Booking T&C's

Privacy Policy for ActiveXplore Travel LTD
Effective Date: 19/10/2024
Last Updated: 28/03/2025


1. Introduction

These Booking Terms and Conditions apply to all retreats, camps, and travel experiences provided by ActiveXplore Travel LTD (“we,” “our,” or “us”). By making a booking with us, you acknowledge that you have read, understood, and agreed to be bound by these terms.

 

These terms are designed to provide clarity on the booking process, payments, cancellations, and responsibilities of both parties.

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ActiveXplore Travel LTD is bonded by Protected Trust Services (PTS) to ensure financial security and consumer protection.

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2. Booking and Payments

A booking is confirmed once a deposit is received and you have received written confirmation from us. The deposit amount will be specified at the time of booking.

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  • Deposits are non-refundable unless a prior written agreement has been made.
  • The remaining balance must be paid in full by the deadline stated in your booking confirmation. Failure to pay the balance on time may result in cancellation of your booking without a refund.
  • If you book within the final payment deadline, full payment will be required at the time of booking.
  • Payments must be made in the currency specified at the time of booking. Any bank or transaction fees are the responsibility of the customer.

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3. Inclusions and Exclusions

The inclusions for each trip or retreat are detailed in your booking confirmation. It is your responsibility to review these details before making a booking.

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  • We accept no responsibility for any services, activities, or expenses outside of the specified inclusions.
  • Flights, visas, insurance, and personal expenses are not included unless explicitly stated in your booking confirmation.
  • Accommodation, meals, transfers, and activities will be provided as per the itinerary, but substitutions may occur due to operational requirements or unforeseen circumstances.

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4. Cancellations and Refunds

Cancellation by You:

  • If you cancel your booking, the following cancellation fees apply:
  • Deposits are non-refundable.
  • If cancellation occurs after full payment, the refund amount will depend on the time of cancellation relative to the trip departure date. Specific cancellation policies will be outlined in your booking confirmation.
  • We strongly recommend purchasing comprehensive travel insurance to cover unforeseen cancellations.

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Cancellation by Us:

  • In the unlikely event that we need to cancel a trip due to operational reasons, we will offer either:
  • A full refund of all monies paid, or
  • An alternative trip of equal or greater value.
  • If a trip is cancelled due to force majeure events (such as natural disasters, pandemics, political instability, or other unforeseeable circumstances beyond our control), refunds may be limited or unavailable. In such cases, we will work with you to reschedule or provide travel credit where possible.

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5. Data Protection and Privacy

We are committed to protecting your privacy and handling your personal data in compliance with UK and EU GDPR regulations.

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  • We collect personal data necessary for booking and service provision, including contact details, payment information, and travel preferences.
  • Your personal data may be shared with third parties such as accommodation providers, payment processors, and regulatory authorities where required.
  • For more details on how we handle your data, please review our Privacy Policy.

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6. Travel Insurance

Comprehensive travel insurance is mandatory for all participants. Your insurance should cover:

  • Medical expenses and emergency evacuation
  • Trip cancellation and interruptions
  • Personal liability
  • Lost or damaged belongings

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We accept no liability for losses incurred due to lack of appropriate insurance coverage. You may be required to provide proof of insurance before participating in the trip.

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7. Changes to Your Booking

Changes by You:

  • Requests to modify your booking (e.g., changing dates or transferring your booking to another participant) must be made in writing and are subject to availability.
  • A change fee may apply, and any additional costs incurred (such as higher accommodation rates) must be covered by you.

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Changes by Us:

  • We reserve the right to make necessary changes to the itinerary due to weather conditions, supplier availability, or other operational reasons.
  • If a major change is necessary (such as a change in destination, dates, or significant itinerary adjustments), we will inform you as soon as possible and offer alternatives.

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8. Participant Responsibilities

By booking a trip with us, you acknowledge and agree to the following responsibilities:

  • You must ensure that you have the necessary travel documents, including a valid passport, visa, and any required vaccinations.
  • You must be physically fit and able to participate in the activities included in your trip. If you have any medical conditions, it is your responsibility to inform us in advance.
  • You agree to respect local customs, cultures, and regulations during your trip. Any disruptive or inappropriate behaviour may result in removal from the trip without a refund.
  • You are responsible for your personal belongings. We do not accept liability for lost, stolen, or damaged items.

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9. Governing Law

These Booking Terms and Conditions are governed by and construed in accordance with the laws of England and Wales. Any disputes arising from or related to these terms shall be subject to the exclusive jurisdiction of the courts of England and Wales.

For any questions regarding these terms, please contact us atinfo@activexplore.co.uk.