Booking Terms and Conditions

Caledonia – Languages, Culture, Adventure is the trading name of Caledonia Languages Abroad Ltd.

The ‘client’ is the person in whose name the booking is made or on whose behalf the booking is made.

A ‘ground package’ is services booked for you which include language or activity courses, volunteer work, work experience, accommodation, transfers and any other services provided in the destination.

An ’air holiday package’ is services booked for you which include any of the elements of the ground package and flights.

When booking a ground package, air holiday package or flights, the contract is between Caledonia Languages Abroad Ltd and the client. Caledonia Languages Abroad Ltd will be referred to as Caledonia from this point on. Please ensure you read our booking conditions carefully before making a booking.

Booking

To confirm your booking, please send us your completed booking form and arrange payment of the non-refundable deposit of:

  • £150 per person, if booking a language course and accommodation or
  • £300 per person, if booking one of our group holidays or a tailormade trip (also applicable to trips including work experience volunteer work placements)
  • Where flights have been booked, full payment of the fare is due at the time of booking plus a booking fee of £42 (£35 +VAT)

Your agreement with Caledonia starts when the deposit for your booking is received. The deposit will be deducted from the balance of your fees. If you have any disability, allergy or medical condition, you should tell us at the time of booking so that due advice can be given on the suitability of your trip.

An administration fee is applicable to bookings as stated below:

  •  £42 (£35 + VAT) is applicable to all bookings and is included in fees, except where flights are included or for any bookings that include Cuba as the destination.
  •  £300 (£250 + VAT) is applicable to all bookings which include a work experience/volunteer work placement

A flights booking fee is applicable to bookings as stated below:

  •  £42 (£35 + VAT), one fee applicable to any booking including international or domestic flights.

Methods of payment

Payments may be made by cheque, bank transfer, and credit or debit card.

  •  Cheques should be made payable to Caledonia Languages Abroad Ltd and sent to our office address (noted at the foot of this document)
  •  For credit/debit card payments, please call us with your details. Please note that credit card payments incur a surcharge of 2.3%. We do not accept American Express cards
  •  For bank transfers direct to our Bank of Scotland Trust Account, the sort code is 80-02-33 and our account number is 10030665
  •  For international bank transfers, our IBAN no. is GB67 BOFS 8002 3310 0306 65. SWIFT BIC: BOFSGB21223.

Please ensure that transfers to our account are sent free of charges, and that you inform Caledonia by email, telephone or letter once the transfer has been made. Any amount received into our account by bank transfer from an international account is subject to the following charges: £2 for transactions of up to £100 / £7 for transactions of over £100

Please note: If you have booked a trip to Cuba and are paying by bank transfer, please DO NOT make any mention of Cuba in the reference or your payment instruction will be refused. This is due to the current US embargo.

Financial protection

Trust account

In accordance with the Package Travel, Package Holidays and Package Tours Regulations 1992, your fees are held in a trust account controlled by Mr D Anderson of 4 Stirling Road, Edinburgh EH5 3HY, thus providing financial protection and security for your payments.

ATOL protection

When you buy an ATOL protected flight of 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.  In the unlikely event of our insolvency, the Civil Aviation Authority will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking.  For further information, please visit the ATOL website at www.atol.org.uk.

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.

Not all holiday or travel services offered and sold by us will be protected by the ATOL scheme. Please ask us to confirm what protection may apply to your booking.

Payment of balance

If you do not pay your balance of fees in full by the due date, indicated on your confirmation invoice, we reserve the right to cancel your booking and to retain your deposit

Cancellation policy

If you cancel your booking, you must inform Caledonia in writing. The following cancellation charges will apply from the day that written notification has been received:

If you cancel your flights / flights included within your air package holiday:

If flights have been booked and confirmed for you by Caledonia, you will forfeit the full amount of the payment made

If you cancel your ground package which includes any courses, accommodation, volunteer work, work experience and tailormade trips:

  • Cancellations up to 45 days before departure: forfeit deposit
  • Cancellations from 44–21 days before departure: forfeit deposit and 50% of balance of booking fees
  • Cancellations from 20–8 days before departure: forfeit deposit and 75% of balance of booking fees
  • Cancellations in the 7 days before departure and during the period booked: forfeit deposit and 100% of balance of booking fee

Amendments to your booking

Once a booking has been confirmed, dates and itineraries in the same location may be changed on request, subject to availability, and a booking amendment fee of £60 (£50 + VAT) will apply. Caledonia may waive this charge at their discretion if the changes result in an extension or upgrade of the package already booked.

If you wish to change the destination of your confirmed booking, our cancellation policy will apply to your original booking and the cancellation charges as stated above will be applicable.

If places on the course or trip of your choice are not available, or the minimum number of participants for a course is not met, Caledonia will endeavour to find you a comparable course or trip for similar dates and at a similar price.  If this is not to your satisfaction, we will return your deposit in full.

Caledonia endeavours to ensure that our clients receive the services booked. We cannot however accept responsibility for situations outwith our control such as natural disasters (volcanic eruptions or hurricanes), workers’ strikes or any changes in arrangements provided by third parties.

We reserve the right to impose surcharges on any flight booking that has been affected by an increase in airport or fuel or other taxes at any time up to departure.

Caledonia makes every effort to ensure that accurate information is provided for courses, accommodation and other activities provided by our suppliers abroad. All information and prices are correct at the time of publishing.

Caledonia reserves the right to alter prices to accommodate fluctuations in currency exchange rates.  However, no surcharges will be imposed in the 30 days before departure.

Travel insurance

All clients must have comprehensive travel and medical insurance before departure. Whilst every effort is made to ensure your well-being, Caledonia Languages Abroad Ltd does not accept responsibility for illness, personal loss, lack of punctuality or injury. Adequate insurance cover should be taken out to cover fees paid should your booking have to be cancelled due to personal circumstances such as illness or injury.