Terms and Conditions.

Booking with Sidetrack Cycling

General terms and conditions.

These are the Terms and Conditions that apply to all offerings made by Sidetrack Cycling, a company registered in The Netherlands, Chamber of Commerce number: 80691323.
The trips which we organise are inspiring and exciting events to participate in. Our terms and conditions help you have the right expectations about what we can and cannot do and to let you know what your and our rights and obligations are. They apply to all the trips offered and organised by Sidetrack Cycling, whether they’ve been published on our website or not.

What we mean when we say:

• You

Whenever we use the word you in these terms and conditions, we mean the person who has booked a tour with Sidetrack Cycling. This person may be acting on behalf of one or more other people.

• Sidetrack Cycling

Sidetrack Cycling is the organisation offering the trips which you can book through its website www.sidetrackcycling.com.

• We

The word we is used for readability. We refers to Sidetrack Cycling.

• Trip

A trip is any tour or journey we organise that you can book to participate in. These may be the ones published on our website, derivatives thereof adapted to your needs or completely bespoke tours specifically designed for you.

What’s the cancellation policy?

At Sidetrack Cycling we endeavour to have the most flexibility for the guests who sign up for a cycling adventure. We understand that sometimes things happen in life out of your control which means you need to cancel or change your Sidetrack Cycling trip.
Please let us know in writing as soon as you know you need to cancel your trip.

1. The price.

The prices we mention are in Euros (EUR, €). Whenever and if we mention a price in another currency, this is only an indication, as exchange rates vary from day to day. If you don’t pay in euros, the exchange rate applies with the currency you pay in at the moment of booking.

2. Bookings, deposit and balance of payment.

All trips must be booked online, using our booking form or with the booking form we can email you on request. We will confirm your booking when we have received your booking form. Your reservation is final and your place secured when we have received your deposit. A deposit of 20% of the total sum is required for all our trips. The amount of the deposit and the payment term is specified in the email you receive after sending the booking form. Failing to pay the deposit within the payment term means you may lose your spot. The remaining balance for trips is due no later than 61 days prior the trip you booked or as specified on the invoice sent to you when booking.

3. Confirmation and agreement.

Once you have booked and paid the required deposit, we have an agreement: you commit to taking part in the trip; we commit to making it happen provided the minimum number of participants, as indicated in the trip description, has been reached. We deal with exceptions which you can read about below in the paragraph containing our cancellation policy.
If you book less than 30 days in advance, you must pay the entire sum within five days of your booking.

The following below explains the cancellation fees for the scheduled trips:

4. Single/Double occupancy.

All of the departures with Sidetrack Cycling are priced at twin/double-occupancy rates. Single travellers will be in a single room, upgrading to a twin/double room (with single occupancy) is available for a small supplement. However, if you are travelling solo and wish to share a hotel room (with your own bed, of course) every night with another guest on the trip, this might be possible if another solo traveller has the same request.
It is possible that a single traveler gets a single bed (European single) in the room.

By opting for a shared accommodation, you are authorising Sidetrack Cycling to match you with another traveller as your roommate for the duration of your trip. The roommate pairing will be of the same sex and roommates will be assigned at time of travel. If no roommate pairing is available you will be charged with the additional single supplement fee.
Single travellers will be in a single room, upgrading to a twin/double room (with single occupancy) is available for a small supplement.

We are not liable for any roommate pairing compatibility and, by accepting to share accommodation, you waive Sidetrack Cycling from all inherent risks in being assigned a roommate. Sidetrack Cycling is not responsible for any disputes between roommates (such as sleep patterns, snoring, noise, sickness etc.). Any dispute between roommates is your responsibility to resolve. During the trip, alternate single arrangements, if available, may be secured but are never guaranteed. You are responsible for all expenses for any change in accommodation on the trip and payment in full will be required immediately upon securing new accommodations.

5. Cancellation by us.

In these booking conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include, whether actual or threatened, war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, significant risks to human health such as the outbreak of serious disease at the travel destination, adverse weather conditions, fire and all similar events outside our control. 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 obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of "force majeure".

6. In the event that we cancel your trip.

We will provide you with a €200 credit to use on another Sidetrack Cycling trip departing over the proceeding two years. You will also be entitled to: (a) book any other available trip; or (b) receive a full refund of all money paid; and we will not be liable for any flight or insurance costs you have incurred (it is for this reason that we recommend you delay booking flights and arranging insurance until your trip is confirmed).

7. Changes to trips.

We have taken good care to ensure that all descriptions, information and prices are accurate. If changes occur after you have booked a trip, we will advise you at once. If the modification is significant, such as a change in the nature of the trip, and you cannot reasonably be expected to accept it, you may cancel and will receive a full refund if you do not wish to accept the revised tour. A significant change is not a modification to the route we follow or specific accommodation we book.

The itinerary is a guide to which we will attempt to adhere, but it may be necessary to alter this at short notice as a result of circumstances or events outside our control such as adverse weather or road conditions or any of those amounting to force majeure (see paragraph 5), or due to the operating conditions imposed by owners and operators of accommodation, facilities and transport. Your itinerary will, however, be the same in content as far as is reasonably possible, unless circumstances beyond our control make this impossible. Should weather conditions involve you in extra costs such as accommodation, transportation and meals, these will be borne by mutual agreement between us.

8. Transferring your trip.

Should a business or personal emergency cause you to not be able to go on your trip, you may transfer to any other trip, which: has space available on it; and is scheduled to depart within two years of the trip you originally signed up for. There is no charge for transferring all of your payments to another trip. Transfers made 60 days or fewer in advance will be considered a cancellation, and our standard cancellation policy will apply.

Responsibilities.

9. Travel Insurance and documents.

You are about to go on an epic cycling trip. Isn't it important that you are protected against unexpected cancellations and sudden health emergencies? We highly recommend you have travel insurance prior departing the trip. You are responsible for having correct travel insurance. If you do, it should be a comprehensive policy and cover all risks for the countries we visit.
It is your responsibility to obtain all documents required for your trip. We cannot be liable if you fail to do so and you will be responsible for meeting any further costs incurred as a result of such failure. You are not eligible for a refund of any payments made if you have to cancel because of incorrect passport, insurance and/or documentation.

We will not be responsible for any injury, illness, death, loss (including loss of possessions and loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following:

• your act(s) and/or omission(s); or

• the act(s) and/or omission(s) of a third party not connected with the provision of your trip and which were unforeseeable or unavoidable; or

• 'force majeure' as defined in paragraph 5 above

10. Our website.

The information contained in our website and in our other advertising material is believed correct to the best of our knowledge at the time of publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your chosen trip (including the price) with us at the time of booking.

11. Other responsibilities.

We assume that you are fully familiar with the workings and operation of a bicycle/road bike and have a good understanding of its capabilities and limitations. We also assume that you are able to use the capabilities of your bicycle/road bike. In plain language: you know how to ride a road bike. If you have doubts, contact us.
You are fully responsible for your own actions, safety, bicycle and personal belongings whilst on the trip. We, Sidetrack Cycling, cannot be held liable to any damages, such as scratches to the paintwork or any other damage, caused to your bicycle during a tour. It is always your decision to cycle the chosen route or parts of it. If you feel uncertain about specific stretches, we will make every effort to provide you with an alternative (usually in the form of a detour over paved roads). However, we cannot always guarantee that these are available.

12. Decisions of Sidetrack Cycling.

We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to our staff or to any third party or damage to property, we are entitled, without prior notice, to terminate your trip.

13. Health.

You are taken to confirm at the time of booking that you are in good health, physically capable of undertaking all aspects of the trip, and unaware of any reason why you may be unsuited to taking part or may be likely to suffer illness or injury during the trip, taking into account its challenges and purposes. If you are unable to give for this confirmation for any reason or have any medical condition or disability which may affect your trip, you must contact us before you submit your booking form so that we can assist you in considering the suitability of the trip for you.

If any information given in the booking form is shown to be materially incorrect or incomplete, we reserve the right to cancel your booking or terminate your participation in the trip, depending on when we become aware of the true position. In this situation, cancellation charges as set out in paragraph 3 will apply and we will not be responsible for any costs or expenses incurred as a result.

14. Jurisdiction.

Your contract with us is governed by Dutch Law and all disputes are subject to the exclusive jurisdiction of the Courts of the Netherlands.

15. Complaints.

In the unlikely event that you have any reason to complain or experience any problems with your trip whilst away, you must immediately inform your guide and the supplier of the service(s) in question. Any verbal notification must be put in writing and given to our trip guide the supplier as soon as possible. If any complaint or problem is not resolved to your satisfaction by the trip guide or supplier, you must contact us in The Netherlands using the contact details we have provided you with during your trip, giving us full details and a contact number. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, you must write to us within 7 days of the end of your trip giving your booking reference and full details of your complaint. For all complaints and claims which do not involve death, personal injury or illness, we regret we cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause.

16. Delay.

We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. Depending on the circumstances, if you are flying with an EU carrier, the airline may be required to pay you compensation and/or refund the cost of your flight and/or provide you with accommodation and/or refreshments in the event of a significant delay or cancellation. However, we have no liability to make any such payments to you and you must pursue the airline or other transport operator concerned for any payment which may be due. Please remember that it is your responsibility to ensure you arrive at the departure location for your chosen tour, all costs associated with this are therefore your sole responsibility. This is even the case where we assist you in making any necessary additional arrangements where, for example, your flights were delayed and you missed your pre-booked transfer with us.

17. Conditions of suppliers and/or partners.

Suppliers and/or partners including accommodation, rental or transport companies provide their services in accordance with their own terms and conditions. By using their services, you agree to their terms and conditions. These terms may limit or exclude their liability to you in the event of death, personal injury, delay or loss / damage of personal possessions.

18. Privacy.

When accepting bookings, we obviously collect certain information from you. This includes your personal details and contact information. We never share this information with any third parties, unless this is an essential part of the preparation for a trip, for example when making a hotel booking.

Have an unforgettable trip!