Terms and Conditions
1. Your holiday contract
When you make a booking with Girls Run the World, you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice.
If you had not seen these terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them, please inform us with written notice within 7 days of the booking date. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. This clause does not apply if your booking was made within 12 weeks of travel.
Girls Run the World has no control over the event and whether it takes place. If the event were to be cancelled, this does not affect the remainder of the holiday continuing as planned and does not allow the client to cancel the remainder of the holiday.
ITEMS NOT INCLUDED IN YOUR HOLIDAY UNLESS STATED (not exhaustive)
• Travel insurance. It is a condition or travelling with GRTW that you take out suitable insurance to cover yourself for all European and foreign tours. This should include flight insurance should the trip need to be cancelled due to insufficient bookings.
• Insurance cover for any of your possessions, including without limitation sports equipment and bicycles.
• Any flight, meal, room or apartment supplements except those specified in the individual tour itinerary.
• Any other items listed as optional extras e.g. excursions.
• Any additional expenses incurred such as unforeseen travel or medical expenses which are not anticipated in the itinerary.
• Cost of visas and passports – where required
Please state at the time of booking whether extra assistance is required for Disability or if there are any special requests. Please note special requests, such as low floor, sea views, etc cannot be guaranteed unless you have been able to book the actual rooms in question.
2. Your Holiday Price
We reserve the right to alter the prices of any of the holidays. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed. When you make your booking you must pay a deposit as stated in the prices for that event, together with any other items which we require to be paid in advance – these will be clearly stated at the time of booking.
The balance of the price of your travel arrangements must be paid by the date outlined in our booking form and/or marketing unless otherwise noted. If the deposit and/or balance is not paid in time, we have the right to cancel your travel arrangements and retain your deposit and further sums depending on the booking timeframe. The price of your travel arrangements was calculated using exchange rates quoted in www.ukforex.co.uk.
The final balance of your payment will be calculated as per this currency conversion for final payment and may be different according to VAT.
3. If You Change Your Booking
If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen arrival or departure date , we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking.
You will be charged an administration charge of £50 per booking for any changes, in addtion to any further cost we incur in making this alteration. *This may include having to pay for additional room costs, should your cancellation affect the overall party size cost. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.
If the number of people on a booking changes, the holiday price will be recalculated on the basis of the amended party size.
4. If You Cancel Your Holiday
You, or any member of your party, may cancel your travel arrangements up to 10 weeks before departure.
10 weeks or less, 75% of the cost of the holiday will be retained plus your deposit.
0-6 weeks, 100% will be charged plus deposit. Your deposit is non-refundable.
*If the number of persons booked changes, the holiday costs will be recalculated on the basis of the amended party size and you will need to pay any difference in the holiday price. Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.
5. If We Change or Cancel Your Holiday
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you at the earliest possible date.
Occasionally some facilities at a hotel or venue may become unavailable at very short notice – we will try and advise you as soon as we possibly can. It is hoped that the hotel in questions will have or make alternative provisions for you to continue to enjoy your trip.
We also reserve the right in any circumstances to cancel your travel arrangements, for example, if the minimum number of clients required for a particular travel arrangement is not reached by the balance due date. Should this happen we are not liable for your airfare costs so please ensure you have approriate travel insurance.
However, we will not cancel your travel arrangements less than 4 weeks before your departure date, except for reasons of force or failure by you to pay the final balance.
6. Force majeure
“Force majeure” means any event which we or the service provider in question could not reasonably foresee or avoid. These may include actual or threatened war, civil strife, terrorist activity, industrial dispute, natural disaster, adverse weather conditions, fire and all similar events outside our control. Where we are unable to fulfil our obligations to you as a result of “force majeure” we regret that we cannot accept liability for or pay any compensation.
If flights are included, these will be booked and reconfirmed by ourselves or travel partners, unless otherwise agreed with you. It is your responsibility, however, to ensure that you are on time for your flight departure. Any change to the operating carriers after your booking has been confirmed will be notified to you as soon as possible.
If the carrier with whom you have a confirmed reservation is unable to offer you your booked flight or a suitable alternative which would subsequently result in a significant change to your tour, the provisions of Clause 10 “Cancellation and changes” will apply. At the time of booking we are not always in a position to confirm the flight timings for your flight and you should treat the flight timings given on your confirmation invoice as guidance only. Specific instructions relating to departure and travel arrangements will be sent with your air or other travel tickets approximately two weeks before departure.
You must check your tickets carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been despatched – we will contact you as soon as possible if this occurs. Any change in the identity of the carrier, flight timings, and/or aircraft type will not entitle you to cancel or change other arrangements without paying our normal charges except where specified in these conditions.
7. Transport Timings and Delays
All timings we provide both for air and road travel may be subject to change, sometimes at very short notice. It is your responsibility to check all relevant travel information as soon as you receive it. Delays may also occur over which we have no control. You must ensure that you are in the right place at the right time for all ground arrangements we have arranged for you. We cannot accept any liability if you are not in the right place at the right time for all ground arrangements we have arranged for you. Please note that we are not in a position to offer you any help at your outward or homeward point of departure with any delay in your international flight.
8. Passports, visas and health requirements
Your specific passport and visa requirements, and other immigration requirements are your responsibility and you should confirm these with the relevant Embassy or Consulate in your own country. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
9. Travel Insurance
It is a condition of travelling with us to countries outside of Europe that you should take out adequate travel insurance for your tour and that your insurance cover is appropriate for your particular needs. We will ask you to send us a copy of your travel insurance when settling your balance with us which must be done no less than ten weeks before the date of travel.
Your travel insurance must cover death, personal injury, medical expenses, rescue and repatriation including the flying doctor service in the event of death or needing medical treatment, cancellation or curtailment of the tour. It should also include adequate cover for loss or damage to personal belongings (including valuable items such as photographic equipment).
It is your responsibility to read your policy details carefully and to take them with you on tour.
GRTW retains all copyright licence rights and sole exclusive ownership of the information, photographs and material displayed on its website. The material may not be modified, copied or used in any other way. We may take photographs and videos of those participating in our trips for marketing purposes. If you prefer not to, please notify us in writing BEFORE the trip commencement.
10. A condition of your participating
The customer must comply fully with all and any health and safety regulations introduced by GRTW. The customer must ensure that he/she is medically and physically fit and able to use our facilities and participate in activities. Customers who have injuries or illnesses are advised to seek doctor’s advice. GRTW is not liable for any injuries to the customer in his/her use of our facilities or participation in activities.
Hotel Check In/Check Out
The standard international practice is to let rooms from mid afternoon on the day of arrival until mid morning of the day of departure. Occasionally when you arrive at your accommodation, you may have to wait a short while until your room is ready. Similarly, if you are leaving the destination on a flight later in the day, you may be required to check out of your hotel room earlier in the day. In some cases, you may be able to extend you stay in your room or have access to facilities at the accommodation to change and refresh yourself in, but we cannot guarantee this, and this should be arranged with the accommodation management.
If you are travelling alone and do not wish to pay the applicable supplement for a single room, we will, if you wish and subject to availability, match you up with someone of the same sex on a "twin to share" or 'triple to share' basis wherever possible.
If you select a room sold on this "twin to share" basis you will be sharing with another participant on the tour and not have sole use of the room. In such cases we are not allowed to give any details regarding the name, address or phone contact of the parties requesting sharing arrangements. Please note, you must inform us in advance of any medical conditions or personal issues that may negatively impact on someone else’s enjoyment of the trip, for example, snoring – if you do not inform us, then we reserve the right to change your booking to a single room and for you to pay the balance.
Please note that where a room has been booked for one person only, whether it be a single room or the sole occupancy of a larger room, no other person is permitted to stay in that room, even if there is physically space for that person.
We may collect the following information: * name and job title * contact information including email address * demographic information such as postcode, preferences and interests * other information relevant to customer surveys and/or offers
The Information We DONT Collect:
Credit/Debit Card Information - all payments are processed via BACS transfer and your banking details are not viewed or stored by us.
What we do with the information we gather:
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons: * Internal record keeping. * We may use the information to improve our products and services. * We may periodically send promotional emails about special offers or other information which we think you may find interesting using the email address which you have provided. * From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
We are committed to ensuring that your information is secure. In order to prevent unauthorized access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system. Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
Links to other websites:
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.
You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information:
You may choose to restrict the collection or use of your personal information in the following ways: * whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes * if you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at [email address] We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.