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Booking Terms & Conditions
Booking
In order to make your booking, the booking form must be completed by the party leader who must be over the age of eighteen. On sending this form all members of the party agree to bide by the terms and conditions set out in this document. You can also make your booking by completing a booking form over the telephone with us. A contract will exist between you and horseXperiences™ as soon as the confirmation invoice has been issued.
When completing the booking and riding experience forms, you are required to provide full details which truly reflect the personal information and riding ability of all members of the party.
On completion of the booking and riding forms you declare that the information provided is accurate.
Payment
In order to secure your booking, you must make payment as outlined in this document. We must receive the full balance including any additional costs no later than 4 weeks before departure. If full payment is not received on the due date we reserve the right to treat the booking as cancelled and, therefore, apply cancellation charges as set out below. Should you make your booking within 4 weeks of departure then the full cost of the holiday will be due immediately.
If you opt for our online booking form the total price of your holiday should be paid through our secure payment system. We reserve the right to correct the full cost of your holiday in the first 10 days after your online booking, including all extras, requirements or corrections off your holiday programme, which is fully detailed in the programme's web page. We do this in some cases because our holiday programmes are tailor made to you resulting in a personal and unique programme.
Payment on booking
You are required to make full payment at the time of booking in the following circumstances:
- when you make any booking within 4 weeks of your departure date; and
- all other bookings without specific terms and conditions
Instalment Payments
You can pay for your booking in 4 instalments. You can choose this option on the programme page. A 25% initial payment is required to secure your booking. You may not benefit from special discounts and promotions.
Should you wish to pay for your holiday programme in full at the time of making your booking you are entitled to do so and may be entitled to a discount for doing so.
When you book your our programmes using installments, our system will send you automatic invoices with the checkout link 7 days before the due date. The due date is calculated 30 days following the date of your booking.
If for any reason a payment is declined or not paid, our system will send the unpaid invoice again every 7 days.
Payments of instalments due must be received by us no later than the payment due date confirmed on your booking invoices. Where you fail to pay us of your own accord, the last card added to the system will be automatically debited for the amount due. If this card fails and we hold other cards against your order we will also attempt to debit the outstanding amounts from those cards. If you wish us to debit an alternative card then please contact our customer service before the payment due date.
To increase security around payment collections, when you make a payment we store tokens (created from your card details so that we do not hold your card information) to make any subsequent instalment collections automatically. We will always attempt to collect money from the last card you used first.
Instalment payments ARE NOT available with Click&Ride eXperiences.
The cost of your holiday arrangements
We reserve the right to increase the price of your holiday in the event of exceptional cost increases which are out of the control of horseXperiences™. In the event of this occurring, we will absorb an amount equivalent to 2% of the holiday price excluding any charges for alterations requested by you. Only amounts in excess of 2% will be surcharged. If this equates to more than 10% of your holiday price, you will automatically be entitled to cancel your holiday with the payment of a full refund of all money paid excluding alteration charges. Exceptional cost increases will include increases in transportation costs including fuel, taxes (including VAT) or other fees payable for services such as passenger taxes.
All itineraries clearly state what is included and excluded in the price of each programme. Upon completing a booking form, you agree to the itinerary and the price of the programme. All holidays are inspected and researched by horseXperiences™ and its qualified equestrian and travel staff. We calculate our prices including the cost of our professional advice and the necessary bonding and insurances to provide that your holiday payment is safe.
Cancellation by horseXperiences™
In the unlikely event that we have to cancel your riding holiday for reasons other than
- Fault of the client
- Force majeure
- Insufficient numbers to proceed with ride
Alterations and changes by horseXperiences™
We do the very best to ensure the riding holidays are provided as booked.
However, our programmes and itineraries are planned months in advance of promotion and, therefore, are occasionally subject to changes. In the unlikely event that a 'significant' change is made, then subject to the clause below you will be given the option (to be exercised by giving notice to us in writing within 14 days of notification of a significant change) of:
- accepting the change; or
- cancelling your holiday, whereupon you will receive a full refund.
In the event of minor alterations and changes made by horseXperiences™ no refund or compensation will be given.
A minor change includes any change not covered by the above.
If we are aware of changes prior to booking, we will inform you before a booking is made.
Force majeure
We regret we cannot offer refunds or compensation in the event of cancellation or alterations as a result of force majeure. For the purpose of this conditions, force majeured is definied as war, threat of war, riot, civil strife, lock-out, strike, government action, terrorist activity, natural or nuclear disaster, flood, fire and adverse weather conditions.
Cancellation by You
Bookings may be cancelled at any time prior to the departure date by written notification by you. The cancellation date will be taken as the date that written confirmation is received by horseXperiences™. For this reason we recommend recorded delivery.
Cancellation charges are expressed as a percentage of the total holiday price and are payable to horseXperiences™. Cancellation charges are as follows:
- 35 days or less before departure 100% cancellation charge
- 35-56 days before departure 50% cancellation charge
- The deposit payment of 10% is non-refundable after a holiday has been confirmed by us.
Please note for our programmes the final balance payment is due 8 weeks prior to travel and for Peru bookings the final balance payment is due 10 weeks prior to departure. After this date we are unable to refund any payment made.
Alterations and changes by you
Should you wish to make changes to your holiday after confirmation, we will use our best endeavours to make the requested alterations, although horseXperiences™ provides no guarantee that this will be possible.
An administration charge of 25 euros per person may be implemented at the discretion of horseXperiences™ on each occasion when alteration is made at your request. Further, all additional costs incurred by either horseXperiences™ or our suppliers are payable by you. Specifically if extra services are contracted by you during your holiday you will be charged for these services.
Liability
On completing the booking form, you and all members of the party accept that horse riding is classed as a high risk sport and being in the vicinity of horses poses risks. Whilst riding or in the vicinity of those horses which are in the care of the tour operator or guide on your holiday, you must comply at all times with their instructions. It is a condition of your booking that you accept that the tour operator or guide is entitled to insist that you dismount or to refuse you the right to ride for any reason including your inability, health or behaviour, if they consider you are endangering the safely or welfare of any persons or horses including yourself. In the event of such circumstances, you will not be entitled to any refund or compensation.
Please note that the laws, requirements and standards of the country in which any services which make up your programme are provided, apply to those services and not those in your country.
horseXperiences™ requires that you and all members of the party wear suitable safety equipment including hard hats whilst in the vicinity of horses. We require that hats comply with relevant safety standards are purchased from reputable suppliers and are fitted by qualified persons.
On completing the booking form, you accept our suppliers may require you to sign separate acknowledgment and personal liability forms before you are allowed to ride. Refusal to sign such forms may result in your not being allowed to participate in riding or other activities. In those circumstances you will have no claim against horseXperiences™ or the supplier and you will not be entitled to a refund or compensation.
We accept responsibility for ensuring that all parts of our contract with you are properly performed except where failure or improper performance is due to:
- your own acts or omissions.
- the acts or omissions of a third party not connected with the provision of your arrangements and which are unforeseeable or unavoidable.
- Any event which either horseXperiences™ or the suppliers of the services in question could not have foreseen or forestalled even with all due care.
- Force majeure.
horseXperiences™ liability is limited as follows:
Liability other than for death and personal injury is limited to such amount as is reasonable taking into account the cost of the programme booked with us and the extent to which your enjoyment of the programme has been affected but (without prejudice to that) will not in any event exceed twice the cost of the programme booked for the person affected (excluding any alteration charges). In the case of lost and/or damaged luggage or personal possessions (including money), our liability is limited to 30 euros per person as you are assumed to have taken out adequate insurance at the time of booking.
horseXperiences™ will not have any liability to you for any damage, loss, expense or other sums of any description which
- on the basis of the information given to us by you concerning your booking, prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you.
- did not result from any breach of contract or other fault by us or our employees or, where we are responsible for them, our suppliers.
Additionally horseXperiences™ will not have any liability to you for any business losses.
In all cases, the liability of horseXperiences™ in relation to any service is limited or excluded in accordance with the provisions of all international conventions relating to the provision of such services as if horseXperiences™ was a supplier of the services in question, for the purpose of the relevant convention.
Travel documents
Your specific passport, visa requirements and other immigration requirements are your responsibility and you should confirm these with the relevant consulates or embassies. horseXperiences™ will not have any responsibility or liability towards you for any failure on your part to comply with requirements current at the time of your departure or any losses or costs incurred by reason of any omission on your part.
Delays
horseXperiences™ will not offer any assistance in the event of a delay at your outward or homeward points of departure. Please refer to your carrier for assistance.
Behaviour
On completing the booking form, you accept responsibility for loss and/or damage caused by you or any member of the party. Full payment for any such loss or damage must be paid directly to the appropriate party immediately. If you fail to do so you must indemnify us against any claims including legal costs subsequently made as a result of your acts or omissions.
We expect all clients to behave with consideration to other people. If, in our opinion, or in the opinion of any other person in authority, you or any member of the party behaves in such a way to cause or be likely to cause distress, danger, or annoyance to any third party or damage to property, we reserve the right to terminate the programme arrangements of that person without notice. In this situation, our responsibility towards that person (including any return transfer arrangements) will immediately cease and we will not be responsible for meeting any costs or expenses that that person may incur as a result. We will not make any refunds or pay any compensation.
Special request or medical problems
Although we will use our best endeavours to forward any reasonable requests on to the relevant supplier, we regret we cannot promise that any request will be complied with unless we have expressly confirmed this to you in writing. Confirmation that a special request has been noted or passed onto a supplier or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met. Unless and until expressly confirmed in writing, all special requests are subject to availability. Please note that in general the rides carry a weight limit of 99 kg. If you are above this weight you need to check with us before booking.
Complaints
If you have a complaint or are unhappy about any aspect of your trip, you must immediately inform the instructor, guide or accommodation provider so that they can endeavour to put it right. If the matter cannot be resolved locally to your satisfaction and you wish to make a complaint you must contact horseXperiences™ by telephone or email at that time so that we may try and resolve the situation. Please note failure to report problems at the time that they occur will invalidate subsequent claims.
If you are still not satisfied, you are required to notify us in writing within 14 days of your programme giving full details of the complaint. We will acknowledge receipt of your letter within 14 days and then begin any investigation we feel is necessary. After a further period of up to 21 days we will contact you with the outcome of our investigation. If you do not comply with this requirement, we will not accept any responsibility for the matter giving rise to your grievance, having been unable to put it right immediately or to investigate it at the relevant time.
Please not that we work in partnership with our services and accommodation providers and not as a booking agent so any complaints must be discussed firsthand with them. We will not be able to enter into correspondence if issues have not been brought to the notice of either the service or accommodation provider at the time the complaint arising.
It should also be noted that the complaint must be made by the costumer who travelled and not by a third party.
As we work in partnership with our service providers if a complaint has been dealt with at the time by one of our providers no additional claims will be accepted once the resolution has been accepted or taken by the costumer. Once a settlement cheque has been cashed any complaint is considered closed.
A number of our programmes offer airport/railway transfer services. These services are organized directly by the supplier. These services do not form part of our contract with you as we are unable to accept responsibility for the delivery of these services or for any refunds relating to missed or tardy services.
Data protection policy
So that we may process your booking and ensure your travel arrangements run smoothly, we need to use the information you provide such as name, address, riding experience and any specific requirements.
We take full responsibility for ensuring proper security measures are in place to protect your booking.
We will not pass your details onto third parties not connected with your programme. It is necessary to pass information provided by you onto the relevant partners. The information may also be received by security or credit checking companies, public authorities such as customs, immigration, if required by them or as required by law.
For more details about data protection please refer to our privacy policy.
Financial security
In the event of insolvency, protection is provided. In these circumstance, if you have not yet travelled you may claim a refund.
Conditions of suppliers
Please note that all services are provided subject to the conditions of the relevant supplier . Some of these conditions may exclude or limit the suppliers' liability to you, usually in accordance with the appropriate international conventions which apply to the services provided by such suppliers.
Insurance
Travel insurance is mandatory for all clients travelling on these programmes and costumers must demonstrate that they have adequate cover, specifically covering horse riding activities.
Information you supply
Your booking is accepted by us on the basis of information given by you on your booking form including details of your riding ability and your weight. Where these details are inaccurate, horseXperiences™ and its suppliers reserve the right to change your ride itinerary or booking or ask you not to ride and in these circumstances you will have no claim against horseXperiences™ or the supplier and will not be entitled to any refund or compensation.
Programme participation and client responsibility
You agree to accept the authority and decisions of our employees, instructors/guides and partners whilst on a programme provided by us. If in the opinion of any such person(s) or any other person in a position of authority (such as, for example, a member of staff at the stables or hotel manager), your health, level of fitness or conduct at any time before or during a programme is endangering or appears likely to endanger your health or well-being or any third party (including any other clients of the company) or the safe, comfortable or happy progress of the programme, you may be excluded from all or part of the trip without refund or recompense.
Click&Ride
Click&Ride benefits from special booking conditions which can be consulted here.
Book Now, Pay Later
Book Now, Pay Later benefits from special booking conditions which can be consulted here.