Terms and Conditions

These Terms and Conditions apply to package holidays and related travel services sold by Hubert Holidays Ltd under the Romania Soul Tours brand. Read them together with your written quotation, itinerary, booking confirmation and the package-rights information supplied before you book. Your confirmation identifies the exact services, dates, price and arrangements for your trip.

1 About the company and these terms

1.1 Romania Soul Tours is a trading name of Hubert Holidays Ltd, company number 15146229, registered in England and Wales. The registered office is 38 Ashpole Furlong, Loughton, Milton Keynes, England, MK5 8EF. You can contact us at info@romaniasoultours.com or on 07795 577 045.

1.2 Unless your confirmation says otherwise, Hubert Holidays Ltd is the organiser of the package and is responsible for performing the travel services included in it, even when another supplier provides a service.

1.3 Your booking confirmation and trip-specific itinerary form part of the contract. If a trip-specific detail differs from a general description in these Terms, the confirmation controls that detail. Nothing in these Terms removes a right that applies under mandatory consumer or package-travel law.

2 Making a booking

2.1 A request for an itinerary or quotation does not create a booking. Your booking request becomes a contract when we accept it in writing and send a confirmation after receiving the required payment. If we do not accept the request, we will return any payment taken for it.

2.2 Before you book, we will provide the applicable package information, including the destination, dates, itinerary, transport and accommodation details, included meals and activities, total price, payment schedule, minimum group size if one applies, passport and visa information, and any special requirements you have asked us to meet. We will also provide the prescribed package-travel key-rights information where required.

2.3 The person making the booking is the lead booker. You confirm that you are authorised to provide information and make the booking for each named traveller. You are responsible for paying the amounts due under the booking. Each traveller has the rights given to them by applicable law.

2.4 Please check names, dates, services and other details in the confirmation promptly. Tell us about an error as soon as you notice it so we can try to correct it. Where an error is caused by us, we will meet our legal obligations and deal with any reasonable correction costs as required by law.

3 What the package includes

3.1 The written itinerary and confirmation state what is included. Depending on the trip, this may include accommodation, local transport, a guide, airport transfers, meals, visits or activities. The confirmation will state the accommodation standard and location, transport arrangements, included meals and any important limits or conditions.

3.2 International flights, baggage charges, travel to the departure airport, visas, travel insurance, meals or activities not listed as included, personal spending and optional upgrades are excluded unless the itinerary expressly says otherwise. A flight or other service arranged independently by you is not part of our package unless it is shown as an included service in the confirmation.

3.3 A small-group trip will not exceed 12 travellers unless its booking information clearly states a different arrangement. If a minimum group size applies, it will be stated in the booking information before you pay.

4 Prices and payment

4.1 The total price, currency, inclusions, deposit and payment dates are shown in your quotation and confirmation. The website currently advertises a 30% deposit and the balance due 45 days before departure. Your confirmation will state the payment schedule that applies to your trip.

4.2 If we accept a booking fewer than 45 days before departure, the full price is due when we confirm the booking unless we agree a different schedule in writing. Any required payment method or payment-provider charge will be shown before you pay.

4.3 Once the booking is confirmed, we will not increase the package price, except for a change you request and accept or where a change is expressly permitted by mandatory law. We will tell you the price and any conditions before you agree to a requested change.

4.4 If an amount is overdue, we will contact the lead booker and give a reasonable opportunity to pay. If it remains unpaid, we may cancel the booking where the law permits. Any cancellation charge will be calculated under section 6; the deposit is not automatically forfeited.

5 Changes requested by you

5.1 You may ask us to change a traveller name, date, room arrangement or other booking detail. We will check availability and tell you about any additional price or supplier cost before making the change. A change is confirmed only when we accept it in writing.

5.2 You may transfer the package to another person who meets the conditions that apply to the booking. Give us reasonable notice in a durable form. Notice given at least 7 days before departure is treated as reasonable unless the circumstances make a shorter period reasonable. We may charge only the actual, reasonable costs of the transfer and will provide evidence of those costs. You and the replacement traveller are responsible for the transfer costs as the law provides.

6 Cancellation by you

6.1 You may cancel your package at any time before departure by sending a clear written notice to info@romaniasoultours.com or by using another written contact method stated in your confirmation. Cancellation takes effect when your notice reaches us.

6.2 If your booking was confirmed more than 31 calendar days before departure, and we receive your cancellation notice by 23:59 UK time at least 31 calendar days before departure, we will cancel without a termination fee and refund all amounts you have paid. This is our free-cancellation promise.

6.3 If you cancel fewer than 31 calendar days before departure, or you book within that period, we may deduct an appropriate and justifiable termination fee. We do not automatically retain the deposit or apply a fixed percentage. The fee will equal the package price less our cost savings and any income from making the travel services available to someone else. We will explain the calculation and, if you ask, provide a justification for the amount.

6.4 We will make any refund due after cancellation without undue delay and no later than 14 days after the contract is terminated. Unless you agree otherwise, we will use the original payment method.

6.5 You may cancel without a termination fee if unavoidable and extraordinary circumstances at the destination or its immediate vicinity significantly affect the performance of the package or the transport of passengers to the destination. In that case, you are entitled to a full refund but not additional compensation under the package-travel rules.

6.6 The general 14-day cancellation period for some online consumer contracts does not normally apply to accommodation, transport, catering or leisure services booked for a specific date or period. The cancellation rights in this section and any mandatory package-travel rights continue to apply.

7 Changes made by us before departure

7.1 We may make an insignificant change to a package where reasonably necessary, such as replacing a venue with a comparable one. We will tell you about a change as soon as reasonably possible. We will not use this section to remove a significant feature of your itinerary without giving you the rights required by law.

7.2 If we need to make a significant change before departure, we will tell you without undue delay and explain your options. Where the law requires, you may accept the change, accept a suitable alternative package, or terminate the contract and receive a full refund within 14 days. If an alternative is of lower quality or cost, we will provide an appropriate price reduction. Any further compensation will be handled under applicable law.

7.3 We may terminate a package because a stated minimum group size has not been reached only if that minimum was disclosed before booking and we give notice within the statutory period: no later than 20 days before departure for trips longer than 6 days, 7 days for trips lasting 2 to 6 days, or 48 hours for trips shorter than 2 days.

8 Cancellation by us and exceptional events

8.1 We may cancel before departure where unavoidable and extraordinary circumstances prevent us from performing the package, or in another case where applicable law permits. We will notify you without undue delay and refund all amounts paid within 14 days. We will not owe additional compensation where the law says it is not payable.

8.2 Unavoidable and extraordinary circumstances may include events beyond our control whose consequences could not have been avoided even if all reasonable measures had been taken. The effect of an event depends on the particular trip and circumstances. We will not rely on a general force-majeure statement to remove a statutory refund or other right.

9 Performance and assistance during your trip

9.1 We are responsible for the proper performance of the travel services included in your package, whether we or a supplier provides them. Tell us about any problem as soon as reasonably possible during the trip so we can try to put it right. Contact the local representative or call 07795 577 045. You can also email info@romaniasoultours.com.

9.2 If a service is not performed as agreed, we will take reasonable steps to remedy the problem unless that is impossible or involves disproportionate cost. If an important part of the package cannot be provided, we will offer suitable alternatives where possible. You may be entitled to a price reduction, compensation, or termination of the package in the circumstances set by law.

9.3 If you are in difficulty during the trip, we will provide appropriate assistance, including information about health services, local authorities and consular assistance and help finding alternative travel arrangements where needed. If you caused the difficulty intentionally or negligently, we may charge a reasonable fee for the assistance, up to our actual costs, as permitted by law.

10 Your responsibilities

10.1 You are responsible for holding valid travel documents and meeting passport, visa, health and entry requirements that apply to you. We will provide the general passport and visa information available for the trip, but requirements can change and may depend on your nationality and circumstances. Check the current requirements with the relevant authorities before travel.

10.2 Tell us before booking about any mobility, health, dietary or other requirement that may affect the trip or services. We will consider reasonable requests and confirm what we can arrange. If a supplier cannot meet a request, we will tell you. A dietary or accessibility request is not guaranteed unless we confirm it in writing.

10.3 Follow reasonable safety directions, local laws and accommodation or transport rules. If a traveller seriously endangers another person or materially disrupts the trip, we may take proportionate steps, including removing that traveller from an activity or the package where lawful. Any costs or refunds will be assessed under applicable law and the circumstances.

10.4 Travellers under 18 must travel with a responsible adult unless we expressly agree otherwise in writing. The lead booker must ensure that any child’s parent or guardian has the information needed for the trip.

11 Travel insurance

11.1 Travel insurance is not included unless your confirmation expressly says so. We strongly recommend that you arrange suitable cover before travel, including medical treatment, emergency repatriation, trip cancellation and personal belongings. Check that your policy covers the activities and destinations in your itinerary.

12 Financial protection

12.1 Hubert Holidays Ltd states that it is a member of Protected Trust Services (PTS). The financial-protection arrangement that applies to your package, its provider and claim contact will be identified in the protection certificate or other protection information supplied with your booking documents. Read that information carefully and keep it with your confirmation.

12.2 Financial protection applies only to the extent stated in the applicable certificate and required by law. It is not ATOL protection unless your booking documents expressly state that ATOL applies. If a booking includes any separately arranged service outside the package, its protection may be different.

13 Complaints

13.1 If you have a concern during the trip, tell our local representative or contact us promptly using the details in section 9. This gives us a reasonable opportunity to investigate and put matters right while the services are being provided.

13.2 If you remain dissatisfied after your trip, write to info@romaniasoultours.com with your booking reference and the details of your concern. We will review it and respond as soon as reasonably possible. Making a complaint under this section does not limit your right to use any legal remedy available to you.

14 Liability and legal rights

14.1 We accept the responsibilities imposed on an organiser by applicable package-travel and consumer law. Nothing in these Terms excludes or restricts liability for death or personal injury caused by negligence, fraud, deliberate misconduct, or any other liability that cannot lawfully be excluded or restricted.

14.2 Where an international convention limits the conditions or amount of compensation payable by a provider of a travel service included in the package, the same limitation may apply to us to the extent the law permits. No limitation in these Terms reduces a consumer’s rights below a mandatory legal minimum.

14.3 We are not responsible for a separately booked service that is not part of our package, unless applicable law makes us responsible. Any exception to our responsibility for a package will apply only where the law allows it, including where a problem is attributable to the traveller, an unrelated third party and is unforeseeable or unavoidable, or unavoidable and extraordinary circumstances.

15 Personal information

15.1 We use personal information to respond to enquiries, arrange and perform bookings, communicate with travellers, meet legal duties, protect safety and deal with complaints. Our Privacy Policy explains what we collect, why we use it, who may receive it and the rights available to you.

16 Law and general terms

16.1 These Terms and your booking are governed by the law of England and Wales where that choice is lawful. This does not remove mandatory consumer protections or restrict any court jurisdiction available to you under applicable law.

16.2 If a court finds a provision of these Terms unenforceable, the remaining provisions continue to apply so far as the law permits. Any change to your confirmed booking must be agreed in writing. The version of these Terms supplied with your booking applies to that booking unless you and we agree otherwise in writing or mandatory law requires a different result.

HUBERT HOLIDAYS LTD | ROMANIA SOUL TOURS |