CYCLE THE COTSWOLDS TERMS AND CONDITIONS
Please read the below terms and conditions carefully. These conditions, along with any other information given to you at the time of booking, set out the terms and conditions of the contract between you and Cycle the Cotswolds (Registered Address, 23 Old Hospital Lawn, Stroud, GL5 4GA, United Kingdom)
All bookings made with Cycle the Cotswolds are made subject to these Booking Conditions. When you pay your deposit you are making an offer to purchase our services or holidays, which, if accepted by us, will result in a binding contract when we issue you with a confirmation invoice. Payment of your deposit does not constitute our acceptance of your offer and your deposit will be refunded in full if your offer is refused.
In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.
By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:
The Conditions in Full
1. YOUR CONTRACT: When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice. This contract is made on the terms of these booking conditions, which are governed by English Law, and the exclusive jurisdiction of the English Courts.
2. TOUR OR HOLIDAY PRICE
(a) We reserve the right to alter the prices of any of the holidays or tours shown in our brochure or website. You will be advised of the current price of the tour or holiday that you wish to book before your contract is confirmed.
(b) When you make your booking you must pay a deposit, which varies according to the package. The balance of the price of your travel arrangements must be paid at least 42 days before your departure date, unless otherwise advised. If the deposit and/or balance is not paid in time, we shall cancel your travel arrangements. If the balance is not paid in time we shall retain your deposit.
When making a group booking, the booking form must be completed by the person first named on the booking form (the party leader), accepting on behalf of all your party these booking conditions. The confirmation invoice and any documentation for the group will be sent to the party leader. Any questions concerning the holiday from members of the group should be sent to us by the party leader only.
4. IF YOU CHANGE YOUR BOOKING: If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen departure date or accommodation, we will do our best to make these changes but it may not always be possible.
5. IF YOU CANCEL YOUR HOLIDAY: You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking or your travel agent on your behalf must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges. For a cancellation received more than 42 days before the start date of the holiday the deposit will be forfeit, whilst any other payment towards the cost of the holiday will be refunded. For later cancellations the deposit will be forfeit but any payment towards the holiday will be refunded less the following charges: (Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges).
More than 42 days before the start:
29-42 days before the start:
30% of balance
15-28 days before the start:
50% of balance
8-14 days before the start
75% of balance
1 – 7 days before the start
100% of balance
6. IF WE CHANGE OR CANCEL YOUR TOUR OR HOLIDAY:
Very occasionally we have to make changes to a tour or holiday after a booking has been confirmed or cancel confirmed bookings. Whilst we always endeavour to avoid changes and cancellations we must reserve the right to do so. If we have to cancel your holiday or make a significant change before departure (such as a change of accommodation, unavailability of guide) we will tell you as soon as possible and you will have the choice of:
(a) accepting the changed arrangements or
(b) taking an alternative tour or holiday (and where this is of a lower price we will refund the difference, but where the price is higher we may ask you to pay the difference) or
(c) cancelling or accepting the cancellation and receiving a full refund of all monies paid.
7 FORCE MAJEURE: We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.
8 OUR RESPONSIBILITIES:
(1) We promise that your holiday arrangements will be made, performed or provided with reasonable skill and care. This means that we will accept responsibility if, for example, you suffer death or personal injury or your contracted arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing your arrangements. Further, we will be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment or carrying out work we had asked them to do. It is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us.
(2) We will not be responsible for any injury, illness, death, loss, damage, expense, cost or other claim of any description whatsoever which results from: –
– the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party or
– the act(s) and/or omission(s) of a third party not connected with the provision of your arrangements and which were unforeseeable or unavoidable or
– ‘force majeure’ as defined in clause 7 above.
(3) We limit the maximum amount we may have to pay you for any claims you may make against us. The maximum amount we will have to pay you where we are found liable for loss of and/or damage to any luggage or personal possessions (including money) is £50 per person affected unless a lower limitation applies to your claim under this clause or clause 8(4) below. For all other claims which do not involve death or personal injury, the maximum amount we will have to pay you if we are found liable to you on any basis is twice the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim under clause 8(4) below. This maximum amount will only be payable where everything has gone wrong and you have not received any benefit at all from your holiday.
(4) Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any stay in a hotel, the maximum amount of compensation we will have to pay you will be limited. The most we will have to pay you for that claim or that part of a claim if we are found liable to you on any basis is the most the hotel keeper concerned would have to pay under the international convention or regulation which applies to the hotel stay in question. Where a hotel would not be obliged to make any payment to you under the applicable International Convention or Regulation in respect of a claim or part of a claim, we will not be obliged to make a payment to you for that claim or part of the claim. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the hotelier for the complaint or claim in question.
(5) We will not accept responsibility for services or facilities which do not form part of our agreement or where they are not advertised in our brochure or on our website. For example any service or facility which your hotel or any other supplier agrees to provide for you.
(6) This clause 8 is intended to set out our obligations to you as an organiser under the Package Travel, Package Holidays and Package Tours Regulations 1992. We will not accept any further or different liability than these Regulations impose. In addition, regardless of any contrary representations made by us, we only promise to use reasonable skill and care as set out above and we do not have any further or different liability to you.
(7) You must tell us and the supplier concerned about your claim or complaint as set out in clause 11 below. If asked to do so, you must transfer to us or our insurers any rights you have against whoever is responsible for your claim or complaint and provide ourselves and our insurers with all co-operation and assistance that may be reasonably required.
(8) We do not accept liability for (1) any damage, loss, expense or other sum(s) of any description which, based on the information you gave us at the time of booking, we could not have foreseen you would suffer or incur if we breached our contract with you; (2) any business losses.
7. PASSPORT, VISA AND IMMIGRATION REQUIREMENTS: Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
It is a condition of your contract with us that you must take out adequate travel insurance. You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions, cancellation charges, baggage, equipment (including, where appropriate, bicycles and helmets intended for your use whether hired or otherwise) curtailment, medical expenses and repatriation in the event of injury or illness during your holiday with us. We do not check insurance policies for suitability, but reserve the right to request a copy. You are responsible for indemnifying us in full in the event that we incur any losses or expenses arising out of your failure to take out adequate insurance cover. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
9. CYCLING AND WALKING HOLIDAYS:
In addition, if you are taking a self-guided cycling or walking break with Cycle the Cotswolds, you will be required to sign additional forms and information, including, but not limited to an Acknowledgment and Assumption of Risks & Release and Indemnity Agreement. As a result, all participants’ final acceptance, registration and participation in the Tour is contingent upon Cycle the Cotswolds timely receipt and review of all requested information and signed forms.
In the interests of safety you must undertake to follow the advice in the guidebook or route notes provided, as well as that provided by anybody on our behalf, heed any warning or advisory notices encountered on your walk or cycle and act sensibly and prudently at all times.
What information do we collect about you?
We collect information about you when you make an inquiry or book a tour with us. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies.
How will we use the information about you?
We collect information about you to address your inquiry and process your booking, and, if you agree, to email you about other tours we think may be of interest to you. We use your information collected from the website to personalise your repeat visits to our website. Cycle the Cotswolds will not share your information for marketing purposes with any other organisation
We would like to send you information about our tours which may be of interest to you. If you have consented to receive marketing, you may opt out at a later date. You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, please click here.
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email us or write to us at the following address: 23 Old Hospital Lawn, Stroud, GL5 4GA. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
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How to contact us
11. COMPLAINS AND PROBLEMS
In the unlikely event that you have any reason to complain or experience any problems with your holiday whilst away, you should contact our office immediately and we will do our best to resolve the problem straight away. Should it not be possible to resolve your complaint immediately, you should write to us, giving full details, within 14 days of the holiday’s conclusion. Complaints received after this date can be very difficult to investigate.