Terms and Conditions
I. Terms and conditions
These Terms and Conditions form the basis of your contract with Peregrina Travel Limited, a company registered in England and Wales ("we", "us", "our"). Please read them carefully before proceeding with a trip, as they are legally binding. By approving a Final Itinerary and paying your deposit, you agree to be bound by these Terms and Conditions on behalf of yourself and all members of your travelling party.
1. YOUR CONTRACT WITH US
1.1 Peregrina Travel Limited designs and manages bespoke travel itineraries. All trips are subject to availability and to these Terms and Conditions.
1.2 A binding contract between you and Peregrina Travel Limited comes into existence when you approve the Final Itinerary — whether by signing a formal itinerary document or by written confirmation via email — and your deposit payment has been received and cleared. The Final Itinerary will set out the trip details, dates, and total cost. Please review it carefully and notify us immediately of any errors or discrepancies.
1.3 The lead traveller named on the Final Itinerary (the "lead client") accepts these Terms and Conditions on behalf of all members of the travelling party and is responsible for ensuring that all members of the party are aware of, and comply with, these Terms and Conditions.
2. THE DESIGN PROCESS AND FINAL ITINERARY
2.1 We will work with you through an iterative design process to create a tailored itinerary based on your requirements, preferences, and budget. Once you are satisfied with the proposed trip and wish to proceed, we will issue a Final Itinerary setting out all confirmed elements, dates, and the total cost. Your trip is confirmed when you approve the Final Itinerary, whether formally or by email, and your deposit has cleared.
2.2 All trips are made subject to the availability of the relevant suppliers, including hotels, transport providers, guides, and experience operators. Peregrina Travel Limited reserves the right to substitute elements of an itinerary with alternatives of equal or comparable standard where necessary, and will notify you of any such changes as soon as reasonably practicable.
3. PAYMENT
3.1 Standard Trips: A non-refundable deposit of 50% of the total trip cost is due upon approval of the Final Itinerary. The remaining balance of 50% is due no later than eight (8) weeks prior to the departure date. If the balance is not received by the due date, we reserve the right to treat the trip as cancelled and cancellation charges will apply as set out in Section 5.
3.2 Short-Lead Trips: Where a trip is requested and is to be designed, confirmed, and executed within eight (8) weeks of the intended departure date, 100% of the total trip cost is due in full upon approval of the Final Itinerary. No trip will be confirmed until full payment has been received and cleared.
3.3 Payments must be made in the currency stated on your Final Itinerary or paid via electronic link in the currency we've selected. You are responsible for any bank transfer charges or currency conversion fees that may be incurred. A trip cannot be confirmed until we are in receipt of cleared funds.
3.4 All prices quoted during the design process are subject to change until the Final Itinerary is approved. Once your trip is confirmed, the price is guaranteed, except in the case of significant changes in fuel costs, government-imposed taxes or duties, or currency fluctuations, in which case we reserve the right to pass on any such increase to you.
4. TRAVEL INSURANCE
4.1 It is a condition of booking with Peregrina Travel Limited that all members of the travelling party hold comprehensive travel insurance for the entire duration of the trip. Your policy must cover, as a minimum: medical expenses and emergency repatriation, cancellation and curtailment, loss of baggage and personal belongings, and personal liability.
4.2 You must provide us with a copy of your valid travel insurance policy, including the policy number and the 24-hour emergency contact number, no later than eight (8) weeks before departure (or at the time of approving the Final Itinerary for short-lead trips).
4.3 Peregrina Travel Limited strongly advises that your insurance policy also covers activities specific to your itinerary, which may include adventure sports, safari activities, remote travel, or high-altitude excursions. It is your responsibility to ensure that your policy is appropriate and adequate for the activities included in your trip.
4.4 We accept no liability whatsoever for any costs, losses, expenses, or claims arising from or related to your failure to hold adequate travel insurance. Many of the costs we incur on your behalf with third-party suppliers are non-refundable, and in the event of illness, injury, cancellation, curtailment, or any other unforeseen event, you may not be able to recover those costs without appropriate insurance cover. We cannot and do not accept responsibility for any rejected or disputed insurance claims.
4.5 If you choose to travel without comprehensive travel insurance, or with cover that is inadequate for your trip, destinations, or planned activities, you do so entirely at your own risk. In such circumstances, you agree to release, waive, and hold Peregrina Travel Limited harmless from any and all claims, losses, costs, or liabilities that adequate travel insurance would have covered. Peregrina's liability in such circumstances is excluded to the fullest extent permitted by law.
5. CANCELLATION BY YOU
5.1 All cancellations must be notified to us in writing by the lead client. The date of cancellation will be the date on which we receive written notice. The following cancellation charges will apply as a percentage of the total trip cost:
- More than 16 weeks before departure: Loss of deposit (50%)
- Less than 16 weeks before departure: 100% of total trip cost
5.2 For short-lead trips (approved within 8 weeks of departure), 100% of the total trip cost is non-refundable from the date the Final Itinerary is approved.
5.3 Cancellation charges reflect the fact that a significant proportion of costs are committed and non-recoverable at the point of booking with our suppliers. We strongly recommend that your travel insurance policy includes cancellation cover.
5.4 If any member of the travelling party wishes to cancel but other members wish to continue with the trip, the cancelling party's share of the trip cost will be subject to the cancellation charges above, and the remaining party accepts sole responsibility for any additional single supplement or other charges that may apply.
6. CHANGES BY YOU
6.1 If you wish to make any changes to a confirmed trip, you must notify us in writing as soon as possible. We will endeavour to accommodate your request, but we cannot guarantee that changes can be made. Any changes may be subject to additional charges imposed by third-party suppliers, as well as an administration fee of up to £150 per change, depending on complexity and timing.
6.2 Changes requested within eight (8) weeks of departure may be treated as a cancellation and rebooking in whole or in part, and full cancellation charges may apply.
7. CHANGES AND CANCELLATION BY US
7.1 We plan your itinerary carefully, but on rare occasions we may need to make changes or cancel your trip. If we make a significant change to your confirmed trip before departure, we will notify you as soon as possible and offer you the choice of: (a) accepting the changed arrangements; (b) an alternative trip of comparable standard (if available), subject to any price difference; or (c) cancelling your trip and receiving a full refund of all monies paid to us.
7.2 A "significant change" includes a change of departure date of more than 24 hours, a change of destination country, or a substantial downgrade in accommodation standard.
7.3 We reserve the right to cancel a trip if the minimum number of participants required to operate the trip has not been reached, in which case we will provide you with at least eight (8) weeks' notice and offer the options set out in clause 7.1.
7.4 In circumstances where cancellation or significant changes arise due to Force Majeure (as defined in Section 9), the provisions of Section 9 shall apply.
8. ILLNESS, INJURY, OR INCAPACITY
8.1 If you or any member of your travelling party becomes ill or suffers injury before or during your trip, you must notify us immediately. You should also notify your travel insurance provider without delay and follow their claims procedures.
8.2 If illness or incapacity prevents you from travelling, cancellation charges as set out in Section 5 will apply. You should seek to recover any irrecoverable costs through your travel insurance.
8.3 We are not responsible and accept no liability for any costs, losses, or expenses arising from your illness or injury before or during a trip, including medical expenses, additional accommodation, repatriation costs, or any other consequential losses. These risks are precisely why comprehensive travel insurance is a condition of booking.
8.4 If you fall ill or are injured during your trip, we will provide such assistance as is reasonably practicable in the circumstances, including liaising with local suppliers and, where relevant, your insurance provider. However, Peregrina Travel Limited cannot be held liable for the actions or omissions of third-party service providers.
9. FORCE MAJEURE AND CIRCUMSTANCES BEYOND OUR CONTROL
9.1 "Force Majeure" means any event or circumstance which we or the suppliers of the relevant services could not, even with all due care, foresee or avoid. Such events include, but are not limited to: war, threat of war, riot, civil strife, terrorist activity, political instability, industrial dispute, natural or nuclear disaster, fire, flood, drought, epidemic or pandemic, adverse weather conditions, government action, closure of airports or borders, or any other event outside our reasonable control.
9.2 In the event of Force Majeure, we will not be liable to pay you compensation and will not be responsible for any costs you incur as a result of any change, disruption, cancellation, or curtailment to your trip. We will use our reasonable endeavours to work with suppliers to recover any monies paid on your behalf, but we cannot guarantee any refund where the relevant costs are non-refundable. Any recoverable amounts will be passed on to you.
9.3 Many of the costs we incur with hotels, transport operators, experience providers, and other third-party suppliers are fully or partially non-refundable regardless of the reason for cancellation. In the event of Force Majeure, you should look to your travel insurance policy for recourse, which is another reason why comprehensive cover is a condition of booking with us.
9.4 We cannot guarantee that adverse weather, political instability, natural events, disease outbreaks, or other external factors will not affect your trip. Peregrina Travel Limited does not accept liability for any curtailment, delay, disruption, or cancellation arising from such circumstances.
10. SPECIAL REQUIREMENTS: HEALTH, ACCESSIBILITY, AND DIETARY NEEDS
10.1 You must inform us in writing of any allergies (including food allergies and intolerances), dietary requirements, accessibility needs, mobility limitations, or any medical condition that may affect your ability to travel or participate in your itinerary before your Final Itinerary is approved, and in any case no later than eight (8) weeks prior to departure.
10.2 We will use our reasonable endeavours to pass on and accommodate any special requirements, but we cannot guarantee that all suppliers will be able to meet every request. Failure to disclose relevant needs may result in suppliers being unable to accommodate you, and Peregrina Travel Limited accepts no liability for any loss, injury, or inconvenience resulting from a failure to disclose such requirements.
10.3 It is your responsibility to verify that the activities and destinations included in your itinerary are suitable for your individual health and physical condition. We recommend that you consult a qualified medical professional before travelling, particularly for trips involving strenuous activity, remote destinations, high altitude, or extreme climates.
11. PASSPORTS, VISAS, AND TRAVEL DOCUMENTATION
11.1 It is your responsibility to ensure that all members of the travelling party hold a valid passport throughout the duration of your trip. As a general requirement, your passport must be valid for at least six (6) months beyond your return date. It is your responsibility to verify the specific entry requirements for each country on your itinerary.
11.2 You must provide us with copies of all relevant passports for all travelling party members no later than eight (8) weeks before departure (or at the time of approving the Final Itinerary for short-lead trips).
11.3 You are solely responsible for obtaining any required visas, entry permits, travel authorisations (such as ETAs or ESTAs), vaccinations, or other documentation required for your destinations. We can provide general guidance on requirements but cannot accept responsibility for any refusal of entry or visa denial, or for any costs or losses arising from a failure to obtain the correct documentation.
11.4 We recommend that you check travel advisories and entry requirements issued by the UK Foreign, Commonwealth & Development Office (FCDO) for all destinations on your itinerary.
12. THIRD-PARTY SUPPLIERS
12.1 Peregrina Travel Limited acts as an agent or arranger of third-party services, which may include accommodation, flights, ground transport, guided experiences, and activity operators. Your contract for any such services is ultimately with the relevant supplier, and their own terms and conditions will apply.
12.2 We select our suppliers with care, but we do not own or operate them and cannot be held liable for any act, omission, default, negligence, or failure of any third-party supplier that results in loss, injury, delay, or inconvenience to you.
12.3 Any excursions or activities that you arrange independently and locally during your trip, and which do not form part of your confirmed itinerary with Peregrina Travel Limited, are entirely at your own risk and do not form part of your contract with us.
13. OUR LIABILITY
13.1 Peregrina Travel Limited's liability to you in respect of any claim arising from the services we provide is limited to a refund of the fees paid directly to Peregrina Travel Limited (i.e., our service and design fees, excluding amounts paid to third-party suppliers on your behalf). We do not accept liability for indirect or consequential loss of any kind.
13.2 Nothing in these Terms and Conditions seeks to limit our liability for death or personal injury caused by our own negligence, or for fraud or fraudulent misrepresentation.
13.3 We are not liable for any failure to perform our obligations under these Terms and Conditions to the extent that such failure is caused by your own acts or omissions, the acts or omissions of a third party unconnected with us, or circumstances of Force Majeure.
14. BEHAVIOUR AND CONDUCT
14.1 We reserve the right to terminate your trip or remove any member of the travelling party from an itinerary if their behaviour is considered likely to cause distress, danger, or offence to others, or is likely to result in damage to property. In such cases, no refund will be given.
14.2 You are responsible for complying with the laws, customs, foreign exchange regulations, and drug regulations of all countries visited.
15. DATA PROTECTION AND PRIVACY
15.1 In order to design and fulfil your trip, we will collect personal information from you, including names, contact details, passport information, and any special requirements relating to health, dietary needs, mobility, or accessibility. We will use this information solely for the purpose of arranging your trip.
15.2 It will be necessary to share relevant personal information with third-party suppliers (such as hotels and transport providers) in order to fulfil your trip. We will obtain your explicit consent where required to share sensitive personal data.
15.3 Peregrina Travel Limited is a data controller under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our Privacy Policy, available on our website, sets out in detail how we collect, use, and protect your personal data and your rights in this regard.
16. GOVERNING LAW AND JURISDICTION
16.1 These Terms and Conditions, and any dispute or claim arising out of or in connection with them (including non-contractual disputes or claims), shall be governed by and construed in accordance with the laws of England and Wales.
16.2 You and Peregrina Travel Limited irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim arising out of or in connection with these Terms and Conditions.
17. COMPLAINTS
17.1 If you have a complaint during your trip, please inform your guide, accommodation provider, or the relevant local supplier immediately so that steps can be taken to address the issue at the time.
17.2 If your complaint cannot be resolved locally, please notify us in writing within 28 days of returning from your trip. We will acknowledge your complaint promptly and endeavour to resolve it in a timely and fair manner.
17.3 Failure to raise a complaint at the earliest opportunity, both locally and on return, may affect our ability to investigate the matter and may impact any resolution.
18. ENTIRE AGREEMENT
These Terms and Conditions, together with the Final Itinerary issued by us, constitute the entire agreement between you and Peregrina Travel Limited in relation to your trip and supersede any prior representations, discussions, or correspondence.
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Peregrina Travel Limited
Registered in England and Wales