Terms and Conditions
Ikigai Camps LTD
1. Scope of Application
These General Terms and Conditions (T&Cs) govern all camps and trips offered by Ikigai Camps LTD (hereinafter referred to as "Ikigai Camps"). They establish the contractual relationship between Ikigai Camps, the tour operator, and the individual making the booking for the camp or trip, hereinafter referred to as the "Customer." Please note that these T&Cs do not apply to the booking of individual tourist services, such as flights, if arranged by Ikigai Camps.
2. Conclusion of Contract
2.1 Booking Request and Offer: Upon submission of a booking request, the Customer expresses their intention to enter into a camp or travel contract with Ikigai Camps, based on the details outlined in the respective camp description provided on the Ikigai Camps website. The booking request is made by completing and submitting the online form provided.
2.2 Contract Formation: The contract is deemed concluded when Ikigai Camps accepts the Customer's booking request. Confirmation of the contract's formation will be communicated to the Customer through the transmission of a booking confirmation. This confirmation will be sent via a durable medium, with email as the preferred method.
2.3 Verification of Booking Details: The Customer bears the responsibility of promptly reviewing all received camp documents for accuracy, including but not limited to the correctness of personal details (name, dates, destination, etc.). Should any discrepancies or errors be identified, the Customer is obligated to notify Ikigai Camps without delay.
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2.4 Minimum Participation Requirement: All camps operated by Ikigai Camps are subject to a minimum participation requirement of 15 participants. If this minimum number is not met, Ikigai Camps reserves the right to cancel the camp. Affected participants will be notified no later than 30 days before the camp's scheduled start date, with options for a full refund or transfer to another camp, subject to availability.
3. Services by Ikigai Camps
The scope of services to be provided by Ikigai Camps is determined by the description of the camp on the Ikigai Camps website and the booking confirmation.
4. Payment and Customer Obligations
4.1 Payment Schedule: A deposit of 20% is payable at the time of booking. The final payment, constituting the remaining balance, must be settled no later than 70 days before the start of the stay.
4.2 Fees for Changes or Processing: Fees for changes or processing shall be payable immediately upon invoicing.
4.3 Late Payment: In the event of late payment, Ikigai Camps reserves the right to terminate the contract and impose cancellation fees as detailed below.
5. Price and Contract Changes After Conclusion
5.1 Price Adjustment by Ikigai Camps: Ikigai Camps reserves the right to unilaterally increase the price specified in the booking confirmation if the increase in price results directly from costs that have actually increased after the conclusion of the contract and were not foreseeable at the time of the contract conclusion.
5.2 Price Reduction Request: The Customer may demand a price reduction if the factors mentioned in Clause 5.1 change after the conclusion of the contract and before the start of the services, resulting in lower costs for Ikigai Camps.
6. Cancellation by the Customer Before the Start of the Camp
6.1 Cancellation: The Customer has the right to cancel the contract for the camp at any time. The cancellation fees are determined by the period between the cancellation notice and the commencement of Ikigai Camps' services, as detailed below:
Up to 70 days before the start of services: A cancellation fee equivalent to 10% of the total price, plus any additional non-recoverable costs resulting from the booking.
Between the 69th day before the start of services and the departure day, Ikigai Camps will make reasonable efforts to process any eligible refund of the total price. However, Ikigai Camps shall not be held liable for any refund in this period.
7. Cancellation and Termination by Ikigai Camps
7.1 Cancellation or Termination: Ikigai Camps reserves the right to withdraw from or terminate the contract under the following circumstances:
If the minimum number of participants specified in the service description or booking confirmation is not met. The minimum number of participants is clearly indicated in the respective service description, and this action will be taken no later than 30 days before the trip's scheduled start date.
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In the event the contract is concluded with incorrect information regarding the Customer or their co-travelers.
7.2 Refund: In cases of withdrawal or termination by Ikigai Camps, the Customer is entitled to a refund of payments already made. However, Ikigai Camps may request reasonable compensation for services already provided or scheduled to be provided.
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7.3
Cancellation Due to Unforeseeable Global Events: In light of global uncertainties, including public health crises and other major events, we may need to cancel or modify camps. If such circumstances arise, impacting our ability to safely and effectively run a camp, we reserve the right to cancel or propose alternative arrangements. These circumstances include, but are not limited to, natural disasters, pandemics, political instability, or travel restrictions. Affected participants will be notified immediately, offered refunds or credits for future camps, and provided with options to minimize inconvenience. Our priority remains the safety and well-being of our participants and staff.
8. Liability of Ikigai Camps
8.1 Commitment to Safety: At Ikigai Camps, we are dedicated to upholding high standards of service and ensuring the safety of all participants. We maintain this commitment by:
a. Thoroughly preparing to deliver a safe and enjoyable experience.
b. Exercising due diligence when selecting and monitoring our service providers to uphold quality.
c. Striving to provide accurate and dependable descriptions of our services.
8.2 Inherent Risks: It is important to note that while we take all reasonable precautions to mitigate risks and ensure participant safety, our programs may inherently involve risks associated with travel, outdoor activities, and cultural experiences.
9. Travel Insurance
9.1 Strongly Advised: It is strongly advised that the Customer obtains comprehensive travel insurance to cover potential expenses such as cancellation costs, trip interruptions, illness, accidents, baggage loss, and other unforeseen contingencies. The responsibility for securing such insurance lies with the Customer.
10. Data Privacy
10.1 Handling of Personal Data: Ikigai Camps collects and processes the personal data of the Customer in strict adherence to legal regulations. For detailed information on the handling of personal data, please refer to our privacy policy available on our website.
10.2 Consent to Digital Communication: Participants consent to the use of digital communication (email, SMS, social media) by Ikigai Camps for the purpose of sending notices, updates, confirmations, and other relevant information regarding camp participation. All digital communications will comply with applicable digital communication regulations to ensure the privacy and security of participant data
11. Severability Clause
11.1 Invalid Provisions: If any individual provisions of these T&Cs are deemed invalid or unenforceable, this will not affect the validity of the remaining provisions, which shall continue to be fully enforceable.
12. Place of Performance and Jurisdiction
12.1 Jurisdiction: The place of performance and the exclusive jurisdiction for all disputes arising from this contract is, to the extent permitted by law, the registered office of Ikigai Camps.
13. Force Majeure
13.1 Force Majeure: Ikigai Camps shall not be held liable for any failure or delay in performance under this contract due to unforeseeable circumstances or "Force Majeure," including but not limited to natural disasters, political unrest, strikes, and other events beyond the control of Ikigai Camps. In such cases, Ikigai Camps will make reasonable efforts to reschedule or provide refunds, as applicable.
14. Health and Medical Requirements
14.1 Health Responsibilities: Participants are responsible for ensuring that they meet all health and medical requirements for the camp. This includes but is not limited to vaccinations, necessary medications, and medical conditions. It is the Customer's responsibility to inform Ikigai Camps of any specific health considerations in advance.
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14.2 Compliance with Health and Safety Guidelines: Participants are required to comply with all local health and safety guidelines and regulations, including those related to public health concerns. Ikigai Camps prioritizes the health and safety of all participants and staff, and adherence to these guidelines is mandatory for participation in our camps.
15. Code of Conduct
15.1 Expected Behavior: All participants are expected to adhere to a code of conduct that promotes respectful behavior towards local customs, the environment, fellow participants, and the Ikigai Camps staff. Failure to do so may result in the participant's removal from the camp without refund.
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15.2 Commitment to Environmental Responsibility: Participants are expected to adhere to principles of environmental responsibility and sustainable practices during their participation in camps. This includes minimizing waste, respecting local ecosystems, and participating in conservation efforts. Ikigai Camps is committed to reducing environmental impact and expects all participants to contribute to this goal.
16. Travel Documents
16.1 Documentation: Participants are responsible for ensuring they possess the required travel documents, such as visas and passports, and for complying with all entry requirements of the host country. Ikigai Camps will provide guidance and support as needed but will not be held responsible for participants' failure to meet these requirements.
17. Dispute Resolution
17.1 Conflict Resolution: In the event of disputes or disagreements between Ikigai Camps and participants, both parties agree to engage in mediation or arbitration as a means of resolving conflicts. The specific procedures for dispute resolution shall be determined by mutual agreement.
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17.2 Feedback and Complaints: Ikigai Camps values participant feedback and aims to address complaints promptly and effectively. Participants are encouraged to provide feedback or lodge complaints through [specified channels]. Ikigai Camps will follow a structured procedure to review and respond to feedback, ensuring participant concerns are resolved in a timely and satisfactory manner
18. Emergency Contact
18.1 Emergency Information: Participants are required to provide emergency contact information and relevant medical details before the commencement of the camp to facilitate efficient communication and assistance in case of emergencies.
19. Photography and Promotion
19.1 Promotional Use of Likeness: Ikigai Camps may use photographs or videos of participants for promotional purposes. By agreeing to these T&Cs, participants consent to their likeness being used for such purposes.
20. Travel Advisories and Warnings
20.1 Responsibility to Stay Informed: Participants are responsible for staying informed about travel advisories and warnings issued by their government or relevant authorities for the destination country. Ikigai Camps will provide information and guidance but cannot be held responsible for participants' decisions regarding travel to potentially risky areas.
21. Travel Itinerary Changes
21.1 Itinerary Flexibility: While Ikigai Camps strives to adhere to the planned itinerary, participants acknowledge that changes may be necessary due to unforeseen circumstances, including weather conditions, force majeure, or other factors. Any significant changes to the itinerary will be communicated to participants as soon as possible.
22. Assumption of Risk
22.1 Acknowledgment of Risks: Participants understand and accept that travel, outdoor activities, and cultural experiences inherently involve risks, including physical injury, illness, and property damage. Participants voluntarily assume these risks and release Ikigai Camps from liability to the fullest extent permitted by law.
23. Governing Law
23.1 Legal Framework: This agreement shall be governed by and construed in accordance with the laws of the UK, without regard to its conflict of laws principles.
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24. Participants Under 18 (U18s)
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24.1 Booking and Consent: For participants under the age of 18, the booking must be made by a parent, legal guardian, or an individual with parental responsibility. By booking with Ikigai Camps for a U18 participant, the person making the booking confirms that they have the legal authority to act on behalf of the minor and provide the required consent.
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24.2 Consent Form: Ikigai Camps may require a signed consent form from the parent, legal guardian, or individual with parental responsibility for each U18 participant. The consent form will outline the responsibilities and permissions granted for the minor's participation in the camp.
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24.3 Supervision: U18 participants must be adequately supervised by a responsible adult throughout the camp. Ikigai Camps may have specific requirements regarding the ratio of adult supervisors to U18 participants, and these will be communicated in advance.
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24.4 Assumption of Responsibility: The person making the booking for a U18 participant assumes full responsibility for the minor's actions, behavior, and adherence to the code of conduct during the camp.
24.5 Emergency Contact: Emergency contact information for both the U18 participant and the responsible adult accompanying them must be provided before the commencement of the camp.
24.6 Health and Medical Requirements: The responsible adult must ensure that the U18 participant meets all health and medical requirements for the camp, including vaccinations and necessary medications.
24.7 Code of Conduct: U18 participants and their accompanying adults must adhere to the code of conduct outlined in Section 15 of these terms and conditions.
24.8 Photography and Promotion: Consent for the promotional use of likeness, as outlined in Section 19, applies to U18 participants, and the responsible adult provides consent on their behalf.
24.9 Acknowledgment: The person making the booking for a U18 participant acknowledges and accepts these additional terms and conditions related to minors.
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Ikigai Camps+ Extended Stay Program​
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24.1 Program Flexibility: Ikigai Camps+ is designed to offer flexibility, catering to those seeking planned or spontaneous extended stays. While we strive to accommodate preferred activities, accommodations, and volunteer placements, we cannot guarantee availability. Confirmation of specific components will be provided upon booking.
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24.2 Advisory Role: Ikigai Camps acts in an advisory capacity, offering recommendations based on our expertise and partnerships. However, the final availability of accommodations, volunteer placements, and activities cannot be guaranteed at the time of the initial proposal.
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24.3 Changes and Availability: Participants acknowledge that all aspects of the Ikigai Camps+ program are subject to change based on availability and local conditions. Ikigai Camps will communicate any necessary adjustments or alternative arrangements as early as possible.
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By booking with Ikigai Camps, you acknowledge and accept these terms and conditions, including the associated risks, and agree to act responsibly and in accordance with our guidelines during the duration of your program.