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Website T&C's

Please feel free to visit our terms of use for our website. By browsing the website you are agreeing to comply with and will be bound by the following terms and conditions of use, which together with our privacy policy govern Bikecation Ltd.’s relationship with you in relation to this website.

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Bikecation Booking Terms and Conditions

Bikecation Limited act as either an operator or an agent for all the holidays featured on this website. (UK company registered number 7727707; registered address Montague Place, Quayside, Chatham, Kent, ME4 4QU, United Kingdom). Bikecation ltd is a member of the Travel Trust Association (TTA membership number U9680). Under the strict rules of the TTA, all client monies received are protected in a trust bank account and cannot be released to Bikecation ltd until the holiday return date. This gives complete financial protection to all customers of Bikecation ltd.

All bookings are made and accepted in accordance with the terms and conditions set out below. These conditions of booking and information on this website are set out in the terms on which you contract with Bikecation ltd. They shall be governed by and construed in accordance with English law, being subject to the jurisdiction of the Courts of England and Wales. No variation shall be of any effect unless in writing and by the authority of Bikecation ltd.

1. Booking a holiday.

To make a booking either a booking form must be completed and sent to us with a non-refundable deposit of £200 per person (or full payment depending on departure date) (or a deposit of £500 per person will be required if flights are included in the price) or details must be completed online if the booking can be made this way (deposit payments will then be subject to the supplier).

If completing a booking form, one person, acting for the people listed on the booking form, must sign the form. Payment details can be made over the phone using the office main number.

If completing a booking online, two steps will need to be completed before an order confirmation email will be sent. Firstly, the payment card will be checked for sufficient funds before secondly the supplier will also confirm that the booking element is available at the agreed price. After both of these steps have been completed an order confirmation will be sent.

By giving us your details and indicating your desire to book with us you will be deemed to have accepted the terms and conditions of our contract. Confirmation of the booking will normally be sent within 14 working days. The booking is not accepted and no contract exists until the date shown on the confirmation invoice.

2. Balance of payment.

The balance of your payment is due 8 weeks prior to the start of your holiday, unless otherwise stated on your quote document (for instance 12 weeks), and bookings made within 8 weeks of departure must be paid for in full at the time of booking. Failure to pay the balance by the specified time will result in the cancellation of your holiday and the imposition of the relevant cancellation charge as set out below.

3. If you wish to alter your booking.

Subject to availability, and an administration fee of £45 per booking, you may change your holiday arrangements after the issue of a confirmation invoice, and subject to you covering any associated costs of the amendment imposed by our suppliers. Please note a confirmed booking for one person does not necessarily imply availability for another. Any transfer to another holiday within 8 weeks of departure will be treated as a cancellation and rebooking.

4. If you wish to cancel your booking.

Should you or any member of your party wish to cancel the holiday you must telephone us at once and speak to one of our advisors (+44 (0) 800 3281799). They will provide you with the required documentation and answer any questions you may have. Such notice of cancellation is effective only when received by Bikecation ltd in writing. As we incur costs from the moment we receive your booking, we charge cancellation fees on the following scale: over 90 days prior to departure – deposit; 90-15 days prior to departure date : 80% of holiday price ; 14 days prior to departure date and thereafter : no refund will be made. Any amendment charges are not refundable when you cancel. If you have booked a hotel / package price on the website, seperate terms and conditions may apply and will be sent to you at the time of booking.

5. Cancellation by us.

We will not cancel a holiday unless:

a. We are forced to do so by unusual or unforeseen circumstances, war, civil or political unrest, or what is usually known as “force majeure” or

b. If the minimum number of people required to operate the holiday has not been reached. In this case we will inform you no less than 21 days before departure date.

c. Agreed payments have not been made to Bikecation ltd from the customer.

If we do decide to cancel a tour we will, if possible, offer an alternative tour. If this is not acceptable to you then a full refund will be given. However we will not be liable to refund any incidental expenses you may have incurred as a result of your booking, such as flights, travel insurance, visas, additional travel arrangements, etc.

6. Minimum Number.

If the number of people booked on a guided tour is less than the minimum number required to run the holiday, and would normally cause us to cancel the trip, we reserve the right to reduce the number of staff accompanying the group instead of cancelling the holiday. You will be advised of any changes prior to the start of the tour.

7. Price of Holidays.

Prices featured in print or digital marketing or listed on our website may change at any time due to changes in exchange rates, increases in transport, accommodation or other costs, or if government action forces us to do so. Once a confirmation invoice has been issued we will endeavour to abide by that price. Once the holiday has been paid in full we will absorb any subsequent price increases or surcharges. We reserve the right to change our prices dependant on changes in the exchange rate up until the final balance invoice has been paid in full.

8. Surcharges.

Your holiday price may be subject to surcharge in respect of currency exchange rate movements. However, there will be no price changes levied within 30 days of your departure date. In the unlikely event that we do need to make a surcharge, we will absorb the equivalent of 2% of the holiday price (the holiday price is the amount quoted to you at the time of booking and will include any surcharges known to exist at that time) excluding any amendment charges. Only amounts in excess of this 2% will be passed on to you. If this means you paying more than 10% extra on the holiday price, you will be entitled to cancel your holiday with a full refund of all monies paid except for any amendment charges. Should you decide to cancel because of this, you must exercise your right to do so in writing within 14 days of being notified of the surcharge.

9. Risks and Hazards.

Your booking is accepted on the understanding that you realise the risks and hazards of such a holiday, including the dangers inherent in cycling and walking either on the road or off the road, or the dangers inherent in the other activities included in individual holidays. It is your responsibility to ride with due care at all times. If in doubt you should walk where you are not confident to ride. Your booking is accepted on the understanding that you realise the risks of such holidays in terms of potential for delay and alterations, due to possible changes in local politics, weather, border restrictions, disease, loss or damage to property, inconvenience and discomfort.

10. Passport & Visas.

All clients are personally responsible for ensuring that they have a valid passport, any necessary visas and conform to the health regulations regarding vaccinations. We recommend that all clients based in the UK, obtain a copy of the DHSS booklet Health Advice for Travellers (available at the Post Office). All travellers from the UK should obtain a European Health Insurance Card (EHIC). If you are travelling from outside of the European Union please contact the office if you need information on Passports & Visas, again the validity of these falls to the responsibility of the client.

11. Our liability to you.

(i) We accept liability under Regulation 15(1) of the Package Travel, Package and Package Tours Regulations (“the Regulations”) subject to the defences in Regulation 15(2) of the Regulations, set out at sub-paragraph (ii) below, the limitations set out in sub-paragraphs (iii) to (v) below, and the condition precedent set out in sub-paragraph (vi) below.

(ii) When you suffer any loss, damage, personal injury or death as a result of our failure to perform or improper performance of the holiday contract, we shall be liable to pay you compensation, except where the cause of the failure is not our fault or that of our servants, agents or suppliers, and is your own fault, or the actions of someone unconnected with your holiday arrangements, or due to unusual or unforeseeable circumstances or events which neither we, nor our servants, agents or suppliers could have reasonably anticipated or reasonably avoided even with the exercise of due care.

(iii)We are permitted to limit the amount of compensation we will pay you in the event of a claim. Where any claim arises out of loss or damage suffered during the course of rail travel, sea travel, road travel or hotel accommodation, the amount of compensation you will receive will be limited in accordance with the provisions of any relevant International Conventions, namely the Berne Convention 1961, the Athens Convention 1974, the Geneva Convention 1973 and the Paris Convention 1962. Copies of these Conventions are available for inspection at our offices.

(iv)Under Regulation 15(4), we are entitled to limit the amount of compensation we will pay you in the event of a claim, where that claim concerns non-personal injury. It is impossible to assess in advance the exact sums which may be payable to you. We will do our best to assess the appropriate sums due to you in the circumstances of your particular complaint.

(v) Any sums received by you from suppliers will be deducted from any sum paid to you as compensation by us. Further, if we pay you any compensation, you shall, if required by us in writing, assign to us any rights of action that you may have against any third party who was in any way responsible for the failure to perform or improper performance of the holiday contract.

(vi) Finally, it is a condition precedent of such acceptance of liability that you follow the procedures for the notification of complaints set out below in clause 9.

(vii)Other than as set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability to you in respect of personal injury or death (unless caused by our negligence), or in respect of any other damage which you suffer arising directly or indirectly from any aspect of holiday arrangements booked with us.

12. Complaints.

We are committed to providing excellent care for our guests. However, any complaints regarding a guided tour should be made to the tour leader who will normally take the appropriate action. If at the end of the tour you feel that your complaint was not dealt with satisfactorily you must notify us of your complaint in writing within 15 days of the completion of the tour. On self-guided tours, any complaint regarding accommodation, food, carriers etc. should be made to the suppliers, owners or manager of the establishment concerned at the time of your stay and a letter outlining the complaint sent to us on your return. Any other complaint should be made to the local operator and to us in writing within 15 days of your return. All complaints that are received are thoroughly investigated and guests are kept informed. Sometimes investigations can take time, especially when awaiting a response from suppliers. We aim to settle all complaints amicably.

13. Excursions.

Please note that we do not provide excursions. Our representatives may, at your request, make arrangements for excursions locally on your behalf. However, please note that if they do, the contract for the provision of the excursion will be between you and the supplier of the excursion and not between you and us. Therefore, when you purchase an excursion locally, your contract is with the local company and we have no liability whatsoever for anything which may go wrong on the excursion.

14. Baggage and personal effects.

All baggage and personal effects are at all times at your risk, even when carried by Bikecation hosts or representatives. We will not be responsible for any loss, damage or accident to any luggage or personal property.

15. Personal Insurance.

The client is responsible for any loss or damage to baggage, bicycles or personal possessions or any consequential loss resulting there from. You should be adequately insured against loss, theft or damage. You should keep valuables safely with you at all times. For your safety and convenience we strongly recommend that clients have travel insurance for holidays in the United Kingdom. For clients booking tours in Europe travel insurance is compulsory. We offer travel insurance for UK residents separately from the holiday package or you are welcome to arrange your own. Clients from other countries must have their own travel insurance. Clients must provide on the booking form a policy number and insurance company name or choose to take the policy offered by the Company.

16. Transport Delays.

There is no guarantee that flights or other transportation will depart at the time specified, and we do not have any liability to you for any delay which may arise. Where such delay does arise, the relevant airline or other transport provider may provide refreshments and take any further appropriate action, but we will not have any responsibility to do so.

17. Client behaviour.

You must at all times observe the advice of our representative regarding conduct on the roads and it is your responsibility to take care of the bicycle which may be allocated for your use during the course of your holiday. We reserve the right in our absolute discretion to terminate your holiday if your behaviour is likely, in our opinion or that of our representatives or suppliers, to cause distress, damage, annoyance or danger to our employees or to any third party or their property. If you are prevented from travelling in a bus, train or taxi, because in the opinion of any employee or representative of the relevant transport provider, you appear for whatever reason unfit to travel, we have no further responsibility for your journey or your holiday, including any arrangements you may have made for your return home. We will impose full cancellation charges and will not give any refunds. Furthermore, we will be under no obligation whatsoever to pay you compensation or cover any costs you may incur as a result of having to make alternative arrangements.

18. Medical and special requirements.

18a. It is your responsibility to ensure that you are sufficiently fit and healthy to complete your chosen holiday. We reserve the right to require you to produce a doctor’s certificate of fitness to participate in your chosen holiday. If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the holiday, you must advise us before booking. If you do not do so, we may cancel your holiday at any time.

18b. We welcome people with restricted mobility, medical or particular care requirements or a disability, and aim to ensure that our services are as accessible as reasonably possible to all. However, in order that we may consider the possibility of making reasonable adjustments, it is important that we are fully informed of any needs, requirements and conditions before any booking is concluded. Please telephone us and we will be happy to discuss availability, suitability and potential reasonable adjustments with you, including any requirement for you or a member of your party to be accompanied by someone who is able to provide for any particular needs you or they may have, over and above any reasonable adjustments we are able to make.

18c. If you have special requirements a risk assessment might be required prior to confirming a booking or allowing participation in certain activities. Please note that we rely on the information you provide to help us anticipate and satisfy your needs. We therefore require you to give us a full and frank description of your needs. You must update us with any change in your circumstances prior to and during your stay. Our guides can only provide general first aid. As such it may be necessary for you or a member of your party to be able to administer or attend to your/their own medical needs or have someone accompany you/them who can do so.

18d. You should inform us immediately if, within 4 weeks prior to your arrival date or during your break, any member of your party has, or develops, an infectious or contagious medical condition. If so, we have the right to:

18d.1 refuse to accept your booking;

18d.2 cancel your holiday; or

18d.3 ask any member of your party to leave immediately, should we, at our reasonable discretion, consider it necessary to protect the health of others.


19. Equipment and Accommodation

19a. Each accommodation provider may have its own terms and conditions on which they accept guests, and you agree to abide by these.

19b. You are expected to use the equipment and facilities provided to you with care and to keep them in a clean and tidy condition. We reserve the right to charge you for any extra cleaning, missing items or damage.

19c. As suppliers continually strive to improve facilities and the holidays they provide you acknowledge and accept that you may find that:

19c.1 new facilities are available;

19c.2 listed facilities are temporarily closed for maintenance and/or improvement;

19c.3 some facilities have been altered;

19c.4 maintenance work or housekeeping tasks are undertaken; and

19c.5 different equipment is provided to that described in our brochures or other communications.

19d. If bringing your own equipment on one of our holidays, please ensure that it is adequately maintained and insured. We will take all reasonable care when transporting equipment, however we are not responsible for any damage caused to equipment by a third party unconnected with the provision of the services contracted for, whether such damage is caused during the holiday or whilst the equipment is in transit.


20. Bike Hire Conditions

20.1. Advance booking is necessary to reserve equipment. Bookings are not confirmed until receipt of payment. Information for bike hire must be supplied 14 days post payment confirmation to ensure the completed booking.

20.2. If for any unforeseen circumstances a bike cannot be hired for your trip you will be informed at least 21 days before departure.

20.3. The equipment, including all accessories supplied, is let out on hire. The equipment remains the property of our suppliers and you will not sell, hire out or otherwise part with the possession thereof.

20.4. You undertake not to misuse the equipment and to return it with all accessories in the same condition as it was when received by you (ordinary wear and tear excepted). We shall be entitled to charge you for any damage caused to the equipment during the period of hire caused by your act or omission. In the event of a breakdown, other than a result of your misuse, we will use reasonable endeavours to repair or procure the repair of the equipment.

20.5. In the event of the equipment being stolen or lost, we reserve the right to call upon you to indemnify us for the cost of the replacement of the equipment, which will amount to not less than £250. However should the equipment subsequently be returned in a satisfactory condition, we will refund you within 14 days.

20.6. You must ensure that the equipment is adequately secured when not in use, not use the equipment whilst under the influence of alcohol or drugs and immediately notify us in the event of the breakdown or loss of the equipment.


21. Financial Protection.

In order to comply with the financial protection requirements of the Package Travel, Package Holidays and Package Tours Regulations 1992, we place all receipts from clients in a Trust Fund in the name of Bikecation ltd controlled by the Travel Trust Association (TTA). Release of funds to Bikecation ltd is not permitted until customers have returned from holiday. This gives complete financial protection to customers in the event of our failure to provide a holiday or our insolvency.

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