School trip booking terms and conditions
1) The Company
Class Tours Limited France is a French registered and regulated branch registered in France No RCS Coutances 511 200 479. Class Tours owns and operates Château de la Baudonnière; 50320 Les Chambres, Normandie, France. This is also its registered address. Class Tours operates Château de la Baudonnière as a school group hotel and accepts groups from the UK and mainland Europe. Class Tours operates Château de la Baudonnière as a hotel providing full or half board accommodation and other facilities including; a lake with boats and canoes, tennis court, archery range, a river with fishing, assault course, climbing tower, orienteering course, initiative games area, mini farm, floodlit hard court for football and basketball, sand volleyball court, classrooms, indoor games room and teachers lounge.
2) Your Booking contract
By making a booking, the first named person on the booking agrees on behalf of all persons detailed on the booking that:-
- He/she has read these terms and conditions and has the authority to and does agree to be bound by them,
- He/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those,
- He/she have the consent of each person on whose behalf a booking is made to receive any refund (where applicable) due under the booking.
Class Tours Limited France (Hereinafter referred to as CT) contracts with each individual school (hereinafter referred to as The School).It does not contract with individual pupils or families.CT contracts to provide school group hotel services and facilities. The Contract exists between CT and The School once the first payment has been received and acknowledged.
For the purpose of resolving any claim or dispute, the contract shall be treated as having been made within the district of Avranches, Normandy and shall be subject to French and EC Law in respect of any questions of liability and quantum.
3) Our responsibility
CT accepts responsibility for ensuring that all parts of our contract with you are properly performed except when any failure to perform or improper performance was due to (i) your own acts and/or omissions, (iii) the acts or omissions of those of a third party (iiii) unusual and unforeseeable circumstances beyond the control of Fed, the consequences of which could not have been avoided even if all due care had been exercised or (iv) an event which Fed or one of our suppliers even with all due care could not foresee or forestall.
Our prime responsibility is to provide a safe environment and to provide accommodation and food and facilities of a reasonable standard and in line with our representations.
If there is a problem with our service, you must notify CT’s Manager of any problem you encounter as soon as possible. If it is not resolved on the spot, please write to us immediately and we will do our best to find a satisfactory solution. We do not accept liability for any complaint, which is not notified to us in writing within 28 days of conclusion of your travel.
Should you find yourself in difficulty we will do our best to help. Any assistance offered [will be subject to a limit of €5,000 euros per contract] and should you be able to recover the costs we incur from any other source (e.g. Insurers) then we reserve the right to charge you for any assistance we provide or procure on your behalf.
4) Payment schedule
This is negotiated individually between each school and CT, and usually involves one payment on an agreed deadline dates prior to travel (usually one calendar month).
If for any reason The School is unable to meet the Payment Schedule, it is normally possible to amend this through negotiation.
Any such contract alteration is not agreed until CT has issued the amendment in writing.
5) Alteration of Numbers / Amendments
All special requests, changes, substitutions, additional and cancellations requested are not agreed as alterations to the contract until The School has received written confirmation from CT with new updated booking confirmation.
In the event of a reduction in Party Size from the group size specified at the point of the initial contract;
a) The Company reserves the right to charge €75 per place if notified by The School between the first payment and the second payment due dates.
b) The Company reserves the right to charge €235 per place if notified by The School after the due date of the second payment.
c) The Company reserves the right to charge the full price for any place cancelled within a month of departure.d) Notwithstanding (a) (b) & (c) above, The Company will mitigate on compassionate grounds if it is appropriate and will deal with each case on an individual basis
d) Exceptions to (a) and (b) above will be granted in cases where the initial payment is made out of school funds to secure the booking in advance of The School properly testing the size of the party. For this exception to apply, these conditions must be clearly specified by The School to The Company at the point of the booking contract. (e) Places are not transferable. A drop out is a forfeit deposit and a new sign up is a new deposit payable.
6) Your responsibility (The School)
Within each school we expect one individual to maintain overall responsibility for the obligations of The School during transportation (herein referred to as The Party Leader)
(a) The Party leader and her/his colleagues (hereinafter referred to as PL) have Loco Parentis responsibility for the pupils. This responsibility is already defined in law and includes care, supervision, pastoral responsibilities and behaviour control.
(b) The PL has responsibility for ensuring the reasonable behaviour of the whole group and to ensuring that their group does not cause any undue disturbance to other guests.
(c) The PL has responsibility for ensuring that their group exercises common courtesy towards CT staff and other guests.
(d) The Pl has responsibility for ensuring that their group does not cause damage to property. In the event that this occurs, the PL is responsible for making such damage good, or paying an appropriate amount in order that CT can make the damage good.
(e) The Pl has responsibility for ensuring that their group uses the bins provided and do not litter the property.
7) If we are forced to make changes
Very occasionally, it may be necessary for CT to make changes to accommodation details and to our brochure both before and after your booking has been officially acknowledged in writing. As this is usually the result of circumstances totally outside our control, CT must reserve the right to do so. Most changes will be of a minor nature. In the unusual event of CT having to make a significant change, you will be notified as quickly as possible. CT will then offer you the choice between accepting the changes or receiving a full and prompt refund of all monies paid. In addition (and if appropriate), CT will pay you compensation except where a change is made as a result of unusual and unforeseeable circumstances beyond our control, the consequence of which we could not have avoided even with all due care.
CT charges an amount for its services to The School that is TTC (it includes TVA), which it pays on its behalf to the appropriate French government agency
In the event that the French Government increase the rates of TVA you will be notified of the surcharge, which is to be applied to your booking.
In this case, CT will absorb an amount equivalent to 2% of the overall price, which excludes insurance premiums, and any amendment changes. If this surcharge means paying more than 10% on the overall price, The School will be entitled to cancel the contract with a full refund of all money paid. Should The School decide to cancel on these grounds, this right must be exercised within 14 days of notification.
9) Published brochures and leaflets
All rooming plans and sample timetables provided are subject to alteration due to weather and/or operational factors. The details announced in various brochures and leaflets are complied from up-to-date and accurate information available at the time of going to press; the print date appearing in each brochure or leaflet. They are published in good faith but do not constitute any representation.
10. Data Protection
In this clause 10:
Data Protection Legislation means the UK Data Protection Legislation and (for so long as and to the extent that the law of the European Union has legal effect in the UK) the General Data Protection Regulation ((EU) 2016/679) and any other directly applicable European Union regulation relating to privacy.
UK Data Protection Legislation means any data protection legislation from time to time in force in the UK including the Data Protection Act 2018 or any successor legislation. This does not relieve, remove or replace, either of our respective obligations under the Data Protection Legislation.
(1) Both you and we will comply with all applicable requirements of the Data Protection Legislation. This clause 10 is in addition to, and does not relieve, remove or replace, either of our respective obligations under the Data Protection Legislation. In this clause 10, Applicable Laws means (for so long as and to the extent that they apply to us) the law of the European Union, the law of any member state of the European Union and/or Domestic UK Law; and Domestic UK Law means the UK Data Protection Legislation and any other law that applies in the UK.
(2) Both you and we acknowledge that for the purposes of the Data Protection Legislation, you are the data controller and we are the data processor (where Data Controller and Data Processor have the meanings as defined in the Data Protection Legislation). Clause 10 (7) sets out the scope, nature and purpose of our processing, the duration of processing and the types of personal data (as defined in the Data Protection Legislation, Personal Data) and categories of Data Subject.
(3) Without prejudice to the generality of clause 10 (1), You will ensure that you have all necessary appropriate consents and notices in place to enable lawful transfer of the Personal Data to us for the duration and purposes of this agreement.
(4) Without prejudice to the generality of clause 10 (1), We shall, in relation to any Personal Data processed in connection with our performance of our obligations under this agreement:
a) process that Personal Data only on your written instructions unless we are required by Applicable Laws to otherwise process that Personal Data. Where we are relying on laws of a member of the European Union or European Union law as the basis for processing Personal Data, we shall promptly notify you of this before performing the processing required by the Applicable Laws unless those Applicable Laws prohibit us from so notifying you;
b) ensure that we have in place appropriate technical and organisational measures, reviewed and approved by you, to protect against unauthorised or unlawful processing of Personal Data and against accidental loss or destruction of, or damage to, Personal Data, appropriate to the harm that might result from the unauthorised or unlawful processing or accidental loss, destruction or damage and the nature of the data to be protected, having regard to the state of technological development and the cost of implementing any measures (those measures may include, where appropriate, pseudonymising and encrypting Personal Data, ensuring confidentiality, integrity, availability and resilience of our systems and services, ensuring that availability of and access to Personal Data can be restored in a timely manner after an incident, and regularly assessing and evaluating the effectiveness of the technical and organisational measures adopted by us);
c) ensure that all personnel who have access to and/or process Personal Data are obliged to keep the Personal Data confidential; and
d) not transfer any Personal Data outside of the European Economic Area unless your prior written consent has been obtained and the following conditions are fulfilled:
i. you or we have provided appropriate safeguards in relation to the transfer;
ii. the data subject has enforceable rights and effective legal remedies;
iii. we comply with our obligations under the Data Protection Legislation by providing an adequate level of protection to any Personal Data that is transferred; and
iv. we comply with reasonable instructions notified to us in advance by you with respect to the processing of the Personal Data;
e) assist you, at your cost, in responding to any request from a Data Subject and in ensuring compliance with your obligations under the Data Protection Legislation with respect to security, breach notifications, impact assessments and consultations with supervisory authorities or regulators.
f) notify you without undue delay on becoming aware of a Personal Data breach;
g) at your written direction, delete or return Personal Data and copies thereof to you on termination of the agreement unless required by Applicable Law to store the Personal Data; and
h) maintain complete and accurate records and information to demonstrate our compliance with this clause 10.
(5) You consent to our appointing (where necessary) a third-party processor of Personal Data under this agreement. We confirm that it has entered or (as the case may be) will enter with the third-party processor into a written agreement substantially on that third party's standard terms of business. As between you and us, we shall remain fully liable for all acts or omissions of any third-party processor appointed by us pursuant to this clause 10.
(6) We may, at any time on not less than 30 days’ notice, revise this clause 10 by replacing it with any applicable controller to processor standard clauses or similar terms forming party of an applicable certification scheme (which shall apply when replaced by attachment to this agreement).
(7) In providing our services we will:
a) process the Personal Data of the persons whose details are entered into the booking;
b) process that Personal Data in the following ways:
i. storing data;
ii. transmitting data to our sub-contractors as provided in this clause 22; and
iii. consulting the data.
c) for the following purposes:
i. to make arrangements for the group’s food, accommodation and travel; and
ii. to plan for any health, disability related or dietary requirement needs of any group members
d) We will carry out these activities for the duration of our contract with you. Unless we are required by the Data Protection Legislation to store the Personal Data, when the contract ends we will delete or return the Personal Data to you in accordance with your instructions.
e) We will process the following Personal Data:
iii. phone numbers;
iv. email addresses;
v. dates of birth;
vi. emergency contacts;
vii. information relating to health conditions and disability;
viii. information relating dietary requirements.
ix. Information relating to religion
x. passport information
f) We will process the Personal Data of the persons who are participating in the booking, including:
ii. students; and
iii. any other persons travelling in relation to this booking
11) Force Majeure
Unavoidable and extraordinary circumstances
Except where otherwise expressly stated in these booking conditions, we will not be liable or pay you compensation or other sums if our contractual obligations to you are affected by any event which we or the supplier(s) of the service(s) in question could not, even with all due care, foresee or avoid. These events can include, but are not limited to, war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, epidemic, pandemic, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our, or the supplier(s) concerned’s, control. Advice from the Foreign and Commonwealth Office to avoid or leave a particular country may constitute Force Majeure.