Terms and Conditions
Please read these Terms and Conditions fully before booking with Scottish Mountain Bike Guides. If you have any further questions, please contact us.
1. Booking
Booking means that you, the person making the booking and all other members of your group (hereafter, referred to as “the client(s)”) accept the following Terms and Conditions as laid down by Scottish Mountain Bike Guides (hereafter, referred to as “us”), and the Terms and Conditions of our partners. (These are available on request).
Once a booking deposit has been received, a contract exists between us and the client(s). This contract is governed under Scottish Law. We guarantee not to increase the price of your trip or course after booking has been confirmed. All clients must be over the age of 18 at the time the trip or course commences.
2. Payment
For Courses and Single Day Trips the full balance is payable on booking to secure your place(s). On receipt of a completed booking form and payment, we will send a receipt which confirms your booking.
For Trips involving overnight stays a 20% non-refundable deposit is required for each person to secure your place(s).
The balance is payable 56 days prior to departure of your trip. On receipt of your completed booking form and deposit payment, we will send a confirmation invoice detailing the outstanding balance to be paid, and the date this is due.
If the balance has not been paid by the due date shown on the confirmation invoice, it will be assumed that you wish to cancel the booking. No payment reminders will be issued.
If booking less than 56 days prior to the departure, the full balance is payable on booking.
All invoices are issued in £ Sterling.
We accept cheques (in £ Sterling), cash and bank transfer (please call for details).
3. Overnight Accommodation
The trip or course price advertised is based on two people sharing a double or twin room. If you are booking as an individual it is automatically assumed that you will share a twin room with another client. Single rooms can be arranged if requested at the time of booking, but this will incur an additional cost.
4. Cancellations by the Client(s)
Notification of any cancellation must be made in writing by the client(s).
If the cancellation occurs more than 56 days from the departure date, the client(s) are liable for 20% of the cost of the trip.
If the cancellation occurs between 56 days, but more than 28 days from the departure date, the client(s) are liable for 50% of the cost of the trip.
If the cancellation occurs between 28 days, but more than 14 days from the departure date, the client(s) are liable for 75% of the cost of the trip.
If the cancellation is made 14 days or fewer from the departure date the client(s) are liable for 100% of the cost of the trip.
Failure to arrive at the scheduled departure point at the scheduled time will be deemed as cancellation by the client(s), and as such the client(s) are liable for 100% of the cost of the trip.
If the client(s) do not participate in any part of the trip as agreed at the time of booking, the client(s) are not entitled to any refund.
5. Cancellation / Changes to the Trip or Course by Us
We will not cancel any trip or course other than in exceptional circumstances. If this situation were to arise, the client(s) would be entitled to a full refund, or transfer to a trip or course of the same or superior quality at a different date. However, we do reserve the right to make changes to and / or cancel your trip or course if, for example, minimum client numbers have not been reached 28 days prior to the departure date. The client(s) will be informed of any cancellation or significant change in writing. The client(s) have the option of accepting the change, transferring to a different trip or course, or a full refund. We will make sure that any change will not lessen the value or quality of your trip or course.
In the event of cancellation or change, we are not liable for costs other than the trip or course costs. We recommend that client(s) are suitably insured against irrecoverable cancellation costs.
We are not liable for costs incurred when a trip has to be cancelled due to circumstances beyond our control e.g. natural disaster, industrial dispute or terrorism.
At times we will need to be flexible, especially with regards to prevailing weather conditions and the ability of the client group. We will make every effort to complete the itinerary as described for your trip or course, but this itinerary in no way defines any contractual obligation between us and the client(s).
6. Complaints
If there is any aspect of your trip or course which you are not totally satisfied with, please bring this to our attention as soon as possible. We will endeavour to remedy the situation straight away. If the issue is not resolved to your satisfaction, please put your complaint to us in writing. Please note that disputes are covered by Scottish Law.
7. Changes to the Trip or Course Requested by the Client(s)
If the client(s) wish to make a change to the trip or course, we must be informed of those wishes in writing. We cannot guarantee that any alteration will be accommodated, but we will try to meet our client(s) requests if at all possible. Any changes requested may incur increased costs. The client(s) will be informed in writing of these costs.
8. Our Liability
We are liable only for the cost of your trip or course. We are not liable for theft, damage or loss of your personal possessions (including bikes) when cycling or being transported. We are not liable for situations occurring when in overnight accommodation. We are not liable for cancellation of the contract due to: circumstances beyond our control; the actions of client(s); actions of a 3rd party. We are not liable for injury, accidents or death. We are not liable if you choose to leave the group at any point.
9. Responsibilities of the Client(s)
Cycling on and off road is a hazardous activity. You must accept that risk is involved.
You must accept the authority of the guide or instructor.
You are responsible for your own actions – you must wear an approved cycling helmet at all times and ride within your capabilities.
Your trip or course may visit a remote and / or inhospitable area, and may take place in inclement weather. You must accept that there may be some risk and discomfort involved.
Your trip or course is graded in terms of the level of fitness required to complete it comfortably. It is your responsibility to ensure you are suitably prepared and equipped. We will prevent you from participating if your preparation or equipment poses a hazard to yourself or others. You will not be entitled to a refund in this circumstance.
You must act appropriately at all times. You may be removed from the group if you act inappropriately at any time. You will be responsible for any costs incurred after removal from the group, and will not be entitled to any refund.
9a. The Use of Hire Bikes
Hire bikes must be booked in advance, as they are sourced from third parties. You are liable to the third party for any damage / loss.
9b. Medical Conditions
If you have any medical condition which may affect your ability to complete your trip or course, or any allergies, you must inform us at the time of booking. Similarly you must inform us of any medications which you take at the time of booking. We may ask to see written confirmation from your doctor that you are fit to complete your chosen trip or course.
9c. Dietary Requirements
If you have any special dietary requirements, please inform as at the time of booking so we can cater for your needs.
9d. Emergency Contact Details
At the time of booking we ask you to provide the name and telephone number of someone we can contact in case of accident or illness.
9e. Insurance
You must have in place suitable insurance for the duration of your trip or course. It should cover participation in mountain biking, cover personal items, personal accident, injury and death, medical expenses and the cost of repatriation in the event of accident or illness and irrecoverable costs in the event of cancellation.
