1. Cancellation Process

• To cancel, notify us as soon as possible via email at [email protected], phone at +1 (682) 479-1699, or through our booking portal.

• Provide your booking reference number, name, and reason for cancellation (optional).

• Cancellations are effective upon our confirmation. We will process refunds (if applicable) within 5-7 business days via the original payment method (e.g., Stripe).

• No cancellations are accepted after the rental period begins (i.e., post-pickup).

2. Refund Schedule

• Refunds are calculated based on the time of cancellation relative to the scheduled pickup date and time. All refunds exclude non-refundable fees (e.g., processing charges from Stripe, approximately 3-5%).

• More than 7 Days Before Pickup: Full refund of the rental fee, taxes, and add-ons (less any payment processing fees).

• 3 to 7 Days Before Pickup: 50% refund of the rental fee, taxes, and add-ons (less any payment processing fees). The remaining 50% is retained as a cancellation fee.

• Less than 3 Days Before Pickup (including No-Shows): No refund. The full amount is retained as a cancellation fee to cover lost rental opportunities and administrative costs.

• Insurance Verification Requirement: Refunds are contingent on successful insurance verification at least 3 days prior to pickup. Fallure to complete verification by this deadline will result in no refund, it may lead to booking cancellation for non- compliance.

3. Modifications and Rescheduling

• Modifications (e.g., changing dates, duration, vehicle, or add-ons) are treated as cancellations if they reduce the rental value or period. The above refund schedule applies, and a new booking may be required at current rates.

• Rescheduling requests are subject to vehicle availability and our approval. If approved, no fee applies if requested more than 7 days in advance; otherwise, a $50 modification fee may be charged.

• Extensions during the rental are handled separately under our Terms & Conditions.

4. Exceptions and Special Circumstances

• Force Majeure Events: We may waive fees for cancellations due to unforeseen events beyond your control (e.g., natural disasters, government restrictions, or severe weather affecting travel). Provide documentation (e.g., flight cancellation notice) for consideration. Decisions are at our sole discretion.

• Company-Initiated Cancellations: In rare cases, we may need to cancel your booking due to unforeseen circumstances beyond our control, such as vehicle mechanical issues, safety concerns, regulatory changes, or force majeure events (e.g., natural disasters, pandemics, or supply chain disruptions). If this occurs, we will notify you as soon as possible and provide a full refund of all payments made, including taxes and fees. Where feasible, we will offer alternative options, such as rescheduling or a comparable vehicle, at no additional cost. We are not liable for any incidental expenses (e.g., travel costs) resulting from such cancellations.

• Insurance and Third-Party Coverage: This Policy does not affect any trip insurance or credit card protections you may have—check with your provider for reimbursement options.

• Group or Long-Term Bookings: Custom policies may apply for bookings over 30 days or multiple vehicles; these will be specified in your Rental Agreement.

• Promotional or Discounted Rates: Non-refundable bookings (e.g., special offers) may have stricter terms, as noted at booking.

5. No-Show Policy

• If you fail to pick up the vehicle without prior notice, it is considered a no-show, and no refund will be issued. The vehicle will be held for 2 hours past the scheduled pickup; after that, it may be released for other rentals.

6. Dispute Resolution

• Any disputes related to cancellations or refunds will be governed by Texas law and resolved in Tarrant County courts, as per our Terms & Conditions.

• Contact us first to resolve issues amicably—we strive for fair outcomes.

7. Contact Us

• For questions or to initiate a cancellation:

  • Email: [email protected]

  • Phone: +1 (682) 479-1699

  • Mail: DFW Luxury Auto Rental, 539 W Commerce St, Suite # 481, Dallas, TX 75208

By booking with us, you acknowledge that you have read and agree to this Policy. We appreciate your understanding and look forward to serving you.