Terms and Conditions

It is important that you read the following Booking Conditions together with the ‘Frequently Asked Questions’ section within our website.

These form the basis of your contract with us. Please read both these sections carefully as they apply to all bookings you make with us unless otherwise specified.

In these Booking Conditions, ‘we’, ‘us’ and ‘our’ are references to Battlefield Journey Limited
“You” means all persons named on the booking (or any of them as applicable) including anyone who is added or substituted at a later stage. For online and telephone bookings, we will communicate with you by e-mail if you have provided us with your e-mail address for this purpose.

You must check your e-mails on a regular basis. We may also contact you by telephone and/or post if we cannot, for whatever reason, contact you by e-mail. Travel documents are sent by post or e-mail. Except where otherwise stated, you may contact us by email for any of the reasons mentioned in our Booking Conditions at info@battlefieldjourney.com

1. Holiday Payment

You must pay a deposit of £100 per person at the time of booking. The balance of the price of the holiday is due for payment no less than 49 days before departure for all cycling and walking holidays.

If the balance is not paid on time we reserve the right to treat your booking as cancelled by you and apply the cancellation charges set out below. For bookings made on or after the balance due date, the full amount is due at the time of booking. The person making the booking accepts responsibility for paying for all the people on the booking.

You must be at least 18 years old to make a booking with us.

2. Our Agreement

A contract is made when we verbally confirm your booking or, if you make your booking online, when it is confirmed by the issue of an electronic confirmation and invoice at the end of the booking process which you must print and keep. For all bookings, we will endeavour to post our confirmation to you within 7days. You must check all documents we send you carefully as soon as you receive them. We cannot accept any liability if we are not notified of any inaccuracy (for which we are responsible) in any document within 14 days of us sending it out.

We both agree that English law will apply to your contract and to any dispute, claim or other matter of any description which arises between us (“claim”) except as set out below. We both also agree that any claim must be dealt with by the courts of England and Wales only unless, in the case of court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings must either be brought in the courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and any claim governed by the law of Scotland/Northern Ireland, as applicable (but if you do not so choose, English law will apply).

3. Holiday Cancellation by You

If you want to cancel your booking after we have confirmed it, you must do so in writing (not by e-mail) and post or hand deliver it to us. Your notice of cancellation will only be effective when it is received in writing by us at our offices. We will ask you to pay cancellation charges per person on the scale shown below.

f we make a major change amount you will receive from us per person the amount shown on the scale below.

Period before departure
Notice of cancellation from you or major change notified by us
How Much You Receive
If we make a major change amount you will receive from us
If You Cancel
If you cancel your Journey amount of cancellation charge
More than 56 days £0 Deposit only
56 days – 43 days £15 30% of holiday cost
42 days – 29 days £30 50% of holiday cost
28 days – 15 days £45 70% of holiday cost
14 days – 3 days £60 90% of holiday cost
2 days – date of departure £60 100% of holiday cost

Cancellation charges are calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums, credit/charge card and PayPoint card fees.

You may be able to make a claim under your travel insurance policy if your cancellation falls within the conditions of the policy. Claims must be made directly to the insurance company concerned.

Where any cancellation reduces the number of full paying party members below the number on which the price and/or any concessions (including free places for group bookings) agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.

If any member of your party is prevented from travelling, that person may transfer their place to someone else (introduced by you) providing we are notified not less than two weeks before departure. Where a transfer to a person of your choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of £20 per person, must be paid.

4. Holiday Alteration by You

Should you wish to make any changes to your booking, please advise us as soon as possible in writing. Whilst we cannot guarantee changes can be made to your booking, we will endeavour to meet requests if we can. Where we are able to do so, the following charges will apply (in addition to any charges our suppliers may impose or incur, which could be for example 100% of the transport cost).

We charge an amendment fee of £20 per booking for each item you want to change. However, some changes made after balance due date (see Clause 1) may be treated as a cancellation of your original booking. In that case, we may ask you to pay cancellation charges on the scale shown above in Clause 3, together with the full cost of your new holiday, plus any further costs we may incur.

5. Alterations and Cancellations by Us

Occasionally, we have to make changes to and correct errors on our website and other details, both before and after bookings have been confirmed. We may also have to cancel confirmed bookings. Whilst we always try to avoid making changes and cancellations, we must reserve the right to do so.

Most changes are minor and we will try to tell you of such changes before you leave on holiday. Occasionally, we have to make a significant change to your holiday before departure such as the following:

For significant changes and cancellations, if there is time to do so before departure, we will offer the following options:

Compensation will not be payable, and no liability beyond offering the above mentioned choices can be accepted, where;

No compensation will be payable, and the above options will not , if we cancel as a result of your failure to comply with any requirement of these Booking Conditions entitling us to cancel (such as paying on time), or if the change made is a minor one. A minor change is any change which is not a significant change.

*Compensation, where shown as a percentage, is calculated on the basis of the basic holiday price paid in respect of the holiday originally booked, excluding insurance premiums, any credit, charge or PayPoint card fees and amendment/cancellation charges. In all cases, our liability for significant changes and cancellations is limited to offering you the aforementioned options and, where applicable, compensation payments.

Very rarely, we may be forced by ‘force majeure’ (see below) to change or terminate your holiday after departure, but before the scheduled end of your time away. This is extremely unlikely but if this situation does occur, we regret we will be unable to make any refunds (unless we obtain any refunds from our suppliers), pay you any compensation or meet any costs or expenses you incur as a result.

6. Force Majeure

Except where otherwise expressly stated in these Booking Conditions, we regret we cannot accept liability or pay any compensation where the performance, or prompt performance, of our contractual obligations to you is prevented or affected, or you otherwise suffer any damage, loss or expense of any nature, as a result of ‘force majeure’.

In these Booking Conditions, ‘force majeure’ means any event or circumstances which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events or circumstances are likely to include(whether actual or threatened) war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions (including flooding and exceptionally high or low water levels on rivers), fire, pandemics/epidemics, closure or restriction of airports, ports, stations, other transport hubs or airspace, volcanic activity and all similar events outside our control.

7. Itinerary Changes

It may be necessary, sometimes at short notice or without any prior notice, to make changes to an itinerary due to weather, traffic or road conditions. Regrettably, road vehicles, trains and ships do occasionally break down or suffer mechanical or technical problems, or certain facilities on board a road vehicle, train or ship may become faulty. Every effort will be made to rectify such issues as quickly as possible. We cannot accept any responsibility for delays caused by any form of breakdown.

Whilst we try to avoid delays to your sea crossing/tunnel crossing, unfortunately, they occasionally happen. If there is a delay, we will endeavour to minimise any discomfort by providing extra services to you (in the event of delay to your rail/ferry departure, responsibility for any refreshments, meals and where necessary, overnight accommodation, rests with the carrier).

These additional services, as shown below, are subject to availability and the prevailing circumstances. We shall not be responsible for reimbursement of any payment you have to make unless we have given our agreement beforehand.

8. Conditions of Suppliers

Some of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable international conventions . Copies of the relevant parts of these terms and conditions are available on request from the supplier concerned.

9. Special Requests

We will endeavour to pass on any reasonable requests to the relevant supplier (e.g. dietary, ground floor accommodation), but cannot promise that any request will be honoured, and may not always be able to tell you before you leave if the supplier cannot meet your special request. For your own protection, you should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to give this) if your request is important to you.

Confirmation that a special request has been noted or passed on to the supplier, or the inclusion of the special request on your confirmation invoice or any other documentation, is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability.

10. Complaints Procedure

Should you have a complaint about any aspect of your holiday, you must notify your tour guide together with the supplier of the services in question, immediately so that the problem can be quickly resolved during your holiday. If the matter cannot be resolved to your satisfaction straight away, you must immediately complete a Customer Complaint Form (available from our tour guide) with details of your complaint.

You must send this report to us within 28 days of returning home. Disputes arising out of, or in connection with, any holiday booking made with Battlefield Journey Ltd which cannot be amicably settled, may be referred to arbitration.

11. Holiday Insurance

It is a condition of booking a holiday with us that you take out insurance. You must provide us with the insurance company, telephone number, and details of the emergency and medical repatriation telephone number relating to such a policy within 14 days of booking. Please read your policy details carefully and take them with you on holiday. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

12. Pricing Policy

The prices shown on our website were calculated on 1st September 2013, on the basis of the known costs and exchange rates on that date. Once the price of your chosen holiday has been confirmed at the time of booking, we guarantee not to increase it as a result of changes in currency exchange rates. Due to this promise, we cannot give any refunds in the event of favourable changes in the currency rates. We will, however, increase or decrease prices by way of a surcharge or refund if transportation costs change.

Even in the above cases, only if the amount of the increase in our costs exceeds 2% of the total cost of your holiday, will we levy a surcharge. We will only levy a surcharge in respect of the amount by which any increase in our costs exceeds 2% of the total holiday cost. If any surcharge is greater than 10% of the cost of your holiday, you will be entitled to cancel your booking and receive a full refund of all monies you have paid to us (except for any amendment charges) or alternatively purchase another holiday from us, as referred to in Clause 5. The total cost of your holiday for the purpose of calculating 2% or 10% as above excludes insurance premiums, credit, charge or PayPoint card fees and any amendment charges.

A refund will only be payable if the decrease in our costs exceeds 2% as set out above. Where a refund is due, we will pay you the full amount of the decrease in our costs. Where applicable, you have 14 days from the issue date printed on the surcharge invoice to tell us if you want to cancel or purchase another holiday where applicable. If you do not tell us that you wish to do so within this period of time, we are entitled to assume that you will pay the surcharge.

Any surcharge must be paid with the balance of the cost of the holiday or within 14 days of the issue date printed on the surcharge invoice, whichever is the later. We promise not to levy a surcharge within 30 days of the start of your holiday. No refund will be payable if any decrease in our costs occurs during this period either. We reserve the right to increase or decrease prices of unsold holidays and insurance at any time after brochure publication, as our costs change and exchange rates fluctuate, or to correct errors. . The current prices of our holidays and travel insurance cover (where purchased through us) are shown on our website and are available by phone. Please ensure you have checked the price of any holiday and travel insurance cover you are interested in before making your booking.

13. Our Liability (Events Connected With Your Holiday Package)

We promise to make sure that the holiday arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these Booking Conditions, we will accept responsibility if, for example, you suffer death or personal injury, or your contracted holiday arrangements are not provided as promised, or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted holiday arrangements. PLEASE NOTE: it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our agents and suppliers do, or do not do, if they were, at the time, acting within the course of their employment (for employees), or carrying out work we had asked them to do (for agents and suppliers).

We will not be responsible for any injury, illness, death, loss (for example, loss of enjoyment or loss of possessions), damage, expense, cost or other sum or claim of any nature or description whatsoever which results from any of the following: the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party; or the act(s) and/or omission(s) of a third party not connected with the provision of your holiday and which were unforeseeable or unavoidable or ‘force majeure’, as defined in clause 6.

We cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services or facilities which your hotel or any other supplier agrees to provide for you where the services or facilities are not advertised in our relevant brochure or on our website in relation to the holiday you have booked and we have not agreed to arrange them as part of our contract and any excursion you purchase in resort. In addition, regardless of any wording used by us on our website, in any of our brochures or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to you.

The promises we make to you about the services we have agreed to provide or arrange as part of our contract, and the laws and regulations of the country in which your claim or complaint occurred, will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and regulations of the U.K. which would have applied had those services been provided in the U.K. The exception to this is where the claim or complaint concerns the absence of a safety feature, which might lead a reasonable holiday maker to refuse to take the holiday in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 14(1). We do not make any representation or commitment that all services will comply with applicable local laws and regulations and failure to comply does not automatically mean we have not exercised reasonable skill and care.

As it is a condition of our contract with you that you have adequate travel insurance to protect your possessions, we will have no liability for loss of and/or damage to any luggage or personal possessions (including money). For all other claims which do not involve death or personal injury, if we are found liable to you on any basis, the maximum amount we will have to pay you is twice the price (excluding insurance premiums, credit/charge card and PayPoint card fees and amendment charges) paid by or on behalf of the person(s) affected in total, unless a lower limitation applies to your claim under Clause 15(6). This maximum amount will only be payable where everything has gone wrong and you have not received any benefit at all from your holiday.

Where any claim, or part of a claim (including those involving death or personal injury), concerns, or is based on, any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any sea or rail carrier to which any international convention or EC regulation applies, our liability (including the maximum amount of compensation we will have to pay you, the types of claim and the circumstances in which compensation will be payable) will be limited as if we were the carrier in question as referred to below. The most we will have to pay you for that claim or that part of a claim if we are found liable to you on any basis, is the most the carrier concerned would have to pay you under the international convention or regulation which applies to the travel arrangements in question. Where a carrier would not be obliged to make any payment to you under the applicable international convention or regulation, in respect of a claim or part of a claim, we, similarly, are not obliged to make a payment to you for that claim, or part of the claim. When making an payment, we are entitled to deduct any money which you have received, or are entitled to receive from the carrier, for the complaint or claim in question where it is reasonable for us to do so.

We cannot accept any liability for any damage, loss, expense or other sum(s) of any description (a) which, on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you or (b) which did not result from any breach of contract or other fault by ourselves or,where we are responsible for them, our suppliers or (c) which relate to any business (including loss of self employed earnings).

14. Passengers With Health Considerations / Disabilities

Our holidays may not be suitable for people with certain disabilities, medical conditions or significantly reduced mobility.

Should you suffer from any disability, medical condition or significant reduction in mobility which may affect your or other passengers’ holidays, you must provide full verbal and written details at the time you book the holiday, including any specific requirements you have. Additionally, at the time you book the holiday, you must provide verbal and written confirmation that all assistance required will be provided by your travelling companion(s). You must also notify us of any adverse changes or deterioration in the disability or medical condition, or development of any disability or medical condition or material reduction in your mobility after booking.

In view of the nature of our holidays, we regret we must reserve the right to decline any booking or cancel (in the event of the development, deterioration or adverse change of any disability or medical condition or material reduction in your mobility occurring after confirmation) whenever we reasonably feel unable to accommodate the needs or restrictions of any particular customer or where, in our reasonable opinion, the medical condition, disability or reduced mobility of the customer concerned is likely to have a significant adverse effect on other customers taking the same holiday. We further reserve the right to cancel any holiday and impose cancellation charges if we are not fully advised of any relevant disability or medical condition or significant reduction in mobility at the time the booking is made and/or promptly notified of any development, adverse change or deterioration occurring after booking.

On occasions, the decision to cancel can only be made at the time the person concerned joins the holiday for the first time as it may only be apparent at this stage that their disability, medical condition or reduced mobility cannot be accommodated. Any customer affected by a disability or medical condition must ensure they have notified this to their travel insurers, and that their travel insurance will cover it. As it is a condition of booking that all customers have adequate and appropriate travel insurance, we are entitled to insist on evidence that the disability or medical condition is covered.

15. Behaviour

When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid direct at the time to the accommodation owner or manager or other supplier. If the actual cost of the loss or the damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. In the event of any customer behaving in such a way as to cause or be likely (in our reasonable opinion or the reasonable opinion of any person in authority), to cause offence, danger, damage, significant discomfort or distress to others, we reserve the right to terminate that person’s holiday arrangements. In this situation, we will not be liable to complete your holiday arrangements (including return travel arrangements) and will not pay you, nor be liable for, any refund, compensation or costs you have to pay. We cannot accept liability for the behaviour of others in your accommodation, or if facilities are withdrawn as a result of their action.

16. Financial Protection

Battlefield Journey are members of the Travel Trust Association. This means that you can book your holiday secure in the knowledge that Travel Trust Association will protect you in the unlikely event of Battlefield Journey becoming insolvent.

Should a member of the Travel Trust Association for any reason financially fail or cease trading, the Travel Trust Association will liaise with the suppliers and Tour Operators to ensure that your holiday goes ahead unaffected. If for any reason this is not possible, the TTA will administer a claim for a refund of money that you have paid to a member for your holiday.

Every Travel Trust Association member deposits your money into the Trust Account. A Trust Account is a bank account designated to hold the customers' money. Your money remains in the Trust Account and is supervised by an appointed Trustee who is either a banker, chartered or certified accountant or a solicitor. Both the Travel Trust Association members AND the Trustee are required to authorise payments from the Trust Account.

In addition to being held in trust, you also have a financial guarantee from the Travel Trust Association. TTA will guarantee the financial obligation of its Members up to a maximum any one passenger of £11,000. So if you paid £2000 we guarantee we will reimburse the loss of the £2000, where it is not available for you from the Trust Account.

Therefore, the Trust Account plus the guarantee will ensure that all the money which you have paid is safely protected and available to reimburse the money paid. When you make a booking, you will be supplied with a guarantee certificate – you can see the terms of our guarantee on our website www.traveltrust.co.uk/guarantee.

Should the TTA member become insolvent, in most instances your money will still be held within the TTA member’s Trust Account by the designated Trustee, and available to pay for your holiday. If because of fraud or dishonesty the money is not there, then the guarantee is available to reimburse your loss. In some cases your holiday may continue as the providers or suppliers have already been paid. Where you have only paid a deposit and still have an outstanding balance, your holiday may be unaffected and by paying the balance your holiday will continue as planned. Where possible, attempts will be made to ensure that you can carry on with your original holiday arrangements

17. Important Notice

The information on our website is believed accurate when published. PLEASE NOTE: there may be changes to the content of our websites which, where known at the time of booking and relevant to you, will be notified to you by us before any contract between us is concluded. In some cases, holidays advertised on our website may operate subject to there being a minimum number of bookings. This deadline is the date by which full payment of the holiday must be made. In the event that minimum numbers have not been reached, we reserve the right to cancel your holiday and refund all monies paid.

Published September 2013