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This contract is between Eco-expeditions Ltd (registered in England and Wales, number , trading as ‘Ecology Expeditions’). “Ecology Expeditions”, (“we” or “us”) and the individual named in the attached application form (“you”) It has precedence over all other information both verbal and written. This is the exclusive contract.
1. Once you are accepted to join an expedition the £250 deposit is non-refundable. The balance of the expedition cost must be paid no later than four weeks before the expedition is due to begin unless we have notified you otherwise, either in writing or by e-mail. If the balance is not paid in time we reserve the right to cancel your expedition, retain your deposit and apply the cancellation charges set out below.
In the event of you cancelling your participation less than three months prior to the start date of your expedition, we will refund to you a maximum of 75% of the total contribution for the expedition to cover costs of pre-paid elements such as travel, insurance, administration and other third party costs, which are not recoverable once paid on your behalf by Ecology Expeditions. If, for any reason, participation is cancelled by you less than 2 months prior to the departure, we will refund to you a maximum of 50% of the total contribution for the expedition. If, for any reason, participation is cancelled by you less than 1 months prior to the departure, we will refund to you a maximum of 25% of the total contribution for the expedition. If, for any reason, participation is cancelled by you less than 2 weeks prior to the departure, no refund will be made. Any cancellation must be communicated to Ecology Expeditions in writing. If, following acceptance of your application, Ecology Expeditions is not reasonably able to accept you due to a change in your ability to participate the same conditions as to repayment will apply.
2. You must inform Ecology Expeditions in writing of all medical complaints, hereditary problems, previous trauma or dietary requirements, existing or arising in the months prior to the expedition, whether or not you believe they will affect participation on an Ecology Expeditions expedition. Ecology Expeditions reserves the right to contact your Doctor or medical advisor if so required. There are no professional medical facilities on the Ecology Expeditions camps. Medical care may be up to 12 hours travel from the camp location and Ecology Expeditions is unable to accept any responsibility for providing medical care although it will use reasonable endeavors to arrange for you to have access to medical care.
3. Ecology Expeditions is not responsible for cancellation, curtailment or injury arising as a consequence of any activities undertaken during an expedition. This term to include: natural disasters, extreme weather conditions, computer or systems failure, acts of war - declared or otherwise, civil unrest, military or usurped power or confiscation by or under the order of any government or public local authority. Ecology Expeditions is not liable for refunds for loss or costs incurred following actions of third party logistics or activity suppliers or actions based on advice from HM Government or similar body to prematurely end the expedition, or cancel the expedition within eight weeks of the proposed start date. We will not be liable for any expenses incurred before receipt of our final invoice, such as, own flights, visas, vaccinations etc, or for any compensation.
We therefore strongly recommend you include cancellation cover in your personal insurance policy, as well as cover for emergency medical costs and search and rescue. Please note that not all travel insurance policies will provide you with the necessary cover for our expeditions.
4. Ecology Expeditions also reserves the right to cancel any booking if it is unable to obtain what it considers to be sufficient numbers of participants or a suitable expedition leader. In that situation Ecology Expeditions would, if it can, offer you an alternative expedition. If you do not wish to accept any alternative, Ecology Expeditions will provide a full refund. We will not be liable for any expenses incurred before receipt of our final invoice, such as, own flights, visas, vaccinations etc, or for any compensation. Although it is unlikely, occasionally we may have to make changes to your expedition. We reserve the right to do so, although we will keep them to a minimum and do our best to ensure that any changes are minor in nature.
No compensation will be payable and no liability beyond offering the above mentioned monies can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care.
5. Ecology Expeditions is not responsible for any illness or injury sustained during, or resulting from participation on an Ecology Expeditions expedition including the actions of third party activity providers or ground agents, subject to Ecology Expeditions undertaking reasonable precautions and applying the relevant independent Codes of Practice or Risk Assessments to the specific location.
Our trips will often take you to remote and exciting places where the risk of injury, accident, loss of property, discomfort and delay is higher. Your booking is accepted on the condition that you realise and accept all these elements of adventure travel. The itinerary for each trip should be seen as an aim rather than a definite objective and for many reasons changes may need to be made to it or to aspects of the holiday at anytime during the trip.
Whilst our leaders will make every effort to make suitable alternative arrangements, we cannot be held responsible for such changes, nor for any refunds. Ecology Expeditions cannot be made liable for the consequences of weather conditions, flight cancellations, strikes, lost luggage, industrial action, wars, riots, sickness, quarantine, government intervention or other untoward occurrences. Any additional costs that result, such as extra hotel accommodation or flights, will be your responsibility and must be paid for at the time. Depending on the circumstances, such costs may be recoverable under your insurance.
7. If you have any history of anxiety or depression in the last 12 months, you should accompany your application with a letter from your doctor, stating that the doctor does not anticipate you having any problems living in the expedition environment.
8. Ecology Expeditions reserves the right to reject any application without appeal. Ecology Expeditions reserves the right to remove you or any other person from the expedition, if the staff or external advisors believe that you or they will disrupt the smooth running of the expedition, or if you or their actions endanger themselves or other participants. In such a case no refund will be made and no additional costs will be payable by Ecology Expeditions.
9. You must advise Ecology Expeditions in writing of travel plans leading up to and departing from the expedition. Ecology Expeditions holds no responsibility for flight arrangements and is not liable for any supplementary costs, loss or distress encountered with any travel arrangements made relating to the Ecology Expeditions expedition. Any contract you enter into will be with the carrier or agent and not with Ecology Expeditions.
10. The expedition will run for the specified period advised. Ecology Expeditions is not liable for the additional costs of accommodation, food, medical insurance etc. that will be incurred if you choose to arrive in country before the start of the expedition, or remain in country after the official end date of the expedition. In the event that you choose to leave the expedition at any time, or if the staff have instructed you to leave, Ecology Expeditions is released of any responsibility which it may have had for your welfare.
11. Ecology Expeditions do not provide any insurance cover.
12. If you have a problem during your expedition please inform the expedition leader. If your problem cannot be resolved locally, you will be asked to complete a report, a copy of which will be forwarded to our head office. Please follow this up on your return by writing to us at our office in Ruthin, North Wales within 28 days of your return.
13. Amendments may incur a fee.
14. Our registered office address is:
Delfryn, Llanbedr Hall Drive, Llanbedr, Ruthin, Denbighshire, North Wales, UK, LL15 1YD
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