Terms & Conditions

Surf Club Road Trips

COMPANY INFORMATION

Newquay Women’s Surf Club CIC TR9 6LW

OUR AGREEMENT

When you book with Newquay Women’s Surf CLub CIC, you enter into a contract when we confirm your booking via e-mail.

Full payment should be paid at the time of booking. The lead person signing the booking form accepts responsibility for payment for everyone listed on the booking. As lead person, it’s your responsibility to ensure that all other persons listed on the booking form have read the booking conditions below and are aware of the booking details.

FLIGHT ARRANGEMENTS

Our road trips do not include flights or transport. It’s your responsibility to book your own flight or arrange your own transport.

We will advise you on an appropriate time to arrive at the destination airport. This is to ensure a group transfer from the airport to our accommodation.

Your contract for the flight arrangements is not with the company. We can’t be held responsible for any delays or other problems which may arise with your flights.

FLIGHT DETAILS

If we don’t receive your flight details prior to a week before your departure you will be responsible for paying and organising for your own transport to the accommodation.

AIRPORT ARRIVAL

Our representative will wait for you to arrive in the arrivals area of the destination airport. We request that after you collect your bags you walk into the arrivals area and meet us. If you leave the airport without meeting us and incur costs you will be liable for them yourself.

If you know your flight will depart late, please let us know as soon as possible and before your flight leaves.

If your flight is delayed (or cancelled), or you miss your flight and don’t arrive within time to meet your transfer, you will have to pay for your own transfer to the accommodation.

This includes taxis, boats and any other transport costs. We will help you to organise this but you must stay in touch with us regarding your arrival time.

EARLY ARRIVAL OR LATE DEPARTURE

If you arrive before or after the first day of the trip you will be liable for the cost of the transfer to the accommodation.

If you leave earlier than the last day of the trip, or you fly home after the last day of the trip, it’s your responsibility and cost to arrange your return travel to the airport.

GETTING TO THE AIRPORT ON TIME

It’s your responsibility to get to the airport on time in order to catch your flight to the trip destination. Prepare accordingly taking into consideration the weather, traffic, strikes, runway or airport closures etc.

If you miss your flight, Newquay Women’s Surf CLub CIC accepts no liability and you default on your trip with us. Keep updated with the weather and news if particularly if the forecast predicts snow and leave a day early to get to the airport if necessary.

It’s your responsibility to arrange flights to the correct location on the correct date.

ACCOMMODATION FOR SURF WEEKENDS

If accommodation is included on your road trip, this will be as described upon booking. If you book a twin room or shared room and shared bathroom you will be sharing these facilities with other people booked on the road trip. Accommodation is not always on the beach,please read the trip description carefully before booking. If the trip description says we are staying in a town, we will be staying in a town.

CHANGING YOUR BOOKING

We will make every effort to arrange any changes you request for your booking, however any changes to your booking will incur a standard administration fee of £100 for a holiday or a £40 fee for a Weekend which is payable immediately.

Newquay Women’s Surf Club CIC reserves the right to move or change holiday/weekend dates due to any unforeseen circumstances. We will endeavor to help facilitate these changes with you and keep you informed of any issues that would cause a change in dates as soon as they are known to us.

If FCO (Foreign and Commonwealth Office) guidelines change in the run-up to your trip and advise against travel to your destination is made, your trip will be cancelled and you should contact your personal travel insurer to reimburse your trip and flight costs.

You can make changes to your UK Bookings 28 days before the weekend start date.
For international trips (other than the UK) you can make changes to move up to 24 weeks before the trip start dates.If you have to withdraw from a road trip at short notice, we will do our best to help fill your space and offer a full refund if someone can take your place..

CANCELLATIONS

All cancellations must be sent in writing and will be effective on the date which they are received by the company. Cancellation charges are payable as follows:

Period before departure we are notified – Percentage of total cost payable

• If you cancel 12 weeks or more before the trip we retain 50% of the total cost

• If you cancel with less than 12 weeks before the trip then its 100% of the total cost

However if your cancellation is within the terms of your insurance policy, you may be able to make a claim.

PAYMENT

We require full payment to secure your place on a surf coaching weekend or holiday. We take payment through our website booking portal with a credit or debit card. Club Member account credits can be used towards payment for club trips.

PAYMENT PLANS

In some circumstances we can accommodate a payment plan. In this instance, we will secure your place on receipt of the first installment. We will email you with details of your payment plan which will include the dates for each payment.

You will receive an email reminder when subsequent payments are due and you will need to log in to your membership account and head to the basket to complete payment. 

We must receive payment in full no later than 8 weeks prior to departure. If we don’t receive payment within this time frame, we will cancel your place on the trip.

INSURANCE

As with any holiday, full travel insurance is a requirement for all guests booking a trip with the company. Please also ensure that your policy covers you for ‘disruption to travel’ and ‘cover for cancellations’ as standard.

You may need to add additional cover for surfing, it is essential that your insurance policy covers you for all these. Failure to take out travel insurance breaks the contract between Newquay Women’s Surf Club CIC and the client.

If you are joining one of our trips and you are native to the country where the trip is being held you do not need medical travel insurance as long as you have your own personal health-care plan or are covered by your country’s National Health Service. Although, we request that you still take out trip disruption and cancellation insurance to cover all possible eventualities.

SUPPLIERS’ CONDITIONS

Suppliers will often have their own booking conditions or conditions of carriage. You will be bound by those as far as the relevant supplier is concerned. Some of these conditions may limit or exclude liability on the part of the relevant supplier, or give the supplier the right to alter or cancel arrangements without penalty.

Where relevant, copies of such conditions will be available for inspection at our offices, or at the offices of the relevant supplier.

NOT INCLUDED IN THE COST

The cost of your Newquay Women’s Surf Club Road Trip does not include:

• Passport applications

• Visas (where required)

• gratuities (except where indicated

• Insurance

• Flights

• Excess baggage (ie surfboards)

• Laundry

• Drinks

• Airport taxes

• Meals (unless where specified)

• Airport transfer(unless where specified)

• Car hire

• Surfboard and wetsuit hire (unless where specified)

ADVERSE WEATHER AND SURF CONDITIONS

We choose our destinations for the quality of waves but as a company we’re not responsible for poor surf or bad weather. It’s your responsibility to research the area’s suitability and ensure you’re happy prior to booking.

IF IT’S FLAT OR STORMY ON OUR SURF COACHING WEEKENDS

In the event of flat waves or stormy conditions for a surf coaching weekend or holiday we will offer alternative activities to help you get the most out of the ocean conditions..

We may adjust the format of the Road Trip. For example choosing to run all of the sessions on one day if that’s when the waves are at their best.

We will supply as much notice as possible under the circumstances and if conditions demand, we may postpone a Road Trip weekend. Please be open-minded. We’re dealing with mother nature and can’t be held responsible for lack of waves or stormy conditions.

ENVIRONMENTAL DANGERS

Our Road Trips involve a natural environment that we can’t control. These include, but are not limited to snakes, sharks, avalanches, earthquakes and volcanic eruptions.

We can’t be held responsible for these activities or the dangers that you as a customer may experience. We try our best to ensure safety comes first always but natural things will occur and caution must be taken at times. It is understood that you agree to these dangers when booking.

OUR LIABILITY

(i) Our obligations are limited to providing holidays and surf coaching weekends. These obligations, and the suppliers providing any service or facility included in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities. Where we or your supplier provides the service or facility, we will provide them with reasonable skill and care.

You must show that reasonable skill and care has not been used if you wish to make any claim. Standards of for example, safety, hygiene and quality vary throughout the transport and destinations that your holiday may involve. Sometimes these standards will be lower than those which you would expect to find in the UK.

The services and facilities included in your holiday will be deemed to be provided with reasonable skill and care if they comply with any local regulations which apply (such as, for example, those of the Civil Aviation Authority). Or, if there are no applicable local regulations, if they’re reasonable when compared to the local standards and customs.

RESPONSIBILITY

Newquay Women’s Surf Club CIC acts only as an agent for hotels, accommodation providers, transportation or other services. We will not be liable or responsible for death or injury to any person or loss of or damage to any property.

This includes incidents relating to third party suppliers such as employee negligence or resulting directly or indirectly from; acts of God, dangers, incidents of the sea, fire, breakdown in machinery or equipment, acts of governments or other authorities, de jure or de facto wars, whether declared or not, hostilities, civil disturbances, strikes, riots, thefts, pilferage, epidemics, quarantines, medical or customs regulations, delays or cancellations of or changes in schedules, or overbooking or defaults, or from any causes beyond our control.

PRIVACY

We hold any information you provide to us under strict confidentiality.

We do not sell our customer details to anyone.

If you wish us to remove any details we may have stored simply send an email to women@newquaysurf.club with your full name, address, postcode and email address requesting that we remove your details

Please note that we’re required by law to retain information on financial transactions we’ve had with our customers.

If you have any further questions on our privacy policy please do not hesitate to contact us.

SPECIAL REQUIREMENTS

If you have any special requirements, such as wheelchair assistance or dietary requirements, please email women@newquaysurf.club

Please note that we can’t always guarantee special requests.

HEALTH AND SAFETY

Visit gov.uk for the latest information about health whilst traveling overseas. You can also find details on the latest safety and security issues, travel advice, and local laws and customs.

Surfing is physically demanding. You need to be a competent swimmer and be able to swim at least 50 metres.

If you’re in any doubt about your physical or mental fitness. or swimming ability, you should consult your doctor before booking your holiday. Only proceed if you’re advised that it is safe to do so.

You must tell us about any medical condition or disability before booking. It’s your responsibility to keep healthy and safe on holiday. Be aware of the need for sun protection and the dangers of over exposure to the sun.

JURISDICTION

All agreements will be made in England and be governed by English law and be subject to the exclusive jurisdiction of the English courts.