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These Booking Conditions form the basis of Contract between you and Wildfitness. Please read them carefully before you book.
Your contract is with Ealing Travel Services Limited, a fully bonded member of ABTA (association of British Travel Agents) and the CAA (Civil Aviation Authority). We hold an Air Travel Organisers Licence granted by the Civil Aviation Authority, our ATOL number is 4301. In the unlikely event of our insolvency the CAA will ensure that you are not stranded abroad or will arrange to refund any money you have paid to us for an advance booking. For further information, visit the ATOL website at www.atol.org.uk. All monies you pay to a travel agent are held by him on our behalf at all times.
1. Your Wildfitness Course
For full details on your accommodation arrangements, facilities, and course descriptions please refer to www.wildfitness.com.
2. Reservations and Deposit
If you book your course more than 8 weeks prior to departure, we must receive payment of 25% of the total cost per person (the Deposit) within 5 days of booking. If the Deposit is not received in time this may result in loss of reservation. If you book your course 8 weeks or less prior to departure, we must receive Full payment within 5 days of booking otherwise we reserve the right to cancel.
A contract will exist when the booking is confirmed on our computer system. We reserve the right to refuse a booking without explanation and to refund any Deposit made. 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. Following your initial enquiry we will send you an Application Form and soon thereafter a Booking Form and a Consent & Waiver Form. On receipt of these documents completed and signed by you we will reserve a place on your chosen course and send our Confirmation letter / invoice which acts as acceptance of your booking subject to payment of the Deposit. If you have not received your confirmation letter / invoice within 7 days please contact us. It is very important that you check your booking confirmation when you receive it in order to ensure it is correct.
The balance of the cost of your course must be paid at least 8 weeks before your departure date. If your booking is made within 8 weeks of departure Full payment is due at the time of booking. If the balance is not paid in time, we reserve the right to cancel your course and retain the Deposit per person paid.
4. Modifications by you
4.1 Cancellation and Curtailment: any cancellation or curtailment of stay by you during your course or your limited use of the facilities or activities provided in our centres and included in the cost of your course will not give you any right to a refund or credit note from us. In addition, transportation arrangements to certain destinations are secured by group bookings which do not allow us to obtain a refund of unused seats and tickets. Should you decide to extend your stay, you will be required to make a fresh booking via our UK office. The extension of your stay will be subject to the availability in the centre and dependent on the availability of flights to ensure your return.
4.2 Alterations: once you have paid your Deposit, it is not possible to change your course dates or to transfer your booking to a third party. You may upgrade your accommodation, subject to availability and paying any additional costs, but there are no refunds if you wish to downgrade your accommodation.
5. Cancellation by you
You, or any member of your party, may cancel your course at any time. Written cancellation from the person who made the booking or your travel agent on your behalf must be received at our offices. Telephone cancellations will not be accepted. The date of receipt of the cancellation notice will be the governing date. Please note that the cancellation of any member of your party may affect the room occupancy / type of room and price for your booking and we reserve the right in this case to transfer the remaining members of your party to alternative accommodation, which may be at a supplement.
Since we incur costs in cancelling your course and will have forgone other bookings the following Cancellation Charges will apply:
If the cancellation is received:
In the event that we have booked your flights for you, we reserve the right to impose a cancellation charge of 100% of the cost to us of those flights. In these circumstances the Cancellation Charges will only apply to the remainder of the package price.
Please note: if the reason for cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
6. Modifications by Wildfitness
It is unlikely that we will have to make changes to your course, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time.
We may modify the list of activities (e.g. sports) and facilities (e.g. equipment and services) included in the course, together with the dates of opening and closure of the centres (depending on the occupancy of the relevant centre).
It is specified that all information given in respect of ‘outside the centre’ activities is subject to change; the organization of these activities, together with the consequences of any modification and / or cancellation of these activities will remain under the sole responsibility of the relevant outside providers.
Should the type of accommodation that you have booked be unavailable at the centre, Wildfitness will, upon your return, refund, if applicable, any difference in price between the accommodation you have booked and the accommodation you were allocated.
6.1. Minor changes
a) Most of the changes we make will be minor and compensation will not be payable.
b) Carriers, such as Airlines used, will be subject to change and will be deemed to be a minor change.
c) Other examples of minor changes include alteration of your outward / return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same standard, changes in the staff members running the course to others of similar expertise.
6.2. Major changes
If we make a major change to your course, we will inform you or your travel agent as soon as reasonably possible if there is time before departure. When a major change occurs (such as an alteration to your outbound / return flights by more than 12 hours and / or changes of centre (provided it does not arise from circumstances amounting to force majeure) and / or change of airport (except for a change from one London airport to another; London airports being Gatwick, Heathrow, City, Luton and Stansted and / or Malindi to Mombasa and vice versa), you will have the choice of either accepting the change of arrangements, accepting an offer of an alternative course of comparable standard from us if available (we will refund you the price difference if the alternative is of lower value), or cancelling your booked course and receiving a Full refund of all monies paid.
In all cases where a major change occurs, unless it is due to force majeure, we will pay compensation as below:
If you are informed less than 8 weeks before departure we will give you compensation of £20 per person. If less than 4 weeks before departure the compensation will be £30 per person.
7. Cancellation by Wildfitness
We reserve the right to cancel your course in any circumstance up to 8 weeks before the date of departure. For example, if the minimum number of guests required for a particular course is not reached, we may have to cancel it. In this event we will inform you or your travel agent as soon as practical and you will have the choice of having a Full refund of all monies paid or accepting an offer of an alternative course of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value). This would exclude independent travel arrangements.
We will not cancel your course within 8 weeks of the date of departure unless either compelled to do so by reasons of force majeure or if you have not paid the final balance of your course in accordance with paragraph 3.
8. Price changes
The prices for Wildfitness courses as shown on the website www.wildfitness.com are subject to change and you will be notified of the correct cost of your course at the time of booking. The price of your course can be varied due to changes on the following items: transportation costs e.g. fuel, scheduled airfares and any other airline cost changes which are part of the contract between airlines (and their agents) and the tour operator / organizer; government action such as changes in VAT or any other government imposed changes.
In the case of any small variation, we will absorb or retain an amount equivalent to 2% of the course price, which excludes any amendment charges on your booking. For a larger variation this 2% will still be absorbed for increases but not retained from refunds. In either case, there will be a charge to cover agents’ commission if applicable.
If this means you have to pay an increase of more than 10% of the course price, you will be entitled to cancel your course and receive a full refund of all monies paid, except for any amendment changes. Should you decide to cancel for this reason, you must exercise your right to do this within 14 days from the issue date printed on your final invoice. Whether you cancel or not you will also be entitled as on the terms set out in respect of major changes in paragraph 6.2 above, to accept an offer of an alternative course from us if we are able to do so along with relevant compensation.
9. Force Majeure
We regret that we cannot accept liability or pay you compensation where the performance of our contractual obligations is prevented or affected by ‘force majeure’. This means that we will not pay you compensation if we have to cancel or change your course in any way because of unusual or unforeseeable circumstances beyond our control.
In these booking conditions ‘force majeure’ will include (but shall not be limited to) war, threat of war, riot, civil or political unrest, industrial dispute, terrorist activity threatened or actual in its consequences, natural or nuclear disasters, fire, adverse weather conditions, closure of ports or airports, air traffic control delays, technical problems of transport or other circumstances amounting to force majeure.
For passport and visa requirements, travel documents and vaccination requirements please refer to the travel tips section of our website www.wildfitness.com.
You are responsible for ensuring that any valuables are locked in the safe provided by the centre. Wildfitness will not be responsible for any theft or damage of personal property. Please ensure your have adequate insurance.
12. Complaints and Arbitration
If you have a problem during your course, you are obliged to inform our local staff immediately who will endeavour to put things right whilst you are on site. If your complaint is not resolved during your stay, please follow this up in writing within 28 days of completion of your course.
You must communicate any complaint to our local staff without delay and complete a report of your complaint while on site. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in centre and this may affect your rights under this contract.
a) We do our best to provide you with the photographs and illustrations which should give you an impression of the facilities offered. These photographs and illustrations aim to give you an idea of the standard of the facilities, but are not contractually binding.
b) We accept responsibility for ensuring that the course which you book with us, is supplied as is described on our website. If any part of your course is not supplied as promised due to the fault of our employees, agents or suppliers, we will pay you appropriate compensation if this has affected the enjoyment of your course.
c) In respect of travel by air, sea and rail our liability will be limited in the manner provided by the relevant International Convention.
d) Facilities available ‘outside the centre’ (e.g. sports activities, excursions) together with connections arranged on the clients request will remain under the sole responsibility of the outside providers who organised them.
e) If you or any of your party suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package course or an excursion arranged through us, we shall at our discretion, offer advice, guidance and assistance. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings.
f) The contractual terms of the companies that provide the transportation for your course will apply to this contract. These may contain terms which affect your rights to compensation. You may ask for copies of the relevant conditions of carriage from our offices.
g) The contract is made on the terms of these booking conditions, which are governed by English Law and the jurisdiction of the English Courts.