Terms and Conditions of Booking
Your holiday contract is with Hardelot Holidays Ltd, Company No.2547202. The company has been trading since 1981 and is family-run and independent. Listed below are our Terms & Conditions of Booking as recommended by ABTA.
Your Financial Security: The Package Travel, Package Holidays and Package Tours Regulations 1992 require us to provide security for the monies that you pay for the package holidays booked from our programmes and for your repatriation in the event of our insolvency. We provide security for all our self drive & non-flight based packages by way of a bond held by ABTA, the Travel Association.
We will not start your holiday contract until we have received acknowledgement from you that you have read these Terms & Conditions of booking. As part of our ongoing improvements in our reservations programme and website, we constantly seek ways to improve the security of our online bookings. We are confident that information provided over our website and email system offers efficient security. Please see the ‘Deposit and full payment’ section for payment terms.
Confirmation of Booking
The holiday contract is between the party leader and Hardelot Holidays Limited. The contract commences when you have confirmed that you have read and understood these Terms and Conditions of booking and received your deposit or balance payment if the holiday departure date is within two months. The holiday contract is subject to English Law and is binding under the relevant conventions. You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you wish to do so.
An Account and Confirmation of Booking will be sent to you as soon as you have made the deposit or, if holidaying within two months, the final balance payment. This confirmation may contain some complementary arrangements that have yet to be confirmed i.e. tee-times at a busy or exclusive golf club. We will of course provide a solution if any complementary arrangement is not possible. The Account and Confirmation will show a clear holiday itinerary and payment schedule with the times, places and particulars of the transport, accommodation and other arrangements involved in the holiday. It will also detail the total cost payable unless otherwise stated.
Your holiday itinerary
Your holiday itinerary is as stated on your posted Account and Confirmation of Booking.
Deposit and full payment
We require a deposit of 20% of the total holiday cost upon booking. A 2.5% charge applies for credit card payments. There is no such surcharge for debit card payments or bank transfers. The balance is paid no later than two months before the start of your holiday, using the same card, unless advised by you, as provided at the time of the deposit payment. If you prefer to pay the balance by another method, please contact us at least 12 weeks before the holiday departure date on 0845 6012715.
Personal insurance is an “added-value” option for you to accept or decline. Please note that we strongly advise all clients to take suitable Personal Holiday Insurance - either through your normal insurance broker or a specialist travel insurance company. We also advise you to inform the insurer, irrespective of age, of any pre-existing medical conditions (treated up to two years prior) or all cardio-vascular and any other serious conditions at any time prior to your holiday departure.
Hire car insurance is included in our packages featuring car rental so please read carefully the hire car agreement when collecting your hire car as you may be asked to pay for an insurance already included in your holiday cost.
We are a Member of ABTA, membership number W5077. 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, or in connection with this contract. The arbitration scheme although arranged by ABTA is administered independently. It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect of costs. The scheme does not apply to claims for an amount greater than £5,000 per person. There is also a limit of £25,000 per booking form. Neither does it apply to claims which are solely in respect of physical injury or illness or their consequences. The scheme can however deal with compensation claims which include an element of minor injury or illness subject to a limit of £1,000 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. Outside this time limit arbitration under the Scheme may still be available if we agree, but the ABTA Code does not require such agreement. 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
We ask you to inform us of your party's playing standard as this assists the planning of your golf. Generally speaking, it is advisable to travel with a copy of your Handeicap Certificate although these are not necessary for our clients with most clubs. However, if it is apparent that your standard is not suitable, the golf clubs do reserve the right to ask you to leave the course.
Health and Disabilities
Please advise us if any person in your party has special requirements, a suitable room can be reserved and buggies can be booked where available.
Alterations in costs
We guarantee that there will be no Currency Surcharge on your holiday cost. Changes in dues, taxes or fees chargeable for services mean that the price of your travel arrangements may change after you have booked. However there will be no change within 30 days of your departure and we do our very best to avoid passing on these unexpected charges.
We will absorb and you will not be charged for any increase equivalent to 2% of the price of your holiday cost. We reserve the right to pass on the increase in price above that. If this means that you have to pay an increase of more than 10% 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 (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving 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 7 days from the issue date printed on your final invoice.
Changes and cancellation by you
Should you make an amendment - such as altering the date of your holiday - we will charge you an administration fee, up to a maximum of £100 plus any charges incurred by us. Ferry companies, cross-Channel operators and airlines are increasingly charging amendment and cancellation fees and we will have to charge you for these costs, so please ensure you provide us with your correct travel details dates, times and passenger names. Should you make a major change - such as altering the date of your holiday - we will charge. Should the name of the party leader change, there will be a charge of £50 plus any charges incurred by us.
Should you or any of your party cancel, the following charges will apply:
• 56 days or more before departure: Loss of deposit and any charges incurred by us
• 14-55 days before departure: Loss of deposit and any charges incurred by us
• 0-14 days before departure: 100% of holiday cost
Changes and cancellation by us
We regularly ask all our suppliers if any maintenance or improvement works are taking place during any of our clients’ holidays. Where we become aware of such work, we will endeavour to inform you and, where appropriate, offer to make suitable alternative arrangements. Should there be any changes to your itinerary between the time of your booking and the time of your holiday departure, we will offer suggestions and ask for your preferred plan of action. We will also contact you should there be any changes to your itinerary between your posted confirmation and the sending of your tickets. In the unlikely event that we have to cancel or drastically change your itinerary, you will be entitled to a full refund or we will offer a replacement holiday of at least equal value. Should force majeure lead to a drastic change to your holiday, we will do our best to offer a suitable alternative or offer a full refund less £100 per person handling charges and any charges incurred by us. If you are booking your own flights, please pay due attention to their terms and conditions of the airline and any modifications they may send as this may have a direct affect on the rest of your holiday arrangements.
Our responsibility to you
If the contract we have with you is not performed or is improperly performed by us we will pay you appropriate compensation if this has affected the enjoyment of your travel arrangements. We will also pursue appropriate compensation on your behalf should any of the third party suppliers not perform in the expected manner. However we will not be liable where any failure in the performance of the contract is due to you or a third party unconnected with the provision of the travel arrangements and where the failure is unforeseeable or unavoidable; 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. Our liability, except in cases involving death, injury or illness, shall be limited in accordance with and/or in an identical manner to the contractual terms of the suppliers that provide the components of your holiday. These terms are incorporated into this contract; and any relevant international convention, for example 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 compensation that you can claim 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 compensation contained in these or any conventions. You can ask for copies of the transport companies' contractual terms, or the international conventions, from our offices: Hardelot Holidays Limited, Hanover House, 78-82 High Street, Brentwood, CM14 4AP.
If you are booking your own flights, under EU law you have rights in some circumstances to refunds and/or compensation from your airline in cases of denied boarding, cancellation or delay to flights. Full details of these rights will be published at EU airports and will also be available from airlines. If your airline does not comply with these rules you should complain to the Air Transport Users' Council on 020 7240 6061 www.auc.org.uk However reimbursement in such cases will not automatically entitle you to a refund of your holiday cost from us. Your right to a refund and/or compensation from us is set out in the clause titled 'Changes and cancellations by us'.
Important notes on prices
The price on your Account and Confirmation will be the total cost of your holiday as detailed and will include any supplements payable unless otherwise stated. The holiday prices are based on the commercial exchange rate for the relevant destinations as of the week of your booking as listed by the Financial Times guide to worldwide currencies. These rates are available on request.
The description of the regions, hotels, courses and other aspects of the holidays in this brochure are based on opinions gained on visits to them and on the opinions of clients, official bodies, guides and third parties. We have gone to considerable effort to ensure the accuracy of descriptions and information. We are not always able to exercise control over all the components of the holiday arrangements and it is possible that an advertised amenity be withdrawn or changed due to various reasons such as water conservation, renovation work, etc. We will advise you if we become aware of such a change but we cannot accept liability for loss, damage or inconvenience in such circumstances.
Passports and health regulations
A passport is still necessary for travelling and it is advisable to carry one for identification purposes. Passports, visas and inoculations are your responsibility. Kindly advise our staff if any of your party is not a British citizen or a citizen of another member of the European Union. All passengers including children need their own passport and generally, passports must be valid for at least six months after the date of end of the holiday. Please note that some entry stamps can prevent entry into certain countries and that there may be certain restrictions on one parent travelling with a child. Further information should be sought.
Passport renewals and amendments can be obtained using the Premium same-day service through the UK Passport Service (call 0300 2220000) or via www.direct.gov.uk/passports to book an appointment and for advice) - this service costs £129.50 per person. A one-week/fast track service costs £112.50. Lost, stolen or new passports will take one week minimum to replace. The standard service by post takes three weeks and costs £77.50. Passports are handled through Post Office branches together. Visas are obtained through the destination’s UK embassy.
The best advice is: PLAN AHEAD and CHECK YOUR PASSPORT NOW. It is advisable to obtain from your local DHSS office a copy of the booklet Protect Your Health Abroad and the European Health Insurance Card which offers your UK National Insurance to medical assistance in European countries.
Your tickets and vouchers
We provide you with access details to your Tickets and Tourist Information as soon as the holiday has been paid for. The information includes all the details to help make your holiday as enjoyable as possible. We will also include a questionnaire; this is to be completed, preferably by the party leader, after your holiday and sent to us.
You should mask the beam deflector part of your headlights with tape and carry a first aid kit. A set of spare bulbs, warning triangle, nationality sticker and insurance documents are obligatory. Speed limits abroad are generally 110 kilometres per hour on auto routes, 90kph on other major roads, and 50kph in towns. You may be fined or your licence confiscated if you exceed any speed limit. Check all your tyres and tyre pressures, oil levels and coolant systems before going on holiday. Never drive when you are tired - stop and rest or share the driving. Remember to drive on the correct side of the road. We do provide detailed maps with your tickets but please ask us for step-by-step route-planners if needed. You must have your driving licence with you (and other drivers of your car must also have theirs), the registration document of your car (or, if you are not the owner, a letter of permission to take the car abroad) and it is still advisable to obtain a green card from your car insurance company.
Luggage on aircraft
Weight entitlements vary depending upon the airline but our prices include hand luggage, hold luggage (between 15 - 23kg per person) and golf club carriage if you are a golfer. Please ask us for full details as every airline is different. Excess luggage will be charged locally at Check-In. Business or First-Class passengers are allowed to take more luggage.
All cars reserved by us will be fitted with all necessary equipment to adhere to the local requirements. Your ticket pack will contain information regarding speed restrictions and driving law. Your licence may be confiscated if you exceed any speed limit. All drivers must present their two-part (paper and card) driving licences and credit cards when collecting the car, all drivers must be aged 21 or over and must have held a valid driving licence for at least two years. The car hire companies are well-signposted and tend to be just outside the main airport terminal - follow the signs for car hire. Hand in your car hire voucher at the booth. You will be asked to present your licence, credit card and be given a form to sign - please ensure you do not sign for extra insurance unless you want it. You will then be asked for an imprint of your credit card - this will only be used in case of damage to the vehicle. It is a good idea to check the car for damage before you drive away. Please take a few moments to get used to the controls before you leave the car park and do remember to drive on the correct side of the road! Thieves can sometimes tell if a vehicle is a hire car by the registration - be extra careful and never leave valuables on show. When returning the car, allow an hour for checking it in. Always return the vehicle with a full tank of fuel as the refilling charges can be very high.
In general, rooms are available for occupancy between noon and 3pm on your day of arrival and should be vacated by 11am on your day of departure. Your luggage can be left with the hotel reception if need be.
You will receive details of our emergency telephone number with your tickets. Should you have any queries or problems please do not hesitate to contact us; we will respond to your query at the earliest possible opportunity. Minor problems with the hotel and golf courses should be brought to the attention of the relevant establishment - it is usually the case that a misunderstanding has led to your dissatisfaction and the issue can be resolved quickly and to your approval.
British Consular services
The Consuls protect the interests of their citizens abroad and can help issue emergency passports, contact relatives, advise on how to transfer funds and make representations on your behalf to the local authorities in certain circumstances. A Consul cannot intervene in court proceedings or pay bills or book accommodation. Travel advice for British citizens can be obtained by phoning 020 7008 1500 or on http://www.fco.gov.uk/en/travel-and-living-abroad/
Foreign alcohol is often stronger than at home and spirits can be served in more generous measures - watch how much you drink. Most of our suggested destinations are credit-card orientated so only a minimum of cash need be carried. Respect the law and avoid any involvement with drugs.
All the establishments offered in our programme have been inspected by us or third parties with whom we have a working relationship. Although we make every effort to ensure that our suppliers comply with national and/or local fire and health and safety laws, please bear in mind that safety standards vary from country to country and may not always be as stringent as in the UK. Liability insurance requirements also vary considerably from country to country, as does the responsibility placed on organisations by law. The monitoring, enforcement and compliance with such regulations and standards is the responsibility of the respective local authorities and the supplier of the services concerned.
We advise that you take all reasonable precautions to protect yourself and your party while on holiday. For example, you should familiarise yourself with the hotel layout and emergency escape routes of your accommodation, check the depth of a swimming and do not swim until at least an hour after eating. Do not leave children unsupervised in or around the swimming pool area. At beaches, be aware of depths, tides and currents and swim along the shoreline and not out to sea. Watch out for terrace, balcony and hotel. Never climb balcony railings and keep furniture away from the railings. Always accompany children in lifts particularly if the lifts do not have internal doors. Some hotels have beams or alcoved rooms so mind your head as it may take you a little time to get used to them. If you take medication, ensure you have enough to last while you are away - for advice on taking medicines abroad visit http://www.hmrc.gov.uk/index.htm and enter “medicines abroad” in the Search facility.
All times quoted on the Account & Confirmation of Booking are local.
Several of our hotels offer safes in the bedroom - if these are not available, ask the hotel reception to keep your valuables for you.
Always check if service is included before you pay the bill. It is becoming more common that service is included.
Many parts of the world are warmer than the UK so don't take a chance with sunburn. Use suitable suntan lotion and don't sunbathe too much, too soon.
Unused holiday vouchers
Unused vouchers cannot be refunded unless you have alerted the supplier beforehand and they have agreed to refund Hardelot Holidays Limited.
We do our very best to ensure that we and our suppliers provide you with what we have reserved. If they do not, we will seek to provide a quality solution except where your actions led to the failure and where unforeseeable circumstances meant that the failure could not have been avoided - even in these instances, we will endeavour to ensure the holiday arrangements are in place from then on. It is your responsibility to inform us and the supplier of any defects or faults at the earliest opportunity. Please do not leave the reporting of these until after the holiday. The earlier you tell us, the earlier we will be able to improve the situation. Should you still be unhappy, please inform us, in writing, within 28 days of your return and we will do our very best to provide answers to your queries. Should we not provide reasonable performance of the holiday contract with you, we will endeavour to provide reasonable recompense. “Disputes arising out of, or in connection with, the holiday contract which cannot be amicably settled may be referred to arbitration, if the customer so wishes, please see above section on ABTA for further details.