Supplier Terms
Terms for service providers working with Ruby Journeys. Updated 8 October 2026.
1. Scope and acceptance
These terms govern suppliers providing services for Ruby Journeys. They apply once expressly accepted in writing and together with the rates, payment arrangements and booking conditions agreed between the parties. Any different arrangements must be agreed in writing. Publication of this page alone does not constitute a supplier’s acceptance. No exclusivity or minimum booking volume is promised unless separately agreed.
2. Rates and selling prices
Suppliers must provide clear net or partner rates, specifying the currency, applicable taxes, service inclusions, waiting allowances and supplements. Ruby Journeys independently determines its client selling prices. Changes to rates must be communicated and agreed before applying to future bookings; they do not alter already accepted bookings without written agreement. Additional charges require Ruby Journeys’ agreement before they are incurred, except where immediate action is reasonably necessary for safety or required by law, in which case the supplier must notify Ruby Journeys promptly.
3. Booking acceptance
An enquiry or availability request is not a confirmed supplier booking. The supplier must accept each booking in writing, confirming availability, price, inclusions, meeting arrangements and applicable cancellation or amendment conditions. Booking lead times and confirmation deadlines are agreed individually. The supplier must promptly identify missing or conflicting information.
4. Payment and invoicing
Payment arrangements are agreed in writing with each supplier and may include payment for individual bookings or monthly invoicing. The agreement specifies payment deadlines, currency, applicable taxes and agreed charges. Invoices must identify the relevant Ruby Journeys booking reference, service date and service details. Changes to payment terms require written agreement before applying to future bookings.
5. Service standards
Suppliers must deliver the accepted service punctually, professionally and discreetly, using appropriately trained personnel and suitable equipment or vehicles. Suppliers must maintain the licences, permits and insurance appropriate to their services and provide relevant evidence on request. Airport, station and security rules must be respected. Suppliers must not promise access or inclusions they are not authorised to provide.
6. Ruby Journeys branding
Where permitted by local rules and agreed operational arrangements, suppliers must represent the Ruby Journeys brand and use the supplied welcome signage or service instructions. Ruby Journeys branding may be used only for the agreed service and must not be used in public marketing or imply a wider affiliation without written permission. Any local branding restrictions must be disclosed before booking acceptance.
7. Client contact
Client contact details may be used only to arrange and deliver the booked service and fulfil necessary related obligations. Suppliers must not use those details for marketing, direct solicitation or unrelated bookings. Enquiries arising from a Ruby Journeys service about additional or future arrangements must be referred to Ruby Journeys. These conditions do not prevent necessary safety, legal or operational communications.
8. Subcontracting
Suppliers must inform Ruby Journeys before subcontracting any part of an accepted service, identifying the proposed provider and explaining any effect on the agreed arrangements. Any material change to the confirmed service requires written agreement. Suppliers remain responsible for the delivery and conduct of their subcontractors and must ensure equivalent service, confidentiality and client-data protections.
9. Operational communication
Suppliers must provide an operational contact reachable during each booked service and share meeting instructions and representative or driver details within the agreed timeframe. Delays, access restrictions, staffing changes or other issues affecting delivery must be reported immediately. Suppliers must cooperate with Ruby Journeys to keep travellers informed and resolve problems.
10. Cancellations, changes and failure to deliver
Cancellation charges, amendment conditions, waiting charges and refund arrangements are agreed individually in writing before booking acceptance. The client cancellation policy on the Ruby Journeys website does not automatically determine supplier cancellation terms. If a supplier cannot deliver an accepted service, it must notify Ruby Journeys immediately and assist with an acceptable solution. Any replacement or revised service must be agreed with Ruby Journeys. Refunds or credits due for services not delivered must be processed under the agreed arrangements and applicable law; a credit cannot replace an agreed refund without Ruby Journeys’ acceptance.
11. Confidentiality and client information
Commercial rates, booking details and non-public business or client information must remain confidential. Suppliers must handle personal information lawfully and securely, use only what is necessary for the booking and limit access and sharing to authorised persons who need it. Retention must be limited to legitimate operational or legal requirements. Any suspected loss, misuse or unauthorised disclosure affecting Ruby Journeys information must be reported without undue delay. Where required, the parties will agree additional data-protection arrangements before information is shared.
12. Complaints and responsibility
Suppliers must cooperate promptly with complaints and provide relevant service records and explanations, subject to confidentiality and data-protection requirements. Each party remains responsible for its own contractual obligations and acts or omissions. Suppliers remain responsible for their personnel and subcontractors. Any compensation or cost allocation is assessed under the agreed arrangements and applicable law.
13. Ending the relationship and changes to these terms
Either party may stop accepting future bookings by written notice, subject to any separately agreed notice period. Existing accepted bookings and outstanding payment, refund and confidentiality obligations remain governed by the agreed arrangements. Changes to these terms apply only as agreed in writing and do not retrospectively alter accepted bookings.
14. Contact
For supplier arrangements, contact info@rubyjourneys.com. The legal identity and business details of both parties, and any agreed governing law or dispute arrangements, must be recorded in their written supplier agreement.