Terms & Conditions — BCS Travel B.V.

1. Who We Are — And What We Do For You

BCS Travel B.V. ("BCS", "we", "us") operates an international transportation coordination platform. We connect travellers and organisations with carefully selected, licensed transportation carriers across Europe and beyond.

We are not just a booking website. Our team actively selects and vets qualified carriers for each route and occasion, coordinates all logistics, communication, and operational details, acts as your single point of contact before, during, and after the journey, and handles any issues or adjustments that arise along the way.

By submitting a booking request, accepting a quotation, making a payment, or using our services, you agree to these Terms & Conditions.

2. Your Contracts — Clarity From the Start

Because BCS acts as your disclosed agent, two agreements are concluded simultaneously when you book:

The Service & Coordination Agreement with BCS covers carrier selection, communication management, booking support, operational coordination, and BCS service fees.

The Transportation Contract with the Carrier covers the actual journey: vehicle operation, driver, safety, insurance, and legal compliance with transportation law.

This structure ensures that every party — you, BCS, and the carrier — has clear responsibilities. For you as a customer, it is simple: you deal with us, and we take care of the rest.

3. Booking Process

You can reach us through our website, email, telephone, or other communication channels. Once we have your requirements, we coordinate with suitable carriers and prepare a personalised quotation.

A booking becomes binding once you accept the quotation or booking confirmation, and any required payment or deposit has been received by BCS.

At that moment, both agreements described in Section 2 are concluded simultaneously. We will confirm the carrier's identity in the booking confirmation, invoice, or operational communication — always before your journey takes place.

If operationally necessary, BCS reserves the right to substitute the carrier with an equivalent qualified provider. We will inform you promptly and ensure service quality is maintained.

4. Payments

BCS collects payment on behalf of the carrier as an authorised commercial agent. Your total payment to BCS covers the transportation charges payable to the carrier, and the BCS coordination and service fees.

Payment to BCS fully satisfies your payment obligation to both the carrier and BCS. You will not be asked to pay the carrier separately. Invoices are issued by BCS acting as disclosed agent for the carrier in respect of the transport portion.

5. Pricing & Additional Costs

All quotations are based on the information you provide at the time of booking. We aim to be transparent about costs upfront.

In some cases, additional costs may arise after the journey based on actual operational data provided by the carrier. These may include overtime or additional waiting time, extra mileage or route modifications requested during the journey, parking, tolls, or ferry charges, driver accommodation for multi-day services, and extraordinary cleaning or damage costs.

Where such costs apply, BCS passes them from the carrier to you as your agent and will provide clear documentation. We will always notify you as promptly as possible.

6. Invoicing & VAT

BCS issues invoices in its capacity as disclosed agent. Each BCS invoice distinguishes between two separate components:

The BCS Coordination Fee, which is the service fee charged by BCS for coordination, communication, carrier selection, and booking management.

The Transportation Charge, which represents the carrier's transportation service fee, passed through by BCS as agent on behalf of the carrier.

VAT treatment is as follows: The BCS Coordination Fee is subject to VAT in accordance with applicable law. The Transportation Charge is passed through by BCS as agent and reflects the carrier's own pricing, which may include VAT charged by the carrier under the laws applicable to the carrier's jurisdiction. Any VAT included in the Transportation Charge is the carrier's VAT, not BCS's VAT. BCS invoices do not constitute a VAT-compliant document for the Transportation Charge component and cannot be used to reclaim VAT on that component.

Customers who require a VAT-compliant invoice directly from the carrier for the transportation service must notify BCS prior to booking. BCS will coordinate with the carrier to determine whether such documentation can be provided and under what conditions.

BCS makes no representation that VAT included in the Transportation Charge is recoverable by the customer under any VAT refund scheme, including the EU 13th Directive or any equivalent mechanism. Customers are responsible for obtaining independent tax advice regarding their own VAT reclaim position.

7. Cancellation Policy

We understand that plans change. The following standard cancellation fees apply unless otherwise stated in your specific quotation or service agreement. These fees reflect the carrier's reservation commitment and our coordination effort:

• More than 30 days before service: 10% of total booking amount.
• 15–30 days before service: 30% of total booking amount.
• 7–14 days before service: 50% of total booking amount.
• 3–6 days before service: 75% of total booking amount.
• Less than 72 hours before service or no-show: 100% of total booking amount.

Peak-season bookings, multi-day tours, events, international routes, or specially contracted vehicles may be subject to separate cancellation conditions as stated in your quotation.

If you need to cancel, please contact us as early as possible. We coordinate the cancellation and refund process with the carrier on your behalf. Refunds depend on amounts recoverable from the carrier and operational suppliers.

8. Waiting Time & Delays

Our drivers are instructed to wait for you. The following complimentary waiting time is included:

• International flight pickups: 60 minutes after actual landing time.
• Domestic flight pickups: 30 minutes after actual landing time.
• All other pickups: 15 minutes.

Additional waiting time beyond these periods may result in extra charges based on the carrier's tariff and vehicle category.

If your flight is delayed or your plans change, please contact us as soon as possible. We will coordinate with the driver and do everything we can to keep your transport available. The earlier you let us know, the more we can help.

9. Luggage

Luggage capacity depends on the vehicle type and the number of passengers. Please provide accurate luggage information when booking — this helps us select the right vehicle for you.

Oversized, excessive, or undeclared luggage may require a larger vehicle, additional arrangements, or extra charges. The carrier may refuse items that exceed legal or safety limits, were not declared in advance, or could damage the vehicle.

The following items are strictly not permitted: dangerous goods, hazardous materials, weapons, flammable substances, illegal items, or anything prohibited under applicable transportation regulations.

10. Passenger Conduct

We want every journey to be safe and comfortable for all passengers and our drivers. Passengers are expected to follow the driver's reasonable instructions, comply with applicable laws and safety requirements, and treat the vehicle and other passengers with respect.

Smoking, illegal drug use, dangerous behaviour, or conduct that threatens the safety of any person on board is prohibited. The carrier may refuse transport or terminate a journey where behaviour creates safety risks or causes damage. No refund is due in such cases.

11. Damages & Cleaning

If passengers cause extraordinary cleaning requirements or damage to the vehicle, additional costs may be invoiced after the journey based on documentation provided by the carrier. BCS will notify you and provide a breakdown of any such charges.

12. Liability

BCS is responsible for the quality of its own coordination and intermediary services — including carrier selection, communication management, and booking support.

The performing carrier is solely responsible for vehicle operation and road safety, driver conduct and licensing, compliance with transportation laws and regulations, and the operational execution of your journey.

To the fullest extent permitted by applicable law, BCS is not liable for delays caused by traffic or weather, operational failures of the carrier, accidents during transportation, missed connections, or indirect and consequential damages. Nothing in these Terms excludes liability where such exclusion is prohibited by law.

13. Carriers as Independent Contractors

All carriers and suppliers are independent contractors. They are not employees, partners, or representatives of BCS. BCS does not control the day-to-day transportation operations of carriers; however, we hold them to quality and compliance standards as part of our selection and coordination process.

14. Force Majeure

Neither BCS nor the carrier shall be liable for cancellations, delays, or service failures caused by events beyond reasonable control. This includes severe weather, natural disasters, strikes, border restrictions, governmental actions, war, terrorism, public health emergencies, or extraordinary traffic situations.

In such cases, BCS will communicate with you as quickly as possible and do everything reasonably within our power to find alternatives or arrange a refund of recoverable amounts.

15. Data Protection

By completing a booking, you consent to the transfer of necessary personal data - such as tour leader names and contact details - to the assigned carrier, solely for the purpose of executing your transportation agreement. BCS processes your data in accordance with applicable data protection law and our Privacy Policy, available at bcs-bus.com.

16. Governing Law

These Terms & Conditions are governed by the laws of the Netherlands. Mandatory local consumer protection laws remain unaffected and take precedence where applicable.

Questions? We're here to help. BCS Travel B.V. · info@bcs-bus.com · bcs-bus.com