1.Brief Contractual Profile
WorldWide Exotic Adventures S.R.L. also referred to hereafter as the AGENCY, fully complies with the current European and American regulations regarding the protection of its client’s ́ money, offering superior quality professional services with competitive prices and attending a growing international need for authentic quality programs that offer enriching experiences.
We invite you, as our prized CLIENT, to carefully read the following Terms and Conditions, as they will act as your contract with the AGENCY. By booking a trip with WorldWide Exotic Adventures, you agree to adhere to our Terms and Conditions and Cancellation Policy, as well as to certain liability limitations.
The attached preliminary quote will be valid for 60 days from its date of issue and might be subject to changes on the CLIENT ́s part, as well as on that of the AGENCY. Neither do our prices include international airfares, nor airport taxes in general and do not consider personal expenses or insurances.
2. Securing your Booking
To guarantee a reservation, the AGENCY requires a fully completed booking form (Either the one on our website or the one sent by us with your quote), together with a 50% deposit payment of the chosen program ́s full price. A booking is accepted and becomes valid to us, only when we receive your down payment.
3. Client Details
In order to confirm and guarantee the CLIENT ́s travel arrangements, the CLIENT must provide all client details with their final payment, no later than 45 days prior to the start of the program, as last minute bookings are subject to a USD$100.00 fee. If the CLIENT does not provide all client details at the latest 45 days before departure, a USD $50.00 extra fee will be added to the final price. If client details have not been provided to the AGENCY 20 days prior to the CLIENT ́s trip departure, the AGENCY will reserve the right to consider the reservation as void, and full cancellation penalties will be applied.
Client details include:
- Full name
- Date of birth
- Passport number
- Copy of passport details and medical form (When applicable)
- International flight details.
4. Final Payment and Surcharges
The CLIENT must deposit the final payment no later than 45 days prior to the start of the program, as last minute bookings are subject to a USD$100.00 fee. If the Client does not deposit the final payment by the stipulated date, the AGENCY reserves the right to consider the reservation file as void and due cancellation charges will be applied.
The AGENCY reserves the right to adjust the price of the chosen program, taking the following items into account: Government actions, currency fluctuations, transportation costs (Including the cost of fuel), airport charges and increases in scheduled air fares. If the surcharge results in an increase superior to 10% of the total price, including government taxes and amendment charges, the CLIENT may decide to cancel the booking within 7 days of notification of the surcharge and will obtain the full refund. In this case, you will be notified no later than 4 weeks before departure.
The AGENCY reserves the right to change any of the facilities, services or prices described in its program ́s proposal, quote, brochures or website. If such a change is made, the CLIENT will be informed at the time of booking or when that change occurs. If the AGENCY operates major changes, it will inform the CLIENT as soon as possible, and if major changes occur, the CLIENT may choose between accepting these changes, postponing the trip or accepting any alternative program offered by the AGENCY, providing that these changes are not the result of situations beyond WorldWide Exotic Adventures’ control or consolidation programs.
Compensation will be paid as follows:
Our Notification Time Period to You:
- More than 42 days in advance: No compensation
- 41 to 28 days in advance: USD$ 30.00 per individual
- 27 to 14 days ahead of departure: USD$ 40.00 per individual
- 13 days to departure date: USD$50.00 per individual.
The AGENCY will not pay any compensation, if forced to cancel or change your program because of Act of God (Threat of war, riot, civil upheaval, industrial strike, terrorist activity, natural disaster, fire damage or adverse weather conditions, epidemics or health risks, technical or maintenance problems with means of transportation, closed or congested airports or ports, changes imposed by re-scheduling or cancellation of flights by airlines, alteration of airlines or types of aircraft, etc.).
The term “consolidation” refers to the fact that some programs, known as fixed departure trips or escorted escapes, are dependent upon a minimum number of participants (Eight). If the AGENCY must change a program ́s departure date due to lack of consolidation, then the trip will be postponed to a mutually acceptable date.
7. Cancellations Made by the Travel Agency
The AGENCY reserves the right to cancel any one of its programs, before it is guaranteed to run, but will not cancel a trip less than 90 days before departure. A trip is guaranteed to run unless minimum numbers are stated, as this applies to departures within the AGENCY ́s website or brochure ́s validity range.
The AGENCY reserves the right to cancel any trip, including if it is guaranteed, at any time prior to departure, due to force majeure (Act of God), in order to safeguard its client’s ́ security and wellbeing. If the AGENCY cancels a group trip on which you are holding a fully paid booking, you may choose between an alternative trip or the postponing of that trip ́s departure date.
Note: Scheduled flight airlines may impose 100% cancellation charges.
8. Cancellation Made by the Client
Should the client wish to cancel a trip, cancellation charges will be imposed. These are calculated starting from the date the written notification is received by the AGENCY.
Cancellation charges are as follows:
- 90 and more days before departure: Retention of deposit
- 89 to 60 days before departure: 60% of total price
- 59 to 30 days before departure: 90% of total price
- Less than 29 days before departure: 100% of total price.
We strongly advise and urge our clients to get a good travel cancellation insurance, at the time they purchase a program from the AGENCY.
Should the CLIENT express a complaint about any of the program ́s arrangements, it is a condition of the contract that the CLIENT should tell our local representative directly after the problem has taken place. Failure to complain at that moment will deny us the opportunity to investigate and rectify the problem and this will make the AGENCY unable to accept any form of responsibility for it.
If the CLIENT has a dispute with the AGENCY which it is unable to resolve on the spot, please send your complaints to us within 14 days after returning home, in written form, and we will further investigate the problem to find its most adequate solution.
10. Physical Conditions
The CLIENT has to make sure that his/her physical, mental and emotional conditions enable him/her to participate in the reserved program. If the CLIENT has to cancel the trip because of poor or weak physical, mental and emotional fitness, cancellation conditions, as expressed in item 8, will be valid.
11. The Client ́s Liabilities
The CLIENT agrees to accept the authority and decisions of the AGENCY’s employees, tour leaders and agents, during the trip. If in their opinion, the health or conduct of a CLIENT, at any time, before or after departure, appears likely to endanger the group ́s safety and comfort or happy progress of a trip, that CLIENT may be excluded from all or part of it. If a CLIENT commits any illegal act, he/she may be immediately excluded from the trip and the AGENCY shall directly cease to assume all liability towards that individual.
Clients must, at all times, strictly comply with the laws and customs, as well as with the foreign currency exchange and drug regulations of all countries they visit. Furthermore, they must be in possession of and are responsible for presenting a valid passport, visa, if applicable, as well as any vaccination certificates and insurance policies required for the whole of their journey.
Therefore, the CLIENT ́s passport must be valid for at least 6 months past the return date to his/her country. The CLIENT assumes full responsibility for obtaining all such documents, certificates, and permits, and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by the AGENCY regarding visas, vaccinations, climate, clothing, luggage, special equipment, etc. is given in good faith, but the AGENCY cannot be held responsible for any of this information and is not responsible for any errors or omissions as to the information provided. Please, note that all of WorldWide Exotic Adventures ́ trip related travel documents such as vouchers, itineraries and invoices will be sent via E-mail.
For all trekking and climbing programs, there will be a USD$50.00 additional charge per item, in case of damage to the tent or sleeping bag provided by the AGENCY.
Although the AGENCY does make every effort to inform its clients as best it can, they are solely responsible for acquainting themselves with the customs, weather conditions, physical challenges and laws in effect at each stopover along the itinerary, and we encourage them to make contact with their embassy or consulate in every destination.
12. The Travel Agency ́s Liability
Many of the destinations offered by the AGENCY are in underdeveloped or developing countries, as far as basic infrastructure is concerned. Therefore, there may be delays, discomforts or unforeseen events during a trip.
a) In such cases, the AGENCY will pay reasonable compensation if the CLIENT ́s enjoyment of the program has been adversely affected. But, the AGENCY will not pay any compensation if there has not been any fault on the part of the AGENCY or its suppliers, or if the problem was due to the CLIENT’s own fault, or to actions performed by someone alien to the program ́s arrangements or to an event which neither the AGENCY nor its suppliers could have anticipated or avoided, even if all due care had previously been taken.
b) If the CLIENT suffers death or personal injury as a result of an activity forming part of the program ́s arrangements booked via WorldWide Exotic Adventures, the AGENCY will assume liability, unless there has been no fault on the part of the AGENCY or on that of its suppliers, or if the failure was due to the CLIENT’s own fault, or to actions performed by someone alien to the program ́s arrangements or to an event which neither the AGENCY nor its suppliers could have anticipated or avoided, even if all due care had previously been taken.
c) The AGENCY ́s acceptance of liability to pay compensation as indicated in clauses 12(a) and 12(b) is limited, in the case of traveling by air, rail and sea or in hotel accommodation, to the amount established, respectively, in the provisions
of the Warsaw Convention, amended by the 1955 Den Hague Protocol, 1961 Berne Convention, 1974 Athens Convention and 1962 Paris Convention
13. Flights and Delays
We cannot accept liability for any cancellations, changes in schedules or delays in any of your flights, whether the cancellation, delay or changes are caused by adverse weather conditions, rescheduling of the airline, airport authority and/or action by air traffic controllers, mechanical breakdown or industrial action. Where long flight delays result in lost holiday time, no refunds are given by hotels or service suppliers. Similarly, airlines do not offer compensation for flight delays.
However, at their discretion, carriers will endeavor to reduce the inconvenience of any delay by providing meals and accommodation, as appropriate for the time of day or night (Depending on local availability). If you incur payments for such services in the event of a delay, the AGENCY will not accept responsibility for payment unless we have given our prior consent for it.
14. Service Suppliers ́ Conditions
Airlines, railways, bus and shipping companies, as well as other service suppliers have their own booking terms and conditions, and you will be bound by these as far as the relevant transportation provider or supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant transportation provider or supplier, and they also are often subject to various international regulations.
15. Errors and Omissions
Although the AGENCY has made a thorough and concerted attempt to verify the accuracy of statements made herein, the AGENCY cannot be held responsible for any error, omission or unintentional misrepresentation that may appear on this form or on the AGENCY ́s promotional documentation and website.
We will provide your personal information, as well as any personal information you provide us, in relation with the persons whose travel arrangements have been requested by you, to suppliers and carriers, so as to enable the operation of the services requested by you. However, we are committed to doing our best to protect your personal information.
17. Prices and Arrangements
Quoted program prices are based on current exchange rates, tariffs, and taxes. Therefore, the AGENCY reserves the right to increase its prices to cover increased costs, tariffs and taxes received after prices are published, and in order to reflect fluctuations in foreign exchange markets, as written in item 4.
18. Child Policy
On all programs, unless otherwise indicated, the maximum age of a child is 11 years and 11 months old. 12-year-olds or older youngsters are considered as adults and will be subject to full adult tariffs.
19. Photography during the Trip
The AGENCY staff reserves the right to take pictures during the whole duration of any program or part of it and to use them for promotional purposes. When booking a program through the AGENCY, our clients agree to allow these pictures to be used by the AGENCY. If a participant does not wish to appear on pictures used by the AGENCY, he/she is asked to identify him/herself to their Tour Leader at the beginning of their program, to let him/her know about this.
20. Last Minute Bookings
For any bookings made within 15 days of departure, there will be a USD$100.00 extra fee charged to the booking, to secure it and cover last-minute administrative costs.