Introduction

At Tourism Incentives Azerbaijan, we prioritize the security and convenience of financial transactions for our international travel partners. This Payment & Security Policy outlines the procedures, options, and security measures governing payments for Azerbaijan tour packages, Baku city tours, Azerbaijan travel packages, and all Azerbaijan holiday packages booked through Azerbaijan Tourism Incentives LLC.

As a B2B partnership platform connecting tour operators and travel agencies worldwide with authentic Azerbaijan tourism experiences, we are committed to maintaining the highest standards of financial security, transparent payment processing, and fraud prevention while offering flexible payment solutions tailored to the needs of travel industry professionals.

By engaging in business transactions with Tourism Incentives Azerbaijan, you acknowledge and agree to the payment terms and security protocols outlined in this policy.

Payment Terms Overview

Booking Payment Structure

All bookings for Azerbaijan tour packages follow a standardized payment schedule:

Deposit Payment:

  • Amount: 30% of total booking value
  • Timing: Due immediately upon booking confirmation
  • Purpose: Secures reservation and confirms supplier commitments
  • Non-Refundable Portion: Subject to cancellation policy terms

Balance Payment:

  • Amount: Remaining 70% of total booking value
  • Timing: Due 21 days prior to travel commencement date
  • Late Payment: May result in booking cancellation and deposit forfeiture
  • Early Payment: Welcome and may qualify for operational discounts

Alternative Arrangements:

  • Custom payment plans available for large group bookings
  • Extended payment terms possible for established partners with credit accounts
  • Full prepayment options available with potential discounts
  • Flexible arrangements for long-lead bookings (90+ days)

Peak Season and Special Event Bookings

Modified Payment Terms:

Certain periods require adjusted payment schedules:

Peak Travel Seasons (May–September, December–January):

  • Deposit may increase to 40-50% of total value
  • Final payment due 30 days prior to travel
  • Earlier payment deadlines due to high demand

Special Events (Novruz Bayram, Formula 1, New Year):

  • Full payment often required 45-60 days in advance
  • Higher deposits (50-100%) common for event packages
  • Non-refundable terms more restrictive

Last-Minute Bookings (Less Than 30 Days):

  • Full payment typically required at time of booking
  • Immediate confirmation subject to payment receipt
  • Limited flexibility due to compressed timelines

Partners will be informed of specific payment terms applicable to each booking at the time of quotation.

Payment Currency and Pricing

Accepted Currencies

We offer pricing and accept payments in multiple currencies for international convenience:

Primary Currencies:

  • USD (United States Dollar): Standard for most international transactions
  • EUR (Euro): Available for European partners
  • AZN (Azerbaijan Manat): Local currency option

Currency Selection:

  • Choose preferred currency at time of quotation request
  • All related charges for a booking processed in same currency
  • Currency choice confirmed in booking documentation

Exchange Rates and Fluctuations

Rate Application:

  • Exchange rates determined at time of quotation
  • Rates valid for quotation validity period (typically 7-14 days)
  • Material fluctuations (exceeding 5%) may require price adjustments

Rate Protection:

  • Rates locked upon deposit payment receipt
  • Subsequent currency fluctuations do not affect confirmed bookings
  • Full prepayment offers maximum exchange rate protection

Conversion Transparency:

  • Current exchange rates disclosed in quotations
  • Conversion calculations clearly itemized
  • Reference rates from recognized financial institutions

Payment Methods

Secure Payment Options

To ensure secure, efficient transactions for Azerbaijan travel packages, we offer multiple payment methods tailored to B2B requirements:

For Detailed Payment Method Information:

Due to the variety of payment solutions available and the specific requirements of different markets and partner types, we provide personalized payment method guidance based on your:

  • Geographic location and banking infrastructure
  • Transaction volume and booking frequency
  • Preferred payment instruments and processes
  • Currency and timing requirements
  • Partnership tier and credit standing

How to Obtain Payment Instructions

Contact Our Finance Team:

Email: info@tourismincentives.com
Subject Line: Payment Methods Inquiry – [Your Company Name]

WhatsApp: +994 50 886 0543
Business Hours: Monday – Friday, 9:00 AM – 6:00 PM (GMT+4)

Information to Provide:

  • Your company name and registration country
  • Preferred currency for transactions
  • Typical booking volume and transaction sizes
  • Any specific payment preferences or constraints

What You’ll Receive:

  • Comprehensive payment method options suitable for your needs
  • Detailed payment instructions including account details
  • Processing timelines and fee structures
  • Confirmation procedures and documentation requirements

Common Payment Categories

While specific details are provided upon contact, our payment solutions generally include:

International Bank Transfers (SWIFT):

  • Secure wire transfers for B2B transactions
  • Suitable for larger bookings and established partners
  • Processing times: 3-5 business days typically
  • Bank fees may apply (typically shared between parties)

Credit Card Payments:

  • Secure online payment processing available
  • Convenient for immediate confirmation needs
  • Processing fees may apply (typically 2-3%)
  • Requires secure payment gateway authentication

Alternative Payment Solutions:

  • Regional payment platforms for specific markets
  • Online payment services for faster processing
  • Escrow services for high-value bookings
  • Credit account facilities for qualified partners

Cryptocurrency Considerations:

  • Inquire about availability for innovative payment options
  • Limited acceptance; subject to regulatory compliance
  • Significant exchange rate volatility considerations

Payment Security Measures

Industry-Standard Security Protocols

Encryption and Data Protection:

SSL/TLS Encryption:

  • All payment information transmitted via secure, encrypted connections
  • 256-bit encryption standard for data in transit
  • HTTPS protocol enforced throughout tourismincentives.com
  • Regular security certificate updates and monitoring

PCI DSS Compliance:

  • Payment Card Industry Data Security Standard adherence
  • Secure payment gateway partners maintain PCI DSS certification
  • We do not store complete credit card details on our servers
  • Tokenization used for recurring payment scenarios

Secure Payment Gateways:

  • Third-party payment processors with proven security track records
  • Multi-factor authentication for payment authorizations
  • Fraud detection and prevention systems
  • Real-time transaction monitoring

Fraud Prevention

Transaction Verification:

  • Identity verification for new partner accounts
  • Unusual transaction pattern monitoring
  • Multiple payment source verification for large bookings
  • Documentation requirements for high-value transactions

3D Secure Authentication:

  • Additional verification layer for credit card transactions
  • Cardholder authentication through bank security protocols
  • Reduced risk of unauthorized card usage
  • Required for many international card transactions

Business Verification:

  • Partner company verification before payment processing
  • Documentation of business registration and credentials
  • Authorized signatory confirmation for payments
  • Regular review of partner account security

Internal Security Controls

Access Restrictions:

  • Limited personnel access to payment information
  • Role-based access controls for financial systems
  • Regular access audits and permission reviews
  • Mandatory security training for finance team members

Secure Data Storage:

  • Payment records stored on secure, access-controlled servers
  • Regular security updates and vulnerability assessments
  • Encrypted databases for sensitive financial information
  • Secure backup systems with encryption

Audit and Monitoring:

  • Regular security audits of payment systems
  • Continuous monitoring for suspicious activities
  • Incident response protocols for security breaches
  • Compliance with international financial security standards

Payment Confirmation and Documentation

Payment Receipt Process

Confirmation Timeline:

  • Payment receipt acknowledged within 24 business hours
  • Bank transfer confirmations processed upon funds receipt (3-5 days)
  • Credit card authorizations confirmed immediately
  • Discrepancies or issues communicated promptly

Documentation Provided:

  • Official payment receipt with transaction details
  • Booking confirmation updated with payment status
  • Invoice or receipt suitable for business accounting
  • Tax documentation as required by Azerbaijan regulations

Record Keeping

Financial Records:

  • Complete transaction history maintained securely
  • Accessible through partner portal or upon request
  • Records retained per Azerbaijan business law requirements (minimum 5 years)
  • Available for audit or reconciliation purposes

Account Statements:

  • Available for established partners with ongoing business
  • Monthly or quarterly statements upon request
  • Detailed breakdown of bookings, payments, and balances
  • Reconciliation support provided by our finance team

Payment Security Best Practices for Partners

Protecting Your Transactions

We recommend partners follow these security best practices:

Secure Communication:

  • Never share complete payment details via unencrypted email
  • Use secure channels provided by our finance team
  • Verify recipient information before sending payments
  • Confirm payment instructions through multiple communication channels

Authorization Controls:

  • Implement internal approval processes for payments
  • Limit authorized signatories for financial transactions
  • Maintain clear records of payment authorizations
  • Review transaction confirmations promptly

Fraud Awareness:

  • Be alert to payment instruction change requests
  • Verify any unusual payment requests directly with our team
  • Never respond to unsolicited payment-related emails
  • Report suspected phishing or fraud attempts immediately

Device Security:

  • Use secure, updated devices for payment processing
  • Maintain current antivirus and security software
  • Avoid public WiFi networks for financial transactions
  • Use strong, unique passwords for payment accounts

Refund and Chargeback Processing

Refund Procedures

Refunds for cancelled or modified bookings processed according to our Refund & Cancellation Policy:

Refund Timeline:

  • Refund calculations completed within 5 business days of cancellation
  • Supplier confirmations obtained within 7-14 business days
  • Payment processing initiated within 21-30 business days
  • International transfers may require additional 5-7 days

Refund Methods:

  • Refunds issued to original payment source when possible
  • Alternative arrangements available by mutual agreement
  • Account credits offered for future bookings
  • Currency of refund matches original payment currency

Documentation:

  • Detailed refund calculation breakdown provided
  • Supplier deduction explanations included
  • Payment confirmation upon transfer completion
  • Available for accounting and tax purposes

Chargeback Policy

Chargeback Prevention:

  • Clear payment terms communicated upfront
  • Detailed booking confirmations and documentation
  • Responsive customer service to address concerns
  • Prompt refund processing per policy terms

Disputed Charges:

  • Partners should contact us before initiating chargebacks
  • Good faith resolution efforts preferred
  • Chargeback disputes handled per credit card network rules
  • Documentation provided to support legitimate charges

Consequences of Improper Chargebacks:

  • False or improper chargebacks damage partnership relationships
  • May result in partnership suspension or termination
  • Recovery of costs associated with defending chargebacks
  • Credit card payment privileges may be revoked

We encourage open communication to resolve payment disputes without chargeback procedures.

Late Payments and Non-Payment

Late Payment Consequences

Grace Period:

  • 3-day grace period for late balance payments
  • Courtesy reminder communications sent
  • No penalties during grace period

Beyond Grace Period:

  • Late payment fees may apply (typically 2% per week)
  • Booking confirmation at risk of cancellation
  • Supplier commitments may be released
  • Priority status reduced for future bookings

Booking Cancellation:

  • Bookings may be cancelled if payment not received by deadline
  • Deposit subject to standard cancellation policy deductions
  • No guarantee of re-booking at original rates
  • Partner responsible for all cancellation penalties

Payment Plans and Extensions

Hardship Considerations:

  • Communicate payment difficulties as early as possible
  • May arrange payment extensions for established partners
  • Payment plan options evaluated case-by-case
  • Documentation of circumstances may be required

Conditions for Extensions:

  • Good payment history with our company
  • Reasonable justification for delay
  • Commitment to revised payment schedule
  • May require additional security or guarantees

Financial Data Privacy

Payment Information Protection

Limited Collection:

  • We collect only payment information necessary for transaction processing
  • Complete credit card details not stored on our systems
  • Bank account information retained only with explicit permission
  • Financial data access restricted to authorized personnel

Privacy Compliance:

  • Payment data handling governed by our comprehensive Privacy Policy
  • Compliance with applicable data protection regulations
  • Secure transmission and storage protocols
  • Regular privacy audits and assessments

Third-Party Sharing:

  • Payment information shared only with authorized processors
  • Suppliers do not receive your payment details
  • Bank and payment gateway sharing limited to transaction processing
  • No sale or marketing use of financial information

Your Rights

Partners have rights regarding payment information:

  • Access stored payment information
  • Request correction of inaccurate financial data
  • Request deletion of payment records (subject to legal retention requirements)
  • Opt out of storing payment information for future use

Contact our privacy team at info@tourismincentives.com to exercise these rights.

Tax and Invoicing

Value Added Tax (VAT)

Azerbaijan VAT:

  • Azerbaijan VAT may apply to services provided in Azerbaijan
  • Current standard VAT rate: 18% (subject to change)
  • VAT registration and charging based on transaction type and client location
  • VAT invoices provided when applicable

International Transactions:

  • B2B international transactions may be zero-rated for VAT
  • Tax treatment depends on partner location and service type
  • Documentation of partner VAT/tax registration may be required
  • Reverse charge mechanisms may apply for EU partners

Tax Compliance:

  • Partners responsible for tax compliance in their jurisdiction
  • We provide necessary documentation for tax reporting
  • Consult tax advisors for specific tax treatment questions
  • Tax policies subject to Azerbaijan Revenue Service regulations

Invoice Documentation

Invoice Provision:

  • Formal invoices issued for all bookings upon confirmation
  • Invoices include all required business and tax information
  • Available in PDF format via email
  • Accessible through partner portal when available

Invoice Contents:

  • Partner company details and booking reference
  • Detailed breakdown of services and pricing
  • Applicable taxes and fees
  • Payment terms and due dates
  • Banking information for payment remittance

Partner Credit Accounts

Establishing Credit Terms

Credit Account Eligibility:

For qualified partners with:

  • Proven track record of timely payments
  • Minimum annual booking volume thresholds
  • Strong business references and credit standing
  • Comprehensive partnership agreement in place

Application Process:

  • Submit credit account application with business documentation
  • Provide financial references and credit history
  • Sign credit terms agreement and guarantee documents
  • Credit limit determined based on assessment

Credit Account Benefits:

  • Extended payment terms (typically 30-45 days)
  • Consolidated monthly invoicing
  • Simplified booking process without immediate payment
  • Potential volume-based discounts

Contact for Credit Applications: Email: info@tourismincentives.com
Subject: Credit Account Application – [Company Name]

Dispute Resolution

Payment Disputes

Resolution Process:

If you dispute a charge or payment issue:

Step 1: Direct Communication

  • Contact our finance team immediately at info@tourismincentives.com
  • Provide detailed explanation and supporting documentation
  • Include booking reference and transaction details

Step 2: Investigation

  • Our team investigates the dispute within 5 business days
  • Review of payment records, booking terms, and communications
  • Contact with relevant suppliers or payment processors as needed

Step 3: Resolution Proposal

  • Written response with findings and proposed resolution
  • Explanation of charges and supporting documentation
  • Fair resolution based on facts and policy terms

Step 4: Escalation

  • If unsatisfied with initial resolution, request senior management review
  • Independent assessment of dispute circumstances
  • Final decision communicated within 10 business days

Good Faith Commitment:

  • We are committed to fair, transparent resolution of payment disputes
  • Open communication and documentation exchange
  • Equitable solutions that maintain partnership relationships

Policy Updates and Amendments

Modifications to Payment Terms

Right to Modify:

  • We reserve the right to update payment terms and security procedures
  • Changes reflect operational needs, regulatory requirements, or security enhancements
  • Material changes communicated to active partners via email

Notification:

  • Updated “Last Updated” date at top of policy
  • Email notification for significant changes affecting partners
  • Advance notice provided when reasonably possible

Existing Bookings:

  • Confirmed bookings honored under terms agreed at time of booking
  • Payment terms modifications apply to new bookings after effective date
  • Grandfathered terms for certain categories where appropriate

Contact Information

Payment and Finance Inquiries

For all payment-related questions, assistance, or concerns:

Azerbaijan Tourism Incentives LLC – Finance Department

Email: info@tourismincentives.com
Subject Lines:

  • “Payment Methods Inquiry” – For payment option information
  • “Payment Issue” – For payment problems or disputes
  • “Invoice Request” – For invoice or receipt needs
  • “Credit Account” – For credit terms applications

WhatsApp: +994 50 886 0543
Business Hours: Monday – Friday, 9:00 AM – 6:00 PM (GMT+4)

Office Address:
Ali Asheref Alizade Ev 120 – First Floor
Narimanov Rayonu, AZ 1008
Baku City, Azerbaijan

Response Commitment:

  • Payment inquiries acknowledged within 24 business hours
  • Detailed payment instructions provided within 2 business days
  • Urgent payment issues addressed with priority
  • Finance team available for consultation and support

Our Commitment to Secure Transactions

At Tourism Incentives Azerbaijan, we understand that financial security is paramount for successful B2B partnerships. Our payment and security protocols are designed to:

✓ Protect Your Financial Information with industry-leading encryption and security measures
✓ Offer Flexible Payment Solutions tailored to international travel industry needs
✓ Ensure Transaction Transparency with clear documentation and communication
✓ Maintain Regulatory Compliance with Azerbaijan and international financial standards
✓ Support Partnership Success through fair, reliable payment processing

We are committed to making payment for Azerbaijan tour packages, Baku city tours, and Azerbaijan travel packages secure, convenient, and transparent for all our valued travel partners.

Contact us today to discuss payment options and begin your partnership journey with confidence!

This Payment & Security Policy is an integral part of the partnership agreement between Azerbaijan Tourism Incentives LLC and our registered travel partners. It should be read in conjunction with our Terms & Conditions, Privacy Policy, and Refund & Cancellation Policy.

Azerbaijan Tourism Incentives LLC | Baku, Azerbaijan | info@tourismincentives.com | WhatsApp: +994 50 886 0543