Terms and conditions
All Off Root trips are subject to these terms and conditions. Please read them carefully as they govern the contractual relationship between you and Off Root for all services provided to you by Off Root on your cycling trip.
In booking your trip you confirm that you have read, understood and accept these terms and conditions in their entirety.
1. Booking Procedure & Payment Terms
1.1 In the case of a booking being made by an individual person on behalf of another person or group of persons, then the person making the booking (the lead name) must be 18 years old or over and possess the legal capacity and authority to make the booking and accepts these booking terms and conditions on behalf of everyone in their party.
1.2 On receipt of your booking form we will issue an invoice for a non-refundable deposit of up to 50% and balance (plus any extras you have indicated such as single room supplement). Payment details will be provided on the invoice. Only on receipt of the deposit is your place on the ride confirmed.
1.3 If only the deposit is paid at time of booking then full payment of the ride/holiday is required no less than 8 weeks before the start of your ride/holiday. If you book your ride/holiday within 8 weeks of the ride/holiday start date, the full ride/holiday cost is required at time of booking.
1.4 If you are booking for a group, the named group leader is responsible for payment of all deposit and balance sums due, and all cancellation charges. To be eligible for group discounts all correspondence and payments must be made through the named group leader who we will assume to be Customer 1 on the booking form unless you alert us otherwise.
1.5 For International Payments from Non-UK banks we will provide our details for International transfers and you agree that any charges levied by your bank or ours will be for your account.
1.6 If you do not complete the booking form or pay the balance by the due date, Off Root reserves the right to cancel your booking and you will forfeit your deposit plus any other relevant charges.
1.7 The contract between you and Off Root comes into effect on receipt of your booking in writing, by telephone, by electronic means (online) or in person and once your deposit has cleared to us. From this point on, the rights and obligations (in particular payment of the trip price) arising from the contract are binding on you (and any further participants booked by you) and on Off Root. These booking terms and conditions apply to all trip participants
2. Cancellation and Changes made by you
2.1 Should you, or one of your party, wish to cancel your booking, you must give us notice in writing. Cancellations will only be accepted from the lead person who booked the ride/holiday. Notice of cancellation will be effective upon receipt by us of your written communication. We can accept no responsibility for cancellation charges arising from correspondence delayed or lost in the post.
2.2 Cancellation fees will be levied in line with the scale listed below (as a % of your total booking price):
- Over 60 days prior to departure – non refundable deposit
- 60 to 31 days prior to departure – 80% of total price of booking
- Less than 30 days to departure (including no-show) – 100% of total price of booking
2.3 If, after our booking confirmation has been issued, you wish to make a change to your existing booking, we will try to make the changes subject to availability, but we reserve the right to charge an amendment fee of £50 per booking for each change.
2.4 If you end your trip early or arrive delayed for reasons which do not qualify as “non-performance of services by Off Root”, no costs for “unused services” will be reimbursed. Any additional costs for returning early or arriving late are payable by you.
2.5 You are therefore strongly advised to ensure that you have adequate travel insurance in place to cover you in the event of cancellation or changes made by you.
3. Cancellation and Changes made by Off Root
3.0 We reserve the right to change hotels and/or location in circumstances that are beyond our control. In any such event we will go to every effort to provide for a substitute arrangement of equal value to the extent this is possible.
3. 1We reserve the right to change or cancel any holiday, trip, itinerary or part thereof in the event of insufficient numbers needed to operate the holiday or if the transport, travel or weather conditions are deemed unsuitable.
We will advise you of this no later than 14 days prior to departure, except for reasons of events beyond our control, in which case this may be closer to your departure date.
If we have to cancel your booking we will tell you as soon as possible, and if there is time to do so before departure we will offer you an alternative ride/holiday or return your payments made to date.
3.2 You are not obliged to accept our offer of alternatives and can instead opt for a full refund, including deposit, of all monies paid to Off Root.
3.3 If you accept a holiday of greater or lesser value, the difference between the original holiday cost and the new holiday cost will be paid either by you or us as the case may be.
3.4 Should the tour be cancelled by us, we will not be responsible for any incidental expenses that you may have incurred such as travel expenses, visas etc & no compensation will be paid to cover these expenses.
- You should ensure that you have adequate insurance in place to cover you, should we be forced to cancel your holiday to cover those amounts paid to suppliers other than us (e.g. travel arrangements).
4. Your holiday and risk acknowledgement
4.1 Enhanced Risk: Cycling holidays/Guided Rides are active holidays/events; you engage in the sport at your own risk. In no event will Off Root accept any liability for accidents and physical injuries that result from engaging in cycling, including if you are travelling in a group with a group leader
4.2 You recognise that there are factors outside our control which may cause injury or death for which we cannot be held liable or negligent, including but not limited to the state of road surfaces, the behaviour of other road users, mechanical or other bicycle failure or adverse weather conditions.
You are personally responsible for complying with all road traffic regulations and wearing a helmet is obligatory. By booking any trip with Off Root you must accept that you could get injured and that your equipment could get damaged.
4.3 It is your responsibility to ensure that you are sufficiently fit and healthy to complete your chosen ride/holiday. By confirming your booking you accept that Off Root Tour leaders or Directors have the authority to prevent you from participating in any part of a ride should they have reasonable concerns about (a) your ability to safely partake in an activity or (b) your physical ability to complete an activity in the required timescale.
On any ride it is necessary that you abide by the authority of the leader(s), who represents Off Root and whose decision is final. Completing our booking form signifies your agreement to this and if you commit any illegal act when on the ride or if in the reasonable opinion of the leader(s) your behaviour is causing or likely to cause danger, distress or annoyance to others we may prevent you from riding or continuing on the ride and any future rides, without any liability on our part.
4.4 We cannot guarantee the composition of the riding groups in terms of age, nationality, gender, singles and couples.
4.5 Flights and other products you purchase separately do not form part of your holiday package with us.
4.6 Our holidays do not include travel to and from the start and end points. The start and end points are clearly described in our literature, on our website and on our invoice. You are responsible for making your own arrangements at your own expense either to the start and end points or to one of the designated pick up points as described by us.
4.7 Any information given by Off Root in regard to climate, clothing, special equipment, etc. is done so in good faith and must be rechecked by you prior to relying on it.
4.8 No refund or compensation will be made or given for any unused hotel accommodation services where unused at your discretion or as a result of your action/inaction.
5. Medical and Special Requirements
5.1 We welcome people with restricted mobility, medical or particular care requirements or a disability, and aim to ensure that our services are as accessible as reasonably possible to all. However, in order that we may consider the possibility of making reasonable adjustments, it is important that we are fully informed of any needs, requirements and conditions before any booking is concluded.
Please telephone us and we will be happy to discuss availability, suitability and potential reasonable adjustments with you.
5.2 If you have special requirements, a risk assessment might be required prior to confirming a booking or allowing participation in guided rides. Please note that we rely on the information you provide to help us anticipate and satisfy your needs.
We therefore require you to give us a full and frank description of your needs. You must update us with any change in your circumstances prior to and during your holiday.
Our guides can only provide general first aid. As such it may be necessary for you or a member of your party to take responsibility for and to be able to administer or attend to your/their own medical needs or have someone accompany you/them who can do so.
5.3 You should inform us immediately, if within 4 weeks prior to your arrival date or during your break, any member of your party has, or develops an infectious or contagious medical condition.
If so, we have the right to:
- refuse to accept your booking;
- cancel your holiday; or
- ask any member of your party to leave immediately, should we, in our reasonable discretion consider it necessary to protect the health of others.
6. Insurance Disclaimer
6.1 You understand and accept that taking part in any trip organised by Off Root is at your own risk and that neither Off Root nor any agent, employee or other client is responsible for your safety.
You further accept that Off Root is there to give route guidance and arrange any transfers and/or accommodation. Even though guided rides are offered, you take part in these rides totally at your own risk.
6.2 Off Root accepts your bookings on the basis of that you accept that the activity you have chosen does involve risk, and that you accept that risk on the basis that, although it cannot be eliminated completely, it will be managed by your instructor in line with current best practice, risk assessments can be provided when asked for.
6.3 You have been advised by Off Root that you need to be sufficiently fit and not suffering with any illness that could be exacerbated by the types of activities undertaken on the trips and that if in any doubt, you should seek medical advice before making a booking.
6.3 You have also been advised by Off Root that you need sufficient medical travel insurance to cover all medical expenses, loss of earnings, cost of care, any loss or damage to your baggage and equipment, any liability you may incur against a third party and cancellation/curtailment of the trip should you need it.
YOU CONFIRM THAT YOU WILL ARRANGE INSURANCE AGAINST SUCH RISKS AND AGREE AND ACKNOWLEDGE THAT FAILURE TO DO SO IS AT YOUR OWN RISK.
6.4 You hereby agree that except in respect of death or personal injury caused by negligence of Off Root, neither Off Root nor its employees or agents will have any liability (whether in contract or tort including negligence) for any loss, damage, injury or death you may suffer in connection with any trip organised by Off Root.
6.5 This includes but is not limited to theft of bicycles or injury as a result of cycling and in particular injuries sustained as a result of personal equipment which has not been adequately maintained or serviced or for failure by you to wear your cycle helmet.
6.6 In addition, we shall not be liable for losses suffered related to any business of yours such as lost profits, lost data, loss of contracts, etc, or any other business loss that you may incur as a result of any breach of these terms and conditions.
6.7 We shall also not be liable for loss or damage suffered by you which is caused or contributed to by any defect or failure of any travel services not provided by us and for which we could not reasonably be expected to be responsible for.
6.8 Furthermore, Off Root is not responsible for any failure by you to take out the appropriate insurance or for any losses suffered by you as a result of you breaching any of these terms and conditions.
6.9 Except for those matters for which we do not seek to exclude our liability to you, our total liability to you is limited to twice the basic holiday price per person shown on your invoice or agreed in writing with us.
7. Force majeure
In the event of force majeure we will not be able to refund or offer alternative holidays. Your travel insurance should cover this event.
8. Bicycle rental
8.1 If you are hiring a bicycle, it will be sourced locally and provided to you in a fit and working state to undertake cycling. The contract is between yourself and the bike hire company with Off Root as booking agent. It is your responsibility during the period of cycle hire that you maintain the bicycle in this same state and you undertake not to misuse the bicycle. Any changes in the working condition of the bike should immediately be reported to the supplier.
8.2 The equipment remains the property of the third-party rental company, and you will not sell, hire out or otherwise part with possession of the bicycle. The company is entitled to charge you for any damage caused to the equipment during the period of hire where caused by your act or omission. In the event of breakdown, other than as a result of your misuse, we will use reasonable endeavours to repair or procure the repair of the bicycle.
8.3 You must ensure that the bicycle is adequately secured when not in use and not use the equipment when under the influence of alcohol or drugs.
If any person is prevented from travelling we will agree to that person’s booking being transferred to another person who satisfies all the conditions applicable to the holiday, subject to both persons accepting joint and several liability for full payment of the holiday price and our charge for confirming the transfer and any additional costs arising from the transfer.
We must be given reasonable notice of the transfer request, which is considered to be at least 7 days prior to the departure date.
10.1 Accommodation as described on our website or in our literature is subject to change without notice. We are constantly striving to offer the best value for money that we can find and sometimes we decide to change suppliers in order to meet this aim.
10.3 Whilst we describe our accommodation in good faith, we cannot warranty that facilities provided by our accommodation suppliers and as described by us will be made available to you either (a) at all or (b) without further cost payable by you. Common examples of this include where a hotel may charge for Wi-Fi or for use of their swimming pool. We cannot accept liability for failure to provide any service.
11. Insurance requirements
11.1 You agree to arrange suitable travel insurance for the type of active holiday that you are undertaking, including cover for equipment either owned by you or hired from us or our agents, to include medical cover and repatriation in the event of injury or death.
11.2 Your travel insurance covers cancellation, variation or delay as set out in various paragraphs of these terms and conditions, including those elements not paid to us such as travel to and from the holiday.
12. Our Public Liability Insurance
We have public liability insurance in place and a copy of our schedule is available on request.
13. Bike hire conditions
13.1 If you have requested bike hire we will make available to you a bicycle for the duration of your holiday/ride from the start point to the finish point.
13.2 We take all reasonable care to ensure that the bicycle is in full working order and is safe to ride. However if you notice any mechanical or structural issues you agree to inform us at once.
13.3 You agree to take due care of the bicycle and equipment provided and to return it in the same state as it was provided (wear and tear excepted).
13.4 You agree that your travel insurance will cover the bicycle against loss, damage or destruction.
14. Data Privacy
Any data collected during the course of this booking will be stored securely on our computer(s). With your permission we may from time to time contact you about promotions and offers. We will not share your details with any third party except as required by law or regulation.
15.1 Your behaviour should not be excessive, noisy or disruptive, especially at night. Your behaviour must at all times be appropriate to the culture of the country you are visiting.
15.2 Offensive or illegal behaviour will not be tolerated and may result in the police being involved. We do not consider offensive or aggressive behaviour or language towards our staff to be acceptable.
15.3 We may ask you and/or any member of your party to leave immediately if your conduct is considered by us to be inappropriate, likely to cause harm, or impair the enjoyment, comfort or safety or your neighbours, other members of your group, staff and the general public.
15.4 No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future bookings from you or any member of your party.
Photographs, likenesses or images of participants secured or taken on any of our trips may be used by the company without remuneration in all media for bona fide promotional or marketing purposes.
Any complaints regarding your holiday should be made to Jackie Field (Owner) who will normally take any necessary action.
If at the end of your holiday/ride you feel that your complaint was not dealt with properly and you were not satisfied with the response, you must notify us of your complaint in writing within one month of completion of your holiday.
18. Compensation Payable by You
When booking you agree that we have the right either during or after your trip/ride to recover from you the following costs, including:
- any compensation that we have to pay to others as a result of your acts or omissions; and/or
- any damage to property or accommodation; and/or
- any other charges or fees that we may incur as a result of your acts or omissions and from any breach of these terms and conditions.
19. Passport, Visa and Immigration Requirements & Health Formalities
19.1 It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this.
You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up to date position in good time before departure.
19.2 Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting.
For further information contact the Passport Office on 0870 5210410 or visit https://www.gov.uk/browse/citizenship/passports.
Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware
19.3 Non British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling,
19.4 We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.
20.1 We may assign our rights and/or obligations under the agreement between us. This will not affect your rights under these terms and conditions.
20.2 You may not transfer any of your rights or obligations without our prior written consent.
20.3 You are responsible for the supervision of all members of your party under the age of 18.
20.4 If any part of these terms and condition is unenforceable, the enforceability of any other part remains unaffected.
20.5 A party who is not a party to the agreement between us has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this contract, but this does not affect any right or remedy of a third party that exists or is available apart from that Act.
20.6 These terms and conditions constitute the entire agreement between the parties with respect to the subject matter of these terms and conditions.
22.7 Any waiver by either party of a breach of any provision of these terms and conditions shall not be construed as a waiver of any subsequent breach of the same or any other provision.
21. Law and jurisdiction
This agreement between you and Off Root will be governed by English law and any matter or dispute in connection with this contract will be subject to the exclusive jurisdiction of the English court.
Brownlow Accommodation & Services T/A Off Root Registered address: Brownlow Portsmouth Road, Hindhead, Surrey, GU266TQ
23. Consumer Protection
In order to comply with EU Travel Regulations 1992 your deposit & final payment will be held in a separate account until your holiday is completed. This is to ensure the financial security of your holiday.
- Covid booking policy
As per our terms and conditions:
“You should inform us immediately, if within 4 weeks prior to your arrival date or during your break, any member of your party has, or develops an infectious or contagious medical condition.
If so, we have the right to:
- refuse to accept your booking;
- cancel your holiday; or
- ask any member of your party to leave immediately, should we, in our reasonable discretion consider it necessary to protect the health of others.”
Off Root reserves the right to cancel activities due to covid related restrictions. We will endeavour to re-schedule or refund -50% if you choose not to re-sche