Company: Loaf Adventures Limited (Company No. 16642524), 17 Bathurst House, London, W12 7AG
Scope: These Booking Conditions, together with our Privacy Policy and any pre-contract information we provide, form your contract with Loaf Adventures Limited (“we/us”).
1. Eligibility & Authority
By booking, the lead traveller confirms they are 18+, have read these conditions, accept financial responsibility for the booking, and are authorised to provide personal data (including health/dietary information) for all named travellers.
2. Land Only
All Loaf Adventures packages are land-only. International flights are not included and must be arranged by you.
3. Contract Formation & Pre-Contract Information
A booking is made when you (a) pay the required deposit or full balance (if within the balance deadline) and (b) we issue a Booking Confirmation. Please check all documents and notify us of errors within 10 days of issue.
4. What’s Included / Not Included
Included services are those stated on your trip page and Booking Confirmation (e.g., accommodation, guiding, specified local transport, activities). Flights are excluded. Anything not stated as included is at your cost.
5. Prices & Surcharges (PTR)
5.1 We may correct errors and change unsold prices at any time. After confirmation, we may increase the price only for changes directly resulting from: (i) taxes/fees imposed by third parties; (ii) exchange rates relevant to your package.
5.2 We absorb increases up to 2% of your package price (excl. insurance/amendment charges). You pay the amount above 2%. No increase within 20 days of departure.
5.3 If the increase exceeds 8%, you may accept the change, take an alternative (if available), or cancel for a full refund. Price decreases (same drivers) will be passed to you less a £10 admin fee.
6. Payments
6.1 Deposit: A deposit of 20% of the trip price is due at booking. It is fully refundable until Trip Confirmation (Clause 2.4). Once Trip Confirmation occurs, the deposit is non-refundable.
6.2 Balance: The remaining 80% is due no later than 90 days before departure. If you book within 90 days of departure, the full price is payable at booking.
6.3 Instalments: If an instalment plan is offered, you remain liable for the full trip price. Missing an instalment or the final balance may be treated as your cancellation (Clause 7.2).
6.4 Add-ons & insurance: Add-ons are payable at booking and refundable until 90 days before departure. If you purchase insurance through us, any refund of the insurance premium is subject to the insurer’s terms (many policies are non-refundable once issued).
6.5 Provisional deposits: If we accept a provisional deposit before bonding is confirmed, it remains fully refundable until Trip Confirmation (Clauses 2.2–2.4).
7. Cancellation by You
7.1 Your right to cancel: You may cancel at any time by written notice to ops@loaf.so. The effective date is when we receive your email. If you cancel before Trip Confirmation, we refund all monies paid except any non-refundable insurance premiums (per Clause 6.4).
7.2 Liability for full balance: If you default on an instalment or the balance, we may treat this as your cancellation on that date and apply the charges below.
7.3 Standard cancellation charges (percentage of total trip price):
From Trip Confirmation to 90 days before departure: Deposit forfeited
89–60 days: 50%
59–31 days: 75%
30 days or fewer: 100%
Where the amount you have paid at the time of cancellation is less than the applicable charge, you must pay the difference. If it is more, we refund the excess (subject to non-refundable items such as insurance premiums per 6.4).
7.4 Unavoidable & Extraordinary Circumstances (PTR): You may cancel without charge if such circumstances at the destination or its immediate vicinity significantly affect performance of your trip (e.g., serious health risks, major natural disasters). You are entitled to a full refund, but no additional compensation.
8. Changes & Cancellation by Us
8.1 Minimum numbers: If a trip requires a minimum number and it isn’t met, we may cancel by the deadline stated on your trip page/confirmation; you’ll receive a full refund.
8.2 Minor changes: Reasonable minor changes (e.g., equivalent accommodation, adjusted daily timing) may occur. We will notify you; no compensation is due.
8.3 Significant changes / cancellation (pre-departure): If we make a significant change (e.g., destination/standard materially altered) or cancel, you may: (i) accept; (ii) take an alternative (if available); or (iii) receive a full refund. PTR compensation may be payable except where caused by Unavoidable & Extraordinary Circumstances, by your non-payment, or if minimum numbers were not met.
8.4 After departure (PTR): If an essential service cannot be provided, we will offer suitable alternatives at no extra cost or provide an appropriate price reduction and, where relevant, compensation. If no alternative is possible, we will arrange equivalent transport back to your original point of departure (or agreed point) and refund unperformed services.
9. Insurance (Mandatory)
Adequate travel insurance is a condition of booking. As a minimum, your policy must include: medical & emergency evacuation (remote/altitude where applicable) min £5,000,000; search & rescue; cancellation/curtailment for the full trip value; personal liability; baggage/specialist equipment. Provide insurer, policy number and 24-hr emergency contact 30 days pre-departure. We may refuse participation without refund if you fail to provide adequate proof. Refunds of insurance premiums (if purchased through us) are only to the extent permitted by the insurer (many are non-refundable once issued).
10. Fitness, Risk & Participation
Adventure travel involves risk. Read the trip description, assess suitability, and disclose relevant medical/dietary needs. We may require medical certification. Acting reasonably, we may refuse participation (with refund less unrecoverable costs) if we consider the trip unsuitable or unsafe for you or the group.
11. Conduct
You must act with respect and reasonable care toward others and property. We may terminate your trip without refund and recover losses where behaviour causes (or risks) distress, danger, damage, or serious disruption.
12. Passports, Entry & Health
You are responsible for visas/entry/health formalities for the destination and transit countries, and for arriving at the meeting point on time. We are not liable if you cannot travel due to your failure to comply.
13. Our Responsibility & Limits (PTR)
13.1 We are responsible for the proper performance of the travel services included in your package.
13.2 We are not liable for loss where caused by: (i) your act/omission; (ii) a third party unconnected with the provision of your package and unforeseeable/inevitable; or (iii) Unavoidable & Extraordinary Circumstances.
13.3 Limits: For claims not involving death, personal injury or illness, our liability is limited to three times the total price paid by the affected person(s), except where we have acted with intent or negligence. For luggage/money claims, rely on your insurance.
13.4 Supplier terms: Third-party suppliers (e.g., local operators, transport providers) operate under their own conditions, which form part of your contract.
14. Complaints
Raise any issue immediately with your host/guide so we can remedy it. If unresolved, email ops@loaf.so as soon as possible and no later than 10 working days after return, quoting your booking reference.
15. Data Protection
We process personal data (including health/dietary information you provide) in accordance with our Privacy Policy and applicable law. We are registered with the ICO. We only share data with suppliers as needed to deliver your trip.
16. Media Permission
We may capture photo/video content during trips. We will always respect your choice: tell your host on-site and/or email ops@loaf.so if you prefer not to be identifiable in our promotional materials, and we will honour that. If you are an EEA resident, we will not use identifiable images of you for public promotional purposes without your consent, which you can withdraw at any time.
17. Governing Law & Jurisdiction
This contract and any dispute arising from it are governed by English law. The Courts of England and Wales have jurisdiction. If you are resident outside the UK, you may also be entitled to bring proceedings in your country of residence under applicable consumer law.
18. Miscellaneous
If any provision is found invalid, the remainder remains effective. No failure to enforce is a waiver. These conditions and your Booking Confirmation are the entire agreement.
19. PTR Financial Protection & Provisional Deposits
19.1 Insolvency protection (PTR): Your monies are protected in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018 via a bonding scheme provider: The Travel Vault (to be confirmed). Details will appear on your Booking Confirmation once active.
19.2 Provisional deposits (before bonding is confirmed): We may take a provisional, fully refundable deposit to hold your place. This is not a confirmed booking. Your deposit remains 100% refundable until Trip Confirmation (defined below).
19.3 Once bonding is active and we issue your Booking Confirmation, your booking becomes binding and the normal payment/cancellation terms apply.
19.4 Security of provisional payments: Until Trip Confirmation, all provisional deposits are held securely and separately from our operating funds. They will be applied to your booking once your Booking Confirmation is issued.
19.5 Definition — “Trip Confirmation”: “Trip Confirmation” means the point at which (a) our insolvency protection is in place and (b) we have issued your Booking Confirmation. From this time, the standard deposit/balance/cancellation terms take effect.