Our Terms and Conditions
Please read them carefully as they set out our respective rights and obligations. In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.
To make a booking you must contact Maglia Rosa Cycling Ltd via the contact page on the website, email info@magliarosacycling or by telephone. Once availability has been confirmed we will email you a booking form and payment details. Booking is only confirmed when a deposit (30%) and the completed booking form is received. Once a deposit is paid you are deemed to have accepted these Terms & Conditions. If any member of your group is under 18 please contact us prior to making your booking. For group bookings, bookings are only confirmed once deposits and completed booking forms for the full group have been received. The remaining balance must be paid at least 60 days prior to the start of your holiday. Should this not be received the booking will be cancelled and the deposit forfeited.
We endeavour to ensure that all the information and prices both on our website are accurate, however occasionally changes and errors occur and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before your booking is confirmed.
3. Cancellation By You
On receiving written notice of your cancellation, you will be charged the following part of your holiday cost (including bike rental fees, single supplements and any additional payments), as a cancellation fee.
Days before departure charge made
more than 120 days = deposit lost only
90 – 120 days = greater of deposit or 50%
60 – 90 days = greater of deposit or 75%
less than 60 days = 100%
Note: Certain arrangements may not be amended after they have been confirmed and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges. We will deduct the cancellation charge(s) from any monies you have already paid to us. If any member of your party is prevented from travelling, that person(s) may transfer their place to someone else (introduced by you and satisfying all the conditions applicable to the arrangements) providing we are notified not less than 28 days before departure and you pay an amendment fee of £75 per person transferring, meet all costs and charges incurred by us and/or incurred or imposed by any of our suppliers and the transferee agrees to these booking conditions and all other terms of the contract between us. If you are unable to find a replacement, cancellation charges as set out will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.
4. Cutting Your Holiday Short
If you are forced to return home early, we cannot refund the cost of any services you have not used. If you cut short your holiday and return home early in circumstances where you have no reasonable cause for complaint about the standard of accommodation and services provided, we will not offer you any refund for that part of your holiday not completed, or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment and we suggest that any claim is made directly with them.
Adequate travel insurance is a condition of your contract with us. You must be satisfied that your insurance fully covers all your personal requirements including cancellation charges, medical expenses and repatriation in the event of accident or illness and existing medical
conditions, loss and damage to personal effects & third party property. Your insurance must also cover you to undertake cycling activities, guiding with us and bike hire organised by us and the associated risks. EU residents should also have a valid (in date) EHIC card.
If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.
6. Cancellation By Us
It is unlikely that we will have to make any changes to your holiday arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you at the earliest possible date. We also reserve the right in any circumstances to cancel your holiday arrangements. For example, if the minimum number of clients required for a particular holiday is not reached, we may have to cancel it.
We will only cancel your holiday if we are forced to do so by unusual or unforeseeable circumstances, such as war or unrest or failure by you to pay the final balance. If we cancel your holiday you will be offered an alternative. If this is not acceptable the we will refund monies received in respect of the cost of the holiday. We will not be liable for any other expenses which you have incurred as a result of your booking.
We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays. We reserve the right to impose surcharges up to 4 weeks prior to departure due to unfavourable exchange rate movements, increased transport costs or as a result of any government action. You will only be charged the amount above 2% of the basic tour cost, and if the charge exceeds 10% of the basic tour cost you may cancel your booking by providing the Company with written notification within 7 days of your being notified of the level of the surcharge. This cancellation will be governed by the same alternative tour and refund terms as clause 6 above.
Cycling and cycling tours are not without risks. You must be adequately fit and of an adequate proficiency (indicated in accordance with the general tour information applicable to your tour) to undertake the itinerary set out in the cycling tour you have chosen. Your booking is accepted on the understanding that you realise the hazards involved in cycling and cycling tours. You acknowledge that by the very nature of the activities you are exposed to an element of personal risk and that the activities are of a potentially hazardous and unpredictable nature above those associated with conventional holidays. You therefore accept and consent to the risks inherent in the implementation of this contract and accept as reasonable the limitations of ‘Maglia Rosa Cycling Ltd’ responsibility as set out in these Terms and Conditions. You will be required to read and sign an ‘Acknowledgment of Responsibility & Liability’ form prior to commencing your tour. This will then form part of your contract with ‘Maglia Rosa Cycling Ltd’.
9. Bike Rental
a. You are responsible for checking the condition of any bike you hire via us, before and during the hire period. It is your responsibility to assemble, set up and keep a check on all equipment and bring any mechanical faults to our attention.
b. You are responsible for any damage you may cause to third party property, including hire bike and will be liable for reasonable costs if they are incurred.
c. You shall use hire bikes in a proper manner and not subject them to any misuse.
d. You shall keep hire bikes and any other hired equipment safe at all times from loss or theft and be responsible for any costs should this occur.
e. You shall notify us immediately of any damage, loss or theft of hire bikes and any other hired equipment, however caused.
f. Payment is required prior to any bike hire, other equipment hire, or guiding and charges will commence from the pre-agreed start time.
g. All hired equipment must be returned at the end of the hire period to a location and at a time agreed between both you and us.
h. If at any time you are unsure about how to operate your bike you should approach your tour guide for immediate assistance.
i. We reserve the right to remove you from a ride if we feel you are endangering yourself or others.
We make every effort to ensure that your holiday arrangements run smoothly but if you do have a problem during your holiday, please inform the relevant supplier (e.g. your hotelier) and your tour leader immediately who will endeavour to put things right. If your complaint is not resolved locally, please contact our UK office, details of which will be provided to you prior to commencement of your holiday. If the problem cannot be resolved and you wish to complain further, you must send formal written notice of your complaint to us at our UK office within 14 days of the end of your stay, giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. Failure to follow the procedure set out in this clause may affect ours and the applicable supplier’s ability to investigate your complaint, and will affect your rights under this contract.
11. Your Behaviour
All guests staying with us are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of other guests. If in our opinion or in the opinion of your tour leader, any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause distress, danger or annoyance to any of our other guests or any third party or damage to property, or to cause a delay or diversion to the tour or other transportation, we reserve the right to terminate your booking arrangements with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave the tour immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other service will be made and we will not pay any expenses or costs incurred as a result of termination. You and/or your party may also be required to pay for loss and/or damage caused by your actions and we will hold you and each member of your party jointly and individually liable for any damage or losses caused by you or any member of your party. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure from the hotel. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us.
12. Our Responsibilities
The Company accepts no responsibility for any damage or loss arising from a failure to carry out the contract, or in the process of carrying out the contract, as a result of:
a) actions by the Client
or b) unusual and unforeseeable circumstances beyond the control of the Company
or c) any event which the Company, even with all due care, could not foresee or forestall
or d) the theft of or damage to bicycles or other equipment or injury to the Client which occur as result of cycling on or off a road, or while in transit in any vehicle, or at any other time during the holiday.
Where the Company is found to be liable for any damages, howsoever arising, these damages shall be limited to the price paid for the tour.
13. Passport, Visa Requirements
It is your responsibility to check and fulfill 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. 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.
14. Condition of Suppliers
Many of the services which make up your holiday are provided by independent suppliers. We arrange accommodation, transfers and bike hire using third parties. Whilst every effort is made to ensure these suppliers deliver, we cannot be held responsible should they fail to do so. We will however, do our best to find suitable alternatives.Those suppliers provide these services in accordance with their own Terms and Conditions which will form part of your contract with us. Some of these Terms and Conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these Terms and Conditions are available on request from ourselves or the supplier concerned.
Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your contracted arrangements with us. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
16. Special Requests
Any special requests must be advised to us at the time of booking e.g. diet, room location, a particular facility at a hotel etc. You should then confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation invoice or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part unless the request has been specifically confirmed. We do not accept bookings that are conditional upon any special request being met.
17. Client Consent
As the client you hereby consent to taking part in the cycling holiday. You have read all the website information and understand the fitness and skills grading which relates to the booking. You understand cycling has real danger associated to the sport and you are responsible for your own actions while cycling. You are responsible for your own safety and you can stop your course or holiday and get off your bike at any point if you feel the course or holiday is above your skill or fitness ability (This is not a clause for a refund). The following isn’t a definitive list but highlights some of the dangers the sport of cycling has associate with it: fractures, amputations, paralysation, permanent loss of sight or reduction in sight, crush injury, damage to the brain or internal organs, damage to the eyes, respiratory system or other vital organs including heart attack, scalping, loss of consciousness caused by head injury, death.
18. Other Information
We would like to use photographs of guests on our trips for promotional purposes. If you do not wish to have your photograph taken or used please let us know during your stay and before we take any group photographs.