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TERMS AND CONDITIONS

Terms In this Policy of Fair Trading (“Terms”):

 

We set out below all the terms which apply to bookings which you ask us, M8 MOTO, to undertake on your behalf. You should study them carefully.

General Terms – Guided and Self Guided

 

1.0 “You” , "Your" are the customer; “Tour” is the tour you have selected from our site or brochure “We”, "Our" and “Us” are M8 MOTO.

 

1.1 Description

All motorcycle tours are booked on a first come first served basis, when You book your motorcycle tour with Us the following will be required;

  • A completed reservation booking form

  • Deposit paid in full

 

1.2 Conditions of Sale

Customer Responsibility: When purchasing a product from Us it is your responsibility to read and understand the terms and conditions.

Payments & Deposits

Deposits: Deposits are required per person and are NON REFUNDABLE and NON TRANSFERRABLE. The deposit required for each tour is listed on the specific Tour webpage.

Payments

We accept bank transfer or cheques as method of payment. You will be charged in the currency (GBP £ pounds sterling or AUD AU$ Australian Dollar) as indicated on Your sales order. You are responsible for any bank charges incurred as a result of transfer either by Your bank or Our bank.

Balance of Payments

Must be paid in FULL 12 weeks prior to the first day of arrival at Your Tour.

Failed Payments

Failure to receive successful payment at any stage will result in cancellation of Your Tour and full loss of monies paid to that point.

Currency Fluctuations

Some circumstances beyond our control may dictate an increase in the cost of Your tour from the originally published price. Any increase less than 2% and We will absorb the cost. Anything over 2% and We may need to invoice You. You will of course be informed of any increase in good time via email. Failure to pay an increase may result in the cancellation of Your booking with no refund.

Travel Vouchers

Where customers have purchased or been issued a Travel Voucher, these vouchers may only be used against a Tour on sale on our website, they have no cash value and must be redeemed within the stated timeframe in place at the time of issue. Bookings made using vouchers for part or full payment will be subject to Our normal terms and conditions however in the event of a cancellation no cash refunds will be issued but we will always attempt, at Our discretion, to allow transfers subject to availability.

Refund Credit Notes

Where You have been issued a Refund Credit Note, these may be redeemed against a tour on sale on our website booked by, but not needing to depart by, their expiry date. Should they not be redeemed by their expiry date then a full refund of their value will be processed by us within 28 days.

1.3 Cancellations

If You Cancel

In the event of You having to cancel Your Tour the following will be incurred;

  • Full loss of all deposit/s and one of the following:

  • 80 days or more prior to departure, loss of 50% of all monies paid (And Deposit/s)

  • 0 – 79 days prior to departure, loss of 100% of all monies paid (And Deposit/s)

  • A no-show always incurs 100% of all monies paid (And Deposit/s)

 

It is for this reason that we strongly recommend You obtain adequate travel insurance that covers cancellations.

Should You have to cancel Your Tour for any reason, Your booking may be transferred to another person providing a minimum of 2 weeks notice is given, this will incur a £30.00 administration charge plus any additional direct costs we may incur. Any transfers of bookings whether to another person or for yourself to another Tour, where authorised by us, will be treated in the same fashion as if it was made using a travel voucher ie: in the event of a future cancellation at a later date no cash refunds will be issued but We will always attempt, at Our discretion, to allow further transfers subject to availability.

If We Cancel

We reserve the right to cancel any Tour, however We would only do so in extreme circumstances or if participant numbers dictate it is simply not feasible to run the Tour. In the event that We cancel a Tour, You will be given an option to move monies paid to another Tour of your choice (subject to availability) or a refund as dictated by the relevant legislation.

Should We need to cancel as a result of situations beyond our control, we will not be held responsible or offer a refund/compensation. This could include but is not limited to the following, war, riots, civil unrest, terrorism, natural disaster or any unforeseen cancellations due to industrial disputes, and/or weather – acts of god.

1.4 Delays

We cannot be held responsible for any unforeseen delays to Your journey before you join us. In the case of delays You are responsible for providing Your own meals, accommodation and other travel arrangements where We do not directly provide You with travel to the Tour start location and any other additional costs incurred.

Our Tours are scheduled months in advance, and due to this under some circumstances the scheduled routes and overnight stops may change slightly from those advertised to allow for road closures, hotel adjustment, operational circumstance and unforeseen events. You will be informed of any changes to the itinerary before the commencement of any tours if possible. While it is Our intention to adhere to the route described in the itinerary, there is a certain amount of flexibility built into the program and on occasion it may be necessary, or desirable to make alterations. Any decision will be made solely at Our discretion, based on the safety of the Tour and practical considerations. You agree to accept these unavoidable amendments should they be required.

1.5 Disclosure

Non-Disclosure

Any criminal convictions or medical conditions must be declared on the booking form. Not doing so may render the contract invalid between You and Us and may result in the termination of Your Tour with the loss of any monies paid. Any losses to Us as a result or consequence of non-disclosure will be charged to You.

Pre-existing Medical Conditions (including dietary or other allergies)

We request that You inform us of any pre-existing medical conditions and any treatment/medication that You may need or carry for this condition so that in the event of an unfortunate recurrence or episode We are able to obtain appropriate medical assistance for you as soon as possible. Any such information will be treated with the utmost sensitivity. Non-disclosure may result in termination of our contract and your trip with us you without redress, compensation or refund being paid

 

2.0 Travel Details

Your Travel arrangements

We will NOT supply any flights to tour locations.

Do not book any flights until your tour booking has been confirmed.

Passports/ Visas / Visa Waivers (USA)

It is the responsibility of the customer to ensure that they and all members of their party are in possession of either a valid Passport or suitable travel document equivalent appropriate to country/countries being visited or transited during your trip with Us. If You or others in your party require visas for the country/countries visited, You are expected to obtain the correct documentation before travelling. We can help You in the preparation of these documents but is not responsible for any documentation relating to VISAS or cancellations resulting from incorrect or un-received documentation.

 

Ferry Bookings

If your tour includes ferry travel, You must abide by the Terms & Conditions as set out by the ferry company. Once you book through Us there will be NO REFUNDS for fares paid, We are not responsible for any travel disruptions or cancellations.

 

2.1 Driving and Bike Responsibilities

You must be a competent bike rider. It is the Participants responsible to ride any motorcycle in accordance with local laws, rules and regulations. Any motorcycle accident involving a participant with an unrelated third party, another participant or solo, will never be Our responsibility.

Motorcycle Tours Driving License requirements: All riders must be in possession of a full and valid license for the class of machine they are using for the country they are visiting. We advise you to obtain an International Driving Permit/License were necessary.

 

Riding Your own Motorcycle: We only accept motorcycles that are insured, road legal and with visible/legal registration plates. Bikes should be in good condition with a current roadworthiness certificate in the country it is registered ing. Each participant is responsible for their motorcycle in regards to care and use and for the conformity of it with the laws in force for each country visited on your specific tour. In the case of mechanical breakdown whilst riding your own Motorcycle You are responsible for recovery/repatriation and or repair of the motorcycle. All riders with pillion are responsible for their pillions safety.

 

Motorcycle Insurance

Each participant must be in possession of valid insurance for their vehicle, for themselves (and their pillion), including valid repatriation insurance for the vehicle and for themselves (and their pillion), where applicable. Any incident or accident that involves a participant (or their pillion) will not be accepted as Our responsibility.

 

When booking a tour we assume that the participant (and pillion if applicable) will have read the Tour Itinerary and will be fully aware of the route, destinations and the approximate mileages for each day. It is the responsibility of the customer to access their own ability and stamina for the tour and to have made the judgement that it is an appropriate tour for them to undertake. We cannot be held responsible if the customer is out of their comfort zone in regards to the difficulty of the tour.

 

Participants agree that they are aware that in addition to the usual dangers and risks inherent in motorcycle travel some destinations have certain additional dangers and risks and that such risks simply cannot be eliminated without jeopardising the essential qualities of the activity and that these inherent risks contribute to the enjoyment and excitement and are the reason for your participation. The risks include, but are not limited to travelling in mountainous terrain, physical exertion for which you may not be prepared, altitude, civil unrest, forces of nature, all forms of transportation, accident or illness in remote areas without means of rapid evacuation or proper medical facilities.

 

2.2 On Tour

Conduct

You are expected to hold a level of competency and an ability to fully control your motorcycle at all times. You are expected to ride in a courteous and safe manner in respect to your fellow riders and road users. If we feel you are not riding in a safe and courteous manner and putting other members of the group or yourself at risk we reserve the right to ask you to leave the tour group and ride alone.

 

We operate a zero tolerance policy regarding any type of abuse. Any form of threatening behaviour, verbal or physical abuse to another member of the group or towards any of our staff, contractors or tour leaders will result in you being expelled from the tour and your tour terminated with no refund.

Leaving the motorcycle tour

If for any reason you choose to leave or exclude yourself from a tour before the end location, you will not receive any refund or compensation.

 

Irrevocable disruption

If you cause disruption by words or deed to a tour or other participant on that tour you may be asked to leave immediately without redress, this will result in the termination of your tour with Us and the loss of all monies paid to Us. No claim for Consequential Loss will be accepted by Us for other costs incurred in completion of the trip by you under this circumstance. No refund or compensation will be given in anyway shape or form i.e. money – credit or towards another event or tour.

 

2.3 Photography

We may take photographs and film footage of any participant (and/or pillion) and your motorcycle whilst on tour.

 

We reserve the right to use such material for any advertising, brochure, video production or for any other marketing uses without obtaining further consent.

2.4 Insurance Travel / Medical / Breakdown

You the customer agree to have suitable personal, medical, cancellation, travel and breakdown insurance in effect for the duration of your trip, these must include full coverage for motorcycle riding with (if applicable) your pillion, any activities you plan to do and a Flying Doctor service if required as well as cover for the repatriation for you and your motorcycle. If you cancel or divert from any motorcycle / event / tour before the end date you are liable for your own claim against your own insurance in any circumstance including but not limited to illness, accident or death.

We highly recommend that you check your insurance covers for abandonment / cancellation / curtailment. We are not liable in any such circumstance.

3.0 Our Tours Responsibilities

We Are Responsible

For Any part of the program booked by us, where it is within our control, to ensure that it meets the standards as described in the brochure or publicity. You will be provided with GPS data, detailed maps and full hotel addresses.

 

The guiding of the tour is done purely at our discretion, in the event that your tour guide becomes incapacitated by accident or illness, or otherwise unavailable We will endeavour to provide a replacement guide. However, if in exceptional circumstances this is not possible you agree to continue the tour without a guide using the tour notes, itinerary and hotel bookings provided.

We Are NOT Responsible

Should some amenities being out of order due to service requirements, weather conditions or lack of demand due to low client numbers in the hotel or other amenities such as parking space fees that you may have cause to require the use of.

We will not be liable for any personal injury, illness, death, losses or liabilities resulting from the use of amenities/hotel facilities including consumption of food, drink or alcohol that are provided by a third party.

Provision of government issued photo ID at hotels and credit card or cash deposit at check-in for incidental charges on your room.

 

3.1 Returning from European Tours:

Once your tour has commenced you will be provided in advance with a return ticket or booking reference which will ensure that you can return to UK in the event of insolvency of Us, this is in accordance with The Package Travel and Linked Travel Arrangements Regulations 2018

3.2 Complaints Procedure

To Resolve Complaints: where our representative is in attendance for your tour you should in the first instance of a complaint contact him/her at the time. If however, you are not completely satisfied with the response you should write to US at m8moto@icloud.com. A complaint will be dealt with within 28 days of our receiving your letter.

 

You hereby agree that we may transfer, sub-contract or otherwise deal with any or all of our rights and/or obligations under these terms and conditions as we deem appropriate. You may not transfer, sub-contract or otherwise deal with your rights and/or obligations under these terms and conditions without obtaining our prior written consent from Us.

 

3.3 Protection of Your Money

According to the The Package Travel and Linked Travel Arrangements Regulations 2018 all holiday organisers have to make provision for the protection of holidaymaker’s money in the event of the company’s insolvency. For our Package holidays Protected Trust Services (PTS) provide financial protection under The Package Travel and Linked Travel Arrangements Regulations 2018 for Us, and in the event of their insolvency, protection is provided.

 

3.4 Legal Agreement

These terms and conditions, together with our privacy policy, constitute the entire agreement between You and Us in relation to your use of our website and attendance on our tours and supersede all previous agreements in respect of your use of this website or our services as a tour operator.

Debt Recovery

Any debts or money owed to Us by You for non payment of goods or services are handed over to our debt recovery service to recover any money you owe. You will be liable for the recovery charges imposed by our agency from the original action date.

 

Indemnity

You hereby indemnify Us and undertake to keep Us indemnified against any losses, damages, costs, liabilities and expenses, including without limitation legal expenses and any amounts paid by Us to a third party in settlement of a claim or dispute incurred or suffered by us arising out of any breach by You of any provision of these terms and conditions, or arising out of any claim that You have breached any provision of these terms and conditions.

English Law

These terms and conditions are governed by and construed in accordance with English Law, any disputes relating to the event program offered to these terms and conditions will be subject to the exclusive jurisdiction of the courts of England and Wales.

3.5 Our Liability

We will have no liability to pay compensation to You for any failure to properly perform Our services hereunder, where the failure is attributable wholly or in part to Your actions.

We shall have no liability to pay compensation to You for loss, damage or expense incurred for any failure to properly perform Our services, where the failure is:

  • Attributable to a third party unconnected with the provision of the holiday services, and which was unforeseeable or unavoidable due to unusual and unforeseeable circumstances beyond Our control, the consequences of which could not have been avoided even if all due care had been exercised.

  • Due to an event which We, even with all due care, could not foresee or forestall. Examples of the above circumstances would be war, riot, civil strife, industrial dispute, terrorist activity, actions of governments or other state bodies, unavoidable technical problems with transport, machinery or equipment, power failure, natural or nuclear disaster, avalanche, fire, late delivery, adverse weather conditions or levels of water in rivers, or that any of the above are threatened.

We accept no liability for any complaint, loss, damage, expense or other claim in respect of any aspect of your booking or travel arrangements.

 

To the extent permissible by law, Our maximum liability to in contract or in tort for any injury, loss, inconvenience, delay, damage to personal property, or liability of any kind shall be limited in all circumstances to an absolute aggregate maximum liability of the total price paid by you for the specific bookings to which such loss relates.

We shall have no liability for economic loss, loss of profit, loss of revenue, loss of goodwill, loss of reputation, loss of anticipated savings arising out of the failure or delay in performing the services hereunder or otherwise in connection with these terms, or for any indirect, special or consequential loss or damage.

 

4.0 Motorcycle rental

We operate motorcycle rental through our own motorcycle fleet and a number of third parties depending on tour location. You will be provided with full terms and conditions prior to rental and give us authorisation to contact these companies and put them in touch with you where required to setup these arrangements.

What follows is a general summary of the likely Terms and Conditions for Motorcycle hire. For the full terms and conditions please refer to the Motorcycle Hire Terms and Conditions Document of the relevant third party prior to signing.

All Tours

Where motorcycle hire is arranged through a reputable third party local supplier. Terms and conditions of motorcycle hire will vary depending on the local supplier and the country in which they operate. Each Participant will be obliged to sign the local terms and conditions of hire on arrival. Each Participant will be required to pay the appropriate deposit to the local supplier prior to hire. In rare circumstances, the local supplier may not be able to provide the exact motorcycle of choice. This may occur due to unforeseen circumstances such as mechanical failure, collision damage or theft of a motorcycle during its previous hire period. In such cases, the local supplier will substitute a similar or better model and no further compensation will be provided to the Participant.

To hire a motorcycle you must produce all documentation requested and the original documents must be available to inspect at the point of hire. Failure to produce suitable documents will mean a motorcycle is unable to be hired to You. In this event We are not liable for any costs or losses as a result of you being unable to take part in the Tour and no refund will be available.

 

The following is applicable for all Tours that have motorcycle hire as an option:

  • All bikes are hired subject to availability

  • A minimum of the legally required third party insurance cover is in place. Participants may be able to increase the level of cover.

  • No fuel is provided with any motorcycle hire unless explicitly indicated in the tour package.

  • Accessories provided with the motorcycle hire will be clearly indicated by the rental provider or in the tour package

  • All Participants will be required to leave a damage excess deposit.

  • Participants may also be responsible for further charges for motorcycle hire as stated below:

    • Fees for late return of the motorcycle

    • Fees for not returning the motorcycle with a full fuel tank

    • Costs to upgrade insurance cover

    • Any additional accessories required.

    • Any excess relating to damage or theft of the motorcycle or accessories, keys etc, whosoever caused.

    • Any repairs needed for a tyre puncture.

 

If you have less than 24 months regular riding experience and / or are not aged between 25 and 70 and / or have driving convictions within the last five years then please contact us for prior approval before booking.

In the event of an accident during your hire, should the bike become unusable or un-repairable within your hire period, this is a responsibility of the Rental Supplier and Us to offer no full or partial refunds nor a replacement bike.

In the event of a breakdown then in some circumstances the breakdown cover provided by your rental provider may be able to assist, up to an including provision for a replacement vehicle if the motorcycle cannot be repaired within a certain time. This replacement vehicle may not always be a motorcycle. In the event of a breakdown that delays or interrupts your tour then no full or partial refunds are available from Us.

If you book a tour and cannot ride because you fail to meet any of the criteria in the rental provider’s terms and conditions then no refund on your tour costs will be available.

 

4.1 Complaints

Where the contract(s) for your motorcycle rental is between you and the Rental Supplier, any queries or concerns relating to the rental should be addressed to them. If you have a problem while on tour, this must be reported to the principal / supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint. The amount of compensation you may be entitled to may be reduced or you may not receive any at all depending on the circumstances. If you wish to complain when you return home, contact the principal / supplier in writing. We can assist you with this by providing contact details.

 

5.0 Privacy Policy

About this Policy

We takes our data protection and privacy responsibilities seriously.

Please read the following privacy policy (Privacy Policy) to understand how we use and protect the personal information you provide to us, or we receive and collect when you use our services, including how we collect it, and what we do with it, as well as some of the steps we take to safeguard your personal  information.  We hope that this will help you make an informed decision about sharing personal information with us.

 

This Privacy Policy may be updated from time to time to keep it up to date with legal requirements and the way we operate our business. You are responsible for reviewing this Privacy Policy periodically and informing yourself of any changes to this Privacy Policy. We suggest that you check back regularly to review any changes. If we make significant changes to this Privacy Policy, we will seek to inform you by notice on our website or email.

For the purposes of relevant data protection laws we will be the primary controller of your personal data. This is Our principle external facing privacy notice, and applies to all persons whose personal information is processed by Us.  As well as applying to our interactions with all of our customers, suppliers and business partners, this Privacy Policy also applies to all information collected over this website https://m9moto.com/ and any other online platforms (such as our partners’ websites and social media where we offer online travel-related services).

What Information do we collect about you?

 

Making an Enquiry or Booking a Trip

We will collect certain information from you when you make an enquiry or book a trip with us. Depending on your interaction with us and what products and services you use, typically we collect the following personal information:

  • your full name, date of birth, gender (i.e. male/female/other), title, postal address, phone number, email address, next of kin, dietary requirements, height and weight, travel insurance details, passport details (including nationality and city of birth), passport scan, visa application, visa page scan;

We may ask for medical / health information, such as pre-existing medical conditions, if you have a disability, medication that requires refrigeration, food allergies etc., some of which is considered sensitive information or special category data under relevant data protection laws; and any additional information you provide during the booking process to check if a trip is right for you, which may include personal information.

We also process and store records of the products and services you have enquired about or purchased from us, as well as collect and process information relevant to your booking (such as flights and accommodation details) that you have not booked through Us, where this information has been passed to us by our partners and/or third parties.

If you are providing us with the personal information of another person, you must ensure that you inform these persons of the information that you intend to provide to us, and that those you represent are aware of the content of our Privacy Policy and consent to your acting on their behalf.

We also collect your technical identity data (including IP addresses, browser type and versions, other technology on the device that you use to access our websites, some of which is collected automatically), as well as information about your usage of our websites as you and others browse our websites.

 

We may also receive information about you from other sources. These include business partners. Anything we receive from these sources may be combined with information provided by you. For example, our services are not only made available via our website and mobile apps, but are also integrated into the services of our affiliate partners that you can find online. When you use any of these services, you may provide reservation details to our business partners who, where permitted, then forward your details to us.

Travel providers (e.g. accommodation, hotel, transport and other similar local providers (Travel Providers) may also share personal information about you with Us, for example, to ensure fulfillment of your travel reservation, if you have support questions about a tour or trip booked, or if any complaints or disputes arising about your reservation.

Financial Information

We also integrate with third party service providers and payment gateways to facilitate payments between you and us and our partners and tour operators and agents, as applicable. These service providers share payment information so we can administer and handle your travel services reservation or tour. All of our third-party payments providers are required to be PCI DSS compliant and process all payments on our behalf.

In the majority of cases, to make a payment via credit card for your tour / travel services, you will use the secure online booking engine on the relevant website or platform that you are using or you will call your booking agent directly. In some limited cases you may provide us with your credit card details over the phone; for example if We need to provide you with a refund, your bank details may be collected and recorded by us for the purposes of providing the refund only.

 

We ask that you do not email or send in writing your payment card details to us or any of our partners at any time.

We are not responsible for the privacy practices of third party vendors and providers, including payment providers, so you should review any privacy policy of third party vendor or providers to satisfy yourself as to how they protect and handle your personal information.

 

With your consent also, any calls with us, if any, may be recorded, and/or monitored for quality control, coaching and/or training and customer service purposes that assist in addressing your inquiries.  As part of the recording. we may collect information such as the identity of the caller, the date and time of the call and the subject and resolution of the issue. For clarity, any financial information that may be provided during a telephone call is not recorded or logged by Us.

 

Photo and Video

We may take photographs and film footage of any participant (and/or pillion) and your motorcycle whilst on tour. We reserve the right to use such material for any advertising, brochure, video production or for any other marketing uses without obtaining further consent.

 

Marketing and Other Interactions

We collect the following personal information from you for marketing purposes (as more fully described below):

when you subscribe to the newsletter, we will collect your full name, country and email address via our preference centre, we will collect your phone number, date of birth, postcode/zip code, residential state and your travel preferences

if you request a brochure, we will collect your full name and postal address

if you enter a competition directly with US, or via one of Our external partners, or click through on an advertisement, we may collect your full name, country, postcode/zip code, email address and phone number, as well as your travel preferences.

when you click on one of Our advertisements via a third party, some of this information may pre-populate from an account you may have with that third party.

 

Research

We may contact you to seek your interest in taking part in research projects, surveys feedbacks and interviews. This may include contacting you with a post-booking or post-trip feedback survey and asking to provide a score and comment on your experience.

As part of this contact, we may collect your full name, email address, booking number and departure code. You will be asked to provide a score and comment on your trip experience.  This information will be linked to any comments you make about your trip.

 

Where you have provided the relevant details, we may also contact you in response to your feedback to discuss your comments.

 

Why do we collect your information?

We collect, hold and handle your personal information for a variety of business purposes (further information on each of which is set out below), including to:

  • provide you with our and our partner travel products and services, administer your reservations and tours and generally administer and manage our customer relationship with you;

  • if you are a business partner, supplier or agents, to manage our business relationship with you;

  • contact you and process your communications with us, for example, to respond to your queries or complaints, or if we need to tell you something important, or invite you to complete a booking (e.g. if started but not finished a tour reservation online);

  • generally improve our products and services and your user experience with us ;

  • comply with our legal obligations and assist government and law enforcement agencies or regulators; and

  • carry out our marketing activities, including identify and tell you about other travel related products or services that we think may be of interest to you, process feedback forms and other similar communications.

 

Under applicable privacy and data protection laws (including EU/UK GDPR), for US to collect, hold, use, share and process your information we must have a purpose and legal basis to do so. The legal basis may differ depending on your interaction with us and what information we collect and process, which will fall under:

  • Necessary for the performance of a contract – When you make an enquiry or book a trip with us or any of our partners, we rely on the legal basis that the processing of your personal information is necessary for the performance of your contract with us  i.e. completing a travel reservation as part of your planned itinerary and administering your booking.

 

Legitimate Interest

Our legitimate interest means your information has a commercial business purpose and is necessary in order to provide a product or service to you and does not override your rights and freedoms as an individual. For example; as a travel customer, we collect your email address for the purpose of communicating with you when necessary to communicate about the product or service you’re requesting or booking, and for Us to provide you with relevant information. If you are a business partner, we may process your contact information in order to manage our relationship with you. We also rely on our legitimate interests to improve our products and services, and to prevent fraudulent activity on our online platforms and accounts (as set out more specifically below). When using personal data to serve our or a third party’s legitimate interest, we will always balance your rights and interests in the protection of your personal information against our rights and interests or those of the third party, including by using your information in a way which is proportionate and respects your privacy.

Legal Obligations 

In certain circumstances we will need to use your information to comply with our legal obligations, for example, to comply with local laws in the country you are visiting.

Vital Interest

We rely on  the legal basis of vital interest in certain limited circumstances where it is essential to you and your health that we process your personal information; for example, to contact medical providers / insurance providers in the case of any medical emergency.

Consent

Where required by applicable laws, we will obtain your prior consent prior to processing your personal information, including before sending you electronic marketing materials or as otherwise required by law.

You can revoke your consent or object to our marketing in certain circumstances; please see ‘WHAT ARE YOUR RIGHTS’ for further information.

Providing your personal data to us is voluntary. However, we may not be able to fulfill your reservation and your experience may be affected if certain personal information is not provided. We may only be able to provide you with some products and services if we can only collect some personal data. For example, we can’t process your travel booking if we don’t collect your name and contact details.

Making an Enquiry or Booking a Trip

We use your personal information to arrange and provide you with the products and services you have requested and booked. This includes booking any hotels, transportation, and activities. The following will provide more insight into these purposes:

Your personal information will be used by our tour guides to identify you and ensure your safety during the trip.

Depending on your destination and services being booked for you, we may be required by the supplier to provide certain types of personal information in order to secure the booking. We may also be legally required by local laws and governments to provide travel documentation such as passport details or a passport scan.

Your contact details will be collected in order to manage our relationship with you, including updates about your booking, providing relevant information and any applicable tickets, handling feedback and complaints, and to contact you in the event of an emergency.

 

Providing relevant information, which may include sensitive information, to insurance providers, their agents and medical staff in circumstances where we/they need to act on your behalf or in the interest of passengers or in an emergency.

 

Where permitted by law, where it is in your vital interest or you provide your consent to do so, your medical/health information may be shared to ensure that we understand any specific needs you may have, before and during your trip. Any pre-existing medical conditions could impact your enjoyment of the trip, and by informing us of any conditions, issues or limitations, we can ensure that We are better prepared to assist if required.

Other than where it is in your vital interests or required by relevant laws, medical/health information can only be used by Us with your consent. This is because medical/health information is considered sensitive and by consenting, you are showing us that you understand and agree to us processing this information. Providing medical/health information and consenting to its use by Us is optional, however, it is highly recommended that information be provided (including if requested) for your safety and wellbeing.

Photo and Video

Taking a photo or video is something many people love to do, especially as a way to capture special moments. This is likely to be the reason why you may be included in visual media taken on your trip. On occasion, visual media captured by Our tour guides and employees are so good our Media team may wish to use them in our brochures or on our website for promotional purposes. There may also be a professional photographer scheduled on your trip for the purpose of taking promotional images. We reserve the right to use such material for any advertising, brochure, video production or for any other marketing uses without obtaining further consent.

 

Marketing and Other Interactions

We may use your information for marketing purposes including:

  • to identify and tell you about Our products and services we think you may be interested in

  • to offer you deals on partner products and services

  • to tell you about trip deals, discounts and promotions

  • to administer promotions, feedback surveys and the like;

 

These products and services may be offered by us or our brand partners.

 

We will only engage in direct marketing in accordance with the laws of the relevant country or jurisdiction you are located in.

To protect privacy rights and to ensure you have control over how we manage marketing with you we will take steps to limit direct marketing to a reasonable and proportionate level and only send you communications which we believe may be of interest or relevance to you based on the products and services which you have purchased or have registered your interest in purchasing to date. Where you receive electronic marketing communications from us, you may opt out of receiving further marketing communications by following the opt-out instructions provided in the communication. For example, if you are subscribed to any promotional marketing newsletters, you have the choice to unsubscribe from these communications by scrolling to the bottom of the e-mail enclosing the newsletter and clicking the ‘unsubscribe’ link at any time. You can also change and manage your marketing preferences at any time on your preference centre. Alternatively, or in case of any issue, you can contact us at m8moto@icloud.com.

You can change the way your browser manages cookies, which may be used to deliver online advertising, by following the settings on your browser. We recommend you routinely review the privacy notices and preference settings that are available to you on any social media platforms as well as your preferences within your account with us.

Research

We conduct research and analyse your information, including feedback and comments, to help us improve our products and services and to enhance your customer experience, including customising online content, and to improve your booking and website experience.  We also look for trends and future destinations and itinerary opportunities.

We may use your de-identified data for internal reporting (i.e. if a partnership was successful), creating new marketing strategies and to identify trends.

 

We may contact you to seek your interest in taking part in research projects, surveys and interviews. These interactions are designed to help us gain insight and understand certain things such as how to improve the services we provide, help us to understand our customers’ needs and expectations, what media they consume, what their concerns are, why do they travel, etc. Your information and details from our research activities may be stored or kept on file for future reference if relevant and will be de-identified where possible.

How do we collect your information?

Your information may come to us in a variety of different ways. You may provide information directly to us or our sales agents, travel agents, business partners, including tour operators and guides, and other third parties (including insurance and medical providers) when communicating via email, phone, letter, web chat or in person. You may also provide us with your information by filling in an online or printed form, leaving feedback, completing a survey, subscribing to a newsletter or a loyalty program.

Your information may also be provided to us by a friend/family member who is booking on your behalf.

Sharing your information

Making an Enquiry or Booking a Trip

In order to handle your enquiry, fulfil your product or service request or manage your booking, we may share your personal information with the following:

  • any member of Our and our internal contractors and staff, including local group leaders;

  • travel providers (e.g. Airlines, tour companies);

  • other third-party operators (i.e. local operators, couriers, mailing houses, payment processors, etc.);

  • other suppliers and service providers (e.g. hotels, transfer drivers, etc.); and

  • in some cases, Government authorities (e.g. for border crossings, visa requirements.)

  • We also share your personal information with any travel providers or third-party local operators for the purpose of improving services and experiences, and to investigate complaints and/or disputes, where necessary.

 

You should familiarise yourself with the privacy policies of all travel providers and tour operators you select to provide a trip or travel-related services. We are not responsible for the privacy practices of third-party travel providers and tour operators with whom you may choose to book travel product and services.

Support Services

We share your personal information with third parties that help us operate, provide, improve, integrate, customize, support and market our products and services.  This includes the following:

  • IT Service Providers: We work with third-party service providers to provide website and application development, hosting, maintenance, backup, storage, virtual infrastructure, support and troubleshooting for quality assurance purposes, payment processing, analysis and other services for us, which may require them to access or use information about you.

  • Marketers:  We work with a global network of partners who help us market and promote our products (for example, by providing consulting and sales services), who send marketing material for us, generate leads and resell our services.

  • Research: We use third parties to assist us with research and analytics, including surveys, interviews and other data gathering. We may share your information with these partners in connection with their services.

 

We seek to ensure that your information is protected at all times including that these third parties have agreed confidentiality restrictions and only use any personal information we share with them or which they collect on our behalf solely for the purpose of providing the contracted service to us.

Other sharing

We may share or transfer information in connection with any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company. You will be notified via email and/or a prominent notice on the services if a transaction takes place, as well as any choices you may have regarding your information.

We may share your information with relevant regulators, which may include privacy regulators and supervisory authorities in other jurisdictions, and with courts and law enforcement to comply with all applicable laws, regulations and rules, and requests of law enforcement (e.g. police), regulatory and other governmental agencies

 

We also share personal information with insurance providers and/or medical personnel, which may be for identification of fraud or error, for regulatory reporting and compliance, or if we believe the disclosure is necessary to lessen or prevent a threat to life, health or safety.

 

We may share in aggregate, statistical form, non-personal information regarding the visitors to our website, traffic patterns, and website usage with our advertisers.

 

Selling data

We do not and will not sell your personal information under any circumstances.

 

Cross-Border Transfers

As we have stated earlier, it is necessary for us to share your information with our partners and third parties, many of which are located overseas. When we transfer your information overseas, we seek to ensure appropriate privacy, confidentiality and security measures are in place, and that we comply with all applicable data protection and privacy laws.

Further, we operate with different service providers in different countries and regions of the world, so it is not possible for us to provide a list of all these countries in this Policy. Our key service providers outside the UK are located in Australia and the EEA.  If you have any specific questions about where or to whom your personal information will be sent, please see the Contact Us section below.

In some jurisdictions, including Australia, the EEA and the UK, data protection laws restrict transferring personal information outside the jurisdiction. We take appropriate steps to ensure that your personal information receives an adequate level of protection (by putting in place appropriate safeguards, such as contractual clauses e.g. EU approved standard contractual clauses), or that we are able to rely on an appropriate derogation under applicable privacy and data protection laws.  You have a right to request access to any safeguard which we use to transfer your personal information outside of the UK and the EEA.

Where we receive requests for information from law enforcement or regulators, we carefully validate these requests before any personal information is disclosed.

You have a right to contact us for more information about the safeguards we have put in place (including a copy of relevant contractual commitments).

We want you to feel reassured that you have control of the information you provide to us. Subject to certain exemptions, and depending on relevant data protection laws, including in some cases upon our legal basis for processing your information there are certain rights you have over your personal information. These include:

  • You can ask us to update any inaccurate, incomplete or out-of-date information we hold about you

  • You can ask us to provide you with a copy of the information we hold on you, or that we transfer that information to another service provider

  • You may request that we stop processing or using your information

  • You may request that we delete any / all information we hold about you

  • You may withdraw consent that you have provided to us

Where possible we will comply with your request, however, there may be instances where we cannot fulfil your request, or there will be consequences if we were to fulfil your request. We will always communicate with you about any consequences before going forward, or give you written reasons for any refusal.

Under certain data protection laws, including the EU/UK GDPR, you may also (subject to certain exceptions):

withdraw consent to our use of your information for marketing purposes; object to the processing of your personal data, where we collect your personal data for our legitimate interest;  request your personal information be transferred to yourself or a third party without hindrance in a commonly used format.

We may ask you for additional information to confirm your identity and for security purposes, before disclosing the personal information requested to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.

We will only perform the activities outlined above to the extent that such activities will not compromise privacy, security or any other legal interests.

 

You may also wish to make a complaint about the way we have handled your personal information or other interference with your privacy rights.

 

You can exercise any of these rights at any time by contacting us (see the Contact Us section) or your relevant privacy or data protection authority.

Contact us

If you have any questions about this Privacy Policy or are concerned about how we have handled your personal information, we would like to hear from you. We treat privacy matters seriously and will endeavour to correct the matter.

 

If you would like to exercise your rights, as listed above, you can also do this by contacting the privacy team via the email address m8moto@icloud.com

 

We will contact you within a reasonable time frame after receiving your enquiry or request to verify who you are in order to locate any accounts or bookings you may have with us or ask any follow up questions to better understand your enquiry.

We will inform you whether we will conduct an investigation and the estimated completion date for the investigation process. After we have completed our enquiries, we will contact you, usually in writing, to advise the outcome and invite a response to our conclusions about the complaint. If we receive a response from you, we will assess it and advise if we have changed our view. If you are unsatisfied by our final response, you may escalate your complaint to the relevant regulatory body.

 

Complaint to the Data Protection Authority

If you have any concerns or complaints about how we are collecting or processing your personal information, you can complain to your local data protection authority. We would ask that you first contact us to seek to resolve the concern or complaint in the first instance.

If you are in the UK/EU, please follow this link to locate the data protection authority most relevant to you:  https://edpb.europa.eu/about-edpb/board/members_en

Retention

We retain and store most information about you in computer systems and databases operated by either us or our external service providers. Some information about you may be recorded in paper files that we store securely.

We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for. In some circumstances we may store your personal information for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax or accounting requirements

 

In specific circumstances we may store your personal information for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal information or dealings.

 

How we keep your information secure

We are dedicated to keeping your personal information secure. We have implemented various physical, electronic and managerial security procedures in order to protect your information and reduce the risk of loss and misuse, and from unauthorized access, modification, disclosure and interference.

We have put in place adequate procedures to deal with any actual or suspected personal information breach and will notify you and any applicable regulator of any data breach where we are legally required to do so.

Whilst we take all reasonable steps to ensure that your personal information is secure, we would ask you to be aware that the internet is inherently insecure, so please take precautions when disclosing any personal information online to us.

Third-Party Links

Links to Third Party Sites

Our website may include links to third party websites. Clicking on those links may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Third-Party Widgets

Some of our services contain widgets and social media features, such as the Facebook “like” button. These widgets and features collect your IP address, which page you are visiting on the Services, and may set a cookie to enable the feature to function properly. Widgets and social media features are either hosted by a third party or hosted directly on our Services. Your interactions with these features are governed by the privacy policy of the company providing it.

Cookies & Website Usage

Our websites use a standard technology called ‘cookies’ and web server log.

 

Like most websites, Our website sometimes use cookies to collect information. Cookies are small data files which are placed on your computer or other devices (such as smart ‘phones or ‘tablets’) as you browse this website. They are used to ‘remember’ when your computer or device accesses our websites. Cookies are essential for the effective operation of our websites and to help you interact with us online. They are also used to tailor the products and services offered and advertised to you, both on our websites and elsewhere.

Information collected

Some cookies collect information about browsing and purchasing behaviour when you access this website via the same computer or device. This includes information about pages viewed, tours purchased and your journey around a website. We do not use cookies to collect or record information on your name, address or other contact details.

How are cookies managed?

The cookies stored on your computer or other device when you access our websites are designed by:

– Us and are necessary to enable you to a make purchases on our website;

What are cookies used for?

The main purposes for which cookies are used are: –

  • For technical purposes essential to effective operation of our websites, particularly in relation to on-line transactions and site navigation.

  • For Us to market to you, particularly web banner advertisements and targeted updates.

  • To enable Us to collect information about browsing and shopping patterns, including to monitor the success of campaigns, competitions etc.

How do I disable cookies?

If you want to disable cookies you need to change your website browser settings to reject cookies. How you can do this will depend on the browser you use.

 

What happens if I disable cookies?

This depends on which cookies you disable, but in general the website may not operate properly if cookies are switched off. If you only disable third party cookies, you will not be prevented from making bookings on our sites. If you disable all cookies, you may be unable to complete a purchase on our site.

 

Changes to this Privacy Notice

 

We review this privacy notice yearly to ensure it complies with all new legislation.

This Privacy Policy was last updated in March 2023.

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