Costa Cycling Experience Limited Standard Booking Conditions for Cycle Holidays and Ancillary services
Your contract is with Costa Cycling Experience Limited. These booking conditions form the basis of your contract.
Terminology: Costa Cycling Experience Limited with be abbreviated to CCE. Cycle holiday means the provision of accommodation by CCE. Ancillary services means the provision of additional services such as, but not limited to:
- Hire of bicycles
- Hire of guides
- Hire of equipment
- Training camp
- Food and beverages
All cycle holiday and/or ancillary services are led and managed by a partner of CCE and all possible care is taken to see that you have a happy and successful cycling holiday. The booking conditions below seek to explain as clearly as possible the responsibilities undertaken between us when you make, and we accept, a booking.
1. To Make a Booking
Reservations can only be made directly with CCE, when we receive your deposit. The Registration Form must then be completed by each participant and signed by that person. It should then be posted or e-mailed to CCE, before we will confirm your place. The contract is effective on our written confirmation invoice to you and is governed by English Law. Both parties agree to submit to the jurisdiction of the English Courts. You are also subject to the conditions of carriage of any carriers used (which may limit or exclude liability to you), or other companies for whom we act as agents. Bookings are accepted at the discretion of CCE.
2. Payment of Balance
You must pay the balance or interim payments on the date listed in our written confirmation invoice, which is usually at least 13 weeks before the start of your cycle holiday. If you book within 13 weeks of commencement of your cycle holiday and/or ancillary services, you must pay the full cost at the time of booking, unless otherwise agreed between us. If for any reason the final payment is not received by this time you will be deemed to have cancelled your cycle holiday and/or ancillary services and cancellation charges will be applied. Reminders will not be sent.
3. Our price Policy
The price given in the quote is guaranteed unless you change your requirements.
4. If you Cancel your Booking
Cancellations will only be accepted in writing from the person who confirmed the booking and whose name is specified on our written confirmation invoice as “Party Leader”. We can accept no responsibility for cancellation charges arising from correspondence delayed or lost in the post.
Cancellation fees will be the entire deposit, or if within 13 weeks of arrival, the full amount.
Should you be prevented from travelling on the cycle holiday and/or ancillary services booked by circumstances which do not permit a claim on a normal insurance cancellation policy, you may transfer your booking to another person provided that person meets all the requirements relating to the tour and your request is received by us at least three weeks prior to commencement of your cycle holiday and/or ancillary services. Both the person taking over and the person leaving the booking will be responsible for paying any additional clerical costs arising from the transfer.
5. If we Cancel your Booking:
Provided all monies have been paid we will not cancel your cycle holiday and/or ancillary services unless we are forced to do so:
i) due to unusual and unforeseeable circumstances beyond our control which could not be avoided even with all due care having been exercised, or what is usually known as “force majeure” (see clause 16)
ii) because the minimum number of bookings needed to operate a training camp has not been reached. In this case participants will be notified of the cancellation no later than ten weeks prior to the training camp commencement date.
If cycling holiday and/or ancillary services is cancelled we will, if possible, offer an alternative, but if this is not acceptable all monies paid will be reimbursed without interest. We will NOT pay any compensation or be liable to refund you any incidental expenses that you may have incurred as a result of your booking such as visas, vaccinations, non-refundable flights, travel insurance, etc.
6. If we Change your Booking
Circumstances may require some changes to be made at any time to the particulars of any cycle holiday and/or ancillary services (e.g. itineraries, overnight locations, accommodations, meals or routes). Any such changes will be communicated to you as soon as possible and will be held to be of a minor nature. We will not materially change the value of the cycle holiday and/or ancillary services, and the original theme will be retained.
7. Comprehensive Travel Insurance
Our cycle holiday and/or ancillary services operate in many and varied locations, some in remote high mountains and other areas where medical and rescue services are not plentiful, and costs are high. The risks associated with cycling in such areas can be considerable, and for these reasons we strongly recommend that all participants be adequately insured. For tours outside the UK we cannot accept your booking unless you are insured and you agree to this when signing the Registration Form, which states that you will or have obtained adequate insurance. We can accept no responsibility for any costs that may be incurred due to insufficient insurance cover.
When taking out a policy you are advised to check that such policy will also provide cover whilst cycling on or off-road and that your cycle will be repatriated following a medical emergency. Some insurance companies require helmets to be worn when cover is provided. In any event the wearing of a helmet is compulsory on CCE cycle holiday and/or ancillary services.
8. Before you Make a Booking
Participants should be aware that cycling both on and off road is a potentially dangerous activity, and that they undertake our cycle holidays and/or ancillary services at their own risk. CCE shall not be responsible for participants’ actions or for injury, damage to property or other loss due to inadequately serviced or maintained bicycles or other personal equipment or any other matter beyond their control. We regret that participants under the age of 18 years who are not accompanied by a Parent or Guardian cannot be accepted.
Before making a firm booking for any event, intending participants MUST make certain it is appropriate to their physical abilities. In addition, pre-existing medical or mental conditions or learning or physical disabilities, whether or not these are controlled by medication or are currently dormant, must be declared on the Registration Form and to the leader of any of our events. CCE shall not be responsible if any participant is unfit for any of our cycle holidays and/or ancillary services. Any participant suffering from diabetes or any other condition requiring medication during the Rides shall ensure that the leader and at least one other responsible member of the party is aware of this. It remains the responsibility of each participant to disclose the existence of such medical conditions. CCE will not be held responsible for any failure to do so.
CCE will not be held responsible for reimbursement of the deposit and balance, specified in condition 2, where there has been a mistake made by you in relation to the booking of your flight and/or failure/delay of an airline. Although these examples are out with the control of CCE, we will work with our partners to help you by adjusting your booking. However, the original price may be adjusted and/or a clerical fee may be applied.
We do not advise you to set out on a ride when it has been raining or whilst it is raining. Unlike the United Kingdom where cycling in rain can be done whilst observing care and attention, in Southern Spain it is very hazardous to cycle in wet conditions as the roads are so dry prior to rain the resulting effect is like riding on ice. CCE will not be held responsible for reimbursement of the deposit and balance, specified in condition 2 where weather conditions do not allow the riding of a bicycle in a safe manner.
9. Bookings are accepted on the following understanding
Each participant’s booking is accepted on the understanding that he or she realises the hazards involved in this kind of event including injury, disease, loss of or damage to property including cycles in transit, inconvenience and discomfort. The whole philosophy of this type of travel is one that allows alternatives and requires a substantial degree of event flexibility. The outline itineraries given for each event must therefore be taken as an indication of what is to be accomplished and not as a contractual obligation. Changes in itinerary may be caused by local conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness or other unforeseen circumstances. No refund will be given for services not utilised. It is a fundamental condition of booking that a participant accepts the need for this flexibility and acknowledges that delays and alterations and their results, such as inconvenience, discomfort or disappointment, are possible.
It is necessary that a participant abides by the authority of, and co-operates with, the leader. Signing the Registration Form signifies the participant’s agreement to this, and we reserve the right, at the leader’s absolute discretion, to terminate without notice the holiday/event arrangements of any participant who commits an illegal act when present or whose behaviour is such that it is likely, in the leader’s opinion, or that of any accommodation owner or manager or other person in authority, to cause distress, danger, damage or annoyance to other customers, employees, property or to any third party. If any participant is prevented from travelling because in the opinion of any person in authority he or she appears unfit to travel or likely to cause discomfort or disturbance to passengers, our responsibility for that participant’s holiday will then cease. In all cases we will be under no obligation whatsoever for any costs incurred, and the participant concerned shall not be entitled to any refund.
If hiring a bike from us, our partner is Marbella Cycle Center. You must provide them with your credit card details prior to accepting a bike. This is to cover non mechanical damages such as an accident where you cause damage to the hire bike. In the event of damage to a hire bike you must pay for the damages directly to Marbella Cycle Center.
10. Our liability to you
We promise to ensure that all parts of the holiday/event we have agreed to arrange as part of our contract are provided to a reasonable standard and in accordance with that contract. We do not accept responsibility for any personal injury or death caused to you as a result of the proven negligent acts and/or omissions of our leaders, agents, suppliers and sub-contractors. CCE shall not be liable for any damages caused by the total or partial failure to carry out the contract if such failure is:
i) attributable to the participant or any member of his or her party,
ii) the fault of a third party unconnected to either the leader or the company
iii) a result of unusual or unforeseen circumstances beyond the control of the leader, the company or the supplier of the service in question which could not have been predicted or avoided even after taking all reasonable care (see clause 16 Force Majeure)
iv) the fault of any person who was not carrying out work for us (generally or in particular) at the time.
Where CCE is found to be liable for damages in respect of its failure to carry out the contract the maximum amount of such damages will be limited to the price paid for the cycle holiday and/or ancillary services. Any independent arrangements made by the participant that are not part of the cycle holiday and/or ancillary services are entirely at his or her own risk.
11. Cycles and Baggage in Transit
In the event of a cycle or baggage being lost, delayed or damaged on the outward journey, CCE shall not be responsible financially or otherwise for the inability of the participant to continue with their holiday. The leader will endeavour to make alternative arrangements in such circumstances but this cannot be guaranteed.
12. Joining the Group
CCE’s responsibility does not commence until the appointed time at the date of arrival. If you fail to arrive at the appointed time for whatever reason, we will not be responsible for any additional expenses incurred by you to get to your accommodation/commence your cycle holiday and/or ancillary services.
13. Should you have a complaint
In the event of problems arising during your cycle holiday and/or ancillary services, participants should try to resolve them directly with the leader. If the problem cannot be resolved at this time you should write to CCE giving full details of any complaint on your return to the home country. This letter must be received by the company within 7 days of your return.
Complaints will be dealt with in accordance with the procedures of CCE under which the complaint will be investigated by a Director in timely manner.
14. Special requests
Any special requests made on your booking form are noted, and though we do our very best to comply with these, we cannot guarantee they will be provided.
15. Travel arrangements
All timings are provisional and for your guidance only. Final details will be advised nearer the time of departure.
16. Force majeure
This is the term applied to unusual and unforeseeable circumstances that are beyond our control. Compensation payments do not apply to changes, cancellations or curtailment caused by reason of war, threat of war, riots, civil strife, terrorist activities, industrial disputes, natural or nuclear disaster, fire, adverse weather conditions, floods etc, technical problems of transport, closure or congestion at airports or ports, cancellation or changes of schedule by airlines or similar events. We cannot accept responsibility where the performance or prompt performance of our contract with you is prevented or affected as a result of such circumstances.
17. Data Protection Act
In order to process your booking and ensure that your travel arrangements run smoothly, we need to use the information you provide such as name, address, any special needs/dietary requirements etc. This information must be passed on to the relevant suppliers of your arrangements such as hotels, transport companies etc. The information may also be provided to public authorities if required by them or as required by law. We take full responsibility for ensuring that proper security measures are in place to protect your information whilst in our hands.
Where your holiday is outside the European Economic Area controls on data protection may not be as strong as the legal requirements in this country. We will not, however, pass any information on to any person not responsible for part of your travel arrangements. If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot process your booking. In making your booking you consent to this information being passed on to the relevant persons.
18. Information and Advice
When this is provided by leaders on matters such as permits, visas, vaccinations, climate, clothing, baggage, special equipment etc. this is given in good faith, but without responsibility on the part of CCE. Participants accept responsibility for obtaining any necessary visas and travel documents required for the holiday.
Photographs, likenesses or images of participants secured or taken on any of our holidays may be used by CCE without remuneration in all media for bona fide promotional or marketing purposes
Website Conditions of use
You acknowledge and agree that all copyright, trademarks and all other intellectual property rights in all materials and/or content made available as part of your use of this website shall remain at all times vested in us or our licensors. You are permitted to use this material only as expressly authorised by us or our licensors.
You acknowledge and agree that the material and content contained within this website is made available for your personal non-commercial use only and that you may only download such material and content for the purpose of using this website. You further acknowledge that any other use of the material and content of this website is strictly prohibited and you agree not to (and agree not to assist or facilitate any third party to) copy, reproduce, transmit, publish, display, distribute, commercially exploit or create derivative works of such material and content.
We accept no responsibility for negligent actions of our partners. However, we do employ checks and vetting of their safety and management controls.
Links to External Websites
It is our policy to obtain permission to link to other websites. We are not responsible for the content or reliability of the linked websites. Listing should not be taken as endorsement of any kind. We cannot guarantee that these links will work all of the time and we have no control over the availability of linked pages.
We undertake to exercise all reasonable precautions to keep information supplied to us by customers strictly confidential. We never supply mailing information to third parties.
Applicable Law and Courts of Jurisdiction
All transactions undertaken through this website are governed by English Law and any legal actions arising out of such transactions shall be subject to the English Legal processes and under the jurisdiction of English Courts.
The Costa Cycling Experience website is operated by:
Costa Cycling Experience Limited
169 West George Street
Registered in Scotland with company number SC461839.
We recommend you print out a copy of these terms and conditions for your future reference. If you have any questions regarding the Costa Cycling Experience website please refer to our Contact page for full contact details.