Booking Terms & Conditions
Booking Conditions
1. Our Details
We are the Ordinary Sports Group Ltd, a limited company incorporated in England trading as Ordinary Sports Group (company number 13176882) whose trading address is 71 Ravensbury Road, London, SW18 4RX, United Kingdom ('we', 'us', 'our'). We are a specialist sports, charity and event consultancy and our business operate out of the United Kingdom (UK). By booking a service with us, you acknowledge that you have read, understood, and agreed to be bound by this Agreement.
2. Law and Jurisdiction
This contract is governed by English Law and the exclusive jurisdiction of the English courts.
3. Application of These Booking Conditions
Your contract with us is subject to these booking conditions. A contract will exist between us once you have paid your deposit (or such other fee as may be appropriate, for example where you are making a 'late booking') and we have issued you with our booking confirmation.
When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions and agree on behalf of everyone travelling in your party to be bound by them. All bookings must be made by a person aged eighteen years or over. Where your booking is for more than one person, the first-named person in your party aged eighteen years or over will be treated by us as the 'lead name' for your booking. The lead name will be responsible for making all payments due to us in accordance with our contract.
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.
4. The Price of Your Holiday and Payment
You will be notified at the time of booking of the price of your holiday. 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 a non-refundable deposit, typically 20% of the quoted holiday price, and the full holiday price of a booking should be made at least 60 days prior to departure. Unless you are making a late booking, the balance owing must be paid to us no later than 60 days before your date of departure. If we do not receive the balance by this time, then we will treat the booking as cancelled by you.
We accept bank transfers and credit or debit card. There are no fees for any payment method.
Whilst you are on holiday or before you depart you may, for example through our concierge service, book other holiday arrangements that do not form part of your holiday contract with us and which are not included in the price of your holiday, even though we may assist with arranging them. We reserve the right to pass on any charges levied on us from time to time by our suppliers in respect of any other holiday arrangements made by us or a concierge on your behalf.
5. 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. Please note that the travel insurance provided by some credit card providers often only offers the minimum coverage and, whoever your insurer, you should always check for any exclusion of activities that you might be undertaking. In response to public concern, some insurers now offer specific insurance against cancellation, delay and abandonment due to volcanic ash disruption. This can be taken out as an add-on to some travel insurance policies or as stand-alone cover. We do not provide travel insurance, and we are not responsible for any losses or damages arising from your failure to purchase travel insurance.
6. Data Protection
The protection of your personal information or data is extremely important to us. In order to respond to an enquiry, process and fulfil your booking or send you a brochure or other promotional material, we need to collect personal data from you. We will only process your personal data in accordance with our Privacy Policy for or in connection with the purpose for which you have provided it (for example, arranging your holiday) or as you have consented to our using it (for example, to send you marketing material) or as permitted by data protection laws. Our Privacy Policy can be found here. Please read our Privacy Policy for full details. You and your personal data will be protected by the UK's General Data Protection Regulation (which is otherwise known as UK GDPR) and the Data Protection Act 2018. We refer to this legislation as data protection laws. Ordinary Sports Group is a data controller of your personal data. We take appropriate technical and organisational measures to protect against unauthorised or unlawful processing of personal data and against accidental loss or destruction of, or damage to, personal data, which is appropriate to the harm that might result. Your personal data will be retained by us for the period referred to in our Privacy Policy.
You may ask us what personal data of yours is being held or processed, for what purpose and to whom it may be or has been disclosed. You may also withdraw your consent to receiving marketing material or other communications from us at any time by unsubscribing to our e-mails or otherwise contacting us. Please also let us know if you believe the personal data we are holding is inaccurate, out of date or incomplete. You may contact us by e- mail info@ordinarysports.com. If you have any complaint about the way in which your personal data has been dealt with, please let us know by e-mail to info@ordinarysports.com. We will investigate and respond to you as soon as we reasonably can.
7. Travel Services
We act as an intermediary between you and the providers of any travel services included in your package. We do not directly provide these travel services, and we are not responsible for their quality, suitability, or availability. In the unfortunate case where issues may arise, the Ordinary Sports Group will provide like-for-like replacements and find suitable alternatives where required.
8. Cancellation and Refunds
(a) Transfers
You may transfer your booking to any other person satisfying all the requirements relating to your holiday 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. We will charge an administration fee for arranging the transfer and other costs or additional fees may also arise, which you will have to agree to pay before the transfer can be made.
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. We require your authority in writing before we can make any change. If a change is requested in relation to a group booking we require the authority in writing of the lead name before we can make the change.
b) Cancellation
For our Retreats, the cancellation policy is as follows:
Cancellation charge (expressed as a percentage of the total holiday price):
60 days or more Deposit only (25%)
59 - 43 days: 40%
42 - 29 days: 60%
28 - 7 days: 90%
6 days or less: 100%
9. Dispute Resolution
If you have a dispute with us or a travel service provider, you must first try to resolve it by contacting us. If we cannot resolve the dispute, you may refer the matter to the courts of the country where the travel service was provided.
10. Amendments
We may amend this Agreement at any time by posting the amended terms on our website. The amended terms will take effect immediately. Your continued use of our travel services after the amendments will be deemed as your acceptance of the amended terms.
11. Your Responsibility
(a) Travel Documents. It is your responsibility to ensure that you have all the necessary travel documents, including passports, visas, and health certificates. We are not responsible for any losses or damages arising from your failure to obtain or carry the necessary travel documents.
(b) You are responsible for ensuring that 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. Women 28 weeks or more into pregnancy at the time of return travel must have a doctor's certificate confirming that they are fit to travel (note airlines normally require certification at 32 weeks). We are not liable for any costs, delays or illness resulting from your failure to meet any requirements.
(c) You are responsible for your behaviour and that of your party. We and our suppliers reserve the right to refuse your booking and to remove you and/or any member of your party from any transport, accommodation or any part of your holiday if you or any member of your party is drunk or under the influence of drink or drugs; if you are or we reasonably believe that you are in unlawful possession of drugs; or are behaving violently, disruptively, dangerously or irresponsibly or in any manner whatsoever which presents a risk to you or others or is causing a nuisance or annoyance to others. No refund will be given, or compensation paid, and no costs or expenses for which you become liable or which are incurred by you will be made by us or be recoverable by you from us in such circumstances. You may also become the subject of police inquiry or security measures or investigation and liable in the event that any offence is committed to criminal prosecution and penalties whether in the UK or in any other country having jurisdiction in respect of the alleged activity. You must fully cooperate with and follow any safety procedures and instructions given by any organisation which is running the activities which you do while on holiday. It is possible that such organisations will require you to sign a waiver form in respect of the activity being carried out.
If you have any questions about these terms and conditions, please contact us at info@ordinarysports.com