Cancellations and Refunds

1. Our Details

We are the Prodeep Travel Limited, a limited liability company incorporated in England trading as Travel Agency and Tour Operator (company number 14607671) whose trading address is 71-75 Shelton Street, Covent Garden, London WC2H 9JQ.  We are specialist travel organisers and our business operates in the United Kingdom (UK).

2. Booking your Tour

Your contract with us is subject to these booking conditions.  A contract will exist between us once you have paid your deposit or full payment and we have issued you with our booking confirmation. If any part of our contract with you is found to be invalid or unenforceable, then the remainder of it will not be affected and will remain valid and enforceable.

Completion and submission by you of our Booking Form will be treated by us as confirmation that you have read, understood and accepted these booking conditions.

3. Price Policy

You will be notified at the time of booking of the price of your tour. What this price includes will be confirmed to you by us at the time of booking and set out in our booking confirmation. You will be required at the time of booking to pay us the full payment unless there is a deposit request.  Such deposit is a non-refundable deposit.  If we do not receive the full payment or balance by the date before departure, then we will treat the booking as cancelled by you and you will be liable to pay our cancellation charges.

Your tour price does or does not include the fees that indicated in tour itinerary and description.

4. Cancellation and Changes by the Company

We reserve the right to cancel your booking. We will not cancel less than one week before your departure date, except for unavoidable and extraordinary circumstances. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

If your tour is cancelled, you can either have a refund of all monies paid or accept an alternative tour of comparable standard from us if we offer one.  In case, we paid the suppliers a non-refundable deposit, it will be deducted from the refundable monies.

5. Cancellation and Changes by You

Transfers

You may transfer your booking to any other person satisfying all the requirements relating to your tour notified to us by you in writing at least seven days prior to your due date of departure. Both you and the new traveller are responsible for paying all costs we incur in making the transfer, if any.

If you wish to make any other change to your booking at any time after our booking confirmation has been issued, we will try but cannot promise to meet your request. 

Cancellations

i. For Cancellation less than 14 days prior to the departure day – the cancellation charge to the client is 25% of the total invoice amount.

ii. For Cancellation less than 7 days prior to the departure day – the cancellation charge to the client is 50% of the total invoice amount.

iii. For Cancellation less than 1 days prior to the departure day – the cancellation charge to the client is 75% of the total invoice amount.

iv. For Cancellation on the departure day – the cancellation charge to the client is 100% of the total invoice amount.

6. Our Responsibilities

Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of one time the cost of your travel arrangements.

If you have any special requirements (dietary or otherwise) you must inform us of these at the time of booking so that we can pass these onto our suppliers. We cannot guarantee that your requirements will be met, however, and we are not liable to you in the event that your wishes are not met.

You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both.

We will not be liable where any failure to perform or improper performance of the travel services is due to: (i) you or another member of your party; or (ii) a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or (iii) unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

7. Your Responsibilities

It is your responsibility to ensure that you and everyone travelling with you must follow the instructions from our tour guide.  All dangerous activities must be avoided.  You are responsible for telling us any food allergy and any existing medical conditions or disabilities which may require assistance are declared to us before you book your holiday or, if newly diagnosed, before your due date of departure so that we can pass these details on to our suppliers in good time. We are not in any circumstances liable if any carrier refuses you or any member of your party as a passenger as a result of any medical condition or disability.

8. Insurance

You must be fully insured for your holiday and must make sure that all of the activities which you will be carrying out are covered by such insurance. This insurance must include adequate cancellation insurance to the value of your holiday, emergency evacuation and repatriation costs in respect of all of your activities.

9. Complaints

If you have a problem during your tour, you must inform our tour guide, who will endeavour to put things right. If the problem cannot be resolved locally and you wish to complain, full details must be sent to us in writing to arrive within 28 days of your return giving your booking reference and all other relevant information. Please keep your letter concise and to the point. If you fail to follow the requirement to report your complaint whilst on travelling, we will have been deprived of the opportunity to investigate and rectify it whilst you were on travelling and this may affect your rights under this booking.

10. Data Protection Act

The protection of your personal information or data is extremely important to us.  It may be necessary for the Company to ask you for certain personal information. Examples of this would be date of birth, dietary requirements, disability and medical etc. This information will be kept confidential by the Company. It will be passed to the suppliers, if it is necessary for them to know this information in order to fulfill the Company’s contract to you.

11. Law and Jurisdiction

This contract is governed by English Law and the exclusive jurisdiction of the English courts.