BOOKING TERMS AND CONDITIONS OF MAITLAND TRAVEL LIMITED
The following terms and conditions form the basis of your relationship with Maitland Travel Limited of 7 Willow View, Charlton Down, Dorchester, Dorset, DT2 9FQ, registered in England and Wales (11129270). References to “you” and “your” mean all or any persons named on the Booking, including anyone who is added or substituted. “We”, “us” and “our” means Maitland Travel Limited. “Booking” means any product sold to you by us.
Your Contract
These terms and conditions govern the contract between you and us to the exclusion of all other terms and conditions except for those implied by law. After your Booking has been confirmed, no variation to these terms and conditions shall be valid unless in writing and signed by you and a director of Maitland Travel Limited. No contract shall arise between you and us until we have received the minimum payment deposit for your Booking, and we have sent to you written confirmation (this may be in the form of an email) of our acceptance of your Booking. We act only as an agent. When you make a Booking, your contract (or contracts) will always be with the supplier(s) of the travel services you have booked. Our obligations to you may vary depending upon which arrangements you book with us. When making your Booking we will arrange for you to enter into contracts with the relevant suppliers (tour operator, airline or other supplier). For most bookings we act as agent for the supplier and details will be provided upon request. The supplier’s booking conditions will apply to your Booking and we advise you to read these carefully as they contain important information about your Booking. They may limit or exclude the supplier’s liability to you. As an agent we accept no responsibility for the acts or omissions of the supplier or for the services provided by the supplier. When booking flights as part of your Booking, we will act as your agent. In relation to such flight bookings, you appoint us to source those flights on your behalf and you are our principal. We will arrange for you to enter into a contract directly with the airline concerned. Your payment obligations will be as agreed between you and us. In all other respects, you will be subject to the airline’s terms and conditions which you must refer to on the relevant airline’s website. You are advised to read these carefully prior to requesting us to book your flight. By making a Booking for which we are acting as your agent, you specifically agree to the terms of this clause. We accept no liability in relation to any contract you enter into with the airline, or their acts or omissions, or for the flight service itself.
Lead Passenger
The lead passenger name on any Booking with us accepts the full responsibility of collecting the full balance payable for the Booking and indemnifies Maitland Travel Limited against any loss from any individual failing to pay within your Booking group. The lead passenger name is responsible for the completion of the passenger list on behalf of all persons on the Booking form and for ensuring that all persons are aware they are bound by our terms and conditions. The lead passenger name is responsible for ensuring all persons on the Booking have completed any necessary visa and Coronavirus related documents required for their destination countries. It is understood that those who book via email or telephone agree to and accept our terms and conditions, which are available on our website and in our marketing literature.
Price Revision
We make every reasonable effort to ensure that the most up to date and correct prices are shown on our website and in our marketing literature. We reserve the right to raise or lower prices at any time. Occasionally, an incorrect price may be shown, due to an error. When we become aware of any such error, we will endeavour to notify you at the time of booking (if we are aware of the error at that time) or as soon as reasonably practicable. The Booking price is based on transport and fuel costs, taxes, and currency exchange rates at the time of advertising and is therefore subject to adjustment, owing to changes in these fares and rates. No price increase will be made less than 60 days before the departure date. We reserve the right to cancel the Booking if you do not wish to accept the price increase.
Payments and Deposits
A minimum deposit is payable at the time of Booking. Payments can be made with a valid credit card or debit card or via bank transfer. Upon receipt of payment, we will make every reasonable effort to place the Booking for you at the same price, although this cannot be guaranteed. The full balance for any Booking must be paid by the date communicated at the time your Booking is confirmed. If the full balance has not been received by the due date, we reserve the right to cancel the Booking and levy the appropriate cancellation charges. We will not remind you that your balance is due.
Credit and Debit Card Payments
If you do not supply the correct credit or debit card billing address and/or cardholder information, confirmation of your Booking may be delayed and may result in a price increase. We reserve the right to cancel your Booking if your payment is declined or if you have supplied incorrect credit or debit card information. We also reserve the right to do random checks, including the electoral roll, to minimise credit card fraud. As a result of this, before confirming a Booking we may require you to provide us a copy of your proof of address, a copy of your credit card with a recent statement and a copy of your personal identification. All payments conform to PCI DSS industry data security standards.
Force Majeure
A Force Majeure Event is defined as any circumstances which are unusual and/or unforeseeable, are beyond our control and the consequence of which could not have been avoided even if all due diligence had been exercised. Force Majeure Events include but not limited to, epidemic and/or pandemic; civil or political unrest; closure of airports or ports; drought; fire; flood; government action; hostilities; industrial dispute; issues caused by or related to the United Kingdom leaving the European Union; natural or other disaster; nuclear incident; re-scheduling or cancellation of flights; rioting; technical problems with transportation; terrorist activity; war or threat of war; weather conditions and all similar events beyond our control. Due to the unpredictability of Force Majeure Events, we shall not be liable for any changes, which in our opinion are necessary to protect your safety. In this event, we will make every reasonable effort to offer you suitable alternative arrangements, but we will not pay you compensation.
Coronavirus
We acknowledge the ongoing Coronavirus pandemic and accept our obligations to comply with any official guidance from governments or local authorities, both at home and in destination countries. We will accept no liability for any refunds, compensation, costs, expenses, or other losses of any kind incurred by you (including, where applicable, the cost of medical treatment), in the following circumstances:
– If you, or anyone in your Booking, test positive for Coronavirus and must quarantine for a period or are notified or otherwise become aware that you have, or suspect you may have, come into close contact with someone who has tested positive for Coronavirus (or where they otherwise suspect they may have Coronavirus) and have to self-isolate for a period of time. If this happens within 14 days of your departure date, you must contact us as you may no longer be able to travel. Where necessary, we reserve the right to cancel your holiday, in which case we reserve the right to impose our standard cancellation charges as at the date of cancellation by you. You may be able to claim these costs back from your travel insurance. If this happens whilst you are abroad, please notify us without delay and we will make every reasonable effort to provide our best assistance in the circumstances. However, we will not be responsible for covering the cost of any curtailment of your holiday, missed transport arrangements, additional accommodation required, or other associated costs incurred by you. You must ensure you have adequate travel insurance which covers these costs.
– If you fail any tests, checks or other measures imposed by a supplier, airline, port or airport, border control authority or other government body or local authority or fail to submit for testing or assessment when requested to do so, and as such you are denied entry to board the flight, entry to the destination, access to the services or you are otherwise unable to proceed with your travel.
You acknowledge that the suppliers providing your holiday, including airlines, hotels, and excursion providers, will need to comply with national and/or local guidance and requirements relating to Coronavirus, and have implemented certain measures as a result. This will likely include specific requirements regarding personal protective equipment, such as the use of face coverings, social distancing, maximum number restrictions on the use of certain facilities, designated alternative entrance and exit routes, mandatory hand sanitisation, limited entertainment options and limited food/drink availability.
Changes by You
If, after your Booking confirmation has been issued, you wish to make any changes to your Booking in any way, we will make every reasonable effort to make these changes, but it may not always be possible. A valid request for changes can only be made with written notification from the person changing their arrangements or by the lead passenger. You will be required to pay an administration charge of £50 per person (any further cost we incur in making the alteration).
Minor changes by Us at any time
Minor changes include but are not limited to, changes to aircraft type; airline departure airport (if designated to the same city or within 200 miles thereof); arrival airport; scheduled departure and/or return times of less than 12 hours or a change of accommodation, which is of equivalent standard and value. We also reserve the right to amend your mode of ground transport, whenever necessary for operational reasons. In such cases it is not possible to transfer or cancel your holiday without incurring the standard cancellation charges.
Major changes by Us prior to final payment date
If it becomes necessary to make any material alterations to any part of your Booking, we shall make every reasonable effort to inform you of these a minimum of 14 days before departure. If you agree to the proposed alterations, you may be required to pay any additional cost. If we are unable to reach an agreement and you are unwilling to accept the changes, you may cancel, and we will refund you the cost of the Booking. The refund will be processed within 14 days of you communicating your desire to cancel.
Major changes by Us after final payment date
If it becomes necessary to make any major alterations to any part of your Booking, we shall make every effort to inform you as soon as reasonably practicable. If you agree to the proposed alterations, you may be required to pay any additional cost. If we are unable to reach an agreement and you are unwilling to accept the changes, you may cancel, and we will refund you the cost of the Booking. The refund will be processed within 14 days of you communicating your desire to cancel. In this circumstance, reasonable compensation may be offered to you. Such compensation shall be in accordance with rising scale of payments geared to the length of time prior to departure at which the major alteration is made.
Cancellation by You
You, or any persons in your Booking group, may cancel your travel arrangements at any time. A valid cancellation can only be made with written notification from the person cancelling their arrangements or the lead passenger name. The effective date for cancellation is the date that we receive your written notification. Since we incur costs in cancelling your travel arrangements, you will be subject to following charges:
– 60 days and over, prior to departure date (loss of deposit)
– 59 days and under, prior to departure date (loss of all payment)
These charges may only apply to some advertised speedway and track racing holidays. Any additional or other products purchased from us will be subject to different cancellation terms, detailed on your Booking confirmation. Any products quoted as non-refundable or not quoted as refundable, will be deemed fully non-refundable and will not qualify for a refund. If you are required to cancel due to a positive Coronavirus test, please see conditions under ‘Coronavirus’.
Cancellation by Us
We may cancel your Booking or any part of it for reasons including but not limited, to safety; if we or our supplier(s) regard adverse weather conditions or other safety concerns as unacceptable and which cannot be overcome; if we reasonably believe that you may cause harm or damage to our reputation or to the reputation of our suppliers or to property belonging to our suppliers; if our supplier(s) are unable to host for any reason; if group numbers do not reach a minimum of ten passengers on our speedway and track racing holidays. If we cancel your entire Booking, we shall make every reasonable effort to arrange a similar option on a mutually convenient date or provide a refund to you of the cost of the Booking. Except as above we shall be under no further liability to you for cancellation of the Booking or any part of it. Surcharges may be applicable where a group requires a minimum number of participants to proceed, and the group does not meet this minimum number. This could lead to the cancellation of the holiday, of which we are not held responsible. Alternatives may be offered of an equal or greater value. If this value is greater, then you must pay us the difference in price.
Flight Cancellation and Delays
You have rights in some circumstances to refunds and/or compensation from the airline in cases of denied boarding, cancellation, or delay to flights. Full details of these rights are available from the airlines. Reimbursement in such cases is the responsibility of the airline and will not automatically entitle you to a refund from us. If you are delayed for a reason other than a Force Majeure Event and in respect of the flights, it is the responsibility/discretion of the airline to provide suitable refreshments and accommodation, deemed reasonable for the period of delay. You may be subject to different rules and regulations dependent on the airline and the departure and arrival airports.
Your Responsibilities
You shall always behave in a safe, responsible and courteous manner; comply with all instructions, regulations and codes of practice issued by us or our suppliers; comply with all age restrictions; comply with all arrival times; dress appropriately always and shall not distress, damage or endanger any fellow passenger, employee of ours or any third party or property. We will terminate the holiday, or any part of it, of any person who breaches these obligations. In those circumstances you shall not be entitled to any refund. If you are prevented from travelling because in our opinion, the opinion of any fellow passenger or that of any third party, you appear unfit to travel for any matter, your holiday will immediately cease, and we shall be under no obligation to pay any refund, compensation, or costs to you. We have no control over the behaviour of other persons and are therefore not responsible for any damage caused by them on you or to your property. Under no circumstances are you entitled to share, or sub-let your accommodation, with anyone other than persons shown on your Booking.
Travel Documents
It is your responsibility to ensure that you are always in possession of all necessary travel and health documents. A full and valid passport is required for all travel, outside of the UK, including for children. Most countries require your passport to be valid for a minimum of 6 or 12 months beyond the date of your return to the UK. It is your responsibility to check with the relevant embassy or consulate for visa and entry requirements, prior to booking. Requirements may change, and you must check the up-to-date position, in good time before departure. If you or any member of your Booking group is not a British Citizen or holds a non-British passport, it is your responsibility to check passport and visa requirements with the relevant embassy or consulate, prior to booking with us. Many countries now require you to complete a passenger locator form, detailing your recent Coronavirus and travel history. These are mandatory for countries requiring them and we cannot be held liable if you are denied entry having not completed them correctly. Some information can be found on the UK Foreign and Commonwealth Office website. All passenger names submitted to us and on any other required document must be exactly as printed in your passport.
Travel and Medical Insurance
All persons travelling must have adequate travel insurance, covering them for their entire duration abroad. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your needs. Proof of policies may be asked for at any time and should always be with you when travelling. Some countries require that foreign visitors have medical insurance on entry. We cannot be held responsible if you are unable to provide the necessary details to the authorities and are therefore denied entry. Vaccinations may be required for some destinations. We advise that you consult with your GP as to whether you require any vaccinations. Some information can be found on the NHS website.
Vaccination Requirements
Vaccinations may be required for some destinations. We advise that you consult with your GP as to whether you require any vaccinations. Many countries now require you to be fully vaccinated against Coronavirus and may deny entry at the border and/or many public venues to those who are not. It is solely your responsibility to check the local regulations and vaccination requirements of any country or venue that you visit during your holiday. Some information on vaccination requirements can be found via the UK Foreign and Commonwealth Office website. The name on your UK NHS vaccine pass must be exactly as printed in your passport.
Should I check my passport validity?
Passports issued after 2018 are valid for 10 years. If your passport was issued before 2018, it might be valid for up to 10 years & 9 months. You may have a passport that hasn’t officially expired and is valid for travel worldwide but not to the EU, where passports must be less than 10 years old. To travel to the EU & Schengen, your passport must be: issued less than 10 years before your departure and valid for at least 3 months after your return date.
Our Liability
We will take reasonable care and skill in arranging your holiday and comply with all applicable laws in relation to it. If the contract, we have with you is not performed or is improperly performed by us or our suppliers you may be due the appropriate compensation. However, we will not be liable where any failure in the performance of the contract is due to you; or a third party unconnected with the provision of the services and where the failure is unforeseeable or unavoidable; unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; an event which we or our suppliers, even with all due care, could not foresee or forestall. We accept responsibility if our employees cause you loss or damage due to fraudulent or dishonest acts whilst employed by us.
Travel Liability
Our liability will be limited in accordance with the contract terms of the companies that provide the transportation for your travel arrangements. These terms are incorporated into this contract; and with any relevant international conventions, limit the amount of compensation that you can claim for death, injury, delay to passengers and loss, damage and delay to luggage.
Accommodation Liability
We have a duty to select accommodation providers using reasonable care and skill. We have no liability to you for the actual provision of the accommodation, except in cases where it is proved that we have breached that duty and damage to you has been caused. Therefore, providing we have selected the accommodation provider with reasonable care and skill, we will have no liability to you for anything that happens at the accommodation or any acts or omissions of the provider or others. We also have no liability where the accommodation cannot be provided as booked, due to circumstances beyond our control; where you incur any loss or damage that could not have been foreseen at the time of your Booking, based on the information provided by you; where you incur any loss or damage that relates to any business activity; where any loss or damage relates to any services which do not form part of our contract with you.
Limitation of Liability
Nothing within these terms and conditions shall limit or exclude Maitland Travel Limited’s liability for, death or personal injury cause by our negligence, or the negligence of our employees, agents or subcontractors, fraud or fraudulent misrepresentation. Our total liability to you, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, arising under or in connection with the contract between us shall be limited to a maximum of two times the cost of your travel arrangements paid to us. We will not be liable to you, whether in contract, tort (including negligence) for breach of statutory duty, or otherwise, arising or in connection with the contract between us for, loss of profits; loss of sales or business; loss of agreements or contracts; loss of anticipated savings; loss of damage or goodwill; any indirect or consequential loss. We cannot accept responsibility for any services which do not form part of our contract. This includes, for example, any additional services which any supplier agrees to provide or arrange for you where we have not agreed to provide or arrange these services as part of our contract. Such additional services will include any activities which do not form part of your contracted trip arrangements which a supplier agrees to provide or arrange for you while you are away. This clause shall survive termination of the contract between us.
Personal Injury or Death
If you or any persons in your Booking group suffer illness, personal injury or death, during your time away, through a cause unconnected with any negligent act or omission of our employees, agents or sub-contractors or suppliers, we will offer as much assistance as reasonably practicable but will not be liable. Excursions or services that you book separately are not part of your holiday through us and therefore are not covered. Therefore, unless you suffer personal injury or death caused by our negligence, we do not accept any liability for any loss or damage you may suffer.
Complaints Procedure
If you have a problem whilst you are away, you must contact the appropriate person(s), such as the hotel manager. Unless there is a valid reason why you did not report your problem to the appropriate person(s), we will not consider ourselves liable for those complaints. If the appropriate person(s) were unable to resolve matters to your satisfaction, you must write to us within 28 days of the end of your holiday. No complaint will be accepted outside of this time frame thus deeming you fully satisfied with all aspects of the holiday and the services provided to you. We will acknowledge any correspondence within 14 days and will reply in full within 28 days, from the date of acknowledgment. We will make every reasonable effort to find what we deem as an acceptable solution to resolve the issue as soon as reasonably practicable. The final day for dealing in full of the correspondence shall be 56 days, from your initial complaint. In the event of a breakdown of communication or a serious disagreement between you and us, the Travel Trust Association can act as an independent intermediary. All complaints are dealt with in writing. Should you feel the need to make a complaint about us, please detail the matter in writing and post it to the Travel Trust Association. Please enclose copies of any previous correspondence that you may have had with us and any paperwork that is relevant. Upon receipt, the Travel Trust Association will act as an independent intermediary in your grievance with us and shall liaise between both parties. Should the response you receive continue to be unsatisfactory, an arbitration service can be offered. This service is administered and managed independently from us and the Travel Trust Association.
Accommodation
Details of your accommodation are available on our website and in our marketing literature. Accommodation descriptions are based on information available from the supplier, at the time of print. Changes may occur that are beyond our control. The use of facilities is subject to availability. Meals, including breakfast, are not included unless otherwise stated. A twin room generally means two beds, but some hotels may offer one bed and a sofa-bed or rollaway bed. A triple room can mean three single beds or one double bed and a sofa-bed or rollaway bed. We cannot guarantee configurations in advance. Please note that check-in and check-out times can vary.
Baggage Allowance
Some airlines include cabin baggage for economy short haul flights, but sizes and restrictions can vary. Hold baggage can be purchased but is subject to price and availability. Restrictions on items allowed to be carried on board vary dependant on the airline. Baggage restrictions for long haul and flights outside of the EU can vary to economy short haul.
Flights
Airlines may alter flight times and schedules at any point, and this may affect the scheduling of your trip. Seating arrangements on the aircraft are the sole responsibility of the airline. For safety and other reasons, the airline may change your seating arrangements and therefore we cannot guarantee your choice of seats.
Holiday Dates and Itinerary
All holiday dates can be found on our website and in our marketing literature and are correct at the time of print. The itineraries detail the duration of the holiday and departure and arrival dates.
Price Inclusions
The holiday price inclusions are detailed on our website and in our marketing literature. Any items not referred to as included must be incurred by you, unless otherwise stated. These include but not limited to, travel to and from your departure airport; air-related taxes and fees (except where specified); additional fees charged by airlines such as checked and/or excess baggage; airline seat selections and any other services, passport, and visa fees; insurances of all kinds; tips and gratuities; laundry, phone calls and messages; food and beverages; optional experiences and all items of a personal nature. Additional taxes and surcharges may be collected by foreign governmental and non-governmental entities. The price does not cover costs and expenses if you leave the holiday early due to reasons including but not limited to, leaving through your own choice; our decision based on disruptive behaviour; illness; action by government or other reason.
Special Assistance
We will make every reasonable effort to accommodate any special requirements you may have but we cannot always guarantee they will be met unless they have been formally agreed with us in advance. Anyone requiring special assistance must be accompanied by someone who is capable and responsible for providing the necessary assistance.
Stadium Tickets
We cannot guarantee seated tickets purchased through us will be allocated together but we will make every reasonable effort to do so. Any tickets are fully non-refundable once purchased. On escorted holidays, tickets will be distributed by us at your destination. On non-escorted holidays, tickets will be sent to you, prior to travel. Headline speedway or track racing events listed are based on official fixture calendars. Should any of these events be abandoned, you may receive a partial refund for any tickets purchased. If any of these events are rearranged within the dates of an escorted speedway or track racing holiday, we will make every reasonable effort to attend the new date. Additional transport costs may be applicable. The rescheduled event will take precedence over any other excursions.
Transport
We use a variety of different transport such as coaches, trains, buses, or boats for our speedway and track racing holidays. Where possible, we will endeavour to minimise long journeys and provide rest stops. Any flights, rail journeys or sea journeys will be subject to their standard conditions of carriage.
Travel Directors
Where stated, speedway and track racing holidays will be escorted by our travel directors, subject to a minimum number of ten passengers. Our travel directors have been chosen with travel experience, people skills and speedway and track racing knowledge in mind. Where necessary, escort will be provided between your destination airport and accommodation on arrival and departure. Additional transfers will be offered to and from the headline speedway or track racing event, when necessary.
Financial Protection
Maitland Travel Limited is a member of the Travel Trust Association and are authorised to provide financial security for flight inclusive bookings under our ATOL licence. When you buy a flight inclusive product from us you will receive an ATOL Certificate. This lists what is financially protected, where you can get information on what this means for you and who to contact if things go wrong. For further information, visit the ATOL website. The price of our flight inclusive bookings may be subject to a £2.50 fee per passenger (two years of age or more, on any date of travel) as part of the ATOL Protection Contribution that we pay to the Civil Aviation Authority. This charge is not included in our advertised prices. Not all holiday or travel services offered and sold by us will be protected by the ATOL Scheme. ATOL protection extends primarily to customers who book and pay in the United Kingdom. We, or the suppliers identified on your ATOL Certificate, will provide you with the services listed on the ATOL Certificate (or a suitable alternative). In some cases, where neither we nor the supplier can do so for reasons of insolvency, an alternative ATOL holder may provide you with the services you have bought, at no extra cost to you. You agree to accept that in those circumstances the alternative ATOL holder will perform those obligations and you agree to pay any money outstanding by you, under your contract to that alternative ATOL holder. However, you also agree that in some cases it will not be possible to appoint an alternative ATOL holder, in which case you will be entitled to make a claim under the ATOL Scheme or your credit card issuer where applicable. If we, or the suppliers identified on your ATOL certificate, are unable to provide the services listed (or a suitable alternative, through an alternative ATOL holder or otherwise) for reasons of insolvency, the Trustees of the Air Travel Trust may make a payment to (or confer a benefit on) you under the ATOL scheme. You agree that in return for such a payment or benefit you assign absolutely to those Trustees any claims which you have or may have arising out of or relating to the non-provision of the services, including any claim against us or your credit card issuer. You also agree that any such claims may be re-assigned to another body, if that other body has paid sums you have claimed under the ATOL scheme.
Literature Conditions
All the photographs and illustrations we use on our website and in our marketing literature (including quotations) are for marketing purposes and may not entirely represent the actual products received. The contents we publish on our website and in our literature are intended solely for your personal non-commercial use. All materials published, including but not limited to, articles; features; photographs; images; illustrations; audio clips and video clips, are known as the content and are protected by copyright, trademarks or other intellectual property rights and are owned or controlled by us or the provider credited with the content. You shall abide by all additional copyright notices, information or restrictions contained in any content accessed through us on our website and in our marketing literature. We make every reasonable effort to ensure the accuracy of information on our website and in our literature, but errors can occasionally occur. You must therefore ensure you check all details with us at the time of Booking.
Data Protection and Privacy
To process your Booking and meet your requirements, we may obtain and pass your personal details to the relevant suppliers of your travel arrangements. We will only use your personal information as set out in our privacy policy, which can be found on our website.
Changes to Terms and Conditions
We may be required to make changes to these terms and conditions. Any changes can only be made by us and not any third-party member. We reserve the right to amend these terms and conditions without prior notification. When it is necessary for changes to be made, an updated copy of the terms and conditions will be immediately available on our website and in future marketing literature. All future Bookings will abide by the amended terms.
Updated October 2025