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Travel terms and conditions
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All Rapha Travel trips are provided by Rapha Travel Limited (“we”, “our” or “us”) and are subject to these terms and conditions. By booking your trip and paying a deposit you confirm that you are over the age of 18 and have read, understood and accept these terms and conditions in their entirety.
Price and payment
We reserve the right to increase or decrease brochure prices at any time. Once you have booked your trip and paid your deposit, the price shown on your booking confirmation is the guaranteed price of your trip unless there has been an obvious and manifest error. All advertised prices are inclusive of VAT. You must pay for your trip in full at least 60 days prior to your departure date. If you fail to pay for your trip in full 60 days prior to your departure date, we reserve the right to cancel your booking and your deposit will be forfeited.
Exchange rates & currency
We establish our exchange rates once in November of each year, we price our trips based on the average rate over a 3-month period. We do not provide a dynamic pricing model for our Travel Trips; thus the price of the trip remains the same throughout the year. Your deposit and final payment will be based on a consistent exchange rate set once in November.
Your currency is based on your browser location; it is not possible for you to switch between different currencies to pay for the 2 steps payment process of your Travel trip. The currency selected for your deposit will remain the same for the balance due; if you make your deposit in GBP, your balance due will be in GBP as well.
You shall: follow the instructions of your Rapha Travel professional guide at all times; ensure that you are of an appropriate level of fitness to participate in your trip; notify us of any medical ailments from which you suffer which may affect your ability to participate in the trip; wear a helmet at all times whilst cycling; not cycle when under the influence of alcohol or drugs.
Insurance: it is a condition of these terms that you have adequate travel insurance. It is your responsibility to ensure that the insurance fully covers all of your personal requirements including cancellation charges, medical expenses and repatriation in the event of an accident or illness. Your insurance must also cover you for cycling activities and the associated risks as well as your baggage and cycling equipment. If you chose to travel without adequate insurance cover, we will not be liable for any losses arising in respect of which insurance cover would otherwise have been available.
Bike maintenance: Rapha Travel trips may include terrain that you may not be used to cycling on day to day. If you bring your own bike it is your responsibility to ensure it is serviced before your trip and is in a safe and roadworthy condition. We will not be liable for any damage or injury caused as a result of a failure caused by your bike, or its operation. It is your responsibility to bring with you any unique tools, electronic shifting chargers, or special components which may be required for your bike.
If you wish to cancel your trip
Should you wish to cancel your booking, you must give us notice of this by emailing us at email@example.com. Once we receive your cancellation notice we will follow up with an email confirming your cancellation. Your cancellation will take effect from the date that you receive our email confirming your cancellation. In the event that you cancel your trip, the following cancellation charges will apply (the charges are expressed as a percentage of your total trip price):
- more than 60 days prior to departure: your deposit*;
- between 60 and 31 days prior to departure: 50% of the trip fee;
- 30 to 0 days prior to departure: 100% of the trip fee.
*You are entitled to transfer your deposit only if you inform us at least 60 days prior to your departure date. Your deposit will then be transferable for 2 calendar years from your payment date. Please note that the deposits are not refundable and can be transferred to another departure only once.
If you wish to transfer your full balance
If you have paid for your full balance (deposit + single/double occupancy) and notify us more than 60 days prior to departure, you are entitled to transfer your monies to another trip.
You must transfer to another trip departing in the same calendar year and of the same trip type.
Please note there will be an administration fee of £50 (or equivalent) to make this balance transfer.
Our prices are based on double occupancy (two people per room), except Randonnées. If you’re traveling solo on any of our trips, we’ll assign you a roommate of the same gender. There is no extra charge if we can’t find you a roommate. You can guarantee yourself a private room if you pay the Single Room Fee. Occasionally a room with two beds consists of one bed plus a rollaway bed or sofa bed. Call our office to see if this is applicable to the trip and date you select.
As an optional extra, a person traveling solo on any trip may reserve a room for his or her exclusive use. This will guarantee you a private room and private bath every night in most locales. Note that in Europe, single rooms are often smaller than double rooms.
Please note that a single room will be only guaranteed upon payment of your balance as it is subject to hotel availability.
Late Arrival/Early Departure
On almost all of our trips it is possible to join us a day or two after we depart or leave a day or two early. If your schedule doesn’t mesh with ours, give us a call and see how our in-depth knowledge of the area will make it work for you. However, it is not possible for us to prorate your trip fee based on the time you’re on the trip.
Transportation to the Tour
We either offer complimentary airport and hotel transfer service in our van from the nearest major airport and city to the lodge where the trip starts, or we’ll send you information on public shuttle buses that do. We will also send you our van schedule for pickup and return, plus driving directions to the tour meeting place. If you are driving to the tour, you may leave your locked car at or near the place where the tour originates for the duration of the trip (at your own liability and risk).
Many people who travel by plane prefer to arrive at the gateway city the day before the tour starts and leave the day after the trip is over. Accordingly, we will furnish you with the name of the recommended hotel or motel that we pick people up from on the first day of the trip, and where we can drop you off at the trip’s end.
If you are transporting your bike in a hard case, a £90 handling fee will be applied. This fee is not included in the price of your trip and will have to be paid prior to departure, if applicable.
It is possible for us to arrange bike hire for you for use on your trip. Such is subject to availability and your specific requirements and may not be able to be arranged unless you give us sufficient notice. Please discuss this with us before you pay the deposit for your trip.
Please note that bike hire is not available on our Cent Cols Challenge, USA and Japan trips.
We reserve the right to cancel or alter your trip at any time prior to your departure date, due to events outside of our control, such as but not limited to: acts of God, flood, drought, earthquake or other natural disaster; epidemic or pandemic; terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; nuclear, chemical or biological contamination; or collapse of buildings, fire, explosion or accident, (together “Events Outside Of Our Control”). We also reserve the right to cancel or alter your trip at any time prior to your departure date (at our discretion), although we assure you that we will endeavour to only do this when strictly necessary.
In the event that we cancel your trip
We will provide you with a £200 credit to use on another Rapha trip departing over the proceeding two years. You will also be entitled to: (a) book any other available trip; or (b) receive a full refund of all monies paid. We will not be liable for any flight or insurance costs you have incurred (it is for this reason that we recommend you delay booking flights and arranging insurance until your trip is confirmed). We reserve the right to stop you from participating on your trip if you: behave in an abusive and/or threatening manner; or engage in illegal activities.
Rapha Travel Limited are a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with “The Package Travel, Package Tours Regulations 1992” all passengers booking with Rapha Travel Limited are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Rapha Travel Limited. This insurance has been arranged by Towergate Chapman Stevens through CBL Insurance.
In the unlikely event of Insolvency you must Inform Towergate Chapman Stevens immediately on +44 (0) 1932 334140. Please ensure you retain this booking confirmation form as evidence of cover and value.
Policy exclusions: This policy will not cover any monies paid back to you by your own travel insurance or any losses which are recoverable under another insurance or bond.
Alterations to your trip
We will use our best endeavours to ensure that the itinerary of your trip does not have to be altered. However, if an Event Outside Of Our Control occurs, we may not be able to follow our advertised itineraries or schedules. If any additional expenses are incurred through delay, accident or disruptions of planned itineraries due to Events Outside Of Our Control, we cannot compensate you for such expenses. Bikes: If you bring and ride your own bike on your trip, you hereby confirm and acknowledge that: it shall be suitable for your trip, well maintained and in good condition; and you shall be solely responsible for assembling, repairing and maintaining your bike during your trip. If you rent a bike from us during your trip, we hereby confirm and acknowledge that: it shall be suitable for your trip, well maintained and in good condition; and we shall be solely responsible for assembling, repairing and maintaining your rented bike during your trip and you agree that you shall not attempt to assemble, repair or maintain your rented bike during your trip.
By booking your trip, you: acknowledge that you have received and read all guidance provided by us in relation to your trip; accept that any guidance given by us as regards climate, clothing, special equipment, topography etc is done so in good faith, but accept that we cannot confirm its accuracy or completeness; acknowledge that it is your responsibility to arrange insurance to cover you during your trip; confirm that you are aware of the physically strenuous nature of our trips and accept the risks and hazards of our trips, including the dangers inherent in cycling either on the road or off the road and any risks that result from (amongst other things) adverse weather conditions and the variable condition of roads and/or tracks; accept that: (a) whilst we may refer you to external activity operators during your trip, we have not done any due diligence on these external activity operators and do not provide any guarantee as to the services they provide; and (b) we shall not be liable for the acts or omissions of external activity operators and you participate in all activities organised by any such third parties on their terms and conditions and at your own risk. Confirm that you are sufficiently fit and healthy to complete your trip and are aware of no medical reason or condition which would prohibit you from completing your trip; accept the potential for (amongst other things) delays, alterations, loss of or damage to property, inconvenience and discomfort; and accept that subject to paragraph below, you participate in your trip, and cycle, at your own risk.
Our liability to you
Nothing in these terms & conditions limits or excludes our liability to you for death or personal injury caused by our negligence. To the extent your property is lost or damaged due to our negligent acts or omissions, we shall be liable for the cost of repairing or replacing any such property, up to a maximum of £2,000 and we therefore suggest you bear this in mind when packing for your trip. Without prejudice to the above, our entire financial liability whether in contract, tort (including negligence) or otherwise (including any liability for the acts or omissions of our employees, agents, consultants, and subcontractors) to you in respect of any foreseeable breach of these terms and conditions shall be limited to the amount you paid for your trip. We shall not be liable to you for any: loss of, or damage to, your property caused by your own act or omission; claim for disappointment; or claim for loss of enjoyment; or loss incurred as a result of Events Outside of Our Control; or loss incurred due to the theft of bicycles; or loss incurred due to injury as a result of cycling either on or off road, unless such injury is caused by our negligence; or loss related to any business of yours such as lost data, lost profits, loss of business, loss of contracts, loss of goodwill or other business loss that you may incur as a result of any breach of these terms and conditions; or other special, indirect or consequential losses Nothing in these terms and conditions shall affect your statutory rights.
Comments and complaints: if you have any concerns while on your trip, please communicate those concerns directly with your Rapha guide and allow us to address them immediately. If you feel the matter is serious, please feel free to contact our UK office by telephone, email or fax.
We will use the personal information you provide to us to: provide your trip; process your payment for your trip; and inform you about similar products or services that we provide. You agree that we may pass your personal information to credit reference agencies and that they may keep a record of any search that they do. We will not give your personal data to any other third party.
We may transfer our rights and obligations under these terms to another organisation, and we will always notify you in writing if this happens, but this will not affect your rights or our obligations under these terms. This arrangement is between you and Rapha Racing Limited. No other person shall have any rights to enforce any of its terms. Each of the paragraphs of these terms operates separately. If any court or relevant authority decides that any of them are unlawful, the remaining paragraphs will remain in full force and effect. If we fail to insist that you perform any of your obligations under these terms, or if we do not enforce our rights against you, or if we delay in doing so, that will not mean that we have waived our rights against you and will not mean that you do not have to comply with those obligations. If we do waive a default by you, we will only do so in writing, and that will not mean that we will automatically waive any later default by you. These terms are governed by English law. Both you and Rapha Racing Limited agree to submit to the non-exclusive jurisdiction of the English courts.
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