Every booking placed with Liberty Trails shall be bound by the following terms and conditions.
1. Making Your Booking & Contract
In order to make your booking, the Client (party leader) must provide Liberty Trails with a completed Rider Information Form for each rider in your party. This can be done by:
i. Emailing or posting a completed form to Liberty Trails
ii. Completing the Rider Information Form over the telephone with us.
When completing the booking form, the Client is required to provide full details which truly reflect the personal information and riding ability of all members of the party. On completion of the booking form the Client declares that the information provided is accurate.
On completion of this form the Client confirms that all members of the party agree to bide by the Terms and Conditions set out in this document. Further, the client confirms that they have appropriate personal medical and travel insurance in place to cover their party booking. Travel Insurance is mandatory for all clients booking a Liberty Trails organised holiday or event and customers must demonstrate that they have adequate cover.
A Contract will exist between the client and Liberty Trails as soon as the booking deposit has been received into the Liberty Trails bank account.
This Contract is governed by English law and in the unlikely event of a dispute both parties agree to submit to the exclusive jurisdiction of the English courts at all times.
In order to secure your preferred dates, a non-refundable deposit of 30% of the total cost upon booking must be paid within 48 hours of receiving your quotation. You will then receive an invoice for the total amount. The outstanding balance, including any additional costs must be received no later than twelve weeks before the date of commencement of your holiday ( except for Earlybird offers, where full payment falls due immediately)
If full payment is not received on or before the due date, we reserve the right to treat the booking as cancelled and, therefore, apply cancellation charges as set out in clause 7 below. Should you make your booking within twelve weeks of departure then the full cost of the holiday will be due immediately.
3. The Cost of Your Holiday Arrangements
Liberty Trails reserve the right to increase the price of your holiday in the event of exceptional cost increases which are out of our control. In the event of this occurring, we will absorb an amount equivalent to 2% of the holiday price excluding any charges for alterations requested by you. Only amounts in excess of 2% will be surcharged. If this equates to more than 10% of your holiday price, you will automatically be entitled to cancel your holiday with the payment of a full refund of all money paid excluding alteration charges. Exceptional cost increases will include increases in transportation costs including fuel, taxes, (including VAT) or other fees payable for other services.
All itineraries clearly state what is included and excluded in the price of each holiday. In paying a deposit, the Client agrees to the itinerary and the price of the holiday.
4. Cancellation by Liberty Trails
In the unlikely event that we have to cancel your riding holiday for reasons other than
a) Fault of the client
b) Force majeure
c) Insufficient numbers to proceed with the ride
We will endeavour to offer you an alternative holiday of at least comparable standard if available.
5. Alterations & Changes by Liberty Trails
Liberty Trails do the very best to ensure the riding holidays are provided as booked. However, our holidays and itineraries are planned months in advance of promotion and, therefore, are occasionally subject to changes. In the unlikely event that a ‘significant’ change is made, then subject to clause 6 below you will be given the option (to be exercised by giving notice to us in writing within 14 days of notification of a significant change) of
a) accepting the change; or
b) cancelling your holiday, whereupon you will receive a full refund.
A ‘significant’ change is a change in dates, a lower standard of accommodation for the whole or significant proportion of the holiday or a change to the whole or significant proportion of the riding programme. In the event of minor alterations and changes made by Liberty Trails , no refund or compensation will be given and if you cancel the holiday the provisions of clause 7 will apply. A minor change or alteration includes any change which is not a significant change. If we are aware of changes prior to booking, we will inform the Client before a booking is made. Please note that we do not accept responsibility under any circumstances for accommodation booked separately by clients.
6. Force Majeure
Liberty Trails regret we cannot offer refunds or compensation in the event of cancellation or alterations as a result of force majeure. Force majeure is defined as war, threat of war, riot, civil strife, industrial dispute, strike, lock-out, government action, terrorist activity, natural or nuclear disaster, fire, flood and adverse weather conditions.
7. Cancellation by You
Bookings may be cancelled at any time prior to the departure date by written notification by the Client. The cancellation date will be taken as the date that written confirmation is received by Liberty Trails. For this reason, Liberty Trails recommend recorded delivery. Cancellation charges are expressed as a percentage of the total holiday price and are payable to Liberty Trails . Cancellation charges are as follows:
a) 35 days or less before departure 100% cancellation charge
b) 35 – 56 days before departure 50% cancellation charge
c) The deposit payment of 30% of the total cost is non refundable after a holiday has been accepted by us.
8. Alterations & Changes by You
Should you wish to make changes to your riding holiday after confirmation, Liberty Trails will use our best endeavours to make the requested alterations, although we provide no guarantee that this will be possible. An administration charge of £25 per person may be implemented at the discretion of Liberty Trails on each occasion when an alteration is made at your request. Further, all additional costs incurred by either Liberty Trails or our suppliers are payable by the client. Specifically if extra services are contracted by you during your UK riding holiday you will be charged for these services.
In completing the Rider Information Form, the Client and all members of the party accept that horse riding is classed as a high risk sport and being in the vicinity of horses poses risks. Whilst riding or in the vicinity of those horses which are in the care of the tour operator or guide on your holiday, you must comply at all times with their instructions. It is a condition of your booking that you accept that the tour operator or guide is entitled to insist that you dismount or to refuse you the right to ride for any reason including your inability, health or behaviour, if they consider you are endangering or may endanger the safely or welfare of any persons or horses including yourself. In the event of such circumstances, you will not be entitled to any refund or compensation.
Liberty Trails require that the Client and all members of the party wear suitable safety equipment including hard hats whilst in the vicinity of horses. We require that hats comply with relevant safety standards, are purchased from reputable suppliers and are fitted by qualified persons.
On completing the booking form, you accept our suppliers may require you to sign separate acknowledgment and personal liability forms before you commence your holiday. Refusal to sign such forms may result in your not being allowed to participate in riding or other activities. In those circumstances you will not be entitled to a refund or compensation from Liberty Trails.
We accept responsibility for ensuring that all parts of our contract are properly performed except where failure or improper performance is due to:
a) your own acts or omissions.
b) the acts or omissions of a third party not connected with the provision of your arrangements and which are unforeseeable or unavoidable.
c) Any event which either we or the suppliers of the services in question could not have foreseen or forestalled even with all due care.
d) Force majeure
We expect all clients to behave with consideration to other people and their horses. If, in our opinion, or in the opinion of any other person in authority, the Client or any member of the party behaves in such a way to cause or be likely to cause distress, danger, or annoyance to any third party or damage to property, we reserve the right to terminate the holiday arrangements of that person without notice. In this situation, our responsibility towards that person (including any return transfer arrangements) will immediately cease and we will not be responsible for meeting any costs or expenses that that person may incur as a result. We will not make any refunds or pay any compensation,
12. Special Request or Medical Problems
Although Liberty Trails will use our best endeavours to forward any reasonable requests on to the relevant supplier, we regret we cannot promise that any request will be complied with unless we have expressly confirmed this to the Client in writing. Confirmation that a special request has been noted or passed onto a supplier or the inclusion of the special request on your confirmation or any other documentation is not confirmation that the request will be met. Unless and until expressly confirmed in writing, all special requests are subject to availability. Please note that in general rides on hired horses carry a weight limit of 85 or 90 kg, if you are above this weight you need to check with us before booking.
If you have a complaint or are unhappy about any aspect of your Dartmoor riding holiday, you must immediately inform the guide or organiser of your holiday so that they can endeavour to put it right. If the matter cannot be resolved locally to your satisfaction and you wish to make a complaint you must Liberty Trails by telephone or email at that time so that we may try and resolve the situation. If you are still not satisfied, you must notify us in writing, giving full details of the complaint, so that it reaches us not later than 28 days after the last day of your UK riding holiday. No proceedings instigated more than two months after your return date will be considered. If you do not comply with any of these requirements, we will not accept any responsibility for the matter giving rise to your grievance, having been unable to put it right immediately or to investigate it at the relevant time.
14. Data Protection Policy
So that we may process your booking and ensure your travel arrangements run smoothly, we need to use the information you provide such as name, address, riding experience and any specific requirements. We take full responsibility for ensuring proper security measures are in place to protect your booking. We will not pass your details onto third parties not connected with your holiday. It is necessary to pass information provided by you onto the relevant suppliers. The information may also be received by security or credit checking companies, public authorities such as customs, immigration, if required by them or as required by law. Unless informed otherwise by you, we may use your information to provide you with future offers and information.
15. Financial Security
In compliance with the UK Package Travel, Package Holidays and Package Tour Regulations 1992, an insurance policy has been arranged to protect the monies paid in respect of the travel arrangements offered in respect of your holiday and to cater, where necessary (and subject to the terms of the insurance policy) for a refund of such monies.
16. Conditions of Suppliers
Please note that all services are provided subject to the conditions of the relevant supplier. Some of these conditions may exclude or limit the suppliers’ liability to you, usually in accordance with the appropriate international conventions which apply to the services provided by such suppliers.
Liberty Trails’ own comprehensive insurance policy includes cover for personal belongings, cancellation, medical problems and it is, of course, valid for those participating in adventurous horse riding activities. We reserve the right to carry out a veterinary inspection of all horses bought on to one of our riding holidays to ensure the best quality holiday for you and your horse. In the event of a serious accident, you grant us the power to execute the vet’s recommendations in the best interests of your horse.