Booking Terms and Conditions
Caledonia Worldwide and Caledonia – Culture, Languages, Adventure are the trading names 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’ means services booked for you which may include: accommodation, transfers, activities or excursions and any other services provided in the destination of travel.
An ’air holiday package’ means services booked for you which include any of the elements of the ground package plus 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 confirming your booking.
To confirm your booking, please complete and submit your booking form online and arrange payment of the non-refundable deposit which is calculated as 30% of the total value of your ground package arrangements.
For international or domestic flights, the full airfare is due at the time of booking your seats plus the administration fee.
Your contract with Caledonia starts when the deposit for your booking is received.
The deposit will be deducted from the balance of fees which is due 8 weeks prior to your departure. If you do not pay your balance of fees in full by the due date stated on your confirmation invoice, we reserve the right to cancel your booking and to retain your deposit – see cancellation policy below.
An administration fee is applicable to bookings. £42 (£35 + VAT) is applicable to all bookings and is generally included in fees. However, where domestic or international flights are included in your booking or for any bookings that include Cuba as the destination, the admin fee of £42 is not included and will be applied on top of the stated fees for your booking.
Methods of payment
We accept the following methods of payment:
- For credit/ debit card payments, please advise us if you would like to call us with your card details or if you prefer to pay using a secure and encrypted online payment link.
- For bank transfers direct to our Bank of Scotland Trust Account, please use the following details:
Account name: Caledonia Languages Abroad Ltd
Sort code: 80-02-33
Account number: 10030665
- For international bank transfers direct to our Bank of Scotland Trust Account, please use the following details:
Account name: Caledonia Languages Abroad Ltd
International Bank Account No. (IBAN): GB67 BOFS 8002 3310 0306 65
Bank Identifier Code (SWIFT or BIC code): BOFSGB21223IMPORTANT: Please ensure that transfers to our account are sent free of charges, and that you do not include any reference to Cuba, if this is your destination of travel, as Cuba is still subject to economic sanctions. Please inform Caledonia by email or telephone once the transfer has been sent.
- Cheques should be made payable to Caledonia Languages Abroad Ltd and sent to our office address: 33 Sandport Street, Edinburgh EH6 6EP
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. A booking amendment fee of £90 (£75 + 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 in our cancellation policy below will apply.
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.
We reserve the right to impose surcharges on any flight booking that has been affected by an increase in airport, 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.
If you cancel your booking, you must inform Caledonia in writing, either by email or letter. The following cancellation charges will apply from the day that written notification has been received:
If you cancel your flights or any flights included in 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 for those flights
If you cancel your ground package which may include accommodation, transfers, activities or excursions and any other services provided in the destination of travel:
- Cancellations up to and including 45 days before departure:
forfeit deposit and administration fee.
- Cancellations up to and including 30 – 44 days before departure:
forfeit deposit, administration fee and 50% of the balance of booking fees
- Cancellations up to and including 21 – 29 days before departure:
forfeit deposit, administration fee, and 75% of the balance of booking fees
- Cancellations up to and including 20 days before departure or after your trip or holiday has started:
forfeit deposit, administration fee and 100% of balance of booking fees.
Caledonia endeavours to ensure that our clients receive the services booked. Caledonia Languages Abroad Ltd, however, cannot be held responsible for situations outwith our control, consequences of any delays, expenses incurred or alterations caused by illness, weather, war, terrorism, political events, civil strife, natural disaster, technical difficulties or any other events beyond our control.
If Caledonia has to cancel a trip due to such circumstances, we will endeavour to provide an alternative similar trip where possible, for example on different dates or in a different location.
In accordance with the Package Travel, Package Holidays and Package Tours Regulations 1992, your fees are held in a trust account controlled by an independent body, thus providing financial protection and security for your payments.
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. 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 whether this protection will apply to your booking.
All clients must have comprehensive travel 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, and a copy of your policy details copied to us before you are due to travel.
Suitability of the Trip
If you have any disability, allergy or medical condition that may affect your participation in the trip you are booking, you must tell us at the time of booking so that due advice can be given by us on the suitability of your trip.
Please note by booking flights independently of Caledonia, you assume full responsibility for these travel arrangements i.e. reconfirming flight schedule, organising alternative travel in the case of delay or cancellation.
Càlédöñiâ Worldwide, 33 Sandport Street, Edinburgh, Scotland EH6 6EP
T: +44(0)131 621 7721 I E: firstname.lastname@example.org I W: www.caledoniaworldwide.com
Càlédöñiâ is a trading name of Caledonia languages Abroad Ltd. I Company no. SC185787 I VAT Reg. No 699 8573 39