GENERAL TERMS AND CONDITIONS OF SALE - SPORT TRAVEL

1. Purpose

These general terms and conditions of sale (GTC) govern the contractual relationships between SPORT-TRAVEL and the client, regarding the booking and purchase of trips, stays, tours, other tourist services, and costs related to equipment rental.

2. Acceptance of the conditions

The booking of any trip implies the unconditional acceptance of these GTC by the Client. They take precedence over any other document or contrary condition.

3. Booking

3.1. The booking of a trip is made directly with the Agency, in the agency, by phone, or via the website.

3.2. A booking is considered definitive only after the client has given their agreement to proceed with the bookings based on the quote and/or the payment of a deposit defined by the Agency.

3.3. Any error or omission in the information provided by the Client is solely their responsibility.

4. Price and payment

4.1. The prices of trips and services are expressed in euros and include applicable taxes. If the price on the invoice does not take taxes into account, a mention (for example, "excluding VAT") will be clearly indicated.

4.2. A deposit of at least 50% of the total amount of the trip is required at the time of booking. Two-thirds of the amount (66%) must be paid no later than 90 days before departure. The balance must be paid no later than 60 days before departure, unless otherwise stated on the invoice or in the email sent to the client.

4.3. In the case of a booking made less than 90 days before departure, full payment is required at the time of booking.

4.4. If the client has a discount voucher or a preferential rate, they must inform the agency before the final invoice is issued.

Furthermore, the discount voucher and/or preferential rate are not cumulative and only apply to booking fees and in no case to the booking price of the various services.

4.5. In the event of non-payment or late payment of amounts due by the client, and without a written agreement having been reached between the parties, the agency reserves the right to suspend or cancel ongoing services without notice. Late payment penalties calculated at a rate of 10% of the total price per month of delay will be applied to the remaining amount due.

The agency may also claim reimbursement of legal and extrajudicial costs incurred for the recovery of the debt. Failure to meet payment deadlines may also result in the immediate termination of the contract, without prejudice to any other damages that the agency may claim.

However, the agency will send a payment reminder before any payment deadlines. After two reminders following the deadline, the agency considers this as non-payment and will take the aforementioned measures to recover the amount due.

4.5. In the event of refusal to pay, the agency reserves the right to engage legal services to recover the amount owed to it. This means the total amount of the invoice sent to the client, the legal costs incurred by this situation, as well as late payment penalties.

5. Cancellation and modification by the Client

5.1. Any request for cancellation or modification must be made in writing (by email or post) and addressed to the Agency. The agency commits to doing everything in its power to recover as much as possible of what has been spent by the client and to refund it.

5.2. Cancellation conditions: In the event of cancellation by the Client, in addition to the refund of what cannot be recovered by the agency, cancellation fees will be applied according to the following deadlines:

•

More than 30 days before departure: Total amount of booking fees retained by the agency

•

Less than 30 days before departure: up to 33% of the total price of the trip as well as the total amount of booking fees.

5.3. Modification conditions: The Client may request a modification (dates, destination, services) subject to availability and the agreement of the relevant service providers. Administrative fees of up to 10% of the amount of the request, per request, will be applied, in addition to any extra costs imposed by the service providers.

5.4. If the modification results in a partial or total cancellation, the cancellation conditions mentioned in point 5.2 will apply.

5.5. No refund will be made if the Client does not show up at the time of departure or if they voluntarily interrupt their trip.

6. Cancellation or modification by the Agency

6.1. The Agency may cancel or modify a trip in the event of exceptional or unavoidable circumstances (natural disasters, political unrest, pandemic, etc.).

6.2. In the event of cancellation by the Agency, the Client will be fully refunded, with no possibility of claiming damages.

6.3. In the event of a major change, the Client may accept the changes or cancel at no cost.

7. Specific conditions for sports training abroad organised by Sport-Travel

7.1. Registration and booking: Any registration for a sports training abroad is firm and final after validation of the complete registration file and receipt of the payment of the deposit or the total amount of the training, according to the terms defined at the time of booking. As the number of places is limited, registrations are recorded in the order of arrival of complete files.

7.2. Our sports training abroad includes the services detailed in the description of the chosen training (accommodation, transport, sports supervision, ancillary activities, meals, etc.). Any service not expressly mentioned in the description of the training is not included. The sports programme may be adjusted according to weather conditions, the physical condition of the participants, or any other constraints deemed relevant by the supervision, while respecting the educational objective of the training.

7.3. Participation in a sports training abroad requires good general physical condition. It is the responsibility of the participant (or their legal representatives for minors) to ensure that they are fit for the relevant sport and that they have no medical contraindications. We strongly recommend consulting a doctor before departure. Sport-Travel and its supervisors will do everything possible to ensure the safety of participants. However, the participant acknowledges that engaging in sports, particularly abroad, carries inherent risks. Each participant agrees to follow the safety instructions given by the supervision and the group’s rules of conduct.

7.4. The price of the course displayed on the website and social media does not include bank service fees and/or booking platform fees, cancellation insurance, repatriation assistance, or multi-risk.

7.5. Any cancellation by the participant must be notified in writing (registered letter or email with acknowledgment of receipt). The following cancellation fees will apply, depending on the date of receipt of the notification:

• More than 90 days before departure: Booking fees
• Between 90 and 30 days before departure: 66% of the total price of the course.
• Less than 30 days before departure or no-show: 100% of the total price of the course.
• These cancellation fees apply only if the client has expressly stated, at the time of registration, that they wish for cancellation insurance.

If the client does not take out cancellation insurance, the entire cost of the trip will be their responsibility, regardless of the date on which the cancellation occurs. If possible, depending on the various providers (Hotel, coach, Flights), the agency may offer to postpone the course to a later date.

7.6. Sport-Travel reserves the right to cancel a course if the minimum number of participants is not reached, in cases of force majeure (unforeseen and irresistible events such as natural disasters, health crises, political instability, etc.), or if optimal safety conditions cannot be guaranteed. In these cases, the Agency will offer the participant:

• Postponement to a similar course on another date, if possible.
• A voucher to be used for a future course and/or trip.
• A full refund of the amounts paid, excluding any compensation for damages.
• A full refund will only be made if the client has taken out cancellation insurance or if the various providers allow the refund of the different services (Accommodation, Coach, Flights)

8. Administrative, health and assistance formalities in case of damages

8.1. The Client is required to comply with the administrative formalities (passport, visa) and health formalities (vaccinations, medical tests) imposed by the destination country.

8.2. The Agency can provide available information for guidance but cannot be held responsible in case of refusal of entry or boarding of the Client.

8.3. In case of damage, theft or loss of luggage, it is the client's responsibility to request, upon arrival at the destination airport, the establishment of a report or a claim certificate from the relevant service. This document must be communicated to the agency as soon as possible. Subject to the receipt of said document, the agency commits to undertake, within a maximum period of seven (7) days following the client's arrival date, all necessary steps with the concerned airline in order to obtain possible compensation. In any case, the agency cannot be held responsible in case of refusal of refund or compensation opposed by the airline.

9. Insurance

9.1. The Agency offers optional insurances (cancellation, luggage, etc.). It is the Client's responsibility to take out these insurances if desired.

9.2. The Agency is in no way responsible for repatriation and the insurances related to it if the client has not taken out their own insurance.

9.3. In case of refusal, the Client acknowledges assuming the risks related to their trip.

10. Liability and guarantee for rental

10.1. The Agency acts as an intermediary between the Client and the providers (airlines, hotels, transporters, etc.).

10.2. The Agency cannot be held responsible for damages caused by the providers. If a deposit is made by the agency for any type of rental, the client is required to reimburse the agency for the full amount in case of damage. If additional costs are incurred by the owner as a result of damage or otherwise, Sport-Travel is in no way responsible.

10.3. Any claim must be made within 30 days after the end of the trip.

11. Personal data

11.1. In accordance with the General Data Protection Regulation (GDPR), we are committed to protecting our clients' personal data. The information collected is used exclusively for the management of the business relationship and is in no way transmitted to third parties without your explicit consent. You have the right to access, rectify, delete, transfer, and object to the processing of your personal data. To exercise these rights, you can contact us at the address Info@sport-travel.be. In case of a dispute regarding the processing of your data, you have the right to lodge a complaint with the Data Protection Authority (DPA).

11.2. The Client has the right to access, rectify, and delete their data by contacting the Agency.

12. Applicable law and disputes

12.1. These General Terms and Conditions are subject to Belgian law.

12.2. Any dispute relating to the execution or interpretation of the GTC will be submitted to the competent courts of the location of the Agency's headquarters in Belgium.

13. General conditions of the Travel Disputes Commission for Linked Travel Services

Article 1: Scope of application 

These general conditions apply to linked travel services booked from 1 July 2018 as defined by the Law of 21 November 2017 relating to the sale of package holidays, linked travel services and travel services.

Article 2: Definition A linked travel service is understood to mean at least two different types of travel services purchased for the same trip or holiday stay, not constituting a package holiday leading to the conclusion of separate contracts with individual travel service providers, if a professional facilitates:

a) on the occasion of a single visit to their point of sale or a single contact with it, the separate choice and separate payment of each travel service by the traveller, or

b) in a targeted manner, the purchase of at least one additional travel service from another professional when the contract with that other professional is concluded no later than twenty-four hours after the confirmation of the booking of the first travel service.

Article 3: Information to the traveller prior to the linked travel service. The professional facilitating linked travel services communicates to the traveller the standard information legally required as well as the following information:

1. That the traveller has not concluded a package holiday and that each service provider will only be responsible for the proper contractual execution of their service 2. That the traveller will benefit from protection against insolvency.

Article 4: Consequences of non-compliance with the information obligation. When the professional facilitating the linked travel services has not provided the correct information, the rights and obligations regarding package holidays will apply except those concerning price changes and changes to other terms of the package holiday.

Article 5: Information from the traveller

5.1 The person concluding the linked travel service must provide the professionals with all useful information that could influence the conclusion of the contract or the smooth running of the trip.

5.2 If the traveller provides incorrect information that results in additional costs for the professionals, these costs may be charged to them.

Article 6: Insolvency

The professionals facilitating the linked travel services provide a guarantee for the reimbursement of all payments they receive from travellers to the extent that the travel service which is part of a linked travel service is not performed due to their insolvency. If these professionals are the party responsible for the transport of passengers, the guarantee also covers the repatriation of travellers.

Article 7: Liability in case of booking error

7.1 The professional is responsible for any error: - due to technical defects in the booking system for which they are responsible - made during the booking process, if they have agreed to organise the booking of travel services.

7.2 A professional is not responsible for booking errors that are attributable to the traveller or that are caused by exceptional and unavoidable circumstances.

Article 8: Complaint Handling The professional provides the traveller with information regarding the internal complaint handling procedure.

Article 9: Conciliation Procedure

9.1 In the event of a dispute, the parties must first attempt to reach an amicable arrangement between themselves.

9.2 If this attempt at an amicable settlement has not succeeded, each of the concerned parties may contact the secretariat of the non-profit organisation Commission de Litiges Voyages to initiate a conciliation procedure. All parties must express their agreement.

9.3 The secretariat will provide the parties with a conciliation settlement and a "conciliation agreement".

9.4 In accordance with the procedure described in the regulations, an impartial conciliator will contact the parties to pursue a fair conciliation between them.

9.5 Any agreement reached will be formalised in a binding convention for the parties.

Article 10: Arbitration or Court

10.1 If no conciliation procedure has been initiated or if it has failed, the complaining party may initiate an arbitration procedure before the Commission de Litiges Voyages or a procedure before the court.

10.2 The traveller, whether a claimant or a defendant, is never obliged to accept the jurisdiction of the Travel Disputes Commission.

10.3 The professional who is the defendant may only refuse arbitration proceedings if the amounts claimed exceed 1,250 euros. For this, they have a period of 10 calendar days from the receipt of the registered letter or the email with acknowledgment of receipt indicating the opening of a file for an amount of 1,251 euros or more at the Travel Disputes Commission.

10.4 This arbitration procedure is subject to a dispute resolution, and may be initiated after a complaint has been lodged with the company as soon as it becomes clear that an amicable solution could not be found or as soon as 4 months have elapsed from the end (scheduled) of the trip (or possibly from the service that gave rise to the dispute). Disputes concerning personal injury can only be resolved by the courts.

10.5 The arbitral panel, composed equally, renders a binding and final award, in accordance with the dispute resolution. No appeal is possible.

Secretariat of the Travel Disputes Commission: telephone: 02/277 62 15 (9am to 12pm) fax: 02/277 91 00 City Atrium, Rue du Progrès 50, 1210 Brussels email: litiges-voyages@clv-gr.be