Special Terms & Conditions

Our Agency:

Our agency works under the registration of Atout France n° IM034170006, that guarantees you our professionalism and financial responsibility. Our financial guarantee is granted to us by GROUPAMA (amount 1530000 euros) . Our third party insurance is granted by GAN ASSURANCES (Contract number: 161703368)

Your booking:

When you wish to confirm a holiday booking you must pay a deposit of 30% of the holiday cost or any higher deposit which applies to your holiday. The deposit will only be refundable as set out in these booking conditions. Please note some providers (hotels, bus company...) have certain booking and cancellation conditions and these may affect any cancellation charges. When you make a booking, the lead name confirms that you understand and have accepted these booking conditions. We reserve the right to refuse any booking without necessarily specifying a reason. We will therefore ask you at the time of booking to provide us with your first name (as shown in your passport), surname and address. When booking your holiday, if you wish to make a modification to a holiday we will try to assist. Additional services will be quoted upon request. Should you wish to extend

your holiday by making your own private arrangements, this can usually be done. Prices for accommodation can be quoted on request. Before your booking is confirmed and a contract comes into existence, we reserve the right to increase or decrease, and correct errors in advertised prices and to change any of the information. Changes will be made known to you at the time of booking. A booking is not accepted until we issue an invoice. The date shown on the invoice which will be sent to you is the date of booking. It is important to check the details on the invoice when you get it. If any details appear to be incorrect or incomplete, please contact us immediately as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy (for which we are responsible) in any document within 10 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.

Paying For Your Holiday

After your booking is taken and a deposit received, a confirmation invoice will be sent to you detailing the total cost due. Full payment must be received not less than 30 days before departure. If we have not received full payment at least 30 days before departure, we reserve the right to treat your booking as cancelled by you and forfeit your deposit by way of cancellation charges. If we do not cancel straight away because you have promised to make payment, you must pay the cancellation charges depending on the date we reasonably treat your booking as cancelled. If you make a holiday booking within 30 days of your departure date, then you must pay the full cost of the holiday at the booking stage.

Travel Information & Documents

After booking you will receive an invoice with all important information relevant to your destination. We strongly recommend you check the details carefully and read the information. Approximately 14 days before departure you will receive your vouchers together with your final itinerary. However, in the case of late bookings, changes or late payments, vouchers may be emailed to you.

Changes or Additions to Your Holiday

- If you want to change any part of your holiday arrangements after the invoice has been issued, we will do our best to make the change, but it may not be possible. Any request for changes must be made in writing by the person who made the original booking. If it is possible to make the change, it will be subject to an administration charge of 50€ per booking, and payment of any further costs incurred as a result of the change.

- If any person named on a booking is prevented from travelling as a result of illness, the death of a close relative, jury service or other significant reason, we will agree to that person’s booking being transferred to another person (introduced by you) who satisfies all the conditions applicable to the package, subject to both persons accepting liability for full payment of the holiday cost and all costs and charges incurred by us and/or incurred or imposed by any of our suppliers in order to make the transfer.

Prices

In accordance with the provisions of the Tourism Code, the prices mentioned in our documentation (website, e-mails, letters, quotes, invoices, etc.) may be revised upwards or downwards to take into account "the cost of fuel or other energy sources; the level of taxes or charges on the travel services included in the contract, imposed by a third party not directly involved in the performance of the contract, including tourist taxes, landing or embarkation and disembarkation taxes in ports and airports; or exchange rates in connection with the contract”. The customer will be informed of any increase in the total price of the package, no later than thirty (30) days before departure, if he is registered on this date. Our prices have been calculated based on known economic data as of November 28, 2021. Any changes to taxes and fees and changes to the rates of these various taxes and fees in the countries visited and that of the country of departure, fuel prices , where applicable, may result in a price change of which the customer will be informed as soon as possible and at the latest thirty (30) days before the departure of the stay or trip in accordance with legal and regulatory provisions. In the event of a price increase of more than 8%, the traveler will be informed as soon as possible, in a clear, understandable and apparent manner. He will have the choice between the termination of the contract free of charge or its continuation.  The buyer must confirm or cancel his reservation within 4 days after sending mail.  We reserve the right to increase our selling prices in the event of an increase in fuel prices, an increase in security taxes, or an increase in various and varied taxes/fees (in particular VAT). Prices are inclusive of VAT. No insurance covering the costs of cancellation of the contract, luggage, assistance/repatriation in the event of accident, illness or death, is included in the travel formulas.

Failure To Register

Relax Bike Tours / Relax Rentals cannot be held responsible for the failure of the customer to arrive at the place of departure of the trip caused by a delay in air, rail or land pre-routing not organized by Relax Bike Tours / Relax Rentals, even if this delay results from a case of force majeure, a fortuitous event, or due to a third party. Relax Bike Tours / Relax Rentals cannot be held responsible for failure of the client to register or present outdated identification and/or health documents (identity card, passport, visa, vaccination certificate), or when the participant does not present the identification and/or health documents necessary for the completion of his trip. In these events the client cannot claim any refund.

Cancellation

If you or anyone on your holiday booking decides to cancel the holiday, the lead name must notify us of the decision as soon as possible. Any notification by telephone must also be confirmed in writing or by e-mail within 24-hours by the lead name. Cancellation will take effect from the day we are notified provided that written confirmation is received by us within 24-hours of the original notification.

Cancellation  fees:

Up to 31 days: 30% of the total amount

30 to 21 days: 50% of the total amount

20 to 11 days: 75% of the total amount

10 days or less: 100% of the total amount

Cancellations Or  Modifications

For technical reasons (holidays, Sundays, days imposed for certain visits, etc.) or due to unfavorable weather conditions or even due to contingencies related to their organization, we reserve the right to modify the proposed itineraries and the scheduling of our programs. The excursion itineraries provided may be subject to change. The schedules and routes of the excursions may be modified due to external circumstances. Thus, RELAX BIKE TOURS/RELAX RENTALS may be induced, for multiple reasons and in accordance with the Tourism Code, to change the hotel or the bike mentioned in the program of the trip, without this notification being able to constitute a significant modification of one of the essential elements of the trip. As far as possible, the traveler will be notified in advance. In this case, RELAX BIKE TOURS / RELAX RENTALS  undertakes to provide the customer with a similar or superior service, no compensation can then be claimed by the customer.

No refunds will be given for the following reasons: foreign war, civil war, volcano eruption, earthquake, tidal wave or other cataclysms and natural disasters, atomic nucleus disintegration, nuclear explosions, nuclear electromagnetic pulse, radioactivity, transmutation of atoms, pandemics, epidemics, terrorism.

Under no circumstances can Relax Bike Tours/Relax Rentals be held liable for damages attributable either to the traveler or to a third party unrelated to the provision of the travel services included in the contract and of an unforeseeable or unavoidable nature, or to exceptional and unavoidable circumstances. Relax Bike Tours/Relax Rentals can never be held liable for consequential damages. Relax Bike Tours/Relax Rentals cannot be held responsible for the performance of services purchased on site by the customer and not invoiced in the description.

Responsibility

It is the responsibility of the traveler to respect all the rules and safety instructions. He must exercise common sense, prudence and precaution during the activities in which he participates. It is up to the traveler to respect the internal regulations of the hotels in which he is staying and not to show incivility during his trip. Failing this, the hotelier and/or Relax Bike Tours/Relax Rentals will be authorized to interrupt the client's stay due to his faulty behavior. In such a case, the customer will not be entitled to any reimbursement or compensation and will bear all the costs resulting from the interruption of his stay. Relax Bike Tours/Relax Rentals reserves the right to refuse participation or to exclude from the continuation of a trip any person whose behavior or conduct would be likely to harm the smooth running of the trip and the tranquility of the other participants.

Baggage

We recommend the use of rigid, solid suitcases equipped with a TSA lock to prevent the lock from being forced by Customs. As a security measure, travelers are asked to affix a label (with your: name, address, and telephone number) to their suitcases and to ensure that they are loaded before departure. The suitcases, placed in the car we use, are insured up to €300 per person, in the event of theft duly noted, or fire. We decline all responsibility for damage to suitcases and other luggage or objects transported by us. We are not responsible for hand luggage, clothing, cameras, camcorders, electronic equipment, smartphones, tablets, souvenirs and other personal items left in hotels or restaurants during the trip. It is impossible to ensure the search for objects or clothing forgotten during the trip. No such request will be accepted or considered. Each traveler has the option of taking out the insurance that he deems appropriate concerning his suitcases, hand luggage, cameras, video cameras, etc.

Applicable Jurisdiction

The Terms and Conditions are subject to French Law. Any dispute concerning their interpretation and/or their execution will be brought to Tribunal de Commerce of Béziers arbitration. For the purposes of arbitration, the original French version of the present Terms and Conditions shall alone have authenticity.

Intellectual Property

Relax Bike Tours is the owner of all intellectual property rights pertaining to all elements contained in this brochure and in its website. As a result, the reproduction, modification, transfer or use of part or the whole site is prohibited without the express written authorisation of Relax Bike Tours.  The resale of products or the use of the website for commercial purposes without our express written permission is strictly prohibited.  Images used on the website and brochures are non contractual.

Insurances

We recommend that you check with your personal insurance the extension of your coverage. Relax Bike Tours does not offer an optional insurance policy.

Privacy Information

In order to complete your booking we ask you to provide us your name, address, phone number, email address, age, sex, room type.  Some of this information we pass on to the hotels and bed & breakfast accommodations that you will be staying in during the tour.  These details include your name and your preferred room type. The information you give us is saved in a computer file by Relax Rentals, listed on the Béziers Companies Register as number 539587139 whose headquarters are at 70 Allees Paul Riquet, 34500 Béziers in its capacity as the entity responsible for processing operations. Certain information must be provided to Relax Rentals when you make your booking and/or request an estimate; this information is indicated by an asterisk. Unless it is provided, your requests cannot be processed. The other information requested is optional. Processing of your Personal Data is necessary to enable us to offer the services of a policy designed to enable you to undertake a trip. The personal information collected is used to enable you to access all the information relating to your trips or trip requests, the realisation of your requests such as estimates and provision of travel services, to enable Relax Rentals to offer similar services or trips likely to interest you. We hereby inform you that in order to fulfil your order for travel services your data will be sent to companies affiliated to our Group and partners of Relax Rentals, providers of the services booked such as hotels and travel companies or technical service providers such as IT, accommodation, e-mail distribution, on-line payment services, etc. which may be located outside the European Union. The companies affiliated to our group and/or partners undertake to use your Personal Data only for the performance of certain tasks indispensable to your trip and in the strictest respect of your rights regarding the protection of Personal Data in compliance with the legislation in force. Relax Rentals undertakes not to divulge or sell your personal data to third parties who are not our partners. Your data will be held for the duration of our contractual relationship and for the duration necessary to meet any legal or regulatory obligations. At all events, if you do not contact us for five years your Personal Data will be archived for a further five years before being definitively destroyed or made anonymous. In accordance with amended French Data Protection Act No. 78-17 dated 6 January 1978 you are entitled to access, object to (including the sending of marketing communications), correct, limit and delete your data as well as a right of portability over the nominative data about you. You also have the right to define the directives regarding what happens to your Personal Data after your death. You may exercise these rights by writing to the following address: Relax Rentals; 70 Allees Paul Riquet, 34500 Béziers, France. Relax Rentals has appointed a Data Protection Delegate whose contact details are: Service du Délégué à la Protection des Données, 70 Allees Paul Riquet, 34500 Béziers, France - gdpr@relaxbiketours.com. You are entitled to make a complaint to the French Data Protection Commission (CNIL) if you believe we have not complied with the regulations that apply regarding Personal Data. For more information on how we collect and process your Personal Data, please consult our confidentiality and cookies policy, which can be accessed at www.relaxbiketours.com In accordance with article L 223-2 of the French Consumer Code, you are entitled to be included on a list refusing telephone canvassing.