1. BOOKING CONFIRMATION
All of our products are priced and charged in Euros.
A booking is made with us once:
You have paid the deposit.
You have acknowledged the Terms & Conditions.
You have provided the details of all persons travelling.
We have issued a booking confirmation.
Any errors identified in the booking confirmation should be notified within 10 days After this period any amendment will be treated as a change,
In order to secure your booking, a deposit of 15% is payable.
The balance will be due 10 weeks prior to arrival.
If we do not receive the balance in full and on time, we reserve the right to treat your booking as cancelled incurring the relevant cancellation charges.
2. CANCELLATION POLICY
Cancellation by us
We reserve the right to cancel the Cycling Camp if circumstances beyond our reasonable control arise which affect the safety and security of the participants or affect our ability to hold the Cycling Camp, including, without limitation, war, civil or political unrest, terrorism or inclement weather conditions;
Where practicable, we will provide written notice of cancellation to the email address we hold for you. In the event notice by email is not practicable due to timescales we will use reasonable endeavours to provide other suitable methods of notice including phone call, text message and updates to our website;
In the event of cancellation of the Cycling Camp, you may be entitled to either a refund or replacement Cycling Camp from us of equivalent or similar standard and price, if we are able to offer you one. We will not, under any circumstances, be responsible for travelling or associated expenses.
Cancellation by you
If you want to cancel your booking, you must contact us as soon as possible. If you want to cancel 30 days before departure, but more than 14 days, we will move your trip to a later date or give you a voucher for the entire value of the trip.
If you want to cancel less than 14 days before the departure, we will move your trip if that’s feasible or give you a voucher for 50% of your stay value.
3. SPECIFIC TERMS AND CONDITIONS APPLICABLE TO THE EMERGENCY AND ROAD ASSISTANCE VEHICLE:
Pickups are limited to a 50km radio which means that Col Ascenders will only pay for trips of up 100 km. Anything beyond this distance would be charged to the client at 0,60€/Km. The emergency vehicle will cover pickups due to an injury caused by a crash only that impedes the cyclist to continue their journey. The road assistance vehicle will also cover pickups due to a bike mechanical failure. This does not include flat tyres or other easily fixable repairs.
In any other instances such as fatigue, injuries not related to a crash or easy-to-fix mechanicals, the client will be charged 0,60€/km for the transport.
4. YOUR STAY WITH US
You acknowledge that the Cycling Camp may involve strenuous physical exercise or other factors which could involve personal risk and you fully understand and accept that your participation in the Cycling Camp may result in serious bodily injury and/or death to yourself or others; The Cycling Camp will be held on public roads and upon which hazards are to be expected; You should not enter and participate in the Cycling Camp unless you are medically able and properly trained and it is your responsibility to monitor your own physical condition throughout the Cycling Camp. You warrant to us that on the Cycling Camp Date you will be in good health and in proper physical condition to safely participate in the Cycling Camp and that you are aware of the risks of participating in the Cycling Camp. If you are in any doubt we recommend that you do not attend the Cycling Camp and seek medical advice.
You acknowledge and agree that you will comply at all times during the Cycling Camp with all applicable local laws; You will always wear a cycling helmet when riding; You agree not to drop litter on any part of the accommodation, surrounding areas or on the road during the rides; You consent to medical care and transportation in order to obtain treatment in the event of injury to you and waive any liability arising out of or in any way connected with the medical treatment and transportation provided in the event of an emergency and/or injury. You understand that no medical care may be available, but if it is, you assume liability for any and all medical expenses incurred as a result of your participation in the Cycling Camp and any treatment you may receive. You acknowledge and understand that it is your personal responsibility to arrange for insurance coverage for the Cycling Camp if you wish to be covered by insurance. We will not provide insurance coverage for your participation in the Cycling Camp. You understand and agree that you must fill in the contact and medical information fields when you register. It is your responsibility to ensure that this information is correct. We will not be liable to you for any loss, damage or mis-treatment/mis-diagnosis that may result from any such information being inaccurate, misleading or incomplete. This medical information will only be used by us to assist in the giving of medical treatment, if required, during the Cycling Camp. I agree that Col Ascenders accepts no responsibility for damage including any bodily injury, death, property damage or losses of any nature sustained by me or by any other person whatsoever and howsoever arising out of an incident in relation to the cycling camp or any ancillary thereto and the hirer and his/her executions and administrators. I assign to expressly renounce all claims against Col Ascenders in respect thereof whereby
the same may be due to or alleged to be due to any negligence, act, or omission on the part of Col Ascenders or not. I hereby release and indemnify and hold indemnified Col Ascenders and all representatives, employees, suppliers of equipment and owners of premises from all liability and responsibility whatsoever for personal injury, property damage or death howsoever caused including but not limited to the negligence of Col Ascenders and its related parties as described above.
5. SPECIAL REQUESTS
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed. We do not accept bookings that are conditional upon any special request being met.
Adequate travel insurance is a compulsory condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements including cancellation charges, medical expenses and repatriation in the event of accident or illness and existing medical conditions. Your insurance must also cover you to undertake cycling activities and the associated risks. If you choose to travel without adequate insurance cover, we will not be liable for any losses arising.
7. JURISDICTION AND LAW APPLICABLE
These Booking Conditions and any agreement to which they apply are governed in all respects by European/Spanish law. We both agree that any dispute, claim or other matter which arises between us out of or in connection with your contract or booking will be dealt with by the Courts of Europe & Spain only.
Cutting your holiday short
If you are forced to return home early, we cannot refund the cost of any services 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
8. CHANGES BY YOU
.If you wish to change any part of your booking arrangements after our confirmation invoice has been issued, you must inform us 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 an administration fee of 20 Euros per person per change as well as any applicable rate changes or extra costs incurred as well as any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. 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. A cancellation fee may be payable. If you are prevented from travelling it may be possible to transfer your booking to another suitable person provided that written notice is given.
Note: Certain arrangements may not be amended after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.
9. CHANGES BY US
It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you or your travel agent of them at the earliest possible date.
Examples of “minor changes” include the following when made before departure:
A change of accommodation to another of the same standard or classification.
A reduction in the number of guides/support if the minimum number of four clients, for a given activity, is not achieved.
In exceptional circumstances we may have to make a major change to your confirmed arrangements. ”Examples of “major changes” include the following, when made before departure;
A change of accommodation area for the whole or a significant part of your time away.
A change of accommodation to that of a lower standard or classification for the whole or a significant part of your time away.
A significant change to your itinerary, missing out one or more destination entirely.
If we have to make a major change or cancel, we will tell you as soon as possible and if there is time to do so before departure, we will offer you the choice of:
accepting the changed arrangements.
having a refund of all monies paid.
accepting an offer of alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value).
You must notify us of your choice within 7 days of our offer. If you fail to do so we will assume that you have chosen to accept the change or alternative booking arrangements.
10. FORCE MAJEURE
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 any event which we or the supplier(s) of the service(s) in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to war, threat of war, civil strife terrorist activity and its consequences or the threat of such activity, riot, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our or the supplier(s) concerned’s control. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure.
11. DISABILITIES AND MEDICAL PROBLEMS
We are not a specialist disabled holiday company, but we will do our utmost to cater for any special requirements you may have. If you or any member of your party has any medical problem or disability which may affect your participation in the tour, please provide us with full details before we confirm your booking so that we can try to advise you as to the suitability of your chosen tour. In certain circumstances, we may require you to produce a doctor’s certificate certifying that you are fit to participate in the tour. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, 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.
It is a condition of joining a tour that in cases of emergency we have your authority to arrange any necessary medical or surgical treatments and to sign any required form of consent on your behalf.
We make every effort to ensure that your holiday arrangements run smoothly but if you do have a problem during your holiday, please inform us on firstname.lastname@example.org ant supplier (e.g. your hotelier) and your tour leader immediately who will. If the problem cannot be resolved and you wish to complain further, you must send formal notice of your complaint to us within 28 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you.
13. YOUR STAY WITH US
All guests staying with us are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of other guests. If in our opinion or in the opinion of your tour leader, any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any of our other guests or any third party or damage to property, or to cause a delay or diversion to the tour or other transportation, we reserve the right to terminate your booking arrangements with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave the tour immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other service will be made and we will not pay any expenses or costs incurred as a result of termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure from the hotel. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
14. YOUR STAY WITH US
We will accept responsibility for the arrangements we agree to provide or arrange for you as an “organiser” under the Package Travel, Package Holidays and Package Tours Regulations 1992 as set out below. Subject to these booking conditions, if we or our suppliers negligently perform or arrange the services which we are obliged to provide for you under our contract with you, as set out on your confirmation invoice, we will pay you reasonable compensation. The level of such compensation will be calculated taking into consideration all relevant factors such as but not limited to: following the complaints procedure as described in these conditions and the extent to which ours or our employees’ or suppliers’ negligence affected the overall enjoyment of your holiday. Please note that it is your responsibility to show that we or our supplier(s) have been negligent if you wish to make a claim against us.
Col Ascenders does not accept responsibility for death, injury or illness of customers on our holidays. Col Ascenders does not accept responsibility for the state of roads on our trips. All routes are followed at the rider's own risk. Cyclists must ride and behave in a responsible fashion. Holidays are booked with the understanding that all riders are physically fit and do not have any medical condition which may make physical activity dangerous for them. Cyclists use any transportation provided by Col Ascenders at their own risk.
15. GENERAL TERMS AND CONDITIONS APPLICABLE TO YOUR BIKE RENTAL CONTRACT:
Formation of your contract with the Bike Rental
We act as agent for the Bike Rentals; when we display Bike Rental’s Products on our Booking Channels, we are, on behalf of Bike Rental, inviting you to make an offer for their purchase.
Your contract with the Operator for the Product is formed as follows:
Once you have filled in the “No. of bike hires” at the booking form stage of the booking path, you have made an offer to purchase the Product from the Operator for whom we are acting as agent.
We are authorized by each of the Bike Rentals to accept or reject your offer on their behalf.
When you purchase a Product, acceptance of your offer occurs when we send you an email confirming your booking, on behalf of the Bike Rental. It is at this point that a contract is formed between you and the Operator for the Products.
All bookings are subject to availability. The Bike Rentals are requested to either confirm or reject a booking within the specified timeframe (which is generally within 24 to 48 hours of when the booking is requested, as determined by Col Ascenders in its sole discretion) or the requested booking will be automatically cancelled.
16. GENERAL TERMS AND CONDITIONS APPLICABLE TO YOUR ACCOMMODATION CONTRACT (VILLA ONLY):
Includes: Properties are let fully furnished and equipped. This includes linen and towels.
CLIENT RESPONSIBILITIES: Must keep the property and all furniture, contents, fittings, facilities, equipment, grounds and any swimming pool in the same condition as at the commencement of the holiday and in the same state of cleanliness and general order in which they were found. The client will be responsible for payment for any breakages, loss or damage to the property or its contents caused by you or anyone you invite or allow into the property. Col Ascenders is entitled to claim such sums from the lead name or any other member(s) of the party without having to prove they were personally responsible for the damage, loss or breakage. We recommend that you take out adequate insurance to cover this liability. Col Ascenders reserves the right to charge you for any extra cleaning, over and above the amount normally required on departure, and for any other utility charges, which are not included in the rental and to claim against you for damage or loss. The client will also be responsible for setting the villa alarm during their stay.
DAMAGES: We ask you to provide us with your credit card details, to hold as security until the accommodation is returned in the condition it was hired out in. Renters agree to pay for repairs of all damages that their group has incurred. In the event of loss or damage of items belonging to the property owner or unpaid expenses incurred during your stay and therefore authorize Col Ascenders to charge the credit card
Arrival and Departure Times Unless otherwise agreed, Clients should arrive between 3 PM and 7 PM on the day of arrival and vacate the property by 10 AM on the day of departure.
LINEN & TOWELS: Linen and towels are included in the rental
ACCESS: A representative must be allowed access to inspect the property prior to your departure. They also have a right to access the property during your stay to carry out urgent maintenance or repairs or in the event of an emergency. Gardeners and pool maintenance staff may enter the grounds during your stay, normally very early in the morning.
SMOKING: Smoking is not permitted within the accommodation but is allowed outside on the balconies or terraces, in gardens or around the pool. Smoking inside the villa may result in loss of security deposit.
SUBLETTING AND ASSIGNMENT: Renters shall not sublet the entire premises or any part of the premises, nor shall they assign this Agreement to anyone else.
PETS: Renters may house no pet of any kind on the premises, even temporarily, without first obtaining Col Ascenders written permission.
BEHAVIOUR: Renters and/or their guests shall not disturb, annoy, endanger, or inconvenience neighbours, nor use the premises for any unlawful purposes, nor violate any law or ordinance, nor commit waste or nuisance on or about the premises. Any inappropriate or destructive behaviour could result in the eviction of the entire Renters group without refund. Col Ascenders will have no further responsibility toward such person(s) including any return travel arrangements.
NUMBER OF PEOPLE USING THE PROPERTY: Only the number of persons stated in the booking may use the property unless otherwise agreed in writing by Col Ascenders. Col Ascenders has the right to terminate your rental without prior notice and without refund or compensation if the maximum number is exceeded. A pro rata sum will automatically be charge to your credit card and invoiced to you for any additional adults/children.
SOCIAL EVENTS AND OTHER FUNCTIONS: If you intend to organise a function (e.g. party, wedding, cocktail party) at the property, you must seek prior written permission from Col Ascenders. Additional charges and/or an increased security deposit may be sought at Col Ascenders discretion.
ILLEGAL DRUGS: Renters agree that any tenant who is found using illegal drugs or allows others to use illegal drugs on the premises will be immediately denied continued occupancy at these premises.
SWIMMING POOL: Swimming pool is not normally open all year round. If your rental period is outside 05 June and 10 October, please check that the pool will be open, filled and ready for use. Pools are not heated unless otherwise advised. Col Ascenders cannot be responsible for low water temperature at any time. Please note that swimming pools carry their own inherent risks. Upon arrival at the property, you must take time to familiarise yourselves with the location, layout and depths of any swimming pool(s) at the property. Please take note of any pool warning signs, depth markings (which may not be accurate) and other instructions for use, which may be displayed. Young children must not be allowed to wander unaccompanied in the grounds of any property where there is a swimming pool. You are responsible for the safety of those using the pool at all times. Children must be properly supervised at all times whilst using or in the vicinity of any swimming pool. You should not enter the water if you have consumed alcohol. You must ensure you are familiar with any pool protection in place.
INSURANCE: Owners have obtained property and liability insurance to cover certain personal injuries occurring as a result of property defects or owner negligence. Owners’ insurance does not cover Tenants’ possessions or Tenants’ negligence. It is a condition of your contract with Col Ascenders that all members of the party have comprehensive travel insurance, which includes cancellation insurance and cover for damage or loss to the property. We do not check insurance policies; however, we reserve the right to request written details (insurer’s name, policy number and emergency contact number) of your policy.
AGREEMENT NON-COMPLIANCE: Renters assure Col Ascenders, that any tenant who violates any of the terms of this Agreement shall be immediately denied occupancy and shall remedy any damages or other expenses caused by the tenant and/or the tenant's guest(s).
LIABILITY: Col Ascenders cannot be held responsible for noise or disturbance originating beyond the boundaries of the property or which is beyond Col Ascenders’s control. In the event that a source of reasonably obvious noise has been in existence prior to your arrival and we are informed of this, we will endeavour to contact you to inform you of the disturbance. Col Ascenders cannot be held responsible for the breakdown of, or technical problems with, mechanical equipment such as pumps, boilers, swimming pool filtration systems or domestic equipment, nor for the failure or non-availability, for any period of time, of utilities such as water, gas, telephone/Internet and electricity. Col Ascenders cannot be held responsible for any event or circumstance, which is beyond its control or for the consequences of any such event or circumstance including any resulting loss or damage.
NON-WAIVER: Should either Col Ascenders or Tenants waive their rights to enforce any breach of this Agreement, that waiver shall be considered temporary and not a continuing waiver of any later breach. Although Col Ascenders may know when accepting rent that Tenants are violating one or more of this Agreement’s conditions, Col Ascenders in accepting the rent are in no way waiving their rights to enforce the breach. Neither Owners nor Tenants shall have waived their rights to enforce any breach unless they agree to a waiver in writing.
TERMINATION: Either party may terminate this lease in the event of a violation of early provision of this lease by the other party in the manner and as provided by law.
WAIVER AND RELEASE FROM LIABILITY: Renter hereby waives and releases, indemnifies, hold harmless and forever discharges Col Ascenders and its agents and employees from any and all claims, demands, debts, contracts, expenses, causes of action, lawsuits, damages and liabilities, of every kind and nature. Col Ascenders is not liable for loss, damage of property, to/of Renter or its group or guests. Renter assumes any risk, and takes full responsibility and waives any claims of personal injury, death or damage to personal property associated with the stated accomodation including but not limited to man-made hazards associated with the property such as slippery shower basins, baths, swimming pool facilities and natural hazards such as holes, ditches, fallen trees, branches, ice, snow, and or other irregularities in terrain and using the terrain including walking, jogging, biking or related activities. Renter primary contact needs to be at least eighteen (18) years of age.
GOVERNING LAW & JURISDICTION: Disputes between the parties to this contract shall be settled by spanish law.
PASSPORTS, VISAS, DOCUMENTATION AND HEALTH REQUIREMENTS: You are responsible for your travel and health documentation (passports, driving licences, and vehicle registration documents, green card, motor insurance etc.). Col Ascenders cannot accept liability if you are refused entry onto any transport or to any country due to failure on your part to carry correct documentation. If you are not a citizen/member of the European Community, you must check passport and visa requirements with the Embassy or Consulate of any country you intend to travel through.
17. GENERAL DATA PROTECTION REGULATION
Col Ascenders will store and process your personal data in order to provide the services that you have contracted with us:
The data will only be passed to third parties where required to provide the aforementioned services.
Where you give us permission we may contact you in order to inform you about products and services that may be of interest to you.
You may contact us at any time revoke this permission.
We will never pass your details to a third party for marketing purposes.
We will produce digital images recording the activities taking place on our Camps and Tours. These images may be used on our website, social media platforms and within our digital record of each Camp and Tour.
You have the right to not appear within the images if you so wish.
You have the right to access the personal data which we hold on you.
You have the right to request that your personal data is deleted.
All GDPR requests should be directed to email@example.com