Terms and Conditions
Company Name - United Group Travel Ltd.
Company Number - 13052351
Registered - 30 NOVEMBER 2020
Trading name - United Group Travel
Registered Address - 1 Spencer Drive, Pegswood, NE61 6SZ
United Group Travel Ltd are members of Protected Trust Services (PTS), who operate a client trustee account. All client money paid to United Group Travel is paid into the trust account which ensures all consumer funds are financially protected. This is in line with the UK and EU Package Travel Regulations of 2018 for consumer protection. To contact PTS and check the status of United Group Travel Ltd, please click here and quote the membership number 5666.
"We/us" Means “UNITED GROUP TRAVEL”
"The Event" Means any holiday, accommodation, activity or function organised or advertised by us.
"You" Means the person who has signed the booking form and includes all the people on whose behalf you have signed.
"Supplier" Means the company or person that is holding or providing the event or any part of it.
"Price" Means the total cost of the event.
Terms and Conditions
These terms and conditions govern the contract between you and us to the exclusion of all other terms and conditions save for those implied by law, and no variation to these terms and conditions shall be valid unless in writing and signed by you and the company director.
Formation of Contract
No contract shall arise between you and us until we have received the deposit payable, and we have sent to you written confirmation (This can be in the form of an email) of our acceptance of your booking.
The lead name when booking with us guarantees that he or she is eighteen years of age or over and accepts the full responsibility of collecting the full balance payable for the booking and indemnifies “United Group Travel” against any loss from any individual failing to pay within your group. The lead name of the group is also responsible for ensuring that all group members are aware they are bound by our terms and conditions. The lead name is also responsible for the completion of the online guest list on behalf of all persons on the booking. It is understood that those booking via email or telephone agree to and accept our terms and conditions.
BROCHURE ACCURACY Although United Group Travel Ltd make every effort to ensure the accuracy of the brochure information and pricing, regrettably errors do sometimes occur. You must therefore ensure you check the price and all other details of your holiday with us at the time of booking and when you receive our confirmation invoice. - OUR PRICING POLICY
United Group Travel Ltd endeavour to ensure that the most up to date and correct prices are shown in our brochure. Occasionally, an incorrect price may be shown, due to an error. When we become aware of any such error, we will endeavour to notify you at the time of booking (if we are then aware of the mistake) or as soon as reasonably possible. We reserve the right to cancel the booking if you do not wish to accept the price which is applicable to the holiday. Some hotel facilities and entertainment may be withdrawn for routine maintenance or be subject to seasonal availability and provision of the facilities cannot be guaranteed. Single occupancy of rooms may be subject to a supplementary charge.
1- Payment & Deposits
£30 per person deposits are payable at the time of booking, or within 7 days if the deposit is to be paid by cheque. An agreed non-refundable non-transferable deposit is payable at the time of booking.
The final balance is to be paid no less than 56 Days (eight Weeks) before the date upon which your event is due to start.
If you do not make your deposit payments by the due dates given, then you shall be deemed to have cancelled the event.
Deposits are used by us to enter into the contractual arrangements on your behalf and are non-refundable. Payments can be made with a valid Credit Card or Debit Card, online bank transfers or cheque(s) made payable to “UNITED GROUP TRAVEL” where upon receipt we will endeavour to place the booking for you at the same price, although this cannot be guaranteed. We will however notify you should there be an increase in price.
If a promised cheque is not received or does not clear upon presentation, we hold the right to cancel the reservation. Non-clearing or returned unpaid cheque will incur a £30.00 transaction charge.
2- ALTERATIONS TO YOUR HOLIDAY BY US
We hope that we will not have to make any change to your holiday but, because our holidays are planned many months in advance, we sometimes do need to make minor changes. We reserve the right to do this at any time. We will let you know about any important changes as soon as possible, including the minimum number of passengers required on the trip. If after booking, and before departure, we make a major change to your holiday, you will have the option of withdrawing from the holiday without penalty or transferring to another holiday without any charge. In either case, we will pay you compensation, according to the scale set below. A major change includes the time of your departure or return time by more than twelve hours, a change in departure point, location of resort or type of hotel, a change in cross channel travel, or specification of the coach. If we tell you about any of these changes after we have confirmed your holiday booking (other than force majeure), you may either: - accept the new arrangements offered by us; or - accept a replacement holiday from us of equivalent or similar standard and price (at the date of the change), if we can offer you one; or - cancel your holiday with us and receive a full refund of all monies Either way, we will pay you compensation, using the Compensation table shown, IMPORTANT NOTE Compensation will not be payable if the holiday is cancelled because the number of persons booked is less than the number required, or for events beyond our control, which include: war, threat of war, riots, civil disturbances, terrorist activity and its consequences, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks and pandemics, unavoidable and unforeseeable technical problems with transport for reasons beyond our control or that of our suppliers; hurricanes and other actual or potential severe weather conditions and any other similar events. You are also advised to check with The Foreign and Commonwealth Office Advice Unit regularly at prior to travel. All holidays operate if the minimum number of participants is met. However, in no case will we cancel your holiday less than six weeks before the scheduled departure date, except where you have failed to pay the final balance or because of force majeure (force majeure means an event which we or the suppliers of the services in question could not foresee or avoid and is therefore beyond our control).
More than 42 days Nil
29 – 42 days £5.00
15 – 28 days £10.00
8 – 14 days £15.00
0 – 7 days £20.00
3-Cancellation by You
You may cancel your booking within a period of 14 Days after the initial deposit however this initial deposit is non-refundable. After 14 Days you may cancel your booking however all deposits and (if applicable) any additional payments made to date on the booking are non-refundable. All cancellations must be made in writing from the lead name on the booking. After 14 Days the amount of the cancellation fee is calculated according to the date on which we receive written notice of your wish to cancel.
More than 42 days before departure Deposit only
29 – 42 days before departure 30% of holiday cost
15 – 28 days before departure 50% of holiday cost
0 – 14 days before departure 100% of holiday cost
4-TRANSFERRING YOUR BOOKING
You can transfer your booking to somebody else, but the person must satisfy all the conditions of the holiday and you must inform us either by letter or email no less than seven days before departure. This transfer will cost £20.00 plus reasonable costs to make the transfer. You will remain responsible for ensuring payment before the balance due date. This is in addition to (and does not affect) the separate liability of the transferee to us.
5-Failure to Provide an Event
If, due to reasons beyond our control, an event is unable to take place due to (but without limitation); closure of premises, the ceases of trading, a change in supplier management, weather restrictions, we will provide you and your group with an alternative event and if this does not prove possible, a refund to you of the cost to us of the event.
6-Alterations + Surcharges Applied By Us
If due to circumstances beyond our control it becomes necessary to substitute an alternative supplier or make any other alterations to the event (including accommodation) we shall inform you of the changes as soon as possible. You must pay any additional cost due to such changes. If the changes are, in the view of “United Group Travel ”so substantial as to materially alter the event and you are unwilling to accept them then you may cancel the event and we will give a refund of the cost of the event to us. Surcharges may be applicable where an event requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the event of which we are not held responsible, and alternatives may be offered of an equal or greater value. If this value is greater, then you must pay us the difference in price. If the final number of a group is an odd number, then a single supplement surcharge will apply if the booking or an event (including accommodation) which is number dependent.
7-Alterations made by You
We shall try to accommodate any reasonable changes you wish to make to the event. Alterations and amendment requests should be made with us and not end suppliers and should be made in writing to us by the lead name. These changes shall not be deemed accepted until we have confirmed in writing to you. If you wish to increase or decrease the number of persons participating in the event you may do this up to six weeks prior to the date upon which your event is due to start. Amendments after that date will incur our administration charge of £10.00 per person. Changes such as arrival / departure dates and destination changes will also be subject to our administration charges. We cannot guarantee that the change to the price will be pro-rata but will depend upon the arrangements we are able to make with our suppliers. Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event.
You shall at all times behave in a safe, responsible and courteous manner; comply with all instructions; regulations and codes of practice issued by us or our suppliers; ensure that you comply with all age restrictions imposed by our suppliers; ensure that you comply with all arrival times, and dress appropriately for the event. If you breach these obligations, we may cancel or curtail the event or any part of it and in those circumstances, you shall not be entitled to any refund. You shall take out insurance suitable for your needs (including delays for events involving travel by land, sea, or air) before the event.
We shall take reasonable care and skill in arranging the event and comply with all applicable laws in relation to the event; wherever possible, re-schedule the event instead of cancelling or offer a refund to you of the cost to us of the event. All of the photographs and illustrations we use on our website and in literature (including quotations) we send you are for marketing purposes and may not entirely represent the actual products received.
10- OUR COACHES
We will always use our reasonable endeavours to provide a coach to the specification in our brochure or advert but reserve the right to substitute an alternative vehicle should there be unforeseen circumstances. There is a seating plan but, in some cases, operational reasons may require a coach with a different configuration. We reserve the right to alter a coach seating plan and allocate seats other than those booked. Single passengers may be required to share a double seat with other single passengers. When your booking is confirmed, you will be offered the best seats that are available at that time. If you feel that you require two seats, then these must be booked and paid for in advance, at the time of booking. If you fail to do this and it transpires that the seat allocated to you is insufficient for your needs and there is no alternative seating available, then you will be refused access to the coach and any payments made will be liable to forfeiture. Specific seats will not be allocated on coaches operating a feeder. service between joining points and main holiday departure points or on coaches that carry out transfers between airports, seaports etc.
11- HOTEL FACILITIES
Some hotel facilities and entertainment may be withdrawn for routine maintenance or be subject to seasonal availability and provision of the facilities cannot be guaranteed. Single occupancy of rooms may be subject to a supplementary charge.
12- IF YOU HAVE A COMPLAINT
If you have a problem during your holiday, please inform your Tour Manager, your driver and the relevant supplier/resort representative immediately who will endeavour to put things right. If your complaint cannot be completely resolved locally, you must ask your driver, representative or United Group Travel directly to record your grievance. Our contact number, for unresolved complaints will be our office number on 01670632460 (open in office hours). If you remain dissatisfied, please follow this up within fourteen days of your return home by writing to United Group Trave Ltd, giving your original booking reference number and all other relevant information. It is therefore a condition of this contract that you communicate any problem to the supplier of the services in question AND to our representative whilst in resort. If you fail to follow this procedure, we cannot accept responsibility as we have been deprived of the opportunity to investigate and rectify your complaint.
13- HEALTH AND SAFETY
In some foreign countries, standards of infrastructure, safety and hygiene may be lower than those to which we are accustomed in the UK. You should therefore exercise greater care for your own protection. There may be countries that we visit that have special medical requirements for tourists. These regulations are subject to change and our clients are responsible for complying with entry and current health requirements. If you are not sure of the health requirements for the country you are visiting, you are advised to check with your own GP before travelling. You are also advised to refer to the Department of Health leaflet “Health Advice for Travellers”. Some people may be at risk from discomfort or deep vein thrombosis (DVT) if they remain immobile on a journey for a long period. If you are planning to undertake a journey of more than three hours, you should consult your doctor, if you have ever had DVT, pulmonary embolism, a family history of clotting conditions, cancer or treatment for cancer, stroke, and heart or lung disease or If you have had major surgery in the past three months. We reserve the right to refuse any booking in the absence of a doctor’s certificate confirming that you are fit to travel. Where we provide comfort stops you are encouraged to walk around. Exercise reduces any discomfort, which may be caused by periods of immobility. NO SMOKING is allowed on our coaches (including E- cigarettes) and we do not allow pets or any other animals, although we accommodate registered assistance dogs, but not on overseas holidays.
14- TRAVEL ITINERARIES,
United Group Travel Ltd reserve the right to modify itineraries to conform with requests from competent authorities both within the UK and abroad. Excursions which are included in the cost of your booking are detailed on the brochure page and refunds will not be made for excursions not taken. Optional excursions booked and paid for in resort do not form part of your booking. Admission fees to buildings may not be included in the price of the holiday, please check.
15- SPECIAL REQUESTS
All special needs and requests, if agreed, should be entered on the booking form and be included in the confirmation of the holiday. These cannot be guaranteed except were confirmed as part of our holiday commitment to you and are detailed on your holiday booking confirmation. We are keen to ensure that we plan the arrangements for your holiday so that special needs and requests can be accommodated as far as possible. If you will need assistance or may be unable to fully enjoy all aspects of your holiday you must tell us in advance so that we can maximise your enjoyment of the holiday. We will need to know if you will need special facilities in the hotel, taking part in the excursions or have difficulty boarding and travelling on the coach or other means of transport. Before booking your holiday, you should be sure that you and your party are both physically and mentally capable of boarding and alighting the coach unaided and completing the published itinerary. If you need advice or further information you should contact United Group Travel Ltd. If you require a special diet please tell us at the time of booking, or as soon as you are medically advised, together with a copy of the diet.
16- PASSENGERS WITH DISABILITIES
Due to Health & Safety it is a condition of travel that all passengers must be able to board and alight the coach unaided. We want everyone to enjoy our travel arrangements. We are happy to advise and assist you in choosing a suitable holiday. But, as some of the accommodation and resorts featured may not cater for even minor disabilities, it is important that, when booking, you advise us of any disability, specific need or complex need you may have and any special requirements that will make sure the holiday is suitable. If a passenger requires personal assistance (for example, assistance with feeding, dressing, toileting, mobilising) then this passenger must travel with an able-bodied companion or carer and written confirmation that such assistance will be provided for the entirety of the holiday is required at the time of booking. Coach drivers/Tour Managers are unable to provide such assistance. IMPORTANT You must tell us if you have an existing medical condition, disability or complex need that may affect your holiday or other group members’ enjoyment of it before you book your holiday. We reserve the right to request a doctor’s certificate confirming the passenger is fit to travel. If, in our reasonable opinion, your chosen holiday is not suitable for your medical condition or disability, we reserve the right to refuse your booking. You are responsible for bringing with you the proper clothing and equipment, which we advise you about in our printed trip information. We want you to enjoy your holiday and will help you select an appropriate trip.
17- PASSENGER BEHAVIOUR
We want all our customers to have a happy and carefree holiday. You are responsible for your behaviour and hygiene and the effect it may have on others. If you or any other member of your party is abusive, disruptive or behaves in a way that could cause damage to property, damage or injury to others, or in a way that affects others enjoyment of their holiday, we have the right to terminate your contract with us and we will have no further liability or obligation to you. The coach driver/representative, ship's captain, or authorised official is entitled to refuse you boarding if in their reasonable opinion you are unacceptably under the influence of drink or drugs or you are being violent or disruptive. If you are refused boarding on the outward journey, we will regard it as a cancellation by you and we will apply cancellation charges.
We strongly advise that you take out personal travel insurance for your holiday, United Group Travel Ltd are working closely with Towergate Insurance Service and you will be able to obtain a quotation from them direct( number to be confirmed) You may use an alternative insurer, but the insurance should cover medical and repatriation costs, personal injury, loss of baggage and cancellation charges at a minimum. If you do not have adequate insurance and require our assistance during your holiday, we reserve the right to reclaim from you any medical, repatriation or other expenses which we may incur on your behalf which would otherwise have been met by insurers.
19 - LUGGAGE
Please restrict your luggage to one medium sized suitcase weighing no more than 18kgs and one piece of hand or ‘carry on’ luggage per person. We cannot accept responsibility for loss or damage to luggage unless through our negligence. Please do not leave valuable items in your luggage when left on the coach.
20 - MOBILITY SCOOTERS & WHEELCHAIRS
For passengers with mobility difficulties, we are happy to carry fold away walking aids and wheelchairs subject to space.
21 - ALL INCLUSIVE PACKAGES IN SCOTLAND
* Under the terms of the Licensing (Scotland) Act 2005, in the case of drunkenness, the supply of alcoholic drinks on All Inclusive Packages is not un- limited. Drinks brands provided are subject to the hotel’s discretion.
22- Changes to these Terms and Conditions
We may need to make changes to these terms and conditions. Any changes can only be made by us and not any third-party member. We reserve the right to amend or improve these terms and conditions without prior notification. When it is necessary for changes to be made, we will forward you a copy of these changes and all reservations will abide by the amended terms, with the exception of reservations already made.
Any tours which are cancelled due to covid 19 will be fully refund.
24 - GENERAL DATA PROTECTION REGULATIONS
We retain your full contact details and other information in secure files and electronic storage facilities. We may use this to contact you by email, post or telephone. We must pass your information on to the relevant suppliers of your travel arrangements, and we take full responsibility for ensuring that proper measures are in place to protect your information. In making this booking you consent to this information being passed on to the relevant persons or suppliers. Your data controller is United Group Travel ltd.
This agreement shall be construed in accordance with the laws of England and Wales and the courts of England and Wales shall have exclusive jurisdiction to deal with any disputes arising between you and us or our suppliers.
26- Contracts (Rights of Third Parties) Act 1999
No part of this agreement shall confer on any third party any benefit or right to enforce any terms of this agreement.