Booking conditions
Explanation of our booking conditions
If you are planning to book a trip from our great range or would like to be aware of our booking conditions, please take the time to carefully read the information below. If you have any questions about this, we would like to hear from you.
The booking and travel conditions below apply to all our trips. These relate to the booking process, the implementation and handling of the trip. When booking one of our trips, you agree to these conditions. In addition, all our package trips are covered by the guarantee of the GGTO Foundation (for trips booked before December 31, 2022) and VRZ Garant for package trips booked from January 1, 2023.
Booking a trip
If you want to book a trip with us, you can complete and send the reservation request on our website. If you would prefer to go through the booking process with us by telephone or visit us by appointment, please call one of our travel advisors on 0031 (0)38-4579643 or email [email protected], we will be happy to help you.
After you have sent a reservation request via our website, we will contact you as soon as possible to discuss your trip and travel costs with you. Only then, after your approval, will your trip be definitively booked. Once you have agreed to the reservation request discussed by telephone, you can no longer cancel or change free of charge.
When booking you should take two options into account:
1. The trip you have booked will be immediately confirmed by Trekking Trails Travels. In that case, you will receive your booking confirmation and invoice by email as soon as possible.
2. The trip you have booked (or parts of it) must first be requested by us. If we can arrange the trip according to your wishes, your booking is final and you will automatically receive the booking confirmation and invoice by email (often after 1 to 10 working days). If an accommodation is fully booked, we will reserve an equivalent alternative for you. The final itinerary can be found on your booking confirmation and invoice. If certain program components or accommodations cannot be confirmed, or not at the same price, we will contact you to discuss possible alternatives.
The information on our website is compiled with the utmost care. Trekking Trails Travels reserves the right to change the rates, information, etc. stated on our website with or without prior notice. Obvious errors and mistakes on this website do not bind us, nor is Trekking Trails Travels responsible for the consequences arising from them.
Terms and Conditions
1. Travel agreement
a. The travel agreement is concluded by the traveler accepting Trekking Trails Travels’s offer.
b. A traveler who enters into a travel agreement on behalf of or for the benefit of (an) other traveler(s) is jointly and severally liable for all obligations arising from it. The other travelers are each liable for their own part.
2. Booking
You can book a trip by emailing the completed reservation request form to Trekking Trails Travels or by discussing and completing it with one of the employees by telephone or at our office. The booking can also be made through mutual email contact. The booking of the trip is only final after approval by the traveler. The traveler will receive a booking confirmation and invoice within ten days of receiving the reservation request.
3. Payment
a. When the traveler makes a booking, Trekking Trails Travels will prepare the invoice. This invoice is sent to the traveler by email. The traveler must adhere to the payment dates stated in the invoice; a down payment and the remaining payment. The down payment must be paid by bank payment within eight days after issuing the invoice. It is not possible to pay your travel price by credit card. The down payment amounts to 30% of the travel sum plus the contribution to the VZR guarantee fund (€ 7.50 per traveler), possibly plus the costs for the airline tickets and the down payment(s) that Trekking Trails Travels makes for the traveler(s) with the partners of Trekking Trails Travels must do this if this amounts to more than 30% of the total travel sum. If you have taken out your own travel and/or cancellation insurance via our website, the premium will be charged to you directly by Allianz Global Assistance.
b. The remainder of the travel sum must be paid by bank payment no later than six weeks before the start date of the trip. It is not possible to pay your travel price by credit card.
c. When booking a trip eight weeks or less before departure, the entire travel sum must be transferred to Trekking Trails Travels’s account within eight days of receipt of the invoice.
d. Failure to pay on time may, after formal notice, lead to immediate termination of the travel agreement by Trekking Trails Travels.
e. If payment is not made on time, the traveler is in default. Trekking Trails Travels will inform the traveler of this by telephone and in writing and the traveler will then still have the option to pay the amount still due within 2 days. If payment is still not made, the agreement will be deemed to have been canceled on the day of default. Trekking Trails Travels has the right to charge the cancellation costs due. In that case, the provisions of Article 7 apply and the amounts already paid will be offset against the cancellation fees.
4. Travel sum
a. The published travel prices are per person and only include the services and facilities as described in the Trekking Trails Travels packages.
b. The amounts of the published travel prices are based on the prices, exchange rates, fuel prices, levies and taxes as known to Trekking Trails Travels at the time of the publication. Trekking Trails Travels reserves the right to increase the travel price in the event of significant price increases. The traveler will be informed of this in writing as soon as possible. The traveler has the right to cancel in writing within 8 days in the event of a price increase of more than 10%
5. Travel duration and programme
a. Changes in carriers’ timetables and flight schedules may affect travel duration. The traveler is not entitled to a refund of part of the travel sum as a result of these changes. The traveler cannot claim compensation as a result of delays.
b. All our trips indicate exactly which trip components are included in the travel price. If there is any uncertainty about this, you should inquire with us.
6. Program changes
Due to unforeseen local circumstances, planning reasons and the sometimes adventurous nature of the trips that Trekking Trails Travels offers, adjustments may have to be made to the travel program before or during the trip. This may also be the case in force majeure situations such as political circumstances, war, natural disasters, weather conditions, general strikes, etc. Trekking Trails Travels or tour guide will ensure that the original character of the trip is preserved as much as possible. If the changes are known before the start of the trip, the traveler will be informed of this. During the trip, a change will be made in consultation with the traveler.
7. Cancellation by the traveler
If the traveler terminates (cancels) the travel agreement before the start of the trip, the traveler undertakes to compensate Trekking Trails Travels for the damage that Trekking Trails Travels suffers as a result of the cancellation. This damage amounts to a maximum of the travel sum.
Cancellation of the travel agreement by the traveler must be made in writing. The cancellation date is the date of receipt of the letter. In the event of cancellation, you owe the following amounts, plus the costs already incurred by Trekking Trails Travels in relation to your booking:
a. Up to 56 days before departure: the deposit of 25% of the travel sum, plus the costs already incurred by Trekking Trails Travels with regard to your booking
b. From 56 to 28 days before departure: 50% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
c. From 28 to 15 days before departure: 75% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
d. From 15 days before departure up to and including the day of departure: 100% of the travel sum, plus the costs already incurred by Trekking Trails Travels with regard to your booking
For the trip “Iceland around” and the trip “Iceland Greenland Expedition Cruise” the following amounts apply plus any costs already incurred by Trekking Trails Travels:
a. Up to 56 days before departure, 40% of the travel sum, plus the costs already incurred by Trekking Trails Travels with regard to your booking
b. From 56 to 41 days before departure 75% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
c. From 41 to 28 days before departure 85% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
d. From 0 to 28 before departure 100% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
For the trips “Arctic Lapland”, “Intense Lapland”, “Lapland Wilderness Lodge Nangu” and “Lapland in style” the following amounts apply plus any costs already incurred by Trekking Trails Travels:
a. Up to 56 days before departure, 25% of the travel sum, plus the costs already incurred by Trekking Trails Travels with regard to your booking
b. From 56 to 28 days before departure 75% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
d. From 0 to 28 before departure 100% of the travel sum, plus the costs already incurred by Trekking Trails Travels in relation to your booking
8. Insufficient participation (concerns group travel)
If three weeks before the start of a group trip the number of registrations is less than the minimum number stated in the publication, Trekking Trails Travels reserves the right to cancel the trip, without being liable for damage of any kind. . The traveler will immediately be reimbursed for the travel sum already paid. Or the traveler can rebook for another trip free of charge. Any airline tickets purchased yourself are at your own expense.
9. Travel documents, travel documents and luggage
a. The traveler must be in possession of all required, valid documents upon departure.
b. Trekking Trails Travels is not liable if the traveler cannot participate in the trip, or parts thereof, as a result of shortcomings in his travel documents.
c. Trekking Trails Travels is not liable for loss, damage or loss of luggage, travel documents and travel documents.
10. Insurance
Trekking Trails Travels believes it is wise that you travel with good insurance and recommends that you take out travel and cancellation insurance. This is to prevent unpleasant situations.
11. Liability
a. Trekking Trails Travels is liable for the proper execution of the trip in accordance with the travel agreement. When assessing this, the adventurous nature of the trip, the local circumstances, customs, customs and restrictions that the destination and the nature of the trip may entail.
b. Trekking Trails Travels is not liable for damage resulting from:
-Shortcomings in the execution of the travel agreement due to circumstances attributable to the traveler, including damage resulting from the traveler’s health condition.
-Influence and actions of third parties not involved in the agreement.
-Circumstances that are not attributable to Trekking Trails Travels and/or cannot reasonably be attributed to Trekking Trails Travels under the law or the standards applicable in society.
-Force majeure situations such as: natural disasters, wars, political unrest, strikes, changes to flight schedules.
-Theft, loss, damage to property.
-Traveler’s disease
-Mistakes made by airlines
c. Trekking Trails Travels accepts no liability for damage that is covered by travel and/or cancellation costs insurance.
d. In the event that Trekking Trails Travels can be held liable for loss of travel enjoyment, or for damage suffered by the traveler in the exercise of his profession or business, the compensation will never exceed a maximum of one time the travel sum minus the costs incurred.
e. Trekking Trails Travels’s liability for damage other than that caused by death or injury of the traveler is in all cases limited to a maximum of one time the travel price.
12. Obligations of the traveler
a. The traveler is obliged to follow all instructions from the tour operator or tour guide to promote proper travel. The traveler is personally liable for damage caused by failure to comply with this obligation.
b. If the traveler causes such inconvenience or nuisance that it greatly complicates the execution of the trip, or endangers the participants of the group or the organization, he/she can be prevented from further participation by Trekking Trails Travels or the tour guide. travel are excluded. If and insofar as the consequences of the nuisance and inconvenience can be attributed to the traveler, all resulting costs will be at his/her expense.
13. Complaints
If during the trip, according to the traveler, there is a shortcoming in the execution of the trip in accordance with the travel agreement, the traveler must report this as quickly as possible to the tour guide, our local representative or our office in the Netherlands (contact details can be found in your travel documents). Trekking Trails Travels will then attempt to resolve the inconvenience to your satisfaction. If Trekking Trails Travels is unable to do this, the traveler must complete a complaint report on site, which Trekking Trails Travels will process upon return from the trip. If the traveler has not made the complaint known on site and Trekking Trails Travels has therefore not been able to resolve the shortcoming, the traveler’s right to compensation upon return home lapses.
14. Foundation Guarantee Fund for Specialized Tour Operators | VZR Garant
Trekking Trails Travels is affiliated with the Stichting Guarantee Fund for Specialized Tour Operators GGTO until December 31, 2022 and with VZR Garant from January 1, 2023. Both the GGTO Foundation and VRZ Garant guarantee that the traveler will receive a refund of the part of the travel sum already paid if Trekking Trails Travels unexpectedly falls into financial insolvency. This can be before departure but also during your stay on location. In addition, the GGTO Foundation and the VZR guarantee the return journey during the stay if Trekking Trails Travels can no longer take care of this due to financial insolvency. Trekking Trails Travels charges the traveler a fixed amount of €7.50 per traveler for this guarantee. This is used to build up and maintain the guarantee fund. The reason why Trekking Trails Travels is switching from the GGTO to VZR Garant as of January 1, 2023 is because Trekking Trails Travels has become too large for the GGTO in terms of turnover. The GGTO applies an upper limit to the turnover for the participating organization. The trips booked by the traveler no later than December 31, 2022 (even if these trips take place in 2023) remain covered by the GGTO. Trips booked by the traveler from January 1, 2023 are covered by VRZ Garant.
15. Change fees
After a final booking, do you still have additional wishes that change the reservation made or existing travel agreement? We will then charge you €50 change costs, in addition to the costs incurred by the change and/or any cancellation costs. When changing a travel destination departure date or a change within the trip that means that part of the trip must be requested again, the regular cancellation conditions apply.
16. Price reservation
Trekking Trails Travels may pass on any changes in transport costs (including fuel costs), taxes and levies due and exchange rates. If the VAT regulations are changed, Trekking Trails Travels will adjust the prices.
17. Personal Information
All personal data provided by the traveler will be treated strictly confidentially by us and will only be used for the relevant purposes in accordance with the Personal Data Protection Act. Trekking Trails Travels must make the personal data of the traveler (partly) available to our partners, namely; airlines, local representatives and our tour guides in order to guarantee thorough preparation and implementation of the trip.
18. Travel documents
The traveler will receive the travel documents no later than two weeks before the start of the trip. Here the traveler will find the flight details, e-tickets, travel program, any vouchers and additional travel information relating to the destination and/or trip. Trekking Trails Travels asks the traveler to check it for completeness and accuracy immediately upon receipt and to report any imperfections to Trekking Trails Travels immediately so that Trekking Trails Travels can send the traveler the correct paperwork prior to the trip.
19. Dutch law
Dutch law applies exclusively to the general terms and conditions and the travel agreement. All claims and demands expire within one year after carrying out the trip.