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Luxury Trail Company – Terms and Conditions

By paying your confirmation deposit, or making full payment where required, you acknowledge that you have read, understood and agreed to the following Terms & Conditions.

  1. PRICING

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

Prices are valid only for the dates specified in your itinerary.

Unless otherwise specified, prices are based on twin-share accommodation. Single supplement prices are available on request.

  1. DEPOSITS

Unless otherwise specified, a deposit of 20% of the total booking cost must be received by Luxury Trail Company (LTC) within 7 days of the invoice date.

Where a booking is made within the applicable balance payment period, full payment is required to confirm the booking.

If payment is not received by the due date, LTC reserves the right to cancel the booking.

  • Deposits are non-refundable, but may be held as a credit towards a future booking within 12 months, at LTC’s discretion
  • 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.
  1. PAYMENTS IN FULL
  • Unless otherwise specified, full payment for all travel arrangements must be received no later than 45 days before the first day of travel.
  • For private multi-day tours, full payment must be received no later than 60 days before the tour commencement date.
  • Bookings made within the applicable balance payment period require full payment at the time of confirmation.
  • If payment is not received by the due date, LTC reserves the right to cancel the booking. Any amounts retained will be subject to the applicable Cancellation Policy.
  • LTC may pass on cancellation charges imposed by suppliers whose terms extend beyond our own.
  1. VARIATIONS

Variations to itineraries are free of charge until your deposit is paid. Payment indicates that you understand and accept your confirmed itinerary.

After payment, requested variations, including changes to dates, accommodation, transport or luggage arrangements, may incur an administration fee and additional supplier charges.Major changes, including changes to dates or accommodation, or reductions in participant numbers, will be treated as a cancellation of the affected arrangements and subject to the applicable Cancellation Policy when requested:

  • Within 45 days of departure for standard bookings.
  • Within 60 days of commencement for private multi-day tours.

LTC reserves the right to amend facilities, services or prices due to safety concerns or unforeseen circumstances. You will be notified promptly and refunded for any overpayments.

  1. CANCELLATION (or partial cancellation)

All cancellations must be made in writing. Cancellation periods are calculated from the date LTC receives your written cancellation to the first day of the booked travel arrangements.

Standard Tour bookings

  • More than 45 days prior to departure: LTC retains your deposit, which may be credited towards a future booking within 12 months (Subject to non-recoverable supplier cancellation charges)
  • 45–15 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, subject to non-recoverable supplier cancellation charges
  • 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 as credit for future use.
  • If LTC cancels your booking for reasons other than government restrictions or force majeure, you will receive a full refund.

Private multi-day tours

More than 60 days before commencement:
The 20% deposit is non-refundable. Payments received above the deposit will be refunded, less any additional non-recoverable supplier cancellation charges.

60 days or less before commencement, or in the event of a no-show:  100% of the total tour cost is non-refundable.

Other cancellation circumstances

Bereavement or health-related cancellations will be assessed case by case. Any discretionary refund or credit is subject to LTC’s approval.

For government-imposed travel bans, 100% credit will be held for future use, as outlined in Section 6.

If LTC cancels your booking for reasons other than government restrictions or force majeure, you will receive a full refund.

Travel Insurance

We strongly recommend that you purchase comprehensive travel insurance at the time of booking, including cover for cancellation, illness, injury and other unforeseen circumstances.

  1. 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.
  1. HEALTH, FITNESS & SAFETY
  • By participating in a Luxury Trail Company activity, the client confirms they are in suitable physical condition and have disclosed any relevant medical information that may affect their participation.
  • 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.

Safety Briefing & Acknowledgement

  • All participants will receive a pre-ride safety briefing and bike fitting before commencing their cycling activities.
  • By participating, clients acknowledge that they have understood the briefing and agree to follow all safety instructions provided by LTC staff.
  • Guests will be required to complete a waiver form confirming receipt of the briefing and their understanding of the inherent risks associated with cycling activities.
  1. 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.
  • The signed waiver form completed prior to participation does not replace these Terms & Conditions but reaffirms the client’s understanding and acceptance of the inherent risks and responsibilities outlined herein.
  1. 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.

  1. 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.

  1. 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.

  1. FORCE MAJEURE

To the extent permitted by law, LTC shall not be liable for delays, changes or non-performance caused by Force Majeure events beyond its reasonable control, including war, terrorism, strikes, pandemics, natural disasters, government directives or third-party failures arising from such events.

Where these circumstances affect your booking, LTC will work with suppliers to arrange alternative services, rescheduling or credits for future use where possible.

Refunds and credits will depend on the circumstances and amounts recoverable from suppliers, subject to applicable law.

  1. COMPLAINTS & DISPUTE RESOLUTION

Any complaints should be raised promptly during your trip so LTC has an opportunity to resolve them.

If a complaint remains unresolved, please submit it to LTC in writing, including relevant details.

If unresolved, disputes are governed by the laws of New Zealand and subject to the exclusive jurisdiction of New Zealand courts.

  1. MODIFICATION

LTC reserves the right to update these Terms & Conditions. Updated versions will be published on our website.

  1. ACCEPTANCE

Payment of your deposit, or full payment where required, is deemed acknowledgement that:

  • You have read, understood and accepted Luxury Trail Company’s Terms & Conditions.
  • You have reviewed your itinerary and confirmed the dates, times, goods and services booked.
  • You agree to pay for and participate in the arrangements as confirmed.
  • You understand the payment and cancellation terms applicable to your booking, including the separate terms for private multi-day tours.
  • You acknowledge that you will be required to complete a waiver before participating in cycling activities, confirming receipt of a safety briefing and your understanding of the inherent risks.
  1. VISAS, TRAVEL DOCUMENTS & VACCINATIONS

It is the client’s responsibility to ensure that all passports, visas, travel permits, health certificates and any other documentation required for travel have been obtained, are valid and are in order, and that all required vaccinations have been obtained.

The client is responsible for any additional costs incurred by the client, or by Luxury Trail Company on the client’s behalf, as a result of failing to comply with these requirements.

Last modified: October 2026

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