Effective from 12th July 2015
View our Booking Conditions below or download a copy.
1. Your Holiday or Tour Contract
When you make a booking you guarantee that you are over 18 years of age, you have the authority to accept and do accept on behalf of your party the terms of these booking conditions. At the time of booking, you must make the payment referred to in clause 4. Subject to the availability of your chosen arrangements, a contract will exist as soon as we issue our invoice. In these booking conditions, “you” and “your” means all persons named on the booking (including anyone who is added or substituted at a later date) or any of them as applicable. “We”, “us” and “our” means TTSS Ltd trading as Teamlink Sports Tours.
If any information given on the Confirmation or any other document appears to be incorrect or incomplete, you must immediately inform us, as it may not be possible to make changes later. We regret that we cannot accept any liability if we are not notified of any inaccuracies in any document within ten days of our sending it out (or five days for tickets).
This contract is made on the terms of these booking conditions. We both agree that English Law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (except as set out below). We both also agree that any dispute, claim or other matter of any description (and whether or not involving any personal injury) which arises between us must be dealt with under the ABTA Arbitration Scheme (if the Scheme is available for the claim in question and you wish to use it – see clause 3) or by the Courts of England and Wales only unless, in the case of Court proceedings, you live in Scotland or Northern Ireland. In this case, proceedings must either be brought in the Courts of your home country or those of England and Wales. If proceedings are brought in Scotland or Northern Ireland, you may choose to have your contract and any dispute, claim or other matter of any description which arises between us governed by the law of Scotland/Northern Ireland as applicable (but if you do not so choose, English law will apply)
If you had not seen these terms and conditions when you made your booking and you are not happy to proceed with the booking now that you have seen them please return all documentation to us within 7 days of receiving these booking conditions. Your booking will be cancelled and your monies will be returned in full, provided you have not commenced your travel. This clause does not apply if your booking was made within 12 weeks of travel.
If you have any special requests, these must be clearly expressed at the time of booking. We will do our best to meet them, but we do not guarantee that they will be met unless we specifically confirm this in writing. We do not accept any booking that is conditional on the fulfilment of a special request. If any of your group has particular medical condition or disabilities which may affect your tour or holiday or has any special requirements as a result of any medical condition or disability (including any which affect the booking process), please tell us before you confirm your booking so that we can assist you in considering the suitability of the arrangements and/or making the booking. In any event, you must give us full details in writing at the time of booking and whenever any change in the condition or disability occurs. You must also promptly advise us if any medical condition or disability which may affect your holiday develops after your booking has been confirmed. Where we cannot reasonably meet such needs, we reserve the right to either decline the booking or cancel it when we first become aware of the details.
2. Your Financial Protection
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 us and for your repatriation in the event of our insolvency.
We will provide you with financial protection for any ATOL protected air package or flight that you buy from us by way of our Air Travel Organiser’s Licence number 9992, administered by the Civil Aviation Authority (‘CAA’). When you buy an ATOL protected air package or flight from us you will receive an ATOL Certificate. This lists the flight, accommodation, car hire and/or other services that are financially protected, where you can get information on what this means for you and who to contact if things go wrong.
We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
When you buy an ATOL protected flight or flight inclusive holiday, all money accepted from you by a travel agent acting as our agent is held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust at all times, but subject to the agent’s obligation to pay it to us for so long as we do not fail. If we do fail, any money held at that time by the agent, or subsequently accepted from you by the agent, is and continues to be held by that agent on behalf of and for the benefit of the Trustees of the Air Travel Trust without any obligation to pay that money to us.
When you buy arrangements other than an ATOL protected flight or flight inclusive holiday, all money accepted from you by a travel agent acting as our agent is held by that agent on our behalf at all times.
We will provide you with financial protection for any package holidays you buy from us that do not include travel by air by way of a bond held by ABTA. For further information, visit the ABTA website at www.abta.com.
If you book arrangements other than an ATOL protected flight or a package holiday, the financial protection referred to above does not apply.
We are a Member of ABTA, membership number L6900 and Y2475. We are obliged to maintain a high standard of service to you by ABTA’s Code of Conduct.
3. ABTA & ATOL
We can usually sort out any complaints you may have. But if we cannot agree, you can use the Arbitration Scheme devised for the travel industry by ABTA and administered independently, providing the dispute fits within the rules of the scheme.
This is a simple way of sorting out complaints and there are limits on the costs you might have to pay. You do not have to appear in person, but can send documents to explain your complaint. Details and application forms are available from ABTA, 30 Park Street, London, SE1 9EQ
Many of the flights and flight-inclusive holidays in this brochure are financially protected by the ATOL scheme. But ATOL protection does not apply to all holiday and travel services listed in this brochure. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive an ATOL Certificate but all the parts of your trip are not listed on it, those parts will not be ATOL protected. Please see our booking conditions for further information or for more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate
4. The price of your holiday or tour
4.1 - We reserve the right to alter and correct errors in the prices of any of the tours and holidays shown in our brochure at any time before your booking is confirmed. You will be advised of the current price before your contract is confirmed.
4.2 - When you make your booking you must pay the deposit requested per person:
£40 per person
Flight Tour (European)
£150 per person
Flight Tour (Non European)
£250 per person
Some airlines may require a larger deposit in these circumstances details will be included within your quote.
The balance of the price of your travel arrangements must be paid when indicated on the invoice, and in any case, must be received by us at least 12 weeks before your departure date. If booking on or after the applicable balance due date, full payment must be made at the time of booking. Please note that all payments made on a credit card (whether deposits, part payments or final balances) will be subject to a credit card fee of 2.5 (inc. VAT).
4.3 - Late payment fees: We reserve the right to levy a late payment fee of £50 per group if we have not received your payment by the agreed deadline date without a prior extension agreed in writing. We reserve the right to levy this fee every 3 days past the agreed deadline until the payment is received. If a payment is not received by deadlines set by us, we reserve the right to cancel your holiday as per the conditions laid out in clause 6.
4.4 - Prices are in pounds sterling and have been calculated on the date of your quotation at the exchange rate issued by our treasury on that day. Please note; your holiday price is subject to change due to any exchange rate fluctuation prior to confirmation of booking and receipt of deposits.
Once the price of your chosen holiday has been confirmed at the time of booking, then subject to the correction of errors, we will only increase or decrease the price in the following circumstances. Price increases or decreases after booking will be passed on by way of a surcharge or refund. A surcharge or refund (as applicable) will be payable, subject to the conditions set out in this clause, in the event of any change in our transportation costs or in dues, taxes or fees payable for services such as landing taxes or embarkation or disembarkation fees at ports or airports or in the exchange rates which have been used to calculate the cost of your holiday.
We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges. You will be charged for the amount over and above that, plus an administration charge £1.00 per person. 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. You must inform us within 14 days of the date of the Surcharge Invoice if you want to cancel or change your holiday, otherwise we are entitled to assume that you will pay the surcharge.
We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy. 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 final invoice.
Should the price of your holiday go down due to a decrease in any of the costs mentioned above by more than 2% of your holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place. Where a refund is due, we will pay you the full amount of the decrease in our costs.
We promise not to levy a surcharge within 30 days of departure. No refund will be payable during this period either.
5. If You Change Your Booking
5.1 - All changes must be notified to us in writing. We reserve the right levy a fee of £50 per booking this is in addition to any costs levied by our suppliers. You should be aware that these costs could increase the closer to the departure date that changes are made and you should contact us as soon as possible.
5.2 - The price of your tour is based on the number of people you have identified as being members of the touring group on the submitted Booking Form. It should be noted that a reduction or increase in the numbers travelling in the group from those originally booked, may have an effect on the overall price per person i.e. your price per person may be increased as your tour price will be re-calculated for the new party size. The price of your new travel arrangements will be based on the prices that apply on the day you ask for the change. These prices may not be the same as when you first booked your tour. If you are substituting or adding members to the group, the additional members must confirm that they agree to be bound by these terms and conditions. If changes are made we will amend and reissue your invoice accordingly.
5.3 - Airline Name Changes: Most airlines do not allow name changes after tickets have been issued or in the case of some carriers (Easyjet or Ryanair etc;) once names have been received. In this instance the charge is usually the full cost of the flight. If your invoice settlement is overdue at the time of requesting a name change this must be paid in full before the change can be made. For all name changes, where a change can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with the applicable amendment fee as stated above must be paid before the transfer can be effected.
IMPORTANT: For groups travelling by air it is the responsibility of the group leader to ensure that names are exactly as they appear on the passport with no abbreviations.
6. If You Cancel Your Holiday or Tour
You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be given and the cancellation will be effective from the date it is received at our offices. Since we incur costs in cancelling your travel arrangements, you will have to pay the applicable cancellation charges shown below:
Period before departure date - Cancellation charge as % total tour cost
Before 84 days - Deposit(s) plus any additional payments
83-56 days - 50% plus any non-refundable flight costs
55-29 days - 75% plus any non-refundable flight costs
29-0 days - 100% plus any non-refundable flight costs
It should be noted that any additional deposit paid for confirmation of a holiday addition, flight upgrade, or certain tailor-made packages will be included in the scale of cancellation charges detailed below. Should cancellation occur more than 12 Weeks from departure, the cancellation charge will, therefore, be loss of deposit plus this additional payment.
7. If We Change or Cancel Your Holiday or Tour
7.1 - General changes: It is unlikely that we will have to make any changes to your travel arrangements, but we do plan the arrangements many months in advance. Occasionally, we may have to make changes and we reserve the right to do so at any time. Most of these changes will be minor and we will advise you of them at the earliest possible date.
Any flight timings given on booking are for general guidance only and are subject to change. The latest timings will be shown on your Invoice. However, the actual flight times will be those shown on your Final Tour Details document or tickets, which will be dispatched to you approximately two weeks before departure. You must accordingly check your tickets very carefully immediately on receipt to ensure you have the correct flight times. It is possible that flight times may be changed even after tickets have been dispatched – we will contact you as soon as possible if this occurs.
We also reserve the right in any circumstances to cancel your travel arrangements. For example, if the minimum number of clients required for a particular travel arrangement is not reached, we may have to cancel it. However, we will not cancel your travel arrangements less than 12 weeks before your departure date except for reasons of force majeure or failure by you to pay the final balance. If we cancel your confirmed booking, we will offer you the choice of a refund of all monies paid to us for your booking or, subject to availability, alternative travel arrangements of comparable standard from us, if available and if there is time to do so before departure. Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care.
In accordance with EU Regulation 2111/2005 we are required to advise you of the actual carrier operating your flight/connecting flight/transfer (or, if the actual carrier(s) is not known, the likely carrier(s)) that will operate your flight(s)) at the time of booking. We will do this as soon as reasonably possible after this information is available to us. Where we are only able to inform you of the likely carrier(s) at the time of booking, we shall inform you of the identity of the actual carrier(s) as soon as we become aware of this. Any change to the operating carrier(s) after your booking has been confirmed will be notified to you as soon as possible.
If the carrier with whom you have a confirmed reservation becomes subject to an operating ban as above as a result of which we/ the carrier are unable to offer you a suitable alternative the following provisions of this clause will apply on the basis that the change is a major one.
Any changes to the actual airline after you have received your tickets will be notified to you as soon as possible and in all cases at check-in or at the boarding gate. Except as set out above, such a change is deemed to be a minor change. Other examples of minor changes include alteration of your outward/return flights by less than 12 hours, changes to aircraft type, change of accommodation to another of the same standard, closing of hotel facilities for improvement, or emptying of a swimming pool for cleaning etc if alternative facilities are nearby.
7.2 - Sporting Fixtures: We go to great lengths to ensure the reliability and success of every sporting fixture we arrange. While we take every possible step to prevent tour fixtures suffering last minute cancellations, in a very small minority of cases, this can happen. Unless a cancelled fixture is the only fixture of a one-fixture tour and has been cancelled for reasons other than force majeure, we cannot be held responsible for this and it will be considered a minor change. Cancellation of the only fixture on a one-fixture tour for reasons other than force majeure will be considered a major change.
7.3 - Major Change: This means that there has been a significant change of resort, a change of accommodation to that of a lower category, a change of flight time of more than 12 hours, substantial changes to routings or itineraries, the cancellation of just one fixture (for reasons other than force majeure) where the booked tour itinerary includes just one fixture, a change to destination airport and a change of departure airport (except between London Stansted, Luton, Heathrow & Gatwick airports). Please note that these are examples only and there may be other changes, which are considered major.
If we make a major change to your holiday, we will inform you as soon as reasonably possible if there is time to do so before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard from us if available, or cancelling your booked holiday and receiving a full refund of all monies paid, detailed below:
7.4 - Compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where (1) we are forced to cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care or (2) we have to cancel because the minimum number of bookings necessary for us to operate your holiday has not been reached (see above). No compensation will be payable and the above options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time) or where a change is a minor one.
The compensation that we offer does not exclude you from claiming more if you are entitled to do so.
It is possible, though very unlikely, that we may be forced by reasons of force majeure to change or cancel your booking after departure, but before the end of the arrangements. In this extremely rare scenario, unfortunately we cannot make any refunds (unless we can obtain them from any supplier), nor pay you any compensation, nor refund any expenses you may incur.
8. Force Majeure
Except where otherwise expressly stated in these booking conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any damage, loss or expense of any nature as a result of "force majeure". In these booking conditions, "force majeure" means any event which we or the supplier of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include actual or threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire and all similar events outside our control.
9. Damage, Delays, Disruption or Loss
9.1 - There is no guarantee that flights, ferry crossings, coaches, trains or any other transport will depart at the specified time. During any delay, we will use our reasonable endeavours to arrange for the sub-contractor to provide appropriate meals, but we will not guarantee or make such provision ourselves.
9.2 - Abandonment of the tour by members of the touring group because of delays, that adversely affect the purpose of the tour, will be regarded as cancellation by you.
9.3 - The tour organiser must ensure that all members of the touring group are available for departures as specified in the itinerary. We cannot accept responsibility for missed departures or be liable for any claims made on this basis.
9.4 - In the unlikely event of delay due to contracted transport mechanical failure, please follow the procedures as detailed on your Sports & Travel Insurance policy.
10. Tour Itinerary
10.1 - To the best of our knowledge and belief, all information given is accurate at the time of publication. We do not own or control the provision of amenities, attractions and facilities, and they are therefore subject to change or cancellation without notice. In the event that such alteration or cancellation is a MAJOR change, the remedies set out at Condition 4.2 will be available to you.
10.2 - Sporting fixture arrangements are made in good faith. In the event of late changes or cancellations due to circumstances beyond our control (e.g. pitch safety, weather, etc) we will endeavour to make suitable alternative arrangements as soon as practically possible.
11. Sub Contractor’s Conditions
11.1 - We do not own the accommodation, sporting or transport services provided for your tour and therefore all contracts made on your behalf are subject to the conditions imposed by the sub-contractor. Where relevant, these will be detailed on your final itinerary.
11.2 - Some hotels or accommodation providers may require a deposit on arrival, to cover any possible damage. This is a private arrangement between the Tour Organiser and the sub-contractor over which we have no control. It is however our policy to use hotels that understand the needs and culture of sporting groups and therefore do not generally require any form of deposit or bond. We will always take notice of your booking form preferences but accommodation will be the most appropriate for your needs.
12. Behaviour and Complaints
12.1 – Behaviour, Your safety and that of fellow passengers/guests is of prime importance. Our sub-contractors have codes of conduct concerning reasonable behaviour. If any member of the touring group is disruptive, dangerous, in breach of any applicable local laws, or unfit to travel due to alcohol, drugs or otherwise, this may result in the return home of the offender or at worst the entire touring group. In these circumstances you will be responsible for all losses and costs incurred by us and whilst we will endeavour to minimise our costs and losses we cannot guarantee that you will receive a refund of all or any of the price of the tour.
12.2 - Complaints, We hope that you will be pleased with your tour. If you have a complaint whilst on tour, you should immediately register this complaint with the appropriate local agent / supplier or Teamlink directly. They / We will do their best to resolve the problem to your satisfaction on the spot. On your return to the UK, if you wish to pursue your complaint, we will require full details of your complaint in writing together with a copy of any reports written to suppliers in writing, within 14 days of your return you will also be sent an online tour questionnaire for completion, to help us give you continued satisfaction.
We can also offer you ABTA’s scheme for the resolution of disputes which is approved by the Chartered Trading Standards Institute. If we can’t resolve your complaint, go to www.abta.com to use ABTA’s simple procedure. Further information on the Code and ABTA’s assistance in resolving disputes can be found on www.abta.com. You can also access the European Commission Online Dispute (ODR) Resolution platform at http://ec.europa.eu/consumers/odr/. This ODR platform is a means of registering your complaint with us; it will not determine how your complaint should be resolved.
We can also offer you an arbitration scheme for the resolution of disputes arising out of, or in connection with this contract. Further information on the Code and arbitration can be found on ABTA’s website www.abta.com. The arbitration scheme is arranged by ABTA and administered independently by IDRS, part of the Chartered Institute of Arbitrators.
It provides for a simple and inexpensive method of arbitration on documents alone with restricted liability on you in respect of costs. Full details will be provided on request or can be obtained from the ABTA website. 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. The application for arbitration and Statement of Claim must be received by IDRS within nine months of the date of return from the holiday.
Outside this time limit arbitration under the Scheme may still be available if the company agrees but the ABTA Code does not require such agreement. For injury and illness claims, you may like to use the ABTA/Chartered Institute of Arbitrators Mediation Procedure. This is a voluntary scheme and requires us to agree for mediation to go ahead. The aim is to help you resolve your dispute in a quick and cost effective way. Details on request or from www.abta.com.
13. Health, Safety and Medical Issues
13.1 - Availability of facilities, Sub-contractors and resorts have a legal obligation to adhere to and enforce applicable legislation. If any member of the touring group has a medical problem or disability that may affect tour arrangements and requires special facilities, you must give us written details when booking. We can then assess suitability for that person and for the other members.
13.2 - Special requirements, Special requests, e.g. dietary requirements, should be made at the time of booking. We cannot guarantee that any requests will be fulfilled; neither can we accept bookings that are conditional upon such requests.
13.3 - Reporting of accidents, any accident or injury that occurs on tour should be reported to us in writing within 7 days of your return, even if you do not make an insurance claim. This helps us to monitor safety standards and improve our services to you.
13.4 - Billet accommodation is provided by host families free of charge, or for a nominal fee, to the organization that they are affiliated to and therefore we have no control over the local organization of your billets (homestay) accommodation; therefore neither we, nor our local agents, can be financially responsible for the failure to secure, the withdrawal of, or any alteration to billets associated with your booking. Where any policy issues difference arise due to the school or local education authorities making changes to their standards which has an effect on your requirements either prior to booking or once the tour has been confirmed and this, then results in a group not wishing to take up the homestay accommodation which we have sourced on our policy terms, any additional costs, such as for replacement accommodation, will be passed on to the group, as per our booking terms and conditions. In addition, this will include any experience failure, withdrawal or alteration, we will undertake to provide the most cost effective, suitable, alternative accommodation on a bed and breakfast basis at the time and pass the cost to you in full. Our Safety Management System outlines the H&S diligence that we are reasonably able to undertake with regard to this accommodation choice. We can advise you of sample accommodation cost provisions you may wish to consider at the time of booking. A copy of our homestay policy is available at the time of booking.
14. PASSPORT / VISA REQUIREMENTS
You are responsible for ensuring you and your group have the necessary passports, visas, etc. All members of your group will need a full 10-year passport to travel overseas, valid for at least 6 months prior to travel [and with a minimum of 6 months until expiry from the date of your return]. Passport applications should be made well in advance of departure, and children under 16 should have their own individual passport. If a member of the touring group changes their name after booking but before travel, we MUST be informed, as all documentation has to be accurate. You will be liable for any losses or costs incurred as a result of such change(s). You may have tour members who are not British nationals and hold foreign passports. If this is the case, or if your tour is to a non-EC country, visas may be required. We cannot assist with this facility and you should allow several weeks for the application process via the relevant Embassy.
It is a condition of your booking that you and all members of your party provide certain information that may be sent to governmental authorities and border control and security agencies for the purpose of security and counter terrorism. This is known as Passenger Name Records (PNR) and/or Advanced Passenger Information, sometimes known as APIS. For the United Kingdom, it may be referred to as ‘E-Borders’. The information you must provide will include, but not be limited to, full name – as shown in your passport or travel document, gender, date of birth, travel document type, number, country of issue and expiry date, and for travel to the U.S., your country of residence and the address for your first night’s stay. You must provide this information to the airline between 6 months and 24 hours before departure. For Thomson Airways flights you can do this by accessing http://eapi.thomson.co.uk or by calling 0844 871 1597. You will need your booking reference number, lead name’s surname and date of departure to access the website.
When travelling to Canada you must check with your foreign office and the Canadian authorities that you have the correct passport and comply with the visa requirements. Under Canada’s eTA program, citizens from countries other than the United States, who do not need a visa to enter Canada, will need to obtain an online authorization before flying to Canada, unless otherwise exempted. The earlier travellers get their eTA, the sooner they will benefit from knowing they have been pre-screened to enter Canada. A fee of $7 is payable for processing an application for an electronic travel authorization. An application for an electronic travel authorization must be made by means of an electronic system that is made available by the Department (Citizenship and Immigration Canada) for that purpose. An electronic travel authorization is valid for a period of five years from the day on which it is issued to the applicant or until the earliest of the following days, if they occur before the end of that period: (a) the day on which the applicant’s passport or other travel document expires, (b) the day on which the electronic travel authorization is cancelled, or (c) the day on which a new electronic travel authorization is issued to the applicant.
When travelling to the US you must have the correct passport to travel on the Visa Waiver Programme or have obtained the correct visa, valid for your stay. Each person wishing to visit the US must have either; i) an e-passport (if your passport is issued after 26 October 2006), or a machine readable passport (containing a digital photograph) if your passport is issued after the 26 October 2005 and a Visa Waiver Form or ii) a valid passport and a valid visa which must be obtained before travel from the US authorities. The US authorities require passengers travelling under the Visa Waiver Programme to register for electronic travel authority on the Electronic System for Travel Authorisation (ESTA). If you have not applied for and received travel authorisation via ESTA prior to travel you may be denied boarding, experience delayed processing, or be denied admission at the U.S. port of entry. However, neither possession of a visa nor meeting the basic requirements for travelling visa-free on the Visa Waiver Programme guarantees admission to the US. As with most countries, the final decision is made by immigration officials at the port of entry. You can apply online by completing the application form at https://esta.cbp.dhs.gov and paying a fee. If you are refused boarding or denied admission at the U.S. port of entry, you will still be subject to our cancellation charges in accordance with the terms of our contract with you. For additional specifics about the Visa Waiver Programme please consult the Visa Waiver Programme information on the U.S. Embassy London website www.usembassy.org.uk. We recommend that you carry your ESTA approval with you when you travel and recommend you register at least 72 hours before departure. Please Note: when you register for ESTA you must have a valid passport at the time of registration and for any travel to the USA your passport must be an e-Passport that contains the microchip and the e-passport symbol. If you have applied for a post dated passport (for example to reflect a change in name) this passport will not be valid until the effective date noted in the passport. Children and minors wanting to travel with a Visa Waiver Form must hold their own machine readable passport or e-passport.
Please note that the nationals of some countries can only travel to the US if they have a valid visa as they are not eligible for the Visa Waiver Programme. There is a $14 fee per person charge which is payable by credt or debit card when applying. As announced by the U.S. Customs and Border Protection, the fee will recover the costs incurred by the U.S. Customs and Border Protection of providing and administering the ESTA systems and is in addition to the mandatory $10 travel promotion fee established by the Travel Promotion Act of 2009. This is subject to change.
15. SPORTS & TRAVEL INSURANCE
15.1 - Requirement for insurance, You must have Sports & Travel Insurance for all group members and that the policy covers at least the package offered by us. We recommend you take out insurance as soon as your booking is confirmed. A Summary of Cover is enclosed with your quotation and further copies are available on request. You must either take our insurance or arrange a policy for your group giving equivalent or better cover. If you take our insurance, cover will be applied to your booking upon receipt of your premium, names list and players’ names and dates of birth. If you arrange your own cover, full details -including policy number and insurer - MUST be given at the time of booking. If you cannot supply proof we will arrange cover for your group at the rates listed and add the charges to your invoice.
15.2 - European Health Insurance Card, If you are travelling within the European Union is your responsibility to ensure that all UK passport holding members of the touring group obtain a European Health Insurance Card. Visit www. postoffice.co.uk for further information.
16. Use of Photos and Comments
By agreeing to these terms and conditions you acknowledge that we or our suppliers or TUI Travel PLC may use any photo(s)/image(s)/ Video(s) we or someone on our behalf take of you or any comments (written or verbal) you make during or in connection with your tour for our promotional/marketing purposes (such as including them in our brochure / website / social media) without obtaining your further specific permission or making any payment to you. Such use may include mentioning your name, age and town / city / area of residence.
INFORMATION ABOUT YOU
This refers to a combination of information such as your name, contact details, travel preferences and special needs/disabilities/dietary requirements that you supply us or is supplied to us, including your social preferences, interests and activities and any information about other persons you represent (such as those on your booking). Your information is collected when you request information from us, contact us (and vice versa), make a booking, use our website(s)/apps, link to or from our website(s)/apps, connect with us via social media and any other engagement we or our business partners have with you.
We will update your information whenever we can to keep it current, accurate and complete.
Our Use of Your Information
(1) For the purpose of providing you with our services, including your flight, holiday, security, incident/accident management or insurance, etc., we may disclose and process your information outside the UK/EEA. In order for you to travel abroad, it may be mandatory (as required by government authorities at the point(s) of departure and/or destination) to disclose and process your information for immigration, border control, security and anti-terrorism purposes, or any other purposes which they determine appropriate. Some countries will only permit travel if you provide your advance passenger data (for example Caricom API and US secure flight data). These requirements may differ depending on your destination and you are advised to check. Even if not mandatory, we may exercise our discretion to assist where appropriate.
(2) We may collect and process your information for the purposes set out below and in our registration with the Office of the Information Commissioner, and disclose the same to our group companies for business purposes and also to companies and our service providers who act as “data processors” on our behalf, or to credit and fraud agencies (some of whom are located outside the UK/EEA). These purposes include administration, service, quality and improvement-related activities, customer care, product innovation and choice, business management, operation and efficiencies, re-organisation/structuring/sale of our business (or group companies), risk assessment/management, security, fraud and crime prevention/detection, monitoring, research and analysis, social media, reviews, advertising and marketing, loyalty programmes, profiling customer purchasing preferences, activities and trends, dispute resolution/litigation, credit checking and debt collection.
(3) Information (such as health or religion) may be considered “sensitive personal data” under the Data Protection Act 1998. We collect it to provide you with our services, cater to your needs or act in your interest, and we are only prepared to accept sensitive personal data on the condition that we have your positive consent. By booking with us you also agree for your insurers, their agents and medical staff to exchange relevant information and sensitive personal data with us in circumstances where we/they need to act on your behalf or in the interest of passengers or in an emergency.
If you do not agree to Our Use of Your Information above, we cannot engage/do business with you or accept your booking.
(1) Using your information, we may from time to time contact you with or make available to you (directly or indirectly) information on offers of goods and services, brochures, new products, forthcoming events or competitions from our holiday divisions and our group companies. We will tailor the information you receive or see; this will enable us to make available to you more personalised and relevant communications. We may use innovative technologies and work with business partners to achieve this.
(2) We will assume you agree to email when you make an e-booking or provide us with your email in other situations such as in-store, competitions, promotions, prize draws and social media.
(3) If you do not wish to receive such information or would like to change your preference, please refer to point (2) of “Your Rights” below.
(1) On completing our Data Subject Access Request form, you are entitled to a copy of the information we hold about you (for a £10 fee) and to correct any inaccuracies.
(2) You have the right to ask in writing not to receive direct marketing material from us. If available, you can amend your previous preference on our website(s), use our “unsubscribe email”, opt-out of personalised emails or refer to our literature containing instructions. Once properly notified by you, we will take steps to stop using your information in this way.
(3) For a list of relevant brands, please send us your request.
Please write to TTSS Ltd, Legal Department, TUI Travel House House, Crawley Business Quarter, Fleming Way, Crawley, West Sussex RH10 9QL.
Outside the European Economic Area (EEA), data protection controls may not be as strong as the legal requirements in this country.
USE OF TOOLS/"COOKIES" AND LINKS TO OTHER WEBSITES
Our website(s) may contain links to third party websites or micro-sites not controlled or owned by us. For example, reference sites or ancillary products and services sites or websites owned by our sister companies. It is your responsibility to check the status of these sites before using them. Please read their applicable terms and conditions, etc. carefully.
To ensure that we carry out your instructions accurately, improve our service and for security and fraud, we may review, monitor and/or record: (1) telephone calls; (2) activities using CCTV in and around our premises; (3) transactions and activities at all points of contact; and (4) web, social media and app traffic, activities, etc. All recordings and derivative materials are and shall remain our sole property.
We have taken all reasonable steps and have in place appropriate security measures to protect your information.
CHANGES TO THIS POLICY
Any changes to this Policy will be either posted on our website, brochure and/or made available on request.
Your contract with us and any matters arising from it is governed by and construed in accordance with English law, and is subject to the exclusive jurisdiction of the courts of England and Wales.