BOOKING TERMS AND CONDITIONS

These Booking Terms and Conditions, together with our Privacy Policy and, where your participation in an event is booked via our website, our Website Terms of Use, together with any other written information we brought to your attention before we confirmed your booking, form the basis of your contract with Regularity Limited a company registered in England with company no: 15255435 (“we”, “us”, “our”).

 

Please read them carefully as they set out our respective rights and obligations:

 

• When a booking is made, the ‘lead name’ on the booking guarantees that he or she has the authority to accept and does accept on behalf of all members of your party the terms of these booking conditions. After we receive your booking and all appropriate payments, if the arrangements you wish to book are available, we will issue a confirmation invoice.

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• A binding agreement will come into existence between us when we dispatch this invoice to the ‘lead name’. This contract is governed by the laws of England and Wales, and Any dispute you have which relates to these terms and conditions, or your use of regularity.co.uk (whether it be contractual or non-contractual), will be subject to the exclusive jurisdiction of the courts of England and Wales.

 

• It is important to check the details on your invoice when you get it, or if booking late at the time of booking, that all the details are exactly as you requested. In the event of any discrepancy, please contact us immediately as it may not be possible to make changes or corrections later.

 

• Once you have made your booking, then any amendments to the booking or to your Travel Arrangements (section 6 below) will be subject to these Booking Conditions which will apply to that amendment immediately upon the amendment being confirmed.

 

• These Booking Conditions apply equally to all members of your party named in the booking. Where the ‘lead name’ on the booking is booking on behalf of other persons, it is your responsibility to ensure that these Booking Conditions are brought to their attention and that they are familiar with them. We are entitled to assume that all members of your party have read these Booking Conditions. Any reference to ‘you’ or ‘your’ shall be deemed to include all named persons on the booking.

 

• Only we, the ‘lead name’ on the booking and any other persons in your party and whose names appear on the booking shall have any rights to enforce these Booking Conditions.

 

• The ‘lead name’ who makes and pays for the booking must be at least 18 years old.

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1. PAYING FOR YOUR BOOKING

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The procedure for making a booking is shown in your itinerary quotation. All bookings are subject to these terms and conditions and by asking us to confirm your booking, the person who makes the booking is taken to have accepted these booking conditions on behalf of all persons named on the booking. Once we have received the applicable payment(s) due at the time of booking (see below), we will, subject to availability of the requested arrangements, send you an invoice. We reserve the right to return your deposit and decline to issue a booking confirmation at our absolute discretion.

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It is at the point when we issue this to you that a valid contract will come into existence between us. Please check your confirmation/invoice/documents carefully as soon as you receive them and contact us immediately if you think any details are incorrect. We regret we cannot accept any liability if we are not notified of any inaccuracies (for which we are responsible) in any document within five days of our sending it out. We will do our best to rectify any mistake notified to us outside these time limits, but you must meet any costs involved in doing so.

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The deposit is part payment of the booking. The deposit required will be shown on the quotation page of your itinerary. In addition to the deposit, full or part payment of certain elements of your booking may be required at the time of booking or at some point between booking and balance due date. The deposit and all such additional payments are non-refundable except as set out in section 9.

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The balance must be paid no later than the date specified on the invoice. This is normally no less than 120 days before the departure date. However, there are a few destinations or event components that require payment more than 120 days before the departure date which will be specified on your invoice and quotation. Please note if we do not receive all payments due (including any surcharge where applicable) in full and on time, we are entitled to assume that you wish to cancel your booking. In this case, the cancellation charges set out in section 7 will become payable.

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If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges shown in section 7 depending on the date we reasonably treat your booking as cancelled.

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Full payment is required at the time of booking for all bookings made after balance due date as above.

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On occasions, we may be asked by suppliers to make payment to them earlier than normal. Such requests may, for example, be made in order to secure accommodation and other services during periods of peak demand. Whilst suppliers may have no contractual right to make such requests, failure to comply with them may result in the loss of confirmed arrangements. Where this situation arises, we reserve the right to ask you to make payment of the requested sum within a stipulated period and prior to balance due date. We will of course endeavour to avoid doing so if we can. Any such early payment will be non-refundable except as set out in section 9.

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2. ADDITIONAL EXCURSIONS

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Please note that we do not provide or arrange excursions other than those listed in your itinerary and forming part of the arrangements booked and paid for. Our local representatives or guides may put you in touch with local organisers of excursions if you request but we can have no liability for such excursions, as your contract for such excursions will be with a local company providing the services and not with us. Optional excursions outside of the pre-booked and paid for itinerary are undertaken entirely at your own risk. Regularity can have no liability for such excursions.

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3. SPECIAL REQUESTS

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If you have any special request, you must advise us in writing at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met unless we have specifically confirmed this. For your own protection, you should obtain confirmation in writing from us that your request will be complied with (where it is possible for us to give this) if your request is important to you. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your confirmation invoice or any other documentation is not confirmation that the request will be met.

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Unless and until specifically confirmed, all special requests are subject to availability. We regret we cannot accept any conditional bookings, i.e., any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as ‘standard’ bookings subject to the above provisions on special requests.

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4. DISABILITIES AND MEDICAL PROBLEMS

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We are not a specialist disabled travel company, but we will do our utmost to cater for any special requirements you may have. If you or any member of your crew has any medical problem or disability which may affect your booking, please provide us with full details before you make your booking so that we can try to advise you as to the suitability of your chosen arrangements. We may require you to produce a doctor’s certificate certifying that you are fit to participate in the selected event. Acting reasonably, if we are unable to properly accommodate the needs of the person(s) concerned, we will not confirm your booking or if you did not give us full details at the time of booking, we will cancel it and impose applicable cancellation charges when we become aware of these details.

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5. WEBSITE ACCURACY

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Although Regularity makes every effort to ensure the accuracy of the website information and pricing, regrettably errors can occur. You must therefore ensure you check the price and all other details of your chosen arrangements with us both at the time of booking and upon receipt of the Confirmation Invoice.

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6. IF YOU CHANGE OR TRANSFER YOUR BOOKING

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If, after the contract between us has come into existence, you want to change your booking we will do our best to accommodate your request. However, we cannot guarantee that such changes can be made. Where a change can be made, we will charge for any additional costs incurred including any costs imposed or incurred by any of our suppliers, and including for example cancellation charges that may be incurred for accommodation.

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6.1. CHANGES TO CREW MEMBERSHIP

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If you (the first driver) or any member of your crew is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:

1. that person is introduced by you and satisfies all the conditions applicable to the event;

2. we are notified in writing no less than 48 hours before the start of the event for the first driver and are notified in writing for any additional crew members*

3. you pay any outstanding balance payment as well as any additional fees, charges or other costs arising from the transfer; and

4. the transferee agrees to these booking conditions and all other terms of the contract between us.

 

You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in clause 5 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.

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* We permit changes of other crew members prior to and during the event; provided these are notified in writing and at least 24 hours’ notice is provided of any specific dietary or accommodation requirements (e.g. twin room, double bedded room, or single rooms).

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IMPORTANT NOTE: The entry fee does not include any additional night’s accommodation for crew members who are about to join, or have just left, their crew.

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6.2. CHANGES TO VEHICLES

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​You may transfer your booking to another vehicle for participation in the event, subject to the following conditions:

1. the vehicle is eligible to participate in the event: Any three or four wheeled motor car made before 1991 (31/12/1990), provided that at Scrutineering and for the duration of the challenge it is road-legal for the countries in which the event takes place. Cars must be of generally good appearance, and must be prepared to a standard, that in the opinion of the Scrutineers makes them fit to withstand the rigours of the event;

2. we are notified in writing no less than 14 days before the start of the event;

3. you pay any additional fees, charges or other costs arising from the transfer

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7. IF YOU CANCEL YOUR BOOKING

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Should you, or any member of your party, need to cancel your booking, please call us and we will be as accommodating as possible, but our official cancellation policy is outlined below in order to cover Regularity for the costs we incur before our challenges depart, such as third-party bookings and staffing.

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Written notification of cancellation must be sent to us in writing via email. Your cancellation will only take effect when it is received in writing by us and will be effective from the date on which we receive it. Since we incur costs in cancelling your arrangements, charges will be applied from the date the letter is received, or the email is acknowledged by Regularity.

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The charges are applied as a percentage of the total cost excluding any amendment charges and any amounts paid in addition to the deposit at the time of booking or before balance due date (see clause 1) which are non-refundable in the event of cancellation. The following cancellation charges apply if your final balance due date is 120 days prior to departure.

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Deposits are non-refundable and non-transferable. Balances are collected 120 days from the departure date, and are subject to the following cancellation policy:

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• For cancellations made between 105 and 91 days from the departure date, a full credit of your balance (not including the initial deposit) will be carried forward for a future trip, to be used within two years.

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• For cancellations made between 90 and 61 days prior to the departure date, a credit of 50% of your balance (not including the initial deposit) will be issued towards a future trip within two years.

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• For cancellations made within fewer than 60 days of departure, no credit can be applied. For this reason, we highly recommend travel insurance.

 

IMPORTANT NOTE: Credits can be used towards a new balance only. A new deposit will be required for each new booking. Where possible, we will deduct the cancellation charge(s) from any monies you have already paid to us.

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8. ALTERATIONS OR CANCELLATIONS BY YOU AFTER COMMENCEMENT OF TRAVEL AND UNUSED SERVICES

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We will do our best to implement any changes to your arrangements you request once they have commenced, but we cannot guarantee this will be possible. In the event of such amendments being made you will be liable for any cancellation charges that may be levied for the services originally booked, and for the cost of booking the revised arrangements and the arrangements themselves. As a basic principle, no refunds will be paid to clients who do not complete an event. However, where we ourselves can obtain a refund from hotels or for other services not used, we will pass this on to you, less any reasonable administration charges.

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9. IF WE CHANGE OR CANCEL YOUR BOOKING

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We begin planning the arrangements for our events many months in advance and so we reserve the right to make changes to and correct errors in event details both before and after bookings have been confirmed and payment has been received. We must also reserve the right to cancel confirmed bookings at any time. For example, if the minimum number of participants required for a particular event is not reached, we may have to cancel it.

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Most changes are insignificant but occasionally, we may have to make a significant change. Examples of a significant change include: a change of accommodation to that of a lower category and/or price for the whole or a major part of your time away, or a significant change of route.

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If we have to make a significant change or cancel, we will tell you as soon as possible. We will tell you the procedure for making your choice. Please read any notification of changes carefully and respond promptly as if you do not respond to us within the timescale given, your booking may be cancelled. We will offer you the choice of the following options:

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(a) (For significant changes) accepting the changed arrangements, or

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(b) Purchasing alternative arrangements from us, of a similar standard to those originally booked if available (if the chosen alternative is less expensive than your original one, we will refund the difference but if it is more expensive, we will ask you to pay the difference), or

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(c) Cancelling or accepting the cancellation in which case you will receive a full and quick refund of all monies you have paid to us.

 

We reserve the right to cancel your booking. We will not cancel less than 90 days before your departure date, except for unavoidable and extraordinary circumstances, or failure by you to pay the final balance or because the minimum number of participants required for a particular event to go ahead hasn’t been reached*. Unavoidable and extraordinary circumstances mean a situation beyond our control or  “Force Majeure” (as described in section 10), the consequences of which could not have been avoided even if all reasonable measures had been taken.

 

If we have to make a significant change or cancel, we will, where appropriate, pay you compensation as set out below:

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• More than 91 days before departure, no compensation

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• 90 to 62 days before departure, £10 per entry (one crew)

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• 61 to 42 days before departure, £20 per entry (one crew)

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• 41 to 28 days before departure, £30 per entry (one crew)

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• 27 to 15 days before departure, £40 per entry (one crew)

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• 14 days to the day of departure, £50 per entry (one crew)

 

Compensation entitlements will vary depending on the circumstances and when the significant change or cancellation is notified to you subject to the following exceptions:

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• We will not pay you compensation and the above options will not be available if we make an insignificant change or cancel as a result of your failure to make full payment on time. We regret we cannot pay any expenses, costs or losses incurred by you as a result of any change or cancellation. We will not pay you compensation if we cancel because there has been any fraud or illegal activity involved in the payment of your booking to us.

 

• We will not pay you compensation where we make a significant change or cancel more than 90 days before departure or in the event of unavoidable or extraordinary circumstances.

 

• Very rarely, we may be forced by unavoidable or extraordinary circumstances to change or terminate an event after departure. If this situation does occur, we regret we will be unable to make any refunds (unless we obtain any from our suppliers), pay you compensation or meet any costs or expenses you incur as a result.

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*If a trip is cancelled because the minimum number of participants required for a particular event to go ahead hasn’t been reached, we will give you a full credit of any payments made, plus an additional £250 to help you with changing any travel arrangements you may have already booked.

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10. FORCE MAJEURE

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Except where otherwise expressly stated in these Booking Conditions, we cannot accept liability or pay any compensation if our contractual obligations to you are affected by “Force Majeure”. For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned control.

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11. TRAVEL INSURANCE

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It is a condition of your booking with us that you and all other members of your party are adequately insured. This is the best way to protect your investment and to make sure that if life gets in the way of your adventure, you’ll be covered. You must be satisfied that your insurance fully covers you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses, as well as ensuring you have cover for any activities you have booked, including additional cover for extreme sports/adventure travel and all other activities you have booked.

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If you choose to travel without adequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

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IMPORTANT NOTE: If you transfer your participation, you cannot transfer your insurance. The new crew member must ensure that they have their own insurance in line with these booking conditions.

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12. PASSPORT, VISA AND IMMIGRATION REQUIREMENTS

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It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change and you must check the up-to-date position in good time before departure.

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Most countries now require passports to be valid for at least 6 months after your return date. If your passport is in its final year, you should check with the Embassy of the country you are visiting. For further information contact the Passport Office on 0870 5210410 or visit https://www.gov.uk/browse/citizenship/passports.

 

For European events you should also obtain a completed and issued form EHIC prior to departure. Up to date travel advice can be obtained from the Foreign and Commonwealth Office, visit https://www.gov.uk/travelaware.

 

Non-British passport holders, including other EU nationals, should obtain up to date advice on passport and visa requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.

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We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. You agree to reimburse us in relation to any fines or other losses which we incur as a result of your failure to comply with any passport, visa, immigration requirements or health formalities.

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13. HEALTH REQUIREMENTS

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You should consult your doctor for current recommendations and information on inoculations or vaccinations before you depart relevant to the destination you will be visiting or transiting through during your trip. It is your responsibility to ensure that you are fit to travel and meet all health entry requirements, obtain recommended inoculations, vaccinations take all recommended medication and follow all medical advice before departure.For medical advice regarding all destinations, you intend to visit or transit through during your trip you should consult your doctor and the Department of Health’s website in advance. We recommend that you take evidence of your up-to-date inoculations or vaccinations with you when travelling as it may be required for entry into a country or destination. Regularity shall not be liable if you are refused entry into any country or destination because you cannot show that you have received all required inoculations or vaccinations or because you do not satisfy the health requirements of any destination.

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14. FOREIGN OFFICE ADVICE

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You are responsible for making yourself aware of Foreign Office advice in regard to the safety of the countries and areas in which you will be travelling and to make your decisions accordingly. Advice from the Foreign Office to avoid or leave a particular country may constitute Force Majeure (see section 10).

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15. EXTRAMARITAL AND LGBTQ+ RELATIONSHIPS

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Not all areas of the world operate with the same level of political and social freedom that we’re used to here in the United Kingdom. Certain countries have very strict laws on extramarital / LGBT+ relationships and the punishment for breaking these can be severe. Even in countries where extramarital / LGBT+ relations are legal, the levels of tolerance and acceptance within society may still vary hugely. In order to get the most out of your trip, it is important to respect the local traditions, customs, laws and religions. Please refer to the FCDO’s destination guidance for any countries you are planning to visit, so you can consider whether they suit your needs. Further helpful guidance specifically for LGBTQ+ travellers can be found here: https://www.gov.uk/guidance/lesbian-gay-bisexual-and-transgender-foreign-travel-advice

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16. PROMPT ASSISTANCE

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If, whilst you are participating in an event, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. We will provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance which is not owing to any failure by us, our employees or sub-contractors we will not be liable for the costs of any alternative travel arrangements or other such assistance you require.

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17. PARTICIPANT BEHAVIOUR 

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When you book a trip with Regularity you accept responsibility for the proper conduct for yourself and your party whilst participating in a challenge event. Please note: For the purposes of this section reference to “you” or “your” includes any other person in your party.

 

If we or any other person in authority or any Supplier of any service is of the reasonable opinion that you or any member of your party is behaving in such a way as to cause or be likely to cause danger or upset to any other person or damage to property, we will be entitled to terminate the participation of the person(s) concerned with immediate effect.

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No refunds will be made and we will not pay any expenses or costs incurred as a result of the termination. You will be responsible for making full payment for any damage or loss caused by you or any member of your party during your time away. Payment must be paid direct at the time the damage or loss was caused to the service supplier concerned failing which, we reserve our right to make a claim against you.

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18. OUR RESPONSIBILITY

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You must inform us without undue delay of any failure to perform or improper performance of the services included in this booking. If any of the services included in your booking are not performed in accordance with the contract, or are improperly performed, by us or the service suppliers, and this has affected the enjoyment of your participation in the event, you may be entitled to an appropriate price reduction or compensation or both.

 

18.1. IN RESPECT OF PACKAGES

We promise that your arrangements will be made, performed or provided with reasonable skill and care. This means that we will accept responsibility if, for example, you suffer death or personal injury or your contracted arrangements are not provided as promised or prove deficient as a result of the failure of ourselves, our employees, agents or suppliers to use reasonable skill and care in making, performing or providing your arrangements. Further, we will be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment or carrying out work we had asked them to do.

 

18.2. IN RESPECT OF OTHER ARRANGEMENTS

We promise to use reasonable skill and care in the performance of our contractual obligations, subject to and in accordance with these Booking Conditions. Our contractual obligations consist of using our reasonable skill and care in making your booking and arranging your accommodation/ferry bookings/tours, as well as using our reasonable skill and care in choosing our suppliers.

 

18.3. IN RESPECT OF PACKAGES AND OTHER ARRANGEMENTS

We will not be liable where any failure to perform or improper performance of the travel services is due to: you or another member of your party; or a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or unavoidable and extraordinary circumstances (force majeure), which means a situation beyond our control, the consequences of which could not have been avoided even if all reasonable measures had been taken.

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Except as specifically set out in these conditions, we will not accept any further or different liability than the Package Travel and Linked Travel Arrangements Regulations 2018 impose. It is your responsibility to show that reasonable skill and care has not been used if you wish to make a claim against us.

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We limit the maximum amount we may have to pay you for any claims you may make against us. The maximum amount we will have to pay you where we are found liable for loss of and/or damage to any luggage or personal possessions (including money) is £50 per person affected unless a lower limitation applies to your claim under this clause.

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For all other claims which do not involve death or personal injury, the maximum amount we will have to pay you if we are found liable to you on any basis is three times the price (excluding insurance premiums and amendment charges) paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim. This maximum amount will only be payable where everything has gone wrong, and you have not received any benefit at all from your booking.

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Our liability will also be limited in accordance with and/or in an identical manner to:

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a) The contractual terms of the companies that provide the travel services that make up your package. These terms are incorporated into this booking; and

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b) Any relevant international convention, for example the Montreal Convention in respect of travel by air, the Athens Convention in respect of travel by sea, the Berne Convention in respect of travel by rail and the Paris Convention in respect of the provision of accommodation, which limit the amount of and conditions under which compensation can be claimed for death, injury, delay to passengers and loss, damage and delay to luggage. We are to be regarded as having all benefit of any limitation of the extent of or the conditions under which compensation is to be paid under these or any conventions.

 

You can ask for copies of the travel service contractual terms, or the international conventions, from us at the details provided. 

 

Where any claim or part of a claim (including those involving death or personal injury) concerns or is based on any travel arrangements (including the process of getting on and/or off the transport concerned) provided by any air, sea, rail or road carrier or any stay in a hotel, the maximum amount of compensation we will have to pay you will be limited.

 

The most we will have to pay you for that claim or that part of a claim if we are found liable to you on any basis is the most the carrier or hotel keeper concerned would have to pay under any convention or regulation which applies to the travel arrangements or hotel stay in question. In any circumstances in which the carrier is liable to you by virtue of the Denied Boarding Regulation 2004, any liability we may have to you under our contract with you, arising out of the same facts, is limited to the remedies provided under the Regulation as if (for this purpose only) we were a carrier; any sums you receive from the carrier will be deducted from any amount due from ourselves.

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19. IF YOU HAVE A COMPLAINT

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If you have a complaint about any aspect of your booking, you must notify us immediately. Problems can most easily be dealt with on the spot. If our local representative and the supplier of the service(s) are unable to resolve the problem, you should contact us our 24-hour emergency telephone service and we’ll do everything reasonably possible to resolve your complaint whilst you’re on the event.

 

If you are still not satisfied on your return home, please email us at complaints@regularity.co.uk within 28 days, giving your booking reference and all other relevant information.