ALL HOLIDAYS ARE OPERATED BY OÜ TREKBALTICS (HEREINAFTER CALLED ‘TREKBALTICS') REGISTERED AT HEKI TEE 16-22, HAABNEEME 74001, HARJUMAA, ESTONIA, AND ARE SOLD SUBJECT TO THE FOLLOWING TERMS & CONDITIONS:
1. Booking Procedure:
At the time of booking a non-refundable deposit of EUR 150,= is due. TrekBaltics will then invoice you for the remainder of the cost, which you must pay not later than 8 weeks before departure. If you book less than 8 weeks before departure, full payment must be made on booking. The booking is not accepted and no contract shall exist between us until the date shown on the booking confirmation issued by TrekBaltics. Notification of cancellation must be made to TrekBaltics in writing and will be effective on receipt.
2. Early Booking Cancellation (more than 8 weeks before departure):
If you cancel your booking more than 8 weeks before departure you may transfer your non-refundable deposit of EUR 150,= to another holiday in our current programme (provided you are not already booked on it) on payment of a transfer fee of EUR 60,=, subject to you notifying us in writing within two weeks of your cancellation, telling us which holiday you wish to transfer to and paying the transfer fee. If the holiday you transfer to is more expensive than the one you originally booked, a further deposit will also be payable. If you subsequently cancel the holiday to which you have transferred, TrekBaltics will retain your full original deposit and transfer fee.
In case you have paid already more than the non-refundable deposit of EUR 150,=, then the total amount you have paid minus the following costs mentioned under a) and b) will be refunded to you:
a) Non-refundable deposit of EUR 150,=
b) Money refund transfer costs:
- Within the EU: EUR 5,=
- Outside the EU: EUR 25,=.
3. Late Booking Cancellation (8 or less weeks before departure):
If you cancel your booking after you have paid in full the following cancellation charges will be made:
a) Between 43 and 56 days before departure: 40% of the holiday cost + money refund costs;
b) Between 29 and 42 days before departure: 60% of the holiday cost + money refund costs;
c) Between 15 and 28 days before departure: 80% of the holiday cost + money refund costs;
d) Between 0 and 14 days before departure: 100% of the holiday cost + money refund costs;
These dates refer to the date TrekBaltics receives written notification of your cancellation. TrekBaltics strongly advises you to take out insurance against irrecoverable cancellation costs.
The money refund costs are:
- Within the EU: EUR 5,=
- Outside the EU: EUR 25,=.
4. Non-appearance / Early return:
By non-appearance or by appearing too late, no refund will be given. All of the travel arrangements and flight bookings, which TrekBaltics makes for the traveller, are subject to the booking conditions and cancellation provisions of the respective travel organization or airline company. TrekBaltics is only the mediator. TrekBaltics does not assume any liability for lateness, inconveniences, sickness, accidents costs, loss and damages. If the traveller leaves the holiday, he is responsible for the costs of his residence, further travel and travel home. There will be no reimbursement of the holiday cost.
5. Reservation of pre- and post tour accommodation:
Before you start the tour part of your holiday with TrekBaltics you can reserve pre- and post tour accommodation. Reservations for pre- and post tour accommodation must be made at least 8 weeks before the departure date of the holiday. If you cancel your holiday, the vouchers for a reserved accommodation are non-refundable.
6. Transfer booking to another person:
If you are prevented from travelling you may transfer your booking to another person provided they meet all the requirements relating to that holiday. A transfer fee of EUR 60,= will be payable or EUR 120,= if the transfer is less than four weeks before departure. Additional costs such as airline tickets and permit fees may also be payable. Should you transfer your booking to another person, you will be jointly and severally liable for payment of the holiday price and other associated expenses.
7. Payment not received on time:
If you do not pay the balance of your holiday cost within 8 weeks of departure your booking will be terminated and you will lose your deposit.
8. Alterations or cancellations of the holiday by TrekBaltics:
TrekBaltics will let you know as soon as TrekBaltics can, if TrekBaltics is forced to significantly alter or cancel your holiday. In these circumstances you can choose one of the following options:
a) Accept our offer of a replacement holiday of lower quality (if available) and TrekBaltics will refund the difference in costs, minus money refund transfer costs:
- Within the EU: EUR 5,=
- Outside the EU: EUR 25,=;
b) Accept our offer of a replacement holiday of equivalent or higher quality (if available);
c) Ask us for a refund of the money you have paid, minus money refund transfer costs:
- Within the EU: EUR 5,=
- Outside the EU: EUR 25,=.
Your decision about which alternative you accept must be made as soon as possible after TrekBaltics notifies you. If appropriate TrekBaltics will also compensate you for the inconvenience unless the alteration or cancellation is because there are insufficient numbers to run the holiday, minimum of 6 passengers on TrekBaltics, in which event TrekBaltics shall inform you at least 7 weeks prior to departure, or if the alteration or cancellation has come about because of unavoidable, unusual and unforeseeable circumstances beyond our control. TrekBaltics strongly advises you not to incur any non-refundable incidental expenses, e.g. for visas or flights, before TrekBaltics confirms your holiday (at least 7 weeks before departure).
9. Price Changes:
Before booking and not less than 30 days prior to departure the prices featured may change. TrekBaltics reserves the right to impose surcharges once you have booked, but no surcharges will be imposed within 30 days of departure and any downward revision in the price will be refunded to you. Surcharges will only be imposed for variations in:
a) Transport costs, including the cost of fuel;
b) Dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports;
c) Exchange rates applied to the booking.
Price increases and surcharges will be calculated according to the full extra cost compared to the costs you paid for your holiday with TrekBaltics. In any event TrekBaltics shall absorb the first 2% of any such surcharge. Any increase to the price that exceeds 10% of the total holiday cost will entitle you to the options outlined in clause 8 above.
10. Holiday (Information) Changes:
A general indication is provided in our holiday brochure(s) and on our website(s) of the itinerary for each holiday, the type of accommodation used, what is included in the price, passport and visa requirements, and health formalities. Changes in all of these items may be made at any time.
11. Significant Holiday Changes:
If any significant changes to the holiday have to be made before departure, TrekBaltics undertakes to inform you, and you are entitled to the options detailed in clause 8 above. A ‘significant change’ is a change of more than 24 hours in departure or return timings or other such change to itinerary and services that would reasonably be considered significant.
12. Provided Information/Advice:
Any information or advice provided by TrekBaltics on matters such as permits, visas, vaccinations, climate, clothing, baggage, special equipment, etc. is given in good faith but without responsibility on the part of the TrekBaltics, and the passenger accepts responsibility for obtaining any necessary visas, travel documents and vaccinations required for the holiday.
13. Flexibility:
Your booking is accepted on the understanding that you realize the hazards involved in this kind of holiday, including injury, disease, loss or damage to property, inconvenience and discomfort. The whole philosophy of this type of travel is one that allows alternatives and a substantial degree of on-trip flexibility. The outline itineraries given for each holiday must therefore be taken as an indication of what each group should accomplish, and not as a contractual obligation on the part of TrekBaltics. Changes in itinerary may be caused by local political conditions, flight cancellations, mechanical breakdown, weather, border restrictions, sickness, or other unforeseeable circumstances. No refunds will be given for services not utilized. It is a fundamental condition of joining any of the holidays described in our brochure(s) and on our website(s) that you accept this flexibility, and acknowledge that delays and alterations and their results, such as inconvenience, discomfort, or disappointment, are possible. If TrekBaltics is unable to complete the proposed itinerary owing to the reasons stated above, TrekBaltics will either transport you to the end point of the itinerary, or return you to the starting point, or provide an agreed alternative itinerary, and pay compensation for the uncompleted part of the itinerary if appropriate. If a passenger is unable, or does not choose, to complete an itinerary outlined for a holiday, TrekBaltics is not liable to supply alternative itineraries, excursions, accommodations, services or staff for the period when the client is not present with the group.
14. Responsible Behavior:
On an active group holiday if you participate in the activities it is necessary that you abide by the authority of the leader, who represents the TrekBaltics. Booking a holiday at TrekBaltics signifies your agreement to this, and if you commit any illegal act when on the trip or if in the opinion of the leader your behavior is causing or likely to cause danger, distress or annoyance to others TrekBaltics may terminate your travel arrangements without any liability on our part. If you are affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the holiday, you must advise us of this at the time of booking.
15. Proper Performance Responsibility:
TrekBaltics is responsible to you for the proper performance of our obligations under the contract irrespective of whether those obligations are provided directly by us, or by third party service providers engaged by us acting within the proper course of their employment. TrekBaltics are liable to you for any damage caused to you by our failure to perform the contract or by our improper performance of the contract, unless that failure is:
a) Attributable to you;
b) Attributable to a third party unconnected with the provision of the services and are unforeseeable or unavoidable;
c) Due to unusual and unforeseeable circumstances beyond our control and could not have been avoided even if all due care had been taken;
d) Due to an event which even with all due care TrekBaltics could not foresee or forestall.
16. Complaints Handling:
If you have any complaint about the holiday, you must make it known at the earliest opportunity to the leader and/or our local representative, who will normally be able to take appropriate action. If you are not satisfied with their response and you feel your enjoyment of the holiday is likely to be significantly affected, you should notify our Customer Services staff in Estonia by phone and TrekBaltics will do its best to resolve the problem. On our website(s) you can find also our Complaints Handling Procedure under ‘Contact Us’ for filing complaints after your holiday has been completed.
17. Insurance is Obligatory:
There is no insurance included in the holiday price of TrekBaltics. Before you come on the holiday you must be covered by insurance, which must include adequate cover for baggage, car accidents, medical expenses and the cost of repatriation, should you become too ill to continue, including helicopter rescue and air ambulance. If you join the holiday without adequate insurance you may not be allowed to continue on the holiday, with no right of refund. Any claims concerning matters for which you are insured must be directed to your insurers.
In any event, you are strongly advised to insure yourself against any possible risk that may occur and in particular to ensure that you have sufficient insurance in respect of dependent relatives. You are required to carry proof of insurance with you and produce it if reasonably requested by TrekBaltics employees or suppliers. By booking a holiday at TrekBaltics you acknowledge that TrekBaltics has taken all reasonable steps to safeguard its liability in this respect. Except in instances of personal injury or death, where TrekBaltics is found to be liable for damages in respect of its failure to carry out the contract, the maximum amount of such damages, compensation and loss of enjoyment will normally, but not necessarily, be limited to three times the basic holiday price shown on the invoice. Where the damages relate to the provision of transport by air, sea or rail, or hotel accommodation, any compensation payable will be further limited by the EU Charter of Passengers Rights, the Warsaw Convention as amended by the Hague Protocol (air), the Athens Convention 1974 (sea), the Berne Convention 1961 (rail), and the Paris Convention 1962 (hotel accommodation), or any such statute or regulation as may from time to time amend or supersede any of the above. Any independent arrangements that you make which are not part of the holiday are entirely at your own risk.
18. Flights:
Any flights forming part of the holiday arrangements are subject to the conditions of the carrying airline, which in most cases limit the airline's liability to the passenger in accordance with International Law and conventions. Copies of the conditions of carriage and any conventions which may apply are available on request at the carrying airline.
19. Passenger Age Limit:
Bookings cannot be accepted from persons under the age of eighteen years at the date of the departure unless prior written consent is granted by TrekBaltics to the applicant for inclusion in the holiday. TrekBaltics reserves the right to refuse an application made by a minor without the written consent of a parent or legal guardian having first been obtained, and TrekBaltics further reserves the right to refuse bookings from minors solely on account of their age. Note that each holiday at TrekBaltics has a minimum and maximum age limit for participation of each passenger.
20. Use of photographic- and video material:
Any likeness or image of you secured or taken on any of our holidays may be used by TrekBaltics without charge in all media (whether now existing or in the future invented) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind, such as brochures, slides, video shows and the internet.
21. Use of Personal Info:
To ensure that your holiday runs smoothly, TrekBaltics need to use information such as your name and address, special needs, dietary requirements etc. TrekBaltics will apply appropriate security measures to protect this data. However, TrekBaltics must pass it to suppliers of your travel arrangements including airlines, hotels and transport companies. TrekBaltics may also supply it to security or credit checking companies, and to public authorities such as customs and immigration. If your holiday is outside the European Economic Area (EEA), controls on data protection in your destination may not be as strict as in Estonia. TrekBaltics will only pass data, including sensitive information regarding disabilities or dietary and religious requirements, to people responsible for your holiday arrangements. If TrekBaltics cannot pass this information to the relevant suppliers, whether in the EEA or not, TrekBaltics cannot provide your booking. When you make this booking, you consent to this information being passed to the relevant people. OÜ TrekBaltics trades as TrekBaltics, TrekEstonia, TrekLatvia, and TrekLithuania. TrekBaltics may wish to contact you to get your feedback or to provide details of other products and offers from TrekBaltics Travel Limited and our sister companies. If you would prefer not to be contacted, please write to:
OÜ TrekBaltics
Heki Tee 16-22
74001 Haabneeme
Harjumaa
Estonia
Or e-mail us at:
info@trekbaltics.com.
22. Accepting the Booking Terms and Conditions:
The booking conditions may only be waived or amended by written mutual consent. When you complete the booking form you agree to accept all these terms and conditions, and when TrekBaltics accept your booking TrekBaltics agree to carry out our obligations to you as defined in our brochure and as defined in other information provided to you by TrekBaltics. This Agreement will be governed by Estonian law and any disputes will be dealt with by the Estonian courts in Tallinn, Estonia.
OÜ TrekBaltics
Heki Tee 16-22
74001 Haabneeme
Harjumaa
Estonia
E-mail (info): info@trekbaltics.com
E-mail (sales): sales@trekbaltics.com
