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BOOKING TERMS AND CONDITIONS
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Last updated: September 20, 2024
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Our The Women Travel Co travel products ("Experiences") are governed by the following Terms & Conditions ("Terms"). By booking an Experience and placing a deposit, you acknowledge and agree to these Terms.
(We’ve done our best to translate these Terms into plain English. We have even provided a summary of each provision, and why it is important to you and to us, even though each provision must be read in its entirety and controls in the event there is ambiguity. Should you have any questions, just let us know. Like everything we do, we want to be transparent and fair.)
Welcome to one of our upcoming women-only small group tours! Before you embark on your journey, please take note of the following Terms and Conditions.
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It is important that you read and understand our Terms and Conditions and how they may affect your trip. If you have any questions or need clarification, feel free to reach out to us at hello@thewomentravelco.com.
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This agreement supersedes any previous oral or written communications, representations, or agreements between the parties involved. It applies to all trips organized by The Women Travel Co and sold through this website.
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YOUR CONTRACT IS WITH Aina Mediavilla Osan, trading as The Women Travel Co., located in Calle Carroç 23, 080017 Barcelona, Spain.
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ARRANGEMENTS:
1. To ensure a personalized and intimate experience, our trips require a minimum number of guests, which will be at least 4 people. However, this minimum number will be determined by the nature of the trip and its conditions. Only when we reach this minimum number will your trip be confirmed, which will be no later than 30 days prior to departure.
2. If we cancel the trip before this date, a full refund will be issued, excluding any bank charges. In the event of rescheduling, you can allocate any payments made to secure a spot on the new trip dates.
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3. We advise against booking flights until the trip has been confirmed unless is fully refundable and/or flexible. Please note that we cannot offer compensation for travel arrangements made before confirmation.
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4. Any additional time spent in the destination outside the tour's scheduled start and end date is at your own expense.
If you arrive earlier or depart later than our designated check-in/transfer arrangements (if available), we can provide assistance at an additional cost.
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5. Please note that if a trip is priced in a different currency than your own or if we provide estimated amounts in your local currency, fluctuations in currency exchange rates may affect the final converted price. We would like to emphasize that we have no control over global currency fluctuations, and it is your responsibility to monitor this. Payments should be made in the currency specified on the trip page.
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1. RELEASE AND ASSUMPTION OF RISK
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Travel involves risks that cannot be fully eliminated. We take pride in the locations we choose, the partners we collaborate with, and the Experiences we craft for you. However, you acknowledge that both domestic and international travel can be unpredictable, and our responsibilities are limited as outlined in these Terms.
Despite our careful selection of locations and partners, we cannot guarantee safety or reduced risk. This means that while we commit to transparency regarding the destinations and partners, we also expect you to take responsibility for your own safety and well-being.
By booking an Experience and paying a deposit, you recognize that Experiences may:
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Involve risks and inherent dangers related to travel.
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Take place in locations where housing, transport, safety, hygiene, and medical facilities may not meet your usual standards.
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Include various activities, risks, and hazards such as different forms of travel, living conditions, foods, lodging, exploration of unfamiliar or foreign locations, cultural interactions, limited medical care, and varying weather conditions.
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Occur in areas with higher rates of crime than you may be accustomed to.
By booking an Experience and paying a deposit, you accept these risks and agree to hold harmless The Women Travel Co and its affiliates from any liability, actions, claims, and demands arising from or related to the Experiences.
These Terms serve as a release and assumption of risk for you, your heirs, and any executors or administrators. Additional releases, waivers, limitations of liability, or assumptions of risk you may sign are supplementary to these Terms.
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2. HEALTH AND MEDICAL
Medical care varies across the globe. While we will assist in any medical situation, you are responsible for informing us of any potential health issues. You must obtain travel medical insurance due to the high costs of medical care.
Experiences may occur in remote locations with limited access to medical facilities. Medical standards may differ from what you are used to. If you have any medical conditions or disabilities, please inform us in advance so we can make appropriate accommodations.
By booking an Experience, you acknowledge that:
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Experiences may occur in remote or isolated locations with limited access to medical care.
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Medical facilities and standards of care may differ from what you are accustomed to, and The Women Travel Co makes no warranties regarding medical facilities or standards of care.
You accept these medical risks and agree to hold harmless The Women Travel Co and its affiliates from any liability arising from medical issues during the Experiences. You are responsible for all costs of medical care provided during the Experience.
Some Experiences may require a certain level of fitness. By booking an Experience and placing a deposit, you affirm that you:
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Are in good health to participate in the Experience.
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Have not been advised by a medical professional against traveling or participating in similar activities.
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Have no physical or mental condition that would create a hazard for yourself or others.
If you have any concerns, please inform us so we can work together on a solution. We may require a medical certificate, which will be treated confidentially. We rely on you to provide accurate information.
The Women Travel Co reserves the right to refuse or cancel any booking if a medical condition would pose a hazard to you or others, or for any other legal reason.
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3. BOOKING PAYMENT
Prompt payment is essential for us and our partners. Timely payments allow us to secure the best accommodations and ensure partner availability. Full payment is due at least sixty days before the Experience start date.
For bookings more than 75 days before the start date, a non-refundable deposit of 20% of the Experience price is required at booking. The remaining 80% is due no later than 75 days before the start date.
We reserve the right to cancel bookings without refund if payments are not made on time.
For bookings made 75 days or less prior to the start date, full payment is required at booking and is non-refundable
All bookings are made with The Women Travel Co, though we may work with agents and third-party suppliers.
4. REQUIRED DOCUMENTS
Certain documents are needed for each Experience. While we can help identify these, it is ultimately your responsibility to gather them.
You must have a valid passport and, depending on your departure location and destination, a visa, permits, certificates, and proof of vaccinations. These requirements are your responsibility, and any advice from The Women Travel Co is purely advisory. We are not responsible for any errors or omissions.
Proof of insurance (as discussed in Section 12) is required at least 45 days before the start date or one week after booking, whichever is later. Failure to provide these documents may result in booking cancellation without refund.
We strongly advise purchasing travel insurance at the same time as booking your flight and never before the trip has been confirmed.
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5. CANCELLATION & CHANGES
Bookings with The Women Travel Co are non-refundable, and any amendments must be made at least 75 days before your trip's Start Date. Our partners make extensive preparations for each traveler and depend on our confirmations to sustain their businesses. Therefore, once your attendance is confirmed, cancellations are not permissible. Similarly, changes to your booking cannot be accommodated fewer than 75 days before the Start Date. This is why we require travel insurance, which has proven beneficial for many of our travelers.
However, we understand that life can be unpredictable. For any reason, with at least 75 days' notice, you may change your original small group itinerary to a different trip at no cost. You can either choose a new itinerary at the time of canceling your original trip or accept a trip credit equal to the amount paid to-date, which will expire one year from the cancellation date. Should you decide to change your trip itinerary again (provided it is more than 75 days before the rescheduled trip), there will be a $500 change fee. Note that we cannot reschedule any itinerary or credit any purchase with fewer than 75 days' notice.
While The Women Travel Co does not anticipate needing to cancel or change the Start Date, if it happens for any reason other than Force Majeure (explained in Section 10), you will receive a full refund of the amount paid. The Women Travel Co is not obligated to provide refunds if cancellations or date changes occur due to a Force Majeure Event.
The Women Travel Co strives to offer the best Experience. We reserve the right to alter any itinerary in progress or service at any time without penalty.
We also reserve the right to decline or cancel your booking at our discretion or upon discovering a breach of the representations, warranties, terms, or conditions of this Agreement.
Under no circumstances is The Women Travel Co liable for costs, fees, or losses associated with your travel to or from the Experience due to cancellation or changes in your itinerary. We require you to obtain travel insurance coverage for trip cancellation, interruption, and curtailment.
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We reserve the right to cancel tours with insufficient participant interest. We will notify you of any cancellation due to this reason no later than 30 days before departure. However, please note that we cannot be held responsible for any personal expenses, such as airline tickets, resulting from changes in itineraries or tour cancellations before your tour is confirmed. We strongly advise against purchasing flights until the trip is confirmed unless such flights are 100% refundable and/or changeable.
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If you are unable to make the trip, you have the option to transfer it to someone of your choice, provided that it is done in writing and no later than 1 month prior to departure. In this case, any payments you have made will be transferred to the new guest, who will be responsible for the remaining payments.
It will be your responsibility to settle any payments already made with the new guest. Please note that if flights have already been purchased under your name, they will not be transferred to your replacement, and they will need to make separate arrangements for these flights.
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6. UNUSED SERVICES
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Life happens, and we understand that plans can change. However, because our partners rely on each booking, we cannot offer discounts or refunds for missed or unused Experiences. Travel insurance is required to mitigate this risk.
Issues such as late flights, last-minute changes, sickness, or unforeseen events may arise. When these conflicts affect an Experience, The Women Travel Co is not obligated to alter any itinerary or suspend, change, or postpone any Experience; nor can we offer discounts or refunds. We strongly recommend obtaining travel insurance to minimize this risk, as it has proven useful for many of our past travelers. The provider of this insurance is up to you, but purchasing it is mandatory.
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7. LIMITS ON RESPONSIBILITY
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Travel-related costs are your responsibility. While we can provide an estimate of what some of these costs might be, we cannot cover them for you.
You are responsible for booking, paying, and arranging travel to and from the Experience. If The Women Travel Co cancels or changes the Experience, it may result in change fees or other related costs for you. Travel insurance can help you avoid such fees for trip cancellation, interruption, and curtailment.
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8. CULTURAL DIFFERENCES, DRUG, & ALCOHOL POLICY
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The countries we visit may have different laws regarding drinking and drug use compared to your home country. For the safety of our travelers and partners, we require that you act responsibly and safely. If we determine, at our sole discretion, that you are endangering yourself or others, we reserve the right to terminate your Experience without a refund.
You acknowledge that traveling abroad may expose you to unique and different situations. These may include cultural and social interactions, such as food, drink, attire, and local laws. While The Women Travel Co provides guidance regarding these differences, it is your responsibility to research and act responsibly while traveling.
The Women Travel Co does not tolerate drug use of any kind during Experiences and requires responsible alcohol consumption for the safety of our partners and other travelers. Compliance with the laws of all countries visited is mandatory. Failure to abide by this policy may result in immediate termination of your Experience without a refund or other liability on the part of The Women Travel Co.
This policy ensures the safety of our travelers, fellow travelers, and partners. Although we encourage involvement in local culture, safety is our top priority.
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9. AUTHORITY DURING EXPERIENCES
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The Women Travel Co meticulously curates each Experience. We are well-acquainted with our partners and locations, and it is crucial for you to comply with our requests.
You agree to abide by the authority of the trip leader or other representatives of The Women Travel Co at all times. Should you fail to do so, or if, in the opinion of the trip leader or other representatives, you endanger, distress, or annoy others, we may immediately terminate your Experience without a refund or other liability.
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10. FORCE MAJEURE
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Occasionally, life (and nature) disrupts our plans. Legal professionals refer to these events as "Force Majeure." In the context of such events, The Women Travel Co is not responsible for performing its obligations and will not be liable for any resulting damages.
If any action by The Women Travel Co is delayed or canceled due to a Force Majeure Event, The Women Travel Co has not breached this agreement and is not responsible for any damage you may incur. Specifically, a "Force Majeure Event" includes, but is not limited to, natural disasters, terrorist activities, insurrection, explosion, flood, earthquake, tempest, forceful wind, fire, war (declared or undeclared), sabotage, civil disturbance, labor strikes, pandemics, government intervention, weather conditions, and unforeseen circumstances.
If The Women Travel Co or any vendor, supplier, or third party engaged by The Women Travel Co is affected by a Force Majeure Event, The Women Travel Co may, in its sole discretion, vary or cancel any itinerary or arrangement related to the Experience without any obligation or liability.
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11. INSURANCE
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We require travelers to obtain certain types of travel insurance while traveling with The Women Travel Co. This requirement is not for our benefit but to ensure you have peace of mind and a safe, enjoyable experience abroad. If you have questions about these requirements, we’re happy to discuss them with you.
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You must obtain travel insurance that covers personal injury, medical expenses, repatriation, and evacuation while traveling with The Women Travel Co. We require proof of insurance and adequate coverage as specified in Section 4 above. We also strongly recommend additional coverage for trip cancellation, interruption, curtailment, and personal property.
You are responsible for understanding the details of your travel insurance policy and ensuring it covers all activities (both included and optional) listed in your trip itinerary. Ensure there are no exclusion clauses that limit your coverage. Verification of the limits and terms of your insurance policies is solely your responsibility to meet The Women Travel Co's requirements.
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The Women Travel Co is not liable for loss, theft, or damage to baggage or personal effects; nor are damaged, lost, or stolen personal belongings subject to reimbursement by The Women Travel Co. Under no circumstances is The Women Travel Co liable for loss or damage of valuables left in or on facilities used by The Women Travel Co, including but not limited to hotels, campsites, homestays, vessels, vehicles, or any other location.
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12. SUPPLIERS CONDITIONS
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Sometimes, The Women Travel Co collaborates with other companies to craft our Experiences. While we strive to ensure safe journeys for our travelers, we cannot control the actions of these third-party companies.
The Women Travel Co acts as an agent for transport companies, hotels, and other partners and contractors (“Suppliers”) and is not responsible for any injury, damage, loss, delay, or irregularity that may occur when using the products, services, or accommodations of a Supplier. This includes negligence, recklessness, omission, oversight, inaction, or other faults of a Supplier, such as defects in a vehicle, acts of God, detention, delays or expenses arising from quarantine, strike, riots, theft, civil disturbance, government restriction or regulation, and accidents involving aircraft, boats, bicycles, motor vehicles, or any other form of transport, or in any hotel, guest house, hostel, or other accommodation.
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The quality of products, services, and accommodations organized by The Women Travel Co may be influenced by local conditions and are not within our control. You release The Women Travel Co from all claims and causes of action arising from any damage, loss of enjoyment, inconvenience, or injuries related to the quality of such products, accommodations, and services.
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Airlines, railways, car services, shipping companies, hotels, and other common carriers and suppliers have their own booking conditions or conditions of carriage, which you will be bound by. 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. The Women Travel Co’s liability is limited to and shall not exceed that of its Suppliers. You agree that if you recover for any damages from the Suppliers, you will not seek any recovery for the same damages from The Women Travel Co.
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13. OPTIONAL ACTIVITIES
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We work hard to curate special events for each Experience, but there will be time for you to explore other activities outside of those we have curated. You agree that The Women Travel Co is not responsible for any such activities.
You may have opportunities for activities outside of The Women Travel Co's Experience. We do not endorse or sponsor such activities and make no representations about their safety or quality or the standard of the independent operators running them.
The Women Travel Co is not responsible for your safety should you decide to enter into such optional activities. If you decide to participate in optional activities, you assume full responsibility for any risks involved. Paragraph 1, Release & Assumption of Risk, will apply to any optional activities.
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14. PHOTOGRAPHY & IMAGES RELEASE
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We may hire a photographer to capture special moments from the Experience. You agree that we have your permission to use any such moments in our marketing material or for other related commercial uses.
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The Women Travel Co may hire a photographer or videographer for the Experience. The photographer will own the rights to any images, photos, and videos (“Content”) that they take or create during the Experience. Because the photographer will own the rights to all Content, you cannot sell any Content or otherwise use it commercially. You may use Content for personal use only. If you post Content, including but not limited to a website or social media, you agree to credit the photographer by name and a copyright notation.
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You agree that The Women Travel Co and its agents, suppliers, vendors, and similar third parties, including photographers, have a worldwide, royalty-free, perpetual license to use, reuse, distribute, display, create derivative works of, and reproduce any images, photos, or videos (whether directly or through a photo-sharing service) in any medium, including but not limited to print, electronic media, or Internet, free of charge and without the right to inspection, for any purpose, including to promote and publicize The Women Travel Co’s travel products and services worldwide.
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You also acknowledge and agree that The Women Travel Co or other parties, including but not limited to the photographer and other participants in your Experience, may take or create images, photos, and videos in any format that contain or feature you. These images may contain your name, likeness, identity, photographic image, videographic image, or oral or recorded statements. You agree that The Women Travel Co may use these materials for any purpose, including to promote and publicize The Women Travel Co’s travel products and services, and hereby grant The Women Travel Co a perpetual, royalty-free, worldwide, irrevocable license to use such images without prior inspection.
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15. COMPLAINTS & CLAIMS
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Due to the nature of our partnerships and foreign travel, we will work hard to address any issues that arise during an Experience. We value your feedback and want to ensure we provide the kind of positive, safe Experience our travelers have come to expect.
If you wish to make a claim, submit a complaint, or request compensation for any reason, you agree to do so via email (hello@thewomentravelco.com) within 30 days of the Experience’s completion. Any and all supporting documentation must accompany the email. Only claims or complaints received by The Women Travel Co within this timeframe will be considered.
If any issues or questions arise during the Experience, you agree to promptly notify the trip leader or The Women Travel Co representative.
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16. SEVERABILITY
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In the event that any term or condition contained in these Terms is held to be unenforceable or void by operation of law or as being against public policy or for any other reason, such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to the extent necessary to allow all remaining terms and conditions in these Terms to survive and continue as binding.
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17. SUCCESSORS & ASSIGNS
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This Agreement will be to the benefit of and be binding upon The Women Travel Co, you, and both parties’ respective heirs, legal personal representatives, successors, and assigns.
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18. ENTIRE AGREEMENT
This is the entire agreement between The Women Travel Co and you as to any and all bookings, reservations, Experiences, trips, or transactions made with The Women Travel Co, and constitutes a binding agreement. You agree that there are no verbal or written representations, warranties, collateral agreements, or terms or conditions other than as expressed in these Terms.
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19. APPLICABLE LAW AND CHOICE OF FORUM
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This Agreement shall be governed by, and construed in accordance with, the laws of the Spain without regard to applicable conflict of law provisions.
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