ISLAH UMRAH 2025

Terms

For this contract the terms “we “or “us” infers Islah Institute and Madina Travels (NR LTD) as the organiser of Tour and Retreat Packages and its itinerary, also as the licensed tour operator responsible for the travel and stay arrangements. 

These booking terms and conditions govern all bookings that you make with Madina Travels NR LTD for the Tour package.

1.        No contract will come into existence between us until we have accepted your booking and we receive your deposit or full payment in cleared funds. You must also sign the agreement. We reserve the right to refuse any booking at our sole discretion.

2.        All services offered are subject to availability and may be subject to change due to unforeseen circumstances, which may affect the tour package and the itinerary offered by Madina Travels. Furthermore, you acknowledge that Madina Travels is the licensed travel operator who is facilitating Ilm Tours for Umrah, Hajj and Retreat Tour package. Your travel arrangements will be facilitated directly by Madina Travels.

3.        When you make a booking for yourself and other members of your party, you confirm that you have the authority to accept, and do accept these conditions on behalf of all members of your party. You will be responsible for all payments due from each party member for whom you are making a booking.

4.        It is your responsibility to ensure that any information, which you give to us, is accurate and that information which is given to you, by us or any of our suppliers, are passed on to all members of your party.

5.        You are advised to still attain and provide proof of your COVID-19 vaccination certificates and ACWY Meningitis vaccination certificates  for travel.

6.        Madina Travels will try its best to refund whatever possible.

“Umrah Tour Package”

7.        This is an 8/9-night Umrah package, which includes a stay in Medina. We will provide the following:

a)        Package prices from: £1,440 four people sharing - £1,580 three people sharing - £1,765 two people sharing

b)        Flights from UK to Saudi Arabia, Saudi Arabia, and return.

c)        Airport transfers in Madinah and Jeddah Saudia Arabia

d)        Visa Acquisitions

e)        5*/4*accommodation in Makkah and Medina which will include breakfast

f)         Guide for the pilgrimage

g)        Excursions and ziyarah will be confirmed nearer to the time if permission is granted by Saudi authorities at the time

8.        Although every effort is made to operate the tour as advertised, on occasion we may be required to make changes to the accommodation, the routine or order of an itinerary.

Undertaking

9.        By agreeing to these terms, you are giving an undertaking that you will cover the cost of your own booking and those under your booking.

10.      You agree to clear the full balance of yours and those under your booking in full 6 weeks before the departure date. Failure to do so may result in a fluctuating price of your package and potential cancellation of your booking which may affect your deposit.

Booking and payments

11.     You will be given a price for your package starting from: £1,440 four people sharing - £1,580 three people sharing - £1,765 two people sharing depending on your rooms and travel itinerary when you book and when you make the full payment.

12.      Once you have completed the registration through a Madina Travels representative, and agreed to these terms and conditions, you will be required to do the following:

a)        Pay a deposit of £600 on receiving the invoice.

b)        Pay the remaining balance in full at least 6 WEEKS before departure date by Balance Transfer.

13.      If you fail to pay for the package in full at least 6 weeks before the date of departure, your booking may be canceled. You will receive refunds as specified in the ‘Cancellations’ section below.

14.      Prices cannot be guaranteed until full payments are made, and tickets are issued, flights may change to other scheduled flights or extra flights.

15.     The Saudi Government may and can at any time introduce or increase fees or taxes for visas or otherwise. Should this happen Madina Travels will add this amount onto your travel invoice, and we will notify you of any changes as soon as possible.

16.      If for any reasons the Saudi Embassy has not granted your visa, then we are not responsible for any costs you incurred for your visa. Your visa fees are non-refundable regardless of if you are issued a visa or not.

Insurance

17.     You must take out adequate travel insurance that fully covers all your personal requirements including cancelation charges, medical expenses, and repatriation in the event of accidents, illness, and death.

18.     If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising.

Visa application and documents 

19.     Madina Travels cannot guarantee any Visas.

20.     Visas are non-refundable if a visa is rejected. Visa costs are paid to the Saudi Arabia Ministry’s.

21.     For making your Umrah/Tourist visa application please ensure the following items have been submitted:

a)        One digital passport size photo, in colour with a white background ONLY.

b)        Proof of Meningitis (ACWY) vaccination, ACWY certificate must be within a three-year validity and must not be issued within 10 days of entry to Saudi Arabia, and any other medical certificated that the Saudi Ministry/Airline and Immigration Office may require, these may be last minute announcements related to global health pandemics.

c)        British Passport – must be valid for at least 6 months from the date of departure (minimum 6 months’ validity is required)

d)        We are unable to facilitate Non-British Passport holder for this particular package

e)        Two Empty pages available in the passport

f)         NHS COVID-19 VACCINATION TRAVEL CERTIFICATE (proof of double dose of covid-19 vaccination Moderna, Pfizer and AstraZeneca and Johnson and Johnson)

Note: If anyone has a non-Muslim name, he or she should also submit a certificate from a mosque or an Islamic Centre confirming that the applicant is a Muslim with the Visa Application.                   

22.      Saudi Arabia Embassy may require your passport for varying lengths of time to issue a visa. Madina Travels are unable to give accurate guidelines as to processing times. If you have any questions at this stage, Madina Travels will guide you through the process.

Special requests and medical conditions

23.      If you have any special requests, please inform us at the time of booking. We will try our best efforts to pass any such requests on to the relevant supplier, however, with regret we cannot guarantee that any request will be facilitated.

24.      If you have any medical problem or disability, which may affect your travels, you must inform us and give full details in writing before making a booking on this package. Unfortunately, many overseas destinations do not have even basic facilities required by disabled travelers. If we feel unable to adequately meet your needs, we reserve the right to decline your booking for your own health and safety. Failure to meet any special request will not be a breach of contract on our part.

Cancellation by you

1.        Should you or anyone on your booking cancel the booking, you must inform us of the decision immediately in writing. Any notification by telephone must also be confirmed in writing or by e-mail within 24 hours by the person who made the original booking. Cancellation will take effect from the day we are notified provided that written confirmation is received by us within 24 hours of the original notification.

2.        A cancellation invoice will be sent to you within 7 days. If you do not receive this, please contact us immediately to prevent an increase in charges. If you already have your airline tickets, please return these to us with your cancellation request.

3.        The following scale of charges will be payable depending on when the notification of cancellation is received.

4.        Some travel arrangements cannot be changed or cancelled without incurring a 100% cancellation charge. If this is the case, we will tell you before you cancel.

5.        We strongly advise you take out full insurance, which should include cover against loss of deposit or cancellation fees.

6.        If some, but not all-party members, cancel the tour or part of it, additional charges may be payable by the remaining members.

Refunds & Charges

Refund Requested 30+ days in advance

a.        Refund of whole balance

b.        Airline cancellation fees will apply and may vary

c.        Visa – nonrefundable

Refund Requested 14+ days in advance

a.        Deposit non-refundable

b.        Balance excluding deposit will be refunded

c.        Airline cancellation fees will apply and may vary

d.        Visa – nonrefundable

Refund Requested 07- days and under

a.        Deposit non-refundable

b.        50% of balance refundable

c.        Airline cancellation fees will apply and may vary

d.        Visa – nonrefundable

Cancellation by us

7.        We reserve the right to cancel your tour for any reason. However, we will not cancel your tour less than 30 days prior to departure unless it is for a reason outside of our control.

8.        We reserve the right to cancel your tour if minimum group bookings have not been made. We will advise you at least 8 weeks before departure if the minimum number of bookings has not been achieved and a full refund will be issued.

9.        Under no circumstances will compensation be paid if your booking is cancelled.

Alterations by us

10.      It is unlikely that we will have to make any alterations to your travel package, but we reserve the right to do so at any time. Arrangements will be in advance of your Umrah tour using independent suppliers such as airlines and hotels, over whom we have no direct control of. Usually, changes are minor, and we will advise you as soon as possible. If a major alteration is made, we will inform you as soon as reasonably possible.

Transferring a booking

25.      If any customers named on a booking are prevented from travelling because of illness, the death of family or other significant reasons, we may consider customers booking to be transferred to another person who meets all the conditions applicable to this booking.

26.      We reserve the right to reject any transfer request for the booking for any reasons, and a transfer will be subject to both customers accepting liability for full payment of the tour cost and any additional costs arising from the transfer.

27.      This will also be subject to the agreement of our suppliers such as the tour operator, airlines, and hotels. We must be given at least 30 days’ written notice of the transfer request.

28.      An administration charge may be applied which will be advised at the time of request.

Behavior 

29.      We expect all customers to have consideration for other people, facilitators, accommodations, and other suppliers. When you book this package tour, you accept responsibility for any damage or losses caused by you or any member of your party. Payment for any such damage or losses must be made at the time directly to the accommodation owner or manager or other suppliers. Failure to do so would constitute you indemnifying us against any claims (including legal costs) consequently made against us due to your actions.

30.      If in our opinion or in the opinion of any other persons in authority you behave in such a way to cause or to be likely to cause distress, danger, or annoyance to any third party, our group or damage to property, we reserve the right to terminate your arrangements without notice. In this situation your total booking with us, including your return transportation arrangements, will immediately cease and we will not be responsible for paying any costs, expenses, refunds, or compensation.

Vaccination

31.      The Saudi Ministry of Health requires a certificate of vaccination for meningitis with ACYW issued no more than three years and no less than 10 days before arrival in Saudi Arabia. Adults and children over the age of 2 years must be given one dose of the quadrivalent polysaccharide (ACYW135) vaccine.

32.     The Saudi Ministry of Health requires a certificate of double vaccination for COVID-19. Accepted vaccines are Moderna, Pfizer and AstraZeneca and Johnson and Johnson

Saudi Ministry of Health Guidelines

33.      The Saudi Ministry of Health advises all pilgrims to abide by common public health guidelines to control the spread of respiratory infectious disease, which can be summarised as follows:

·        Wash hands with soap and water or disinfectant, especially after coughing and sneezing.

·        Use disposable tissues when coughing or sneezing and dispose of them in a wastebasket.

·        Try as much as possible to avoid hand contact with the eyes, nose, and mouth.

·        Avoid direct contact with infected persons (people with symptoms such as cough, sneezing, expectoration, vomiting, and diarrhoea) and do not share their personal gadgets.

·        Wear masks, especially when in crowded places.

·        Maintain good personal hygiene.

34.      Umrah performers are prohibited to bring fresh food into Saudi Arabia. Only properly canned or sealed food or food stored in containers with easy access for inspection is allowed in small quantities, sufficient for one person for the duration of his/her trip.

Emergency Precautions

35.      In the event of a public health emergency or in the case of any disease outbreak subject to notification under the International Health Regulations 2005, the health authorities in Saudi Arabia will undertake additional preventive precautions (not included in the measures mentioned above), following consultation with the WHO, that are necessary to avoid the spread of infection during the pilgrimage or on return to their country of origin.

Force Majeure

36.     Except where otherwise expressly stated in these terms and conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by any event, which we could not, even with all due care, foresee or avoid. These events include, but are not limited to war, threat of war, civil strife, terrorist activity and its consequences of the threat of such activity, riot, the act of any government or other national authority including part of river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice, and river conditions and all similar events outside ours or the suppliers concerned control. Advice from the foreign office to avoid or leave a particular country may constitute Force Majeure.

Local Customs

37.      You must always behave in line with local customs and accept the laws of the host country. You are responsible for your actions; we will not be able to assist you if you knowingly or unknowingly violate local customs. Your only support will come from the British Embassy or your travel insurance provider.

Your Responsibility

38.      You are responsible for obtaining valid passports, vaccination certificates, and health documents, foreign exchange for personal requirements etc. You should also contact your doctor in good time before you travel for health advice.

39.      You will be solely responsible if failure to obtain such documents results in you being unable to travel or refused entry, or in fines and penalties are imposed. It is also your responsibility to comply with the laws, customs, foreign exchange, and the drug regulations of the country visited.

40.      Madina Travels reserves the right to cancel your tour at any time if in our reasonable opinion you are found to be behaving in a socially unacceptable manner or involved in illegal activities, without any refund.

Disclaimer

41.      Madina Travels have taken all reasonable steps to ensure that all the representatives, agents, and tour operator used are reputable. However, we do not have direct control over such organisations and shall not be responsible for any services, acts or omissions by them or their employees. You accept that the booking is subject to the terms and conditions of such suppliers, agents, companies, or persons.

Data protection policy

42.      We take full precautions to ensure that proper safety measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as but not limited to airlines, hotels, transport companies. We may also need to provide your information to security or credit checking companies, public authorities such as customs and immigration if required by them, or as required by law.

Complaints

43.      If you have a complaint regarding Madina Travels staff members, sheikhs, guides, and representatives, please inform Madina Travels staff on site as soon as possible. You can email madina.travels@hotmail.co.uk

44.      Please bring any issues to the attention of Madina Travels representatives as quickly as possible, so that they can attempt to resolve the matter immediately and swiftly.

Jurisdiction

45.      This contract is governed by the Law of England & Wales

ATOL Protection

46.      Madina Travels is ATOL protected. ATOL is a financial protection scheme that covers UK travelers. Only ATOL Protected tour operators can provide peace of mind and full financial protection. The price of your tour includes the amount of £2.50 as part of the ATOL Protection

47.      Contribution (APC) our facilitators pay to the UK Civil Aviation Authority. This charge is included in our advertised prices. Please visit the following website for more information about ATOL protection and what it does for you: https://www.caa.co.uk/atol-protection/

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