Terms of Service

1. Definitions & Scope

"Chronicles Expedition" ("we," "our," "us," "the Company") refers to Chronicles Expedition Limited, a company registered in [Jurisdiction] with registered office at [Your Address].

"Client" ("you," "your") refers to any person who books or participates in our expeditions, courses, or services.

"Expedition" refers to any polar expedition, sailing voyage, mountaineering trip, diving expedition, or other adventure travel service offered by Chronicles Expedition.

These Terms and Conditions apply to all bookings made with Chronicles Expedition and govern the contractual relationship between the Company and the Client.

2. Booking & Payment Terms

2.1 Deposits

To secure a booking, the following deposits are required:

• Antarctic Expeditions: £5,000 per person
• South Georgia Voyages: £2,000 per person
• Arctic Expeditions: £2,000 per person
• RYA Courses & Training: £800 per person
• Oceanic Delivery Passages: £1,500 per person
• Dive Expeditions: £2,500 per person

2.2 Payment Schedule

• Interim Payment: Equal to the deposit amount, due 4 months before departure
• Final Balance: Due 10 weeks before departure

For Antarctic and Arctic expeditions, two interim deposits are due 6 months and 4 months before departure, with the final balance due 3 months before departure.

2.3 Payment Methods

We accept bank transfers, debit cards, and credit cards. Credit card payments incur a 1% processing fee (3% for non-UK cards) to cover service provider charges. This fee can be avoided by using debit cards or bank transfers.

2.4 Late Payments

If any payment is not received by the due date, we reserve the right to cancel your booking and retain all deposits paid, unless alternative arrangements have been agreed in writing with the Company Director.

3. Cancellation & Refund Policy

3.1 Cancellation by Client

All cancellations must be notified in writing or by email. Cancellation charges are based on the date we receive written notification:

For Standard Expeditions:

• More than 10 weeks before departure: Loss of deposit and interim deposits
• 8-10 weeks before departure: 60% of total trip cost
• 6-8 weeks before departure: 80% of total trip cost
• Less than 6 weeks before departure: 100% of total trip cost

For Antarctic, Arctic, and Polar Expeditions:

• More than 6 months before departure: Loss of deposit only
• 4-6 months before departure: Loss of deposit and interim deposit
• Less than 3 months before departure: 100% of total trip cost

3.2 Cancellation by Company

We reserve the right to cancel any expedition that does not have sufficient participants to make it financially viable. We will inform you at least 30 days before the departure date if this occurs. In such cases, you will be entitled to:

• A full refund of all monies paid
• Transfer to another expedition without transfer fees

3.3 Force Majeure

If we cancel due to Force Majeure events (war, terrorism, natural disasters, epidemics, government restrictions, or other unavoidable circumstances), we will offer:

• Transfer to another expedition without transfer fees
• Partial refund of land-only price less non-recoverable costs
• Flights refunded according to airline conditions

4. Transfers & Changes

4.1 Transfer to Another Expedition

After booking confirmation, you may transfer to another expedition of the same type subject to:

• An administration fee of 50% of your deposits per person
• Payment of any non-refundable costs already incurred (airline deposits, guide fees, etc.)
• Availability on the new expedition
• Written request received before the final balance due date

Transfers must start within 18 months of the original departure date. You may transfer more than once, paying the fee each time.

4.2 Transfer to Another Person

You may transfer your booking to another individual for an administration fee of £100, provided that person:

• Meets or exceeds the trip's experience requirements
• Completes all required paperwork and medical forms
• Is accepted by the Expedition Leader

4.3 Itinerary Changes

Expedition itineraries are designed to be illustrative. During any expedition, circumstances may require changes to dates, routes, locations, or accommodation. The Expedition Leader has authority to make changes affecting the group or individuals if they believe it necessary for safety, enjoyment, or wellbeing.

5. Client Responsibilities

5.1 Medical Fitness

You must complete a medical form and experience questionnaire after booking. We may advise you to transfer to another expedition or cancel if your fitness or experience is insufficient for the booked trip. You must advise us of any chronic diseases, health conditions, or physical handicaps when applying.

5.2 Travel Insurance

You must have adequate travel insurance covering:

• Medical expenses and emergency evacuation
• Search and helicopter rescue
• Repatriation to your home country
• Trip cancellation and interruption
• Personal belongings and equipment

Your insurance must remain valid even if Foreign Office advice changes. We require proof of insurance before departure.

5.3 Equipment

You are responsible for ensuring all personal equipment is fit for purpose. We provide equipment lists for each expedition. Equipment hired from us requires a refundable deposit. You are liable for replacement costs if hired equipment is damaged or not returned.

5.4 Behavior & Conduct

The Expedition Leader has authority to require an individual to leave the expedition if they:

• Endanger themselves or others
• Commit illegal acts
• Behave in a way detrimental to the group's safety or enjoyment
• Are physically unable to continue safely

No refund will be given if you leave an expedition early for any reason.

6. Pricing & Surcharges

Trip prices are based on exchange rates and operating costs at the time of booking. We reserve the right to levy fuel and/or currency surcharges if significant fluctuations occur beyond our control. If surcharges exceed 10% of the trip cost, you may cancel without penalty.

7. Liability & Risk

7.1 Assumption of Risk

By booking with us, you acknowledge that expeditions involve inherent risks including but not limited to:

• Altitude illness and related medical conditions
• Avalanche, ice-fall, and stone-fall hazards
• Extreme weather conditions
• Remote locations with limited medical facilities
• Travel on glaciers and snow-bound terrain
• Water-based activities including diving and sailing

7.2 Limitation of Liability

Neither Chronicles Expedition nor our representatives will be responsible for any illness, injury, or death sustained on our expeditions except where caused by our negligence. We are not liable for:

• Flight delays, cancellations, or schedule changes by airlines
• Loss of personal property not covered by insurance
• Changes to itineraries due to weather or operational necessity
• Optional activities booked independently

7.3 Indemnification

In case of emergency, we reserve the right to arrange search, rescue, and recovery as deemed appropriate. You agree to indemnify us from all losses arising from such actions, including helicopter usage and repatriation costs.

8. Complaints Procedure

If you have any problem during your expedition, you must immediately inform the Expedition Leader who will use reasonable efforts to remedy it. If you remain dissatisfied, you must provide written details of your complaint within 28 days of the expedition's end. Failure to follow this procedure may affect your rights to compensation.

9. Photography & Publicity

By participating in our expeditions, you consent to our staff taking photographs and video footage of you during the trip. These images may be used for publicity, training, and marketing purposes including brochures, websites, and media. Photos you supply to us may also be used in this manner.

10. Data Protection

We process your personal data in accordance with our Privacy Policy and applicable data protection laws including GDPR. By booking, you consent to your information being passed to our suppliers, agents, and sub-contractors as necessary to provide the expedition services.

11. Governing Law & Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of [Your Jurisdiction]. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of [Your Jurisdiction].

12. Severability

If any provision of these Terms and Conditions is found to be invalid or unenforceable by a court of competent jurisdiction, such provision shall be severed, and the remaining provisions shall continue in full force and effect.

13. Amendments

We may update these Terms and Conditions from time to time. The most current version will always be available on our website. Continued use of our services after changes constitutes acceptance of the updated terms.

14. Contact Information

For questions about these Terms and Conditions, please contact us:

Chronicles Expedition
Email: legal@chroniclesexpedition.com

By making a booking with Chronicles Expedition, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.