Booking Terms & Conditions

Dear Parents,

Here at Xplore it is very important that your child’s holiday will be fun and a great success in every aspect. We promise that we will take care of your child at all times, ensuring that they have a safe and enjoyable experience.

The following are our booking terms and conditions, please be sure to read them carefully and contact us should you have any questions.

1. Our Benefits

Our benefits correspond to the disruption in our brochure, our website as well as the travel documents, including the booking confirmation. All package prices in the brochure are inclusive of accommodation, meals, on-site activities and any applicable external activities including necessary transportation unless specified otherwise. Programmes are subject to alteration for reasons of safety or inclement weather. We will always try to provide a suitable replacement in such circumstances, but there may be times this is unsuitable or impracticable.

A supplement is payable for extra courses or activities only as defined in our marketing material. You are welcome to inform us of any special requirements prior to your child’s arrival and we will do everything possible to fulfil these but cannot give any guarantee. Any alterations or additions to your booking with Xplore may be made in writing by email emailing info@xplorelanguage.com. Xplore reserves the right to make an administration charge in such circumstances. All prices shown are VAT exempt.

2. Booking & Contract

By making a booking online, you enter into a contract, which is binding as soon as you receive the booking confirmation from us. The “contractual partner” is the person responsible for the booking, also for third party bookings.

3. Payment

After receiving your booking we will send you a booking confirmation and ask you to pay a deposit of 15% of the total holiday cost if the deposit has not yet been paid. The final payment is due no later than 21 days before commencement of the holiday on receipt of the travel documents and further booking information. If you make a booking within 4 weeks of the commencement date of your holiday then payment must be made in full at the time of the booking. The person responsible for the booking must meet any bank charges incurred.

4. Cancellation Policy

If cancellation prior to completion of your holiday is necessary or unavoidable then the beneficiary may be eligible to claim a full refund through our insurance provided by Endsleigh. Please see the insurance summary document, to request our full insurance document please email info@xplorelanguage.com.

For cancellations that are not eligible to be claimed through Endsleigh, the person responsible for booking many cancel the holiday prior to its commencement. The following charges will be applied:
• Cancellation up to 6 weeks before commencement date: 15% of total holiday cost (at least £150)
• Cancellation between 6 to 3 weeks before commencement date: 50% of total holiday cost
• Cancellation after 3 weeks before commencement date: 100% of total holiday cost.

5. Cancellation through Xplore

If the child disturbs the accomplishment of the holiday or behaves contrary to the contract, we reserve the right to cancel the contract immediately. In this case any claims for compensation are excluded. Additional costs such as flights are at the expenses of the customer. We also reserve the right to charge the parent/gradian for any breakages that the child is deemed to have caused not as a result of an accident. If we have to make a major change to your holiday, we will offer a suitable alternative if available, or 100% refund, if we are not able, in our opinion, to offer and alternative that is sufficiently comparable, If the accomplishment of the holiday is affected due to circumstances beyond our reasonable control, including but not limited to war, riot, civil commotion, terrorism, act of God or industrial dispute, government action, epidemic disease, adverse weather or natural disasters. Xplore as well as the customer are able to terminate the contract. Xplore will refund the holiday cost less the expenses, which have already been made.

6. Passport, Visa and Health Regulations

Participants must be in possession of valid passport documents and are responsible for the observation of border regulations when travelling overseas. Xplore can provide a visa support letter for the application after receiving a 15% deposit.

7. Liability

Xplore carries all legally required insurance affecting its customers and employees. These include public liability protection to the value of £5 million. Xplore strongly advises that no items of values are to be brought on to site. Your child’s personal belongings are their responsibility during their stay with us. Xplore does not accept any liability for any accident, loss or damage to personal belongings (including electrical devices and jewellery).

8. Guarantee

Xplore guarantees your child’s holiday will be as showing in the brochure description at time of printing. Shall we not fulfil these benefits you are entitled to demand remedial action as long as the effort is still reasonable, In the case of any complaints regarding our UK camps we ask you to inform the local staff members and Xplore staff members in our offices in England immediately. For complaints regarding our German camps please inform the local staff members and Xplore staff members in our offices in Germany immediately. For complaints regarding out USA camps we ask you to inform the local staff members immediately. If we do not take remedial action within an appropriate time you are entitled to cancel the contract without prior notice. Irrespective of a cancellation you are entitled to seek compensation for us not fulfilling our guarantee, unless this is due to circumstances we cannot take responsibility for.

9. Limitation

Any claims regarding the contract must be made no later than one month after the termination of the holiday. Your right for claims is limited to one year starting one day after the termination of the holiday. Claims resulting from unauthorised or illegal action (for instance, assault) must be made within three years after the termination of the holiday.

10. Privacy Policy

Your privacy is very important to use. We save and use your personal data for any kind of correspondence in order to offer our services in the future only. Your data will not be passed on to a third party. By sending us your personal data and accepting the terms and conditions you confirm to agree with the usage of personal data. You have the right to withdraw your agreement at any time by information us in writing. Furthermore, you have the right to obtain information on data saved about you. In this case please contact us. Occasionally Xplore many take photographs of children for promotional material. Please advise one of our offices if you have any objections to this.

Host Organisation

UK

As a member of the Advance Payments to Travel Agents (APTA) Guarantee Scheme, underwritten by Evolution Insurance Company Limited, Klub Group Limited complies with the requirements of the Package Travel, Package Holidays and Package Tours Regulations 1992. In the event of Klub Groups insolvency, protection is provided for non-flight inclusive packages commencing in and returning to the UK and other non-flight packages excluding pre-arranged travel to and from your destination. Please note that packages booked outside the UK are only protected when purchased directly with Klub Group Limited. In the above circumstance, if you have not yet travelled, you may claim a refund, or if you have already travelled, you many claim repatriation to the starting point of your non-flight package.

Xplore (Klub Group Ltd)
12 Bury Street, Stowmarket, IP14 1HA, United Kingdom
Phone +44 (0) 1449 742700, Fax +44 (0) 1449 742701
Email info@xplorelanguage.com
Directors: Ian Lewis, John Sinclair

Registered in England & Wales, Company Number 4571433