Terms & Conditions - Tours

The following Terms and Conditions shall govern the relationship between the Incentevents Ltd (‘Incentevents Ltd’) and you ('the client' ‘you’) on the provision of our tour and travel services.  

Financial Security

WHAT IS ATOL AND WHAT DOES IT DO FOR ME ?
ATOL is a protection scheme for flights and air holidays, managed by the Civil Aviation Authority (“CAA”). Most firms who sell air travel in the UK are required by law to hold a licence called an Air Travel Organiser’s Licence (“ATOL”).If you've booked and contracted with a tour operator for a complete air holiday package or just a flight, ATOL protects you from losing money or being stranded abroad if the tour operator goes out of business. All licensed firms have to lodge bonds with the CAA so that if they go out of business, the CAA can give refunds to people who can’t travel and arrange for people abroad to finish their holidays and fly home. There's also a Government-backed fund called the Air Travel Trust that steps in if any ATOL bond isn’t enough to look after everyone affected by the failure. For more information on consumer protection pleas visit ATOL website on www.atol.org.uk or contact ATOL 020 7453 6424  

BUYING AIR BASED PACKAGES
When booking Air-based packages, tickets will not usually be issued straight away.  You are entitled by law to receive an ATOL receipt confirming the name and ATOL number of the company.  This document is critical to establishing a contract with the ATOL holder and you must ensure you receive it.   The ATOL holder will normally issue a second document called a confirmation invoice within two weeks of the booking being made.  Again, this is an important document in ensuring that your money is fully protected should the operator goes out of business.    If you do not receive the confirmation invoice within two weeks you should chase the company with whom you made the booking. You can contact the Consumer Advice Helpline for further information.  


Booking your tour

If you confirm tour arrangements offered by Incentevents Ltd we ask you to complete a booking form to be completed and signed as early as possible. The booking form should be returned to Incentevents Ltd together with monies due at time of booking occupancy. Please be aware that until a booking is received and payment has cleared Incentevents Ltd cannot make any reservations for your tour unless specified in writing by a member of staff.  

YOUR CONTRACT
Once you have signed and returned the booking form you enter into a contract with Incentevents Ltd. In signing the booking form, you are accepting these terms and conditions yourself, and on behalf of persons using the services of Incentevents Ltd. Please ensure that all information on the booking form is complete and accurate, Incentevents Ltd cannot be held responsible for inaccurate booking information. Any changes to your tour within 4 weeks of the departure date must be made in writing to the Incentevents Ltd and cannot be guaranteed.  

PAYMENT
A deposit payment is due at time of booking or full payment is due dependant on when the booking is made. On each booking form for each tour we offer we indicate the payment terms particular to that tour. As a general rule full payment is normally due no later than six - eight weeks before tour departure, however if the tour is booked at short notice then Incentevents Ltd will inform you of the payment terms once agreed.  

COMPREHENSIVE TRAVEL INSURANCE
For your own protection Incentevents Ltd asks that all clients are fully insured for your tour and travel arrangements. If you have arranged your own insurance please confirm policy details to Incentevents Ltd. If you do not have insurance Incentevents Ltd will be happy advice and a quotation for comprehensive travel insurance  

FIXTURES AND EVENTS
Arrangements for tours are often made many months in advance. Whist the Company will always endeavour to satisfy the tour itinerary, Incentevents Ltd will not be liable for any change of plans or alterations to the tour itinerary caused by factors beyond its control including (but not limited to) cancellation of an event or fixture ( not limited to sports events  or fixtures ), the adverse weather conditions, political unrest, acts of terrorism, disruption of scheduled transport services, strike, Civil Aviation Authority, local authority or police restrictions.  

FLIGHT AND CHECK-IN TIMES
Indicative flight times and check-in times are shown on the website but please note these are subject to change and are for guidance only. Actual flight times will be shown on your flight tickets. We advise that you must check your flight times when you receive your tickets.  

BAGGAGE ALLOWANCE
Your flight tickets will show your baggage allowance. If you require any further information on baggage allowance please contact the airline.  

CANCELLATION CHARGES
All cancellations of group of individual tour member must be made in writing by the tour organiser and sent to Incentevents Ltd at the address below. On each booking form for each tour we offer we indicate the cancellation charges particular to that tour.   If Incentevents Ltd is unable to provide the reserved tour arrangements the Incentevents Ltd will notify the Customer as soon as possible. Following cancellation by the you as the client or Incentevents Ltd the client can either have a refund of all monies paid or accept an offer of alternative travel arrangements of equivalent standard from Incentevents Ltd, if available, or a choice of specified travel arrangements of a lower standard to those booked together with a refund of the difference in price.      

TOURS
All tours are operated subject to a minimum number of participants and if there is insufficient demand for any tour offered the Company reserves the right to cancel the reservation without further liability and refund to the Customer any monies paid to the Company.  

AIRLINE
The Company books flights in good faith but has no direct control over the manner in which these services are provided and it therefore accepts no liability for airline schedule changes and any consequences resulting there from.  

PRICES AND SURCHARGES
Prices in the Incentevents Ltd brochure, on the website or quoted to you are correct at the time of publication. Incentevents Ltd reserves the right to change these prices due to increases in costs of products or services. We will however absorb up to 2% of any increase in price of the tour and will not impose surcharges less than 2 weeks before tour departure.  

COMPLAINTS
Incentevents Ltd try to ensure that we exceed your expectations in every area of your tour arrangements, however if you have any suggestions or even a complaint please do inform us in writing at the end of your tour. If your problem is whilst you are on tour then please bring it up with the Incentevents representative or directly with the agent or supplier (coach company, hotel manager etc). 

PASSPORTS, VISA’S, INSURANCE AND HEALTH REQUIREMENTS
As our client it is your responsibility to ensure you have the appropriate documentation required to travel. This includes passports, Visa’s if required, EHIC (E111 equivalent) plus any insurance documentation amongst others. Please leave at least 10 weeks to obtain all these documents. Any specific requirements regarding Passport, Visa, Insurance or Health is appropriate to a particular tour will be made available on the tour summary details. Please mention at time of enquiry whether any members of your group have any special needs or requirements including physical, dietary or any other. You should contact a doctor if you are in doubt about your fitness to travel. For more advice visit www.fco.gov.uk and visit your local Post Office to obtain a copy of ‘Health Advice for Travellers’. 

BEHAVIOUR
In signing the booking form you, the tour organiser, accept responsibility for the behaviour of yourself and your touring party for the duration of the tour. If the behaviour of any of your tour party is deemed unacceptable by Incentevents Ltd staff, suppliers or agents we reserve the right to terminate your tour without refund. Incentevents Ltd will be entitled to recover from the touring party the costs of any damage or loss to Incentevents Ltd or our suppliers and agents, caused by the group.    


Our liabilities

In operating as a Conference and Event Organisor, Tour Operator or Travel Agent Incentevents Ltd hold Liability and Professional Indemnity Insurance effected through Vantage. Details of the policy are available on request.    

PRIVACY POLICY IntroductionThis Privacy Policy ("Policy") explains in general terms how Incentevents ltd protects the privacy of your personal information.
We are firmly committed to protecting the privacy and confidentiality of personal information and maintain robust physical, electronic and procedural safeguards to protect personal information in our care.
What is personal information?
Personal information is information or an opinion, in any form (whether true or not) about an individual whose identity is apparent or can reasonably be ascertained from the information or opinion.How do we collect personal information?
Where practical we will collect personal information directly from you. Generally this will be collected by us when you deal with us either in person, by telephone, letter, facsimile, email or when you visit our website. We may request information about you when you purchase or make enquires about our products and services; when you enter competitions, register for promotions or when you request brochures or other information.
 We may also collect information when we invite you to complete surveys or provide us with feedback.
What personal information do we collect?
Generally, the type of personal information we collect about you is the information that is needed to facilitate your travel arrangements and bookings and to provide travel services and products to you. For example, we may collect details such as your name, mailing address, telephone number, email address, credit card number and expiry date, passport details, dietary requirements (if any) and health issues relevant to your travel arrangements.
We also collect information that is required for use in the business activities of Incenteventsltd , including for example, financial details necessary in order to process various transactions and any other information you may elect to provide to us.We are required by law to obtain your consent to the collection of sensitive information.
We will assume that you have consented to the collection of all information which is provided to us for use in accordance with this Policy, unless you tell us otherwise.How do we use personal information?We will use your personal information to provide you with travel and travel related products and services.We may use and disclose your personal information for the purposes for which it was collected, or for a related or ancillary purpose such as any one or more of the following purposes: Identification of fraud or error; Regulatory reporting and compliance; Developing, improving and marketing our products and services; Servicing our relationship with you by, among other things, providing updates on promotions and services we think may interest you or to involve you in market research and Internal accounting and administration.
Is the information disclosed to third parties?
We may disclose your personal information: as permitted or required by law; to various regulatory bodies and law enforcement officials and agencies to protect against fraud and for related security purposes; to our third party service providers as well as to our related entities; to third parties such as hotels, transfer companies and other service providers for the purpose for which the information was collected or for a related purpose, for example to facilitate and process your travel arrangements. Where we engage third party contractors to perform services for us those third party contractors may be required to handle your personal information. Under these circumstances those third party contractors must safeguard this information and must only use it for the purposes for which it was supplied, although we are not responsible for ensuring this.Other than the above, we will not disclose your personal information without your consent unless disclosure is either necessary to prevent a threat to life or health, authorised or required by law, reasonably necessary to enforce the law or necessary to investigate a suspected unlawful activity.
Trans-Border data flows
In providing our services to you it may be necessary for us to forward personal information to relevant overseas third party service providers. Please let us know if you have any objections to such transfers.Security of informationIncentevents Ltd has implemented appropriate physical, electronic and managerial security procedures in order to protect personal information from loss, misuse, alteration or destruction.Incentevents Ltd reviews security and encryption technologies and will strive to protect information to the fullest extent possible.Access and correction of personal information
Under the Act you have a right of access to the personal information we hold about you.
 If you wish to exercise this right, please submit a Data Subject Access Request in writing to:Incentevents ltd Unit 1 Stanmor House Cattell Road Warwick CV34 4JQ
 Requests by telephone, fax, or e-mail cannot be accepted.
Opt-out
Should you no longer wish to receive information on direct mail promotions and services we think may be of interest to you or participate in market research, kindly advise by writing or to  info@incentevents.co.uk
Use of Cookies
A cookie is a small piece of text that is placed within the memory of a computer and can be later retrieved by web page servers. We use cookies to enhance your interaction and convenience with our website and do not use cookies to record any personal information.Linked SitesIncentevents Ltd has partnered with reputable third parties to offer our site visitors a variety of products and services. This means that our website may contain links to, or framing of, external web sites. Although we only work with reputable third parties, our business partners may have different privacy policies and practices than us. We are not responsible for the privacy practices or the content of such sites and therefore, make no warranties and accept no liability in relation to material contained on these. We encourage you to read the privacy statements of any linked or framed web site before submitting any personal information.Feedback / ComplaintsWe welcome your inquiries or comments about our Policy. Should you have any comments or complaints please contact us here
Changes to our PolicyFrom time to time it may be necessary for us to review and revise this Policy. We reserve the right to change our Policy at any time, should this occur the amendment would be posted on our website.

General

This Agreement and its performance shall be governed by the laws of England and Wales or if you are resident in Scotland, Scots law. You consent and submit to the exclusive jurisdiction of the courts of England and Wales or if you are resident in Scotland, the Scottish courts in all questions and controversies arising out of your use of the site and this Agreement. If you are resident in another member state of the European Union then the law of that member state and the jurisdiction of its courts may apply. If you wish to transfer the travel services to another person this may be permitted by the relevant supplier's terms and conditions, please contact us should you need to find out any further information in this respect. In the event that any provision in these terms and conditions is determined to be unenforceable or invalid, such provision shall nonetheless be enforced to the fullest extent permitted by applicable law, and such determination shall not affect the validity and enforceability of any other remaining provisions.