Pedal Britain — Booking Terms & Conditions (Paste‑ready)
These Terms & Conditions apply to all trips operated by Cycling Solutions Ltd trading as Pedal Britain (“Pedal Britain”, “we”, “us”, “our”). Please read them carefully as they govern the contractual relationship between you and Pedal Britain for all services provided to you on your cycling trip.
By booking a trip and making any payment, you confirm that you have read, understood and accept these Terms & Conditions in their entirety.
1. Definitions and scope
1.1 “Trip” means the cycling holiday and associated services that Pedal Britain agrees to provide, as described on our website/literature and in your booking confirmation/receipt/invoice.
1.2 “You/your” means each person travelling on the trip and the person making the booking on their behalf (if different).
1.3 “Lead Booker” means the person who makes the booking and is named as the lead name on the booking.
1.4 References to “in writing” include email.
2. Booking procedure, lead booker responsibility & contract formation
2.1 If a booking is made by one person on behalf of another person or group, the Lead Booker must be 18 years old or over, possess the legal capacity and authority to make the booking, and accepts these Terms & Conditions on behalf of everyone in their party.
2.2 Contract formation / confirmation of place: your place on the trip is confirmed and the contract between you and Pedal Britain comes into effect when: (a) we receive your booking (online, in writing, by telephone or in person); and(b) your deposit (or full payment, where applicable) has been successfully processed and received/cleared by us.From this point, the rights and obligations arising from the contract (including payment of the trip price) are binding on you and Pedal Britain and apply to all trip participants.
2.3 The Lead Booker is responsible for ensuring that all information provided for all participants is complete and accurate, and for passing on all booking information (including these Terms & Conditions) to everyone in their party.
3. Payment terms, deposits, payment schedule and fees
3.1 Deposit: on booking we will require a non‑refundable deposit of £500 per person (unless stated otherwise in writing for a particular trip). Only on receipt/clearance of the deposit is your place on the trip confirmed.
3.2 Balance due date: if only the deposit is paid at time of booking then full payment of the holiday is required no less than 8 weeks before the start of your holiday. If you book your holiday within 8 weeks of the holiday start date, full payment is required at time of booking.
3.3 Payment plans: where a payment plan is offered, you agree to pay instalments by the due dates shown in your booking dashboard and/or booking confirmation/receipt/invoice.
3.4 Group bookings: where you are booking for a group, the named group leader/Lead Booker is responsible for payment of all deposits and balances due, and all cancellation charges (unless we confirm otherwise in writing). To be eligible for group discounts, all correspondence and payments must be made through the named group leader unless we agree otherwise.
3.5 International payments: for international payments from non‑UK banks we will provide details for international transfers and you agree that any charges levied by your bank will be for your account.
3.6 Card fees: we do not pass general booking/payment processing fees on to customers. However, where you choose to pay by credit card, a 1.5% credit card fee is payable by you and will be shown before payment is taken.
3.7 Non‑payment: if you do not complete the booking process, provide required information, or pay the balance by the due date, Pedal Britain reserves the right to cancel your booking. In that case you will forfeit your deposit and you may be liable for cancellation charges under Section 4.
4. Cancellation and changes made by you
4.1 Should you, or one of your party, wish to cancel your booking, you must give us notice in writing. Cancellations will only be accepted from the Lead Booker. Notice of cancellation will be effective upon receipt by us of your written communication. We can accept no responsibility for cancellation charges arising from correspondence delayed or lost.
4.2 Cancellation fees will be levied as follows (as a % of your total booking price):
- Over 60 days prior to departure – non‑refundable deposit retained (£300 per person)
- 60 to 31 days prior to departure – 80% of total booking price
- Less than 30 days to departure (including no‑show) – 100% of total booking price
4.3 If, after our booking confirmation has been issued, you wish to make a change to your existing booking, we will try to make the changes subject to availability, but we reserve the right to charge an amendment fee of £50 per booking for each change, plus any supplier charges and/or price differences.
4.4 If you end your trip early or arrive delayed for reasons which do not qualify as “non‑performance of services by Pedal Britain”, no costs for unused services will be reimbursed. Any additional costs for returning early or arriving late are payable by you.
4.5 You are strongly advised to ensure that you have adequate travel insurance in place to cover cancellation or changes made by you.
5. Cancellation and changes made by Pedal Britain (including minimum numbers)
5.1 We reserve the right to change hotels and/or locations in circumstances that are beyond our control. In any such event we will make reasonable efforts to provide substitute arrangements of equal value to the extent possible.
5.2 We reserve the right to change or cancel any holiday, trip, itinerary or part thereof in the event of insufficient numbers needed to operate the holiday or if transport, travel or weather conditions are deemed unsuitable.
5.3 We will normally advise you of this no later than 14 days prior to departure, except for events beyond our control, in which case this may be closer to your departure date.
5.4 If we have to cancel your booking we will tell you as soon as possible and, if there is time to do so before departure, we will offer you an alternative holiday or return your payments made to date.
5.5 You are not obliged to accept our offer of alternatives and can instead opt for a full refund (including deposit) of all monies paid to Pedal Britain.
5.6 If you accept a holiday of greater or lesser value, the difference between the original holiday cost and the new holiday cost will be paid either by you or us as the case may be.
5.7 Should the tour be cancelled by us, we will not be responsible for any incidental expenses that you may have incurred such as travel expenses, visas etc. No compensation will be paid to cover these expenses.
5.8 You should ensure that you have adequate insurance in place to cover you should we be forced to cancel your holiday, including amounts paid to suppliers other than us (e.g. travel arrangements).
6. What’s included / excluded; itinerary and support vehicle
6.1 Included and excluded items are as stated in the trip description and your booking confirmation/receipt/invoice. If there is any inconsistency, the booking confirmation/receipt/invoice prevails.
6.2 Unless explicitly stated as included, the trip price does not include (without limitation): travel to/from the start and end points, flights, visas, vaccinations, travel insurance, personal expenses, bicycle servicing/repairs due to misuse, and any services not expressly listed as included.
6.3 Itinerary changes and estimates: distances, ascent, surfaces, timings and routes are estimates and may vary. We may change, shorten, amend, substitute or cancel any stage/route/activity where reasonably necessary for safety, weather, road/traffic conditions, group ability, or other operational reasons. No refunds are payable for changes made reasonably and in good faith for safety or operational reasons.
6.4 Support vehicle use (where provided/available): you may be permitted or required to travel in the support vehicle for all or part of a stage. This does not reduce the trip price and no refunds are given for any cycling not completed where you choose, or are required, to use the support vehicle.
7. Your holiday and risk acknowledgement
7.1 Enhanced risk: cycling holidays are active holidays; you engage in the sport at your own risk. In no event will Pedal Britain accept any liability for accidents and physical injuries that result from engaging in cycling, including if you are travelling in a group with a group leader, except where liability cannot lawfully be excluded.
7.2 You recognise that there are factors outside our control which may cause injury or death for which we cannot be held liable, including but not limited to the state of road surfaces, the behaviour of other road users, mechanical or other bicycle failure, or adverse weather conditions.
7.3 You are personally responsible for complying with all road traffic regulations and wearing a helmet is obligatory whenever riding. By booking you accept that you could get injured and that your equipment could get damaged.
7.4 Fitness and participation: it is your responsibility to ensure that you are sufficiently fit and healthy to complete your chosen holiday. By confirming your booking you accept that Pedal Britain tour leaders or directors have the authority to prevent you from participating in any part of a ride should they have reasonable concerns about: (a) your ability to safely partake in an activity; and/or(b) your physical ability to complete an activity in the required timescale.
7.5 Trip leader discretion: on any ride it is necessary that you abide by the authority of the leader(s), who represents Pedal Britain and whose decision is final. Pedal Britain trip leader(s) may decide whether participants may ride independently or must ride with the group; set start times, pace, regrouping points and cut‑off times; and may require a participant to use the support vehicle for safety, welfare, operational or medical reasons.
7.6 Removal from riding / trip (safety, medical or behaviour): if you commit any illegal act when on the ride, ride under the influence (see Section 8), or if in the reasonable opinion of the leader(s) your behaviour or condition is causing or likely to cause danger, distress or annoyance to others, we may prevent you from riding or continuing on the ride and/or the trip, and/or refuse to accept future bookings from you, without any liability on our part. No refunds or compensation will be given and any additional costs (including travel or accommodation) are payable by you.
7.7 We cannot guarantee the composition of the riding groups in terms of age, nationality, gender, singles and couples.
7.8 Flights and other products you purchase separately do not form part of your holiday package with us.
7.9 Our holidays do not include travel to and from the start and end points. These are clearly described in our literature, on our website and on our invoice/receipt. You are responsible for making your own arrangements at your own expense.
7.10 Any information given by Pedal Britain in regard to climate, clothing, special equipment etc. is done so in good faith and must be rechecked by you prior to relying on it.
7.11 No refund or compensation will be made or given for any unused hotel accommodation services where unused at your discretion or as a result of your action/inaction.
8. Alcohol and drugs
8.1 You must not ride a bicycle during the trip while under the influence of alcohol, drugs, or any substance that may impair your ability to ride safely.
8.2 We may require you to stop riding and/or remove you from riding activities (and potentially the trip) if we reasonably believe your judgement or safety is impaired. No refunds or compensation will be payable and any additional costs are payable by you.
9. Medical and special requirements
9.1 We welcome people with restricted mobility, medical or particular care requirements or a disability, and aim to ensure that our services are as accessible as reasonably possible. However, in order that we may consider the possibility of making reasonable adjustments, it is important that we are fully informed of any needs, requirements and conditions before any booking is concluded. Please contact us to discuss availability, suitability and potential reasonable adjustments.
9.2 If you have special requirements, a risk assessment might be required prior to confirming a booking or allowing participation in guided rides. We rely on the information you provide to help us anticipate and satisfy your needs. You must give us a full and frank description of your needs and update us with any change in your circumstances prior to and during your holiday.
9.3 Our guides can only provide general first aid. It may be necessary for you or a member of your party to take responsibility for and to be able to administer or attend to your/their own medical needs or have someone accompany you/them who can do so.
9.4 You should inform us immediately if within 4 weeks prior to your arrival date or during your break any member of your party has, or develops, an infectious or contagious medical condition. If so, we have the right to refuse to accept your booking; cancel your holiday; and/or ask any member of your party to leave immediately, should we in our reasonable discretion consider it necessary to protect the health of others.
10. Waiver of risk, assumption of risk and release (contractual)
10.1 Acknowledgement of inherent risks: you acknowledge that cycling and cycling‑related activities (including guided and self‑guided rides, riding in a group, transfers with bicycles, riding on public roads, and activities before/after rides) are inherently hazardous and involve risks of property damage, loss, serious injury, illness, permanent disability and death. These risks include (without limitation) collisions with vehicles, other cyclists or pedestrians; road and weather conditions; visibility; fatigue; terrain; mechanical failure; third‑party conduct; animals; and emergency response delays.
10.2 Voluntary participation and responsibility: you confirm that you participate voluntarily and accept full responsibility for: (a) your own actions and omissions;(b) riding within your ability and judgement at all times;(c) selecting and using a suitable bicycle, helmet and safety equipment; and(d) complying with applicable laws and instructions reasonably given by Pedal Britain staff/guides for safety and group management.
10.3 Fitness to participate: you confirm that you are medically and physically fit to undertake the trip and that you have made Pedal Britain aware (in advance) of any medical condition, injury, disability, allergy, medication or other circumstance that may affect your ability to participate safely. You agree to stop riding and promptly inform a guide/representative if you feel unwell or believe continuing may be unsafe.
10.4 Helmet requirement: you agree that wearing a properly fitted cycling helmet is mandatory whenever riding a bicycle on the trip.
10.5 Assumption of risk: to the fullest extent permitted by law, you assume all risks (foreseeable or unforeseeable) of participation in the trip and related activities, whether arising from the inherent nature of cycling, third parties, or environmental conditions.
10.6 Release and waiver: to the fullest extent permitted by law, you agree that you will not hold Cycling Solutions Ltd t/a Pedal Britain, or its directors, employees, contractors, agents, guides or representatives liable for any loss, damage, cost or expense arising from your participation in the trip, except to the extent caused by our negligence and to the extent that such liability cannot lawfully be excluded or limited.
10.7 Third‑party services and your property: you acknowledge that some services may be provided by third parties (e.g., accommodation providers, bicycle hire suppliers, transfer providers). To the fullest extent permitted by law, Pedal Britain is not responsible for acts/omissions of third‑party suppliers. You are responsible for your personal possessions and equipment (including bicycles), including securing them against loss or theft.
10.8 Indemnity: you agree to indemnify and keep indemnified Pedal Britain against claims, damages, losses, liabilities, costs and expenses (including reasonable legal fees) incurred arising out of: (a) your breach of these Terms & Conditions;(b) your unlawful, negligent or reckless acts or omissions; or(c) any claim made against Pedal Britain by a third party arising from your acts or omissions, except to the extent caused by Pedal Britain’s negligence.
10.9 Severability: if any part of this Section 10 is found unenforceable, the remainder shall continue in full force and effect.
11. Insurance disclaimer and requirements
11.1 You understand and accept that taking part in any trip organised by Pedal Britain is at your own risk and that neither Pedal Britain nor any agent, employee or other client is responsible for your safety, except where liability cannot lawfully be excluded.
11.2 You have been advised by Pedal Britain that you need to be sufficiently fit and not suffering with any illness that could be exacerbated by the types of activities undertaken on the trips and that if in any doubt, you should seek medical advice before making a booking.
11.3 You have also been advised by Pedal Britain that you need sufficient travel insurance to cover (as appropriate): medical expenses, repatriation, loss of earnings, cost of care, loss or damage to baggage and equipment, liability to third parties, and cancellation/curtailment.
11.4 YOU CONFIRM THAT YOU WILL ARRANGE INSURANCE AGAINST SUCH RISKS AND AGREE AND ACKNOWLEDGE THAT FAILURE TO DO SO IS AT YOUR OWN RISK.
11.5 Except in respect of death or personal injury caused by our negligence, neither Pedal Britain nor its employees or agents will have any liability (whether in contract or tort including negligence) for any loss, damage, injury or death you may suffer in connection with any trip organised by Pedal Britain.
11.6 This includes but is not limited to theft of bicycles or injury as a result of cycling and in particular injuries sustained as a result of personal equipment which has not been adequately maintained or serviced or for failure by you to wear your cycle helmet.
11.7 We shall not be liable for losses suffered related to any business of yours such as lost profits, lost data, loss of contracts, etc, or any other business loss you may incur as a result of any breach of these Terms & Conditions.
11.8 We shall also not be liable for loss or damage suffered by you which is caused or contributed to by any defect or failure of any travel services not provided by us and for which we could not reasonably be expected to be responsible.
11.9 Pedal Britain is not responsible for any failure by you to take out appropriate insurance or for losses suffered by you as a result of you breaching these Terms & Conditions.
11.10 Except for those matters for which we do not seek to exclude our liability to you, our total liability to you is limited to twice the basic holiday price per person shown on your invoice/receipt or agreed in writing with us.
12. Force majeure
In the event of force majeure we will not be able to refund or offer alternative holidays. Your travel insurance should cover this event.
13. Bicycle rental / bike hire (third party)
13.1 If you are hiring a bicycle, it will be sourced locally and provided to you in a fit and working state to undertake road cycling. The contract is between yourself and the bike hire company with Pedal Britain as booking agent.
13.2 The equipment remains the property of the third‑party rental company. You will not sell, hire out or otherwise part with possession of the bicycle.
13.3 It is your responsibility during the period of cycle hire to maintain the bicycle in the same state and not misuse it. Any changes in working condition should be reported immediately to the supplier.
13.4 The company is entitled to charge you for damage caused to the equipment during the period of hire where caused by your act or omission.
13.5 You must ensure that the bicycle is adequately secured when not in use and not use the equipment when under the influence of alcohol or drugs.
14. Transfers (name changes)
If any person is prevented from travelling we will consider that person’s booking being transferred to another person who satisfies all the conditions applicable to the holiday, subject to both persons accepting joint and several liability for full payment of the holiday price and our charge for confirming the transfer and any additional costs arising from the transfer.
We must be given reasonable notice of the transfer request, which is considered to be at least 7 days prior to the departure date.
15. Accommodation
15.1 Accommodation as described on our website or in our literature is subject to change without notice. We strive to offer the best value and may change suppliers.
15.2 Accommodation providers will have their own terms of use that you agree to abide by.
15.3 Whilst we describe accommodation in good faith, we cannot warrant that facilities provided by suppliers and described by us will be made available to you either (a) at all or (b) without further cost payable by you (e.g. Wi‑Fi, pool access). We cannot accept liability for failure by suppliers to provide any service.
16. Data privacy
Any data collected during the course of this booking will be stored securely on our computer(s). With your permission we may from time to time contact you about promotions and offers. We will not share your details with any third party except as required by law or regulation.
17. Behaviour
17.1 Your behaviour should not be excessive, noisy or disruptive, especially at night. Your behaviour must at all times be appropriate to the culture of the country you are visiting.
17.2 Offensive or illegal behaviour will not be tolerated and may result in the police being involved. Offensive or aggressive behaviour or language towards our staff is not acceptable.
17.3 We may ask you and/or any member of your party to leave immediately if your conduct is considered by us to be inappropriate, likely to cause harm, or impair the enjoyment, comfort or safety of your neighbours, other group members, staff or the public.
17.4 No refunds or compensation will be given in these circumstances and we reserve the right not to accept any future bookings from you or any member of your party.
18. Photos
Photographs, likenesses or images of participants secured or taken on any of our trips may be used by the company without remuneration in all media for bona fide promotional or marketing purposes.
19. Complaints
19.1 Any complaints regarding your holiday should be made as soon as reasonably possible during the trip to Darren Ball (Director) who will normally take any necessary action.
19.2 If at the end of your holiday you feel that your complaint was not dealt with properly and you were not satisfied with the response, you must notify us of your complaint in writing within one month of completion of your holiday.
20. Compensation payable by you
When booking you agree that we have the right either during or after your holiday to recover from you the following costs, including: (a) any compensation that we have to pay to others as a result of your acts or omissions; and/or(b) any damage to property or accommodation; and/or(c) any other charges or fees that we may incur as a result of your acts or omissions and from any breach of these Terms & Conditions.
21. Chargebacks and disputed payments
21.1 If you dispute a card payment or initiate a chargeback in relation to sums properly due under these Terms & Conditions, we reserve the right to treat this as non‑payment and/or cancellation by you (as applicable).
21.2 You agree to reimburse us for reasonable costs we incur in responding to or contesting unjustified chargebacks or payment disputes, including administration time and third‑party fees, to the extent permitted by law.
22. Passport, visa and immigration requirements & health formalities
22.1 It is your responsibility to check and fulfil the passport, visa, health and immigration requirements applicable to your itinerary. We can only provide general information about this. Requirements do change and you must check the up‑to‑date position in good time before departure.
22.2 Most countries require passports to be valid for at least 6 months after your return date. If your passport is in its final year you should check with the Embassy of the country you are visiting.
For further information visit: https://www.gov.uk/browse/citizenship/passportsUp‑to‑date travel advice: https://www.gov.uk/travelaware
22.3 Non‑British passport holders should obtain up‑to‑date advice on passport and visa requirements from the Embassy/High Commission/Consulate of your destination/countries of transit.
22.4 We do not accept responsibility if you cannot travel, or incur other loss because you have not complied with passport/visa/immigration/health formalities. You agree to reimburse us for fines or other losses we incur as a result of your failure to comply.
23. General
23.1 We may assign our rights and/or obligations under the agreement between us. This will not affect your rights under these Terms & Conditions.
23.2 You may not transfer any of your rights or obligations without our prior written consent.
23.3 You are responsible for the supervision of all members of your party under the age of 18.
23.4 If any part of these Terms & Conditions is unenforceable, the enforceability of any other part remains unaffected.
23.5 A person who is not a party to the agreement between us has no rights under the Contracts (Rights of Third Parties) Act 1999 to enforce any term of this contract, but this does not affect any right or remedy of a third party that exists or is available apart from that Act.
23.6 These Terms & Conditions constitute the entire agreement between the parties with respect to the subject matter.
23.7 Any waiver by either party of a breach of any provision of these Terms & Conditions shall not be construed as a waiver of any subsequent breach of the same or any other provision.
24. Law and jurisdiction
This agreement between you and Pedal Britain will be governed by English law and any matter or dispute in connection with this contract will be subject to the exclusive jurisdiction of the English courts.
25. Legal entity
Cycling Solutions Ltd T/A Pedal Britain is incorporated in England and Wales. Company number 10434969. Registered address: 6A George Street, Hockley, Nottingham, NG1 3BE.
26. Consumer protection / customer monies (PTR 2018 reference)
26.1 Where your booking constitutes a “package” within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018, Pedal Britain will comply with its legal obligations in relation to insolvency protection. Source
26.2 We may hold customer monies received for trips in a bank account which is separate from our day‑to‑day operating account. This administrative arrangement is not a guarantee of protection in the event of insolvency.