Booking Confirmation
All bookings made with Extrek is only considered confirmed once we have received a deposit or full payment as outlined per tour package, and once we issue a written booking confirmation to you via email or through our official website. This booking confirmation serves as your official contract with Extrek Travel. It is your responsibility to review all details on the booking confirmation, including passenger names (as per passport), travel dates, accommodation types, and selected add-ons. Any discrepancies must be reported to us within 48 hours of receiving the confirmation. We operate under the guidelines set forth by the UK Package Travel and Linked Travel Arrangements Regulations 2018 (https://www.legislation.gov.uk/uksi/2018/634/contents/made), ensuring consumer protection for travel packages booked within the UK. Failure to make timely reports of discrepancies or to secure proper documentation may result in the forfeiture of your travel arrangements and entitlements, for which Extrek will not be held liable.
Deposit and Final Payment
To confirm your booking, a refundable deposit is required, the amount of which will be specified for each individual tour. This deposit confirms your intent to travel and allows us to make the necessary arrangements on your behalf. The balance of the payment must be made in full no later than 21 days prior to the tour departure date. Failure to make the final payment on time may result in cancellation of your booking and forfeiture of your deposit. Payment methods accepted include debit or credit card, direct bank transfer, or secure online portals provided through our booking system. In accordance with the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, you have a right to cancel within 14 days for non-customised products; however, this right may not apply to time-specific travel services, which are exempt under these regulations.
Cancellations and Refunds
We understand that unforeseen circumstances may require you to cancel your travel plans. If you cancel more than 21 days before your scheduled departure, you will receive a full refund of all amounts paid, minus the non-refundable deposit. Cancellations made within 21 days will result in forfeiture of the total booking amount. Refunds will be processed within 14 business days of cancellation confirmation. Extrek Travel strongly recommends purchasing comprehensive travel insurance that includes cancellation coverage. The Competition and Markets Authority (CMA) provides further information about fair cancellation terms here: https://www.gov.uk/government/publications/cancellation-and-refund-rights
Tour Changes or Cancellations by Extrek
While we strive to operate all tours as advertised, there may be instances where circumstances beyond our control—such as natural disasters, political unrest, pandemic outbreaks, or insufficient group numbers—necessitate changes to itineraries or the cancellation of tours. We will notify you as early as possible and offer you the choice of full refund, a credit voucher, or a transfer to an alternative tour of equal value. This policy is compliant with the Package Travel and Linked Travel Arrangements Regulations 2018, which require tour operators to either refund or provide comparable arrangements if significant changes are made to the holiday package.
Travel Insurance
Travel insurance is a mandatory requirement for all Extrek travellers. The policy must cover, at a minimum, medical expenses, emergency repatriation, personal liability, trip cancellation, and loss or theft of personal belongings. Proof of coverage must be provided prior to departure. Extrek Travel is not liable for any costs arising from the failure to obtain adequate insurance. For guidance on what to include in your travel policy, refer to the UK Government’s official advice on travel insurance here: https://www.gov.uk/guidance/foreign-travel-insurance
Visas and Entry Requirements
It is the sole responsibility of each traveller to ensure they meet the visa, passport, and health requirements of each country on the tour. This includes, but is not limited to, passport validity (typically six months beyond the date of travel), required entry visas, vaccinations, and travel health certificates (if applicable). Failure to obtain or present the necessary documents may result in denied boarding or entry, for which Extrek Travel holds no liability. You can check country-specific visa and travel requirements using the UK Foreign, Commonwealth & Development Office (FCDO) website: https://www.gov.uk/foreign-travel-advice
Health and Medical Conditions
Travelers must disclose any pre-existing health or medical conditions, allergies, disabilities, or requirements that may impact their participation in the tour at the time of booking. This includes mobility issues, serious dietary restrictions, or mental health conditions that require accommodation. Extrek Travel reserves the right to assess whether a passenger is fit to travel, and to decline participation if adequate support cannot be safely provided. Travelers are responsible for bringing their own medication, assistive devices, and arranging personal carers if needed. We are not responsible for adverse effects due to undisclosed conditions. For full details on traveling with health conditions, please consult NHS Travel Health (https://www.fitfortravel.nhs.uk/home).
Fitness to Travel
By making a booking with Extrek Travel, you declare that you are physically and
mentally fit for group travel. Certain tours may involve extended walking, uneven surfaces, altitude, and other physically demanding activities. If you are unsure about your fitness level, we advise consulting a medical professional prior to booking. Should it become evident during the trip that a traveller is unfit or incapable of participating without compromising their safety or that of others, Extrek reserves the right to deny continued participation. No refunds will be issued in such circumstances.
Special Requests
We welcome special requests, including but not limited to dietary needs, mobility aids, room preferences, or seating arrangements. All such requests must be submitted in writing at the time of booking or as early as possible. While we make every effort to accommodate these preferences, we cannot guarantee fulfilment. Extrek Travel shall not be held responsible if third-party suppliers (e.g., airlines, hotels, restaurants) fail to comply with these requests. For complex needs, we recommend discussing them with one of our travel specialists in advance.
Minimum Numbers
Most of our group tours require a minimum number of participants in order to proceed. The minimum group size will be stated in the tour description. If this number is not met, Extrek Travel reserves the right to cancel the tour and offer you the option of a full refund, rescheduling, or an alternative itinerary. Notice of cancellation due to insufficient numbers will typically be given no later than 14 days before departure. Refunds for cancellations under this clause will be processed promptly and in accordance with your consumer rights under the Package Travel Regulations.
Changes by the Customer
If you wish to make changes to your booking after it has been confirmed—such as modifying your travel dates, changing names, or adjusting add-ons—you must notify us in writing as soon as possible. All change requests are subject to availability and administrative processing fees, which will be communicated to you upon request. Some changes, such as flight adjustments, may incur additional charges imposed by third-party providers (e.g., airlines, hotels). If the requested change results in a lower-cost product or service, you may not be entitled to a refund of the difference. Extrek Travel is not responsible for any inconvenience, additional expenses, or missed services caused by modifications not communicated in advance. Please note that significant changes made within 14 days of departure may be treated as a cancellation and rebooking under our cancellation policy
Pricing and Inclusions
All tour prices are quoted in GBP (£) and are based on current rates, exchange rates, fuel prices, taxes, and supplier fees at the time of publication. Prices include only those services specifically outlined in the tour description (e.g., accommodation, transportation, meals, entrance fees, guides). Extrek Travel reserves the right to adjust prices in the event of cost increases beyond our control. In accordance with the Package Travel Regulations 2018, no price increase will be applied less than 20 days before departure. If an increase exceeds 8% of the total tour cost, you will have the right to accept the new price, choose an alternative tour, or cancel the booking for a full refund. Please refer to https://www.legislation.gov.uk/uksi/2018/634/contents/made for full consumer rights.
Exclusions
Unless otherwise explicitly stated, the following are not included in your tour price: travel insurance, visa and passport fees, vaccinations, personal medical expenses, optional excursions, excess baggage charges, laundry, phone calls, minibar items, gratuities, and any meals or beverages not outlined in the itinerary. These exclusions are standard across the travel industry and it is your responsibility to budget for them. Optional activities offered during tours are priced separately and may be booked with our staff on-site, subject to availability and local conditions
Baggage Allowance
Each traveller is permitted to bring one piece of checked luggage (maximum 23kg) and one carry-on item. Any baggage exceeding this limit may be refused or incur additional charges. You are responsible for handling and monitoring your own luggage throughout the tour. Extrek Travel accepts no liability for lost, stolen, or damaged baggage unless caused by our direct negligence. We strongly recommend using luggage tags and locks, and taking out insurance that covers baggage loss or theft. For guidance on baggage rules when flying, refer to your specific airline's website and the UK Civil Aviation Authority’s baggage advice at https://www.caa.co.uk
Conduct and Behaviour
By joining an Extrek Travel tour, you agree to behave in a respectful and cooperative manner toward fellow travellers, staff, guides, and locals. Any form of discrimination, harassment, verbal or physical abuse, intoxication, or illegal activity will not be tolerated and may result in your immediate removal from the tour at your own expense. In such cases, no refund will be issued and you may be held liable for damages or disruptions caused. We reserve the right to report unlawful behaviour to local authorities. Our team follows a zero-tolerance policy in accordance with the Equality Act 2010 and other applicable public safety regulations
Accommodation Standards
All accommodations provided on our tours are carefully selected for comfort, cleanliness, and location. While we strive to use hotels and lodging facilities as listed in your itinerary, we reserve the right to substitute similar or higher-standard accommodations when necessary due to availability, operational requirements, or unforeseen events. Star ratings vary between countries and are not always comparable internationally. If you have specific preferences regarding room types or accessibility, you must inform us during the booking process. Accommodation is typically based on twin-share arrangements unless otherwise stated. Solo travellers may be paired with another traveller of the same gender or offered the option of a single supplement for private accommodation, subject to availability
Transportation
Transportation during our tours is provided by licensed, insured, and regulated third-party providers. Vehicles used may include coaches, minibuses, trains, ferries, or domestic flights, depending on the itinerary. All modes of transport meet the local safety and regulatory standards of the country in which they operate. Extrek Travel is not responsible for delays, accidents, or cancellations resulting from traffic, road conditions, mechanical issues, or third-party provider failure. While we strive for punctuality, we cannot guarantee arrival or departure times and recommend not scheduling tight connections with independent travel arrangements. Our transport policies align with safety regulations advised by the UK Department for Transport and the Civil Aviation Authority where applicable.
Travel Delays and Force Majeure
Extrek Travel shall not be liable for any delay, alteration, or cancellation of travel services due to force majeure events. These may include but are not limited to: natural disasters (e.g., earthquakes, floods, hurricanes), pandemics, strikes, political unrest, war, terrorism, civil disturbances, government restrictions, or other unforeseeable circumstances beyond our control. In such cases, we will make reasonable efforts to offer alternative arrangements or reschedule services, but refunds may not be guaranteed. We strongly advise that all travellers secure travel insurance that covers force majeure events. For further clarification, see the Civil Contingencies Act 2004 (https://www.legislation.gov.uk/ukpga/2004/36/contents).
Itinerary Changes
While we make every effort to follow the itinerary as advertised, Extrek Travel reserves the right to make necessary changes due to weather, local events, government regulations, or supplier availability. These changes may include adjusting the order of activities, substituting attractions, or altering accommodation or transport providers. Such modifications will be made with your experience and safety in mind. We will inform you of significant itinerary changes in advance when possible. Minor changes do not qualify for refunds or compensation. Travelers agree to accept reasonable itinerary adjustments in the interest of group coordination, efficiency, and safety.
Tour Guides
Our tour guides are experienced professionals trained in customer service, destination knowledge, and group management. They act as representatives of Extrek Travel and are responsible for delivering the itinerary, assisting with local logistics, and ensuring passenger well-being throughout the tour. While every effort is made to assign guides advertised for each tour, we reserve the right to replace guides when necessary due to illness, availability, or unforeseen circumstances. Guides are empowered to make real-time decisions during the trip to protect group safety and deliver the best possible experience. Travelers are expected to cooperate with guides and follow their instructions, particularly in emergency situations or schedule-sensitive matters.
Optional Activities
During your tour, you may have the opportunity to participate in optional excursions or activities not included in the base price. These optional activities are provided by independent third-party operators and are not under the control or supervision of Extrek Travel. While we strive to recommend reliable and vetted local providers, participation in these activities is entirely at your own discretion and risk. We accept no liability for injuries, accidents, delays, or dissatisfaction arising from optional excursions. Payment for such activities is made directly to the third-party provider, and any disputes, claims, or refund requests must be addressed directly with them. We strongly recommend confirming the activity’s suitability for your physical ability and checking insurance coverage before participating.
Child Policy
Extrek Travel welcomes families, but some of our tours may have minimum age restrictions due to the nature of the itinerary or accommodation. Children under 18 years of age must be always accompanied by a responsible adult. A parental or guardian consent form may be required for minors, especially when traveling without both parents. Age limits, child pricing, and room-sharing policies vary by tour and are clearly stated in the relevant tour description. In the interest of group harmony and safety, we reserve the right to deny participation to children who do not meet the requirements. Families should ensure they understand the tour pace, level of physical activity, and accommodation suitability before booking.
Group Travel Etiquette
Group travel requires mutual respect, flexibility, and cooperation. Travelers are expected to be punctual, follow the group schedule, and show courtesy to other participants, tour guides, and service staff. Repeated lateness, disruptive behaviour, or refusal to adhere to group expectations may result in removal from the tour without refund. Extrek Travel upholds the standards of the Equality Act 2010 and encourages a respectful and inclusive environment for all travellers regardless of race, gender, age, religion, or ability. We reserve the right to remove travellers whose behaviour negatively affects the experience or safety of the group.
Complaints and Disputes
If you experience a problem during your tour, you should inform your tour guide or local representative immediately so that they may assist in resolving the issue on-site. If the issue is not resolved to your satisfaction, you may submit a formal written complaint to our customer care team within 14 days of the tour’s completion. Include as much detail as possible, including names, dates, supporting documentation, and any attempted resolution. Extrek Travel will acknowledge receipt of your complaint within 7 business days and aim to provide a full response within 21 days. We are a UK-based company and are governed by UK consumer protection laws, including The Consumer Rights Act 2015. If you are unsatisfied with our final response, you may escalate your complaint to an approved Alternative Dispute Resolution (ADR) body.
Marketing and Photography
Extrek Travel and its representatives may take photographs, videos, and other recordings during a tour for use in promotional and marketing materials, including but not limited to brochures, social media, and the official website. By participating in a tour, you grant us a royalty-free, irrevocable, worldwide license to use your image, likeness, and voice in such materials. If you do not wish to be included in any promotional content, you must notify us in writing before the start of your tour. While we will make reasonable efforts to honour such requests, we cannot guarantee complete exclusion from group photos or media captured in public spaces. Images and recordings will be stored securely in accordance with our Privacy Policy and will not be sold or distributed to third parties unrelated to Extrek Travel.
Liability Waiver
Travel inherently involves risks, including but not limited to exposure to weather conditions, natural hazards, personal injury, illness, loss or damage to property, and unexpected travel disruptions. By booking a tour with Extrek Travel, you acknowledge and voluntarily accept all risks associated with travel. Extrek Travel, its employees, agents, affiliates, and third-party providers are not liable for injury, loss, damage, delay, or inconvenience arising from events beyond our control. Our liability is strictly limited to the amount you paid for the tour and does not include incidental or consequential losses. Travelers are strongly advised to secure comprehensive travel insurance and to review the UK Package Travel Regulations 2018 and The Consumer Rights Act 2015 to understand their protections and our obligations under UK law.
Governing Law
These Terms and any disputes or claims arising from them are governed by the laws of England and Wales. In the event of a dispute that cannot be resolved through internal complaints or alternative dispute resolution mechanisms, the parties agree to submit to the exclusive jurisdiction of the courts of England and Wales. These Terms do not affect any consumer rights that you may have under applicable law. If any provision within these Terms is deemed invalid, unlawful, or unenforceable by a court, such provision shall be severed from the remaining Terms, which shall remain valid and enforceable.
Acceptance of Terms
By confirming a booking with Extrek Travel, whether online, in writing, or by telephone, you agree to be bound by these Terms and Conditions in full. It is your responsibility to read and understand the content of this document before confirming your booking. These Terms may be updated or revised from time to time, and the version in effect at the time of booking shall apply. We recommend checking the latest version on our website before booking. If you have any questions regarding these Terms, please contact us directly at support@extrektravel.com for clarification.
