Trailwise Travel Booking Conditions

These Booking Conditions, along with any other information given to you at the time of booking, form the basis of the contract between you and Trailwise Travel Ltd (hereinafter 'Trailwise Travel' or 'us' or 'we'). Company no SC681364. Registered address: 6 Kippendavie Avenue, Dunblane, FK15 0BY, Scotland, United Kingdom. In these Booking Conditions, references to "you" and "your" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

Please ensure that you read these booking conditions carefully and are familiar with them before making any payments to us and completing your booking. All bookings made with Trailwise Travel are subject to these Booking Conditions.

Booking Procedure

  • We accept enquiries via our online enquiry form, email, or telephone. 

  • We will then provide you with a written proposal with price quotation for your package by email.

  • If you choose to accept the quotation you can confirm your booking by paying your deposit and completing our booking form. We require a non-refundable deposit of £ 150.00 per person (or full payment if your booking is made within 6 weeks of departure). We accept payment by credit/debit card or bank transfer, in pounds sterling (GBP) only.

  • No contract will exist until we confirm in writing that your deposit payment has been received. If we decline to accept a booking made by you the deposit submitted with the booking form will be refunded to you in full.

  • We will then make the reservations as agreed in your proposal. If, for any reason, we are unable to reserve a schedule that satisfies both you and us then we will let you know as soon as possible and the booking will be cancelled with any monies paid refunded and no monies owing. 

  • Once all of the arrangements have been made as set out in your proposal, we will then send you a booking confirmation email and invoice for the amount that you have paid towards your holiday, the outstanding balance and due date. The balance of your booking is due 6 weeks prior to departure. The date on which the final balance of your holiday is due is shown on the invoice. We accept payment by credit/debit card or bank transfer, in pounds sterling (GBP) only.

  • Once the final payment has been made for your holiday, we will then put together your Information Pack to you with full details of your holiday. Usually this will be sent to you within 2 weeks of your making the final payment, but no later than 2 weeks prior to the start of your holiday. If you are departing from your home more than 2 weeks prior to the start of your holiday, we will endeavour to have it delivered to you prior to this, or deliver it to your first night’s accommodation.


Prices

All of our prices are stated in £ Sterling and include Value Added Tax (VAT).

Personal Details

When making a booking, the first named person on the booking agrees to become the Lead Traveller. All correspondence for your booking will be sent to Lead Traveller only. It is the Lead Traveller’s responsibility to manage all payments due and forward all relevant correspondence onto other members of their party.

When making a booking, the Lead Traveller agrees to the following conditions on behalf of all persons detailed on the booking:

1. They have read the booking conditions and have the authority to and do agree to be bound by them.

2. They consent to our use of information in accordance with our Privacy Policy and are authorised on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories (eg: health conditions, disabilities, dietary requirements etc).

3. They are over 18 years of age, and when making the booking declare that all members of the party are of the appropriate age to purchase those services.

4. They accept financial responsibility for payment of the booking on behalf of all persons detailed on the booking.

Cancellation and Refund Policy

If you have to cancel your booking, please tell us immediately by email or letter. Depending on how much notice you have given in advance of your holiday start date, we will be able to refund the following:

  • Up to 6 weeks in advance: we will refund all payments except your deposit

  • Between 6 and 3 weeks in advance: we will refund 50% of your total package price

  • Less than 3 weeks in advance: we are unable to refund any payments

Travel Insurance

We strongly recommend that comprehensive travel insurance is an essential part of your holiday package in order to cover you in the unfortunate event of you having to cancel your holiday with us. It is your responsibility to obtain your own travel insurance for your holiday.


Changes to a booking by you

If you wish to make a change to a booking prior to paying for your holiday in full we will make every effort to accommodate your wishes, but it is not always possible to guarantee that changes can be made. If the amendment is possible, this will be subject to an administrative charge of £50 per person, plus any additional costs we incur in making changes to your booking (such as lost accommodation deposits). 

If the start date of the tour is to be altered, we reserve the right to amend the total package price, if the current price of the tour has changed since the booking was placed.

Changes to a booking by us

It is highly unlikely that we will have to make any changes to your confirmed holiday arrangements. However, occasionally it is necessary to make changes or cancel your booking. Most changes will be insignificant, such as altering an accommodation, and we reserve the right to make these. Where a change has been made before departure, we will notify you of this in writing.

Should we have to make a significant alteration to your holiday (such as: a change of location,  a lower standard of accommodation for a substantial part of your holiday, or a change in start or finish dates) you may then choose to either

  1. Accept these alterations.

  2. Withdraw from the holiday, in which case we will repay all monies paid to us including your deposit.

  3. Accept an alternative holiday or postponement that we may propose, in which case we will raise or lower your price by any difference in cost.

Force Majeure

We will not be liable to make a refund to you if your holiday is affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event which we or the supplier(s) of the service(s) in question could not control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, epidemics, pandemics and significant risks to human health such as the outbreak of serious disease at the travel destination (including the ongoing effects of the COVID-19 pandemic), natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination.

Your responsibilities

It is your responsibility to ensure that you and each member of your party are in good health and of the required level of fitness for any activity that you book as part of your holiday.

It is your responsibility to ensure that you are suitably equipped for your holiday and aware of the risks involved in such a holiday. Although Trailwise Travel will ensure the holiday is as safe as possible you must accept that the sole responsibility for your personal safety remains with you. 

Any damage caused by group members to accommodations or transport used in the course of your holiday is the responsibility of the lead Traveller. We cannot accept responsibility for any such damage, and accommodations/taxis booked retain the right to reclaim costs from the Lead Traveller.

Events and Activities

If you have booked an event or activity as part of your holiday package we will include any specific terms and conditions that apply for this in your information pack. It will be your responsibility to ensure that you and each member of your party adhere to such terms and conditions.

Complaints

In the unlikely event that you or a member of your party has a complaint, the matter should be raised in the first instance with the accommodation or service provider with whom you are dissatisfied.

If your complaint is not resolved to your satisfaction by the accommodation or service provider please write to us within 14 days of returning from your trip. We will then endeavour to resolve your complaint as soon as possible. Failure to intimate a complaint to us within the time limit stated may result in us not being able to resolve your complaint.

Data Statement

We store and process your data based on the contract formed when you make your booking.

We securely process and store data,  in order to enable us to process your booking, fulfill the services we offer, send you your holiday details, and help us to contact you urgently if there are any problems. This may involve passing your data onto suppliers, such as accommodation, where we judge there is a reasonable need in order for the supplier to fulfill their service.


Jurisdiction

These booking conditions represent the entire agreement between us and may not be altered without our express written consent. The agreement between us and any dispute arising therefrom is governed by the law of Scotland and subject to the jurisdiction of the Scottish Courts.