Terms and Conditions

Definitions:

"We/Us/Our" means Ginge Tours Ltd.

"the Event" means any travel, holiday, accommodation, activity or function organised, advertised or facilitated by Us and forming the basis of the Booking and Booking Form.

"You/Your" means the person(s) who has/have signed the Booking Form (Lead Name(s)) and includes all the people on whose behalf the Lead Name has signed.

“Event” means the holiday, travel, service, item being provided or supplied by Ginge Tours Ltd or other provider on behalf of Ginge Tours Ltd or booked/facilitated through Ginge Tours Ltd acting as an agent on behalf of the provider

"Supplier(s)/Service Provider(s)" means the Independent Contractor(s) (being third party company(ies) or person(s)) that is holding or providing the Event or any part of it, all and any Services including but without limitation, accommodation providers, airlines and transfer operators, car hire companies, third party package organisers, tour operators and attraction providers.

"Price" means the total cost of the Event payable by You.

“Deposit” means the requested % (percentage) of the Price payable.

“in Writing/Written” means by letter or email. 

1. Overriding Terms and Conditions of Contract

These Terms and Conditions govern the contractual basis upon which We conduct business with You to the exclusion of all and any other terms and conditions save for those implied by law. No variation to these Terms and Conditions shall be valid unless agreed by Us in writing and signed by You.

2. Formation of Contract

No contract shall exist between You and Us until We have received the Deposit payable and We have sent You Written confirmation of Our acceptance of Your Booking. 

3. Lead Name Obligations and Financial Indemnity

By making a Booking, the Lead Name(s) agrees on behalf of all persons detailed in the Booking that he/she/they:

a. have read these Terms and Conditions and agrees to be bound by these Terms and Conditions and has authority to bind all persons detailed in the Booking with these Terms and Conditions.

b. consent to Our use of all personal data in accordance with Our Privacy Policy and is authorised on behalf of all persons named in the Booking to disclose their personal details to Us, including where applicable, special categories of data (such as information on health conditions or disabilities and dietary requirements and passport information).

c. are over 18 years of age, resident in the United Kingdom and a UK/EU passport holder. If You or any person detailed in the Booking hold a non-UK/EU passport, there may be some restrictions applied by the Service Provider and this must be discussed with Us before a Booking can be confirmed.

d. when making a Booking for Services with age or other restrictions he/she/they declare that all members of the party forming the Booking are of the appropriate age and/or meet the requirements to purchase those Services.

e. are responsible for the completion of any required online guest list or via other medium at our request on behalf of all persons detailed in the Booking.

The Lead Name(s) accepts full responsibility for the collection and payment of any requested Deposit and the collection and payment of the full balance of the Price on behalf of all persons named in the Booking. The Lead Name(s) will indemnify Us against all and any financial loss arising from all and any non-payment or shortfall in balance owing.

The Lead Name(s) is responsible for ensuring that all persons named in the Booking are made aware of Our Terms and Conditions and the responsibilities and obligations of the Lead Name(s) and those named in the Booking. 

4. Booking Details, Requirements and Needs

In order to generate the Event We will require personal information and details of your requirements and needs. You must ensure that all details are correct and passed to Us in a timely manner and then checked carefully against all documents that You receive detailing the Event. 

Please check that all names, dates, timings, accommodation details are correct on receipt of all documents and advise Us of any errors immediately. Any changes to these details at this stage may incur a charge. Please ensure that the names given are the same as in the relevant passport. The booking information that You provide to Us will be passed on only to the relevant Supplier(s)/Service Providers.

Important: Information may be provided to public authorities such as customs or immigration if required by them, or as required by law. This applies to any special category (sensitive) information that You give to Us such as, but without limitation, details of any disabilities, dietary and religious requirements and Your passport details. By making a Booking You consent to this information being passed to the relevant authorities and organisations. 

Certain information may also be passed to security and credit checking companies. If You are travelling to the United States, the US Customs and Border Protection will receive this information for the purposes of preventing and combating terrorism and other transnational serious crimes. If You travel outside the European Economic Area, controls on data protection may not be as strong as the legal requirements in the United Kingdom. If We cannot pass this information to the relevant Supplier/Service Providers We will not be able to confirm Your Booking. 

5. Deposits and Payment and Late Payment Charges

Dependent upon the booking type and timing before travel You may be required to pay the full balance upon Booking or a Deposit. 

A non-refundable/non-transferable Deposit is payable at the time of Booking. This Deposit will equate to not less than 10% of the overall Price or at a greater percentage level agreed between Us and You. Certain suppliers offer ‘low deposit’ incentives to potential customers. These will be honoured (or as close as possible to them if feasible) at the discretion of Ginge Tours Ltd upon request but are not guaranteed to be offered. Instalment plans at zero interest may be offered by Us at Our discretion. 

The final balance of the Price is to be paid by not less than 84 days (twelve weeks) before the date upon which the Event is due to start. Some suppliers require balance payments more than 12 weeks of travel. If this is the case, you will be informed and full payment to us will be required two weeks in advance of the supplier required date. Failure to pay by this date will result in a £10.00 per person late payment charge.

Important: Should we have agreed an instalment payment plan with you (with interest or zero interest) and a Your Instalment Payment is not made by the due date we reserve the right to add a 2% interest charge to that payment per 7 days the payment is outstanding. 

Important: If You do not make Your payment(s) by the agreed due dates and fail to respond to our requests for information or payment then You will be deemed to have cancelled the Event. We reserve the right to charge you with any Supplier(s)/Service Provider(s) cancellation charge(s) that We subsequently receive together with a £45 administration fee. 

Please keep us informed of any difficulties with payment. Balance or instalment extensions may be agreed if requested by You in writing. However, Final balance payment(s) cannot be extended to less than 84 days before Event start date.

Payments can be made with a valid Credit Card or Debit Card or online bank transfer. Payments cannot be made by cheque. Payments in cash may be considered by prior arrangement but will incur additional handling charges. 

All Payments are made to our Customer Protection provider, Protected Trust Services (PTS). A payment is made into the Trust account which is then subsequently authorised by Us for payment to the supplier by PTS. At no point do We handle your money. Any refunds or credit notes are made by PTS. The added protection afforded by PTS to you does mean payments can take longer to be made to suppliers. Therefore, to maintain good relationships with suppliers, it is asked that timely payment is made upon receiving our invoice. Payment credits into PTS take (on average) 24 business hours and 48 business hours to appear within your PTS client file. Please note during this period, We will NOT be able to ‘see’ your credit within our systems. We will endeavour to send you confirmation of successful crediting of any payment at the earliest opportunity. 

6. Financial Protection

We are committed to providing customer satisfaction and customer 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'' all customers booking with Us are fully protected for the initial deposit and subsequently the balance of monies paid as detailed in your Booking confirmation form. Your money is fully protected and is paid into an independent Trust Account, managed by Protected Trust Services Ltd of 307-315 Holdenhurst Rd, Boscombe, Bournemouth BH8 8BX and its Trustees, chartered accountants - Elman Wall Ltd, 8th Floor, Becket House, 36 Old Jewry, London EC2R 8DD.

7. Cancellation by Us 

We reserve the right to cancel the Event or any part of the Event for, but without limitation:

• Safety reasons if We or our Supplier(s)/Service Providers regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome.
• If We reasonably believe that You may cause harm or damage to our reputation or to the reputation of our Supplier(s)/Service Provider(s) or to property belonging to our Supplier(s)/Service Provider(s).
• If a Supplier or Service Provider is unable to host the Event for any reason.
• If changes You wish to make to the Booking mean it is uneconomical or impractical to hold the Event.
• Circumstances beyond Our control.
• If we cancel the whole of the Event, we shall, depending on the reasons for the cancellation and at our option, use our reasonable endeavours to rearrange the Event on a mutually convenient date or refund the Price.

8. Cancellation by You

All cancellations must be made in writing from the Lead Name on the Booking. You may cancel Your booking within a period of 7 Days after the initial deposit however the initial deposit is non-refundable. After 7 Days you may cancel your booking however the initial deposit is non-refundable and any additional payments/instalments made to date with respect to the Booking will only be refunded less any unavoidable costs incurred by Us for example, but without limitation, tickets for sporting events. 

Within 7 Days of the date of receiving Your written notice of Your wish to cancel We will inform You of the amount of the cancellation fees. If You cancel more than 12 weeks in advance of the Event date the cancellation fee will be any unavoidable costs plus the initial deposit. The unavoidable costs will be itemised. If You cancel within 12 weeks of the Event date the cancellation fee is a minimum of 35% of the Price plus any unavoidable costs. If You cancel within 6 weeks of the Event date the cancellation fee is 70% of the Price. If You cancel within 7 days of the Event date the cancellation fee is 100% of the Price. 

Each supplier will have their own Booking Terms and Conditions. You will be referred to these on booking an event with us. Cancellation terms and conditions vary per supplier and we will endeavour to match their terms upon notification of cancellation, however, if these terms are different to ours (for example an extended notification period or less refund) the conditions of the supplier will be applied and any monetary cost to Us will be passed on to you. 

9. Our Obligations and Liability to You

We shall make every reasonable effort to comply with Our obligations under the Contract using reasonable care and skill but We cannot be held responsible for an event(s) or circumstance(s) which are beyond Our reasonable control. 

We will accept liability to You for death or personal injury resulting from Our proven negligent acts or omissions.

Except as stated in this Condition or in Conditions 7 and 8 above and as may be detailed below We shall not be liable to You for any loss or damage howsoever arising out of the Contract and Our involvement in facilitating the Event. Under no circumstances will We accept any liability for any consequential or indirect financial loss or for any loss of profit or business or goodwill. Under no circumstances, whatever the basis of the claim against Us (whether in contract or tort, including negligence) will Our liability to You for any one claim or the total of all claims arising from one act or omission, exceed the Price.

10. Your Obligations

You shall at all times behave in a safe, responsible and courteous manner. You must comply with all instructions; regulations and codes of practice issued by Us or Supplier(s)/Service Providers and ensure that you comply with all age restrictions imposed by Supplier(s)/Service Provider(s). You must comply with all arrival times and dress appropriately for the Event. If You fail to comply with these obligations We reserve the right to cancel or curtail the Event or any part of it and in those circumstances You will not be entitled to any refund. 

11. Insurance

It is Your responsibility to ensure that You have adequate insurance cover for You and those named in the Booking. We do not provide travel insurance or offer advice on insurance cover but You should consider insurance cover for the cost of cancellation by You; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; other expenses and cover for any activities including additional cover for skiing/extreme sports/adventure travel and other activities. If You choose to travel without adequate insurance cover, We will not be liable to You for any losses howsoever arising, in respect of which insurance cover may otherwise have been available. Many suppliers We work with have adequate travel insurance being in place as a condition of travel. We do not ask you to supply us with copies of your insurance but we will ask in writing that you have (or will have) adequate insurance in place for the duration of the Event (as a minimum). We will seek confirmation from You this is (or will be the case). If you do not have adequate cover or fail to put it in place, We will accept no liability for any subsequent issues or breach of contract on part of any of our suppliers subsequently. 

12. Accommodation only and Single Component bookings

If You are booking accommodation or other single issues (such as a Flight) with Us as a “single component” (with no other travel arrangements such as a flights) this will not constitute a package holiday and as such does not have any of the rights or protections afforded to package holidays under the Package Travel and Linked Travel Arrangements Regulations 2018. 

With any accommodation booking (single component or as part of a package/multiple destination travel) We will endeavour to meet any special requests (late check in, sea-views, etc.) but these cannot be guaranteed unless outlined by Our Supplier(s)/Service Providers at the time of accepting the Booking or may come at additional cost which will be offered to You. 

13. Meals

Breakfast is not included with accommodation bookings unless otherwise stated. The type of breakfast You will receive will be confirmed upon arrival at Your accommodation (this may be hot or cold regardless of Your quotation). Restaurant meals may require a pre-order to be completed by the Lead Name for the Booking. This should be completed and returned to Us or the venue as required. If a pre-order has not been completed, We accept no liability for meals not provided or delays in providing the meals for You. You will not automatically be sent any menus and menus may be of limited choice from a set-menu for groups. We will endeavour to meet any specialist dietary requests but cannot guarantee these requests will be met or complied with. We accept no liability if our Supplier(s)/Service Provider(s) are unable to meet these requests in advance or once at the venue. We accept no liability If Your Booking group arrives late.

14. Tourist Taxes, City Taxes, Local Tax Requirements and Damage Deposits

Many destinations will have some form of localised tax payable in the form of a tourist tax or other requirement. These taxes are not included in Our quotation or Our final invoices. If known to Us, We will inform You of the requirement to pay this locally. Some Supplier(s)/Service Provider(s) may require a refundable deposit or hold a charge against a credit card for potential damages or cleaning requirements. These are localised arrangements with the Supplier(s)/Service Provider(s) and if known to Us will be notified to You when Booking. They will not be included in Our invoice.

15. Errors and Omissions

We make every effort to ensure any information, photographs or details about the Event is accurate. However, all of the photographs and illustrations We use on Our website and in literature (including quotations) We send You are for marketing purposes and may not entirely represent the actual products and services received. Whilst the Price will be accurate as far as possible in relation to Your requirements, regrettably mistakes do occasionally occur. If an incorrect price has been quoted or entered onto a Booking that Booking will not be valid. You will be advised of the mistake at the earliest opportunity and You will have the option to either pay the correct price or to cancel and receive a refund of any monies that You have paid. 

16. Alterations and Surcharges Applied by Us

If due to circumstances beyond Our control it becomes necessary to substitute an alternative Supplier(s)/Service Provider(s) or make any other alterations to the Event (including accommodation) We shall inform You of the changes as soon as possible. You must pay any additional cost due to such changes. If the changes are, in Our opinion so substantial as to materially alter the Event and You are unwilling to accept them then You may cancel the Event and We will refund the money that you have paid to Us. Surcharges may be applicable where an event requires a minimum number of participants to proceed and the Booking group does not meet this minimum number. This could lead to the cancellation of the Event of for which we cannot accept liability. An alternative(s) may be offered at an equal or greater cost. If the cost is greater You will be liable to pay Us the difference in price. If the final number of a Booking group is an odd number then a single supplement surcharge will apply if the Booking or the Event (including accommodation) is number dependent. 

17. Alterations made by You

We shall try to accommodate any reasonable changes You wish to make to the Event. Alterations and amendment requests should only be made to Us in writing to us by the Lead Name. These changes shall not be deemed accepted until We have confirmed them in writing. Any changes will be at the discretion of the supplier and may have additional fees. We may also charge an amendment fee of £10.00 per person. Changes such as arrival / departure dates and destination changes will also be subject to Our administration charges. You will be informed of any additional costs before the arrangements are put in place. We cannot guarantee that a Supplier(s)/Service Provider(s) will be able to accommodate the change. If this is the case, We will endeavour to source additional places in the vicinity. We will not be liable for any inability to increase numbers at the original chosen venue and any cancellation on Your part will be subject to the cancellation costs as set out in Condition 8 above. Subject to Our written agreement You may transfer Your Booking to a person who satisfies all the conditions applicable to the Event. 

18. Special Requests

Any special requests must be advised to Us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing. We will pass Your request on to the Supplier(s)/Service Provider(s) but We cannot guarantee that they will be fulfilled. The fact that a special request has been noted on Your confirmation invoice or any other documentation or that it has been passed on to the Supplier(s)/Service Provider(s) is not confirmation that the request will be met.

19. Customer Feedback and Complaints Procedure

If You have a problem whilst at the Event then you must contact the appropriate person(s) at the location at the earliest opportunity, for example accommodation / restaurant manager. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable to consider the issue. If they are unable to resolve matters to Your satisfaction at the location, then please in the first instance contact Us on the emergency number supplied with Your arrival/booking literature. If following this the issue can still not be resolved, then You must write to Us within 7 days of the conclusion of the Event. We will acknowledge any correspondence within 5 working days and thereafter investigate the complaint and submit our response to you in a timely manner.

20. Contracts (Rights of Third Parties) Act 1999

No part of Contract shall confer on any third party any benefit or right to enforce any terms of this Contract.

21. Law of Contract and Jurisdiction

The Contract shall be governed, construed, interpreted and shall take effect solely in accordance with the laws of England and Wales and shall be subject to the exclusive jurisdiction of the English Courts with regard to any and all disputes arising between You and Us.

22. Force Majeure

Except where otherwise expressly stated in these Terms and Conditions We will not be liable or pay You compensation if Our contractual obligations to You are affected by “Force Majeure”. For the purposes of these Terms and Conditions, Force Majeure means any event beyond Our or the Supplier(s)/Service Provider(s) 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, significant risks to human health such as the outbreak of serious disease at the travel destination or 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, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside Our or the Supplier(s)/Service Provider(s) control.

23. Visa, Passport and Health Requirements

It is Your responsibility to check and fulfil the passport, visa, health, and immigration requirements applicable to Your itinerary. We can only provide general information about this. You must check requirements for Your own specific circumstances with the relevant Embassies and/or Consulates and Your own doctor as applicable. Requirements do change and You must check the up-to-date position in good time before departure.

Note:

Most countries now require passports to be valid for at least 6 months after Your return date. If Your passport is in its final year You should check with the Embassy of the country You are visiting. For further information contact the Passport Office on 0870 521 0410 or visit https://www.gov.uk/browse/citizenship/passports. Special conditions apply for travel to the USA, and all passengers must have individual machine-readable passports. Please check https://uk.usembassy.gov. For European holidays you should obtain a completed and issued form EHIC prior to departure.

Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware.

Non-British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of Your destination or country(ies) through which You are travelling.

We do not accept any responsibility if You cannot travel or incur any other loss because You have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse Us in relation to any fines or other losses which We incur as a result of Your failure to comply with any passport, visa, immigration requirements or health formalities. 

24. Ginge Tours Emergency Services Pledge

We offer special terms and offers to serving and retired members of the United Kingdom Emergency Services and National Health Service (including but not limited to Police, Fire, Ambulance, Coastguard and Mountain Rescue, both warranted staff (or equivalent) and support staff) and all NHS staff. The pledge is for promotional purposes and can be altered in value, discount, special offer, or complimentary gift at the discretion of Us. There is no obligation on Ginge Tours to offer the pledge or any part of it. The Pledge is solely the responsibility of Us and there is no responsibility on the part of any supplier of the event to recognise or honour any part of the Emergency Services Pledge. Ginge Tours will seek to verify eligibility of You for the Pledge and will only apply the Pledge if notified by You that You feel you are eligible for it. Due to the nature of how We are paid, any cash back element to the pledge will only be paid to You once you return from the Event. Full terms and conditions of the Emergency Services Pledge can be found on our website. 

24. Changes to these Terms and Conditions

We may need to make changes to these Terms and Conditions. Any changes can only be made by Us and not any third party. We reserve the right to amend or add to these Terms and Conditions without prior notification. When it is necessary for changes to be made, We will notify You of the changes and all Bookings will be governed by the amended Terms and Conditions save for those Events already underway.

25. Entire Contract

Our quoted Price for the Event, Your acceptance of the Price, Our confirmed Booking and Our Terms and Conditions form the entire contractual agreement between Us and You and all previous understandings, promises, commitments, agreements or representations, whether oral or written, expressed or implied, are superseded.

26. Validity of Contract

If any of these Terms and Conditions or part of a Term and Condition shall be deemed to be invalid for any reason then the Terms and Conditions shall be read as if the invalid Term(s) or Condition(s) or part of the Term and Condition had to the extent of being invalid been deleted and the remainder of these Terms and Conditions shall remain valid as written.

GBW 19/10/2023 v3