Terms and Conditions
Terms and Conditions of Summit Series Lda
General Provisions
These terms and conditions govern the relationship between Summit Series Lda (hereinafter referred to as “the Company”) and its clients. By making a reservation, the client accepts all the terms and conditions herein established.
Organization
The organization of activities is the responsibility of Summit Series Lda, NIF: 517086182, RNAAT: 90/2024. These terms and conditions are complemented by the specific program of the activity in which the client registers, constituting the particular conditions of participation, which can be consulted at www.oceantrail-odyssey.com.
Cancellation by the Company
Summit Series Lda may cancel activities due to weather conditions, safety issues, lack of minimum number of participants, or other force majeure circumstances. In case of cancellation by the Company, the client will be refunded the full amount paid or may opt for a new reservation, subject to availability. Cancellation due to force majeure (natural disasters, armed conflicts, etc.) without penalties, with full refund of the amount.
Cancellation by the Client
Cancellations more than 60 days in advance: full refund of the amount paid, less associated operating fees. Cancellations 60 days or less before the start date of the activity: loss of the reservation value. After the start of the activity, no refund will be due for unused services. Withdrawals due to force majeure at the activity location or the client’s place of residence (natural disasters, armed conflicts, etc.) without penalties with full refund of the amount, upon presentation of the reason by official sources.
Transfer of Registration
The client may transfer their registration to a third party who meets all the requirements for the activity, upon prior information to the Company and its approval. The transfer will only be valid after written confirmation by the Company. The transferor and the transferee are jointly responsible for the payment of the activity price and additional charges.
Unprovided Services
If the non-provision of services is attributable to the Company, the client is entitled to a proportional refund of the difference between the price of the expected services and those actually provided. However, the amount related to accommodation, meals, and technical team already utilized will be deducted from the refund.
Proportional Refund Policy
If the activity is interrupted or not fully provided due to failures attributable to the Company, the client will be proportionally refunded for unused services, except for costs incurred with accommodation, meals, and technical team up to the point of interruption. The refund calculation will be based on the proportion of unprovided services relative to the total contracted, ensuring the client does not pay for services not enjoyed. Example: If a 10-day activity is interrupted after 4 days, the client will be proportionally refunded for the remaining 6 days.
Exclusions and Limitations
No refund will be due for services not used by unilateral decision of the client after the start of the activity. Services not provided due to force majeure, such as natural disasters, pandemics, or armed conflicts, will be treated according to specific refund policies for these circumstances.
Refund Request Procedure
All refund requests must be submitted in writing and will be processed within 30 business days from the date of receipt of the request. The Company will analyze each case individually to ensure that the proportional refund is fair and reflective of the services not provided.
Extraordinary Circumstances
In case of cancellation due to extraordinary circumstances (natural disasters, pandemics, wars), the Company will refund the amounts paid, except administrative and reservation expenses. The Company is not responsible for additional costs incurred by the client due to cancellations for extraordinary circumstances.
Price Changes
Prices are fixed but are subject to changes due to variations in transport, fuel, taxes, and fees. Prices may vary only in extraordinary situations. The client will be informed of any changes and may accept the new price or cancel the registration with the right to a refund.
Reservation Changes
Changes to the reservation (names, dates, accommodation, meals, billing, etc.) are subject to a fee of €50 (including VAT) and require confirmation by the Company.
Minimum Number of Participants
The realization of activities is subject to a minimum number of participants. If this number is not reached, the Company may cancel the activity, informing the client in writing up to 15 days before the start date, refunding all amounts paid.
Itinerary Changes due to Force Majeure
The Company may alter the order of routes, and the routes themselves, modify schedules whenever there are reasons that compromise the total safety and well-being of clients and/or crew. The Company may change or substitute accommodations/transport for others of similar category whenever there are reasons that compromise the total safety and well-being of clients and/or crew. The client will be informed of such changes as soon as possible.
Inappropriate Conduct
The Company may immediately cancel the participation of any client who demonstrates inappropriate or unsafe behavior without the right to a refund.
Adverse Weather Conditions and Natural Phenomena
Activities may be canceled or rescheduled in case of adverse weather conditions or other factors that jeopardize the safety and success of the trip. The client will be informed and will have options for a refund or rescheduling according to the refund terms.
Refunds
Refunds will be granted as specified in the cancellation terms. All refund requests must be submitted in writing and will be processed within 30 business days from the date of receipt of the request.
Reservation and Payment
An initial deposit of 40% of the total trip value must be paid at the time of registration to secure the reservation. The remaining balance must be paid up to 60 days before the trip start date
Changes to Terms and Conditions
The Company reserves the right to modify the terms and conditions at any time, with written notification to the client. Any modification will take effect after its publication on the Company’s website or direct communication to the client.
Registrations and Payments
The registration is only valid after full payment or 40% of the activity value. The remaining balance must be paid up to 60 days before the activity start date. If the registration occurs 60 days or less before the start date, the total price must be paid at the time of registration. The Company reserves the right to cancel any registration whose payment has not been made under the conditions mentioned above.
Transaction Security
All financial transactions carried out through the Company’s website are protected to ensure the security of customer data.
Additional Costs
Any additional expenses incurred during the activities, which are not included in the program presented on the website, are the responsibility of the client.
Responsibility
The Company’s liability is guaranteed by civil liability insurance under the law. The Company is not responsible for the loss, theft, or deterioration of clients’ luggage and belongings.
Insurance
The Company recommends that clients take out travel insurance suitable for the type of activity contracted. The lack of adequate insurance releases the Company from any responsibility. The Company recommends taking out luggage insurance. It is highly recommended that clients acquire appropriate travel insurance, covering adventure activities and possible medical emergencies. The Company does not provide insurance sales but recommends purchasing insurance to guarantee assistance situations and cancellation expenses.
Documentation
It is the client’s responsibility to ensure that they have all the necessary documentation (ID card, passport, visas, etc.) for the activity. The Company is not responsible for the refusal of visa grants or entry denial to national territory.
Client Information and Communication
The client expressly consents that all information provided may be transmitted to government authorities and local partners for the activity’s realization.
Client Information and Communication
Responsibility and Deadlines for Communication
The client must provide all information requested by the Company completely and within the established deadlines. In case of absence or delay in communication, the Company reserves the right to cancel the registration and exclude the client’s participation after written notification and granting an additional period of 10 business days for regularization. Communication failures that are not justified (such as force majeure problems proven by an official legal entity) will result in the loss of the amount paid.
Data Changes and Collaboration
The client must immediately inform the Company of any changes in their personal data or conditions that may affect their participation in the activity. The client commits to collaborate promptly and efficiently, responding promptly to requests for additional information and providing an emergency contact for any needs during the activity.
Minimum Age
The minimum age for participation in Summit Series Lda activities is 16 years, accompanied by both parents or a legal guardian, as per applicable Portuguese law.
Accommodation
Accommodation will be as specified in the activity program and may vary between individual, double, shared rooms, camping tents, or individual, double, or shared cabins.
Meeting Point and Start of Activities
The meeting point and start of activities will be communicated to the client in a timely manner. It is the client’s responsibility to be at the indicated place and time.
Languages Spoken During Activities
Activities are conducted in Portuguese and/or English unless otherwise indicated.
Complaints
Complaints must be submitted in writing within a maximum of 20 business days after the end of service provision.
Information and Consent
The client consents to all information provided regarding their activity being transmitted to partners for activity purposes and government authorities as required by law. The Company commits to protecting the client’s personal data following the applicable data protection legislation.
Documentation and Health Requirements
The client must ensure they have all necessary documentation (ID card, Passport, Visas, etc.) and meet the health requirements for participating in the activity. The Company recommends that the client be evaluated by a doctor and obtain a medical report certifying their physical and mental fitness to participate in the activity. The Company is not responsible for problems arising from a lack of documentation or inadequate health requirements. In certain circumstances, the client may be advised or even required not to participate in the activity to ensure the group’s program is fulfilled as planned.
Use of Equipment
The client is responsible for the proper use of the equipment provided by the Company and/or partner companies during the activity. Any damages or losses to the equipment may result in additional charges to the client. The client must follow all instructions and guidelines provided by the guides or instructors of the Company or partner companies during the activity.
Safety and Conduct
- Disregarding or ignoring instructions provided by the guides or instructors
- Use of illegal drugs or excessive consumption of alcohol during activities.
- Aggressive, violent, or threatening behavior towards other participants or the technical team.
- Damage to property, pollution, or irresponsible behavior that endangers the natural environment.
- Participating in activities without the necessary physical or mental conditions, putting their own safety or that of others at risk.
- Refusal to use safety equipment provided by the technical team or deliberate improper use of such equipment.
- Unethical or dishonest behavior that compromises the integrity of the activities or the Company.
Dispute Resolution
Any dispute arising from this contract will be settled by the Judicial Court of the District of Coimbra. There is the possibility of alternative dispute resolution (such as mediation or arbitration).
VAT
All indicated prices already include Value Added Tax (VAT) at the legal rate in force.
Limits of Liability
The Company’s liability for non-bodily damages may be contractually limited to an amount corresponding to five times the price of the sold service. Liability for bodily damages will be limited to the amounts established by applicable legislation and the Company’s insurance contracts.
Participation Conditions in Specific Activities
For certain activities, minimum qualifications or specific experience may be required. The client must present the necessary qualifications and documentation up to one week before the activity’s start date. The Company reserves the right to refuse the participation of any client who does not meet the minimum requirements established for the activity or does not present the required documentation.
Data Protection and Privacy Policy
The Company commits to protecting the privacy of clients’ personal data in accordance with applicable data protection legislation. Personal data will be used exclusively for the organization and conduct of activities and to fulfill legal and contractual obligations.
Clients' Rights and Duties
The client must respect the rights of other participants and the Company’s team. It is the client’s responsibility to inform the Company of any medical condition that requires special attention, dietary restriction that may cause health complications, or other special needs. This information should be provided as soon as possible after registration and never after the start of the activity.
Obligation to Inform the Client
The Company commits to providing all relevant information about the activities, including itineraries, schedules, meeting places, and specific requirements. Any significant changes will be communicated to the client promptly and as soon as possible.
Boarding and Transportation Policy
The Company is not responsible for delays or cancellations of transportation not directly organized by it. The client must ensure punctual arrival at the meeting places as indicated in the activity program and/or by the technical team.
Language of the Activity
All activities will be conducted in Portuguese and/or English, unless otherwise indicated.
Equipment and Safety
The Company will provide all necessary equipment for the activities as described in the program. The client is responsible for the correct and safe use of the provided equipment and for following all safety instructions given by the technical team leading the activity.
Accessibility Limitations
Some activities may not be suitable for people with reduced mobility, advanced age, or other physical and mental limitations. The client should seek clarification from the Company before registration to avoid unnecessary administrative costs.
Image Rights
The Company may take photographs and recordings for promotional purposes during the activities. Unless otherwise indicated in writing before the start of the activity, the client consents to the use of these images.
Final Notes
These terms and conditions may be supplemented by specific provisions. If there are particular issues, the client should send them before registration and payment for the activity. Whenever necessary, the Company commits to informing the client of any relevant changes to the terms and conditions before the start of the activity.
