Riva Cycling Ltd. Booking Terms & Conditions  

The terms and conditions on this page apply to bookings made on or after the 22nd October 2024 and form the basis of your contract with Riva Cycling Ltd.

  1. Booking procedure

All bookings are subject to availability and pricing as detailed in our Quotation to you. 

To make your booking, each person must complete our online Booking Form (link provided in email with the quote). The Booking Form must be submitted online/returned via email with appropriate payment as outlined in our Quotation.

Upon receipt of your Booking Form and appropriate payment, we will confirm your booking via email together with an invoice showing any remaining balance that will be due.  The confirmation email will provide details of your booking, including but not limited to airport transfers, bicycle hire, type of room booked, special dietary requirements and forms part of your Holiday Contract. It is important that you check the details in the Confirmation Email and invoice upon receipt and raise any queries immediately.

The Holiday Contract between us comes into existence when we dispatch our Confirmation Email and invoice to you. 

  1. Cost of your cycling holiday and payment

The cost of your holiday includes all items listed in the Confirmation Email.  You are responsible to pay directly to the provider or other third parties for any additional items not stipulated in the Confirmation Email, which may include beverages/foods out on the rides, beverages and sundries consumed at the hotel, drinks consumed in bars, bike spares.

A payment reminder will be sent prior to the trip when the final payment is due. You will be sent information on paying after completing the online Booking Form and in the Confirmation Email. If payment is not received in full and on time, we reserve the right to treat your booking as cancelled by you. We cannot be responsible for any costs or expenses you may incur as a result of this cancellation.

  1. Insurance

You must take out appropriate holiday insurance cover (that covers cycling as an activity) and provide us with evidence of this insurance at least 1 week prior to commencement of the trip.

It is a condition of your contract with us that you are fully insured in respect of the risks listed below.  You are strongly advised to seek advice from your insurance broker and/or your insurance company to ensure you have adequate insurance including but not limited to: medical treatment and repatriation; cancellation and/or curtailment of holiday; loss or theft of personal effects, including bike; hospital benefits; personal accident; personal liability; travel delay; emergency rescue; legal expenses.

If you do not have adequate insurance, you will not be able to partake in the holiday. We reserve the right to cancel your holiday without compensation or refund if you fail to provide us with any information required regarding your insurance or if we are reasonably of the view that the insurance arrangements you have made are not adequate.

By taking part in any holiday organised by Riva Cycling Ltd. it is at your own risk and neither Riva Cycling Ltd. nor any employee of Riva Cycling Ltd. are responsible for any injury, loss or death.  Riva Cycling Ltd. can accept no responsibility for loss or damage to your personal belongings at any time during your holiday.  However, we will make every effort to keep you and your property safe. Clients should insure against all such possibilities.

You are required to wear a helmet (for your own protection in the case of an accident), whilst on your bike.

You agree to indemnify us from any claim whatsoever arising from your failure to comply with these terms and conditions.

  1. Changes to your cycling holiday

i. made by you

Should you wish to make any changes to your holiday after we have issued your Confirmation Email, you must advise us in writing by email. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet such requests. If the change results in a higher holiday price the customer will be required to pay the difference in price.

If you cancel a previously booked hire bike or airport transfer prior to departure, we may not be able to provide a refund.

ii. made by us

We try to avoid making changes to your holiday. However, sometimes changes are unavoidable for reasons outside of our control and it is sometimes necessary to make alterations to holiday details both before and after bookings have been confirmed. We reserve the right to make such changes when necessary.

If it is necessary to make a significant change before departure, we will advise you in writing as soon as practicable. In accordance with the 2018 UK Package Travel Regulations we will then offer you the choice of: (a) accepting the changed arrangements as notified to you or (b) cancelling your holiday and receiving a full and prompt refund of all monies paid to us.

If it is necessary to make a significant change after commencement of the holiday, we will endeavour to offer equivalent or higher quality alternatives at no extra cost.  If alternative arrangements are of lower quality, an appropriate price reduction will be offered.  If you choose to reject alternative arrangements or consider the price reduction is not adequate, you are entitled to a price reduction and compensation if appropriate. 

  1. Cancellation of your cycling holiday

i. by you

Should you or any member of your party cancel your holiday after the Confirmation Email has been issued, you must immediately advise us in writing by email. Cancellation charges will then be payable as set out in your Quotation and Confirmation Email in order to compensate us for the cost of making your booking, our obligations to our suppliers, and the risk that we may be unable to re-sell your cancelled arrangements.

Unless stated otherwise on the Quotation for your trip the cancellation charges are as follows:

Period before holiday start date within which email notification is received by us:
More than 60 days: Deposit payment held by Riva Cycling Ltd
31-60 days: 50% of total price paid or payable will be held by Riva Cycling Ltd
30 days or less: 100% of total price paid or payable will be held by Riva Cycling Ltd.

If you cancel more than 60 days prior and have opted to share a room with another person on the trip you will also be liable for any single supplement uplift charge. This is to protect the person you are sharing with from any additional costs and are only payable if a replacement person cannot be found to take your place.

If any cancellation charges are payable and are covered by your insurance, we will provide you with the necessary paperwork to support your claim.

ii. by us

On rare occasions, we reserve the right to cancel a confirmed holiday because of circumstances beyond our control. In such circumstances, we will offer you the choice of an alternative trip if available (if the holiday is less expensive than the original one, we will refund the difference, if it is more expensive, you will have to pay the difference) or receiving a full and prompt refund of all monies you have paid to us.

If we notify you of cancellation 8 weeks or less before departure, you may be entitled to compensation in line with the 2018 UK Package Travel Regulations.

Very rarely, we may be forced to curtail your holiday after the date of departure where circumstances amounting to “force majeure” as described in point 6 below. In this very unusual situation, we regret we cannot make any refunds (except where refunds are obtained from any supplier), nor meet any costs or expenses you may incur as a result, nor pay any compensation.

  1. Unavoidable and extraordinary circumstances

For the purposes of these terms and conditions “unavoidable and extraordinary circumstances” include but are not limited to the following events outside of our control: war, threat of war, airport/ airspace closures or other flight disruptions, epidemic & significant risks to human health such as the outbreak of a serious disease at the travel destination, natural or nuclear disaster, serious security problems such as terrorist activity, civil unrest or events arising out of political instability, industrial dispute or strikes, bad weather (actual or threatened), and UK Foreign, Commonwealth & Development Office (FCDO) advising against travel to a particular destination.

  1. Liability

i. Our liability to you

We accept responsibility for ensuring that all parts of our contract with you are properly performed subject to the following exceptions. We will not be liable where any failure to perform or provide our services is due to (i) the actions of you or another member of your party; (ii) a third party unconnected with the provision of your holiday and whose actions were unforeseeable or unavoidable; or (iii) unavoidable and extraordinary circumstances (as defined in point 6).

ii. Your liability

Riva Cycling Ltd. holidays are intended for adults aged 18+ unless agreed otherwise in writing. By booking a trip with Riva Cycling Ltd., you affirm that you are in good health and both physically and mentally capable of engaging in the activity you are booking.  You agree to consult with your doctor in connection with any existing or previous condition which may affect your ability to take part in the activities arranged as part of your holiday. Any such condition should be disclosed to us at the time of booking and to your insurance company. We reserve the right to require the production of a medical certificate at any time prior to the commencement of your holiday.

Proficiency in bicycle riding is assumed. Customers confirm they are familiar with the operation of a multi-gear bicycle, are familiar with group riding, and have experience riding in similar terrain and similar distances as proposed for your holiday.

When you book a holiday with us, you accept responsibility for any damage or loss caused by you or any member of your party. Full payment for any such damage or loss must be made at the time to ourselves or the third party concerned. If you fail to do so, you must indemnify us against any claims (including legal costs) subsequently made against us as a result of your actions.

We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority you or any of your party behave in such a way as to cause or to be likely to cause distress, danger or annoyance to any third party (including other clients and including refusal to respect local Covid-19 rules/guidelines) or damage to property, we reserve the right to terminate the holiday of the person concerned without notice. In this situation, our responsibilities towards that person (including any return transport arrangements) will immediately cease and we will not be responsible for meeting any costs or expenses they may incur as a result. We will not make any refunds or pay any compensation.

We cannot accept any liability if you are refused entry onto any flight or into any country due to failure on your part to carry the correct passport, visa or other documents (including those relevant to Covid-19) required by any airline or authority. It is your responsibility to ensure that you have the correct travel documents necessary for your holiday.

  1. Complaints and assistance

If you have a complaint about any of the services included in your holiday and/or need assistance whilst away, you must inform us without undue delay, so that we may help where able. Where any assistance incurs costs to us, these may be charged onto you but will not exceed the actual costs incurred.  If the issue is not resolved on-trip, please follow this up within 14 days of your return home by writing to us by email with full details of your complaint. If you fail to follow the requirement to report your complaint during your holiday, we will have been deprived of the opportunity to investigate and rectify the issue and this may affect your rights under this booking.

  1. Flights

We do not arrange the flight element of your holiday. It is your responsibility to make these arrangements and to ensure that your flights coincide with your required dates and times of arrival and departure. We do not accept any liability for any curtailment of your holiday by reason of any delay arising from your flight arrangements. We regret that we may not be able to offer any assistance in the event of delay of your outward or homeward flight.

We do not arrange or are responsible for any accommodation which may be required as a result of early/late flights or changes to flights.

  1. Airport transfers

If you have booked airport transfers via us and you are unable to meet the transfer as arranged, then you are still liable for the cost of your transfer.  Such costs are expected to be covered by your travel insurance policy.  We will however where possible endeavour to provide help in making alternative arrangements, but you will be liable for all costs incurred.

  1. Special requests

If you have any special request, please clearly note it on your booking form. We will pass on requests to suppliers or other service providers, but we cannot guarantee any request will be met. Unless we have agreed in writing to provide such a service or facility, failure to meet any special request will not be breach of contract on our part.

  1. Descriptions and content of website

We believe that the information, descriptions and details of the cycling holidays on our website and confirmation email are accurate and correct to the best of our knowledge. We have given all such details, information and descriptions in good faith and any changes are likely to be of a minor nature and should not affect enjoyment of your holiday.

  1. Data protection

See our Privacy Policy on www.rivacycling.cc.

  1. Government travel guidance & Covid-19

Riva Cycling Ltd. abides by the Covid-19 rules and guidelines in the country in which the trip is being undertaken and in any countries you may pass through en-route and during a trip.  Before your holiday, you should check the latest information about travel requirements and local regulations in place at your destination.

https://www.gov.uk/foreign-travel-advice

If face masks are required at your holiday destination, we will notify you of this in advance of departure.  Wearing an appropriate face mask may be a legal requirement of airlines and of any airport transfers and for entering the hotel, cafes, restaurants, shops and similar. 

We request that our clients respect the local rules and guidelines, which might vary to those in the UK. See Section 7 above (‘Your liability’).

Whilst Covid-19 travel restrictions are no longer in place, we strongly advise you check your insurance policy covers Covid-19 related illness and cancellation. This should cover you if new outbreaks of Covid-19 see the reintroduction of travel restrictions and you need to cancel or change your travel plans for reasons such as:

  • you test positive for Covid-19 and have to self-isolate and cannot come on your holiday;
  • you are prevented from travelling due to lockdowns at home;
  • you test positive whilst on a trip and are required to self-isolate at the holiday destination.

We abide by travel guidance as advised by the UK Foreign, Commonwealth & Development Office (FCDO).

  1. Governing law and jurisdiction

Your contract with us is made in England and shall be governed by English law. You submit to the exclusive jurisdiction of the courts in England.

END

Riva Cycling Ltd.

11b Boundary Road
Buckingham Road Industrial Estate
Brackley
NN13 7ES
England

Company Number: 12466375

Document Last Updated: 22 October 2024