IC Travel – Day Trip Booking Terms & Conditions – effective 1st January 2023
All bookings are made subject to the following terms and conditions. Your contract is with Smile Enterprises Ltd T/A IC Travel (IC Travel).
By making and paying for a booking you will have entered into a contract with ‘us’ which is subject to these Terms and Conditions and by so doing you will be deemed to have read and accepted them. These Terms & Conditions which are subject to the law of England are effective from 1st January 2023 until such time as they are replaced. Our current Terms & Conditions appear in our current brochure(s) and on our website. You may request a copy of the Terms & Conditions that apply to your booking at any time. Words and phrases are defined at the end of these Terms & Conditions.
We sell tickets on behalf of ticket suppliers and have no responsibility for, or liability in connection with, any event to which the tickets relate, or in connection with the content, quality, cancellation, postponement or any other aspect of any event other than as set out in these Terms & Conditions.
The price of our day trips includes where applicable the cost of event tickets, fares and other similar charges for services as specified in the itinerary for the day trip.
Child tickets apply to certain day trips as detailed in our itineraries.
You must be aged 18 or over to make a booking. Unless we agree otherwise young people must be accompanied by another passenger aged 18 or over.
Paying for Bookings
- Full payment for day trips must be made at the time of booking.
- Payment can be made in any manner agreed by us except where bookings are made via our website which can only be paid by Debit or Credit card at the time of booking.
- Failure to complete payment during a web booking results in the incomplete booking lapsing. This means that no contract is created, no documentation is issued and no booking records are created.
- For group bookings unless made via our website we may agree special payment arrangements with you.
Changing your booking
- We may agree to change elements of your booking, for example, passengers (see below) and pick up points. You must tell us of any changes as soon as they arise.
- You can add passengers to your booking if there are places available but depending upon existing bookings, they may not able to sit with you.
- If you remove passengers from your booking this will be treated as a partial ‘cancellation’ and the Terms & Conditions under Cancellations below will apply.
Substituting a passenger
- You must tell us the details of any substituted passenger. If you do not tell us we may not agree to the substitute boarding the coach in which case no refunds or compensation will be payable.
- It will remain your responsibility to ensure that the substitute passenger is made aware of the details relating to the day trip and these terms & conditions.
- If you are not able to fulfil this requirement the booking must be transferred into the name of another passenger who agrees to the change and to receiving all communications from us about the day trip. We may not agree:
- to new requests for specific seats or areas of the coach.
- to carry additional assistive devices or specialist medical equipment if capacity for these on the vehicle has already been filled.
- to transfer a child ticket to an adult or vice versa. If we do, additional charges may apply and partial refunds may not be available.
- Where a day trip has an inclusive meal, we will endeavour to meet any special dietary needs of the substitute passenger; however, any late requests may rely on the goodwill of the meal provider.
- You will be issued with documents confirming your booking and after any changes made, It is your responsibility:
- to check the booking details or changed booking details are correct and to contact us as soon as possible to make any corrections.
- to share the details of the day trip with other passengers in your party and to also ensure that they are made aware of these Terms & Conditions
- Booking documents will be sent to you at the email address we hold. You should ensure that you receive these documents.
- Where email is not available, we will send the booking documents by Royal Mail second class post. We cannot accept any liability for the failure of Royal Mail to deliver the documents to you.
- You will be sent further documents between 14 & 7 calendar days before the departure date. These will comprise the final details reflecting any changes, for example, to pick up points or times, and also the itinerary. These documents will be sent to you by the same method as used for the original booking unless you have asked for this to be changed. It is your responsibility to ensure you receive and check the documents and tell us of any errors or omissions immediately.
- Where a day trip has an inclusive meal, you may be asked to make a selection from a choice of dishes.
- You must tell us when making a booking if any passenger has any dietary restrictions or observations.
- It may not be possible to change your choices once these have been conveyed to the meal provider.
- We cannot accept any liability for and no refunds or compensation will be paid if any meal provider fails to serve the advertised menu or fails to meet any special dietary requests made in advance.
- We define ‘late bookings’ as occurring in the last few days before a departure date by which time, for example, we may have already confirmed numbers to a venue, purchased event tickets or passed inclusive meal choices to a meal provider.
- Late bookers:
- will not, unless in exceptional circumstances, be able to request specific seats or areas of the coach
- will, unless in exceptional circumstances, be allocated vacant seats on the coach and/or at the venue. Where more than one passenger is attached to the late booking vacant seats may not be together.
- may not be able to take assistive devices or specialist medical equipment if capacity for these on the vehicle has already been filled.
- may not be able to specify any dietary requirements for an inclusive meal. While we will endeavour to secure any changes necessary, this cannot be assured and may rely on the goodwill of the meal provider.
You can cancel or partially cancel your booking:
- within 24 hours of making it and receive a full refund.
- after 24 hours and before the departure date subject to the following:
- We will place your ticket(s) on resale once all the original tickets for sale by us have been sold.
- Tickets on resale will be resold in the date order that cancellations arise.
- At our discretion we may resell your tickets at a lower price than you originally paid in which case no additional compensation will be payable.
- We will email you or telephone after the departure date to tell you if any of your ticket(s) have been resold.
- If your ticket(s) are not resold no refund will be payable.
- If one or more of your tickets are re-sold we will refund to you the resale amount realised for each ticket sold, less a single administration charge of 10% of the original booking value or £10.00 whichever is the greater.
- Please allow up to 28 days after the departure date to receive any refund.
- Refunds will only be made to the same debit card, credit card or bank account from which the original payment(s) was made.
- Instead of a refund you can ask us to apply the amount realised from the resale of your tickets to the cost of another day trip or short break costing not less than such amount and available to book with us at that time. You will need to pay any additional costs of the new day trip or short break in accordance with our terms & conditions applying at that time.
- The proceeds from a resale of your ticket(s) will not be held on account.
- If a trip is cancelled on the day of travel then resale is not an option and there are no refunds.
Cancellation by us, an event promoter or a venue
- If a day trip is cancelled by us more than seven days before the departure date and it is not rescheduled you may:
- receive a full refund or:
- transfer the full value to another day trip or short break that is available to book with us.
- If a day trip is cancelled and rescheduled, we will automatically transfer your booking to the new departure date. We will tell you about the change by email, telephone or Royal Mail second class post. You will have 21 days from the date the change arises to
- confirm the booking or:
- request a full or partial refund if any passengers cannot travel on the new departure date or:
- transfer the full value to another day trip or short break that is available to book with us.
- If you do not tell us how you wish to proceed within the 21 days allowed, we shall deem the booking to be confirmed for the new departure date and our standard cancellation terms & conditions will then apply.
- If a day trip is cancelled or partially cancelled by us at any time in the seven days before or on the departure date or during a day trip due to unavoidable and extraordinary circumstances, or if an event is cancelled at any time by a promoter or venue and is not rescheduled, we do not accept any liability for failing to fulfil our contractual obligation to you or if you suffer any damage, loss or expense and no compensation will be payable in any circumstances
- Refunds by us will only be payable for any costs of the day trip that we do not incur or any costs we are able to recover in which case you may:
- receive a refund proportionate to the no incurred and/or recovered costs or:
- transfer such an amount due to you to another day trip or short break that is available to book with us.
Cancellation after a material change to an event or an itinerary before the departure date
- If an event is materially changed by a promoter or venue or; if we make a material change to an itinerary which you have relied upon and; subject to the exclusions listed below you may request:
- a full refund or:
- a transfer of the full value to another day trip or short break that is available to book with us at the time.
- Changes which in our opinion or the opinion of the ticket supplier do not constitute a material change.
- Change of venue, performance time, support act or the use of understudies
- We encourage you to consider effecting cancellation insurance but we neither provide nor offer advice upon such insurance which is available from a number of insurers
Travelling with us
- We contract coach operators to provide us with vehicles for our day trips. Usually this will be a vehicle operated by ICT Coaches Ltd. Occasionally we may contract a vehicle from another operator and will endeavour to ensure that any such vehicle is of an equal standard to those we customarily use. Where a substitute vehicle is of a lower standard no refunds or compensation will be paid.
- For administrative reasons specific seats on most day trips are not presently allocated at the booking date.
- Requests for certain seats or areas of the coach must be made at the time of booking. We will endeavour to meet requests in booking date order but may not be able to fulfil all or any requests if, for example, there is a large number of passengers with specific requests or the expected vehicle is changed.
- Solo passengers may be allocated a seat next to another passenger.
- Passengers added to a booking after seats have been allocated may not be seated with those who were part of the original booking.
- You must tell us of all relevant disabilities that any passenger has at the time of booking.
- Passengers will need to be able climb the coach steps unaided or with the support of a companion to board the coach.
- All requests for us to carry an assistive device or specialised medical equipment must be made at the time of booking. There is limited or no capacity for such items depending upon the vehicle used. Boarding may be refused if a passenger brings unexpected devices or equipment to a pick-up point. No refunds or compensation will be paid in such situations.
- We cannot provide additional personal care or attend to any special needs of disabled passengers.
- Official assistance dogs will be carried free of charge. No other animals will be permitted.
Picking up and dropping off
- Passengers are responsible for being at a pick-up point before the appointed time or any other time directed by the coach driver or host.
- The coach driver will leave the pick-up point at the appointed time and may reasonably depart without a passenger if any instructions are disregarded.
- We will not pay for any costs arising or incurred if a passenger fails to comply with boarding instructions.
- All times quoted are reasonable estimations and we will not be liable for any costs arising nor will any compensation be paid due to the late arrival of the coach at a pick-up point, late arrival at or late leaving an event or venue, or late return drop-off point.
- The emergency number to call before departure only is: 01603 975404.
- You do not need to bring printed copies of any booking documentation issued by us on the departure date. The coach driver or our representative(s) will be expecting you.
- Event tickets will be issued to you on the coach.
- Passengers are responsible for ensuring that when required they have all necessary personal documentation. Depending on the itinerary this may include but not be limited to: visas, evidence of health compliance and a valid passport.
On the Coach
- Alcoholic drinks must not be consumed on the coach.
- Luggage & shopping are carried at the owner’s risk and should be clearly labelled.
- Mobile electronic devices must be used with consideration for and not disturb other passengers.
- Passengers are required to wear seat belts unless medically exempt.
- Passengers will be required to comply with any measures required by us, any supplier of services to us, any event or any local or national government to ensure health & cleanliness standards.
- Unreasonable conduct by a passenger may result in the refusal to accept a booking or the termination of travel with immediate effect. Examples of unreasonable conduct include but are not limited to: failing to board a coach when requested or instructed, disruptive drunkenness or other intoxication, refusing to cease drinking alcohol when requested, smoking, vandalism or damage to the vehicle. We will not pay any costs arising or incurred by you or any passenger due to the termination of a booking or travel.
- Smoking including the use of e-cigarettes and vaping devices is not allowed on the coach.
- The coach operator may charge you for damage to the vehicle or its fittings caused by a passenger or for additional or specialised cleaning arising from a passenger’s condition or actions.
- You must tell us about any ‘lost property’ as soon as possible. Lost property we have found can be collected from our main office where it will be kept for two weeks after a day trip has returned. Property left on the coach that is considered to be ‘perishable’ will be disposed of immediately. No costs or compensation will be payable in any circumstances in connection with lost property.
IC Travel – Short Break Trading Charter – effective 1st January 2023
These additional terms and conditions apply to all short breaks.
All bookings are made subject to the following terms and conditions. Your contract is with Smile Enterprises Ltd trading as IC Travel.
- These Terms and Conditions apply to a booking of at least two of the following components when sold or offered for sale at an inclusive price and when the service covers a period of more than twenty-four hours or includes overnight accommodation: –
- Other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the package.
Why should I read this?
- Because it is very important. Our Trading Charter forms a key part of our agreement with you because it not only comprises the booking terms and conditions for the booking of your package, but also the Consumer Guarantee providing protection for the money you pay to us for the booking should we go out of business.
- This Trading Charter and the Consumer Guarantee will not apply to any booking involving any type of flight. Instead, if you are booking a holiday which includes a flight, you will be supplied with the full booking conditions of the ATOL holder arranging your holiday with whom you have a contract. Your booking agent will have a copy or alternatively you can request one prior to booking your holiday.
How is my money for the package I book protected?
- Your money is protected by the Consumer Guarantee. This is possible because we subscribe to the Code of Conduct which requires us to take out a bond from a financial entity in favour of the insurer for it to use to provide protection for your package money in the unlikely event that, for financial reasons, we can’t carry out our booking obligations to you.
Travel Regulation Insolvency Protection
- Please see our Consumer Guarantee page for full details
Payments by Credit Card
- If you made payment for the booking of any services using a credit card it is likely in many circumstances that you have recourse against the credit card company in the event of services not being supplied in whole or in part due to the supplier’s financial failure. In those circumstances, you will be advised to check that you have exhausted your remedies against the credit card company.
When do I need to pay for my package and how much?
- We reserve the right to alter the prices of any of the packages that we advertise. At the time of booking, you will be told the current price of the package. You can book by paying a deposit for each person named on the booking. You will be told at what point in time you will become committed to a booking, but we are not committed to the booking until such time as we provide you with our confirmation of booking. Our commitment is always conditional upon any balance being paid before the dates listed below. If you book after our balance due date you need to pay the total holiday cost at the time of your booking. If you do not pay the outstanding balance on or before the date when it is due, we may cancel your booking and you will be required to pay the cancellation charges detailed below.
- The date of cancellation will normally be the date we receive your confirmation in writing that you intend to cancel or 15 days after the balance due date, whichever comes first. Deposit: £50.00 per person on all coach holidays. Your balance is due at least 12 weeks prior to departure date and you will be contacted at that time.
- Where optional items are purchased as part of the package these are payable on the balance due date except where items, such as theatre tickets, have been specifically purchased for you. In this case the cost will be payable at a separate date notified to you and will not normally be refundable unless we obtain a refund from the supplier we use.
Can you change the price of my package after you have issued the booking confirmation?
- Yes, we can, but only in very limited circumstances and not within 30 days of your departure. The price of your package can be varied due to changes in:
- Transportation costs such as fuel and/or fuel tax, ferry operator fares and tolls, embarkation or disembarkation fees at terminals;
- Exchange rates applied to the particular package booked; or
- Dues and taxes including changes in VAT or any other Government imposed charges
- In the case of any variation described above, an amount equivalent to 2% of the price of your package, which excludes insurance premiums and any amendment charges, will be absorbed. If this means that you would have to pay an increase of more than 10% of the price of your package before increase, you may cancel it and receive 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 from the issue date printed on your revised invoice.
- Alternatively, you can accept an offer of an alternative comparable package of equivalent or superior quality, if available, or an alternative package of lower quality, if available. You may then transfer payment made in respect of the original package to the alternative package. If the cost of the alternative package is less than the original package, the difference in price will be refunded. We will also pay compensation as set out below. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your package due to contractual and other protection in place.
Can I change my package arrangements?
- After we have issued our booking confirmation, we will do our best to accommodate any changes you may want to make but we cannot guarantee to do so. Any changes must be notified to us in writing and signed by the person who made the original booking. If we are able to make the changes an amendment fee of £10.00 per occasion may be payable plus the cost that we incur in making the amendment. The costs of making a change increases the closer to the departure date you want to make it. Some arrangements, like particular types of tickets, cannot be changed without paying a cancellation charge of up to 100% of the cost of the ticket.
- Any significant alteration after the balance due date will be treated as a cancellation of the original booking and will be subject to the cancellation charges detailed below. A significant alteration would include a change of departure date, holiday or hotel, or number of people travelling.
Can I transfer my booking to someone else?
- You can transfer your booking to someone else provided you give us reasonable notice. This person must be able to satisfy all the conditions for the package and a change cannot normally be made later than seven days prior to departure. We may make an administration charge of £10 per booking for every transfer we make plus any reasonable additional costs caused by the transfer. You will remain responsible for ensuring that the package is paid for by the balance due date. This is in addition to (and does not affect) the separate liability of the transferee to us.
How can I cancel my package?
- You, or any member of your party, may cancel at any time provided that the cancellation is made by the person in whose name we issued the confirmation of booking and is communicated to us in writing via the office at which you made your original booking.
- You will have to pay cancellation charges set out in the scale below to cover our estimated loss resulting from the cancellation. If you are insured against cancellation, you may be able to recover the charges from your insurers. Your cancellation will take effect from the date when we receive your written confirmation of your cancellation. You must also return any tickets or vouchers that you have received. A reduction in room occupancy may increase the charges for the remaining passengers by the application of supplements for low occupancy of rooms (e.g., changing a twin room to a single).
Cancellations incurring a Cancellation Charge:
- (As a percentage of the Total Holiday cost)
- More than 90 days before departure – Deposit only
- 89 to 45 days before departure – 35% or deposit if higher
- 44 to 15 days before departure – 65%
- 14 to 1 days before departure – 100%
- Departure day or later including voluntary termination whilst on holiday – 100%
- Where other services are included i.e., Hotels, issue of theatre tickets, admission tickets to a particular attraction etc., refunds are subject to the conditions of the supplier.
What happens if you change my package?
- The arrangements for your package will usually have been made many months in advance. Sometimes changes are unavoidable and we reserve the right to make them at any time. Most of these changes are likely to be minor and we will do our best to keep you informed.
- If your day excursion has been rescheduled or you were given the option to transfer your booking due to unforeseen circumstances (Covid-19 for example) and you have agreed to the change, then standard bookings conditions will apply to the rescheduled booking.
- Following notification of any changes to your rescheduled or transferred bookings, in the absence of any contact from you, standard booking conditions shall apply after 21 days from the date of the advice sent to you.
- If, after booking and before departure, we make a significant change to your package you will have the option of withdrawing from the package without penalty or alternatively you may transfer to another package without paying an administration fee. In either case we will pay you compensation according to the scale set out below.
- A significant change includes a change in departure time or return time of more than 12 hours, a change of departure point, location of resort or type of hotel, (excluding single overnight hotels on touring packages where the quality of the hotel is comparable), a change of mode when crossing the Channel.
- If you withdraw from the package because we have made a significant change or if we have to cancel your package for any reason other than non-payment by you, we will offer you the choice of:
- A comparable replacement package if available; or:
- a replacement package of lower quality together with a refund of the price difference; or:
- a full refund of the money you have paid.
- When we have notified you of the changes and options available, you must tell us your decision as soon as possible and within any timescale we may set bearing in mind the need to safeguard the booking arrangements of other customers.
Scale of compensation
- Period before departure in which significant amount per person change is notified to you
- More than 42 days – Nil
- 25 to 42 days – £10
- 15 to 24 days – £15
- 8 to 15 days – £20
- 0 to 7 days – £25
- Payment of compensation according to the scale set out above will not affect your statutory right to claim further compensation if, in all the circumstances, you remain dissatisfied.
- If, prior to departure, we make a significant change to your package arrangements or cancel your package we will pay you compensation on the above scale unless the package is cancelled because the number of persons who agreed to take it is less than the minimum number required, and you were informed of the cancellation in writing within the period indicated in the description of the package; or where the performance of our contractual obligations is prevented or affected (for example but not limited to delay, cancellations, change of itinerary, change of accommodation, change of transport) by “Force Majeure”.
- In the unlikely event that the performance of our contractual obligations is prevented or affected due to “Force Majeure”., we regret we will be unable to make any refunds (unless we obtain any from our suppliers).
- Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure. We will follow the advice given by the Foreign Office.
- Payment of compensation according to the scale set out above will not affect your statutory right to claim further compensation if, in all the circumstances, you remain dissatisfied.
- If, after departure, we need to make a change to a significant proportion of your package we will do our best to make suitable alternative arrangements at no extra cost to you. If it proves impossible to make suitable alternative arrangements, or if you have reasonable grounds for refusing the alternative offered, we will arrange transport back to your point of departure, or to an alternative location that we agree to. Unless the change is as a result of unusual and unforeseeable circumstances beyond our control (force majeure as described below), you will also be entitled to compensation.
What is the extent of our liability?
- Your package contract with us will be performed or provided with reasonable skill and care. We accept responsibility if you or customers named in the booking suffer death or personal injury, or the contractual arrangements are not provided as promised as a result of the failure of us or our agents or suppliers or the employees of each whilst acting in the course of their employment unless the failure or improper performance is due to: – you, or:
- a third party unconnected with the provision of the travel arrangements, or:
- 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.
- Provided that in these 3 events we would still endeavour to give prompt assistance if you are in difficulty and, if you inform us that you don’t believe you have received the contracted service, we will make prompt efforts to find appropriate solutions.
- For claims which involve death or personal injury we do not impose any restriction upon our liability to the extent that it arises from our negligence.
- For all other claims which do not involve personal injury or death:
- The most we will have to pay if we are liable to you is twice the price you’ve paid for your package (not including insurance premiums and amendment charges).
- Our liability will also be limited in accordance with/or in line with all relevant international convention. These include the Athens Convention (applies to transport by ship), the Berne Convention (applies to transport by rail), the Geneva Convention (applies to transport by road) and the Paris Convention (applies to accommodation). You can get copies of the relevant conventions from the Internet or from us. You should also note that these conventions limit or remove the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. We will apply the limits of these Conventions to any payments to you as if we were the carrier.
- The above suppliers (such as accommodation or transport providers) have their own booking conditions or conditions of carriage, and these conditions may limit or remove the relevant transport provider’s or other supplier’s liability. You can get copies of such conditions from our offices, or the offices of the relevant supplier. We will pay you in accordance with these conditions which are incorporated into the Trading Charter.
- If we make any payment to you or any member of your party for death or personal injury or illness, you will be asked to assign to us or our insurers the rights you may have to take action against the person or organisation responsible for causing the death, personal injury or illness.
NB – this clause does not apply to any separate contracts that you may enter into for excursions or activities during or outside of your package
What do I need to do if I have to complain?
- If you have a complaint during your package, you should tell the driver/representative or supplier at the earliest opportunity so that they can do their utmost to resolve the problem immediately. If they are unable to resolve the problem to your satisfaction you should complete a Holiday Report Form which is available from IC Travel. You will be given a copy of this report which you should keep. If, on your return from your package, you remain dissatisfied you should write within 28 days to the company directors. In your letter you will need to quote your booking reference number, holiday number, departure date.
- If you do not tell us at the earliest opportunity about a problem giving rise to your complaint, we cannot take steps to investigate and rectify it at the time. We will take into account the date you first drew the problem to the attention of our driver/representative or supplier when responding to your complaint and it may affect your rights under this Trading Charter if we have not been able to investigate and remedy the situation at the time.
- Some hotel facilities, such as indoor or outdoor swimming pools or leisure facilities, may from time to time be withdrawn for routine maintenance or be subject to seasonal availability. The provision of these facilities is therefore not guaranteed.
Health & Safety during your package
- In some foreign countries, standards of infrastructure, safety and hygiene may be lower than those to which we are accustomed in the UK. You should therefore exercise greater care for your own protection.
- The UK Government foreign travel advice can be found here : https://www.gov.uk/foreign-travel-advice
- Further information can be obtained from your GP who can provide you with the leaflet “Health Advice for Travellers” published by the Department of Health. Some people may be at risk from discomfort or deep vein thrombosis (DVT) if they remain immobile on a journey for a long period of time.
- If you are planning to undertake a bus or coach journey of more than 3 hours you should consult your doctor if you have ever had DVT or pulmonary embolism, a family history of clotting conditions, cancer or treatment for cancer, a stroke, heart or lung disease or if you have had major surgery in the past 3 months.
- We reserve the right to refuse any booking in the absence of a doctor’s certificate confirming that you are fit to travel. During the journey we will provide comfort stops as frequently as possible. During these stops you are encouraged to get off the coach and walk around. Exercise reduces any discomfort which may be caused by periods of immobility. During any journey you should drink alcohol only in moderation as it leads to dehydration.
- Should a passenger become unwell during the short break the driver/courier may decide that the passenger may not continue with the trip. In such cases whilst assistance will be given where possible it is the passengers responsibility for arrangements and associated costs to return home and if in the event of testing positive for Covid 19 or any other illness, any isolation costs.
- Assistance – due to health and safety laws, please note that our driver/escorts and other ancillary staff are not permitted to physically assist passengers on or off coaches, boats, trains etc.
Pick up point, itineraries, travel documents and passport
- You are responsible for ensuring that you are at the correct departure point, at the correct time, with the correct documents and we cannot be held liable for any loss or expense suffered by you or your party because of an incorrect passport or late arrival at the departure point.
- If you are a British citizen travelling outside the United Kingdom you must have a full UK passport valid for a minimum of three months after your scheduled date of return. You should also check any other passport validity requirements for the country(ies) being visited on the relevant page(s) here: https://www.gov.uk/foreign-travel-advice
- Non-UK citizens must seek passport and visa advice from the relevant consulates or embassies of the countries you plan to visit prior to making a booking for one of our packages (and you are advised to check with the relevant consulate or embassy to ensure you allow sufficient time before your departure to apply for a visa). The name on the passport must match the name on the ticket. If someone in your party changes name after the booking is made you must tell us immediately so that we can issue the ticket in the new name.
- Certain travel documents may have to be retained by us and your driver/courier will then issue them to you at the relevant time. If you lose a travel document after it has been issued to you, we will require you to meet the direct cost charged by the carrier/supplier for the issue of a duplicate or replacement.
- Ian Colman Enterprises Ltd T/A IC Travel reserve the right to modify itineraries to conform with requests from the competent authorities in the United Kingdom and any other sovereign state through which the tour will operate. We recommend that you read the British Foreign, Commonwealth & Development Office (FCO) advice about your holiday at https://www.gov.uk/foreign-travel-advice
- Excursions which are included in the cost of your booking and are part of your package are detailed on the relevant brochure page and refunds will not be made for any excursion not taken. Optional excursions may be booked and paid for in resort but these will not form part of your booking.
- Admission fees to buildings, grounds etc. are not included in the price of the package unless otherwise stated on the relevant brochure or website page
What happens if I am delayed?
- Your travel insurance may cover you for some delays. In addition, where you are delayed for more than six hours in any one day, we will seek to minimise any discomfort and where possible, arrange for refreshments and meals.
Do I need to take out travel insurance?
- In January 2009, new legislation came into force which prevents tour operators from selling holiday travel insurance unless they are authorised by the Financial Services Authority to do so. For small businesses such as ours, the costs of becoming authorised outweigh the benefits. Unless you have your own comprehensive travel insurance, you may be affected by the new regulations, as we will no longer be able to arrange your travel insurance.
- We strongly recommend that you obtain insurance cover for holidays within the U.K. Please ensure that your insurance is effective for the period between booking and the holiday departure date as well as for the duration of the holiday itself.
- Please note that IC Travel is not able to sell, or to make recommendations about, any holiday insurance policies.
What assistance will you give me if things go wrong when it is not your fault?
- In addition to what has already been stated (and without affecting that), if you, or any member of your party, suffer death, illness or injury whilst overseas arising out of an activity which does not form part of your package travel arrangements or an excursion arranged through us in the UK, we shall at our discretion, offer advice, guidance and assistance.
- Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings. Our consent will be given subject to you undertaking to assign any costs, benefits received under any relevant insurance policy to ourselves. We limit the cost of our assistance to you and any member of your party to £5000 per party.
- Where possible we offer single occupancy at no extra cost. These spaces are limited so if you are a single traveller you are advised to book early. Once our single room allocation has been sold, any additional single rooms will incur an additional supplement as charged by the accommodation provider.
- Some of our hotels arrange additional entertainment. Where this is part of the package details are given on the respective brochure page. Where it is not specified it may still be available but is at the discretion of the hotel and is not guaranteed. It may be withdrawn if there is a lack of demand or for operational reasons.
Travelling to other EC Countries
- It is strongly recommended that each person travelling to other EC Countries obtains and carries a European Health Insurance Card (EHIC). The EHIC entitles you to reduced cost, and sometimes free, health treatment under the same terms as people resident in the country that you are visiting.
- Application forms for the European Health Insurance Card can be obtained from Post Offices or you can apply online here: https://www.nhs.uk/using-the-nhs/healthcare-abroad/apply-for-a-free-uk-global-health-insurance-card-ghic/
- The EHIC is not a substitute for travel insurance. Since it may not cover all health costs and never covers repatriation costs in the event of illness or injury, you are advised to take out travel insurance cover in addition to the EHIC. State-provided treatment in some EC Countries may not cover all treatments that you would expect to receive free of charge from the NHS.
- Further information, including a full list of countries covered, along with details of their health care schemes, can be found in the booklet “Health Advice for Travellers” which is available from Post Offices. It is strongly recommended that you take this booklet with you when you travel, as it also tells you what to do if treatment does become necessary during your visit.
PLEASE ENSURE THAT YOUR PASSPORT AND EHIC ARE IN DATE FOR THE DURATION OF YOUR HOLIDAY.
- ‘We,’ ‘us’, ‘our,’ ‘the company,’ ‘IC Travel’ means Smile Enterprises Ltd. trading as ‘IC Travel.’
- ‘You,’ ‘your,’ ‘the booker’ means the person who contracts for the day trip with us. The person booking may not be a passenger in which case certain clauses of these terms and conditions will transfer to passengers. The booker will remain the sole person with whom we communicate in all matters relating to the trip.
- ‘Assistive Device’ means any mobility device such as a wheelchair or stroller or specialised medical equipment required by a passenger and which needs to be carried in a vehicle’s storage hold.
- Booking,’ bookings’ means the contract for a ‘day trip’ between you and us.
- ‘Booking date’ means the date that the booking is initiated with us.
- ‘Child,’ ‘Children,’ means any person qualifying for a child ticket as defined in an itinerary.
- ‘Day Trip’ means any trip, excursion or break provided by us which does not include an overnight stay. (A Day Trip can take place over two calendar days and last more than 24 hrs.)
- ‘Departure Date’ means the date or rescheduled date we tell you upon which the day trip is to take place.
- ‘‘Event’ means any destination, venue, occasion, performance or attraction which is the purpose of a day trip.
- ‘Force Majeure’ see ‘Unavoidable and Extraordinary Circumstance’
- ‘Itinerary’ means: the services and products that comprise a day trip as advertised in our printed or electronic marketing and advertising material and issued to you between 14 and 7 days prior to a day trip with the final details. Subject to any errors or omissions.
- ‘Material Change’ means a substantial alteration to an event such that the nature or essence of an event is significantly changed. For example: a complete change of show in a theatre.
- ‘Pick Up Point,’ ‘Drop Off Point’ means a range of locations specified by us dependent upon the route taken where passengers may join or leave a day trip.
- ‘Relevant Disability’ means any disability which causes a passenger any serious difficulty in boarding a coach, requires a carer to accompany them on a day trip, requires a wheelchair, other mobility device or any specialised medical equipment.
- ‘Short Break’ means any trip excursion or break comprising travel, tickets and an overnight stay.
- ‘Unavoidable and Extraordinary Circumstance’ means a situation which is beyond our control or the control of any of our suppliers, the consequences of which could not have been avoided even if all reasonable measures had been taken. Unavoidable & Extraordinary Circumstances (whether actual or threatened) include but are not limited to: war, hostilities, riot, terrorist activity, political or civil unrest or strife, government acts, strikes, industrial disputes, instructions given by the emergency services, military personnel or civil officials, fire, flood, tornado, hurricane or other natural disaster, extreme or severe weather conditions, transportation problems, road closures, coach breakdown or collision, disease, epidemics, pandemics, nuclear disaster or contamination, UK Foreign Office Advice against all but essential travel to a country, area, location or destination relevant to the day trip.
- ‘Young people’ means persons under the age of 18
Terms & Conditions – Private Hire
TERMS & CONDITIONS OF USE
- By ordering a Private Hire vehicle the user agrees to use the service and to pay all relevant fares. The settlement of which will be bound by the terms & conditions of use between IC Travel and the user.
- By ordering a Private Hire vehicle the user agrees to use the service and to pay all relevant fares. The settlement of which will be bound by the terms & conditions of use between IC Travel and the user.
PASSENGER COMFORT & SAFETY
- No alcohol will be permitted ‘ inside’ the vehicle at any time under any circumstances. All alcohol transported must be stowed in the luggage compartment.
- Should the vehicle require valeting due to negligence, general or alcohol related illness a minimum charge will be made of £100.00 to cover cost of cleaning and subsequent loss of earnings.
- Smoking is against the law in the UK and is not permitted in or around the vehicles. Our vehicle is strictly NON-SMOKING – offenders may be liable for a fine of up to £500.00 resulting from any damage.
- Any damage, breakages etc. to the vehicle upholstery, trimmings or seat belts will be the responsibly of the hirer who will be invoiced for the necessary repairs.
- Our vehicle is fitted with seat belts conforming to EU regulations, it is up to the hirer (not the driver) to ensure that seat belts are worn The Company will not be held responsible for any claims resulting from the non or misuse of seat belts.
BOOKINGS & CANCELLATION
- The company reserves the right to decline any bookings. The driver may also request any passenger to leave the vehicle if it deems his/her conduct to be incompatible to the comfort or safety of the other passengers, or the driver.
- All invoices are deemed correct if not queried within 7 days
- A deposit of £60 (or the full fee if lower) is payable at the time of booking and the remaining balance must be paid in full 7 days prior to the commencement of the journey. The company reserves the right to pursue outstanding sums owed through civil court.
- The deposit paid is not refunded if the booking is cancelled within 14 days of the scheduled travel date
- There is no refund of any payment if the booking is cancelled less than 7 days before the journey.
- For airport collections, charges allow for 60 minutes waiting after aircraft landing. Waiting time charges in excess of this is charged at £20 per hour or part thereof. All charges based on mileage and are charged to the last mile or part thereof. Where journey times are planned to be 3hrs or less, no comfort breaks are allowed for. If these are required then these are charged at £20 per hour or part thereof.
- Where an aircraft arrival is delayed for 4 hours or more this would be treated as a cancellation of the booking with no refund payable. The company may, due to other contractual obligations, be unable to fulfil the revised booking. In such cases the hirer would need to make alternative arrangements assisted by IC PremierTravel where possible. The hirer would be responsible for such charges for the new booking.
- If IC Travel are able to fulfil the revised booking, then this would be charged at 50% of the usual rate.
- Charges include any tolls and car park charges normally payable. Additional charges due to delays or upon requests for (e.g.) Premium drop off/collection will be charged to the customer.
- Unless otherwise instructed by the passenger, routes travelled will be at the driver’s discretion, in accordance with road, traffic and weather conditions, whether the route is the shortest or not. No price alteration to the hirer will be made if the route adopted is not actually the shortest. Journeys for airport transfers for outbound flights are planned to allow a minimum of 2 hrs. arrival before departure.
- Neither the company nor its agents or employees will be responsible for any delay howsoever caused and any subsequent costs to the hirer.
- Every endeavour is made for the faultless running of the vehicle, but no responsibility can be accepted for any breakdown whatsoever or any additional expense or loss incurred by the client/s or passenger/s thereafter.
- The vehicle is kept clean, but no liability can be accepted for clothing etc., being marked, stained or dirtied by road dirt, oil or grease from any part of the vehicle.
- Please ensure your travel insurance arrangements cover such instances detailed above.
- The carriage of luggage is entirely at the owner’s risk, the Company will not be held responsible for any damage to, or loss of personal property carried within the luggage area or within the passenger area of the vehicle.
- Whilst we endeavour to estimate the amount of luggage transported on airport transfers, we are restricted on luggage compartments sizes. It is strictly forbidden to load luggage on passenger seats for obvious safety reasons. Please note that the vehicle size does not necessarily equate with the number of persons carried.
- If you have a problem or complaint, it is essential that you inform the driver immediately, if you wish to make a formal complaint, please notify our office in writing no later than 7 days after your planned journey.
- Individual amendments to these terms and conditions must be approved and underwritten by the directors of The Company.
- Without prior notice: The Company reserves the rights to amend, change, delete or add to these terms and conditions whenever necessary.
Common Terms & Conditions
The DPA & GDPR May 2018
We and this website comply with to the DPA (Data Protection Act 1998) and already comply with the GDPR (General Data Protection Regulation) which comes into affect from May 2018. We will update this policy accordingly after the completion of the UK’s exit from the European Union.
Website Visitor Tracking
This website uses Google Analytics tracking software to monitor its visitors to better understand how they use it. The software will save a cookie to your computers hard drive in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Contact & Communication With Us
Users contacting this us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use.
Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you products/services information through a mailing list system. This is done in accordance with the regulations named in ‘The policy’ above.
External Website Links & Third Parties
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites)
Shortened URL’s; URL shortening is a technique used on the web to shorten URL’s (Uniform Resource Locators) to something substantially shorter. Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding.
We cannot guarantee or verify the contents of any externally linked website despite our best efforts. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Social Media Policy & Usage
We adopt a Social Media Policy to ensure our business and our staff conduct themselves accordingly online. While we may have official profiles on social media platforms users are advised to verify authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for user passwords or personal details on social media platforms. Users are advised to conduct themselves appropriately when engaging with us on social media.
There may be instances where our website features social sharing buttons, which help share web content directly from web pages to the respective social media platforms. You use social sharing buttons at your own discretion and accept that doing so may publish content to your social media profile feed or page.