Terms and Policies – Heart of Travel

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Terms and Policies

Please take a moment to review our cancellation and refund policies as well as our legal terms!

GROUP TOUR REFUND & CANCELLATION POLICY 

In the case of our multi-day group tours, our cancellation policy is as follows:

TRIP CANCELED by Client

  • Cancellation up to 24 hours after booking a trip: Fully refundable.
  • Cancellation 181 days or more before the trip start date: Loss of deposit; the rest of the trip payment is fully refundable. 100% of the trip deposit can be transferred over to a different trip.
  • Cancellation 121 - 180 days before the trip start date: 50% refund, minus the deposit. Deposit can be transferred over to a different trip.
  • Cancellation 120 days before the trip’s start date: No refunds are guaranteed. Credit for a future Heart of Travel trip will be evaluated on a case-by-case basis.
*If you can’t make it on a trip but you find someone else who can go in your place we are happy to transfer over your dues paid to this person’s account. However, in some instances, there may be a domestic flight or another type of reservation with a third-party supplier that can only be transferred to a new person with a transfer fee. In this case, you would be responsible for the transfer or cancellation fee.

TRIP POSTPONED OR CANCELED by Heart of Travel  due to Unforeseen Circumstances

In the event that a Heart of Travel trip is not possible due to border closures, political unrest, or because we’ve determined the trip is not in the best interest of travelers and/or employees' safety or health, we will notify participants immediately of the cancellation or postponement of the trip.
  • If the trip is canceled with 181 days of notice or more, travelers will have the option to receive a full refund (minus the loss of the deposit, which can be used in HOT credit for another trip), join the trip on the postponed dates, or transfer the amount paid to an alternative trip.
  • In the event, the trip is impacted less than 180 days before the start date the trip, it will not be canceled but rather postponed. This means there is no refund, however, you can receive a full 100% credit for the amount paid, good towards any other Heart of Travel trip to any destination at any time, or wait to go on your original trip at the new dates.

TRIP POSTPONED OR CANCELED by Heart of Travel due to Low Enrollment

  • This will be decided officially 61 days before departure. The client(s) signed up have the option to transfer 100% of the funds paid over to another HOT trip of their choosing at any time. Or, if the client prefers to continue with the trip on the original dates, the itinerary is subject to small changes, and there will be an additional 15-20% surcharge based on the original trip price for a private tour, which can be customized further if desired.


PRIVATE TRIP CANCELLATION POLICY 

In the case of a custom private tour our cancellation policy is as follows:

TRIP CANCELED by Client

  • Cancellation 181 days or more before departure: Clients will forfeit the trip deposit, which has a minimum value of $500 USD per person. The deposit amount may vary based on the specific adventure as detailed in your adventure documentation or on the Heart of Travel (HOT) website.
  • Cancellation 121 to 180 days before departure: Clients will receive a 60% refund of the total Trip Cost as outlined during the itinerary building phase, minus the $500 USD non-refundable deposit
  • Cancellation 90 to 120 days before departure: Clients will receive a 30% refund of the total Trip Cost as outlined during the itinerary building phase, minus the $500 non-refundable deposit.
  • Cancellation 89 days or less before departure: No refund will be issued. We may be able to reschedule with little penalty.

TRIP POSTPONED OR CANCELED by Heart of Travel  due to Unforeseen Circumstances

In the event, a Heart of Travel trip is not possible due to border closures, political unrest, or because we’ve determined the trip is not in the best interest of travelers and/or employees safety or health, we will notify participants immediately of the cancellation or postponement of the trip.
  • If the trip is canceled with 121 days of notice or more, travelers will have the option to reschedule the trip to the same destination or move the funds over towards a trip in an alternate destination.
  • In the event, the trip is impacted less than 120 days before the start date the trip, it will not be canceled but rather postponed. This means there is no refund, however, you can receive a 75% credit for the amount paid, good towards any other Heart of Travel trip to any destination at any time, or wait to go on your original trip at the new dates.
  • Cancellation by Heart of Travel: If the tour is canceled by Heart of Travel, clients will receive a full refund.

    DAY TOURS & TRANSPORTATION SERVICES CANCELLATION POLICY 

    In the case of our single-day tours and private transportation services, our cancellation policy is as follows:

    • Cancellations 96 hours before the tour start date: 100% refund.
    • Cancellations 48 - 95 hours before the tour start date: Re-schedule with no penalty or 50% refund.
    • Cancellations 25 - 48 hours before the tour start date: Re-schedule with no penalty or 0% refund.
    • Cancellations 24 hours less before the tour start date: Re-schedule with possible penalty or 0% refund.
    • In the event the tour is canceled by Heart of Travel, the client will be given a full refund.

    RELEASE AND ASSUMPTION OF RISK

    I acknowledge that I intend to undertake an organized activity with HEART OF TRAVEL, (“HOT”) and that to do this I will need to involve myself in related aspects of such activity including but not limited to special travel, risks of various kinds and degrees, differing living conditions and foods, a variety of interpersonal interaction and close-quarter conditions, varying types of medical risks, hazards, availability of medical care and support, and differing weather conditions and altitudes and any risks that may come of such. In consideration of, and as payment for, the right to participate in such activities, services, or food arranged for me by HOT I have and hereby assume all the associated risks and conditions involved with such activities and shall hold HOT, its officers, agents, and employees harmless from any and all liability, actions, causes of action, debts, claims, and demand of any kind and nature whatsoever which I now have or which may arise out of or in connection with my adventure or participation in any other activities arranged for me by HOT. The terms hereof shall serve as a release and assumption of risk for my heirs, executors, and administrators and for all members of my family, including any minors accompanying me. The limitations and exclusions of liability set out in this Contract apply to the maximum extent permitted by applicable law and survive termination of the Contract for whatever reason.

    CLIENT AGREEMENT

    The adventure leader(s) is responsible for the general equipment and logistics of the adventure including, but not limited to, the choice of team support, lodging, routes, camps, and any change of activities. During the adventure, the leader may assist clients on certain aspects of the adventure/activity or may delegate such provision of assistance to staff members, agents or servants, or third-party support. The leader, assistant, or any other adventure personnel as identified herein will demonstrate reasonable procedures and/or safety information required for the adventure or activity. The Client is expected to fully understand these instructions and procedures and comply with them at all times during the adventure or activity. It is the Client’s responsibility to immediately notify the adventure leader and/or those support staff identified herein if they do not fully understand any and all instructions and procedures that have been explained to them by adventure personnel.
    The adventure leader(s), assistants and/or third-party support shall not be responsible for carrying any personal equipment of the Client except where specified in the general instructions provided for your Adventure. In the instance that the Client wilfully hands over and/or is incapable of carrying their personal equipment, the adventure leader(s), assistants and/or third-party support are not responsible or liable for any of the Client’s personal equipment.
    The Client understands that they may have to deal with hostile environments including, but not limited to, changes in temperature, weather, terrain, government action or culture. Dangers and medical problems may occur which are linked with the risks associated with the Client’s adventure. HOT shall not be held liable or responsible for any instances laid out in the foregoing paragraph.
    The team leader or any person as so delegated by the team leader to do so may in the interest of safety request the participants to stop any activity, or in such circumstances as required, terminate the entirety of the adventure at any time during said adventure.
    The Client has filled in all relevant forms and documents truthfully and agrees to the Release and Assumption of Risk.
    You have read all the information supplied to you including the Terms and Conditions and have accepted them without qualification.
    Applicant shall be responsible for making all travel arrangements to and from the originating city, i.e. they shall be solely responsible for all costs, bookings and other transportation related arrangements to and from the city or location from which the adventure begins. Alternatively, if the Applicant wishes HOT to make such arrangements, they should notify HOT of the request in writing via email. HOT’s receipt of such notification shall not create an obligation of HOT to comply with the request, and HOT shall bear no costs (damage or otherwise) associated with either arranging travel that is not within the scope and costs of the advertised adventure, or the rejection of the applicant’s request.
    • The Client gives HOT permission to use any photographs or video footage taken during the adventure in their marketing materials.

    TERMS AND CONDITIONS

    These are the terms and conditions which will apply to your booking. By booking an adventure you agree to be bound to all terms and conditions. Your signature below confirms that you have read and agree to the Terms and Conditions on this form, and that you understand that these terms apply to all in your party (if multiple names appear on the attached invoice).

    1. GENERAL STATEMENT

    All persons who intend to make a booking, have sent in an application or deposit, have paid for a booking in any amount (partial or full), and/or will or have begun or completed an adventure with THE HEART OF TRAVEL,  (“HOT”) have carefully read and understand the Terms and Conditions that follow and all other Contract Documents. By making a booking by telephone, or on the website www.heartoftravel.org, or by email, or facsimile with HOT or its Agents, you accept on behalf of yourself and all those named on the booking including minors and person with disabilities to be bound by these Terms and Conditions and Contract Documents. No persons shall be deemed to have booked an adventure and HOT shall not assume any obligations and/or liability until timely receipt of the Applicant’s properly completed and executed Application Documents, and the deposit (together with the Pre-departure Form, Medical Release, Adventure Waiver, Payment Invoice, “Contract Documents”). Prior to a proper and timely booking, HOT reserves the right to increase or decrease any and all prices. HOT, its affiliates, agents and representatives reserve the right to decline any booking at their discretion. The person or persons named on the booking are hereinafter referred to as the “Client”. All bookings are made with HOT, however HOT may utilize the service of agents, affiliates and/or third-party suppliers for various services provided for or associated with your adventure. These Terms and Conditions together with the Contract Documents shall constitute the entire agreement between HOT and the Client relating to the subject matter herein, and shall constitute a binding agreement. There are no verbal or written; representation(s), warranties, collateral agreement(s), prior agreement(s), description of services, or conditions, other than as expressed herein. The service to be provided is/are the adventure(s) referred to in the booking confirmation.

     

    2. CONDITIONS OF CARRIAGE

    Carriage by road, air or by sea is subject to the individual carriers conditions. HOT's liability for death, and/or personal injury, and/or loss of and/or damage to luggage may be limited by the conditions in this agreement, international conventions, treaties, or any applicable law including the Athens, Warsaw or Montreal Conventions.

    3. MEDICAL

    Clients are encouraged to consult with their primary care doctor or travel nurse to discuss any and all health concerns that could impact their travel experience with HOT. HOT does not give out medical advice regarding destinations and activities on the itinerary. In addition, Clients are asked to review their Medical Information and Release Form as it relates to their adventure. Any questions, comments or decisions related to the Client’s physical or mental suitability for an adventure shall take place between the Client and their medical practitioner. The Client must complete the medical form honestly, and accurately and disclose all medical history and information. HOT will review the information submitted, and keep the information per the privacy policy as outlined in Medical Information Form. HOT reserves the right to challenge any information submitted, ask for further information or clarity on certain points, or reasonably reject or rescind a client’s booking based on the medical information presented to HOT. In the event, the Client has made a booking with HOT and subsequently is unable to completely answer the medical questions on the release form for any reason by the dates specified in the Contract Documents and/or Payment Invoice, HOT reserves the right to treat the booking as canceled, and applicable cancellation penalties apply.
    a. The Client acknowledges and understands that their adventure may be to a destination that is remote, isolated, and far removed from medical care facilities. Medical facilities vary from country to country and HOT makes no representations and gives no warranties concerning the standard of such treatment. The Client agrees and acknowledges the risks, dangers, and limited availability or lack of any medical care associated with such travel and, together with all limitations of liability found in this document and the Contract Documents including those found in Medical Information and Release Form, absolve HOT of any liability of such risks, dangers, and failure to provide medical care.
    b. The Client understands the honest completion of the Medical Information and Release Form will assist all concerned in an emergency situation. In the event there is a dispute between HOT and the Client regarding the Client’s physical or mental suitability for an adventure, the matter will be referred to a medical professional at the Client’s expense.
    c. HOT must be notified in writing at the time of booking of any medical conditions, pregnancy, physically or mentally challenged conditions, or disabilities which may affect fitness to travel. HOT shall not be held liable for the Client’s failure to notify HOT of any such conditions, and the Client assumes all risk for failure to disclose all aforementioned medical conditions. The Client’s failure to notify HOT of such conditions may result in the client being refused travel, in the case, that results in a cancellation, 100% of the cancellation fees are the responsibility of the Client. Some adventures may be unsuitable for Clients due to age, mobility, pregnancy, or physical or mental conditions. It is the Client’s responsibility to check before booking. HOT may refuse to carry pregnant women over 24 weeks or Clients with certain mental or physical conditions. HOT is not required to provide any special facilities unless it has been agreed to do so in writing. HOT will do its best to meet Clients' special requests including dietary, but such requests do not form part of the Contract and therefore HOT is not liable for failing to provide these requests.

     

    4. CURRENCY

    HOT sells its adventures in United States Dollars (USD).​

    5. BOOKING DEPOSIT

    At the time of booking a refundable deposit is required per person per adventure as indicated on your Payment Invoice. The following are HOT’s booking deposit schedules:
    • Bookings more than 180 days before departure shall require a deposit as indicated by the Payment Invoice.
    • Bookings more than 90 days but less than 180 days prior to departure shall require a deposit, plus the first payment as indicated by the Payment Invoice.
    • Bookings less than 89 days before departure shall require full payment as indicated by the Payment Invoice.
    The non-refundable deposit should be sent to HOT. Some adventures may require a higher deposit or full payment at the time of booking. If the deposit is different from that outlined in this clause, HOT will notify the Client of this requirement at the time of booking and detail on the Payment Invoice.

    6. FINAL PAYMENT AND ACCEPTANCE OF BOOKING

    a. Final Payment: Acceptance of the Client’s booking shall be confirmed in writing by HOT. Please refer to the confirmation invoice and/or confirmation email for details regarding the final payment. Payment of the balance of the adventure is 60 days. If full payment is not received by the due date, then rates and adventure space cannot be guaranteed and HOT has a right to cancel your adventure and keep any and all Client deposits. If a booking is made 90 days or less before the departure date of the first service booked, then the full payment amount is payable at the time of application and booking; failure to remit the full amount shall deem the adventure voidable by HOT as it was not properly booked by the Client.
    b. Client Details: For HOT to confirm and guarantee the Client’s travel arrangements, the Client must provide all Client details with their final invoice payment as per the dates specified in the Contract Documents. If the Client does not provide all details 30 days or more before departure a fee of $250 USD will be charged to the Client. In the event that client details have not been received by HOT 10 days prior to the Client’s adventure departure, HOT reserves the right to treat the adventure as canceled and the participant acknowledges that their spot on the adventure will be forfeited, and full penalties will apply. Client detail requirements may vary by adventure.
    c. Traveling with Children: The minimum age for Clients traveling on an adventure is based on the adventure chosen. An adult over the age of 21 must accompany every 2 children under the age of 18. All inquiries with respect to children are subject to review and approval by HOT, which maintains and reserves the right to restrict the number of travelers under the age of 18 on adventures. If the adult accompanying the child is not the child’s parent, then a “Parental Consent Guardianship Form” must be signed by the parent or legal guardian and received by HOT prior to departure.
    d. Credit Card Charges: HOT shall not be responsible for any charges applied to credit card transactions and shall not refund or return any fees by third parties as incurred during the transaction of the adventure cost.

    7. CANCELLATION / TERMINATION OF ADVENTURE BY THE CLIENT

    HOT reserves the right to cancel any adventure for any reason, but will not cancel an adventure less than 60 days before departure except for force majeure as outlined in Section 17, for local permitting issues or any other reasonable concern. When an adventure is canceled by HOT, the Client may choose between a full refund of all monies paid, or, if offered in the sole discretion and option of HOT, any alternative adventure offered by HOT at no extra cost to the Client save for any local payments required as outlined in the final Contract Documents for the alternative adventure and/or any other literature or itinerary received by the Client from HOT. HOT is not responsible for any direct, incidental, consequential damages, expenses or losses that the Client may have incurred as a result of the booking including, but not limited to, visas, vaccinations, non-refundable flights or rail, non-refundable car parking or other fees, loss of earnings, or loss of enjoyment and opportunity. If the alternative adventure chosen is of a lower value than that originally booked, then the Client is entitled to a refund of the price difference. If the Client is offered a refund but requests an alternative tour of a higher value than that originally booked, then the Client must pay the difference in price. Where a significant element of the adventure cannot be provided, HOT will make suitable alternative arrangements for the continuation of the adventure. If it is not possible to provide a suitable alternative or the Client reasonably rejects any suitable alternatives, HOT will provide the Client a refund of unused adventure portions.

    8. UNUSED SERVICES

    There will be no discounts or monies refunded for missed or unused services, including the Client’s voluntary or involuntary termination/departure from adventure, which includes but is not limited to sickness, death of a family member etc, late arrival on the adventure, or premature departure either voluntarily or involuntarily.

     

    9. PRICES AND SURCHARGES

    No price increases will be made to a booking 60 days or less before departure. HOT reserves the right to impose surcharges (price increases) up to 60 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation/fuel costs, increases in local operator costs, taxes, or if government action should require us to do so. HOT will absorb 15% of any such surcharge. If the surcharge/price increase is for more than 15% then the remainder will be charged. If any surcharge results in an increase of more than 30% of the adventure cost, excluding insurance premiums, the Client may cancel the booking within 14 days of notification of the surcharge and obtain a full refund of all monies paid to HOT (excluding Adventure Cancellation Insurance Premiums and/or flights). All cancellation requests shall be received in writing via email with a reply from HOT.

    10. BROCHURE AND WEBSITE VALIDITY / WARRANTY OF STATEMENTS

    The prices in this brochure and website are based on the rates and costs in effect at the time of printing the brochure or posting on the website. HOT reserves the right to alter any and all prices.

    11. CHANGES

    a. Changes made by HOT: While HOT will endeavor to operate all adventures as advertised, reasonable changes in the itinerary may be made where deemed necessary or advisable by HOT. If HOT makes a major change, HOT will inform the Client as soon as reasonably possible if there is sufficient time before departure. When a major change is made the Client may choose between accepting the change, obtaining a full refund of all monies paid to HOT (excluding Trip Cancellation Insurance Premiums and/or flights), or accepting any alternative adventure offered by HOT. The definition of a major change is deemed to be a change affecting at least one in three full adventure days of the itinerary. If the major change is due to force majeure or unforeseen circumstances no compensation is payable. Some changes to the itinerary may happen on an adventure as a result of unforeseen circumstances or local situations. Any changes made to alter the itinerary as a result will be made with full authority of the Trip Leader and any direct or indirect cost incurred as a result will be the responsibility of the Client.
    b. Transfer to another departure (by Client): A transfer from one adventure to another can only be made more than 90 days before the departure date and only if approved in writing by HOT. If such a request is accepted by HOT, HOT reserves the right to charge up to the deposit amount of the first booked adventure. Any request to transfer received less than 90 days before departure will not normally be accepted. In this case, the Client must cancel the booking and then re-book on another adventure. The Client may only transfer the booking to a departure date in the current season and may not transfer the booking to future seasons. Any such transfers will be regarded as cancellations and cancellation fees will apply.
    c. Transfer of name: If the Client is prevented from traveling on the adventure booked by circumstances such as those which would permit a claim on a standard cancellation insurance policy, the booking may be transferred to another person, provided they meet all the requirements relating to that adventure and have read, understood and agree to the Terms and Conditions of this contract. More than 90 days before departure, up to the deposit amount of the adventure will apply. Within 90 days name transfers are not permitted.
    d. Amendments: Any amendments to a file within 90 days of a departure will depend on availability and will be on a request basis. Any extra costs incurred for making the change will be charged to the client’s final balance.

    12. ACCEPTANCE OF RISK

    I understand traveling with HEART OF TRAVEL, may involve risks (and rewards) above and beyond those encountered on a more conventional holiday, and that I am undertaking an adventure trip with inherent dangers. I understand I am traveling to geographical areas where, among other things, the standard of accommodation, transport, safety, hygiene, cleanliness, medical facilities, telecommunications, and infrastructure development may not be of the standard I am used to at home or would find on a conventional trip or holiday. I have read and understood the HEART OF TRAVEL,   information literature, and documents for this adventure I am undertaking and have provided details of any pre-existing medical conditions I may have to  HEART OF TRAVEL,   representatives. I accept these risks and obligations and I fully assume the risks of travel. I fully and forever release and discharge HEART OF TRAVEL,  and all other related, affiliated, associated, or otherwise connected corporations, partnerships, individuals, and other entities and all of their respective officers, directors, employees, contractors, agents, successors and assigns (collectively, the “Releasees”) from any and all costs (including, without limitation, actual legal costs), claims, demands, actions, causes of action and liabilities whatsoever for any and all losses, damages, death or injuries to persons or loss of property, which may be sustained by me in connection with or in any way relating to this trip, due to any cause or reason whatsoever including, without limitation, the reckless, willful or negligent actions or omissions of the Releasees or any other person or persons. Optional Activities: I understand during my trip there may be opportunities to undertake activities, which do not form part of the itinerary. I understand HEART OF TRAVEL, makes no representations about the safety or quality of the activity, or the standard of the independent operator running it. I also understand HEART OF TRAVEL,  is in no way responsible for my safety should I elect to enter into such optional activities. With full knowledge of the above, I may still elect to partake in the activity, and if I do so, I assume full responsibility for any risks involved, and the waiver and release of the Releasees set out in the foregoing paragraph shall apply to such optional activities.

    14. AUTHORITY ON ADVENTURE

    By booking with HOT, the Client agrees to abide by the authority of the adventure leader or HOT representative. The Client must at all times strictly comply with the laws, customs, foreign exchange, and drug regulations of all countries visited. If the Client is affected by any condition, medical or otherwise, that might affect other people’s enjoyment of the adventure, the Client must advise HOT at the time of booking. Should the Client fail to comply with the above or commit any illegal act when on the adventure or, if in the opinion of the adventure leader, the Client’s behavior is causing or is likely to cause danger, distress, or annoyance to others HOT may terminate that Client’s travel arrangements without any liability on HOT’s part and the Client will not be entitled to any refund for unused or missed services or costs incurred resulting from the termination of the travel arrangements.

    15. GUARANTEED DEPARTURES

    HOT guarantees selected departures at their sole discretion. This guarantee of departure is subject to force majeure situations, and HOT reserves the right to remove the guaranteed designation at any time due to circumstances beyond reasonable control. HOT will not be held accountable for any indirect cost resulting to the client for this action.

    16. TRAVEL DOCUMENTS

    a. The Client must be in possession of a valid passport required for entry, departure, and travel through each destination point along the itinerary of the adventure, (passport must be valid 6 months past the return date), all visas, permits, and certificates including vaccination certificates, insurance policies required for the whole of the journey. The Client accepts full responsibility for obtaining all such documents, visas, and permits prior to the start of the adventure and is solely responsible for any adverse consequences resulting from missing or defective documentation. Any information or advice given by HOT regarding visas, vaccinations, climate, clothing, baggage, special equipment, etc. is purely advisory, provided as a courtesy to the Client, and HOT is not responsible for any errors or omissions as to the information provided.

    b. To expedite the issuing of HOT travel documents please note that all adventure-related travel documents such as vouchers, itineraries, and invoices will be sent via email once full payment has been received by HOT. HOT reserves the right to impose a fee for those Clients who wish to receive paper documents.

    17. FORCE MAJEURE

    HOT shall not be liable in any way to the Client for death, bodily injury, illness, damage, delay or other loss or detriment to person or property, or financial costs both direct and indirect incurred, or for HOT’s failure to commence, perform and/or complete any duty owed to the Client if such death, delay, bodily injury (including emotional distress or injury), illness, damage or other loss or detriment to person or property is caused by a Force Majeure Event. Force Majeure Event’s are defined as one whose occurrence was not reasonably foreseeable at the time of entering into this Contract and which is beyond a party’s reasonable control. Such events include but are not limited to, an Act of God, war or war like operations, terrorist activities or threat thereof, civil commotions, labor difficulties, whether or not HOT is a party thereto, interference by authorities, political disturbance, howsoever and wheresoever any of the same may arise or be caused, riot, insurrection and government restraint, fire, extreme weather or any other cause whatsoever beyond the reasonable control of HOT.

    18. INSURANCE

    Clients are strongly encouraged to obtain travel insurance with a minimum medical coverage of $200,000 USD while traveling with HOT. In the event Clients opt out of travel insurance they must state that on their registration form, thereby releasing HOT of any an all legal and financial responsibility that would be covered under insurance, including but not limited to personal injury, medical expenses, repatriation expenses, and evacuation expenses. It is strongly recommended the coverage be extended to include cancellation, curtailment, and all other expenses that might arise as a result of loss, damage, injury, delay or inconvenience occurring to the Client. HOT shall have no liability for loss, theft of or damage to baggage or personal effects. Personal belongings lost or stolen, are not subject to reimbursement by HOT. Losses due to ordinary wear and tear or Force Majeure events are not reimbursable. HOT does not accept responsibility for and in no event shall be liable for loss or damage of valuables or other articles left in or on facilities used by HOT including, but not limited to, hotels, pensions, campsites, homestays, vessels, expedition vehicles, or any other mode of transportation. When the Client has obtained travel insurance through HOT, the Client acknowledges that he or she is satisfied with the levels of insurance arranged by HOT. Where the Client has declined to purchase insurance through HOT, the Client acknowledges that the cost of the adventure does not include insurance, and that the Client is required to obtain separate coverage at an additional cost or sign off that they are opting out of insurance.. When obtaining travel insurance from a source other than HOT the Client must ensure the insurer is aware of the type of travel to be undertaken.

    19. STANDARDS ON ADVENTURE

    The Client acknowledges the quality of the products and services, including accommodations, transport and all other services related to the adventure that are organized by HOT or its representatives are likely to be different in standard to what the Client may reasonably expect at home. Further, the Client understands, appreciates and accepts any variance in quality or level of service as a part of the adventure travel experience. All arrangements made by HOT are done so with best of intentions to match any description provided, however, the Client reasonably allows for local conditions to influence products and services.

    20. RESPONSIBILITY FOR YOUR ADVENTURE

    All services herein are organized by HOT. Notice is hereby given that all arrangements made on behalf of the Client are made by organizers on the sole condition that the organizers shall not be held responsible for any injury, death, accident, delay, loss, damage or irregularity which may be occasioned through acts of any HOT and/or persons engaged in carrying out the arrangements. HOT acts as an agent for transport companies, hotels and other contractors and shall not be held liable for any injury, damage, loss, delay or irregularity that may occur, including, but not limited to, any defect in a vehicle or any other form of conveying a traveler, acts of God, detention, delays or expenses arising from quarantine, strike, riots, theft, Force majeure events, civil disturbance, government restriction or regulation, accident by aircraft, boat, bicycle, motor vehicle or any other form of transport or in any hotel or guest house, pension, or other form of accommodation. The Client acknowledges that the quality of the products organized by HOT including accommodations and all other services related to the adventure which are organized by HOT, are not within the control of HOT and that in any event the quality of such products may be compromised by local conditions. Accordingly, the Client hereby releases HOT from all claims and causes of action arising from any damage, loss of enjoyment, inconvenience, or injuries related to the quality of such products. The information contained on HOT’s website and related marketing materials is correct to the best of HOT’s knowledge and HOT accepts no liability for any inaccuracies contained herein. HOT reserves the right to alter any itinerary in progress or service at any time without penalty to HOT. Any additional expense or cancellation shall be borne by the customer. The organizer reserves the right to withdraw or refuse any service to any customer at the discretion of the organizer. Payment of deposit is taken as acknowledgement and agreement to these terms and conditions.

    ​21. DISCOUNTS

    All discounts and reduced pricing are applied at HOT’s discretion.

    22. CLAIMS AND COMPLAINTS

    If a Client has a complaint against HOT, the Client must first inform the Adventure Leader at the earliest opportunity to allow the grievance to be rectified. If satisfaction is not reached, the Client must contact a HOT representative while on an adventure in order to ensure that HOT is provided the opportunity to rectify the matter. Failure to indicate dissatisfaction while on the adventure may bar or reduce the Client’s ability to claim compensation from HOT. If satisfaction is still not reached through these means on an Adventure, then any further complaint must be put in writing to HOT via email at hola@theheartoftravel.org, no later than three days after the final day of the Client’s adventure. HOT will not accept any liability for claims received after this period. It is the responsibility of the client to be familiar with and follow HOT’s claims and complaints process.

    23. SUPPLIERS CONDITIONS

    Airlines, railways, coach and shipping companies and other suppliers have their own booking conditions or conditions of carriage, and the Client will be bound by these as far as the relevant transport provider or supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant transport provider or other supplier, and they are often also subject to various international conventions.HOT’s liability will be limited to and shall not exceed that of its suppliers. The Client is precluded from making a double recovery by making the same claims and seeking the same recovery against HOT and its suppliers.

    24. LOCAL CONDITIONS

    The Client acknowledges he or she will be visiting places where the political, cultural and geographical attributes present certain risks, dangers and physical challenges greater than those present in her or his daily lives. By booking travel with HOT, the Client acknowledges she or he has considered the potential risks, dangers and challenges, and expressly assumes the risks attendant to such travel conditions. The Client is solely responsible for acquainting themselves with customs, weather conditions, physical challenges and laws in effect at each stop along the itinerary, and are encouraged to locate or make contact prior to embarkation with his/her local embassy or consulate in each destination.

    ​25. OPTIONAL EXTRAS

    Optional extras do not form part of the adventure or contract. It is understood and accepted by the Client that any assistance given by the Adventure Leader or representative in arranging optional extras does not impose liabilities of any kind on HOT. Accordingly, the Client hereby releases HOT from all claims and causes of action arising from any damages, loss of enjoyment, inconvenience, or injuries related to the quality of such products. Optional extras include, as example, but are not limited to, rafting, horseback riding, sightseeing flights and other extras that are not included in the adventure price.

    26. SEVERABILITY

    In the event that any term or condition contained herein is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining Terms and Conditions to survive and continue as binding.

    27. SUCCESSORS AND ASSIGNS

    These Terms and Conditions shall inure to the benefit of and be binding upon HOT and the Client and their respective heirs, legal personal representatives, successors and assigns.


    28. ERRORS AND OMISSIONS

    Although HOT has made a concerted attempt to verify the accuracy of statements made herein, HOT cannot be held responsible for any error, omission or unintentional misrepresentation that may appear in their brochure, travel documents, or on the website.

    29. PRIVACY POLICY

    HOT will provide personal information to suppliers and carriers to enable the operation of the services requested. HOT will do all reasonably possible in endeavoring to protect personal information.

    30. FINANCIAL SECURITY

    To ensure adventure arrangements are fully protected, all monies received as payment for adventures booked with HOT will be deposited in a Trust Account with Wells Fargo. HEART OF TRAVEL, Trust Account is bound by banking regulations and independently audited. Money is held in Trust until the adventure is completed or the services comprising the adventure have been paid for by HOT.

    31. APPLICABLE LAW AND CHOICE OF FORUM

    This Agreement shall be governed by, and construed in accordance with, the laws of the State of California without regard to applicable conflict of law provisions.

    ​32. UPDATING OF TERMS AND CONDITIONS

    HOT reserves the right to update and amend these terms and conditions at any time. It is the responsibility of the Client to keep updated with any changes. The current version of terms and conditions will always be found on the website www.heartoftravel.org and will be the terms referred to in any dispute.



    PRIVACY POLICY

    HOT will provide personal information to suppliers and carriers to enable the operation of the services requested. HOT will do all reasonably possible in endeavoring to protect personal information.

    ​HOT TRAVEL DATA PROTECTION POLICY

    ​​Updated: Friday, November 8th, 2024

    HOT will provide personal information to suppliers and carriers to enable the operation of the services requested. HOT will do all reasonably possible in endeavoring to protect personal information.
    ​
    HOT TRAVEL DATA PROTECTION POLICY
    HOT travel is committed to processing data in accordance with its responsibilities under the GDPR and other subsequent laws. If you have any questions about our data protection policy, you can contact our team at hola@theheartoftravel.org
    This data protection policy ensures HOT travel: Complies with data protection laws, follows good practices, is transparent about how it stores and processes individuals’ data, protects itself from the risks of a data breach, protects the rights of staff, customers, and partners/
    INFORMATION WE COLLECT ABOUT YOU
    For the purpose of providing a travel service to you, HOT travel may collect and hold personal information such as:
    • Your name, date of birth, gender, postal address, telephone number, email address, passport details, medical information and travel insurance details (where required).
    • Details of the products and services you have purchased from us or which you have enquired about, together with any additional information necessary to deliver those products and services and to respond to your inquiries.
    ​HOW IS YOUR PERSONAL INFORMATION USED?
    HOT travel may collect, use or disclose your personal information, either directly or through booking partners, for the purposes of offering or booking travel services on your behalf, such as your name, age, address, phone number, e-mail address, emergency contact information, passport information, travel medical information (where required), insurance details, nationality, residency, nutrition preferences, trip evaluations, travel and accommodation preferences, comments you provide us, trip destination information, and payment-related information. This personal information enables us to provide you with trip information, book flights, accommodations, process payments, and provide similar travel services.
    If you book a HOT travel trip, HOT travel may rely on local third-party adventure providers. Please be aware that HOT travel may be required to provide certain personal information to our third-party adventure providers for the purposes of delivering your experience. For example, if you book a Machu Picchu through HOT, we will be required to provide certain personal information to our third party adventure provider for the purposes of securing your permits, food to accommodate dietary restrictions, ensuring the safety and security of our passengers, and products, complying with laws, regulations, and immigration requirements, etc. When you book travel services with us, you consent to collection, use and disclosure of your personal information by HOT —and the corresponding collection and use by the relevant travel partners or suppliers—for the purposes of administering and delivering the travel services you requested.
    ​
    NEWSLETTERS AND CONTACT FORMS
    We may also collect personal information, including contact information such as name, address, and phone number or email address if you elect to fill out one of our contact forms, subscribe to our newsletter, or request information from us via email. We use this personal information for the purposes of delivering the information you request.
    EMPLOYMENT
    HOT travel collects personal information from individuals applying for employment or similar positions at HOT to the extent necessary to identify the individual and evaluate their suitability for the position they are applying for. This information may include name, contact information, educational and employment background, criminal record verification, residency and/or citizenship information, and other information necessary for us to screen potential employees and staff.
    EUROPEAN RESIDENTS: TRANSFERS OF DATA OUTSIDE EUROPE
    Please note that if you are resident in the UK, European Union or European Economic Area (“EEA”) we may hold your personal information outside of the EEA. For instance, your personal information may be held by us in the United States  (which has been recognized by the European Commission as having an adequate level of privacy protection).
    We may also need to transfer your personal information to travel suppliers and other third parties outside of the EEA, for instance where a supplier is based outside of the EEA. Countries outside of the EEA may not have the same level of privacy laws as exist in the UK, Canada, and the EEA. We will take reasonable steps to ensure that your privacy rights are protected.
    HOW IS YOUR PERSONAL INFORMATION PROTECTED?
    We have implemented measures designed to help protect the personal and sensitive information provided to us. We maintain reasonable administrative, technical, and physical safeguards in an effort to protect against unauthorized access, use, modification, and disclosure of personal information that is in our custody and control.
    CHANGES TO THIS PRIVACY POLICY
    It may be necessary for HOT to amend or make revisions to this Data Protection Policy. If we make a change to the Policy, the revised version will be posted on our website. Please refer to this Data Protection Policy for the latest information about our personal information practices.

     

    CALIFORNIA SELLER OF TRAVEL LICENSE NUMBER

    2128870-4