Cycling Holidays – Terms & Conditions
1. General
1.1 These Terms & Conditions, together with any booking confirmation and invoice we issue, form the contract between you (the “Customer”, “you”, “your”) and the Company.
1.2 The lead person making the booking warrants that they are authorised to enter into the booking on behalf of all persons named and is responsible for their compliance with these terms.
1.3 By submitting a booking and paying or agreeing to pay a deposit or full payment you confirm you have read, understood and accept these Terms & Conditions.
1.4 You must be 18 years or over to make a booking unless agreed otherwise in writing by us.
2. Booking & Payment
2.1 To make a booking you must complete the booking form and pay the required deposit (or full payment if within the full-payment period) as specified at the time of booking.
2.2 Once we send you a booking confirmation (and invoice) and receive the deposit or full payment in cleared funds, the contract is formed.
2.3 The balance of payment must be paid by the date shown on your booking confirmation. If you fail to pay by the due date we reserve the right to cancel your booking and retain the deposit.
2.4 If you make a booking within a specified period before the service start date (e.g., within 12 weeks) you may be required to pay the full cost immediately at booking.
3. Amendments & Transfers by You
3.1 If, after confirmation, you wish to amend your booking (for example: date change, service upgrade, change of participant) you must notify us in writing (via email) as soon as possible. We cannot guarantee such changes will be possible.
3.2 An administration fee will apply for any amendment, plus any additional cost we incur.
3.3 Transfers of your booking to another person are permitted if notified in writing, the transferee meets all conditions and pays any required administration fee and any additional cost.
3.4 If the amendment or transfer results in fewer persons than originally booked (and the price adjusts accordingly), you will be liable for any increased cost per person resulting from the reduction.
4. Cancellation by You
4.1 All cancellations must be notified in writing via email by the person who made the booking. The effective date of cancellation is the date we receive that written notice.
4.2 The following cancellation charges apply (unless otherwise stated in the booking confirmation):
- UP until your balance due date (agreed at booking) you will lose your deposit
- Between your balance due date and 30 days before the start date: 50% of your holiday price will be refunded
- Less than 30 days before the start date: no refund will be given
4.3 If the reason for cancellation is covered by your own insurance policy you may recover some or all of the charges from your insurer.
5. Cancellation or Amendment by Us
5.1 We reserve the right to amend any booking prior to service start if necessary (e.g., change of equipment, change of route, change of accommodation) and will notify you as soon as possible. For minor/insignificant changes we will not be liable for compensation.
5.2 If we must significantly alter the main characteristics of the service we will offer either: (a) an alternative arrangement of comparable standard; or (b) a full refund if no suitable alternative is available.
5.3 We may cancel your booking (except where you have failed to pay) due to circumstances beyond our control (“unavoidable and extraordinary circumstances”) or if we cannot operate the service because minimum numbers required have not been met (if applicable). In such cases you may choose either a full refund of monies paid or an alternative service if available.
5.4 If we cancel after the service has commenced due to unavoidable and extraordinary circumstances we will make a partial refund only where we can recover monies from our suppliers, and we reserve the right to deduct administration costs.
6. Prices & Variations
6.1 The price of the service is as quoted via email at the time of booking, subject to section 6.2.
6.2 We reserve the right to increase the price after booking only in the event of: (i) fuel or power cost increases; (ii) increases in taxes/fees by third parties; (iii) currency exchange rate changes. If the price increase exceeds 10% we will notify you and you will have the choice to (a) accept the increase and pay the additional amount; (b) accept a comparable alternative; or (c) cancel and receive a full refund.
6.3 If we make a price reduction after your booking we will pass this on to you (less administration cost).
6.4 We reserve the right to correct errors in pricing or description. If an error is obvious and you should have known of it, we may cancel the booking and refund you any amount you have paid.
7. Your Responsibilities & Risks
7.1 You accept the inherent risks in the use of our services (use of bicycles, road or off-road terrain, weather conditions, transport delays, acts of third parties or government).
7.2 You are responsible for your own travel to the service start point and for your onward travel unless included in your booking.
7.3 You must ensure you hold all necessary documentation (identification, relevant licences, insurance etc.) and meet any legal or regulatory requirements.
7.4 The equipment from us (e.g., a bicycle, bicycle equipment or safety equipment) you are responsible for its care. You must return it in the same condition (allowing for fair wear and tear). You will be liable for repair or replacement costs in the event of loss or damage beyond fair wear and tear.
7.5 You may bring your own bicycle but we cannot guarantee the safety of your bicycle and accept no liability
7.6 You must ensure that all equipment is adequately secured when not in use and that the equipment will not be used whilst under the influence of alcohol or drugs
7.7 You agree to comply with all safety instructions, wear or use any required safety equipment and follow local laws and regulator instructions.
7.8 You are responsible for ensuring that you are physically fit enough to undertake the Tour you have booked. We do not accept any responsibility for your failure or injury to complete your Tour due to lack of fitness, illness or injury.
7.9 You accept that cycling on a public highway or cycle route carries its own risks and you have made your booking on the basis that you undertake the Tour at your own risk.
7.10 You will always ride your cycle responsibly.
7.11 You will stop and report any issues with your cycles such as with the brakes, steering or wheels, etc. as soon as you notice them. You agree not to continue with your tour until we have checked through the cycle and are happy that the cycle is safe to continue.
8. Behaviour & Conduct
8.1 You and any persons in your booking must behave in a manner that does not cause danger, annoyance or disruption to other customers, staff or third parties.
8.2 If in our reasonable opinion your behaviour (or that of any person in your booking) gives cause for concern, we reserve the right to terminate your booking with immediate effect. In that event our liability to you ceases and you must cover any costs of onward travel or other consequential losses.
8.3 You are responsible for any damage caused by you or your party to any equipment, accommodation or third-party property and must indemnify us for any such costs, including legal costs.
9. Our liability to you
9.1 We will perform our services with reasonable skill and care. However, our liability is limited as follows: we accept responsibility for death, personal injury and direct loss suffered by you which you can demonstrate was caused by our negligence up to the limit set out in clause 9.3 below.
- We will not be liable to you where any alleged loss or damage results from:
- Any of your own actions or omissions or those of any member of your party;
- The action or omission of a third party not connected with the provision of your Tour; or
- an event or circumstances which we could not have predicted or avoided even after taking all reasonable care;
- where any loss or damage is considered to be indirect or consequential loss.
- Except in respect of death and personal injury, in respect of which no limit of liability shall apply, our total liability to you under this contract between us shall be limited to the total cost of your Booking.
- We shall have no liability to you if we are unable to fulfil a Booking due to an event of Force Majeure.
- You accept that if leaving your luggage with us that your luggage and contents are left at your own risk. We do not accept responsibility for any loss or damage to luggage and their contents.
10. Insurance
10.1 It is a condition of your contract that you obtain appropriate insurance cover from the date you make your booking. This should cover cancellation, personal accident, personal injury, medical expenses, equipment loss or damage and third-party liability.
10.2 We strongly recommend you read your policy terms carefully and ensure you are covered for the activities you will undertake.
11. Complaints
11.1 If you have a complaint you must notify our on-site representative or staff immediately so that we may try to resolve it promptly.
11.2 If the problem is not resolved to your satisfaction, you must send us full details in writing (including your booking reference) within 28 days of the end of the service.
11.3 We will work to resolve your complaint and may require you (or your insurers) to assign to us any rights to pursue third parties.
12. Unavoidable & Extraordinary Circumstances
12.1 We will not be liable for any failure to perform, or delay in performing, any of our obligations where the cause is beyond our reasonable control: “unavoidable and extraordinary circumstances” such as war, civil unrest, terrorism, epidemic/pandemic, natural/industrial disasters, labour strikes, closure of transport infrastructure, government action.
12.2 In such cases we will try to offer alternatives or refund services not provided, but cannot guarantee compensation.
13. Special Requests & Medical Conditions
13.1 Any special requests (such as dietary, mobility, rooming preferences) must be noted at time of booking. We will use reasonable efforts to accommodate but cannot guarantee that special requests will be met.
13.2 If you or anyone in your booking has any medical condition, disability or reduced mobility which might affect your participation in the services booked you must disclose full details at time of booking. If we reasonably believe we cannot accommodate you, we may refuse your booking or require an alternative arrangement.
14. Data Protection & Privacy
14.1 We will process your personal data in accordance with applicable data protection law. Our privacy policy (available on our website) explains how we collect, use, share and protect your data.
14.2 By making a booking you consent to our processing of your personal data for the purposes of administering your booking and providing the services.
14.3 It is possible that photographs or video may be taken for inclusion in our brochure or website or for other promotional purposes. By booking with us and, unless you tell us otherwise, you consent to us using any such photographs or video without charge (whether current or in the future). Where it is practical to do so, we will seek the consent of any persons who are prominently included in any shots. Consent will not generally be sought from persons who only appear in the background and are not identifiable. No persons will be identified by name. Our privacy policy includes provision for your being able to contact us to withdraw your consent to any further such use, as from receipt of your notice to that effect
15. Financial protection
15.1 The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Bainton Bikes limited – 5686 and in the event of their insolvency, protection is provided for:
Non-flight packages
ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if transportation was included in your package. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Bainton Bikes limited
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call our 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT protected travel company.
You can access The Package Travel and Linked Travel Arrangements Regulations 2018 here: https://www.legislation.gov.uk/uksi/2018/634/contents/made
You can find out more about ABTOT here: https://www.abtot.com/
16. Alterations & variations
16.1 These booking conditions and any agreement to which they apply are governed in all respects by English and Welsh law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your Contract or booking will be dealt with by the exclusive jurisdiction of the Courts of England and Wales.
17. Governing Law & Jurisdiction
17.1 This Contract shall be governed by the laws of England & Wales and the parties submit to the exclusive jurisdiction of the courts of England & Wales.