Terms and Conditions
The terms and conditions set forth in this agreement, together with any written information we brought to your attention before we confirmed your booking, constitute the entire understanding and agreement between you the trip participant and us MTB Cycle Tours with respect to any and all bookings, communications, transactions and tours. Please take the time to read and understand the conditions prior to booking your mountainbike tour, as they set out the respective rights and obligations. We strongly recommend that you also read all the details set out on the website (www.mtbcycletours.com) to ensure that you understand the type of tour you are undertaking and all related details and aspects of it.
By submitting a booking form online, the named person on the booking agrees that:
1. He/she has read these terms and conditions and has the authority to, and agrees to, be bound by them; and
2. That he/she has made any additional participants, who are part of the booking, aware of these terms and conditions and that all participants accept and agree to be bound by them.
Please contact us on firstname.lastname@example.org if there are any questions or if further clarification is required.
ERRORS AND OMISSIONS
Although we have made the effort to verify the accuracy of all information and statements made on the website, and through our various social media channels, we cannot be held responsible for any errors, omissions or unintentional misrepresentations that may occur, and we reserve the right to amend prices and other details under such circumstances. Please check the current price and all other details relating to the tour that you wish to book before confirming your booking.
ACCEPTANCE OF BOOKING AND PAYMENTS
Acceptance of your booking and related booking payment will be confirmed by us in writing via an email. A booking is not confirmed until we have received the booking payment and you have subsequently received a confirmation from us. A binding contract will come into existence between you and MTB Cycle Tours as soon as we have issued the booking payment confirmation. Upon receipt of the confirmation, you must advise us immediately if you believe that any details on the booking or any other document are incorrect.
If the booking payment or subsequent outstanding amount is not paid within the timeframes outlined in the payment instructions, sent by us via email, the booking is considered null and void and the Cancellation & Refund Policy will apply (see below).
Any special requests must be advised to us in writing at the time of booking or immediately thereafter via email. Every effort will be made by MTB Cycle Tours to accommodate special requests as far as reasonably practicable, but we cannot guarantee that they will be fulfilled. Failure to meet any special requests will not be considered a breach of contract on our part unless the request has been specifically confirmed. We do not accept bookings that are conditional upon any special request being met.
CANCELLATION OR AMENDMENTS BY YOU
If you decide to cancel your confirmed booking you must notify us in writing via an email. The cancellation process will only take effect once we receive this written communication from you.
Our Cancellation & Refund Policy is as follows:
≥60 days prior to the tour: 100% refund minus a €25 (euro) administration fee
15-59 days prior to the tour: 75% refund
0-14 days prior to the tour: 50% refund
If you are prevented from participating on the tour for any reason, you may transfer your spot to someone else, provided that:
1. We are notified a minimum of 2 weeks prior to the commencement of the tour; and
2. The person replacing you fulfils all the conditions and requirements applicable to the tour in question.
If you have to leave during an ongoing tour for any reason, we are not obliged to make any refunds for unused services. There are no exceptions to this policy, irrespective of the reason for not following through with the tour.
If you wish to make any amendments to a tour that you have booked, you must notify us in writing via email. We will do our best to accommodate any such requests subject to availability. However, we cannot guarantee that the requested amendments will be possible to implement. Depending on the amendments that you wish to make, there might be additional costs involved that will have to be covered by you prior to us making the amendments. Where we are unable to assist you, and you do not wish to proceed with the original booking, the cancellation process will apply.
CHANGES OR CANCELLATION BY MTB CYCLE TOURS
It is unlikely that we have to make changes to your tour that will have a negative impact on your experience. However, we do reserve the right to make any changes required to manage emerging risks related to, for example, safety, security and logistics, in order to ensure that your experience is not affected negatively, or that any potential impact is minimised.
· Minor changes that we deem as not having any noticeable impact on the tour will not initiate a communications process.
· Major changes that we deem as potentially having a noticeable impact on the tour will be communicated to you via email as soon as reasonably practicable. As part of this communication we will generally give you the following options:
1. Accept the change with no further action taken by either party; or
2. Transfer your spot to a different tour, subject to availability; or
3. Cancel the tour with a full refund.
Please note that if we do not receive a response from you, we will assume that you accept the change or changes and no further action will be taken.
In case of any major impact that will make it impracticable for MTB Cycle Tours to run the tour, we reserve the right to cancel the tour completely. In such case, we will advise the cancellation via email as soon as reasonably practicable. As part of this communication we will generally give you the following options:
1. Receive a full refund; or
2. Transfer your spot to a different tour, subject to availability.
Apart from what is outlined above, MTB Cycle Tours does not take any further responsibility and will not be held liable for any impact that a change or cancellation might have.
CHANGES DURING AN ONGOING TOUR
As part of this agreement, you appreciate and acknowledge that the nature of this type of travel arrangement requires considerable flexibility. MTB Cycle Tours reserves the right to adjust the tour plan as required by, for example, delaying, rerouting or cancelling rides and/or other activities in order to manage potential risks accordingly. Such changes will not be considered a breach of contract on our part.
INSURANCES, LIABILITY AND ACCEPTANCE OF RISK
Our tours do not include any insurance cover for you or your equipment. Therefore, we strongly recommend that you organise your own suitable travel insurance prior to departing your place of residence. Your safety and wellbeing is our priority, but you are participating in all activities, on and off the bike, at your own risk. Without limitation, MTB Cycle Tours does not assume any liability for injury or death to participants or loss/damage to any of your equipment or personal belongings.
As a tour operator, MTB Cycle Tours organises, promotes, and sells tour packages consisting of various goods and services such as accommodation, food and beverage, sightseeing activities, some transportation, etc. that is reserved and purchased from various suppliers. MTB Cycle Tours does not own or operate any of these suppliers, i.e. they are completely independent of MTB Cycle Tours. As such, MTB Cycle Tours is not responsible for any negligent or wilful act, or failure to act, of any supplier or third party that provides goods and services during a tour. A supplier’s goods and services are subject to the supplier’s own Terms and Conditions and any local laws and regulations. By utilising the goods and services of the suppliers, you agree that you will look to the relevant suppliers for any grievances related to injury, death, property loss or damage, or any other personal loss or negative impact to you and/or to those traveling with you, and that neither MTB Cycle Tours nor any representative of MTB Cycle Tours shall be held responsible or liable in any way.
In summary, MTB Cycle Tours will, without limitation, not be held responsible nor liable for any injury or death of a person, loss or damage to property/equipment or any other negative impact to you in relation to the provision of, or failure to provide, any goods or services as part of a tour. You will be required to read, understand and sign a waiver form prior to commencing your tour.
In general, the minimum age required to join our tours is 18 years. We can allow children between the ages of 15-18 to participate, provided that they are accompanied by a parent or legal guardian and meet the required fitness and technical skills standards outlined for each type of tour. The responsibility for ensuring these aspects lies with the parent or legal guardian.
Every person participating on our tours is expected to conduct themselves in a manner that does not impact negatively on the enjoyment of other participants. If in our opinion, your behaviour or that of any person that you are responsible for is causing distress, disturbance, danger or significant annoyance to others, MTB Cycle Tours reserves the right to terminate your arrangements with us immediately. In the event of such termination our responsibility to you and/or any person that you are responsible for will cease and you will be required to leave the tour immediately. MTB Cycle Tours will have no further obligations to you at this time.
No refunds for lost accommodation or any other goods and/or services will be made and we will not pay any expenses or costs incurred as a result of the termination. You may also be required to pay for loss and/or damage caused by your actions, or by the actions of any person that you are responsible for.
In the event that any term or condition contained in this agreement is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary that it allows all remaining terms and conditions to survive and continue as binding.
What information do we collect?
We collect information in the form of:
– Residential and/or postal address
– Contact number
– Email address
– Gender (for accommodation purposes)
– Accommodation preferences
– Special requests related to the relevant goods/service offerings
– Payment details
Why do we collect this information?
To be able to offer the goods/services related to operating our business, to allow us to fulfil our obligations to our customers and to meet any legal and regulatory requirements related to managing our business.
How do we store this information?
All the information is stored and backed up in our IT system that is protected by various risk management controls, such as anti-virus programs and encryptions. For these purposes we only use reputable service providers with a high level of information security. Any potential breaches related to the stored information are reported in accordance with the GDPR requirements, and all affected persons are notified as soon as practicable.
For how long do we store this information?
We only store the information as long as necessary to fulfil our obligations to our customers and to meet any legal and regulatory requirements related to managing our business. Once the above has been fulfilled and met, we delete the information from our systems, unless we have received written consent by the customer to keep the information for future communication purposes, for example in the form of newsletters. Such subscriptions can at any time be cancelled by the customer by informing us in writing via email.
How do we share this information?
MTB Cycle Tours does currently not share this information with any external parties.