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Terms and Conditions

Article 1: Introduction

These terms and conditions apply to all tours organized by The Time Travel Company bvba (Registered number VAT: BE 0509952853), whose registered office is at 45, Hendrik I lei 1800 Vilvoorde, BELGIUM.

Your contract incorporates these terms and conditions and by making a booking with us you confirm your acceptance of these terms and conditions to the exclusion of any other terms and conditions which you may seek to apply to the contract.

In these terms and conditions:

Ø  "we” or "us” or "our” means The Time Travel Company bvba.

Ø "you” means the person making the booking and includes all persons included on the particular booking who will be required to acknowledge receipt and acceptance of these terms and conditions.

Ø "Participant” includes you and any other person taking part in the tour.

 Article 2: General information

§1.   Additional information about your travel is available on our website at www.thetimetravelcompany.com:

·       general information on passport and visa requirements,

·       availability of tours,

·       cancellation and/or travel insurance,

·       health requirements necessary for the tour,

·       accommodation quality and reviews,

·       the general and special conditions applicable to the contract,

·       timetables, stops and connections,

·       contact details of our local representatives or local authorities that can assist you,

·       ...

§2.  You agree to provide all requested information that may reasonably affect the course of the journey (see also Article 8 below). If you do not provide correct information that would lead to additional costs, these costs will be charged to you.


Article 3: Our Tour Packages

On the day of arrival, the tour package covers the hotel accommodations in Brussels (the transfer from the airport to the hotel and the dinner are not included) 

During the tour, most tour packages cover hotel accommodations, three meals a day (as per the itinerary including one glass of wine, beer or soft-drink), gratuities, taxes, ground transportation, entrance fees, tastings, sightseeing and guiding services as described in each program. The airport drop-off on the last day is also included. Unless otherwise stated.

Our tour package prices are per person and based on double occupancy. There is an additional charge on the total booking fee for a single traveller.

Airline tickets to and from final destination, transfer from the airport to the hotel in Brussels and the dinner on the day of arrival, extra drinks, mini-bar, Pay-TV, porterage, etc. are not included in your tour package. We recommend you purchase refundable airline tickets in case a tour is to be cancelled or the date is modified.

All other extras whatsoever must be settled by the sole customer in any currency in use at the place and time of payment.

All passports, visas and other travel documents required for your tour are your sole responsibility (see also Article 8 below). You are strongly advised to check for all legal requirements for travelling, such as visa requirements, emigration, customs and health before booking your tour.

Article 4: Booking and payment

§1.   Your Reservation

1.     When you make a booking, we will provisionally reserve your tour on the basis of these terms and conditions. A binding contract between us will come into existence only when we have received your deposit (or if applicable, full payment) and send our Confirmation Invoice electronically to you. Prior to doing so, we may send you an acknowledgement of receipt of the deposit. Any such acknowledgement simply indicates that we are dealing with the booking and is not a confirmation of it.

2.   Please check the Confirmation Invoice together with all other documents we send you as soon as you receive them. Contact us immediately if any information which appears on the Confirmation Invoice or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes later. We regret we cannot accept any responsibility if we are not notified of any inaccuracies in any document within ten days of our sending it out. Whilst we will do our best to rectify any inaccuracies notified outside these time limits, you will be responsible for any costs and expenses involved in doing so except where we made the mistake and there is good reason why you did not contact us within the above time limits.

§2.   Our price policy, payment terms and surcharges

1.   We reserve the right to alter prices shown in any of our brochures or on our website or in any literature that we send to you and we will inform you of any price changes prior to the issue of our Confirmation Invoice. Once our Confirmation Invoice has been issued then, save in the case of manifest error, any price changes may only be made in accordance with the remaining provisions of these terms and conditions and we particularly draw your attention to Article 4 §2.4 below in relation to surcharges

2.  Deposits are 30% of the total cost. Deposits are payable at the time of booking. The balance of the total price must be paid at least 60 days prior to the tour commencing. You will not be confirmed on the tour until we receive the relevant deposit and if the balance is not paid by the due date then we shall have the right to cancel your booking and retain any deposit.

3.   Payment of deposits and final payments can (unless otherwise advised) be made by online payment only using an online broker such as PayPal™ and is payable to "The Time Travel Company bvba”.

4.    Changes in transportation costs (including the cost of fuel) duties, taxes, fees, exchange rates or supplier costs mean that we reserve the right to alter the price of your tour even after the issue of our Confirmation Invoice. No alteration shall be made to the price of your tour within 30 days of the tour commencing. We will absorb these costs and you will not be charged for any increase equivalent to 2% or less of the total price of your tour (excluding any amendment charges). You will be charged for the amount over and above that. If this means that you have to pay an increase of more than 10% of the total price of your tour (excluding any amendment charges), you will have the option of either:

a.    accepting a change to an alternative tour if we are able to offer it. If any alternative tour arrangements are of higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price, or

b.   cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days of receiving details of our surcharges

 

Article 5: Changes and cancellation

§1.   If we change your arrangements before departure

1.   We hope and expect to be able to provide you with all the services we have confirmed to you. However given the nature of our tours and their locations, you are expected to be flexible and accommodate the possibility of alternative arrangements having to be made, even at the last minute and without prior notice. Please note that any published outline itineraries are a guide only, do not form a contractual obligation on us, and may be subject to change. In the vast majority of cases any changes will be regarded by us as minor changes. However, if we consider them a "Significant Change” we will endeavour to advise you as soon as reasonably possible. A Significant Change includes, purely by way of example, a significant change of destination arising otherwise than as a result of circumstances beyond our control.

2.     In the case of a Significant Change before your departure we will provide you with three alternatives:

a.     alternative arrangements of equivalent or of very closely similar standard and price, if available, or

b.     alternative arrangements of a lower standard together with a refund of the difference in price; or

c.     cancel your tour with a full refund of all monies paid.

§2.  If we cancel your arrangements

1.    In the unlikely event we need to cancel arrangements we will tell you as soon as possible. However we will not cancel your arrangements less than 30 days before the tour commences unless it is for a reason outside our control as provided in Article 5 §2.3 below. If we have to cancel your tour arrangements we will provide you with three alternatives:

a.     alternative arrangements of equivalent or of very closely similar standard and price, if available, or

b.     alternative arrangements of a lower standard together with a refund of the difference in price; or

c.     cancel your tour arrangements with a full refund of all monies paid.

2.    We have the right to cancel your arrangements as a result of your failure to pay your deposit or the balance or any other sum when due or where Article 5 §2.3 below applies.

3.   We regret that some of our tours can only be operated if a sufficient number of people agree to take part and pay all sums due. If there is insufficient demand, we have the right to cancel the tour in question. If we have to do so, we will tell you no later than 30 days prior to the tour commencing. In this situation, you will then have the choice of the options shown in Article 5 §2.1 together with the option, if possible, of the same tour departing on a different date. Where we cancel for lack of numbers in accordance with this Article 5 §2.3, no compensation or other amounts (for example, the cost of any flights) will be payable.

§3. Changes due to circumstances beyond our control

We will not be liable to pay any compensation if we are forced to cancel or in any way change your tour arrangements as a result of unusual or unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even with all due care. These include unavoidable technical problems with transport, war or threat of war, civil strife, industrial disputes, natural disaster, bad weather, epidemic, terrorist activity, etc.

§4.  If you change your booking

1.    If you want to change your tour in any way you must inform us in writing as soon as possible. We will try to help you, although we cannot guarantee that we will always be able to do this as changes are subject to availability at the time.

2.    Where we can make a change, we will charge for any additional services, facilities, or other items changed, at the price which applies on the day the change is made.

In addition, we will also apply an administration charge for each item you want to change (per change and per person):

    • Request for change received less than 90 days prior to tour commencing: 200€ ex VAT
    • Request for change received more than 90 days prior to tour commencing: 100€ ex VAT

Any further costs we incur, for example with our suppliers, in making any change will also be charged.

§5.  If you cancel your booking

1.   If you wish to cancel your tour in any way you must inform us in writing as soon as possible. Unless notice of cancellation is received prior to the issue of our Confirmation Invoice, we will levy a cancellation charge as described in Article 6 below. These charges are based on the estimated cost of cancelling your arrangements and the expenses and losses we are likely to suffer.

2.   If you are unable to take part in the tour, you may be able to transfer your place to someone else suggested by you and acceptable to us subject to the following:

a.    You must write to us with full details of who you would like to go instead. We must receive this information at least 14 days before departure.

b.    If the change can be made, you will have to pay an amendment fee of €200 together with any extra costs we incur or are asked to pay in order to make the change.

c.    Anyone who takes part in the tour instead of you must agree to these terms and conditions. 

Article 6: Cancellation charges

Due to the extensive organization of our tours, involving many third parties, a cancellation fee is applicable to all tours from the moment a booking is confirmed.

Once we receive your notice of cancellation, the following cancellation charges will be assessed for all customer cancellations received prior to the tour departure up to the scheduled time of the tour departure.

The following charges will apply to cancellation received as follows:

Ø   Over 90 calendar days prior to the tour departure: deposit refund minus a cancellation fee of €200. This administration fee can be converted to a future tour credit redeemable on bookings made up to 12 months after cancellation;

Ø   90 to 61 calendar days prior the tour departure: 30% of fare paid;

Ø   60 to 31 calendar days prior the tour departure: 50% of fare paid;

Ø   30 to 0 calendar days before the tour departure: 100% of fare paid.

Once the tour has started, there will be no refund for participants who do not complete the tour or for portions of the tour not taken, whatever the reasons may be. In this case, we can charge you with the costs set out by us.

Article 7: Limitation of our liability to you

§1.   Our liability to you, except in cases involving death, injury or illness, shall be limited to a maximum of the cost payable to us by you for your place on the tour.

§2.   Should you suffer illness, personal injury or death attributable to a third party unconnected with the provision of the services, or as a result of failures due to 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, we will offer you such advice, guidance and assistance as is reasonable in the circumstances.

§3.   Our liability will also be limited in accordance with any relevant international convention in relation to the provision of travel or accommodation services which are incorporated into and form part of your contract with us and we are to be regarded as having all the benefit of any limitation of compensation contained in such conventions.

§4.   Unless otherwise expressly indicated by us in writing, excursions or other tours that you may choose to book or pay for whilst on the tour and which are not included in the price of the tour are not part of the tour arrangements provided by us. For any such excursion or other tour that you may book, the contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of such excursions or tours or for anything that happens during the course of its provision by the operator even if a member of our staff accompanies the relevant tour or excursion.

§5.  The provisions of Articles 7 §1 to §4 inclusive are in addition to any other limitation of liability contained in these Terms and Conditions

§6.  Nothing in these Terms and Conditions affect any statutory rights that you may have under the relevant jurisdiction applicable, pursuant to Article 13.

  

Article 8: Your responsibilities

§1.   Special requests

If you have a special request (including dietary requirements), we will do our best to help, but we cannot guarantee it, except as set out below. We promise to comply with any special request which we have specifically agreed to and confirmed in writing. General confirmation that a special request has been noted or passed on to the supplier or the inclusion of a special request on your Confirmation Invoice or on the acknowledgement of your booking or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed in writing all special requests are subject to availability. If any additional cost is applicable, it will either be invoiced to you prior to departure or should be paid for locally.

§2.   Documentation

You are responsible for ensuring that you satisfy all passport, visa, travel insurance and health certificate requirements and we accept no responsibility for any refusal of travel or entry into any destination or for any liabilities, losses, delays or expenses incurred through any irregularity in such documentation. If you have any queries with regard to documentation and insurance requirements you must raise them with us well in advance of the tour commencing. Any information provided by us with regard to travel documentation is given in good faith but without responsibility on our part.

§3.   Health precautions, safety and accommodation

1.    We will provide general advice to you as to what vaccinations and other health precautions are usually required for your destination or activity. It is your responsibility to verify such advice with appropriately qualified medical personnel and that you have received any necessary or advisory vaccinations or medication. We reserve the right to require you to produce evidence of such vaccinations or medication and may cancel, without payment of compensation, your place on the tour if any such vaccinations or medication have not been obtained. It is your responsibility to ensure that you take any necessary medication whether before, during or after the tour. Any health information provided by us is provided in good faith but will only be a general overview of any health hazards and requirements for the tour. In the circumstances any such advice given by us should not be regarded as a substitute for specific and detailed medical advice for you and you should raise any particular concerns with your own doctor.

2.  Our tours involve some strenuous activity in remote regions and it is your responsibility to ensure that you have the necessary level of fitness and health to complete the tour. You may be required to complete a Medical Declaration form and full particulars must be given of any previous or existing conditions that may affect your ability to complete the tour. You may be required to authorize disclosure by us of any such conditions to any medical personnel that we or our suppliers may use in connection with the tour or whilst on the tour. We reserve the right at any time to require you to produce medical evidence of your ability to complete the tour. We reserve the right to cancel your place on or to leave the tour, even if the tour has already commenced, and without repayment of any sums paid or other compensation, should any information on any Medical Declaration form be incorrect.

3.   Whilst on the tour you are required to adhere at all times to the advice and instructions given by staff retained by our suppliers to supply any services which form part of the tour.

4.   If you have any medical condition(s) or special needs that may require treatment or attention or accommodation during the tour, or needing to travel with medical apparatus, including wheelchairs, motorized scooters, oxygen therapy, etc., you must inform us before making a booking (before depositing any money).

5.    Please note that some visited sites may not be suitable for you if you have limited mobility and special arrangements may need to be made at your expense.

6.   We have the right to refuse or revoke passage to anyone who, in our judgement, is in a physical, mental or emotional condition unfit for travel or whose comfort may be compromised due to situations beyond the care that can be provided by us. We will not be liable for any loss, damage or expense occasioned to the customer caused thereby, nor will you be entitled to compensation from us.

7.     We will, under appropriate circumstances, allow you to use special equipment as noted above.

8.     All health, medical or other special personal services provided during the tour will be payable by you.

9.  If you fall ill or suffer an injury or, in our supplier’s opinion, are not able to continue with the tour, we reserve the right, following consultation with you, to require you to either leave the tour entirely or for a period or to not take part in a particular aspect of the tour.

§4.   Insurance

1.  You are advised to be covered by appropriate travel insurance (including medical, air evacuation, rescue and repatriation insurance).

2.  You are responsible for ensuring that all information provided to any insurance company is correct and not misleading and we cannot be responsible for any problems that may arise as a result of any policy of insurance becoming invalid as a result of any error or omission in respect of such information.

3.   Notwithstanding the above, it is your responsibility to ensure that the cover provided is suitable and adequate for the tour and your particular needs.

§5.   Behaviour

1.   Whilst we shall endeavour to provide advice on health, safety and security matters before and whilst on the tour, you must accept that you must behave responsibly in relation to your own safety and security and that of others on the tour.

2.  We are committed to responsible and sustainable tourism. In the circumstances you are expected to respect and obey the laws, culture and customs of the destination country, treat others on the tour and locals with respect and courtesy, observe and obey any instructions, directions, advice, rules and regulations given or imposed by us or those organizing any particular activities.

3.    You will be personally liable for any damages suffered to property or by us or any third party (including loss of business or reputation)

4.   In the event of you failing to comply with the terms of this Article 8 §5, we and our suppliers reserve the right in our absolute discretion to require you to leave the tour if your behaviour falls shorts of the standards expected by us and our suppliers. In such circumstances no compensation of any sort (including the return of any monies paid) shall be payable by us and all rights are reserved by us against you.

§6.    Flights or other travel arrangements to and from the start point

Flights or other travel arrangements to and from the start point of any tour are not included in the costs payable to us and it is your responsibility to arrange flights (if applicable) separately. Any contract in respect of flights or other travel arrangements to and from the start point of the tour will be between you and the relevant supplier, agent or airline. You are required to advise us at least 30 days before the start of the tour how and at what time (e.g. flight numbers etc.) you propose to arrive at the start point for the tour and also update us immediately with any proposed changes. Where we have agreed to supply transfers or "meet and greet” services”, we will endeavour to accommodate any late changes or delays but we cannot guarantee the same and will not be responsible for any losses or additional costs that you may incur as a result of any late changes and/or delays in respect of your arrival at any pick up point and in such circumstances you may be required at your own cost to make your own arrangements to join the tour.

 

Article 9: Luggage policy

§1.  You may bring a reasonable amount of luggage on-board the bus (max 1 suitcases and 1 carry-on per person) to ensure that there is enough space in the bus for everyone. No individual luggage or items heavier than 30 kg (70 lbs.) will be loaded onto or off-loaded our buses.

§2.  The carry-on may not exceed 7 kg (15 lbs.) and must fit in the space under your seat on the bus. Take into account that this space measures 43 cm x 35 cm x 20 cm (17”x 14”x 8”)

§3.  You must pack all luggage in substantial suitcases or trunks, fastened securely with case locks and strapped or roped to give added protection against damage or loss and clearly labelled with your name and address. We shall not be liable for damage to suitcases or luggage items including broken handles, wheels, zippers, fabrics, stains or other protrusions, all of which shall be considered ordinary wear and tear.

§4.   All hand-carried luggage and personal effects are your responsibility at all times. We are not responsible for the loss of and/or damage to your luggage. Luggage insurance is recommended.

§ 5.  Luggage and personnel belongings will be taken off the bus each evening upon debarkation.

§6.   Luggage must only contain clothing and personal effects. We reserve the right to refuse and/or confiscate any items that may be considered dangerous (such as but not limited at explosives, firearms, liquid oxygen, combustible or illegal items).

§7.   For the safety and security of all our guests, we reserve the right to carry out security checks, whether physically, by way of screening, scanning or otherwise, by any servant, agent or independent contractor working for us, on you, your personal belongings and your luggage prior to embarkation and/or at any other time during the tour.

§8.  You agree to submit to such search upon being so requested by any servant, agent or independent contractor working for us. Any failure to cooperate may result in your being denied access to the bus or venue. In these circumstances you will, in no way, be entitled to any refund or compensation.

 

Article 10: If you have a complaint

If you have cause for complaint whilst on the tour, you must bring it to the attention of our staff immediately. They will do their best to rectify the situation. If your complaint is not resolved locally, please follow this up within 30 days of your return home by email to us at support@thetimetravelcompany.com giving all relevant information. If you fail to follow this simple procedure we may not be able to deal with your complaint.

 

 

Article 11: Customer data protection

§1.   All our online transactions are secure. Our booking pages are powered by The eForum eCommerce advanced platform and include the highest encrypted SSL web security available in Europe. All payments will be made through an online broker such as PayPal™, among the most trusted online payment companies in the world.

§2.   Personal customer data are required to guarantee your booking and your visits during the tour. This data is processed confidentially according to the data protection regulations of the European Union.

§3.   We collect and process the following data:

Ø   Information related to the booking process of a tour package which is passed through our website or by email. No cookies are used in the collection of this information. 

Ø   Details of visits to our website including IP addresses, operating systems, locations, browser types/versions and other such communication data. These are statistical data only, not identifying any individual.

§4.   We need to collect these data for the following reasons:

Ø   To provide you with information about our tours when requested;

Ø   To meet our contractual obligations toward our customers;

Ø To enhance our website layout and features;

Ø   To allow you to participate in any forum if you wish to do so;

Ø   To inform you about future offers;

Ø   To notify you about potential changes.

§5.   Links to external websites are available from our website. We do not have control over the privacy policies of those websites but all our partners comply with the data protection regulations of the European Union.

§6.   We reserve the right to photograph or film our tour programs and participants, and use these images without any charge on our digital and physical media such as websites, brochures, videos, etc. We may also reproduce any comments that we receive from you in such literature and on our website unless you do not consent, prior to the tour, in writing to such use.

 

Article 12: Miscellaneous

§1.   Accuracy of information

All specific information supplied in any pre-departure Tour Summary or Information Pack or on our website is correct at the time of publication. Any other information contained in any marketing or preliminary information is designed to provide a general overview of the types of tours we undertake and the counties visited and should not be regarded a representation forming part of the contract with you.

§2.   Communications

Please note that we generally communicate with our customers by email. By making a booking with us you agree to such electronic communication method being used. Please be aware that the onus is on you to ensure that your email details are kept up to date, that your email system is operating correctly (including checking that any spam filters are not preventing receipt) and that you check for emails from us on a regular basis as we cannot be responsible for any losses or inconvenience suffered as a result of your email system not operating correctly and/or your failure to check email communications regularly.

 

Article 13: Dispute resolution

§1.   Reconciliation procedure

In case of a dispute, the parties must first pursue an amicable settlement

According to the reconciliation rules, an impartial mediator shall be appointed who shall then contact the parties in order to pursue an equitable reconciliation between the parties.

If an agreement has been reached, this agreement shall be recorded in a binding written agreement.

§2.   Court procedure

All disputes and matters whatsoever arising between the customer and The Time Travel Company, under or in connection with or incident to this contract shall be governed by Belgian law and litigated, if at all, in and before the Belgian Court of Commerce of Brussels.

The time in which a claim may be brought to court is limited to a period of two (2) years in the case of physical loss, injury or death and to a period of one (1) in all other cases. This delay starts from the date that the contract has determined for the end of the service that gave rise to the dispute.

 

 



 

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