Booking Conditions

Company Name: Wildtracks Travel Ltd
Company Registration Number: 11841600
Registered Office: 19, Stretton Road, Much Wenlock, Shropshire TF13 6AS
Telephone Number: 01952 727 175
Mobile Number: 07817 154 910
E-mail: info@wildtrackstravel.co.uk

These Booking Conditions together with our Privacy Policy and any other written information we brought to your attention before we confirmed your booking form the basis of your contract with Wildtracks Travel, the trading name of Wildtracks Travel Ltd. Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions, ‘you’ and ‘your’ mean all persons named on the booking. ‘We’, ‘us’ and ‘our’ mean Wildtracks Travel Ltd.

1. Booking a Tour

To make a booking with us, a copy of our booking form must be completed by your party leader who must be authorised to make the booking by all other members of your party. By signing the booking form, the party leader confirms that he/she is so authorised. The party leader consents to our use of personal data in accordance with our Privacy Policy and is authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements). The party leader, who must be at least 18 years of age, is responsible for making all payments due to us and where purchasing an order for services with age restrictions declares that all members of the party are of the appropriate age to purchase those services.

.The completed, signed booking form must then be sent to us together with a £200 deposit payment per person (or full payment if booking within 3 months of departure). We reserve the right to return your deposit and decline to issue a booking confirmation at our discretion.

Bookings can be made through our website or by post or telephone. Verbal bookings made by telephone will be held for 14 days pending receipt of your deposit. Providing places are still available, Wildtracks Travel will confirm your booking by post/email and send instructions for booking flights (if appropriate) once your payment has been received. Deposit and final balance payments can be made securely via our website by most major credit and debit cards. Alternatively payment can be made by cheque or bank transfer.

2. Insolvency Protection

Under the requirements of the Package Travel and Linked Travel Arrangements Regulations 2018, all monies received by Wildtracks Travel are protected until the completion of your tour which means that in the unlikely event of Wildtracks Travel going into insolvency before you have enjoyed your holiday you will be entitled to claim a refund. If we were to become insolvent whilst you are abroad then you will either be repatriated or will be able to submit a claim for out-of-pocket expenses.

 

3. IF YOU CHANGE YOUR BOOKING & TRANSFERS OF BOOKING

If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us in writing as soon as possible. This should be done by the first named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of an administration fee of £25 per person per change, as well as any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you. A cancellation fee may be payable in accordance with clause 4.

Transfer of Booking

If you or any member of your party is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:

a) That person is introduced by you and satisfies all the conditions applicable to the holiday;

b) We are notified not less than 7 days before departure;

c) You pay any outstanding balance payment, an amendment fee of £25 per person transferring as well as any additional fees, charges or other costs arising from the transfer, and

d) The transferee agrees to these booking conditions and all other terms of the contract between us
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges, as set out in clause 4 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.

Important Note: Certain arrangements may not be amended or transferred after that have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.

4. Cancellation

A. IF YOU CANCEL YOUR BOOKING BEFORE DEPARTURE

If you or any other member of your party decides to cancel your confirmed booking, you must notify us in writing. Your notice of cancellation will only take effect when it is received in writing by us at our offices and will be effective from the date on which we receive it.

Should one or more member of a party cancel, it may increase the per person tour price of those still travelling and you will be liable to pay this increase.

As we incur costs from the time of your booking, the following cancellation charges will apply:

Time before Departure Cancellation charge
More than 3 months Deposit only
90 – 61 days 50% of tour cost
Less than 60 days 100% of tour cost

Important Note: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.

Where possible, we will deduct the cancellation charge(s) from any monies you have already paid to us.

B. CANCELLATION BY YOU DUE TO UNAVOIDABLE & EXTRAORDINARY CIRCUMSTANCES
Cancellation charges will not be due in the event of “unavoidable and extraordinary circumstances” occurring at your destination or its immediate vicinity and significantly affecting the performance of the tour or travel arrangements to the destination. In these circumstances, we will provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. Your right to cancel in these circumstances will only apply where the Foreign and Commonwealth Office advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions, which make it impossible to travel safely to the travel destination.
This clause outlines the rights you have if you wish to cancel your booking. Please note that there is no automatic statutory right of cancellation under the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013 (Directive 2011/83/EU)

C. IF WE CHANGE OR CANCEL
As we plan your holiday arrangements many months in advance we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.

Changes: If we make a minor change to your holiday, we will make reasonable efforts to inform you as soon as reasonably possible if there is time before your departure but we will have no liability to you. Examples include change of accommodation to another of the same or higher standard. Please note that as we travel to remote destinations where road and weather conditions can be unpredictable, we may not always be able to keep to our proposed itinerary.

Occasionally we may have to make a significant change to your confirmed arrangements. Examples of “significant changes” include the following, when made before departure:

a) A change of accommodation area for the whole or a significant part of your time away

b) A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.

c) A significant change to your itinerary, missing out one or more destination entirely

Cancellations: We will not cancel your tour less than 60 days before your departure date, except for reasons of Events Beyond Our Control or failure by you to pay the final balance. We may cancel your holiday before this date if e.g. the minimum number of clients required for a particular travel arrangement is not reached.

If we have to make a significant change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:

i)     (for significant changes) accepting the changed arrangements; or

ii)    Having a refund of all monies paid; or

iii)   If available, and where we offer one, accepting an offer of an alternative tour (we will refund any price  difference if the alternative is of a lower value)

You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again we will assume that you have chosen to accept the change or alternative booking arrangements.

Compensation:

In addition to a full refund of all monies paid by you, we will pay you compensation as detailed below, in the following circumstances:

a) If, where we make a significant change, you do not accept the changed arrangements and cancel your booking;

b) If we cancel your booking and no alternative arrangements are available and/or we do not offer one

The compensation that we offer does not exclude you from claiming more if you are entitled to do so.

 

Period before departure in which we notify you Amount you will receive from us*
More than 62 days £NIL
61 – 42 days prior to departure £10
41 – 28 days prior to departure £20
27 – 14 days prior to departure £30
Less than 14 days prior to departure £40

 

*IMPORTANT NOTE: We will not pay you compensation in the following circumstances:

(a)  where we make a minor change;

(b)  where we make a significant change or cancel your arrangements more than 60 days before departure;

(c)  where we make a significant change and you accept those changed arrangements or you accept an offer  of alternative travel arrangements;

(d)  where we have to cancel your arrangements as a result of your failure to make full payment on time;

(e)  where the change or cancellation by us arises out of alterations to the confirmed booking requested by you;

(f)  where we are forced to cancel or change your arrangements due to Events Beyond Our Control (see clause 10).

If we become unable to provide a significant proportion of the arrangements that you have booked with us after you have departed we will, if possible, make alternative arrangement for you at no extra charge and where those alternative arrangements are of a lower standard, provide you with an appropriate price reduction.

5. Insurance

When booking on any Wildtracks Travel tour you accept the hazards involved in visiting remote areas and engaging in potentially dangerous activities.

To give financial protection, all Wildtracks Travel guests are required to have adequate travel insurance, preferably from the time of booking confirmation. This must cover you fully against the cost of cancellation or curtailment, medical and emergency expenses, repatriation should you become too ill to continue the holiday and death. It must also cover you against the cost of air evacuation should sickness or injury necessitate such a course of action. You should also note that passenger liability insurance covering the vehicles that we use may not be as comprehensive as in the UK; it is therefore important that your insurance cover makes sufficient provision in the event of an accident.

It is your responsibility to ensure the insurance cover you purchase is suitable and adequate for your needs. We do not check insurance policies but we will ask you to sign an Insurance Indemnity form at the time of booking.

6. Accuracy

The information provided on our website and in our detailed itineraries is correct to the best of our knowledge at the time of publication. We endeavour to ensure that all the information and prices both on our website are accurate, however, occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.

7. Price Fluctuations

We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays. We also reserve the right to increase the price of confirmed holidays solely to allow for increases which are a direct consequences of changes in:

  • the price of the carriage of passengers resulting from the cost of fuel or other power sources;
  • the level of taxes or fees chargeable for services applicable to the holiday imposed by third parties not directly involved in the performance of the holiday, including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports; and
  • the exchange rates relevant to the package

You will be charged for the amount of any increase in accordance with this clause. However, if these means that you have to pay an increase of more than 8% of the price of your confirmed holiday (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another holiday if we are able to offer one (if this is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for insurance premiums and any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy.

Should the price of your holiday go down due to the changes mentioned above, then any refund will be paid to you. However, please note that travel arrangement are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

There will be no change made to the price of your confirmed holiday within 20 days of your departure nor will refunds be paid during this period.

8. Special Requests & Requirements

If you have any particular special request or dietary requirement that your tour guide should be aware of, please inform us at the time of booking. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed by us.

We are not a specialist disabled holiday company but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability, which may affect your booking, please provide us with full details before you make your booking so that we can try and advise you as to the suitability of your chosen arrangement. Our tour itineraries indicate the level of difficulty of each tour. If you are unsure as to whether any of your party has the appropriate level of fitness for that trip, please contact us for advice. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.

9. Passports, Visas and Health Requirements

It is the party leader’s responsibility to ensure that all members of the party are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you or any member of your party are refused entry onto any transport or into any country due to failure on your part to carry correct documentation. If you or any member of your party is not a British citizen or holds a non British passport, you must check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel. If failure to have any necessary travel or other documents results in fines, surcharges or any other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.

Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For UK passport holders further information contact the Passport Office on 0300 222 0000 or visit https://www.gov.uk/browse/citizenship/passports.

10. EVENTS BEYOND OUR CONTROL

Except where otherwise expressly stated in these Booking Conditions we will not be liable nor pay you compensation if our contractual obligations to you are affected by “Events Beyond Our Control”. For the purposes of these Booking Conditions, Events Beyond Our Control means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our of the supplier(s) concerned’s control.

Brexit Implications: please note that certain travel arrangements may be affected as a result of the United Kingdom’s decision to leave the European Union. This could include an unavailability of certain flight routes, access to certain ports and airports and changes to the visa requirements of British citizens travelling to, within or through the EU. Please rest assured that this is something we will continue to monitor and will advise our customers as soon as possible if we become aware of any confirmed booking that will be affected. However, since this is something which is completely unprecedented and outside our control, we would treat any such changes as Events Beyond Our Control, and whilst we will endeavour to provide suitable alternative arrangements or refunds where possible, we will not be liable to pay you any compensation.

11. Liability and Complaints

In the event of a complaint whilst on a Wildtracks Travel tour, you must immediately inform your tour leader who will do their best to remedy it. If they are unable to resolve your complaint you must write to us within 14 days of the end of your tour and we will do our best to put things right. Please contact Tim Coleshaw at Wildtracks Travel on 01952 727175 or 07817 154910, alternatively, you can email us at info@wildtrackstravel.co.uk.

Failure to follow the procedure set out in this clause may affect ours and the supplier’s ability to investigate your complaint, and will affect your rights under this contract.

You can access the European Commission Online Dispute Resolution (ODR) platform at http://ec.europa.eu/consumers/odr/. This ODR platform is a means of registering your complaint with us; it will not determine how your complaint should be resolved.

12. OUR RESPONSIBILITIES

1) We will accept responsibility for the arrangements we agree to provide or arrange for you as an “organiser” under the Package Travel and Linked Travel Arrangements Regulations 2018, as set out below and as such, we are responsible for the proper provision of all travel services included in your package, as set your in your confirmation invoice. Subject to these Booking Conditions, if we or our suppliers negligently perform or arrange those services and we don’t remedy or resolve your complaint within a reasonable period of time and this has affected the enjoyment of your package holiday you may be entitled to an appropriate price reduction or compensation or both. You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. The level of any such price reduction or compensation will be calculated taking into consideration all relevant factors such as but not limited to: following the complaints procedure as described in these Booking Conditions and the extent to which ours or our employees’ or suppliers’ negligence affected the overall enjoyment of your holiday. Please note that it is your responsibility to show that we or our supplier(s) have been negligent if you wish to make a claim against us.

2) We will not be responsible or pay you compensation for any injury, illness, death, loss, damage, expense, cost or other claim of any description if it results from:

a) the acts and/or omissions of the person affected; or

b) the acts and/or omissions of a third party unconnected with the provision of the services contracted for and which were unforeseeable or unavoidable; or

c) Events Beyond Our Control (as defined in clause 10)

3) We limit the amount of compensation we may have to pay you if we are found liable under this clause:

a) loss of and/or damage to any luggage or personal possessions and money: the maximum amount we will have to pay you in respect of these claims is an amount equivalent to the excess on your insurance policy which applies to this type of loss per person in total because you are required to have adequate insurance in place to cover any losses of this kind.

b) Claims not falling under (a) above and which don’t involve injury, illness or death: the maximum amount we will have to pay you in respect of these claims is up to three times the price paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you or your party has not received any benefit at all from your booking.

c) Claims in respect of international travel by sea and rail, or any stay in a hotel:

i) The extent of our liability will in all cases be limited as if we were carriers under the appropriate Conventions, which include The Athens Convention (with respect to sea travel); The Berne/Cotif Convention (with respect to rail travel) and the Paris Convention (with respect to hotel arrangements). You can ask for copies of these Conventions from our offices. Please contact us. In addition, you agree that the operating carrier or transport company’s own ‘Conditions of Carriage’ will apply to you on that journey. When arranging transportation for you, we rely on the terms and conditions contained within these international conventions and those ‘Conditions of Carriage’. You acknowledge that all of the terms and conditions contained in those ‘Conditions of Carriage’ form part of your contract with us, as well as with the transport company and that those ‘Conditions of Carriage’ shall be deemed to be included by reference into this contract.

ii) When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the transport provider or hotelier for the complaint or claim in question.

4) It is a condition of our acceptance of liability under this clause that you notify any claim to us and our supplier(s) strictly in accordance with the complaints procedure set out in these conditions.

5) Where any payment is made, the person(s) receiving it (and their parent or guardian if under 18 years) must also assign to us or our insurers any rights they may have to pursue any third party and must provide ourselves and our insurers with all assistance we may reasonably require.

6) Please note, we cannot accept any liability for any damage, loss or expense or other sum(s) of any description:

a) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you;

b) relate to any business

c) indirect or consequential loss of any kind

7) We will not accept responsibility for services or facilities, which do not form part of our agreement of where they are not advertised in our brochure or on our website. For example, any excursion you book whilst away, or any service or facility which your hotel or any other supplier agrees to provide for you.

8) Where it is impossible for you to return to your departure point as per the agreed return date of your package, due to “unavoidable and extraordinary circumstances”, we shall provide you with any necessary accommodation (where possible, of a comparable standard) for a period not exceeding three nights per person. Please note that the 3-night cap does not apply to persons with reduced mobility, pregnant women or unaccompanied minors, nor to persons needing specific medical assistance, provided we have been notified of these particular needs at least 48 hours before the start of your holiday. For the purposes of this clause, “unavoidable and extraordinary circumstances” mean warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely back to your departure point.

13. PROMPT ASSISTANCE

If, whilst you are on holiday, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. In particular, we will provide you with appropriate information on health services, local authorities and consular assistance and assistance with distance communications and finding alternative travel arrangements. Where you require assistance, which is not owing to any failure by us, our employees or sub-contractors, we will not be liable for the costs of any alternative travel arrangements or other such assistance you require. Any supplier, airline or other transport supplier may however, pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Subject to the other terms in these Booking Conditions, we will not be liable for any costs, fees or charges you incur in the above circumstances, if you fail to obtain our prior authorisation before making your own travel arrangements. Furthermore, we reserve the right to charge you a fee for our assistance in the event that the difficulty is caused intentionally by you or a member of your party, or otherwise through your or your party’s negligence.

14. FOREIGN OFFICE ADVICE

You are responsible for making yourself aware of Foreign Office advice in regard to the safety of the countries and areas in which you will be travelling, and to make your decisions accordingly. Advice form the Foreign Office to avoid or leave a particular country may constitute Events Beyond Our Control (see clause 10).

15. Data Protection

All personal data held by Wildtracks Travel is held in accordance with General Data Protection Regulation (GDPR) and the Data Protection Act 2018. We never pass client information on to 3rd parties. Please refer to our Privacy Policy for full information.

16. LAW & JURISDICTION

These Booking Conditions and any agreement to which they apply are governed in all respects by English Law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of England and Wales only. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live in those places and if you wish to do so.

Are you ready for a Wildtracks adventure?