Terms and Conditions

BOOKING PROCEDURE AND PAYMENT FOR TOURS
If you wish to book on a tour please check availability, then contact us by phone or email and we will send a booking form for you to return with your deposit within 2 weeks. When we receive your completed booking form with deposit (non-refundable), we will send you confirmation of your booking with Swallow Birding & Wildlife and also your invoice with the outstanding balance. 

Please pay deposits and balances by electronic transfer (details on reverse of booking form) or by cheque made out to Swallow Birding. It is in your own interest to return the booking form with deposit within 2 weeks or your booking will deem to be cancelled.

When you return the booking form with your deposit, you are entering into a contract with Swallow Birding, Swan Cottage, 370 London Road, Stanway, Colchester, Essex CO3 8LU. This means that you agree to accept our conditions of booking. On receiving your booking form with deposit, we will send you confirmation of your booking which means we agree to operate your holiday as stated in our brochure.

Balances are due 8 weeks before the departure date. If your balance has not been paid by the due date, we reserve the right to treat your booking as cancelled and will pass on appropriate cancellation charges.

CANCELLATION
In the event of you cancelling a tour, deposits are non-refundable. Cancellation of a holiday less than 10 weeks prior to departure will result in all balance monies being forfeit. Please ensure you take out adequate travel insurance to cover this as early as possible. You have the right to transfer the booking to another person, provided you cover any extra costs this may incur. If it becomes necessary that we have to cancel a particular tour, whether through insufficient reservations, illness etc. then all deposits and other payments will be refunded by us in full.

If a tour has to be cancelled by means out of our control it will be necessary for you to claim on your travel insurance.

Steve’s Birding Days – If you are booked and have to cancel within 4 weeks of the day, it will incur a full charge if we are unable to fill your place.

FLIGHTS
Once you have booked your place on a tour, we will send you a booking confirmation with our flight agents details. Please contact him as soon as possible so that flights can be booked at the appropriate time. Full payment for flights will be required at time of booking.

PASSPORT REQUIREMENTS
For tours including flights, it is your responsibility to ensure that you have a valid passport. Your passport must be valid for at least six months after the duration of your tour. Check https://www.gov.uk/foreign-travel-advice/ for specific country entry requirements.

TRAVEL INSURANCE
It is essential that you have adequate Travel Insurance for your holiday before you travel. Please provide details of your policy on your booking form or email it to us as soon as possible.

PRICE INCREASES
These may occur unexpectedly. There may be cases where we have to take a different route from the one planned. We may have to increase prices because of fluctuating exchange rates. In these cases we will inform you in writing of the cost of the increase before the tour.

LIABILITY
We have taken all reasonable steps to ensure that the tours published in our brochure and website have been properly arranged. Vehicle hire, accommodation and restaurants are all reputable. We will accept liability as a direct result of negligence or breach of contractual duty in making arrangements for you. We will not accept liability for matters such as losses of equipment, accidents, illness, death or personal injury. We will also not accept liability for matters beyond our control arising out of carriage by air or additional expenses incurred as a result of transport delays. We will not accept responsibility for weather, strikes, war, other political crises, acts of God or events which amount to force majeure. Therefore it is essential that you have full insurance cover.

TOUR ALTERATIONS
Circumstances can change such as weather conditions, transport, political situations and even bird migration. Because of this Swallow Birding & Wildlife reserve the right to change an itinerary if we feel it necessary or beneficial to the tour. If an itinerary has to be changed by the guide whilst you are on a tour then you must respect their professional decision.

ITINERARIES
We have put in much thought and groundwork to obtain the most out of each area visited. It is our aim to provide you with the best possible overall experience and will take time to appreciate and savour each location visited. Our itineraries are designed to see as many species as possible within the particular areas visited. Our emphasis is on finding and seeing well, interesting and speciality species at an enjoyable pace. We will not rush around getting brief views just to build up a huge list. It is very important that you come away from a Swallow Birding & Wildlife tour with great memories of birds and other wildlife.

ACCOMMODATION
Swallow Birding & Wildlife pride ourselves on our carefully selected lodgings, staying in good quality, comfortable accommodation of a high standard and where possible with ensuite facilities. The food on offer is again of the highest quality. If you are a single traveller and prepared to share a twin room, we will do our utmost to find a compatible roommate. If this is not possible or if you would prefer a single room, a single supplement will apply.

WHAT’S NOT INCLUDED
Flights, Travel Insurance, meals other than those stated, drinks and personal items.

BIRDS AND OTHER WILDLIFE
Species mentioned in our tour itineraries and checklists are meant as a guide only, hence you should not expect to see everything mentioned, although you should see a good proportion on the tour.

YOUR FINANCIAL PROTECTION
Total Payment Protection (topp) Policy cover: In compliance with The Package Travel and Linked Travel Arrangements Regulations 2018, an insurance policy has been arranged with Travel & General Insurance Services Limited (t&g), to protect customers’ prepayments in the unlikely event of our financial failure, and paid in respect of:

• Non-flight packages sold by the Policyholder as principal to the contract for:
    • a refund of such prepayments if customers have not yet travelled, or
    • making arrangements to enable the holiday to continue if customers have already travelled
    • repatriation of customers as may be applicable, subject to the terms of the insurance policy.

Customers’ prepayments are protected by a topp policy. In the unlikely event of financial failure please contact the claims helpline on 01702 811397.

A copy of the policy is available on request.

This policy is provided by Travel & General Insurance Services Limited (t&g), registered number 02527363 and underwritten by Accelerant Insurance Europe SA (Accelerant), an insurance company, which is authorised and regulated by the National Bank of Belgium and regulated by the Financial Services and Markets Authority (Ref. 3193) acting in the UK under the Freedom of services.

WEBSITE ACCURACY
Whilst every effort is made to ensure the accuracy of our website and prices at the time of publication, regrettably errors do occur. Please check final details and prices when booking.

DATA PROTECTION POLICY
In order to fulfil its legitimate business interests Swallow Birding & Wildlife retain the contact details of individuals. It does this solely to undertake appropriate administrative activities, to deal with the booking and arrangement of your holiday and to provide tour information plus tour brochures.
Swallow Birding will not sell or give personal details to any third party for their use other than where this is necessary to arrange the transport, accommodation or other facilities relating to your holiday.
Appropriate administrative activities, information and news include, but are not limited to, the following:-

1. The provision of the brochure
2. All matters relating to booking and paying for holidays
3. The provision of all services and facilities relating to holidays
4. The provision of a reply to all enquiries and requests received

Contact details can be updated at any time by contacting Swallow Birding, Swan Cottage, 370 London Road, Stanway, Colchester, Essex CO3 8LU.

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