DECADES TRAVEL LTD – TERMS & CONDITIONS

Last Updated: 1st April 2025

Welcome to DECADES! We’re delighted you’re considering our multi-month “gap year” experiences for active retirees. Please read these Terms & Conditions carefully. By applying and/or participating in one of our trips, you accept the following terms.

1. Our Contract

1.1 Who We Are
 DECADES TRAVEL LTD (“we,” “us,” “our”) curates extended travel experiences for retirees seeking exploration at a relaxed pace. We keep our groups small—usually 8–12 participants—to foster a close-knit community.

1.2 Applicability
 These Terms & Conditions apply to all DECADES trips (“Trips”) unless otherwise specified. A binding contract arises only after (a) you submit an application, (b) pay the required deposit, and (c) we confirm acceptance in writing.

1.3 Acceptance of These Terms
 By paying any deposit and/or final balance, you confirm you have read, understood, and agree to these Terms & Conditions.

2. Application & Deposit

2.1 Application vs. Acceptance

  • Submitting an application and paying the application deposit does not guarantee acceptance. We assess group composition, room configurations, and other factors.

  • If we cannot offer you a place, we will refund your deposit in full within 7 business days of communicating that decision.

2.2 Deposit

  • Once accepted, your deposit typically becomes non-refundable if you later cancel (see Section 6).

  • When you are accepted, you will receive a confirmation email (“Confirmation”) to finalise your booking.

2.3 Initial Deposit Payment Method

  • The application deposit is paid on-site at [our website/payment portal]. Subsequent instalments may be paid by bank transfer (see Section 3).

3. Payment Schedule

3.1 Installments

  • After acceptance, you will receive a payment schedule, generally:

    1. A first payment to lock in your place (this may be the deposit itself or an additional instalment),

    2. A second payment 120 days before departure,

    3. A final payment 90 days before departure.

      Specific amounts and due dates will be detailed in your Confirmation Invoice.

3.2 Balance Due

  • The final balance must be paid no later than 90 days before departure. If payment is not received by this time, we reserve the right to treat your booking as cancelled (see Section 6).

3.3 Late Applications

  • If you apply within 90 days of departure, the full trip cost is payable immediately once you are accepted.

3.4 Payment Methods

  • Bank Transfer is the primary method for subsequent payments after your initial deposit. Any transaction fees or currency conversion charges are your responsibility. Please ensure you follow our transfer instructions precisely to avoid delays.

4. What’s Included (and Not)

4.1 Included in Your DECADES Trip

  • Flights & Major Transfers: We cover your intercontinental flight to the first destination and your flight home at the end of the trip, plus any internal flights or transfers explicitly listed in your itinerary.

  • Shared Villa/House Accommodation: You’ll stay in comfortable villa- or house-style lodgings with shared living areas (lounge, kitchen, etc.), air conditioning (where available), a pool, and Wi-Fi.

    • You may request a preferred room type. If that preference cannot be accommodated, we’ll adjust your price accordingly. In some instances, you may get your own room at no extra cost if group composition allows.

  • On-Call Expert Guide: A carefully selected local coordinator will live on-site or nearby, typically working part-time but on call for emergencies or support at least 6 days a week.

  • Weekly Experiences: You’ll receive a pre-departure itinerary outlining roughly one group experience per week (e.g., a cultural excursion). Examples on our website are illustrative only; actual activities depend on group interests and local conditions.

4.2 Not Included

  • Meals (unless explicitly stated)

  • Travel insurance (mandatory—see Section 8)

  • Visa fees, vaccinations, or other governmental documentation

  • Personal expenses (laundry, tips, personal excursions)

  • Any additional experiences beyond the weekly group activity or what is stated in your Confirmation

  • Anything else not specifically listed as “Included”

4.3 Flexible, Unrushed Schedule

  • Beyond the weekly group excursion, most days are free for you to explore or relax. We do not refund any portion of included services if you choose not to use them.

5. Changes or Cancellations by DECADES

5.1 Minimum Group Size & Maximum

  • We typically run groups of 8–12. If we have fewer than 8 confirmed participants, we may cancel or postpone. In such cases, you’ll receive a full refund of amounts paid to us. You also accept at the time of submitting your application that we might go ahead with fewer than 8 people.

5.2 Minor vs. Significant Changes

  • A Minor Change might be a short flight time adjustment (<24 hours), alternative but comparable accommodation, or slight tweaks to your weekly activity. Minor Changes do not entitle you to refunds or compensation.

  • A Significant Change is an alteration to a central aspect of your trip (e.g., major date shift or a different primary destination). You may then:

    1. Accept the new arrangements,

    2. Switch to a different trip if available, or

    3. Cancel for a full refund of amounts paid.

5.3 Force Majeure

  • We may need to suspend, modify, or cancel the trip due to events beyond our control (e.g., natural disasters, political unrest, pandemics). We will offer alternative arrangements where possible, but no additional compensation is payable in these extreme situations.

5.4 Liability for Changes

  • If we must cancel or significantly alter the trip for reasons within our control, you may be entitled to certain refunds or partial compensation. However, we are not liable for costs not directly paid to us (e.g., personal gear, separate bookings).

6. Changes or Cancellations by You

6.1 Cancelling Your Place

  • If you choose to cancel, please notify us via email. We will acknowledge receipt, and that date becomes the effective cancellation date. For reasons not otherwise covered by insurance, our standard cancellation charges are:

    • ≥90 days before departure: Loss of deposit or 25% of the total trip cost (whichever is higher at time of cancellation)

    • 60–89 days before departure: 50% of the total trip cost

    • 0–59 days before departure: 100% of the total trip cost

6.2 Replacing Yourself

  • If you find someone who meets our criteria, we may allow a transfer of your spot. In that case for reasons not otherwise covered by insurance, our standard cancellation charges are:

    • We will refund any portion of the trip we can reassign to the new traveller, minus:

      1. An admin fee of 10% of the total trip cost, and

      2. Any direct costs (e.g., flight re-booking fees).

    • We reserve the right to decline a replacement if they fail to meet medical, visa, or other requirements for the trip.

6.3 Leaving Mid-Trip / Partial Participation

  • Continuous Participation: DECADES does not permit a “hop-on/hop-off” format. Participants are expected to join from the designated start date and remain through to the end if they wish to maintain group continuity.

  • If you depart early, skip activities, or attempt to rejoin after leaving, you will not be entitled to refunds or partial credits for any unused services.

7. Health, Mobility & Additional Forms

7.1 Inclusive Activity Expectations

  • DECADES is designed for travellers who can manage moderate physical activity—such as walking, climbing stairs, and tolerating varied climates. We are inclusive of anyone who can meet these essential requirements.

  • If you have particular accessibility needs, please let us know before booking so we can advise on suitability.

7.2 Medical Conditions & Doctor Approval

  • We strongly recommend obtaining medical approval from a GP if you have any pre-existing conditions or concerns. Should a condition arise after booking, our cancellation terms still apply.

  • Certain destinations may have limited medical infrastructure; we cannot guarantee access to specialised care.

7.3 Dietary Requirements & Special Requests

  • DECADES cannot guarantee all dietary needs (e.g., specific allergies, intolerances) can be accommodated, especially in remote regions. You must disclose any critical dietary requirements in advance and carry necessary medication (e.g., EpiPen).

  • We will do our best to communicate dietary needs to accommodation providers or local eateries but cannot be held liable if local options are limited.

7.4 Additional Documents

  • You may be required to submit extra information before departure (e.g., a GP’s letter, next-of-kin details, or proof of any background checks if relevant to local programmes). Failure to supply these within requested deadlines may result in cancellation under our usual terms.

8. Visas, Passports & Travel Insurance

8.1 Visas & Entry Requirements

  • All visa applications, fees, and paperwork are your responsibility, regardless of your nationality or departure country. We can offer general guidance but do not process visa applications on your behalf.

  • Some destinations allow visas on arrival; others require advance applications. No refunds will be given if a visa is denied or delayed, preventing your travel.

  • If local or national authorities require a specific type of visa for volunteering or extended stays, you must arrange this yourself.

8.2 Passports

  • Your passport must be valid for at least 6 months after your planned return date. You are solely responsible for compliance with passport rules.

8.3 Mandatory Travel Insurance

  • Comprehensive travel insurance is required from the moment your place is confirmed, covering medical expenses, repatriation, trip interruption, personal liability, and baggage.

  • You must supply your policy details (including 24-hour emergency contact) to us before or on arrival. We reserve the right to deny participation if you fail to provide proof of valid insurance.

8.4 No Liability for Visa or Insurance Gaps

  • DECADES TRAVEL LTD bears no liability for complications arising from insufficient or incorrect visa documentation, or if travellers fail to purchase adequate insurance.

9. Property & Personal Belongings

9.1 Damage to Property

  • Participants are responsible for any loss or damage they cause to DECADES accommodations (including shared villas) or to third-party property. You agree to reimburse us or the supplier directly for any damages, as reasonably assessed.

9.2 Personal Items

  • Travellers are solely responsible for their own belongings, including luggage, valuables, electronics, and personal items. DECADES cannot be held liable for theft, loss, or damage of such items.

10. Media & Marketing Consent

10.1 Photography & Filming

  • We (and/or our appointed guides) may photograph or film participants during Trips for promotional purposes. By joining, participants consent to DECADES using their image in future marketing materials.

  • If you do not wish to appear in such material, please inform us in writing prior to departure or let our on-call guide know at the start of the Trip. We will endeavour to respect your preferences.

11. Local Culture & Behaviour

11.1 Respectful Conduct

  • We promote a respectful environment. Disruptive or unlawful behaviour may lead to removal from the trip without refund. Additionally, travellers should follow local laws, customs, dress codes, and cultural norms—especially in sensitive or conservative areas.

11.2 Community & Volunteering

  • Any local volunteering or community work offered during your trip is optional and may be run by separate organisations with separate legal/permit requirements. DECADES TRAVEL LTD is not responsible for their processes or any acceptance decisions.

12. Itinerary & Activity Limitations

12.1 Optional/Adventure Activities

  • Some trips may include or offer optional outdoor or adventure activities (e.g., hikes, water sports). Participation is entirely at your own risk, and travellers must ensure their insurance covers such activities.

  • If a specific excursion requires higher fitness or skill levels, participants who do not meet these requirements should refrain from participating for their own safety.

12.2 No Guaranteed Outcomes

  • While we hope your travel fosters meaningful experiences and personal growth, DECADES does not guarantee any particular emotional or transformative outcome. Each individual’s experience will vary.

13. Price Changes & Promotions

13.1 Promotional Discounts

  • DECADES may occasionally offer promotions (e.g., early-bird discounts). Such discounts do not apply retroactively to existing bookings.

  • If we adjust prices or introduce special offers for future departures, travellers who booked at a different rate are not entitled to a refund of the difference.

13.2 Travel Advisories

  • We encourage UK-based travellers to consult the FCDO (Foreign, Commonwealth & Development Office) for travel advice, or the relevant authority in their home country. If a negative advisory is in effect and you choose to proceed, it is at your own risk.

14. Third-Party Services & Liability

14.1 Local Operators

  • We may use trusted local operators for ground transport, accommodation, or optional tours. While we strive to select high-quality partners, they are independent entities. DECADES TRAVEL LTD is not liable for their acts or omissions except as required by law.

14.2 Your Independent Arrangements

  • If you book additional flights, accommodations, or experiences on your own, we are not responsible for those arrangements (including schedule changes, date errors, or missed connections).

14.3 Insurance-Related Incidents

  • We will not be held liable for costs or incidents typically covered by a standard travel insurance policy (e.g., lost luggage, medical treatment, or trip cancellations due to personal reasons).

15. Complaints & Feedback

15.1 Immediate Resolution

  • If an issue arises, please inform our on-call coordinator promptly. We will do our best to resolve matters as they occur.

15.2 Formal Complaints

  • Should any concern remain unresolved, email hello@thisisdecades.com within 30 days of your return, detailing the problem. Your feedback helps us improve.

16. Final Points

16.1 Data & Privacy

  • We manage your personal data in accordance with our [Privacy Policy]. We only share necessary details with suppliers to deliver your trip.

16.2 Governing Law & Jurisdiction

  • These Terms & Conditions and any disputes related to them are governed by the laws of [England and Wales, or applicable UK jurisdiction], with exclusive jurisdiction in [the courts of England and Wales] unless consumer protection laws require otherwise.

16.3 Severability

  • Should any clause be deemed invalid or unenforceable, the remaining Terms continue in force.

16.4 Entire Agreement

  • These Terms & Conditions (and any references herein) constitute the entire agreement between you and DECADES TRAVEL LTD. No verbal or external statements modify these terms unless formally confirmed in writing by an authorised representative.

Any Questions?

Contact us at hello@thisisdecades.com or book a Discovery Call. We look forward to welcoming you on your DECADES journey—safe travels and grand adventures ahead!