Policy

1. Refund Times and Percentages

In case of cancellation of the trip by the Customer, the following penalties will be applied, calculated on the total cost of the purchased package (VAT included):

  • More than 45 days before departure: 90% refund of the total cost. (10% retained for administrative and management costs).

  • Between 45 and 40 days before departure: 80% refund. 20% penalty.

  • Between 39 and 35 days before departure: 60% refund. 40% penalty.

  • Between 34 and 30 days before departure: 50% refund. 50% penalty.

  • Between 29 and 20 days before departure: 30% refund. 70% penalty.

  • Within 20 days of departure: No refund (100% penalty).

The percentages indicated above apply unless otherwise specified in the conditions of sale of the individual trip.

2. Methods of Communication of Cancellation

The cancellation request must be communicated exclusively via:

  • Certified e-mail (PEC): webikers@pec.it
  • Registered mail with return receipt

The date of receipt of the communication will be the date valid for the calculation of the penalty. Cancellations communicated by telephone, text messages or other informal channels will not be accepted.

3. Cancellation and Health Insurance

-The Customer has the option to take out optional cancellation insurance which will cover any penalties in the event of cancellation for documented reasons (e.g. illness, bereavement, personal emergencies).

  • Insurance must be purchased at the same time as booking your trip.
  • Health insurance is mandatory for all participants in the trip, unless otherwise specified in the offer.

4. Force Majeure

In case of cancellation of the trip due to force majeure (e.g. natural disasters, pandemics, border closures, geopolitical instability, logistical problems not dependent on the Organization), the Agency reserves the right to apply specific refund policies, which will be promptly communicated to the Customer.

The Organization, if it is unable to participate in the scheduled trip due to force majeure events, undertakes to provide the Client with all the necessary support so that the latter can still make the trip independently. In this case:

  • Only the portion relating to the Organization's profit margin will be refunded;
  • All amounts corresponding to out-of-pocket expenses already incurred on behalf of the Customer (e.g. reservations, tickets, accommodation, non-refundable services) will be retained;
  • The Customer accepts that, in the event of force majeure, the reimbursement is limited to the Organization's profit margin only, excluding any out-of-pocket expenses incurred.

Such expenses will be specified in a detailed document sent to the Customer at the time of the refund request.

5. Travel Changes and Liability

  • The Agency reserves the right to modify the itinerary or accommodations due to force majeure or operational needs, always guaranteeing a service of the same or higher level.
  • The Customer is responsible for the validity of travel documents (passport, visas, health certificates) and compliance with the regulations of the destination country.
  • The Agency is not responsible for delays, cancellations or disruptions attributable to airlines, hotels or other third-party suppliers.

6. Payment Methods and Billing

  • Payment for the trip must be made according to the methods indicated by the We Bikers company.

  • The balance must be paid by the date indicated in the travel contract. In case of failure to pay within the established terms, the Agency reserves the right to cancel the reservation by applying the foreseen penalties.

  • Invoicing will be in accordance with current tax legislation.

7. Customer Obligations

  • The Customer is required to provide correct and complete data at the time of booking. Errors in the communication of data that involve additional costs (e.g. modification of flight tickets) will be charged to the Customer.

  • It is the Customer's responsibility to verify the entry requirements of the destination country, including documents, vaccinations and any other restrictions.

  • The Client undertakes to comply with the safety, hygiene and behavior regulations established during the trip. The Agency is not responsible for damages caused by inappropriate behavior of the Client.

8. Complaints and Assistance

  • Any complaints relating to services that do not comply with what was agreed must be communicated to the Agency within and no later than 5 days from the end of the trip, via certified email or registered mail with return receipt.

  • The Agency undertakes to provide assistance in the event of disruptions, subject to the availability of local suppliers .

9. Privacy Policy

  • The personal data provided by the Customer will be processed in accordance with EU Regulation 2016/679 (GDPR) and used exclusively for the organization and management of the trip.

  • The Customer has the right to request at any time the cancellation or modification of his/her personal data within the terms of the law.

By confirming the booking, the Customer fully accepts the terms of this Travel Policy.