All bookings are made and accepted in accordance with the terms and conditions set out below.
1. Your booking and deposit
To book please complete the online booking form, call us directly on +44 (0)116 255 8417, or send us your booking form together with your deposit of £100 per person. The first named person, who must be 18 years or older, will be deemed to be the party leader and, by us confirming this booking, will also be deemed to be authorised by all those named to be so, including any additional party members who may be added at a later date. The party leader is responsible for all necessary payments to be made to us by the due dates and for providing any relevant information on behalf of others travelling.
Your booking is accepted by us when we issue and send you a confirmation invoice. If a booking cannot be confirmed, the deposit will of course be returned.
It is your responsibility to check the confirmation invoice to see that all details are complete and correct, especially the spelling of all passenger names. We regret we cannot accept any responsibility if you do not tell us about mistakes within ten days of our sending it out (five days for tickets). We will do our best to rectify any mistake notified to us but you may need to meet any costs involved in doing so.
2. Balance of payment
The balance of your payment is due 9 weeks prior to the start of your holiday and bookings made within 9 weeks of departure must be paid for in full at the time of booking. Failure to pay the balance by the specified time will result in the cancellation of your holiday and the imposition of the relevant cancellation charge as set out below. Payments of deposits and balances can be made by cheque (payable to Freewheel Holidays), by bank transfer, by debit card or by Mastercard or Visa credit cards. No surcharges are levied on payments made by debit or credit card.
3. If you wish to alter your booking
Subject to availability, and an administration fee of £35 per booking, you may change your holiday arrangements after the issue of a confirmation invoice, and subject to you covering any associated costs of the amendment imposed by our suppliers. Please note a confirmed booking for one person does not necessarily imply availability for another. Any transfer to another holiday within 9 weeks of departure will be treated as a cancellation and rebooking.
4. If you wish to cancel your booking
Should you or any member of your party wish to cancel the holiday you must telephone us at once. Such notice of cancellation is effective only when received by us in writing. As we incur costs from the moment we receive your booking, we charge cancellation fees on the following scale: over 63 days prior to departure - deposit; 63-49 days prior to departure date : 30% of holiday price ; 48-35 days prior to departure date : 60% of holiday price ; 34-15 days prior to departure date : 80% of holiday price ; 14 days prior to departure date and thereafter : no refund will be made. Any amendment charges are not refundable when you cancel.
5. If we alter or cancel your holiday plans
(i) We reserve the right to make changes to your holiday arrangements after we have confirmed your booking, and if we do so we will use our best endeavours to inform you before departure and make suitable alternative arrangements.
(ii) Any change we make to your holiday will be either major or minor. An example of a major change would be a change to a lower category of accommodation. Any other change is a minor change. If there is a minor change, we will do our best to notify you of this, but we are not under any obligation to do so or to pay you compensation. If there is a major change, we will advise you as soon as is reasonably possible. You will then have the choice of accepting the change, taking an alternative holiday (and where this is of a lower price, we will refund the difference, but where it is of a higher price, you will be required to pay the difference), or withdrawing from the contract and accepting a full refund of all monies paid. In addition, in appropriate cases, (on the assumption that the full balance has been paid) we will pay you compensation which is reasonable given the circumstances in question. Compensation will not be considered appropriate, for example, in cases where a major change has to be made as a result of force majeure (as defined below).
(iii) If we have to cancel your holiday before the date of departure, you will have the choice of taking an alternative holiday (and where this is of a lower price we will refund the difference, but where this is of a higher price, you will be required to pay the difference) or withdrawing from the contract and accepting a full refund of all monies paid. In addition, in appropriate cases, (on the assumption that the full balance has been paid) and where such cancellation is not due to underbooking or force majeure (as defined below), we will pay you compensation which is reasonable given the circumstances in question. Where such cancellation is due to underbooking, we will inform you as soon as is reasonably possible before the departure date. For cancellations due to underbooking or force majeure we shall not be liable to refund to you amounts other than what you have paid to us for your holiday.
(iv) Underbooking is the situation in which the minimum number of bookings required to run a holiday programme is not met. Force majeure is unusual and unforeseeable circumstances beyond our control, the consequences of which neither we nor our suppliers could avoid, examples of which are war or threat of war, riots, civil strife, terrorist activity, industrial disputes, natural or nuclear disaster, fire or adverse weather conditions, level of water in rivers or other similar events beyond our control.
Holiday costs are based on £1 = €1.20.
(i) Bookings received before 1 March 2013 :
The price of your holiday is fully guaranteed and will not be subject to any surcharges.
(ii) Bookings received on or after 1 March 2013 :
Your holiday price may be subject to surcharge in respect of currency exchange rate movements. However , there will be no price changes levied within 30 days of your departure date.
In the unlikely event that we do need to make a surcharge, we will absorb the equivalent of 2% of the holiday price (the holiday price is the amount quoted to you at the time of booking and will include any surcharges known to exist at that time) excluding any amendment charges. Only amounts in excess of this 2% will be passed on to you. If this means you paying more than 10% extra on the holiday price, you will be entitled to cancel your holiday with a full refund of all monies paid except for any amendment charges. Should you decide to cancel because of this, you must exercise your right to do so in writing within 14 days of being notified of the surcharge.
Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
8. Our liability to you
(i) We accept liability under Regulation 15(1) of the Package Travel, Package and Package Tours Regulations ("the Regulations") subject to the defences in Regulation 15(2) of the Regulations, set out at sub-paragraph (ii) below, the limitations set out in sub-paragraphs (iii) to (v) below, and the condition precedent set out in sub-paragraph (vi) below.
(ii) When you suffer any loss, damage, personal injury or death as a result of our failure to perform or improper performance of the holiday contract, we shall be liable to pay you compensation, except where the cause of the failure is not our fault or that of our servants, agents or suppliers, and is your own fault, or the actions of someone unconnected with your holiday arrangements, or due to unusual or unforeseeable circumstances or events which neither we, nor our servants, agents or suppliers could have reasonably anticipated or reasonably avoided even with the exercise of due care.
(iii)We are permitted to limit the amount of compensation we will pay you in the event of a claim. Where any claim arises out of loss or damage suffered during the course of rail travel, sea travel, road travel or hotel accommodation, the amount of compensation you will receive will be limited in accordance with the provisions of any relevant International Conventions, namely the Berne Convention 1961, the Athens Convention 1974, the Geneva Convention 1973 and the Paris Convention 1962. Copies of these Conventions are available for inspection at our offices.
(iv)Under Regulation 15(4), we are entitled to limit the amount of compensation we will pay you in the event of a claim, where that claim concerns non-personal injury. It is impossible to assess in advance the exact sums which may be payable to you. We will do our best to assess the appropriate sums due to you in the circumstances of your particular complaint.
(v) Any sums received by you from suppliers will be deducted from any sum paid to you as compensation by us. Further, if we pay you any compensation, you shall, if required by us in writing, assign to us any rights of action that you may have against any third party who was in any way responsible for the failure to perform or improper performance of the holiday contract.
(vi) Finally, it is a condition precedent of such acceptance of liability that you follow the procedures for the notification of complaints set out below in clause 9.
(vii) Other than as set out above, and as is detailed elsewhere in these booking conditions, we shall have no legal liability to you in respect of personal injury or death (unless caused by our negligence), or in respect of any other damage which you suffer arising directly or indirectly from any aspect of holiday arrangements booked with us.
If you have a complaint during your holiday, you should contact our local representatives, agent or hotel management so that matters can be resolved immediately. If the matter cannot be put right straight away you must ask our representative for a Complaint Registration Form which must be completed in their presence. A copy will be given to you. If you are still dissatisfied, you must write to us within 28 days of your return.
Please note that we do not provide excursions. Our representatives may, at your request, make arrangements for excursions locally on your behalf. However, please note that if they do, the contract for the provision of the excursion will be between you and the supplier of the excursion and not between you and us. Therefore, when you purchase an excursion locally, your contract is with the local company and we have no liability whatsoever for anything which may go wrong on the excursion.
11. Special Requests
If you have any special requests, you should inform us of such requests at the time of booking. We will advise the relevant supplier of your requirements but we cannot guarantee that such requests will be met. Furthermore, we have no liability to you if such requests are not met.
We reserve the right to change prices, services or other particulars at any time before we enter into a contract with you. If there is any change, we will notify you before we enter into such contract.
13. Suppliers' Conditions
Transport and accommodation providers have their own booking conditions or conditions of carriage and you will be bound by these as far as the relevant supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant supplier. Where relevant, copies of such conditions may be available for inspection at our offices, or at the offices of the relevant supplier.
14. Transport Delays
There is no guarantee that flights or other transportation will depart at the time specified, and we do not have any liability to you for any delay which may arise. Where such delay does arise, the relevant airline or other transport provider may provide refreshments and take any further appropriate action, but we will not have any responsibility to do so.
15. Client Behaviour
You must at all times observe the advice of our representative regarding conduct on the roads and it is your responsibility to take care of the bicycle which may be allocated for your use during the course of your holiday. We reserve the right in our absolute discretion to terminate your holiday if your behaviour is likely, in our opinion or that of our representatives or suppliers, to cause distress, damage, annoyance or danger to our employees or to any third party or their property. If you are prevented from travelling in a bus, train or taxi, because in the opinion of any employee or representative of the relevant transport provider, you appear for whatever reason unfit to travel, we have no further responsibility for your journey or your holiday,
including any arrangements you may have made for your return home. We will impose full cancellation charges and will not give any refunds. Furthermore, we will be under no obligation whatsoever to pay you compensation or cover any costs you may incur as a result of having to make alternative arrangements.
16. Baggage and personal effects
All baggage and personal effects are at all times at your risk, even when carried by Freewheel hosts or representatives. We will not be responsible for any loss, damage or accident to any luggage or personal property.
We recommend that you take out personal travel insurance to cover the full duration of your time away from home. If you already have cover please supply us with the following details: insurance company name, policy number and emergency contact telephone number. There are very strict rules regarding the selling of holiday and travel insurance. Please read carefully any offers for such insurance. A company that we have used for many years is Campbell Irvine Ltd (www.campbellirvine.com). They are travel specialists and will be happy to give you an insurance quotation for your proposed trip.
18. Passports, Visa, Health Requirements
A full passport is required for all the countries we visit. There are no compulsory health formalities for the countries we visit. It is your responsibility to check your passport is valid. We cannot accept responsibility for any delays or expense incurred through irregularities in your documents.
Travel advice issued by the British Government can be viewed via this link :
19. Financial Protection
In order to comply with the financial protection requirements of the Package Travel, Package Holidays and Package Tours Regulations 1992, we place all receipts from clients in a Trust Fund in the name of Sunliving Travel Ltd controlled by the Travel Trust Association (TTA). Release of funds to Sunliving Travel Ltd is not permitted until customers have returned from holiday. This gives complete financial protection to customers in the event of our failure to provide a holiday or our insolvency.
20. Law and Jurisdiction
Your contract with us and any matters arising from it shall be subject to English law and to the jurisdiction of the Courts of England and Wales.