Terms and conditions

1.1Prior to making a booking please read our website (Ride25.com) in full and the following terms and conditions. If you have any questions please ask us to clarify any matters. We advise that you print these terms and conditions and retain a copy for your personal records.

1.2To make a booking you must be at least 18 years old and you need to send us, whether by post or electronically, a completed booking form plus a non-refundable deposit for each person (see section 2 ‘Non-Refundable Deposit’ for further details). We will treat each booking form submitted as an offer by you to purchase the holiday package in accordance with these terms and conditions. We will acknowledge receipt of your booking by email. If you notice any problems or errors associated with your booking on this email, please contact us at info@ride25.com to make any corrections. A contract will only be in place between us (all persons named on the booking form) once your deposit has cleared and we have confirmed this with you. The date on the confirmation will be the date the contract is made.

1.3The remainder of your holiday must be paid no later than 90 days before the departure date of your holiday. We will invoice you for the remainder of the cost of your holiday. If you book a holiday less than 90 days before your departure we require full payment to be made on booking. If the balance is not paid in time we reserve the right to cancel your holiday and will apply the cancellation charges outlined below.

1.4Every rider will sign the Ride25 waiver at the start of the ride. You do not need to sign it when booking — accepting these terms and conditions is all that's needed to register.

Your deposit is a non-refundable booking fee covering the administrative, planning, booking and research costs associated with delivering your holiday that we incur prior to and in processing your booking.

If your booking is cancelled, any deposit retained by us will be donated to charity.

3.1If you wish to cancel your holiday, the lead person on the booking form (and to whom the confirmation email has been sent) must notify us by email (to info@ride25.com). You will be liable for the following cancellation charges:

3.1.1If you cancel your holiday 90 days or more before the start date of your holiday your deposit will not be refunded and will be donated to charity. Any balance you have paid at this point over and above your deposit will be refunded.

3.1.2If you cancel your holiday within 90 days of the start date of your holiday, neither your deposit nor your holiday balance will be refunded. However, we will endeavour to fill your place/s and facilitate a refund of your holiday balance (excluding your deposit) where possible.

3.2If Ride25 Limited requires a lesser amount than set out in 3.1.1 and 3.1.2 above to cover our reasonable costs and losses caused by the cancellation, we may at our discretion charge you that lesser sum.

3.3Ride25 Limited shall take all reasonable steps to keep our costs and losses to a minimum.

4.1We may cancel or make changes to your holiday due to (but not limited to) the following circumstances:

4.1.1Where circumstances beyond our reasonable control arise – for example, threatened or actual war, civil or political unrest, riots, terrorist activity, natural or nuclear disaster, adverse weather conditions, disease, fire or technical problems with transport; and/or

4.1.2The minimum number of people needed to operate one of our holidays has not been met. We will advise you of this no later than 90 days prior to the start date of your holiday.

4.2If we cancel or change your holiday in either of the circumstances described above, we will endeavour to offer you an alternative holiday, where possible. If we replace your holiday with one that is of lower value, we will refund you the difference in cost. If this is not acceptable to you we will refund all payments made to us in respect of your holiday. We will not offer any refunds with respect to insurance premiums you may have taken out with any third parties.

4.3Before requesting or accepting a refund from Ride25 Limited, you should utilise your insurance cover. Please refer to condition 6 below relating to insurance.

5.1If any person in your group is unable to travel, and you wish to transfer the holiday onto another person, you must notify us at least 90 days before the start date of your holiday.

5.2Transfers will only be granted where possible and subject to the other person satisfying the conditions applicable to the holiday.

5.3Both persons must accept joint and several liability for the full payment of the holiday price including any charges and additional costs we incur for confirming the transfer.

6.1All persons who partake in our holidays must take out sufficient insurance to cover the loss of, or damage to, baggage, all equipment (including, but not limited to, bicycles, helmets and electronic equipment such as personal navigation devices whether hired or otherwise). Insurance should also cover medical expenses and any repatriation costs if you become too ill to continue with your holiday.

6.2We recommend that you purchase insurance specifically designed to cover the type of holidays that we offer and the specific destinations you will be travelling to. Any claims associated with matters for which you are insured must be directed to your insurers. It is your responsibility to ensure you arrive at the start of the Ride25 itinerary within a reasonable time to start the journey, as we cannot refund you outside the terms of our Terms and Conditions. We do not include flights in our holiday packages and so if you have booked flights independently, we advise that you arrange insurance to cover any costs incurred if we are forced to cancel or change your holiday (see condition 4) or if your airline cancels your flight and you are unable to make it to the start of your tour. Yellow Jersey is a well-established cycling insurer.

7.1Ride25 Limited charges VAT under TOMS (Tour Operator Margin Scheme).

7.2Any prices quoted on our website, social media, on any literature or otherwise are a guide only and are subject to change at any point until the final contract has been made between us. All prices include VAT at the appropriate rate. After the contract has been made between us we have the right to increase the price of the holiday where the cost to us of providing you with the holiday package increases:

7.2.1Due to VAT changes or any other duties, surcharges or fees levied on your holiday package;

7.3We will not make any such increase to the basic cost of your holiday within 90 days of your holiday start date. We will also absorb all such increases where they amount to less than 10% of the total cost of your holiday. These provisions exclude cancellation charges.

8.1When booking your holiday with Ride25 Limited, you accept the booking on the understanding that:

8.1.1There are risks and dangers involved in these types of holidays, including the dangers of on- and off-road cycling, other activities you may get involved with on our holidays, the dangers of travelling to a foreign country, particularly to countries that are less developed or subject to political instability. You also accept that there are inherent risks and hazards of such a holiday, and any other risks (including but not limited to) poor road conditions, border restrictions, natural or nuclear disaster, disease, terrorism, fire, and civil or political unrest; and

8.1.2There is a possibility that other matters may occur, such as delays, loss or damage to belongings, inconvenience and discomfort and changes to your itinerary.

8.1.3Ride25 is not a race, competition or timed event – you can ride all legs at your own pace and ability.

8.1.4You are expected to provide your own bicycle, clothing and protective equipment during your holiday with Ride25 Limited. All of it must be in good, serviceable working order and suitable for a holiday of this nature.

8.2Before travelling, you should make yourself aware of any travel advice from the Foreign, Commonwealth & Development Office (FCDO) at https://www.gov.uk/foreign-travel-advice, and you should ensure that you have researched and made a considered decision to travel to the country/s on your cycling holiday package. You must also take any necessary precautions required to travel to a particular country.

8.3With a holiday of this kind, there is a need to exercise some flexibility. The cycling routes and itineraries have been drawn up as guidance and not as a contractual obligation and if delays or changes need to be made by Ride25 Limited, you must be prepared for this and to accept any inconvenience, delays or discomfort that occur as a result of this.

8.4On each one of our holidays there will be a Ride25 tour leader. They represent Ride25 Limited and it is essential that you abide by their authority. By completing our booking form, you agree that if your behaviour is causing danger, or distress or annoyance to other members of the group, or if you commit any illegal act, we may terminate your holiday without any liabilities on our part.

8.5Our holidays are open to everyone and, as such, our groups are made up of a wide range of people and we cannot guarantee any particular composition of people in terms of age, gender etc.

8.6Our holiday packages do not include flights and it is your responsibility to book flights separately and to arrive at the starting point on time.

8.7Any transfers or travel required to meet us at the start of the itinerary or to travel back to airports/home at the end of the itinerary are your responsibility. We are happy to provide guidance, but these arrangements are ultimately your responsibility and must be checked by you.

8.8Ride25 Limited’s responsibility begins at the arranged start time and date of the itinerary. Anyone who does not arrive in time for the start of the itinerary is responsible for any additional expenses incurred to catch up with the rest of the group.

8.9We will provide advice and recommendations on matters such as climate, clothing, special equipment etc. required for travelling to a particular country; however, this must be checked by you and not relied upon.

8.10If you fail to use any services, features or hotel accommodation paid for within the holiday package, we will offer no refund or compensation.

9.1All persons partaking in our holidays must take full responsibility for being sufficiently fit and healthy to complete their holiday. We may at times ask for doctor’s certificates and if you suffer from any condition which may affect your holiday or the holiday of others, you must let us know before you make your booking. Failure to do so means we may cancel your holiday at any time.

9.2Arrangements such as vaccinations, passports, visas and otherwise are your responsibility and we cannot accept liability if you fail to take vaccinations, do not have an up to date passport or do not obtain the appropriate visa before the start of your holiday. We will offer guidance for these if required and you should also consult with your GP for vaccinations, allowing enough time beforehand.

9.3We do not have any restrictions for people partaking in our holidays with regard to disabilities, mobility problems or medical issues. However, before making a booking, it is important that if any particular requirements are needed, we are made aware so that we can discuss suitability and any reasonable adjustments. We may also ask you to be accompanied by someone who is able to provide you with care for any particular needs you may have.

9.4It is important that you state upfront any medical issues you may have prior to your holiday. Our support vehicles and guides carry basic first aid and if anything over and above this is required please discuss this with us before making your booking. We may also need to carry out a risk assessment.

9.5If you, or any member of your party, become ill with an infectious or contagious illness 4 weeks or less before your departure, you must tell us immediately. We have the right to:

9.5.1refuse to accept your booking;

9.5.2cancel your holiday; or

9.5.3if the holiday has already started, we may ask you or the affected member of your group to leave immediately if we feel it may affect the health of others.

10.1We ask that all people partaking in a Ride25 Limited holiday be respectful of fellow cyclists, local people and customs and the culture of the country you are visiting. Behaviour should not be noisy or disruptive to others particularly at night-time. Any illegal behaviour will be reported to the police and you will be asked to leave the holiday immediately. We do not tolerate any kind of offensive behaviour or language directed at others or your tour leader and will ask you to leave the holiday if this occurs. Dangerous behaviour, whether it endangers you or others, will not be tolerated and you will be asked to leave immediately. No refund or compensation will be given in these instances and we reserve the right to refuse future booking requests from you or any other member of your party in this circumstance.

11.1If personal injury, death or damage to your property occurs due to our negligence or fault, there is nothing in these terms that seeks to limit or exclude our liability.

11.2Except for those areas for which we do not seek to exclude liability, our total liability to you is limited to twice the basic holiday price per person as shown on your booking confirmation and invoice.

11.3Ride25 will not be liable for any losses that you suffer as a result of any breach of our agreement except those losses which are reasonably foreseeable to both of us at the time we enter into the contract with you.

11.4We shall not be held liable for any damages caused by the total or partial failure to provide your holiday if such failure is:

11.4.1attributable to you; or

11.4.2unforeseeable or unavoidable and attributable to a third party unconnected with us or any of our sub-contractors; or

11.4.3as a result of unusual and unforeseeable circumstances beyond our control including but not limited to strikes, threatened or actual war, civil or political unrest, government action, riots, terrorist activity, natural or nuclear disaster, adverse weather conditions, disease or fire; or

11.4.4due to the theft of bicycles or injury as a result of cycling either on- or off-road and in particular injuries that are sustained as a result of either inadequately maintained and serviced personal equipment or failure to wear the correct safety equipment most notably cycle helmets, unless demonstrably due to our negligence.

11.5In addition, since the services are provided to you as a consumer, we cannot accept responsibility for any losses related to any business of yours such as lost data, lost profits, loss of business, loss of contracts, loss of goodwill or other business loss that you may incur as a result of any breach of our agreement.

11.6We will also not be liable for direct damage or loss of any nature caused, or contributed to, by any defect in or failure (whether partial or complete) of any travel services not provided by us, and which we could not reasonably be expected to be responsible for.

Any complaints you may have during your holiday should be made directly to the Ride25 tour leader and/or the local representative. They will then take appropriate action. If, at the end of your holiday, you feel that your complaint was not dealt with to your satisfaction, you must write to us or email us within 28 days of the end date of your Ride25 holiday and we will take the matter further.

Please note that all information given about our holidays on our website or otherwise is intended merely to present a general idea of the holiday. Information is correct to the best of our knowledge. You will be provided with an itinerary for your holiday giving details such as the type of accommodation used, what is included in the price, passport and visa requirements, and health formalities. Changes in all of these items may be made at any time and we will notify you of any changes that we become aware of as soon as we are reasonably able to do so. For most holidays we publish detailed leg itineraries which contain up-to-date definitive information about the holiday, and which will be sent on request or can be read on our website. You should ensure that you are fully aware of the contents of the leg itinerary before booking. After booking you will be supplied with an leg email confirmation containing a full detailed final itinerary of your holiday. This should be considered as more up to date than the website. The information and conditions relating to your holiday (and options where applicable) contained in the leg email confirmation will be deemed to be part of the contract, and you should therefore read this carefully.

14.1Please note that bicycles are particularly vulnerable to theft, and your baggage and belongings (including items that you have hired or otherwise) are your own responsibility.

14.2It is imperative that you follow any safety advice given to you by the Ride25 tour leader during your tour. This is not only for your own safety but also for the safety of others. This includes wearing a cycle helmet at all times.

14.3We do not allow the following items on our holidays: shotguns, knives, firearms, air weapons, archery equipment, fireworks or illegal substances.

15.1We use a range of accommodation providers for our holidays. By booking, you agree to abide by their own terms and conditions under which they accept guests.

15.2Any equipment or facilities that you use should be kept clean and tidy. We reserve the right to charge you for any damage, missing items or extra cleaning required.

15.3We reserve the right to enter your accommodation at any time for any reasonable purpose, e.g. to make checks, or carry out essential inspection, maintenance work, housekeeping or repairs.

15.4We reserve the right to use different equipment to that which is described on our website or otherwise.

15.5Please ensure that any equipment and baggage that you bring is properly maintained, marked and insured. We will take reasonable care when transporting your property and equipment; however, we are not responsible for any damage caused by a third party unconnected with the provision of the services contracted for, whether such damage is caused during the holiday or whilst the equipment is being transported.

16.1By making a booking with Ride25 Limited you agree that we have the right either during or after your holiday to recover from you, either via the credit card or debit card used to pay for the holiday or otherwise, the costs of:

16.1.1any compensation we may pay to others, including others on the tour, resulting from your acts or omissions; and/or

16.1.2any damage you cause to property, equipment or accommodation; and

16.1.3any other charges, fees or levies we may incur resulting from your action or inaction and from any breach of these conditions.

17.1These terms and conditions may only be waived by one of our directors in writing.

17.2These booking conditions are governed by English law and both you and we agree to submit to the non-exclusive jurisdiction of the English courts.

17.3Unless you notify us otherwise, by making a booking, you consent to us using any images taken of you on any of our holidays without charge in all media at any point in time. For example, for use on our website, social media, brochures and videos.

17.4We may transfer and / or assign our rights and / or our obligations under these terms and conditions. This will not affect your rights under this contract. You may not transfer any of your rights or obligations under these terms and conditions without our prior written consent, which we will not unreasonably withhold.

17.5You are responsible for the supervision of all members of your party under the age of 18.

17.6If either you or we breach this contract and the party not in breach ignores this, the party not in breach will still be entitled to use its rights and remedies at a later date.

17.7If any part of these terms and conditions is unenforceable (including any provision in which our liability to you is excluded) the enforceability of any other part of these terms and conditions will not be affected.

17.8A person who is not a party to this contract has no right under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this contract, but this does not affect any right or remedy of a third party that exists or is available apart from that Act.

18.1Discount codes apply to new customers only and cannot be used retrospectively on bookings that have already been made. Discount will be applied to your final balance and not to your deposit. Discount codes only apply to the first tour you book with Ride25 Limited unless specified otherwise or agreed directly with Ride25 Limited directors.

18.2Please contact us first should you wish to use one of our holidays as an incentive, prize or reward, so that we may detail any special requirements. By booking, you will have accepted the special requirements that we have outlined to you in this instance.

18.3You may not advertise, use, give or resell your holiday or any discount offer associated with it or offer to do so (for profit or otherwise) or use it in connection with a competition, promotion, business, charitable or other similar venture without our express advance written permission.