TERMS + CONDITIONS
COVID-19 TERMS + CONDITIONS
At Women + Waves, we are thinking of everyone who helps to create the holiday memories we love and see how we can best support them during these unprecedented and troubling times. This includes our fantastic suppliers, dedicated in-destination partners, our incredible Women + Waves team, and of course, the reason we do it – you, our loyal customers.
We are learning all the time how best to deal with this situation.
Due to the ongoing coronavirus pandemic, we have put in place a ‘Green’ or ‘Amber’ status for each of our trips. We are carefully monitoring the situation in each destination so that when we are ready (and only when it is safe to do so) our surf trips will be going ahead again.
The trip indicators are as follows:
This indicates that in line with UK government or Foreign & Commonwealth Office (FCO) guidelines this trip is planned to go ahead, all systems go for you to book with us. At the time of booking, we will advise you when to book your travel (and when to book relevant accommodation) for the trip or weekend. The only reason that this wouldn’t go ahead would be a change in the government or FCO plans. If this did happen you would be awarded a voucher to join the event at its next scheduled date. If you couldn’t make the date you could join an alternative event. The voucher would be valid for 18 months. If you required a refund and it was prior to 12 weeks before the event this would be awarded.
This indicates that currently, while the trip is planned to go ahead, we are watching updates carefully and making sure that it is officially ok to travel to the location. Therefore we are taking enquiries for the trip and if you would like to attend we would suggest that you claim your place by paying a £150 deposit.
If you aren’t comfortable paying the £150 deposit we can take your contact details and get in touch with you when the event status moves to green. At which time you can book. However most of our events do sell out so we do recommend that you guarantee your place with a financial deposit. We will then be in touch to confirm when the status of the event is moved to green and at that time you should book your flight or travel to the location. At that stage you would pay for the remainder of the trip (or we can set you up a payment plan for you). It’s important that you hold off until we confirm, as it will hinge on FCO travel updates or expected government guidelines. If the government or FCO advice were for the event not to happen you would be awarded a voucher to join the event at its next scheduled date. If you couldn’t make the date you could join an alternative event. The voucher would be valid for 18 months. If you required a refund and it was prior to 12 weeks before the event this would be awarded.
In line with travel advisories we have developed new procedures, risk assessments and staff training to ensure all our guests’ safety.
The safety and welfare of our guests and staff is our highest priority. We are closely following Government, Foreign and Commonwealth Office (FCO) updates to keep informed of the situation and will update the status of a trip when changes take place. The advice from our local operators, on the ground at each destination, is allowing us to stay up to date more closely with what is possible.
COVID 19 FAQs
Can I still book a place onto the upcoming events?
Yes! We are still taking bookings for our upcoming events + trips that are on Green or Amber status. Our booking team is still available for your enquiries and bookings. We will simply email you an invoice, or you can pay over the phone. We are taking deposits and full balances to secure your place(s). Please check the terms of your trips status at time of booking.
What happens to my money if the trip doesn’t go ahead and can I get a refund?
In order to adhere to this recognised Global Force Majeure event, and to obey to restrictions enforced by the Prime Minister on the 23rd March 2020 we have amended our standard terms. This allows guests, in the event of a status change of an event to postpone their trip booking up to 18 months from their original booking date. 100% of the booking’s value, regardless of price increases can be carried forward. If you require a refund and are more than 12 weeks out from your trip you will be financially re credited.
What about if I’m booked on a trip and it can no longer go ahead due to Covid-19?
We will move your booking to a future date, hold your payment and offer you a voucher to use in the future.
If you decide not to pay your outstanding balance by the final payment date (12 weeks before departure) we will automatically return your deposit in the form of a credit to your Women + Waves account.
We are keeping a close eye on the UK’s Foreign & Commonwealth Office (FCO), ABTA, Public Health England, local health authorities and our team that are based in our destinations. We will respond to any advice by the FCO against non-essential travel to your destination and will contact you as soon as it is clear we won’t be able to provide your holiday.
What happens if I pay my deposit for a trip and am waiting to purchase my flight / travel when the trip status becomes ‘Green’ the price of travel is beyond my budget?
You will be awarded a voucher to use on a future trip to the same destination or one of our other trip options.
Not sure about booking?
We appreciate that due to the level of uncertainty it is difficult to make a decision. We are monitoring international travel updates on a daily basis. It’s what we do! So we are only putting events on to green or amber status when guidelines suggest that those trips will safely be coming back on line for us. We are here at the end of the phone or email if you want to talk. Our trips and weekends do tend to sell out so by putting a deposit down you can have the peace of mind that you have your place reserved if the event does go ahead.
UK Government response: Coronavirus (COVID-19): guidance and support
UK Government Travel Advice: https://www.gov.uk/guidance/travel-advice-novel-coronavirus
USA – FCO Advice: https://www.gov.uk/foreign-travel-advice/usa
Costa Rica – FCO Advice: https://www.gov.uk/foreign-travel-advice/costa-rica
El Salvador – FCO Advice: https://www.gov.uk/foreign-travel-advice/el-salvador
Morocco – FCO Advice: https://www.gov.uk/foreign-travel-advice/morocco
Nicaragua – FCO Advice: https://www.gov.uk/foreign-travel-advice/nicaragua
Women + Waves Ltd (‘the company’), 79 Higher Bore Street, Bodmin, Cornwall, England, PL31 1JT
When you book with Women + Waves, you enter into a contract when we confirm your booking via e-mail.
Full payment should be paid at the time of booking. For your financial security, all funds will be held by a third party trust account in compliance with the Package Travel, Package Holidays and Package Tours Regulations 1992 (SI 1992 No 3288), until completion of your surf holiday (see client protection).
The lead person signing the booking form accepts responsibility for payment for everyone listed on the booking. As lead person, it’s your responsibility to ensure that all other persons listed on the booking form have read the booking conditions below and are aware of the booking details.
Our surf holidays do not include flights. It’s your responsibility to book your own flight.
We will advise you on an appropriate time to arrive at the destination airport. This is to ensure a group transfer from the airport to our accommodation.
Your contract for the flight arrangements is not with the company. We can’t be held responsible for any delays or other problems which may arise with your flights.
If we don’t receive your flight details prior to a week before your departure you will be responsible for paying and organising for your own transport to the accommodation.
Our representative will wait for you to arrive in the arrivals area of the destination airport. We request that after you collect your bags you walk into the arrivals area and meet us. If you leave the airport without meeting us and incur costs you will be liable for them yourself.
If you know your flight will depart late, please let us know as soon as possible and before your flight leaves.
If your flight is delayed (or cancelled), or you miss your flight and don’t arrive within time to meet your transfer, you will have to pay for your own transfer to the accommodation.
This includes taxis, boats and any other transport costs. We will help you to organise this but you must stay in touch with us regarding your arrival time.
EARLY ARRIVAL OR LATE DEPARTURE
If you arrive before or after the first day of the trip you will be liable for the cost of the transfer to the accommodation.
If you leave earlier than the last day of the trip, or you fly home after the last day of the trip, it’s your responsibility and cost to arrange your return travel to the airport.
GETTING TO THE AIRPORT ON TIME
It’s your responsibility to get to the airport on time in order to catch your flight to the trip destination. Prepare accordingly taking into consideration the weather, traffic, strikes, runway or airport closures etc.
If you miss your flight, Women + Waves accepts no liability and you default on your trip with us. Keep updated with the weather and news if particularly if the forecast predicts snow and leave a day early to get to the airport if necessary.
It’s your responsibility to arrange flights to the correct location on the correct date.
ACCOMMODATION FOR SURF WEEKENDS
Accommodation is not included in the cost of our surf coaching weekends.
Payment for coaching and accommodation can be made in two parts for our surf weekends. An initial card or online payment followed by a final cash payment on the first day of the weekend.
The whole amount is due before you participate in the coaching weekend. You will still be liable for the final balance if you decide to cancel your accommodation or your participation in the coaching weekend.
CHANGING YOUR BOOKING
We will make every effort to arrange any changes you request for your booking, however any changes to your booking will incur a standard administration fee of £100 for a holiday or a £40 fee for a Weekend which is payable immediately.
Women + Waves reserves the right to move or change holiday/weekend dates due to any unforeseen circumstances. We will endeavour to help facilitate these changes with you and keep you informed of any issues that would cause a change in dates as soon as they are known to us.
If FCO (Foreign and Commonwealth Office) guidelines change on the run-up to your trip and advise against travel to your destination is made, your trip will be cancelled and you should contact your personal travel insurer to reimburse your trip and flight costs.
You can make changes to your UK Bookings 28 days before the weekend start date.
For international trips (other than the UK) you can make changes to move upto 12 weeks before the trip start dates.
All cancellations must be made in writing and will be effective from the date we receive them. Cancellation charges are payable as follows:
- Over 12 weeks = deposit only (one third of the total trip price)
- 36 days to 12 weeks = 50% of the total cost
- 21-35 days = 75% of the total cost
- Under 20 days = 100% of the total cost.
However if your cancellation is within the terms of your travel insurance policy, you may be able to make a claim.
We require full payment to secure your place on a surf coaching weekend or holiday. We take payment over the phone with a credit or debit card, or online.
In some circumstances we can accommodate a payment plan. In this instance, we will secure your place on receipt of the first installment. We will email you with details of your payment plan which will include the dates for each payment.
We will automatically take subsequent payments on the specified dates from the initial payment card. We will need a minimum of 7 days notice to amend a payment date or change to payment details (ie. a new credit/debit card)
We must receive payment in full no later than 12 weeks prior to departure. If we don’t receive payment within this time frame, we will cancel your place on the trip.
As with any holiday, full travel insurance is a requirement for all guests booking a trip with the company. Please also ensure that your policy covers you for ‘disruption to travel’ and ‘cover for cancellations’ as standard.
You may need to add additional cover for surfing, it is essential that your insurance policy covers you for all these. Failure to take out travel insurance breaks the contract between Women + Waves and the client.
If you are joining one of our trips and you are native to the country where the trip is being held (i.e you live in America and are joining our California trip) you do not need medical travel insurance as long as you have your own personal health-care plan or are covered by your country’s National Health Service. Although, we request that you still take out trip disruption and cancellation insurance to cover all possible eventualities.
Suppliers will often have their own booking conditions or conditions of carriage. You will be bound by those as far as the relevant supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant supplier, or give the supplier the right to alter or cancel arrangements without penalty.
Where relevant, copies of such conditions will be available for inspection at our offices, or at the offices of the relevant supplier.
All monies paid to the Company will enter a trust account, in compliance with the Package Travel, Package Holidays and Package Tours Regulations 1992 (SI 1992 No 3288), which is supervised by an independent trustee.
Your funds are held in this account and may not be released until you have returned from your holiday. In the unlikely event of the company becoming insolvent, your payment’s protected by the company’s trust account, so your peace of mind is guaranteed. This means that your money will be refunded in the extremely unlikely event of our insolvency.
NOT INCLUDED IN THE COST
The cost of your Women + Waves holiday does not include:
- Passport applications
- Visas (where required)
- gratuities (except where indicated
- Excess baggage (ie surfboards)
- Airport taxes
- Meals (unless where specified)
- Airport transfer
- Car hire
- Surfboard and wetsuit hire
In addition, the cost of our surf coaching weekends do not include accommodation costs.
ADVERSE WEATHER AND SURF CONDITIONS
We choose our destinations for the quality of waves but as a company we’re not responsible for poor surf or bad weather. We select our destinations based on years of surf travel experience and provide destination details on our website. It’s your responsibility to research the area’s suitability and ensure you’re happy prior to booking.
IF IT’S FLAT OR STORMY ON OUR SURF COACHING WEEKENDS
In the event of flat waves or stormy conditions for a surf coaching weekend or holiday we will offer alternative activities to help you get the most out of the ocean conditions. This may include stand up paddle boarding, coasteering or kayaking.
We may adjust the format of the weekend. For example choosing to run all of the sessions on the Sunday if that’s when the waves are at their best.
We will supply as much notice as possible under the circumstances and if conditions demand, we may postpone a coaching weekend. If it’s impossible to offer a water-based activity, we can provide a voucher these sessions.
Please be open-minded. We’re dealing with mother nature and can’t be held responsible for lack of waves or stormy conditions.
Our holidays involve a natural environment that we can’t control. These include, but are not limited to snakes, sharks, avalanches, earthquakes and volcanic eruptions.
We can’t be held responsible for these activities or the dangers that you as a customer may experience. We try our best to ensure safety comes first always but natural things will occur and caution must be taken at times. It is understood that you agree to these dangers when booking.
(i) Our obligations are limited to providing holidays and surf coaching weekends. These obligations, and the suppliers providing any service or facility included in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities. Where we or your supplier provides the service or facility, we will provide them with reasonable skill and care.
You must show that reasonable skill and care has not been used if you wish to make any claim. Standards of for example, safety, hygiene and quality vary throughout the transport and destinations that your holiday may involve. Sometimes these standards will be lower than those which would you would expect to find in the UK.
The services and facilities included in your holiday will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply (such as, for example, those of the Civil Aviation Authority). Or, if there are no applicable local regulations, if they’re reasonable when compared to the local standards and customs.
Women + Waves acts only as agents for hotels, accommodation providers, transportation or other services. We will not be liable or responsible for death or injury to any person or loss of or damage to any property.
This includes incidents relating to third party suppliers such as employee negligence or resulting directly or indirectly from; acts of God, dangers, incidents of the sea, fire, breakdown in machinery or equipment, acts of governments or other authorities, de jure or de facto wars, whether declared or not, hostilities, civil disturbances, strikes, riots, thefts, pilferage, epidemics, quarantines, medical or customs regulations, delays or cancellations of or changes in schedules, or overbooking or defaults, or from any causes beyond our control.
We hold any information you provide to us under strict confidentiality.
If you choose to book a holiday or request further information, we may keep your details on file to send you new versions of our newsletter or to give you details of special offers. We do not sell our customer details to anyone.
If you wish us to remove any details we may have stored simply send an email to email@example.com with your full name, address, postcode and email address requesting that we remove your details
Please note that we’re required by law to retain information on financial transactions we’ve had with our customers.
If you have any special requirements, such as wheelchair assistance or dietary requirements, please email firstname.lastname@example.org
Please note that we can’t always guarantee special requests.
DATA PROTECTION NOTICE
We may contact you via email with further information on the latest offers, brochures, products or services which we believe may be of interest to you, from email@example.com
HEALTH AND SAFETY
Visit gov.uk for the latest information about health whilst travelling overseas. You can also find details on the latest safety and security issues, travel advice, and local laws and customs.
Surfing is physically demanding. You need to be a competent swimmer and be able to swim at least 50 metres.
If you’re in any doubt about your physical or mental fitness. or swimming ability, you should consult your doctor before booking your holiday. Only proceed if you’re advised that it is safe to do so.
You must tell us about any medical condition or disability before booking. It’s your responsibility to keep healthy and safe on holiday. Be aware of the need for sun protection and the dangers of over exposure to the sun.
LINKS TO OTHER SITES
Within this site there are several links to other websites. Neither Women + Waves or third party suppliers will be responsible for these sites and their contents. Please ensure that you read their terms and conditions and privacy policies.
All agreements will be made in England and be governed by English law and be subject to the exclusive jurisdiction of the English courts.
This issue of terms and conditions was updated on 3/6/2020 and supersedes all other versions.
For further information on surfing or to book a holiday or lesson, email us or call us on +44 (0) 1637 226017