Terms and conditions

1. Definitions and Interpretation

In these Terms & Conditions:

“Company”, “we”, “us”, “our” refers to Crux Outdoors Ltd, trading as Crux Expeditions.
“Client”, “you”, “your” refers to the person making the booking and all members of the party included on that booking.
“Expedition” refers to the land-based travel package, adventure, or training event provided by us.
“Contract” means the legally binding agreement formed between you and the Company once your booking has been confirmed.
“Force Majeure” includes but is not limited to war, civil unrest, strikes, extreme weather, natural disasters, epidemics/pandemics, terrorism, government action, or any other event beyond our reasonable control.

2. The Contract

2.1 By making a booking with us, you confirm that you:

Are at least 18 years of age.
Have read and agree to these Terms & Conditions.
Have authority to accept these Terms & Conditions on behalf of all persons named on the booking.

2.2 The Contract is formed when we issue a written confirmation invoice following receipt of your deposit or full payment.

3. Booking and Payments

3.1 A non-refundable deposit (specified per expedition) is required at the time of booking.
3.2 The balance of the expedition cost must be paid no later than 12 weeks prior to departure, unless otherwise stated in writing.
3.3 If the balance is not paid by the due date, we reserve the right to cancel your booking and retain your deposit.
3.4 Payment plans may be available, including instalments, subject to agreement at the time of booking.

4. Prices and Surcharges

4.1 All prices are quoted in GBP.
4.2 Prices are based on exchange rates, taxes, and costs prevailing at the time of publication. We reserve the right to impose surcharges in the event of significant changes in:

Transportation costs, including fuel surcharges.
Taxes, duties, or fees imposed by third parties.
Exchange rates relevant to the expedition.
4.3 If any surcharge increases the total expedition price by more than 8%, you have the right to cancel with a full refund (excluding insurance premiums and non-refundable services).

5. Inclusions and Exclusions

5.1 The expedition price includes only those items expressly stated in the itinerary or booking confirmation.
5.2 Excluded items include, but are not limited to:

International and domestic flights to and from the expedition start/end point.
Travel insurance.
Visas and vaccinations.
Personal equipment and clothing.
Tips, drinks, snacks, and items of a personal nature.
Additional accommodation or services not expressly included.

6. Insurance

6.1 It is a condition of booking that you obtain comprehensive travel insurance that covers:

Emergency medical expenses.
Helicopter or ground evacuation from remote areas.
Trekking/climbing up to the maximum altitude of your expedition (Mera Peak up to 6,500m, Kilimanjaro up to 6,000m, etc.).
Repatriation to your home country.

6.2 Proof of adequate insurance must be provided before departure. Failure to do so may result in exclusion from the expedition without refund.

7. Health, Fitness, and Participation

7.1 By booking, you confirm that you are in good physical and mental health suitable for participation in the expedition.
7.2 You must disclose any pre-existing medical conditions or concerns at the time of booking.
7.3 The expedition leader has full authority to exclude any participant deemed unfit to continue for reasons of health, safety, or behaviour.
7.4 You agree to follow all instructions of the expedition leader and guides.

8. Changes by the Client

8.1 Requests to transfer bookings or change dates must be made in writing.
8.2 We will endeavour to accommodate changes, subject to availability and payment of any additional costs incurred.

9. Cancellations by the Client

9.1 All cancellations must be notified to us in writing by the person who made the booking. The date of cancellation will be the date we receive written notice.

9.2 Cancellation charges will apply as follows (percentage of total expedition cost):

More than 90 days before departure: Deposit only (non-refundable).
61–90 days before departure: 50% of expedition cost.
31–60 days before departure: 75% of expedition cost.
0–30 days before departure: 100% of expedition cost.

9.3 If you fail to pay the balance of the expedition cost by the due date, we reserve the right to treat this as a cancellation by you. In such cases, the above cancellation charges will apply.

9.4 You may transfer your booking to another person who satisfies all expedition requirements (including medical fitness and insurance) by giving us at least 14 days’ written notice and paying any additional costs incurred. If the substitute does not meet the necessary requirements, we reserve the right to refuse the transfer and apply cancellation charges.

9.5 If you cancel due to circumstances amounting to force majeure, we will endeavour to recover costs from our suppliers, but refunds will be limited to the recoverable amount actually received by us, less any unrecoverable expenses already incurred.

10. Changes or Cancellations by the Company

10.1 We reserve the right to make changes to itineraries, accommodation, or services where necessary for safety, logistics, or force majeure.
10.2 If we significantly alter or cancel your expedition, you may choose to:

Accept the alternative arrangement offered.
Receive a credit towards another expedition.
Cancel with a full refund (except in cases of force majeure).

10.3 We are not liable for incidental expenses (visas, vaccinations, equipment, flights) incurred in anticipation of a trip that is altered or cancelled.

11. Force Majeure

We shall not be liable or responsible for failure to perform, or delay in performance, due to circumstances beyond our reasonable control.

12. Liability

12.1 We accept responsibility for ensuring that your expedition is supplied as described and services provided are of a reasonable standard.
12.2 We do not accept liability for:

Death, illness, or injury resulting from your own actions or the actions of others not employed by us.
Loss, theft, or damage to personal property.
Force majeure events.

12.3 Our liability shall in all cases be limited to a maximum of two times the expedition cost paid by you.

13. Complaints

13.1 If you have a complaint during your expedition, you must immediately inform the expedition leader so we can seek to remedy the issue.

13.2 If unresolved, you must submit a written complaint within 28 days of returning home.

14. Financial Protection

Crux Outdoors Ltd, trading as Crux Expeditions, complies with the Package Travel and Linked Travel Arrangements Regulations 2018. In the unlikely event of our insolvency, your payments are protected through our financial protection insurance policy. This ensures that your money is secure and that you will be repatriated if necessary. Full details of our financial protection insurance are available on request.

15. Data Protection

We will collect personal and medical information solely for the purpose of operating your expedition. All information is handled in accordance with UK GDPR and will not be shared with third parties except where required for expedition delivery (e.g. hotels, guides, insurers). See Privacy Policy.

16. Jurisdiction

These Terms & Conditions and any dispute arising from them shall be governed by the laws of Scotland and subject to the exclusive jurisdiction of the Scottish Courts.

Crux expeditions