Terms and Conditions

Last updated: May 15, 2024

Introduction

These Terms and Conditions ("Terms") govern your use of the Copper Hollow website located at copperhollow.sbs (the "Website") and all related services provided by Copper Hollow ("we," "our," or "us"). By accessing our Website, booking a tour, or using our services, you agree to be bound by these Terms.

Please read these Terms carefully before using our services. If you do not agree to these Terms, you may not use our services.

Definitions

In these Terms, the following definitions apply:

  • "Agreement" means the contract between you and Copper Hollow, which includes these Terms, our Privacy Policy, any Booking Confirmation, and any other written agreement between us.
  • "Booking" means the reservation of travel services, including but not limited to tours, accommodations, transportation, and activities.
  • "Booking Confirmation" means the document issued by us confirming the details of your Booking.
  • "Force Majeure" means unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised.
  • "Services" means any travel services, tours, or products offered by Copper Hollow.
  • "You" or "Client" means the person or entity making a Booking with Copper Hollow.

Booking and Payment

Booking Process

To make a Booking, you must:

  1. Be at least 18 years of age or have the consent of a parent or guardian.
  2. Complete the booking form on our Website or through direct communication with our representatives.
  3. Provide accurate and complete information about all travelers included in the Booking.
  4. Pay the required deposit or full payment as specified at the time of Booking.

A Booking is not confirmed until you receive a Booking Confirmation from us and we have received the required payment.

Prices and Payment

All prices are quoted in British Pounds (GBP) and include Value Added Tax (VAT) where applicable. Prices are subject to change until your Booking is confirmed.

Payment terms:

  • A non-refundable deposit of 20% of the total tour price is required at the time of Booking.
  • The remaining balance is due 60 days before the tour departure date.
  • For Bookings made within 60 days of departure, full payment is required at the time of Booking.
  • If the balance is not paid by the due date, we reserve the right to cancel your Booking and retain the deposit.

Payment methods accepted include credit/debit cards, bank transfers, and other methods as specified on our Website. You authorize us to charge the applicable payment method for the total amount of your Booking.

Price Changes

We reserve the right to increase or decrease the price of your Booking after confirmation in the following circumstances:

  • Changes in transportation costs, including fuel prices.
  • Changes in dues, taxes, or fees chargeable for services, such as landing taxes or embarkation or disembarkation fees at ports and airports.
  • Significant changes in exchange rates relevant to your Booking.

We will absorb, and you will not be charged for, any increase equivalent to 2% of the price of your Booking. You will be charged for amounts beyond that. If the price increase exceeds 8% of the total Booking price, you may either:

  1. Accept the change.
  2. Cancel your Booking and receive a full refund of all monies paid.
  3. Accept an alternative tour of comparable standard from us if available (we will refund any price difference if the alternative is of lower value).

Cancellations and Changes

Cancellation by You

You may cancel your Booking at any time by notifying us in writing. Cancellation fees will apply as follows:

  • More than 60 days before departure: Loss of deposit
  • 59-30 days before departure: 50% of total tour price
  • 29-15 days before departure: 75% of total tour price
  • 14 days or less before departure: 100% of total tour price

We strongly recommend that you purchase comprehensive travel insurance that includes cancellation coverage.

Changes by You

If you wish to make changes to your Booking after confirmation, we will do our best to accommodate your request, but we cannot guarantee that changes will be possible. A change fee of £50 per person per change will apply, plus any additional costs incurred.

Name changes or substitutions of travelers may be allowed in certain circumstances but are subject to a fee of £100 per person and any additional costs imposed by our suppliers.

Cancellation or Changes by Us

We reserve the right to cancel, alter, or modify any tour for the following reasons:

  1. Insufficient participants to operate a tour.
  2. Force Majeure events.
  3. Unforeseen circumstances that make it impossible or unsafe to operate the tour as planned.

If we cancel your tour, you may choose one of the following options:

  • A full refund of all monies paid.
  • An alternative tour of comparable standard, if available (we will refund any price difference if the alternative is of lower value).

If we make a significant change to your tour (e.g., a change of departure date or a change to a lower standard accommodation for the whole or a major part of your tour), you may either accept the change, cancel and receive a full refund, or accept an alternative tour if offered.

We will not pay any compensation for changes or cancellations made due to Force Majeure or insufficient participants.

Travel Documents and Requirements

Travel Documents

You are responsible for ensuring that you have all necessary travel documents, including but not limited to:

  • Valid passport with at least six months' validity beyond your return date.
  • Any required visas or entry permits for all countries on your itinerary.
  • Health certificates or vaccinations required for your destination(s).
  • Travel insurance documentation.

We are not responsible for any consequences arising from your failure to obtain the necessary travel documents.

Travel Insurance

Comprehensive travel insurance is strongly recommended for all clients. Your insurance should cover at minimum:

  • Trip cancellation and interruption.
  • Medical expenses and emergency medical evacuation.
  • Personal injury and death.
  • Lost, stolen, or damaged baggage, personal effects, and money.
  • Travel delays and missed connections.

Proof of insurance may be required before departure. We reserve the right to refuse participation to any client who fails to provide proof of adequate insurance.

Tour Operation and Conduct

Tour Leaders and Local Guides

Our tour leaders and local guides have the authority to make decisions that affect the safety and well-being of the tour group. You agree to follow all reasonable instructions given by our tour leaders and local guides.

We reserve the right to replace tour leaders or local guides at any time without notice.

Client Conduct and Responsibilities

You agree to:

  • Respect the customs, laws, and regulations of the countries you visit.
  • Behave in a manner that does not disrupt the enjoyment of other clients or cause offense to local people.
  • Respect the accommodation, transportation, and other facilities provided as part of your tour.
  • Pay for any damages caused by your actions.
  • Provide accurate information about any pre-existing medical conditions, disabilities, or special needs.

We reserve the right to refuse participation or continuation on a tour to any person who, in our opinion:

  • Presents a risk to themselves or others.
  • Engages in illegal or disruptive behavior.
  • Fails to follow the reasonable instructions of tour leaders or local guides.

In such cases, no refund will be given, and you will be responsible for arranging your own transportation home and any associated costs.

Health and Fitness

You must be in good physical and mental health to participate in our tours. Some tours may involve activities that require a certain level of physical fitness. Tour descriptions provide information about the physical demands of each tour, and it is your responsibility to ensure that you are fit enough to participate.

If you have any doubts about your ability to participate in a tour, please consult your doctor and inform us of any concerns before booking.

Limitation of Liability

To the maximum extent permitted by law, Copper Hollow shall not be liable for:

  1. Any injury, loss, damage, accident, delay, or irregularity that may be caused by any defect in any vehicle, vessel, aircraft, or other conveyance used in carrying out the tour.
  2. Any loss or damage due to delay, cancellation, or disruption in any manner caused by the laws, regulations, acts or failures to act, demands, orders, or interpositions of any government or any subdivision or agent thereof, or by acts of God, strikes, fire, flood, war, rebellion, terrorism, insurrection, sickness, quarantine, epidemics, theft, or any other cause(s) beyond our control.
  3. Any loss or damage to personal property.
  4. Any indirect, incidental, special, or consequential damages, arising out of or in connection with the provision of our services, whether based on breach of contract, tort, or any other legal theory.

Our liability for claims arising from your tour will be limited to the cost of your tour as described in your Booking Confirmation.

Nothing in these Terms shall limit or exclude our liability for:

  • Death or personal injury caused by our negligence.
  • Fraud or fraudulent misrepresentation.
  • Any liability that cannot be excluded or limited by applicable law.

Complaints and Dispute Resolution

Complaints

If you have a complaint during your tour, you must inform our tour leader or local representative immediately so that they can attempt to rectify the matter. If the problem is not resolved to your satisfaction, you should contact our office as soon as possible.

If you remain dissatisfied, you must submit a written complaint to us within 28 days of the end of your tour. We will acknowledge receipt of your complaint within 7 days and provide a full response within 28 days.

Dispute Resolution

In the event of any dispute arising out of or relating to this Agreement, the parties agree to first attempt to resolve the dispute through informal negotiations. If the dispute cannot be resolved through negotiations, the parties agree to attempt to resolve the dispute through mediation before resorting to arbitration or litigation.

General Provisions

Governing Law

These Terms and your Agreement with us shall be governed by and construed in accordance with the laws of England and Wales. Any dispute arising under these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

Severability

If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

Entire Agreement

These Terms, together with our Privacy Policy and your Booking Confirmation, constitute the entire agreement between you and Copper Hollow with respect to the subject matter hereof and supersede all prior or contemporaneous communications and proposals, whether electronic, oral, or written.

Amendments

We reserve the right to update or modify these Terms at any time without prior notice. The current version will be posted on our Website with the "Last updated" date. Your continued use of our services after any changes to these Terms constitutes your acceptance of the new Terms.

Contact Information

If you have any questions about these Terms, please contact us:

  • By email: [email protected]
  • By mail: Copper Hollow, 77 Lisa Spurs, Clarketon, GL1 2SZ, United Kingdom
  • By phone: +441016758211