Hashtag Golf Travel's Terms and Conditions
The following conditions and information form the basis of your booking contract with Hashtag Golf Holidays, a trading constituent of the Hashtag Travel Group. Please read these conditions carefully as they set out the respective obligations. The booking conditions apply as part of our contract with you and all persons named on your booking. The contract will come into force once we have received and acknowledged your deposit payment and is governed by English law. Any disputes arising are subject to the jurisdiction of the English courts.
1. Your booking and payments:
When you contact us for a quotation, we will confirm a price to you either in writing by post or email or by telephone. When you make a booking you will be required to pay a non-refundable deposit of £50 per person (groups of 12 or more pay an initial group deposit of £400). Occasionally an additional amount may be required as a deposit to secure your booking arrangements. We will advise you of this at the time of booking. For bookings made within eight weeks of departure the full balance will be due when booking.
When you make your booking we will endeavour to confirm all elements of your booking, however, the arrangements are subject to availability at the time of booking. Occasionally we may not be able to confirm all elements of your booking, these will be shown as ‘to be confirmed’ on the Booking Confirmation Invoice that we send you. As soon as these elements of your booking have been confirmed to us, we will advise you.
The person making the booking is responsible for all payments. The full balance of the holiday is due eight weeks before your departure date. This can be paid either by cheque, made payable to Hashtag Travel Group, or by credit card, debit card, cash or bank transfer. There are no charges for payment by credit card.
If the full balance has not been paid eight weeks prior to your departure date, we reserve the right to treat your booking as cancelled by you, in which case your deposit will be lost and you must pay the cancellation charges as shown below.
It is a condition of our acceptance of your booking that you arrange adequate travel insurance. If you fail to take out travel insurance, or your insurance is not adequate we will not be held liable for any losses incurred.
2. Holiday price and website accuracy
Whilst we reserve the right to change our prices at any time due to fluctuations in exchange rates or other unforeseen costs, the price of your holiday as shown on your booking confirmation and invoice will not be altered unless there are changes in government taxes, duties, levies, additional charges imposed by airlines or if you make amendments to your holiday.
The prices and information shown on our website and any other promotional material that we publish may have changed at the time of booking. Every effort is made to ensure the accuracy of prices; however errors do occur. Therefore, please check the price and details of your holiday at the time of making your booking.
3. Changes by you
If you wish to make any changes to your confirmed itinerary, you must notify us as soon as possible. We will do our best to assist, however, we cannot guarantee that we will be able to meet any such requests. Where possible, an amendment fee of £25 per person per amendment will be payable as well as any costs incurred by ourselves due to the change.
4. Cancellation by you
If you or any member of your party need to cancel your chosen holiday once it has been confirmed, the group leader must immediately advise us.
The notice of cancellation will only be effective when it is received in writing. As we incur costs from the time we confirm your booking, the following cancellation charges will be payable:
Where the cancellation charge is shown as a percentage, this is calculated from the total cost payable by the person(s) cancelling excluding any amendment charges.
Period before departure that cancellation is notified to us : Cancellation charge
56 days or more : Loss of deposit
56 – 43 days : 50% plus any costs incurred by us
42 – 22 days : 75% plus any costs incurred by us
21 – 0 days : 100%
Depending on the reason for cancellation, you may be able to reclaim these cancellation charges (less any applicable excess) under the terms of your insurance policy. Claims must be made directly to your insurance company. Please advise us if you require a cancellation invoice for your insurance provider.
Where any cancellation reduces the number of full paying people to below the number on which the price or any discounts agreed for your booking were based, we will recalculate these items and re-invoice you accordingly.
5. Changes and cancellation by us
From time to time it may be necessary to amend your holiday arrangements, we reserve the right to do so at any time. Most of these are minor changes, but if they are major changes we will inform you straight away. A major change is one that we make to your holiday arrangements before departure that involves changing the departure airport (except changes between London airports), or a difference of more than twelve hours to the departure time, or a change to the hotel.
A major change does not include any Government influenced change of airport or schedule or an accommodation change imposed on us by a supplier.
If affected by a major change, you have the choice of either:
a. Accepting the changed arrangement as notified
b. Purchasing another available holiday from us
c. Cancelling your holiday, which may incur some charges (e.g. non-refundable air tickets).
If we have to make a major change or cancel your holiday compensation will not be payable and no liability beyond offering the above mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable if we cancel as a result of your failure to comply with any requirement of our booking conditions entitling us to cancel (such as paying on time) or if the change made is a minor one. A minor change is any change which, at the time of booking, we could not reasonably expect to have a significant effect on your confirmed holiday.
Travel Insurance is essential and provides protection against financial loss resulting from your trip being cancelled or delayed, theft of valuables, medical expenses, legal costs and personal liability expenses you may incur whilst on your holiday. Most comprehensive travel insurance policies include an emergency assistance element to ensure that you are cared for and returned home in the event of a medical emergency.
It is a condition of booking that you and all members of your party are adequately insured when you book your holiday and we request that you advise us of your insurance policy details prior to travel.
7. Force Majeure
Unless expressly stated elsewhere in our booking conditions, we cannot accept liability or pay any compensation where the performance or our obligations under our contract with you is prevented or affected by, or you otherwise suffer any damage or loss, as a result of “force majeure”.
In these Booking Conditions, “force majeure” means cover for example warfare, other serious security problems such as terrorism, industrial dispute, natural or nuclear disaster, adverse weather conditions, fire, significant risks to human health such as the outbreak of a serious disease at the travel destination, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the destination as agreed in the Package travel contract.
8. Our liability to you
We have made every effort to ensure that your holiday arrangements have been made correctly. We accept responsibility for the arrangements provided in this contract and for those arrangements to reach a reasonable standard, regardless of whether the services are supplied by us or by our agents or suppliers. If any part of your holiday is not provided as advertised and or confirmed on your booking confirmation then we will provide reasonable compensation, if this has affected the enjoyment of your holiday, up to a maximum of the holiday cost.
We accept responsibility for the acts of our employees, agents and suppliers, except where they lead to death, injury or illness. Our liability in all cases shall be limited to the cost of your travel arrangements as booked with Hashtag Golf Travel.
We also accept liability for death, bodily injury or illness to you and/or other persons named on the booking due to the negligent acts or omissions of our employees, agents and suppliers, whilst acting within the scope of their employment on the provision of your travel arrangements. We will accordingly pay you such damages as might have been awarded in such circumstances under English law.
We shall not be liable where this was caused by the act(s) and/or omission(s) of the person(s) affected or those of a third party not connected with the provision of your holiday arrangements and which were unforeseeable or unavoidable or an event which either ourselves or the supplier of the service(s) in question could not have foreseen or avoided even with all due care. All holiday arrangements are subject to the conditions of the relevant supplier(s), some of which limit or exclude the suppliers liability to you, usually in accordance with international conventions. You are deemed to have accepted these conditions, which are available on request from the supplier(s). In such cases however we will, wherever possible, offer you reasonable assistance.
Should you have a complaint, you must inform the hotel, golf course, transport company, Hashtag Golf Travel or our local representatives immediately so that there is a chance to resolve the issue straight away. If the issue cannot be rectified on-site, all complaints must be notified and received in writing to us within 14 days of your return from your holiday.
We are unable to consider complaints or claims for compensation if we have not been notified during your stay and received written notification within the time frame as detailed above.
Hotels rooms are generally available for check-in from 16.00 on the arrival day and check-out is generally up to midday on the day of departure. This depends on the accommodation.
We reserve the right to terminate the holiday of anyone whose conduct causes damage to the hotel or annoyance to other clients or employees that is deemed unacceptable by the establishment’s management. In such instances, we will be under no liability to provide any further part of that person’s holiday arrangements or for any costs incurred by that person as a result of doing so.
The accommodation booked is reserved exclusively for the persons named on the booking. Subletting, over occupancy or unreserved sharing is not permitted.
11. Golf reservations
Tee-times: We will do our best to reserve your preferred tee times at the time of booking, which are confirmed by our suppliers at each course. Golf courses have the right to change tee times because of the flexibility they need to organise competitions. If so, we will let you know of the impact this may have on your tee time(s) and we will endeavour to find an acceptable solution, but we do not accept liability for such a change.
Maintenance work: Golf courses have the right to carry out maintenance work if necessary. If they do this and we have not had advanced warning from the golf club(s) we cannot accept any liability for the condition of golf courses in such circumstances. Golf courses may offer an incentive, discount or credit to make up for the change of condition. Most golf courses plan their maintenance programme long in advance, which we will advise you about at the time of booking, or when we are advised if prior to your departure date. This will give you the opportunity to change your golf itinerary.
Buggies: We do not accept responsibility for buggies being unavailable unless they form part of your holiday package. We will inform you if you specifically require buggies (medical reasons etc.) and they are not available. Some golf courses do not allow buggies to be pre-booked, they are subject to availability on arrival. Buggies can also be restricted due to weather conditions. If this potentially affects your ability to play then it is at your own risk, we do not accept responsibility, nor are liable for compensation if buggies are not available for these reasons.
Golf notes: Golf clubs reserve the right to make all matches up to four balls.
It is the responsibility of each golfer to make sure that they comply with the golf clubs handicap restrictions and club rules.
If bad weather prevents play and the golf course is officially closed, we will only be able to refund your green fee if the golf club is prepared to issue a refund and confirm this to us in writing. Please speak with the golf club officials on the day as to their procedures for course closure. Some golf courses do not give refunds even if the golf course is closed, it is therefore recommended that you have insurance that covers you for this eventuality.
We reserve the right to terminate the holiday of anyone whose conduct causes damage to the golf course or annoyance to other clients or employees that is deemed unacceptable by the establishment’s management. In such instances, we will be under no liability to provide any further part of that person’s holiday arrangements or for any costs incurred by that person as a result of doing so.
The times quoted on your final itinerary are local times. It is essential for you to check in at least two hours before the flight departure time (three hours for long haul flights). Please check your tickets very carefully to ensure you have the correct flight information. It is possible that flight details may be changed at late notice.
We cannot accept any liability and we are not able to offer you any additional assistance to that offered by the airline in the event of flight delays, cancellations or denied boarding. If your flight is delayed, cancelled or boarding is denied by the airline in circumstances which would entitle you to claim compensation from the airline under EC Regulation No 261/2004, you must contact the airline directly for the compensation or other payment due to you.
Any sums you receive from the airline represent the full entitlement to compensation arising from such cancellation, delay or denied boarding. This includes any inconvenience or effect on any other holiday arrangements. If a delay entitles you to cancel your flight this does not automatically entitle you to cancel any other holiday arrangements even if the arrangements have been made in conjunction with your flight.
Airlines have the legal right to deny boarding to a passenger who they consider may be a risk to airline employees or other passengers.
Carriage of luggage, including golf clubs is at the airline’s discretion. Please check the airlines policy regarding baggage and ensure that you have reserved the correct luggage items and that you comply with the airlines weight allowances. Baggage allowances vary depending upon destination and airline. We will endeavour to inform you of each airline’s policy on luggage and golf club carriage, but we cannot be held responsible for additional charges made direct to clients by airlines for luggage not booked in advance or complying with weight or size conditions.
13. Car hire
Our hire car partners are reputable companies. You are required to sign their contract on arrival. This specifies the level of insurance cover included. If you require a higher level of insurance or to reduce or waive the policy excesses, please contact us prior to departure or liaise with the hire car company on arrival. Details of car insurance cover and any extra charges will be advised at the time of booking and detailed on your car hire voucher.
Where a hire car is booked, unless specified otherwise, it will be collected at the airport and should be returned there at the end of the holiday. Extra charges apply for delivery to or collection from your accommodation, as well as collection and drop off at different airport locations.
Each car hire company has its own terms concerning the provision and payment of fuel. Please establish the fuel policy when you collect the vehicle so that you know how much fuel is required with the vehicle when it is returned.
Please note that insurance cover on hire cars will be invalidated if the driver is found to be under the influence of drugs or alcohol. Hire car companies reserve the right to refuse to hire a car if (in their opinion) you are or appear to be under the influence of alcohol or drugs.
Additional drivers may be added to a car rental contract at the point of rental subject to proof of identity and possession of a valid driving licence. This is often subject to an additional charge.
We reserve the right to decline to accept any client if their conduct is disruptive and affecting the enjoyment of other travellers. We do not accept any liability for any extra costs incurred by this client as a result of said behaviour.
Any client who is denied boarding on the travel aspect shall be deemed to have given notice of cancellation of their booking and at that moment full cancellation charges will apply.
15. Special requests
Please advise us of all special requests at the time of booking. We will pass these requests to the relevant supplier, however we cannot guarantee that such requests will be granted or that the supplier (hotel, golf club, transport company etc.) is able to facilitate the request.
16. Passports and visas
For all up to date passport, visa and health requirements applicable for travel outside of the UK please visit: www.gov.uk/foreign-travel-advice.
It is your responsibility to ensure that all members of your party are in possession of the necessary valid travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry into any country due to failure on your part to carry correct documentation. If any member of your party is not a British citizen or holds a non-British passport, you must check passport and visa requirements with the country to which you plan to travel.
17. Building work
Building work in or in the proximity to any properties featured in our programmes can occur at any time. When we have been made aware that such works are likely to occur during your holiday and may, in our opinion, significantly affect your holiday, we will contact you with the details. If you are unhappy with the situation, we will endeavour to offer you alternative accommodation (with you paying a supplement or receiving a refund in respect of any price difference). Building works are carried out by third parties over whom we have no control.
Building work can start and stop at any time and if we have not been made aware of any potential disruption, we regret that we cannot pay any compensation or otherwise accept liability even if you are offered alternative accommodation or a refund as a result.
18. Gift Cards / Gift Vouchers
Each Gift Card / Gift Voucher has a unique reference number prefixed: HTGGV. The Gift Card / Gift Voucher must be sent to Hashtag Golf Travel along with the deposit payment to be able to be redeemed. Unless stated at the time of purchase, only one Gift Card / Gift Voucher can be used on any single booking. Gift Cards / Gift Vouchers can not be used to pay the balance on an existing booking.
All Gift Cards / Gift Vouchers are valid for 24 months; the validity date is stated on each Gift Card / Gift Voucher. If a Gift Card / Gift Voucher is not used before this date it is non-refundable and will no longer be valid. Gift Cards / Gift Voucher can not be used in conjunction with other offers or promotions.
19. Holiday documents
Your holiday documents will either be emailed or posted to you approximately 14 days before your departure date. Please ensure that you check your holiday documents carefully on receipt and let us know if you have any questions prior to travel.
20. Financial protection
All monies paid to Hashtag Travel Group Ltd t/a Hashtag Golf Travel are fully protected in compliance with The Package Travel, Package Holidays and Package Tours Regulations 1992. Hashtag Travel Group is a member of the Travel Trust Association (TTA No. Q563X). All monies received by a Travel Trust Association member are deposited into a Trust Account, a bank account designated to hold the customers’ money in ‘Trust’ until their holiday is completed. An appointed Trustee is appointed and must authorise any payments from the Trust Account to the Travel Trust Association Member. In addition to being held in trust, you also have a financial guarantee from the Travel Trust Association.
When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong.
We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier are able to do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought or a suitable alternative (at no extra cost to you). You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding to be paid by you under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL scheme (or your credit card issuer where applicable).
If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us, the travel agent (or your credit card issuer where applicable). You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.