Company Name            – Bjorn Schroder Padel Tours

Company Number   – 09986213

Registered On              – 03/02/2016

Trading name                 – BSMN Padel Tours

Registered Address     – Vaughan Chambers, Vaughan Road, Harpenden, Hertfordshire AL5 4EE

“We/Us” means Bjorn Schroder Padel Tours.

“The Event” means any tour, 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.

“Website” means Bspadeltours.co.uk.

1. 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. Any variations to these terms and conditions will be communicated in writing in the final booking confirmation.   In confirming your booking and making payment of the initial deposit, you will be deemed to have read, understood and agreed to these terms and conditions.

2. 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. 

3. Lead Client

The lead name on any booking with us accepts the full responsibility of collecting the full balance payable for the booking and indemnifies us against any loss from any individual failing to pay within your group. A booking can only be made by a person aged 18 or over at the time of booking. 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 all required guest information 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.

4. Payment and Deposits

Deposits are payable at the time of booking and the balance of payments are split into the following stages: 

• An initial non-refundable non-transferable deposit (10% of the full cost of the tour) is payable at the time of booking

• The second deposit (40% of the full cost of the tour) is payable 70 days (10 weeks) before the date upon which your tour is due to start

• The final balance (50% of the full cost of the tour) is to be paid no less than 56 Days (8 Weeks) before the date upon which your tour is due to start, to enable us to honour our arrangements with our suppliers

• Failure to pay any of the stage payments set out above by the due dates given may result in the cancelled of your booking

• Deposits are used by us to enter into the contractual arrangements on your behalf and are non-refundable

• Payments should be made via online bank transfer.  Upon receipt of payment/s, an email will be issued confirming payment/s received, any balance outstanding and related due date of all further payments.  All payments must be made in pounds sterling.

The prices given are based on current levels of Government taxation and VAT stipulations. Should these change, we may need to adjust quotations given however we will not make any such adjustments once full payment has been received.

5.Cancellation by Us

We may cancel the event or any part of it:

• for safety reasons if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot reasonably be overcome

• if we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers

• if a supplier or suppliers are unable to host the event for any reason.

If we cancel the whole of the event we shall use our best endeavours to rearrange the event on an alternative date, or provide a refund to you of the cost to us of the event. Save as above, we shall be under no further liability to you for cancellation of the event or any part of it.

6. Cancellation by You

You may cancel your booking within a period of 14 days after receipt by us of the initial deposit, however this initial deposit will be non-refundable.

Cancellations made after 14 days and up to 56 days (8 weeks) before the date upon which your tour is due to start will be subject to any costs already incurred by us on your behalf.

Cancellations made after 56 days (8 weeks) before the date upon which your tour is due to start will be subject to a cancellation fee of 100% of the total cost of you booking.

All cancellations must be made in writing from the lead name on the booking.

Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

7. 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 ceasation of trading, a change in supplier management, weather restrictions, we will undertake our best endeavours to provide you and your group with an alternative event.  However, if this is does not prove possible, we will refund to you all payments received in connection with your booking.

Force Majeure We will not pay you compensation if we have to cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.

8. Accommodation, Padel Venue and Itinerary

A written itinerary will be sent to you 14 days (2 weeks) prior to the commencement of the tour, confirming all accommodation and venue arrangements and any other special requirements or additional activities. The coach to player ratio is 1:4 unless otherwise stated in the final booking confirmation.

9. Meals

Breakfast and lunch is usually included with bookings unless otherwise stated.

We will endeavour to meet any specialist dietary requests for any member of your group and these must be communicated to us at the time of booking.

10. 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 Padel venue or accommodation) we shall inform you of the changes as soon as possible and any resulting increase/reduction in the overall cost of your booking where deemed reasonable by us.  If the changes are, in our view, so substantial as to materially alter the event and you are unwilling to accept them or make additional payments resulting from these changes, you may cancel the event and you will receive a full refund of all payments received.

Surcharges may be applicable where single room occupancy is required or 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.

A small selection of our resorts may charge a local city tax when checking in at the accommodation. This charge will not be covered in your booking with us and must be paid by every party member locally.

11. Alterations Made by You

We shall try to accommodate any reasonable changes you wish to make to your booking. Alterations and amendment requests should be made to us in writing by the lead name. These changes shall not be deemed accepted until we have confirmed this 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 56 days (8 weeks) prior to the date upon which your event is due to start by confirming this in writing.  100% full payment will be required at this stage.

All amendments following payment of the initial deposit will also incur an administration charge of £10.00 per person.

Subject to our written agreement you may transfer your booking to a person who satisfies all the conditions applicable to the event. 

12. Your Obligations

You shall at all times behave in a safe, responsible, respectful and courteous manner; comply with all instructions, regulations and codes of practice issued by us or our suppliers; ensure that you comply with all 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.

13. Our Obligations

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.

If the contract we have with you is not performed or is improperly performed by us, we will pay you appropriate compensation if this has affected your enjoyment of the event. We will also pursue appropriate compensation on your behalf should any of the third party suppliers not perform in the expected manner. However we will not be liable where any failure in the performance of the contract is due to you or a third party unconnected with the provision of the event and where the failure is unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall. Our liability shall be limited in accordance with and/or in an identical manner to the contractual terms of the suppliers that provide the components of your holiday. These terms are incorporated into this contract.

When booking your own flights, under EU law you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be published at EU airports and will also be available from airlines. If your airline does not comply with these rules you should complain to the Civil Aviation Authority on 020 7379 7311 or https://www.caa.co.uk. However, reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us will be in accordance to the terms and conditions set out by us.

14. Insurance

Wes strongly advise all clients to take suitable personal holiday insurance.

Bjorn Schroder Padel Tours is fully insured in case of liability connected with injury or death where the company or any of its suppliers are found liable for an incident.

We strongly recommend when making a booking with Bjorn Schroder Padel Tours that a comprehensive travel insurance policy is taken out, particularly in order to meet any cancellation fees, medical bills, repatriation costs or legal fees, which are usually the most costly aspects of any serious claim.

It is imperative that you take out your insurance at the time of booking to cover that holiday period and you ensure that the policy will pay out the full cost of the holiday. Please note that it is not safe to assume that this would be automatic since the cost of some holidays is much higher than some insurance policies would cover.

By choosing not to be insured you agree to indemnify Bjorn Schroder Padel Tours against all costs, losses and liabilities which we may incur and which are not our liability under this contract and which would have been avoided had suitable insurance cover been taken by you. In particular we bring your attention to the issue of holidays which cannot be taken due to flights being cancelled, for any reason.

15. Passports, Visas and Health Regulations

Your specific passport and visa requirements, and other immigration requirements are your responsibility.

We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.

If you have any mobility restriction or other disability, health problems or food allergies which may require special treatment or assistance at any time during your holiday, you must advise us at the time of booking. Whilst we will make every effort to accommodate you, we regret that we cannot guarantee to be able to meet any particular special request unless we have specifically confirmed this in writing. If we reasonably feel that we are unable to accommodate the needs of any client who has particular health requirements, we must reserve the right to decline their reservation or, if full details are not given at the time of booking, cancel when we become aware of these details and apply cancellation charges as described in these terms and conditions.

Special requests such as room location, particular facilities, dietary requirements, etc, must be made at the time of booking. We will pass on your request to the hotel or Padel venue and will endeavour to meet your specific requirements, but cannot guarantee that all requests will be accommodated. 

16. Promotion, Marketing and Descriptions

The descriptions contained in our literature and website are made in good faith and believed to be correct at the time of publication.  Images shown are as a guide only to give a general impression of the facilities.

Obviously things can change subsequently and we cannot accept any liability for the unavailability, temporary or permanent, of any facility not under our direct control.  We reserve the right to substitute alternative accommodation of the same or superior standard should this become unavoidable. Bjorn Schroder Padel Tours cannot be held responsible for any errors or changes from the time of publication.

All of the photographs and illustrations we use on our website and in literature (including quotations) are purely for marketing purposes and may not represent the specific event.

Unless you notify us in writing otherwise, we will assume you give permission for photos/other media showing your participation in events, to be used for marketing purposes.

17. Customer Feedback

Following completion of the event, clients will be invited to provide feedback of their experience via a short evaluation form.  We value your honest and constructive feedback and all responses will be treated in confidence.  Feedback received will be used to inform improvements and changes to future events to enhance clients’ experiences and enjoyment of the event.

18. Complaints

Bjorn Schroder Padel Tours will do our very best to ensure that we and our suppliers meet your expectations . If this is not the case, then we will endeavour to provide a quality solution, except where your actions led to the failure and where unforeseeable circumstances meant that the failure could not have been avoided.

It is your responsibility to inform us and the supplier of any defects or faults at the earliest opportunity. Please do not leave the reporting of these until after the event. The earlier you tell us, the earlier we will be able to improve the situation. Should you still be unhappy, please inform us, in writing, within 28 days of your return and we will do our very best to provide answers to your queries. Should we not provide reasonable performance of the event contract with you, we will endeavour to provide reasonable recompense.

19. 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.

20. Jurisdiction

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.

21. 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, these will be updated on the website and all reservations will abide by the amended terms.

22. Data Protection

For the purposes of the Data Protection Act 1998, Bjorn Schroder Padel Tours are a data controller. In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements we need to collect certain personal details from you. These will include, where applicable, the names and addresses of party members, payment details and special requirements such as those relating to any disability or medical condition which may affect the chosen holiday arrangements and any dietary restrictions which may disclose your religious beliefs. If we need any other personal details, we will tell you before we obtain them from you.

We have appropriate security measures in place to protect the personal details you give us.

Where you provide us with personal details relating to your booking and/or any special requirements such as those mentioned above, you consent to this information being passed on to any organisation or companies responsible for any part of your event whether in the EEA or not. If we cannot pass this information to the relevant suppliers, we cannot provide your event.

We are entitled to assume you do not object to our doing any of the things mentioned above unless you tell us otherwise in writing.

You are generally entitled to ask us (by letter or email) what details of yours are being held or processed, for what purpose and to whom they may be or have been disclosed. We may charge a fee to respond to such a request. In limited circumstances we are entitled to refuse your request.

Except where expressly permitted by the Data Protection Act 1988, we will only deal with the personal details you give us as set out in these terms and conditions.

Effective date: 15 November 2024

Last updated: 24 November 2024