Terms and Conditions
Fit 4 Terms & Conditions - UK & International Trip
Please read thoroughly and raise any queries with Fit4 before proceeding with your booking. The contract of your trip will be with Fit4Expeditions LLP (‘Fit4’), company number OC450859. The terms and conditions below form the basis of our entire agreement once your booking is confirmed. A legally binding contract is formed once we have accepted your booking, this is usually done via confirmation email and is subject to trip availability. Please check this confirmation email carefully and contact us immediately if any information is incorrect, it may not be possible to change at a later date.
Contents
Payment & Refund Policy
Trip cancellations and changes
Medical conditions and special requests
Tour leader authority
Use of equipment
Delayed flight or denied boarding
Public health emergencies
Third party suppliers
Travel insurance
Travel Advice and Vaccinations
Data protection and photo sharing
Complaints
Waiver of Liability
Acceptance of the Terms & Conditions
1. Payment & Refund Policy
1. Price of Trip
At the time of booking you will be advised of the current trip price. Once the booking is confirmed the price of your trip is guaranteed and will not be subject to any surcharges. Equally, if the trip is subsequently reduced or discounted you will not be entitled to any refund.
2. Deposit
In order to make a booking we require a deposit for each person travelling. The deposit varies depending on the trip but this will be stated in the booking email. Upon payment of the deposit, the remaining balance of the trip must be paid in full at least two months prior to the trip departure (ie. if the trip begins on the 1st March, the full balance must be paid by 11.59pm on the 1st January). If the trip is in the UK, the full balance must be paid at least one month prior to trip departure. If the full balance is not paid by this due date we reserve the right to cancel your booking and retain the deposit paid or payable at this stage. If you book with less than two months (or one month for UK trips) before the departure date then full payment is due at the time of booking. If extensions or extra services are booked a separate deposit may be required. In this instance we will make you aware of the deposit and additional payment in writing.
It is very important that before booking your flights or transportation for the trip you should ensure that the minimum number of participants has been reached and the trip is guaranteed. We will inform you via email when the trip becomes guaranteed or you can contact us via email to check. In the case that the minimum number of participants is not reached and therefore the trip is unable to run, we will refund all your payments but we will not be responsible for any costs, expenses or losses you incur as a result.
Client commitment:
Pay deposit for trip at point of booking
Pay remaining balance at least two months before trip departure date (or at least one month for UK trips)
Our commitment:
We will inform clients when the trip is guaranteed so they can proceed with booking flights or transportation when the minimum of participants is confirmed. This will be no later than two months before the international trip departure or one month before in the case of a UK based trip.
Refund all payments made to Fit4 if minimum number of participants is not reached and trip is cancelled
2. Trip cancellations and changes
a. In the instance you cancel your booking
You may cancel your confirmed booking at any time before departure. Depending on when you cancel, you may be entitled to a refund as per Table 1.
Timeframe of trip cancellation Money to be refunded
More than 2 months prior to departure All monies refunded except deposit
Between one - two months before departure 25% of total trip cost refunded
Less than one month before departure No refund possible
Table 1
If you are unable to attend the trip you can transfer your booking to another person. This must be completed in writing at least 14 days before departure and may be subject to additional charges.
b. Insignificant changes to trip made prior to or post departure
Insignificant changes refer to but are not limited to changes to planned accommodation/hospitality, adjustments to the daily itinerary with no changes to the main objective of the trip or members of staff.
This is adventure travel, and many of our trips visit remote areas, where events tend to be less predictable. Despite thorough planning and organisation, our trip itineraries can never be taken for granted like regular holidays. Many of the places that we visit do not have the same quality of emergency health and safety services that are available in Western Europe and North America. Road transport may be uncomfortable and unreliable, and hotels may not meet the standards taken for granted in Western Europe or North America.
The nature of our trips require arrangements and participants to be flexible. A variety of factors, including weather, transport difficulties and political instability, might make it necessary to amend the itinerary. The activities in the pre-outlined itinerary must be considered as aims and not contractual obligations. It is necessary that when you make your booking with us you accept this flexibility. The majority of amendments are likely to be insignificant and we hold the right to make these.
When such changes are made prior to departure we will contact you in writing; if the trip has commenced we will inform you as early as practicable. No compensation is payable for insignificant changes.
c. Significant changes
Occasionally, significant changes are required for circumstances beyond our control and we may be required to make significant alterations to the arrangements of your confirmed booking and/or special requirements.
Significant changes could include but are not limited to date changes and/or change in location.
Clause 1 and 2 outline the procedure for where significant amendments to the itinerary are necessary.
(1) In the event that we must significantly alter any of the main characteristics of your confirmed arrangements or confirmed special requirements, we will provide you with the following information in writing as soon as possible:
i) the proposed alteration(s) and any impact they have on the price of your trip
ii) in the event that you do not wish to accept the alteration(s) we will inform you of:
details of any substitute package we are able to offer
your entitlement to cancel your booking and receive a full refund if you do not accept the alteration(s) or any substitute package offered
the period within which you must inform us of your decision and the outcome if we do not receive a response
(2) If you choose to cancel your booking in accordance with clause 1 or we do not hear from you within 14 days of sending the proposed itinerary changes we will refund the total paid. No compensation will be payable or other liability accepted where a change results from unavoidable or extraordinary circumstances (see below).
d. If we cancel the trip:
Occasionally, it may be necessary to cancel confirmed bookings.
We hold the right to terminate your contract in the event:
i) we are prevented from performing your contracted trip as a result of unavoidable and extraordinary circumstances (see extraordinary circumstances below) and we notify you of this as soon as reasonably possible
ii) the minimum number of participants has not been achieved and we have to cancel the trip.
We will notify you of any cancellation in writing and refund all monies you have paid to us within 14 days of the effective date of cancellation. We will have no further or other liability to you including in respect of compensation or for any costs, expenses or losses you incurred as a result (such as the cost of flights and other services which you book independently in connection with your trip). You will not be entitled to any additional compensation.
e. Unavoidable and extraordinary circumstances
In the event that unavoidable and extraordinary circumstances occur once the trip has commenced, we regret we cannot accept liability or pay any compensation where the performance of our obligations under our contract with you is prevented or affected, or you otherwise suffer any damage, loss or expense of any nature, as a result.
‘Unavoidable and extraordinary circumstances’ defines a situation which is beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include (whether actual or threatened and not limited to) war, riot, civil strike, terrorist activity, industrial dispute, natural disaster, volcanic activity, adverse weather conditions, fire, flood, an outbreak of a serious illness, closure, restriction or congestion of airports, other transport hubs or airspace, flight restrictions imposed by any regulatory authority or other third parties. Our decisions in deciding whether such circumstances have occurred will be guided by advice from the UK Foreign, Commonwealth & Development Office.
Client commitment:
Understand and accept that the amount you will be refunded if you cancel your trip, as found in Table 1
Understand and accept that insignificant changes may be necessary for the trip to run and such changes will not entitle you to any refunds or compensation
Understand and accept that you will be informed in writing of any significant changes prior to the trip departure and you will be entitled to cancel your booking for a full refund
Understand and accept that if the trip is cancelled due to unavoidable and extraordinary circumstances, we will refund all monies paid to Fit4 within 14 days of the cancellation but we will not be liable for any costs, expenses or losses you incurred as a result of the cancellation
Our commitment:
If you cancel your trip, we will refund you as per Table 1
Due to the nature of our trips, insignificant changes may be necessary and we will inform you of any changes as soon as practicably possible
If we make significant changes to the trip you will be able to cancel your place, if desired. We will then refund any monies you paid to Fit4 within 14 days
If it is necessary to cancel the trip, we will refund any monies you have paid to Fit4 within 14 days of the cancellation notification
3. Medical conditions and special requests
a. Medical conditions
The nature of our trips requires a degree of physical effort, this may not be suitable for people with certain disabilities, medical conditions or significantly reduced mobility. Should you suffer from any medical condition, disability or significant reduction in mobility which may affect your trip, please inform us in writing before making a booking. We will advise you as to whether the proposed trip is generally suitable for someone with reduced mobility. However, we are aware that reduced mobility is subjective and that individual capabilities, restrictions and requirements are likely to vary considerably.
You must also promptly advise us of any medical condition, disability or reduced mobility which may affect your trip that develops or changes after your booking has been confirmed. You must ensure that your travel insurers are aware of any medical condition, disability or reduction in mobility you suffer from and have agreed that this will be covered by your policy. We require you to provide us with evidence that you have a suitable insurance policy for international trips, see section 8 on ‘Travel Insurance’ below.
For your safety, you should inform us of any medication (prescribed or not) that you are taking during the trip or any changes as the trip progresses. This should be done via the booking form and please inform us by email or during the trip if anything changes.
b. Special requests
If you have any special requests, including dietary requirements, please alert us in writing at the time of booking. Unfortunately we are unable to guarantee requests will be met but we will do our best to accommodate your needs. Failure to meet any special requests will not be a breach of contract on our part. Only special requests which have been confirmed in writing by Fit4 will be complied with and form part of our agreement.
Client commitment:
Disclose any medical condition, disability or reduced mobility which may affect your trip on the Booking Form.
Consult your medical practitioner regarding any medical condition, disability or reduced mobility before booking on the trip
Inform us of any medications that you will take during the trip
Let us know any special requests, such as dietary requirements, on the Booking Form
Our commitment:
We will assist you in deciding whether the trip is suitable for you depending on your medical condition, disability or reduced mobility
We will comply with any special requests that have been confirmed by us in writing
4. Tour leader authority
If you book a trip with Fit4, you agree to abide by the authority of the trip leader. The decision of the leader regarding the itinerary and objectives of the trip is final. If, in the reasonable opinion of the leader, your behaviour or physical or mental condition is such that it may be detrimental to the safety, welfare and/or wellbeing of the group as a whole (which are the paramount considerations), or if the leader considers your general wellbeing will be put at risk by continuing with the trip, you may be advised to follow an amended itinerary or asked to leave the trip. Your personal safety and that of the group will be the leader’s main priority.
If in the event you are asked to leave the trip or personal circumstances require your trip to be terminated or itinerary amended, our contractual obligations in respect to the remainder of your trip will come to an end, except for providing assistance as soon as reasonably possible, we will have no further responsibility to you. You will not be entitled to any refund for unused or other services or to payment of any expenses or compensation. If this is a result of your negligence, we reserve the right to charge a reasonable fee for providing assistance which will not exceed the costs we incur.
Client commitment:
Understand and accept that you will be expected to abide by the authority of the trip leader
Understand and accept that if the trip leader deems your behaviour and/or physical or mental condition detrimental to the safety, welfare and wellbeing of yourself or the group, you may obliged to follow an amended itinerary or leave the trip
If you are asked to leave the trip or your itinerary is amended, you will not be entitled to any refund or compensation.
Our commitment:
We will consider the safety, welfare and wellbeing of all parties on the trip. If this is compromised by any individual, we may amend their itinerary or require them to leave the trip.
We will provide reasonable assistance so the individual can depart the trip safely. This may incur additional costs.
5. Equipment use
By borrowing equipment provided by Fit4, you agree that any damage caused due to negligence or misuse during the trip is your responsibility. In the event of breakage, you will be required to cover the cost of replacement or repair. Fit4 will not be held responsible for any damage to personal equipment brought by clients.
Client commitment:
Listen to instructions and use equipment in the appropriate way
Understand that if you cause damage to Fit4’s equipment due to negligence or misuse, you will be responsible to cover the cost of replacement or repair
Our commitment:
We will provide equipment fit for use and thorough instructions of how to look after and use the equipment
We will maintain and replace our equipment as needed to ensure safety
6. Delayed flight or denied boarding
Should your flight or transport to the trip’s start destination become delayed or cancelled we regrettably are unable to offer any form of refund should you miss the trip departure. We will endeavour to provide appropriate assistance to make the trip possible for you. In this instance we are unable to guarantee such services and such services may incur additional costs. If your transport is delayed or cancelled you may be entitled to compensation from the airline/transport company, you must pursue the transport company for any payments due to you.
Client commitment:
Understand and accept that if you are delayed to the trip’s start destination we are unable to offer any form of refund if you miss the trip departure.
Our commitment:
If you are delayed, we will endeavour to make the trip possible for you. This may incur additional costs.
7. Pandemics and other public health emergencies
We both acknowledge our obligations to comply with any official guidance from governments or local authorities, both in the UK and whilst away regarding global health pandemics and other global crises that may arise. Please note that we will have no liability for any refunds, compensation, costs, expenses or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
(1) If you or anyone in your booking party test positive for diseases/infections within 14 days of the departure date you must notify us as soon as possible. You may be required to provide proof of your positive result. If in the case, current government guidelines (in either your departure or arrival destination) do not permit international travel we will offer you the following options where possible:
i. Postpone your trip to a later date, if available. We will notify you of any additional costs associated with the new trip.
ii. You may be able to transfer your place on the trip to another person nominated by you, there may be some additional charges associated with this. The feasibility of this will depend upon the timeframe in which we are notified.
iii. Cancelling your trip, in which case we will follow our cancellation policy according to the date of cancellation by you. You may be entitled to claim these costs back from your travel insurance.
If you test positive for an illness during the trip, please notify us without delay and we will provide reasonable assistance depending on the circumstances. However, we will not be responsible for covering the cost of any curtailment of your trip, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. We advise you to take out a travel insurance policy which covers these costs.
(2) You fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with the trip, or that portion of the trip.
Client commitment:
Inform Fit4 of any positive infection test results within 14 days of trip departure
Be prepared to follow any mandatory regulations in countries of travel
Our commitment:
In the case you are unable to travel, we will endeavour to transfer your booking to a future trip or another participant. If these options are not possible, we will follow our cancellation policy, as referred to in Table 1.
8. Third party suppliers
Fit4 makes arrangements with Third Party Suppliers which could include but are not limited to accommodation providers, transport operators, tour and local guides to run the trip. Third Party Suppliers may also engage the services of local operators and sub-contractors.
Although Fit4 takes all reasonable care in selecting Third Party Suppliers, we are unable to supervise or control their actions and therefore we cannot be responsible for their acts or omissions. Any services provided by Third Party Suppliers are subject to their own terms and conditions These may limit or exclude liability of the Third Party Supplier. You acknowledge that Third Party Suppliers operate in compliance with the applicable laws of the countries in which they operate and Fit4 does not warrant that any Third Party Supplier is in compliance with the laws of your country of residence or any other jurisdiction.
Fit4 is not liable and will not assume responsibility for any claims, losses, damages, costs or expenses arising out of inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of any Third Party Supplier. Fit4 is not liable for the acts or omissions, whether negligent or otherwise, of Third Party Suppliers or any independent contractors.
Client commitment:
Understand and accept that Fit4 is not liable for the acts or omission of any Third Party Suppliers
Our commitment:
We will take reasonable care to choose the Third Party Suppliers that we work with
9. Travel Insurance
If you are joining an international Fit4 trip (ie. trip is not taking place in the UK) or you are an international client on any trip, it is essential that you are covered by a comprehensive travel insurance policy before departure covering all applicable dates of travel. Please send us a copy of your policy document and insurance policy number no later than 14 days before departure, so we can verify its suitability. We reserve the right to cancel your booking at any time before departure if we are not satisfied that you have appropriate insurance. In this case, you will not be entitled to any refund.
This insurance must cover personal injury, emergency medical care and emergency evacuation. The insurance must have a minimum coverage of £2 million including medical, evacuation and repatriation costs. Please ensure this also includes emergency dental care. You must disclose all medical conditions with your insurer. You should ensure that it covers the activities you will be taking part in, the maximum altitude at which we will visit and the country of destination. Please contact us if you are unsure of any of these trip details.
Should you require emergency medical rescue or evacuation whilst you are on a trip, whether on foot, by helicopter or otherwise, you are responsible for all costs involved. Any costs incurred after your rescue or evacuation for expenses such as hotels, food, transport, etc will also be your sole responsibility.
You are strongly recommended to extend your coverage to also include cancellation, curtailment, and all other expenses that may arise as a result of loss, damage, injury, delay or inconvenience while travelling. It is your responsibility to ensure that you have sufficient coverage and comply with the terms of the applicable insurance plans. You are responsible for advising your insurer of the type of travel, destination(s) and activities included on your trip so that the insurer may provide appropriate coverage.
All luggage and personal possessions are at all times at your own risk. We will not be responsible for any loss, damage or accident to any luggage and property, however incurred. You are advised to ensure that all items you take on the trip (including camera equipment, phones, laptops and other forms of technology) are covered by insurance and to check the applicable limitations and exclusions of your insurance policy.
Client commitment:
Send us a copy of your insurance details at least 14 days before the trip departure
Ensure the insurance policy is suitable for the trip and has a minimum coverage of £2 million including medical, emergency dental, evacuation and repatriation costs
Our commitment:
We reserve the right to cancel your trip if you do not provide us with a satisfactory insurance policy within 14 days of trip departure
10. Travel Advice and Vaccinations
Check the Foreign Advice Travel page for up to date guidance about your trip destination, including the Covid-19 regulations and any visa requirements.
You should check the NHS Fit for Travel page for travel vaccination advice or visit your local travel clinic to find out which vaccinations are recommended/required for your trip.
Client commitment:
Obtain any vaccinations or visas required for the country of travel
Our commitment:
Check that guests possess necessary visas and required vaccinations before trip departure
11. Data protection and photo sharing
We are committed to complying with the UK General Data Protection Regulations (GDPR) and Data Protection Act 2018. By accepting our terms and conditions, you grant permission for Fit4Expeditions LLP and its affiliates to use photos and videos taken during the trip, where you may be featured, for commercial purposes. If you prefer not to be included in any publications, please notify us in writing before the trip begins. Unless otherwise specified, we will retain your contact details on our system for a reasonable duration before, during, and after the trip.
Client commitment:
Inform us in writing if you do not wish to appear in any photos or publications of Fit4Expeditions’ or affiliates of Fit4.
Our commitment:
We will act in accordance with the UK GDPR and Data Protection Act 2018
12. Complaints
If you wish to make a complaint before, during or after your trip please email adventures@fit4.one and we will respond as soon as reasonably possible.
13. Waiver of Liability
Clients are required to agree to the waiver of liability at point of booking.
14. Acceptance of the Terms & Conditions
We promise to ensure the arrangements made as part of our contract with you are made and provided with reasonable skill and care. These terms and conditions form the basis of our entire agreement.
The client acknowledges that in accepting these Terms & Conditions, they do not rely on and shall have no remedies in respect of any representation not set in these Terms & Conditions. The client agrees that they have no claim for innocent or negligent misstatement based on any statement in these Terms & Conditions.
We both agree that English law (and no other) will apply to our contract and to any dispute, claim or any other matter which arises.
Please confirm on our booking form that you have read, understood and accepted Fit4’s Terms and Conditions. If you have any questions or do not understand any of the terms and conditions, please contact adventures@fit4.one.