Your tour is operated by Specialtours at The Ultimate Travel Company Ltd., which is registered in England and Wales under company number 3528325

TOUR ACCEPTANCE

Please sign the Quotation & Agreement and send it to Specialtours at The Ultimate Travel Company Ltd. On receipt of your agreement we will countersign and return it to you.

The payment deadlines are as per the quotation. We will require a participants’ list in advance of our final invoice. The payment is due within 10 days of the invoice date. We require a final rooming list of all participants booked on the tour at least six weeks before departure.  If this varies from the number of persons originally booked, The Ultimate Travel Company Ltd. will send a supplementary invoice, which will be for immediate payment.

PASSPORT, VISAS & HEALTH

All clients are personally responsible for ensuring that they have a valid passport, relevant visa/s and conform to the health regulations required by the countries that will be visited during the tour. Advice on health requirements may be obtained from their doctor, or from the Department of Health.

TRAVEL INSURANCE

We strongly recommend that participants take out travel insurance and care should be taken to ensure adequate cover, in particular for cancellation and emergency repatriation in the event of medical problems. If participants do not have travel insurance, your organisation or the participants will not under any circumstances hold The Ultimate Travel Company Ltd. responsible for any personal expenditure that would have been covered by a normal fully inclusive Travel Insurance Policy.

BAGGAGE & PERSONAL EFFECTS

These remain the participants’ responsibility and risk at all times.

PRICING AND SURCHARGES

The price of the tour is based upon tariffs, other costs and exchange rates as per the date of the Quotation.

The price of the travel arrangements may be varied due to changes in: transportation costs e.g. fuel, scheduled air fares and any other airline surcharges which are part of the contract between airlines (and their agents) and us, Government action such as increases in VAT or any other Government imposed increases, currency in relation to adverse exchange rate variations.

In the case of any small variation, an amount equivalent to 2% of the price of the travel arrangements, will be absorbed. For larger variations this 2% will still be absorbed for increases but not retained from refunds.  If the surcharge exceeds 10% of the agreed price you have the right to cancel the tour with a refund of all monies, less any non-recoverable supplier costs.  Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

AIRLINES & OTHER SUPPLIERS

The Ultimate Travel Company Ltd. acts only as agents for the owners of accommodation and services provided, for all carriers by air or otherwise and for road transport proprietors, and all bookings must be accepted subject to the ticket or transport conditions and regulations of the carriers or transport proprietors, and also subject to the laws of the country in which such carriage or other facility is required. We are required to bring to your attention the existence of a ‘Community list’, which can be inspected at ‘https://ec.europa.eu/transport/modes/air/safety/air-ban_en’ and contains details of air carriers who are subject to an operating ban within the EU. We are also required to advise you of the carrier(s) that will operate your flight(s) at the time of confirmation. Any change to the operating carrier(s) after your booking has been confirmed will be notified to you as soon as possible.

ALTERATIONS BY THE ULTIMATE TRAVEL COMPANY LTD.

Great care is taken to ensure that description, information and prices provided by The Ultimate Travel Company Ltd are accurate. Nevertheless there may be times when a facility or visit is withdrawn as a result of factors beyond our control. We will always endeavour to find a satisfactory replacement and therefore reserve the right to alter the content of tours at any time. Unless a change is significant and no suitable alternative can be provided, The Ultimate Travel Company Ltd will not be liable to make any refunds . Similarly, we must retain the right to modify or cancel any tour, flight schedule, accommodation or arrangement, if unforeseen circumstances amounting to ‘force majeure’ arise. In such circumstance, we will inform you as soon as possible, and, should the change be such that it alters the nature of the tour, in consultation with you, we would either agree to a postponement of the tour or cancellation.  Should the tour be cancelled due to ‘force majeure’ all monies will be refunded less any non-refundable supplier costs. We shall not cancel any tour for reason of political tension or natural disaster unless specifically recommended to do so by the Foreign Office or State Department.

ALTERATIONS BY YOU

We will do our best to make any alterations you may require after confirmation has been issued, subject to availability and to the payment for any increased costs relevant to the change. Any requests for alteration to an itinerary should be made in writing.

CANCELLATION

A member of your party may cancel their participation on the tour provided that the cancellation is communicated by the organisation in writing. The deposit is non-refundable. After the balance has been paid, The Ultimate Travel Company Ltd. will charge as follows:

More than 70 days deposit retained

69- 41 days 50% of booking total

40-21 days 75% of booking total

20 days or less 100% of booking total

If a participant is obliged to cancel, with reasonable notice, the booking may be transferred to a third party.

The amounts not refundable by The Ultimate Travel Company Ltd. may be recoverable under the participant’s personal insurance policy.

TOUR CANCELLATION

The prices of our tours are based on a varying number of passengers travelling. If this minimum number is not reached at least 10 weeks prior to the scheduled departure date, we will propose a supplementary charge to enable said tour to operate.  If this is not acceptable, we will cancel the tour and offer a refund in full, less any non-recoverable payments.

FITNESS TO TRAVEL

While we do not impose any age limitations on joining a tour, participants must be reasonably fit and able to cope with its specific demands, specially where sustained periods of sightseeing and walking are involved.

The tour leader, in consultation with your representative,  has the right to disqualify any client at any time during the course of a tour, if considered necessary for the medical wellbeing or safety of the individual or the client’s actions are materially affecting the enjoyment of the tour for the remainder of the group. Any decision with regard to reimbursement for any part of the tour not completed will be decided by the Managing Director of The Ultimate Travel Company Ltd. and the tour leader.

OUR LIABILITIES

We do not exclude or limit any liability to our clients which may arise from proven negligence by any person employed directly by us or by our suppliers and subcontractors, servants or agents of the same whilst acting in the course or their employment (other than air and sea carriers performing any domestic internal or international carriage of whatsoever kind) in respect of death, bodily injury or illness. Such liabilities shall be subject to English law and all proceedings shall be within the exclusive domain of the English courts. We shall endeavour to afford general assistance to our clients in the event of illness, injury or death during the period of the tour. We accept responsibility for ensuring that all parts of the tour are supplied as described and that all services shall reach a reasonable standard.

These obligations and responsibilities shall be limited to where international conventions in respect of air or sea carriers apply. Naturally we cannot assume responsibility for loss or expense due to war, riots, strikes, terrorist activities or natural disaster.

DATA PROTECTION STATEMENT

Please be assured that we have measures in place to protect the personal booking information held by us. This information will be passed on to the principal and to the relevant suppliers of your travel arrangements. The information may also be provided to public authorities such as customs or immigration if required by them, or as required by law. Certain information may also be passed on to security or credit checking companies. If you travel outside the European Economic Area, controls on data protection may not be as strong as the legal requirements in this country. We will only pass your information on to persons responsible for your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary/religious requirements. If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we will be unable to provide your booking. In making this booking, you consent to this information being passed on to the relevant persons. For full details of our data protection policy, please visit our website www.theultimatetravelcompany.co.uk