Terms & Conditions

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.

By accessing or using our services, you acknowledge that you have read, understood, and agree to be bound by these entire Terms and Conditions.

Short Haul: Single or multiple charter days with the driver returning to home base (Calgary, Alberta) at the end of the shift each day (no overnights).
Long Haul: Multiple charter days away from home base, requiring overnight accommodation for the driver.

The Company’s Services and Operations

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

1.1. Our Service Offerings

Our services include, but are not limited to:

Charter Services and Transfers (Including Calgary Airport (YYC) Transfers and Private Corporate Transport)
Group Tour Logistics (Including destinations such as Banff, Kananaskis, Canmore, and Lake Louise)
Wedding and Sports Team Transfers
Industrial and Employee Shuttles
Touring services (English commentary included; other languages available and priced accordingly)

1.2. Service Subcontracting

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

1.3. Canadian Federal Hours of Service Regulations (Critical)

Driver hours must be strictly in accordance with Canadian Federal Hours of Service Regulations to ensure safety and compliance.

Driver Rest: Drivers must be given eight (8) consecutive hours off (away from the vehicle) before resuming their duties after exceeding service hours. You will be advised of the driver’s hours of service when the contract is approved.
Itinerary Adherence: Delays, unplanned stops, and detours not described in the contract may place your driver in a non-compliance situation, punishable by severe fines and out-of-service orders. Therefore, your driver may not be able to accommodate requests for alterations to the original itinerary.
Client Responsibility: The chartering party and its representatives must respect and abide by the departure times and travel itinerary as disclosed on this contract. It is a federal offence in Canada to request, require, or allow a driver to violate these regulations.

1.4. Hours of Service Details

Driver hours must be in strict accordance with Canadian Federal Hours of Service Regulations to ensure safety and compliance. This requires planning for mandatory breaks and daily rest periods.

Maximum Limits Per Shift:
- Driving Limit: A driver cannot drive for more than 13 hours in a shift.
- On-Duty Limit: A driver cannot be on-duty (driving, inspecting, waiting, etc.) for more than 14 hours in a shift.
Mandatory Rest: The driver must be given a minimum of 8 consecutive hours off (away from the vehicle) before resuming duties for the next shift.
1.3.1. Itinerary Adherence: Delays, unplanned stops, and detours not described in the contract could place your driver in violation of these limits, which is punishable by severe fines and out-of-service orders. Itineraries must be planned to respect all mandatory breaks and the 13-hour driving limit. The chartering party and its representatives must respect and abide by the departure times and travel itinerary as disclosed on this contract.
1.3.2. Legal Compliance: It is a federal offence in Canada for any person or organization to request, require, or allow a driver to violate the hours of service regulations.

1.5. Company Vehicles

Maintenance: Vehicles are thoroughly inspected in accordance with all Provincial and Federal Regulations. Drivers conduct a pre-trip inspection before departure. If mechanical failure requires a replacement, the substituted vehicle may be of a different type.
Compliance Technology: Vehicles are equipped with Electronic Logging Devices (ELDs) and tablets that track drivers’ hours of service and GPS location. Tampering with, disconnecting, or discarding these devices is illegal.

2. Client’s Responsibilities

2.1. Group Compliance and Booking

Acceptance: By booking, you accept these Terms & Conditions and are responsible for ensuring all members of your group comply.
Updates: You must notify our office by email of any changes to contact information or the itinerary after booking and prior to the trip date.

2.2. Safety and Behaviour

Seat-belt Use: All passengers must wear a seat-belt at all times while the vehicle is in motion. This is required by Alberta provincial law. The Charter Party is responsible for ensuring all passengers under the age of 16 are properly restrained.
Refusal of Transport: The Company reserves the right to refuse transport to persons under the influence of liquor or drugs, or who are objectionable to others. Passengers shall not interfere with the driver's duties or tamper with vehicle equipment.

2.3. On-Board Restrictions

Food/Beverages: No food or beverages (other than water in water bottles) are allowed unless prior approval was obtained when booking.
Smoking/Vaping: Smoking and vaping are strictly forbidden on board.
Alcohol: Consumption of alcoholic beverages is illegal while travelling unless a Special Event License is obtained.
- The Charter Party is responsible for all damage and clean-ups incurred by intoxicated guests.

2.4. Cleaning and Damage Liability

The Charter Party (you) is financially responsible for any damages or cleaning costs incurred by the charter group or individuals.

Cleaning Fee: A minimum $500.00 cleaning fee will be applied if the vehicle requires unreasonable cleaning (e.g., due to illness, food spills, excessive mess, or evidence of unauthorized smoking/vaping).
Damage Costs: The Company will invoice the Charter Party for the full cost of repairs or specialized deep cleaning required as a result of the Charter.
Payment Guarantee: The Company reserves the right to charge the credit card on file to cover any damages or cleaning fees payable under this contract.

3. Booking and Payment

3.1. Pricing and Final Itinerary

Charter pricing is based on the itinerary provided. While drivers will make reasonable efforts to accommodate changes, additional charges may apply for increases in kilometres or hours. Prices are subject to change based on the final itinerary.
Arrival Times: All arrival times are approximations. Unusual road conditions, traffic, and weather are beyond the control of the Company and driver.

3.2. Payment Terms

A 25% deposit is due at the time of booking.
The outstanding balance is due no less than 10 days in advance of the charter date.
Charters booked less than 10 days prior must be paid in full at the time of booking.
Failure to make full payment when due may result in the cancellation of your Charter with no refund.

3.3. Charges and Currency

Additional Charges (Time): Charges may apply for extra time beyond contracted hours (e.g., airport wait times due to delays).
Administrative Support Fee: Calgary Shuttles is retained as a transport provider only. While standard itinerary coordination is included, excessive administrative, event planning, or logistical support (e.g., extensive email correspondence beyond contract clarification, route mapping beyond the provided itinerary, or booking vendor services) may result in an additional administrative fee. This fee will be negotiated and agreed upon prior to the provision of such services.
Payment Guarantee: The Company reserves the right to request a valid credit card or e-Transfer to guarantee payment of any additional charges payable by you under the contract or these Terms and Conditions.
Currency: All prices quoted are in Canadian Dollars (CAD$).

3.4. Accepted Methods of Payment

Electronic Funds Transfer
e-Transfer (Interac)
Credit Card
- Note: A service fee of 3.5% will be applied to all credit card payments.

4. Amendments and Cancellations

4.1. Amendments

Amendments to your itinerary can be made by email up to 72 hours prior to the charter date. Charges may apply.

4.2. Cancellation Policy

You must notify the Company by email of any cancellations.

More than 7 days notice: A fee of 25% of the total deposit will be charged. The balance of the deposit will be refunded.
Less than 7 days but more than 72 hours notice: A fee of 50% of the total payment will be charged. The balance will be refunded.
Less than 72 hours but more than 48 hours notice: A fee of 75% of the total payment will be charged. The balance will be refunded.
Less than 48 hours notice: No refund will be issued.

5. Service Charges

5.1. Fees and Surcharges

Client Fees: You are responsible for all airport fees, tolls, parking, entrance fees, or other fees incurred during the Charter. All fees incurred by the Company will be invoiced to you.
National Park Fee: If travelling to a National Park, an additional fees as set out by Parks Canada will be added to the invoice.
Fuel Surcharge: The Company reserves the right to impose a 4% fuel surcharge based on increasing fuel prices.

5.2. Driver/Guide (Long Haul)

Driver accommodation is not included in the pricing of the Charter and must be provided by the Charter Party.