TERMS & CONDITIONS
These Booking Terms & Conditions govern all bookings made with Trails Co Ltd trading as Trails Getaways.
Trails Co Ltd
Company Number: 16522861
Registered Office: 71–75 Shelton Street, Covent Garden, London, WC2H 9JQ
United Kingdom
Email: info@trailsgetaways.com
By making a booking with Trails Getaways, the Lead Booker confirms that they have read, understood, and agreed to these Terms & Conditions on behalf of all persons included in the booking.
1. Definitions
“Lead Booker” means the person making the booking on behalf of the group.
“Travellers” means all persons named on the booking.
“Services” means accommodation, ground transportation, activities, experiences, and other travel-related services arranged through third-party suppliers.
“Supplier” means independent third-party providers of travel services, including but not limited to accommodation providers, transport operators, and activity organisers.
2. Our Role
Trails Getaways specialises in the design and coordination of bespoke group travel experiences.
Trails Co Ltd acts as a booking agent and travel coordinator on behalf of independent third-party suppliers. We curate, arrange, and manage your itinerary; however, the underlying travel services are provided by those suppliers.
Contracts for accommodation, transport, activities, and other travel services are formed directly between you and the relevant supplier. Trails Co Ltd does not own or operate the accommodation, transport services, or activity providers unless explicitly stated in writing.
Our role is limited to facilitating bookings, coordinating arrangements, and providing trip management support before and during your experience.
3. Booking and Contract Formation
A booking is confirmed when a written confirmation invoice is issued and the required deposit payment is received.
The contract between Trails Co Ltd and the Lead Booker relates to our coordination and booking services. Separate contractual relationships arise between each traveller and the relevant suppliers for the provision of travel services.
The Lead Booker is responsible for communicating these Terms to all travellers included in the booking.
4. Payment Terms
A non-refundable deposit of 30 percent of the total booking value per person is required to secure the booking.
The remaining balance must be paid no later than 8 weeks, being 56 days, before the trip start date.
Each traveller may receive an individual secure payment link. However, the booking constitutes a single group arrangement subject to the Group Bookings and Financial Interdependence clause below.
Payments collected by Trails Getaways may include amounts due to third-party suppliers as well as our coordination and planning fees. Where applicable, payments are processed on behalf of the relevant supplier.
If full payment is not received by the due date, Trails Getaways reserves the right to cancel arrangements and retain all deposits paid.
All payments are made in GBP unless otherwise agreed in writing.
5. Group Bookings and Financial Interdependence
All bookings are priced and confirmed based on the total number of participants in the group at the time of confirmation.
Although individual travellers may make separate payments, the arrangement constitutes a single group booking.
If one or more travellers cancel, fail to pay, or withdraw for any reason, the remaining group members remain financially responsible for the full booking value. No automatic reduction in total price will apply.
If group size falls below the originally agreed number, Trails Getaways reserves the right to recalculate pricing based on the revised group size or require the remaining group members to cover any resulting shortfall.
Failure by any individual traveller to pay their balance does not release the group from its contractual obligations.
6. Pricing
All prices are based on confirmed group size, agreed itinerary, and supplier rates at the time of confirmation.
If group size changes before final payment, pricing may be recalculated accordingly.
7. Changes by You
If changes are requested after confirmation, an administrative fee of £50 per amendment per booking applies in addition to any supplier-imposed charges. All changes are subject to availability.
8. Cancellations by You
All cancellations must be submitted in writing to info@trailsgetaways.com.
Cancellation charges apply per traveller as follows. The deposit is non-refundable. Between 56 and 90 days before departure, 50 percent of that traveller’s total booking value is payable. Between 30 and 55 days before departure, 75 percent is payable. Between 0 and 29 days before departure, 100 percent is payable.
Individual cancellations do not reduce the total group price.
9. Changes or Cancellations by Suppliers
If a supplier makes changes or cancels services, we will use reasonable efforts to assist in arranging suitable alternatives. However, as an agent, we are not responsible for supplier cancellations or changes beyond our control.
10. Travel Insurance
All travellers must hold comprehensive travel insurance covering medical expenses, cancellation, personal liability, and participation in planned activities.
11. Health and Fitness
Travellers are responsible for ensuring they are medically and physically fit to participate in the booked activities. Any relevant medical conditions must be disclosed in advance.
12. Behaviour and Conduct
All travellers must comply with local laws, accommodation rules, and supplier requirements.
Trails Getaways reserves the right to terminate arrangements for any traveller whose behaviour poses a safety risk, causes damage, or disrupts suppliers or other guests. No refund will be provided in such circumstances.
The Lead Booker remains responsible for the conduct of the group.
13. Security and Damage Deposit
Certain suppliers may require a refundable security or damage deposit. The required amount will be confirmed prior to arrival.
The deposit may be retained against damage, excessive cleaning, unpaid charges, fines, or breach of property rules.
If damages or additional charges exceed any deposit held, Trails Getaways reserves the right to recover the outstanding balance from the Lead Booker.
14. Supplier Responsibility
All travel services are provided by independent third-party suppliers. Those suppliers are responsible for delivering their services in accordance with their own terms and applicable local regulations.
Trails Co Ltd acts solely as an agent and coordinator. We are not liable for the acts, omissions, errors, or defaults of any supplier.
15. Financial Protection
Trails Co Ltd acts as an agent for third-party travel suppliers. We do not provide insolvency protection for the services supplied by those independent suppliers.
Customers contract directly with the relevant supplier for the provision of travel services.
16. Liability
Trails Co Ltd’s liability is limited to losses arising directly from our own negligence in the provision of coordination and booking services.
Except in cases involving death, personal injury, fraud, or any other liability which cannot legally be excluded, our total liability shall not exceed the amount paid to us for our coordination services.
We are not liable for indirect or consequential losses, loss of enjoyment, missed transport connections, or acts and omissions of third-party suppliers.
Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence or any other liability which cannot legally be excluded.
17. Complaints
If an issue arises during your trip, you must notify the relevant supplier immediately and inform Trails Getaways as soon as reasonably possible.
Formal complaints must be submitted in writing within 14 days of return.
18. Governing Law
These Terms are governed by the laws of England and Wales.
Any disputes shall be subject to the exclusive jurisdiction of the courts of England and Wales.
Created: 01/02/2026
Updated: 17/02/2026