Terms & Conditions

SHE FLIES TERMS AND CONDITIONS 

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OVERVIEW JANUARY 2024

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• She Flies act as an Events Organiser and partial Travel Agent to connect and grow the community of like-minded women in Extreme Sports hosting events and sports holidays.

• It is likely that within a She Flies hosted sports holiday, we work with external and trusted Suppliers/Principals/Providers such as instructors, equipment providers, tour operators.

• In booking with She Flies, you agree to the Terms and Conditions set by both She Flies and the Supplier/Principle/Provider.

• She Flies is the owner and administrator of the discount program, for enabling participants to obtain discounts on goods and services through use of the discount membership card.

• She Flies is the owner and provider of merchandise available for purchase by customers.

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EXPO & EVENT BOOKING TERMS AND CONDITIONS

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YOUR TRIP BOOKING

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Your contract with us is subject to these booking conditions. A contract will exist between us once you have paid your deposit (or such other fee as may be appropriate, for example where you are making a 'late booking') and we have issued you with an email acting as a booking confirmation. If any part of our contract with you is found to be invalid or unenforceable, then the remainder of it will not be affected and will remain valid and enforceable.
All bookings must be made by a person aged eighteen years or over. Where your booking is for more than one person, the first-named person in your party aged eighteen years or over will be treated by us as the 'lead name' for your booking. The lead name will be responsible for making all payments due to us in accordance with our contract unless otherwise specified.
Receiving your deposit payment will be treated by us as confirmation that you have read, understood, and accepted these booking conditions.
 

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YOUR EVENT BOOKING

Your contract with us is subject to these booking conditions. A contract will exist between us once you have paid for your ticket through She Flies direct, or an agent booking system.

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EVENTBRITE, PAYPAL AND OTHER PROVIDER

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She Flies often uses the agent Eventbrite for the sale of event tickets and PayPal for the issuing of invoices. By purchasing a ticket through Eventbrite, you agree to their terms and conditions. By paying for an invoice through PayPal, you agree to their terms and conditions.

Should you request a refund through She Flies, any booking fee issued by Eventbrite, PayPal or any other provider is non-refundable.

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TRIP PAYMENT TERMS

When confirming your booking, we require a deposit payment which will be stated in the deposit invoice. This is usually 20% - 50% depending on your time of booking. 
Full payment is due no less than 60 days before the trip.
We accept PayPal or bank transfers. There are no internal fees for any payment method, however, should the provider charge a fee this is payable by the guest such as a 2% PayPal fee. This is not a fee charged by She Flies and must be covered in addition to the full payment of the Trip or Event.

Your holiday price does not include:
• Visa fees

• Air travel
• Holiday insurance

• Sports insurance

or other such as;  overseas airport departure charges payable locally, porterage, personal expenditure, hotel extras, fuel and extras for car hire.

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EVENT PAYMENT TERMS

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On confirming your ticket purchase, you will be asked for full price and this is non-refundable by default. Should you later introduce 'add-ons' to your ticket, such as lessons or merchandise, you will be required to pay on confirmation of the add-on.

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PRICING

We reserve the right to alter the prices of any of the trips shown on our website. You will be advised of the current price of the trip you wish to book with your deposit invoice when your contract is confirmed. 

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SPECIAL REQUESTS

Special requests must be made at the time of booking. We cannot guarantee that the request will be met and any failure to do so will not be a breach of contract on our part, or the Supplier/Principal. Confirmation that a request has been made will be included on your Booking Invoice or upon the acknowledgment of booking. We are unable to accept bookings which are conditional upon a special request being met and these will be treated by us as a standard booking.

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TRIP CHANGES OR CANCELLATIONS BY YOU

Changes by You
(a) Transfers
You may transfer your booking to any other person satisfying all the requirements relating to your holiday notified to us by you in writing at least fourteen days prior to your due date of departure. Both you and the new traveller are responsible for paying all costs we may incur in making the transfer. 
(b) Other changes
If you wish to make any other change to your booking at any time after our booking confirmation has been issued, we will try but cannot promise to meet your request. We require your authority in writing before we can make any change. 

Cancellation by You
If you wish, following the issue to you by us of our booking confirmation, to cancel your booking we will require your authority in writing.
Our cancellation charges will apply. These are calculated with reference to the date on which we receive your authority in writing. We are unable to refund any deposits.
We strongly recommend that you take out insurance cover for cancellation adequate to cover the value of your holiday. If the reason for your cancellation is covered under the terms of your insurance policy, you may be able to reclaim these charges.

Cancellation charges
Number of days left before your due date of departure when your authority in writing is received by us. Cancellation charge (expressed as a percentage of the total holiday price):
60 days or more Deposit only
59 - 43 days: 40%
42 - 29 days: 60%
28 - 7 days: 90%
6 days or less: 100%

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EVENT CHANGES OR CANCELLATIONS BY YOU

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If you wish to cancel your place at a She Flies event, we will require your authority in writing. All pre-payments of events, including agency fees, are non-refundable by default.

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COVID-19 AMENDMENT TO TERMS

 

If, for a reason due to COVID-19 associated government restrictions, that we cannot go ahead with a trip (i.e. a local lock down or closure of borders) the trip will be postponed to a more suitable the date. The guest will reserve the right to a transfer of payments or a refund. The decision must be written within seven days of the decision to change date, and cannot be claimed at a later date (i.e. a request for refund is only available in response to a changed date and cannot be claimed after a decision has been made). 

 

Should a guests country prevent their ability to travel, they will be refunded their prepayments.

 

Should a guests country introduce quarantine periods or specific travel requirements, such as a COVID-19 Negative Test and the She Flies trip is still able to go ahead, prepayments and deposits are not refundable. We advise all guests to seek relevant travel insurance to cover their individual requirements in this instance.

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TRIP CANCELLATION BY SHE FLIES

Some trips will be subject to group size minimum in order to run, and therefore occasionally have to be cancelled. You will be informed of this at the time of initial enquiry. A full refund, less agent fees, will be issued if a trip is cancelled by us.

You agree not to hold us responsible or for any inconveniences or financial losses from any trip cancelled by She Flies when you were informed of group size minimum at the time of booking. We ask that you do not book any travel arrangements until we have confirmed that your trip has reached the group size minimum to run. 

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EVENT CANCELLATION BY SHE FLIES

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She Flies reserves the right to cancel an event for any reason. You agree not to hold us responsible or for any inconveniences or financial losses from any event cancelled by She Flies at any time.

You will be issued a refund, less any agent costs, should the event be cancelled.

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COMPLAINTS

If you have a concern with your trip or event whilst on the trip or at the event, this must be reported to the She Flies host and/or the Supplier/Principal immediately. If you fail to follow this procedure there will be less opportunity for us or the Supplier/Principal to investigate and rectify your complaint. The amount of compensation you may be entitled to may therefore be reduced or extinguished as a result.
If you wish to complain when you return home, please contact us via email info@sheflies.com as soon as possible, within 28 days following the event whereby we will be able to assist directly or in our capacity as an agent by liaising with the Supplier/Principal on your behalf.
Many of our trips take place in destinations where local conditions vary enormously, and the people we deal with on the ground may be less time-conscious or meticulous in planning than ourselves, and while we will do our best to ensure that the trip goes according to plan, we ask that those who travel with us do so with a spirit of adventure, in a positive frame of mind, and in good humour.

 

OUR LIABILITY TO YOU

You must inform us without undue delay of any failure to perform or improper performance of the travel services included in this package. If any of the travel services included in your package are not performed in accordance with the contract, or are improperly performed, by us or the travel service suppliers, and this has affected the enjoyment of your travel arrangements, you may be entitled to an appropriate price reduction or compensation or both. We will not be liable where any failure to perform or improper performance of the travel services is due to: (i) you or another member of your party; or (ii) a third party unconnected with the provision of the travel services in the package and is unforeseeable or unavoidable; or (iii) unavoidable and extraordinary circumstances, which means a situation beyond our control, including weather conditions, the consequences of which could not have been avoided even if all reasonable measures had been taken.
Our liability shall be limited to a maximum of two times the cost of your travel arrangements. 

FORCE MAJEURE

Except where otherwise expressly stated in these Booking Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”. 
Force Majeure means any event beyond our or the Supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, epidemics or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the Supplier(s) concerned’s control.

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HEALTH REQUIREMENTS

You must provide us with full details of any existing medical condition or disability that may affect your trip (including, in particular, any accommodation requirements) at the time of your booking. 
If in our reasonable opinion your chosen holiday arrangements are not suitable for your medical problem or disability or you are not travelling with someone who can provide all assistance you may reasonably require, we have the right to refuse to accept the booking.
If you do not give us full details of your medical problem or disability we can also cancel the booking when we find out full details if in our reasonable opinion, the holiday arrangements are not suitable or you are not travelling with someone who can provide all assistance reasonably required. 

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INSURANCE

Taking part in activities, adventure sports, action sports carries a high risk of damage, personal injury or death. We do not accept or assume any responsibility or liability for accidents, injuries or even death occurred while taking part in any trip or event with She Flies.
The Supplier/Principal terms and conditions will have details regarding liability. 
You must take out suitable insurance for all your needs before you travel. We cannot be held responsible for any costs you may incur as a result of failing to do so.
If you take part in activities whilst on holiday that have been organised and arranged independently of us, participation is at your own risk and it is your responsibility to ensure that you have obtained the relevant insurance.

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YOUR RESPONSIBILITIES AND BEHAVIOUR WHILST ON A TRIP

As part of your booking with us, you are accepting liability for any loss or damage caused by you or any member of your party during the course of your holiday or event. Payment for any loss or damage must be made to us or our Supplier/Principal at the time that it occurs or as soon as is reasonably practicable thereafter. 
If the cost of the loss or damage is not known at the time, we will reasonably estimate it and if this reasonable estimate exceeds the amount paid, you must pay the difference once known, and if it is less, the difference will be refunded to you. You will also be responsible for, and agree to indemnify us, in respect of any claim subsequently made against us and all costs incurred by us (including our own and any other party’s full legal costs) arising from your actions.
You are also responsible for the behaviour of yourself and other members of your party. We can refuse to accept you as a customer or refuse to continue dealing with you and/or any other member of your party by terminating your holiday arrangements if yours or their behaviour is or is likely to be, in our reasonable opinion or in the reasonable opinion of our Suppliers/Principal, disruptive, upsetting or dangerous to yourself or anyone else, or if you or any member of your party have caused or are likely to cause damage to property. In these circumstances, we will not pay any refund, compensation or other sum whatsoever or any costs or expenses incurred by you if we have to terminate your travel arrangements due to such unacceptable behaviour. In this situation we will have no further responsibility for you or any other member of your party (including any return travel arrangements).
We cannot be held responsible for the actions or behaviour of other guests one the trip. 

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EXCURSIONS AND ACTIVITIES AND RESORT INFORMATION

Excursions, tours or other activities that you book or pay for whilst on your trip do not form part of the trip provided by us or the Supplier/Provider. Your contract will be with the operator or provider of that excursion, tour or activity and not with us. We are not responsible for the provision of the excursion, tour or activity or anything that may happen during the course of its provision by the operator. We do not accept any liability in relation to any such excursion, tour or activity and these Booking Conditions do not apply to them.

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OUR WEBSITE AND ADVERTISING

The information contained in our website and advertising material is our responsibility and to the best of our knowledge and belief it is correct at the time of publication. Occasionally errors may occur and information may change and you must therefore check all the details of your travel arrangements at the time of booking.

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TRAVELLING TO YOUR TRIP OR EVENT

We are not responsible for how you arrive at the starting point or trip location. We will provide information regarding how to get there, however it is your responsibility to research and make your own travel arrangements. 
With your permission we will connect you with other guests joining your trip, to see if you can arrange your travel together. You take full responsibility for your own travel plans. 

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UPDATES

Our Booking Conditions are updated from time to time. The Booking Conditions which will apply to your holiday are those on our website at the time of booking. There may be additional terms & conditions which apply to our special offers, promotions and discounts from time to time. These will be notified to you at the time of booking should you inform us that you would like to take advantage of them.

SHE FLIES SHOP TERMS AND CONDITIONS

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Returns and Refunds

If you are not happy with your order you can return this item to She Flies in a new condition. 
You will be refunded the cost of the item, minus the cost of postage.
You are responsible for the costs of sending back the item, we recommend a tracked postage as we will not be able to refund any items lost in the post. 
If you’d like to make a return, please contact us on info@she-flies.com

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Postage

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At the time of purchase, you will be given the option of standard or tracked postage.

Should you request standard postage, She Flies will have proof of postage but is unable to track your order and this is purchased at your own risk. She Flies accepts no liability for loss of post if standard postage is chosen at purchase.

Should you request tracked postage, She Flies will have proof of postage and a tracking ID that will be shared with you at confirmation of order.

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Gift Vouchers

Gift Vouchers are redeemable against She Flies Events, Online Shop and Holidays. 
Gift Vouchers are valid for 1 year from purchase.
To redeem your voucher please contact info@she-flies.com
No refunds or cash alternatives are available on She Flies Gift Vouchers.
Booking terms and conditions for events and holidays will apply when redeeming a She Flies Gift Voucher.

Postage of Gift Vouchers 

She Flies will provide you with a physical version of the Gift Voucher for you to give to your recipient. You will be send a Gift Voucher and Card. 
If you’d like She Flies to send your Gift Card and Voucher directly to the recipient, please give us the name, address and message at the time of purchase. 
Postage Costs for Gift Vouchers is £2.00 and includes a Gift Card for you to present the Gift Voucher in.
Orders will be sent out within two working days of order. 
 

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SHE FLIES DISCOUNT SCHEME

The She Flies discount scheme is no longer available and discount cards will no longer be accepted in participating schools.

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OTHER

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DATA PROTECTION

Information about you or members of your party, including your names, contact and details and any special needs, disabilities, dietary requirements collected by us when you request information or making a booking with us. We may disclose this information to our service for the purpose of providing you with your holiday arrangements. Only information necessary for this purpose will be disclosed to them. On occasions, it may be mandatory for us to disclose information for security and terrorism purposes and any other purpose imposed upon us by governments or other regulatory authorities. We may use your information for the purposes set out in our Data Protection Registration with the Office of the Information Commissioner. We may disclose this information to companies which act as data processors on our behalf. Some information, for example relating to your religion or health, may be “sensitive personal data” within the meaning of the Data Protection Act 1998. We need this information to cater for your needs, but it is collected on condition that we have your positive consent. If you do not agree with our use of your information, we cannot accept your booking. By making a booking with us, you agree to allow your insurers, their agents and medical staff to disclose relevant information to us in circumstances where we may need to act in the interests of everyone in the group with whom you are travelling.

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LAW AND JURISDICTION

These Booking Terms and Conditions are governed by English Law with any action arising out of it being subject to the exclusive jurisdiction of the courts of England and Wales.

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