Terms & Conditions
RESPONSIBLE TRAVEL CIA. LTDA.
The Client accepts the following Terms and Conditions by affirmatively accepting via email or chat (platforms used by our agents) the offer (price quote with tour itinerary and activities), which is presented by the official agents of Responsible Travel.
Cancellation fees may vary for certain customized itinerary tours; your Responsible Travel specialist advisor will specify the cancellation fees before you make your reservation.
DEFINITIONS
In these Terms and Conditions, the following definitions apply:
Cliente/Pasajero/Cliente is the client who accepts the offer
Rate are the rates to be paid for the services specified in the offer.
Service refers to the services specified in the offer to be provided by Responsible Travel to the Client
Offer are the services and costs specified in the tour itinerary sent to the Client and agreed upon by the parties.
The Parties means each of the Clients and Responsible Travel
1. CONFIRMATION OF YOUR TRAVEL CONTRACT
Once the client agrees to the itinerary and the costs of the Tour, an advance payment will be requested. Upon receiving this payment, the company Responsible Travel (hereinafter, RT) will send a written confirmation. This confirmation will serve as a legally binding contract for the requested services according to the agreed itinerary and tour details (there may be unavoidable changes) once the balance payment for the tour has been received (see section 2).
If the applicant registers multiple travelers, they are responsible for all contractual obligations as if they were their own. Upon conclusion of the contract, the client agrees to the storage of their personal data for RT to use solely to facilitate the tour and its itinerary. Their personal information will not be sold or misused for commercial purposes. For more information, please refer to our Privacy Policy section (visit: www.responsibletravelsa.com/Privacy-Policy).
2. PAYMENT
To confirm the agreed travel contract, a non-refundable prepayment of 30% of the costs per person must be paid. The remaining balance must be paid no later than 60 days before the tour departure for all continental tours in Ecuador, and 90 days before departure for all trips to the Galapagos Islands and continental tours in a South American destination other than Ecuador.
If the client confirms their travel arrangements with RT less than 60 days before the departure date for a continental trip in Ecuador, or 90 days for the Galapagos Islands or a continental tour in any South American destination except Ecuador, the tour must be paid in full immediately.
If a client does not pay the full amount of their trip before the agreed final payment deadlines (60 days before departure for a continental trip in Ecuador and 90 days before departure for the Galapagos Islands or a continental trip in South America, except Ecuador), the client risks losing their tour. Likewise, by not making the full payment before the due date, the client will forfeit their deposits for all travelers included in the booking.
If the travel fee has not been paid in full before the start of the scheduled trip, RT will be released from its service obligations and may require the client to pay the applicable cancellation costs.
AIRFARE
The airfare for all packages may not be guaranteed in terms of price or availability until it is paid in full. The schedule, flights, and fares are based on the rates in effect at the time of ticket issuance. These may change without prior notice. RT executives will make every effort to obtain the best available fares and schedules. Once a flight is booked, its price must be paid in full immediately. No refunds are available in case of cancellations.
To make a payment, please transfer funds to one of the following international bank accounts in Germany and Ecuador (Note: RT is a German-Ecuadorian company):
Alemania
Nombre de la cuenta: Ecuador Galápagos Reisen
Número de cuenta: 31328
BLZ: 586 512 40
Banco: Kreissparkasse Vulkaneifel
Calle: Leopoldstraße 13
Ciudad: 54550 Daún
País: Alemania
IBAN: DE74586512400000031328
Código BIC/SWIFT: MALADE51DAU
Ecuador Galápagos Reisen
Wilson OE 7-56 y Diego de Almagro, La Mariscal.
Quito, Ecuador.
Ecuador
Nombre de la cuenta: Responsible Travel Operadora de Turismo Cía. Ltda.
Número de cuenta: 3484713504
Banco: Banco del Pichincha
Calle: Amazonas 4560 y Pereira
Ciudad: Quito
País: Ecuador
Código SWIFT: PICHECEQ
Responsible Travel Operadora de Turismo Cía. Ltda.
Wilson OE 7-56 y Diego de Almagro, La Mariscal.
Quito, Ecuador.
3. TERMS OF SERVICE BY RT
The scope of the services is detailed according to our descriptions, illustrations, and quotations as presented on RT’s website and in the services agreed upon in the offer (see section 1).
RT reserves the right to modify the tour information (by email or detailed on the website) before confirming the tour with the client through a written offer according to section 1. However, once a tour is confirmed and payment is received, RT reserves the right to modify the itinerary only as a result of legitimate and unforeseeable circumstances.
Such circumstances include: modifications or deviations from the travel descriptions during the tour due to road conditions, severe weather, and official arbitrariness, among others; the travel process indicated in the travel description cannot be guaranteed, although in all circumstances, RT will only adjust the itinerary with the client’s best interests in mind. The agreed travel descriptions merely represent the planned travel process, without guaranteeing the details of the exact operational sequence.
If clients request special arrangements before or during the tour, for example, modification of the itinerary due to bad weather, once agreed upon, both parties must sign a written contract.
4. COST MODIFICATIONS
4.1 SERVICES AND PRICE CHANGES
Modifications and/or deviations from the itinerary or program due to unforeseen and/or exceptional circumstances beyond RT’s control, any additional costs incurred shall be borne by the client.
RT is not responsible for any changes in transportation costs, airport taxes, park entrance fees, or similar charges that are subject to variation and beyond RT’s control. We will make every effort to inform passengers of any changes as soon as possible.
RT has the right to increase the travel price after the conclusion of the travel contract as a result of increased transportation costs or charges for certain services, port or airport taxes, or changes in exchange rates that may affect the final costs; any of these changes may occur only if the time between the booking and the departure date is at least 4 months or more. If this is the case, the client will be informed immediately, but no later than 21 days before departure. Subsequent price increases are not permitted.
4.2 ADDITIONAL CHARGES
All additional charges arising from itinerary modifications caused by the client will be charged to the client for immediate payment. The aforementioned charges include: late arrival of the client at the airport or port resulting in a missed boarding, late arrival to trekking excursions, early departure from the country for any reason (health, personal, legal, etc.), costs due to illness or accident incurred during the trip (e.g., helicopter evacuation, hospitalization, hotel stay for a companion or escort).
If RT needs to advance funds to address a serious emergency, the amount advanced must be reimbursed to RT immediately after the completion of the trip.
5. WITHDRAWAL AND CANCELLATION BY THE TOUR OPERATOR
5.1 WITHDRAWAL BEFORE THE START DATE OF THE TRIP
RT may withdraw the tour offer up to 14 days before the start date of the trip if the required number of participants for the tour is not reached, but only if the tour description for the respective tour refers to a minimum number of participants.
The statement that the minimum number of participants has not been reached and that the trip is therefore canceled must reach the client no later than 14 days before the start date of the trip. The client will receive an immediate refund for any payments previously made but is not entitled to any further compensation or claims.
5.2 WITHDRAWAL AFTER THE START OF THE TRIP
RT may withdraw its services after the start date of the trip if the client is deemed to be behaving in a disruptive or unsatisfactory manner during the tour. In particular, this applies if the client does not meet the specific requirements for the respective tour (physical and/or mental health, general capabilities, technical skills where applicable, etc.).
If RT cancels the tour, the costs incurred up to that date, including advance payments for services contracted for the tour, will not be refundable. The client will only be entitled to refunds as determined by RT in consideration of the costs incurred for the tour.
6. WITHDRAWAL BY THE CLIENT
The client may terminate the contract at any time before the start of the tour; however, this must be done in writing.
Refunds can only be issued according to the following cancellation guidelines, as costs will be incurred prior to the tour and RT will not be able to recover them.
Cancellation fees may vary for certain customized itinerary tours; your Responsible Travel specialist advisor will specify the cancellation fees before you make your reservation.
Therefore, the following refunds may be granted for canceled tours:
a) For land tours in Ecuador that do not include boat/cruise trips:
60 days or more before departure:
Full refund, excluding the non-refundable 30% prepayment.
From 59 to 21 days before departure:
60% refund of the travel price
From 20 to 10 days before departure:
50% refund of the travel price
From 9 to 5 days before departure:
20% refund of the travel price
From 4 days until departure;
0% will be refunded
b) For trips that include boat/cruise excursions, the following conditions apply:
90 days or more before departure:
Full refund excluding the non-refundable 30% prepayment.
From 89 to 60 days before departure:
50% refund of the travel price
From 59 to 40 days before departure:
40% refund of the travel price
From 39 to 31 days before departure:
30% refund of the travel price
From 30 days until the departure date:
0% will be refunded
Important: please note that for Galapagos Charters, cancellation fees may vary depending on the selected vessel and will therefore be confirmed individually.
c) For land tours in a South American destination (excluding Ecuador):
90 days or more before departure:
Full refund excluding the non-refundable 30% prepayment.
From 89 to 60 days before departure:
50% refund of the travel price
From 59 to 40 days before departure:
40% refund of the travel price
From 39 to 31 days before departure:
30% refund of the travel price
From 30 days until the departure date:
0% will be refunded
7. LIABILITY
If the travel services are not provided in accordance with the contractual offer, RT's liability is subject to national laws. The client may request compensation, which RT has the right to refuse if deemed unreasonable. RT will attempt to rectify any situation to provide a visit of equal quality.
In the case of recurring poor performance, the client is obliged to submit an immediate complaint to the agency or its representative, usually the tour guide, indicating the issues experienced. If the client does not raise the issue with the agency or its representative, he/she cannot claim any contractual compensation.
The cancellation of the travel contract by the client due to quality issues that substantially impair the tour is only permitted if RT has not made reasonable attempts to correct any deficiencies.
8. SUBMISSION OF A CLAIM
If the client wishes to file a claim against RT for compensation due to a breach of contractual obligations, they must notify RT of their intentions within one month from the end of the contractually agreed trip.
Service providers, tour guides, or other local agencies are not authorized to receive claims.
Claims arising from unlawful actions by RT must be submitted within 3 years after the termination of the travel contract, in accordance with international law.
The place of jurisdiction for any claim is Quito, Ecuador.
9. LIMITATION OF LIABILITY
RT arranges accommodation, transportation, and travel services related to the passenger only on the condition that RT shall not be liable for any injury, damage, death, delay, mishap, inconvenience, or irregularity caused by the negligence or intentional failure to act of any person or company providing or to provide services in connection with this tour, including, but not limited to, the negligence of RT.
RT does not own, operate, control, manage, or supervise any provider of goods or services for the trip, nor does it own any accommodation, transportation, and/or related travel services used on this trip.
RT is not responsible for the acts or omissions of third parties on this trip and bears no liability for any action or inaction of such third parties.
RT shall not be held liable for any damage, loss, death, injury, inconvenience, or expense arising from such action or omission, including but not limited to those resulting directly or indirectly from acts of force majeure, degradation of accommodations or hotel issues of any kind, governmental actions of any kind, weather, illness or epidemics or their threat, financial difficulties or insolvency of suppliers, contaminated or unhealthy food, strikes or labor unrest, theft or criminal activity of any kind, terrorism or the threat thereof, lack of availability or access to adequate, competent, or appropriate medical care or evacuation services, any of the risks described on page one of this document, such as rough terrain, high altitude, oxygen deprivation, sanitation issues, diving, boating or swimming, perils of the sea, horseback riding, hazards involving wild or domestic animals and dangerous or poisonous fauna or flora, delays, incidents or failures in transportation to arrive or depart in a timely or safe manner, or for any other cause.
Without limiting the foregoing, RT is not responsible for any additional expenses or unforeseen delays resulting from any of the above. RT is not responsible for additional hotel nights not specified in the individual travel itineraries, which may be required en route before or after a trip due to airline scheduling or timetable changes, individual clients’ travel arrangements, or other factors. RT assumes no responsibility for the loss of or damage to luggage or personal property.
Under no circumstances shall RT be liable for incidental or consequential damages, regardless of how they are characterized.
RT reserves the right to substitute hotels, tour guides, and yachts, and to modify the itinerary when deemed necessary or advisable.
Participants are solely responsible for obtaining their passports, ensuring their continued validity, and securing the necessary visas or other required travel documents.
RT reserves the right to refuse to accept or retain any person or participant on any trip if such person's actions or general behavior impede the operation of the trip, create a safety issue, or affect the rights, well-being, or enjoyment of other trip participants. No refunds will be granted under such circumstances.
RT reserves the right to take photographic or film records of our trips and may use such records for promotional and/or commercial purposes.
10. TERMINATION OF THE CONTRACT UNDER UNUSUAL CIRCUMSTANCES
In the event that the trip becomes substantially difficult or dangerous and involves risks of any kind due to unusual circumstances (e.g., war, strike, unrest, epidemic diseases, sovereign agreements…), both the client and RT may withdraw from or cancel the travel contract.
In the case of emergency procedures due to unforeseen circumstances, the client is responsible for all costs incurred (e.g., hospitalization, additional accommodation, and meals), except for emergency transportation, to which RT will contribute up to 50% of the total cost. Any other claims are excluded.
11. ENTRY AND HEALTH REGULATIONS
The traveler is responsible for complying with entry and health regulations, passport, customs requirements, visas, and foreign currency import regulations on their own and at their own expense. All disadvantages and charges arising from non-compliance with these regulations are the responsibility of the client, even if the regulations have changed after the booking was made. If possible, RT will inform clients of significant changes to general regulations, as detailed in the tour travel descriptions prior to the start of the tour.
11.1 PHYSICAL CONDITION AND GENERAL HEALTH
Trips may be undertaken by any person in good physical condition. Even an easy trip is more enjoyable if the client is fit. Since the client will need to climb stairs, walk on uneven terrain, and board and disembark from the yacht via a small skiff, clients are encouraged to get in shape by exercising regularly. Some itineraries require walking or hiking on uneven trails. Running, walking, swimming, cycling, and aerobic exercises are good conditioners. Please contact us if you have any questions about your ability to undertake a particular trip. Once a trip has begun and you are unable to participate in a specific activity because it exceeds your physical capabilities, please note that no refunds will be given for any unused portion of the trip.
11.2. MEDICAL
You should generally be in good health. It is vital that individuals with medical issues and related dietary restrictions inform us well in advance of departure. Our staff will discuss with you the suitability of the particular trip you have selected. The trip leader has the right to disqualify any group member at any time if deemed medically necessary to avoid endangering the well-being of the group. No refunds will be given under such circumstances.
RT is not a medical facility and has no expertise or responsibility regarding which medications or vaccinations you and your private physician should determine are necessary for your safe participation in the trip.
RT assumes no responsibility regarding the provision of medical care. Trip members are urged to verify their coverage to ensure it is adequate.
By purchasing RT’s services, the client confirms that they are in good general health and releases RT from any liability and refund claims caused by any harm resulting from the client’s own health negligence.
12. INDIVIDUAL CONTRACTUAL REGULATIONS
The invalidity of individual provisions within the travel contract does not imply the invalidity of the entire travel contract.
13. TRAVEL INSURANCE
To protect your investment in your trip and any unforeseen medical emergencies, we recommend purchasing trip cancellation insurance that would reimburse you for non-refundable airfare and trip cancellation charges in the event you must cancel your trip due to personal or family illness. Additionally, we strongly recommend health insurance that covers any medical treatment in Ecuador.
14. TOUR OPERATOR
Office Hours: Monday to Friday from 08:00 a.m. to 6:00 p.m. (GMT-5)
