Booking Conditions 2023
RIDE WORLD WIDE BOOKING CONDITIONS 2023
In these conditions the expressions “Ride World Wide”, “we”, ‘’our’’ and “us” mean Ride World Wide Limited, registered in England with company number 2618550 and registered office at Staddon Farm, North Tawton, Devon EX20 2BX. The expressions ‘’you’’ and ‘’your’’ mean the person(s) named in the booking form or any of them (as the context requires).
TO MAKE A BOOKING AND YOUR CONTRACT WITH US
1a) To make a booking you (or a parent or guardian if you are under 18) must complete and sign the Ride World Wide booking form and return it to us with a deposit. The deposit is normally 20% of the holiday price but for some holidays, a higher deposit is required and you may be required to pay for some services (eg airline tickets) in full in order to book. We will advise you of this when we are in contact about your booking. If you are booking 8 weeks or less before the start date of your holiday, the full holiday price must accompany the booking form.
1b) When we receive a completed booking form and your deposit we will issue and send you a confirmation invoice. Your contract with Ride World Wide comes into existence when such confirmation invoice is issued and despatched by us. It may be sent by email or by post. Prior to issue of our invoice, any arrangements we discuss with you are provisional only and not confirmed.
1c) The balance of the price for your holiday is due by the ‘Balance Due Date’. This is normally 8 weeks before the holiday start date but may be more. The date will be on your invoice. If we do not receive the full price by the Balance Due Date specified, we reserve the right to treat the arrangements as cancelled by you and to apply the cancellation charges set out in paragraph 2e) below.
1d) Sometimes an instalment or payment for a service may become due before the Balance Due Date in order to secure the service at the price booked (eg airline tickets). We will notify you of the relevant payment date as soon as we are able although we sometimes receive very short notice from airlines and other suppliers so we cannot guarantee a certain amount of notice.
1e) If you have any special diet or other requests please indicate these on your booking form. We will try and make suitable arrangements, although we cannot guarantee to be able to do so. Provision of any such requests does not form part of our contract with you.
1f) Any payments you make to a travel agent appointed by us are at all times held by the travel agent on our behalf.
ALTERATION / CANCELLATION / CURTAILMENT BY YOU:
2a) Should you wish to make any changes to your holiday booking after it has been confirmed you must notify us. We will do our best to make the changes requested although we cannot guarantee to be able to do so. If we can make the changes, we will do so subject to payment by you of i) a £50 administration fee, and ii) any increased costs, cancellation or amendment charges imposed by our ride operators and service suppliers.
2b) Ride logistics are planned a long way ahead and existing bookings are relied upon by us and by our suppliers in making commitments to staff, guides, accommodation and other service providers, as well as in confirming or turning away other bookings for the same or other ride dates. Any request to change the date of a booking or to change a booking to a different ride programme, entitles the supplier involved in the original booking to impose a cancellation charge equal to the amount that would be payable under paragraph 2e) if the original booking had been cancelled on the date of the alteration request. Changes to some booked services (eg air tickets) whenever made also usually involve a 100% cancellation charge. You are liable for all such charges.
2c) If, after your booking has been confirmed, you are unable to proceed with your holiday, you may transfer your booking to another person introduced by you, who fulfils any conditions of the holiday booked (including as to riding ability). To be entitled to make the transfer, you should notify us in writing not later than 14 days before the holiday start date that you are unable to proceed and of the name of the proposed transferee. You will be required to pay all costs and charges incurred by us in making the transfer or imposed by suppliers of your holiday components as a result and you must ensure the transferee completes a Ride World Wide booking form and delivers it to us at least 10 days before the holiday start date. Some travel arrangements, such as flight bookings at certain fares, cannot be altered or transferred and any alteration or transfer request will incur a 100% cancellation charge. You are liable for this.
2d) You may cancel your booking with us at any time before the start date of your holiday by notifying us in writing. The cancellation date will be the date written notice is actually received by us so you are advised to confirm receipt.
2e) As we incur costs from the time bookings are made and we and our suppliers rely on existing bookings in making commitments to guides, staff, accommodation and other service providers and also in confirming or turning away bookings for the same or other dates and we may be unable to change such commitments or fill cancelled places (or to do so without additional cost), the following charges will be payable to Ride World Wide by the person making the cancellation. Charges are expressed as a percentage of the total holiday price excluding any amendment charges (which are non-refundable). They depend on the date we actually receive the cancellation notice:
Days before departure written Notice is received: Cancellation charge
up to 56 days deposit
30 to 56 days 50%
less than 30 days 100%
If you have not paid the amount due, you must do so within 7 days of the cancellation notice.
2f) Flight bookings are subject to terms imposed by the airline with which the flight is booked. Airline cancellation charges can be up to 100% at any time depending on the airline and type of fare booked. If we book flights for you and you cancel your holiday, you are responsible for the full amount of the airline cancellation charge, although we will try to recoup whatever we can in respect of cancelled air travel and if we are successful will pay this over to you, subject to deduction of a reasonable administration charge for our efforts.
2g) If, having started your holiday you decide not to use any of the services to be provided, you will not be entitled to any refund or compensation for the unused service.
ALTERATION / CANCELLATION / CURTAILMENT BY RIDE WORLD WIDE:
3a) The information and particulars included in any brochure produced by us, on our website and in any information sheet or itinerary prepared by us have been carefully checked and great care is taken to ensure that such information and particulars are accurate when published. However arrangements and itineraries are often planned far in advance and changes can occur. We reserve the right to make changes to any published details (including (subject to paragraph 7) prices) and any itinerary at any time.
3b) If you contact us about a proposed booking and changes have been made to the published information, we will do our best to inform you of all such changes before your booking is confirmed. Once your booking has been confirmed we will try to ensure the trip is run as booked but in very rare circumstances it may be necessary to make changes after confirmation. Any necessary changes will usually be minor but very occasionally we may have to make a ‘significant’ change which would be one of the following:
i) a change in dates (where we have sold you tickets for an international flight, this is a change in your flight departure or return time by more than 12 hours),
ii) where we have sold you tickets for an international flight, a change to a different international airport (unless to an airport serving the same city) that is less convenient to you;
iii) a change to a materially lower standard of accommodation for the whole or a significant proportion of your trip;
iv) a change to price (as permitted by paragraph 7) of more than 8%; or
v) a change to the whole or a significant proportion of your riding programme such that it is materially different from that booked.
3c) Where a ‘significant’ change as set out above is made, we will notify you as soon as possible and, if there is time before departure, we will offer you three choices: i) to accept the change; ii) to cancel and receive a full refund (other than amendment charges paid); or iii) to book a substitute holiday with us if available provided that if the substitute is more expensive than the original, you pay the difference and if the substitute is less expensive, the difference will be refunded to you. If you choose to cancel and receive a refund (except where the change was due to ‘Force Majeure’ (see paragraph 4) below) or price (as permitted under paragraph 7 b)) you will also be entitled to compensation as set out in paragraph 3e). Our liability to you if a significant change is necessary is limited to offering you these choices and to compensation as set out in paragraph 3e) if appropriate. We are not responsible for any cancellation or other charges you might incur for arrangements you have made independently which are not part of our contract with you.
3d) Where it is necessary to make a minor change to your arrangements (i.e any change that is not a ‘significant’ change as described above) we will do our best to notify you but are not obliged to do so and you are not entitled to any refund or compensation as a result of any such minor change.
3e) On extremely rare occasions we may be forced to cancel a holiday you have booked and we reserve the right to do so. If we have to make such a cancellation, we will inform you as soon as possible and (except where the cancellation is due to i) non-payment by you of any money due or any other fault of yours; ii) low bookings (paragraph 5 then applies) or iii) Force Majeure (paragraph 4 then applies)) we will offer you a substitute holiday if available. If you book a substitute which is less expensive than the original, we will refund the difference in price. If the substitute is more expensive, you must pay the difference. If you do not wish to book a substitute or we cannot offer one, we will give you a full refund (other than amendment charges paid). We will also pay you cancellation compensation as below. Our liability is limited to offering you these choices and such compensation if appropriate:
Date of change / cancellation Compensation
56 days or more before commencement nil
55 to 30 days before commencement £20
less than 30 days before commencement £30
4a) In these conditions ‘Force Majeure’ means i) unusual or unforeseeable circumstances beyond the control of Ride World Wide and its suppliers and the consequences of which neither Ride World Wide nor its suppliers could avoid even if exercising all due care, and ii) events which neither Ride World Wide nor its suppliers, even with all due care, could foresee or forestall. It includes (but is not limited to) riot, epidemic, pandemic, civil unrest, war, terrorist activity and the threat of any of the foregoing, industrial dispute, decisions by government or governing authority, natural disaster, adverse weather conditions, fire, technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers and all similar events outside our control. It includes the Covid19 pandemic and also includes any other event or circumstance which the Foreign, Commonwealth & Development Office in London (FDCO) considers hazardous or threatening to tourists and as a result of which it is advising against non-essential travel to the country (or the relevant part of the country) concerned.
4b) On extremely rare occasions, circumstances or events which amount to Force Majeure may affect the area to which you plan to travel and as a result Ride World Wide and its suppliers may be unable to provide, perform or complete the arrangements booked in the manner originally intended and may be obliged to change, cancel or curtail them at short notice. In these very unusual circumstances, we will do our utmost to make suitable alternative arrangements for you, either by making necessary changes and amendments to the arrangements booked or by offering you a substitute holiday (as set out in paragraph 4d) in the case of Covid19). If you book a substitute which is less expensive than the original, we will refund the difference in price. If the substitute is more expensive, you must pay the difference. If you do not wish to book a substitute or we cannot offer one, we will (subject to the provisions in paragraph 4d) below which apply to the ongoing Covid 19 pandemic) give you a full refund (other than amendment charges paid) but we will not be liable to you for any failure to offer a substitute nor for any failure to provide the arrangements as originally booked and we are unable to compensate you for any other losses or expenses you may incur.
4c) If, as a result of Force Majeure, we are forced to change, cancel or curtail any part of the holiday arrangements you have booked after your holiday has commenced, we regret that we are only able to refund you payments made for those arrangements if and to the extent we obtain refunds from our suppliers in respect of the same. Where we make suitable alternative arrangements for you, the cost of these will be deducted from any refunds we obtain and you will pay any additional cost.
4d) If you make a holiday booking after 1st January 2022, and for reasons relating to the ongoing Covid19 pandemic your holiday cannot be run on the date intended, we will, in consultation with you, either i) move your booking to a future date that is convenient to you or ii) if you are not able to commit to a future date, issue you full credit for the amount paid to us (subject to airline terms as below if we have booked you air travel). The credit issued may be used to re-book your holiday for a future date that is within 12 months (or such longer period as we might agree) of the original departure date provided that if you re-book for a date to which different rates apply, those rates will apply to the re-scheduled booking. If for some very exceptional reason which you explain to us, you are unable to postpone or use your credit within the period agreed, we may, taking account of the reasons you give us as well as our commitments to guides and ride suppliers, offer you an alternative although we are not obliged to. Decisions about this will be made on a case-by-case basis at our discretion and we will not be liable to you for any failure to provide the arrangements as originally booked, any alternative nor (since you are aware of the ongoing Covid19 pandemic and the impact it may have on holiday travel before confirming your booking and have also been advised to take out appropriate insurance) any refund. We are also unable to compensate you for any other losses or expenses you incur as a result of cancellation or postponement. Where we have sold you air tickets, the airline booking terms will apply to determine the availability of a credit or refund for air travel cancelled because of Covid19.
4e) If unusual or extraordinary circumstances amounting to Force Majeure exist before you commence your holiday but you still wish to travel and begin / continue with arrangements as booked or altered in some way, we may require you to sign an acknowledgment accepting any risks and additional costs involved.
5) Occasionally prices quoted for holiday arrangements assume a minimum number of participants. If this is the case we will notify you before your booking is confirmed. If the minimum number is not reached by the Balance Due Date, we reserve the right to a) cancel the holiday; or b) postpone the Balance Due Date to a date which is closer to the holiday start date; c) continue with the arrangements as planned with fewer participants or d) with your agreement, continue with the arrangements for fewer participants at the necessary supplement. If we cancel as in a) we will notify you in writing and will refund in full any deposit or other payment made to us by you for the arrangements. If we postpone the Balance Due Date as in b) we will notify you and, before the new payment date, we will either confirm the departure or notify you in writing that the holiday is cancelled. In the latter case we will also refund in full any payment made to us by you for the trip. You will not be entitled to any compensation or reimbursement of any other charges (eg for any travel arrangements you have booked independently). Unless you agree, cancellations will not be made less than 20 days before the holiday start date.
CONSUMER PROTECTION AND FINANCIAL SECURITY
6a) The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under its ATOL Franchise and The Package Travel and Linked Travel Arrangements Regulations 2018 (‘The Package Travel Regulations’) for Ride World Wide, ABTOT number 5074, ATOL number 6213, and in the event of their insolvency, protection is provided for the following:
i) non-flight packages; ii) flight inclusive packages that commence outside of the UK, which are sold to customers outside of the UK; and iii) flight inclusive packages, flight only and linked travel arrangements (LTAs) sold as a principal under the ABTOT ATOL Franchise.
ABTOT cover provides for a refund in the event you have not yet travelled or repatriation if you are abroad. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Ride World Wide.
In the unlikely event that you require assistance whilst abroad due to our financial failure, please call ABTOT’s 24/7 helpline on +44 (0)1702 811397 and advise you are a customer of an ABTOT protected travel company. You can access The Package Travel Regulations here: PTandLTARegulations2018
6b) When you buy an ATOL protected flight or flight inclusive holiday from us, you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. The price of our ATOL-protected flight inclusive packages includes the amount of £2.50 per person as part of the ATOL Protection Contribution (APC) we pay to the CAA. This charge is included in our advertised prices.
We, or the suppliers identified on your ATOL Certificate or holiday itinerary, will provide you with the services listed on the ATOL Certificate or itinerary (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder or supplier may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder or supplier will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder or supplier. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder or supplier, in which case you will be entitled to make a claim under ABTOT. If we, or the suppliers identified on your ATOL certificate or holiday itinerary, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder, alternative supplier or otherwise) for reasons of insolvency, ABTOT Limited may make a payment to (or confer a benefit on) you under its scheme. You agree that in return for such a payment or benefit you assign absolutely to ABTOT Limited any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned
to another body, if that other body has paid sums you have claimed under the ABTOT ATOL Franchise scheme.
For further information visit the ATOL website at www.atol.org.uk or the ABTOT website at www.ABTOT.com
7a) We reserve the right to revise prices previously quoted for holiday arrangements before a booking is confirmed.
7b) Once your booking is confirmed and a confirmation invoice issued, the only price revisions (except to correct obvious errors and subject always to our right, if you have not paid any money due, to treat the original arrangements as cancelled by you and to revise prices) will be because of changes in i) transport costs due to fuel (or other power source) charges (including airline surcharges) or ii) taxes or fees imposed by third parties (eg VAT, tourist, embarkation or landing fees) or iii) exchange rates relevant to the holiday. We reserve the right to surcharge you for any increase but if this increases your invoiced cost by more than 8%, it will be a ‘significant’ change and the choices in paragraph 3c) apply. You will not be entitled to any cancellation compensation. Price changes will not be made less than 20 days before the holiday start date.
7c) Where, at your request, we have booked discounted air tickets which have restricted refund rights, any refunds by us under these conditions will be subject to deduction of irrecoverable cancellation charges imposed by the carrier.
7d) Some of our holidays are priced in € and USD and pricing information you receive may give an indicative equivalent sterling price. These indicative prices are based on exchange rates at the date of printing and that will be stated. When you pay for your holiday, if you wish to pay in sterling, we will recalculate and notify you of the sterling amount to pay at the exchange rate in force at that time. When you pay your deposit and we confirm your booking, we may also buy foreign currency to ‘fix’ the sterling price so future exchange movements will have no impact on the price you pay.
8a) Subject these conditions (including paragraphs 8c) and 9 below), we accept liability for ensuring that our contract with you is properly performed and that the services we have agreed to provide under it are provided to a reasonable standard. We are not responsible however for any services which do not form part of our contract with you, for example any additional services or facilities you buy from your hotel, guide or another supplier, or any locally booked excursions we have not agreed to provide.
8b) We will not be liable for any loss, damage, expense or inconvenience suffered or incurred (including death or personal injury) which is attributable to i) your own act or omission or that of one of your party, or ii) an act of omission of a third party not connected with the provision of the services or arrangements and which was unforeseeable or unavoidable, or iii) force majeure. Ride World Wide’s liability is also conditional on you assigning to it any rights you may have against the person whose act or omission gave rise to that liability. In addition, we limit our liability as follows: i) liability other than for death or personal injury is limited to such amount as is reasonable taking into account the cost of the arrangements booked with us and the extent to which your enjoyment of them has been affected but (without prejudice to that) will not exceed the cost of the arrangements booked for the person affected; ii) liability for loss / damage to baggage and personal possessions is limited to £50 per person as you are expected to have taken out adequate insurance; iii) liability for death, personal injury or any other loss suffered in the course services provided under our contract with you (including air, rail, road or sea travel (and the getting on and off such transport) or from a stay in a hotel or similar accommodation) is limited in accordance with the provisions of all relevant international conventions relating to the provision of such services as if Ride World Wide was a supplier of the services for the purposes of the relevant convention.
8c) You acknowledge and agree that where our obligation is to provide services to a reasonable standard, the reasonableness is to be judged by reference to the standards of, and what would be reasonable in, the country concerned and not by reference to standards that would apply in the UK (or any other country) if those services were to be provided in the UK (or such other country).
SAFETY AND BEHAVIOUR WHEN RIDING SAFETY AND BEHAVIOUR WHEN RIDING
9a) Your booking is accepted by us on the understanding that you realise that the services provided on a riding holiday or safari are different to many other holiday services. You acknowledge that there are inherent risks in horse riding and in dealing with horses and understand that horses, as independent creatures, can be unpredictable and can and do act unexpectedly. By booking to take part in one of these trips, you confirm you understand and fully accept these risks.
9b) You also acknowledge that many of the trips we arrange include riding and other activities and services in areas that are remote and / or where there is potentially dangerous wildlife and game, difficult terrain or other hazardous conditions. Safety services and back-up infrastructure may also be more limited than you might find at home. Both we and our local suppliers will do our best to make sure all arrangements, including travel services, transport and connections run smoothly but this may not always be possible due to flight cancellation, weather, mechanical breakdown or other unforeseen circumstances and there will be no refund or compensation for any unused services. We are also unable to make special arrangements for you in the event of delays or cancellations at your outward or homeward point of departure or on your outward or homeward journey (or, where you are making your own travel arrangements, in the event of delays or changes to any of those arrangements) or to refund or compensate you in the event of any such delays.
9c) You further understand that elements outside our control such as weather, game, ground and other local conditions, may influence the pace and manner in which you can ride at any time and that horses may perform better for some riders or in some conditions than others. You accept that descriptions of the riding provided to you are subjective and an indication of what is anticipated but are not contractually binding. Flexibility is always required. Final decisions as to the conduct of a trip may be affected by various factors, including those mentioned above and will be made by your guide or the person in charge in the interests of the group / riders as a whole.
9d) Whilst riding or in the vicinity of horses in the care of the guide or operator of your trip you must comply with the instructions of that person. It is a condition of your booking that you accept that that person is entitled to require you to dismount or to refuse to allow you to ride or participate further if for any reason, including your inability, behaviour or health, they consider that you may endanger the safety or welfare of the horses or of any person, and if so required, you have no claim and will not be entitled to any refund or compensation.
9e) You are strongly advised for your own safety to wear a well-fitting hard hat whilst riding. Children under 18 will be required to wear a hard hat. Some ride operators have hats available but you should not rely on these and are strongly advised to take your own to ensure quality and fit.
9f) You may be required to sign a separate acknowledgement and acceptance of personal liability by the local supplier before being allowed to ride or take part in safari or other activities, and if you are not allowed to ride or take part because you refuse to sign, or to wear a hard hat if required, you will have no claim against us or the supplier and will not be entitled to any refund or compensation
OTHER EXCURSIONS AND ACTIVITIES
10) Please note that we do not arrange, provide for or accept any responsibility for, any activities or excursions other than those listed on your invoice and paid for to us pre-departure. Our local guides or accommodation suppliers may, at your request, put you in touch with organisers of activities and other services locally, but we have no liability for any such activities or services. Your contract will be with the local organiser and subject to their own terms and conditions which you should check carefully. You should also ensure that you give the local organiser full details of all relevant information they require about you for your participation.
INFORMATION YOU SUPPLY
11) Your booking is accepted by us on the basis of the information given by you to us, including information in your booking form and details of your riding ability and your weight. Where these details are inaccurate or materially incomplete, Ride World Wide and its suppliers reserve the right to change your ride itinerary or booking or to ask you not to ride and in these circumstances you have no claim against us or the supplier and will not be entitled to any refund or compensation.
12) It is a condition of our accepting your booking that you have appropriate medical insurance to cover you in the event of an emergency or accident on your holiday. It is also essential that you take out insurance to cover you for delays in your travel arrangements and against charges payable under these conditions if you have to cancel or curtail your trip. You are strongly advised to take out insurance as soon as your booking is confirmed so you have cover from then on. The unexpected can happen and our cancellation charges will apply even if you have failed to take out cancellation insurance. We are unable to advise on insurance, which is your sole responsibility, although we may require evidence of cover before accepting your booking and we reserve the right to cancel your booking if you do not have adequate medical insurance in place. Baggage and personal effects are your sole responsibility at all times.
IF YOU HAVE A PROBLEM
13) If you have a complaint whilst on holiday you must immediately inform the guide or operator of your trip so he/she can try to put it right. If you do not make your complaint or problem known to the person in charge locally, and it is a matter that could have been resolved at the time had it been reported, we cannot accept any liability for it. If the matter cannot be resolved locally and you wish to make a complaint you should notify us by email or telephone as soon as practicable and should also give us full details of the complaint in writing not later than 28 days after the last day of your holiday. If you do not follow these simple procedures, we are unlikely to be able to properly investigate the matter (and may have been denied the right to remedy it during your holiday) and as a result any rights you might have had to compensation may be affected or lost. If, despite our best efforts and having followed the above procedure for reporting and resolving your complaint, you feel that it has not been satisfactorily settled, we recommend that it is referred for arbitration under the ABTOT Travel Industry Arbitration Service. An Independent Arbitrator will review the documents relating to any complaint and deliver a binding decision to bring the matter to a close. Scheme details are available from The Travel Industry Arbitration Service, administered by Dispute Settlement Services Ltd at 9 Savill Road, Lindfield, Haywards Heath, West Sussex RH16 2NY. This scheme cannot decide in cases where the sums claimed exceed £1500 per person or £7500 per booking form, or for claims which are solely or mainly in respect of physical injury, illness or the consequence thereof.
15a) Your contract with Ride World Wide and matters arising from it (including contractual and non-contractual disputes and claims) are governed by English law and both you and Ride World Wide submit to the jurisdiction of the English Courts.
15b) If any clause or provision in these terms is determined to be or becomes unenforceable or invalid for any reason, it will not affect the validity or enforceability of any other clause or provision.
15c) You agree that any photographs or film taken of or by you during a holiday arranged through us may be used by us in any publication or for promotional purposes.