Please read these terms and conditions carefully. These conditions, along with any other information given to you at the time of booking, set out the terms and conditions of the contract between you and Flexitreks Limited, which is registered in England under company number 8262450. On booking, we have understood that you have read and accepted the conditions on behalf of all those travelling.

Once your holiday is confirmed we will accept responsibility for it in accordance with these conditions as an "Organiser" under the Package Travel, Package Holidays and Package Tours Regulations 2018. For more information click here.

1. Your Holiday Contract: When you make a booking you guarantee that you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. A contract will exist as soon as we issue our confirmation invoice. This contract is made on the terms of these booking conditions, which are governed by English Law, and the exclusive jurisdiction of the English Courts. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so.

2. Your Holiday Price: When you make your booking, you must pay the per person deposit amount shown on our website for your chosen tour. (Sometimes a higher deposit will be requested, and this will be advised at the time of booking)

The balance of the price of your holiday must then be paid at least 12 weeks before your departure date for bike and boat holidays and 10 weeks before for all other holidays, unless otherwise advised. If the deposit and/or balance are not paid in time, we shall cancel your travel arrangements. If the balance is not paid in time, we shall retain your deposit.

We suggest the best way is to pay by secure bank transfer. This is ONLY applicable to those with a UK bank account and not available to international clients.

Bank transfer: Account number: 47792360. Sort code: 30-98-74. Alternatively, you can pay by the web site. It is a condition that when you make the booking, that you have adequate personal travel insurance. On receiving your invoice and/or holiday details, it is important you check it thoroughly and contact us immediately if there are any inaccuracies or discrepancies.

3. If YOU cancel your holiday: You, or any member of your party, may cancel your travel arrangements at any time. Written notification only from the person who made the booking on your behalf must be received at our office. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges as detailed below. Note: If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges, excluding applicable excess charges, and after you have paid the applicable cancellation charge to us.

Cancellation Fees

Bike and Boat Holidays*

More than 84 days: Deposit.

84 to 45 days: 50%

44 to 35 days: 75%

34 days or less: 100%

All Other Holidays

More than 70 days: Deposit.

70 to 45 days: 50%

44 to 35 days: 75%

34 days or less: 100%

* Exceptions may apply and will be advised at the time of booking. Additionally, if the number of people on the booking is reduced and this affects the price and/or any specials received, the trip will be re-calculated and re-invoiced.

4. If YOU change your holiday: If, after our confirmation invoice has been issued, you wish to change your travel arrangements in any way, for example your chosen departure date, we will do our utmost to make these changes, but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You will be asked to pay an administration charge of £25 per person per element, and any further cost we incur in making this alteration. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.

Note: Certain travel arrangements (e.g. Hotel or Transportation Bookings) may not be changeable after a reservation has been made and any alteration requests could incur a cancellation charge of up to 100% of that part of the arrangements. We cannot hold deposits and carry them on to a booking for the next year.

You can transfer your booking to another person, who satisfies all the conditions that apply to this booking, by giving us notice in writing as soon as possible and no later than 14 days before departure. Both you and the new traveller are responsible for paying all costs including admin fees, we incur in making the transfer.

5. If WE cancel your holiday: We reserve the right in any circumstances to cancel your travel arrangements. However, we will not cancel your travel arrangements less than 4 weeks before your departure date, except for reasons of force majeure, failure by you to pay the final balance or for unavoidable and extraordinary circumstances. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

If we are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value). If it is necessary to cancel your travel arrangements, we will pay to you compensation as set out in this clause.

Cancellation Fees

Bike and Boat Holidays

More than 84 days: Monies paid.

84 to 45 days: Monies paid plus £10

44 to 35 days: Monies paid plus £20

34 days or less: Monies paid plus £30

All Other Holidays

More than 70 days: Monies paid.

84 to 45 days: Monies paid plus £10

44 to 35 days: Monies paid plus £20

34 days or less: Monies paid plus £30

We will not pay you compensation if we must cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control. These can include, for example, war, riot, industrial dispute, terrorist activity and its consequences, natural or nuclear disaster, fire, adverse weather conditions, epidemics and pandemics, unavoidable technical problems with transport.

6. If WE change your holiday and/or price:

Holiday change: It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes, and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you as soon as possible. Examples of minor changes include change of accommodation to another of the same standard or route changes in your itinerary due to local weather or other factors beyond our control. Unavoidable and extraordinary circumstances mean a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

If we are unable to provide the booked travel arrangements, you can either have a refund of all monies paid or accept an offer of alternative travel arrangements of comparable standard from us, if available (we will refund any price difference if the alternative is of a lower value).

If we make a major change to your holiday, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard from us if available (we will refund any price difference if the alternative is of a lower value), or cancelling your booked holiday and receiving a full refund of all monies paid. In all cases, except where the major change arises due to reasons of force majeure or unavoidable and extraordinary circumstances, we will pay compensation as detailed under section 5.

Price changes: We reserve the right to alter the prices of any of the holidays shown on our website. You will be advised of the current price of the holiday that you wish to book before your contract is confirmed.

Changes in [the price of the carriage of passengers resulting from changes to the cost of fuel or other power sources] [the level of taxes or fees imposed by third parties including tourist taxes, landing taxes or embarkation or disembarkation fees at ports and airports] or [exchange rates] mean that the price of your travel arrangements may change after you have booked. However, there will be no change within 20 days of your departure.

If your holiday cost has increased due to the above, we will contact you and ask you to make payment to us. If this results in an increase equivalent to more than 8% of the price of your travel arrangements, you will have the option of accepting a change to another holiday if we are able to offer one (we will refund any price difference if the alternative is of a lower value), or cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should you decide to cancel you must do so within the time shown on your final invoice.

Should the price of your holiday go down due to the cost changes mentioned above, then any refund due will be paid to you. We will deduct from this refund our administrative expenses incurred. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.

7. If you have a complaint: If you have a problem during your holiday, please inform our local representative or the Flexitreks Duty office manager immediately who will endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at Flexitreks Holidays, 22 Middleton Avenue, Hove, East Sussex, BN3 4PJ giving your booking reference and all other relevant information. Please keep your letter concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. It is strongly recommended that you communicate any complaint to the supplier of the services in question as well as to our representative without delay and complete a report form whilst in resort. If you fail to follow this simple procedure we will have been deprived of the opportunity to investigate and rectify your complaint whilst you were in resort, and this may affect your rights under this contract. If your complaint is not resolved by Flexitreks you may wish to make use of the arbitration scheme offered by ABTA and covered in clause 10 of these conditions.

8. Our Liability to You: You must inform us without undue delay of any failure to perform, or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: you or another member of your party; or a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances, which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

Our liability, except in cases involving death, injury or illness, shall be limited to a maximum of three times the cost of your travel arrangements. Our liability will also be limited in accordance with and/or in an identical manner to:

a) The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking; and

b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.

9. Your Financial Protection: Flexitreks Ltd is a company committed to customer satisfaction and consumer financial protection. We are a member of ABTOT, the Association of Bonded Travel Organisers Trust (membership number 5512).

ABTOT provides financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018, and in the unlikely event of our insolvency, will provide either a refund if you have not yet travelled, or repatriation if transportation was included in your package.

Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with us. Should you require assistance whilst abroad due to our financial failure, please call ABTOT's 24/7 helpline on 01702 811397 and advise you are a customer of an ABTOT-protected travel company.

You can find out more about ABTOT here: www.abtot.com.

10. ABTA: We are a Member of ABTA, membership number Y6122. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct. We can also offer you an arbitration scheme for the resolution of disputes arising out of this contract. The scheme is arranged by ABTA and administered independently. It is a simple and inexpensive method of arbitration on documents alone with restricted liability on you for costs. The upper limit on claims is £5,000 per person and £25,000 per booking form. The scheme does not apply to claims, which are solely in respect of physical injury or illness or their consequences. It can however deal with claims, which include an element of minor injury or illness subject to a limit of £1,500 on the amount the arbitrator can award per person in respect of this element. Your request for arbitration must be received by ABTA within eighteen months of the date of return from holiday. For injury and illness claims, you can request the ABTA Mediation procedure and we have the option to agree to mediation. Further information on the code and ABTA’s assistance in resolving disputes can be found on www.abta.com.

11. Passport, Visa and Immigration requirements: Your specific passport and visa requirements, and other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.

From 12 October 2025 the European Union's new entry/exit system (EES) will begin. This means that when you travel into the Schengen area for short stays, you may need to register your biometric details, such as fingerprints and a photo. You do not need to take any action before you arrive at the border, and there is no cost for EES registration.

On your first visit into a Schengen country from 12 October onwards, you may be asked to register your details at a special booth before proceeding to the immigration desk. Follow directions from your travel operator or the staff at your port of entry. You may also need to provide either your fingerprint or photo when you leave the Schengen area. Children aged 11 or younger will not have their fingerprints scanned but may need their photo taken.

EES may take each passenger a few extra minutes to complete so be prepared to wait longer than usual at the border. EES will not be rolled out to all ports of entry at once, the numbers of passengers being registered at each port of entry will vary, and some destinations may take up to 6 months to fully roll out the new process. Until EES is fully rolled out your passport will continue to be stamped, even if you’ve already been registered for EES. Once EES is fully rolled out, it will replace the current system of manually stamping passports when visitors arrive in the Schengen area for short stays and you will input biometric details every time you enter or exit.

If you enter the Schengen area through the Port of Dover, Eurotunnel at Folkestone or Eurostar at St Pancras International and you are asked to register for EES, the information will be taken at the border before you leave the UK. If you click Here you can read more.

12. Insurance: It is a condition of your contract with us that you must take out adequate travel insurance before you travel to cover yourself for cancellation, curtailment, injury or illness during your holiday with Flexitreks. We do not check insurance policies for suitability but reserve the right to request a copy. You are responsible for indemnifying us in full in the event that we incur any losses or expenses arising out of your failure to take out adequate insurance cover.

13. Suitability & Behaviour: All our holidays are graded, and it is your responsibility to ensure that you are physically fit, adequately experienced and suitably equipped to compete the holiday. If you have any medical conditions, allergies or special dietary requirements you must inform us and your leader (where appropriate). We will endeavour to pass on any dietary or special requests to our suppliers but cannot guarantee that they will be able to meet your request. Your booking is accepted on the basis that you understand and accept the inherent risks involved in adventure or activity travel and that you undertake the holidays and activities of your own free will. If you decide that you are unable to continue the holiday you will be responsible for making your own alternative arrangements at your own expense. If in our reasonable opinion your behaviour is likely to cause injury, upset or distress to third parties or damage to property we are entitled to terminate the holiday of the person(s) concerned, without prior notice and they will be responsible for making alternative arrangements and no refunds will be given.

14. Excursions: Excursions or other tours that you may choose to book or pay for whilst you are on holiday are not part of your package holiday provided by us. All excursions are supplied by third party suppliers and are subject to their own terms and conditions. They do not form part of your holiday and are not governed by the Package Travel, Package Holiday and Package Tours Regulations 1992. For any excursion or other tour that you book, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.

15. Website & Advertising accuracy: We make every effort to ensure the accuracy of advertising, and website information and prices at the time of publication but regrettably errors do occasionally occur. You must therefore ensure you check the price and all other details of your chosen arrangements with us at the time of booking. The information and prices shown on our website may have changed by the time you come to book your arrangements.

16. Disabilities and special requirements: If you have any disability or special requirements, it is essential that you inform us at the time of booking so that we can make the appropriate enquiries about the suitability of your chosen holiday for you. If we reasonably feel unable to properly accommodate the particular needs of the person concerned, we reserve the right to decline or cancel the booking.

17. Special requests: If you have a special request for anything that is not automatically part of your holiday, please check when you book your holiday and we will pass this information on to the suppliers we work with. Our note of your request on your invoice confirms we have received it but does not guarantee that we, or the relevant supplier, can meet your request. Where possible they will try to help you, but we cannot guarantee any request will be met, unless it is noted on your invoice and we also confirm the request separately in writing. We must emphasize that verbal confirmations of special requests cannot be taken as a guarantee that they will be met (e.g. room with a view). We and will not pay compensation for failing to meet a special request that we have not confirmed separately in writing.

18. Data Protection and Privacy: We are fully compliant with all data protection legislation. Please see the privacy policy on our website for full details.