BOOKING TERMS AND CONDITIONS
All bookings with Cycle Tours Uganda are subject to our Booking Conditions. They are available in full here for your information and should be read before making a booking. Our booking conditions set out our obligations to you when you book with us, and also tell you what we expect from you. Please read them carefully and contact us before booking for any clarifications you may require. All holidays are operated subject to the below conditions, and nothing in these conditions affects your statutory rights.
1. MAKING A BOOKING
A booking is made with us when you pay us a deposit (or full payment if you are booking within 60 days of departure) and we issue you with a booking confirmation. All bookings are made subject to the eligibility requirements listed in section 2 below. We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion. A binding contract will come into existence between you and us as soon as we have issued you with a booking confirmation that will confirm the details of your booking and will be sent to you.
Upon receipt, if you believe that any details on the booking confirmation or any other document are wrong you must advise us immediately as changes cannot be made later and it may harm your rights if we are not notified of any inaccuracies in any document within ten days of our sending it out.
The balance of the cost of your arrangements (including any applicable surcharge) is due not less than 60 days before the scheduled departure. You will receive a payment reminder from us before your balance becomes due. If we do not receive this balance in full and on time, we reserve the right to treat your booking as canceled by you in which case we shall retain your deposit.
2. ELIGIBILITY REQUIREMENTS
In booking with Cycle Tours Uganda, you understand that there are certain risks and dangers inherent in taking part in a cycling holiday and that by the very nature of the activities you will participate in these may be hazardous to you, including cycling on uneven surfaces, cycling in inclement weather, cycling near vehicular traffic and any other activities involving inherently dangerous risks, and you acknowledge that you will be exposed to an element of personal risk. These include the risk of personal injury and death and loss of or damage to your property. You are under a duty to mitigate any risks to yourself as far as is practicable, by taking all reasonable steps to comply with all instructions of your tour leader and the instructions included in your route map and taking all reasonable steps to ensure your safety whilst taking part in the holiday.
It is your responsibility to ensure that you are at a sufficient level of fitness to take part in your chosen. You will generally be at a sufficient level of fitness if you can complete your day’s cycling within a reasonable. You are required to follow any safety advice or other instructions provided to you by your tour guide, and wear a cycle helmet and appropriate clothing at all times whilst cycling.
If you are using your bike, it must be suitable for use for the duration of the route of your chosen holiday. It is your responsibility to arrange for your bike to be transported on the holiday. Your bike must be insured for the duration of your holiday, and your insurance should cover loss or damage to your bike that may occur during your holiday. Cycle Tours Uganda takes great care to ensure that your bike is safe at all times. However, we cannot accept any responsibility for any damage to your bike or loss of your bike, including if your bike is stolen during the holiday.
Bike hire is available to be booked at any time up to the start of your holiday, subject to availability. If you choose the bike hire option, your bike will be provided at the beginning of the holiday and returned to the ground staff at the end of your holiday.
We endeavor to ensure that all the information and prices contained in our advertising material are accurate, however, occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.
Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your requirements including pre-existing medical conditions, cancellation charges, medical expenses, and repatriation in the event of accident or illness. If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising.
The cost of holidays featured on this website may be changed due to changes in exchange rates, transport or accommodation costs, government action, etc. Prices may be changed at any time up until a booking has been confirmed.
Once a confirmation invoice has been issued, we guarantee that the price shown will not be increased other than in the following circumstances:
If, as a result of changes in exchange rates used to calculate the cost of your holiday, the Company considers that such an event materially increases the costs of it performing its obligations under this Agreement and/or otherwise adversely affects the benefit it derives from this Agreement, the Company may give notice to the other of the same and issue a surcharge invoice. If any surcharge is greater than 10% of the cost of your Holiday you will be entitled to cancel your booking and receive a full refund (excluding bank charges, if any). Should you wish to cancel your holiday in these circumstances you must give the Company notice in writing within 14 days of the surcharge invoice date.
6. JURISDICTION AND GOVERNING LAW
These terms and conditions will be exclusively governed by and will be construed by, the laws of Uganda. The courts of Uganda will have exclusive jurisdiction to settle any claims arising out of or in connection with these terms and conditions and you’re booking with us.
7. DOCUMENTS AND INFORMATION
Any information or advice provided by the Company on matters such as visas, vaccinations, climate, clothing, equipment, etc is given in good faith but we cannot be held responsible for any errors or omissions. The client is entirely responsible for obtaining any necessary medical vaccinations or other preliminary travel arrangements, including visas or permits, and any additional costs incurred. The Company cannot accept any responsibility for the consequences should visas or vaccinations not be obtained before the departure of the trip.
8. CUTTING YOUR HOLIDAY SHORT
If you are forced to return home early, we cannot refund the cost of any travel arrangements you have not used. If you cut short your holiday and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided, we will not offer you any refund for that part of your holiday not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them
9. IF YOU CHANGE YOUR BOOKING
If you wish to change any part of your booking after our confirmation invoice has been issued, you must inform us in writing (which includes by email) as soon as possible. This should be done by the first-named person on the booking. Whilst we will do our best to assist, we cannot guarantee that we will be able to meet your requested change. Where we can meet a request, all changes will be subject to payment of any costs and charges incurred by us and/or incurred or imposed by any of our suppliers in making this change. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you.
10. TRANSFER OF BOOKING:
If you or any member of your party is prevented from traveling, that person(s) may transfer their place to someone else, subject to the following conditions:
- that person is introduced by you and satisfies all the conditions applicable to the holiday;
- we are notified not less than 7 days before departure;
- you pay any fees, charges, or other costs arising from the transfer; and
- the transferee agrees to these booking conditions and all other terms of the contract between us.
You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges. No refunds will be given for passengers not traveling or for unused services.
Important Note: Certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.
11. IF YOU CANCEL OR CHANGE YOUR BOOKING
If you wish to cancel your bike tour, this must be in writing by the person who signed the booking form and whose name is on the invoice. The following cancellation rates will apply:
- More than 55 days before departure date: 30%
- 29–55 days before departure date: 50% of holiday price
- Less than 28 days before departure date: 100% of holiday price.
12. IF WE CANCEL YOUR BOOKING
In the unlikely event that we have to cancel any tour, including:
where circumstances beyond our reasonable control arise, for example, war, civil or political unrest, terrorism, poor weather conditions, or technical problems arise with transport.
If we cancel in either of the circumstances described above, we will, if possible, offer an alternative tour. If the replacement tour is of a lower value, we will refund the difference in price to you. If this is not acceptable to you, we will refund all payments made to us in respect of your tour. We will advise you of this no later than 28 days before departure.
13. EVENTS BEYOND OUR CONTROL
Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Events Beyond Our Control”. For these Booking Conditions, Events Beyond Our Control means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and the threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, or natural disasters such as floods, earthquakes, or weather conditions that make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labor strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concern’s control.
14. MEDICAL PROBLEMS
It is your responsibility to ensure that you are sufficiently fit and healthy to complete your chosen tour. We reserve the right to require you to produce a doctor’s certificate of fitness to participate in your chosen holiday. If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the holiday, you must advise us before booking. If you do not do so. We will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details. If during your holiday, we become aware of a medical problem or disability which may affect your health and safety or the health and safety of others, which you did not disclose at the time of booking, we reserve the right to postpone, restrict or cancel your involvement in any cycling activities, at the tour leader’s sole discretion.
15. ACCOMMODATION PROVISIONS
B&B OPTION & DOUBLE OR TWIN/TRIPLE
If you choose the B&B only option you will stay in a mixture of B&B’s, hotels, and country pubs. If you are traveling with a friend then you will be roomed together in a twin or if you’re with your partner then you will be in a double room (or a twin if you prefer). If you are traveling alone then you will be roomed with another member of the group in a twin or triple room (same-sex). The actual stopovers may change from the advertised accommodation providers, if this happens then an equivalent standard of accommodation will be used nearby. The majority of the rooms you stay in will be en-suite however you may stay in a couple of rooms that are not en-suite.
SINGLE ROOM OPTION
If you choose the single room option, you will have your room for the duration of the holiday. This will be in either a single room or single occupancy of a double room in a mixture of en-suite and non-en-suite rooms.
Any complaints regarding the tour should be made to the tour leader and/ or local representative who will normally take the appropriate action. If at the end of the tour, you feel that your complaint was not dealt with properly and was not satisfied with the response, you must notify us of your complaint in writing within 28 days of the actual completion date of the tour. We will try to agree on a settlement with you.
Your behavior should not be excessive, noisy, or disruptive, especially at night. Offensive or illegal behavior will not be tolerated and may result in the police being involved. We do not consider offensive or aggressive behavior or language towards our staff to be acceptable. We may ask you and/or any member of your party to leave immediately if your conduct is considered by us to be inappropriate, likely to cause harm, or impair the enjoyment, comfort, or safety of your neighbors, other members of your group, staff and the general public, or is likely, in our belief, to breach any terms of our agreement with you. No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future bookings from you or any member of your party.
18. EXCURSIONS AND EXPERIENCES
We appreciate you may wish to partake in other activities before, after, or indeed during your holiday with us. If an excursion or experience forms part of your holiday for which we will be responsible we will advise you and it will be included as part of the all-inclusive price of your holiday, not a separately priced item.
19. CONDITIONS OF SUPPLIERS
Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services by their terms and conditions which will form part of your contract with us. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually by applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from us or the supplier concerned.
20. DATA PROTECTION/PRIVACY.
The Company shall not be held liable for any damages caused by the total or partial failure to carry out the contract if such failure is: i) attributable to the client/you, or ii) unforeseeable or unavoidable and attributable to a third party unconnected to the Company, or iii) as a result of reasons of Force Majeure, or iv) a result of an event that even with all due care and attention we could not foresee or forestall, or v) due to the theft of bicycles or injury as a result of cycling either on or off-road, and in particular injuries received as a result of either negligent/unsafe cycling, inadequately maintained and serviced personal equipment, including privately-owned bicycles, or the failure to wear appropriate safety equipment, notably cycle helmets, gloves, etc. Where the Company is found to be liable for damages in respect of its failure to carry out the contract, the maximum amount of such damages will normally be limited to the price paid for the tour.