Terms & Conditions

Please feel free to peruse our Terms & Conditions and feel free to get in touch if you have any queries. Customer Service enquiries should be sent to enquiries@ultimate-activitycompany.co.uk. Click here for more contact options.

Contract

A contract will come into force between you and the Ultimate Activity Company when you receive a confirmation email. At this point we will call you for your card details to secure the booking. This is a security measure and your card will not be charged at this time. You should check the confirmation to ensure it corresponds to your booking requirements and inform us immediately of any discrepancy.

Activity Reservations and Orders

Upon receipt of your enquiry we will respond promptly with a full offer of the Activity and/or Activity Packages you have enquired about. We will include booking confirmation and payment options. We may send you information relevant to your booking via email or post.

Once you accept the terms and booking agreement, payment will be processed and your Activity Booking conformation will be made. All Activity Information including site location, activity time, duration and special instructions will be mailed to you by email or post.

Due to the nature of some Activities, it will be necessary to contact your Activity Provider 48 hours prior to your experience to confirm the timing of your booking, this can sometimes change due to weather conditions.

Payment

We use Paypal to process secure payments online accepting Visa, Mastercard, and other credit cards, we will send payment links to you by email or take your payment by phone using our secure Paypal payment system. The Ultimate Activity Company does not store or retain your payment or credit card details, this is all handled securely by Paypal.

You may phone in your order on 01432 264 807 from the UK and on +44 (0) 1432 264 807 from outside the UK. Calls can be taken Monday to Friday, 8.30am to 5pm.

You may post orders and cheques by prior arrangement, post your cheque payable to “The Ultimate Activity Company” to: Ultimate Activity Company, Bridge View Offices, Bridge Street, Hereford HR4 9DG.

Deposits

Depending on the Activity package required, a deposit may be requested at time of booking with the account to be settles in full 30 days prior to the Activity date.

Cancellations and Refunds

In the event of your cancellation of a confirmed booking we will have to charge a cancellation fee, this covers our commitments to our suppliers. If all or any of the persons named on the booking form intend to cancel you must inform us immediately by telephone and confirm any such cancellation by writing to us, email is acceptable. The date of cancellation will be the date on which the written notice of cancellation is received by us. The period remaining between the date of cancellation and the planned commencement date of the holiday will be used to determine the cancellation charge as follows.

Whole party cancellation charges:
30 days and less = 100%
More than 30 days = 50%

Partial cancellation charges

In the event of a partial cancellation with 30 days or less to the planned commencement date, the cancellation charges above will apply to the cancelling party(ies) only.

If the group size becomes less than is bookable for the Activity, you will be informed and may be offered an alternate Activity or amendment to your booking date to accommodate the booking requirements of your chosen activity.
N.B. Depending on the reasons for the cancellation you may be able to claim under the relevant section(s) of your own holiday insurance policy.

If the Ultimate Activity Company finds it necessary to cancel an Activity due to circumstance beyond our control we will advise you of this situation at the earliest possibility and offer a suitable alternative. However, if the alternative is not acceptable to you, the Ultimate Activity Company will refund all deposits/payments, which constitutes full settlement.

Changes to the Itinerary

The Ultimate Activity Company itineraries are well researched and carefully planned but we are constantly striving to enhance the enjoyment. As our experience grows and conditions change, we may find improvements to what we have planned and make alterations for everyone’s benefit. Sometimes we are required to alter an itinerary due to unforeseen circumstances. In these rare cases, Ultimate Activity Company will endeavor to make alternative arrangements while maintaining quality standards and minimising route changes.

Insurance

Ultimate Activity Company and our partner Activity Providers are insured with Professional Indemnity insurance policies, copy available on request.

Sports and Outdoor Activities carry a element of risk, and some or all of the activities offered may be classified as having a high level of risk attached to them. As a condition of booking you accept this risk and undertake to have adequate travel, personal accident, medical and cancellation insurance that covers the activities you will be undertaking.

Accommodation

If accommodation is provided as part of the activity package, the full details of this will be included with your confirmation. We will include accommodation per your itinery request and use good standard accommodation providers only.

Equipment

All safety equipment is provided for your chosen activity. Persons under 18 years of age are required to wear a helmet for some activities. Adults refusing to wear a helmet will understand that they have the right to do so, you will be asked to sign a simple indemnity form, stating that you have been offered the use of a helmet, but have declined and accept responsibility for your decision.

Health and Fitness

Our activities are designed to be enjoyed by people of all fitness levels. However, as with any activity, the time to get in shape is before and not during it. We recommend you consider a program of regular physical activity in advance. And please, if you are in doubt about your health or physical ability, let us know so that we may advise you on your chosen activity.

Complaints

In the unlikely event of a complaint please remember that unless we have been notified previously we will be unaware of the issue.

In the event of any complaints regarding hotel accommodation, please contact the duty manager in the first instance. If the complaint is not then resolved then please contact us in person or by telephone.

In the event of any complaints regarding a specific activity, please refer in the first instance to your on-site instructor, or guide.

In all instances all complaints must be notified verbally to a member of our staff as soon as possible so that we can do our best to rectify any issues for you.

If any complaint is not resolved to your satisfaction, please refer the incident in writing to our office address below for further investigation, marking the envelope “FAO Customer Services”. We pride ourselves on our service and always do our best to make your time with us enjoyable and memorable, for the right reasons!

The Ultimate Consortium
Bridge View Offices,
Bridge Street,
Hereford
HR4 9DG