Booking Terms and Conditions

1. CONTRACT

Your contract is with Her on a Hill referred to as “we” or “us” in this contract. A binding contract is only entered into when we issue a confirmation invoice. By contacting us, and/or your travel agent, to make a booking you accept that you have the authority to bind all members of your party to these terms and conditions. It is essential that you check the travel details on the confirmation invoice and inform us immediately of any errors.

2. PAYMENT FOR YOUR HOLIDAY

By filling out a booking form, you are requesting a place and this place is not confirmed until you have received an email confirming availability and have paid a deposit within 7 days. A deposit of 25% of the total holiday price is required at the time of booking (unless otherwise stated on the website). Currently, the majority of holidays will require a low deposit of 10% to lessen your risk. We reserve the right to vary the deposit as appropriate and in accordance with the deposit required by our suppliers. The balance is due 10 weeks prior to departure for UK trips / 12 weeks for Europe and 16 weeks for long haul (unless otherwise stated on the website). If the booking is made less than the applicable 10/ 12/16 weeks (or date stated on the website) before departure, the full amount is due within 7 days of booking. If any balance remains unpaid, travel documentation will not be issued and we reserve the right to treat your booking as cancelled and apply the cancellation charge set out below. Final travel documents will usually be sent out approximately 2 weeks before departure.

Payment must be in the currency of the invoice and you are responsible for bank charges. No charge is levied for payment by credit or debit card within the UK and Europe. Cards registered outside Europe are charged a 5.2% fee or the current rate, whichever is lower. In some cases, quotations will be based on instant purchase, limited availability and full payment of the total holiday cost must be made at the time of booking. Full details will be given at the time of enquiry.

3. INFORMATION

Whilst we make every effort to ensure that the information on our website and elsewhere is as accurate as possible, details are often published many months before your holiday takes place. We reserve the right to make changes to the website and elsewhere and any information they contain. You will be informed of any material changes before booking. We are only responsible for information contained within our own publications and websites. We are not responsible for third party information (tourist boards and hotels for example) contained in any other brochures or websites.

4. AMENDMENT AND CANCELLATION BY YOU

(A) AMENDMENT

We will do our best to assist you in altering your arrangements after booking but cannot guarantee this will be possible. If alterations can be made, you will be responsible for all extra charges and costs and we will charge a £25 administration fee per person plus any applicable charges levied by our suppliers. We cannot accept an amendment that results in a loss of income for Her on a Hill without passing this cost on to the customer. We also reserve the right to treat any amendment less than the applicable 10, 12 or 16 weeks (or date stated on the website) prior to departure as a cancellation and apply the cancellation charges set out below.

(B) CANCELLATION

All cancellations must be made in writing by email by the person who made the booking and are effective on the day we receive it. As we incur substantial costs and losses on a cancellation, we will apply the following cancellation charges:

Percentage of total holiday price charged according to number of weeks prior to departure:

More than 10 weeks for UK / 12 weeks for Europe /16 weeks for long haul or balance date stated on the website : Forfeit deposit

Less than 10 weeks for UK / 12 weeks for Europe /16 weeks for long haul or balance date stated on the website and up to 40 days for UK/ 60 days for Europe and long haul or balance date stated on the website: 50% of full holiday cost

40 days or less for UK/ 60 days or less for Europe and long haul: 100% of full holiday cost

The penalties are in addition to the non-refundable elements of the booking which have been contracted on your behalf.

Your booking is non-refundable but is transferable to another new holiday booking if we are able to fill your place (i.e. the last place on the holiday). The deposit is non-refundable but the balance paid can be transferred to another holiday subject to any charges we are not able to recover. If only a deposit has been paid then this is not refundable.

5. AMENDMENT AND CANCELLATION BY US

(A) AMENDMENTS

It is occasionally necessary for us to make changes to advertised products and services and we reserve the right to make such changes. In exceptional circumstances we may have to modify your holiday after booking. If the change is minor we will do our best to notify you in advance but are not obliged to do so and no compensation is payable. If the change is material (e.g. change of destination or a lower standard of accommodation), we will notify you as soon as practically possible and offer you the choice of accepting the alternative arrangements, arranging an alternative holiday with us or cancelling your holiday.

(B) CANCELLATION BY US

Whilst we hope we will never have to cancel your holiday this may occasionally happen and we reserve the right to do so. Should it be necessary to cancel your holiday we will endeavour to offer you an alternative holiday or provide a full and prompt refund.

(D) FORCE MAJEURE

Compensation will not be payable in any cases where an amendment, change or cancellation is due to “force majeure”, being unusual or unforeseeable events or circumstances beyond our control, the consequences of which neither we nor our suppliers could avoid. These include, but are not limited to, war, threat of war, riot, civil disturbance or strife, terrorist activity (actual or threatened), industrial disputes, technical or maintenance problems with transport, machinery or equipment, power failure, natural or nuclear disaster, fire, flood, drought, adverse weather conditions, levels of water in rivers, acts of God, closure of airports, changes of schedules or operational decisions of transport providers.

(E) LOW BOOKINGS

Compensation is not payable if a holiday does not take place because a required minimum number of passengers to enable the holiday to take place has not been reached. The minimum number of passengers is clearly stated on the website for each holiday. We will refund any monies paid to us promptly. However, we will not pay for any additional expenses you may have incurred – e.g. travel tickets, etc

6. PRICES and TWIN ROOM CONDITIONS

All prices advertised are per person based on sole use of a room (unless otherwise stated). Many holidays are also offered on a two women share basis. However, if we cannot find another woman for you to share with, the single room price will be applied. The prices are in pounds sterling unless otherwise shown and are subject to change, up or down, until the booking is concluded. After that, we will only increase the price in limited circumstances to reflect increases in transportation costs, dues, government approved taxes (including VAT), both in the UK and overseas, fees chargeable for services, Government action or exchange rate variation. If the surcharge would increase the cost of your holiday by 10% or more, you are entitled to cancel your holiday and receive a full refund. We will absorb, and you will not be charged, for any increase equivalent to up to 2% of the original price of your holiday.

7. OUR RESPONSIBILITIES TO YOU

We take care to ensure that all involved in the preparation and supply of your holiday maintain the highest standards. Please remember that the appropriate standards will be those prevalent in your destination which may not be the same as developed international standards.

8. COMPLAINTS

If you have any complaint or problem whilst on holiday you must inform us, our guides or the supplier as soon as possible to give us the maximum opportunity to rectify it. Any unresolved complaints must be notified to us in writing within 30 days of your return.

9. FLIGHTS, PASSPORTS, VISAS AND OTHER ESSENTIAL DOCUMENTATION

Flights are not included in any holiday unless otherwise stated. It is your responsibility to book your flight. Do not book your flight until the holiday has been guaranteed and flight details which fit with the transfer time have been released. Her on a Hill does not take responsibility for any aspect of your flight booking and is not responsible for your transfer if flights do not fit with the included transfer.

It is your responsibility to ensure that your passport is valid for your chosen destination. You will generally need clear/clean pages for visas, if required, to be inserted. You should also ensure that all necessary visas, vaccinations and other health documents are in order. You must read all documentation that is supplied to you and ensure that all information contained within is correct. Failure to do so may incur amendment charges which are your responsibility.

10. TRAVEL INSURANCE

Your holiday package with us does NOT include travel insurance and it is your responsibility to ensure you have adequate insurance cover. In accordance with normal industry practice, we will require you to have adequate travel insurance to provide accident and medical cover before your holiday departs. Such insurance should ideally be valid from the date of booking, be valid throughout the holiday duration and financially cover any probable loss through cancellation, amendment, accident or health related problems. You should ensure you are covered for all activities you are planning on your trip. Please do purchase travel insurance for all holidays, including those in the UK, as your fee is only refundable in certain circumstances outlined in section 4.

11. EXCURSIONS AND ACTIVITIES

We are only responsible for excursions and activities sold directly by us and which form part of your holiday contract.

12. JURISDICTION

This contract is governed by English Law and is subject to the exclusive jurisdiction of the courts of England and Wales.

13. DATA PROTECTION POLICY

In order for us to process your booking we need to store and record your information, including data as supplied. This may include transfer of such information outside of the European Economic Area to parties involved in the arrangements of your holiday. Equally we use such information for updating our mailing lists and from time to time you may receive newsletters from us. Should you not wish to receive our newsletter you must advise us in writing.

Each holiday also has a WhatsApp group to enable women to make pre-holiday arrangements and to share photos. You will be added to the appropriate group unless you let us know in advance that you do not want to be included. The WhatsApp group will be deleted 14 days after the end of your holiday. Photographs taken on the holiday will be used for publicity purposes. If you do not want to have your photograph used in this way then you must inform us in writing in advance of the holiday and remind your guide at the beginning of the holiday.

14. UK FOREIGN OFFICE ADVICE ON OVERSEAS TRAVEL

For your guidance, we suggest you visit the website of the Foreign Office on: www.fco.gov.uk or tel: 020 7821 4090 to check advice about your destination. The website is regularly updated and provides you with country-specific information, including advice on terrorism and general matters on health, visa requirements, vaccinations and safety.

15. ADDITIONAL INFORMATION

In addition to these general booking conditions, specific relevant destination information may be contained within the booking information document you receive on confirmation of your booking.

16. By booking a holiday with Her on a Hill you are agreeing to the above terms and conditions. Please read them carefully. As a small business, it is essential that we adhere to these terms. Please have travel insurance in place to avoid any potential losses.

17.Risk Acknowledgement for Participants

Participants on events should be aware that walking in the countryside involves the use of terrain that can be steep and difficult underfoot. All walks are graded according to difficulty and by booking a walk, participants are acknowledging that their fitness level is suitable for the grade. Her on a Hill is not liable for any incident caused by lack of personal fitness / experience.

It is essential to wear the correct clothing and footwear and to carry appropriate equipment as follows:

Clothing Waterproof hooded jacket; waterproof trousers; warm mid garments at all times of the year ( thermal underclothing in cold weather); warm hat and gloves at all times of the year; walking boots with a sufficiently supportive structure and with pronounced tread ; sun hat in warm, sunny weather.

Food and Drink – sufficient food and drink to sustain you for a day’s walk. Spare food for use in the event of an emergency.

Essential Personal Medication – medication prescribed by your GP to be at hand at all times (e.g.

inhalers for asthma sufferers). Small first aid kit recommended.

Booking terms and conditions updated February 2025

www.heronahill.com                                                       info@heronahill.com                                                                   Tel: +44 (0)7444794300