Terms & Conditions

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Your Contract - Please read this carefully before you book

These booking terms and conditions govern all bookings that you make with SESOL Travel Limited. Please read them carefully as they set out our respective rights and obligations. In these booking conditions references to "we" and "us" indicate SESOL Travel Limited and references to "you" and "your" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. Your use of this website is expressly conditioned on your acceptance of the following terms & conditions. If you do not agree with any part of the following terms and conditions, you must not use this site.

We act in the following capacities: as a Package organiser and as an agent to help you to arrange accommodation only or other separate travel arrangements ("Individual Components"). Our obligations to you may vary depending upon which arrangements you book with us, and we have tried to set them out below as clearly as possible. Section A contains the conditions, which will apply to all bookings. Section B applies to Package bookings.

Section A - Applicable To All Bookings

Booking Your Travel Arrangements

All services offered are subject to availability. When you make a booking, you confirm that you have the authority to accept, and do accept these conditions on your behalf and on behalf of all members of your party and further, if you are making a booking for more than one person, that you are responsible for all payments due from each and every party member for whom you are making a booking. It is your responsibility to ensure that any information, which you provide to us, is accurate and that information which is given to you by us, or any of our suppliers is passed on to all members of your party.

When you make your booking you must pay the relevant deposit as specified at the time of booking. No contract will come into existence until we accept your booking/registration form and we receive your deposit or full payment in cleared funds and issue you with a confirmation invoice either on behalf of the supplier or ourselves in question. Please ensure that the names given are the same as in the relevant passport.

Bookings made online: If you book online, you must provide us with all information, which we require. You must also ensure that the credit or debit card you are using is your own (or, subject to our agreement, if it is a third party's you have their express authorisation, to use their credit or debit card) and that sufficient funds are available to cover the cost of the arrangements, which you book with us. When we receive and accept your booking we will send you a confirmation e-mail and invoice and debit payment from you. We do not make any representation or warranty as to the availability of any package holiday or neither Individual Components nor that our booking services are free from infection of viruses or anything else that has a contaminating or destructive effect on your property.

Bookings made by telephone: If you make a booking by telephone you must provide us with all information, which we require. You must also ensure that all information which you provide is accurate and that the credit or debit card you are using is your own or, subject to our agreement, if it is a third party's you have their express authorisation to use their credit or debit card and that sufficient funds are available to cover the cost of the arrangements which you book with us. If we accept your booking, we shall debit payment from you and send you a confirmation invoice. From this point cancellation charges will apply: Please note that a telephone booking confirmation is as firmly confirmed as if it were made/confirmed in writing immediately. As soon as you receive the confirmation, please check the details carefully and inform us immediately if anything appears to be incorrect as it may not be possible to make changes later.

Payments

You must pay the balance by the due date shown on the confirmation invoice. Please note for some telephone bookings full payment may be required IMMEDIATELY i.e. before you receive the confirmation invoice. If this applies you will be advised when the booking is made. It is very important that you pay balances when due because failure to do so may lead to the cancellation of your holiday and still leave you liable to pay cancellation charges. Where an extra "booking charge" applies this will have been advised at the time of booking. All credit/charge card payments are subject to a surcharge. All cheque payments require 7 days to clear. Please note we do not accept responsibility for cash sent by courier or post, even if sent by registered or recorded delivery post or any other special delivery.

Data Protection Policy

In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements, we need to use the information you provide. Please see our Data Protection and Privacy policy here for further information.

Passports, Visa and Health Requirements

You are responsible for checking all passport, visa and health requirements and ensuring your travel documents are in order.

Passport and Visa: You must consult the relevant Embassy or Consulate for this information. Requirements may change and you should check the up-to-date position in good time before booking/departure. Our packages & tours are land only and we accept no liability if you are refused entry onto the flight or into any country due to failure on your part to carry the correct passport, visa or other documents required by any airline, authority or country. You must have a passport, which is valid for six months after your intended date of return. You must ensure you have correct visa and health entry requirements for all countries visited including countries you may just be transiting through. This includes all stops made by the aircraft even if you do not leave the aircraft or airport. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office.

Up to date travel advice and entry requirements can be obtained from the Foreign and Commonwealth Office, visit www.fco.gov.uk

Health

Recommended inoculations for travel may change at any time and you should consult your doctor on current recommendations before you depart. Health requirements for your holiday destination are outlined in the Department of Health leaflet entitled "The Traveller's Guide to Health" (T4), which is available by calling 0800 555 777. It is your responsibility to ensure that you obtain the recommended inoculations, take all recommended medication and follow all medical advice in relation to your trip. For useful information, check immunisation website at www.immunisation.nhs.uk and the National Travel Health Network and Centre website at www.nathnac.org.

We do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses, which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

 

Special Requests and Medical Problems

If you have any special requests, please advise us at time of booking. Although we will endeavour to pass any such requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part. If you have any medical problem or disability, which may affect your arrangements, you must advise us in writing before of booking giving full details. Regrettably, many overseas destinations do not have even basic facilities required by disabled travellers. If we feel unable to properly accommodate your particular needs, we must reserve the right to decline/cancel your booking, and charge any applicable cancellation charges.

Behaviour

You accept responsibility to ensure that you & the members of your party do not behave in a way, which causes offence to others or risks any loss or damage to property belonging to others. Payments for any such damage or loss must be made at the time direct to the accommodation owner or manager or other supplier. You 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 opinion of any other persons in authority you are behaving in such a way to cause or to be likely to cause distress, danger or annoyance to any third party or damage to property, we reserve the right to terminate your arrangements without notice. In this situation your total booking with us, including your return transportation arrangements, will immediately cease and we will not be responsible for paying any costs, expenses, refunds or compensation.

Compliance with laws

It is also your responsibility to comply with the laws, customs, foreign exchange and the drug regulations of the countries visited. We and/or our representatives reserve the right to cancel your holiday at any time if in our reasonable opinion you are found to be behaving in a socially unacceptable manner or indulging in illegal activities, without any liability to you for any refund and legal claim.

Force Majeure

We will not pay you compensation and will not be held responsible, if we have to cancel or change your travel/tour arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include war or threat of war, civil strife, industrial dispute including air traffic control disputes, terrorist activity and its consequences, natural and nuclear disaster, fire or adverse weather conditions, epidemics & pandemics, unavoidable technical problems with transport, closure or congestion of airports or ports and all similar events outside our or the supplier(s) concerned control. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure. You can check the current position of any country by telephoning the Foreign and Commonwealth Office's Travel Advice Unit on 0845 850 2829.

Insurance

Adequate travel insurance is a condition of your contract with either us, or the supplier in question, as applicable. You may take the holiday insurance offered by us or arrange it independently. The insurance cover must include cancellation charges, unexpected curtailment of your holiday, medical and repatriation expenses including air ambulance, personal accident, delay loss or damage to your personal effects. You must provide us with written details of the policy and sign an indemnity form on behalf of yourself and all members of your party absolving us and our overseas agents /representatives, of any liability for any costs that may arise which otherwise would have been met by the insurance claim.

Telephone Calls

We reserve the right to randomly record telephone calls to ensure that our customer service is constantly reviewed.

Claims and Complaints

Where we are acting as agent, the contract for your arrangements is between you and the supplier and any queries or concerns should be addressed to them. If you have a problem whilst on holiday, this must be reported to the supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint.

If you wish to complain when you return home, write to the supplier. You will see the name and address plus contact details in any confirmation documents we send you. We will of course assist you with this if you wish - please contact us

Where you have booked a package holiday with us, please inform the relevant supplier (e.g. your hotelier) immediately and contacting us on the numbers listed on our website. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our office giving your booking reference and all other relevant information. It is strongly recommended that you communicate any complaint to the supplier of the services in question without delay and complete a report form whilst in resort/location. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort/location.

Jurisdiction

The Scottish Law governs this contract, and any dispute arising between the parties is subject to the exclusive jurisdiction of the courts of Scottish Court. You may, however, choose the law and jurisdiction of England or Northern Ireland.

Flights and Flight Travel Documents

Please note SESOL Travel Limited provides land only tours and it is your responsibility to book flights and arrive on time at relevant date and destination prescribed by SESOL Travel Limited for your tour.

We advise you to check your flight details as all departure/arrival times on your flight ticket are generally provided by the airlines concerned and are estimates only. They may change due to air traffic control restrictions, weather conditions, operational/maintenance requirements and the requirement for passengers to check in on time.

We are unable to make any special arrangements for your tour if you are delayed; these matters are at the sole discretion of the airline concerned with whom you have booked your flight.

Reconfirming all Flights

It is advised that you must telephone your airline or the agency from whom you bought your airline tickets at least 72 hours before the departure time shown on your ticket to confirm that there have been no changes. This applies to both outbound and return flights. We will not be liable for any additional costs due to your failure to reconfirm flights.

Section B: Booking Conditions for Package Holidays Out with Flights

This section only applies to Package Holidays booked with us as Organiser.

Definition of a Package

A "package holiday" exists if you book a pre-arranged combination of at least two of the following components when sold or offered for sale at an inclusive price and when the service covers a period of more than twenty-four hours or includes overnight accommodation:-(a) transport; (b) accommodation; (c) other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the package.

The Contract

Bookings are made with the SESOL Travel Limited, (the Company) subject to these booking conditions. Please read them carefully before you book. You agree that the person who signs the booking form does so on behalf of all the persons included on the booking form - (the Client). No person may alter these conditions on the Company's behalf.

Acceptance of Booking - Please read "How to Book", which complements the Acceptance of Booking section of this Policy

We reserve the right to increase or decrease brochure/website prices and to change any information in our brochures or on our website before a booking is made. You will be told the correct up to date price before you book.

If booked out with online booking once you choose, discuss and or agree to a holiday &the price, please complete the booking/registration form and send it to us together with a non-refundable deposit of £250.00 per person. In certain cases a higher deposit is payable e.g. booking the train Palace on Wheels or Royal Orient. We will advise you at the time of booking. On acceptance of the deposit and the satisfactorily completed booking/registration form, the Company will issue a confirmation invoice and at this stage contract comes into existence. If you believe that any details on the confirmation invoice or any other document are wrong you must advise us immediately to avoid any complications during your trip. If booked out with the online booking balance payment due must be made 8 weeks prior to departure. If the balance is not received by the due date, the Company reserves the right to cancel the booking and retain the deposit. Even for booking out with online booking if the booking is made within 8 weeks of departure, full payment must be sent at the time of booking.

Your Holiday Price

Changes in transportation costs, including the cost of fuel dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports and exchange rates mean that the price of your travel arrangements may change after you have booked. However there will be no change within 30 days of your departure.

We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums (if applicable) and any amendment charges. You will be charged for the amount over and above that, plus an administration charge of £1.00 per person together with an amount to cover agents' commission. If this means that you have to pay an increase of more than 10% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid, except for any amendment charges.

Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

Alterations by You

If you wish to alter your arrangements after your booking has been made, we will do our best to arrange this and, if possible, make these changes. The person who made the booking must make any request for changes in writing. We will charge an amendment fee of £25.00 per person, and any other cost we incur in making the alteration. If after the commencement of a tour the Client requests any amendments to the agreed arrangements, or accommodation, the Company and/or its agents will do their best to implement such amendments, but cannot guarantee that it will be possible. In the event of any amendment the Client will be liable for any cancellation charges and / or additional costs that may be incurred by the Company and/or its agents.

Transfer of a Booking

If any person named on a booking is prevented from travelling as a result of illness, the death of a close relative, jury service or significant reason, we will agree to that person's booking being transferred to another person who satisfies all the conditions applicable to the package, subject to both persons accepting liability for full payment of the holiday cost and any additional costs arising from the transfer. This will also be subject to the agreement of our suppliers such as hotels. We must be given at least 14 days written notice of the transfer request. An administration charge will be made of £25 per person for transfers made more than 61 days before departure, and £35 per person within 61 days before departure.

Alterations By Us

It is unlikely that we will have to make any changes to your travel arrangements but we reserve the right to do so at any time. We plan arrangements a long time in advance of your holiday using independent suppliers such as hotels, camps etc. over whom we have no direct control. Most of these changes are minor and we will advise you or your travel agent as soon as we are able. If we make a major change we will also endeavour to advise you or your travel agent as soon as reasonably possible.

A major change includes a change of accommodation to that of a lower category and/or price, or a significant change of resort/camp area.

In the case of a major change before your departure we will provide you with three alternatives: alternative travel arrangements of equivalent or of very closely similar standard and price, if available alternative travel arrangements of a lower standard together with a refund of the difference in price; or cancel your holiday with a full refund of all monies paid.

In all three cases minimum compensation of £40 per person will be paid unless the change occurs as a result of circumstances beyond our control.

We will not be liable to pay any compensation if we are forced to cancel or in any way change your holiday as a result of unusual or unforeseeable situations outside our control, the consequences of which could not have been avoided even with all due care. These include unavoidable technical problems with transport, changes imposed by rescheduling or cancellation of flights by an airline that you have booked with, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, epidemic or terrorist activity.

Hotels described as First Class or Luxury is deemed so by us and not necessarily by any official grading. The assessment is based on our knowledge of the establishment, our general opinion and the standard of what is available locally. The term used i.e. deluxe, luxury suites etc. are the same as those by the hotel in question. The Company does not own, manage or control the accommodation that it uses. Sometimes it is possible that the accommodation reserved is not available. In this event the Company and/or its agent will endeavor to provide accommodation of equal standard. However, if only accommodation of lesser standard is available we will refund the difference in prices on completion of the holiday.

Cancellation By You

If you or anyone on your holiday booking decides to cancel the holiday you must notify us of the decision as soon as possible. Any notification by telephone must also be confirmed in writing or by e-mail within 24 hours by the person who made the original booking. Cancellation will take effect from the day we are notified provided that written confirmation is received by us within 24 hours of the original notification.

A cancellation invoice will be sent to you within 7 days. If you do not receive this please contact us immediately in order to prevent an increase in charges. The following scale of charges will be payable depending on when the notification of cancellation is received.

Prior to 57 days:

Deposit Forfeited (if paid in full via an online booking £250 per person as deposit sum will be deducted and forfeited from the total amount paid)

          56 - 29:

                40% of total holiday cost

          28 - 15:

                60% of total holiday cost

          14 - 4:

                75% of total holiday cost

          3 - 1:

               100% of total holiday cost

Certain travel arrangements cannot be changed or cancelled without incurring a 100% cancellation charge. If this is the case, we will tell you before you cancel.

We strongly recommend that you take out full insurance, which will, in most cases, include cover against loss of deposit or cancellation fees.

Note: If, some, but not all-party members, cancel the holiday or part of it, additional charges may be payable by the remaining members.

Cancellation by Us

We reserve the right to cancel your holiday for any reason. However we will not cancel your holiday less than 8 weeks prior to departure unless it is for a reason outside our control. If we have to cancel your holiday we will offer you: - alternative travel arrangements of equivalent or of very closely similar standard and price, if available travel arrangements of a lower standard and a refund of the difference in price; or a full refund of all monies paid.

Compensation of 40 per person will also be paid unless the holiday is cancelled because you have failed to pay on time or as a result of circumstances beyond our control. If the UK Foreign Office specifically advises against travel to a particular destination, the Company will act on that advice and cancel holidays. The amount paid by you for the holiday will be refunded but no additional compensation will be paid. No compensation is payable if the holiday is cancelled because the number of persons who agreed to take it is less than the minimum number required and you are informed of the cancellation in writing within the period indicated in the description of the package.

The relevant package/tour will indicate whether a particular holiday is subject to a minimum number of participants for its operation. We will advise you at least 8 weeks before departure if minimum numbers have not been reached. You will then have the choice of booking an alternative holiday with us, changing your departure date at the appropriate additional cost, or having a refund of monies paid.

Whilst every effort is made to operate a tour as advertised, on occasion it may be necessary to make changes to the accommodation, the routing or order of an itinerary. Unless the change significantly alters the holiday, compensation will not be payable for minor alterations to the itinerary or nightly accommodation.


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