Ulsterbus Tours of The Travel Centre, Europa Buscentre, Glengall St., Belfast BT12 5AH ("we", "us" and "our")
1. Does this Fair Trade Agreement Apply to My Booking?
Yes, if you are booking a 'package' to which the Package Travel, Package Holidays and Package Tours Regulations 1992 apply and which does not comprise a flight, but not otherwise.
In brief, those Regulations apply to a booking of at least two of the following components when sold or offered for sale at an inclusive price and when the service covers a period of more than twenty-four hours or includes overnight accommodation:-
- other tourist services not ancillary to transport or accommodation and accounting for a significant proportion of the package.
2. Why should I read this page?Financial Protection for Air Tours
Because it is very important. Our Fair Trade Agreement forms a key part of our agreement with you because it not only comprises the booking terms and conditions for the booking of your package, but also the Consumer Guarantee (described below) from The Bonded Coach Holidays Group ("BCH Group"), part of the Confederation of Passenger Transport UK, providing protection for the money you pay to us for the booking should we go out of business. Both the booking terms and conditions and the Consumer Guarantee, together with the confirmation of booking we give you at the time we commit to your booking for you, together make up the legally binding contract between you as the lead name making the booking, anyone else in your party and us.
When you make this booking as the lead name you undertake that you are 18 and have the authority to accept, and do accept, on behalf of your party the terms of this Fair Trade Agreement The contract is made subject to the terms of these booking conditions which are governed by the law of Northern Ireland.
Please ensure that you take a few moments to study them as they set out what responsibility we each have under the contract. Reading it now may help you avoid problems later.
This Fair Trade Agreement and the Consumer Guarantee will not apply to any booking involving any type of flight. Instead, if you are booking a holiday which includes a flight, you will be supplied with the full booking conditions of the ATOL holder arranging your holiday with whom you have a contract. Your booking agent will have a copy or alternatively you can request one prior to booking your holiday from. 3. How and when I do I make this contract with you?
You can make a contract in a number of ways. You can call into our office, write to us, phone
or email or use a travel agent or book on line at www.ulsterbustours.com.
Whichever way you contact us the contract between us is made when your booking is entered on our booking system and a booking reference number is produced. At that moment the contract between us begins.
We will send you a confirmation booking within seven working days. Please check this confirmation very carefully to ensure all the information is correct and tell us, or your agent, immediately of any errors. 4. How is my money for the package I book protected?
Your money is protected by the Consumer Guarantee described below and provided to you by the BCH Group.
This is possible because we subscribe to the Code of Conduct of the BCH Group, which requires us to take out a bond from a financial entity in favour of the BCH Group for it to use to provide protection for your package money in the unlikely event that, for financial reasons, we can't carry out our booking obligations to you.
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.
5. BCH Group Consumer Guarantee
The Bonded Coach Holiday Group guarantees to you that in the event of our failure through insolvency to provide your package as booked, BCH Group will:
- wherever possible, arrange for your package to be completed;
- where failure occurs after your package has begun, arrange for you and those in your party covered by the booking to be returned by an appropriate means of transport to their UK area of departure;
- if the package cannot be completed as booked, to reimburse your booking-payments received by us, provided that BCH Group will first take in to account and withhold an appropriate amount if any part of the service has already been provided (including any substituted service).
If you have paid all or any part of the holiday with a credit card, you should apply for a refund from your credit card provider.
In the event that you are to be reimbursed under the BCH Group consumer guarantee, you will be asked to assign absolutely to BCH Group any right, claim or cause of action which you may have arising out of or connected with the subject matter and will be asked to assist BCH Group in any claim brought by them connected with the subject matter.
6. Payments by Credit Card
If you made payment for the booking of any services using a credit card it is likely in many circumstances that you have recourse against the credit card company in the event of services not being supplied in whole or in part due to the supplier's financial failure. In those circumstances, you will be advised to check that you have exhausted your remedies against the credit card company.
7. When do I need to pay for my holiday and how much?
We reserve the right to alter the prices of any of the packages that we advertise. At the time of booking you will be told the current price of the package. You can book by paying a deposit for each person named on the booking. You will be told at what point in time you will become committed to a booking, but we are not committed to the booking until such time as we provide you with our confirmation of booking. Our commitment is always conditional upon any balance being paid before the dates listed below.
The balance must be paid to Ulsterbus Tours at least 4 weeks before the holiday departure date (8 weeks for Continental Tours). If you use a Travel Agent they may require you to pay them earlier than this date and they will advise you separately of their balance due date.
If you book within these times, you must pay the full holiday cost at the time of booking.
If you do not pay the outstanding balance for your package on or before the date when it is due we may cancel your booking and you will be required to pay the cancellation charges detailed below. The date of cancellation will normally be the date on which we receive your written confirmation that you intend to cancel or 15 days after the balance due date, whichever comes first.
Deposit per person £50 for UK and Ireland tours, £150 for Continental tours.
Where optional items are purchased as part of the package these are payable on the balance due date except where items, such as theatre tickets, have been specifically purchased for you. In this case the cost will be payable at a separate date notified to you and will not normally be refundable unless we obtain a refund from the supplier we use.
8. If I use a travel agent who does my money belong to?
Your travel agent will hold your deposit on your behalf until we issue a confirmation of your booking. The agent then holds this money on our behalf. The agent holds the balance you pay on our behalf until the date the balance is due. The agent will then forward the balance to us.
9. Can you change the price of my holiday after you have issued the booking confirmation?
Yes we can, but only in very limited circumstances and not within 30 days of your departure. The price of your package can be varied due to changes in:-
- transportation costs such as fuel and/or fuel tax, ferry operator fares and tolls, embarkation or disembarkation fees at terminals;
- exchange rates applied to the particular package booked; or
- dues and taxes including changes in VAT or any other Government imposed charges.
In the case of any variation described above, any increase equivalent to 2% of the price of your package, which excludes insurance premiums and any amendment charges, will be absorbed. An administration fee of £1 per person will be paid by you. If this means that you would have to pay an increase of more than 10% of the price of your package before increase, you may cancel it and receive a full refund of all monies paid, except for any amendment charges. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your revised invoice. Alternatively, you can accept an offer of an alternative comparable package of equivalent or superior quality, if available, or an alternative package of lower quality, if available. You may then transfer payment made in respect of the original package to the alternative package. If the cost of the alternative package is less than the original package, the difference in price will be refunded. We will also pay compensation as set out below. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your holiday cost, then any refund due will be paid to you after deduction of an administration fee of £1 per person. Please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your package due to contractual and other protection in place.
10. Can I change my holiday arrangements?
After we have issued our booking confirmation we will do our best to accommodate any changes you may wish to make but we cannot guarantee to do so.
Any changes must be notified to us in writing and signed by the person who signed the booking form. If we are able to make the changes an amendment fee of £25.00 will be payable plus any additional charges if you are buying a more expensive holiday.
Some arrangements, like particular types of tickets, cannot be changed without paying a cancellation charge of up to 100% of the cost of the ticket.
11. Can I transfer my booking to someone else?
You can transfer your booking to someone else provided you give us reasonable notice. This person must be able to satisfy all the conditions for the package and a change cannot normally be made later than seven days prior to departure. We will make an administration charge of £25 per booking for every transfer we make plus any reasonable additional costs caused by the transfer. You will remain responsible for ensuring that the package is paid for by the balance due date. This is in addition to (and does not affect) the separate liability of the transferee to us.
12. How can I cancel my holiday?
You, or any member of your party, may cancel at any time provided that the cancellation is made by the person in whose name we issued the confirmation of booking and is communicated to us in writing via the office at which you made your original booking. You will have to pay cancellation charges set out in the scale below to cover our estimated loss resulting from the cancellation. If you are insured against cancellation you may be able to recover the charges from your insurers. Your cancellation will take effect from the date when either the travel agent or we receive your written confirmation of your cancellation. You must also return any tickets or vouchers that you have received. A reduction in room occupancy may increase the charges for the remaining passengers by the application of supplements for low occupancy of rooms.
13. Scale of cancellation charges
Period before departure Cancellation charge
that cancellation expressed as a percentage
is notified of the total holiday cost
43-days plus Loss of Deposit only Loss of Deposit only
42 to 28-days 30% 30%
27 to 14-days 50% 50%
13 to 7-days 60% 100%
6-days to day of 100% 100%
departure or later14. What happens if you change my holiday?
The arrangements for your holiday have usually been made months in advance. Sometimes changes are unavoidable and we reserve the right to make them. Most of these changes are likely to be minor but where they are significant we will notify you as soon as reasonably possible before your departure date.
A significant change includes a change in departure date or return time of more than 12 hours, a change of location or resort area, or reducing the quality of your main hotel (excluding single overnight hotels on touring holidays where the quality of the hotel is comparable) or a change of tour itinerary which involves a destination being completely eliminated from the revised itinerary.
In the event of a significant change you may decide to:
(a) continue with the holiday as amended or
(b) accept an alternative holiday which we may offer to you or
(c) cancel your booking.
If you choose (a) or (b) we will pay you compensation on the scale below. If you choose (c) we will refund all monies paid by you plus compensation on the scale below. No other claims for compensation or expenses will be considered.
When we have notified you of the changes and options available you must tell us of your decision as soon as possible and within any timescale we may need to set bearing in mind the need to safeguard the holiday arrangements of other customers. 15. Scale of compensation
We will pay you compensation for significant changes made by us on the following scale:
Period before departure Compensation
within which significant Per Person
change is notified to you
or your travel agent
More than 42 day Nil
42 - 29 days £10.00
28 - 15 days £15.00
14 - 8 days £20.00
7 - 0 days £25.00
If, prior to departure, we make a significant change to your package arrangements or cancel your package we will pay you compensation on the above scale unless:-
- the package is cancelled because the number of persons who agreed to take it is less than the minimum number required, and you were informed of the cancellation in writing within the period indicated in the description of the package; or
- the package is changed or cancelled by reason of unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised. These circumstances, which we call force majeure, include, but are not limited to, war or threat of war, riot, civil strife, terrorist activity, industrial disputes, fire, quarantine, epidemic or health risks, natural or nuclear disasters, port and terminal closures and adverse weather conditions.
Payment of compensation according to the scale set out above will not affect your statutory right to claim further compensation if, in all the circumstances, you remain dissatisfied.
If, after departure, we need to make a change to a significant proportion of your package we will do our best to make suitable alternative arrangements at no extra cost to you. If it proves impossible to make suitable alternative arrangements, or if you have reasonable grounds for refusing the alternative offered, we will arrange transport back to your point of departure, or to an alternative location that we agree to. Unless the change is as a result of unusual and unforeseeable circumstances beyond our control (force majeure as described above), you will also be entitled to compensation.
16. What is the extent of our liability?
Your package contract with us will be performed or provided with reasonable skill and care. We accept responsibility if you or customers named in the booking suffer death or personal injury, or the contractual arrangements are not provided as promised, as a result of the failure of us or our agents or suppliers or the employees of each whilst acting in the course of their employment unless the failure or improper performance is due to you, or any of the following:
- a third party unconnected with the provision of the travel arrangements, or
- unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or
- an event which we or our suppliers, even with all due care, could not foresee or forestall
provided that in these 3 events we would still endeavour to give prompt assistance if you are in difficulty and, if you inform us that you don't believe you have received the contracted service, we will make prompt efforts to find appropriate solutions.
Except as specifically set out in these conditions, we will not accept any further or different liability than the Package Travel, Package Tours and Package Holidays Regulations 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.
For claims which involve death or personal injury we do not impose any restriction upon our liability to the extent that it arises from our negligence.
For all other claims which do not involve personal injury or death:
- The most we will have to pay if we are liable to you is twice the price you've paid for your package (not including insurance premiums and amendment charges).
Our liability will also be limited in accordance with/or in line with all relevant international convention. These include the Athens Convention (applies to transport by ship), the Berne Convention (applies to transport by rail), the Geneva Convention (applies to transport by road) and the Paris Convention (applies to accommodation). You can get copies of the relevant conventions from the Internet or from us. You should also note that these conventions limit or remove the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage. We will apply the limits of these Conventions to any payments to you as if we were the carrier.
If we make any payment to you or any member of your party for death or personal injury or illness, you will be asked to assign to us or our insurers the rights you may have to take action against the person or organisation responsible for causing the death, personal injury or illness.
Please note that this clause does not apply to any separate contracts that you enter into for excursions or activities during or outside of your package.
In the cases of Collette Worldwide Holidays, Gleneagle and Maritime Hotel, and The Royal Hotel, Bray, and where noted, Ulsterbus Tours are agents of the respective tour supplier. In all other products offered herein, Ulsterbus Tours are the principal operator.
17. What do I need to do if I have to complain?
If you have a complaint during your holiday you should tell the driver/courier/representative at the earliest opportunity so that they can do their utmost to resolve the problem immediately.
If they are unable to resolve the matter to your satisfaction you must notify us in writing within 28 days after the end of the tour. Please address your letter to The Manager, Ulsterbus Tours, The Travel Centre, Europa Buscentre, Belfast, BT12 5AH and give the tour title and departure date.
If you do not tell us at the earliest opportunity about a problem giving rise to your complaint we cannot take steps to investigate and rectify it.
In deciding how to respond to your complaint we will take into account the date upon which you first drew the problem to our attention or that of our representative or supplier. It may affect your rights under this Fair Trade Agreement if we have not been able to investigate and remedy the situation at the time.
18. Coach seating
We will always use our reasonable endeavours to provide a coach to the specification as described in our brochure or advertisement but reserve the right to substitute an alternative vehicle should unforeseen circumstances arise. There is a seating plan of the coach for each package, but it is possible that on occasions operational reasons will require a coach with a different configuration to be used. We therefore reserve the right to alter a coach-seating plan and allocate seats other than those you have booked.
Coach seat numbers are shown on your ticket and you retain the same seat throughout the tour. Passengers occupying seats other than those assigned to them may be asked to change seats.Requests for particular seats can be made on most packages when booking but because allocations are made on a first come, first served basis you are recommended to book early. When your booking is confirmed you will be offered the best seats that are available at that time. If you know someone who may want to book later but sit near you please discuss this with the booking clerk at the time you make your booking.
Specific seats will not be allocated on coaches which operate on feeder services between joining points and main package departure points, on coaches which carry out transfers to and from seaports or on Goldline or Cross Channel Services.
The seats on our coaches are approximately 450 mm wide (17.71 inches). If you are unable to sit within the space provided by a seat of the above dimensions you must advise us at the time of booking. In these circumstances you may, subject to availability, be allocated two adjoining seats (subject to payment of any additional charge).
If you do not provide us with the information at the time of booking, it may be that on arrival to commence your tour you will be unable to be accommodated on the coach and we then reserve the right to cancel your holiday with the application of full cancellation charges. No refund will be made to you nor will any expenses be met and we will have no further liability to you.
19. Hotel Facilities
Some hotel facilities, such as indoor or outdoor swimming pools or leisure facilities, may from time to time be withdrawn for routine maintenance or be subject to seasonal availability. The provision of these facilities is therefore not guaranteed.
20. No smoking policy
We operate a strict No Smoking policy on all our coaches and in all our buildings and terminals.
21. Conditions of carriage
When you are travelling on an Ulsterbus Coach you are carried under the Ulsterbus Limited Conditions
of Carriage a copy of which can be provided to you on request.
When travelling on a ferry or transport provided by any other courier, the Conditions of Carriage of that carrier apply and are subject to any applicable National Conditions or International Conventions which may limit or exclude liability. The Public Service Vehicle (Conduct of Drivers, Conductors and Passengers) Regulations 1990 as amended apply to all coaches throughout any holiday in the UK.
22. Is there anything I cannot bring on the coach?
You cannot bring a pet or other animal (other than a guide dog in the UK and Ireland and then only by arrangement).
You must not play a radio or music player on a coach.
Consideration must be given to others in the use of mobile phones and excessive use is prohibited.
23. Passenger Behaviour
We want all our customers to have a happy and carefree holiday but you must remember that you are responsible for your behaviour and the effect which it may have upon others.
Ulsterbus reserves the unconditional right to refuse a booking or terminate a person's holiday in the event of either you or any member of your party being abusive, disruptive or behaving in a way which in our reasonable opinion, or in that of our suppliers, could cause damage or injury to others or affect the enjoyment of their holiday, or which could cause damage to property or to any Third Party. If this happens we will have no further obligations or liability to you.
Our driver/courier or the authorised official of any accommodation, visit, amenity or other means of transport used during a tour (eg ship) is entitled to refuse you boarding if in their reasonable opinion you are unacceptably under the influence of drink or drugs or are being violent, abusive or disruptive. If this happens we will have no further obligations or liability to you.
If you are refused boarding on the outward journey we will regard it as a cancellation and the full cancellation charges as set out in paragraph 9 will apply.
If the refusal is during the tour or upon the return journey we have the right to terminate the contract without any further obligation to you and you will have to make your own arrangements thereafter. If this happens Ulsterbus will not be under any obligation to pay you any refund or to compensate you for any loss which you may incur.
You should note that you are responsible for ensuring that you are at the correct departure point at the correct time. We cannot be liable for any loss or expense suffered by passengers because of their late arrival at any departure point.
All of the hotels and transport which we use have their own terms and conditions relating to conduct and behaviour and responsibility for any injury or damage caused to property, staff or customers. Copies of these terms and conditions can be made available by us upon request.
In the event of any claim being made for personal injury, loss or damage and any liability or obligation being imposed on us which arises as a result of unreasonable behaviour or conduct by you or any member of your party, we will require you to fully indemnify us in respect of all sums which we are required to pay arising from your conduct.
When you have paid the balance, we will send you or your booking agent all the necessary labels so that you receive them in good time for your holiday. Certain travel documents may have to be retained by us and your driver/courier will then issue them to you at the relevant time. If you lose a travel document after it has been issued to you we will require you to meet the direct cost charged by the carrier/supplier for the issue of a duplicate or replacement.
Ulsterbus Tours reserve the right to modify itineraries to conform with requests from the competent authorities in the United Kingdom and any other sovereign state through which the tour will operate. We recommend that you read the British Foreign and Commonwealth Office (FCO) advice about your holiday at www.fco.gov.uk
24. What happens if I am delayed?
Your travel insurance may cover you for some delays. In addition where you are delayed for more than six hours in any one day we will seek to minimise any discomfort and where possible, arrange for refreshments and meals. 25. Is the cost of excursions included in the price?
Excursions are included in the price of most holidays and refunds cannot be made for passengers not wishing to go on these excursions. Admission fees to buildings, grounds and use of guides, etc are included in the price of the holiday unless otherwise stated in the brochure. Optional excursions may be booked and paid for in resort but these will not form part of your booking.26. Do I need a passport or travel documents?
You are responsible for ensuring that you have the correct travel documents. We cannot be held liable for any loss or expense suffered by you or any member of your party because of an
If you are travelling on a Continental Holiday you will need to have a full 10 year British/Irish/EU Passport. We strongly recommend that you carry your passport or other photographic identification when embarking on any of our tours.
If you are not a resident British/Irish/EU citizen or do not hold a full British/Irish/EU Passport you must seek passport and visa advice from the consulates of the countries you plan to visit prior to making a booking on one of our holidays.
You should note this application for a 10 year passport can take a matter of months and you should ensure that you make any application for a passport in sufficient time. Details can be found on www.nidirect.gov.uk/passports
27. Do I need to take out travel insurance?
All Continental European tours include holiday insurance. Unless otherwise stated, all other tours do not include insurance in the price but a Special Holiday Travel Insurance Scheme is available - for details see 'Holiday Insurance'.
If you choose not to take our holiday insurance for your Continental European tour, you must take alternative cover, which is as good or better than ours, and provide us with details.
We strongly advise all our customers to take out travel insurance for all tours to cover medical and repatriation costs, personal injury, loss of baggage and cancellation charges. You do not need to take out our travel insurance but you should have insurance, which is at least as good as or better than the insurance we offer. If you do not have adequate insurance and require our assistance whilst on holiday, we reserve the right to reclaim from you any medical repatriation or other expenses which we may incur on your behalf which would otherwise have been met by insurers. 28. What assistance will you give me if things go wrong when it is not your fault?
If you, or any member of your party, suffer death, illness or injury whilst overseas arising out of any activity which does not form part of your package travel arrangements or an excursion arranged through us in the UK, we shall at our discretion, offer advice, guidance and assistance. Where legal action is contemplated and you want our assistance, you must obtain our written consent prior to commencement of proceedings. Our consent will be given subject to you undertaking to assign any costs, and benefits received under any relevant insurance policy to ourselves. We limit the cost of our assistance to you and any member of your party to £5,000.00
per party. 29. Accommodation
Hotel accommodation varies across our programme and among the geographical areas which we cover. We use hotels ranging from 4 stars to small independent hotels. Customers' attention is drawn to the star ratings clearly marked beside each one, as these are the most widely recognised indicator of accommodation standards. 30. Passengers with disabilities & health considerations
You confirm that you will notify us before you book if you or any member of your party has a disability so that we may consider what reasonable adjustments we or any relevant supplier should consider in the context of your package.
We want to ensure the arrangements for your package are suitable and appropriate. If you have specific needs for equipment (such as scooters) or medication, or you will need assistance or particular facilities in the hotel, port or train station, or may have difficulties in taking part in excursions or boarding and travelling on the coach or other means of transport you must let us know in advance. We always endeavour to assist if we reasonably can where additional equipment needs to be transported in relation to a disability or medical problem. However, please bear in mind that coaches are subject to overall weight restrictions and have limited space to accommodate the luggage of all passengers. Carriage of any equipment is subject to its individual size, weight and other details, full details of which must be provided at the time of booking.
Should you suffer from any disability or medical condition which may affect your or other passengers' holidays, you must provide full verbal and written details at the time you book the holiday, including any specific requirements you have. Additionally, at the time you book the holiday, you must provide verbal and written confirmation that all assistance required will be provided by your travelling companion(s). You must also notify us of any changes or deterioration in the disability or medical condition, or development of any disability or medical condition after booking. In view of the nature of our holidays, we regret we must reserve the right to decline any booking or cancel (in the event of the development, deterioration or change of any disability or medical condition occurring after confirmation) whenever we reasonably feel unable to accommodate the needs or restrictions of any particular customer or where, in our reasonable opinion, the medical condition or disability of the customer concerned is likely to have a significant adverse effect on other customers taking the same holiday. We further reserve the right to cancel any holiday and impose cancellation charges if we are not fully advised of any relevant disability or medical condition at the time the booking is made and/or promptly notified of any development, change or deterioration occurring after booking. On occasions, the decision to cancel can only be made at the time the person concerned joins the coach/holiday for the first time as it may only be apparent at this stage that their disability or medical condition cannot be accommodated. Any customer affected by a disability or medical condition must ensure they have notified this to their travel insurers, and that their travel insurance will cover it. As it is a condition of booking that all customers have adequate and appropriate travel insurance, we are entitled to insist on evidence that the disability or medical condition is covered. We want you to enjoy your package and will try to help you select an appropriate trip. If you need advice or further information either you or your booking agent should contact us and we will make arrangements to meet our Accessibility Manager. 31. Special requests
If you require a special diet please tell us before booking, or as soon as you are medically advised, and send us a copy of the diet. We will notify the hotel or hotels identified in your booking but please note that some hotels may not have facilities to provide special diets and we cannot be held liable for their failure to do so unless the hotel has confirmed in writing that a special diet will be catered for. Where we think that a hotel is likely to be unable to cope with a special diet, we will tell you prior to your booking confirmation being issued so that you can exercise your right to cancel your package booking without charge. Any extra costs incurred by you during your package must be paid to the hotel by you prior to departure from the hotel.
You should also detail any other requests, for example, low floor rooms, particular rooms or locations on the special requests section of the booking form [or other method of confirming in writing that the request was made
.] We will pass your request to the relevant supplier but this does not necessarily mean that your request will be fulfilled. If a request can be fulfilled you may incur an extra charge payable either to us or direct to the hotel. Please note that requests cannot be guaranteed unless we confirm on your booking confirmation that this is a guaranteed requirement. 32. Single Occupancy
Single occupancy of rooms when available may be subject to a supplementary charge as added by respective hotels, and this will be shown on the brochure page.33. Entertainment
Some of our hotels arrange additional entertainment. Where this is part of the package details are given on the respective brochure page. Where it is not specified it may still be available but is at the discretion of the hotel and is not guaranteed. It may be withdrawn if there is a lack of demand or for operational reasons.34. Data Protection Act
In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements we, and your travel agent, need to use the information you provide such as name, address, any special needs/dietary requirements, etc.
We take full responsibility for ensuring that proper measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as hotels, transport companies, etc.
The information may also be supplied to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law. Additionally, where your holiday is outside the European Economic Areas (EEA) controls on data protection in your destination may not be as strong as the legal requirements in this country. We will not, however, pass information on to any person not responsible for part of your travel arrangements. This applies to any sensitive information that you give to us such as details of any disabilities or dietary/religious requirements. If we cannot pass this information to the relevant suppliers, whether in the EEA or not, we cannot provide your booking. In making this booking, you consent to this information being passed on to the relevant persons. Please note that where information held by your travel agent, this is subject to your agent's own data protection policy. Your data controller is [the Administration Manager]. You are entitled to a copy of your information held by us. If you would like to see this, please contact us. We retain your full contact details and other information in secure files and electronic storage facilities. We may use this information to contact you by mail, telephone or electronic means. We may provide you with details of other goods and services including those of selected third parties. If you do not wish to receive the further information about products and services from either ourselves or third parties, please write to the data controller. 35. Health & Safety on holiday
In some foreign countries, standards of infrastructure, safety and hygiene may be lower than those to which we are accustomed in the UK. You should therefore exercise greater care for your own protection. Further information can be obtained from your GP or from your travel agent, who can provide you with the leaflet Health Advice for Travellers published by the Department of Health. Some people may be at risk from discomfort or deep vein thrombosis (DVT)
if they remain immobile on a journey for a long period of time. If you are planning to undertake a bus or coach journey of more than 3 hours you should consult your doctor if you have ever had DVT or pulmonary embolism, a family history of clotting conditions, cancer or treatment for cancer, a stroke, heart or lung disease or if you have had major surgery in the past 3 months. We reserve the right to refuse any booking in the absence of a doctor's certificate
confirming that you are fit to travel. During the journey we will provide comfort stops as frequently as possible. During these stops you are encouraged to get off the coach and walk around. Exercise reduces any discomfort which may be caused by periods of immobility. During any journey you should drink alcohol only in moderation as it leads to
dehydration. 36. Health
Under normal circumstances most Western European countries do not require visitors to be inoculated or vaccinated, and at the time of publication of this brochure none were required for the countries visited in our itineraries. However, we will indicate any known vaccination or other health requirements where possible for each country to be visited, if the need arises. If you are not sure of the health requirements of the country you are visiting, you are advised to check with your own doctor before travelling. 38. European Health Insurance
All UK residents travelling to Mainland Europe need an E.H.I.C. in order to receive necessary health care while visiting a European Union Country or Switzerland. All UK residents are entitled to receive an E.H.I.C. - you can apply on line, by phone or post www.ehic.org.uk.
Tel 0845 606 2030 or pick up a form and pre-addressed envelope at the Post Office.39. Publication date and details
This brochure was printed in the United Kingdom by Ulsterbus Tours 19/11/ 2013