Booking Conditions

Standard Terms and Conditions of Business

Your booking is made with Alltracks Academy, which is the trading name of Alltracks Limited (“Alltracks”).

Alltracks Limited is a registered company in England and Wales and the company number is 5999503. The company’s registered office is Newmans Barn Farm, North Lane, West Tytherley, Hampshire, SP5 1LX, UK

The contractual terms set out below apply between you and us. We have sought to set out what you are legally entitled to expect from us when you book one of our courses. We would ask that you read these terms and conditions carefully before you book to see how they affect your booking with us.

For some arrangements, such as the hire of ski and snowboard equipment, your contract will be with that supplier. Alltracks accepts no responsibility for their actions or omissions. Copies of the terms and conditions of such suppliers are available on request from us and we recommend that you read them before you book so that you are aware of how they may affect your booking.

1. Enrolment:

1.1 To enrol on an Alltracks Academy course/holiday, we ask you to complete the booking form and send it with a non-refundable deposit of £400. We will then send you your booking confirmation and an invoice. Once this confirmation is issued, your contract with all these conditions will apply

1.2 Alltracks reserves the right to refuse enrolment and in these circumstances, your deposit will be returned in full.

2. Payment Schedule:

2.1 A non- refundable deposit of £400 is payable at the time of booking.

2.2 The remainder of the course payment is paid in 2 even separate instalments. The dates of these instalments will be shown on the booking confirmation and can be obtained from Alltracks at any time.

2.3 If any instalments/payments remain unpaid after 7 days past the due date of the payment, we reserve the right to cancel your booking without any further notice. In these circumstances you will be liable for any costs incurred.

3. Prices:

3.1 Alltracks guarantees the advertised course price in this website. These will not increase once your booking has been confirmed.

3.2 No refunds will be given if currency rates improve.

3.3 Where appropriate Value Added tax has been included in the prices in order to comply with HM Revenue & Customs regulations in force.

4. Amendment:

4.1 Where we have acted as your booking agent your contract with your suppliers may allow them to change your booking details. Where this occurs we will ensure that you are promptly notified of any significant changes e.g. to airline flight times and routes, but we accept no liability for the changes or costs incurred which may result as these matters are outside our control.

4.2 If we have to make a major change to your booking and the change is not acceptable to you, you can cancel your holiday booking. In this case we will promptly refund all the money you have paid us or offer an alternative, which we deem suitable.

4.3 Alltracks obviously aims to run the course you have chosen as advertised. However, occasionally we may be required to amend part of the course/holiday in a small way. In those circumstances where only a minor change is made, no refund will be made.

4.4 Where you have paid for your booking in full but are unable to proceed with the course/holiday we will at our discretion allow you to amend your booking to an alternative named passenger on the booking, where you agree to meet any charges we incur as a result of such amendment

5. Cancellation by Alltracks/Supplier:

5.1 Alltracks reserves the right to cancel your booking. In this unlikely event, you will have the choice of accepting an alternative or a refund of all invoices paid to Alltracks.

5.2 No refund will be issued if we are forced to cancel, or make significant changes to your booking due to circumstances or events outside of our control. These circumstances include but are not limited to acts of god, fire, explosion, adverse weather conditions, cancellation or flight changes over which we have no control, flood, earthquake, terrorism, riot, civil commotion, war, hostilities, strikes, riots or civil disturbances or acts of government or any acts which leads the British Foreign and Commonwealth Office to advising travellers against non essential travel to the country of travel.

5.3.Where we are your Booking Agent, your contract with your suppliers may allow them to cancel your booking. Where this occurs, Alltracks will ensure that you are promptly notified of any significant changes e.g. to airline flight times and routes, but we accept no liability for the changes or costs incurred which may result.

5.4 In February 2005 a new Europe-wide law relating to denied boarding, delays and cancellation of flights came into force. This law granted rights to passengers including in certain circumstances the right to cancel their flight and receive reimbursement of the cost of the flight from their airline. Full details of these rights are publicised at EU airports and are also widely available from affected airlines. However you should note that reimbursement of the cost of a flight that forms part of your holiday is a responsibility of your holiday airline and will not automatically entitle you to reimbursement or the cost of your course from us.

6. Changes by you:

6.1 If, after our invoice has been issued, you wish to change your course/holiday in any way, for example, your chosen departure date, we will do our utmost to make these changes but it may not always be possible. Any request for changes to be made must be in writing to us.

7. Cancellation by you:

7.1 If you wish to cancel a course/holiday or leave early, Alltracks will endeavour to do what it can to help you make any arrangements.

7.2 You may cancel your booking at any stage, provided you do so in writing. Your notice of cancellation will only be effective when it is received in writing by us at our offices. We count the start date of your course booking as the date your travel to resort although the actual training may start later. To protect yourself against this eventuality you should ensure that you purchase travel insurance at the time of booking. As we incur costs from the time we confirm your booking, the charges set out below will apply. Where the cancellation charge is shown as a percentage, this is calculated on the basis of the total cost payable by the person(s) cancelling excluding insurance premiums and amendment charges. Insurance premiums and amendment charges are not refundable in the event of the person(s) to whom they apply cancelling.

Notice Required (Whole Weeks) Amount Still Payable
More than 16 Weeks before departure Deposit only
16 Weeks – More than 12 Weeks before departure 50% of total cost
12 Weeks – More than 10 Weeks before departure 75% of total cost
10 Weeks – More than 6 Weeks before departure 90% of total cost
6 Weeks or less before departure 100% of total cost
You may transfer your booking up to 50 days before departure to another person if you are unavoidably prevented from travelling, and the transferee meets any conditions which may apply to the booking. Where a transfer can be made the right to transfer is subject to payment of an administration fee of £50 per person together with all additional charges of whatever sort imposed by the suppliers providing the component parts of the holiday charges.

Please note that if the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

8. Insurance:

8.1 Comprehensive travel insurance is compulsory for all persons booking with us. You must ensure that your insurance is valid for the duration of your course/holiday and covers all activities and aspects on the course/holiday.

8.2 Your insurance policy must be comprehensive and include sufficient cover, especially regarding cancellation, curtailment, repatriation, theft, accident, medical, third party, liability for injury to others and death, winter sports, and equipment. It is your responsibility to ensure you obtain all appropriate insurances for your holiday, ALLTRACKS cannot be held responsible if you purchase an inadequate insurance policy.

8.3 Proof of insurance is required by Alltracks.

8.4 You should secure your insurance policy at the earliest opportunity to ensure you are covered.

9. Your Behaviour and Responsibilities:

9.1 All clients are expected to behave decently and in such a manner as to not harm the reputation of the company or injure our other clients.

9.2 Clients must comply with rules and regulations set by ALLTRACKS, accommodation providers, ski and snowboard schools and all other suppliers.

9.3 The company does not accept responsibility and is not liable for any negligent acts or defaults of any supplier including suppliers of ski and snowboard equipment, and assistance provided to Clients in respect of the setting of bindings, or any other person should you suffer any injury as a result of or in connection with skiing or snowboarding including off-piste skiing or boarding.

9.4 You are responsible for looking after the accommodation where you live during the course/holiday. You will have to pay a damage deposit of £300 to Alltracks at the time of the final balance payment which will be returned to you after completion of the course, provided no damage has occurred in the accommodation and that it is not excessively dirty. If damage has been inflicted on the accommodation and/or it is left excessively dirty, all clients who occupied that property are responsible for costs incurred to rectify the damage caused.

9.5 Alltracks reserves the right to remove any client from all aspects of the course/holiday if we feel a client is behaving in an unacceptable manner. The company will not be responsible for repatriation or any costs the client incurs due to being removed from the course/holiday. No refund will be given if you are removed from the course/holiday due to your behaviour.

9.6 All your property is your own responsibility. You may be able to make a make a claim if the loss suffered is covered under the terms of your insurance policy.

9.7 Alltracks has a zero tolerance policy to illegal substances and any criminal activity of any sort. All clients must abide by all municipal, provincial and federal laws while in Canada.

9.8 When booking an Alltracks course you must be honest about your level of ski or snowboard experience and ability. We rely on your assessment of your fitness and standard of ability and you ski or board at your own risk. If your ability is vastly different from what you have told us, or below the minimum ability level necessary, and therefore incompatible with the rest of the group you may be removed from the training and you will join a local ski or board school. The ability chart for all the courses are shown in the website. If there are any additional costs for this, you will be responsible for them.

10. Medical:

10.1 You are responsible for informing the company of any medical condition that could have any affect on your performance on the course/holiday and any pre existing medical problems/conditions in writing using the Client Information Form. This information may need to be passed on to certain suppliers who will be responsible for your safety. If your medical condition should change after booking or during the course, you must keep the company informed in writing or by email. You are responsible for warranting that you are sufficiently fit, physically and mentally, to participate in the snowsport course/holiday and related activities. You should consult your own doctor regarding pre-existing medical conditions or injuries and how these might affect your ability to participate.

10.2 Subject to 10.1 above, any medical information you submit to the company will be held in the strictest confidence and the company will abide by all of its obligations under the Data Protection Act and associated legislation.

11. Documentation:

11.1 Each client is responsible for obtaining all required travel documentation. You must have a valid passport and any required visas. It is also your responsibility to ensure these documents are in good order and that you have them with you when necessary.

11.2 The company is not responsible for any costs incurred due to you not having the correct documentation at the right time.

12. Travel Arrangements:

12.1 You are responsible for checking in for all flights and all other travel arrangements in good time and with the correct documentation. The company will not be responsible for any costs incurred to your failure to be there on time or without the required documents.

13. Your Financial Protection:

13.1 ATOL Protection. When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is 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).

If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.

13.2 ABTOT Protection. The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for ALLTRACKS Ltd, and in the event of their insolvency, protection is provided for the following:

1. non-flight packages commencing in and returning to the UK;
2. non-flight packages commencing and returning to a country other than the UK; and
3. flight inclusive packages that commence outside of the UK and the Republic of Ireland, which are sold to customers outside of the UK and Republic of Ireland.
1, 2 and 3 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with ALLTRACKS Ltd.

In the unlikely event that you require assistance whilst abroad due to financial failure, please call our 24/7 helpline on 02920468505 and advise that you are the customer of an ABTOT protected travel company.

14. Other Suppliers:

We hope that we will not have to make any changes to your holiday/course but because our courses are planned many months in advance we sometimes do need to make changes. We reserve the right to do this at any time. We will let you know of any important changes when you book. If you have already booked we will let you know as soon as we can if there is time before your departure.

14.1 Many aspects of the course/holiday are run by separate suppliers. This includes but is not limited to accommodation, ski and snowboard tuition, transfers, avalanche awareness courses, first aid courses, meals, heli skiing, heli snowboarding, cat skiing, cat snowboarding, snowmobiling and off-piste ski or snowboard guiding. These aspects of your course and holiday may be dependent on factors outside Alltracks control such as weather and if they cannot run, no refund will be given. On some occasions your contract for the provision of equipment, training and services will be directly with the Supplier of such equipment and not Alltracks. Copies of the conditions of your contract with these suppliers are available on request from us.

14.2 You must acknowledge that many of the activities offered are inherently risky. Alltracks does not accept responsibility and is not liable for any negligent acts or defaults of any supplier or any other person, company or corporation not directly under its control.

14.3 Some suppliers may request that you sign a release of liability. If you refuse to sign this, you will be excluded from that activity and no refund will be issued.

15. Alltracks Responsibilities & Limitation of Liability:

Where you claim against Alltracks for injury, illness or death you agree to assist us with providing the following:

You must tell us (in writing) and the supplier involved about your injury and illness whilst you are in resort. Every effort will be made to reach an amicable solution to your issue in resort. You should email or write to our office about your claim within 28 days of the course/holiday ending to ‘[email protected]’ to allow us to investigate it properly and co-operate with us so as to enable us to carry out such investigations. Please include a letter about your injury or illness from your doctor if you can.

You should transfer to us any rights you have against the supplier or any other person.

You should co-operate fully with us if we, or our insurers, want to enforce those rights.

Any payments we make may be limited in accordance with International Conventions.

We ask you to transfer your rights to us so that we can claim back from suppliers any payments we make to you plus any legal or other costs. We will not make a profit from this. If we get back from the supplier more than we have paid you plus those costs we will give the extra money to you.

15.1 The company accepts no responsibility for the actions or omissions of suppliers when it acts as your Booking Agent and as such the rest of clause 15 does not apply.

15.2 Although Alltracks takes all reasonable precautions to prevent accidents or injury, you acknowledge and agree that some of the activities on the course/holiday that you participate in do have a risk of accident and serious injury. Therefore, you will not take any unreasonable risks, and if you do, then you are responsible for your own actions. Off piste skiing and snowboarding is undertaken at your own risk.

15.3 Alltracks will make all reasonable checks that guides and instructors have the appropriate qualifications.

15.4 Alltracks will be under no liability at all if you suffer loss, death or personal injury where there has been no fault of Alltracks or its own staff and employees.

15.5 In accordance with the Package Travel Regulations Alltracks accepts responsibility for death or injuries as caused by negligent acts and/or omissions of its employees or agents and its suppliers whilst acting within the scope of or in the course of their employment in the provision of your package holidays as defined by the act. We will accordingly pay to you such damages as might have been awarded in such circumstances under English Law and subject to English Jurisdiction.

15.6 The amount of compensation to which you are entitled may be limited in accordance with:

The contractual terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and

When you travel by air or by sea your journey may be subject to certain International Conventions such as the Warsaw Convention, Montreal Convention or Athens Convention. The Berne Convention may apply in respect of travel by rail and the Paris Convention may apply in respect of provision of accommodation. You will agree that the transport companies own conditions of carriage will apply to you on that journey. When arranging this transportation for you we rely on the terms and conditions contained within these International Conventions and those conditions of carriage. You acknowledge that all of these terms and conditions form part of your contract with us as well as with the transport company. You can ask us to provide you with a copy of any conditions applicable to your journey. The airlines terms and conditions are available on request. Alltracks is to be regarded as having all benefit of any limitation of compensation contained in these or any other convention.

15.7 Events beyond our control. Events beyond our control include war, threat of war, riots, civil action, terrorist activity, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks, technical problems with transport including changes due to rescheduling or cancellation of flights by an airline or alteration of the airline or aircraft type for reasons beyond our control or that of our suppliers: closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions and any other similar events. Alltracks do not accept responsibility for unusual and unforeseen events beyond our control and the consequences which could not have been avoided even if all due care had been exercised or could have been foreseen or forestalled.

16. Complaints:

16.1 Any complaints or suggestions about the course/holiday should be made to the Alltracks representative in resort and every effort will be made to reach an amicable solution.

16.2 If an amicable solution cannot be agreed, you should complain in writing or by email, within 28 days of the course/holiday ending, to the ALLTRACKS office or by email to [email protected]

This contract is governed by English Law and subject to the jurisdiction of English courts.

Newmans Barn Farm, North Lane, West Tytherley, Hampshire, SP5 1LX, UK
[email protected]
Tel: +44 (0)1794 301 777