Terms and Conditions
These conditions outline the contract that is entered into between the customer and the Desert Cycle Project Management (“TDCPM”), the registered business behind all Hit the Road events. Upon acceptance of the Terms and Conditions for the services outlined in your registration. By confirming your acceptance, you are acknowledging that you have read and understood and that you agree to be bound by these Booking Conditions.
1) Prices and validity
Prices are based on costs and exchange rates applicable when this information was printed. TDCPM reserves the right to adjust prices until you have made full payment for your experience. Dates, prices and itineraries are indicative only and subject to change. Insurance, gratuities to leaders and guides and any items of a personal nature are not included in your price.
2) Your risk
Cycling is a sport that carries with it a certain amount of risk, and whilst Hit the Road makes every effort to ensure that health and safety matters are met and dealt with appropriate, this responsibility does not extend towards your own personal conduct and the conduct of those on the road. If such an accident should occur to your person or your equipment (whilst in your possession and control) Hit the Road can not be held responsible.
By accepting the terms and conditions, you acknowledge that you are undertaking this activity as part of a group of cyclists. TDPM will layout clear and strict guidelines in cycling conduct, and we may remove individuals who contravene these guidelines during the activities. but we cannot be held responsible for any damage to your person or bike that is a result of an accident of bad conduct on behalf of you or of another individual.
Safety guidelines will be provided to each registered participant, in accordance with the event. If these rules are not considered to be reasonably met, then you will be unable to participate in the event. TDCPM reserves the right to remove anyone from the event at their discretion, if the individual is deemed to be a danger to themselves or others.
2) Your experience
TDCM operates activities in regions where standards of accommodation, transport, safety, hygiene, medical facilities and other infrastructure may, at times, be lower than those you would normally expect. Please bear this in mind when making your booking. All our activities, but especially those visiting remote or unstable regions, or regions with dangerous wildlife, involve a risk of injury, psychological trauma, disease, loss or damage to property, inconvenience and discomfort. By booking with us you agree to assume all risks associated with the activities to the maximum extent permitted by law.
When assessing whether activities will operate TDCPM uses information from its local office in conjunction with advise from local government or commercial sources. It is your responsibility to acquaint yourself with the advice given. By booking with us you acknowledge your decision to take part in our activities is made after due consideration of relevant information that may be made available at any time and you agree to assume the risks associated with the activities.
Where TDCPM provides services it will do so with due care and skill. TDCPM is not responsible for the acts and omissions of others, including guides, transport and accommodation providers or for any loss, damage or expense (including loss of money paid in advance) which you may incur as a consequence of the acts and omissions of others.
You warrant that you have not relied on any representation made by TDCPM which has not been stated expressly in these conditions.
TDCPM will not accept responsibility or liability for any client who contravenes any law or regulation of any area visited. Any independent arrangements that you make that are not part of the TDCPM experience are entirely at your own risk. TDCPM does not accept liability for any loss or damage, however caused (including through negligence), which you may directly or indirectly suffer in connection with this contract or in respect of a failure or omission on the part of TDCPM to comply with its obligations under this contract.
Exception to disclaimer
This disclaimer set out in these booking conditions does not attempt or purport to exclude, restrict or modify liability arising under statute if, and to the extent, such liability cannot be lawfully excluded.
4) Cancellation by TDCPM
TDCPM reserves the right to cancel activities and will advise you of such cancellations. In this case TDCPM will offer you alternative arrangements and if the price of your alternative booking is of lower value than the original booking we will refund the difference to you. If you do not accept alternative arrangements we will refund all payments you have made to TDCPM , less any unrecoverable costs incurred by TDCPM , but we will not be liable under any circum- stances whatsoever for any claims made by you for any additional costs incurred by you. TDCPM will not be liable for any delay in, change to or cancellation of any activities or experiences due to Force Majeure. Force Majeure means a circumstance beyond the reasonable control of TDCPM and includes but is not limited to war or threat of war, riot, civil strife, terrorist activity, industrial dispute, disease, industrial or nuclear disaster, adverse cancel a booking as a result of Force Majeure, or government advice, TDCPM will offer you alternative arrangements and if the price of your alternative booking is of lower value than the original booking we will refund the difference to you.
5) Cancellation by you
If you wish to cancel all or any part of your booking notiﬁcation of cancellation must be made to TDCPM in writing. The date when written conﬁrmation of cancellation is received by TDCPM will determine the charges applicable. Loss of money paid is as follows (unless agreed otherwise in writing):
Between 7 and 2 days - loss of 50% of total booking cost
2 days or less - loss of 100% of total booking cost
If you do not pay the total booking cost within 28 days of the experience your booking may be terminated. Additional TDCPM cancellation penalties may apply. No refunds will be made if you leave an activity or experience for any reason after the activity or experience has begun.
6) Booking Amendments
If you need to change your booking or any part of your booking before the start of your experience we reserve the right to charge a transfer fee to cover administration costs. You will be informed of any such fee. Any transfer fee must be paid prior to the commencement of the amended booking.
Refunds and cancellations
If you are no longer able to attend an event that you have booked and paid for, you request a refund. All refunds are provided at the discretion of the management and will be done so in accordance with the below ratcheted timelines:
12 weeks prior to event (or within 1 week of booking): 100%
Up to 8 weeks prior to event: 75% refund of booking cost
Up to 4 weeks prior to booking: 50% refund of booking cost
Up to 2 weeks prior to booking: 20% refund of booking cost
2 weeks or less ahead of the event: 0% refund of booking cost
All cancellations must be received in writing, and the date with which the cancellation is received will be the date from which the above scale applies.
In the event of the booking timeline being shorter than that advised above, we will revise the guidelines and make you aware of your cancellation costs.
Any refund provided will be less he administration and transfer fees, which will be outlined to you at the time of processing.
TDCM reserve the right to cancel the event if we do not receive crtical participant mas or do not consider that all of the safety requirements of the event can be met or for any other reason. If for any reason the event is cancelled by TDCM, you will receive a refund in full.
7) Changes to your experience
You accept that changes may occur because of Force Majeure, poor road conditions, weather, availability of land or sea transport, vehicle breakdowns, or other circumstances beyond TDCM’s control. You accept that such changes may occur. Where changes occur we will, where practical, advise you such changes. TDCM does not accept any responsibility for change to experience or delays that result from changes Force Majeure or any reasons beyond our control that arise without time for us to make alternative or appropriate adjustments.
8) Authority of the leader
During all activities the decision of the TDCPM leader, guide or representative will be final on all matters likely to affect the safety and well-being of the experience or activity. You must, at all times, strictly comply with the laws, customs, foreign exchange and drug regulations of all places visited. Should you fail to comply up then the trip leader, guide or company representative reserves the right to order you to leave the experience or activity immediately with no right of refund.
During water activities such as kayaking, dhow or pleasure boat rides life jackets must be worn at all times. During cycling activities helmets must be worn at all times. During rock climbing or abseiling activities helmets and harnesses must be worn at all times. TDCPM supply clients with suitable protective gear however clients can choose to wear their own safety equipment as long as it meets international safety standards. TDCPM and its service providers take no responsibility for clients failing to wear the required safety gear or follow the directions of the supervising staff. Clients choosing to undertake activities with or without supervision do so entirely at their own risk and fully accept that such activities may carry the risk of injury or death.
If you have any complaint about your experience or activity, you must make it known at the earliest opportunity to the TDCPM local representative, who will, where possible, take appropriate action. If you are not satisfied with their response and feel your enjoyment is likely to be significantly affected you should notify us in writing and we will do our best to resolve the problem. If, at the end of the experience, you feel your complaint has not been properly dealt with you must notify us in writing within 30 days of the end of your experience.
11) Pre-existing medical conditions
It is your responsibility to advise TDCPM of any pre-existing medical conditions that might reasonably be expected to increase the risk of you requiring medical attention, or that might affect the normal conduct of your experience or activity and the enjoyment of other party members. You may be required if requested by TDCPM employees or suppliers. TDCPM reserves the right, at its discretion, to cancel your booking and refund the money paid by you, less any unrecoverable costs. TDCPM also reserves the right to cancel your participation in an activity at any time, including after the commencement of your activity, with no right of refund if your medical condition could be reasonably expected to affect the normal conduct of the activity.
12) Health and fitness
Our experiences are endurnance based challenges, therefore it is understood that all participants taking part deem themselves ready and fit to undertake the activities.If you have any doubts about the content of your experience please discuss your needs with us before you book. TDCPM reserves the right, at its discretion, to cancel your booking and refund the money paid by you, less any unrecoverable costs, if it is deemed that you are not suitable for the experience booked.
You agree that TDCPM may use images of you taken during your trip without recourse to you and without compensation to you, for publicity and promotion purposes only through whatever medium it chooses.
14) Data Privacy
Certain information will be collected by us to supply the services to you. Your personal information is collected only to enable us to provide you with the services including in the event description that you have registered for. The information may be disclosed to or collected on our behalf by our service providers to enable the services to be provided, but will not be used by them for any other purpose. The information may also be used to inform you of additional products and services, which may be of interest to you. As per the GDPR guidelines. All personal information which we collect from you will be kept confidential such as your name, address, telephone number and will not e shared to any person outside of our organisation, unless you have authorized us to do so or unless required to disclose such information by law. Furthermore, under no circumstances will TDCPM sell or lease or in any other way provide personally identifying information to any third party.
15) Governing law
This contract and all matters arising from it are subject to the laws of UAE & UAE courts only will have jurisdiction over any dispute arising under this contract.