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BOOKING CONDITIONS &
HOLIDAY FINANCIAL INFORMATION (Terms & Conditions)
All holidays operated by CycleActive Limited (“the Company”) are sold to the signatories above (“the Clients” or “you”) subject to the following conditions:
YOUR HOLIDAY FINANCIAL PROTECTION

All moneys paid by the Client under this contract, are held in a Trust Account, controlled by a trustee acting on your behalf. These moneys are not released to the Company until your holiday has been completed or, in the event of a cancellation, the contract has been completed in accordance with the booking conditions. This fully complies with UK law, as defined in The Package Travel, Package Holidays and Package Tour Regulations 1992, and is for the protection of you, the consumer. All flights are booked through an ATOL bonded agent (Onyx International Travel Services Limited, license no. 3306) and you will have a separate contract directly with them for your flight.

Trust Account Trustee: Mr Jon Gunn (Trustee)
Bank: Barclays Bank

This is a trust account as specified in the 1992 Package Travel regulations and Mr Gunn is a Chartered Accountant acting as trustee. All funds are held in this account until the holiday or services comprising the holiday are completed, for the financial protection of the consumer.

1. Booking

Booking can be made online or you can request for an invoice. The Company will invoice for the total cost or deposit as stated on the website. The booking is not accepted until the date on this invoice. Final payments must be made no later than:

a. 60 days before departure for all Cycling Holidays outside of the UK
b. 30 days before departure for Cycling Holidays in the UK only
c. Full payment required for all course upon booking.

The Company reserves the right to cancel your booking should payment be received late.

2. Flights

We can organise your flight through an ATOL bonded travel agent and you will have a separate contract with them for the flight only. We reserve the right to alter tour and flight dates as a result of any airline schedule changes and accept no responsibility for any costs incurred by clients who book flights themselves in changing their flights to meet with any revised dates.

3. Your contract with us

Details of exactly what is and is not included in your contract with the Company are shown in the current tour itinerary. You should be familiar with the details of this before booking.

4. Cancellation by you

On receiving written notice of your cancellation, you will be charged the following part of your tour/course cost (including bike rental fees, single supplements and any additional payments), as a cancellation fee:

a. All Cycling Holidays outside of the UK

Unconfirmed Tour

If CycleActive has not confirmed the tour to yourself then you are free to ask for your deposit back at any point, or we can move your deposit to a future tour.

Confirmed Tour

Tour confirmed to yourself and up to 60 days prior - deposit lost only
CycleActive will send you a tour confirmed e-mail once the minimum number has been met and all the tour logistics have been booked. From this point (tour confirmed date) to 60 days prior to departure, the deposit is needed to safeguard the tour and pay any accommodation cancellation fees we may incur due to your cancellation.
Less than 60 days to departure - You will be charged 100% of the tour fee.

Unconfirmed tour - Refund/move tour date
Confirmed tour date > 60 days prior - Deposit only
Less than 60 days to departure - 100%

b. Cycling Holidays in the UK only

Unconfirmed Tour

If CycleActive has not confirmed the tour to yourself then you are free to ask for your deposit back at any point, or we can move your deposit to a future tour.

Confirmed Tour

Tour confirmed to 30 days prior - deposit lost only
CycleActive will send you a tour confirmed e-mail once the minimum number has been met and all the tour logistics have been booked. From this point (tour confirmed date) to 30 days prior to departure, the deposit is needed to safeguard the tour and pay any accommodation cancellation fees we may incur due to your cancellation.
Less than 30 days to departure - You will be charged 100% of the cycling tour fee.

Unconfirmed tour - Refund/move tour date
Confirmed tour date > 30 days prior - Deposit only
Less than 30 days to departure - 100%

c. Cycling Courses in the UK

Unconfirmed Course

If CycleActive has not confirmed the course to yourself then you are free to ask for your course fee back at any point, or we can move your booking to a future course.

Confirmed Course

CycleActive will send you a course confirmed e-mail once the minimum number has been met and the course logistics have been arranged.
From this point (course confirmed date) 100% of the course fee will be charged to safeguard the courses running for the other participants.

Unconfirmed Course - Refund/move course date
Confirmed course date - 100%

5. Cancellation by the Company

The Company will only cancel your tour if a) it is forced to do so by unusual or unforeseeable circumstances, such as war, unrest or b) it is forced to do so as a result of flight cancellations or c) the minimum number of bookings required to operate the tour has not been reached (see clause 6) or d) due to Government restrictions.

If the Company cancels your tour you will be offered an alternative. If this is not acceptable the Company will refund monies received in respect of the cost of the tour. We will not be liable for any other expenses which you have incurred as a result of your booking.

6. Minimum numbers

(Tour group size / Course group size.) If the minimum number of clients, as shown on the products page of our website, is not reached by:

a. 30 days before departure for all Cycling Holidays outside of the UK
b. 14 days before departure for Cycling Holidays in the UK only
c. 7 days before the course for all UK Cycling Courses

then CycleActive reserves the right to cancel the tour/course and/or make significant modifications to the tour/course with your consent.

CycleActive reserves the right to cancel after the tour/course is confirmed eg. due to Government restrictions. (see clause 5)

7. Other Activities

The Company acts as an agent only in respect of all activities, whether or not included in the tour price, which are organised and operated by any other company. Your contract will be direct with the activity provider and subject to their booking conditions.

8. Surcharges

(This has never happened yet - updated 17.01.21) We reserve the right to impose surcharges up to 30 days prior to departure due to unfavourable exchange rate movements, increased transport costs, or as a result of any government action. You will only be charged the amount above 2% of the basic tour cost, and if the charge exceeds 10% of the basic tour cost you may cancel your booking by providing the Company with written notification within 7 days of your being notified of the level of the surcharge. This cancellation will be governed by the same alternative tour and refund terms as clause 5 above.

9. Tour changes

This type of adventure holiday will always be subject to changes in itinerary and it is a fundamental condition of your booking that you accept this. You must accept that the website dossiers are to give you a guide as to what to expect from your holiday but that there will still be considerable flexibility when on the tour. You will not be refunded for any services not utilised.

10. Tour leaders

You must abide by the authority of your tour leaders. If they believe that your behaviour presents any risk to the safety of the group you may be asked to leave the group. You will not be entitled to any refund.

11. Complaints

If you have a complaint about your tour you should communicate it to the leader so that remedial action can be taken if possible. In any event, you must notify the Company of any complaint, in writing, within 14 days of the tour finish. Email : Rich Barnard

12. Insurance

You must have adequate holiday/medical insurance, before coming on any of our cycling holiday tours which take place outside of the UK. Policy details of this cover must be supplied to CycleActive prior to your final balance payment.

We strongly advised you hold travel insurance for you and your valuables on all UK cycling tours and courses. See section 17. CycleActive does not require your policy details for UK tour/ course if you are a resident of the UK.

Cycle Active Ltd is an Introducer Appointed Representative of Campbell Irvine Ltd who are authorised and regulated by the Financial Conduct Authority.

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13. Company responsibilities

The Company accepts no responsibility for any damage or loss arising from a failure to carry out the contract, or in the process of carrying out the contract, as a result of a) actions by the Client or b) unusual and unforeseeable circumstances beyond the control of the Company or c) any event which the Company, even with all due care, could not foresee or forestall or d) the theft of or damage to bicycles or other equipment or injury to the Client which occur as a result of cycling on or off a road, or while in transit in any vehicle, or at any other time during the holiday. Where the Company is found to be liable for any damages, howsoever arising, these damages shall be limited to the price paid for the tour.

14. Provision of Information

Any information provided by the Company or its representatives is done so in good faith but without any liability on the part of the Company or its representatives. The Client remains responsible for finding out any information necessary, such as vaccinations, visa requirements, medical entry requirements, baggage allowances, etc.

15. Cycle Hire

  1. All hired cycles remain the property of the Company and shall not be sold, hired or loaned out by the Client.
  2. The Client acknowledges that the cycle hired is in good condition and undertakes to return the cycle and any accessories in that same condition, or to make a payment to the Company, immediately on demand, sufficient to return the cycle to that condition.
  3. The Company shall not be liable for any damage or loss arising from the Clients use of the equipment. The Client shall indemnify the Company against any claim howsoever arising as a result of the Client’s use of the cycle during the period of hire.
  4. In the event that the cycle and/or any accessories are lost or stolen the Client shall indemnify the Company for the costs of replacing those items. Should the equipment subsequently be returned in a satisfactory condition these moneys will be repaid.
  5. The Client will ensure that the cycle is adequately secured when not in use and will immediately notify the Company or one of it’s representatives in the event of any theft, loss, breakdown or other occurrence relating to the cycle or associated accessories.
  6. All moneys due in relation to the hire of cycles will be added to the tour cost and will be payable in accordance with the Company’s booking conditions.
  7. The client making payment for the cycle rentals is responsible for the adherence to these terms and conditions, and for payment of any associated additional charges, for all bikes covered by their rental payments, whoever within their group rides those cycles.
  8. If at any time you are unsure about how to operate your bike you should approach CycleActive for immediate assistance (+44 (0) 1768 840 401).

Taking Care of the Bike - You are fully responsible for the bike you rent for the duration of the rental period. If your bike is damaged on the return you will be asked to pay for the damage.

Wear and Tear - People often ask what constitutes normal wear and tear on a bike. For our rental purposes the following items are all part of normal wear and tear:

  1. Brake pad wear and replacement
  2. Tyre wear and replacement resulting from worn-out tread
  3. Punctures which can be fixed
  4. Chain, chainring, cassette and jockey wheel wear Equipment failure that is covered under a manufacturer’s warranty

The following list is not a complete indication of what items are not considered to be wear and tear, but it covers some of the main things. In case of this kind of damage you would be responsible for the costs of repair and asked to pay for these costs within seven days of the completion of the rental period:

  1. Tyres torn, punctured, ripped or otherwise damaged during a ride
  2. Dent or cracks to frame or forks, other than minor scratches from trail debris
  3. Bent, snapped or otherwise damaged wheels, stem, bars, seatpost
  4. Bent chainrings, cassette, deraillier or chain
  5. Whole bike stolen or lost (in this case you would need to pay for the full cost of the bike)
  6. Torn, bent or broken saddle
  7. Punctured inner tube (one damaged tube is allowed, but all subsequent tubes that are punctured must be replaced and the cost covered by the Client)

It is very rare that we need to keep any money from any of our clients. If there is damage to be paid for, we’ll talk it through with you first, and find the cheapest possible way of getting things fixed.

16. Provision of Information

This privacy policy sets out how CycleActive Ltd uses and protects any information that you give CycleActive Ltd when you use this website.
CycleActive Ltd is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
CycleActive Ltd may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 17/01/21.

We may collect the following information:

  1. Name
  2. Contact information including email address
  3. Demographic information such as postcode, preferences and interests
  4. Other information relevant to operating our holidays and courses

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:

  1. Internal record keeping.
  2. We may use the information to improve our products and services.
  3. We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  4. From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, or mail. We may use the information to customise the website according to your interests.

Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

How we use cookies
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 web page 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.
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:
1. 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
2. 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.
We will not sell, distribute or lease your personal information to third parties.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please write to Cycleactive Ltd, Brougham Hall, CA10 2DE, or email us.
If you believe that any information, we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.

17.Valuables

You are solely responsible for your valuables while you are on a holiday or course. You should not leave anything of value unattended, as it is tempting theft.

You are solely responsible for the security of the bike you are using, including those clients riding rental bikes. You should not leave bikes unattended and should ensure that they are safely stored and locked up to meet your bike insurance policy specifications.

18. Gift Vouchers

CycleActive Ltd gift vouchers are non-refundable and expire 2 years after the date of purchase. CycleActive Ltd gift vouchers and e-vouchers cannot be re-sold without the prior written permission of CycleActive Ltd .

19. Client Consent

As the client, you hereby consent to taking part in the cycling course/holiday. You have read all the website information and understand the fitness and skills grading which relates to the booking. You understand cycling has real danger associated with the sport and you are responsible for your own actions while cycling. You are responsible for your own safety and you can stop your course or holiday and get off your bike at any point if you feel the course or holiday is above your skill or fitness ability (This is not a clause for a refund). The following is not a definitive list but highlights some of the dangers the sport of cycling has associated with it:

fractures, amputations, paralysation, permanent loss of sight or reduction in sight, crush injury, damage to the brain or internal organs, damage to the eyes, respiratory system or other vital organs including heart attack, scalping, loss of consciousness caused by head injury, death.

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