Cancellation Terms

1. General Cancellation Policy

We understand that travel plans can change. Clients may cancel or request changes to a reservation by contacting Rocky Mountain Black Car Service as soon as possible.

2. Airport Transfers

For airport pickups, we strongly recommend providing a valid flight number. When a valid flight number is provided, we may monitor flight status to help adjust pickup timing when possible.

• Flight delays are not considered cancellations when a valid flight number is provided.
• If a flight is delayed, we will do our best to adjust the pickup based on chauffeur and vehicle availability.
• If a flight is cancelled by the airline, the client should contact us as soon as possible to reschedule or request a service credit.
• If the passenger arrives on a different flight without notifying us, additional waiting time or rescheduling fees may apply.

3. No-Show Policy

A no-show occurs when the passenger is not present at the scheduled pickup location, cannot be contacted, or fails to provide updated pickup information within a reasonable time.

• No-shows may be charged up to 100% of the estimated service cost.
• If the passenger cannot locate the chauffeur, the passenger must contact us immediately before leaving the pickup area.
• Leaving the pickup location without contacting us may be treated as a no-show.

4. Waiting Time

Rocky Mountain Black Car Service allows a reasonable grace period depending on the type of pickup. Additional waiting time may affect the final price.

5. Changes to Reservations

We will do our best to accommodate changes to pickup time, pickup location, drop-off location, passenger count, luggage, vehicle type, flight details, or special requests.

• Changes are subject to availability.
• Changes may affect the final price.
• Last-minute changes may require a new quote or schedule adjustment.
• Major route changes, extra stops, or extended waiting time may result in additional charges.

6. Sprinter, Group, Event, and Special Occasion Reservations

Reservations involving Sprinter vans, group transportation, weddings, events, concerts, special occasions, or high-demand dates may require more advance notice for cancellations.

• Sprinter, group, or event reservations cancelled less than 72 hours before pickup may be subject to a higher cancellation fee.
• Special event transportation may require deposits that are non-refundable once the vehicle and chauffeur are reserved.
• Large reservations may require a custom cancellation agreement at the time of booking.

7. High Season and Peak Demand Dates

During high-demand periods, including mountain ski season, holidays, major events, and peak travel dates, availability is limited and vehicles may be reserved well in advance.

• High season may include December, January, February, and March.
• Holiday and peak-demand reservations may require earlier cancellation notice.
• Late cancellations during peak demand may result in higher cancellation fees because the vehicle and chauffeur have been reserved for that time.

8. Weather, Road Conditions, and Safety

We operate in mountain areas where weather and road conditions can change quickly. Safety is always our first priority.

• Rocky Mountain Black Car Service may adjust, delay, reschedule, or cancel service when conditions may affect passenger safety.
• Unsafe road conditions, closures, chain laws, severe weather, or emergency restrictions may affect pickup times and routes.
• If we must cancel service for safety reasons or circumstances outside our control, the client will not be charged for the cancelled service or may receive a credit toward a future reservation.
• If the client chooses to cancel due to personal preference while service is still safely available, the standard cancellation policy may apply.

9. Refunds and Service Credits

Approved refunds may take several business days to process depending on the payment provider, bank, card issuer, or booking platform.

• Refunds are reviewed based on the timing and reason for cancellation.
• Service credits may be offered instead of a refund in certain situations.
• Credits may be applied toward a future reservation with Rocky Mountain Black Car Service.
• Any third-party processing fees, payment fees, or platform fees may be non-refundable when applicable.

10. Deposits and Prepayments

Some reservations may require a deposit, prepayment, or card authorization to secure the vehicle and chauffeur. This may apply to long-distance trips, Sprinter service, holidays, special events, high-demand dates, or custom reservations.

• Deposits may be applied toward the final service price.
• Deposits may be non-refundable if the cancellation occurs inside the applicable cancellation window.
• Payment terms may vary depending on the reservation type and will be confirmed before service when applicable.

11. Final Pricing

Prices provided before service are estimates unless confirmed in writing. Final pricing may vary based on distance, route changes, wait time, additional stops, vehicle type, high season rates, late-night service, airport fees, parking, tolls, road conditions, or special requests.

12. How to Cancel or Change a Reservation

To cancel or change a reservation, please contact us as soon as possible with your full name, pickup date, pickup time, and reservation details.

• Email, phone, or text communication may be used for cancellation requests.
• A cancellation is not fully confirmed until Rocky Mountain Black Car Service acknowledges the request.
• For urgent same-day changes, calling or texting is recommended.

13. Agreement to These Terms

By submitting a reservation request, booking transportation, accepting a quote, making a payment, or using our transportation services, the client agrees to these Cancellation Terms.