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Terms and Conditions for Tour Bookings with The Ride Travel LTD

Last Updated:  10/05/2025

 

1. Introduction

Welcome to The Ride Travel LTD (“we”, “us”, “our”). Please read these Terms and Conditions carefully before making any bookings on our website, www.theridetravel.com. By using our website and booking one of our tours, you confirm that you understand, accept, and agree to be bound by these Terms. These conditions govern your participation in our package tours, which feature set itineraries for group travel in South East Asia and the UK, including adventurous activities such as scuba diving alongside sightseeing and cultural experiences.

 

2. Company Information and Eligibility

The Ride Travel LTD is a company registered in the United Kingdom (Company No. 16098788) and is governed by English law. By booking a tour, you confirm that you are legally capable of entering into a binding contract (i.e., you are at least 18 years old, and any individuals included in your booking meet this requirement).

 

3. Booking Process and Formation of Contract

  • When you book a tour via our website or an authorised agent, you warrant that you have the authority to accept these Terms on behalf of your party.

  • A binding contract is formed once we confirm your booking via email. This confirmation will include the tour details, payment invoice, and a copy of these Terms and Conditions.

  • All bookings are provisional until you complete our Customer Information Form, which will be emailed to you immediately after booking and must be submitted within 48 hours. Failure to do so may result in cancellation of your booking, with your deposit retained.

  • It is your responsibility to review the details in the confirmation email and notify us in writing at info@theridetravel.com within 48 hours if any discrepancies are found.

 

4. Pricing, Payment Terms and Deposits

  • Tour Pricing: Tour fees may change until your booking is confirmed. We recommend checking the current price at the time of booking.

  • Deposit: A non-refundable deposit of £199 per person is required at booking. At checkout, you may choose to pay either the deposit only or the full amount.

  • Payment Schedule: If you select deposit-only, the remaining balance is due in three instalments, payable no later than:

    • 100 days before departure

    • 70 days before departure

    • 45 days before departure
      You may pay at any time before each deadline.

  • Missed Payments: Late or missed payments may result in cancellation of your booking, and you will be liable for any applicable cancellation charges. We will issue invoices and payment reminders via email ahead of each due date.

  • Cancellation for Non-Payment: If a payment fails or is not received by the deadline, The Ride Travel reserves the right to suspend or cancel your place on the tour until the outstanding balance is settled. All sums paid to date may be retained, and we may pursue any remaining balance owed.

 

5. Diving Tours

For tours that include scuba diving, you must provide proof of Open Water certification (PADI or SSI) within 7 days of booking. Failure to provide valid certification may result in cancellation of the diving portion of your trip without refund.

 

6. Add‑Ons

Optional add‑ons (e.g., single room supplements, dive qualifications) will be handled post‑booking via the Customer Information Form. Any additional fees will be invoiced separately and must be paid before the 45-day deadline unless otherwise specified.

 

7. Cancellation Policy

  • 120 Days or More Before Departure: Cancellations 120 days or more before departure incur a 50% cancellation fee on all sums paid, in addition to the non-refundable deposit.

  • Between 60 and 120 Days: Cancellations in this window forfeit all sums paid; no additional cancellation fee applies.

  • Less Than 60 Days: All amounts paid are non-refundable, and standard cancellation charges will apply if any remain outstanding.

  • Procedure: All cancellation requests must be made in writing. The effective cancellation date is the date we receive your written notice.

 

8. Date Changes and Rescheduling

  • Requests: Date change requests must be submitted in writing and are subject to availability.

  • Restrictions: No changes accepted within 60 days of departure.

  • Conditions: Rescheduled tours must occur within 12 months of the original booking date. If the cost of the new tour is higher, you will be responsible for the price difference.

 

9. Special Requirements, Medical Conditions, and Fitness Declaration

  • Disclosure: You must inform us in writing of any medical conditions, disabilities, or other health issues at booking.

  • Fitness Declaration: We will send you a fitness/self‑declaration form after booking and before departure. You must complete and return this form by the date specified, or you may be refused participation without refund.

  • Activity Focus: While we endeavour to accommodate all abilities, our tours are activity focused and may not be suitable for everyone.

  • Consequences: Failure to disclose relevant health information may result in cancellation of your trip without refund.

 

10. Travel Documentation

You are solely responsible for ensuring that your passport is valid for at least six months beyond your return date. We are not responsible for obtaining any necessary visas or for any entry issues arising from inadequate travel documentation.

 

11. Itinerary Adjustments

  • General: While we follow a set itinerary, adjustments may be necessary due to circumstances beyond our control (e.g., weather, logistical issues).

  • Diving Tours: Dive sites and daily schedules may change based on local conditions (currents, visibility, weather). We will aim to provide equivalent or superior alternatives where possible.

 

12. Third‑Party Service Providers

We partner with local suppliers and guides for various services included in our tours. These services are provided by third parties and are beyond the direct control of The Ride Travel. We accept no liability for their acts, omissions, or failures.

 

13. Non‑Transferability

Bookings are personal and non-transferable. If you cannot participate, the cancellation policies herein apply. There is no provision to transfer your booking to another person.

 

14. Unused Services and Refunds

No refunds or discounts will be provided for missed or unused services, including late arrival, early departure, or opting out of activities.

 

15. Conduct and Behaviour

Participants must behave respectfully. If your conduct is deemed unacceptable by our staff or local guides, we may terminate your participation without refund.

 

16. Force Majeure

Neither party shall be liable for any failure or delay in performing obligations due to events beyond reasonable control, including but not limited to acts of God, war, terrorism, pandemics, government action, strikes, or natural disasters.

 

17. Cancellation by The Ride Travel

If we cancel a tour:

  • You may transfer the full amount paid to another available tour date.

  • You may switch to a different tour of equal or lower value; any difference in price will be refunded.

  • You may switch to a tour of higher value by paying the price difference.

  • If none of the above options are suitable, you will receive a full refund of all monies paid.

 

18. Insurance Requirement

You must hold valid travel and medical insurance covering all activities included in your tour, including scuba diving to depths of up to 30 metres. Proof of insurance may be requested before departure.

 

19. Group Size

Tours operate with a minimum of 6 and a maximum of 18 participants. We reserve the right to cancel or alter tours if minimum numbers are not met.

 

20. Complaints Procedure

If you have a complaint, please notify your tour leader immediately to seek a prompt resolution. If unresolved, submit your complaint in writing to info@theridetravel.com within 28 days of the tour’s end. We will acknowledge receipt within five working days and aim to resolve all issues within 30 days.

 

21. Data Protection and Privacy

  • Collection & Use: We collect personal data (contact details, date of birth, health information) to process bookings and provide tours, in compliance with GDPR.

  • Data Retention: We retain personal data for up to six years to comply with UK tax, accounting, and safety regulations.

  • Marketing: By providing your data, you consent to receive marketing communications about future tours and offers.

  • Your Rights: You may access, update, or request deletion of your data by contacting info@theridetravel.com.

  • Sharing: Personal data may be shared with third-party providers solely to fulfil your tour.

 

22. Photographs and Videos

During tours, photographs and videos may be taken by staff, local guides, or participants. By joining, you consent to their use in our marketing materials (website, social media). If you object, inform us immediately, and we will remove your likeness from future use.

 

23. Cookies & Website Terms

Use of our website is subject to our Cookie Policy and Website Terms. Please see Cookie & Terms Policy for details.

 

24. Severability

If any provision is deemed invalid or unenforceable, it will be severed, and the remainder of these Terms will remain in full force.

 

25. Governing Law & Jurisdiction

These Terms are governed by English law. Any disputes will be subject to the exclusive jurisdiction of the English courts.

 

26. Amendments

We may amend these Terms at any time. Changes will be posted on www.theridetravel.com. Continued use of our services constitutes acceptance of the updated Terms.

 

27. Contact Us

For questions or clarifications, contact us at:

Email: info@theridetravel.com

Website: www.theridetravel.com

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