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BOOKING TERMS AND CONDITIONS
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Welcome to one of our upcoming women-only small group tours! Before you embark on your journey, please take note of the following Terms and Conditions.
We've made them as straightforward as possible because we understand that you'd rather focus on preparing for your travels than reading lengthy fine print!
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It is important that you read and understand our Terms and Conditions and how they may affect your trip. If you have any questions or need clarification, feel free to reach out to us at hello@thewomentravelco.com.
We are here to assist you with any additional information you may require.
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This agreement supersedes any previous oral or written communications, representations, or agreements between the parties involved. It applies to all trips organized by The Women Travel Co and sold through this website.
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YOUR CONTRACT IS WITH Aina Mediavilla Osan, trading as The Women Travel Co., located in Rector Triadó street, num. 65. 080014 Barcelona, Spain.
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ARRANGEMENTS:
1. To ensure a personalized and intimate experience, our trips require a minimum number of guests. Only when we reach this minimum number will your trip be confirmed, which will be no later than 30 days prior to departure.
2. If we cancel the trip before this date, a full refund will be issued, excluding any bank charges. In the event of rescheduling, you can allocate any payments made to secure a spot on the new trip dates.
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3. We advise against booking flights until the trip has been confirmed. Please note that we cannot offer compensation for travel arrangements made before confirmation.
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4. Any additional time spent in the destination outside the tour's scheduled start and end date is at your own expense.
If you arrive earlier or depart later than our designated check-in/transfer arrangements (if available), we can provide assistance at an additional cost.
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5. Please be aware that you may require a visa to enter the destination, and any related expenses are your responsibility. It is crucial that you research and comply with the visa requirements of each country/destination within the timeframes specified by your local embassy. We cannot offer refunds if you are denied entry.
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6. Please note that if a trip is priced in a different currency than your own or if we provide estimated amounts in your local currency, fluctuations in currency exchange rates may affect the final converted price. We would like to emphasize that we have no control over global currency fluctuations, and it is your responsibility to monitor this. Payments should be made in the currency specified on the trip page.
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7. It is important to understand that we can provide the pre-agreed transfer details on your arrival date, only if we receive the details of your flight arrival one month in advance. Failure to provide these details on time will result in the transfer not being provided.
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CANCELLATION POLICY:
While no one plans to cancel a trip, unforeseen circumstances can arise. Our cancellation policy is designed to assist both guests, our local partners, and ourselves in managing expenses that may arise from unexpected cancellations.
Payment for our trips is divided into two installments: a deposit to reserve your spot and a final payment for the remaining balance.
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1. All payments, including the initial deposit, are non-refundable once the tour is confirmed.
The initial deposit collected to secure your place on the tour will be fully refunded only if we do not meet the minimum number of guests required for the trip. In such cases, a full refund of the deposit will be issued, minus any bank charges.
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2. Payments made for one trip cannot be transferred to another trip. This means we are unable to move payments, including initial deposits, between different trips or destinations, nor can we apply your payments from one trip to another.
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3. As we do not offer refunds or transfers for any reason, including weather conditions, injuries/illnesses, or personal emergencies, it is mandatory for all guests to have comprehensive travel insurance to provide compensation in case of unexpected cancellations.
It is advised to obtain insurance that covers both travel cancellations and medical emergencies in the country where your tour is taking place. We recommend purchasing this coverage as soon as you make your deposit, without delay.
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4. To ensure your safety and well-being during your trip, we kindly request that all guests obtain travel insurance with international evacuation coverage. It is important to book a policy as soon as your trip has been confirmed.
Please provide us with proof of your travel and medical insurance details no later than 30 days before your departure. Failure to comply with this requirement will result in the cancellation of your booking without a refund.
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5. If you are unable to make the trip, you have the option to transfer it to someone of your choice, provided that it is done in writing and no later than 30 days prior to departure. In this case, any payments you have made will be transferred to the new guest, who will be responsible for the remaining payments.
It will be your responsibility to settle any payments already made with the new guest. Please note that if flights have already been purchased under your name, they will not be transferred to your replacement, and they will need to make separate arrangements for these flights.
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6. Please be advised that no refunds or credits will be issued for failure to attend or complete the tour, or for arriving late or leaving early. If you arrive late to a tour, any costs incurred to join the rest of the group will be at your own expense.
7. We reserve the right to cancel tours with insufficient participant interest. In such cases, your deposit will be refunded. We will notify you of any cancellation due to this reason no later than 30 days before departure.
However, please note that we cannot be held responsible for any personal expenses, such as airline tickets, resulting from changes in itineraries or tour cancellations before your tour is confirmed.
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8. In exceptional circumstances, where a refund is provided or we agree to change the date or guest of your booking, an administrative fee will apply.
9. We reserve the right to cancel a booking if we determine that you are not a suitable fit for our tours. In such cases, we will refund the booking amount in full.
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COVID TRAVEL POLICIES
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We deeply prioritize the safety and well-being of our guests. Therefore, we have established the following policies in response to COVID.
1. Having received a COVID vaccination is not mandatory to join our tours. However, in consideration of other guests, our local partners, guides, and activity leaders, we kindly request that guests who experience cough or cold-like symptoms wear a mask and separate themselves from the rest of the group. While COVID testing is not obligatory, we strongly encourage it.
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2. Please ensure compliance with the local COVID or other health regulations of the tour destination. This may include presenting a negative COVID test upon entry, adhering to quarantine requirements, and so forth.
It is your responsibility to be aware of the specific requirements applicable to you, as they may vary based on your nationality or country of residence. Regrettably, we cannot provide refunds if entry is denied due to failure to comply with these requirements.
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3. For certain tours, such as our Sailing Trips, our local partners may impose additional requirements for boarding, such as vaccination and/or testing. By participating, you agree to abide by these requirements. Please note that the partners' requirements may change after the date of your tour booking, and we cannot offer refunds if you choose not to comply.
4. Any information or advice provided by us, our partners, or agents regarding visas, vaccinations, climate, clothing, baggage, or special equipment is purely advisory and offered as a courtesy. We cannot be held accountable for any errors or omissions in such information provided.
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PHOTOGRAPHY/ VIDEOGRAPHY
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1. When you join our trips, there may be a photographer or videographer who will capture moments of the group.
2. Some of these images will be shared on social media after the tour ends. You are not allowed to sell or use any of these images for commercial purposes. By participating in a trip with a photographer, you agree that your image may be used in future promotional material by The Women Travel Co and our partner tour companies or photographers.
3. You also grant us permission to use, distribute, display, and create derivative works of any images, photos, or videos for any purpose, without any charges or the right to inspect. This includes promoting our products and services worldwide. If you do not want your photos or videos taken, please let us know via email before the tour at hello@thewomentravelco.com.
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ACCOMMODATION
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1. All tour costs are based on sharing rooms with two guests, each in twin bedding. If you're traveling alone, we'll pair you with another solo female traveler, so there won't be any additional fees.
2. However, if you prefer to have your own room, there will be a single supplement charge per trip. Please note that some accommodations may not allow for single supplements.
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3. If you're traveling with a companion, please inform us in advance, and we will ensure that you're assigned to the same room. Please understand that, unless a trip is specifically designed otherwise, we cannot accommodate more than two guests per room.
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3. If you need to change rooms during the tour to be paired with a different traveler, please inform your host or tour leader as soon as possible. We will do our best to arrange a shared room that you're comfortable with, but please note that this may come at the additional cost of a single room.
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4. Roommate Assignment:
Our experience shows that strong friendships are formed regardless of the participants' origin and age. If you choose to share a room with another female traveler, they will be grouped based on the order of their reservations.
By accepting the terms and conditions of this contract, you understand that the closer you book to the start date of the trip, the less likely we can assign you a roommate who also requested a shared room. In such cases, with a minimum of 60 days prior notice, we will ask if you want to pay a supplement for a single room to attend the trip.
If you decline this option, we will refund the payments made to date, minus any card charges.
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4. Remember, you're responsible for the safety and security of your belongings while in a shared room.
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SPECIAL REQUIREMENTS
We are dedicated to ensuring that our trips are accessible to as many women as possible. To achieve that, we will make every effort to accommodate dietary restrictions, allergies, medical conditions, and other guest needs.
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1. Before reserving a spot on our trips, please inform us of any specific requirements so that we can confirm if we can meet them within the limitations of the itinerary, destination, and trip style.
Please note that certain types of trips may have minimum fitness or mobility requirements, or may not be able to accommodate all dietary needs or allergies.
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We will discuss possible options with you before you reserve your spot, providing you with the most accurate information available, allowing you to make an informed decision.
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2. By joining our trips, you also confirm that you do not have any physical or mental conditions that could pose a hazard to yourself or others, or adversely impact the enjoyment of the trip by others.
3. We reserve the right to cancel or decline a booking if we are unable to accommodate your needs on our tours.
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WAIVER
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1. Participants acknowledge and assume the risks associated with foreign travel and any activities or pursuits they voluntarily undertake during the tour.
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2. By participating in any The Women Travel Co. tour, you agree that you do so at your own risk, accept that you are voluntarily participating in these activities, assume all risks of injury to yourself, and release The Women Travel Co, from any and all known or unknown claims or causes of action.
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3. Before beginning your tour, you will be required to sign a "Waiver of Responsibility" form. This form signifies that all guests must exercise judgment and caution at all times to ensure their own safety and that of their fellow travelers.
Failure to sign the waiver of responsibility will render you unable to participate in the tour.
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ALCOHOL AND DRUGS:
We strictly prohibit any form of drug use during our trips. Responsible alcohol consumption is required for your safety and the safety of others around you.
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Compliance with Laws: You must adhere to the laws of all the countries visited. Failure to comply with this requirement may result in immediate termination of your trip without any refund or liability on our part, as well as by our local partners or agents.
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TIMELY PAYMENT:
Punctual payment is crucial for the smooth progress of the trip and for our local partners to secure accommodation and activities. We reserve the right to cancel a booking without refund if any payment deadlines are not met.
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FORCE MAJEUR:
In the event of an uncontrollable situation (Force Majeure), we are not liable for fulfilling our obligations or any resulting damages.
Force Majeure includes circumstances beyond our control, such as natural disasters, terrorist activities, civil unrest, accidents, wars, government interventions, pandemics, and unforeseen circumstances.
If we, our partners, or agents are affected by a Force Majeure Event, we may modify or cancel the itinerary or activities without any obligation or liability.
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CLAIMS AND COMPLAINTS:
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We are dedicated to providing exceptional experiences. Nevertheless, if any issues arise during a trip, please notify the tour leader promptly so that we can find a satisfactory solution that works for everyone.
Please submit all complaints in writing via email to hello@thewomentravelco.com, along with any supporting documentation.
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DISCLAIMER:
As previously mentioned, The Women Travel Co. and all our representatives (referred to as "agents") act as agents for the guest concerning travel, sight-seeing journeys, and transportation.
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As agents, we hold no responsibility for any damage caused by any reason, specifically:
1. Any damages, expenses, or inconveniences resulting from late departures, schedule changes, or activity modifications beyond our control.
2. Loss or damage to baggage or personal belongings of the participant.
3. Personal injury, death, accidents, delays, losses, damages, irregularities, or property damage as a result of force majeure, or any other losses or damages incurred by any person or journey participants caused by delays or itinerary changes, or arising from any act, including negligence, of any person acting on behalf of agents for transportation, accommodation, sight-seeing providers, or any other entities offering services or accommodations in connection with this journey.
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4. Participants agree that any disputes between Participants and The Women Travel Co. shall be governed by Spanish law, and participants agree to attempt mediation before initiating any litigation.
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5. In the event of litigation between the Parties involved in this agreement regarding their respective rights or obligations, such litigation will occur in Spain.
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6. All prices quoted, including the cost of operating the journeys, are correct at the time of publication and are subject to currency changes.