and supplier conditions.

15.2 Depending on those terms:

1. the booking may be fully refundable;

1. a cancellation charge may apply;

1. only taxes or part of the fare may be refundable;

1. a credit may be offered instead of cash; or

1. no refund may be available.

15.3 BTA may coordinate the cancellation and refund process with the Booking Partner.

15.4 Where BTA originally collected the payment, any refund may be processed through BTA, Airwallex or another applicable payment route.

15.5 Where a refund depends on funds or authorisation from a Booking Partner or Travel Provider, BTA will use reasonable care to pursue and process the refund but cannot guarantee a date before those funds or authorisation become available.

15.6 Nothing in clause 15.5 limits a refund obligation imposed directly on BTA by mandatory law.

16. Supplier or Booking Partner failure

16.1 Booking Partners and Travel Providers are independent businesses.

16.2 If a Booking Partner or Travel Provider becomes insolvent or fails to perform, BTA will use reasonable care to assist with communications, available alternatives and any applicable refund or protection process.

16.3 Responsibility for the underlying service, insolvency protection and any statutory compensation will depend on:

1. the Travel Contract;

1. the identity and role of the relevant Booking Partner or Travel Provider; and

1. applicable law.

16.4 Where ATOL or another financial-protection scheme applies, the relevant documentation will identify the responsible protected business and scope of protection.

16.5 BTA does not represent that every Travel Booking benefits from ATOL or other insolvency protection.

17. Traveller documents and entry requirements

17.1 You are responsible for providing accurate Traveller information.

17.2 Traveller names should match the identity documents that will be used for travel.

17.3 Travellers are responsible for obtaining and maintaining any required:

1. passport;

1. visa;

1. entry or transit authorisation;

1. health documentation;

1. vaccination evidence; and

1. other required travel documents.

17.4 BTA may help locate general information but does not provide legal, medical or immigration advice.

17.5 Travellers should check current requirements with the relevant government authority, embassy, consulate or carrier.

18. Special requirements

18.1 Tell BTA as early as reasonably possible about accessibility, dietary, medical or other special requirements that need to be communicated.

18.2 BTA will use reasonable care to relay agreed requirements.

18.3 Requests remain subject to confirmation by the relevant Booking Partner or Travel Provider.

19. Disruption during travel

19.1 Subject to your membership, BTA may assist when travel plans are disrupted.

19.2 Assistance may include:

1. contacting the Booking Partner;

1. obtaining alternative options;

1. coordinating itinerary changes;

1. coordinating transfers; and

1. relaying relevant information.

19.3 Alternative arrangements remain subject to availability and applicable costs.

19.4 BTA is not a substitute for police, emergency, medical, rescue, security or consular services.

20. Membership fees

20.1 Membership pricing and billing frequency will be displayed before you purchase membership.

20.2 Membership fees are separate from travel costs unless expressly stated otherwise.

20.3 BTA may offer monthly and annual memberships.

20.4 Additional BTA fees outside the agreed membership will be disclosed before you become liable for them.

21. Monthly membership cancellation

21.1 A monthly recurring membership continues until cancelled.

21.2 You may cancel future renewal by:

1. using an available cancellation function;

1. emailing [travel@biztravelassistant.com](mailto:travel@biztravelassistant.com); or

1. sending a clear cancellation instruction through an approved BTA messaging channel.

21.3 Unless mandatory law provides otherwise, cancellation takes effect at the end of the current paid monthly period.

22. Annual membership cancellation

22.1 An annual membership is a commitment for the applicable annual term.

22.2 You may stop renewal of an annual membership at any time before its next renewal date.

22.3 Unless mandatory law provides otherwise or BTA expressly agrees otherwise, cancellation does not entitle you to a pro-rata refund for the unused portion of the current annual term.

22.4 We will provide any renewal notices required by applicable law.

23. Consumer cancellation rights

23.1 This section applies only where you enter into the relevant BTA contract as a Consumer and statutory cancellation rights apply.

23.2 A qualifying distance service contract will generally carry a 14-day statutory cancellation period beginning after the contract is entered into.

23.3 You may exercise the right by clearly telling us that you wish to cancel.

23.4 You may email [travel@biztravelassistant.com](mailto:travel@biztravelassistant.com) or use the model cancellation form below.

23.5 If you expressly ask BTA to begin providing Membership Services during the cancellation period, BTA may begin immediately.

23.6 Where permitted by law, if you cancel after requesting early performance, BTA may charge a proportionate amount for services supplied before cancellation.

23.7 Nothing in these Terms limits any mandatory Consumer right.

24. Communication and account security

24.1 You are responsible for protecting the email, telephone and messaging accounts used to communicate with BTA.

24.2 Notify us promptly if:

1. an Authorised Contact's authority changes;

1. an account or device is compromised;

1. you suspect an unauthorised instruction; or

1. your contact information changes.

24.3 BTA may perform additional verification before acting on unusual, sensitive or high-value instructions.

25. Privacy

25.1 BTA processes personal information in accordance with its Privacy Notice.

25.2 Travel coordination may require personal information to be shared with:

1. Booking Partners;

1. Travel Providers;

1. Airwallex and other payment providers;

1. communications providers;

1. booking and itinerary systems; and

1. other businesses necessary to provide the requested travel.

25.3 Our Privacy Notice explains this processing in more detail.

26. Our service standard

26.1 BTA will provide Membership Services with reasonable care and skill.

26.2 BTA will use reasonable care when:

1. recording travel requirements;

1. presenting travel information;

1. communicating approvals and instructions;

1. coordinating bookings and changes; and

1. administering payments that BTA is authorised to collect.

27. Liability

27.1 Nothing in these Terms excludes or restricts liability where doing so would be unlawful, including liability for:

1. death or personal injury caused by negligence;

1. fraud or fraudulent misrepresentation; or

1. rights that cannot lawfully be excluded.

27.2 BTA is responsible for foreseeable loss directly caused by BTA's breach of these Terms or failure to use reasonable care and skill.

27.3 Subject to clause 27.1, BTA is not responsible merely because an independent Booking Partner or Travel Provider:

1. delays or cancels a service;

1. changes a timetable, aircraft, hotel or other arrangement;

1. fails to perform correctly;

1. loses baggage;

1. refuses a refund or amendment;

1. becomes insolvent; or

1. provides inaccurate information.

27.4 Clause 27.3 does not exclude liability for a separate loss directly caused by BTA's own breach.

Business Customers

27.5 If you are a Business Customer, subject to clause 27.1:

1. neither party is liable for indirect or consequential loss;

1. BTA is not liable for loss of profit, revenue, business opportunity, anticipated savings or goodwill; and

1. BTA's aggregate liability arising from Membership Services in any 12-month period will not exceed the greater of:

1. £10,000; and

ii. the Membership Fees paid or payable during that 12-month period.

27.6 The liability cap does not allow BTA to retain money that it is legally required to account for or return.

Consumers

27.7 If you are a Consumer, nothing in these Terms affects your statutory rights.

28. Events outside our reasonable control

28.1 BTA is not responsible for delay or failure caused by circumstances outside our reasonable control.

28.2 Examples include major transport disruption, severe weather, war, civil unrest, industrial action, airport or border closures, government action, major technology failure or supplier-system failure.

28.3 This clause does not remove rights or liabilities that cannot lawfully be excluded.

29. Suspension and termination

29.1 BTA may suspend or terminate Membership Services where:

1. fees remain overdue after reasonable notice;

1. you materially breach these Terms;

1. the service is used fraudulently, abusively or unlawfully;

1. continued service would create material legal, regulatory, security or safety risk; or

1. BTA discontinues the relevant Membership Services.

29.2 Where reasonably practicable, we will give notice and an opportunity to remedy a remediable breach.

29.3 Termination of membership does not automatically cancel existing Travel Bookings.

30. Complaints

30.1 Complaints concerning BTA should be sent to:

[travel@biztravelassistant.com](mailto:travel@biztravelassistant.com)

30.2 Where a complaint concerns a Booking Partner or Travel Provider, BTA may assist with coordination but the relevant Travel Contract may require the claim to be made against that business.

30.3 Nothing in these Terms restricts statutory complaint, card-dispute, alternative-dispute-resolution or court rights.

31. Changes to these Terms

31.1 We may amend these Terms where reasonably necessary to reflect:

1. changes in law;

1. changes to Membership Services;

1. changes to our Booking Partner or payment arrangements;

1. technical or security requirements; or

1. changes that do not materially disadvantage Members.

31.2 We will provide reasonable advance notice of a material change affecting an existing paid membership.

31.3 A change to these Terms does not retrospectively change a confirmed Travel Contract.

32. General

32.1 These Terms, the applicable membership description and any agreed written proposal form the agreement between you and BTA concerning Membership Services.

32.2 Booking Partner or Travel Provider terms separately govern the applicable Travel Booking.

32.3 If any provision is unlawful or unenforceable, the remaining provisions continue to apply.

32.4 Delay in exercising a right does not waive it.

32.5 Nothing in these Terms creates a partnership or joint venture between you and BTA.

32.6 BTA may assign or transfer its rights and obligations as part of a genuine restructuring or business transfer where permitted by law.

33. Governing law

33.1 These Terms are governed by the laws of England and Wales.

33.2 If you are a Business Customer, the courts of England and Wales have exclusive jurisdiction.

33.3 If you are a Consumer, this clause does not deprive you of any mandatory rights concerning applicable law or jurisdiction.

34. Contact

TRAVEL ASSISTANCE LTD
trading as Biz Travel Assistant

207 Regent Street
London
W1B 3HH
United Kingdom

Company number: 17438658

Email: travel@biztravelassistant.com

Consumer Model Cancellation Form

To: TRAVEL ASSISTANCE LTD trading as Biz Travel Assistant

207 Regent Street
London
W1B 3HH
United Kingdom

Email: [travel@biztravelassistant.com](mailto:travel@biztravelassistant.com)

I give notice that I wish to cancel my contract for Biz Travel Assistant Membership Services.

Name: ______________________________

Address: ____________________________

Email: ______________________________

Membership start date: ______________

Date: _______________________________

Signature: __________________________
*Only required for a paper form.*

You do not have to use this form. You may instead send BTA a clear cancellation instruction.