Out of Office Collective Holidays - Terms and Conditions

Paying for Your Holiday:

1.1 The holiday booking procedure is as follows:

a) To secure your spot on the Out of Office Collective holiday, a non-refundable deposit is required at the time of booking.

b) On making a booking, you should provide Out of Office Collective with the correct and required information by completing the online booking form via the Out of Office Collective website. Any additional information, such as special requests, disabilities, or allergies, should be emailed to hello@outofofficecollective.co.uk immediately after booking.

c) Your invoice/receipt will be sent to you via email.

d) Your Invoice/Receipt will state the total holiday booking cost, and if the instalment plan option has been selected, it will also include the dates by when payments must be received by Out of Office Collective.

e) If the final balance is not received by the final balance due date, then Out of Office Collective may automatically treat this contract as cancelled.

Payment in Different Currencies:

2.1 You will pay Out of Office Collective the sum specified in the confirmation invoice.

2.2 The default invoice price is in GBP(£). If you choose to pay with USD($), CAD($), AUD($), or EUR (€) (or any other currency), the price listed may change depending on fluctuations in exchange rates, including the internal exchange rate which Out of Office Collective may apply in any future payment transactions.

2.3 For this reason, you are advised to pay in GBP(£) if you do not wish to pay any price variations as a result of fluctuations in exchange rates, including the internal exchange rate which Out of Office Collective may apply in any future payment transactions.

Payment Installment Plan:

3.1 The payment installment plan will vary depending on the person. You will be advised of the specific payment plan for your booking prior to confirmation and receive instructions for your payment plan after your booking has been confirmed via email.

3.2 If you fail to pay an instalment by a payment due date, Out of Office Collective reserves the right to cancel the booking, and you will not be entitled to a refund of any sums paid.

3.3 It is the guests’ responsibility to check the payment due dates and ensure that payments have been made in accordance with the payment instalment plan.

3.4 Out of Office Collective reserves the right to automatically charge your original payment card for any instalments due, and any delay in making a payment may result in your booking being canceled by Out of Office Collective without a refund.

3.5 If you are likely to be unable to make a payment on time, you must contact Out of Office Collective as soon as possible to request an extension to the relevant payment due date. If such an extension is agreed upon, Out of Office Collective will communicate this to you in writing.

3.6 If payments are not made from an account/card in your name, Out of Office Collective reserves the right to request authorization from the account holder.

Cancellation and Refunds:

4.1 Any payment made towards booking your place on the holiday is non-refundable by Out of Office Collective. Although circumstances change, any payment received from you is immediately used to secure your space in the hotel and other activities you will participate in during the holiday.

4.2 These financial obligations mean that Out of Office Collective is unfortunately unable to offer a refund in any circumstance.

4.3 Should your circumstances change and you have no choice but to cancel your booking, you must inform the Out of Office Collective in writing as soon as possible. Your booking will not be canceled until Out of Office Collective receives your notice of cancellation in writing, i.e., via email to hello@outofofficecollective.co.uk. Your cancellation will not be confirmed until you have received written confirmation from us.

4.4 In order to receive a refund, you are allowed to sell your space to another person. Please contact us via email in this case.

4.5 If a customer has no choice but to cancel, they will lose any sums paid alongside their spot on the trip.

4.6 In the case of the trip being cancelled, refunds shall be made to the payment card used for the original payment within 30 days after the cancellation has been confirmed.

Travel Insurance:

5.1 Participants are strongly advised to purchase comprehensive travel insurance that covers trip cancellation, medical emergencies, and personal belongings.

5.2 Out of Office Collective does not sell or organize travel insurance. It is a condition of your booking that all Guests must travel with fully comprehensive travel insurance.

5.3 Every Out of Office Collective traveler must ensure that they are protected under their own valid travel insurance policy, or in the case of group bookings, are covered by the travel insurance of the lead booker before going on holiday.

5.4 You should make sure that these insurance policies cover adventurous activities such as surfing or snorkeling. It is your responsibility to ensure that any purchased insurance cover is adequate for your particular needs and the needs of your Group if you are booking insurance on behalf of other Guests.

5.5 Please read the policy carefully to ensure it complies with this requirement and covers all of the activities that you are going to be participating in.

5.6 It is also your responsibility to obtain additional cover if appropriate in line with any terms and conditions stated in any insurance policy you purchase, and to bring all necessary documentation with you on holiday.

5.7 We strongly recommend your insurance covers cancellation, medical charges, personal liability, and loss of personal property.

5.8 Out of Office Collective accepts no liability to those who travel without travel insurance in breach of this clause.

5.9 Should you or any members of your Group fail to purchase travel insurance as required by this section, you agree to release Out of Office Collective from all possible liabilities and consequences in respect of any matters arising that otherwise would be covered and agree to indemnify and hold harmless Out of Office Collective for any costs that would have been covered by the suggested policy.

5.10 This means that you must pay for or reimburse Out of Office Collective in respect of any costs arising from your failure to purchase a policy of comparable cover to that suggested.

Itinerary Changes:

6.1 The organizers reserve the right to make changes to the itinerary, accommodations, or activities for reasons beyond their control, such as weather conditions, natural disasters, political instability, or unforeseen events.

6.2 Participants will be promptly notified of any significant changes. Efforts will be made to provide suitable alternatives, and any resulting cost adjustments will be communicated and agreed upon.

Participant Conduct:

7.1 Participants are expected to behave responsibly, ethically, and respectfully towards fellow participants, local communities, and the environment.

7.2 Any participant engaging in disruptive or unsafe behavior, as determined by the organizers, may be asked to leave the trip, with no refund provided.

Health and Safety:

8.1 Participants are responsible for ensuring they are physically and mentally fit for the trip. Any pre-existing medical conditions must be disclosed to the organizers before the trip.

8.2 The organizers are not liable for any health issues or injuries that may occur during the Out of Office Collective Holiday. Participants are encouraged to carry necessary medications and seek medical advice before the trip.

Travel Documents:

9.1 Participants are responsible for ensuring they possess the necessary and valid passports, visas, and any other required travel documents.

9.2 It is your responsibility to have valid travel documents. You must ensure that you have a valid passport and any necessary visas to enter any country you are visiting, including transit stops, prior to your departure.

9.3 Out of Office Collective cannot assist you in obtaining the correct passports, visas, or other documentation needed to enjoy the booking made through Out of Office Collective.

9.4 The organizers will provide information and assistance, but it is the participant's responsibility to comply with entry requirements and regulations.

Airport Transfers:

10.1 Unless agreed otherwise, your booking does not include transport to and from your home country.

10.2 Airport Transfers in the destination country are included in your package, and you are required to send your flight details to Out of Office Collective by the required deadline. Failure to do so will void your right to the Airport Transfer, and Out of Office Collective will not accept any responsibility/liability for any loss or incident that may occur because of your failure.

10.3 We often need to combine airport transfer routes to and from the accommodation for passengers from arriving and departing flights. This may result in additional waiting time for transfers on arrival and return to the airport. While efforts will be made to minimize waiting times, approximately two hours of waiting time may be expected from flight arrival time to coach transfer departure and from arriving at the airport to the departure of your flight.

10.4 Out of Office Collective cannot guarantee that a representative will be on-board each individual airport coach transfer.

10.5 All guests on board an airport transfer agree to follow the rules and regulations of travel and to obey the reasonable instructions of the driver at all times. Failure to comply may result in a breach of contract and could lead to termination of the holiday booking contract and/or expulsion from the vehicle.

10.6 Airport transfers are linked directly to published flight times. Out of Office Collective will not accept any responsibility for canceled, delayed, rescheduled, or re-routed flights purchased through a third party that affects the booked airport transfer.

10.7 Out of Office Collective will not monitor changes to individual flight details. If your flight is affected, it is the responsibility of the Guest(s) to inform Out of Office Collective. If flight details or transfer timings are entered incorrectly by the booker, Out of Office Collective shall not be liable for any direct or indirect loss or damage this causes.

10.8 It is the responsibility of the Booker to ensure adequate time is allowed for the transfer, traffic delays, and airport formalities. Out of Office Collective shall not be liable for any direct or indirect loss or damage resulting from missed flights or appointments.

10.9 When traveling by Out of Office Collective organized airport transfer, you must be at your pick-up point at the departure time, details of which, including the location of the pick-up point, will be notified beforehand.

10.10 Regardless of mode of transport, delays can occur. By choosing to travel with Out of Office Collective organized airport transfers, you acknowledge that due to weather conditions, mechanical failure, traffic, an accident, or some other reason, delays often cannot be predicted or prevented. Accordingly, Out of Office Collective cannot accept liability for any inconvenience or expenses you may incur as a result of such delays.

10.11 In the event of a delay due to mechanical failure or an accident, Out of Office Collective will take reasonable care to remedy the problem or to arrange an alternative vehicle as soon as possible. While efforts will be made to operate transfers of a high standard, Out of Office Collective cannot accept any liability on the basis of an inferior vehicle being used as a relief or replacement or in cases of unavoidable and extraordinary circumstances (as defined above).

10.12 While Out of Office Collective takes every effort to ensure a high standard of service, transfer providers are third-party suppliers, and therefore, Out of Office Collective cannot be held accountable for any service failings on their part.

Your Luggage:

11.1 Luggage will be stored in the hold of the airport transfer and may not be accessible during the airport transfer journey.

11.2 It is the responsibility of each individual Guest to ensure the safe loading under instruction of the driver and unloading of their luggage on any transfer. Out of Office Collective cannot accept any liability whatsoever for any luggage that was incorrectly loaded and subsequently damaged, or that was lost due to being left behind at the pick-up point.

11.3 Small hand luggage may be taken on board the transfer to carry toiletries, passports, money, and other valuables. Out of Office Collective cannot accept any liability whatsoever for any items left on board the transfer or for money and valuable items stored in the hold.

11.4 It is the responsibility of each individual Guest to claim their personal luggage from the hold upon arrival at the destination.

Photography and Media:

11.1 Participants may be photographed or filmed during the trip. By joining the Out of Office Collective Holiday, participants grant permission for the organizers to use such media for promotional and documentation purposes.

11.2 Out of Office Collective may collect still and video images of you during the course of your holiday for advertising and promotional purposes. By booking through Out of Office Collective, you agree that such images may be collected and used by Out of Office Collective however Out of Office Collective sees fit, including commercial use and sale of the images. The images may be cropped, altered, combined, or otherwise edited. You also agree that Out of Office Collective will retain ownership of all rights in connection with such images.

11.3 Out of Office Collective reserves the right to assign, grant, transfer, or otherwise give to a third party the rights and ownership in such images collected. This shall extend but shall not be limited to employees, independent contractors, and other entities or persons that are authorized by Out of Office Collective to capture content for any authorized purpose, whether for commercial or personal use.

11.4 If you do not wish to be on camera or video, this should be brought to the attention of Out of Office Collective by sending an email to hello@outofofficecollective.co.uk no later than 5 days before the commencement of your trip. This should include the name and contact details of the person who does not wish to be photographed or videoed along with your booking number and contact details.

11.5 By booking through Out of Office Collective, you agree that any still and video images you capture during the course of your holiday will be used for personal purposes only. Unless you obtain written permission by Out of Office Collective, you agree and guarantee that you will not under any circumstance use any content captured under this clause for any commercial purposes whatsoever; this does not prevent you from using content captured under this clause for your own personal uses and across your personal social media channels. Where you breach this clause, Out of Office Collective reserves the right to enforce removal of this content.

Liability:

12.1 The organizers are not liable for any loss, damage, injury, or expenses resulting from factors beyond their control, including but not limited to acts of nature, accidents, or third-party actions.

12.2 Participants are encouraged to exercise caution and follow local laws and regulations.

Governing Law:

13.1 These terms and conditions are governed by the laws of the United Kingdom. Any disputes will be resolved in accordance with these laws and brought before the appropriate courts in the United Kingdom.

13.2 Out of Office Collective reserves the right to make reasonable changes to these terms and conditions at any time where such changes are necessary (for instance, in the case of a change in the applicable laws or regulatory requirements).

13.3 Such changes will take effect when the updated terms and conditions are uploaded to the Out of Office Collective website.

By booking the Out of Office Collective Holiday, participants acknowledge that they have read, understood, and agreed to these additional terms and conditions.