Terms & Conditions
1. Introduction.
- a. The Adventure trips and tours are offered by White Horse Overland which is based at 126 Alcock Crest, Warminster, Wiltshire BA12 8NA, White Horse Overland in conjunction with various other parties are outlined in this document. The following conditions, together with the information set out in the brochures and fact sheets, will form part of your contract with the White Horse Overland.
2. Booking your trip.
- a. The quickest way to book the tour of your choice is on the website (whitehorseoverland.co.uk). At payment, you will be requested to accept the Terms and Conditions and once you have paid for your tour, you will receive a receipt of payment via e-mail. We will then confirm your place in a follow up e-mail and request that you supply us with information regarding the number of people in your group, ages, year, make and model of your vehicle, what kind of tyres you have and any relevant modifications, e.g. 2 inch suspension lift. Upon receipt of this, your booking is confirmed and the cancellation policy applies. We will then send you a written acknowledgement and confirmation of booking giving details of time and place to meet on the day.
- b. Special requests should be made at the time of booking and then indicated on the Booking Form or made in writing. Every endeavour will be made for any special requests to be met, but cannot be guaranteed that they will be, nor will White Horse Overland be liable if special requests are not met.
- c. All correspondence and other communications will be sent direct to the first person and email named on the Booking Form unless you specify otherwise
- d. The balance of any monies outstanding is due no later than 24 hours before departure of the tour.
- e. Single supplement prices will be quoted on an individual basis, according to the programme chosen.
3. Amendments and cancellations.
- a. Amendments by you.
White Horse Overland will make every effort to help you if you wish to alter your arrangements. Requests for an amendment must be in writing and sent to White Horse Overland. Payment for costs incurred by the change will be liable for payment on request. Cancellation charges may also apply if changes occur within the designated period. (See table below.) - b. Cancellation by you.
- All cancellations must be advised in writing, signed by the signatory of the Booking Form and sent to White Horse Overland. Cancellations are effective on the day they are received by White Horse Overland. The following cancellation charges will be payable, depending on the number of days prior to departure when White Horse Overland received your notice of cancellation.
- c. The following cancellation policy is applicable and you accept this at time of booking and payment.
- i. If you cancel 28 days or greater prior to a tour, you will be given a full refund.
- ii. If you cancel between 21 days and 27 days inclusive prior to a tour, you will receive a 75% refund.
- iii. If you cancel between 14 days and 20 days inclusive prior to a tour, you will receive a 50% refund.
- iv. If you cancel between 7 days and 13 days inclusive prior to a tour, you will receive a 25% refund.
- v. If you cancel 6 days or less prior to a tour, you will not receive a refund.
- vi. If you fail to arrive for an event you will not receive a refund.
- d. Amendments by White Horse Overland
- i. Great care is taken to ensure that the descriptions, information and prices given in our brochures and any of the supplementary information are accurate at the time of publication. Changes can occur, though, and White Horse Overland reserves the right to advise you of a change, including a change of price, before accepting your booking. After a Booking Confirmation, White Horse Overland shall make every effort to ensure that the tours shall be operated as advertised. In very rare circumstances, White Horse Overland may have to modify an event or an tour before you depart.
- ii. You may accept the modification, you may change your booking to another available tour date or you may cancel and receive a full and prompt refund.
- e. If you choose another tour which is more expensive, you must pay the difference. If it is cheaper, you will receive an appropriate refund. The above does not apply to cases of force majeur. Force Majeur means unusual and unforeseeable circumstances beyond White Horse Overland control, the consequences of which neither White Horse Overland nor its suppliers or agents could avoid, including, but not limited to, war, threat of war, riot, civil strife, terrorist activity (actual or threatened), industrial dispute, technical problems with transport, machinery or equipment, power failure, natural or nuclear disaster, fire, flood, drought, adverse weather conditions and level of water in rivers. If there is a minor modification before you depart (that is, any change not included in the definition of a significant modification set out above), White Horse Overland will try to notify you, although it is not obliged to do so, nor is it obliged to pay any compensation. If White Horse Overland becomes unable to provide a significant proportion of your tour after it has commenced, suitable alternative arrangements will be made for you at no extra charge to you or, alternatively, you will be returned to your point of departure and given a prorate refund for ground arrangements not received.
- f. Cancellation by White Horse Overland.
- You must pay for your tour at the time of booking. If you fail to pay the balance of price for your chosen event or tour at least six weeks before departure White Horse Overland will treat your booking as cancelled and levy the cancellation charges set out in paragraph c. above. If White Horse Overland or any of its authorised representatives is obliged to cancel your tour in any other circumstances before departure, for example if insufficient numbers book, White Horse Overland will use its best endeavors to ensure that you are offered alternative arrangements of a comparable standard or will ensure that you are given a full and prompt refund. ‘Insufficient numbers’ is defined as too few bookings being taken to make the operation financially viable in the advertised form
4. Responsibilities of White Horse Overland.
- a. White Horse Overland applies all reasonable checks to ensure that those involved in the preparation and provision of your tour maintain the appropriate standards. b. The description, information and opinions given in brochures and supplementary information by White Horse Overland in respect of the hotels, restaurants and other suppliers whose services are used are given in good faith, based on the latest information available at the time of going to print.c. Subject to paragraphs e., f. and g. below, White Horse Overland accepts responsibility if you suffer personal injury, illness or death as a result of an activity which forms parts of the tour you book with White Horse Overlandd. (b) Subject to paragraphs e., f. and g. below, in any case other than where you suffer personal injury, illness or death, the Event Organiser accepts responsibility if the arrangements which White Horse Overland has agreed to provide are not as described in the brochures and are not of a reasonable standard (‘a deficiency’). If there is a deficiency, White Horse Overland will, in its absolute discretion pay you reasonable compensation taking into account your individual circumstances.e. White Horse Overland acceptance of liability in paragraph a. and b. above does not apply where there has been no fault on the part of White Horse Overland nor any if its suppliers because the cause of the deficiency or your personal injury, illness or death was your own fault, the action of one of the other tour members in your party, the action of someone unconnected with the event or tour booked with White Horse Overland or one which neither White Horse Overland nor its suppliers could anticipate or avoid even exercising all due care.f. Notwithstanding any other provisions of this clause, White Horse Overland’s liability and/or the amount of compensation payable by White Horse Overland is limited in accordance with relevant International Conventions as amended.g. If you suffer personal injury, illness, death or a deficiency in circumstances where White Horse Overland has not been negligent White Horse Overland will nevertheless, where appropriate and with reasonable discretion, afford initial general assistance to you if you are in difficulty and request such assistance within 90 days. Costs incurred by White Horse Overland will not exceed £3,000 per Booking Form and such expenditure shall be recovered by White Horse Overland by way of your personal travel insurance.h. Death or personal injury which is suffered due to the negligence of White Horse Overland is not subject to any limitations or restrictions.i. White Horse Overland acceptance of liability in this clause is conditional upon you assigning to White Horse Overland all rights you have against any third party in any way responsible for personal injury, illness, death, deficiency or difficulty in question and upon you giving your full cooperation to White Horse Overland and/or its insurers.j. Any information or advice provided by White Horse Overland on matters such as permits, visas, vaccinations, climate, clothing, baggage, special equipment, destinations or money, etc is given in good faith but without responsibility whatsoever on part of White Horse Overland. The client accepts responsibility for obtaining all the necessary travel information and documentation required for the tour.
- 5. Your Responsibilities.
- a. Passports and Visas: Where relevant, general information concerning passport, visa and health requirements will be sent to you with the Booking Form. Please note, however, that such requirements are subject to change and you must check current requirements before departure. It is your responsibility to obtain all documents required for your tour. White Horse Overland cannot be liable if you fail to do so and you will be responsible for meeting any further costs incurred as a result of such failure. No exception will be made from cancellation charges effected as a result of cancellations due to incorrect passport or visa documentation.b. Insurance: It is your responsibility to ensure you have the required level of car, travel, personal indemnity and personal accident insurance. You are responsible for arranging your own travel insurance, which should be a comprehensive policy and cover all risks.c. Documentation: You must ensure your vehicle has a current MOT and road tax. All drivers must hold a current, in date full driving licence for the category they are driving. All drivers must be insured for the vehicle they are driving. White Horse Overland will not be responsible for incorrect documentation or insurance cover.d. Travel to and from UK departure points and across other countries to tour joining points is not included as part of our itineraries, nor included in the price on own 4×4 packages.e. Currency fluctuations and guide prices: All prices and the detailed itineraries are quoted in Pounds Sterling and include VAT where applicable.f. For events taking place outside the UK, for which we may have paid local suppliers in their local currency, the Sterling equivalent will have been based on the current rate of exchange. Prices are rounded to the nearest whole £. Rates of exchange may be subject to considerable fluctuation during the long validity of our programs. In the event that any such fluctuation causes us to increase any of the quoted prices, we will inform you of such increases at the time of booking.g. If any price increases become necessary between the time of booking and final payment, then the following will occur:h. If the price increase is 2% or less, we will absorb the increase and there will be no alteration to the price of your tour.i. If the price increase is more than 2% you will have the right to choose another tour (subject to availability) which is at a more acceptable price or to accept a full refund, should you wish to do so.j. Authority on trip : By completing the booking form you agree to accept the authority and decisions of our employees, tour leaders, agents or suppliersk. during the tour. We also reserve the right to expel people from the trip is they act in a manner we feel threatens the atmosphere and safety of other clients.l. Acceptance of risk. Your booking is accepted on the understanding that in addition to the usual dangers and risk inherent, the tour has certain additional dangers and risks, some of which may include: physical exertion for which you may not be prepared, weather extremes subject to sudden and unexpected change, remoteness from the normal medical services and evacuation difficulties if you are disabled.m. You acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travelling and undertaking activities beyond the levels of safety at home or work, and that these inherent risks contribute to such enjoyment and excitement, being a reason for your participation.n. You acknowledge that the nature of this type of travel requires considerable flexibility and you must allow for alternatives. The outline itinerary provided for each tour is only an indication of what each group may accomplish and does not form a contractual obligation on the part of White Horse Overland.o. You understand that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without notice due to local circumstances or events, such as sickness, mechanical breakdown, flight/ferry cancellations, strikes, events emanating from political disputes, entry or border difficulties, climate and other unpredictable or unforeseen circumstances. No refunds will be given for services not utilised. Any additional costs such as flights, additional hotel accommodation, ground transportation or shipment, will be your responsibility and must be paid for directly at the time.p. Activities on some tours carry inherent risks and if you are participating in such activities you may be asked to sign an additional form.
- 6. If you have a problem.
- a. All of the tours are hosted by a representative of White Horse Overland. If you are unhappy with any aspect of the arrangements while you are on an tour, you should address your complaint immediately in the first instance to the representative and to the management of the hotel or other supplier whose services are involved, so that White Horse Overland will have an opportunity to correct the matter during your stay. If you fail to do so, any rights you may have will be reduced or even extinguished.b. If the problem cannot be resolved locally and you wish to complain, full details must be sent to White Horse Overland in writing by Registered Post to arrive within 30 days of your return from your event or tour.c. This contract and any matters arising from it are governed by the laws of the UK and are subject to the jurisdiction of the Courts of the land.
- a. White Horse Overland applies all reasonable checks to ensure that those involved in the preparation and provision of your tour maintain the appropriate standards.
- b. The description, information and opinions given in brochures and supplementary information by White Horse Overland in respect of the hotels, restaurants and other suppliers whose services are used are given in good faith, based on the latest information available at the time of going to print.
- c. Subject to paragraphs e., f. and g. below, White Horse Overland accepts responsibility if you suffer personal injury, illness or death as a result of an activity which forms parts of the tour you book with White Horse Overland.
- d. (b) Subject to paragraphs e., f. and g. below, in any case other than where you suffer personal injury, illness or death, the Event Organiser accepts responsibility if the arrangements which White Horse Overland has agreed to provide are not as described in the brochures and are not of a reasonable standard (‘a deficiency’). If there is a deficiency, White Horse Overland will, in its absolute discretion pay you reasonable compensation taking into account your individual circumstances.
- e. White Horse Overland acceptance of liability in paragraph a. and b. above does not apply where there has been no fault on the part of White Horse Overland nor any if its suppliers because the cause of the deficiency or your personal injury, illness or death was your own fault, the action of one of the other tour members in your party, the action of someone unconnected with the event or tour booked with White Horse Overland or one which neither White Horse Overland nor its suppliers could anticipate or avoid even exercising all due care.
- f. Notwithstanding any other provisions of this clause, White Horse Overland’s liability and/or the amount of compensation payable by White Horse Overland is limited in accordance with relevant International Conventions as amended.
- g. If you suffer personal injury, illness, death or a deficiency in circumstances where White Horse Overland has not been negligent White Horse Overland will nevertheless, where appropriate and with reasonable discretion, afford initial general assistance to you if you are in difficulty and request such assistance within 90 days. Costs incurred by White Horse Overland will not exceed £3,000 per Booking Form and such expenditure shall be recovered by White Horse Overland by way of your personal travel insurance.
- h. Death or personal injury which is suffered due to the negligence of White Horse Overland is not subject to any limitations or restrictions.
- i. White Horse Overland acceptance of liability in this clause is conditional upon you assigning to White Horse Overland all rights you have against any third party in any way responsible for personal injury, illness, death, deficiency or difficulty in question and upon you giving your full cooperation to White Horse Overland and/or its insurers.
- j. Any information or advice provided by White Horse Overland on matters such as permits, visas, vaccinations, climate, clothing, baggage, special equipment, destinations or money, etc is given in good faith but without responsibility whatsoever on part of White Horse Overland. The client accepts responsibility for obtaining all the necessary travel information and documentation required for the tour.
- 5. Your Responsibilities.
- a. Passports and Visas: Where relevant, general information concerning passport, visa and health requirements will be sent to you with the Booking Form. Please note, however, that such requirements are subject to change and you must check current requirements before departure. It is your responsibility to obtain all documents required for your tour. White Horse Overland cannot be liable if you fail to do so and you will be responsible for meeting any further costs incurred as a result of such failure. No exception will be made from cancellation charges effected as a result of cancellations due to incorrect passport or visa documentation.
- b. Insurance: It is your responsibility to ensure you have the required level of car, travel, personal indemnity and personal accident insurance. You are responsible for arranging your own travel insurance, which should be a comprehensive policy and cover all risks.
- c. Documentation: You must ensure your vehicle has a current MOT and road tax. All drivers must hold a current, in date full driving licence for the category they are driving. All drivers must be insured for the vehicle they are driving. White Horse Overland will not be responsible for incorrect documentation or insurance cover.
- d. Travel to and from UK departure points and across other countries to tour joining points is not included as part of our itineraries, nor included in the price on own 4×4 packages.
- e. Currency fluctuations and guide prices: All prices and the detailed itineraries are quoted in Pounds Sterling and include VAT where applicable.
- f. For events taking place outside the UK, for which we may have paid local suppliers in their local currency, the Sterling equivalent will have been based on the current rate of exchange. Prices are rounded to the nearest whole £. Rates of exchange may be subject to considerable fluctuation during the long validity of our programs. In the event that any such fluctuation causes us to increase any of the quoted prices, we will inform you of such increases at the time of booking.
- g. If any price increases become necessary between the time of booking and final payment, then the following will occur:
- h. If the price increase is 2% or less, we will absorb the increase and there will be no alteration to the price of your tour.
- i. If the price increase is more than 2% you will have the right to choose another tour (subject to availability) which is at a more acceptable price or to accept a full refund, should you wish to do so.
- j. Authority on trip : By completing the booking form you agree to accept the authority and decisions of our employees, tour leaders, agents or suppliers
- k. during the tour. We also reserve the right to expel people from the trip is they act in a manner we feel threatens the atmosphere and safety of other clients.
- l. Acceptance of risk. Your booking is accepted on the understanding that in addition to the usual dangers and risk inherent, the tour has certain additional dangers and risks, some of which may include: physical exertion for which you may not be prepared, weather extremes subject to sudden and unexpected change, remoteness from the normal medical services and evacuation difficulties if you are disabled.
- m. You acknowledge that the enjoyment and excitement of adventure travel is derived in part from the inherent risks incurred by travelling and undertaking activities beyond the levels of safety at home or work, and that these inherent risks contribute to such enjoyment and excitement, being a reason for your participation.
- n. You acknowledge that the nature of this type of travel requires considerable flexibility and you must allow for alternatives. The outline itinerary provided for each tour is only an indication of what each group may accomplish and does not form a contractual obligation on the part of White Horse Overland.
- o. You understand that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without notice due to local circumstances or events, such as sickness, mechanical breakdown, flight/ferry cancellations, strikes, events emanating from political disputes, entry or border difficulties, climate and other unpredictable or unforeseen circumstances. No refunds will be given for services not utilised. Any additional costs such as flights, additional hotel accommodation, ground transportation or shipment, will be your responsibility and must be paid for directly at the time.
- p. Activities on some tours carry inherent risks and if you are participating in such activities you may be asked to sign an additional form.
- 6. If you have a problem.
- a. All of the tours are hosted by a representative of White Horse Overland. If you are unhappy with any aspect of the arrangements while you are on an tour, you should address your complaint immediately in the first instance to the representative and to the management of the hotel or other supplier whose services are involved, so that White Horse Overland will have an opportunity to correct the matter during your stay. If you fail to do so, any rights you may have will be reduced or even extinguished.
- b. If the problem cannot be resolved locally and you wish to complain, full details must be sent to White Horse Overland in writing by Registered Post to arrive within 30 days of your return from your event or tour.
- c. This contract and any matters arising from it are governed by the laws of the UK and are subject to the jurisdiction of the Courts of the