Booking Terms and Conditions & Privacy Policy

These Booking Conditions, together with our privacy policy and your booking set out the details of your booking with Bold Soul Adventures Pty Ltd (hereafter referred to as “we” or “us”). Please read them carefully as they set out our respective rights and obligations.

By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:

  1. He/she has read these terms and conditions and has the authority to and does agree to be bound by them;
  2. He/she consents to our use of information in accordance with our Privacy Policy;
  3. He/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services.

APPLICABLE TO ALL BOOKINGS

1. Booking

When you make a booking, you confirm that you have the authority to accept and do accept these conditions on your behalf and on behalf of all members of your party and further, if you are making a booking for more than one person, that you are responsible for all payments due from each and every member of your party. It is your responsibility to ensure that any information which you give us is accurate and that information which is given to you by us or any of our suppliers is passed on to all members of your party.

When you make your booking you must pay the relevant deposit as specified at the time of booking. No contract will come into existence until we accept your booking and we receive your deposit or full payment in cleared funds and issue you with a confirmation invoice either on behalf of ourselves or the supplier in question.

Please check that all names (same as relevant passport), dates and timings are correct on receipt of all documents and advise us of any errors immediately, as changes cannot be made later and it may affect your rights if we are not notified of any inaccuracies in any document immediately.

The booking information that you provide to us will be passed on only to the relevant suppliers of your travel arrangements or other persons necessary for the provision of your travel arrangements. The information may therefore be provided to public authorities such as tourist police, customs or immigration if required by them, or as required by law. This applies to any sensitive information that you give to us such as details of any disabilities, or dietary and religious requirements.

2. Payment

At the time of booking you will be required to pay a deposit of $1,000 of the tour price (or other amount specified at the time of booking) per person or make full payment for your booking if booking less than 60 days before departure. Where you only pay a deposit you must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the supplier who may cancel your booking and charge the cancellation fees set out in their Terms and Conditions. Alternatively, where you have booked a tour with us, you will be subject to our cancellation charges as set out in Sections B below.

Payment is available by Paypal or transfer into our HSBC bank account

Surcharges

The Company reserves the right to increase the tour cost to take account of the following: government action, currency exchange rates, transportation costs (including the cost of fuel), overflying charges, airport charges, local taxes and increase in scheduled air fares. If the surcharge results in an increase of more than 10% of the tour cost excluding insurance premiums & amendment charges, the Company must notify the Client as quickly as possible in order to enable him to take appropriate decisions.  Should he decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your final invoice. No surcharge will be imposed within 30 days of departure.

Group Bookings:

Where 15 people or more are booked on the same reservation, you will be required to make deposit payments as set out below:
• 10% deposit payment due when the booking is created (non-refundable)
• 25% of booking value due 90 days before travel (non-refundable)
• Full payment due 60 days before travel

3. Accuracy

We endeavour to ensure that all of the information and prices both on our website and in our brochures are accurate; however, occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.

4. Special Requests

If you have any special requests please let us know at the time of booking. We will pass on all such requests to the supplier/representatives but we do not guarantee that they will be met and we will have no liability to you if they are not.

5. Insurance

Adequate travel insurance is a condition of booking with us. You must take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses. Failure to disclose relevant information will affect your insurance. A copy of your insurance policy should be supplied on request.

Please note we do not check insurance policies. If you choose to travel without adequate insurance cover, we will not be liable for any loss arising, in respect of which insurance cover would otherwise have been available.

6. Guaranteed Departures

All tours operated by us are guaranteed departures and will operate unless force majeure circumstances or other unforeseen circumstances arise. Due to the traveller numbers on a specific tour, we reserve the absolute right to change the type or style of transportation or other elements, to enable the tour to operate.

For tours not operated by us, where we sell as Agent, at the time of printing all tours are guaranteed to operate but please note that the Principal operators in Egypt, Turkey Croatia and Greece reserve the right to change this without prior notification. Under these circumstances an alternative tour of comparable standard or a full refund of monies paid will be offered.

7. Accommodation Ratings and Standards

On any of our tours,accommodation is provided in twin accommodation, which may be two single beds or a double bed and a bunk bed.

Two travellers booking together will be accommodated in a twin room. Three travellers booking together will be accommodated as follows: two travellers will be roomed in one twin room, the third person will be accommodated in a same gender twin share room. We will use our discretion in allocating the third person to a room share; unless we are otherwise advised in writing as to who will be sharing with whom.

Triple rooms can be requested, in writing, but cannot be guaranteed in every location in which event the above situation applies. Most hotels have rooms that will take an extra bed if required. These extra beds may be bunk beds, fold-away beds or sofa beds. Where an extra bed is added this may limit the space available.

Single travellers will be accommodated in same-gender twin rooms paired with another single traveller, unless they pay a single room supplement at an additional cost. Single rooms do not always match up either in size or facilities to twin bedded rooms.

Accommodation ratings are displayed as provided by the supplier. These are intended to give a guide to the services and facilities you should expect from your accommodation. Standards and ratings may vary between countries, as well as between suppliers. We cannot guarantee the accuracy of any ratings given and no warranty is given or implied.

8. Food

Meals are included as stipulated in the tour itinerary, check your specific tour itinerary on our website for details of which meals are included. Vegetarians please inform your tour leader at the start of the tour. And be aware that in many parts of the world vegetarian meals are classified as meals without meat or fish, and may not be what you are used to. Non-included meals are at your own expense. This allows you the opportunity to try the local cuisine.

There is always an excellent range of restaurants and supermarkets to choose from in each destination. You will also need to purchase drinks and snacks for long bus or coach journeys as there may not be the opportunity once on board.

9. Fitness to Travel, Age and Medical Conditions

If you have any medical condition, disability or special requirements which may affect your holiday, please tell us before you confirm your booking, as we are able to make enquiries of the supplier about the suitability of arrangements for you and provide replies prior to booking.

Minors (those under 18 years of age) are accepted at our discretion provided they are accompanied by a parent or guardian who accepts full responsibility for them. Unaccompanied minors will not be accepted. We have recommended ages for participation in group tours which act as a guide only. Bold Soul Adventures reserves the right to allow or deny younger travellers onto our tours at our discretion.

Clients agree to accept the authority and decision of our employees, tour leaders, and agents whilst on tour with us. If the conduct of a client before or after departure appears likely to endanger the safety, comfort or enjoyment of a tour, the client may be excluded from all or part of the tour, without any refunds. In the case of ill health we may make such arrangements as it sees fit and recover the costs from the client.

If a client is excluded from the tour as above or chooses to leave the tour of their own free will or leaves the tour due to ill health or any other reason there will be no refund of the tour price, extra services, surcharges, local payments/funds or any local surcharges. All services forming part of the whole package booked will be forfeited though may be recovered through travel insurance in some circumstances.

10. Behaviour

Please be aware that the booking conditions of the supplier will normally state that your holiday arrangements can be terminated, with no refund, if the behaviour of your party falls below an acceptable standard. Suppliers will also often require you to pay for any damage you cause to the accommodation or services in resort. We are under no obligation to you if any event such as this occurs. You agree to indemnify us for the full amount of any claim (including all legal costs) made against us by the supplier or any third party as a result of your conduct.

All participants in tours operated by us are expected to obey the laws and regulations of the countries visited and any failure to do so may relieve us of any obligation that they may otherwise have under these booking conditions.

11. Passports, Visas and Health

We can provide general information about the passport and visa requirements for your trip, but this is a guide only and it remains your responsibility to check the requirements before you travel. Your specific passport and visa requirements, and other immigration requirements, are your responsibility and you should confirm these with the relevant Embassies and/or Consulates prior to travel. Neither we nor the supplier accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements and normal cancellation fees will apply.

We can provide general information about any health formalities required for your trip but you should check with your own doctor for your specific circumstances. Up to date travel advice can be obtained from the relevant health authorities in your country of origin.

12. Final Travel Arrangements

Please ensure that all your travel, passport, visa and insurance documents are in order and that you arrive in plenty of time for checking in at the relevant departure point.

13. Complaints

Where we are acting as agent, the contract for your arrangements is between you and the supplier/local operator and any queries or concerns should be addressed to them. If you have a problem whilst on holiday, this must be reported to the representative / supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint.

If you wish to complain when you return home, write to the supplier. You will see the name and address plus contact details in any confirmation documents we send you. We will of course assist you with this if you wish – please contact us. However any assistance will be provided as a gesture of goodwill.

14. Lost property

We do not accept liability in respect of any loss or damage to articles brought on tour. It is the sole responsibility of all guests to make arrangements for adequate insurance coverage on all valuable items prior to departure. Should any items be left behind at our partner hotels whilst on tour, it is your responsibility to contact the relevant hotel to make arrangements for the items to be returned. We will assist where possible in the tracking of lost items. Should the item be found it will be posted to you. You will be responsible for paying any fees for the return of lost items as well as the relevant postage fee. Bold Soul Adventures accepts no liability for helping with your lost property, nor do we take responsibility for any loss or damage to your luggage while on our vehicles or public transport.

15. Financial Protection

In relation to package holidays sold by us, the Package Travel (etc.) Regulations require us to provide security for the monies that you pay and for repatriation in the event of our insolvency.
Where we are acting as an agent, your protection is provided by our supplier.

16. 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 of the service 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 all similar events outside our control or the control of the supplier concerned.

17.       Cancellation by the Client

Cancellation should be forwarded to us in a written email. The following charges will be applied:

  • $500.00 initial deposit is non-refundable.
  • 60 days prior to your arrival, 25% of the settled deposit will be charged (plus bank fees).
  • Between 59 days to 15 days prior to arrival date, a 50% from your tour price will be charged.
  • Two weeks to 8 days’ prior arrival date a 75% cancellation will be applied.
  • 7 days to 1 day prior to arrival will result in 100% cancellation fee.

For domestic flight tickets; cancellation fees will apply as per the policy of the supplier. Which could be confirmed only by time of cancellation.

 

18. Conditions of Suppliers

Many 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 which will form part of your contract with us. 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 us or the supplier concerned.

19. Privacy Policy

In order to process your booking, the Company needs to collect certain personal details from you. These details will usually include the names and addresses of party members, credit/debit or other payment details and special requirements such as those relating to any disability or medical condition that may affect the holiday arrangements. We take full responsibility for ensuring that proper security measures are in place to protect your information.

We must pass some information on to the relevant suppliers of your travel arrangements (airlines, hotels, transport companies etc.). Such suppliers may be outside continental Europe if your holiday is to take place or involve suppliers outside these countries. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law.

Except where expressly permitted by the Data Protection Act 1998, the Company will only deal with the personal details you give to the Company as set out above unless you agree otherwise. We may make contact with you or members of your holiday party by post, e-mail, or telephone for the purposes set out. We will also use your information to inform you of offers in the future or to send you brochures. If you do not wish to receive such approaches in the future then please let us know as soon as possible by telephone, letter or e-mail us at info@boldsouladventures.com. If we do contact you by e-mail about our new brochures or special offers, you will also be able to unsubscribe yourself from our database at this time.

20. Pricing

When you book with us, you must pay either a deposit or the full balance of the total advertised price, if booking within 45 days of departure. Where you pay only a deposit at the time of booking, full payment is due no later than 45 days prior to departure.

We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays. The price of your confirmed Package is subject at all times to changes in transport costs such as fuel, any other cost changes which are part of our contracts with operators and any other transport providers; changes in the currency exchange used to calculate your arrangements and to rates, dues, taxes or fees chargeable for services such as embarkation or disembarkation fees at ports any or all of which may result in a variation of your holiday price.

You will be charged for the amount over and above the costs at the time of booking, plus any applicable administration charges together with any amounts to cover agents’ commission. If this means that you have to pay an increase of more than 10% of the price of your confirmed travel arrangements (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another holiday if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any insurance premiums and any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 7 days from the issue date printed on your final invoice. There will be no change made to the price of your confirmed holiday within 14 days of your departure nor will refunds be paid during this period. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your confirmed holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

21. Changes by You

If you wish to change any part of your Package after our confirmation invoice has been issued, you must inform us in writing 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 will 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. An administration fee will be charged, details available upon request.

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.

22. If We Make a Change or Cancel Your Package Holiday

It is unlikely that we will have to make any changes to your Package, 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 of them at the earliest possible date. We also reserve the right in any circumstances to cancel your Package. However, we will not cancel your travel arrangements less than 35 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance.Most alterations will be minor and while we will do our best to notify you of any changes as soon as reasonably possible if there is time before your departure, we will have no other liability to you.

If we become unable to provide a significant proportion of the services that you have booked with us after you have departed, we will make alternative arrangements for you at no extra charge.

27. Delays, Missed Transport Arrangements and other Travel Information

If you or any member of your party misses your Coach or other transport arrangement, it is cancelled or you are subject to a delay for any reason on the day of departure, you must contact us and any other transport supplier concerned immediately.

The Package Travel (etc.) Regulations provide that in the event that you experience difficulties, we will provide you with prompt assistance. Where you experience a delay which is not owing to any failure by us, our employees or sub-contractors, this prompt assistance is likely to extend to providing help in locating refreshments, accommodation and communications but not paying for them. Any airline or other transport supplier may however pay for or provide refreshments and/or appropriate accommodation and you should make a claim directly to them. Subject to the other terms of these conditions, we will not be liable for any costs, fees or charges you incur in the above circumstances, if you fail to obtain our prior authorisation before making your own travel arrangements.

Our tours run to a schedule and if you, or any member of your party is late during the tour, you may be left behind. If this occurs, please contact your tour leader and they will provide you with assistance to help you travel to the next destination, please note that any costs incurred will be at your own expense. The departure times during the tour are set by the tour leader and driver and will be notified to you at each stop.It is your responsibility to be on time, failure to be on time can cause delays to the tour itinerary.

28. Our Staff

Our staff has been carefully chosen, and undergoes comprehensive training. Tour leaders and drivers are authorised to have well deserved rest during tour; these are the ‘free days’ as part of the tour itinerary. Although the staff are on a rest day, they are on call for any emergencies.

SECTION C: AGENCY BOOKINGS

This section applies to bookings we make for you when acting as agent. Please read this section in conjunction with Section A of these Booking Conditions. This section applies to all specified as an agency booking.

29. Your Contract

Occasionally, we will advertise Package Holidays for sale which have been organised by other suppliers. We can take bookings for such Package Holidays in our role as an agent on behalf of the supplier in question. Where we are acting as an agent you will not be entering into a contract with us for the Package Holiday and we will not be providing the Package in question. Instead, when making your booking, we will arrange for you to enter into a contract with the supplier named on your receipt.

Where we are advertising Packages for sale as an agent only, we will display this fact clearly on our website or marketing material.

As an agent we accept no responsibility for the acts or omissions of the supplier or for the services provided by the supplier. The supplier’s Terms & Conditions will apply to your booking and we advise you to read these carefully as they will contain important information about your booking. Please ask us for copies of these if you do not have them.

Extra activities will be available on all tours, that will enhance your travel experience, but you have a choice as to whether or not to participate. Please note these are not part of your tour, These excursions are not operated by Expat Explore, nor do they form part of your contract with us. Whilst we may arrange the activity, where we do so we act as an agent of the local supplier. Should you participate in any extra activities your contract will be with the local supplier and their conditions will apply.

30. Egypt Tours

Please be advised that on the following tours of Egypt, a night on board a felucca boat is included.

  • Nile Adventure
  • Egypt explorer

31. Cancellation and Amendment

Any cancellation or amendment request must be sent to us in writing, by email, and will take effect from the day we receive it. Please ensure that you have received written confirmation of any changes to your booking prior to travel. Amendments and cancellations can only be accepted in accordance with the terms and conditions of the supplier of your arrangements. The supplier may charge the cancellation or amendment charges shown in their booking conditions (which may be as much as 100% of the cost of the travel arrangements and will normally increase closer to the date of departure). In addition we may ask you to pay an administration fee of £20 per booking for any amendments. You will be notified of the exact charges at the time of amendment or cancellation and it is recommended that you contact us prior to amendment or cancellation in order to confirm the charges applicable.

32. Changes or Cancellations by the Supplier

We will inform you of any changes or cancellations made by the supplier as soon as reasonably possible. If the supplier offers alternative arrangements or a refund, you will need to let us know your choice within the stipulated time frame. If you fail to do so the supplier is entitled to assume you wish to receive a full refund. We accept no liability for any changes or cancellations made to your arrangements by the supplier under your contract with them.

33. Payment

If you have paid a deposit, you must pay the full balance by the balance due date notified to you. If full payment is not received by the balance due date, we will notify the supplier who may cancel your booking and charge the cancellation fees set out in their booking conditions. In this event we will also charge you an administration fee of $40. Except where otherwise advised or stated in the booking conditions of the supplier concerned, all monies you pay to us for arrangements will be held on behalf of the supplier(s) concerned.

34. Our Responsibility for Your Booking

Your contract is with the supplier and its booking conditions apply. As agent, we accept no responsibility for the actual provision of the arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to twice the cost of the commission earned in relation to your booking (or the appropriate proportion of this if not everyone on the booking is affected).