Terms & Conditions

Terms and Conditions

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 used for the tour. 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 to include third party liability.

2.3 All vehicles must be maintained and presented to a roadworthy standard; and in turn be covered, if necessary, by a current and valid MOT certificate.

2.4 It is the driver’s responsibility to ensure that the above terms (2:1, 2:2 and 2:3) are met and adhered to.

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 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 always be observed and speed limits adhered to.

2.7 When driving on green roads the advisory maximum speed limit is 15 mph. Traveling any faster than this may reduce your control over your vehicle.

2.8 The Highway Code applies in its entirety to green road driving, and it is the responsibility of the driver to ensure compliance.

2.9 Children and animals must always be supervised. Dogs must be kept under the owner’s control when out of the vehicle.

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 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 always keep a safe distance between vehicles and remain on the defined track.

2.12 We will rotate positions in the convoy where safe and appropriate to do so.

2.13 Your safety and enjoyment of the day is paramount to us. Should a guide offer information or guidance this is to for your health, safety and enjoyment.

2.14 The act of driving on green roads can be slightly uncomfortable and bumpy at times. There is a small risk that you may pick up knocks or light bumps and bruises along the way. You enter onto the tour in the full understanding that you are aware of this fact and that Trails & Tracks is not responsible or accountable for any 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 there is 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 not be held responsible or accountable for any such damage to participants and/or their vehicles.

3. Bookings and Payments

3.1 Bookings for all tours are via completion of a booking form on our website www.trailsandtracks.co.uk

3.2 For Relaxed and Scenic day tours payment must be made in full online at the time of booking, or by bank transfer within 48 hours. Only full payment secures your place on the tour. Confirmation of the booking will be sent to you by email.

3.3 For Grand Tours and Adventure Tours in the UK, a deposit of 25% of the total cost is required (unless stated otherwise). Payment must be made online at the time of booking, or by bank transfer within 48 hours. Payment of the deposit secures your place on the tour. Confirmation of the booking will be sent to you by email. The balance of the tour fee is payable a minimum of 4 weeks before the departure date. If the booking is made within 4 weeks of the departure date, then the full cost must be paid at the time of booking. If the payments are not received on or before the due dates, the booking will be cancelled, and any money paid will be forfeit.

3.4 For Adventure Tours outside of the UK, a deposit of 25% of the total cost is required (unless stated otherwise). Payment must be made online at the time of booking, or by bank transfer within 48 hours. Payment of the deposit secures your place on the tour. Confirmation of the booking will be sent to you by email. The balance of the tour fee is payable a minimum of 12 weeks before the departure date. If the booking is made within 12 weeks of the departure date, then the full cost must be paid at the time of booking. If the payments are not received on or before the due dates, the booking will be cancelled, and any money paid will be forfeit.

3.5 Payment for Gift Vouchers must be made in full online at the time of ordering, or by bank transfer within 48 hours. Gift Vouchers are non-refundable, non-transferable and valid for 12 months from the date of purchase. Standard cancellation terms and conditions apply, with the issue of a credit note subject to our discretion.

4. Cancellation and Refunds

4.1 Cancellation by you the customer is subject to the cancellation charges and timescales below:

4.1.1 Payments for Relaxed and Scenic day tours are non-refundable unless the booked place can be re-sold by us. Only in these circumstances will the payment be refunded less the deduction of a £5 administration charge.

4.1.2 Payments for Grand Tours and Adventures tours in the UK are partially refundable according to the following timescales:

  • If you cancel the tour more than 4 weeks before the departure date and only the 25% deposit payment has been made, the deposit payment is non-refundable unless the booked place can be re-sold by us. Only in these circumstances will the 25% deposit payment be refunded less the deduction of a £5 administration charge.
  • If you cancel the tour more than 4 weeks before the departure date and the full payment has been made, the deposit is non-refundable, but the balance will be refunded less the deduction of a £5 administration charge. If the booked place can be re-sold by us, the full amount will be refunded less the deduction of a £5 administration charge.
  • If you cancel the tour less than 4 weeks before the departure date and the full payment has been paid, the full amount is non-refundable unless the booked place can be re-sold by us. Only in these circumstances will the payment be refunded less the deduction of a £5 administration charge.

4.1.3 Payments for Adventure Tours outside of the UK are partially refundable according to the following timescales:

  • If you cancel the tour more than 12 weeks before the departure date and only the 25% deposit payment has been made, the deposit payment is non-refundable unless the booked place can be re-sold by us. Only in these circumstances will the 25% deposit payment be refunded less the deduction of a £5 administration charge.
  • If you cancel the tour more than 12 weeks before the departure date and the full payment has been made, the deposit is non-refundable, but the balance will be refunded less the deduction of a £5 administration charge. If the booked place can be re-sold by us, the full amount will be refunded less the deduction of a £5 administration charge.
  • If you cancel the tour less than 12 weeks before the departure date and the full payment has been paid, the full amount is non-refundable unless the booked place can be re-sold by us. Only in these circumstances will the payment be refunded less the deduction of a £5 administration charge.

4.2 If payments are not received in accordance with the schedules outlined in section 3 Bookings and Payments, the booking will be cancelled by us and any money paid will be forfeit.

4.3 We do our best to avoid cancellation by Trails and Tracks however events outside of our control may prevent a tour going ahead. These include, but are not limited to, adverse weather conditions, Traffic Regulation Orders (TRO’s) to at least 50% of a route, or where there is a high risk of damage or injury. In these circumstances payment may be refunded or a credit note given.

4.4 Credit notes are valid for a similar brand of tour only. If a tour is marked as ‘full’ on the website, you will be given the option of adding your name to a reserve list, should we get a cancellation we will contact you as soon as possible offering you the place. If you are unable to accept, we cannot be held responsible for any refund.

4.5 Trails & Tracks accept no responsibility for costs (including any and all additional costs) incurred whatsoever resulting from a cancellation.

4.6 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.

4.7 In the event of a breakdown during a tour we will make every effort to assist in your recovery to a main road, where it is safe to do so. We cannot be held responsible for refunds or costs incurred as a result of a mechanical failure or damage to your vehicle during a tour.

4.8 Trails & Tracks 4×4 Adventures cannot be held liable for any other costs you may have incurred, such as travel, insurances or pre and post event accommodation. To cover these additional expenses, we recommend you obtain suitable cancellation insurance.

Updated Friday 23rd November 2018