Booking Terms & Conditions | Wildtrack Nordic

WILDTRACK NORDIC LIMITED

BOOKING CONDITIONS

The following booking conditions form the basis of your contract with Wildtrack Nordic Limited, company registration number 16448527. Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.

In these booking conditions, you and your means all persons named on the booking (including anyone who is added or substituted at a later date) or any of them, as the context requires. We, us, our and Wildtrack Nordic means Wildtrack Nordic Limited. References to arrangements, trip and holiday are to the travel arrangements we contract to organise for you and to departure are to the start date of those arrangements.

Please note, we do not offer or arrange flights. Booking these is your responsibility. You must ensure you allow enough time between the arrival of your flight at your destination and the departure of your booked arrangements.

1. Making your booking

To make a booking, the first named person on the booking (party leader) must complete and submit a booking request. The party leader and all persons travelling on the booking must be at least 18 when the booking is made. The party leader is responsible for making all payments due to us. This individual must be authorised to make the booking on the basis of these booking conditions by all persons named on the booking. By making the booking request, the party leader confirms that he or she is so authorised.

Subject to the availability of your chosen arrangements, we will confirm your booking by issuing a confirmation which will be emailed to the party leader. Please check this confirmation carefully as soon as you receive it. Contact us immediately if any information which appears on the confirmation or any other document appears to be incorrect or incomplete as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within 10 days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits but you must meet any costs involved in doing so.

If you wish to, you may contact us by e-mail for any of the reasons mentioned in these booking conditions (for example, to request an amendment) providing you do so to info@wildtracknordic.com.

2. Payment

In order to confirm your chosen holiday, a deposit of 25% of the cost of the confirmed arrangements per person (or full payment if booking within 8 weeks of departure) must be paid at the time of booking.

The balance of the trip cost must be received by us not less than 8 weeks prior to departure. This date will be shown on your confirmation. Reminders are not sent. If we do not receive all payments due in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, we will be entitled to keep all deposits paid or due at that date. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in clause 7 depending on the date we reasonably treat your booking as cancelled.

3. Your contract

A binding contract between us comes into existence when we issue our confirmation invoice to the party leader.

We both agree that English law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (claim) except as set out below.

We both also agree that any claim (and whether or not involving any personal injury) must be dealt with by the courts of England and Wales only (to the exclusion of all other courts) unless you live in Scotland or Northern Ireland. If you do, proceedings must either be brought in the courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and claim governed by the law of Scotland or Northern Ireland as applicable (but if you do not so choose, English law will apply).

4. The cost of your arrangements

Please note, changes and errors occasionally occur. You must check the price of your chosen arrangements at the time of booking.

We reserve the right to increase or decrease and correct errors in advertised or notified prices at any time before your arrangements are confirmed in writing. We will advise you of any error of which we are aware and of the then applicable price at the time of booking.

Once the cost of your chosen arrangements has been confirmed at the time of booking, it is guaranteed and will not increase.

5. Fitness to undertake the arrangements we offer and special requests

You must be fit and have the experience and physical ability to undertake the type of skiing we provide. The arrangements we offer are unlikely to be suitable for those with certain disabilities and medical conditions. Our trips will not be suitable for anyone with significantly reduced mobility.

Should you suffer from any medical condition or disability which may affect your holiday (including any which affect the booking process) or have any special requirements as a result, please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, you must give us full details in writing at the time of booking and whenever any material change in your condition or disability occurs. You must also promptly advise us if any medical condition or disability which may affect your holiday develops after your booking has been confirmed.

If you have any special request, it is important that you advise us in writing at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met unless we have specifically confirmed in writing that it will be. Failure to meet any special request which has not been specifically confirmed in writing will not be a breach of contract on our part. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. For your own protection, you should obtain confirmation in writing that a special request will be complied with (where it is possible to give this) if it is important to you. Any special request which we have accepted as a term of the contract will be specifically confirmed as accepted on your confirmation invoice.

6. Changes by you

Should you wish to make any changes to your confirmed arrangements, you must notify us in writing as soon as possible. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such request. Where we can, an amendment fee of £100 per booking will be payable together with any costs or charges incurred or imposed by any of our suppliers. Changes may result in the recalculation of the holiday price where, for example, the basis on which the price of the original holiday was calculated has changed.

You may transfer your booking or your place on the booking to someone else (introduced by you) without payment of our cancellation charges providing the request for the transfer is made in writing not less than 7 days before departure. The person(s) to whom you wish to make the transfer must also satisfy all conditions which form part of your contract with us. Requests for transfer must be accompanied by the name and other applicable details of the replacement person(s). Where a transfer to a person of your choice can be made, all costs and charges incurred or imposed by any of our suppliers, together with an amendment fee of £100 per booking, must be paid before the transfer can be effected.

7. Cancellation by you

You may cancel your confirmed booking at any time before departure. You may also transfer your booking as referred to in clause 6. If you need to cancel your booking after we have confirmed it, you must do so by e-mail or by posting or hand delivering written notice of cancellation to us. Your notice of cancellation will only be effective when it is received in writing by us. The applicable cancellation charges will depend on what our suppliers charge in the event of cancellation. Suppliers often have a contractual right to be paid the full cost of the services booked with them once full payment for these services has been made / is due and sometimes at an earlier stage. We also expect to paid for the service we provide in arranging and leading your tour once your booking has been confirmed unless a suitable replacement party member is proposed by you and your booking is transferred to them. Any amendment charges which have been incurred are not refundable in the event of cancellation.

Depending on the reason for cancellation, you may be able to reclaim any cancellation charges paid (less any applicable excess) from your travel insurer. Claims must be made directly to the insurance company concerned after you have paid the applicable cancellation charges to us.

8. Insurance

We consider comprehensive travel insurance to be essential. It is a condition of our accepting your booking that you are protected by appropriate travel insurance which includes cover for the activities you will be participating in. This should be purchased at the time of booking to ensure you are insured for cancellation charges before you travel. The insurance you buy must include cover for (i) medical expenses and repatriation in the event of medical need, (ii) cancellation or curtailment of your arrangements as a result of circumstances outside your control (including accident or illness and inability to travel for other reasons), (iii) personal accident, (iv) personal liability, and (v) personal effects and money. You must provide us with the name of your travel insurer, policy number and insurer emergency contact telephone number before you travel.

In the event you have any pre-existing medical condition, you must ensure you notify the insurer before you purchase the policy.

Please read your policy details carefully and take them with you on holiday. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

9. Changes and cancellation by us

(1) Changes to confirmed bookings sometimes have to be made and we reserve the right to do so in accordance with this clause 9. Most changes will be insignificant and we have the right to make these. Where an insignificant change is made before departure, we will notify you in writing. No compensation is payable for insignificant changes and you will not be entitled to cancel without paying the cancellation charges referred to in clause 7. Please be aware that the changing climate and its impact on snow conditions may mean we have to alter itineraries to planned ski areas due to a lack of snow. This could mean moving to a different area or even region, sometimes at short notice. Such a change will not be treated as a significant change in accordance with clause 9(2).

(2) Occasionally, before departure, we may be constrained by circumstances beyond our control to make a significant alteration to any of the main characteristics of the travel services which form part of your confirmed booking or to any special requirements which we have accepted as referred to in clause 5. Where we have to do so, clauses 9(5) and 9(6) will apply.

(3) All alterations which are not significant in accordance with clause 9(1) will be treated as insignificant changes. A change of accommodation to another of a similar standard and with similar facilities will be treated as an insignificant change. An alteration which is not significant will not entitle you to cancel or change to other arrangements without paying our usual cancellation or amendment charges.

(4) The trips we offer require a minimum number of participants to enable us to operate them. That minimum number will not be the same for every trip. We may reduce the applicable minimum number at our discretion. We reserve the right to cancel any trip where the applicable minimum number is not achieved. The applicable minimum number may be a range. Failure to achieve this minimum number does not, however, oblige us to cancel. We will notify you of cancellation for this reason not later than the date on which the payment of the balance of the trip cost is payable.

(5) In the event we have to significantly alter any of the main characteristics of your confirmed arrangements or accepted special requirements, we will provide you with the following information in writing as soon as possible: (i) the proposed alteration and any impact this has on the price; (ii) in the event that you do not wish to accept the alteration, details of any alternative arrangements we are able to offer (including the applicable price); (iii) your entitlement to cancel your booking and receive a full refund if you do not want to accept the alteration or any alternative arrangements offered; and (iv) the period within which you must inform us of your decision and what will happen if you don’t do so.

(6) If you choose to cancel your booking in accordance with clause 9(5), we will refund all payments you have made to us within 14 days of the date the cancellation takes effect (which will usually be the date we send you a cancellation invoice). If we don’t hear from you with your decision within the specified period (having provided you with the above mentioned information for a second time), we will cancel your booking and refund all payments made to us within 14 days of the effective date of cancellation. No compensation will be payable or other liability accepted where a change results from unavoidable and extraordinary circumstances (see clause 10).

(7) Occasionally, it may be necessary to cancel a confirmed booking. We have the right to terminate your contract in the event (i) we are prevented from performing your contracted arrangements as a result of unavoidable and extraordinary circumstances (see clause 10) and we notify you of cancellation for this reason as soon as reasonably possible or (ii) we have to cancel because the minimum number of participants necessary for us to operate your trip has not been achieved. Where we cancel your booking in these circumstances, we will refund all monies you have paid to us within 14 days of the cancellation date but will have no further or other liability to you including in respect of compensation or any costs or expenses you incur or have incurred. We will of course endeavour to offer you alternative arrangements where possible which you may choose to book (at the applicable price) in place of those cancelled. We also have the right to cancel if you fail to make payment in accordance with clause 2 in which case cancellation charges will apply as referred to in clause 7.

(8) A full refund entitlement only arises where we are prevented from performing your contracted arrangements as a result of unavoidable and extraordinary circumstances in accordance with clause 9(7) and we exercise our right to cancel as a result. Without limitation, you will not be entitled to a full refund and cancellation charges are likely to apply where such circumstances affect your ability to travel on your holiday. This may be the case, for example, where restrictions applied by the UK or any overseas government or public authorities mean you are unable to leave the UK and/or travel to or gain entry into the country(ies) where your trip is due to take place. The issue of advice or recommendations against travel by public authorities (such as the UK Foreign, Commonwealth and Development Office) does not automatically mean we are prevented from performing your holiday arrangements but may instead affect your ability to travel.

(9) In the event that unavoidable and extraordinary circumstances (see clause 10) occur in the place of destination of your trip or its immediate vicinity and significantly affect the performance of the contracted arrangements or the carriage of passengers to that destination, you will be entitled to cancel prior to departure without payment of cancellation charges and receive a full refund of all monies you have paid to us (except for any previously incurred amendment or cancellation charges). Where applicable, you must notify us of your wish to cancel for this reason in writing. Providing we are in agreement that you are entitled to do so in accordance with this clause, we will send you a cancellation invoice to confirm the cancellation. Any refund then due will be paid within 14 days of this date. We will notify you as soon as practicable should this situation occur. You will not be entitled to any compensation.

10. Unavoidable and Extraordinary Circumstances

Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by, or you otherwise suffer any damage, loss or expense of any nature as a result of, unavoidable and extraordinary circumstances. In these booking conditions, unavoidable and extraordinary circumstances means a situation which is beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Such situations are likely to include (whether actual or threatened and without limitation) war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, exceptional adverse weather conditions, fire, flood, an outbreak of serious illness at your holiday destination, closure, restriction or congestion of airports, other transport hubs or airspace, flight restrictions imposed by any regulatory authority or other third party and volcanic activity.

11. Our Liability to you

(1) We promise to make sure that the arrangements we have agreed to make, perform or provide as applicable as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, you suffer death or personal injury, or your contracted arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted arrangements. Please note, it is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).

(2) We will not be responsible for any injury, illness, death, loss (for example, loss of enjoyment or loss of possessions), damage, expense, cost or other sum or claim of any nature or description whatsoever which results from any of the following:-

the act(s) and/or omission(s) of the person(s) affected; or

the act(s) and/or omission(s) of a third party not connected with the provision of your arrangements and which were unforeseeable or unavoidable; or

unavoidable and extraordinary circumstances as defined in clause 10 above.

(3) We cannot accept responsibility for any services which do not form part of our contract. This includes, for example and without limitation, any additional services or facilities which any supplier agrees to provide for you where the services or facilities are not advertised by us on our website and we have not agreed to arrange them as part of our contract. In addition, regardless of any wording used by us on our website, in any advertising material or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to you.

(4) The promises we make to you about the services we have agreed to provide or arrange as part of our contract, and the laws and applicable standards of the country in which your claim occurred, will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which give rise to the claim were provided in compliance with the applicable local laws and standards, the services will be treated as having been properly provided. This will be the case even if the services did not comply with the laws and standards of the UK which would have applied had those services been provided in the UK. The exception to this is where the claim concerns the absence of a safety feature which might reasonably lead a reasonable holidaymaker to refuse to take the trip in question. Please note, however, our obligation is to exercise reasonable skill and care as referred to in clause 11(1). We do not make any representation or commitment that all services will comply with applicable local laws and standards and failure to comply does not automatically mean we have not exercised reasonable skill and care.

(5) Except as permitted by English law, we do not limit the amount of damages you are entitled to claim in respect of personal injury or death which we or our employees have caused intentionally or negligently. For all other claims, if we are found liable to you on any basis, the maximum amount we will have to pay you is three times the total trip cost (excluding any amendment charges) paid by or on behalf of the person(s) affected in total. This maximum amount will only be payable where everything has gone wrong and you have not received any benefit at all from your arrangements.

(6) We cannot accept any liability for any damage, loss, expense or other sum(s) of any nature or description which (a) on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you or (b) did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers or (c) relates to any business (including without limitation, loss of self-employed earnings).

12. Complaints and claims procedure

In the unlikely event you have any reason to complain or may have a basis for making a claim in respect of any aspect of your arrangements, you must immediately inform the person leading the trip and, if applicable, the supplier of the service(s) in question. The issue can then be promptly investigated and, where appropriate, steps taken to resolve the situation. Any verbal notification must be put in writing and given to the tour leader and the supplier, if applicable, as soon as possible. Until we know about a complaint or problem, we cannot begin to resolve it. Most issues can be dealt with quickly.

In the event a complaint or problem is not resolved to your satisfaction locally and you wish to pursue the matter, you should contact us in writing with full details within 28 days of the end of your holiday.

If you fail to follow the simple procedure set out in this clause, we are unlikely to be in a position to properly investigate the matter and may have been deprived of the opportunity to remedy it during your holiday. Subject to clause 11(5), your right to claim any compensation you may otherwise have been entitled to may be affected or even lost as a result.

13. Assistance whilst you are away

In the event you end up in difficulty (of any sort) during your trip, we will provide you with appropriate assistance as soon as reasonably possible including by the provision of appropriate information on health services, local authorities and consular assistance and by assisting you to make distance communications and to find alternative travel arrangements as may be applicable. Where you are in difficulty as a result of your negligence, we may charge you a reasonable fee for this assistance which will not exceed the costs we actually incur.

14. Behaviour and damage

When you book with us, you accept responsibility for any damage or loss you cause. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us as soon as possible. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you in case this situation arises.

We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, we are entitled, without prior notice, to terminate the holiday of the person concerned. In this situation, that person will be required to cease all use of the services we have arranged including leaving any accommodation. We will have no further responsibility towards such person. No refunds will be made and we will not pay any expenses, costs or loss incurred as a result of the termination.

15. Conditions of suppliers.

Many of the services which make up your trip are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier's liability to you, usually in accordance with applicable international conventions or EU regulations (see clause 11(6)). Copies of the relevant parts of these terms and conditions and of the international conventions / EU regulations are available on request from Wildtrack Nordic or the supplier concerned.

16. Passport, visa and health requirements

The passport and visa requirements applicable to British citizens for the countries to which we travel are shown on our website or will otherwise be advised to you at the time of booking. Requirements may change and you must check the up-to-date position in good time before departure. A British passport usually takes approximately 3 to 6 weeks to obtain. Further information is available at https://www.gov.uk/apply-renew-passport If you are a British citizen, are 16 or over and haven't got or previously held a British passport, more time needs to be allowed as the UK Passport Service has to confirm your identity before issuing your first passport.

If you are not a British citizen or hold a non-British passport, you must check the applicable passport and visa requirements with the embassy or consulate of the country(ies) to or through which you are intending to travel in good time before departure.

The ETIAS, or the European Travel Information and Authorization System, is a new entry requirement for people travelling from visa-exempt countries, including the UK, to most EU countries plus certain others including Norway, Iceland and Switzerland. The ETIAS is designed to improve border security and track travellers before they arrive in the Schengen Area and other countries covered by the ETIAS. The system is set to launch in the last quarter of 2026 and will apply to short stays of up to 90 days for tourism, business, medical treatment or transit. Unlike a visa, the ETIAS is a digital authorization that is linked to your passport and is approved online before you travel. The ETIAS is intended to simplify entry for short-term visitors while enhancing security measures.

Details of any compulsory health requirements applicable to your holiday are shown on our website or will be advised to you at the time of booking. It is your responsibility to ensure you obtain details of and comply with all recommended and required vaccinations, health precautions and other health related measures in good time before departure. Details will be available from your GP surgery, local travel clinic and the National Travel Health Network and Centre http://travelhealthpro.org.uk/. Information on health abroad is also available on www.nhs.uk/Live-well/healthy-body/before-you-travel

If you are a British citizen who is a UK resident, you are entitled to obtain a UK Global Health Insurance Card (UK GHIC). A UK GHIC lasts up to 5 years and is free of charge providing you apply for it on the NHS website www.nhs.uk The UK GHIC allows you to get medically necessary, state-provided healthcare in the EU and Switzerland when you are on a temporary stay. Holding a GHIC does not mean all medical treatment is free. You will be charged the same as a local resident, which may include a small fee for some state-provided care. A UK GHIC is not a substitute for travel insurance. You should still purchase suitable, comprehensive travel insurance as a UK GHIC does not cover private healthcare, repatriation or other costs like mountain rescue.

Vaccination and other health requirements and recommendations are subject to change at any time for any destination. Please therefore check with your GP practice or a travel clinic not less than 6 weeks prior to departure to ensure that you have the correct, up-to-date information.

It is the responsibility of the person who makes the booking to ensure that all persons travelling are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges, other financial penalty, costs or expenses being incurred by us, you will be responsible for reimbursing us accordingly. If you are unable to travel as a result of failure or inability to comply with any health related or other requirements, cancellation charges will apply as referred in clause 7.

17. UK Foreign, Commonwealth and Development Office Advice

The UK Foreign, Commonwealth and Development Office (FCDO) publishes regularly updated travel information on its website www.gov.uk/foreign-travel-advice and https://travelaware.campaign.gov.uk You are strongly recommended to consult and take account of FCDO advice before booking and in good time before departure.

18. Financial security

(1) Wildtrack Nordic Ltd is a company committed to customer satisfaction and consumer financial protection. We are therefore pleased to announce that, at no extra cost to you, and in accordance with the current ''The Package Travel, Package Tours Regulations '' all passengers booking with Wildtrack Nordic Ltd are fully insured for the initial deposit, and subsequently the balance of monies paid as detailed in your booking confirmation form. The policy will also include repatriation if required, arising from the cancellation or curtailment of your travel arrangements due to the insolvency of Wildtrack Nordic Ltd

(2) This Policy is issued by Evolution Insurance Company Limited which is registered in Gibraltar No. 88737 with a registered office at 5/5 Crutchett’s Ramp, Gibraltar, GX11 1AA.

(3) Evolution Insurance Company Limited is authorised and regulated by the Financial Services Commission in Gibraltar and authorised and subject to limited regulation by the Financial Conduct Authority (FCA) in the UK. Details about the extent of our authorisation and regulation by the FCA are available from us on request.

(4) In the unlikely event of Insolvency of Wildtrack Nordic Ltd please follow the procedures below:

Claims should be submitted in writing within 14 days of the Administration order or Wildtrack Nordic Ltd being declared insolvent supported by documented evidence quantifying the value of the claim.

Claims should be submitted to: Evolution Insurance Solutions Limited, 53A High Street, Saffron Walden, Essex, CB10 1AA or via email to claims@evo-insurance.com

You can access the The Package Travel and Linked Travel Arrangements Regulations 2018 at https://www.legislation.gov.uk/ukdsi/2018/9780111168479/contents

19. Website and advertising material accuracy

The information appearing on our website, in our advertising material or otherwise made available by us is believed to be correct to the best of our knowledge at the time of publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of all arrangements (including the price) with us at the time of booking.

20. Use of images

During your trip, we may take photographs and video of those participating in the skiing and any other activities we arrange. You will not be identified in any photo or on any video. We would like to use such material for marketing purposes. If you have any concerns, or objections to our doing so, please advise us in writing before you travel or alternatively as soon as possible after you arrive in destination.

21. Safety standards

Please note, it is the requirements and standards of the country in which any services which make up your trip are provided which apply to those services and not those of the UK. As a general rule, these requirements and standards will not be the same as the UK and may sometimes be lower.