Terms and Conditions

Please note that by paying your confirmation deposit you are agreeing to our terms & conditions below:

1. PRICING

All pricing is quoted in New Zealand dollars (NZD) and includes Good & Services Tax (GST).

All prices are quoted based on twin share accommodation. Single supplement prices are available on request.

2. DEPOSITS

If your booking is made more than 30 days prior to your departure date a 10% deposit is required to secure booking within 7 days of either written or verbal confirmation of the booking.
Deposits are non-refundable, but may be held as a credit towards a future booking within 12 months, at LTC’s discretion (see Cancellation Policy).
If we do not receive the deposit within the timeframe, LTC will make reasonable attempts to contact you. If contact cannot be made, we reserve the right to cancel your booking.
The balance of your booking is due prior to 30 days before your departure date.
Bookings made within 30 days of departure must be paid in full within 5 working days of confirmation.
Payments by NZ direct deposit attract no fees. Payments by credit card incur a 3.4% service charge. Payments by International Money Transfer (IMT) incur fees at both ends which must be covered by the client.

3. PAYMENTS IN FULL

Payment in full is required a minimum of 30 days prior to departure.
LTC reserves the right to cancel your booking without notice if payment is not received by the due date. Non-payment of the balance results in forfeit of your deposit.
LTC may pass on cancellation fees from third-party providers whose terms extend beyond our own.
If you are booking within 30 days of departure, you are still bound by our standard cancellation and amendment terms.

4. VARIATIONS

Variations to itineraries are free of charge until the time your deposit is paid. Making payment indicates you understand and accept your confirmed itinerary.
After payment, requested variations (e.g., date changes, accommodation changes, transport changes, luggage changes) may incur an administration fee.
Within 30 days of departure, any major changes (dates, accommodation, reduced numbers) will be treated as a cancellation and subject to the Cancellation Policy.
LTC reserves the right to amend facilities, services, or prices due to safety or unforeseen circumstances. You will be notified immediately and refunded for any overpayments.

5. CANCELLATION (or partial cancellation)

All cancellations must be made in writing.

More than 30 days prior to departure: LTC retains your 10% deposit, which may be credited towards a future booking within 12 months (subject to third-party provider refunds).
29–15 days prior to departure: 100% of your booking is retained, though LTC will attempt to credit a portion towards a future booking within 12 months, depending on provider refunds.
Within 14 days of departure: No refund.
After commencement: No refund for cancellations or unused services.
Bereavement or health cancellations: Assessed case by case.
Government-imposed travel bans: 100% credit will be held for future use.
If LTC cancels your booking for reasons other than government restrictions or force majeure, you will receive a full refund.

Insurance

We strongly recommend that you purchase comprehensive travel insurance at the time of booking.

6. GOVERNMENT RESTRICTIONS

All LTC trips are subject to New Zealand Government restrictions and guidelines.
LTC reserves the right to modify, reschedule, or cancel tours with little or no notice if required by law.
If restrictions directly impact your trip, LTC will hold 100% credit for future use.

7. HEALTH, FITNESS & SAFETY

By booking, you warrant that you are physically fit and able to participate in the activities.
You must disclose any medical conditions that may affect your participation (e.g., asthma, pregnancy, chronic conditions) at the time of booking so contingency plans can be discussed.
Cycling and associated activities involve inherent risks including illness, navigational difficulties, weather, rough terrain, and collisions, which may occur in remote areas.
Clients accept all responsibility for their own safety.
LTC reserves the right to withdraw any person deemed to be a danger to themselves or others.

8. CLIENT LIABILITY

Clients must behave responsibly, comply with local laws, and follow the guidance of LTC staff and third party providers.
To the extent permitted by law, clients release and indemnify LTC, its staff, contractors, and partners from liability for death, injury, property loss, theft, or other claims (including negligence) arising from participation in booked activities.
LTC is not liable for acts or omissions of third-party providers (accommodation, transfers, experiences).
Clients must provide their own travel insurance to cover unforeseen circumstances.

9. BIKE HIRE

Helmets are compulsory under New Zealand law and must be worn at all times.

Clients are responsible for any damage to hired bikes beyond normal wear and tear. Costs for repair or replacement of damaged parts will be passed on at wholesale cost plus labour.

Examples of chargeable damage include:

Buckled wheels due to impact, being jumped on or driven over, or placed in a bike rack and allowed to fall over.
Flat spots on tyres due to repeated skidding
Broken, damaged or missing cycle computers
Broken, damaged or missing bicycle lights
Missing puncture repair kits or the components from a puncture repair kit
Missing or damaged helmets. Should you experience a serious fall with a head impact, we will need to replace the helmet at your cost.
Broken pannier racks due to impact or overloading or doubling a person.
Broken derailleurs, brake levers, shifters, bent crank arms, and ripped saddles due to impact or operator error.
Mishandled e-bike batteries.

LTC will make every effort to provide the requested bike type. If unavailable due to damage, delays, or supplier error, LTC will provide a suitable alternative and, where possible, upgrade to the requested type as soon as practicable.

As we continuously update our bike fleet, the exact bike model may vary from the exact model you requested. We will still provide you with a close alternative that may be a different brand or model specification. The style of bike (eg E-Bike Step Thru or Mountain Bike) will remain unchanged.

10. PERSONAL POSSESSIONS

Clients are solely responsible for their personal possessions at all times.
LTC accepts no liability for theft, loss, or damage to personal property, including items carried by third-party providers.

11. USE OF PHOTOGRAPHY FOR MARKETING PURPOSES

By participating, clients consent to photography and video footage being taken and used for promotional purposes by LTC. We will always seek individual permission before using any identifiable images.
If you do not wish to appear in promotional material, please advise us in writing before your trip commences.

12. FORCE MAJEURE

LTC shall not be liable for delays, changes, or non-performance caused by events beyond its reasonable control, including war, terrorism, strikes, pandemic, natural disasters, government directives, or third-party failures.
Such events do not give clients the right to cancel. LTC will negotiate credits with providers for future use where possible.

13. COMPLAINTS & DISPUTE RESOLUTION

Any complaints should be raised promptly during your trip so LTC can attempt to resolve them.
If unresolved, disputes are governed by the laws of New Zealand and subject to the exclusive jurisdiction of New Zealand courts.

14. MODIFICATION

LTC reserves the right to modify these terms and conditions at any time. Updated versions will be published on our website.

15. ACCEPTANCE

Payment of your deposit is deemed acknowledgement that:

You have read and understood the Luxury Trail Company terms and conditions.
You have reviewed your itinerary and confirmed dates, times, goods, and services.
You agree to pay for and participate in the arrangements as booked.

Last modified: September 2025