Booking Conditions

The following booking conditions, together with all information relating to your chosen holiday contained on our website or given to you at the time of booking, form the basis of your contract with Velobreaks Ltd. Please read them carefully as they set out our respective rights and obligations.

Once your holiday has been confirmed we will accept responsibility for it in accordance with these conditions as an “Organiser” under the Package Travel, Package Holidays and Package Tours Regulations 1992.

Holiday 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 accept your deposit and 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.

Making a Booking

Before making a booking please read the booking conditions and the holiday itinerary. We suggest you print copies for your records.

You can either book online by completing the Booking Form or by calling the Velobreaks office on 01780 671100. To confirm your booking you will need to pay the deposit of 20% of the cost of the holiday per person, or full payment if booking within six weeks of the start of the holiday, as per the following process.

In order to comply with the Package Travel Regulations your holiday deposit and balance payments are placed into a protected travel trust on your behalf. As soon as we have placed your booking we will arrange for you to receive an email from Trust My Travel for you to make the deposit payment. Please follow the instructions on the email to secure your booking. A confirmation and invoice for the balance payment will be sent to you shortly afterwards. Please contact us if you notice any errors on the booking confirmation.

You will receive a further email from Trust My Travel for the balance payment for the holiday. As with the deposit payment please follow the instructions to finalise your booking. Once the payment is complete we will send you the holiday itinerary, map and route instructions. The balance must be paid at least six weeks before the start of your holiday. The date on which the final balance of your holiday is due is shown on the invoice. If the balance is not paid in time we reserve the right to cancel your holiday, retain your deposit and apply the cancellation charges noted below.

Cancellation

Should you or any member of your party be forced to cancel your booking, you must do so in writing (including by email to info@velobreaks.com) and this email/letter must be submitted by the person who submitted the booking form. The cancellation will take effect from the date that such written notice is received in this office. 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:

41 – 28 days before the start: 50% of the total cost of the holiday

28 – 15 days before the start: 75% of the total cost of the holiday

No refund can be given for a cancellation 14 or less days before the start of a holiday or whilst the holiday is in progress.

In addition to the above charges, it may be necessary to add single room supplements to other members of a party where member(s) of that party cancel.

These cancellation fees are implemented in all cases, so we recommend that you are fully covered by a comprehensive travel insurance policy.

Transfers

If any member of a party is prevented from travelling, we will agree to that member’s booking being transferred to another person who satisfies all the conditions applicable to the holiday, subject to both persons accepting joint and several liability for full payment of the holiday price and our charge for confirming the transfer and any additional costs arising from the transfer. We must be given reasonable notice of the transfer request, which is considered to be at least 15 days prior to the departure date.

Prices

Prices quoted in our brochure, on the website or anywhere else in our literature are a guide only and may change at any time up to the point a contract is made between us. All prices include VAT at the appropriate rate. After the contract is made between us we have the right to increase the price of the holiday where the cost to us of providing you with the holiday package increases in the following circumstances:

1) We have recognised that an error has occurred and part of a holiday package has been incorrectly priced or described.

2) Our costs increase/decrease as a result of changes in transportation costs, taxes or other fees.

3) Significant changes in the exchange rates used to calculate the cost of your holiday.

Price increases or decreases after booking will be passed on by way of a surcharge or refund. We will not make any such increase to the basic cost of your holiday within 28 days of your holiday start date. We will also absorb all such increases where they amount to less than 2% of the total cost of your holiday. These provisions exclude insurance and cancellation charges. If we have to increase our prices you will be entitled to cancel your booking with us and receive a full refund, with the exception of any payments made for insurance.

Travel Insurance

You are strongly advised to seek advice from your insurance broker and/or your insurance company about your cover.

It is a condition of booking that clients have adequate travel insurance with a reputable insurer to cover personal injury, medical expenses, repatriation expenses, loss or damage of luggage and its contents and expenses associated with cancellation or curtailment. The client is responsible for any loss or damage to luggage, bicycles, navigators or personal possessions or any consequential loss resulting there from. Velobreaks Ltd accepts no responsibility for loss or damage to luggage, possessions or bicycles while in transit with us or our partners. If a client becomes ill, all hospital expenses, any medical fees and repatriation costs are the responsibility of the client and Velobreaks Ltd shall not be liable to refund the holiday cost.  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.

Changes or Cancellation by Velobreaks Ltd

It is unlikely that we will have to make any changes to holiday arrangements, but we do plan the trips many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you of them at the earliest possible date. We also reserve the right in any circumstances to cancel your travel arrangements. However, we will not cancel your travel arrangements less than six weeks before your departure date, except for reasons of force majeure or failure by you to pay the final balance. In unusual circumstances  where a change has to be made to a holiday booked by you, such as a change in accommodation standard or a change of start date,  we will contact you as soon as possible and you will have the choice of:

(a) accepting the changed arrangements or

(b) taking a replacement holiday from Velobreaks Ltd (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.

Please note that the above options are not available where any change is a minor one.

Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we have to cancel as a result of unusual and unforeseeable circumstances beyond our control, for example war, civil or political unrest, terrorism, extreme weather conditions or force majeure.

We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation. No compensation will be payable if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, such as paying on time.

Our Liability to You

We promise to ensure that all parts of the holiday we have agreed to arrange as part of our contract are provided to a reasonable standard and in accordance with that contract. We accept responsibility for any personal injury or death caused to you as a result of the proven negligent acts by us, or our agents or suppliers. The company shall not be liable for any damages caused by the total or partial failure to carry out the contract if such failure is:

  • attributable to the participant or any member of his or her party, or
  • the fault of a third party unconnected to either the leader or the company, or
  • due to the theft of bicycles or injury as a result of cycling either on or off road and in particular injuries as a result of either inadequately maintained and serviced personal equipment or failure to wear the correct safety equipment most notably cycle helmets, unless demonstrably due to our negligence, or
  • a result of unusual or unforeseen circumstances beyond the control of the company or the supplier of the service in question which could not have been predicted or avoided even after taking all reasonable care, or
  • the fault of any person who was not carrying out work for us (generally or in particular) at the time.

We cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised on our website and we have not agreed to arrange them. The maximum liability for any damages other than for personal injury or illness will be limited to the price paid for the holiday.

Financial Protection

For your financial protection Velobreaks Ltd is a member of Trust My Travel and our membership number is TMT51103. All client money, whether by bank transfer or card payment is paid into an independently managed Trust Account held at Barclays Bank in the UK. This means in the unlikely event of our financial failure you will receive a refund for the services you have paid for. Money is not received by us until all suppliers have have been paid and you have completed your trip. Trust My Travel  is authorised and regulated by the  Financial Services Authority under the PSR 2009: No. 569641. For more information about how your payments are protected please visit ww.trustmytravel.com/logos/ for more information.

Your Responsibilities

Your booking is accepted on the following understandings:

That you realise and accept the risks and hazards potentially involved in cycling holidays and that you are mentally and physically capable of undertaking your chosen trip. You must tell us if you have an existing medical condition or disability or learning or physical disabilities, whether or not these are controlled by medication or are currently dormant, before booking.  If, in our reasonable opinion, your chosen holiday is not suitable for your medical condition, level of fitness or disability we reserve the right to refuse your booking.

That there is a natural need to be flexible in a holiday of this kind and that you accept the potential for (amongst other things) delays, alterations, loss or damage to property, inconvenience and discomfort.

The company shall not be responsible for participants’ actions or for injury, damage to property or other loss due to inadequately serviced or maintained cycles or other personal equipment or any other matter beyond their control.

Your personal belongings are your own responsibility during your holiday with us. The police have notified us that personal cycles are particularly vulnerable to theft.

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.

You may not advertise, use, give or resell your holiday or any discount offer associated with it or offer to do so (for profit or otherwise) or use it in connection with a competition, promotion, business and charitable or any other similar venture without our express advance written permission.

We regret that participants under the age of 18 years who are not accompanied by a Parent or Guardian cannot be accepted.

Any information given by the Company in regard to climate, clothing, special equipment, topography etc is done so in good faith and must be rechecked by you prior to relying on it.

No refund or compensation will be made or given for any unused hotel accommodation, services or features of the holiday which is unused at your discretion or as a result of your action/inaction.

Luggage Transfers

The company does not accept any liability for damage or loss to any item of luggage or its contents during transportation. It is your responsibility to ensure that your bags are safely packed and contain no valuable and/or fragile items such as laptops, tablets, cameras, mobile phones or glass. Your luggage and its contents must be protected by a suitable insurance policy.

The company reserves the right to refuse oversize bags and does not accept any liability or costs or inconvenience that this refusal may incur.

Website Accuracy

We make every effort to ensure the accuracy of the advertising, brochure and website information and prices at the time of printing and we believe that it is correct at the time of publication. We do reserve the right to make changes and where they occur, they will be advised to you before the booking contract is concluded. The prices shown include VAT. Should VAT rise above 20% the prices shown may alter. You must therefore ensure you check the price and all other details of your chosen arrangements with us at the time of booking.

Data Protection and Privacy

We are fully compliant with all data protection legislation. Please see the privacy policy on our website for full details.

Maps and Directions

On our self-guided cycling holidays the maps and route directions provided are for guidance only. We cannot accept responsibility for any inaccuracies of the published material you receive, which to the best of our knowledge, was correct at the time of printing.

Cycle and Portable Navigator Hire

Advance booking is necessary to reserve equipment. Bookings are not confirmed until receipt of payment. The equipment, including all accessories supplied, is let out on hire. The equipment remains our or our agents’ property and you will not sell, hire out or otherwise part with the possession thereof.

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). 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.

If the equipment is stolen, lost or damaged by you during the rental period, you may be charged for the original purchase price of the equipment (lost or stolen) or for the repair of the damage.

Complaints

We will do our utmost to ensure that you have an enjoyable holiday. However, if you do have complaints that you may wish to make about your holiday please 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 28 days of the end of the holiday. Complaints received after this date can be very difficult to investigate.