Booking Terms And Conditions

The Contract

Your contract is with Women’s Adventures NZ Limited trading as Women’s Adventures NZ and all bookings are subject to the following Booking Terms and Conditions.

By booking a tour with us, you acknowledge that you have read, understood, and agree to be bound by these Booking Terms and Conditions as well as the specific day to day demands of your chosen tour (which constitutes the entire agreement between you and us).

Your Contract will come into effect when we send you your confirmation invoice for the tour deposit to the person named on the registration form submitted through our website. This is then deemed a binding agreement between both parties so please take the time to read and understand the conditions of booking set out below prior to booking a tour with us.

In these Booking Terms and Conditions, the terms “Women’s Adventures NZ”, “Company”, “we”, “us” and “our” are references to Women’s Adventures NZ Limited.

Your details

By booking a tour with us you automatically give consent for us to pass essential personal information to our service providers or other suppliers as necessary to enable us to operate the tour. This information may include but are not limited to full name, address, email contact, passport details, dietary requirements and health information. 

All requested details must be provided to us by the full payment date at the latest.

Prices and surcharges

The advertised tour price is in New Zealand Dollars (NZD) and includes GST (Goods & Services Tax). The tour price is per person; it is based on two people sharing a room (twin occupancy) and is subject to minimum participant numbers. If minimum numbers are not reached, we reserve the right to change or remove the tour, or we may offer a small group surcharge to ensure the tour goes ahead.

The advertised tour price is the most current price at the time of publication. However, due to circumstances beyond our control we reserve the right to increase tour prices up to 42 days before departure caused by currency devaluation, increases in airfares or other transportation costs, increases in local operator or supplier costs, taxes, or the imposition of new or amended Government charges. We will not surcharge for currency fluctuations once full payment has been received by us, but all other tour price increases must be paid before the departure date.

Once your booking is confirmed, any reduced pricing or discounts that may become available will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply as set out below in the ‘Booking amendments and cancellations by you’ section.

Deposits and final payments

To confirm a booking, you will be required to pay a deposit. You will receive a confirmation invoice for the tour deposit by email which will need to be paid within 72 hours. If this is not received, we reserve the right to cancel your booking and release your space which has been reserved. Deposit amounts vary for selected tours and are set out in the advertised itinerary.

The final payment of the tour cost is due 59 days before departure. If you make a booking within 59 days, we require full payment to confirm your booking.

All payments are to be made in New Zealand dollars and can be paid by direct banking into the bank account stated on the invoice.

Booking amendments and cancellations by you

Changes to bookings can be made up to 60 days before departure and are subject to a NZ$50 administration fee. Changing to a different tour is only possible to published tour dates and tour price differences may apply.

Changes made later than 60 days prior to departure are treated as cancellations. A cancellation will only be effective when we receive written confirmation of the cancellation. If you cancel your confirmed booking:

60 days or more prior to departure, we will charge a NZ$50 administration fee per person;
between 31 and 59 days prior to departure, we charge a cancellation fee of 30% of the total booking cost;
between 30 and 15 days prior to departure, we charge a cancellation fee of 50% of the total booking cost; or
14 days or fewer prior to departure, we charge a cancellation fee of 100% of the booking cost.

After tour commencement, no refunds are available, i.e. no refund for arriving late or leaving a tour early or for any unused services included in the price.

The above cancellation terms are in addition to fees which may be levied by accommodation providers, or third-party tour and transport operator fees.

Tour amendments and cancellations by us

Our tours and activities require a degree of flexibility and must allow for unexpected route and itinerary modifications due to weather or other unforeseen conditions such as but not limited to sickness or medical breakdown, flight cancellations, strikes, or climate. The advertised itinerary for each tour must therefore be taken as an indication and not as a contractual obligation.

The final decision on the itinerary is made by the Tour Leader or Tour Manager in the best interests of the group as a whole.

In the unusual event that we must cancel a tour due to unforeseen circumstances, another tour will be offered or all payments made to date will be refunded. We also reserve the right to cancel a tour prior to departure due to insufficient numbers. We will advise you no less than 60 days prior to your tour commencement if minimum numbers have not been achieved.

Women’s Adventures NZ is not responsible or liable for any penalties, expenses or claim incurred from changed or cancelled tours including but not limited to any insurance excess or non-refundable flights/flight amendment fees, loss of time or inconvenience.

Cancellation due to Force Majeure

Examples of force majeure are war or threat of war, riots, civil strife, terrorist activity, industrial disputes, government or political action, travel bans imposed by governments, epidemics and pandemics, natural disasters, fire or adverse weather conditions, or any other similar events outside of our control. As such we will be under no liability to you and may cancel the tour. In such circumstances any refunds we provide will be less any unrecoverable costs.

Health and fitness requirements

We remind you that our tours can be physically demanding and you must choose a tour within your limits and be suitably fit to allow full participation.

By agreeing to these Booking Terms and Conditions you confirm that you are in good health and/or suitably fit to participate in the activities and tour. If you do have a medical, physical or mental condition you must disclose this to us upon booking.

Additionally, you agree that you will not participate in activities if you are feeling unwell or know of medical conditions that could be affected by your participation. You also agree to indemnify Women’s Adventures NZ against any claims or demands resulting from any health or fitness issues that may arise. If you become unwell during the tour and are unable to continue, require additional support, or if we have concerns about your health, safety, or wellbeing, we may contact your nominated Emergency Contact to ensure appropriate care is arranged.

It is also your responsibility to ensure that you obtain proper and detailed medical advice prior to travel for the latest health requirements and recommendations specific to the countries being visited.

Women’s Adventures NZ reserves the right to remove any person from our tours if they risk the safety of themselves or others, negatively impact others’ experience, intentionally damage the environment, or interfere with the operation of the tour. This could be due to but not limited to the physical, medical or mental inability of participants to undertake the arrangements of the tour, unsocial, unruly or criminal behaviour, or the carriage of prohibited substances and materials. You will not be entitled to any refund for unused services, and you will be fully responsible for your travel arrangements and expenses from the point of expulsion.

Authority on tour

Our tours are run by our tour leaders, local representatives and guides, tour activity staff such as crew and skippers, drivers etc. Their decision is final on all matters likely to affect the safety or well-being of any participant or staff member involved in the tour. If you fail to comply with a decision made by a Leader, interfere with the well-being of the group or our ability to operate the tour, the Leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future tours with us. You must always comply with the laws, customs, foreign exchange and drug regulations of all countries visited.

Acceptance of risk

You acknowledge that travel involves certain dangers and personal risks which may be greater than those present in your everyday life. This could be as a result of the adventurous nature of your tour and/or the visiting of destinations which present geographical, political or cultural risks and dangers. The additional dangers and risks associated with adventure travel may include travelling in vehicles, hiking over rocky or uneven terrain, extreme weather, participating in activities involving water, aviation, and/or the possibility of accident or illness in remote areas with evacuation difficulties or limited availability of medical supplies or facilities.
You are voluntarily participating with knowledge of those dangers and hereby agree to assume all and any risks, including injury and death. You therefore release and discharge the company and its owners, employees, subcontracted activity and service providers from liability for bodily injury, loss, accident, death, property damage or theft, and any of the consequences thereof, arising from your participation on the tour.

We, as a tour operator, finalise all arrangements for the tours with other operators such as hotels, attractions and transport companies and we advise you to familiarise yourself with the terms and conditions on which these services are supplied. You may also be required to sign waivers for other operators whose equipment or activities are part of our tour e.g. whale watching. As such Women’s Adventures NZ will be excluded from liability for any loss, damage, omission or acts being negligent or otherwise, committed by the operators of airlines, coach lines, cruise vessels, hotels or attractions used in connection with the tours.

Optional activities

We may provide you with information (before departure and/or when you are on tour) about optional activities. Optional activities are not included in the tour price and do not form part of the tour or this contract. We have no involvement in any such activities, and we cannot guarantee accuracy at all times of information given in relation to optional activities.

We accept no liability for any action or activity undertaken by you that is arranged independently of Women’s Adventures NZ. The contract for the provision of that activity will be between you and the activity provider.

Travel insurance

Travel insurance is mandatory for all participants on our overseas tours and highly recommended for participants on our New Zealand tours and must be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects. It is your sole responsibility to ensure your travel insurance is adequate for your purposes.

You must provide your travel insurance details (policy number and the insurance company's 24-hour emergency contact number) by the full payment due date of your tour.

Passports and visas

You must be in possession of a valid passport, visas, permits and certificates (including but not limited to vaccination or medical certificates) and insurance policies required for entry, departure and travel to each country or region you visit on your tour. It is your sole responsibility to obtain information and make sure that you have all necessary documents, visas and permits prior to the start of the tour and for your entire journey, including transit visas where required.

We do not accept responsibility for changes in regulations for visas or any requirements for visas and will not be held responsible for your failure to obtain the necessary visas or be in possession of proper travel documentation.

Any information and advice given by us on visas, vaccinations, etc. is given with genuine intent but complete accuracy cannot be guaranteed.

Feedback

Any feedback, good or bad can be delivered to your Tour Leader while on tour. If you believe your feedback requires further attention, please put this in writing to us within 30 days of the end of your tour.

Applicable law

Your contract with us, including all matters arising from it, are subject to New Zealand law and the exclusive jurisdiction of the New Zealand courts. If any part of this agreement is deemed invalid or impossible to implement according to the law, that part shall be composed according to the law in a way that expresses the intent of the parties in the best possible manner, while the remaining terms and conditions shall continue as binding.

Use of imagery

We reserve the right without charge to use photographs or videos taken during tours for promotional purposes including, but not limited to, online, in printed material or in presentations.

Your Privacy

Your privacy is important to us, and we, Women’s Adventures NZ, comply with the New Zealand Privacy Act 2020 when dealing with personal information.

This policy sets out how we will collect, use, disclose and protect your personal information.

This policy does not limit or exclude any of your rights under the Act. If you wish to seek further information on the Act, see www.privacy.org.nz.

How we collect your personal information

We collect personal information about you from:

you, when you provide that personal information to us, including via the website and any related service, through any registration or subscription process, through any contact with us (e.g. telephone call or email), or when you buy or use our services and products
third parties where you have authorised this or the information is publicly available.

Where possible, we will collect personal information from you directly.

How we use your personal information

We will use your personal information:

to verify your identity
to provide services and products to you
to provide assisting treatment for the purpose of wellbeing and safety
to market our services and products to you, including contacting you electronically (e.g. by text or email for this purpose)
to improve the services and products that we provide to you
to bill you and to collect money that you owe us, including authorising and processing credit card transactions
to respond to communications from you, including a complaint
to conduct research and statistical analysis (on an anonymised basis)
to protect and/or enforce our legal rights and interests, including defending any claim
for any other purpose authorised by you or the Act.

Disclosing your personal information

We may disclose your personal information to:

any business that supports our services and products, including any person that hosts or maintains any underlying IT system or data centre that we use to provide the website or other services and products
travel providers, service providers, and other suppliers such as hotels, drivers, airlines to secure tours and activities and manage your booking
other third parties such as local tour operators
a person who can require us to supply your personal information (e.g. a regulatory authority)
any other person authorised by the Act or another law (e.g. a law enforcement agency)
any other person authorised by you.

We may transfer your information in the case of a sale, merger, consolidation, liquidation, reorganisation or acquisition.

Protecting your personal information

We will take reasonable steps to keep your personal information safe from loss, unauthorised activity, or other misuse.

Accessing and correcting your personal information

Subject to certain grounds for refusal set out in the Act, you have the right to access your readily retrievable personal information that we hold and to request a correction to your personal information. Before you exercise this right, we will need evidence to confirm that you are the individual to whom the personal information relates.

In respect of a request for correction, if we think the correction is reasonable and we are reasonably able to change the personal information, we will make the correction. If we do not make the correction, we will take reasonable steps to note on the personal information that you requested the correction.

If you want to exercise either of the above rights, email us at hello@womensadventuresnz.com. Your email should provide evidence of who you are and set out the details of your request (e.g. the personal information, or the correction, that you are requesting).

We may charge you our reasonable costs of providing to you copies of your personal information or correcting that information.

Credit card details

When you use a Credit Card to pay for a tour registration, deposit or balance, your card details are not stored by us. Credit/Debit card transactions are securely processed via Stripe.

Cookies

We use cookies (an alphanumeric identifier that we transfer to your computer’s hard drive so that we can recognise your browser) to monitor your use of the website. You may disable cookies by changing the settings on your browser, although this may mean that you cannot use all of the features of the website.

Internet use

While we take reasonable steps to maintain secure internet connections, if you provide us with personal information over the internet, the provision of that information is at your own risk.

If you post your personal information on any of our social media channels’ comments section, you acknowledge and agree that the information you post is publicly available.

If you follow a link on our website to another site, the owner of that site will have its own privacy policy relating to your personal information. We suggest you review that site’s privacy policy before you provide personal information.

Contact us

If you have any questions about this privacy policy, our privacy practices, or if you would like to request access to, or correction of, your personal information, you can contact us at hello@womensadventuresnz.com