1. Tour reservation and booking

Complete the booking form and pay a 25% deposit.

Early Birds: If you are booking more than 9 months prior to the tour starting you will pay only a small initial commitment fee. The balance of the 25% deposit is payable 9 months in advance.

The final balance is payable 75 days before the departure date. If the balance is not paid in time, we reserve the right to cancel your reservation and apply cancellation charges as set out below.

When making a reservation less than 75 days prior to the tour starting the full amount of the tour is payable at the time of booking.

2. Your tour contract

When you make a booking, you guarantee that you have the authority to accept and do accept on behalf of yourself and your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice. This contract is made on the terms of these booking conditions, which are governed by English Law, and the jurisdiction of the English Courts. You may however choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.

3. Your tour price

We reserve the right to alter the prices of any of the tours shown on our website. You will be advised of the quoted price of a tour when you request to book. Once you have paid your deposit and your tour reservation has been confirmed by us in writing the quoted price (in the local currency) to you, the customer, is guaranteed for that reservation and departure date except in the case that Caspin Journeys Ltd has to reschedule the tour due to force majeure.

Right to surcharge – In the unlikely event that your departure date is changed by us due to force majeure, we reserve the right to surcharge but we will endeavour to avoid doing so and it will be strictly in line with the increased costs which we may incur from our suppliers.

4. If you change your booking/reservation

If, after our confirmation invoice has been issued and up to 76 days prior to the start of a tour, you wish to change your tour reservation in any way, for example your chosen departure date, we will do our utmost to accommodate these changes, but it may not always be possible. Any request for changes must be in writing from the person who made the booking. If you ask to change your reservation and we can accommodate, you must pay any administration charges and any further costs we incur in making this alteration plus any price difference between the total amount you originally paid and the total amount due for the new reservation.

5. If you cancel your booking/reservation

You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay cancellation charges as follows:

NUMBER OF DAYS PRIOR TO TOUR START CANCELLATION FEE PER PERSON

More than 9 months (>270 days)               only the commitment fee

Less than 270 but more than 75 days         25% of tour price

less than 75 days but more than 30 days     50% of tour price

Less than 30 days                                                 100% of tour price

6. If we change your booking/reservation

As we plan our tour arrangements many months in advance we may occasionally have to make changes or cancel your booking/reservation and we reserve the right to do so at any time.

Changes made by us

If we make a major change to your booking/reservation, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard if available (we will refund any price difference if the alternative is of a lower value), or cancelling your tour and receiving a full refund of all monies paid to us. These options do not apply for minor changes. Examples of minor changes include change of accommodation to another of the same or higher standard, changes of itinerary (for example, due to closure of a museum or road or adverse weather conditions).

Cancellation by us

We will not cancel your tour booking less than 75 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. We reserve the right to cancel a booking or a tour if we consider it necessary, or if the minimum of participants is not reached by 75 days before the date of commencement of the tour, or at any time and for any reason, although obviously we will endeavour not to do so. If we cancel a tour you will receive prompt and full refund of all money paid to Caspin Journeys Ltd for the tour.

We adhere strictly to all current advice from the British Foreign Office on the safety of our travel destinations. If part of a destination is affected by or deemed unsafe to travel to due to Force Majeure, we will amend our itinerary accordingly. In cases where it is not possible to amend our itinerary or the whole territory of a destination is deemed unsafe to visit we will either reschedule the tour to a later date or cancel the tour. If we cancel a tour we will refund any money in full that you have paid to us conditional on our receipt of refunds from our pre-paid suppliers.

Force Majeure can be understood to mean any of the following: war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.

7. If you have a complaint

If you have a problem during your tour, your first point of contact is your tour leader who will immediately endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at 65 Randall Road, Kenilworth, CV8 1JX giving your booking reference and all other relevant information. Please keep your letter concise and to the point. It is strongly recommended that you communicate any complaint to the supplier of the services as well as to our tour manager. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were on the tour and this may affect your rights under this contract.

8. Prompt assistance while on tour

If the contract we have with you is not performed or is improperly performed as a result of failures attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our suppliers, even with all due care, could not foresee or forestall, and you suffer an injury or other material loss, we will offer you such prompt assistance as is reasonable in the circumstances.

9. Passport, visa, and immigration requirements

Your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.

10. Excursions

Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your package holiday provided by us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

11. Getting to the tour start and departure

You are responsible for your own transport for arriving at the advertised tour departure point. In agreement with the office we may be able to pick you up on the tour start day from a nearby hotel free of charge, but this must be arranged in advance. Caspin Journeys Ltd will also undertake to drop you at the agreed departure point on the day of departure. In the case of clients extending their holidays you will be responsible for your own transport to the airport.

12. Payment methods

Our preferred method of payment is by bank transfer, though we also accept payment by personal debit card/credit card (at least 75 days before departure). We do not accept any payments from corporate/business credit or debit cards. Please indicate your preferred method of payment on the booking form.

13. Code of conduct

When you sign up for one of our tours, you accept responsibility for the proper conduct of all members of your party and agree to abide by the decision of your Caspin Journeys tour leader. If you commit a crime or behave in such a way as to endanger the safety and welfare of the party, our leaders have the right to ask you to leave the tour immediately and there will be no refund payable. On unescorted excursions, we rely on you to act sensibly and prudently at all times and to comply with local codes of conduct. You will indemnify us of all losses and/or damages arising from any act of misconduct on your part or anyone in your party.

14. Travel insurance

It is a requirement of booking with Caspin Journeys Ltd that you have adequate personal travel insurance to cover the eventualities of your trip.

You are strongly advised to insure yourself against possible risks that may occur and in particular to ensure that you have sufficient pre-departure cancellation cover which includes dependent relatives upon whom your trip may depend. You should make sure your insurance includes escorted/led travel, as this is specific to the type of tour we offer. You are required to carry proof of insurance with you and produce it if requested by company employees or suppliers.

You are responsible for ensuring that you are in possession of a valid travel insurance plan for the entire duration of your trip in respect of medical expenses, medical emergency repatriation (including helicopter and air ambulance) and death. You must ensure that there are no exclusion clauses that limit cover for the type of activities included in your tour as we will not be responsible for costs you may incur as a result of not having valid or adequate travel insurance. It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurers, as failure to do so may result in a claim being reduced or declined.

15. Health and fitness for travel

It is your responsibility to tell us before you book of any disability or medical condition which may affect your tour arrangements and any resulting special needs. All such information must be confirmed in writing before or at the time of booking. A reasonable level of fitness is required for our tours and excursions as some walking and hiking can be involved. If you are in any doubt about the suitability of any of our tours, please just ask.

Our tours are “activity” tours and clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen tour as described in the website brochure. If it transpires that you are not fit, or affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the tour, you may be asked to opt out of certain visits or invited to leave the tour altogether. This would be at your own expense.

16. Personal injury

We will not make any payment if your injury, illness, or death was caused by an event or circumstances which the person who caused it could not have predicted or avoided even if they had taken all necessary and due care. We will not make any payment if your illness, injury or death was your own fault. If we do make a payment, it will be like one you would receive under English law in an English court.

17. Photography and promotional material

We may use photographs or videos of our tours to create promotional material. We retain the right for any likeness or image of you taken on one of our tours may be used by Caspin Journeys without charge in all media (whether now existing or in the future invented) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind such as brochures, slides, video shows or the internet. If you do not wish to consent to us using your image in such a way, it is your obligation to communicate this to us in writing.

18. Data protection

In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements we Caspin Journeys Ltd need to use the information you provide such as name, address, any special needs/dietary requirements etc.

We take full responsibility for ensuring that proper security measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as hotels, transport companies etc. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law.

Additionally, where your holiday is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strong as the legal requirements in this country. We will not however, pass any information onto any person not responsible for part of your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary/religious requirements. (If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot provide your booking. In making this booking, you consent to this information being passed on to the relevant persons.)

You are entitled to a copy of your information held by us. If you would like to see this please contact us.

19. Covid-19

We adhere strictly to all current advice from the British Foreign Office on the safety of our travel destinations. Please check the most up to date travel restrictions and country-specific requirements before you travel. No automatic refunds – Please note that government-imposed advice on vaccination or quarantine will not automatically result in a tour being cancelled nor in an automatic entitlement to refunds.

DAY TOURS – terms and conditions

Note: This section is only relevant to customers booking Day Tours with Caspin Journeys

1. Booking

Once your booking has been made, you will be emailed or given a copy of your reservation. This is your proof of booking and must be brought with you on the day. There is no travel insurance included.

2. Cancellation

Once you have booked your tour, we cannot accept cancellations within 28 days of the tour date. Cancellations made before that date must be made in writing and will be subject to a cancellation fee.

Under no circumstances can we be held responsible for weather conditions. We accept no responsibility for weather conditions that may affect the delivery and implementation of our itinerary. No reservation can be cancelled or amended by you at any time on the basis of weather conditions.

3. Cancellation by us

In the very unlikely event of us having to cancel a departure, you will be entitled to a full refund.

Should circumstances beyond our control (site closures, road closures etc) prevent us delivering the full published itinerary, Caspin Journeys will undertake to provide an alternative to the same value.

4. Travelling

It is your responsibility to be at the departure point on time. Caspin Journeys cannot be held responsible for tours missed due to late arrival.

During the tour, we ask that you behave appropriately at all times showing courtesy and respect to your fellow travellers, driver and Tour Leader. Failure to do so may result in you being asked to leave the tour. In such a case, we will not be liable for any refund, compensation or any additional costs incurred by you.

Caspin Journeys will endeavour to return by the scheduled tour end time, but in the event of excessive traffic cannot be held responsible for missed connections.

Smoking is not permitted on the bus.