Terms & Conditions

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By confirming a booking with us, the primary individual named on the booking (“Lead Client”) agrees, on behalf of themselves and all listed participants, to the following:

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• they have read, understood, and accept these booking conditions, and possess the authority to bind all participants to them;

• they consent to the use of personal data in line with our Privacy Policy;

• they are at least 18 years of age; and

• they assume responsibility for full payment of the booking on behalf of all participants within the confirmation.

In these booking conditions, references to “you” and “your” pertain to the Lead Client and all individuals included in their booking party. References to “we,” “us,” and “our” pertain to Depetrini Ltd.

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1. Booking Confirmation and Payment Terms

To finalize a reservation, a non-refundable deposit is required, signifying both a commitment to the booking and a guarantee of services. We offer flexibility through installment plans, tailored to the trip duration, allowing clients to distribute payments over time. The outstanding balance must be remitted no later than one calendar month before departure. Failure to meet this deadline may result in forfeiture of the booking, with any prior payments retained. Please note that prices are subject to adjustment based on fluctuations in currency rates, supplier pricing, and availability until the total balance is settled.

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2. Non-Refundable Deposit

The deposit rendered at the time of booking is strictly non-refundable and non-transferable. This policy serves to cover preliminary administrative costs and to secure arrangements with third-party suppliers. By remitting the deposit, clients acknowledge and accept its non-refundable nature.

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3. Cancellations and Refund Policy

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• Individual Day Tours and Short Activities: For single-day tours or brief activities that are not part of a larger package, cancellation requests must be submitted in writing. Cancellations received within 48 hours prior to the scheduled activity may be eligible for a partial refund, subject to our discretion. Cancellations made after this period will not be eligible for a refund.

• Multi-Day Travel Packages: Given the significant advance payments required for multi-day travel packages to third-party suppliers (e.g., hotels, transportation providers), cancellations are generally non-refundable once funds have been disbursed on your behalf. Each cancellation request will be assessed individually, factoring in existing supplier agreements.

• No-Show Policy: Failure to arrive at the designated meeting location without prior notification will constitute a no-show, resulting in the forfeiture of all payments.

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4. Amendments to Booking by the Client

Should you wish to amend any aspect of your booking, such requests must be submitted in writing. While we will endeavor to accommodate modifications, please be aware that changes are subject to availability and may incur additional costs. Any expenses arising from modifications (such as upgrades, date adjustments, or new arrangements) will be the responsibility of the client.

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5. Modifications and Cancellations by Us

On occasion, we may be required to amend or cancel elements of the itinerary due to factors beyond our control, such as unforeseen supplier changes, political unrest, adverse weather conditions, or health advisories. Should a significant change be necessary, we will inform clients at the earliest opportunity and offer suitable alternatives or, where appropriate, compensation. Minor adjustments that do not substantially impact the overall itinerary will not warrant compensation.

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6. Force Majeure

We cannot accept liability or provide compensation for cancellations, delays, or modifications resulting from force majeure events, including but not limited to natural disasters, pandemics, government restrictions, civil unrest, and other extraordinary circumstances beyond our reasonable control. In the event of a force majeure situation, we reserve the right to alter, postpone, or cancel your arrangements. Any reimbursements or alternative arrangements will depend on the policies of our suppliers and the specific nature of the event.

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7. Client Responsibilities

Clients are solely responsible for obtaining valid travel documentation, including passports, visas, and any necessary health documentation or vaccinations. Clients must comply with local laws, respect cultural norms, and conduct themselves responsibly. Any costs resulting from failure to meet these requirements are borne solely by the client.

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8. Third-Party Supplier Liability

Our services may involve arrangements with third-party suppliers (such as airlines, hotels, and ground transportation providers). While we carefully select reputable providers, we cannot be held responsible for any acts, omissions, negligence, or errors by these independent entities. Should an issue arise with any service provided by a third-party supplier, clients are advised to address it directly with the respective provider.

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9. Health and Safety Compliance

It is the responsibility of each client to assess their physical capability and ensure they are in good health for participation in the planned activities. We reserve the right to deny participation in activities if we believe it may jeopardize the safety or well-being of the client or others. Clients must inform us of any medical conditions or dietary restrictions in advance.

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10. Travel Insurance

We strongly recommend that clients obtain comprehensive travel insurance, covering potential risks including, but not limited to, trip cancellations, medical emergencies, personal liability, and loss of personal belongings. Each client is responsible for securing their own travel insurance and ensuring it is appropriate for the nature of the trip.

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11. Special Requests and Accessibility Accommodations

Clients may communicate special requests, such as dietary requirements or accessibility needs, at the time of booking. While we endeavor to accommodate such requests, they cannot be guaranteed. Requests for special accommodations will be met to the best of our ability, subject to supplier availability and logistical constraints.

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12. Complaints and Dispute Resolution

If a client encounters any issues during the trip, we request that they bring it to the attention of our representative or local contact immediately to facilitate a prompt resolution. Should the issue remain unresolved, clients may submit a formal complaint in writing within 14 days of the trip’s conclusion. We are committed to addressing all complaints fairly and efficiently.

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13. Governing Law and Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of England and Wales. Additionally, for clients within the European Union, we comply with applicable EU consumer protection regulations. Any disputes arising in connection with these terms will be subject to the exclusive jurisdiction of the courts of England and Wales.

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14. Entire Agreement

These Terms and Conditions, along with our Privacy Policy and any supplementary agreements in writing, constitute the entire agreement between Depetrini Ltd and the client. Any modifications or amendments to these terms must be documented in writing and agreed upon by both parties.