Booking Terms

Booking Terms

Last Update: 21/02/2022

These are the standard Terms and Conditions by which Mynt Travel Ltd company number 13309614 of 19 Barletta House, Vellacott Close, Cardiff, CF10 4AF, UK (“we, our, us”) agrees to provide its services with you, the person or persons named on the booking (“you, your”).

By making a booking with us the person making the booking (also known as the “lead passenger”) agrees on behalf of all persons named on the booking that:

a. You have read these Booking Conditions and have the authority from all persons named on the booking, and all such persons do agree to be bound by them;

b. You consent to our use of personal data in accordance with our Privacy Policy (www.southwalesevents.com/privacypolicy) and are authorised on behalf of all persons named on the booking to disclose their personal details to us, including (where applicable) special categories of data (such as information on health conditions or disabilities and dietary requirements);

c. You are over 18 years of age and resident in the United Kingdom, and where making a booking for age-restricted services you declare that you and all members of the party are of the appropriate age to attend these events;

d. You accept financial responsibility for payment of the booking on behalf of all persons named on the booking. Please take time to read through these booking conditions.


How and when do I make this contract with you?

The contract is made when your booking is entered onto our reservation system and we issue a confirmation of booking. We will send you the confirmation of your booking to the e-mail address you provide at the time of booking, usually within 2 working days. Please check this confirmation carefully to ensure all the information is correct and tell us immediately of any errors. We reserve the right to return your deposit and decline to issue a confirmation at our absolute discretion.


How is my money protected?

For bookings which are a package (classed as more than one element or longer than 24 hours) we are a member of the Protected Trust Services (www.protectedtrustservices.com) who work with independent trustees to protect you against misappropriation of your money. This means that when you make a payment to us it goes into our trust account, the money in which can only be used to pay suppliers. Your money does not leave this account until all suppliers required for your trip have been paid in full. We also take our supplier failure insurance meaning that should we have paid a supplier who subsequently goes out of business before your trip, we are covered for this.


If you book a daytrip with us or a single element excluding flights (i.e. attraction tickets), your money is paid directly to us and is not covered by PTS Protection.

Your financial protection:

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.


Payments

At the time of booking, you will need to pay a non-refundable deposit for each person travelling. The deposit amount will be advised at the time of booking. The remaining balance must be paid no later than 95 days prior to departure (“balance due date”). If you book within 95 days of departure you must pay the full amount at the time of booking. You may pay any outstanding balance at any time prior to the due date if you wish to do so.


Your deposit is not inclusive of any additional packages that you may book as part of your tour (such as hospitality add-ons). These must be paid in full at the time of booking and will be non-refundable unless otherwise stated.


If you do not make the payments required on or before the due date, we may cancel your booking and retain your deposit as well as any additional fees as highlighted in our ‘Cancellation Charges’ section below.


We may provide a payment reminder on or before your payment due date however this is at our discretion and we are not obliged to do so.


Accuracy and Prices

We endeavour to ensure that all the information and prices on both our website and in any advertising material that we publish are accurate, however occasionally changes and errors occur, and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking.


We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays. The inclusions of the price you pay are confirmed at time of booking. Any additional charges payable by you will be highlighted at the time of booking. In the event that additional costs outside of our control become applicable between booking and departure (for example, if a resort introduced a passenger fee) we will make you aware as soon as possible. If you do not wish to accept these new charges our standard cancellation policy will apply.


Changes by you

After we have issued a booking confirmation, we will do our best to accommodate any changes you want to make, but we cannot guarantee these will be possible. Any changes must be notified to us by e-mail from the lead passenger. If we can make the changes, we will make you aware of any difference in cost and will only make the changes after the difference in cost is accepted by you. If we are unable to make the changes you request and you wish to cancel, our standard cancellation policy will apply.


Changes by us

We plan our tours carefully with reliable suppliers to ensure that everything runs smoothly, but on rare occasions we will need to make changes to your booking and reserve the right to do so at any time. Any changes to your booking will be communicated to you as soon as possible.


Insignificant changes can be made at any time and do not require us to issue any compensation/refund outside of our cancellation policy. Insignificant changes are:

  • A change to your accommodation to one of the same/higher star rating in the same city

  • A change to your departure by less than 12 hours

  • A change to your departure point within a 5-mile radius

  • A change to the carrier or type of vehicle transporting you to/from your destination.


Significant changes are avoided as best as possible but can be made by us at any time. Significant changes are:

  • A change to your accommodation to a lower standard

  • A change to your accommodation to a different city

  • A change to your departure point exceeding a 5-mile radius

  • A change to your departure time by more than 12 hours


If we have to make a significant change, we will tell you as soon as possible. Dependant on the nature of the change we will offer you the choice of:

  • Accepting the changes for the same price you have paid

  • Accepting the changes at a lower price than what you have paid (if you have paid your balance by this point, we will refund you the difference)

  • Cancel and have a refund for the full amount you have paid to us


You must notify us of your choice within 7 calendar days of our offer. If we do not receive a response within 7 calendar days we will assume that you have chosen to accept the change and thereafter our standard cancellation policy will apply.


Name changes

You can change the name(s) on your booking free of charge prior to your balance due date. Any changes made after the balance due date are solely at our discretion and we reserve the right to charge up to 100% of the booking cost to do so.


Any name changes are subject to the following terms:

i. The person you are transferring to must be able to satisfy all the conditions of the booking;

ii. You must pay any outstanding balance at the time of the change.

iii. The person you are transferring to must agree to these booking conditions and all other terms of the contract between us.


Any amounts paid up to the point of the name change cannot be refunded.


Cancellation Policy – Cancellation by you

You or any member of your party may cancel at any time, provided that the cancellation is made by the lead name on the booking and is communicated to us by e-mail. You will have to pay the cancellation charges set out in our cancellation policy. 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 we receive written confirmation of your cancellation. If you send us the e-mail after 5pm on a weekday, or on a weekend/Bank Holiday, then the cancellation date will be applicable from the following working day. 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.


Cancellation Policy – Cancellation charges

If you cancel more than 95 days prior to departure you will lose your deposit.

If you cancel between 29-95 days prior to departure you will lose 50% of your balance.

If you cancel within 28 days of departure you will lose 100% of your balance.


Certain arrangements may not be amended after they have been confirmed (such as concert tickets, train tickets and some scheduled flights) and any alteration or cancellation could incur a cancellation charge of up to 100% of that part of the arrangements in addition to the charge above.


Cancellation Policy – Cancellation by us

We will not cancel your tour within 95 days prior to departure except for reason of force majeure or failure by you to pay the final balance. We may cancel your tour before this date if the minimum number of clients required for the tour is not reached or in the event of supplier failure where we are unable to source an alternative. In the event we cancel your tour you will receive a full refund.


Compensation

We are under no obligation to pay any compensation for changes/cancellations made by us unless we are legally required to do so.


Force Majeure

Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you 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 unrest, significant risks to human health such as the outbreak of serious disease at the travel origin or destination, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the destination or remain at the 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 out or the supplier’s control.


How do I make a complaint?

If you have a complaint or an issue during your holiday you must inform the company representative travelling on your trip as soon as possible to allow them the opportunity to resolve the problem.


If we are unable to resolve your complaint locally and you wish to complain further, please contact us within 14 days of your return from the holiday by e-mail to alex@southwalesevents.com or in writing to: Mynt Travel Ltd., 19 Barletta House, Vellacott Close, Cardiff, CF10 4AF.


We endeavour to resolve your complaint within 28 days, but if we are unable to, you may refer to the Alternative Dispute Resolution service. We will provide full details of how to do so on your request or you can obtain a copy from Bonded Coach Holidays, Fifth Floor South, Chancery House, 53-64 Chancery Lane, London, WC2A 1QS. E-mail bch@cpt-uk.org. Telephone 020 7240 3131. This arbitration scheme provides a simple and inexpensive method of arbitration on document alone with restricted liability on the customer in respect of costs. The scheme does not apply to claims for an amount greater than £1500 per person. There is also a limit of £7500 per booking. Normally there is a time limit of 9 months from the date you return from your holiday within which to request arbitration but in exceptional circumstances the scheme can be used beyond this date. This scheme does not apply to claims that arise mainly in respect of physical injury or illness or the consequences of any illness or injury, nor does it apply to air tours.


Coach Seating

We do not provide seating plans for coaches; however, you may request to be seated in a particular location on the coach should you wish. Allocations are made on a first come first served basis and they are on request only and therefore cannot be guaranteed; we do not confirm seat allocations until the day of travel.


Health & Safety on holiday

Some tours require average physical ability as there may be an element of walking involved. It is your responsibility to check directly with us before booking if the tour is suitable for your needs. We will make every effort possible to adapt our offering where possible to suit your needs but sometimes this may not be possible.


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 journey of more than 3 hours you should consult your doctor if you have ever had DVT. In any cases where you have a pre-existing medical condition, are undergoing ongoing treatment, or have had surgery within the last 3 months you should consult your doctor prior to travelling.


During the journey we will provide comfort stops where you are encouraged to get off the coach and walk around and we discourage drinking alcohol as it leads to dehydration.


Passenger Behaviour

You are responsible for your own behaviour and hygiene and the affect it may have on others. If you, or any member of your party is abusive, disruptive or behaves in a way which could damage property or cause injury or discomfort to others, we have the right to terminate your contract with us. In the event of this happening, we will have no further obligations or liability to you.


Our team and/or the coach driver(s) are entitled to refuse you boarding if in their reasonable opinion you are under the influence of drink or drugs or you are being violent, abusive or disruptive.


Our hotel supplier(s) reserve the right to remove anyone from their premises who in their reasonable opinion are abusive, disruptive or behave in a way which could damage property or cause injury or discomfort to others. In this case it your responsibility to secure and pay for alternative accommodation and we will have no further obligations or liability to you.


Should you cause any damage to your accommodation, you will be expected to make a cash settlement direct to the hotel for all necessary replacement/repair before leaving.


In the event that your contract with us is cancelled as a result of the behaviour of anyone in your party, we are under no obligation to provide any refunds and/or compensation and are not obliged to cover any additional costs incurred by you.


Smoking Policy

Our travel operators maintain a strict no smoking policy on all coaches including substitutes/e-cigs. Comfort stops are made enroute. The majority of hotels we use do not permit smoking in hotel rooms or public areas.


Pets

We do not allow pets/animals to be taken on our holidays. Registered Assistance Dogs can usually be accommodated but you must make us aware of this at the time of booking.


Coach travel – Pick up points

All itineraries provided at the time of booking are subject to change. Approximately one week prior to departure we will send you your final itinerary with the exact pick-up location and time.


You are responsible for ensuring that you are at the correct departure point at the correct time. We cannot be held liable for any loss or expense suffered by you or your party because of late arrival at the departure point.


You must ensure you are at your pick-up point 10 minutes prior to departure. If you are running late you must contact us as soon as possible however we are under no obligation to delay our departure and are not liable to provide any refund/compensation in the event of a missed departure where you are not at the pick-up point at the specified time.


Rail travel – Timetable

All itineraries provided at the time of booking are subject to change. Approximately one week prior to departure we will send you your final itinerary with the exact travel times.


You are responsible for ensuring that you are at the train station in time for departure. We cannot be held liable for any loss or expense suffered by you or your party because of a missed departure.


In the event of a missed departure – in some cases your ticket type will allow you to travel on the next available departure. If it does not, you must settle any difference in fare direct with the rail operator and we will not be liable to cover this cost.


Air travel – Timetable

All itineraries provided at the time of booking are subject to change. 


You are responsible for ensuring that you are at the airport in time for departure. This will vary dependant on your airline and destination however the time of check-in will be provided on your itinerary. We cannot be held liable for any loss or expense suffered by you or your party because of a missed departure. If you arrive at the airport after check-in closes but before the flight’s departure time it is solely at the airline’s discretion as to whether you are allowed to travel, in most cases travel will be denied.


Luggage – Coach holidays

All passengers must keep luggage to a medium sized suitcase no heavier than 18kg. In addition, 1 small bag per person may be taken on the coach. We reserve the right to refuse to carry any passengers exceeding these limits. Any luggage left on the coach is at your own risk and we cannot be held responsible for any damage or loss to your property. Once we have reached the destination you must take all your belongings with you as we do not permit your personal items to be left on the coach overnight. It is your responsibility to ensure that your luggage is loaded to the coach when boarding and at any points where we may be required to offload luggage for checks (such as at border control, ports etc.). We accept no responsibility if you leave or lose your luggage, or if your luggage gets damaged in transit, and you should ensure you have adequate travel insurance to cover this.


Luggage – Flight holidays

Luggage allowance varies dependant on airline and destination. We will confirm your luggage allowance alongside your final itinerary. The airline reserves the right to refuse to carry any passengers exceeding the stated limit, or to charge excess in line with their policy. We accept no responsibility for the loss/damage of any luggage, and you should ensure you have adequate travel insurance to cover this.


Luggage – Rail holidays

Luggage allowance varies dependant on the rail operator. It is your responsibility to ensure that your luggage falls within the allowance set by the operator which will be advised on their website or by contacting them. We accept no responsibility for the loss/damage of any luggage, and you should ensure you have adequate travel insurance to cover this.


Documentation

You are responsible for ensuring that you have the correct documentation (for example passports, Identification and/or visas) for your trip. We recommend that you check the FCO website and/or the embassy for the country you are visiting to clarify which documentation you require.


If you do not obtain the correct documentation in time for travel this will amount to cancellation of the trip by you and our standard cancellation procedure will apply.


What happens if I am delayed?

In the event of any delays, we will do our best to minimise any discomfort and keep you updated as frequently as possible.


Where the delay is caused due a vehicle breakdown or aircraft technical issue(s), us and our supplier(s) reserve the right to use an alternative vehicle/aircraft type to continue the journey.


We are under no obligation to provide refunds/compensation for delays, and whilst we allow plenty of time between our arrival and an event start time, in the extremely rare occasion that the delay results in missing an event we do not accept liability for this, and the cost of any tickets will not be refunded.


Travel Insurance

We recommend that you have adequate travel insurance for the duration of your tour, and it is your responsibility to ensure that you do so.


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 that we may incur on your behalf.


If you travel without travel insurance, you agree not to hold us responsible for any costs incurred by you and/or your party due to your failure to take out adequate insurance cover.


Special Needs & Disabilities

We will do out utmost to accommodate passengers with reduced mobility issues and special needs, however unfortunately this will not always be possible due to the facilities and/or space on our suppliers’ vehicles.


You must make us aware of any special needs and/or mobility issues before you book for us to ensure we can accommodate your needs. Where we can accommodate your requirements, we will confirm this by e-mail. Any additional requirements that have not been advised and agreed at the time of booking may not be able to be accommodated and in this case, we reserve the right to deny travel and our standard cancellation policy will apply.


It is a legal requirement to always wear a seatbelt on the coach – if you require an extension for your seatbelt you must state this at time of booking so we can ensure this is carried. If you do not state this requirement at the time of booking resulting in no extension seatbelt being available at the time of travel, we reserve the right to deny travel and are under no obligation to provide any compensation/refund to you or your party in this instance.


Special Requests

We want you to have the best time when you travel with us, and to ensure that you do we are happy to accommodate special requests when we can. Requests cannot be guaranteed unless this is expressly confirmed on your confirmation.


If you require a special diet or any adaptions to your room, you must check with us before booking that the hotel is able to accommodate this. We cannot be held liable for the failure of a hotel to accommodate these requests.


Single Occupancy

Single occupancy rooms are subject to availability and may be subject to a supplementary charge which will be advised at the time of booking. If you are charged a single room supplement it does not mean that your room is of an upgraded quality or any better standard than that of a standard room.


Data Protection

When you make an enquiry, any details that you provide are not shared unless otherwise stated and agreed to by you at the time. Once your booking is made your information is stored on our systems and shared, where applicable, with the relevant supplier(s). We take full responsibility for ensuring that proper measures are in place to protect your information. The information may also be supplied to security or credit card checking companies, public authorities such as customs/immigration if required by them, or as required by law.


We will never share your information with any company or 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 onto the relevant suppliers, we cannot provide you booking. In making this booking you consent to this information being passed onto the relevant person(s) and supplier(s).


Your data controller is Alexander Davis, Director of Mynt Travel Ltd. You are entitled to a copy of your information held by us. If you would like to see this, you should e-mail your request to alex@southwalesevents.com. We retail your full contact details and other information in secure files and electronic storage facilities, and we may use this information to contact you. When making an enquiry and/or booking you agree to your data being used by us for marketing purposes, we will never share this information with third parties, however you can opt out of this at any time by e-mailing us.


Full details can be found in our Privacy Policy (www.mynttravel.com/privacypolicy).


Travelling with children

Some countries require documentation showing evidence of parental responsibility before allowing children to enter or leave the country. It is your responsibility to check the relevant guidance regarding this for your destination and any countries we travel through to travel to/from there and ensure that you have the correct documentation as advised for travel.


Foreign Office Advice

You are responsible for making yourself aware of FCO advice regarding 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.


Governing Law and Jurisdiction

This agreement and any dispute arising hereunder is governed by the laws of England and Wales. The Courts of England and Wales have exclusive jurisdiction with respect to any dispute arising hereunder.