Your Contract
Your contract will be with Hidden Trails Ltd. These booking
conditions form the sole contract between Hidden Trails Ltd. and
the person signing the reservation form the “Traveler” (who must
be over the age of 18) and shall be deemed to sign this form on
behalf of all persons named therein. The person signing the
booking form (which incorporates these booking conditions)
warrants that he/she and all such persons are fully aware of and
accept these conditions. If clients book by telephone, internet
or fax they will be deemed to have read the booking conditions
and are in agreement with them. This contract is subject to
Canadian law with British Columbia Courts having exclusive
jurisdiction.
Deposit
payment
By making a reservation with Hidden Trails either by fax, mail or
internet submission, you enter into a legally binding commitment with
Hidden Trails, but your participation is not confirmed until Hidden
Trails Ltd. has received a signed booking form together with the correct
payment and has signified its acceptance of the booking in writing. A
deposit of 25% of the total balance (50% for group bookings of 7+) with
a minimum of US$ 350 per person is due at the time of booking (higher
deposits are required for certain trips). The final balance is due 70
days prior to the departure date. If the booking is made within 70 days
of departure the full amount is required at the time of booking. The
deposit will be returned in the event of the booking not being accepted
by Hidden Trails.
Last Minute
Bookings
If you make your reservation less than 5 days before the travel date,
there is a 5% supplemental fee to offset our additional expenses.
Payment of
the balance
The deposit will be treated as part payment of the total amount due.
After we have received the deposit you will receive a Final Invoice
showing the total cost of your vacation and the balance you owe us. If
the balance is not paid by 70 days prior to the date of departure Hidden
Trails Ltd. shall have the right to cancel the booking without further
notice, and cancellation charges as set out below will apply.
If you cancel your booking
If you find it necessary to cancel your booking, you must advise Hidden
Trails Ltd. in writing, the letter being signed by the person who signed
the original booking form. Cancellation charges will be calculated as
follows (period before departure date within which written notice of
cancellation is received):
71 days or more: deposit (deposits are non-refundable)
70-61 days: 65% of total price or deposit if higher
under 61 days: 100 % of total balance
Insurance premiums will not be refundable. If cancellation falls within
the terms of an insurance policy you may be able to claim for
cancellation charges.
If after acceptance of the booking you wish to alter the confirmed
arrangements a fee of US $125 per person for each change may be charged
if such change is possible. If the alteration is less than 90 days prior
to departure the cancellation charges shown above may be applied. Any
changes to the original booking will not be effective until it is
received and agreed in writing by Hidden Trails Ltd. Any additional
costs imposed by our suppliers will also be charged.
If we change
your vacation
When you have made your contract with Hidden Trails Ltd., we will use
our best endeavors to ensure that none of the ingredients of your
vacation arrangements have to be altered. However, as the arrangements
are planned months in advance, sometimes changes may have to be made. In
case of a significant change, you will be informed when you book or, if
you have already booked, as soon as possible, if there is time before
your departure.
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You may then a) accept the
change, or b) book any other available trip from this brochure
(where the price is less Hidden Trails Ltd. will pay you the
difference, but where the price is more you will be expected to pay
the difference) or c) cancel your booking and receive a full refund
of all moneys paid to Hidden Trails Ltd. In addition, you will
receive a compensation as follows (except where the change is caused
by Force Majeure, see below): Compensation per person
before balance due date nil
2-8 weeks US $ 20
less than 2 weeks US $ 40
Should Hidden Trails Ltd. have to alter your arrangements after
departure, we will make every effort to make suitable alternative
arrangements. Where those arrangements are less expensive, you will be
refunded the difference. Where they are more expensive, Hidden Trails
Ltd. will bear the cost.
Force Majeure
Compensation payments do not
apply where our contract with you cannot be carried out because of
unusual and unforeseeable circumstances beyond the control of Hidden
Trails Ltd. or its suppliers, the consequences of which could not
have been avoided even with the exercise of all due care. Examples
include war, threat of war, riot, civil strife, industrial dispute,
terrorist activity, natural or nuclear disaster, fire or adverse
weather conditions, technical or maintenance problems with
transport, changes imposed by rescheduling or cancellation of
flights by an airline, the alteration of the airline or aircraft
type or other similar events beyond the control of Hidden Trails
Ltd.
Cancellation of your vacation
Hidden Trails Ltd. acts only as agent on behalf of you, the Traveler, in
order to obtain accommodations, transportation or other services. The
tour may be canceled at any time, even after you, the Traveler, have
departed the USA or Canada, for reasons beyond the control of Hidden
Trails Ltd. Hidden Trails shall have no responsibility for any such
cancellation, except to refund that which has been paid to Hidden Trails
Ltd. by you, the Traveler. Hidden Trails shall have no responsibility to
you, the Traveler, for any inability to complete the tour by reason of
travel restrictions, travel delays, quarantines, medical or customs
regulations, delays or cancellations of or changes in itinerary or
schedules of carriers, or injury to or inability of Traveler. Hidden
Trails Ltd. reserves the right to cancel, without any obligation to
refund, make alternative arrangements, or pay compensation, where the
customer fails to make payment (see “Payment of the balance”) or
otherwise the customer’s behavior brings the vacation to an end.
Prices
US$ prices for trips outside the USA are based on the foreign currency
amount for that country. These US$ rates are set in October before the
upcoming year and are subject to change due to currency fluctuations.
The trip cost in the foreign currency is listed on our website next and
will be shown on your invoice. If your trip is based on a foreign
currency (other than US$.) we will adjust your invoice, at time of final
payment, according to the current exchange rate of that day. Rates may
be adjust due to reasons beyond our control i.e. transportation costs
etc. Dealing with complaints fairly In the event that you have a
complaint about any of the vacation arrangements, you must tell the
local suppliers at the time, or call Hidden Trails Ltd. (we will accept
reverse charge calls, but may not be available on weekends) in order
that we are given the opportunity to rectify the matter during your
vacation. Failure to complain at the time or to us in this manner will
result in the customer’s ability to claim compensation from Hidden
Trails Ltd. as it will be extinguished or at least reduced. In any
event, any complaint about the trip must be made in writing to us not
later than 28 days following the completion of the vacation.
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Insurance
Riding horses and other
adventure trips like those offered by Hidden Trails Ltd. is at all
times a dangerous sport. Accidents can and do occur occasionally.
Therefore, Hidden Trails Ltd. insists that you carry your own
health, accident and liability insurance or agree in writing to
assume responsibility for any injuries. Travel insurance is
mandatory for all clients and clients are responsible for arranging
their own insurance. Clients are responsible for ensuring that they
are in possession of travel insurance with protection for the full
duration of the vacation in respect of medical expenses, injury,
death, repatriation, as well as cancellation and curtailment.
Clients making their arrangements must ensure that there are no
exclusion clauses limiting protection for the type of activities
included in their vacation. Clients should be certain that any
travel insurance arrangements, made through any agency or
individuals, are sufficient for their requirements and should
arrange supplementary insurance if necessary. If Hidden Trails makes
the insurance arrangements for you initially, it is still your
responsibility to check with the insurance company that you are
adequately insured for the right time and amount. Hidden Trails only
initiates the insurance and is in no way involved in the following
contract.
Liability
Hidden Trails Ltd. does not
carry liability insurance and cannot assume any responsibility for
accidents whether caused by your fault, the horse, equipment, guide,
or other persons on the trip. You ride and travel at your own risk.
For most trips you will receive a “waiver of liability form” at the
time of your booking (see Riding Tour Agreement on right hand page).
Please be sure to read it carefully, sign it, and return it to
Hidden Trails Ltd. no later than at the time of final payment. You
may not start these rides or other trips unless this form has been
returned to us. Changes may not be made to the liability form unless
you receive prior authorization from us in writing. Hidden Trails
Ltd. assumes no responsibility for actions or omissions by carriers,
organizers, hotels, etc. Hidden Trails Ltd. assumes no
responsibility for actions or omissions by any contractor or other
persons. The Traveler agrees that Hidden Trails Ltd. in any case
shall not be liable or responsible for death, personal injury, loss
or damage of any nature to the Traveler or any personal property or
baggage of the Traveler, or for any cause that directly or
indirectly relates to the tour, including transportation
arrangements to and from the tour, for any reason or cause
whatsoever.
Documents
You must make separate
arrangements for travel to and from the starting point of the tour.
You must carry with you a valid passport, the necessary visa and
vaccination papers. Any information from Hidden Trails regarding
visas etc., are guidelines only. The traveler is responsible for all
necessary visa, vaccinations and legal documentations.
Liability Release
By making a reservation with Hidden Trails, the Traveler agrees to all
the terms of the Hidden Trails “Recreational Activity Release and
Indemnity Agreement” (details on page 177 of this brochure). The
traveler agrees to forward a signed copy of this release to Hidden
Trails eight weeks before starting the trip. Failing to do so may result
in cancellation.
Riding Ability
The Traveler(s) must disclose
accurate information on their riding ability with their reservation.
The Trek Master has full authority to exclude a rider from the trip
for inability to ride according to the riding level indicated for
the tour or behavior which endangers the other riders or horses. No
refunds will be made under these circumstances.
Hidden Trails Ltd.
659A Moberly Road Vancouver,
BC
Canada V5Z 4B3
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