All the trips featured on the Trips4Fitness website are either operated by International Fitness Consultants Limited trading as Trips4Fitness hereinafter called ‘the Company’ or ‘we’, registered office 42 Oakleigh Park South, Whetstone, London N20 9JN, UK, or fully licenced suppliers and are sold subject to the following conditions:
1. Booking
To make a booking you must be 18 or over and we require a completed booking form and the applicable deposit, as stated on the booking form (or full payment if travel is within 60 days ). Deposits are non-returnable. The person making the booking (the “lead traveller”) accepts these booking conditions on behalf of everyone in their party. If we accept your booking, we will issue a confirmation invoice. A contract will exist between us from the date we issue the confirmation invoice. Your personal safety is important to us and therefore it is essential that you advise us at the time of booking of any condition, medical or otherwise, that might affect your or other people’s enjoyment of the trip.
2. Payment
When you receive the confirmation invoice please check the details carefully and inform us immediately if anything is incorrect. Spelling of names etc is particularly important. Names on travel documents must exactly match those shown in passports - we cannot accept responsibility if an airline or other supplier refuses boarding because the name(s) shown in your passport differ from those on your ticket.
Payment for all monies due must be paid to us no later than 60 days before trip departure. If you do not pay the balance by the due date your booking will be cancelled and you will forfeit your deposit. Please note that all payments made on a credit card (whether deposits, part payments or final balances) will be subject to a levy of 2% (inc. VAT).
Travel documents will be sent or emailed to you approximately 2 weeks before the departure of your trip. Travel documents will not be issued until final payment has been received and any cheques have cleared. We cannot accept any liability for tickets lost in the post. In the case of any booking made within 30 days of departure, your travel documents upon payment of a fee of £5 per person will be sent to you by Royal Mail Special Delivery. If you elect to have documentation sent by Royal Mail, which is subsequently lost in transit, you will then be liable for courier costs in addition to a re-issue charge (which will be a minimum of £35 and may be up to the cost of the ticket). If you live outside the UK we will normally email instructions to you. If you have asked us to post documents to you, we will send your travel documents by courier and will add the charge to your booking (this charge is variable depending on your country of residence). If indicated on your Instructions you must reconfirm the reservations, timings and check-in details of your flight with the airline concerned at least 72 hours before departure. This applies to your outward flight from the UK and to your return flight. If you miss a flight or suffer any disruption as a result of not following our instructions as to reconfirmation, we will not have any liability to you.
4. Financial Protection
The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays arranged by Trips4Fitness and for your repatriation in the event of our insolvency. We provide this security by way of a Travel Trust Association Licence number U6856. All monies are held in a trust account and are not released to us until your trip has finished.
5. If you change your booking
If, after our confirmation has been issued, you (a) make a change to your existing booking, we will charge an amendment fee of a minimum of £50 per booking for each change or (b) wish to change to another of our trips or change departure date, we will try to make the changes, provided that notification is received in writing at our offices from the lead name at least 60 days before departure and you pay a minimum of £50 per person to cover our administration costs. Any alteration, whether a change to an existing booking or a change to another trip or departure date, will be subject to payment by you of any costs imposed by any of our suppliers providing the component parts of the trip. Any alteration by you within 60 days of departure will be treated as a cancellation of the original booking and will be subject to the cancellation charges set out in Clause 4 below.
Where you are unable to travel you can transfer your booking to another person, subject to the following:
a) you must notify us in writing at least 60 days before departure; and
b) your request is accompanied by all original travel documents which you have received and the full name and address of the transferee; and
c) the transferee must fulfill any conditions that apply to the booking; and
d) payment by you of an administrative charge of a minimum of £50 per person and all costs which those supplying your travel arrangements impose.
Both the transferor and transferee will be jointly and severally liable for payment of the holiday price and other associated expenses. Some airline carriers treat name changes as cancellations. Accordingly you will be required to pay for the cost of a new ticket.
6. If you cancel your holiday
You or any member of your party may cancel your trip at any time providing that the cancellation is made by the lead traveller in writing. As this incurs costs, we will retain your deposit and in addition will apply other cancellation charges as shown below:
Period before departure within which
written cancellation is received
|
Amount of cancellation charge shown
as percentage of the trip price |
| More than 60 days |
Deposit only |
| Between 60 and 42 days |
50% |
| Between 41 and 28 days |
60% |
| Between 27 and 15 days |
90% |
| 15 days or failure to arrive at departure airport |
100% |
7. Complaint Procedure
If you have any complaint during your holiday, you must inform both your Group Leader and the relevant supplier of the service immediately. If you are not happy with their action in response to your complaint, you should notify Trips4Fitness immediately, and we shall endeavor to resolve the problem promptly. Failure on your part to notify us and our agents does not give us the opportunity to take appropriate action to put things right, and may seriously affect your legal rights. If you feel the problem has still not been dealt with, you should notify us in writing within 28 days of your scheduled return to the UK, giving us your booking reference and all other relevant information. We will acknowledge your written notification within 7 days and aim to provide a full response within 28 days.
We can usually sort out any complaints you may have. But in the event of a breakdown of communication or a serious disagreement between a TTA member and their customer, the Travel Trust Association can act as an independent intermediary.
All complaints are dealt with in writing. Should you feel the need to make a complaint about one of our members, please detail the matter in writing and post it to:
Travel Trust Association
Complaints Department
3rd Floor, Albion House
High Street
Woking
Surrey
GU21 6BD.
Please enclose copies of any previous correspondence that you may have had with the company and any paperwork that is at all relevant e.g. receipts, bookings etc.
Upon receipt we will administer your complaint for you and ensure that you receive a response. Should the response that you receive not be satisfactory, we can then offer you an arbitration service.
8. Prices and Surcharges
All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time. Prices on our website are updated regularly. Before you make a booking we will give you the up-to-date price of your chosen trip.
We have included in our prices a charge representing the extra aircraft insurance and security costs which have been imposed on airlines and tour operators. You should be aware that this charge may change between the date of publication and the time of travel. Since these costs are beyond our control, we reserve the right to increase the amount of this charge at any time. We will of course inform you of any such change should that become necessary. In view of the current volatility of world oil prices, a fuel supplement may be added to the price of your holiday at the time of booking.
The UK government have announced their intention to replace Air Passenger Duty, which is payable by all passengers on flights departing from UK airports with a new Emissions Tax, known as Aviation Duty, with effect from 1st November 2009. We are not yet aware of the final details of the new Duty, and prices have therefore been calculated as if Air Passenger Duty continues to be in effect. In the event that our costs increase as a result of the change, we reserve the right to adjust prices to reflect those changes in costs.
9. Changes to your trip
Before you enter into a contract with us, we reserve the right to change any of the facilities, services or prices described in our brochures or website. If a change occurs you will be advised at the time of booking.
10. If we change your booking
We plan the arrangements for your trip many months in advance and may occasionally have to make changes, most of which are minor. Flight timings and carriers shown in the brochure are subject to change. A change of carrier or flight timings will not be considered a major change. If a major change becomes necessary, we will advise you of the change as soon as possible. Whether a change is ‘major’ depends on the nature of the trip and may include: alteration to the scheduled departure or return time of your flight by more than 12 hours (but not a flight delay); a change to a lower standard of accommodation; or a change of departure airport (excluding a change between London airports).
When a major change occurs, you will have the choice of either accepting the change, accepting a replacement trip from us of equivalent or closely similar standard and price, or cancelling your trip, in which case we shall refund you in full.
11. If we cancel your trip
Sometimes it may be necessary to cancel your trip and we reserve the right to cancel your trip in any circumstances. However, in no circumstances will we cancel your trip less than 6 weeks before the scheduled departure date except for reasons of force majeure or failure on your part to pay the final balance. In circumstances where we are unable to provide the trip booked, we will return to you all monies paid, including insurance when you have bought that from us, or where possible offer an alternative trip of comparable or higher standard and compensation if appropriate. In case of a cancelled trip departure we strongly advise you not to book any connecting travel that is non-refundable or non- changeable or incurs penalties. We will not be liable to refund any incidental costs incurred for visas, vaccinations or other travel arrangements. If we are forced to cancel your holiday after departure we will, wherever possible, make suitable alternative arrangements. If we are unable to make such alternative arrangements, or you reject these for good reason then we will return you to your point of departure and refund you for any unused services, if appropriate.
12. Compensation and Liability
Our obligations, and those of our suppliers providing any service or facility included on your trip, are to take reasonable skill and care to arrange for the provision of such services and facilities and, where we or our supplier is actually providing the service or facility, to provide them and to do so with reasonable skill and care. You must show that reasonable skill and care has not been used if you wish to make any claim. Standards of, for example, safety, hygiene and quality vary throughout the transport and destinations that your trip may involve. Sometimes these standards will be lower than those which would be expected to be found in the UK. The services and facilities included on your trip will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply (such as, for example, those of the Civil Aviation Authority), or, if there are no applicable local regulations, if they are reasonable when compared to the local standards and customs. For claims which do not involve death or personal injury, we accept, and will only have, liability should we or our suppliers fail to satisfy the obligations detailed above. If we have liability we will pay you reasonable compensation (limited to 3 times the value of your trip) if your enjoyment of the trip is adversely affected. Any sums received by you from suppliers such as from airlines due to the Denied Boarding Regulations 1992 (in this case sums paid by the airline constitute the full amount of your entitlement to compensation for all matters flowing from the airline’s actions) will be deducted from any sum paid to you as compensation by us. For claims which involve death or personal injury as a result of an activity forming part of your holiday, we accept, and will only have liability should we or our suppliers fail to satisfy the obligations detailed above. If we have liability, we will pay you reasonable compensation. We shall have no liability where the cause of the failure to provide, or failure in, your holiday or any death or personal injury you may suffer is not due to any fault on our part or that of our servants, agents or suppliers, because it is either attributable to you, or attributable to someone unconnected with your holiday and is unforeseeable or unavoidable, or is due to unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which neither we, nor our servants, agents or suppliers could have foreseen or forestalled. If any international convention applies to or governs any of the services or facilities included in your holiday arranged or provided by us, or provided by any of our suppliers, and you make a claim against us of any nature arising out of death, injury, loss or damage suffered during or as a result of the provision of those services or facilities, our liability to pay you compensation and/or the amount (if any) of compensation payable to you by us will be limited in accordance with and/or in an identical manner to that provided for by the international convention concerned (in each case including in respect of the conditions of liability, the time for bringing any claim and the type and amount of any damages that can be awarded). International Conventions which may apply include: in respect of international air travel, the Warsaw Convention 1929 (including as amended by the Hague Protocol of 1955 and by any of the additional Montreal Protocol of 1975) or the Montreal Convention 1999; in respect of rail travel, the Berne Convention 1961; in respect of carriage by sea, the Athens Convention 1974; in respect of carriage by road, the Geneva Convention 1973; and, in respect of hotels, the Paris Convention 1962. Copies of the relevant conventions are available on request. For the avoidance of doubt, this means that we are to be regarded as having all benefit of any limitations of compensation contained in any of these Conventions or any other international conventions applicable to your holiday. Other than as set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability whatsoever to you for any loss or damage.
13. Air Travel Conditions of Carriage - Montreal Convention
Air Carrier liability for passengers and their baggage: This is a notice required by European Community Regulation (EC) No. 889/2002. This notice cannot be used as a basis for a claim for compensation, nor to interpret the provisions of the Montreal Convention or the Regulation. It does not form part of the contract between the carrier(s) and you and no representation is made as to the accuracy of the contents of this Compensation in the case of death or injury: There are no financial limits to the liability for passenger injury or death. For damages up to approximately £80,000, the air carrier cannot contest claims for compensation. Above that amount, the air carrier can defend itself against a claim by proving that it was not negligent of otherwise at fault. Advance payments: If a passenger is killed or injured, the air carrier must make an advance payment, to cover immediate economic needs, within 15 days of the identification of the person entitled to compensation. In the event of death, this advance payment shall not be less than approximately £13,000.
Passenger delays: In case of passenger delay, the air carrier is liable for damage unless it took all reasonable measures to avoid the damage or it was impossible to take such measures. The liability for passenger delay is limited to approximately £3,300.
Baggage delays: In case of baggage delay, the air carrier is liable for damage unless it took all reasonable measures to avoid the damage or it was impossible to take such measures. The liability for baggage delay is limited to approximately £800.
Destruction, loss or damage to baggage: The air carrier is liable for destruction, loss or damage to baggage up to approximately £800. In the case of checked baggage, it is liable even if not at fault, unless the baggage was defective. In the case of unchecked baggage, the carrier is liable only if at fault. Higher limits for baggage: A passenger can benefit from a higher liability limit by making a special declaration at the latest at check-in and by paying
a supplementary fee.
Complaints on baggage: If the baggage is damaged, delayed, lost or destroyed, the passenger must write and complain to the air carrier as soon as possible. In the case of damage to checked baggage, the passenger must complete a Property Irregularity Form at the airport and write and complain within seven days and in the case of delay within 21 days, in both cases from the date on which the baggage was placed at the passenger’s disposal.
Liability of contracting and actual carriers: If the air carrier actually performing the flight is not the same as the contracting air carrier, the passenger has the right to address a complaint or to make a claim for damages against either. If the name or code of an air carrier is indicated on the ticket, that air carrier is the contracting air carrier.
Time limit for action: Any action in court to claim damages must be brought within two years from the date of arrival of the aircraft, or from the date on which the aircraft ought to have arrived. The basis for the rules described above is the Montreal Convention of 28 May 1999, which is implemented in the Community by Regulation (EC) No 2027/97 (as amended by Regulation (EC) No 889/2002) and national legislation of the Member States.
14. Data Protection Policy
To ensure that your trip runs smoothly, we (and your travel agent, if you use one) need to use information such as your name and address, special needs, dietary requirements, etc. We will apply appropriate security measures to protect this data. However, we must pass it to suppliers of your travel arrangements, including airlines, hotels and transport companies. We may also supply it to security or credit checking companies, and to public authorities such as customs and immigration. If your holiday is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strict as in the UK. We will only pass data, including sensitive information regarding disabilities or dietary and religious requirements, to people responsible for your travel arrangements. If we cannot pass this information to the relevant suppliers, in the EEA or elsewhere, we cannot provide your booking. When you make this booking, you consent to this information being passed to the relevant people. Information held by a travel agent is subject to that company’s own data protection policy. We can supply a copy of your information held by us; there is a small charge for providing this.
15. Independent arrangements/excursions
If you purchase any optional activities that are not part of your pre-booked itinerary, the contract for the provision of that activity will be between you and the activity provider. The decision to partake in any such activity is entirely at your own discretion and at your own risk. If you do have any complaint about or problem with, any optional activity purchased in resort your claim should be directed to the activity provider and not The Training Partners Limited.
16. Transport timings
Please note that the timings of air, sea, road or rail departures are estimates only. These timings may be affected by operational difficulties, weather conditions or failure of passengers to check in on time. Carriers’ conditions of carriage which will apply to you have clauses which limit or exclude liability. We do not make any arrangements if there is a delay at the outbound or inbound point of departure. However, most airlines usually make provision in this case.
17. Travel Insurance
Travel insurance is mandatory for all clients while on one of our trips. Please note that it is your responsibility to ensure that your policy covers you for any activities you purchase that are not pre-booked nor featured on this website. If you choose not to take our insurance scheme, you are responsible for ensuring that you are in possession of travel insurance for the entire duration of the trip in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment, with cover/benefits equal to/greater than the insurance we offer. If you make your own insurance arrangements you must ensure that there are no exclusion clauses which limit cover for the type of activities included, or the altitudes attained, on your trip. Travel documents will not be issued unless you provide evidence of the existence of your policy.
18. Passports and visas
Whilst we are able to provide basic advice to clients regarding passports and visa requirements, you should check with the appropriate Embassy, Consulate or British Foreign Office for the exact requirements for your chosen trip and date of travel. It is your responsibility to ensure that you have the correct passport and visas to gain access to any country/region included in the travel arrangements which you purchase from us. If you fail to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your travel arrangements. In some cases, countries will refuse entry to clients who have criminal records. Should you be concerned about this, please check with the embassy or consulate of the countries to which you are travelling.
19. Health requirements
We are able to advise on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice. Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements. Clients with existing medical problems, pregnant women and anyone who has recently visited other countries should check requirements with their general practitioner.
20. Special requests
We endeavor to fulfill any special requests (e.g. vegetarian meals) and will pass your request to our suppliers but do not guarantee that the request will be carried out.
21. Your contractual requirements
Detailed Trip descriptions and information is published for each trip on our website. It contains up-to-date definitive information about the itinerary and travel arrangements. This information will be deemed to be part of the contract. Once a contract exists between us you agree to accept the authority and decisions of our employees, Group Leaders, agents and suppliers while on a trip. If, in the opinion of any of these, your health or conduct appears likely to endanger the progress of a trip you may be excluded from the whole of, or a part of, the trip. Under-18s are the responsibility of their accompanying parent or guardian. In the case of ill-health we may make such arrangements as we deem necessary and recover the costs thereof from you. If you commit an illegal act we shall cease to have responsibility to or for you.
22. Alterations to booking conditions
No employee or agent of International Fitness Consultants Limited may vary these conditions or offer any refund or discount on the published price without the written consent of a director of International Fitness Consultants Limited
23. Notices
All communications relating to this Agreement (in particular any requests to cancel or amend your holiday arrangements) must be from the Lead Traveller in writing and in English and delivered by hand, fax, email or sent by recorded delivery post to the address specified herein (or such other address as may be notified to you from time to time). Any such communication shall take effect when a complete and legible copy of the communication has been received at the appropriate address.
24. Dates & itineraries
Dates and itineraries for trips on this site are correct at time of publication. However, we reserve the right to make changes at any time.
25. Contractual obligations
These conditions were published on 1st October 2009 and apply to trips on the Trips4Fitness website. This Agreement, and any claim or dispute arising from or related to this Agreement, will be governed by English law and the courts of England and Wales shall have exclusive jurisdiction over any claim arising out of it.
27. Photography
Any likeness or image of you secured or taken on any of our trips may be used by the company without charge in all media (whether now existing or in the future invented) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, slides, video shows and the internet.
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