Terms of Service

1. Agreement to Terms

These Terms of Service ("Terms") constitute a legally binding agreement between you ("Customer," "you," or "your") and Road Monument Tours, a Canadian corporation ("Company," "we," "us," or "our"), regarding your use of our website, services, and tour packages.

By booking a tour, using our website, or engaging our services, you acknowledge that you have read, understood, and agree to be bound by these Terms. If you do not agree to these Terms, please do not use our services.

2. Company Information

Road Monument Tours

1520 Granville Street, Suite 400
Vancouver, British Columbia V6Z 1M2
Canada

Phone: +1 (604) 555-0123
Email: [email protected]
Website: road-monument.com

3. Tour Bookings and Reservations

3.1 Booking Process

• All bookings must be made through our authorized booking channels
• A non-refundable deposit is required to secure your reservation
• Full payment is due 60 days before tour departure
• Bookings made within 60 days of departure require full payment at time of booking
• All prices are quoted in Canadian Dollars (CAD) unless otherwise specified

3.2 Confirmation

Your booking is confirmed only upon receipt of our written confirmation. We reserve the right to decline any booking at our discretion. Tour confirmations, itineraries, and travel documents will be provided via email or mail.

3.3 Pricing

• All tour prices are per person based on double occupancy unless otherwise stated
• Single supplement charges apply for solo travelers
• Prices are subject to change until booking is confirmed and deposit received
• Additional fees may apply for optional activities, meals, or services not included in the tour package

4. Payment Terms

4.1 Accepted Payment Methods

We accept the following payment methods:

• Major credit cards (Visa, MasterCard, American Express)
• Certified cheques or money orders
• Bank transfers
• Cash payments at our office (by appointment)

4.2 Payment Schedule

• Deposit: 25% of total tour cost due at booking
• Final Payment: Remaining balance due 60 days before departure
• Late Payment: Bookings with outstanding balances 30 days before departure may be cancelled

4.3 Currency and Taxes

• All prices are in Canadian Dollars unless otherwise specified
• Applicable taxes (GST/HST/PST) will be added to tour prices
• Currency fluctuations may affect final pricing for international components

5. Cancellation and Refund Policy

5.1 Customer Cancellations

Cancellation fees apply as follows from the departure date:

• 91+ days: Deposit forfeit, remaining balance refunded
• 61-90 days: 50% of total tour cost forfeit
• 31-60 days: 75% of total tour cost forfeit
• 0-30 days: 100% of total tour cost forfeit (no refund)

5.2 Company Cancellations

We reserve the right to cancel tours due to:

• Insufficient enrollment (minimum group sizes apply)
• Weather conditions or natural disasters
• Government restrictions or travel advisories
• Safety concerns or force majeure events

In case of company cancellation, customers receive full refund or credit toward future tours.

5.3 Refund Processing

• Refunds will be processed to the original payment method
• Processing time: 10-15 business days for credit cards, 15-30 days for cheques
• Administrative fees may apply for refund processing

6. Travel Insurance

We strongly recommend that all travelers purchase comprehensive travel insurance covering:

• Trip cancellation and interruption
• Emergency medical expenses
• Baggage loss or delay
• Emergency evacuation
• Travel delays

Travel insurance must be purchased within 14 days of initial booking to cover pre-existing medical conditions. We can provide insurance recommendations but are not responsible for coverage gaps or claim denials.

7. Travel Documents and Requirements

7.1 Required Documentation

Travelers are responsible for ensuring they have valid:

• Government-issued photo identification
• Passports (for international tours or border crossings)
• Visas or travel permits as required
• Medical certificates if required
• Vaccination records as required by destinations

7.2 Document Verification

We reserve the right to request document verification before tour departure. Failure to provide required documentation may result in denial of tour participation without refund.

8. Health and Safety Requirements

8.1 Health Disclosures

Customers must disclose:

• Medical conditions that may affect tour participation
• Mobility limitations or special assistance needs
• Dietary restrictions or food allergies
• Prescription medications requiring special handling

8.2 Physical Requirements

Our tours involve varying levels of physical activity. Customers should:

• Review tour difficulty ratings and requirements
• Assess their fitness level honestly
• Consult healthcare providers if uncertain about participation
• Inform us of any limitations that may affect tour enjoyment

8.3 Safety Compliance

All participants must:

• Follow guide instructions and safety protocols
• Remain with the group during scheduled activities
• Report safety concerns immediately
• Comply with local laws and regulations

9. Conduct and Behavior

9.1 Expected Behavior

Participants are expected to:

• Treat fellow travelers, guides, and service providers with respect
• Arrive punctually for all scheduled activities
• Follow local customs and cultural sensitivities
• Maintain appropriate behavior at all times

9.2 Prohibited Conduct

The following behaviors may result in removal from tour without refund:

• Harassment, discrimination, or inappropriate behavior toward others
• Excessive alcohol consumption or illegal drug use
• Disruptive or dangerous behavior
• Failure to follow guide instructions or safety protocols
• Illegal activities or violation of local laws

10. Itinerary and Service Changes

10.1 Right to Modify

We reserve the right to modify tour itineraries due to:

• Weather conditions or natural disasters
• Transportation delays or cancellations
• Accommodation unavailability
• Government restrictions or safety concerns
• Operational requirements

10.2 Alternative Arrangements

When modifications are necessary, we will:

• Provide comparable alternative services when possible
• Notify customers of changes as soon as practicable
• Offer refunds for significantly reduced services
• Make reasonable efforts to minimize disruption

11. Liability and Risk

11.1 Assumption of Risk

Travel involves inherent risks including but not limited to:

• Transportation accidents or delays
• Weather-related disruptions
• Personal injury or illness
• Loss or theft of personal property
• Political instability or civil unrest

By participating in our tours, you acknowledge and assume these risks.

11.2 Limitation of Liability

Our liability is limited to the total amount paid for your tour package. We are not liable for:

• Acts of God, natural disasters, or weather conditions
• Third-party service provider failures
• Government actions or travel restrictions
• Personal injuries not caused by our negligence
• Loss or damage to personal property
• Consequential, indirect, or punitive damages

11.3 Third-Party Services

We act as intermediary for third-party service providers (hotels, restaurants, transportation). We are not liable for their acts, omissions, or failures to provide services.

12. Force Majeure

We are not liable for failure to perform our obligations due to force majeure events including:

• Natural disasters (earthquakes, floods, hurricanes)
• Government actions or travel restrictions
• War, terrorism, or civil unrest
• Pandemic or public health emergencies
• Labor strikes or disputes
• Transportation system failures

In such cases, we will work to provide reasonable alternatives or credits for future travel.

13. Privacy and Data Protection

Your privacy is important to us. Please review our Privacy Policy for information about:

• How we collect and use your personal information
• Data sharing with service providers
• Your rights regarding personal data
• Security measures to protect your information

By using our services, you consent to our privacy practices as described in our Privacy Policy.

14. Intellectual Property

14.1 Company Property

All website content, trademarks, logos, and materials are owned by Road Monument Tours and protected by intellectual property laws. You may not:

• Reproduce or distribute our content without permission
• Use our trademarks or logos without authorization
• Modify or create derivative works from our materials

14.2 User Content

By submitting content (reviews, photos, testimonials), you grant us royalty-free license to use such content for marketing and promotional purposes.

15. Dispute Resolution

15.1 Governing Law

These Terms are governed by the laws of British Columbia, Canada, and federal laws of Canada applicable therein.

15.2 Dispute Resolution Process

Disputes will be resolved through the following process:

1. Direct Communication: Contact our customer service team to resolve issues
2. Mediation: If direct resolution fails, disputes may be submitted to mediation
3. Jurisdiction: Legal proceedings must be brought in British Columbia courts

15.3 Time Limitations

Claims must be filed within one (1) year of the tour completion date or the issue becoming known to the customer.

16. Photography and Media

During tours, we may take photographs or videos for promotional purposes. By participating, you consent to:

• Being photographed or recorded during tour activities
• Use of your likeness in our marketing materials
• Publication of images on our website and social media

If you prefer not to be photographed, please inform your tour guide.

17. Communication and Notices

17.1 Contact Methods

Official communications will be sent via:

• Email to the address provided at booking
• Regular mail to your registered address
• Phone calls to provided contact numbers
• Website announcements for general information

17.2 Customer Responsibility

Customers must:

• Provide accurate contact information
• Update contact details if they change
• Check email regularly for tour communications
• Respond promptly to requests for information

18. Special Needs and Accessibility

We strive to accommodate travelers with special needs:

• Inform us of accessibility requirements at booking
• We will make reasonable efforts to provide accommodations
• Some tour activities may not be suitable for all mobility levels
• Additional costs for special accommodations may apply
• Service animals are welcome with proper documentation

19. Group Bookings and Travel Agents

19.1 Group Rates

Special rates and terms may apply to group bookings (10+ participants):

• Group rates are available upon request
• Different payment and cancellation terms may apply
• Group leaders may receive complimentary spots

19.2 Travel Agents

Bookings made through travel agents are subject to:

• Agent commission structures
• Specific booking and payment procedures
• Direct communication between agent and customer for changes

20. Environmental Responsibility

We are committed to sustainable tourism practices:

• Supporting local communities and businesses
• Minimizing environmental impact
• Educating travelers about conservation
• Following Leave No Trace principles

We expect our customers to support these efforts by respecting natural environments and local cultures.

21. Changes to Terms

We reserve the right to modify these Terms at any time. Changes will be:

• Posted on our website with updated effective date
• Communicated to customers with existing bookings
• Applied to new bookings immediately upon posting
• Applied to existing bookings for tours departing after 30 days notice

22. Severability

If any provision of these Terms is found to be unenforceable, the remaining provisions will continue in full force and effect. The unenforceable provision will be modified to the minimum extent necessary to make it enforceable.

23. Contact Information

For questions about these Terms or our services, contact us: