Before confirming any reservation with Xplore Matters, please ensure that you have carefully read and fully understood the Terms and Conditions outlined herein. By proceeding with a reservation, you acknowledge that you accept these Terms and Conditions and agree to be bound by them. This agreement governs your use of our travel services and outlines your responsibilities, rights, and limitations as a client.

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1. Agency Overview

 

1.1 About Xplore Matters

Xplore Matters LLC (hereinafter referred to as "Xplore Matters," "we," "us," or "our") operates as an independent travel agency affiliated with Fora Travel, a host agency that provides access to a global network of preferred partner programs and negotiated benefits. These programs are invitation-only and extended exclusively to select agencies, allowing our clients (hereinafter referred to as "you," "your") to enjoy enhanced amenities, priority recognition, and other value-added services—often without the need for elite loyalty status.

Through this affiliation, we may offer privileged booking access to luxury hotels, boutique properties, and other premium travel suppliers worldwide. This includes participation in exclusive programs such as Four Seasons Preferred Partner, Virtuoso, Shangri-La Luxury Circle, Relais & Châteaux Preferred Partner, Peninsula PenClub, withIN by Small Luxury Hotels of the World (SLH), Jumeirah Passport to Luxury, Tablet Pro, and Fora Reserve, among others. These programs may provide benefits such as room upgrades, daily breakfast, resort credits, flexible check-in/out, and personalized recognition—subject to availability and program terms.

Please note that Xplore Matters does not own, manage, or directly operate any of the services or providers involved in your travel experience. This includes, but is not limited to, airlines, ground transportation companies, hotels, resorts, cruise lines, restaurants, or any third-party suppliers that comprise your travel package (hereinafter referred to as the “Package”).

We specialize in curated travel planning, booking assistance, and destination experiences designed to emphasize luxury, meaning, and emotional resonance.

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1.2 Our Commitment to Inclusivity and Respect

Xplore Matters is committed to fostering a travel experience that respects and celebrates diversity. We do not discriminate on the basis of race, color, national origin, religion, gender, gender identity or expression, sexual orientation, age, disability, or any other protected characteristic. While we strive to work with partners who share these values, we cannot guarantee the policies or conduct of third-party providers.

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2. Booking and Service Terms

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To engage Xplore Matters for travel services, you must be at least 18 years of age and legally capable of entering into binding contracts. By initiating a booking, you confirm that you meet these eligibility requirements.

All quotes and proposals provided by Xplore Matters are non-binding and subject to change until confirmed in writing. Final pricing, availability, and service details will be outlined in your formal booking agreement or invoice.

Payment terms, including deposit requirements, due dates, and accepted payment methods, will be specified in your service agreement. Failure to meet payment deadlines may result in cancellation or forfeiture of your reservation.

Cancellation and refund policies are governed by the terms of the individual suppliers involved in your travel Package. Xplore Matters will assist in facilitating cancellations where possible, but we may charge a service fee for administrative handling. Refund eligibility and timing are subject to supplier rules and cannot be guaranteed.

If you request changes to your itinerary after booking, we will make reasonable efforts to accommodate them. However, all changes are subject to availability, and additional costs may apply depending on supplier policies and timing.

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3. Payment Terms

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To confirm a booking, full payment or a deposit may be required, depending on the supplier’s policy and the nature of the travel product. Payment deadlines will be communicated at the time of booking and must be met to avoid cancellation or forfeiture of reservations. Accepted payment methods include:

 

• Major credit cards (processed securely via Stripe)

• PayPal (for verified accounts only)

• Zelle (available for U.S. bank transfers)

• Wire transfers or other secure digital platforms as specified by Xplore Matters

 

All payments are processed in U.S. dollars (USD) unless otherwise stated.

By submitting payment, the traveler agrees to the total cost of the Package, including any applicable taxes, fees, and surcharges disclosed at the time of booking.

Payment must be received in full by the stated deadline to avoid cancellation, loss of deposit, or additional penalties as imposed by suppliers. Xplore Matters reserves the right to decline bookings or delay confirmation until payment is verified.

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4. Refunds & Cancellations

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Refund eligibility is governed by the cancellation policies of the suppliers involved in the Package (e.g., hotels, airlines, tour operators). Xplore Matters will communicate these policies clearly at the time of booking.
Refunds, if applicable, may be subject to:

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• Supplier-imposed cancellation fees

• Non-refundable deposits or service charges

• Processing fees for administrative handling

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In cases where a refund is approved, it will be issued in the original form of payment, minus any applicable deductions. Refund timelines vary by supplier and may take up to 8–12 weeks to process.

Xplore Matters is not responsible for refund delays caused by third-party suppliers or financial institutions.

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​5. Price Adjustments After Booking

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Once a Package is confirmed, pricing is generally locked in. However, adjustments may occur due to:

 

• Changes in government-imposed taxes or fees

• Currency exchange fluctuations (for international bookings)

• Supplier-imposed surcharges (e.g., fuel, resort fees)

 

If a price increase occurs after booking but before final payment, Xplore Matters will notify the traveler promptly. The traveler may choose to accept the revised pricing or cancel the booking in accordance with the supplier’s cancellation policy.

 

Price reductions after booking are not guaranteed and are subject to supplier discretion. Promotional pricing or discounts introduced after confirmation may not be retroactively applied.​
 

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6. Client Responsibilities

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• Provide accurate personal and travel information: You are responsible for providing complete and accurate personal and travel information at the time of booking, including disclosure of pregnancy, infant age, and custodial status when traveling with minors. Pregnancy may affect eligibility to fly or sail, as most airlines restrict travel within seven days of the due date, and cruise lines typically prohibit boarding after the 24th to 28th week of pregnancy. Similarly, infants under six (6) months of age are generally not permitted to sail, and some cruise itineraries require infants to be at least twelve (12) months old—making disclosure of the child’s age essential. In cases where a single parent is traveling with a minor under sixteen (16) years of age, a notarized letter of consent signed by the non-traveling parent is typically required for presentation to the airline or cruise line; failure to provide this documentation may result in denied boarding. For current guidelines, travelers are encouraged to consult CDC’s Pregnancy Travel Guidelines ↗, ACOG’s Travel During Pregnancy FAQ ↗, U.S. Passport Service Guide’s Minor Travel Consent Form ↗, and USA.gov’s Child Travel Documentation Requirements ↗. Xplore Matters reserves the right to request supporting documentation where necessary to facilitate travel arrangements and ensure compliance with carrier policies.

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• Review all documents (e.g., itineraries, confirmations) promptly: You are responsible for reviewing all travel-related documents issued by Xplore Matters or its suppliers—including but not limited to itineraries, booking confirmations, invoices, service vouchers, and travel instructions—promptly upon receipt. These documents contain critical information regarding dates, times, destinations, accommodations, transportation, and included services. Any discrepancies, errors, or omissions must be reported to Xplore Matters as soon as possible, and no later than within twenty-four (24) hours of receipt, to allow for timely correction or clarification. Failure to review and confirm the accuracy of these documents may result in missed services, denied boarding, or additional costs, for which Xplore Matters shall not be held liable. By proceeding with travel arrangements, you acknowledge that you have verified the details provided and accept responsibility for any consequences arising from unreported inaccuracies.

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• Ensure possession of all required travel documents and entry credentials: You are solely responsible for obtaining, possessing, and presenting all required travel documentation for yourself and any minor(s) traveling under your care, including but not limited to valid passports, visas (where applicable), health certificates, and any other documents necessary to satisfy the entry, transit, or exit requirements of each country on your itinerary. Documentation requirements may vary by jurisdiction and may differ between the outbound and return portions of your trip; additional documentation may also be required for transit through certain countries, including Canada, even if you do not exit the airport or are re-boarding a connecting flight. Xplore Matters shall not be liable for any failure to obtain or present the necessary documentation, nor for any consequences arising from non-compliance with applicable requirements, including denied boarding, refusal of entry, cancellation of travel services, or forfeiture of payments made; no refunds, credits, or compensation shall be issued in such circumstances.​​ You are strongly advised to consult official government sources prior to booking and departure to ensure compliance with all applicable travel documentation requirements, including:​ U.S. Department of State — Travelers ↗, U.S. Customs and Border Protection — Know Before You Go ↗, International Traveler's Checklist — Travel.State.Gov ↗, U.S. Travel Documents Requirements — U.S. Immigration ↗.

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• Comply with destination-specific requirements (e.g., visas, vaccinations, travel advisories): You are solely responsible for complying with all health-related entry requirements applicable to your travel destinations, including but not limited to required vaccinations, health certificates, and adherence to official travel advisories. These may include proof of COVID-19 vaccination, yellow fever immunization, negative PCR or antigen test results, or other documentation mandated by local authorities. Travel advisories—such as those issued by the U.S. Department of State or the Centers for Disease Control and Prevention (CDC)—may provide critical information regarding disease outbreaks, public health risks, and safety conditions that could affect your itinerary. These requirements and advisories are subject to change without notice and may vary by country, region, or traveler profile. While Xplore Matters may offer general guidance or refer you to official sources, it is your responsibility to verify and fulfill all applicable health protocols prior to travel. Failure to do so may result in denied boarding, entry refusal, quarantine, or other disruptions, for which Xplore Matters shall not be held liable.

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• Secure travel insurance: You are solely responsible for securing adequate travel protection prior to departure, including coverage for trip cancellation, interruption, medical emergencies, evacuation, and baggage loss or delay. Xplore Matters strongly urges all clients to obtain comprehensive insurance tailored to their itinerary and personal risk tolerance. It is the traveler’s responsibility to review policy terms, understand coverage limits and exclusions, and ensure timely activation of coverage. Xplore Matters assumes no liability for costs, disruptions, or losses arising from insufficient or declined coverage, and all claims must be directed to the issuing provider.

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• Ensure safe and informed consumption of food, beverages, and drinking water: You are responsible for evaluating and managing your own dietary needs, hydration, and consumption of food and beverages throughout your travel experience. This includes verifying the safety, suitability, and availability of meals, snacks, and drinking water—whether provided by airlines, cruise lines, hotels, or third-party vendors. Xplore Matters does not guarantee the quality, safety, or allergen-free status of any food or beverage offered during travel and strongly recommends that clients communicate dietary restrictions directly to service providers and carry any necessary supplements or medications.

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7. Third-Party Suppliers

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Xplore Matters does not own, operate, control, or guarantee the performance, safety, or quality of services rendered by any third-party supplier, including but not limited to hotels, tour operators, cruise lines, or transportation providers. All bookings made through or in connection with these entities are subject to the terms, conditions, and policies of the respective suppliers, which govern the provision of services, limitations of liability, and any applicable remedies. You are encouraged to review all relevant supplier terms carefully prior to booking.

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While we make every effort to secure preferred amenities and privileges on behalf of our clients, all benefits are subject to availability and may vary by property, season, rate type, and other factors beyond our control. Neither Xplore Matters nor Fora Travel guarantees the provision of any specific benefit, upgrade, or service.

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​Descriptions of supplier offerings are accurate to the best of our knowledge at the time they are published. However, changes may occur due to operational updates, seasonal adjustments, or other circumstances outside our control. In the event of a discrepancy between information provided on our website and other materials (such as brochures or third-party platforms), the version published on the Xplore Matters website shall prevail.

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8. Limitation of Liability

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Xplore Matters arranges travel services through independent third-party suppliers, including but not limited to airlines, cruise lines, hotels, ground transportation providers, tour operators, and activity vendors. While we strive to partner with reputable and reliable suppliers, Xplore Matters is not responsible for the acts, omissions, or service failures of any supplier or their respective employees, agents, or representatives. All services provided by suppliers are governed by their own terms and conditions, including but not limited to payment policies, cancellation rules, liability limitations, and operational requirements. You agree to comply with all applicable supplier terms, which are made available by the supplier and may affect the availability, pricing, or delivery of services.

8.1 Supplier Policies, Deposits, and On-Site Charges

Certain suppliers—particularly hotels—may require a credit card or cash deposit at check-in to cover incidental charges. This deposit is separate from any payment made to Xplore Matters and is subject to the supplier’s policies. Some suppliers may also require you to sign a liability waiver prior to participating in certain services or activities. Failure to comply with a supplier’s rules or restrictions may result in denied access, cancellation of services, forfeiture of payments, or additional fees. Xplore Matters is not liable for any costs incurred as a result of such violations. Local taxes, resort fees, or other mandatory charges may apply at destination properties and are typically payable in local currency upon arrival.

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8.2 Airline Terms and Independent Carrier Policies

Air travel services are subject to the terms and conditions imposed by the operating airline, including applicable tariffs, conditions of carriage, and international conventions. These terms may limit or exclude the airline’s liability for delays, cancellations, baggage loss or damage, and other disruptions. You are responsible for reviewing the airline’s policies and submitting any claims directly to the carrier. Xplore Matters does not assume liability for schedule changes, missed connections, or additional costs (e.g., meals, accommodations) resulting from flight delays or operational changes.

8.3 Local Tours and Activities

You may choose to participate in optional excursions, tours, or activities offered by local suppliers at your destination. These services may be arranged through Xplore Matters or directly with the supplier and may involve additional fees. Any agreement—written or oral—related to such activities is deemed to be exclusively between you and the supplier. Participation in excursions may carry inherent risks, including but not limited to personal injury, property loss, or other damages. Xplore Matters assumes no responsibility for any claim, cost, or liability arising from participation in such activities.

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8.4 Food and Beverage

Xplore Matters shall not be held liable for any illness, allergic reaction, injury, or dissatisfaction arising from the consumption of food, beverages, or drinking water provided by third-party suppliers, including but not limited to airlines, cruise lines, hotels, restaurants, or tour operators. Clients are solely responsible for assessing the safety and suitability of any food or drink consumed during travel and for communicating any dietary restrictions or medical conditions directly to the relevant provider.

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8.5 Wildlife and Environmental Encounters

Xplore Matters shall not be held liable for discomfort, injury, illness, or disruption resulting from encounters with insects, animals, or other wildlife during travel. This includes, but is not limited to, mosquitoes, flies, ants, bedbugs, birds, reptiles, marine life, stray or feral animals, and other undomesticated species that may be present in accommodations, public spaces, or natural environments. Insect exposure may occur due to climate, geography, seasonality, or local infrastructure, and wildlife encounters may arise in both urban and remote settings. While we strive to work with reputable suppliers who maintain high standards of cleanliness, safety, and pest control, such occurrences are outside our control and may affect accommodations, transportation, or outdoor activities. Travelers are responsible for taking appropriate precautions, such as using insect repellent, wearing protective clothing, securing food and belongings, and communicating any relevant health concerns to providers. No refunds or compensation will be issued for discomfort, inconvenience, or health concerns resulting from wildlife or insect exposure.

 

​8.6 Third-Party Animal Exposure

Travelers acknowledge that exposure to pets or animals brought by other guests, travelers, or third parties may carry inherent risks, including but not limited to bites, scratches, allergic reactions, noise disturbances, or property damage. Xplore Matters recognizes the legal protections afforded to service animals under applicable accessibility laws; however, travelers should be aware that pets and emotional support animals, which are not classified as service animals, may also be present in certain accommodations, transfers, or shared environments. Regardless of classification, Xplore Matters does not assume responsibility for any harm, discomfort, or inconvenience resulting from exposure to animals, including incidents involving service animals. Any claims or disputes arising from such incidents must be directed to the responsible animal owner or applicable third party. No refunds or compensation will be issued for issues stemming from animal-related exposure.

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8.7 Third-Party Conduct and Inclusivity

Xplore Matters is committed to fostering inclusive, respectful travel experiences. However, we do not control the policies, conduct, or cultural norms of third-party providers, including hotels, transportation services, local guides, and destination hosts. While we make reasonable efforts to collaborate with partners who share our values, we cannot guarantee that all services will meet specific expectations regarding inclusivity, accessibility, or cultural sensitivity. Accordingly, we disclaim liability for any third-party conduct that may be perceived as discriminatory or inconsistent with our values.

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8.8 Natural Disasters and Weather-Related Disruptions

Travelers should be aware that many destinations are subject to seasonal or unpredictable natural phenomena, including but not limited to hurricanes, earthquakes, wildfires, floods, tsunamis, volcanic eruptions, and severe storms. For instance, the North Atlantic hurricane season typically runs from June 1 to November 30, while other regions may face adverse weather or geological events at different times throughout the year.

Xplore Matters cannot be held responsible for any injury, delay, disruption, inconvenience, or financial loss arising from inclement weather or natural disasters—especially in cases where supplier policies do not allow for reimbursement, rescheduling, or compensation. We strongly encourage travelers to stay informed about local conditions, secure travel insurance that includes natural disaster coverage, and prepare accordingly.

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8.9 Accessibility and Special Needs

Xplore Matters endeavors to support travelers with disabilities, medical conditions, or other special needs by coordinating with suppliers where reasonably possible. However, we do not control the accessibility standards, infrastructure, or service capabilities of third-party providers, including accommodations, transportation companies, and activity operators.

Travelers are responsible for disclosing any special needs prior to booking and for verifying that proposed arrangements meet their requirements. We cannot guarantee the availability of accessible rooms, vehicles, or services, and we disclaim liability for any limitations, disruptions, or unmet expectations resulting from accessibility constraints beyond our control.

We strongly recommend that travelers with special needs consult with their healthcare providers and travel insurers prior to departure, and carry any necessary documentation, equipment, or medications.

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8.10 Fatality

Xplore Matters shall not be held liable in the event of a traveler’s death during or following travel services arranged by us. This includes, but is not limited to, death resulting from natural causes, accidents, medical conditions, acts of violence, or other circumstances beyond our control. We are not responsible for repatriation, legal procedures, costs incurred by surviving parties, or coordination with local authorities or medical providers. All such matters must be handled by the traveler’s estate, designated emergency contacts, or applicable insurance providers. Travelers are strongly encouraged to carry appropriate travel insurance that includes coverage for medical emergencies and repatriation.

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8.11 General Limitations of Liability

Xplore Matters is not liable for any injury, accident, death, property loss or damage, delay, inconvenience, emotional distress, or loss of enjoyment resulting from the acts or omissions of any third party, including suppliers not under the direct control of Xplore Matters. We are likewise not responsible for illness, theft, labor disputes, mechanical failures, quarantine, government actions, weather-related events, or other circumstances beyond our reasonable control—including but not limited to natural disasters, acts of God, war, terrorism, civil unrest, public health emergencies, or supplier insolvency. These force majeure events may impact travel plans, and in such cases, Xplore Matters cannot guarantee refunds, rescheduling, or compensation where supplier policies or local conditions prevent such remedies.

No refunds will be issued for failure to obtain required travel documentation (such as passports, visas, or health certificates), failure to meet entry or transit requirements, or failure to follow essential travel instructions—including airport arrival times, baggage policies, and hotel check-in/check-out procedures.

We reserve the right to cancel or substitute any travel service with a comparable alternative at our sole discretion. In the event of a full cancellation initiated by Xplore Matters, our liability will be limited to a refund of monies paid for the affected services. No refund will be issued where cancellation is required due to unusual or unforeseeable circumstances, including but not limited to force majeure events such as severe weather (e.g., hurricanes, floods, wildfires), seismic activity, strikes, civil unrest, war, terrorism, public health emergencies, government restrictions, or supplier insolvency.

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For clarity, the limitations of liability described herein also extend to Fora Travel, a host agency with which Xplore Matters is affiliated. While Xplore Matters may utilize Fora Travel’s booking platforms, preferred partner programs, and supplier relationships to enhance client offerings, Fora Travel does not act as a direct provider of travel services to clients and shall not be held liable for any claims, losses, damages, injuries, delays, cancellations, or other incidents arising from or related to your travel arrangements. This includes, but is not limited to, any acts or omissions of third-party suppliers, dissatisfaction with services, or disruptions beyond reasonable control. You expressly release FORA Travel, its officers, directors, employees, agents, and affiliates from any and all liability in connection with your travel experience, to the fullest extent permitted by law.

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9. Compliance with Local Laws and Regulations

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​You are responsible for complying with all applicable laws, regulations, and customs requirements in the destinations they visit. This includes—but is not limited to—rules governing immigration, health and safety, conduct in public spaces, environmental protections, and the use or possession of restricted items.

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​​10. Dispute Resolution

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These terms are governed by the laws of the State of California. Any disputes shall be resolved through binding arbitration in Contra Costa County, unless otherwise agreed.

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11. Changes to Terms

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Xplore Matters reserves the right to update or modify these Terms of Use at any time without prior notice. Changes will be effective immediately upon posting to this site. Your continued use of the website after changes are posted constitutes your acceptance of the revised terms.

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12. Contact

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For questions or concerns, contact us at:

📧 support@xplorematters.com
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This website and its contents are published by Xplore Matters, an independently operated, California-registered travel agency affiliated with Fora Travel.

Xplore Matters is registered with the California Department of Justice as a Seller of Travel, CST #2164639-50. Registration as a seller of travel does not constitute approval by the State of California.

All trademarks, logos, and brand names referenced on this site are the property of their respective owners and are used solely for identification and informational purposes. No affiliation or endorsement is implied unless expressly stated.

© 2025 Xplore Matters. All rights reserved.

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