Effective Date: June 2025
Company Name: Hybrid Vacations LTD
Contact Email: Support@hybridvacations.com

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1. Introduction

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Introduction Scope of Agreement These Terms and Conditions ("Agreement") govern the relationship between you ("Client", "you", "your") and Hybrid Vacations ("we", "us", "our") in connection with travel advisory and booking services. 

By requesting or confirming travel arrangements through us, you agree to be bound by these Terms and Conditions.

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2. Role as Independent AgentRole as Independent

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Agent Nature of Our Services We act solely as an independent travel agent and intermediary between you and the travel service providers (including airlines, cruise lines, hotels, car rental agencies, tour operators, insurance providers, and other suppliers, collectively "Suppliers"). 

All bookings are subject to the terms and conditions of the respective Supplier(s). We do not own, operate, or control any of the services or products provided by Suppliers.

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​3. Bookings and Payment

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Bookings and Payment Booking Requirements & Payment Obligations All prices are subject to availability and change until full payment is received. You must provide accurate information for all travellers, including names (as shown on passports), dates of birth, and special requirements. 

You are responsible for reviewing the booking confirmation and itinerary to ensure accuracy. Payment terms will be provided at the time of quotation and must be adhered to in order to secure travel arrangements.

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4. ​Cancellations, Changes, and Refunds

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Cancellations, Changes, and Refunds: Cancellation Policy and Modifications. Cancellation and refund policies vary by Supplier and will be communicated to you at the time of booking. 

Any changes or cancellations requested after confirmation may incur fees from both us and the Supplier. Refunds, if any, are subject to the Supplier’s policies and may take up to 12 weeks to process. Our service fees (if any) are non-refundable.

 

 

5. Travel Insurance

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Travel Insurance Insurance Recommendations We strongly recommend that all travellers purchase comprehensive travel insurance that includes coverage for:

• Trip cancellation/interruption

• Medical emergencies

• Baggage loss

• Travel delays

• Natural disasters or unforeseen events

We can assist with insurance quotes, but it is your responsibility to review and understand your policy and ensure it meets your needs. We are not liable for claims denied by insurers.

 

 

6. Liability Disclaimer

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Liability Disclaimer Limitation of Responsibility To the fullest extent permitted by law: We are not liable for any injury, loss, damage, accident, delay, or irregularity resulting from the act or omission of any Supplier or third party. 

We are not responsible for force majeure events such as natural disasters, weather conditions, pandemics, terrorism, political unrest, or government actions. We are not liable for any missed flights, cruise embarkation, or other travel components due to delays, miscommunications, or changes by Suppliers. 

You acknowledge and accept that travel involves inherent risks, including but not limited to physical activity, unpredictable environments, and transportation hazards. You declare that you are physically fit and capable of participating in travel or sports activities, and assume all associated risks.

 

 

7. Health, Safety, and Entry Requirements

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Health, Safety, and Entry Requirements Traveller Obligations for Health and Border Control You are responsible for understanding and complying with health, visa, and passport requirements for your travel destination. 

Entry to a country is at the discretion of border officials. We are not responsible for denied entry. We do not guarantee the accuracy of government or Supplier health protocols (e.g., vaccination, testing).

 

 

8. Client Responsibilities

 

Client Responsibilities: Your Duties and Obligations. By accepting services from us, you agree to:

• Provide truthful and accurate information.

• Review all documentation promptly upon receipt.

• Make payments by the due dates.

• Communicate any concerns or changes as early as possible.

• Comply with Supplier and local travel regulations and laws.

 

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9. Service Fees

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Service Fees, Fees and Charges. We may charge service fees for consultations, bookings, cancellations, or changes. These fees will be clearly outlined in writing before services are rendered.

 

 

10. Complaints and Disputes

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Complaints and Disputes Handling of Disputes Any complaints about a Supplier's service must be addressed directly with the Supplier at the time of travel. If issues persist, we will assist with communications, but we cannot guarantee any specific outcome. All disputes arising from these Terms will be governed by the laws of England and Wales and subject to the exclusive jurisdiction of the English courts.

 

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11. Special Terms for Hybrid Camps and Travel Packages

 

Hybrid Camps/Vacations Special Terms for Hybrid Camps and Travel Packages 

Hybrid Vacations provides both travel agent services and directly organised sports vacation experiences, such as training camps and activity-based group packages. While sections 1–10 of these Terms apply broadly to our role as a booking agent, the following subsections (11.1–11.10) cover your participation in our organised Hybrid Camps/Vacations.

Where a Hybrid Vacation package is sold directly by us as the primary organiser, certain elements of Sections 2, 3, 4, and 6 are superseded by Section 11. For example:

• Section 2 (Role as Independent Agent) applies to third-party bookings only and does not apply to services organised and run by Hybrid Vacations.

• Sections 3 and 4 are still relevant, but Sections 11.2 and 11.3 contain the specific booking, payment, and cancellation terms for camps.

• Section 6’s limitations of liability still apply, but Section 11.6 provides additional and specific terms for camp environments.

 

These differences ensure that you are aware of the distinct legal nature of Hybrid Camps as direct experiences, rather than brokered services. Where a conflict exists between general and specific clauses, the terms in Section 11 shall prevail for Hybrid Camp participants.

"Vacation" refers to, but is not limited to, the following experiences:

• Lanzarote Camp (Spain - Beach Volleyball)

• Mallorca Camp (Spain - Tennis)

 

11.1 – Provision of Services Booking Acceptance & Agreement Formation Your booking is confirmed when Hybrid Vacations accepts your completed Booking Form and deposit. We reserve the right to decline bookings at our discretion. Waitlists may be available if an event is fully booked. Deposits are refunded only if no space becomes available.

 

11.2 – Payment Terms Included and Excluded Costs Camps do not include flights, airport transfers, pocket money, insurance, visas, or personal items unless explicitly stated. Full payment must be made by the due date, or the booking may be cancelled. Late bookings require full payment immediately.

 

11.3 – Cancellations Cancellation Procedures and Refund Conditions All cancellations must be submitted in writing. Refunds vary depending on how close to the departure date the cancellation occurs. Generally:

• Before the payment due date: deposit forfeited

• After due date: full fee forfeited

• Within 4 weeks: no refunds or replacements

• Within 48 hours of booking: full refund

 

11.4 – Replacement Participants Policy on Participant Substitutions. Replacements may be accepted prior to travel, depending on timing and availability. Admin fees may apply. Replacements must match the original booking, be approved in advance, and pay full fees.

 

11.5 – Conduct, Rules & Liability Participant Conduct & Our Right to Refuse Service All Participants are subject to our Code of Conduct. We may remove Participants for unacceptable behaviour without a refund. Alcohol, drugs, and other prohibited substances are strictly banned.

 

11.6 – Limitation of Liability Scope of Our Liability During Camps We are not responsible for delays, lost items, or third-party services. Participants must carry their own insurance. We may change schedules, personnel, or activities without prior notice.

 

11.7 – Medical and Behavioural Disclosures Health and Fitness Acknowledgements You must disclose any known medical or behavioural conditions at the time of booking. Failure to do so may result in cancellation or removal from the camp.

 

11.8 – Publicity Release Use of Images and Testimonials By participating, you give consent for us to use images, video, and testimonials for marketing purposes unless you notify us otherwise in writing before the event.

 

11.9 – Sharing of Information Group Leader Contact Details You consent to us sharing your contact details with your designated group leader to coordinate logistics. We are not liable for any third-party misuse of that information.

 

11.10 – Force Majeure Events Beyond Our Control Hybrid Vacations is not liable for cancellations or changes caused by events beyond our control, such as weather, political unrest, or health emergencies. Refunds are discretionary in such cases.

 

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12. Data Protection & Privacy

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Data Protection & Privacy Data Usage and Storage We collect only the information necessary to facilitate your travel arrangements and comply with legal obligations. Your data is stored securely and never sold to third parties. Refer to our Privacy Policy for full details.

 

 

13. Amendments

 

Amendments: Changes to Terms and Conditions. We reserve the right to update these Terms and Conditions at any time. Any updates will be effective upon posting to our website or notifying you directly.

 

 

14. Validity of Individual Clauses

 

Severability Validity of Individual Clauses If any part of these Terms and Conditions is found to be invalid, illegal, or unenforceable by a court of law, the remainder shall remain in full force and effect.

 

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15.Acknowledgment

 

Acknowledgement of Your Agreement to These Terms By requesting or confirming a booking, you acknowledge that you have read, understood, and agreed to these Terms and Conditions. Where applicable, you agree to tick a confirmation box or provide an e-signature to confirm your acceptance of these terms.

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