Booking Terms and Conditions
Booking Terms and Conditions
Our mission is to empower women by making travel more accessible and creating a safe space to explore as much of the world as we can, to create friendships and bonds through shared experiences and to have an incredible time together making treasured memories. We understand how important it is to take time away from your everyday life, that’s why we’re committed to ensuring that when you book a Girls Group Holiday that it really does provide you with the time and space you need to recharge, whilst also filling you with inspiration, motivation and support!
To help you get the most out of your Girls Group Holiday experience we’d like to provide you with some information so you can clearly understand what’s involved, what’s included, what’s expected of you, and lastly, what you can expect from us, and that’s what we hope to achieve with these terms and conditions.
Our booking conditions set out the entire arrangement between us, and since we know reading legal documents is not the most fun, we’ve tried really hard to make things as simple as possible.
We’ve avoided using complicated legal terms or jargon as much as we can since we have no desire to trick or confuse you, we simply want to ensure that we start out on the right foot with clear expectations so that you can focus on getting the maximum benefit from your Girls Group Holiday!
Introduction: WHO WE ARE AND WHAT THESE TERMS MEAN
These booking terms and conditions (“Booking Terms”) apply to the provision of any Holiday (“the Holiday”) by Sophia Khalid t/a Girls Group Holidays and you are deemed to have accepted them when you submit a Booking Request.
These Booking Terms and your Holiday Information, along with our Privacy Notice which can be found at www.girlsgroupholiday.com (“the Website”), represent the entire agreement between us and apply to the exclusion of any other terms. You should ensure that you read both these Booking Terms, your Holiday Information and our Privacy Notice so that you are aware of all terms contained therein.
SECURING YOUR HOLIDAY
All Holidays must be booked through our Website. Once you have selected your holiday you should complete our booking request form (“the Booking Request”).
Details of your Holiday, including start and end dates, location, accommodation, facilities and any included or additional activities, along with the total cost of the holiday which shall be payable by you (“the Fee”) shall be as set out on our Website at the time of submission of your Booking Request.
If you wish to make any special requests you must make them at the time of submitting your Booking Request. We shall use reasonable efforts to meet any special requests or to pass them to the appropriate supplier but we are unable to guarantee that your special request will be accepted.
When submitting your Booking Request a deposit payment equivalent to 25% of the Fee must be provided to us in accordance with the payment terms set out below. Your submission of the Booking Request and payment of the deposit is an offer to purchase the Holiday selected, it is not a guaranteed booking.
Your Holiday will only be accepted and confirmed once we receive your cleared deposit payment and we provide you with our welcome email (“the Welcome Email”).
If the price of any element of a Holiday changes before our Welcome Email is sent, we’ll contact you to ask whether you wish to proceed with the revised Fee. We fully reserve our rights to increase or decrease the Fee.
In the event we’re unable to accept your Booking Request for any reason, we’ll provide you with a full refund of any Fee or deposit paid. We reserve the right to decline any Booking Request at our absolute discretion.
YOUR PROMISES TO US
By submitting a Booking Request to us you are confirming that:
you are over 18;
that all information you provide to us is true, accurate and up to date;
that you accept these Booking Terms and agree to be responsible for full payment of the Fee.
medical conditions
When submitting your Booking Request, you are confirming that you are not suffering from any current or pre-existing medical condition or disability which will affect your participation in the Holiday. In the event you do have any current or pre-existing medical conditions or disabilities then you must provide us with full details at the time you submit your Booking Request. We also recommend that you discuss your intention to attend the Holiday with your registered medical practitioner and inform us if necessary.
We reserve the right to refuse to accept any Booking Request where, in our reasonable opinion, we consider that we are unable to safely or properly accommodate your particular needs. In the event you provide health related or medical information after we have provided your Welcome Email which affects our decision to accept your booking, then we reserve the right to cancel your Holiday. In such circumstances, cancellation charges will apply as set out below.
ACCOMMODATION
It’s important to us that your Holiday is comfortable and enjoyable and on this basis all accommodation that we offer will be a 3-star minimum standard. Please refer to individual holiday details on our website, as they confirm whether the holiday is a luxury holiday and the type and standard of accommodation to expect. If we haven’t previously stayed in the accommodation, we use online ratings sites as well as previous visitor reviews and photographs to determine standards of accommodation. We shall use our best endeavours to ensure that accommodation is suitable and meets the standard to be reasonably expected, since ratings of accommodation can vary by destination, we shall not be held liable where accommodation falls below this standard.
All rooms are generally provided on a standard twin or triple room basis. Should you wish to explore other room types or configurations then please contact us before submitting your Booking Request.
The times and dates of when your accommodation will be available and when you have to vacate will be as stated in your Holiday Information Pack. It may be possible to arrange an earlier check-in or late departure. Should you wish to explore these options then please contact us. Any changes to arrival or departure times may incur an additional cost and you will be responsible for payment of such costs.
You will be responsible for complying with any guidance or regulations provided by the accommodation, in particular any health and safety policies or requirements.
MEALS
If any meals or drinks are included in your Holiday these will be as stated on our Website at the time of making your Booking Request and will be as confirmed in your Holiday Information Pack.
Any meals provided will be based on a set menu or voucher system, unless we inform you otherwise. You will not be entitled to any refund for any meals that are included in the Fee but not taken.
Should you have any special dietary requirements then you should notify us at the time of submitting your Booking Request.
INSURANCE
You are required to ensure that you obtain a fully comprehensive travel insurance policy and that such insurance is suitable and adequate for the Holiday that you purchase.
You accept that it shall be your responsibility to ensure that you have adequate insurance to cover your obligations as set out within these Booking Terms.
You accept and agree that you shall be responsible for ensuring that you are fit to travel and for arranging your own travel insurance and for ensuring compliance with any legal requirements to travel to the Holiday destination.
TRAVEL DOCUMENTS
It is your responsibility to ensure that you comply with any legal and visa requirements in connection with your Holiday.
You acknowledge that you will be responsible for ensuring that you obtain any required travel visas, licences or consents to enable you to participate in the Holiday and that you are responsible for checking any immunisation or health requirements to enable you to travel to the destination and participate in the Holiday.
We shall not be liable if you are refused entry to any destination or you are unable to participate in the Holiday due to any incomplete or missing documentation. In the event any fines or other charges are incurred in connection with any travel documentation then you will be responsible for payment of them.
Further information concerning travel documentation can be found at: www.FCO.gov.uk or www.hpa.org.uk.
Payment TERMS
All Holiday bookings require payment of a Deposit of no less than 25%. The deposit will be non-refundable.
The remaining balance of the Fee must be fully paid 12 weeks before the Holiday start date.
You acknowledge that you will be responsible for your own costs of flights, activities, food or other expenses, such as insurance costs and any visa costs (where relevant) which are not included and set out in the Holiday Information Pack.
You should be aware that unless specifically stated, the Holiday is not ‘all-inclusive’ and consequently, whilst some meals and drinks may be provided as part of your package, additional charges for food and drink will apply as specified in the Holiday Information Pack. You should ensure you have the means to pay for any additional meals, drinks and activities as required for the duration of the Holiday.
The Fee is payable in two instalments, unless otherwise agreed. Payment of the Instalments are as follows:
Initial Payment of 25% deposit by upon submission of your Booking Request;
final payment, or payment of any remaining balance, no later than 12 weeks before the Holiday start date.
REFUND POLICY
All deposit payments are non-refundable.
Refunds will only be made as set out in the Amendments and Cancellations section below, or where we are prevented from delivering the Holiday for reasons beyond our control as set out in the relevant section below.
The Services
As part of the Holiday, you will have access to certain facilities, experiences, activities, food and drink and accommodation (“the Services”) as set out on our Website and as detailed in your holiday information pack which will be provided to you at least 6 weeks before the start date of your Holiday (“the Holiday Information Pack”).
Engagement, use or participation in the Services offered is not compulsory and any additional costs in connection with the Services will be as set out on our Website and confirmed in your Holiday Information Pack.
We reserve the right to make amendments, revisions or changes to the Holiday, flights, or Services, or to cancel, amend, change or reschedule any part as we reasonably require. We shall not be liable to you for any changes or cancellations that are made.
We make every effort to ensure that any information we provide to you concerning the Services is accurate at the time you complete your Booking Request. However, flight times and carriers are subject to change and due to weather conditions or other circumstances beyond our control some Services and additional activities or experiences will also be subject to change. We will use our best efforts to inform you of any changes or anticipated changes as soon as we are able. We shall not be responsible for any changes to flights, activities, accommodation, activities or any other aspect of the Services caused by reasons beyond our control.
Your PROMISES TO US
If your Holiday includes any activities, excursions or experiences or you book or arrange any additional activities it shall be your responsibility to ensure that you attend at the times and dates which will be confirmed to you by email.
In the event you are unable to attend a scheduled activity then you should contact your Girls Group Holiday Ambassador, you will be given their details before the trip, as soon as possible to confirm your non-attendance. Unless specified, no refunds will apply where you are unable or fail to attend any activity.
The Group Experience
It’s really important to us to ensure that everyone that chooses to travel with us feels safe and comfortable and has an enjoyable holiday. On this basis we ask that you agree to conduct yourself in a reasonable and responsible manner at all times when accessing any of our social media groups or channels and during your Holiday and to not act in a manner which may cause offence, distress or alarm to others or otherwise affect the enjoyment of the Holiday by another individual attending the Holiday (“Guest”).
In the event you do act in a way which is disruptive or which causes distress or alarm to any other Guest, our employees, accommodation staff or any individual engaged by us in connection with the Holiday then we shall be entitled to terminate your Holiday and you will be required to leave the accommodation. We shall have no further responsibility towards you, including any return travel arrangements and no refund will be provided.
If you become aware of any inappropriate behaviour, comments, or content being shown or displayed within any of our groups, social media channels or during your Holiday you agree to notify us as soon as possible.
When attending the Holiday, you accept and understand that you will be personally responsible for any damage caused to the accommodation venue or the grounds as a result of your direct or indirect actions or behaviour.
Where Activities are provided on a group basis you accept and understand that they will be subject to time restraints and that in the event you are unable to attend, or where you fail to attend, then you shall forfeit the right to that Activity.
COMPLAINTS OR CONCERNS
In the event you have any concerns as to our delivery of the Holiday, any of the Services, the Holiday location, or your participation in the Holiday in any way, you agree to notify us of such concerns in person, or by email, as appropriate, as soon as possible and allow us a reasonable amount of time to resolve your concerns before taking any further action.
Any failure to follow this complaints process may affect your right to any compensation, if any.
Amendments and Cancellations
We want you to be completely happy with your Holiday and the Services. If you decide that you’d like to make a change or amendment to any part of your Holiday or the Services then please let us know as soon as possible. We’ll use our best efforts to make any reasonable changes that you request but regret that your booking can only be amended before the Holiday departure date and we are unable to guarantee that changes can be made once your Booking Request has been accepted and the Welcome Email sent. Any requests for changes will attract an administration charge which we will inform you of at the time, along with any anticipated charges or fees that may be incurred due to your changes. You will be responsible for payment of the administration charge and any fees or charges in connection with your change request.
You agree and understand that the Holiday can only be cancelled or terminated in accordance with the relevant provisions contained within these Booking Conditions. Our agreement and your Holiday booking is personal to you and cannot be assigned or transferred to anyone else.
We undertake the planning of our holidays many months in advance. On this basis since things can change between our planning, the time of your Booking Request and the Holiday we must reserve our rights to make changes and/or cancellations to any Holiday or Services whether that is before our Welcome Email is sent or afterwards.
In the event we are required to make changes to your Holiday we will use our reasonable efforts to ensure there is minimal disruption to your Holiday or the Services offered. Where we are required to make a bigger change such as changes to your accommodation, airport or holiday dates we agree to notify you as soon as possible. Where the change occurs before the departure date, and the circumstances allow, we will provide you with the following options:
to accept the change;
to select a different alternative (if the alternative is more expensive you will be required to pay any additional fees or charges. If it is less, we will refund you);
to cancel the Holiday. Any refunds will be considered at our discretion and will be dependent upon our ability to recover payments already made to third party suppliers.
In the event you wish to cancel your Holiday for any reason you must contact us as soon as possible in writing to info@girlsgroupholiday.co.uk. Your notice of cancellation will take effect as soon as we provide you with confirmation in writing that we have received it. Where you wish to cancel the following charges will apply:
Over 60 days before Holiday departure date = you will pay the deposit plus 50 % of the total cost of all Services
59 to 30 days before Holiday departure = you will pay the deposit plus 75 % of the total cost of all Services;
29 days or less before Holiday departure = full payment of the Fee (flight and Services costs) is required.
We reserve the right to cancel your Holiday by providing notice in writing if:
you breach any term of these Booking Conditions, and where it is a breach capable of remedy, you fail to remedy that breach within 14 days of our notifying you; or
you breach a term of these Booking Conditions which is incapable of being remedied; or
for any reason the Holiday location becomes unavailable or due to any other reason outside of our control as set out in clause 24. In such circumstances we shall use our best endeavours to source alternative accommodation and where this is not possible then we shall cancel the Holiday and you will be entitled to a refund of the Fee paid as at the date of cancellation.
TRANSFERRING YOUR BOOKING
In the event you are unable to travel then in certain circumstances we may offer you the opportunity to transfer your booking to another person. We will notify you of any applicable administration costs, charges and expenses that may be incurred by us or imposed by any of our suppliers and you must agree to payment of all relevant fees before a transfer can take place. The decision to offer a transfer is at our absolute discretion.
CONFIDENTIALITY
It’s important to us to create a safe and secure space for everyone accessing our holidays and our social media channels and groups and that is why we agree that when you disclose Confidential Information to us, we will not communicate or disclose it, make it available to others, or use it for our own purposes without your consent.
If we disclose Confidential Information to you, or where it is disclosed by another Guest or an individual accessing our social media channels or groups, you agree that the Confidential Information belongs solely and exclusively to the person disclosing it and that you will not share it or use it in any way other than as part of your use of our services as intended by these Booking Terms.
For the purposes of these Booking Terms, Confidential Information shall mean ideas, know-how, business practices and information (where applicable) and any personal information or other confidential and/or proprietary information (“Confidential Information”). It excludes any information that was already known to us before you provided it, or where it was already in the public domain, created by us, or provided to us separately by someone else without any breach of these Terms.
If we provide you with access to materials, information, resources, data or other content as part of your use of our services you agree to only use it in connection with your use as intended by these Booking Terms and not to copy, disclose, share or otherwise use it for any other reason without our express consent.
Our obligations shall not apply where it’s necessary for us to disclose in connection with legal proceedings, prospective legal proceedings, to allow us to obtain legal advice, to deal with any payment disputes with third party providers, where we have been directed to do so by a court or other body of equivalent jurisdiction or where we reasonably believe you are at risk of danger to yourself or others.
YOUR PERSONAL DATA AND HOW WE USE IT
Personal data for the purposes of this Agreement means any information which is capable of identifying another individual, as further defined within the General Data Protection Regulation 2016/679 (“GDPR”).
Any Personal Data you provide to us will be maintained, stored, accessed and processed in accordance with recognised data protection laws and legislation including the GDPR. We shall only process your Personal Data to the extent reasonably required to enable proper delivery of the Services, and shall retain it only for as long as reasonably necessary to allow completion and delivery of the Services and to comply with any legal or regulatory requirements. For full details of how we process, use, collect and store your Personal Data please refer to our privacy notice which can be found on our website: www.girlsgroupholiday.co.uk.
As part of the Holiday your image may be recorded in videos, photographs, images or screenshots by us or other Guests and shared on social media. By submitting your Booking Request you are providing your consent for your image to be used. Should you wish to revoke your consent you can do so by emailing us at info@girlsgroupholiday.co.
uk. All documentation and information provided to us during the course of our agreement will be retained in accordance with relevant retention guidance for a period of no less than 6 years.
GROUP BOOKINGS
If you submit a Booking Request on behalf of more than one person then you are confirming that you have the authority and consent of all members of your party to accept these Booking Terms on their behalf. The person submitting the Booking Request will be the group leader and will be responsible for making payment of the Fee.
Liability
We do not hold any proprietary interest in the Holiday location, or act in any form of agency capacity, and we merely act as organiser, facilitator and host of the Holiday.
The Services provided as part of the Holiday are provided for your personal and private use only. We make no warranty, representation or guarantee that any results or specific experiences will be achieved as a result of attending the Holiday.
We have made every effort to accurately represent the Holiday and the Services. Any testimonials and/or examples of other Guests’ experiences are not intended to represent or guarantee that anyone will have the same or similar experience.
We agree to provide your Holiday and the Services with reasonable skill and care and we agree to be responsible for any foreseeable loss or damage suffered by you as a result of a breach of these Booking Conditions by us or an agent, employee or consultant engaged by us or by our negligence.
We shall not be liable to you for any indirect, consequential or special damages.
We shall not be liable to you for any claims relating to loss or damage to baggage of personal effects and you are reminded to ensure you have adequate insurance protection to cover you in the event of such loss.
In the event damages are incurred by you as a result of our default or violation of any of these Booking Conditions, then our entire liability under this Agreement is limited to the amount paid by you to us as at the time the loss is sustained and you agree and acknowledge that such damages are fair and reasonable given the nature of the Services provided.
In the event that any liability arises which may be attributable to the Holiday location, then any claims on which we are obliged to, or we choose at our discretion, to pay you damages, shall be assigned automatically to us in order to mitigate our losses.
From the date of submission of your Booking Request, and at any time thereafter, you agree to take no action which is intended, or would reasonably be expected, to harm us, our agents, employees, contractors, or clients, or its or their reputation or which would reasonably be expected to lead to unwanted or unfavourable publicity to us, our agents, employees, contractors, or clients.
In the event a dispute arises in connection with these Booking Conditions and the provision of the Holiday which is incapable of being resolved by mutual consent then it is agreed that we shall submit the matter for mediation by an independent mediator. In the event a resolution is still not possible following mediation then legal action may be commenced.
We both agree that we have adequate Insurance cover to meet any liabilities that may arise in connection with these Booking Conditions.
CONTACT BETWEEN US
All contact between us will be by email. It shall be your responsibility to update us if your contact details change.
You can contact us by email: info@girlsgroupholiday.co.uk.
Where reference in this Agreement is made to the provision of a notice then any such notice shall be validly served if sent by email to us at info@girlsgroupholiday.co.uk and shall be deemed served, upon receipt of a valid delivery notification, if prior to 5pm UK time or at 9am the following business day;
Events beyond our control
We’ll make every effort to deliver your Holiday in accordance with these Booking Terms but we’ll not be liable for any delay or failure caused by an act, event, omission or accident beyond our reasonable control (“Events”), including but not limited to any of the following: an act of god (which shall include but not be limited to fire, flood, earthquake, windstorm or other natural disaster), extreme adverse weather conditions, disease, epidemic or pandemic, strike, industrial action, lock out, lockdown, war or threat or preparation for war, civil war, civil commotion, riot, armed conflict, imposition of sanctions, embargo, terrorist attack, nuclear, chemical or biological contamination or sonic boom, explosion, delays in transit, malicious or accidental damage, collapse of building structures or failure of plant or machinery, loss at sea, any act or omission of a telecommunications officer or third party supplier of services, the expiry of any transition or implementation period agreed with the European Union during which European Union law is applicable to and in the United Kingdom, or any other circumstances beyond our control. Should an Event occur then time for delivery of your holiday and/or any of our associated services shall be extended until a reasonable time after the Event and under no circumstances will we be liable for any loss or damage suffered by you as a result.
If an Event arises, we’ll email you to confirm the nature and extent of the Event and any steps we are taking to mitigate its impact and effect.
If the Event continues for longer than 6 months then either one of us shall be entitled to terminate by providing 14 days’ notice. Termination in these circumstances shall be without prejudice to the rights of either party in respect of any breach of these Terms occurring prior to termination. Any refunds will be considered at our discretion.
General
The failure of either one of us to actively enforce any provision of these Booking Conditions shall not prevent that party from subsequently seeking to enforce any term or obligation of this Agreement and any such failure shall not constitute a waiver, diminution or limitation of any right.
In the event any provision of this Agreement is deemed to be invalid or unenforceable for any reason then that provision shall be struck out and the remaining provisions shall remain valid and enforceable.
This is the entire agreement between the Parties and supersedes all other negotiations, drafts, correspondence and discussions prior to the entry into these Booking Conditions.