Terms & Conditions
Introduction
Please carefully read our Terms and Conditions which will apply to everyone who uses our Website and our Services. These govern your relations with “Us” or “PSO” (PSO Travel UK Ltd, registered in England with the Company number 09855072 and in the address 2 Kings Terrace, Shortfield Common Road, Frensham, GU10 3DE) and “You” (yourself or lead person and/or all persons named/added on the booking at any time). If you do not agree to our Website Terms and Conditions, you will not be permitted to access or use our website or make a booking with Us.
PSO Travel UK Ltd is a “Service Provider” trading under the name PSO, Polats Sports Organisations and organises “Travel Arrangement(s)” (accommodation, flights, transport, and other services as featured on our website) on your behalf. References to the “Supplier/Principal” means the third-party supplier of the Travel Arrangements including but not limited to accommodation providers, transfer providers, car rental companies, excursion providers and airlines. The terms and conditions of the third-party suppliers will also apply to your booking. The Supplier/Principal’s terms and conditions may limit and/or exclude the Supplier/Principal’s liability to you. Copies of the relevant Supplier/Principal(s) terms and conditions will be provided to you on request.
PSO Travel UK Ltd is an independent travel agency and a member of the Travel Trust Association (TTA). As a TTA member, we offer 100% financial protection for all customer bookings.
Financial Protection
As a member of the Travel Trust Association (TTA), all customer payments are held in a designated trust account managed by an independent trustee. This ensures that your money is protected and available to pay for your travel arrangements. Additionally, in the event of our insolvency due to fraud or dishonesty, the TTA Guarantee will reimburse
any financial loss up to £11,000 per passenger. For more details on the TTA Guarantee, please visit http://www.traveltrust.co.uk/guarantee.
Booking
All bookings are subject to availability at the time of booking.
Be aware that you have entered into a legally binding agreement to purchase these Travel Arrangements/Services subject to the Supplier/Principal(s)’s terms and conditions when made a booking by paying your arrangements.
You will receive a confirmation receipt/invoice from us after making your payment, with details of your remaining payment plan if applicable. You are liable to pay the outstanding balance by the relevant payment date.
Please advise us immediately in the case of any error or amendments required (lead traveller acts as responsible person for the whole group under the same booking). Please also ensure that the traveller names given are the same as noted within their relevant passports. Please note that we are not liable if any of the information you have provided to us is missing or incorrect.
The lead traveller must be over 18 years. Travellers under 18 years of age will only be accepted with an accompanying adult.
Group Bookings
To be considered as a group, you should name a lead traveller who will make all booking requirements on behalf of the group. The same booking procedures as set out within these terms apply to group bookings.
If you are a coach bringing your own group, you are solely responsible for the conduct towards your clients and for delivering the coaching services. PSO is not liable for the quality of coaching provided by you or for your behaviour towards your group.
Special Requests
Special requests in any form must be advised at the time of the booking. Although we do everything in our power, special requests will be noted but cannot be confirmed or guaranteed. However, PSO will handle every request as a high priority and will try to cater to them.
Payments
We require a deposit payment for all bookings under 12 weeks before the departure date. The amount of the deposit can vary but, in most cases, it will be £300 or 30% of the total). The balance needs to be paid 12 weeks before the departure date. If you have received a discounted offer, the full payment must be made.
In case you purchase a flight ticket, this will be paid immediately. Deposits are non-refundable and non-transferable.
The balance is to be paid 12 weeks before departure date, unless otherwise stated.
Early booking discounts or special offers are only valid with payment of the full amount at the time of booking. Where cancellation occurs 70 days or more from the start date the deposit sum will be retained by Us. Where full payment has been made at the time of booking the ‘notional’ sum of the deposit to be retained in the event of cancellation will be £300.
If you choose to pay by monthly instalments, you have a legal duty to pay each instalment on the payment due date specified in your booking confirmation. Should we be unable to collect a payment from you on the date on which it is due, we will contact you to enable you to make payment or let us know immediately if you can’t pay in time and/or want to make changes to your payment date. We will make every effort to help with your payments. If you don’t contact us before the said date and we are unable to contact you or to collect payment within a reasonable timeframe, we reserve the right to cancel the whole booking with the same booking number without any notice or compensation. We reserve the right to hold the deposit and to invoice you for possible cancellation fees by the Supplier/Principal(s) or any additional loss.
Insurance
We strongly recommend adequate travel and/or sports insurance for oversea travel. Your policy should cover travel risks covering, but not limited to, cancellations of any part of the travel service, loss of baggage, loss, damage, death and illness and sport injuries (including all kind of extreme sport, diving and adventures) which covers medical treatments and expenses abroad. To be eligible to book a holiday with PSO, travellers MUST accept these risks and assume full responsibility for any loss, injury,
theft, death or damage to them, their party, their family or their dependents arising in connection with their participation, or the participation of their family, on the holiday. It is the traveller’s responsibility to have their own insurance appropriate to their needs
and the needs of their party, their family or dependents in respect of loss, accident, illness, injury, death, loss of money and damage. Please ensure you also take out an insurance policy to cover you and all members of your party against any Covid-19 issues and the cost of cancellation by you; any cost in relation to repatriation in the event of death, accident or illness; loss of material belongings and other possible expenses. PSO nor the Supplier/Principal(s) cannot be held responsible for any damage or loss if you travel without adequate insurance cover.
PSO may suggest an insurer; however, it is your responsibility to ensure the policy meets your requirements. PSO cannot be held liable for the terms of the insurance policy.
Amendment or Cancellations by You
If you need to amend your booking, you must inform us in writing. Every minor amendment can result in an administration fee of £20. Major amendments are subject to the nature of the amendment and can result in a fee in accordance with the terms and conditions of the Supplier/Principal(s) of your Travel Arrangements. We will do our utmost to assist you and keep the costs as low as possible for you and will confirm the exact charges in each case.
If you need to cancel your Travel Arrangements, you must inform us in writing. A cancellation fee may apply according to the Supplier/Principal(s)’s terms and conditions. We will confirm the exact charges at the time of your cancellation. You may then have alternative options to choose from to cancel your booking without losing your deposit.
You may:
1. Re-book to another date
2. Receive a credit note for the full amount
3. Get refunded according to the cancellation rules mentioned below:
Cancellation Charges (before start date of holiday):
– 70 days or more from the start date: lose deposit.
– Between 69 days – 29 days: lose 50%
– Between 28 days – 15 days: lose 90%
– Between 14 days – start day: 100% charge (including ‘no show’ or ‘leaving early’)
The “start date” is the first day of the whole period booked.
Amendment or Cancellations by Us
In the event we need to amend or cancel any of your booking arrangements, we will inform you immediately. We will do our utmost to provide alternative arrangements. We will liaise between you and the Supplier/Principal(s) to offer alternative travel arrangements but will have no further liability to you.
We may need to cancel your booking if we can’t reach the minimum number of participants or because of any unavoidable event over which we have no control, even where we have taken all necessary steps to avoid the event.
If we are able to offer you an alternative, you must confirm to us in writing that you choose to accept the offer. In the case of cancellation, you may choose to:
– Join one of our trips on another date.
– Receive a credit note in the full amount.
– Receive a full refund within 15 working days.
We will do our best to inform you immediately in the event of minor changes and will amend your booking accordingly in such cases. However, compensation will not be provided.
Force Majeure
PSO and/or all Supplier/Principal(s) cannot be held liable for any loss, delay, damage or expense arising from the travel arrangements, or make refunds in the event of any changes arising from force majeure such as war, threat of war, riots, civil unrest, strikes, natural disasters, fire, technical problems with transportation, airport closures, quarantine, epidemics, pandemics, weather conditions, government action, or other events beyond our control. However, we will take every step to notify you promptly and may offer alternative arrangements, depending on the nature of the force majeure.
Excluding a Participant from Our Service
We reserve the right to reject any applicant from participating in our services without prior notice. Additionally, we reserve the right to exclude any participant from our services without being held responsible for any costs incurred, including return arrangements. Reasons for exclusion can include, but are not limited to, breaking the rules of the travelling group, causing distress to group members, delaying group activities, damaging property of group members or Supplier/Principal(s), misbehaviour, being under the influence of drugs or alcohol, and displaying racist or sexist behaviour. PSO is not responsible for an individual’s behaviour and will not accept any liability for loss or damage caused by any participant to others.
Advertising Materials
Our advertising materials such as brochures, catalogues, flyers, and social media posts are based on information available at the time of publication. Occasionally, some information may change after publication. Where such changes are necessary, we will endeavour to update our website description and reservations system as soon as possible and notify you promptly.
Complaints
Whilst we strive to ensure that you are happy and satisfied with our services, there may be some occasions whereby you are dissatisfied with us or our services. To give us the opportunity to correct the matter, please immediately report any concerns to us in the first instance in order that we may attempt to rectify them immediately. We can then attempt to resolve the problem ourselves or by contact with the Supplier/Principal(s). You can report any such concern by contacting your host whilst on holiday, or in writing by emailing info@polats.co.uk. If you fail to follow this procedure and to notify us of any issues as they arise, you will not be entitled to compensation.
If we can’t help with the problem or if you remain unsatisfied, you can complain to the same email address no later than 28 days after your date of return, whereby we will
endeavour to assist in our capacity as an agent by liaising with the Supplier/Principal(s) on your behalf.
We cannot accept any liability for any claim received outside this period.
Excursions
In the event you want to attend an excursion, PSO will liaise with the Supplier/Principal(s) on your behalf. For all excursions, events or any other services booked on your holiday, your contract will be with the Supplier/Principal(s) and not with “PSO”. PSO cannot be held responsible of the quality or any complaints of the service.
Travel Documents
We can assist you with general information about passport and visa requirements for your trip, but it is your responsibility to check and fulfil the passport, visa, health and immigration requirements of the country you are planning to visit for your own specific circumstances. You should confirm these with the relevant Embassies and/or Consulates in good time before departure, as these may change from time to time.
Neither we nor any Supplier/Principal(s) accept any responsibility if you cannot travel or if any delays or expenses incurred because you have failed to comply with any passport, visa or immigration requirements.
Most countries now require passports to be valid for at least 6 months after your return date, so check your passport’s expiry date. You should make sure to have enough empty pages for stamps. If you are not a British passport holder you should also check whether you need a visa.
Health & Safety Overseas
Health & Safety standards in some countries may differ from those applicable in the United Kingdom. We strongly advise that all customers seek to minimise their exposure to injury by familiarising themselves with relevant safety information.
Sport Activities
As most of the sporting activities are held outdoors, there may be a chance that activities need to be cancelled due to weather conditions. Whilst we make every effort to replace such cancelled events, we cannot guarantee this. PSO and/or the Supplier/Principal(s) cannot be held responsible for any such cancellations due to adverse weather conditions. Every participant should be aware of the risk of cancellation due to adverse weather conditions. PSO and/or the Supplier/Principal(s) also reserve the right to cancel a sporting activity for reasons connected with health & safety issues whatever the reasons may be.
On rare occasions, the Supplier/Principal(s) may need to make some changes/repairs to sporting fields or equipment to prevent potential injury to the participants. PSO and/or the Supplier/Principal(s) cannot be held responsible for any disturbance or cancellation of activities in such cases.
