Terms and Conditions of our Tours
1. Definition of terms
The terms ’us’ or ‘we’ refer to Trails & Tracks. The term ‘you’ refers to the tour participant, customer, driver or owner of a participating vehicle.
2. Terms (Driver, Passengers and Vehicle use and safety)
2.1 All drivers must hold a valid full driving licence suitable for the class of vehicle for the day. Provisional licence holders, even if accompanied by a suitably qualified full licence holder, are recommended not to drive during the tour.
2.2 All vehicles must be covered by vehicle insurance, as a minimum will include third party liability.
2.3 All vehicles must be maintained and presented to a roadworthy standard and in turn be covered by a current and if necessary a valid MOT certificate
2.4 It is the driver’s responsibility that the above terms (2:1, 2:2 and 2:3) are met and adhered too.
2.5 Your day will begin with a safety brief covering the most important safety features; we request that the driver(s) are present and attentive, please ask any if you are unsure or require clarification of any aspect of the safety brief.
2.6 The Highway Code for both green road driving and driving on tarmacadam roads must be observed on all occasions and speed limits adhered to.
2.7 The Highway Code applies in its entirety to green road driving, and is the responsibility of the driver to ensure compliance.
2.8 Children and animals should be supervised at all times. Dogs should be kept under the owner’s control when out of the vehicle.
2.9 When driving on green roads the advisory maximum speed limit is 15 mph. Traveling any faster than this will reduce control of your vehicle on green roads.
2.10 The GLASS and Tread Lightly code of green road driving should be observed. Please pay attention to information and guidance offered by your guide to ensure the respect of the countryside for all users.
2.11 Throughout your day we operate a convoy system, guidance will be provided at your tour safety brief. Please listen to the safety brief and keep a safe distance between vehicles at all times and keep to the defined track at all times.
2.12 Your safety and enjoyment of the day is paramount to us at Trails & Tracks. Should a guide offer information or guidance this is to for your health, safety and enjoyment.
2.13 We will rotate positions in the convoy where safe and appropriate to do so.
2.14 The act of driving on green roads can be slightly uncomfortable and bumpy at times and indeed uncomfortable. We cannot guarantee that you won’t pick up a knocks or light bumps and bruises along the way. You enter onto the tour in the full understanding that you have been made aware of this fact and that Trails & Tracks will in no way, shape or form be held responsible or accountable for any such injuries sustained by participants.
2.15 You enter onto one of our tours in the understanding and acceptance that by the nature of some types of green road driving an inherent risk of potential damage to your vehicle or its components. Whilst it is highly unlikely as we have surveyed all of our routes for suitability and safety the risk is still present. Trails & Tracks will in not be held responsible or accountable for any such damage to participants’ and/or their vehicles.
3. Tour / Event Payments and Confirmations
3.1 Payment is due in full for all Relaxed and Scenic tours following confirmation of your place that will be sent to you by email with joining instructions and payment details within 48 hours of your booking; only payment secures your place on a tour.
3.2 A 25% deposit is required for Grand Tours and Adventure Tours; Confirmation by email (or text) of your place and payment details will be sent to you within 48 hours of your booking. The deposit must be made within 48 hours of receiving your confirmation email (or text) to secure your place, only payment secures your place. The balance of the tour fee is payable a minimum of 4 weeks before the departure date; unless the booking is made within 4 weeks of the departure date, then payment will be due in full.
3.3 Payments including deposits are non-refundable except in the event of cancellation by Trails & Tracks. We do our best to avoid cancellation however events outside our control including but not limited too adverse weather conditions, Traffic Regulation Orders (TRO’s) to at least 50% of a route or for example where there is a high risk of damage or injury would prevent a tour from going ahead.
3.4 In the event of a cancellation by you the customer within the cancellation timescales below will endeavour to give you a credit note valid for 12 months subject to availability. Please note that NO cash refunds can be made for a Relaxed & Scenic Tours. For Grand Tours and Adventure Tours NO cash refunds can be made after the cancellation period set out below:
3.4.1 Relaxed & Scenic Tour: Cancellations made 4 weeks prior to the tour departure a credit note valid for 12 months subject to availability will be given. Short notice cancellations made within 1 week prior to the tour departure we reserve the right to issues a credit note valid for 12 months, should your place be filled. However if we are unable to fill your place at short notice we will not be held liable for any refund.
3.4.2 Grand Tour: Cancellations made 8 weeks prior to the tour a refund (or a credit note valid for 12 months subject to availability) will be given. Short notice cancellations made within 4 weeks prior to the tour departure we reserve the right to issues a credit note valid for 12 months should your place be filled. However if we are unable to fill your place at short notice we will not be held reliable for any refund.
3.4.3 Adventure Tour: Cancellations made 10 weeks prior to the tour a refund (or a credit note valid for 12 months subject to availability) will be given. Short notice cancellations made within 10 weeks prior to the tour departure we reserve the right to issues a credit note valid for 12 months should your place be filled. However if we are unable to fill your place at short notice we will not be held liable for any refund.
3.5 We also reserve the right to offer customers a credit note of the same value of the original tour cost for an alternative date / tour valid for 12 months from the date of departure / tour and are subject to availability.
3.6 Tours are subject to minimum bookings of 3 vehicles, and may be subject to cancellation by Trails & Tracks up to 5 days before the scheduled departure date. We will, however try to give you as much notice as possible in this case. Please contact us for availability.
3.7 Trails & Tracks bear no responsibility for costs (including any and all additional costs) incurred whatsoever.