TERMS AND CONDITIONS OF WORD NOMADS TRAVEL AGENCY
1. General terms
1.1. These Terms and Conditions set out the rules for using the services of the Word Nomads Travel Agency, based in Poznań.
1.2. The Agency organizes tourist trips, language courses, sports activities, and other travel- and education-related events.
1.3. Clients must be adults (minimum 18 years old) with full legal capacity.
2. Booking and Payments
2.1. Booking is made via the reservation form or by email.
2.2. A deposit of 30% of the trip value is required to confirm a reservation (unless stated otherwise in the offer).
2.3. The deposit is non-refundable if the participant withdraws without a justified reason.
2.4. Failure to pay on time results in cancellation of the reservation.
2.5. The contract is concluded once the reservation is confirmed by the organizer and the deposit is paid by the Client.
3. Participation Conditions
3.1. Participants must have valid travel documents (ID, passport, visa).
3.2. Clients are responsible for checking visa requirements.
3.3. Participants in sports trips must be physically fit and have the required personal equipment (if applicable).
3.4. The organizer may exclude a participant for breaching rules without refund.
3.5. Participants must inform the organizer of any significant health issues affecting safety.
4. Insurance
4.1. The Agency offers accident and medical insurance (NNW and KL) from TU Europa, including high-risk sports coverage.
5. Cancellations and Refunds
5.1. Refund policy:
- Up to 30 days before departure – 100% refund,
- Up to 15 days – 50% refund,
- Less than 14 days – no refund
5.2. In justified cases (e.g. illness confirmed by a medical certificate), the organizer may consider a refund or transferring the payment to another trip.
5.3. The reservation can be transferred to another person up to 15 days before departure.
5.4. If the trip is canceled by the organizer, the participant receives a full refund.
6. Organizer's Responsibility
6.1. The organizer is responsible for delivering the services included in the offer, including those provided by partners.
6.2. The organizer is not liable for:
- Additional services not included in the contract (e.g. optional tours),
- Delays or actions of third parties who are not partners,
- Services for which the Agency acts solely as an intermediary on behalf of the Client,
- Actions of partners that could not be foreseen despite due diligence.
6.3. The organizer is not liable for lost or stolen belongings.
7. Program Changes
7.1. The organizer may make changes to the program for justified reasons (weather, closures, etc.).
7.2. Participants will be informed and consulted about changes.
7.3. Date changes may involve additional costs.
8. Date Changes by the Client
8.1. Clients may change their reservation dates subject to availability; changes may involve additional costs.
8.2. Costs depend on:
- The timing of the change notice,
- The cost of releasing the original spot,
- The price difference between the original and new offer.
9. Accommodation and Transport
9.1. Accommodation is provided according to the offer; standards may vary by destination.
9.2. The Agency does not organize transport but may assist in booking connections and provide necessary information.
10. Participant Conduct and Safety
10.1. Participants must follow safety rules and organizer’s instructions.
10.2. Alcohol and psychoactive substances are prohibited during sports activities.
10.3. The organizer may remove a participant for aggressive or dangerous behavior.
11. Participant Responsibilities
11.1. Participants must familiarize themselves with the trip conditions, program, and Terms before concluding a contract.
11.2. Participants are responsible for the accuracy of the personal data provided for booking and service purposes.
11.3. Participants must follow safety rules, applicable laws at the destination, and instructions from the organizer, guides, or program coordinators.
11.4. Participants must be punctual for meetings, classes, and events outlined in the program.
11.5. Participants are liable for any damages caused by their actions to other participants, the organizer, or third parties.
11.6. Participants must hold the required travel documents and comply with visa and passport regulations indicated in the offer.
11.7. Participants may not violate the personal rights of others or disrupt the trip with inappropriate behavior.
12. Image and Copyright
12.1. Participants agree to the use of their image for promotional purposes.
12.2. Any refusal must be communicated before the trip.
13. COVID-19 and Extraordinary Situations
13.1. Participants must comply with applicable sanitary regulations.
13.2. In case of trip cancellation due to extraordinary events, a new date or refund will be proposed.
14. Complaints
14.1. Complaints must be submitted in writing within 14 days of the trip’s end.
14.2. The organizer will respond within 30 days.
14.3. Disputes will be resolved amicably or, if needed, in court appropriate to the organizer’s location.
15. Personal Data Protection (GDPR)
15.1. Data is processed in accordance with GDPR for service delivery.
15.2. Data will not be shared without the Client’s consent unless legally required.
15.3. Data is stored in compliance with legal regulations.
15.4. Clients have the right to access, correct, delete, or limit processing of their data.
15.5. With consent, data may be used for marketing (e.g. newsletters, offers).
15.6. Data inquiries: info@wordnomads.pl
16. Final Provisions
16.1. These Terms come into effect upon publication on the website.
16.2. The organizer reserves the right to amend the Terms, effective upon publication.
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