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The following Terms and Conditions set forth the responsibilities and obligations of the Charter Party (“you”) and form part of the contract entered into between you and Calgary Shuttles (the “Company”) in respect of the services being provided. Calgary Shuttles is a partnership between established transport providers, ensuring the highest standards of safety and service for every booking.
 

Short Haul: Single or multiple charter days with the driver returning to home base (Calgary, Alberta) at the end of each shift (no overnight stays).

Long Haul: Multiple charter days away from home base requiring overnight accommodation for the driver.
 

1. The Company’s Services and Operations

The Company provides passenger transportation services with qualified and properly licensed professional drivers.
 

1.1. Our Service Offerings

Services include, but are not limited to:

• Charter Services and Transfers

• Wedding and Sports Team Transfers

• Touring Services (English commentary included; other languages available and priced accordingly)
   

1.2. Service Subcontracting

Services may be subcontracted to qualified transportation companies that meet Calgary Shuttles’ standards for safety, maintenance, and driver professionalism.
 

1.3. Canadian Federal Hours of Service Regulations

Driver hours must strictly comply with Canadian Federal Hours of Service Regulations to ensure safety and legal compliance.

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1.3.1. Driver Rest Requirements

Drivers must be provided with a minimum of eight (8) consecutive hours off duty (away from the vehicle) before resuming duties after exceeding service hours. You will be advised of the driver’s hours of service when the contract is approved.

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1.3.2. Maximum Service Limits

• Driving Limit: A driver may not drive more than 13 hours in a shift.

• On-Duty Limit: A driver may not be on duty for more than 14 hours in a shift.

• Mandatory Rest: Drivers must receive a minimum of 8 consecutive hours off duty before beginning a new shift.
   

1.3.3. Itinerary Adherence

Delays, unplanned stops, and detours not described in the contract may place the driver in a non-compliance situation, resulting in severe fines and out-of-service orders. Therefore, drivers may not be able to accommodate alterations to the original itinerary.

The Charter Party and its representatives must respect and adhere to the departure times and travel itinerary outlined in the contract.

1.3.4. Legal Compliance

It is a federal offence in Canada to request, require, or permit a driver to violate Hours of Service Regulations.
 

1.4. Company Vehicles

Maintenance

Vehicles are thoroughly inspected in accordance with Provincial and Federal Regulations. Drivers conduct pre-trip inspections before departure. If mechanical failure requires a replacement vehicle, the substituted vehicle may be of a different type.
 

Compliance Technology

Vehicles are equipped with Electronic Logging Devices (ELDs) and tablets that track driver hours and GPS location. Tampering with, disconnecting, or discarding these devices is illegal.
 

2. Client Responsibilities

2.1. Group Compliance and Booking

Acceptance

By booking, you accept these Terms and Conditions and are responsible for ensuring all members of your group comply.

Updates

You must notify the Company by email of any changes to contact information or itinerary after booking and prior to the trip date.

2.2. Safety and Behaviour

Seatbelt Use

All passengers must wear seatbelts at all times while the vehicle is in motion, as required by Alberta law. The Charter Party is responsible for ensuring passengers under the age of 16 are properly restrained.

Refusal of Transport

The Company reserves the right to refuse transportation to persons under the influence of alcohol or drugs, or to persons deemed objectionable to others. Passengers shall not interfere with the driver’s duties or tamper with vehicle equipment.
 

2.3. On-Board Restrictions

Food and Beverages

No food or beverages (other than bottled water) are permitted unless prior approval was obtained at the time of booking.

Smoking and Vaping

Smoking and vaping are strictly prohibited onboard.

Alcohol

Consumption of alcoholic beverages while travelling is illegal unless a valid Special Event Licence has been obtained.

The Charter Party is responsible for all damages and clean-up costs caused by intoxicated guests.
 

2.4. Cleaning and Damage Liability

The Charter Party is financially responsible for any damages or cleaning costs incurred by the group or individual passengers.

Cleaning Fee

A minimum cleaning fee of $500.00 CAD will apply if the vehicle requires unreasonable cleaning due to illness, food spills, excessive mess, or unauthorized smoking/vaping.

Damage Costs

The Company will invoice the Charter Party for the full cost of repairs or specialized cleaning required as a result of the Charter.

Payment Guarantee

The Company reserves the right to charge the credit card on file for any damages or cleaning fees payable under this agreement.
 

3. Booking and Payment

3.1. Pricing and Final Itinerary

Charter pricing is based on the itinerary provided at the time of booking. While drivers will make reasonable efforts to accommodate changes, additional charges may apply for increases in kilometres or service hours.

Prices are subject to change based on the final itinerary.

Arrival Times

All arrival times are approximate. Traffic, road conditions, weather, and other unforeseen circumstances are beyond the control of the Company and driver.
 

3.1.1. Passenger Count, Vehicle Assignment, and Operational Efficiency

Passenger counts provided at booking must be accurate. The Company reserves the right to refuse transportation exceeding vehicle capacity or legal seating limits. Additional charges may apply where larger or additional vehicles are required due to inaccurate passenger counts.

Vehicles are assigned based on passenger counts and operational requirements provided at the time of booking. If substantially fewer passengers utilize the service than originally booked, the Company reserves the right to substitute a smaller, more operationally efficient vehicle for later portions of the itinerary, including return transportation segments.

This practice helps reduce unnecessary fuel consumption, emissions, and operational inefficiencies. Clients will be advised of any vehicle adjustment whenever reasonably possible.

No refunds, credits, or rate adjustments will be provided where transportation requirements can still be safely and professionally fulfilled using a substitute vehicle.
 

3.2. Payment Terms

• A 25% deposit is due at the time of booking.

• The remaining balance is due no less than 10 days before the charter date.

• Charters booked less than 10 days before the charter date must be paid in full at the time of booking.

• Failure to make payment when due may result in cancellation of the Charter without refund.
   

3.3. Charges and Currency

Additional Charges

Additional charges may apply for extra service time beyond contracted hours, including airport wait times caused by delays.

Administrative Support Fee

Calgary Shuttles is retained as a transportation provider only. While standard itinerary coordination is included, excessive administrative, event planning, or logistical support may result in an additional administrative fee. This fee will be negotiated and agreed upon prior to such services being provided.

Payment Authorization

The Company reserves the right to request a valid credit card or eTransfer to guarantee payment of any additional charges payable under this agreement.

By providing payment information, the Charter Party authorizes the Company to charge additional applicable fees, damage charges, cleaning fees, tolls, parking charges, and other amounts payable under this agreement.

Currency

All prices are quoted in Canadian Dollars (CAD).
 

3.4. Accepted Methods of Payment

• Electronic Funds Transfer

• Interac eTransfer

• Credit Card

A 3.5% service fee applies to all credit card payments.
 

4. Amendments and Cancellations

4.1. Amendments

Amendments to itineraries may be requested by email up to 72 hours prior to the charter date. Additional charges may apply.

4.2. Cancellation Policy

All cancellations must be submitted by email.

• More than 7 days notice: 25% of the deposit will be retained.

• Less than 7 days but more than 72 hours notice: 50% of the total payment will be retained.

• Less than 72 hours but more than 48 hours notice: 75% of the total payment will be retained.

• Less than 48 hours notice: No refund will be issued.
   

5. Service Charges

5.1. Fees and Surcharges

Client Fees

The Charter Party is responsible for all airport fees, tolls, parking, entrance fees, and other fees incurred during the Charter.

National Park Fees

If travelling to a National Park, additional fees as set by Parks Canada will apply.

Fuel Surcharge

The Company reserves the right to impose a fuel surcharge of up to 4% based on increased fuel prices.
 

5.2. Driver Accommodation and Per Diem Requirements (Long Haul)

Driver accommodation is not included in Charter pricing unless otherwise agreed in writing.

Where overnight accommodation is required, the Charter Party is responsible for providing and covering the cost of suitable accommodation for the driver.

Accommodation must include a private, clean, safe, non-smoking hotel room within reasonable proximity to the itinerary route and comply with all applicable safety and legal standards.

Shared accommodations, camping arrangements, or accommodations deemed unsuitable by the Company or driver may be refused. In such cases, the Company reserves the right to secure alternative accommodations at the Charter Party’s expense.

A driver per diem of $50.00 CAD per day applies to all Long Haul Charters unless otherwise specified in writing.
 

6. Force Majeure

The Company shall not be liable for delays, service interruptions, cancellations, route changes, or inability to perform services due to causes beyond its reasonable control, including but not limited to severe weather, road closures, accidents, wildfires, smoke conditions, mechanical failures, government actions, labour disputes, natural disasters, or other unforeseen events.

In such circumstances, the Company will make reasonable efforts to continue or modify services where safely possible but does not guarantee uninterrupted operation.
 

7. Limitation of Liability

The Company’s liability for any claim arising from the Charter shall be limited to the amount paid for the contracted services.

Under no circumstances shall the Company be liable for indirect, incidental, consequential, or special damages including missed events, accommodations, third-party expenses, or loss of enjoyment.
 

8. Lost and Found

The Company is not responsible for lost, stolen, or damaged personal belongings left in vehicles.