Terms & Conditions

 

BOOKING CONDITIONS

Caroline’s Ride in Cyprus Ltd Terms and Conditions

 

The following Booking Conditions form the basis of your contract with Caroline’s Ride in Cyprus Ltd.  Please read them carefully as they set out our respective rights and obligations.

 

In these Booking Conditions “you” and “your” means the lead name on the booking (including anyone who is added at a later date).  “We”, “us” and “our” means Caroline’s Ride In Cyprus Ltd.  The ‘trek’ means the ride specified on your completed booking request form and confirmation invoice as described on our website.

 

1.  Making your booking

 To request a booking, you must complete and submit our booking request form and make the necessary payment transfer referred to in clause 2 below. In the event of a group booking this must be submitted by the first named person on the booking request form (“the party leader”). All participants must be 10 years or over.  The party leader must be at least 18 years and must be authorised to make the booking on the basis of these Booking Conditions by all persons named on the booking request form.  By submitting the booking request form, the party leader confirms that he/she is so authorised and that all party members are aware of and agree to be bound by these Booking Conditions.  The party leader is responsible for making all payments due to us.

 

Once we have received your booking request we will advise you of the acceptance by us of the booking by issuing a confirmation invoice.  This invoice will be sent to the party leader.  Please check this invoice carefully as soon as you receive it.  Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. If we are unable to fulfil your booking request we will advise you of this.

 

2.  Payment

In order to confirm your booking, a deposit of 25% per person (or full payment if booking less than 60 days before departure) must be paid on receipt of the confirmation invoice.  The balance of the trek cost must be received by us not less than 60 days prior to departure.  This date will be shown on the confirmation invoice.  Reminders are not sent.  If we do not receive all payments due (including any surcharge where applicable) in full and on time, we reserve the right to treat your booking as cancelled by you.  In this case the cancellation charges set out in clause 7 below will be payable. Day treks and casual rides must be paid for at the time of booking.

 

3. Your contract

 A contract between us comes into existence when we despatch the confirmation invoice to you.  This contract and all matters arising out of it are governed by English law.  Changes to these Booking Conditions will only be valid if agreed by us in writing.

 

4.  The cost of your trek and surcharges

 The prices shown on our website were calculated on 1 September 2007 on the basis of then known costs.  We reserve the right to increase or decrease the price of unsold treks at any time.  The price of your chosen trek will be confirmed at the time of booking.   We reserve the right to correct errors in advertised prices at the time of booking.  We will do so as soon as we become aware of the error.  Once the price of your chosen trek has been confirmed at the time of booking then we will only increase the price in the following circumstances:

4.1   Transportation costs and/or dues, taxes or fees for services in the destination country increase.

4.2   Adverse changes in the exchange rates.

Provided that any increase in price (‘surcharge’) is greater than 10% of the cost of your trek you will be entitled to cancel your booking and receive a full refund of all monies paid to us except amendment charges.  You have 14 days from the issue date printed on the surcharge invoice to tell us if you want to cancel for this reason.  Any surcharge must be paid with the balance of the cost of the trek or within 14 days of the issue date printed on the surcharge invoice, whichever is the later.

We promise not to levy a surcharge less than 30 days before departure.

 

5.  Changes by you

Should you wish to make any changes to your confirmed expedition, you must notify us in writing as soon as possible.  Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such requests.  Where we are able to make a requested change an amendment fee of £40 per person/per booking will be payable together with any costs or charges incurred or imposed by any of our suppliers.

 

6. Cancellation by you

Should you or any member of your party need to cancel your chosen trek once it has been confirmed, the party leader must immediately advise us in writing.  Your notice of cancellation will only be effective when it is received in writing by us and acknowledged by us.  As we incur costs from the time we confirm your booking and may be unable to re-sell your expedition, the following cancellation charges, shown as a percentage of the total invoiced cost will be payable.

 

Period before departure within which written notification of persons cancelling is received by us	Cancellation charge per person
60 days or more 59 to 40 days  39 to 28 days 27 to 15 days 14 days or less	Loss of deposit 40% 60% 80% 100%

 

If any member(s) of your party is/are prevented from travelling, the person(s) concerned will be able to transfer their place to someone else (introduced by you) providing the following requirements are complied with.  We must be notified of the transfer(s) not less than 14 days before departure. The person joining the party must be 10 years or older.  A transfer will not be possible if there is a waiting list of places in which case the available place must be offered to the next person on that list.  Where a transfer to a person of your choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of £40 must be paid before the transfer can be effected.

 

7.  Insurance

 Travel insurance is mandatory for all clients while on one of our treks. It must state cover for horse riding specifically.  You are responsible for ensuring that you are in possession of travel insurance for the entire duration of the trek in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment.  You must ensure that there are no inclusion clauses which limit cover for the type of activities included in your tour.  Please read your policy details carefully and take them with you on the trek.  It is your responsibility to ensure that the insurance cover you purchase is adequate for your particular needs.

 

8.  If we change or cancel your booking

Occasionally we may have to make changes to details of one of our treks both before and after bookings have been confirmed and cancel confirmed bookings.

 

8.1   Cancellation – We will endeavour to avoid cancelling your confirmed booking but reserve the right to do so where:-

8.1.1     You have failed to comply with any requirements of these booking conditions which entitle us to cancel the booking (such as failing to pay on time)  in which event all monies paid may be retained by us.

8.1.2     Circumstances beyond our control mean that it would in our opinion be dangerous, impractical or irresponsible to proceed with the trek (such as war, threat of war, riot, civil strife, industrial dispute, terrorist activity and epidemic, natural or nuclear disaster, fire or adverse weather conditions or other events beyond our control and that of our suppliers) in which event we shall refund to you all monies paid.

 

8.2 Significant changes    A significant change is a change in activity area for the whole or a major part of the time of the trek, the deletion from the itinerary of one of or more major destinations.

In the case of a substantial change we will offer the following options:

8.2.1 Accepting the change or changes.

8.2.2 Providing an alternative trek route.

8.2.3 Cancel the trek in which case we will refund all monies you have paid to us.

 

Period before departure within which a substantial change is notified to you	Compensation per person
More than 60 days before departure	Nil
Between 59 and 14 days before date of departure	£20
Between 13 days and date of departure	£30

 

8.3 Minor changes.  A minor change is any change to your expedition which is not a significant change.  For example changes of accommodation (with alternative accommodation of a similar standard).

We reserve the right to make minor changes to your trek.

 

8.4  Consolidation.  Each trek is dependent upon a minimum number of persons booking the tour. In the event that the minimum number is not achieved we reserve the right to cancel the tour but will not do so less than 60 days before the date of departure.  If we do cancel the trek for this reason all monies will be refunded to you.

 

9. Our liability to you

We are not responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum of any description whatsoever which results from any of the following:-

(a)  the fault of the person(s) affected or any members(s) of their party or

(b)  the fault of a third party not connected with the provision of your trek which we could not have predicted or avoided or

(c)  an event or circumstance which we or any supplier of the service(s) in question could not have predicted or avoided even after taking all reasonable care.

(d)  The fault of anyone who was not carrying out work for us (generally or in particular) at the time.

(e)  Problems arising because of reasons you did not tell us about when you booked your trek.

We cannot accept responsibility for any of the services which do not form part of our contract.

Services which we provide will be provided in accordance to the laws of Cyprus.  They will be considered to have been properly if they so comply.  This will be the case even if the services did not comply with the laws and regulations of the UK which would have applied had those services been provided in the UK.

 

10. Complaint procedure

If you have any complaint during your expedition, you must inform both your group leader and the relevant supplier of the service immediately.  If you are not happy with their action in response to your complaint you should notify us immediately and we shall endeavour to resolve the problem promptly.  If you remain dissatisfied you should notify us in writing within 28 days of your scheduled return to the UK, giving us your booking reference and all other relevant information.  Failure on your part to notify us does not give us the opportunity to take appropriate action to put things right.

 

11.  Data protection policy

We may need to use information such as your name and address, special needs or dietary requirements and pass it where required. When you make this booking, you consent to this information being passed on to the relevant people.

 

12. Behaviour

When you book with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be paid direct at the time to the person suffering the loss.  If you fail to do so, you will be responsible for meeting any claims subsequently made against us (together with our own and the other party’s full legal costs) as a result of your actions.

We expect you to have consideration for other people. If in our reasonable opinion or the reasonable opinion of any other person in authority, you or any member of your party behaves in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the trek of the person(s) concerned. In this situation, the person(s) concerned will be required to leave the accommodation or other service.  We will have no further responsibility towards such person(s) including any return travel arrangements.  No refunds will be made and we will not pay ay expenses or costs incurred as a result of the termination.  The instructions of the ride leader must be followed at all times.

 

13.  Your health and fitness

It is your responsibility to ensure that you obtain proper and detailed medical advice in respect of Cyprus and the area of the trek.

Parts of the trek will be strenuous and it is your responsibility to be adequately fit.  During the trip a basic first aid kit will be carried but the leader/guide is not medically qualified and any treatment will only be with your consent.  Be sure that you carry any specific personal medication.  In order to take part in riding activities, all persons should be in good health and possess a reasonable basic level of fitness.  You must advise us before departure of any disability, medical or behavioural problems experienced by any member of your party (including yourself) which may affect that particular person or any other member of the trek.  If you or any member of your party has any medical problem or disability which may affect your trek, please tell us before you confirm your booking.  In any event, you must give us full details in writing at the time of booking.  If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details and in such circumstances shall be entitled to retain all monies then paid.

 

14.  Passports and Visas

You should check with the appropriate Embassy, Consulate or British Foreign office for the exact requirements for your trek and date of travel.  Cyprus is a member of the EU and as such there is no visa requirement for British nationals.  It is your responsibility to check that you have the correct passport and visas to gain access to Cyprus.  If you fail

to do so, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of your travel arrangements.

 

15. Joining your trek

You are responsible for arranging your own flights or alternative means of travel to and from the destination country entry and departure points as described in the trek itinerary.  We provide transfers from and to these points which are considered to be the start and finish points of your expedition as supplied by us. In the event you are delayed in your journey to join us for any reason and are unable to reach the pick up point at the agreed time or date, whilst we will endeavour to assist, we may not be in a position to rearrange your transfer and you will be responsible for making your own way to catch up with your trek.

 

16.  Safety standards

Please note, it is the requirements and standards of Cyprus which apply to any services which make up your trek and not those of the UK.  As a general rule, these requirements and standards will not be the same as the UK and may sometimes be lower.

 

17. Publicity photographs

Any images recorded of you during a trek may be used by the company without charge in all media for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, slides, video shows and the internet.

 

18.  Risk

Whilst every effort will be made to ensure your comfort and satisfaction, it must be understood that all riding is potentially hazardous and involve a degree of risk and discomfort.  Trips of this kind require a substantial amount of flexibility from you during the journey.  The itineraries outlined on our website must be seen as an indication of our intention, rather than a contractual obligation on our part.  Unforeseen local conditions or events may sometimes necessitate changes to the itinerary, accommodation or means of transport.  We accept your booking on the understanding that you realise the potential hazards involved in this kind of trip, including injury, disease or loss/damage to personal property, inconvenience and discomfort.  Refunds will not be given for unused services

 

19. Statutory rights

These booking conditions do not exclude any of your statutory rights under the laws of England and Wales which shall continue to have full force and effect.

 

 

All content copyright of Caroline’s Ride In Cyprus Ltd 2007

 

Caroline’s Ride In Cyprus Ltd is a registered company Number HE 207401 with the Ministry of Commerce, Industry and Tourism Department of Registrar of Companies and Official Receiver, Nicosia and is incorporated under the Companies Law, Cap. 113  Section 15 (1) as a Limited Liability Company.