Our Booking Terms
Please read these booking conditions carefully. By reserving a private tour or any guided hike through White Wolf Private Tours you agree to these booking terms and conditions (the “Booking Terms”). Please note that all booked private tours and travels offered through https://whitewolftours.com, once completed and confirmed, will be governed by these Booking Terms.
- “Customer” or “You” means any individual who reserves a White Wolf Private Tour through https://whitewolftours.com or by phone.
- “White Wolf” / “Company” or “Us” means White Wolf Private Tours.
- “White Wolf Private Tour” means any tour or guided hike offered and/or provided through https://whitewolftours.com.
- “Tour Director” shall be the tour director/ guide designated and assigned by White Wolf for each White Wolf Private Tour.
2. The Booking Contract.
2.1. Customer must be at least 18 years old in order to book a White Wolf Private Tour. Once the booking is complete and confirmed, a contract is formed between White Wolf and the Customer. Your reservation will be confirmed on receipt of a 25% non-refundable deposit.
2.2. The balance of your White Wolf Private Tour price must be paid by no later than 7 days before the scheduled departure date for booked White Wolf Private Tour. White Wolf reserves the right to cancel the booking and apply cancellation charges in the event payments are not received within the above specified periods.
2.3. If Customer is booking a White Wolf Private Tour on behalf of a third party, Customer shall be the designated contact person for that third party and therefore Customer shall be responsible for making all payments due in connection with the booked White Wolf Private Tour. Also by booking on behalf of a third party, Customer represents and warrants that he/she has obtained all required consents and that all any information that Customer provides on behalf of the third party is complete and accurate.
3. Financial Protection.
3.1. In the unlikely event we cannot provide a tour due to any reason, Customer will be entitled to receive his/her money back.
4. Medical Information and Insurance
4.1. Customer shall provide any medical information reasonably requested by White Wolf Private Tours. If a Customer has any pre-existing medical conditions or disabilities which may impact Customer’s ability to participate in a White Wolf Private Tour, such conditions and disabilities must be disclosed upon completion of the booking. White Wolf Private Tours reserves the right to request further information or professional medical opinions where necessary, as determined in its discretion, for Customer’s safety or the safe operation of a White Wolf Private Tour. Pregnancy is considered a medical condition and must be disclosed to White Wolf at the time of booking. White Wolf Private Tours may refuse to accept bookings for women who are over 24 weeks pregnant.
4.2. A Customer with medical conditions and disabilities must be physically fit for a White Wolf Private Tour and be able to move and navigate destinations under his or her own power. If disabled Customer is unable to do this, he/she must travel with a companion that can help him or her navigate. White Wolf Private Tours does not provide wheelchairs, crutches, reading glasses, or any other devices related to any disabilities. It is not White Wolf’s responsibility to help with the disabled Customer’s navigation to and from travel establishments. White Wolf Private Tours will not be held responsible for third party suppliers, and we cannot guarantee disability access at every establishment or travel destination on each tour.
4.3. White Wolf Private Tours reserves the right to deny Customer permission to travel or participate in any aspect of a White Wolf Private Tour at any time and to Customer’s own risk and expense where White Wolf determines that Customer physical or mental condition renders him/her unfit to participate in a White Wolf Private Tour or if Customer represents a danger to himself/herself or others.
4.4. It is Customer’s own assessment whether a White Wolf Private Tour is suitable for him/her. Customers shall consult their own physician to confirm their fitness for travel and participation in any planned activities (especially our Yosemite Wilderness Tours). Customer should seek his/her physician’s advice on vaccinations and medical precautions. Customer shall assess the risks and requirements of each aspect of a White Wolf Private Tour based on his/her own unique circumstances, limitations, fitness level and medical requirements.
4.5. Participation in a White Wolf Private Tour may involve visiting remote or developing regions, where medical care may not be easily accessible and medical facilities may not meet the standards of those found in Customer’s home country. White Wolf Private Tours makes no representations and gives no warranties in relation to the availability or standard of medical facilities in those regions. White Wolf and the Tour Director are not medical doctors but shall have the authority to authorize medical treatment in the event of Customer’s unconsciousness, injury, or unstableness. All medical bills will be paid in entirety by Customer. White Wolf will not be held liable for any payments relating to medical treatment or transportation to/from the medical facilities.
4.6. It is Customer’s obligation to obtain and maintain throughout our White Wolf Private Tour travel insurance, covering all applicable dates of participation on a White Wolf Private Tour. The insurance must cover personal injury and emergency medical expenses. Customer must carry proof of insurance with him/her at all times during a White Wolf Private Tour. Further, Customer is strongly recommended to extend his/her coverage to include cancellation, curtailment, and all other expenses that may arise as a result of loss, damage, injury, delay or inconvenience while traveling.
5. Age requirements.
5.1. Minimum Age. For the majority of our White Wolf Private Tours, the minimum required age is 8 (with the exception of our Yosemite Wilderness Tours, where the minimum age is 18).
5.2. Maximum Age. For the majority of our White Wolf Private Tours there is no upper age limit, although our hiking trips are designed for persons in good physical condition. We also remind you that our Yosemite Wilderness Tours can be physically demanding and Customers must ensure that they are suitably fit to allow full participation.
6. Price changes.
6.1. Prices of the advertised White Wolf Private Tours are based on costs, taxes and levies as of the day of the initial booking. Should these costs change, it may be necessary to make a surcharge on the price of your White Wolf Private Tour. Should the total tour price increase by more than 10% you will have the right to cancel within 7 days of notification without penalty. No surcharge in respect of cost or currency fluctuations will be made once payment of the deposit for your land trip has been received. This guarantee excludes fuel surcharges & does not apply to any taxes, charges or levies imposed by any government or their agencies. In exchange for these guarantees, no refund will be made if costs are reduced. White Wolf also reserves the right to apply surcharges for unusual business activity in the industry, such as fuel price fluctuation
7. Changes to your White Wolf Private Tour.
7.1. White Wolf reserves the right to change or cancel your booking and/or change your itinerary in accordance with operating requirements or circumstances beyond our control, such as safety issues, weather, road closures, government unrest/action, Acts of God, accidents, etc.
7.2. Should change or cancellation prove necessary we will give you reasonable notice thereof, in the circumstances, and where available, offer you a comparable alternative. Where cancellation is necessary, a minimum period of 45 days notice will be given by us unless the circumstances leading to the cancellation were beyond our reasonable control.
7.3. If an alternative is not available or acceptable you will be entitled to either a full refund of monies paid by you to us or transfer to another White Wolf Private Tour without payment of any transfer fee.
7.4. If the change or cancellation is due to force majeure (i.e. circumstances like political unrest, war or threat of war, riots, civil strife, closure of airports or ports, industrial disputes, terrorist activity, natural and nuclear disasters, fire, epidemic or health risk, Acts of God, adverse weather conditions or other similar events beyond White Wolf’s control) we will give a full refund of any monies paid to us less reasonable expenses incurred by us in respect of your booking. White Wolf Private Tours is not responsible for any other travel arrangements affected due to cancellation or rescheduling of your White Wolf Private Tour.
8. Cancellations and changes to your White Wolf Private Tour by You.
8.1.Your deposit is non-refundable and in the event you decide to cancel your White Wolf Private Tour, we will not refund it. However, you will be entitled to use the value of your original deposit towards booking another White Wolf Private Tour with us.
8.2. Upon cancellation you will be liable to pay a cancellation fee to cover the cost and expenses incurred by us in the terms of the schedule set out hereunder. This is expressed as a percentage of the holiday price and the period of notice as follows:
Period of Notice and Cancellation fees:
>31 days prior notice: 10% fee (except for Yosemite Wilderness Tours — 120 days)
30 days prior notice: 25% fee
7 days prior notice: 50% fee
4 days prior cancellation: Full loss of tour funds
8.3 If after your booking has been confirmed, you wish to change to an alternate departure date you may do so subject to availability.
8.4. We will charge a fee of $50 per person in the event a Customer makes a revision or alteration to a reservation after the booking is confirmed. A change of booking within 45 days of departure will be treated as a cancellation and our posted cancellation fees will apply except when the change is to an earlier departure date of equivalent or greater value, in which case a $50 per person amendment fee will be charged in addition to any amendment fees imposed due to increased transport cost.
8.5. A Customer may not transfer a White Wolf Private Tour booking to another person. Also White Wolf will not be liable if a Customer leaves prior to the completion of a White Wolf Private Tour.
9. White Wolf Private Tour details and conditions.
9.1. Customers should get themselves acquainted with the times included in their custom White Wolf Private Tour provided by White Wolf. Customers shall not be entitled to an allowance or refund for meals, accommodation, excursions, etc. that they elect not to take, or when museums, shops, etc. are closed. Hotel facilities may vary from place to place. Meals may vary in style and White Wolf cannot guarantee any special dietary requests.
9.2. Customers must be aged between 8 and 80 to travel on a White Wolf Private Tour. White Wolf Private Tours are specifically planned for those in the 8 through 80 group and therefore the facilities and activities on a White Wolf Private Tour are not appropriate to persons outside target age group.
9.3. Customers shall be aware that some tours (such as Yosemite Wilderness Tours) include rough terrain, extensive walking and hiking in such terrain, uneven pavement, steps and locations and overnight accommodations which may not be easily accessible to everyone. During the tour, White Wolf Private Tours may make arrangements with carriers, hotels and other independent suppliers to provide travel services. These parties are independent third parties over which White Wolf Private Tours has no control.
9.4. Customers shall be required to carry their own luggage during their Yosemite Wilderness Tour, this sometimes may include far distances and rough terrains, stairs, etc.
9.5 White Wolf reserves the right in its sole discretion, to decline the booking of a Customer or remove any Customer who cannot comply or refuses to comply with White Wolf’s Terms & Conditions. White Wolf is not responsible for any costs incurred in the event a Customer is removed from a tour. Customers agree not to hold White Wolf Private Tours or any of its related agents or employees liable for any actions taken under these Terms and Conditions.
9.6. Customers shall be responsible for all travel arrangements and costs to/from the point of commencement/conclusion of the holiday.
9.7. Our White Wolf Private Tours are run by our assigned Tour Director. Customers agree that the decision of the Tour Director is final on all matters likely to affect the safety or well-being of all travelers and/or staff members participating in a White Wolf Private Tour. If a Customer fails to comply with a decision made by the Tour Director, or interfere with the well-being or mobility of the group, the Tour Director may direct the Customer to leave the trip immediately, with no right of refund. Customer must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries and locations visited, and Customer also agrees to travel in accordance with our responsible travel guidelines. White Wolf does not tolerate the possession or carriage of illegal or restricted substances (drugs) on a White Wolf Private Tour. Furthermore, Customer agrees that the fellow travelers and any White Wolf representatives have the right to travel/work in a safe environment. Any threats to their safety, well-being or inappropriate behavior by a Customer, whether verbal or physical, will be taken extremely seriously and may result in the immediate termination of a Customer’s holiday.
9.8. Customer is responsible for any costs incurred as a result of damage or excess cleaning fees related to Customers’ accommodations. Customer should immediately report any pre-existing damage to his/her accommodation to the Tour Director as soon as it is discovered.
9.9. It is Customer’s responsibility to have a valid passport and all visas, permits and certificates required for the selected vacation before departure as well as any necessary vaccinations, medications and to comply with all applicable laws. White Wolf is not responsible for any costs incurred as a result of failing to obtain necessary visas, permits or certificates. Any costs whatsoever regarding obtaining, replacing or changing visas, permits or certificates while on a trip (including accommodations, meals, flights and transfers incurred due to associated delays) are at Customer’s own expense.
9.10. Customer agrees that the Tour Director or another White Wolf representative may take photographs and films of Customer during a White Wolf Private Tour and that these may be used in White Wolf’s brochures and/or advertising or publicity material without obtaining any further consent or payment in respect of such photographs and/or films.
9.11. If a Customer has a complaint in respect to a White Wolf Private Tour, Customer should inform the Tour Director or another White Wolf representative during the course of the White Wolf Private Tour and if the matter cannot be resolved after the representative’s best endeavors to do so during the White Wolf Private Tour, Customer’s complaint should be made in writing to White Wolf as soon as is reasonably possible after the completion of the White Wolf Private Tour but within 14 days thereof so that the complaint can be investigated. Email complaints should be sent to firstname.lastname@example.org. Any claims made after the 14-day period will not be considered by White Wolf Private Tours.
10. Acceptance of Risk.
10.1. As provided herein Customer acknowledges that adventure travel and the White Wolf Private Tour offered by White Wolf may involve a significant amount of risk to Customer’s health and safety. By participating in a White Wolf Private Tour Customer acknowledges that he/she has considered any potential risks to health and safety. Customer hereby assumes responsibility for all such risks and releases White Wolf Private Tours from all claims and causes of action arising from any losses, damages or injuries or death resulting from risks inherent in travel, including adventure travel, and participating in adventurous activities offered by White Wolf. White Wolf Private Tours requires that Customer confirms his/her assumption of this responsibility by completing the ‘Acknowledgement of Risk, Waiver and Indemnification‘ form (the “Waiver”) prior to departing on a White Wolf Private Tour. Our Waiver is available here.
11. Limitation of liability.
11.1. White Wolf Private Tours and its respective employees, agents, representatives, and assigns shall not be responsible for and accept no liability in respect to any claims, losses, damages, costs or expenses arising out of:
a) personal injury, sickness, disease, accident or death, however caused, including without limitation, where same results from Client’s personal conduct;
b) loss or damage to or delay of baggage or other property unless resulting from White Wolf’s negligence in which case White Wolf’s liability shall be limited to the actual loss but in no event would exceed the total White Wolf Private Tour cost for the Customer.
c) delays and loss as a result of government action, weather, mechanical breakdown, equipment failure, labor disputes, sickness, acts of war, insurrection, terrorism, Acts of God or any other causes beyond White Wolf Private Tour’s direct control. White Wolf cannot be responsible for interruption of air carrier service due to airline default.
d) acts or omissions, whether negligent or otherwise, of suppliers of services or their personnel (including, without limitation, transportation and accommodation services) or of any other person or body unless such a person or body is employed by us, or is an agent of ours, and is acting within the scope of his or her authority. In no event is White Wolf Private Tours liable for the acts or omissions of independent third party contractors or of its own employees or agents acting outside the scope of their duties.
e) loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from any of the following:
(i) any matter or topic described in sub-paragraphs (a) through (d).
(ii) Customer’s failure to obtain the necessary documentation to travel.
(iii) Customer’s failure to arrive on time for initial departure or for connections within the tour or to stay within or join your tour at any time after initial departure.
(iv) Customer’s leaving the tour prior to its completion.
(v) the need for White Wolf to change itineraries or substitute accommodations or services, provided that White Wolf makes every effort to supply the most comparable services and accommodations available.
(vi) Cancellation of the holiday by White Wolf Private Tours provided that a full refund of all monies paid is made to you.
13. Indemnification. Customer hereby releases, waives, discharges, hold harmless and agrees to indemnify White Wolf, and its owners, officers, directors, affiliates, agents, contractors, subcontractors and employees from any and all claims, actions, losses for bodily injury, property damage, wrongful death, loss of services, lost profits, consequential, exemplary, indirect or punitive damages or otherwise which may arise out of Customer’s breach of these Booking Terms.
14. Severability. The invalidity of any one or more of the words, phrases, sentences, clauses, sections or subsections contained in this Agreement shall not affect the enforceability of the remaining portions of this Agreement or any part hereof, all of which are inserted conditionally on their being valid in law, and, in the event that any one or more of the words, phrases, sentences, clauses, sections or subsections contained in this Agreement shall be declared invalid by a court of competent jurisdiction, this Agreement shall be construed as if such invalid word or words, phrase or phrases, sentence or sentences, clause or clauses, section or sections, or subsection or subsections had not been inserted.
15.1. Any controversies arising out of the terms of this Agreement or its interpretation shall be settled in the City of San Francisco, California, in accordance with the rules of the American Arbitration Association, any decision made in arbitration is binding and the judgment may be entered in any court having jurisdiction thereof.
16. Entire Agreement.
16.1. These Booking Terms, and any attachments, schedules and/or exhibits hereto, constitute the entire understanding between the parties pertaining to its subject matter, and supersedes all prior and contemporaneous agreements, representations and understandings, either oral or written, of the parties. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, oral or otherwise have been made by any party, or by anyone acting on behalf of any party which are not embodied herein. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing by all the parties hereto.
17. Governing law.
This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its principles of conflict or choice of law.
These Booking Terms were last updated on June 1, 2019 and supersede any other previous booking terms published by us.