Ok the exciting bit! Pull up a comfy chair and take some time to read the following terms and conditions so that you fully understand what is required of you (The Client) and what you can expect from us (Trailbrakes). By booking a trip with us you are agreeing with the following terms and conditions. If you have any questions about these terms please do not hesitate to contact us.
To secure your booking on any trip you must pay a deposit of £75 GBP per person (minimum) and you must pay the full balance of the trip no later than 8 weeks before the first day of that trip. If you are booking a trip 8 weeks or less before the trip date the full amount is payable on booking. Trailbrakes reserve the right to cancel your reservation without refund, should you fail to pay the outstanding balance by the agreed date. All payments must be made in Pounds Sterling. A contract will exist as soon as we issue our confirmation invoice; this contract is governed by Scottish law.
We guarantee not to increase the price of a trip once a booking has been received unless the number of participants changes. Prices on the website are per person and are quoted in pounds sterling. Prices do not include all travel to and from your accommodation before and after the trip but transfers from train stations etc. at these times are available by arrangement. Prices do include all transport relating to trips during the trip period.
Payment protection
In accordance with the EU package holiday directive (1992) we have arranged a trust account where all eligible payments will be held until the trip has been satisfactorily completed. This will protect your payments for packages offered on this website in respect of the unlikely event of our financial failure.
Cancellation by you - We will try to accommodate any changes in your needs but cannot always guarantee that we will be able to do so. If you need to cancel your trip for any reason after booking you must inform us in writing as soon as possible, prior to the trip start date. The following cancellation fees apply:
Cancellation 71 days or more before the trip - We will refund as much of your deposit as possible. We may need to retain some of your deposit to cover the time it has taken to make and change any arrangements we have made on your behalf and any non-refundable deposits paid to our suppliers (eg. accommodation and transport).
Cancellation 22 to 70 days before the trip - You pay 50% of the trip cost plus any non-refundable deposits already paid to our suppliers.
Cancellations 21 days and less before the trip - You pay 100% of the trip cost.
Cancellation by us - We will always try our best to avoid cancelling a package or trip. In the event of circumstances that force us to cancel a trip you will receive a full refund or a suitable replacement package or trip. Trailbrakes are not held liable for any additional expenses you incur through cancelling your trip e.g. travel expenses. If there are circumstances beyond our control which cause us to cancel or change your trip such as war, riot, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, epidemic or pandemic disease or other circumstances that amount to force majeure we will not refund or pay you any compensation or be liable for any other expenses to you.
Cancellation or Postponement due to Covid-19 (or variants of the virus or other similar viruses)
We acknowledge the ongoing COVID-19 pandemic and accept that we are obliged to comply with any official guidance or laws from government or local authorities in the UK.
You accept that if you show symptoms of Covid-19 on the trip or get contacted by the NHS to say you need to self-isolate, you will be asked to leave your accommodation immediately and have to pay for your own, private transport home. We will do our utmost to help you arrange this, should it happen.
You accept that Trailbrakes are not liable for any costs you may incur, nor will we reimburse you for any unused portion of your trip should you have to leave your holiday early (or not start it).
You accept that we are taking the most appropriate, extensive measures but cannot guarantee that you will not come into contact with a possible source of Covid-19 and we do not accept any liability or responsibility for you catching Covid-19 should that occur.
Cancellation: For cancellations relating to Covid-19 our standard cancellation terms above apply.
Postponement: If you need to postpone your booking due to the following reasons:
• Travel restrictions caused by coronavirus (this could be that travel is not allowed in the UK or that you will have to quarantine when you arrive here or return to your own country).
• Government imposed ‘lockdown’ (this could be that you are not allowed to leave your local area or that hotels and other services will not be open in the area you wish to visit).
We are very keen to support all of our partner businesses in the hospitality industry so we would ask you to postpone your trip to new dates within the current season (until the end of October). If this is really not possible then we may be able to transfer it to dates in the following season (within 365 days of the original booking), please speak to us to discuss the options.
If not everyone on the booking is affected, you will have the right to transfer your place on the holiday to another person nominated by you.
If there is an increase in the price of accommodation or services for the new dates then we would have to add this to the balance of the trip.
We will offer postponement as close to the trip as we are able to. This will vary for each trip and it will be more difficult to get your money back from our partners the closer we are to the trip start date. We look at each booking on an individual basis and will work with our partners to try to ensure your payments can be transferred to a new booking. During 2020 almost 100% of our partners allowed us to move bookings to new dates, even quite close to the trip start date. Again, if there are any increases in cost for bookings on your new dates, we would add this to your final payment amount.
Early payment
You are welcome to pay early (before the 8 week deadline) if it is more convenient for you. When this payment is made we will send you the maps, GPS files and other information for your trip. From the point where we email you with the GPS files and/or information pack any deposit/balance you have paid will be deemed non-refundable.
Package changes by you
Your cycling trip itinerary will be sent to you via email once all of the arrangements have been made for your trip. You must read this carefully and make sure that the dates and details are as you expect them to be. If you would like to alter any of the details listed on your original itinerary, you must inform us within 7 days of receiving the itinerary. If, at a later date, you would like to make changes to your itinerary, we reserve the right to charge an administration fee based on the time it will take to implement the desired changes. Whilst we will try to accommodate any changes you may wish to make to your itinerary, it may not be possible to do so. In this instance the trip will go ahead based on the information provided to you in your original trip itinerary.
Service
We will endeavour to provide a holiday or trip as closely resembling that described on this website or any other promotional material. Be aware that due to unforeseen circumstances parts of the trip such as accommodation details may vary slightly however the overall quality of the trip will not be diminished. If there has to be changes made due to weather etc the leaders decision will be final.
Accommodation Partners
At Trailbrakes we work with a range of accommodation and partners and cannot be held liable for any damages, losses or inconveniences resulting from them. We will always try to make sure these problems are minimal and will deal with any situations as they arise. Whilst you are staying with an accommodation provider you must agree to their terms and conditions.
Transport Partners
All of our transport is provided by carefully selected third party transport partners who are experienced and qualified to provide cycle and passenger transport. Whilst you are in the vehicle you must agree to the transport provider's rules, terms and conditions. Trailbrakes cannot be held liable for any loss or damage to bicycles whilst in transit. In the unlikely event of any damage you should report it to the driver as soon as it has been discovered. We may sometimes use third party courier companies to ship your bikes back to you (if this has been pre-arranged). We will package the bikes carefully but Trailbrakes cannot be held liable for any loss or damage to bicycles whilst in transit.
Insurance
We strongly recommend that you are adequately covered by your own travel insurance policy before joining any of our trips or activities. This cover should be comprehensive enough to cover you for the activities you will be involved in on your trip and also any cancellation made by you.
Limit of liability
Trailbrakes have a duty of care to its customers and staff but are only liable up to the cost of your trip with us. We cannot be held responsible for damage and/or loss to your personal possessions. We are also not liable for failure in carrying out the contract if the failure is due to the action of the participant or the action of a third party. We are also not liable for any theft or damage to bicycles or injury to you which occurs as a result of cycling on or off road or in transit.
Hire Bikes
As we organise bike hire through a third party, advance notice is required for this booking. We do not accept any responsibility for injury, expense or inconvenience incurred through use or mechanical failure. The hirer is responsible for any damage or loss caused not through natural wear and tear. Any damage or loss of the bicycles will be charged at full replacement value. You must agree to return the bike at a certain time in the condition you received it in and may not sell, hire or otherwise part with the bike during the hire period. During the hire period, you have sole responsibility for your hire bike including on days when you are not cycling.
Your Responsibilities
You accept that mountain biking and cycling can be hazardous activities and may involve elements of risk or discomfort. By agreeing to these terms and conditions you take personal responsibility for your own actions. Trailbrakes take no responsibility for damage, death or injury caused to you or by you as a result of participation. You must at all times ride within your own ability and always wear an approved safety helmet. Whether hired or belonging to you it is your responsibility to arrive with and keep your bike in safe working order and you must notify us of any defects as soon as possible. We reserve the right to stop you from participating if your bike is not in safe working order. If we have to hire a bike in order for you to participate you will be responsible for the total cost of the hire. You must be physically fit enough to participate in the trip you have chosen. If you have to drop out of the trip you will be responsible for any travel arrangements or additional costs incurred. You agree to abide by the authority of the leader of the group and act in a reasonable way for the duration of your trip. We reserve the right to remove any person from a trip who’s behaviour is deemed by the leader to be detrimental to the group, unsafe or adversely affecting the groups enjoyment. We will not be liable for any refund in these circumstances. You agree to arriving at all meeting points on time. You will personally be liable for any costs of catching up with the group if you are late.
Medical
It is your responsibility to ensure that you are sufficiently fit and adequately equipped to partake in your chosen trip. You must tell us of any medical conditions or dietary requirements at the time of booking. If you are not in a suitable condition to complete a trip or are under the influence of drink or drugs the leader will ask you to leave the trip. We will not be liable for any extra expense incurred by this and you will not be able to claim a refund.
Complaints
Should you have a problem or complaint on your trip you must bring it to the attention of our staff as soon as possible and we will try to rectify the problem. If you feel that the problem was not resolved and resulted in a much reduced enjoyment of the trip you must inform us in writing within 28 days and we will respond within 28 days to resolve the matter to the satisfaction of both parties.
Privacy
We will not pass on your personal details to any third party except for the purposes of organising your trip.
Training of Staff
All of our staff are experienced and trained to lead and organise trips of the nature detailed on this website. They are there to ensure you have a safe and enjoyable trip and their instruction should be followed at all times. In the event of changing circumstances the leader's decision is final.
I could go on and on about what a fantastic time we had. Emily and I are already looking forward to our next trip. Thanks again for everything. We can’t...