Terms & Conditions

Before making a booking we ask that you read our How to Book page and understand our Terms and Conditions outlined below.

 

1. Booking: Our minimum age on a Tracks and Trails trip  (excluding a Family Adventure or a Private Group) is 18 years old at the time of travel. Anyone under the age of 18 years old at the time of travel must be accompanied by an adult and subject to the written consent of their parent or legal guardian.

2. Booking Conditions: By booking with Tracks and Trails Ltd you accept to be bound by the terms and conditions outlined herein. Where one person makes a booking on behalf of a group of individuals all participants within the group agree to be bound by these terms and conditions.

3. Legal Jurisdiction: All terms and conditions between clients and Tracks and Trails Ltd are to be governed by and held under the jurisdiction of the courts of England and Wales.

4. Contractual Responsibility: All booking arrangements are made with Tracks and Trails Ltd, which is a Private Limited Company registered in England with Companies House under the Registration Number of 7596893. Our VAT registration number is 440 6503 23.

5. Deposit: Your booking must be accompanied by a deposit per person, the amount of which is indicated on the Booking Form. If you have chosen to make payment by bank transfer, to avoid charges, then this must be sent to us from a UK based bank account. If booking within 56 days (8 weeks) of the date on which the trip starts full payment will be requested. Deposits are non-refundable if you choose to cancel. When Tracks and Trails Ltd has received your initial payment your booking is accepted. You will be sent a booking confirmation receipt together with further information regarding the trip you have booked. 

6. Balance of Payment: Balance payments are due 56 days (8 weeks) prior to the trip start date. If full payment is not received by this date Tracks and Trails Ltd reserves the right to cancel your booking without any refund of the trip deposit. If you have chosen to make payment by bank transfer, to avoid charges, then this must be sent to us from a UK based bank account.

7. Security of Pre-Payments: In accordance with the UK Package Travel & Linked Travel Regulations 2018, Directive (EU) 2015/2302 or the local applicable law in the country of residence of the passenger(s) booking with Tracks & Trails Ltd are fully protected for the initial deposit and subsequently the balance of all monies received by us, including repatriation costs and arrangements, arising from cancellation or curtailment of your travel arrangements due to the insolvency of Tracks & Trails Ltd. The respective laws accordingly to the country of residence of the passenger(s) usually only requires us to provide cover for Package & Linked Travel Arrangements, there is no requirement for Financial Protection of day trips or single elements, and none is provided unless the local law requires such. If you have questions on this then please contact Tracks & Trails Ltd. Tracks & Trails Ltd has taken out an insurance provided by International Passenger Protection Ltd (IPP) with Liberty Mutual Insurance Europe SE (LMIE) trading as Liberty Specialty Markets, a member of the Liberty Mutual Insurance Group. LMIE's registered office: 5-7 rue Leon Laval, L-3372, Leudelange, Grand Duchy of Luxembourg, Registered Number B232280 (Registre de Commerce et des Sociétés).  LMIE is a European public limited liability company and is supervised by the Commissariat aux Assurances and licensed by the Luxembourg Minister of Finance as an insurance and reinsurance company. This insurance is only valid for passengers who book with Tracks & Trails Ltd. This insurance does not cover the insolvency of agents, however, bookings through agents with Tracks & Trails Ltd are covered in the event of the insolvency of Tracks & Trails Ltd.  In the event of insolvency make contact as soon as possible with IPP giving full details of what has happened. This insurance is only valid for packages booked and DOES NOT include flights. Consumer aware: This insurance is only valid for passengers who book and pay directly with/to Tracks and Trails Ltd. There is no requirement for Financial Protection of day trips, and none is provided.  

8. Minimum Numbers: We reserve the right to cancel trips or activities where the minimum number of participants has not been reached. We will not cancel your trip less than 56 days (8 weeks) before your departure date, except where necessary due to Force Majeure*, FCDO travel advice, failure by you to provide adequate insurance cover for your chosen trip, or failure by you to pay the final balance due. *Force Majeure - Strikes, riots, acts of war or terrorism, disease outbreaks, government intervention, natural disasters or adverse/unusual weather conditions or other unforeseen circumstances that may amount to Force Majeure.

9. Unavoidable Occurrences: Tracks and Trails Ltd does not accept liability for the consequences of strikes, riots, acts of war or terrorism, disease outbreaks, government intervention, natural disasters or adverse/unusual weather conditions. If such occurrences cause Tracks and Trails Ltd to cancel a trip we will endeavour to offer an alternative, but accept no liability for return of fees paid prior to cancellation or curtailment. Advice from the Foreign, Commonwealth and Development Office to avoid or leave a particular country may constitute 'Force Majeure' or an unavoidable and extraordinary circumstance.

10. Client Cancellation: If you, the client, wish to cancel your booking you must notify Tracks and Trails Ltd in writing, whereupon the following charges will be applied from the date we receive your notice of cancellation:

• More than 56 days (8 weeks) before departure: Loss of deposit
• 56-30 days before departure: Loss of 50% of total trip cost
• Less than 30 days before departure: Loss of 100% of total trip cost

11a. Transferring your Booking: Should you, the client, be unable to participate in a trip and wish to transfer your reservation to another person or transfer your own booking to another of our trips then Tracks and Trails Ltd will endeavour to facilitate the transfer. Such a transfer of your place to another person requires they satisfy all the conditions for the trip (including health and fitness requirements). While Tracks and Trails Ltd will endeavour to facilitate a transfer of a booking, it does not guarantee that in all circumstances this will be possible and is subject to their discretion. In particular this includes transferring from a trip which is on minimum numbers. Any transfer will be subject to an administration fee of £100 per person.

 

11b. Transferring to another Holiday: If after our confirmation invoice has been issued, you request to move your deposit to another trip with Tracks and Trails or indeed to another departure on the same holiday we will do our utmost to arrange this but it may not always be possible. Any request should be in made in writing to our office. A transfer charge of £100, will be incurred in making this transfer. Costs incurred in transferring any booking may increase the closer to the departure date they are made. Except in exceptional circumstances, you cannot transfer your holiday later than 10 weeks prior to departure. Any request to transfer your booking received within 10 weeks of departure will be treated as a cancellation and subject to the charges shown in Clause 10 above. 

It is recommended that you also have appropriate travel insurance in case you fall ill and test positive for COVID-19 prior to or during your trip. You should also consider booking a policy that covers you if you have to cancel or curtail your holiday because you have to self-isolate.

 

For tours taking place in any country, other than the United Kingdom and Norway, you must ensure that your insurance includes rescue from the mountains, including helicopter rescue. Costs incurred by you, the client, due to an evacuation, rescue or other emergency event shall be your responsibility. Any subsequent costs incurred for expenses, not limited to but including such costs as hotels, food, transport, etc shall be borne by you, the client.

 

You are responsible for ensuring that any insurance cover is adequate for the needs of your chosen trip. We do not check insurance policies. You must be fully aware of the implications involved in arranging your own travel insurance and understand the limitations and exclusions of the policy. All baggage and personal effects, including bicycles and skis, are at all times taken at your own risk. We will not be responsible for any loss, damage or accident to any luggage or property, however incurred.If you are booking on behalf of other people it is important you ensure that appropriate insurance has been arranged by ALL OTHERS included on your Booking Form. Ensure that your insurance covers you to the maximum altitude given on your trip itinerary. The maximum altitude for any trip can be checked on the 'At A Glance' box on each trip page. You should carry a copy of your insurance details with you at all times. Your insurance must be valid for the entire duration of your trip. Failure to provide proof of insurance, if requested, will mean you will be asked to leave the trip and no refund will be given. This is for your own financial protection in the event of an injury or an accident.

 

16. Your Holiday Price and Exchange Rate Fluctuation: Tracks and Trails Ltd reserves the right to adjust pricing of our products and services displayed on our website and marketing materials. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed. Upon receipt of your deposit the price of your total trip cost is fully guaranteed and will not be subject to any surcharges.

 

17. Personal Risk: Tracks and Trails Ltd maintains high professional standards of client care and safety. In choosing to undertake activities in a mountain environment you accept that these activities may pose a danger of personal injury or even death. All clients must be aware of and accept these risks and be responsible for their own actions and involvement in such activities.

 

18. Medical Care: By booking a trip you (and, in the case of a group booking, all other members of your group) attest to being in good medical health and able to participate in your chosen trip. If you suffer from a medical condition that may prejudice your participation you must provide a medical certificate from your doctor stating that he/she believes you may safely undertake the trip you have booked at the time of making the booking. If at any time during the trip you display symptoms of Covid-19 (high temperature, persistent cough, difficulty in breathing, sore throat, loss of sense of smell or taste) you will be asked to seek medical advice and take appropriate action.In booking a trip you accept that in case of accident or illness Tracks and Trails Ltd may need to execute evacuation plans or provide for medical treatment. It is your responsibility to inform Tracks and Trails Ltd when booking the trip if you do not feel you can give consent to such an arrangement. If Tracks and Trails Ltd believes that in doing so your own safety or that of others may be compromised during the trip, we reserve the right to cancel your booking with a full refund.

 

19. Itinerary: Tracks and Trails Ltd adheres to planned itineraries wherever possible, however changes may occur to both travel, and guided itineraries due to external factors beyond our control. In particular, the person leading the trip has complete discretion to alter programmes at any time in the interests of client safety. In respect of Bespoke/Private trips any changes to the planned/agreed itinerary will be paid by the client. With regard to Scheduled Departures any changes made by the guide/company will be borne by Tracks and Trails Ltd except on our 'off track' Nordic ski tours where a capped 'Contingency Fee' may be charged in the event of changes to the itinerary that create an additional charge to the running of the trip. It is in the nature of holidays of the type we offer that arrangements and participants have to be flexible. The day-to-day itinerary and ultimate objectives of the trip are to be taken as aims and not as contractual obligations. It is a necessary condition of your booking any of our advertised holidays that you accept this flexibility. It is in the nature of holidays of the type we offer that arrangements and participants have to be flexible. The day-to-day itinerary and ultimate objectives of the trip are to be taken as aims and not as contractual obligations. It is a necessary condition of your booking any of our advertised holidays that you accept this flexibility. With regard to our winter holidays our guide will use their expertise and local knowledge to determine the best routes to take advantage of prevailing snow conditions and the abilities of the group. In the event of no snow cover, or limited snow cover, our snowshoe hiking trips will still go ahead, but you may not always be using snowshoes. 

 

20. Duty of Care: By booking you agree to abide by instructions and decisions made by the person leading the trip. Tracks and Trails Ltd reserves the right to exclude individuals from a trip on the grounds of health or safety. Any individuals so excluded are not entitled to a refund. Any individual contravening the decisions or advice of the person leading the trip, or undertaking independent activities not authorised during the trip, relinquishes the protection and duty of care of the person leading the trip for Tracks and Trails Ltd.

 

21. Fitness: By booking a trip with Tracks and Trails Ltd you confirm you have understood the level of fitness and ability required for your chosen trip. If your fitness or ability does not meet the minimum requirements prior to embarking on a trip, or during participation in an activity, we reserve the right to ask you to discontinue your participation.

 

22. Publicity: All information contained within the Tracks and Trails website and other publicity is for guidance only. Whilst making every effort to ensure accuracy, Tracks and Trails Ltd cannot be responsible for any inaccuracies or alterations beyond their control. Should any changes occur clients will be notified before a booking is accepted.

 

23. Marketing: We regularly post photographic images and films from our trips, both on our website, and in social media. You may appear in these images which are taken on our holidays, whether by a member of staff, suppliers or other clients. You will not be identified by name in any material. You can choose to opt out of having your image taken by informing your guide/instructor on the trip, or by informing us prior to the trip in your Tracks & Trails Client Account. 

 

24. Complaints: If you have a complaint about the service you receive at any point during your trip you should notify Tracks and Trails Ltd as soon as possible to give us the opportunity to rectify the situation to a mutual agreement. If the complaint is unresolved to your satisfaction during the trip you should detail your complaint in writing within 28 days of the trip finishing. 

 

25. Accommodation: Accommodation is usually in twin or double rooms unless otherwise stated. Single rooms are often available on our trips, but if you request a single room it will incur a supplementary fee. Mountain hut accommodation is frequently in dormitory rooms.

 

26. Passport, Visa, Travel and Health Requirements: You will need a valid passport if travelling outside your country of residence. It is your responsibility to  check the visa requirement with the relevant embassy or consulate. It is advisable that you have 6 months on your passport to cover any unforeseen circumstances that might occur whilst you are away such as: injury, illness or long delays. Some countries require up to 15 months and this may be relevant to UK travellers after 31st December 2020 if travelling to the EU. Individual country requirements can be changed at any time by the country in question. Nationals of the EU, the USA, Canada, New Zealand and Australia do not require tourist visas to visit Switzerland as long as the period does not exceed three months. Visitors from the USA and Canada travelling to Switzerland must be in possession of a travel document that meets both of the following requirements: the validity of a travel document must extend at least 3-6 months after the intended date of departure from the Schengen area; and the travel document must have been issued within the previous 10 year period. It is also your responsibility to comply with any regulations regarding the pandemic, and Covid-19. It is your responsibility to comply with any health, vaccine or Covid-19 testing requirements for your trip. Note that in particular, vaccination and Covid-19 testing requirements could change at any time and with short notice, including while you are on your trip. We cannot accept any responsibility if you are refused entry into any country for any reason. We operate our trips according to the Covid-19 guidelines in each country which we visit. In most countries this requires the wearing of face coverings in most public places and while taking transport. In many countries it is necessary to be vaccinated in order to either arrive in the country, or to visit restaurants or hotels, and a 'health pass' may be required. We cannot be responsible for your failure to comply with the health requirements of any country you visit.

 

27. Our Partners: Tracks and Trails Ltd has developed partnerships with other well-established travel companies. This constitutes a standard practice in the travel industry and increases the probability a trip will run, such that the chosen trip will take place as planned. We only work with partners who have corresponding values and standards of service as Tracks and Trails Ltd. Our partners are: KE Adventure Travel, and Col di Lavacchio. You can read more about this policy here.

 

28. Third Party Providers: Tracks and Trails Ltd has researched to the best of its ability the practice of the providers of activities, accommodation and transport it utilises. In the event of any unforeseen circumstances, accident or event due to the actions of a third party Tracks and Trails Ltd shall not be held liable.

 

29. Affiliated Bookings Members of the Ski Club of Great Britain, London Roller Ski Co and London Region Nordic Ski Club can receive a 5% discount on any Tracks and Trails scheduled departure (with the exception of our trips at New Year). To receive this benefit Ski Club members must enter their membership number when prompted on the trip booking form. The discount will be applied when the trip balance is paid. If bookings are made less than 8 weeks prior to departure to receive the discount select to pay by bank transfer. We will then invoice you for the discounted sum at which point you can choose to either pay by credit card or by bank transfer. All bookings will be bound by the Terms and Conditions of Tracks and Trails Ltd.

 

These terms and conditions contained herein shall apply to all bookings made with Tracks and Trails Ltd as of 12 November, 2024.

Please print off and retain a copy for your own records. If you do not understand any of the Terms and Conditions please contact us for clarification.