Booking Terms & Cancellation Policy

Riding Safari Club is registered in Italy under VAT number 12646830963.

By confirming your application, you are agreeing to all terms & conditions of RSC (the “T&C”) as detailed below.

In the T&C, “you” and “your” means all persons named on the community application (including anyone who is added or substituted at a later date). “We”, “us” and “our” intended as Riding Safari Club or its delegated local operator.

When making a booking the following conditions apply to the contract you enter into with the ride operator. The delivery of your holiday arrangement is the responsibility of the ride operator who is the counter-party to your booking contract. We have no liability in relation to your holiday or for the acts or omissions of the operator or any suppliers connected with that booking. The operator will have their own terms and conditions that apply to your booking and we will make these available to you at the time of booking upon request. Where the operator’s terms are in conflict with the terms and conditions here the operator’s terms will take precedence.

We do not enter into any contract with you in respect of the provision of any arrangements without limitation including the rides, accommodation, transport, catering or any additional activities without limitation. Our responsibility to you is to share information about the riding arrangement and any additional activities included in the operator’s package as obtained from the operator. We will communicate with you on behalf of the operator. We do not act in any other capacity.

To make a booking the customer completes a booking form, also with the possibility to book on behalf of other party members of their group binding any party members to the T&C and the operator’s terms. The customer, or – where applicable – the party leader, shall confirm that they are so authorised and over the age of eighteen. We will confirm your booking with you by issuing pro-forma confirmation with payment request, also on the operator’s behalf, and final confirmation of your reservation will be issued once you have provided us with the proof of your binding and full payment (save for specific exceptions described under section “Payment” below) (the “Purchase Confirmation”).

For the sake of clarity, pro-forma confirmation does not bind RSC to reserve your spot in case the proof of your binding payment will not be provided within 3 days. A contract will exist between you and the operator when we issue you with the Purchase Confirmation, following the completion of the booking procedure above.

In order to confirm the booking, the customer is required to transfer full payment unless specific request to split the payment that shall be agreed by RSC; in any case a deposit of at least 50% is required. Some operator’s require a greater deposit and we will advise you of this if so. In any case, if the cost of the ride is less than €/£/$2000 per person we will require the full balance to secure your saddle.

In case of split, the balance of the booking shall be always received by us within 12 weeks prior to departure. If we do not receive all payments due in full and on time, we reserve the right to treat your booking as cancelled by you and keep all or part of your deposit, in accordance with charges set out in the applicable organiser’s/supplier’s terms and conditions.

We reserve the right to pass on to you in full all additional costs and charges of whatever nature imposed by the operator in accordance with their own terms and conditions. We reserve the right to correct errors in both advertised and confirmed prices. We will do so as soon as we become aware of the error. Once you have received your Purchase Confirmation the price of the ride will not change, except otherwise stated before your booking.

Should you wish to make any changes to your confirmed holiday you must notify us in writing by email. You should receive an email within 24 hours; if you do not receive one, please contact us again. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet any such request. Any extra cost related to your changes incurred by the operator and/or RSC will be payable by you.

Should you need to cancel after Purchase Confirmation, you must immediately advise us in writing. We will seek to replace you and, where possible and to the maximum extent, we will return your funds, excluding any bank and similar additional fees, in accordance with the terms and conditions below.

Each operator has their own terms and we will provide these with every specific booking. In any case, if different cancellation conditions are not provided in relation to your booking, the following terms shall apply:

• More than 60 days in advance: the full deposit is returned net of bank charges and any similar additional fees.
• 59 – 30 days in advance: 50% of full amount is forfeited.
• 29 – 0 days in advance: 100% of full amount is forfeited.

The ride operator may also charge an administration fee on cancellation. We will clarify this with you on a case by case basis when you make your booking.

Any claim, in particular claim regarding cancellation for any impossibility to travel, shall be directly and exclusively addressed to your insurance company and it might be managed by them according to their policies, as better detailed in section “Insurance” below.

Without prejudice to the above, if you are prevented from travelling, you are allowed to transfer your place to someone else, provided that:

• Such person (who replaces you) shall be introduced by you and approved in writing by RSC as a suitable member following a specific verification of their minimum membership requirements;
• Such replacement (including reasons and all required details to allow RSC to carry out its verification) shall be communicated in writing to RSC at least 14 (fourteen) days prior to the departure date.

For the sake of clarity, as a members club RSC reserves the right to deny participation, at its own discretion, to suggested guest(s) who do not meet its membership criteria and, in such case, RSC is not liable for any re-payment and/or refund.

It is a condition of booking, at your entire responsibility, that you have or arrange adequate insurance cover for personal liability, medical and holiday cancellation (including flight cancellation and/or restriction to travel) to be valid from the Purchase Confirmation until the holiday is completed. When obtaining travel insurance you must ensure that the insurer is aware of the type and destination of travel and any activities which you plan to undertake.

Horse riding holidays can be considered high risk and may not be included in the standard terms of your current travel insurance. Please ensure that you are fully covered, in particular with regard to the maximum cancellation amount, and that you provide details of your insurer and policy number for our records. We may need to refer to this if you are involved in an accident.

If you do not arrange the aforementioned cover, the operator may, if it chooses, refuse your booking or cancel your holiday without reimbursement. In any event, neither the operator nor RSC will be responsible for any expenses, loss or damage you incur as a result of your failure to comply with this clause or the requirements of your travel insurance policy. Please read your policy details carefully and take them with you on holiday, providing the operator with any related emergency number.

RSC might suggest specific insurance policies, but it is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs and the operator, at its own discretion, may refuse your booking or cancel your holiday without reimbursement if it is not suitable or adequate for that kind of activity or destination.

On rare occasions the operator may need to alter or cancel a ride. Where an insignificant change is made and we are notified before the departure date we will pass on the new details to you. A minor change by the operator will not result in alternatives or refunds to you.

If following the Purchase Confirmation the operator is required to make a material change to the tour, limited to (i) a date change, (ii) a significant reduction in the standard of accommodation for the whole or a significant portion of the ride, (iii) a significant change in riding level required, or (iv) cancellation of all or part of your ride, the operator shall offer you (i) a full repayment of your ride (with exception of any external cost and expenses, such as, by way of example, flight tickets, connection transfers and other travel and/or personal arrangements) or (ii) a credit equal to the amount paid by you for such ride that may be used to rebook the same ride within 24 months following the Notification (it is understood that any difference in price and increase of costs of the tour due to external factors shall be paid by you).

In any case you may also request RSC to issue a travel credit to be used for another RSC ride for an amount equal to the amount paid for the amended/cancelled tour. It is understood that RSC may refuse a travel credit, at its own discretion, and provide you with a refund; moreover, your RSC travel credit cannot be (a) split for more than one ride and (b) applied on already sold-out rides.

RSC will timely notify you of any material change and cancellation from the operator (the “Notification”). Within 15 days you shall notify RSC of your decision to be provided with a full refund or a travel credit (as described above).

As these are riding holidays in wild and remote places the operator retains the right to change the itinerary to respond to changes in the weather for your and the horses’ safety.

If a ride is subject to a minimum number of riders we will inform you of any ride participant minimum and the deadline date to confirm the ride’s departure as confirmed by the operator to us at the time of your booking. The operator, at his own discretion, retains the right to (i) cancel your booking if such requirement is not met or (ii) run the ride with fewer riders than the ride minimum.

In case the ride needs to be cancelled in the event of not meeting the minimum ride participants, the refund/cancellation policy above shall apply mutatis mutandis.

For the sake of clarity, RSC has no liability for any cancellation or alteration by the operator and therefore has no responsibility for any costs, expenses, losses or sums of a similar nature which you incur as a result of the cancellation, for example, flights you made in connection with your booking.

Except where otherwise expressly stated in T&C, the operator cannot accept liability or pay any compensation, indemnification or different amount arising of costs, expenses, losses and/or damages, in case the performance or prompt performance of the contractual obligations of the operator, as well as your capability to travel is prevented (even if only partially) by “force majeure” or unavoidable and extraordinary circumstances.

In T&C, “force majeure” means any event which the operator of the service(s) in question could not, even with all due care, foresee or avoid. Such events may include war or threat of war, riot, civil strike (including the worsening of circumstances related to on-going war, riot and/or civil strike), actual or threatened terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, pandemic or epidemic, fire and all similar events outside their control. Advice from your own Government to avoid or leave a particular country may also constitute force majeure.

RSC will similarly have no liability for any claim, liability, expense or loss which arises from or in connection with any circumstances described above.

Your baggage may be transported through all kinds of weather on farm vehicles and even by horse to reach your remote holiday destination. While the operator will do their best to ensure your items are treated with the utmost care, loss and damage can occur. We recommend not to travel with valuable items and to use luggage designed for use in the outdoors: dry bags, canvas bags, and soft luggage is more suitable than hard samsonite style suitcases. The operator and RSC will not be liable in the unlikely event that your luggage is lost, stolen or damaged and you must address any claim to your insurance carrier. We recommend that you keep a copy of your passport in a separate safe and dry location in your luggage.

Horse riding is an inherently dangerous sport that can result in serious injury or even death. Even the best trained horses can become frightened and respond in a way that is unsafe. You are responsible for your own safety at all times. The operator may give you specific instructions for dealing with horses and the environment and you must follow their guidance at all times.

The operator, without any liability, retains the right to deny you the opportunity to ride or be around the horses if they feel it is unsafe or that you have misrepresented your horse riding ability. The operator does not owe you any compensation in this situation as you are responsible for sharing accurate information about your fitness and ability when booking so that the operator is able to accurately assess that their ride is appropriate for each rider.

The ride operator may ask you to sign a disclaimer or waiver acknowledging that the ride operator is not responsible in the event of your suffering any personal injury, death or damage to property of you or of the other riders. It is understood that neither the ride operators nor RSC is liable in the event you suffer personal injury, death or damage to property of you or of the other riders as a result of, or in connection with, horse riding or any horse related activity or which is otherwise caused by a horse or any other animal.

In the event that you have cause for complaint in any respect of your holiday you must inform the operator as soon as possible so that they have an opportunity to put things right for you. Any verbal complaints should be put in writing and sent by e-mail as soon as possible. If you are still unhappy you can write to us at info@ridingsafariclub.com and we will do all we can to assist you, to the maximum extent possible in our capacity, provided that your contract and responsibility for remediation remains the operator unless your complaint is directly related to our services.

If the operator is unable to resolve matters whilst you are on holiday and you remain dissatisfied you must write to us by e-mail within 28 days of your return with full details and we will share your complaint with the operator. Please quote your booking reference on all correspondence. If you fail to follow this simple complaints procedure, your right to claim any compensation may be affected or even lost as a result.

You are expected to keep a respectful and honorable behavior and attitude in any relationship with RSC, RSC’s members, the operator and any third party related to or involved in the community’s activities. You have to constantly respect and embrace the values of RSC (also as described under our “manifesto”). If RSC, the operator or in the reasonable opinion of any other person in authority believes you behave in such a way as to cause or be likely to cause danger, upset or distress to any third party or damage to property, RSC or the operator, as applicable, is entitled, without prior notice, to immediately terminate your trip, without any repayment/refund obligation.

When you book your holiday you accept to keep your own responsibility vis a vis the operator and/or RSC for any damage or loss caused by you. Full payment for any such damage or loss must be paid directly to the operator and/or RSC, as the case may be, within 15 days from the relevant request sent you by e-mail. If you fail to do so, you will be responsible for meeting any claims as a result of your actions.

If you have any special request, you must advise us at the time of booking. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot guarantee any request will be met. Failure to meet any special request will not be a breach of contract on our part.

Our activities are generally addressed to experienced riders and as such the riding may not be suitable for people with certain disabilities, medical conditions or reduced mobility. If you have any medical problem or disability which may affect your holiday, please tell us before you confirm your booking by sharing details in the booking form or by email so that we can share the details with the operator and they can advise as to the suitability of the chosen arrangements.

We will provide general information about passport, health and visa requirements applicable to your holiday destination. However, you must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable to ensure that you are in possession of all necessary travel and health documents before departure.

RSC or the operator reserve the right to cancel a guest’s participation if all requirements, including suitable travel insurance, are not provided; please note that in such a case the cancellation policies and relevant cancellation/refund timing shall apply. You must pay all costs incurred in obtaining such documentation. Requirements do change and you must check the up to date position in good time before departure.

We cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation or otherwise comply with any passport, visa, immigration requirements or health formalities.

Your personal information and that of your party is important to us. We process all personal information in accordance with the General Data Protection Regulation (GDPR). Should you have any questions about how we handle your personal information and that of your party, please refer to our privacy policy.

Should you wish to stop hearing from us, by email or by any other means, please email us at info@ridingsafariclub.com detailing how you wish us to use and store your personal information.

We are a social media conscious agency and enjoy sharing images and videos of riders enjoying their trips with RSC around the world. We may use photographs or films taken during your holiday by operators, ourselves or external photographers, video makers and any kind of content creator engaged by RSC or our operators.

By confirmation of your booking you irrevocably (i) authorize RSC to record, edit, use, and benefit from your image, by reproduction and/or representation thereof, within the framework of the production, marketing, and promotion activity of RSC, and (ii) accept that photos, videos or any kind of content including you and your image might be used and reproduced by us at our own discretion (e.g. social media, website, advertisement) and (iii) waive the right to claim any remuneration, compensation or reimbursement whatsoever for use/sharing/publishing of all contents.

You waive the right to give any prior approval for the use or distribution of the image that is the subject of this contract. You may let us know at the time of your booking by written notice if you don’t wish for any video or images of you to be shared. We will comply with privacy law as per paragraph above.

RSC might share with you selected contents regarding your trip and allow you to use and share such contents providing that such activity:

• Does not cause any damage to RSC and/or any of its partners (including, by way of example, tour operator and brand partner);
• Is conducted by use of appropriate hashtag, image, wording and expression that are in line with the brand image of RSC and are not offensive for anyone;
• Is consistent with messages, brand values, visions, ideals and, more in general, brand image of RSC.

For the sake of clarity, RSC is entitled to (a) require that contents that do not comply with the restrictions above will be removed from social media and/or website, as the case may be, and (b) claim for damages under applicable laws any person that should engage in conducts likely to harm the image and prestige of RSC, its partners and/or their relevant products and/or services.

Your relationship with Riding Safari Club including T&C which affect that relationship, is governed by Italian law. In the event of any dispute, claim or other matter of any description arising between you and Riding Safari Club (as opposed to between you and the operator), this will be subject to the exclusive jurisdiction of the courts of Milan, Italy.

Your contract with the operator will be subject to the governing law and jurisdiction specified in the operator’s terms. This will usually be the law and courts of the country where the arrangements are provided.