Terms and Conditions
Cloud 9 Adventure Ltd Terms & Conditions
Your contract with us
1. Booking conditions, legal jurisdiction and contractual responsibility
By booking with Cloud 9 Adventure you accept to be bound by the terms and conditions outlined herein. Where a group makes a booking all participants within the group agree to be bound by these terms and conditions.
All booking arrangements are made with Cloud 9 Adventure Ltd, The Park, Waresley, Sandy, Beds SG19 3BS.
All terms and conditions between clients and Cloud 9 Adventure Ltd are to be governed by and held under the jurisdiction of the courts of England and Wales.
When you make a booking with us you must pay a non-refundable deposit, which is normally 30% of the holiday price. A higher deposit is necessary if any supplier requires additional payment in advance - some hotels require 50%, but we will let you know at the point of booking if this is the case. For group trips the applicable deposit is listed on our website and is confirmed at the time of booking. On occasion, full payment for a service such as flights or guiding may be required, and is non-refundable.
Final balance payment is due 10 weeks before the start of your trip. In the case of non-payment of the balance by the due date, we reserve the right to cancel your booking and cancellation charges will apply.
3. Minimum numbers & our partners
In order for our trips to be priced competitively, we need to attain a minimum number of participants before the trip can be guaranteed to run. We reserve the right to cancel trips or activities where the minimum number of participants has not been reached.
In order to increase the probability that a trip will run, we have developed partnerships with other well-established travel companies. This constitutes a standard practice in the travel industry, and we only work with partners who have the same ethos and standards as ourselves. Our current partners are Tracks and Trails, KE Adventure Travel, Col de Lavacchio and Adventure Base.
4. Travel arrangements
All of our holidays are sold on a land-only basis, which means that you will need to make your own travel arrangements. Before you book any travel, you must check that your chosen holiday has reached the minimum numbers required and is guaranteed to run BEFORE booking any flights. In the case of a private tour, please do not book flights before we have confirmed that all of the accommodation is available and that all our logistical arrangements are in place. We cannot be held liable for any losses incurred relating to any flight booking or any other related costs.
5. If you cancel your holiday
You, or any member of your party, may cancel your holiday at any time. The following cancellation charges will apply:
More than 10 weeks before the start of the trip - deposit plus any other non-refundable items we have paid for on your behalf such as hotels, flights or guides
31-70 days before the start of the trip - 50% of the total trip cost plus any other non-refundable items we have paid for on your behalf such as hotels, flights or guides
30 days or less before the start of the trip - 100% of the total trip cost
6. Your holiday price and exchange rate fluctuation
Cloud 9 Adventure reserves the right to adjust the pricing of the products and services displayed on our website. If the Bank of England's exchange rate drops below £1= €1.08, £1= CHF1.15 or £1=10 NOK for trips to the EU, Switzerland and Norway respectively, then we reserve the right to levy a surcharge to the trip price to accommodation incurred costs due directly to the movement in the exchange rate. If you choose to pay your balance in full at the time of booking then you will not be affected by this as we would purchase the necessary currency at the time of booking, provided the trip was guaranteed.
7. Fitness & difficulty of trip
All of our trips have a description of the level of difficulty and fitness required. It is very difficult to give a generic description of these trips, because each person is unique and some people will find trips harder than others. We have given our descriptions in good faith, borne of many years’ experience running these trips, and we require you to make a judgement as to your suitability for the trip based on our description. If in any doubt at all, please ask us. If you are unable to walk at a steady pace or keep up with the group, our leader may ask you to miss out any days which they do not deem you capable of walking. Any costs such as transport or extra accommodation will be your responsibility in this event.
It is a condition of booking with us that you are insured against medical expenses, injury, illness, death, cost of repatriation and personal accident risk, including helicopter evacuation. You must ensure that your insurance covers rescue from the mountains, and from the activity that you are undertaking. On trips where there is a leader, it is the right of the leader to make a decision to call for a helicopter rescue, and any costs relating to this will be your responsibility. Any subsequent costs incurred for expenses such as extra hotels, food, transport shall be borne by you, the client. You are responsible for ensuring that your insurance is adequate for the particular needs of your chosen activity - we do not check insurance policies. Please ensure that your insurance covers you to the maximum altitude stated on your trip itinerary. We reserve the right to cancel your booking at any time if we are not satisfied that you have adequate insurance in place. All baggage and personal effects, including bikes, are at all times taken at your own risk. We will not be responsible for any loss, damage or accident to any luggage and property, however incurred. You are advised to check the limitations of your insurance policy in this respect. We recommend that you arrange your insurance at the time of booking. If something happens to you before the trip and you cannot take your holiday, we are unable to refund your deposit (or balance payment if this has already been paid).
9. Personal risk
Cloud 9 Adventure maintains high professional standards of client care and safety. We take due care and diligence and only choose good quality accommodation, transport companies and local suppliers, and we only use guides who are qualified and legal to work in the countries where we organise trips. In choosing to undertake activities in a mountain environment you accept that these activities may pose a danger of personal injury and even death. All clients must be aware of and accept these risks and be responsible for their own actions and involvement in such activities.
In the case of self-guided trips, you, the client, are fully responsible for your decision-making in the mountains. We provide detailed route notes but these are not a substitute for map reading and use of compass. Our route notes are well-researched, regularly updated and are written in good faith - but Cloud 9 Adventure will not be liable for any route choices you make whilst on the mountain. Any client booking a self-guided holiday must take full responsibility for looking after themselves in a mountain environment. If in any doubt about your ability to do so, then we recommend that you book a guided trip.
10. Your Financial Protection
In accordance with the 1992 EU Package Travel Regulations, your funds are protected in a Trust Account. All trip payments are placed in this account and will remain until your trip is complete. In the unlikely event of our insolvency before the start of your trip, all monies paid will be refunded to you.
11. Transferring to another holiday
If after our confirmation invoice has been issued, you wish to transfer to another holiday, we will do our utmost to arrange this but it may not always be possible. You would need to cover any costs incurred.
12. Data Protection
You give us permission to give any personal information you supply to our suppliers and guides in order for them to be able to provide an appropriate level of service for your holiday. We do not share this data with any other 3rd party.