Booking Conditions and Terms of Participation
OLIMP TOUR LTD · 167-169 Great Portland Street, London W1W 5PF · Company No. 09197511 · PTS 5457 · ATOL Licence 12444
Holidays for adults (18+) organised by OLIMP TOUR LTD. These conditions are general in nature and apply to all trips available on the holidaymates.co.uk website, unless a specific offer states otherwise.
§1. The Organiser
1. The organiser of the trips is OLIMP TOUR LTD, a company registered in the United Kingdom under company number 09197511.
2. Organiser's details: 167-169 Great Portland Street, London, W1W 5PF, United Kingdom.
3. The organiser acts as a tour operator and sells trips in accordance with English law and the applicable regulations governing package travel.
4. The organiser holds PTS financial protection no. 5457 and ATOL Licence no. 12444, to the extent required for the relevant type of package.
§2. Nature of the Trips
5. The trips published on the holidaymates.co.uk website are intended for adults (18+), in particular for people travelling on their own who wish to join an organised group trip. The trips are of a touring, leisure or themed nature, as described in the specific offer.
§3. Booking and Formation of the Contract
6. Bookings are made via an enquiry form, a booking form, a payment system or any other method specified by the organiser.
7. The contract is formed once the organiser has confirmed the place and the client has paid a deposit of £300 per person within 24 hours of the booking being confirmed. The balance of the trip price is payable no later than 45 days before the start of the trip, unless the specific offer expressly states a different payment schedule.
8. The client must provide true and up-to-date information necessary for the performance of the trip.
9. The organiser may refuse to accept a booking if the trip is sold out, the conditions of participation have not been met, or the nature of the application indicates that it is not compatible with the rules of the trip concerned.
§4. Payment
10. The standard payment schedule comprises a deposit of £300 per person, payable within 24 hours of the booking being confirmed, and the balance of the trip price, payable no later than 45 days before the start of the trip.
11. The price, the services included and the payment deadlines are set out in the offer or in the booking confirmation.
12. If the client fails to pay the balance of the price by the deadline of 45 days before the start of the trip, the organiser may cancel the booking. In that case, the booking will be settled in accordance with the rules on cancellation by the client and the scale of cancellation charges set out in §5.
13. The deposit of £300 per person forms part of the trip price and is not an additional charge on top of the price of the package.
14. If the client cancels, the £300 deposit is non-refundable, save where the law requires a full refund.
§5. Cancellation by the Client and Cancellation Policy
15. Cancellation of participation in a trip requires a notice of cancellation to be sent by email to the address specified by the organiser.
16. The date of cancellation is deemed to be the working day on which the message is received by the organiser.
17. If the client cancels their participation in a trip, for whatever reason, the organiser applies the following scale of standard charges.
| Cancellation period | Refund terms |
|---|---|
| More than 70 days before the start of the trip | Refund of payments made, less the non-refundable deposit of £300 per person. |
| 69 to 57 days before the start of the trip | Refund of 70% of the trip price. |
| 56 to 36 days before the start of the trip | Refund of 50% of the trip price. |
| 35 to 22 days before the start of the trip | Refund of 30% of the trip price. |
| 21 to 15 days before the start of the trip | Refund of 10% of the trip price. |
| 14 days or fewer before the start of the trip | No refund. |
18. The above are standard cancellation charges, set taking into account organisational costs, the booking of services, administrative costs and the limited possibility of reselling the place.
19. If the client requests a justification of the amount deducted, the organiser will provide an appropriate explanation in accordance with the applicable package travel regulations.
20. Any refund due will be made to the account from which payment was made, unless the parties agree otherwise.
§6. Termination Without a Cancellation Charge
21. The client may terminate the contract without paying a cancellation charge in the circumstances provided for by applicable law, in particular in the event of unavoidable and extraordinary circumstances occurring at the place of destination or its immediate vicinity which significantly affect the performance of the trip or the carriage of participants.
22. If the organiser makes a significant change to the main terms of the contract, the client will be informed of the proposed change and of the options available to them.
23. If the organiser cancels the trip for reasons attributable to the organiser or because the minimum number of participants stated in the offer has not been reached, the client is entitled to a refund of payments in accordance with applicable law. The organiser will notify the client of the cancellation of a trip owing to the minimum number of participants not being reached no later than 14 days before the start of the trip.
§7. Changes to the Programme, Price and Terms
24. The programme may be changed for logistical, weather or safety reasons, owing to the availability of service providers, or due to other circumstances beyond the organiser's control.
25. In the event of changes, the organiser will use its best endeavours to offer services as close as possible in standard and nature to those originally described.
26. The trip price may be changed only in the cases permitted by law, in particular in the event of changes in transport costs, taxes, fees or exchange rates, where this has a direct impact on the cost of performing the trip.
27. The organiser will inform the client of any significant change by email.
28. If the flight is not part of the organiser's package and the participant purchases their air ticket independently, they should not purchase the ticket before receiving written confirmation from the organiser that the minimum number of participants has been reached and the trip has been confirmed. The organiser is not liable for the cost of air tickets purchased by the participant before such confirmation, subject to mandatory provisions of law.
§8. Transfer of a Booking to Another Person
29. The client may ask the organiser to transfer the booking to another person who meets the conditions of participation in the trip concerned.
30. Such a change requires the organiser's consent and the new participant's details to be provided in time to allow the necessary organisational changes to be made.
31. The client and the person taking over the booking are jointly and severally liable for any costs arising from the change, including the costs of airlines, hotels, carriers or other service providers.
§9. Participant's Obligations
32. The participant undertakes to comply with the law of the country visited, safety rules, the rules of the facilities used and the instructions of the organiser or the person leading the trip.
33. The participant is responsible for holding a valid identity document, passport, visa, GHIC/EHIC or any other documents required for travel, where applicable.
34. The participant must inform the organiser of any special needs, health restrictions, allergies or other circumstances that may affect their participation in the trip.
35. The participant is responsible for their personal belongings, documents, money, electronic equipment and luggage, unless the loss or damage results from the organiser's fault.
§10. Rules of Conduct on the Trip
36. Trips for adults are based on mutual respect, good manners and respect for the boundaries of other participants.
37. Aggressive, offensive, discriminatory, harassing or sexually inappropriate behaviour, or behaviour that violates the privacy or comfort of others, is not acceptable.
38. The organiser may refuse further participation to any person who seriously breaches these rules, endangers the safety of the group or disrupts the running of the trip.
39. If a participant is removed from a trip through their own fault, the organiser will not refund the cost of unused services, and the participant will bear the costs of an early return, a change of transport or additional accommodation.
§11. Alcohol, Prohibited Substances and Safety
40. As an adult, the participant is responsible for their own behaviour, including the consequences of consuming alcohol.
41. Excessive alcohol consumption, or behaviour that endangers safety or affects the comfort of other participants, may result in exclusion from the trip.
42. The possession or use of drugs or other illegal substances is prohibited and may result in immediate exclusion from the trip and a report to the relevant authorities.
43. The participant is liable for any damage, fines, charges and costs arising from a breach of the law or of these rules.
§12. Accommodation, Transport and Programme
44. The standard of accommodation, the type of transport, the meals and the programme are as specified in the offer for the trip concerned.
45. The times of transfers, flights, meals and programme activities may change for organisational reasons or for reasons beyond the organiser's control.
46. The organiser is not liable for delays resulting from decisions of carriers, border controls, weather conditions, strikes, traffic congestion, road closures or other events beyond its control.
47. Where a specific offer provides for room sharing, the participant accepts this type of accommodation.
48. Where a participant is travelling alone and the offer provides for accommodation in a shared room, the organiser will endeavour to accommodate them with a participant of the same sex. If no roommate of the same sex is available, the participant is required to pay a mandatory single room supplement in the amount specified by the organiser. The organiser will inform the participant that the supplement is payable no later than before the due date for the balance of the price.
§13. Insurance
49. The scope of insurance depends on the specific offer and will be stated before the contract is concluded.
50. The organiser may recommend or provide travel insurance where it forms part of the package.
51. The participant should consider additional insurance covering trip cancellation, illness, luggage, sports or special activities, where these are relevant to them.
§14. Organiser's Liability
52. The organiser is responsible for the performance of the services covered by the contract in accordance with the offer and applicable law.
53. The organiser is not liable for any failure to perform, or improper performance of, a service where this results from an act or omission of the client, from the act of a third party unconnected with the performance of the contract which could not have been foreseen or avoided, or from force majeure.
54. The organiser does not give refunds for services not used for reasons attributable to the participant, including late arrival, voluntarily opting out of part of the programme, shortening their stay or a breach of these rules.
§15. Complaints
55. Any concerns about the performance of the trip should be reported without delay while the trip is in progress, so that the organiser has the opportunity to respond and remedy any shortcomings.
56. Complaints after the end of the trip must be sent by email no later than 14 days after the end of the package.
57. A complaint should include a description of the situation, the date of the incident and the client's request.
58. The organiser will deal with the complaint within 30 days of receiving it.
§16. Personal Data and Image
59. Personal data is processed for the purposes of handling enquiries, bookings and payments, performing the trip and complying with the organiser's legal obligations, in accordance with the UK GDPR and the Data Protection Act 2018.
60. The participant has the right to access their data, have it rectified and request its erasure to the extent provided for by law.
61. The use of a participant's image in marketing materials requires separate consent, unless the photograph is of a general, group or documentary nature and its use complies with applicable law.
§17. Governing Law and Final Provisions
62. These conditions and any contracts concluded with OLIMP TOUR LTD are governed by the law of England and Wales, unless mandatory provisions of law provide otherwise.
63. The parties will endeavour to resolve any disputes amicably.
64. Matters not covered by this document are governed by the applicable provisions of law and the terms set out in the specific offer.
65. This document constitutes the general terms of participation for the holidaymates.co.uk website.