Terms & Conditions — Aviation Brokerage
1. About Velaria Limited — Broker Status
Velaria Limited (company number 15388767, registered in England and Wales, registered office 71–75 Shelton Street, Covent Garden, London WC2H 9JQ) operates exclusively as an independent charter broker and flight intermediary. We act as agent on your behalf to identify, negotiate and arrange private jet and helicopter charter flights operated by third-party air carriers.
Velaria Limited:
- does not own, operate, charter, maintain or crew any aircraft;
- does not hold an Air Operator Certificate (AOC) issued by the UK Civil Aviation Authority (CAA) or any other national aviation authority;
- is not a direct air carrier and does not assume the legal obligations of a carrier;
- acts as an intermediary that earns a commission from the operating carrier or charges a brokerage fee, without collecting flight payments in its own name on behalf of the Client unless expressly agreed otherwise in writing.
2. Definitions
- "Velaria" means Velaria Limited (Company No. 15388767).
- "Client" means the individual, company or organisation submitting a flight enquiry or entering into a booking through Velaria.
- "Carrier" means the licensed aircraft operator (AOC holder) who will perform the flight.
- "Charter Agreement" means the binding contract for the carriage of passengers formed between the Client and the Carrier.
- "Quotation" means the written estimate or offer of charter price provided by Velaria on behalf of the Carrier.
- "Booking Confirmation" means the written confirmation issued by Velaria (on behalf of the Carrier) confirming that the flight is reserved.
- "Charter Price" means the total price payable for the flight as set out in the Quotation.
- "Force Majeure" means any event beyond the reasonable control of the party affected, including but not limited to acts of God, war, terrorism, pandemic, government action, severe weather, ATC restrictions or industrial action.
3. Enquiries and Quotations
3.1 Submitting a flight enquiry via velaria.co.uk or by any other means (email, WhatsApp, telephone) does not constitute a binding booking and creates no contractual obligation on either party.
3.2 Quotations provided by Velaria are indicative and subject to availability, aircraft confirmation, and final pricing from the Carrier. Quotations are valid for the period stated therein and, where no period is stated, for 24 hours from issue.
3.3 Velaria will use reasonable endeavours to source available aircraft that match the Client's requirements. Velaria cannot guarantee aircraft availability for any specific route, date or time.
3.4 Prices are quoted exclusive of VAT unless otherwise stated. Velaria will confirm applicable taxes in the Quotation.
4. Booking and Contract Formation
4.1 A binding Charter Agreement is formed when the Client accepts a Quotation in writing (including by email or WhatsApp message) and Velaria issues a Booking Confirmation on behalf of the Carrier.
4.2 The Charter Agreement is entered into between the Client and the Carrier. Velaria is not a party to the Charter Agreement and is not liable for the performance of the flight.
4.3 Where Velaria's preferred Carrier for a booking is Air-Dynamic SA (Via Aeroporto 15, Lugano Airport, 6982 Agno, Switzerland), the Carrier's own General Terms and Conditions shall apply to the Charter Agreement and are made available to the Client upon request. By confirming a booking with Air-Dynamic SA as Carrier, the Client accepts Air-Dynamic SA's General Terms and Conditions.
4.4 Where a Carrier other than Air-Dynamic SA is engaged, Velaria will provide the Carrier's applicable terms and conditions prior to Booking Confirmation.
5. Payment
5.1 Unless otherwise agreed in writing, payment of the Charter Price is due as follows:
- A deposit of 30% of the Charter Price is payable upon acceptance of the Quotation and issuance of the Booking Confirmation.
- The balance (70%) is payable no later than 5 working days before the scheduled departure date.
- For bookings made within 5 working days of departure, 100% of the Charter Price is payable immediately upon Booking Confirmation.
5.2 Payment shall be made by bank transfer to the account details provided in the Booking Confirmation, or by such other method as Velaria may agree in writing. Where payment is made by credit card, an administrative surcharge of up to 4% may apply.
5.3 The Charter Agreement shall not be considered confirmed until the deposit (or full payment, as applicable) has been received and cleared. Velaria reserves the right to release the aircraft reservation if payment is not received by the due date.
5.4 All sums are stated in the currency specified in the Quotation (EUR, GBP or CHF). Where a currency other than GBP is quoted, the applicable exchange rate shall be that prevailing at the date of payment. Velaria is not responsible for currency fluctuations.
5.5 Late payments shall accrue interest at the rate of 8% per annum above the Bank of England base rate, pursuant to the Late Payment of Commercial Debts (Interest) Act 1998.
6. Cancellation by the Client
6.1 All cancellations must be notified to Velaria in writing (email to flights@velaria.co.uk or WhatsApp to +44 7480 657262). The date and time of receipt of the written cancellation notice shall determine the applicable cancellation fee.
6.2 The following cancellation fees apply, calculated as a percentage of the total Charter Price:
| Notice period before scheduled departure | Cancellation fee |
|---|---|
| From Booking Confirmation to 15 or more days before departure | 10% of Charter Price |
| 14 days to 8 days before departure | 30% of Charter Price |
| 7 days to 4 days before departure | 50% of Charter Price |
| 72 hours to 25 hours before departure | 75% of Charter Price |
| Less than 24 hours before departure or no-show | 100% of Charter Price |
6.3 If a flight has commenced (i.e. the first leg has been operated), any subsequent legs cancelled by the Client shall incur a cancellation fee of 100% of the applicable Charter Price.
6.4 If the Carrier's own cancellation fees exceed those set out above (e.g. because a sub-carrier is involved), the Carrier's fees shall apply.
6.5 Any amounts already paid and exceeding the applicable cancellation fee shall be refunded to the Client within 14 business days of the cancellation notice, subject to clause 6.4.
6.6 Velaria strongly recommends that Clients obtain travel cancellation insurance. The Charter Price does not include insurance cover of any kind.
7. Cancellation or Disruption by the Carrier
7.1 Velaria will use reasonable endeavours to notify the Client promptly of any cancellation, delay or significant change initiated by the Carrier.
7.2 In the event of cancellation by the Carrier for reasons within the Carrier's control, Velaria will endeavour to source an alternative aircraft of equivalent or superior category at no additional cost to the Client. If no suitable alternative can be found, the full Charter Price paid shall be refunded to the Client.
7.3 Cancellation or delay caused by weather, air traffic control restrictions, technical issues, force majeure or other circumstances beyond the Carrier's reasonable control shall be governed by the Carrier's applicable terms and conditions. Velaria's liability is excluded in such circumstances.
7.4 Velaria shall not be liable for any consequential losses, missed connections, accommodation or ground transportation costs arising from flight cancellation or delay, regardless of cause.
8. Delays by the Client
8.1 The Client must be ready to board at the agreed departure time. If the Client causes a departure delay that does not affect subsequent flights or crew duty limitations, no additional charge will apply for the first 30 minutes.
8.2 Delays beyond 30 minutes caused by the Client may result in additional charges for crew waiting time, airport fees, slot changes or repositioning costs, which will be communicated to the Client by Velaria as soon as reasonably practicable and invoiced at cost.
9. Travel Documents and Customs
9.1 The Client is solely responsible for ensuring that all passengers hold valid travel documents (passports, visas, health certificates) required for all countries of departure, transit and arrival. Velaria accepts no liability for costs or losses arising from passengers being refused boarding, exit or entry due to missing or invalid documentation.
9.2 Velaria will provide general guidance on documentation requirements upon request, but this does not constitute legal or immigration advice. Clients must verify requirements with the relevant authorities.
10. Baggage
10.1 Baggage allowances are determined by the aircraft type, route and operational requirements of the Carrier, and shall be confirmed at the time of Booking Confirmation. The Client must provide accurate information about baggage quantities, dimensions and weight prior to the flight.
10.2 Velaria accepts no liability for loss of or damage to baggage or personal belongings. Claims for lost or damaged baggage must be directed to the Carrier.
10.3 Transport of hazardous goods is subject to IATA Dangerous Goods Regulations. The Client is responsible for compliance.
11. Pets
11.1 Pets may be permitted on board subject to the Carrier's approval on a flight-by-flight basis. The Client must request permission in advance. A cleaning fee (typically between €300 and €600) may apply and will be charged by the Carrier.
11.2 The Client is responsible for all documentation, vaccinations, cages and compliance with each country's import and export regulations for animals.
12. Velaria's Role and Limitation of Liability
12.1 Velaria acts solely as an intermediary broker. The Charter Agreement for carriage is between the Client and the Carrier. Velaria is not a party to that agreement and is not liable for the performance, safety, punctuality or conduct of any flight.
12.2 Velaria's liability to the Client in connection with its brokerage services is limited to:
- direct losses caused by Velaria's own negligence or wilful misconduct; and
- a maximum aggregate amount equal to the brokerage commission or fee received by Velaria in respect of the relevant booking.
12.3 Velaria excludes all liability for:
- any act, omission, negligence or default of the Carrier or its employees;
- loss of revenue, profit, contracts or any indirect or consequential loss of any kind;
- loss or damage arising from force majeure events;
- the accuracy of information provided by the Carrier regarding aircraft specifications, schedules or pricing.
12.4 Nothing in these Terms limits or excludes Velaria's liability for death or personal injury caused by its own negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be limited by law.
13. Client Indemnity
The Client shall indemnify and hold harmless Velaria Limited against all claims, losses, costs and expenses (including reasonable legal fees) arising from: (a) the Client's breach of these Terms; (b) any act or omission of any passenger travelling under a booking arranged by Velaria; or (c) any failure by the Client or passengers to hold valid travel documents.
14. Sanctions
14.1 The Client warrants that neither the Client nor any passenger is subject to sanctions imposed by the United Nations, the United States, the European Union, the United Kingdom, Switzerland or any other applicable jurisdiction.
14.2 Velaria reserves the right to cancel any booking and retain deposits paid if it reasonably believes that the flight would breach applicable sanctions laws or regulations.
15. Data Protection
Personal data provided in connection with a flight booking will be processed in accordance with Velaria's Privacy Policy. Where necessary, personal data will be shared with the Carrier solely for the purpose of arranging and operating the flight.
16. Complaints
16.1 Any complaint regarding the brokerage services provided by Velaria must be submitted in writing to flights@velaria.co.uk within 30 days of the relevant flight date. Velaria will acknowledge receipt within 5 business days and provide a substantive response within 28 days.
16.2 Complaints regarding the flight itself (operations, safety, delays) must be directed to the Carrier, as Velaria is not the operating party.
17. Entire Agreement
These Terms and Conditions, together with the Quotation, Booking Confirmation and (where applicable) the Carrier's General Terms and Conditions, constitute the entire agreement between Velaria and the Client in respect of brokerage services. They supersede all prior representations, discussions or agreements, whether oral or written.
18. Amendments
Velaria reserves the right to amend these Terms at any time by publishing an updated version on velaria.co.uk. The Terms applicable to a booking are those in force at the date the Booking Confirmation is issued.
19. Severance
If any provision of these Terms is held to be unlawful, invalid or unenforceable, it shall be deemed severed without affecting the validity and enforceability of the remaining provisions.
20. Governing Law and Jurisdiction
These Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.
For any questions about these Terms, please contact:
Velaria Limited — flights@velaria.co.uk — WhatsApp +44 7480 657262
71–75 Shelton Street, Covent Garden, London WC2H 9JQ