How These Terms Work

These Terms and Conditions are written to reflect how expeditions are designed and operated in real environments.

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Some clauses apply to all expeditions. Others apply specifically to shared group expeditions where costs are distributed across participants.

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Where an expedition is bespoke or private, certain clauses may not apply in practice. Where an expedition is operated on a shared-cost basis, those clauses are essential to ensure fairness and viability for all involved.

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If anything in these Terms is unclear, we encourage you to ask before booking.

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1. DEFINITIONS AND INTERPRETATION

Company refers to Crux Expeditions or Crux Outdoors Ltd.
Client refers to any person booking or participating in an expedition.
Expedition refers to any trip, journey, course, or experience organised or operated by the Company.
Group Expedition refers to an expedition where individuals book places independently and join a shared departure.
Bespoke Expedition refers to an expedition designed for a private group or client.
Leader refers to the expedition leader appointed by the Company.
Unrecoverable Costs refers to costs already committed to third parties which cannot be recovered by the Company, including but not limited to permits, deposits, internal flights, accommodation blocks, transport, guides, porters, and logistics.

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2. THE CONTRACT

2.1 A binding contract exists once the Company has confirmed a booking in writing and any required deposit has been received.
2.2 These Terms and Conditions apply to all Clients and all Expeditions unless expressly varied in writing.
2.3 The person making the booking confirms that they have authority to accept these Terms on behalf of all participants included in the booking.

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3. BOOKINGS AND PAYMENTS

3.1 A non refundable deposit is required to secure a place on an Expedition. The deposit amount will be specified at the time of booking.
3.2 The balance payment is due by the date specified in the booking confirmation.
3.3 Failure to pay the balance by the due date may result in cancellation, with cancellation charges applied as per Section 10.
3.4 The Company reserves the right to cancel a booking if payments are not received on time.

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4. PRICING AND COST STRUCTURE

4.1 Expedition pricing is based on a combination of fixed and variable operational costs.
4.2 For Group Expeditions, pricing may be based on participant number bands.
4.3 The Company reserves the right to price Expeditions based on minimum participant numbers required for viability.
4.4 Prices are confirmed at the time of booking, subject to the provisions in Sections 9 and 10 regarding cancellations affecting pricing thresholds.

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5. MINIMUM NUMBERS AND EXPEDITION VIABILITY

5.1 Group Expeditions are subject to minimum participant numbers.
5.2 The Company will confirm whether minimum numbers have been met by a stated decision date prior to departure.
5.3 If minimum numbers are not met, the Company may at its discretion:

• cancel the Expedition and refund payments received, less unrecoverable costs, or

• offer an alternative expedition, revised itinerary, or revised pricing.

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6. INCLUSIONS AND EXCLUSIONS

6.1 Inclusions will be clearly stated in the expedition description or booking confirmation.
6.2 Unless explicitly stated, international flights, visas, travel insurance, personal equipment, vaccinations, and personal expenses are excluded.

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7. INSURANCE

7.1 Comprehensive travel insurance is mandatory for all Clients.
7.2 Insurance must cover medical treatment, evacuation, repatriation, cancellation, and the full scope of activities undertaken.
7.3 Proof of insurance may be requested prior to departure.

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8. HEALTH, FITNESS, AND MEDICAL DISCLOSURE

8.1 Clients must accurately disclose all relevant medical conditions at the time of booking and update the Company of any changes.
8.2 The Company reserves the right to require medical clearance.
8.3 Failure to disclose relevant medical information may result in removal from the Expedition without refund.
8.4 Clients must meet the physical and fitness requirements of the Expedition.

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9. CLIENT CONDUCT AND AUTHORITY OF THE LEADER

9.1 Clients must follow the instructions of the Leader at all times.
9.2 The Leader’s decisions are final regarding safety, route choice, itinerary changes, and participation.
9.3 The Company reserves the right to remove a Client from an Expedition for unsafe behaviour, misconduct, intoxication, harassment, or non compliance.
9.4 No refund will be issued where removal occurs due to Client conduct, and any additional costs incurred will be the responsibility of the Client.

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10. Cancellation by the Client

All cancellations must be made in writing. The effective date of cancellation is the date written notice is received.

Cancellation charges apply as follows:

• More than 90 days before departure: loss of deposit

• 61 to 90 days before departure: up to 50 percent of the total expedition price

• 31 to 60 days before departure: up to 75 percent of the total expedition price

• 30 days or fewer before departure: 100 percent of the total expedition price

Cancellation charges apply regardless of the reason for cancellation and reflect Unrecoverable Costs and operational commitments already made. Clients are strongly advised to obtain appropriate cancellation insurance.

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11. Group Expeditions and Shared-Cost Pricing

Certain expeditions operate on a shared-cost basis where the per-participant price depends on the final number of confirmed participants.

By booking a place on a Group Expedition, you acknowledge and agree that:

• expedition pricing is conditional on participant numbers

• a reduction in participant numbers may increase the per-participant cost

• expedition viability may depend on maintaining minimum numbers

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Where a Client’s cancellation causes the number of participants to fall below a pricing threshold, we reserve the right, at our discretion, to:

• recover from the cancelling Client the reasonable and proportionate cost difference directly attributable to their withdrawal

• reprice the expedition for remaining participants

• or cancel the expedition where it is no longer viable

Any recovery or repricing under this clause will be limited to costs that are reasonable, proportionate, and directly attributable to the cancellation. This applies in addition to standard cancellation charges.

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12. Replacement Participants

At our discretion, a cancelling Client may be permitted to propose a replacement participant. Any replacement is subject to suitability, timing, documentation, and acceptance of these Terms and Conditions.

Until a replacement participant is confirmed in writing by us, the original Client remains liable for all cancellation charges and costs.

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13. Withdrawal or Removal

No refund shall be made where a Client withdraws from an expedition after it has commenced or is removed for reasons of safety, conduct, non-compliance, inadequate preparation, missing equipment, lack of insurance, or failure to meet participation requirements.

Any additional costs incurred as a result of withdrawal or removal shall be the responsibility of the Client.

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14. CHANGES OR CANCELLATIONS BY THE COMPANY

14.1 The Company reserves the right to change itineraries, accommodation, transport, Leaders, or timing where necessary.
14.2 If the Company cancels an Expedition, Clients will receive a refund of payments made, less unrecoverable costs.
14.3 The Company is not responsible for costs incurred outside the Expedition price, including flights or personal arrangements.

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15. FORCE MAJEURE

15.1 The Company shall not be liable for failure to perform obligations due to events beyond its reasonable control, including but not limited to natural disasters, political instability, pandemics, or government restrictions.

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16. TRAVEL DOCUMENTS AND LEGAL COMPLIANCE

16.1 Clients are responsible for passports, visas, vaccinations, and compliance with local laws.
16.2 Failure to comply does not entitle the Client to a refund.

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17. EQUIPMENT AND KIT REQUIREMENTS

17.1 Clients must carry required equipment as specified.
17.2 The Company reserves the right to refuse participation where critical equipment is missing.

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18. MEDIA AND IMAGERY

18.1 The Company may use images or video taken during Expeditions for marketing unless a Client opts out in writing.
18.2 Personal privacy will be respected.

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19. LIABILITY

19.1 Adventure travel involves inherent risks.
19.2 The Company accepts no liability for injury, loss, or damage except where required by law.
19.3 Liability is limited to the amount paid for the Expedition.

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20. COMPLAINTS AND DISPUTE RESOLUTION

20.1 Complaints must be raised as soon as reasonably possible.
20.2 Any unresolved complaints must be submitted in writing within 28 days of expedition completion.

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21. DATA PROTECTION

21.1 Personal and medical data will be processed in accordance with applicable data protection laws.
21.2 Data may be shared with Leaders or emergency services where necessary.

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22. AGE LIMITS

22.1 Participants must be aged 18 or over unless otherwise agreed in writing.

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23. FINANCIAL PROTECTION

23.1 Where applicable, the Company provides financial protection in accordance with relevant regulations.

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24. GOVERNING LAW AND JURISDICTION

24.1 These Terms and Conditions are governed by the laws of Scotland.
24.2 Any disputes shall be subject to the exclusive jurisdiction of the Scottish courts.