2. Flying club membership
2.1. You must be at least twelve years of age to join Flying Club. Members under eighteen years need consent from a parent or guardian to join Flying Club. Members under eighteen will not be able to spend any Miles on their own and will need a parent or guardian to spend Miles on their behalf. You may not transfer or assign your membership to any other individual, trust or estate. Corporations and other business entities are not eligible to become members under the Flying Club Terms.
2.2. To apply for membership an individual must either complete an application form, or enrol online or via the telephone. Membership applications must state the applicant’s full name, as it appears on their passport, date of birth and preferred mailing address for correspondence. Members cannot state more than one preferred mailing address. Members who are aged between 12-17 years can download a form online, which must be signed by a parent or guardian. This form must then be posted or faxed to your local Flying Club support office, where your application will be processed.
2.3. If your application for membership is accepted, we will notify you by assigning you an account and identification membership number. It is your responsibility to ensure that you take appropriate care of these details to prevent unauthorised persons from accessing your account and you must tell us in writing if you become aware that someone has gained unauthorised access to your details. Unless you tell us otherwise in writing, we shall be entitled to assume that anyone using your details to access your flying Club account is you.
2.4. Notwithstanding the other provisions of these Flying Club Terms, we retain sole discretion to accept or reject any application for membership. We also retain absolute discretion to suspend or terminate any membership account, or to withdraw any Miles or Tier Points earned as a result of the, following:
(a) the commission of a fraudulent, irregular, dishonest or suspicious transaction which shall include but shall not be limited to
(i) altering documents to procure Miles;
(ii) knowingly supplying incorrect information to accrue Miles;
(iii) attempting to procure Miles for flights which have not been flown or are not eligible for Miles; or
(iv) using or attempting to use stolen or counterfeit tickets; and/or
(b) the commission of misconduct which shall include but shall not be limited to
(i) failure to comply with these Flying Club Terms and/or VAA’s Conditions of Carriage;
(ii) misuse of the services and/or benefits which are available to Members from time to time; or
(iii) the use of threatening, abusive or insulting language or behaving in a threatening, abusive or insulting manner when dealing with any Virgin staff members or staff members of Participating Companies.
2.5. You can hold only one Flying Club account at any time. If more than one account number has been assigned to a member in error, the accounts will be combined and the Miles transferred to the new single account, less any duplicated bonuses or Miles from the same activity.
2.6. Your membership is valid for three years following your first Virgin Atlantic or Participating Company earning or spending activity in your account. Both your membership and any unredeemed Miles will remain active indefinitely, provided that you complete at least one valid earning or spending activity every three years. Earning and spending activities that are subsequently cancelled for any reason will not count as a valid activity (including without limitation any refunded Miles which are spent and then refunded) nor will the award or grant of any Miles as a result of a customer relations grievance. All unredeemed Miles in your account will be valid for three years from your most recent qualifying earning or spending activity irrespective of the date on which such Miles were purchased or earned by you. If you do not have a Virgin Atlantic or Participating Company earning or spending activity in any three-year period, your account and membership will automatically terminate without notifying you. Any mileage in your account at this date will expire and cannot be transferred to any other account at the point of expiry or in the future.
2.7. Your permanent membership card remains our property and must at our choice either be destroyed or surrendered and returned to us (or our agents) within 30 days of any termination or expiry of your membership or otherwise on demand. If you are in possession of one of our credit cards, you may also be required to surrender and return any such card upon demand to the card issuer and you will lose any entitlement to earn any further Miles and/or points on the card.
2.8. Miles are personal to a Member and cannot be transferred between Flying Club accounts except in the limited circumstances set out in paragraphs 2.9, 2.16 or as otherwise expressly stated in these Flying Club Terms. In all other circumstances, any Miles or Tier Points which have not been redeemed when your membership expires or is terminated for any reason will automatically expire and will not be redeemable.
2.9. Miles may be transferred from a Member’s account to a different account if:
(a) a Member dies provided that (i) we are provided with a copy of the deceased Member’s death certificate; (ii) we are provided with a copy of the deceased Member’s will showing that the proposed transferee is the lawful beneficiary of the Miles; and (iii) the requested transfer of the Miles is undisputed; or
(b) the Member requesting the transfer pays the relevant transfer fees set out in the Charges section and otherwise complies with the Miles Transfer Procedure
2.10. Your preferred mailing address determines the applicability of any local rules or restrictions relating to the services and eligibility for local promotions. You are responsible for notifying us of any change of name, address or other details.
2.11. We reserve the right to audit any Member’s account at any time, without prior notice. Upon discovery of discrepancies or violations of the Flying Club Terms or Conditions of Carriage all accruals and/or redemptions will be suspended until the matter has been satisfactorily resolved.
2.12. We retain the right to terminate your membership in the event of any breach by you of the Flying Club Terms and you will forfeit your right to future participation in the Programme. Any booking made using your Miles (a “Reward Booking”) made by you either before or after the date of breach will be subject to review and, where any Reward Booking has been made using Miles obtained fraudulently or otherwise in breach of these Flying Club Terms, possible cancellation by us.
2.13. In the event of a cancellation of a Reward Booking under clause 2.12 within 7 days of your scheduled date of travel, you shall be liable to pay Virgin the full published fare applicable in addition to any costs and damages, including but not limited to legal costs, reasonably incurred or suffered by us or any applicable Participating Company as a result thereof.
2.14. Upon the discovery of any breach of the Flying Club Terms, as an alternative to termination of membership, we may (in our discretion) impose reasonable conditions on any future Reward Bookings. Such conditions may include, without limitation, the deduction of Miles, the deduction of Tier Points and/or a reduction in tier grade.
2.15. Authorised Account Users
(a) Members may nominate one or more individuals as an "Authorised Account User". An Authorised Account User will be able to make bookings on the member’s behalf and redeem Miles from the member’s account, for themselves, the member or a third party, without the need for confirmation from the member. The member is deemed to consent to all bookings or redemptions made by the Authorised Account User.
(b) An Authorised Account User must be at least 18 years of age.
(c) Both the Member and any Authorised Account User can make changes to a booking. In the event of any contradictory instructions, the Member’s wishes shall prevail.
(d) Only the Member can authorise the addition and removal of, or changes to any Authorised Account User on his or her account.
(e) It is the sole responsibility of the Member to manage the Authorised Account User and to inform us immediately of any changes.
(f) You agree that we shall not be liable for the misuse or abuse of an account by any Authorised Account User.
2.16. To cancel your membership of Flying Club, or to seek advice about a lost/stolen card, please call the Flying Club helpline.
2.17. There are several tiers of Flying Club Members and in order to move from one tier to the next you must accumulate “Tier Points” as set out in the Little Red Book. To upgrade from Red status to reach Silver status you must earn 15 Tier Points in any “Upgrade Cycle”. Your Upgrade Cycle is calculated from the current date of the month to the 1st day of the same month in the previous year (i.e. any rolling minimum 12 months maximum 13 months). Once you are a Silver member you will remain a Silver member for a fixed membership period and, in order to retain Silver member status you will need to earn a minimum of 15* Tier Points in your fixed membership period. Your fixed membership period will be calculated from the date on which you achieved Silver member status and continue for the remainder of that month plus a further 12 months. In order to retain your Silver membership for a further fixed membership period, you must earn a minimum of 15 Tier Points in each fixed membership period and you will have the full 13 calendar months to retain your Silver membership status. For each Upgrade Cycle and Fixed Membership Period, your Tier Points will reset to 0. If you do not earn enough Tier Points to retain your Silver membership, you will automatically revert to being a Red member and will subsequently be sent a Red membership card.
*10 Tier Points to renew Silver member status if your membership year commences before 01 September 2011
2.18. To reach Gold member status you must earn 40 Tier Points in any Upgrade Cycle. Once you have reached Gold member status you must earn at least 40 Tier Points within your following fixed membership period to retain your Gold membership status for a further fixed membership period. Your first fixed membership period will be calculated from the date on which you achieved Gold member status and continue for the remainder of that month plus a further 12 months. In order to retain your Gold membership for a further fixed membership periods of a full 13 calendar months, you must earn a minimum of 40* Tier Points in each fixed membership period. For each renewal your Tier Point balance will reset to 0. If you do not earn enough Tier Points to renew your Gold membership, you will automatically become a Flying Club Silver member, and will subsequently be sent a Silver membership pack. The rules of Silver membership as detailed in clause 2.17 will then apply.
*30 Tier Points to renew Gold member status if your membership year commences before 01 September 2011
2.19. Gold Members Family Account
a) Members who have qualified for Gold membership status in the Flying Club Programme and have Gold status when Virgin Atlantic receive and process the application, can enrol a maximum of six children aged between 2 and 17 years of age, who reside at the same home address as the Gold member, to earn Flying Club Miles. Family members enrolled in this way will be enrolled into a Family Account.
b) Children enrolled in a Family Account can only earn Flying Club Miles for qualifying travel on Virgin Atlantic (codeshare flights booked through Virgin Atlantic and ticketed on a Virgin Atlantic prefix VS are not applicable). No Flying Club Miles will be earned by children enrolled in a Family Account when using any Participating Company goods or services. In addition, children enrolled in a Family Account will not qualify for any special offers, promotional fares or mileage bonuses.
c) Flying Club Miles earned on Virgin Atlantic flights through a Family Account, will be earned on exactly the same fares, and at exactly the same levels, as those earned by standard Red members as laid out in Section 3.3.
d) Each Family Account member will be assigned a Red membership card, with a unique membership number, which should be quoted when booking, or checking in for any qualifying Virgin Atlantic flights. Family Account members will not receive any Tier Points or membership recognition for any of the qualifying Virgin Atlantic flights taken.
e) The Miles earned through a Family Account will be transferred automatically into the Gold Member’s account after each mileage transaction is complete.
f) Gold Members can enrol members of their family by completing a simple enrolment form which can be downloaded online. Once completed this must be posted or faxed to your local Flying Club support office.
g) Family Account enrolments must state the family member’s full name as it appears on their/your passport and date of birth.
h) We will notify you that your Family Account application has been accepted by assigning the member of your family an account and identification membership number. This will be sent to the Gold Member.
i) Each family member can only hold one Family Account at any time and Miles can only be transferred between the Family Account and the Gold Member’s account.
j) If more than one account has been assigned to a family member in error, the accounts will be combined and any duplicate Miles cancelled.
k) We retain absolute discretion to accept or reject any application for Family Account membership or suspend any membership account in the event of irregular or fraudulent transactions.
l) Family Account membership is valid as long as the Gold Member retains Gold status and holds a valid Flying Club Gold membership card.
m) Should the Gold Member fail to retain Gold status, the Family Account will be suspended automatically. Should the member re-qualify for Gold status at a later date, they may re-apply, subject to the Flying Club Terms as laid out in this section. Gold Members may change the names of the members who hold Family Accounts once per annum, whenever they re-qualify for Gold status. However, only one Family Account may be held per Gold Member at any one time with up to six members of your household.
n) If an individual enrolled into a Family Account turns 18 years of age, that individual’s Family Account will be cancelled and the transfer of Miles earned by that individual after his or her 18th birthday will not be transferred into the Gold Member’s account. All Miles earned by that individual prior to his or her 18th birthday will be credited to the Gold Member’s account. On turning 18, the individual will become eligible to apply for his or her own standard Flying Club membership.
o) All correspondence pertaining to the Family Account will be sent to the Gold Member to whose account the Family Account is linked. The preferred mailing address of the Gold Member’s account will determine the applicability of any local rules or restrictions relating to the services and eligibility of local promotions.
p) You are responsible for notifying us of any change of name, address or other details of members of your family enrolled in a Family Account.
q) We retain the right to terminate a Family Account in the event of any breach of the Flying Club Terms by either the Gold Member or any of the individuals enrolled in the Family Account. Any Rewards booked by the Gold member using Miles from the Family Account either before or after the date of breach will be subject to review and, where any Reward has been booked using Miles obtained fraudulently or otherwise in breach of these Flying Club Terms, possible cancellation by us.
r) To terminate a Family Account, please contact your local Flying Club helpline.
2.20. Supplementary Silver Account (“SSA")
a) Members who have qualified for Gold status in the Flying Club Programme can enrol one person aged 18 years or over who resides at the Gold Member’s personal home address, as a new Silver Member. The new Member will be enrolled directly into Flying Club Silver and will receive a Supplementary Silver membership card once they have credited a Virgin Atlantic flight to the supplementary account.
b) Members enrolled into a SSA will be afforded exactly the same rights as a standard Flying Club Silver member under these Flying Club Terms, except that, in addition, the Gold member may spend Miles from the SSA to pay for a Reward, either in part or in full. The Gold member may use Miles from their own personal account and the SSA for the same Reward, although Rewards booked by the Gold Member using Miles from the SSA may only be booked via the Flying Club helpline. Where applicable any Gold member who has an Authorised Account User noted in their account, this user will also be entitled to spend the Miles from the SSA account. Gold Members cannot book Rewards using Miles from the SSA at any airport.
c) Miles earned by the SSA Member will not be transferred into the Gold Member’s account, but will be held in the SSA until either the SSA Member or the Gold Member wishes to spend them.
d) The SSA Member cannot spend Miles from the Gold Member’s account.
e) Gold Members can apply for a SSA by completing a simple enrolment form, which can be downloaded online. All applications for a SSA must be counter-signed by the potential SSA holder in order to give authority for the Gold Member to spend Miles from the SSA and to show that they agree to the Flying Club Terms. Once completed this must be posted or faxed to your local Flying Club support office.
f) To apply for a SSA, the Gold Member must use their home address as their preferred address and confirm these details at the time of applying for a SSA.
g) SSA applications must state the proposed new Member’s full name and date of birth. The Gold Member’s home address will be used for all correspondence.
h) A Gold Member may award the SSA to an existing Flying Club Member, so long as both parties agree and the nomination conforms with the Flying Club Terms as laid out in this section. The existing Member will be awarded a new membership number if applicable and the Gold Member may then spend any Miles previously earned by the existing account holder.
i) We will notify the prospective SSA Member that the SSA application has been accepted by assigning an account and identification membership number, and sending the SSA member a Flying Club Silver membership pack.
j) A Gold Member may award only one Flying Club SSA at any time. However, the Gold Member may change the SSA holder once per annum when they renew their Gold membership.
k) If more than one SSA has been assigned to a Member in error, the accounts will be combined and any duplicate Miles cancelled.
l) We retain absolute discretion to accept or reject any application for a SSA membership or suspend any membership account in the event of irregular or fraudulent transactions.
m) SSA membership is valid for as long as the Gold Member retains Gold tier status and holds a valid Flying Club Gold membership card.
n) Should the Gold Member fail to retain Gold status, their ability to spend Miles from the SSA will be cancelled with immediate effect. The SSA will remain active until the end of its present membership year, at which time Silver status will only be retained if the Silver renewal threshold has been met as laid out in section 2.17
o) Should the Gold member re-qualify for Gold membership at a later date, the Member may apply for a new SSA by completing a SSA application form.
p) If a SSA holder earns sufficient Tier Points to qualify for Gold status under the Flying Club Terms, the account will immediately convert into a Flying Club Gold account. Flying Club Terms & Conditions will then apply. The original Gold member may request a new SSA.
q) All correspondence pertaining to the SSA will be sent to the SSA holder at the same home address as the Gold Member’s account. The preferred home address of the Gold Member and SSA will determine the applicability of any local rules or restrictions relating to the services and eligibility for local promotions.
r) The SSA membership card remains our property and must at our choice either be destroyed or surrendered and returned to us (or our agents) within 30 days of any termination or expiry of the SSA membership or otherwise on demand. If the SSA Member is in possession of one of our credit cards, the SSA Member may also be required to surrender and return any such card upon demand to the card issuer and you will lose any entitlement to earn any further Miles and/or points on the card
s) The SSA holder is responsible for notifying us of any change of name, address or other details.
t) We retain the right to terminate a SSA in the event of any breach of the Flying Club Terms & Conditions. Any Rewards booked by either the SSA holder or the Gold member using Miles from the SSA either before or after the date of breach will be subject to review and possible cancellation by us.
u) To terminate a SSA, either the Gold Member or the SSA holder should contact the Flying Club helpline.
v) In all other respects an SSA membership is subject to these Flying Club Terms and the Current Rules and accordingly such a membership will expire where there is no qualifying earning or spending activity in any 36 month period in which event any unredeemed Miles will automatically expire. Accounts will however automatically become active again following completion of a new earning activity however unspent Miles earned prior to expiry will not re-activate.
2.21. Flying Club Gold members who purchase a full Economy ticket, are guaranteed an Economy seat when booked at least 3 days prior to departure and the Economy cabin or all cabins are full.
2.22. Flying Club Gold members earn an extra 100% of Miles flown when travelling with Virgin Atlantic across all classes. Gold members travelling on a codeshare agreement and with partner airlines will not qualify for the extra Miles. This equates to a minimum of 150% of Miles flown when travelling in Economy, 225% of Miles when travelling in Premium Economy and 250% of Miles flown when travelling in Upper Class.
2.23. Flying Club Gold Members receive one complimentary companion ticket upon renewal of their Flying Club Gold membership each year. The complimentary companion ticket is issued at the start of the subsequent membership year and is valid for 12 months from the date that it is awarded. All travel must be booked within this 12-month period. However the travel dates do not have to fall within this 12-month period. All other companion ticket terms and conditions apply (see clause 4.4).
2.24. Gold member date changes
When a Flying Club Gold member is travelling on a Virgin Atlantic Flight Reward, a Companion booking (Flight Reward ticket only) or the Miles have been redeemed from a Flying Club Gold member account, the date change fee will be waived for the Gold member and all passengers listed on the same booking reference. Date change fees on a CombiFare booking will only be waived when the revenue sector of the booking is an unrestricted fare.
Free date changes do not apply for Miles Plus Money bookings, normal revenue bookings or upgraded bookings using Flying Club Miles. Normal fare rules will apply.
2.25. Gold Card 60 Tier Point Clubhouse Passes (effective from September 2012)
(a) Invitations may only be issued to travellers who are members of Flying Club (including kids’ accounts) and are flying with Virgin Atlantic. Non Flying Club members must join at www.virginatlantic.com/flyingclub
(b) Each invitation admits one person only and can only be used once.
(c) Invitations will not be accepted at our shared lounges and can be used at Virgin Atlantic Clubhouses only.
(d) Clubhouse invitations will only be issued once 60 tier points have been earned on Virgin Atlantic and Flying Club partner airline flights within your membership year.
(e) Invitations must be presented at Virgin Atlantic Clubhouses with a valid Virgin Atlantic boarding pass and a Flying Club membership number to gain access to the lounge.
(f) No cash alternative or exchange is available as a replacement for this invitation.
(g) Defaced, amended or photocopied invitations will not be accepted by staff at Virgin Atlantic Clubhouses.
(h) Clubhouses invitations are valid for 12 months from the date of issue.
2.26 Gold Card 80 Tier Point Cabin Upgrade Reward (effective from 01 August 2012)
(a) Flying Club members who have achieved 80 tier points or more during their membership renewal will earn one cabin upgrade for two people. A round trip is defined as 2 travel sectors e.g. LHR-JFK-LHR. If redeeming a Cabin Upgrade on a return journey from London to Sydney and vice versa, as four travel sectors are flown, the cabin upgrade may only be redeemed for one person.
(b) All cabin upgrades must be completed by calling the local Contact Centre more than 24 hours before departure and cannot be added to the booking at the airport on the day of departure.
(c) The Flying Club cabin upgrade reward is subject to availability.
(d) If the Flying Club member is unable to upgrade either flight sector due to a lack of availability at the time of booking, the member may contact the Flying Club helpline to check availability and upgrade at a later date.
(e) If one sector of travel cannot be upgraded due to a lack of availability, the unused cabin upgrade reward will not be credited back to the Flying Club account for use at a later date.
(f) Only one cabin upgrade policy applies e.g. Economy to Premium Economy or Premium Economy to Upper Class.
(g) The cabin upgrade reward can be added to any revenue booking including those made by travel agents and can be applied to Standard Flight Rewards, CombiFares, Miles Plus Money bookings and Companion bookings (including Virgin Atlantic Credit Card companion rewards).
(h) This reward cannot be applied to a booking that already contains a Flying Club upgrade reward e.g. a Virgin Atlantic Credit Card upgrade.
(i) In order to redeem the cabin upgrade reward, both the Flying Club member and their travelling companion must be travelling on the same Virgin Atlantic flight on the same date.
(j) Cabin upgrades are only applicable on Virgin Atlantic operated services and exclude codeshare flights.
(k) Flying Club Miles and tier points will only be earned on the applicable revenue fare, as detailed in section 3 of the Flying Club Terms and Conditions and not on the upgraded cabin on travel.
(l) The 80 tier point cabin upgrade reward will be credited at the end of the Gold membership year.
(m) All bookings using the cabin upgrade reward must be made within 12 months of the Flying Club Gold Member’s renewal date, however travel may commence at a later date.
(n) The Flying Club Gold member must be one of the named passengers on the booking in order to use the cabin upgrade reward. The Flying Club member cannot transfer this reward to any other person.
(o) The cabin upgrade reward may be re-credited should the booking be cancelled more than 7 days prior to departure. Standard booking and cancellation fees apply.
(p) Standard redemption passenger taxes, fees, charges and surcharges apply to cabin upgrade rewards (subject to change).
2.27 Silver Members who retain their Silver membership status will be credited with 2,000 Miles within seven days of the new membership year.