1. Who we are and what these Terms cover

AID Coalition, a U.S. 501(c)(3) not-for-profit organization, through its Fly&Vote initiative, coordinates travel options for eligible Israeli citizens residing outside Israel who wish to travel to Israel in connection with the upcoming general election.

These Terms apply only to the travel-ticket portion of Fly&Vote: the purchase, issuance, use, change, cancellation, and support of airline or charter tickets arranged through Fly&Vote or its travel partners. These Terms do not replace the terms of any airline, airport, government authority, payment processor, travel agency, charter operator, insurer, or other supplier involved in your trip.

Fly&Vote is not a substitute for your own review of travel requirements. We may provide helpful information and reminders, but you remain responsible for deciding whether a trip is suitable for you and for complying with all applicable travel and voting requirements.

2. Non-partisan participation and no voting obligation

Fly&Vote is a non-partisan logistical initiative. It is intended to reduce travel friction and improve certainty for people who independently choose to travel to Israel. Fly&Vote does not support, oppose, or recommend any political party, candidate, slate, campaign, or voting position.

You are not required to vote, to vote in any particular way, to share your political views, or to take any political action as a condition of using Fly&Vote. Your ticket purchase is a travel purchase, not a political pledge.

Fly&Vote does not pay your personal travel costs, reimburse you for traveling, or provide cash or gifts in exchange for voting or political activity. Any donations to AID Coalition or Fly&Vote are separate from, and do not change, your ticket purchase.

3. How Fly&Vote books travel

To maximize available seats during a high-demand period, Fly&Vote may use several types of travel inventory, including scheduled commercial flights, low-cost carriers, charter flights, and combinations of these options.

When you purchase through Fly&Vote, you authorize Fly&Vote and its travel partners to select and issue a ticket that fits the preferences and flexibility you selected at checkout, subject to availability, supplier rules, payment approval, operational constraints, and the need to coordinate many travelers at the same time.

A purchase request is not a confirmed ticket until a ticket number, e-ticket confirmation, charter confirmation, or other written ticket confirmation is issued to you. If we are unable to issue a ticket after accepting payment, we will refund the amount collected for the unissued ticket, unless another solution is accepted by you.

4. Booking notice, review period, and acceptance of travel arrangements

Once Fly&Vote confirms travel arrangements for you, Fly&Vote will notify you of the itinerary or reservation. The notice may include the airline or carrier, charter operator or travel supplier, travel dates, routing, airports, connection details, fare type, baggage information where available, and applicable reservation or ticket terms.

All travel changes and cancellation are subject to the rules and regulations of the fare type and of the specific airline carrier. 

For bookings that include Co-Travelers (defined below), any booking notice, itinerary notice, review-period notice, acceptance deadline, cancellation deadline, or similar communication sent to the Head of Household (defined below) will be treated as notice for all Co-Travelers included in that booking. The applicable review period begins when Fly&Vote sends the notice to the Head of Household’s contact information or traveler portal, even if a Co-Traveler, parent, guardian, or other travel party does not separately open, receive, or read the notice.

5. Your travel preferences are important, but not guarantees

During registration or purchase, you may be asked to choose or confirm preferences, including: departure and return date ranges; departure, return, or connecting airports from a defined list; direct flight or flight with stops; scheduled, low-cost, charter, or combined routing; and a fare type such as Fare Light or Fare Flex.
We will use reasonable efforts to take these preferences into account. However, because seat inventory, charter capacity, airline rules, and election-week travel demand can change quickly, Fly&Vote cannot guarantee that your final itinerary will match every preference.

Your final itinerary may include different flight times, a connection, a different permitted airport within the options shown to you, a low-cost carrier, a charter flight, separate flight segments, or a combination of these. The itinerary details provided in your confirmation or the Fly&Vote traveler portal will control.

6. Fare Type: Choose Carefully

Fly&Vote may offer more than one ticket type. The exact fare rules shown at checkout and in your ticket confirmation will control your ticket. In general:

Fare Light — for travelers who are committed to the dates offered. Fare Light tickets are designed to help secure capacity and may be non-changeable and non-refundable once issued. If you cancel or cannot travel, full cancellation charges may apply.  If you cancel or cannot travel, full cancellation charges may apply.

Fare Flex — for travelers who need some date flexibility. Fare Flex may allow change requests if the airline, charter operator, or supplier permits the change and if alternative inventory is available. A change may require payment of any fare difference, airline or supplier fee, and a Fly&Vote handling fee shown at checkout or in the ticket terms, currently expected to be approximately USD $50 per change request unless otherwise stated.

Fare Flex does not guarantee that a change will be possible. It also does not guarantee a refund, a specific airline, a specific route, a direct flight, or availability on a preferred date. If no permitted alternative is available, the original ticket terms continue to apply.

Fly&Vote may charge a handling fee of 3% of the ticket dare and USD $ 50 for each change request, in addition to any fare difference or airline-imposed fees. Some changes may not be possible due to airline or supplier restrictions. Fly&Vote cannot guarantee that any requested change will be approved.

7. Price, payment, and what is included

The price shown at checkout is for the ticket and any items expressly listed at checkout or in your ticket confirmation. Unless clearly stated otherwise, the price does not include checked baggage, seat selection, meals, upgrades, travel insurance, ground transportation, lodging, passport or visa costs, airport fees collected locally, special assistance charges, or other optional services.

Payment must be completed using the methods offered at checkout. Your card or payment method may be charged by AID Coalition, Fly&Vote, a payment processor, a travel agency, an airline, or another travel partner, depending on how the ticket is issued.

Tickets are personal to the traveler named on the ticket. Most tickets cannot be transferred to another person. Name corrections are subject to airline or supplier rules and may be impossible or costly.

Change and cancellation fees are governed by Section 12 and may include Fly&Vote handling fees, airline-imposed charges, and fare differences. 

8. Passenger information must be accurate

You are responsible for providing complete and accurate passenger information, including your full name exactly as it appears on the passport or travel document you will use, date of birth, gender where required by the carrier, passport details where required, nationality, contact information, and any other required travel information.
If information you provide is incomplete or incorrect, your ticket may be delayed, rejected, cancelled, or unusable. Any fees, fare differences, new ticket costs, or losses caused by incorrect or late information are your responsibility, except to the extent caused by Fly&Vote's own error.

8A. Family, minor, and co-traveler registrations

In some cases, Fly&Vote may allow one adult traveler to register, purchase, or coordinate travel for minor children, a spouse, partner, family members, or other co-travelers included in the same travel request. For all purposes related to Fly&Vote related travel, including, without limitation, the registration, travel confirmation and these Terms, the adult who submits the registration or purchase request, manages the booking, or communicates with Fly&Vote for the group is the “Head of Household,” and each other person included in that registration, purchase request, reservation, itinerary, or travel group is a “Co-Traveler.”

By registering, submitting information for, purchasing travel for, accepting travel arrangements for, or communicating with Fly&Vote about a Co-Traveler, the Head of Household represents and warrants that they have all rights, consents, permissions, and authority required to do so. This includes authority to provide the Co-Traveler’s personal, travel, identification, passport, contact, preference, and support information; to request, purchase, accept, change, or cancel travel arrangements for the Co-Traveler; to authorize Fly&Vote and its travel partners to use and share the Co-Traveler’s information as reasonably needed to arrange and support travel; and, for a minor, authority from each parent, legal guardian, or other person whose consent is required by applicable law, airline rules, border or immigration authorities, or other travel requirements.

The Head of Household is responsible for providing complete, accurate, current, and timely information for each Co-Traveler, including legal names, dates of birth, passport or travel-document details, nationality, contact details where required, travel preferences, special requests, and any other information required for reservation, ticketing, security, check-in, transit, entry, or support. The Head of Household is responsible for any delay, rejection, cancellation, denied boarding, additional fee, fare difference, new-ticket cost, loss of fare value, or other loss or expense resulting from inaccurate, incomplete, late, inconsistent, or unauthorized information for a Co-Traveler, except to the extent caused by Fly&Vote’s own error.

The Head of Household is responsible for ensuring that each Co-Traveler has all documents, permissions, and authorizations required for every part of the trip. This may include valid passports, Israeli identification, visas, transit permissions, entry permissions, parental or guardian permissions for minors, custody or consent documentation, health or security documents, and any airline, airport, border, immigration, government, or supplier-required forms or approvals. Fly&Vote may provide general reminders, but Fly&Vote does not verify or guarantee that any Co-Traveler has the documents, permissions, or authority required to travel.

The Head of Household is financially responsible for the ticket price and all costs, charges, fees, fare differences, penalties, optional services, and expenses associated with the registration, reservation, ticketing, change, cancellation, rebooking, check-in, boarding, transit, entry, or travel of each Co-Traveler, except for amounts that Fly&Vote expressly agrees in writing to cover. These costs may include baggage, seat selection, meals, special assistance charges, passport or visa costs, local airport fees, replacement documents, new tickets, no-show or cancellation charges, and other expenses not expressly included in the ticket confirmation.

Fly&Vote may send booking notices, review-period notices, itineraries, ticket confirmations, ticket numbers, passenger-name-record information, payment notices, change or cancellation notices, disruption updates, support communications, portal access information, and other operational travel communications for all Co-Travelers to the Head of Household. Communications sent to the Head of Household will be treated as communications sent for the registered family or travel group. The Head of Household is responsible for monitoring these communications, completing any required information or action by the stated deadline, and forwarding or explaining relevant information to each Co-Traveler, parent, legal guardian, or other travel party as necessary.

Fly&Vote may rely on instructions, approvals, confirmations, cancellations, change requests, information, and acceptance of travel arrangements received from the Head of Household as being authorized for all Co-Travelers included in the booking. The Head of Household is responsible for resolving any disagreement among Co-Travelers, parents, guardians, or other travel parties about the booking, travel arrangements, use of information, or communications.

Fly&Vote’s intention is for registered family members and Co-Travelers in the same household booking to travel together. AID Coalition/Fly&Vote will take all reasonable steps available to it to arrange the registered family or household group on the same or coordinated itinerary where reasonably practicable, subject to seat availability, supplier rules, fare rules, payment approval, ticketing deadlines, operational constraints, schedule changes, and the accuracy and timeliness of information provided. Fly&Vote cannot guarantee adjacent seats, a single passenger-name record, the same fare class, the same airline or route after a disruption, or that airlines or travel suppliers will maintain the group together if schedules change, flights are cancelled, or suppliers impose operational changes.

9. After your ticket is issued

When your ticket is issued, Fly&Vote will provide your itinerary through email, WhatsApp, SMS, the Fly&Vote traveler portal, or another communication channel used by the initiative.

If your booking notice includes a review or cancellation deadline, you must notify Fly&Vote within that deadline if you do not accept the travel arrangements.
Please review your ticket immediately. Check the spelling of your name, travel dates, airports, flight times, baggage information, and any connection details. If you believe there is an error, contact Fly&Vote support as soon as possible and before making any independent changes.

After ticket issuance, airline-specific services are generally handled directly with the operating airline. This includes seat assignments, additional baggage, frequent-flyer numbers, meals, online check-in, boarding passes, special assistance, and airport procedures, unless Fly&Vote expressly confirms that it will handle a specific item for you.
For bookings that include Co-Travelers, any booking notice, itinerary notice, review-period notice, acceptance deadline, cancellation deadline, or similar communication sent to the Head of Household will be treated as notice for all Co-Travelers included in that booking. The applicable review period begins when Fly&Vote sends the notice to the Head of Household’s contact information or traveler portal, even if a Co-Traveler, parent, guardian, or other travel party does not separately open, receive, or read the notice.

Any change or cancellation after ticket issuance is subject to the Fly&Vote Change and Cancellation Policy described in Section 12, as well as airline or supplier rules. 

10. Baggage, seats, meals, and other optional services

Baggage allowances can differ significantly between scheduled airlines, low-cost carriers, charter flights, and separate ticket segments. Unless your ticket confirmation expressly states that checked baggage is included, you should assume that baggage may need to be purchased or confirmed directly with the airline.

Seat assignments, meals, upgrades, frequent-flyer credit, special meals, and other optional services are not guaranteed by Fly&Vote. They are subject to airline rules and availability. Some airlines allow these services only during online check-in or at the airport.

Fly&Vote will make reasonable efforts to provide the airline booking information needed for you to manage these services, but Fly&Vote cannot guarantee the airline will accept or process your request.

11. Combined itineraries, self-transfers, and separate tickets

To create enough capacity for election-week travel, Fly&Vote may arrange itineraries that include flights operated by multiple carriers, low-cost carriers, charter operators, travel agencies, or other travel suppliers. Some itineraries may include separate tickets or flight segments that are not connected as a single airline itinerary and may not include airline interline protection.

If your itinerary includes separate tickets, multiple carriers, or a self-transfer connection, you may be required at the connection point to leave the secure transit area, pass through passport control, immigration, customs, security screening, or transit screening, collect your checked baggage, move between terminals or airports, and check in again with the next airline or travel provider. The airlines may not transfer your baggage to your final destination and may not be responsible for rebooking you if one flight delay causes you to miss a separate onward flight.

You are responsible for completing all required connection steps and for making sure, before travel, that you have all documents and permissions required for every part of your itinerary. This includes passport validity, identification, visas, transit visas, entry permissions, health or security requirements, and any documents required by an airline, airport, border authority, immigration authority, or government authority.

Fly&Vote will plan these itineraries using a connection time that it reasonably believes is sufficient for this process. For separate-ticket or self-transfer itineraries, Fly&Vote’s planning standard is to allow at least three hours between the scheduled arrival of one flight and the scheduled departure of the next flight, unless a different standard is expressly stated in your itinerary or ticket confirmation. This planning standard is intended to reduce risk, but it cannot eliminate the risk of missed connections.
Delays and unforeseen circumstances may still affect your ability to complete the connection. Examples include delayed aircraft, baggage delays, passport control or immigration queues, customs inspections, airport congestion, security delays, terminal changes, weather, strikes, government action, or other travel disruptions. If a travel disruption occurs, Fly&Vote will try to assist with necessary rebooking within its ability and subject to airline, charter, supplier, fare, availability, payment, and ticketing rules. Fly&Vote cannot guarantee that replacement seats, refunds, credits, compensation, hotels, meals, or other expenses will be available or covered unless required by the applicable supplier rules or applicable law.

12. Changes and cancellations requested by you

All change or cancellation requests must be made through Fly&Vote support unless your ticket confirmation instructs you otherwise. A request is not confirmed until Fly&Vote or the relevant supplier confirms it in writing.

Whether a change or cancellation is possible depends on your fare type, airline or charter rules, supplier rules, seat availability, payment of any applicable fare difference, and payment of any airline, supplier, or Fly&Vote handling fee. Some tickets cannot be changed or refunded for any reason once issued.
If you do not travel, arrive late, miss check-in, fail to board, or fail to use one segment of your itinerary, the airline may cancel remaining segments and the ticket value may be lost. No-show rules are set by the airline or supplier.
 
Change & Cancellation Policy All requests must be submitted through Fly&Vote support (support@aid-coalition.org) unless your ticket says otherwise. A request is not confirmed until Fly&Vote or the supplier sends written confirmation.

Cancellation Policy  

• Within 24 hours of purchase: subject to airline rules and fees.  Fly&Vote will not charge processing fees for cancellations submitted within 24 hours of purchase

• After 24 hours: subject to airline rules and fees.  Fly&Vote will charge a processing fee of 3% of the ticket price + USD $50.  Some tickets may be non‑refundable once issued.

Change Policy

• Fly&Vote will charge a handling fee of USD $ 50 per change request

• Airline and supplier fees and fare differences will be charged as well.

• Not all changes are possible, depends on airline rules, fare type, and seat availability

• Fly&Vote cannot guarantee approval of any change request
  
  12.A. Special Block Flights
  
  For special Fly&Vote block flights, the following additional rules apply: 
  
  Changes: Permitted until 30 days before initial departure of first flight, subject to airline or supplier rules.  Fly&Vote will charge a handling fee of USD $ 50 to process the change. 
  Cancellations: A Fly&Vote handling fee of 3% of the ticket price plus USD 50 shall apply, in addition to any airline or supplier cancellation charges. 
  
  Changes less than 30 days prior to departure are not allowed, and the full ticket fee will not be refunded.
   

13. Airline changes, delays, cancellations, and missed flights

Airlines, airports, charter operators, and authorities may change or cancel flights, aircraft, schedules, terminals, baggage rules, check-in rules, or routes. These changes are outside Fly&Vote's control.

If a flight is delayed, cancelled, or disrupted on the day of travel, contact the operating airline immediately, follow airport instructions, and also notify Fly&Vote support. The airline is usually the fastest and primary source for same-day rebooking, meal or hotel information, baggage handling, and operational updates.

Fly&Vote will try to assist within its ability, especially for itinerary changes and cancellations managed through Fly&Vote, but Fly&Vote cannot guarantee that replacement seats will be available or that an airline or supplier will provide a refund, credit, hotel, meal, alternative flight, or other compensation.

If you miss a separate onward flight for any reason, including delay by another airline, security delay, baggage delay, passport control delay, or late arrival at the airport, the cost of a new ticket or other expenses may be your responsibility unless the airline or supplier agrees otherwise.

14. Travel documents, entry, transit, health, and security requirements

You are responsible for confirming that you may legally travel, enter Israel, transit through any connecting country, and return to your country of residence or departure. This may include passports, Israeli identification, visas, transit visas, entry permissions, health requirements, security requirements, parental permissions for minors, and any documents required by an airline, airport, or government authority.

If a booking includes Co-Travelers, the Head of Household is responsible for confirming that each Co-Traveler may legally travel, enter Israel, transit through any connecting country, and return to the relevant country of residence or departure. For minors, this includes obtaining and carrying any parental, guardian, custody, consent, or travel authorization documents that may be required by applicable law, airline rules, airport procedures, border authorities, immigration authorities, government authorities, or travel suppliers.

Fly&Vote may provide general reminders, but it does not guarantee that any traveler is eligible to board a flight, enter or transit through a country, enter Israel, or vote. If you are denied boarding, transit, entry, or voting eligibility because of documents, legal status, health rules, security rules, or official decisions, fare rules and cancellation charges may still apply.

You should arrive at the airport early and comply with airline, airport, security, customs, immigration, and government instructions at all times.

15. Voting information and election changes

Fly&Vote may provide information about travel timing, voting logistics, and general voting resources. Official voting rules, eligibility, polling locations, identification requirements, and election procedures are controlled by the relevant Israeli authorities, not by Fly&Vote.

Fly&Vote cannot guarantee that you will arrive in Israel in time to vote, that an election date will not change, that your polling location will be available, or that you will be eligible to vote. If the election date changes or official voting requirements change, Fly&Vote will make reasonable efforts to provide available travel options, but airline and supplier fare rules will continue to apply unless the supplier agrees otherwise.

16. Communication and traveler portal

Fly&Vote may communicate with you by email, WhatsApp, SMS, telephone, the traveler portal, or other channels you provide or approve. You are responsible for giving accurate contact information and monitoring messages before and during travel.

For family, household, or Co-Traveler bookings, Fly&Vote may communicate through the Head of Household for all Co-Travelers, unless Fly&Vote expressly agrees otherwise in writing. The Head of Household is responsible for maintaining accurate contact information, monitoring all communication channels used for the booking, responding by stated deadlines, and sharing relevant operational, ticketing, itinerary, change, cancellation, disruption, support, and portal information with the Co-Travelers and any parents, guardians, or other travel parties as necessary.

The Fly&Vote traveler portal, where available, will show key itinerary information for travelers whose flights have been confirmed. The portal is intended to help you access your travel details, but the airline's own systems and airport information screens may control operational details such as gates, terminal changes, delays, and check-in requirements.

17. Support

Fly&Vote will operate customer support to assist travelers, with priority on ticket issuance, itinerary information, changes, cancellations, and election-week travel coordination. Support contact details will be provided on the website, at checkout, or in your traveler portal.

Because Fly&Vote may be supporting many travelers at the same time, response times may vary. For urgent day-of-travel airline issues, you should contact the operating airline immediately and also notify Fly&Vote support.

18. Travel insurance and personal expenses

Travel insurance is strongly recommended. Fly&Vote does not provide travel insurance unless it is expressly offered and purchased as a separate product. You are responsible for personal expenses, including hotels, meals, local transportation, replacement documents, medical expenses, lost or delayed baggage, new tickets, and other costs not expressly included in your ticket or covered by an airline or insurer.

19. Events outside Fly&Vote's control

Fly&Vote is not responsible for failure or delay caused by events outside its reasonable control. Examples include airline or charter disruptions, aircraft availability, weather, strikes, airport congestion, government action, border or security restrictions, war, terrorism, civil unrest, public health events, cyber incidents, payment-system outages, supplier failures, changes in election timing, or other events that could not reasonably be prevented by Fly&Vote.

If such an event occurs, Fly&Vote will try to communicate practical information and available options, but refunds, credits, replacement travel, and expenses will depend on the applicable airline, charter, supplier, payment, and insurance rules.

20. Responsible use and cancellation for misuse

Fly&Vote may refuse service, cancel a purchase request, suspend portal access, or decline support where reasonably necessary for safety, fraud prevention, legal compliance, operational integrity, or protection of staff, volunteers, travel partners, or other travelers.

Examples include false passenger information, payment fraud, abusive conduct toward staff or volunteers, misuse of the traveler portal, attempts to transfer a non-transferable ticket, security concerns, or violation of these Terms or supplier rules. Any refund will depend on the applicable fare and supplier rules, unless applicable law requires otherwise.

21. Limits of responsibility

Fly&Vote will use reasonable efforts to coordinate and support your ticketed travel. However, air travel involves third parties and operational risks that Fly&Vote does not control. To the maximum extent permitted by applicable law, Fly&Vote and AID Coalition are not responsible for indirect, incidental, special, consequential, or punitive damages, including lost wages, lost opportunities, emotional distress, alternative travel costs, hotel costs, missed events, or inability to vote.

To the maximum extent permitted by applicable law, any total liability of Fly&Vote or AID Coalition related to a ticket purchase will not exceed the amount you paid to Fly&Vote or its travel partner for the affected ticket, excluding amounts paid directly to airlines or other third parties, unless a different limit is required by law.
Nothing in these Terms limits rights that cannot be limited under applicable law, and nothing in these Terms is intended to waive legally required airline passenger rights.

22. Privacy and data sharing

To arrange travel and provide support, Fly&Vote may collect and use passenger, contact, payment, travel-preference, itinerary, and support information. Fly&Vote may share necessary information with airlines, charter operators, travel agencies, payment processors, technology providers, support providers, and other partners involved in issuing or supporting your ticket, and where required by law or authorities.

Additional privacy terms may be provided in Fly&Vote's Privacy Policy. By purchasing or using a ticket through Fly&Vote, you agree that your information may be used and shared as reasonably needed to arrange and support your travel.

23. Updates to these Terms

Fly&Vote may update these Terms for future purchases. The version presented to you at checkout or linked from your purchase flow will apply to your purchase, unless a change is required by law or is more favorable to you and Fly&Vote confirms that it applies.

24. Governing law and disputes

Fly&Vote travel services are provided by AID Coalition, a United States corporation registered in the State of Pennsylvania. These Terms and Conditions, and any purchase, reservation, ticketing service, support service, communication, claim, dispute, or disagreement arising out of or relating to the Fly&Vote travel services, will be governed by the laws of the State of New York and applicable federal laws of the United States, without regard to conflict-of-law rules that would require the application of the laws of another jurisdiction.

By purchasing or confirming a ticket through Fly&Vote, each traveler agrees that any claim or dispute with AID Coalition, Fly&Vote, or their officers, directors, employees, agents, volunteers, or representatives will be resolved exclusively in the state or federal courts located in New York, U.S., unless AID Coalition agrees otherwise in writing or unless applicable law requires a different forum. Each traveler agrees to the personal jurisdiction and venue of those courts and waives any objection that such courts are inconvenient or improper.

Before starting any formal legal proceeding, the traveler agrees to first contact Fly&Vote in writing and allow a reasonable opportunity to resolve the issue in good faith. This informal resolution step is intended to help solve problems quickly and fairly, and does not prevent either party from seeking urgent relief where necessary or from preserving legal rights before a deadline expires.

Nothing in this section limits any non-waivable rights a traveler may have under applicable law, or any separate rights the traveler may have directly against an airline, charter operator, travel supplier, payment processor, or other third-party service provider under that provider’s own terms and applicable law.

25. Contact

Fly&Vote Travel Support: support@aid-coalition.org  [support phone/WhatsApp] [support hours]
Website: http://www.aid-coalition.org
Privacy: https://www.aid-coalition.org/privacypolicy

For urgent airport or day-of-travel operating issues, contact the operating airline immediately and then notify Fly&Vote support.

Checkout acceptance language

I have read and agree to the Fly&Vote Travel Ticket Terms and Conditions. I understand that Fly&Vote is a non-partisan travel-coordination initiative, not an airline or government authority; that my travel preferences are not guarantees; that airline, charter, supplier, and fare rules apply; that some tickets may be non-changeable and non-refundable; that I am responsible for my travel documents, transit rights, check-in, baggage, optional services, and voter eligibility; and that I authorize Fly&Vote and its travel partners to issue a ticket consistent with the fare type and flexibility I selected.
I also understand that, once Fly&Vote sends notice of my confirmed travel arrangements, I must notify Fly&Vote within the stated review period if I do not accept them, and that failure to do so may be treated as acceptance of the travel arrangements, subject to the applicable reservation, fare, supplier, and ticket terms.
If I register, purchase, request, or coordinate travel for any minor child, spouse, partner, family member, household member, or other Co-Traveler, I confirm that I am the Head of Household (as defined with the Fly&Vote Terms & Conditions) for that booking and that I have all rights, consents, permissions, and authority required to do so. I understand that I am responsible for providing complete and accurate information for each Co-Traveler; for ensuring that each Co-Traveler has all required travel documents, permissions, and authorizations; for all ticketing, reservation, change, cancellation, rebooking, optional-service, and travel-related costs and expenses associated with each Co-Traveler except where Fly&Vote expressly agrees otherwise in writing; and for receiving, reviewing, completing, and forwarding all relevant Fly&Vote, reservation, itinerary, ticketing, portal, and operational communications for the Co-Travelers in my booking. I understand that Fly&Vote may rely on my instructions, approvals, confirmations, information, and acceptance of travel arrangements on behalf of all Co-Travelers included in my booking.

Appendix: AID Coalition Privacy Policy Annex C

This Annex is an integral part of the AID Coalition Privacy Policy ( https://www.aid-coalition.org/privacypolicy ) and applies when you register for, request, purchase, confirm, or receive travel-related services through the Fly&Vote initiative, including flight reservation support, ticketing, itinerary management, travel communications, customer support, changes, cancellations, disruption support, and related logistics.

Fly&Vote is a non-partisan civic participation initiative. We use traveler information only to provide, manage, support, secure, and improve the Fly&Vote travel service, to comply with law, and to protect the rights, safety, and security of participants, AID Coalition, Fly&Vote, and our service providers. We do not use traveler information to influence how any person votes, to infer or record party preference, or to support any political party or candidate.

A. Travel information we may collect
For Fly&Vote travel services, we may collect and process the following information, depending on the service requested:

• Full legal name as it appears on your passport or travel document.

• Date of birth, gender, nationality, citizenship, passport or government-issued travel document details, expiration date, and related identification information required for ticketing, verification, airline security, or travel logistics.

• Contact details, including email address, phone number, WhatsApp number, address, preferred language, and emergency contact if provided.

• Travel preferences, including departure airport, return airport, travel dates, flexibility, direct or connecting flight preference, baggage preference, seating preference, meal preference, accessibility-related requests, and other information you choose to provide.

• Reservation and ticketing information, including itinerary, passenger name record, ticket number, booking status, fare type, payment status, change or cancellation requests, disruption records, and support history.

• Payment and transaction information related to your purchase. Payment card information is processed by our payment service providers. AID Coalition does not intend to store full payment card numbers unless expressly stated at the time of payment.

• Communications with us, including emails, forms, SMS, WhatsApp messages, support requests, call notes, and related records.

• Technical and usage data when you use our websites, portals, forms, or communications systems, as described in the main Privacy Policy.
   

B. How we use Fly&Vote travel information
We use Fly&Vote travel information to:

• Confirm identity and travel eligibility for the requested travel service.

• Search, reserve, issue, manage, change, or cancel travel arrangements.

• Provide itineraries, tickets, traveler portals, reminders, service announcements, disruption updates, and customer support.

• Communicate with airlines, charter operators, travel agencies, global distribution systems, payment processors, communications providers, support providers, and other travel-related service providers.

• Manage fare rules, traveler preferences, operational constraints, support requests, chargebacks, refunds, disputes, security incidents, and legal compliance.

• Maintain appropriate records for accounting, audit, legal, compliance, security, and dispute-resolution purposes.

• Prepare aggregated or de-identified operational reports, such as total number of registered participants, ticketed travelers, route demand, or support volume, without identifying individual travelers.
   

C. Sharing information for ticketing and travel support

To provide Fly&Vote travel services, we may share the minimum necessary traveler information with travel-related providers, including airlines, charter operators, travel agencies, reservation systems, ticketing platforms, payment processors, communications providers, customer-support tools, cloud and CRM providers, professional advisors, and, where legally required, government, airport, border, aviation, law-enforcement, or security authorities.

Some travel providers act as independent businesses and may process traveler information under their own privacy policies, legal obligations, security requirements, and ticketing rules. Once information is provided to an airline, charter operator, travel agency, payment processor, or other independent provider, that provider may be separately responsible for how it processes the information.

We do not sell traveler information. We do not share traveler information with third parties for their own marketing. We do not share traveler information with any political party, candidate, or campaign for voter persuasion, party advocacy, or political targeting.

D. Voting privacy and political neutrality

Fly&Vote does not ask how you intend to vote and does not collect your ballot choice, party affiliation, political preference, or candidate preference.
Because participation in Fly&Vote may relate to civic or electoral participation, we treat Fly&Vote traveler information with heightened care. We use this information only for the Fly&Vote purposes described in this Privacy Policy and do not use it to create political preference profiles or to target political messaging based on inferred political views.

For travelers located in the EU or UK, information that reveals or may be understood to reveal political opinions can be treated as special-category data under GDPR/UK GDPR, and explicit consent or another valid condition may be required for certain processing. UK ICO guidance identifies political opinions as special-category data and notes that organizations should not use inferred or actual special-category data for political targeting without explicit consent.

E. Sensitive requests and special assistance

You may choose to provide information about meal preferences, accessibility needs, health-related travel requests, religious meal requests, or other special assistance. Please provide this information only if you want us to use it for your travel request.

When you provide such information, you authorize us to use it only as needed to support your travel request and to share it with relevant travel providers, such as airlines or charter operators. We cannot guarantee that any airline or travel provider will honor a specific request.

F. Travel communications

Fly&Vote travel services require operational communications. These may include registration updates, payment confirmations, ticketing updates, itinerary notices, schedule changes, reminders, disruption notices, support messages, and urgent travel updates by email, SMS, WhatsApp, phone, or other communication channels you provide.

You may opt out of optional newsletters or promotional communications. However, if you opt out of operational travel messages, we may not be able to provide important updates about your booking, ticket, itinerary, changes, or disruptions.

G. Retention of Fly&Vote travel data

We keep Fly&Vote travel information only as long as needed for the travel service, legal compliance, accounting, audit, security, dispute resolution, and legitimate operational purposes.

Unless a longer period is required for legal, tax, accounting, payment, chargeback, security, audit, or dispute purposes, project-specific Fly&Vote data will be deleted or de-identified according to the project-specific retention rules in the main Privacy Policy. Passport copies or identity document images, if collected, should be deleted or de-identified as soon as they are no longer needed for verification, ticketing, or legal compliance.

Certain transaction, ticketing, payment, tax, accounting, support, and dispute records may need to be retained longer than other project-specific data. When we no longer need personal information, we delete it or de-identify it securely.

H. Accuracy of traveler information

Travel bookings often require exact information. You are responsible for providing accurate, complete, and current traveler information, including the exact legal name and passport or travel document details required for ticketing. Incorrect information may result in denied boarding, additional costs, inability to issue or change a ticket, or loss of fare value under airline or supplier rules.

I. Automated tools and human support

We may use software tools, reservation systems, routing tools, CRM systems, analytics tools, communications tools, and AI-assisted support tools to help manage high-volume travel logistics and customer support. These tools may help organize information, suggest routing options, prioritize support requests, or draft operational communications.

We do not intend to make decisions that produce legal or similarly significant effects about a traveler solely by automated means without appropriate human involvement.

J. Minors and family travelers

Fly&Vote travel services are primarily intended for eligible adult participants. If you provide information about a minor child, spouse, partner, family member, household member, or other Co-Traveler for travel purposes, you confirm that you have all rights, consents, permissions, and authority required to provide that information and to authorize its use and sharing for the requested Fly&Vote travel service.

This includes authority for Fly&Vote and its travel-related providers to collect, use, disclose, and process the Co-Traveler’s information as reasonably needed to register the travel request, search for travel, reserve or issue tickets, manage itineraries, provide operational communications, support changes or cancellations, respond to disruptions, comply with law, and protect the safety and security of travelers and the Fly&Vote service.

For minors, you confirm that you are the parent or legal guardian, or that you have obtained all required permission from the parent, legal guardian, or other person whose consent is required. For adult Co-Travelers, you confirm that you have their permission to provide their information and to receive travel-related communications and ticketing information on their behalf.