TERMS & CONDITIONS – International Activities
Please read these booking conditions carefully, they form an important part of the contract for your trip/activity with Fitways Adventures.
All trips/activities are run by Fitways Adventures. If you book a trip/activity with Fitways Adventures, you are agreeing to the terms and conditions below.
All activities advertised on our website and other marketing materials are operated by Fitways Adventures. Fitways Adventures means Nicholas Simon Hollis – the business founder and owner. The business address of Fitways Adventures is 3 Halfway Houses, Maidenhead Road, Maidenhead, Berkshire, SL66PP, Phone +44 (0)7591076066. The aforementioned activities are sold subject to the following conditions.
Valid travel insurance is essential in order for you to take part in an overseas Fitways Adventures activity (i.e. non UK based). Your policy will need to cover you for personal accident, medical expenses and emergency repatriation in the event of illness or injury, including cover in the event that you need to be evacuated from the mountain by helicopter. Your Insurance policy must also cover you for the maximum altitude detailed on the trip information section of the Fitways adventures web and also included in our trip details. We also recommend that your policy includes cancellation protection as deposits paid cannot be refunded. You will need to provide proof of insurance to a Fitways Representative (via email or post) at least 72hrs prior to the start date of the trip/activity. Failure to do so will exclude you from joining the party.
For UK based trips and activities, you are advised to purchase your own insurance that covers you for the activity you are undertaking. Insurance of this nature can be purchased inexpensively from the BMC – www.thebmc.co.uk
Under the Package Travel, Package Holidays and Package Tours Regulations 1992, we are required to provide security for any monies paid to us for trips that are more than 2 days in duration and include overnight accommodation as part of the package. This is done by placing any monies paid into a trust account. The monies are only released from this account after the trip has been completed.
Fitways Adventures do not offer international flights as part of our trips and are therefore not bound by ATOL (Air Travel Organisers’ Licensing) regulations. Our international trips are strictly ‘land only’ and as such, our responsibility starts when you join the activity/trip at the appointed time.
How to Book
Any person booking a trip or activity with Fitways Adventures must be over the age of 18. Any person booking a Fitways Adventures trip/activity on behalf of others (a group booking would be such an example) accepts these booking conditions on behalf of all party members. To make a booking with Fitways Adventures, you will need to pay a deposit of at least 30% of the published trip/activity cost. You will then need to pay the remainder of the cost no later than 60 days before the trip/activity start date. If you do not pay the outstanding balance by the due date, Fitways Adventures reserve the right to cancel your booking without refunding the deposit paid.
For your own comfort and safety, it is essential we are fully aware of any existing medical conditions relevant to your chosen trip or activity. This information must be included on your booking form which can be submitted either on-line, via email or by post at the time of booking. We will treat any information you provide with the utmost confidentiality and sensitivity. If your medical circumstances change between completing this form and the start date of the trip/activity you must notify a Fitways Adventures representative as soon as is reasonably possible.
Payment to Fitways Adventures can be made by cheque payable to Fitways posted to:
3 Halfway Houses
Or by Bank Transfer using the following details:
Account Number: 50008260
Sort Code: 30-95-36
Please include your booking reference when transferring monies to the Fitways business account.
The Fitways Adventures trip/activity prices are accurate on the date they were published. However, we reserve the right to amend those prices. The prices published on our website and other promotional materials are regularly updated. At the time of booking, we will provide you with the most up-to-date cost of your chosen trip/activity.
When running overseas trips/activities, elements of our costs will need to be paid in currencies other than GBP. When determining the trip price, we base our calculations using a £/$ exchange rate of $1.4/£1. If the market exchange rate (using www.oanda.com ) changes by more than 5% we reserve the right to amend the price of our trips/activities either upwards or downwards in line with the currency movement.
While we reserve the right to change the price of the trip/activity, no changes will be made within 14 days of the trip/activity start date. In addition, if the price of the trip/activity changes by more than 10%, you will be given the option of a full refund.
Amendments to your booking and cancellations
Fitways Adventures reserve the right to cancel your booking or make changes to the itinerary and services described on our web site or promotional brochure. We will make a reasonable effort to advise you of any changes either at the time of booking, prior to the trip/activity commencement date or if applicable, during the activity itself.
The Dates and Itineraries of the Fitways Adventures trips/activities must be considered indicative and as such are subject to change.
If for whatever reason you are unable to attend the trip/activity, you have the option of transferring your booking to another person. This must be agreed with your Fitways Representative at least 90 days prior to the trip/activity commencement date. Depending on the trip/activity, an administration charge may apply.
You have the option to cancel your booking with Fitways Adventures at any time. Cancellations must be communicated to a Fitways representative in writing. Cancellation charges have been detailed below:
- Cancellation less than 90 days before the trip/activity commencement date: Your deposit will not be refunded.
- Cancellation less than 60 days before the trip/activity commencement date: We will refund 40% of the trip/activity cost
- Cancellation less than 30 Days before the trip/activity date: We will not be able to refund the trip/activity cost.
- Cancellation less than 14 days before the trip/activity date: 20% of the trip/activity cost will only be refunded if the cancelled space can be filled prior to the trip/activity taking place.
We strongly recommend you purchase insurance that includes cancellation cover.
Some of the trips and activates offered by Fitways adventures take place in remote locations and/or in underdeveloped regions. It is at times necessary to use the services of 3rd parties to deliver the described service to our clients. Due to circumstances beyond our control, we may need to make changes to the service described in our promotional material. Examples of such changes include transport, accommodation, city tours and itineraries.
There may also be a need to cancel your activity or trip. One example of where we may need to make such a cancellation is insufficient number of people booked on the trip/activity. Issues of safety or cancellation in the interest of the whole group are other examples of where we may need to cancel your activity or trip. The minimum number of people required for the trip or activity to run can be seen on our web site and trip/activity notes. If we are forced to cancel a trip or activity for whatever reason, you will receive a full refund, but no further compensation will be paid.
Our obligations, and those of our suppliers providing any service or facility included in your trip/activity, are to take reasonable skill and care to arrange for the provision of such services and facilities. You must show that reasonable skill and care has not been used if you wish to make any claim against Fitways Adventures. When booking an overseas trip/activity with Fitways Adventures, you need to be aware that standards of, for example, safety, hygiene and quality may vary according to the trip/activity location. Sometimes these standards will be lower than those which would be expected in the UK. The suppliers of the services and facilities included in your trip/activity should comply with local standards where they are provided.
Our liability, except in cases involving death, injury or illness, shall be limited to the cost of your travel arrangements.
We shall have no liability where the cause of the failure to provide, or failure in, your trip/activity or any death or personal injury you may suffer is not due to any fault on our part or that of our 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 a force majeure event or 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 agents or suppliers could have foreseen or forestalled.
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 risk. If you do have any complaint about any optional activity purchased during your trip/activity, your claim should be directed to the activity provider.
The Fitways Adventures overseas trips are land only. Given this, our responsibility does not start until the appointed time specified on the booking confirmation. If this time changes you will be notified as soon as possible. We shall not be responsible for any additional expenses incurred by you to meet up with the group. If the group arrival at the local joining point is delayed, we will provide you with the same room and board basis as will be provided to the group. If the delay is for more than 24 hours we will provide you with the same services and itinerary that were detailed on your confirmation to enable you to continue your holiday, although you will have the option to remain at the local joining point until the other group members arrive.
We operate trips in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you would expect in the UK. Your booking is accepted on the understanding that you realise the hazards involved in this kind of trip/activity, including injury, disease, loss or damage to property, inconvenience and discomfort. As a consequence of the environments we operate in, there will need to be a substantial degree of on-trip flexibility. The outline itineraries given for each holiday must therefore be taken as an indication of what each group should accomplish, and not as a contractual obligation on our part. Changes in itinerary may be caused by local political conditions, internal flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances. Pro-rata refunds will be given for services not utilised wherever possible.
Please be assured that we and our service providers will always do the utmost to ensure your safety and well-being when on tour. On certain trips and activities, you will be required to sign an ‘Acceptance of Risk’ form prior to accepting your participation on the trip/activity. This form is necessary to make you aware of the risks and dangers involved with traveling in these regions, and for you to agree that the service provider and the Company shall not be responsible for any claims made by you for incidents arising due to circumstances outside the service provider’s and Fitways Adventures’ reasonable control. If required, you will be sent a copy of this form at the time of booking.
Please keep in mind that the timings of air, road or rail departures are indicative. These timings may be affected by operational difficulties, weather conditions, road closures, or failure of passengers to arrive at the trip start location on time.
Clothing and equipment
For all activities, suitable clothing is required. A comprehensive ‘kit list’ needed for each trip/activity can be found on our web site and trip notes. It is your responsibility to ensure you come suitably equipped for your chosen trip/activity. If you are deemed by your instructor/group leader to have inadequate clothing or equipment for the trip/activity you will not be permitted to participate. In these circumstances, no refund will be given.
If you have any complaint during your trip/activity you must inform your Group Leader immediately. If you are not happy with their action in response please follow this up within 30 days of the trip/activity end date by writing to us at 3 Halfway Houses, Maidenhead Road, Maidenhead, SL66PP, giving your booking reference and all relevant information. Failure on your part to notify us will deprive us of the opportunity to investigate your complaint and to take appropriate action to put things right whilst you are on your trip and may affect your legal rights. We will acknowledge your written notification within 7 days and aim to provide a full response within 28 days.
Visa, Health, Passport, Travel Documentation.
Basic advice regarding passports and visa requirements can be seen on our web site and trip notes. However, you should check with the appropriate Embassy, Consulate or British Foreign & Commonwealth Office for the most up-to-date information 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 the country/region where the trip is taking place. 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.
We have included some medical and health information on our web site and trip notes. However, we are not medical experts and it is your responsibility to ensure you obtain the necessary medical advice prior to booking a trip/activity with Fitways Adventures. If you do not follow this recommendation and suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage that you suffer.
Your personal safety is of paramount importance to us and therefore it is imperative 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.
At Fitways Adventures we are committed to safeguarding and preserving the privacy of our visitors.
We do update this Policy from time to time so please do review this Policy regularly.
Information We Collect
In running and maintaining our website we may collect and process the following data about you:
- Information about your use of our site including details of your visits such as pages viewed and the resources that you access. Such information includes traffic data, location data and other communication data.
- Information provided voluntarily by you. For example, when you register for information or make a purchase.
- Information that you provide when you communicate with us by any means.
We may gather information about your general Internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally. It is statistical data. This statistical data does not identify any personal details whatsoever
You can adjust the settings on your computer to decline any cookies if you wish. This can easily be done by activating the reject cookies setting on your computer.
Use of Your Information
We use the information that we collect from you to provide our services to you. In addition to this we may use the information for one or more of the following purposes:
- To provide information to you that you request from us relating to our products or services.
- To provide information to you relating to other products that may be of interest to you. Such additional information will only be provided where you have consented to receive such information.
- To inform you of any changes to our website, services or goods and products.
- If you have previously purchased goods or services from us we may provide to you details of similar goods or services, or other goods and services, that you may be interested in.
Where your consent has been provided in advance we may allow selected third parties to use your data to enable them to provide you with information regarding unrelated goods and services which we believe may interest you. Where such consent has been provided it can be withdrawn by you at any time.
Storing Your Personal Data
In operating our website it may become necessary to transfer data that we collect from you to locations outside of the European Union for processing and storing. By providing your personal data to us, you agree to this transfer, storing or processing. We do our up most to ensure that all reasonable steps are taken to make sure that your data is treated stored securely.
Unfortunately the sending of information via the Internet is not totally secure and on occasion such information can be intercepted. We cannot guarantee the security of data that you choose to send us electronically, Sending such information is entirely at your own risk.
Disclosing Your Information
- In the event that we sell any or all of our business to the buyer.
- Where we are legally required by law to disclose your personal information.
- To further fraud protection and reduce the risk of fraud.
Third Party Links
Access to Information
In accordance with the Data Protection Act 1998 you have the right to access any information that we hold relating to you. Please note that we reserve the right to charge a fee of £10 to cover costs incurred by us in providing you with the information.
Client Behavior and Leader Authority
When on a Fitways Adventures trip/activity, you are required to abide by the authority of your appointed group leader. If, in the reasonable opinion of your leader you have committed an illegal act, behave in a disruptive or threatening manner, or fail to adhere to guidance or instruction provided by the guide during the trip/activity, we may terminate your trip/activity without any liability on our part.
Any damage caused by yourself, to others or others property, during the trip/activity will be charged directly to you.
Law & Jurisdiction
Any claim or dispute relating to this contract will be governed by English law. English law courts will have exclusive jurisdiction over any matters relating to your contract with Fitways Adventures.