Terms and Conditions - Alpine-Cols


Terms and Conditions

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Your cycling holiday with Alpine Cols SAS is sold subject to the following terms and conditions, which define our respective rights and obligations. It is important that you read them through carefully and agree to them before entering a binding agreement with us.

1. Prices

Our prices are quoted in Euros. They are subject to change until you have booked and paid your deposit: please refer to the website for the up-to-date prices. Once you have booked and paid your deposit the prices stated in the contract in writing are final.

2. Booking and payment

Prior to booking, you must read carefully the full description of your Alpine cycling holiday and be clear on what is included and what is not. If you have any questions about this, please ask. The booking process is as follows:

  1. To make your booking you must be over 18 years old and complete the online booking form. This booking form constitutes your order to buy your cycling holiday from us under the stated terms and conditions.
  2. We will send you an email acknowledging your order, and including an invoice together with any agreed special arrangements.
  3. You should carefully check all the details, in order to identify and correct any errors. If there are no errors, go directly to step 5. If there are any errors, you should inform us by return email as soon as possible.
  4. We will then send you an email with all the agreed corrections and a revised invoice.
  5. You can now finalise your order by sending us a confirmation email and pay either the 30% non-refundable deposit or the full price if the holiday is due to start in less than 8 weeks.
  6. Once you have confirmed and paid the deposit, we can send you an email confirming that a binding contract is now in place.
  7. The outstanding balance must be paid no later than 8 weeks prior to the holiday start date. Should you fail to pay the balance on time we reserve the right to treat your booking as cancelled by you and to offer the accommodation to somebody else.

3. Cancellation Policy

3.1 If you have to cancel your booking

Cancellation charges may apply should you have to cancel your booking. They will be applied on the following scale:

  1. More than 8 weeks prior to your holiday start date: Deposit only
  2. 4-8 Weeks prior to your holiday start date: 50% of the total amount invoiced
  3. Less than 4 weeks prior to your holiday start date: 100% of the total amount invoiced

3.2 If we have to cancel your booking

This will only happen in one of the following two cases.

  1. In the case of Force Majeure or where some unforeseen event makes it impossible for us to organize the holiday we sold you, in which case we will inform you as soon as we become aware of the situation;
  2. If too few other guests have booked on the same date, we will inform you no later than one month prior to your holiday start date that the holiday is not viable on the booked dates and will offer you alternative dates at no extra cost. If you are unable to accept the alternative dates the booking will be cancelled.

In both cases our obligation to you is limited to a complete and full refund of all monies that you have paid us. We cannot be held liable for any additional costs that you may incur as a result of the cancellation.

4. Changes and Flexibility

4.1 Changes requested by you

If you need to change your dates after you have booked and paid your deposit, you must contact us as soon as possible with details of your requirements. We will do our best to honour your request, but this will be subject to availability on the new dates.

4.2 Changes requested by us

It is possible that we need to contact you to agree a change in the details of your Alpine cycling holiday. We will only do this if,

  1. either we anticipate that the change will be positive for the group as a whole, or
  2. Force Majeure or some unforeseen event makes it impossible for us to organize some aspect of the holiday we sold you, in which case we will inform you as soon as we become aware of the situation.

If the change represents a material change to the agreed contract, you have the right to agree or refuse the change. In the event that you refuse and that we are unable to honour the original contract, you have the right to cancel and request a full refund.

Cycling is an outdoor activity on public roads and as such subject to the vagaries of the weather as well as such imponderables as temporary road closures, diversions or unexpectedly heavy traffic. We ask you to be flexible and accept that the daily itinerary provided is a guide and not a contractual obligation. We reserve the right to make any changes that may reasonably be required, with the overriding objective of providing you with the best experience possible under the prevailing conditions.

The composition of each group will vary in terms of age, gender, marital status, nationality and ability on the bike (amongst other things) and we cannot guarantee what that composition will be. We will form the groups with a view to everyone having the best possible experience. These groups will be based first and foremost on cycling ability. It is potentially disagreeable for all and not least for the slowest person if there is a big difference on the climbs, so the more homogeneous the group in terms of climbing ability, the better for all.

5. Insurance

All persons booking a holiday cycling in the Alps are required to have insurance in order to cover the cost of assistance and repatriation in the event of accident or illness. The insurance must provide specific cover for cycling and should cover the following risks: medical expenses, personal accident, personal liability, emergency rescue, repatriation if you become too ill to travel, cancellation or curtailment of your holiday, travel delay, loss or delay to your baggage, loss or theft of personal effects and legal expenses.

Alpine Cols SAS will not be held responsible for any personal injury, death or other loss or theft, damage or inconvenience suffered by you as a result of making a booking with us, whether caused by accident, cancelation or delays, unless it can be shown that the company is in breach of its contractual and legal duty.

Our coaches will provide advice on clothing, weather, equipment and cycling techniques. They are qualified to do this and provide the advice in good faith. You accept or ignore the advice at your own risk, and Alpine Cols cannot be held liable for the outcomes.

We will ask you to provide a copy of your insurance policy at the latest during check-in on arrival. You will not be able to participate in cycling activities without documentary proof of your insurance. We reserve the right to cancel your holiday without compensation if you are not able to provide us with the details of an adequate insurance policy. You agree to indemnify us from any claim arising from your failure to comply with this condition.

In addition to this, we strongly advise that all European members of the party carry European Health Insurance Cards (EHIC). Your EHIC lets you get state healthcare at a reduced cost or sometimes for free. It will cover you for treatment that is needed to allow you to continue your stay until your planned return.

Please note that the EHIC is not a substitute for travel insurance as it will not cover mountain rescue, repatriation costs, or losses due to crime or natural disasters.

6. Flights and alternative travel arrangements

Flights, ferries and any alternative travel arrangements you may decide to make to reach the start point of your cycling holiday are not included in your booking. It is your responsibility to make your own independent travel arrangements, to ensure that the dates and timings fit with the start date and time of your holiday cycling in the Alps and to inform us in advance of your estimated time of arrival.

We cannot be held liable for any curtailment of your cycling holiday due to transport delays.

7. Airport transfers

Your airport transfer is included in the price, based on a minimum of three passengers travelling together. Please contact us before booking your flights to check whether a transfer will be available at your preferred time.

If you are unable to arrive or depart at a time when group transport has been arranged, or if you are travelling alone, we may need to make alternative transfer arrangements for you with a local taxi company. If this is the case, you will have to pay the extra cost.

Under good traffic conditions the transfer between Geneva airport and La Clusaz takes approximately one hour, however this can be considerably longer in the case of adverse weather, rockfalls, accidents, heavy traffic, vehicle breakdown or any other problem. We strongly recommend you plan your flight departure time from Geneva on Saturday to be after 17h00 in order to allow a safe margin. We cannot be held responsible for you missing your flight due to the transfer taking longer than expected.

Different transfer times apply to different locations: if in any doubt, please confirm with us.

8. Passports and visa requirements

It is your responsibility to ensure you have the necessary travel documents. Depending on your country of origin you may need an identity card, a passport or a special visa to enter France. If in doubt, please contact the consular section of the French embassy in your country of origin. We cannot accept any liability if you are refused entry to the country for any reason.

9. Health and Medical

Cycling in the Alps is a demanding physical activity and it is your responsibility to ensure that your health permits you to participate. We accept your booking on the understanding that you and all members of your group are in good health and able to participate in the physical demands of an Alpine cycling holiday. You take part at your own risk, and if there is any doubt about your fitness or ability you must consult your doctor before making the booking.

You must advise us before the departure date of any medical condition that may affect you during your holiday. By signing the booking form you confirm that your mental and physical condition are sufficient and fit for the purposes of the Alpiune cycling holiday that you have booked.

Please note that if you intend to participate in a cyclosportive event while in France you will have to provide a copy of a doctor’s certificate in a specific format attesting to your fitness to take part dated within the previous three months. This condition is imposed by the organisers. Please contact us if you need help with this.

10. Image Rights

During the week we take a considerable number of photographs and/or videos. This is in order to give you and all other persons present during the week a photographic record of your week of cycling on the Alpine climbs made famous by the Tour de France. We may also take photographs and/or videos of your family and friends egaged in other sporting or non-sporting activities. You will receive a full set of these images that you have the right to use in any non-commercial context.

We reserve the right to use some of these images to promote the commercial activities of Alpine Cols SAS through such media as, but not limited to, the internet site, newsletters sent to our clients, our Alpine Cols SAS company pages on Facebook, Instagram and LinkedIn, brochures, flyers or any other marketing support. Our right to use the images is not limited in time.

We undertake to respect your private life and your reputation and not to use any image that could negatively affect these in any way. You have the right to refuse that any particular photograph be taken, or if already taken that it be deleted, should it have a potentially negative effect on your private life or reputation.

By your signature to these terms and conditions you expressly agree to the possible use of your personal image for the purposes of promoting the commercial activities of Alpine Cols SAS under the terms set out above.

11. Your conduct and consideration for others

11.1 While cycling

For your own safety and the safety of others, it is essential that you follow the safety instructions provided by the coach, whose decision is final. Should you persistently ignore the safety instructions while cycling, and in the opinion of the coach seriously imperil either your own safety or the safety of others, you will not be permitted to continue to cycle with an Alpine Cols group. Your contract with us includes a specific agreement to this.

It is a requirement of your contract with us that you accept to wear a cycle helmet at all times whilst cycling during your Alpine holiday.

11.2 At all times

We expect that our guests will have consideration for other people. Your behaviour should not be noisy or disruptive especially at night and should take into account the potential presence of children or other people that may be disturbed. Illegal, offensive or aggressive behaviour, whether to our staff or to third parties, will not be tolerated and may result in police action.

If in our reasonable opinion, you or any member of your group behaves in such a way as to cause upset, distress or danger to any third party or damage to property, we reserve the right to terminate the holiday of the person(s) concerned without prior notice. The person(s) may be required to leave the hotel, and we will have no further responsibility to the person(s) including any return travel arrangements. No refunds will be made and we will not be liable for any expenses incurred as a result of the termination.

Any breakages or damage to the property of Alpine Cols or the hotel must be advised to a member of staff immediately and must be paid for.

We reserve the right to refuse transport in any of our vehicles to anyone who may compromise the safety of the vehicle, its driver and passengers.

12. Our Liability to you

It is our responsibility to perform our contractual obligations to you, subject to the following exceptions.

We shall not be held liable for any failure to deliver the services contracted, for improper performance or for damages, whether personal or related to your business, such as loss of business, loss of contracts, lost data, lost profits, loss of goodwill or any other business loss that you may incur,  if such failure is:

  1. Attributable to you;
  2. As a result of an event that was unforeseeable or unavoidable and attributable to either Alpine Cols SAS or a supplier of Alpine Cols SAS;
  3. As a result of an event that was unforeseeable or unavoidable and attributable to a third party not connected with the provision of your holiday;
  4. As a result of failure (whether partial or complete) of any travel services not provided by us;
  5. As a result of cycling on the road with an inadequately maintained or serviced bicycle or the failure to wear correct safety equipment, and especially a cycle helmet.

In all cases except where otherwise provided by law, our maximum liability to you is limited to the amount paid by you or on your behalf and as detailed on our invoice.

12. Accuracy of information provided

The information provided about our Alpine cycling holidays, whether through this website, by email, by telephone or through any other means of communication, presents the best possible general outline of what you can expect. We make every effort to ensure that the information is accurate and up to date, and we provide all such information, details, and descriptions in good faith. Nevertheless, the nature of cycling holidays is such that minor changes are inevitable. Any such changes should not affect the enjoyment of your holiday, and will generally be made transparently in consultation with the groups concerned.

13. Complaints

In the event that you are not satisfied with any aspect of the service provided by Alpine Cols SAS or the hotel, and wish to make a complaint, please do so immediately. We will make every effort to resolve the issue to your full satisfaction, but cannot do so if we are unaware of it.

If however at the end of your holiday you feel that your complaint has not been properly addressed, or that the outcome was not satisfactory, you must notify us in writing within 14 days of the end of your holiday.

14. Governing Law and Jurisdiction

Your contract with us is made in France and governed by the laws of France. You accept the exclusive jurisdiction of the courts of France.