REFUND AND CANCELLATION POLICY

1. INTRODUCTION

This Refund and Cancellation Policy is part of the Terms and Conditions of Hedayat Safi Transportation LLC, doing business as H&S Limousine (“we,” “us,” “our,” or “Company”). This policy outlines the terms under which reservations may be canceled, modified, or refunded.

BY BOOKING A RESERVATION WITH H&S LIMOUSINE, YOU ACKNOWLEDGE AND AGREE TO THIS REFUND AND CANCELLATION POLICY.

We understand that plans change, and we strive to be as flexible as possible while also protecting our business operations and chauffeurs’ schedules.

2. GENERAL CANCELLATION POLICY

2.1 Standard Cancellation Terms

Cancellations Made 4 Hours or More Prior to Scheduled Pickup Time:

✅ Option 1 – Refund:

Full refund minus 3% processing fee
Refund issued to original payment method
Processing time: 5-7 business days

✅ Option 2 – Service Credit:

100% credit toward future service (no processing fee)
Credit valid for 12 months from date of cancellation
Transferable to family members or colleagues
Can be applied to any H&S Limousine service

Cancellations Made Less Than 4 Hours But More Than 1 Hour Prior to Pickup:

⚠️ Cancellation Fee Applies:

50% of total fare charged as cancellation fee
Remaining 50% refunded to original payment method
Refund processing time: 5-7 business days
No service credit option available

75% service credit toward future booking (no refund)
Credit valid for 6 months

Cancellations Made Less Than 1 Hour Prior to Pickup:

❌ No Refund:

100% of total fare charged
No refund issued
No service credit available
This policy protects chauffeurs who have already been dispatched

2.2 No-Show Policy

If passenger is not present at pickup location:

Standard Pickups (Hotels, Residences, Venues):

15 minutes complimentary wait time
After 30 minutes total wait time: Reservation considered NO-SHOW
100% of fare charged, no refund

Airport Pickups:

60 minutes complimentary wait time (Domestic flights)
90 minutes complimentary wait time (International flights)
After complimentary period + 30 additional minutes: Considered NO-SHOW
100% of fare charged, no refund

Exceptions:

Medical emergencies with documentation
Extreme circumstances beyond passenger control (reviewed case-by-case)

3. HOW TO CANCEL OR MODIFY A RESERVATION

3.1 Cancellation Methods

To cancel a reservation, contact us immediately through:

📞 Phone (Recommended for Urgent Cancellations):

Call +1 (224) 580-6105
Available 24/7 for cancellations
Speak directly with dispatcher or manager
Receive immediate cancellation confirmation number

📧 Email:

Send to: [email protected]
Include: Booking reference number, passenger name, scheduled pickup date/time
Subject line: “CANCELLATION REQUEST – [Booking Reference]”
You must receive email confirmation for cancellation to be valid

💻 Online Booking Platform:

Log in to https://book.mylimobiz.com/v4/hslimousine
Navigate to “My Reservations”
Select reservation and click “Cancel”
Follow on-screen instructions

IMPORTANT: Cancellation is not complete until you receive confirmation from H&S Limousine.

If you do not receive confirmation within 30 minutes of your cancellation request:

Call immediately to verify: +1 (224) 580-6105
Do not assume cancellation was processed

3.2 Modification Procedures

Minor Modifications (Allowed up to 4 hours before pickup):

Free modifications include:

Pickup time changes (within same day)
Pickup location adjustments (within same general area)
Passenger name changes
Contact information updates
Special requests or notes

Major Modifications (May incur additional charges):

Subject to availability and pricing adjustments:

Change of service date
Change of vehicle type
Additional stops or route changes
Increase in passenger count requiring larger vehicle
Destination changes significantly altering distance/time

To Request Modifications:

Contact us at least 4 hours before scheduled pickup
Phone: +1 (224) 580-6105
Email: [email protected]
Modifications within 4 hours subject to cancellation policy

4. SPECIAL EVENT CANCELLATION POLICY

Due to high demand and limited availability, special event reservations have stricter cancellation terms.

4.1 Special Events Include:

Weddings and wedding parties
Proms and homecoming dances
Bachelor/bachelorette parties
Concerts and music festivals
Major sporting events (Bears, Bulls, Blackhawks, Cubs, White Sox games)
Corporate galas and charity events
New Year’s Eve celebrations
Holiday season events (Thanksgiving through New Year)
Any multi-vehicle bookings (2+ vehicles)

4.2 Special Event Cancellation Terms

Cancellations Made 72 Hours (3 Days) or More Prior to Event:

Full refund minus 5% processing fee
OR 100% service credit valid for 12 months

Cancellations Made 48-72 Hours Prior to Event:

50% cancellation fee applies
50% refunded to original payment method
OR 60% service credit toward future booking

Cancellations Made Less Than 48 Hours Prior to Event:

100% of total fare charged
No refund issued
No service credit available

Reason for Stricter Policy:

High-demand dates with limited vehicle availability
Lost opportunity to book other clients
Specialized vehicle preparation and decoration
Coordination of multiple chauffeurs and vehicles

5. WEATHER-RELATED CANCELLATIONS

5.1 Severe Weather Policy

Illinois weather can be unpredictable. We prioritize safety above all else.

Client-Initiated Weather Cancellations:

If you choose to cancel due to weather concerns:

Cancellations made 2+ hours before pickup: No cancellation fee, full refund OR reschedule to alternate date
Cancellations made less than 2 hours before pickup: Standard cancellation policy applies

Company-Initiated Weather Cancellations:

If H&S Limousine determines that weather conditions make service unsafe:

Full refund issued immediately
OR reschedule to alternate date at no additional charge
No cancellation fees

Conditions that may result in service cancellation:

Severe winter storms with travel bans
Blizzard conditions with zero visibility
Extreme ice accumulation making roads impassable
Flooding or tornado warnings
Official “Stay Home” orders from authorities

Weather Delays (Not Cancellations):

Minor delays due to snow, rain, or traffic are normal
Service will proceed with adjusted timing
We monitor conditions and communicate proactively
Additional wait time due to weather not charged

5.2 Flight Cancellations

If your flight is canceled by the airline:

Notify us as soon as possible: +1 (224) 580-6105
No cancellation fee if you notify us at least 1 hour before original scheduled pickup
Full refund OR reschedule to new flight date at no charge
If you fail to notify us and chauffeur is dispatched, standard cancellation fees apply

6. COMPANY-INITIATED CANCELLATIONS

6.1 When We May Cancel

H&S Limousine reserves the right to cancel reservations under the following circumstances:

Vehicle Mechanical Issues:

Unexpected breakdown or maintenance requirement
Safety concerns with assigned vehicle

Chauffeur Unavailability:

Chauffeur illness or emergency
Unexpected scheduling conflict

Safety Concerns:

Severe weather conditions
Road closures or unsafe driving conditions
Threats to chauffeur or passenger safety

Client Misconduct:

Previous violations of Terms and Conditions
Threatening or abusive behavior during booking
Fraudulent payment information

6.2 Company Cancellation Remedies

If we cancel your reservation:

✅ Full refund immediately (processed within 24-48 hours)

✅ Priority rebooking with alternative vehicle (if available)

✅ Complimentary upgrade to next vehicle class (if accepting alternative)

✅ Compensation consideration for documented losses (flight rebooking fees, event tickets, etc.) reviewed case-by-case

We will make every reasonable effort to:

Provide advance notice (minimum 2 hours when possible)
Arrange alternative transportation
Minimize inconvenience to client

7. REFUND PROCESSING

7.1 Refund Timeline

Standard Processing Time:

Refunds initiated within 24-48 hours of approved cancellation
Credit/debit card refunds: 5-7 business days
Original payment method only (no cash refunds for card payments)

Factors Affecting Processing:

Bank processing times vary by institution
Weekends and holidays may delay processing
International cards may take 10-14 business days

Expedited Refunds:

Available for documented emergencies
Contact management at [email protected]
Subject to approval and verification

7.2 Processing Fees

Credit Card Processing Fees (3%):

Charged on all refunded reservations (except Company-initiated cancellations)
Covers non-refundable payment processor charges
Calculated on total transaction amount
Not applicable if service credit chosen instead

Wire Transfer Fees:

For international clients requesting wire refunds
$25-$45 fee applies (varies by destination country)
Consider service credit option to avoid fees

7.3 Refund Methods

Standard Refund:

Issued to original payment method
Same credit/debit card used for booking
No cash refunds for card transactions

Service Credit:

Stored in your customer account
Applied automatically to future bookings
Can be transferred to another person upon request
Does not expire for 12 months (standard cancellations) or 6 months (late cancellations)

Corporate Accounts:

Refunded via account credit
Applied to next invoice
OR check issued within 14 business days

8. DISPUTES AND EXCEPTIONS

8.1 Requesting an Exception

We understand that genuine emergencies occur. Exceptions to our cancellation policy may be granted for:

Medical Emergencies:

Hospital admission or emergency room visit
Serious illness or injury
Documentation required: Hospital discharge papers, doctor’s note, emergency services receipt

Family Emergencies:

Death of immediate family member
Documentation required: Death certificate, obituary, or funeral service information

Jury Duty or Court Appearances:

Mandatory legal obligations
Documentation required: Jury summons, court notice

Military Deployment:

Sudden deployment or duty orders
Documentation required: Official military orders

Natural Disasters:

Home damage, evacuation orders
Documentation required: Insurance claim, official emergency declaration

Car Accidents En Route:

Accident preventing arrival at pickup location
Documentation required: Police report, insurance documentation

8.2 How to Request an Exception

📧 Email: [email protected]
Subject: “Cancellation Exception Request – [Booking Reference]”

Include:

Booking reference number
Passenger name and contact information
Original service date and time
Detailed explanation of circumstances
Supporting documentation (photos, PDFs, or scanned copies)

Review Process:

Management reviews all exception requests
Response within 48-72 hours
Approval or denial with explanation
If approved, full refund or rescheduling options provided

8.3 Dispute Resolution

If you disagree with a cancellation charge:

Step 1 – Contact Management:

Email: [email protected]
Phone: +1 (224) 580-6105
Explain your concern and provide relevant details

Step 2 – Formal Review:

Management reviews booking records, communications, and timeline
Response provided within 5 business days
Explanation of decision with supporting information

Step 3 – Further Escalation:

If still unsatisfied, request formal written review
Owner/CEO reviews case personally
Final decision provided within 10 business days

Step 4 – External Resolution:

Better Business Bureau complaint
Small claims court (for amounts under $10,000)
Binding arbitration (as outlined in Terms and Conditions)

Chargeback Policy:

We strongly discourage chargebacks without first attempting resolution
Chargebacks result in account suspension
All future bookings require prepayment
We will contest invalid chargebacks with full documentation

9. PARTIAL REFUNDS AND ADJUSTMENTS

9.1 When Partial Refunds May Apply

Service Not as Described:

Wrong vehicle type provided (downgrade)
Vehicle condition significantly below standards
Amenities promised but not delivered

Service Issues:

Chauffeur late arrival (beyond 15 minutes)
Unprofessional chauffeur conduct
Route errors causing significant delays

Billing Errors:

Incorrect pricing applied
Duplicate charges
Unauthorized additional charges

9.2 Partial Refund Amounts

Minor Issues:

10-25% refund for service inconveniences
Chauffeur lateness, minor vehicle cleanliness issues

Moderate Issues:

25-50% refund for significant service failures
Wrong vehicle type, unprofessional conduct

Major Issues:

50-100% refund for serious breaches
Vehicle breakdown during service, dangerous driving, gross misconduct

Determination of Refund Amount:

Based on severity and impact
Management discretion after investigation
Consideration of mitigating actions taken

9.3 Requesting Adjustments

Report issues immediately:

During service: Call +1 (224) 580-6105
After service: Email [email protected] within 24 hours

Provide:

Booking reference number
Description of issue
Photos/videos if applicable
Witness contact information if relevant

Investigation Process:

We review chauffeur notes, GPS records, vehicle reports
Contact all parties involved
Make fair determination based on evidence

10. NON-REFUNDABLE SITUATIONS

10.1 No Refunds Will Be Issued For:

❌ Change of Mind:

“I don’t need the service anymore”
“I found cheaper transportation”
“My plans changed”

❌ Late Arrival by Passenger:

Passenger not ready at scheduled pickup time
Excessive delays causing missed appointments
Wait time charges still apply

❌ Third-Party Issues:

Flight delays causing you to miss return pickup
Event running longer than expected
Traffic causing you to be late to pickup

❌ Intoxication or Misconduct:

Service terminated due to passenger behavior
Damage to vehicle
Violation of Terms and Conditions

❌ Unauthorized Cancellations:

Cancellation made by someone other than booking party without authorization
Disputed bookings without proper documentation

❌ After Service Completion:

Refund requests made days/weeks after service
No complaints raised during or immediately after service
Retroactive dissatisfaction claims

10.2 Gratuity and Additional Fees

Gratuity/Tips:

Optional and not refundable once paid
If included in booking and service canceled, refunded with base fare

Wait Time Charges:

Charged for actual time exceeded
Not refundable even if service shortened

Cleaning Fees:

Charged for damage or excessive mess
Not refundable
Based on actual cleaning/repair costs

Smoking Violations:

$250 minimum fee non-refundable
Covers deep cleaning and deodorizing

11. HOURLY SERVICE ADJUSTMENTS

11.1 Early Completion

If hourly service ends earlier than reserved time:

More than 1 hour early: Eligible for partial refund of unused time
30-60 minutes early: No refund (minimum time requirements)
Less than 30 minutes early: No refund

Refund Calculation:

Unused hours × hourly rate
Minus processing fee (3%)
Minimum 4-hour booking requirements still apply

Example:

Reserved 6 hours at $100/hour = $600
Service completed in 4.5 hours
Refund: 1.5 hours × $100 = $150 (minus $4.50 processing) = $145.50 refund

11.2 Overtime Charges

If service exceeds reserved time:

Additional time charged at hourly rate (prorated per minute)
Authorized automatically up to 1 hour overtime
Client notified when approaching time limit
Beyond 1 hour overtime requires verbal authorization

Payment:

Charged to payment method on file
Added to final invoice
Due immediately upon service completion

12. CORPORATE ACCOUNT POLICIES

12.1 Corporate Cancellations

Corporate accounts have modified cancellation terms:

Standard Corporate Bookings:

24-hour advance cancellation required (not 4 hours)
Late cancellations: 100% charged (no partial refunds)
Reflects negotiated corporate rates and volume discounts

Executive Transportation:

48-hour advance cancellation for executive vehicles
Specialized vehicles require longer notice

Refunds:

Applied as account credits
Deducted from next monthly invoice
Check refunds upon request (processed within 30 days)

12.2 Employee No-Shows

For employee transportation:

Company billed for no-shows
Employee accountability managed by corporate client
We provide detailed reports for internal accounting

13. GIFT CERTIFICATES AND PROMOTIONAL CREDITS

13.1 Gift Certificate Cancellations

Services booked with gift certificates:

Same cancellation policy applies
Refund returned as gift certificate credit (not cash)
Extended expiration date by 6 months from cancellation

13.2 Promotional Discounts

Bookings made with promotional codes:

Refund based on discounted amount paid
Promotional code may not be reapplied if expired
Service credits retain discount value

13.3 Loyalty Program Credits

Services booked using loyalty points/credits:

Credits returned to account upon cancellation
Available for immediate rebooking
Subject to same cancellation timeline requirements

14. INTERNATIONAL CLIENTS

14.1 Currency Exchange Considerations

For international clients paying in foreign currency:

Refunds issued in USD to original payment method
Exchange rate fluctuations may affect refund amount
Rate at time of refund processing applies (not booking rate)
Processing fees apply

14.2 Time Zone Awareness

All cancellation deadlines based on Central Time (Chicago, IL):

4-hour cancellation = 4 hours before pickup time in CT
Confirm time zone when booking from outside USA
Set reminders accounting for time difference

15. FORCE MAJEURE

15.1 Unforeseeable Circumstances

In the event of circumstances beyond reasonable control of either party:

Examples:

Pandemic or public health emergency
Terrorism or civil unrest
Government-mandated closures or curfews
Natural disasters (earthquakes, tornadoes, flooding)
Widespread power outages

Policy:

Both parties may cancel without penalty
Full refund OR reschedule to future date
No cancellation fees apply
Good faith efforts to accommodate rescheduling

16. CONTACT INFORMATION FOR CANCELLATIONS

For All Cancellation and Refund Inquiries:

Hedayat Safi Transportation LLC (H&S Limousine)

24/7 Cancellation Hotline: +1 (224) 580-6105

Email: [email protected]
Subject Line: “CANCELLATION – [Booking Reference Number]”

Office Address:
8820 Bronx Ave
Skokie, IL 60077
USA

Website: https://hs-limousine.com

Online Portal: https://book.mylimobiz.com/v4/hslimousine

Office Hours: Monday-Friday, 8:00 AM – 6:00 PM CT
Emergency Line: Available 24/7 for cancellations and urgent matters

17. ACKNOWLEDGMENT

BY BOOKING WITH H&S LIMOUSINE, YOU ACKNOWLEDGE THAT:

✅ You have read and understood this Refund and Cancellation Policy
✅ You agree to all cancellation timelines and fee structures
✅ You understand that certain reservations have stricter cancellation terms
✅ You will notify us immediately if plans change
✅ You accept responsibility for timely cancellation to avoid fees
✅ You understand refund processing times and methods

We appreciate your business and understanding of our policies. These policies allow us to:

Maintain fair scheduling for all clients
Compensate chauffeurs for their time
Continue providing exceptional service at competitive rates
Operate sustainably as a small business

Thank you for choosing H&S Limousine for your luxury transportation needs.

Document Version: 1.0
Effective Date: December 23, 2025
Last Updated: December 23, 2025

ACCEPTABLE USE POLICY

REFUND AND CANCELLATION POLICY