Booking Terms and Conditions

HER ON A HILL 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.

TERMS AND CONDITIONS FOR RESIDENTIAL EVENTS (For non residential please go to section 21-22)
2. PAYMENT FOR YOUR HOLIDAY
A deposit of 25% of the total holiday price is required at the time of booking (unless otherwise stated on the website). For 2023, 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 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.
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 prior to departure as a cancellation and apply the cancellation charges set out below.
(B) CANCELLATION
All cancellations must be made in writing 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: Forfeit deposit

Less than 10 weeks for UK / 12 weeks for Europe /16 weeks for long haul and up to 40 days for UK/ 60 days for Europe and long haul: 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. If we are able to recover any of our losses from our suppliers, we will refund those to you subject to a £25 administration fee.

Your booking is non-refundable but is transferable to another person (new booking only). If you are able to provide a replacement for your booked holiday then there is a £25 administration fee. If we are able to fill your place (i.e. the last place on the holiday), the administration fee is £50. All other monies paid to us will be refunded subject to any charges we are not able to recover. This amount will be deducted from your refund as required.

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. Many holidays are also offered on a twin 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.
9. 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.
8. PASSPORTS, VISAS AND OTHER ESSENTIAL DOCUMENTATION
All passports must have a validity of at least six months from your scheduled return date to the UK. You will generally need clear/clean pages for visas, as 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.
9. 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.

10. EXCURSIONS AND ACTIVITIES
We are only responsible for excursions and activities sold directly by us and which form part of your holiday contract.
11. JURISDICTION
This contract is governed by English Law and is subject to the exclusive jurisdiction of the courts of England and Wales.
12. 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 such literature you must advise us in writing. You can easily unsubscribe from all newsletters.
13. 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.
14. 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.
15. COVID-19 TERMS AND CONDITIONS (subject to change in line with government guidelines)

1. Although we follow guidance to keep you safe, you acknowledge that by attending an event you are putting yourself at increased risk of contracting Covid -19. Her on a Hill accepts no responsibility should you contract Covid-19
2. Should we be forced to cancel or postpone your holiday or course due to Covid-19, you will receive a refund of all money paid directly to us or the opportunity to transfer your booking to new dates or a different holiday. This is subject to Her on a Hill being able to recover costs from the suppliers of your holiday.
3. Should you need to cancel a holiday or event due to Covid-19 but the event itself is going ahead as planned, we will do our utmost to find a replacement for you. In this case, there is an admin fee of £50 or, if you can find a replacement then the fee is £25 (new booking only). All other monies paid to us will be refunded subject to any charges we are not able to recover. This amount will be deducted from your refund as required.
4. Please note that it is highly recommended that you take out travel insurance for any trip with us. There are insurance policies available which cover Covid-19 so do ensure that you are covered for all eventualities.
5. Please contact us should you develop Covid-19 within 14 days of the holiday end date.

19. 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.

20. RISK ACKNOWLEDGEMENT FOR PARTICIPANTS ON WALKING HOLIDAYS, NAVIGATION COURSES AND DAY WALKS

Participants on walking holidays /navigation courses /day events should be aware that walking in the countryside involves the use of terrain that can be steep and difficult underfoot.  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; warm hat and gloves; 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 moorland walk or half day walk according to the event. 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.

21. BOOKING CONDITIONS FOR NON RESIDENTIAL COURSES AND EVENTS

  1. A booking is only confirmed once payment has been received. The full amount is payable within 7 days of booking.
  2. If you cancel a course / event the following refund terms apply: 8 weeks’ notice or more – 75% refund; between 2 and 8 weeks’ notice – 50% refund; less than 2 weeks’ notice – no refund. Alternatively, should we manage to fill your space, we will transfer your booking to an alternative date within the same calendar year as available. A fee of £25 will be charged for this service.
  3.  If we cancel a course/ event, we will offer the choice of a full refund of all money paid to us or a place on an alternative date.
  4. If you are late or need to leave early no refund will be offered.
  5. Our courses /events run primarily outdoors in hills and on moorland and there are risks involved in any outdoor activity on rocky and uneven ground. By booking with Her on a Hill, you are accepting these risks and acknowledge that you have read the full details at the bottom of this document. Participants must make us aware of any relevant medical information on booking.
  6. All participants must be aged 18 or over unless arranged in advance.
  7. Her on a Hill has public liability insurance. We recommend that participants take out insurance in case they need to cancel due to illness or injury.
  8. While we will make every reasonable effort to run our courses / events as advertised, Her on a Hill reserves the right to make changes to the courses /events if necessary . We also reserve the right to cancel should minimum numbers not be reached or unexpected circumstances occur which prevent us from going ahead with the planned activity.

Covid-19 Terms and Conditions (subject to change in line with government guidelines)

1. Although we follow guidance to keep you safe, you acknowledge that by attending an event you are putting yourself at increased risk of contracting Covid -19. Her on a Hill accepts no responsibility should you contract Covid-19
2. Should we be forced to cancel or postpone your event due to Covid-19, you will receive a refund of all money paid directly to us or the opportunity to transfer your booking to new date.
3. Should you need to cancel due to Covid-19 but the event itself is going ahead as planned, we will do our utmost to find a replacement for you. In this case, there is an admin fee of £50 or, if you can find a replacement then the fee is £25 (new booking only). All other monies paid to us will be refunded subject to any charges we are not able to recover. This amount will be deducted from your refund as required.
4. Please note that it is highly recommended that you take out travel insurance for any event with us. There are insurance policies available which cover Covid-19 so do ensure that you are covered for all eventualities.
5. Please contact us should you develop Covid-19 within 14 days of the event end date.

Terms and conditions updated January 2023 CK