Travolar Terms and Conditions
OUR AGREEMENT WITH YOU
We will be delighted to have you on a Travolar holiday and we hope that you have a fantastic time. To make things easier for everyone. Here are some important points to note when making a booking.
For our privacy notice, please see section 14 here
Your Travel Booking
Whether you book alone or as a couple or group, we will only deal with the lead booking name in all subsequent correspondence, including changes, amendments and cancellations. You must be 18 years old at the time of booking and possess the legal capacity and authority to book as the lead name and travel on holidays with us. You are responsible for ensuring the accuracy of the personal details, flight details or any other information supplied in respect of yourself and any other person travelling on the booking and for passing on any information regarding the booking or any changes made in relation thereto, to all persons travelling on such booking, including but not limited to information on schedule changes or copies of booking confirmations.
In addition you are also responsible for notifying us prior to the time of booking of any personal circumstances and needs pertaining to a person included in the booking including, without limitation, whether any such person is not self reliant or is a person with reduced mobility - for example if you, or a member of your party, have difficulty in walking 500 metres or in think you might have difficulty making the movement necessary to dance on the tango holidays, and for notifying us at any time from the time of booking until 48 hours prior to the flight’s departure if any person travelling on the booking has ceased to be self reliant or a person with reduced mobility or if a person previously reported to be with reduced mobility or as not being self reliant does no longer fall into either category.
It is a condition of your booking with us that you and all other members of your party, including infants and children, if you are bringing them, are adequately insured on holiday. Any person who is under 18 years old must be accompanied by an adult on his or her journey. When you request to book, we will email you with a form to be completed and we will request payment of the required deposit. Upon receipt of both the form and the deposit, we will confirm the booking. We may not be able to confirm some of our ground arrangements straight away. If there is any change to any of the details discussed at the time of booking, we will notify you promptly of any new or changed details, including a change to the total price (if any). If any detail on the Confirmation is not correct tell us immediately. If there is an obvious error on the Confirmation we reserve the right to correct it as soon as we become aware of it.
2. If We Cancel Your Booking
We aim to provide your holiday as booked. The holidays require a minimum of 8 couples to be viable. If, for example, there are not enough people booked on your holiday or you do not pay the balance of the holiday price on time, we may cancel it. We reserve the right to cancel your holiday in any circumstances but if we cancel your holiday, except where this is because you have not paid, you can either have a refund or accept a replacement holiday from us of equivalent or similar standard and price, if we are able to offer you one. Should you choose this option the terms and conditions of your holiday will not change and these conditions will still apply to your booking and we will always refund the difference in price if the replacement holiday is of a lower standard and price. We will not cancel your holiday less than 12 weeks before you go, unless this is the result of an event beyond our control (see note below)
3. If We Change Details of your holiday
We hope that we will not have to make any change to your holiday but, because our holidays are planned many months in advance, we sometimes do need to make changes. We reserve the right to do this at any time. This includes the right to change the teachers booked to teach on the holiday. If we need to change the dance teachers for the holiday or make other changes, we will let you know either at the time of booking, or if you have already booked, as soon as we can, if there is time before departure.
Major Changes To Your Holiday
Occasionally, we may need to make changes to the accommodation or other parts of your holiday with us.
Major changes to your holiday for which we will offer refunds, unless the change is for reasons beyond our control (see Note below), may include the following changes: a significant change of destination; a change in accommodation to that of a lower category. These changes are only examples and there may be other significant changes which constitute major changes.
If we tell you about any of these changes after we have confirmed your holiday booking, you may either:
- accept the new arrangements offered by us; or
- accept a replacement holiday from us of equivalent or similar standard and price, at the date of the change, if we are able to offer you one. Should you choose this option the terms and conditions of your holiday will not change and these conditions still apply to your booking; or
- cancel your holiday with us and receive a full refund of all monies paid.
We will always refund the difference in price if the replacement holiday is of a lower standard and price, at the date of the change.
Important Note – Events Beyond Our Control
Events beyond our control include: war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks and pandemics, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers; closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar events.
In February 2005 a new Europe-wide law relating to denied boarding, delays and cancellation of flights came into force. This law granted rights to participants including in certain circumstances the right to cancel their flight and receive reimbursement of the cost of the flight from their airline. Full details of these rights is publicised at EU airports and is also available from affected airlines. However, you should note that reimbursement of the cost of a flight that forms part of your holiday is the responsibility of your holiday airline and will not automatically entitle you to reimbursement of the cost of your holiday from us.
4. Our Responsibility For Your Holiday
We will arrange for you to receive the services that make up the holiday that you choose and that we confirm. These services will be provided either directly by us or through independent suppliers contracted by us. We are responsible for making sure that each part of the holiday you book with us is provided to a reasonable standard and as was advertised by us (or as changed and accepted by you).
We have taken all reasonable care to make sure that all the services which make up your holiday advertised by us are provided by efficient and reputable businesses. These businesses should follow local standards. However, overseas safety standards are generally lower than in the UK, for example few hotels yet meet EC fire safety recommendations even in Europe.
From time to time we may introduce you to reputable third party suppliers of excursions or other leisure services. If you choose to enter into a contract for the provision of excursions or other leisure services, your contract will be with that supplier directly and we act only in the capacity of an agent, and therefore would have no liability for the proper performance of that contract.
The terms and conditions in this "Our Agreement With You" will not apply to any contract for the provision of excursions or other leisure services.
YOUR AGREEMENT WITH US
6. Your Contract
By asking us to confirm your booking, you are accepting on behalf of all persons travelling on this booking the terms of this Agreement. You also consent to our processing personal information about you and other members of your party* (see privacy notice below). Where the context permits, reference to “you” and “your” will include you and all persons travelling on this booking. Your contract with us shall be governed by and construed in accordance with UK Law, but not with any other law and/or jurisdiction.
You are responsible for providing the information required by governmental authorities and border control and security agencies for the purpose of security and counter terrorism. This is known as Participant Name Records (PNR) data and/or Advanced Participant Information, sometimes known as APIS. The information you must provide will include, but not be limited to, full name - as shown in your passport or travel document, gender, date of birth, travel document type, number, country of issue and expiry date, and for travel to the United States, your country of residence and the address for your first night’s stay.
It is your responsibility to comply with all passport, visa and other immigration requirements. Your passport and travel documents must be intact; you may be refused travel if they are damaged or have been tampered with. We do not accept any responsibility if you cannot travel because you have not complied with these requirements.
Travolar requires that all holiday participants carry the appropriate travel insurance for all members of their group.
7. Paying For Your Travel Arrangements
You will be required to pay a deposit to us for each person when you book unless this is within 12 weeks of departure when the full amount for the booking is payable. The deposit amount will be specified by us when your booking is made. Once confirmed, the booking deposit will not be refunded in the event of cancellation except in the circumstances specified in Sections 2 and 3.
This is your only commitment until 12 weeks before you go. We will send you a Confirmation Invoice showing how much you owe us. You must pay the amount on the last Invoice issued by us, at least 12 weeks before you go on holiday. If you don’t, we reserve the right to treat your booking as cancelled and to charge you a cancellation charge up to 100% of the total on that last Invoice, in accordance with the scale in section 12.
8. If You Change Your Booking
You must ensure all names and details are entered correctly at the time of booking. You must contact us straight away if there is something that you need to correct.
2. You may transfer your booking to another person, providing the following conditions are met:
- You authorise the change in writing
The new participant accepts the transfer and the terms of Our Agreement
In the case of dance holidays, the new participant must dance the same role as the original participant, and the original partner involved must also give consent.
- That person complies with the terms of the existing booking
- That person has valid holiday insurance – you cannot transfer your holiday insurance to the new lead participant.
The new lead participant, and you should they fail to pay, will be responsible for the payment of any balance due.
4. Please bear in mind that certain airlines and other transport providers treat changes as a cancellation and charge accordingly, up to 100% of the cost for that part of the arrangement. These charges are entirely your responsibility.
5. When changing your holiday details, the price of your new travel arrangements will be based on the price that applies on the day you make the change. These prices may not be the same as when you first made your booking.
Some accommodation is priced according to the number of people staying there. If your party size changes, we’ll recalculate your booking cost based on the new number of people going. If fewer people share the accommodation, then the cost per person may go up. This extra cost isn’t a cancellation charge, and it isn’t normally covered by insurance.
9. If You Cancel Your Booking
If you want to cancel your booking, or part of it, you must contact us as soon as possible. Once your booking has been cancelled you can expect to receive a cancellation invoice within 14 days. If you don’t please contact us.
To cover the cost of processing your cancellation, and to compensate us for the risk that we may not be able to resell your travel arrangements, we’ll make a cancellation charge on the scale shown below. You are responsible for paying this charge.
Guide To Our Cancellation Charges
These charges are based on how many days before your booked departure we receive your cancellation notice, and are a percentage of the total cost of your booking. If you want to cancel one or more participants on the booking you’ll have to pay a proportion of the applicable cancellation charge for those participants.
Your deposit is non-refundable, even if the cancellation charge calculated is lower than the deposit amount paid.
10. If You Have A Complaint
If you have a complaint whilst away, you must immediately notify us and the supplier of the service in question (e.g. your hotelier). If they are unable to resolve the problem and we are not available, you should contact us straight away by phone/email and we will endeavour to assist. If you are still not satisfied on your return home, you must write to us within 28 days of returning from your holiday to allow your complaint to be investigated properly. Please include all relevant information, as well as your daytime and evening telephone numbers. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort and this may affect your rights under this contract.
11. Conduct While Travelling
We reserve the right to refuse to accept you as a customer or continue dealing with you if we, or another person in authority, believe your behaviour is disruptive, causes unnecessary inconvenience, is threatening or abusive, you damage property, you upset, annoy, disturb, or put any other traveller or our staff in the UK or on the holiday in any risk or danger, on the telephone, in writing or in person.
If you are disruptive and prevented from boarding your outbound flight in the UK, we will treat your booking as cancelled by you from that moment, and you will have to pay full cancellation charges (see section 12). If this occurs overseas then you will become responsible for your own return home and any other members of your group who cannot or will not travel without you. We will not be liable for any refund, or compensation or any costs or expenses you incur.
If you are refused carriage because of your behaviour, or you are under the influence of alcohol or drugs, your airline may pass on your details and date of the refusal of carriage to other airlines for their information. This in turn may make it difficult for you to book other airline tickets. In any of these circumstances no refunds or compensation will be paid to you
For the purposes of this section reference to “you” or “your” includes any other person in your party.
12. Your Accommodation
Any accommodation we arrange for you must only be used by those people named in your booking. You are not allowed to share the accommodation or let anyone else stay there. You are responsible for the cost of any damage caused to your accommodation or its contents during your stay. These charges must be met by you and may have to be paid locally.
13. Contacting You
We will communicate with you using the email address you have provided. For example, to provide your confirmation, cancellation, etc. We will assume that your email address is correct and that you understand the risks associated with using this form of communication.
14. Privacy Notice
We use Cognito Forms to collect and process your information. After your holiday is over we will remove from all of our records all personal information you have given us, apart from your email address. Your email address will not be given to anyone else and will only be used in connection with Travolar holidays.