When you make a booking with Tracks and Trails

These booking terms and conditions and any other written information we brought to your attention before we confirmed your booking, form the basis of your contract with Tracks and Trails Ltd (“we” “us”, or “our” in these booking conditions), 2 Watford Mount, New Mills, High Peak, Derbyshire, SK22 4EP, United Kingdom company number 07596893.

Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions references to "you" and "your" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. Please note that :

• If for any reason you cancel your booking, cancellation charges will apply and may be up to 100% of the booking cost details of which are set out below;
• You may make amendments to your booking but there will be a charge for this as set out below;
• You should take out travel insurance that is appropriate to your needs at the time of booking or before;
• We provide financial security as required by The Package Travel and Linked Travel Arrangements Regulations 2018 for package holidays;
• If you have any complaints about the service we provide please contact us within 28 days of the act or omission giving rise to any such complaint.

1. Booking: The minimum age on a Tracks and Trails holiday (excluding a Family Adventure or a Go Private holiday) is 18 years old at the time of travel. Anyone under the age of 18 years must be accompanied by an adult and provide the written consent of a parent or legal guardian.

2. Booking confirmation: A binding contract between us comes into existence when we when we send our booking confirmation via email.

3. Group booking: Where one person (“Group Leader”) makes a booking on behalf of a group of individuals the Group Leader confirms on behalf of all participants within the group that they agree to be bound by these terms and conditions. The Group Leader accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

4. Legal jurisdiction: All terms and conditions between you and Tracks and Trails Ltd are to be governed by and held under the jurisdiction of the courts of England and Wales.

5. Contractual responsibility: All booking arrangements are made with Tracks and Trails Ltd, which is a Private Limited Company registered in England with Companies House under the Registration Number of 7596893. Our VAT registration number is 440 6503 23.

6. Deposit: Your booking must be accompanied by a deposit per person, the amount of which is indicated on your Booking Form. If booking within 56 days (8 weeks) of the date on which the holiday starts, full payment will be requested. If you choose to cancel, deposits are non-refundable.

On receipt by Tracks and Trails Ltd of your deposit, your booking is deemed to be accepted. You will be sent a booking confirmation by email.

7. Balance of payment: Balance payments are due 56 days (8 weeks) prior to your holiday departure. If full payment is not received by this date Tracks and Trails Ltd reserves the right to cancel your booking without any refund of the holiday deposit.

8. Security of pre-payments: In accordance with the UK Package Travel & Linked Travel Regulations 2018, Directive (EU) 2015/2302 or the local applicable law in the country of residence of the passenger(s) booking with Tracks & Trails Ltd are fully protected for the initial deposit and subsequently the balance of all monies received by us, including repatriation costs and arrangements, arising from cancellation or curtailment of your travel arrangements due to the insolvency of Tracks & Trails Ltd. The respective laws accordingly to the country of residence of the passenger(s) usually only requires us to provide cover for Package & Linked Travel Arrangements, there is no requirement for Financial Protection of day holidays or single elements, and none is provided unless the local law requires such. Tracks and Trails Ltd have taken out insurance to meet the Package Travel & Linked Travel Regulations 2018. The policy is underwritten by Liberty Mutal Insurance Europe SE through its UK branch. Liberty Mutual Insurance Europe SE UK Branch is authorised by the Prudential Regulation Authority and regulated by the Financial Conduct Authority and the Prudential Regulation Authority (registered number 829959). Liberty Mutual Insurance Europe SE UK Branch address is 20 Fenchurch Street, London, EC3M 3AW. Please refer to [[insert web address/link to passenger wording]] or should you require a paper copy be required please contact International Passenger Protection, IPP House, 22-26 Station Road, West Wickham, BR4 0PR. Should a claim arise please notify Sedgwick Claims Management Services as soon as possible, quoting the name of the Policyholder and giving full details of what has happened by one of the following methods:

Online claims reporting: Claims | IPP

• Telephone: +44 (0)345 266 1872
• Email: ippclaims@uk.sedgwick.com
• Post: IPP Claims at Sedgwick 14-16 Park Place Cardiff CF10 3DQ

This insurance is only valid for:

• Packages booked and does not include flights
• Guests who book directly with Tracks & Trails Ltd.

This insurance does not cover the insolvency of agents; however, bookings made through agents with Tracks & Trails Ltd are covered in the event of the insolvency of Tracks & Trails Ltd.
There is no requirement for Financial Protection of day trips, and none is provided.

9. Minimum numbers: We reserve the right to cancel holidays or activities where the minimum number of participants has not been reached. We will not cancel your holiday less than 56 days (8 weeks) before your departure date, except where necessary due to Force Majeure*, Foreign, Commonwealth and Development Office (FCDO) . www.gov.uk/foreign-travel-advice travel advice, failure by you to provide adequate insurance cover for your chosen holiday, or failure by you to pay the final balance due.

10. *Force majeure or unavoidable and extraordinary circumstances: Except where otherwise expressly stated in these terms and conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by force majeure or unavoidable and extraordinary circumstances, meaning any event beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include:

• Warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease including any mutation or variation of, and the ongoing effects of, Covid-19 or SARs-COV2, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or our local supplier(s) control.
• Advice from the Foreign, Commonwealth and Development Office (FCDO) www.gov.uk/foreign-travel-advice to avoid or leave a particular country.

If such occurrences cause Tracks and Trails Ltd to cancel a holiday, we will endeavour to offer an alternative but accept no liability for return of fees paid prior to cancellation or curtailment.

11. Client cancellation: If you, the client, wish to cancel your booking you must notify Tracks and Trails Ltd in writing. The following charges will be applied from the date your notice of cancellation is received:

• More than 56 days (8 weeks) before departure: Loss of deposit
• 56-30 days before departure: Loss of 50% of total holiday cost
• Less than 30 days before departure: Loss of 100% of total holiday cost

12a. Transferring your booking to a different departure date or holiday: If after Tracks and Trails Ltd has issued the invoice for your deposit you request to transfer said deposit to a different departure date or a completely different holiday, we will endeavour to accommodate your request but do not guarantee it will be possible. Transfer is always at to our discretion. Costs incurred in transferring any booking may increase the closer to the departure date they are made.

12b. Process and charges for transfer onto another trip:

• All requests must be made in writing to Tracks and Trails Ltd
• Except in exceptional circumstances, holidays cannot be transferred later than 10 weeks prior to departure
• The transfer of a booking is made entirely at the discretion of Tracks and Trails Ltd
• All booking transfers are subject to an administration fee of £100 per person
• Any request made to transfer a booking within 10 weeks of departure will be treated as cancellation by you and subject to the charges shown in Clause 10

12c. Transferring your place to another participant:

A passenger (“the transferor”) may transfer the package travel contract once it is concluded to a person (“the transferee”) who satisfies all the conditions applicable to that contract.

• The transferor must give the organiser, on a durable medium, reasonable notice of the transfer and, for those purposes, notice which is given 7 days or more before the day on which the package starts is always deemed to be reasonable.
• All booking transfers are subject to an administration fee of £100 per person

13. Holiday cancellation or changes made by Tracks & Trails Ltd: We will not cancel your holiday less than 56 days (8 weeks) prior to your departure date, except for reasons of Force Majeure, Foreign, Commonwealth & Development Office advice, or failure by you to pay the final balance.

We may cancel your holiday before this date if the minimum number of clients required to guarantee the holiday has not been reached. In those circumstances, Tracks and Trails Ltd will not be liable for any travel or other expenses incurred by you in expectation of the holiday taking place.

If Tracks and Trails Ltd make a major change to your holiday or cancel it for any reason, we will inform you by email at the first possible opportunity and offer the choice of:

• Accepting any changed arrangements
• Receiving a full refund of all monies paid
• Transferring to another holiday if one is available
• If the cost of that holiday/departure is different, then a balance payment or refund payment will be due

14. Curtailment of your holiday: If you, the client, are forced to end your holiday before it is due to finish then Tracks and Trails Ltd will not refund the cost of any unused elements of the holiday. If you voluntarily curtail your holiday with no reasonable cause for complaint (e.g. standard of accommodation or services provided, no refund for the outstanding part of your holiday will be offered. Tracks and Trails Ltd will not be held liable for any costs you incur in curtailing your holiday. Your travel insurance may offer cover for curtailment, and any claim should be made directly to them. Tracks and Trails Ltd shall not be held liable for your safety, well-being or costs incurred following your departure from a holiday.

15. Insurance: It is essential that you, the client, put adequate insurance cover in place. It is a condition of booking with Tracks and Trails Ltd that you have insurance which covers medical expenses, injury, illness, death, cost of repatriation and personal accident risks. That insurance must include cover for the activities to be undertaken during the holiday, and for holiday cancellation and curtailment.

To protect your deposit payment, we recommend that you have travel insurance in place at the point of booking. It is a condition of participation in any Tracks and Trails Ltd holiday that any insurance cover outstanding at the time of booking is put in place immediately upon receipt of the email notification that your holiday is guaranteed to run.

It is understood that under certain unforeseen circumstances the person leading the holiday may instigate rescue proceedings via helicopter (or any other means necessary) in situations of medical emergency and without first contacting your insurance company for their approval.

It is understood that ultimately the burden of any expense incurred in evacuation and repatriation procedures will be borne by you, the client. Costs incurred by you, the client, due to an evacuation, rescue or other emergency event shall be your responsibility. Any subsequent costs incurred for expenses, not limited to but including such costs as hotels, food, transport, etc shall be borne by you.

For holidays taking place in any country, other than the United Kingdom and Norway, your insurance must include rescue from the mountains, including helicopter rescue.

You are responsible for ensuring that any insurance cover is adequate for the needs of your chosen holiday and that it covers you to the maximum altitude shown on your holiday itinerary. (The maximum altitude can be found on each holiday page shown on the Tracks and Trails Ltd website.)

Tracks and Trails Ltd do not check insurance policies. You must be fully aware of the implications involved in arranging your own travel insurance and understand the limitations and exclusions of the policy(s).

All baggage and personal effects, including skis, are at all times, taken at your own risk. We will not be responsible for any loss, damage or accident to any luggage or property, however incurred.

If you are booking on behalf of others, it is important you ensure that appropriate insurance has been arranged by every individual listed on your Booking Form.

For your own financial protection in the event of an injury or an accident:

• You must carry a copy of your insurance details with you at all times
• Your insurance must be valid for the entire duration of your holiday

Failure to provide proof of insurance, if requested, may mean you will be asked to leave the holiday, and no refund will be given. This is for your own financial protection in the event of an injury or an accident.

16. Your holiday price and exchange rate fluctuation: Tracks and Trails Ltd reserves the right to adjust pricing of our products and services displayed on our website and in our marketing materials. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed. Upon receipt of your deposit the price of your total holiday cost is fully guaranteed and will not be subject to any surcharges.

17. Personal risk: Tracks and Trails Ltd maintain high professional standards of client care and safety. In choosing to undertake activities in a mountain environment you accept that these activities may pose a danger of personal injury or even death. All clients must be aware of and accept these risks and be responsible for their own actions and involvement in such activities.

18. Medical health: By booking a holiday you (and, in the case of a group booking, all other members of your group) attest to being in good medical health and able to participate in your chosen holiday.

If you suffer from a medical condition that may prejudice your participation you must provide a medical certificate from your doctor stating that they believe you may safely undertake the holiday you have booked at the time of making the booking.

In booking a holiday you accept that in case of accident or illness Tracks and Trails Ltd may need to execute evacuation plans or provide for medical treatment.

It is your responsibility to inform Tracks and Trails Ltd when booking the holiday if you do not feel you can give consent to such an arrangement.

If Tracks and Trails Ltd believe that in doing so your own safety or that of others may be compromised during the holiday, we reserve the right to cancel your booking and issue a full refund.

19. Itinerary: Tracks and Trails Ltd adhere to planned itineraries wherever possible. However, changes may occur to both travel, and itineraries due to factors beyond our control. In particular:

• The person leading the holiday has complete discretion to alter programmes at any time in the interests of client safety.
• In respect of Go Private holidays any changes to the agreed itinerary will be paid by the client.
• On scheduled departures the cost of any changes made by us will be borne by Tracks and Trails Ltd.
• On our winter holidays the person leading the holiday will use their expertise and local knowledge to determine the best routes to take advantage of prevailing snow conditions and the ability of the group. In the event of no, or limited snow cover, our snowshoe holidays will go ahead but may not always include the use of snowshoes.

20. Flexibility: The nature of the holidays we offer requires that arrangements and participants remain flexible. The day-to-day itinerary and ultimate objectives of the holiday are our aim; they are not a contractual obligation.

It is a necessary condition of booking any Tracks and Trails Ltd holidays that you accept this flexibility.

21. Duty of care: By booking you agree to abide by instructions and decisions made by the person leading the holiday. Tracks and Trails Ltd reserves the right to exclude individuals from a holiday on the grounds of health or safety. Any individual(s) so excluded are not entitled to a refund. Any individual(s) contravening the decisions or advice of the person leading the holiday, or undertaking independent activities not authorised during the holiday, relinquish the protection and duty of care of the person leading the holiday for Tracks and Trails Ltd.

22. Fitness: By booking a holiday with Tracks and Trails Ltd you confirm you have understood the level of fitness and ability required for your chosen holiday. If your fitness or ability does not meet the minimum requirements prior to embarking on a holiday, or during participation in that activity, we reserve the right to ask you to discontinue your participation or to miss out a day or days. If this means alternative transport is required to rejoin the group this will be at your own cost.

23. Publicity: All information contained within the Tracks and Trails website and other publicity is for guidance only. Whilst making every effort to ensure accuracy, Tracks and Trails Ltd cannot be responsible for any inaccuracies or alterations beyond their control. Should any changes occur clients will be notified before a booking is accepted.

24. Marketing: We regularly post photographic images and films from our holidays, both on our website, and in social media. You may appear in these images which are taken on our holidays, whether by a member of staff, suppliers or other clients. You will not be identified by name. You can choose to opt out of having your image used by, informing the person leading your holiday, on your booking form, or by informing our office by email prior to departure.

25. Complaints: If you have a complaint about the service you receive at any point during your holiday you should notify Tracks and Trails Ltd as soon as possible to give us the opportunity to rectify the situation by mutual agreement. If the complaint is not resolved to your satisfaction during the holiday, you should detail your complaint by email within 28 days of its completion.

26. Accommodation: Accommodation is usually in twin or double rooms unless otherwise stated. Single rooms are often available on our holidays, but if you request a single room, it will incur a supplementary fee. Mountain hut accommodation is frequently in dormitory rooms.

27. Health requirements: We are able to advise on mandatory health requirements and recommendations for your destination. Tracks and Trails Ltd are not medical experts. It is your responsibility to check the requirements and recommendations for your destination, and their costs, at least 2 months prior, again within 14 days of travel and during your holiday.

Should you fail to check and/or requirements change resulting in your being denied entry to any country, or you suffer personal injury or death as a result, Tracks and Trails Ltd has no liability to you for any cost, loss or damage suffered 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.

28. Travel: When assessing whether holidays will operate, we use information from our local guides in conjunction with advice from the UK Foreign, Commonwealth & Development Office (FCDO) and other relevant government bodies. It is your responsibility to acquaint yourself with the travel advice provided by these government bodies. For more information, please visit the government websites at www.gov.uk/travelaware and www.gov.uk/foreign-travel-advice for your destination country.

29. Passport and visa: Your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.

30. Our partners: Tracks and Trails Ltd have developed partnerships with other well-established travel companies. This constitutes a standard practice in the travel industry and increases the probability that a holiday will be guaranteed to run. We work only with partners with corresponding values and standards of service to our own. Our partners: KE Adventure Travel, Venabu Fjellhotel, 57 Hours, Decathlon Travel and Col di Lavacchio.

31. Third party providers: Tracks and Trails Ltd have researched to the best of its ability the practice of the providers of activities, accommodation and transport it utilises. In the event of any unforeseen circumstances, accident or event due to the actions of a third-party Tracks and Trails Ltd shall not be held liable.

32. Affiliated bookings: Members of the Ski Club of Great Britain, London Roller Ski Co and London Region Nordic Ski Club can receive a 5% discount on any Tracks and Trails scheduled departure (except for our holidays at New Year). To receive this benefit Ski Club members must send us their membership number when prompted on the holiday Booking Form. The discount will be applied when the holiday balance is paid.

33. Booking agents: When booking a holiday with Tracks and Trails via one of our online booking agents such as 57 Hours and Decathlon Travel then your payment Terms and Conditions and cancellation terms are agreed directly with them.

34. Data Protection: We are a data controller of the personal data you provide us with and will protect this in accordance with the UK General Data Protection Regulation (GDPR) and Data Protection Act 2018.