PRIVACY POLICY

1.     Introduction

 

These terms and conditions ("Agreement") govern the relationship between Explorers Club trading as Exp Co ("Company," "we," "us," or "our"), a company based in England, and the customer ("Customer," "you," or "your") in relation to the booking of a ski trip ("Trip"). By booking a Trip with us, you agree to comply with and be bound by these terms and conditions.

 

2. Booking Process

 

2.1. To book a Trip, you must provide accurate and complete information during the booking process. Any errors or omissions in the information provided are the responsibility of the Customer.

 

2.2. The booking is considered confirmed only when the Company receives full payment for the Trip.

 

3. Payment

 

3.1. Payment for the Trip must be made in full at the time of booking.

 

3.2. We accept various payment methods, and payment details will be provided during the booking process.

 

4. Cancellations and Refunds

 

4.1. Full refunds will only be made available to the person named on the booking payment receipt and if requested within 14 days of completing payment.

 

4.2. The Company reserves the right to cancel or reschedule a Trip due to unforeseen circumstances, including but not limited to adverse weather conditions. The Company may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for The Company to operate the planned itinerary. In such cases, you will be offered to receive a full refund less any unrecoverable costs.

 

4.3 The Company is not responsible for any expenses incurred in preparation for travel or the trip experience.

 

5. Trip Itinerary

 

5.1. The Trip itinerary is subject to change due to weather conditions, safety concerns, or other factors. The Company will make reasonable efforts to provide a comparable alternative in such cases.

 

6. Travel Documents

 

6.1. It is your responsibility to ensure that you have all the necessary travel documents, including passports, visas, and any required medical certificates, to participate in the Trip.

 

7. Insurance

 

7.1. You must obtain comprehensive travel insurance that covers trip cancellations, medical emergencies, winter sports activities and other unforeseen events. The Company is not responsible for any costs incurred due to events beyond our control.

 

8. Liability

 

8.1. The Company shall not be liable for any injuries, damages, or losses incurred during the Trip, except in cases of negligence on our part.


9. Privacy

 

9.1. By booking a Trip with us, you agree to our Privacy Policy, which outlines how we collect, use, and protect your personal information.

 

10. Governing Law

 

10.1. This Agreement shall be governed by and construed in accordance with the laws of England and Wales. Any disputes arising from this Agreement shall be subject to the exclusive jurisdiction of the courts in England and Wales.

 

11. Changes to Terms and Conditions

 

11.1. The Company reserves the right to amend these terms and conditions at any time. Any changes will be communicated to you, and your continued participation in the Trip will constitute your acceptance of the revised terms.

 

12. Entire Agreement

 

12.1. This Agreement represents the entire understanding between the Customer and the Company concerning the Trip and supersedes all prior agreements and understandings, whether written or oral.

 

By booking a ski trip with EXP CO Limited, an England-based company, you acknowledge that you have read, understood, and agree to abide by these terms and conditions. If you have any questions or concerns, please contact us before booking.

 

13. Acceptance of Risk

 

13.1. Skiing and snowboarding are adventurous activities that inherently involve risks. By booking a ski trip with EXP CO Limited, you acknowledge and accept these inherent risks, which may include, but are not limited to:

 

a) Risks associated with snow and weather conditions, including avalanches, ice, and unpredictable changes in weather.

 

b) Risks associated with skiing or snowboarding accidents, including collisions with other participants, objects, or terrain features.

 

c) Risks associated with equipment failure, misuse, or malfunction.

 

d) Risks associated with physical exertion and high-altitude environments.

 

13.2. You understand that these risks are an integral part of the skiing and snowboarding experience, and you voluntarily assume all such risks.

 

13.3. While the Company takes all reasonable measures to ensure your safety, you acknowledge that the Company cannot eliminate all risks associated with skiing and snowboarding, and accidents injuries or deaths may occur despite our best efforts.

 

13.4. You agree to comply with all safety instructions, guidelines, and rules provided by the Company, its instructors, and the relevant ski resorts. Failure to do so may result in the termination of your participation in the Trip without refund.

 

13.5. You further agree to release and hold harmless EXP CO  Limited, its employees, agents, and affiliates, from any and all claims, liabilities, losses, damages, costs, or expenses that may arise from your participation in the Trip, except in cases of the Company's gross negligence or willful misconduct.

 

By booking a ski trip with EXP CO Limited, you acknowledge that you have read, understood, and voluntarily accepted the risks associated with skiing and snowboarding as described in this section.

 

14. Photography and Marketing Consent

 

14.1. During the ski trip, EXP CO  Limited may capture photographs, videos, or other forms of media content ("Media Content") that may include images of participants, including you, enjoying the Trip.

 

14.2. By booking a ski trip with EXP CO Limited, you hereby grant the Company the irrevocable and unrestricted right to use, reproduce, distribute, and publish the Media Content for marketing, promotional, and advertising purposes, including but not limited to:

 

a) Company brochures, catalogues, and promotional materials.

 

b) Company websites, social media accounts, and online marketing.

 

c) Presentations and promotional videos.

 

14.3. You understand that the Media Content may be used in both print and digital formats and may be shared with the public.

 

14.4. If you do not wish to have your image used in promotional materials, you must notify the Company in writing before the start of the Trip. However, the Company cannot guarantee that your image will not appear in Media Content captured by other participants or third parties during the Trip.

 

14.5. Any personal information, including images and likenesses, will be handled in accordance with our Privacy Policy.

 

Last Updated: 27/12/2024

Explorers Club/EXP CO LTD - Terms and Conditions

Paying for Your Holiday:

1.1 The holiday booking procedure is as follows:

a) To secure your spot on the Explorers Club/EXP CO LTD holiday, a non-refundable deposit is required at the time of booking.

b) On making a booking, you should provide Explorers Club/EXP CO LTD with the correct and required information by completing the online booking form via the Explorers Club/EXP CO LTD website. Any additional information, such as special requests, disabilities, or allergies, should be emailed to info@explrers.club immediately after booking.

c) Your invoice/receipt will be sent to you via email.

d) Your Invoice/Receipt will state the total holiday booking cost, and if the instalment plan option has been selected, it will also include the dates by when payments must be received by Explorers Club/EXP CO LTD.

e) If the final balance is not received by the final balance due date, then Explorers Club/EXP CO LTD be may automatically treat this contract as cancelled.


Payment in Different Currencies:

2.1 You will pay Explorers Club/EXP CO LTD/EXP CO LTD the sum specified in the confirmation invoice.

2.2 The default invoice price is in GBP(£). If you choose to pay with USD($), CAD($), AUD($), or EUR (€) (or any other currency), the price listed may change depending on fluctuations in exchange rates, including the internal exchange rate which Explorers Club/EXP CO LTD may apply in any future payment transactions.

2.3 For this reason, you are advised to pay in GBP(£) if you do not wish to pay any price variations as a result of fluctuations in exchange rates, including the internal exchange rate which Explorers Club/EXP CO LTD may apply in any future payment transactions.


Payment Installment Plan:

3.1 The payment installment plan will vary depending on the person. You will be advised of the specific payment plan for your booking prior to confirmation and receive instructions for your payment plan after your booking has been confirmed via email.

3.2 If you fail to pay an instalment by a payment due date, Explorers Club/EXP CO LTD reserves the right to cancel the booking, and you will not be entitled to a refund of any sums paid.

3.3 It is the guests’ responsibility to check the payment due dates and ensure that payments have been made in accordance with the payment instalment plan.

3.4 Explorers Club/EXP CO LTD reserves the right to automatically charge your original payment card for any instalments due, and any delay in making a payment may result in your booking being canceled by Explorers Club/EXP CO LTD without a refund.

3.5 If you are likely to be unable to make a payment on time, you must contact Explorers Club/EXP CO LTD as soon as possible to request an extension to the relevant payment due date. If such an extension is agreed upon, Explorers Club/EXP CO LTD will communicate this to you in writing.

3.6 If payments are not made from an account/card in your name, Explorers Club/EXP CO LTD reserves the right to request authorization from the account holder.


Cancellation and Refunds:

4.1 Any payment made towards booking your place on the holiday is non-refundable by Explorers Club/EXP CO LTD. Although circumstances change, any payment received from you is immediately used to secure your space in the hotel and other activities you will participate in during the holiday.

4.2 These financial obligations mean that Explorers Club/EXP CO LTD is unfortunately unable to offer a refund in any circumstance.

4.3 Should your circumstances change and you have no choice but to cancel your booking, you must inform the Explorers Club/EXP CO LTD in writing as soon as possible. Your booking will not be canceled until Explorers Club/EXP CO LTD receives your notice of cancellation in writing, i.e., via email to hello@outofofficecollective.co.uk. Your cancellation will not be confirmed until you have received written confirmation from us.

4.4 In order to receive a refund, you are allowed to sell your space to another person. Please contact us via email in this case. 

4.5 If a customer has no choice but to cancel, they will lose any sums paid alongside their spot on the trip.

4.6 In the case of the trip being cancelled, refunds shall be made to the payment card used for the original payment within 30 days after the cancellation has been confirmed.


Travel Insurance:

5.1 Participants are strongly advised to purchase comprehensive travel insurance that covers trip cancellation, medical emergencies, and personal belongings.

5.2 Explorers Club/EXP CO LTD does not sell or organize travel insurance. It is a condition of your booking that all Guests must travel with fully comprehensive travel insurance.

5.3 Every Explorers Club/EXP CO LTD traveler must ensure that they are protected under their own valid travel insurance policy, or in the case of group bookings, are covered by the travel insurance of the lead booker before going on holiday.

5.4 You should make sure that these insurance policies cover adventurous activities such as surfing or snorkeling. It is your responsibility to ensure that any purchased insurance cover is adequate for your particular needs and the needs of your Group if you are booking insurance on behalf of other Guests.

5.5 Please read the policy carefully to ensure it complies with this requirement and covers all of the activities that you are going to be participating in.

5.6 It is also your responsibility to obtain additional cover if appropriate in line with any terms and conditions stated in any insurance policy you purchase, and to bring all necessary documentation with you on holiday.

5.7 We strongly recommend your insurance covers cancellation, medical charges, personal liability, and loss of personal property.

5.8 Explorers Club/EXP CO LTD accepts no liability to those who travel without travel insurance in breach of this clause.

5.9 Should you or any members of your Group fail to purchase travel insurance as required by this section, you agree to release Explorers Club/EXP CO LTD from all possible liabilities and consequences in respect of any matters arising that otherwise would be covered and agree to indemnify and hold harmless Explorers Club/EXP CO LTD for any costs that would have been covered by the suggested policy.

5.10 This means that you must pay for or reimburse Explorers Club/EXP CO LTD in respect of any costs arising from your failure to purchase a policy of comparable cover to that suggested.


Itinerary Changes:

6.1 The organisers reserve the right to make changes to the itinerary, accommodations, or activities for reasons beyond their control, such as weather conditions, natural disasters, political instability, or unforeseen events.

6.2 Participants will be promptly notified of any significant changes. Efforts will be made to provide suitable alternatives, and any resulting cost adjustments will be communicated and agreed upon.


Participant Conduct:

7.1 Participants are expected to behave responsibly, ethically, and respectfully towards fellow participants, local communities, and the environment.

7.2 Any participant engaging in disruptive or unsafe behaviour, as determined by the organisers, may be asked to leave the trip, with no refund provided.


Health and Safety:

8.1 Participants are responsible for ensuring they are physically and mentally fit for the trip. Any pre-existing medical conditions must be disclosed to the organisers before the trip.

8.2 The organisers are not liable for any health issues or injuries that may occur during the Explorers Club/EXP CO LTD Holiday. Participants are encouraged to carry necessary medications and seek medical advice before the trip.


Travel Documents:

9.1 Participants are responsible for ensuring they possess the necessary and valid passports, visas, and any other required travel documents.

9.2 It is your responsibility to have valid travel documents. You must ensure that you have a valid passport and any necessary visas to enter any country you are visiting, including transit stops, prior to your departure.

9.3 Explorers Club/EXP CO LTD cannot assist you in obtaining the correct passports, visas, or other documentation needed to enjoy the booking made through Explorers Club/EXP CO LTD.

9.4 The organisers will provide information and assistance, but it is the participant's responsibility to comply with entry requirements and regulations.


Airport Transfers:

10.1 Unless agreed otherwise, your booking does not include transport to and from your home country.

10.2 If Airport Transfers in the destination country are included in your package, and you are required to send your flight details to Explorers Club/EXP CO LTD by the required deadline. Failure to do so will void your right to the Airport Transfer, and Explorers Club/EXP CO LTD will not accept any responsibility/liability for any loss or incident that may occur because of your failure.

10.3 We often need to combine airport transfer routes to and from the accommodation for passengers from arriving and departing flights. This may result in additional waiting time for transfers on arrival and return to the airport. While efforts will be made to minimise waiting times, approximately two hours of waiting time may be expected from flight arrival time to coach transfer departure and from arriving at the airport to the departure of your flight.

10.4 Explorers Club/EXP CO LTD cannot guarantee that a representative will be on-board each individual airport coach transfer.

10.5 All guests on board an airport transfer agree to follow the rules and regulations of travel and to obey the reasonable instructions of the driver at all times. Failure to comply may result in a breach of contract and could lead to termination of the holiday booking contract and/or expulsion from the vehicle.

10.6 Airport transfers are linked directly to published flight times. Explorers Club/EXP CO LTD will not accept any responsibility for canceled, delayed, rescheduled, or re-routed flights purchased through a third party that affects the booked airport transfer.

10.7 Explorers Club/EXP CO LTD will not monitor changes to individual flight details. If your flight is affected, it is the responsibility of the Guest(s) to inform Explorers Club/EXP CO LTD. If flight details or transfer timings are entered incorrectly by the booker, Explorers Club/EXP CO LTD shall not be liable for any direct or indirect loss or damage this causes.

10.8 It is the responsibility of the Booker to ensure adequate time is allowed for the transfer, traffic delays, and airport formalities. Explorers Club/EXP CO LTD shall not be liable for any direct or indirect loss or damage resulting from missed flights or appointments.

10.9 When traveling by Explorers Club/EXP CO LTD organised airport transfer, you must be at your pick-up point at the departure time, details of which, including the location of the pick-up point, will be notified beforehand.

10.10 Regardless of mode of transport, delays can occur. By choosing to travel with Explorers Club/EXP CO LTD organised airport transfers, you acknowledge that due to weather conditions, mechanical failure, traffic, an accident, or some other reason, delays often cannot be predicted or prevented. Accordingly, Explorers Club/EXP CO LTD cannot accept liability for any inconvenience or expenses you may incur as a result of such delays.

10.11 In the event of a delay due to mechanical failure or an accident, Explorers Club/EXP CO LTD will take reasonable care to remedy the problem or to arrange an alternative vehicle as soon as possible. While efforts will be made to operate transfers of a high standard, Explorers Club/EXP CO LTD cannot accept any liability on the basis of an inferior vehicle being used as a relief or replacement or in cases of unavoidable and extraordinary circumstances (as defined above).

10.12 While Explorers Club/EXP CO LTD takes every effort to ensure a high standard of service, transfer providers are third-party suppliers, and therefore, Explorers Club/EXP CO LTD cannot be held accountable for any service failings on their part.


Your Luggage:

11.1 Luggage will be stored in the hold of the airport transfer and may not be accessible during the airport transfer journey.

11.2 It is the responsibility of each individual Guest to ensure the safe loading under instruction of the driver and unloading of their luggage on any transfer. Explorers Club/EXP CO LTD cannot accept any liability whatsoever for any luggage that was incorrectly loaded and subsequently damaged, or that was lost due to being left behind at the pick-up point.

11.3 Small hand luggage may be taken on board the transfer to carry toiletries, passports, money, and other valuables. Explorers Club/EXP CO LTD cannot accept any liability whatsoever for any items left on board the transfer or for money and valuable items stored in the hold.

11.4 It is the responsibility of each individual Guest to claim their personal luggage from the hold upon arrival at the destination.


Photography and Media:

11.1 Participants may be photographed or filmed during the trip. By joining the Explorers Club/EXP CO LTD Holiday, participants grant permission for the organisers to use such media for promotional and documentation purposes.

11.2 Explorers Club/EXP CO LTD may collect still and video images of you during the course of your holiday for advertising and promotional purposes. By booking through Explorers Club/EXP CO LTD, you agree that such images may be collected and used by Explorers Club/EXP CO LTD however Explorers Club/EXP CO LTD sees fit, including commercial use and sale of the images. The images may be cropped, altered, combined, or otherwise edited. You also agree that Explorers Club/EXP CO LTD will retain ownership of all rights in connection with such images.

11.3 Explorers Club/EXP CO LTD reserves the right to assign, grant, transfer, or otherwise give to a third party the rights and ownership in such images collected. This shall extend but shall not be limited to employees, independent contractors, and other entities or persons that are authorised by Explorers Club/EXP CO LTD to capture content for any authorised purpose, whether for commercial or personal use.

11.4 If you do not wish to be on camera or video, this should be brought to the attention of Explorers Club/EXP CO LTD by sending an email to hello@outofofficecollective.co.uk no later than 5 days before the commencement of your trip. This should include the name and contact details of the person who does not wish to be photographed or videoed along with your booking number and contact details.

11.5 By booking through Explorers Club/EXP CO LTD, you agree that any still and video images you capture during the course of your holiday will be used for personal purposes only. Unless you obtain written permission by Explorers Club/EXP CO LTD, you agree and guarantee that you will not under any circumstance use any content captured under this clause for any commercial purposes whatsoever; this does not prevent you from using content captured under this clause for your own personal uses and across your personal social media channels. Where you breach this clause, Explorers Club/EXP CO LTD reserves the right to enforce removal of this content.


Liability:

12.1 The organisers are not liable for any loss, damage, injury, or expenses resulting from factors beyond their control, including but not limited to acts of nature, accidents, or third-party actions.

12.2 Participants are encouraged to exercise caution and follow local laws and regulations.


Governing Law:

13.1 These terms and conditions are governed by the laws of the United Kingdom. Any disputes will be resolved in accordance with these laws and brought before the appropriate courts in the United Kingdom.

13.2 Explorers Club/EXP CO LTD reserves the right to make reasonable changes to these terms and conditions at any time where such changes are necessary (for instance, in the case of a change in the applicable laws or regulatory requirements). 

13.3 Such changes will take effect when the updated terms and conditions are uploaded to the Explorers Club/EXP CO LTD website.

By booking the Explorers Club/EXP CO LTD Holiday, participants acknowledge that they have read, understood, and agreed to these additional terms and conditions.