Terms and conditions

Introduction

Golf Poland Ltd trading as Golf Poland is a company registered in England and Wales, company number: 16184784  with its registered office at 5 Brayford Square, London E1 0SG. These Terms and Conditions will form the basis of your Contract with us Golf Poland so please read them carefully.

The Terms and Conditions set out below will explain the responsibilities and obligations undertaken by all parties when booking with us. All bookings that we confirm are subject to these Terms and Conditions. We reserve the right to amend our Terms and Conditions at any time and by using our website you signify your acceptance of the following Tems and Conditions set out below.

What we do

We are a “tour operator.” This means that we organize, promote, and sell tour programs consisting of certain services that are provided by independent third parties (“Suppliers”) except in very limited circumstances involving our affiliated Vehicle Owners and Vehicle Operators that own and operate certain vehicles used on our tours. Except for this specific exception, all travel activities and services provided in connection with, before, after or during your tour including but not limited to hotels, restaurants and other food providers, tour guides (Trip Leaders and Program Directors), local guides, ground operators, providers of optional tours and shore excursions, or transportation of any kind by any vessel, aircraft, bus or other mode of transportation, are provided, owned and operated by independent third party contractors whose employees, facilities, products and services are not subject to our supervision or control. In providing tour operator services or selling reservations or tickets in connection with any optional tours, services or transportation or by accompanying you during such activities, we do so as a convenience to you and shall be entitled to impose a charge and earn a profit from the sale of such excursions, services or transportation, but we do not undertake to supervise or control such independent contractors or their employees, facilities, products or services. The Suppliers providing services for your tour are independent contractors and are not our agents, employees, servants, or joint venturers. For all other purposes, we do not act as an agent for any party whatsoever. In the course of your tour, you may see the name Golf Poland or hear or see the use of the word “our” to denote hotels, transportation vehicles. We may also use sign placards with this name, any such use is purely for reasons of identification and does not denote any other agency.

Financial Protection

In order to comply with the Package Travel, Package Tours and Package Holidays regulations 2018 all client money is paid into and held in trust until the clients holiday has been completed. All golf resorts, golf courses and accommodation that we use require a deposit and then the balance to secure the bookings that we have placed with them for the client, this means that clients funds will be released under an insurance scheme to pay our suppliers in order to secure the bookings.

This financial protection was put in place to ensure clients peace of mind and provide confidence when booking with a travel tour operator like Golf Poland who is a full member of PTS Protected Trust Services, membership No: 6274 ensuring that we are in full compliance with The Package Travel and Linked Travel Arrangements 2018 legislation.

Liability insurance

Golf Poland is fully indemnified in respect of legal liability In order to comply with the The Package Travel and Linked Travel Arrangements 2018 legislation

Governing Law & Jurisdiction

Your Contract with us and any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with it or its subject matter or formation, shall be governed by, and construed in accordance with, the laws of England and Wales. Each Party will irrevocably agree that the courts of England and Wales shall have exclusive jurisdiction to settle any dispute or claim (including non-contractual disputes or claims) arising out of or in connection with the Contract or its subject matter or formation.

Booking

Your booking and contract is exclusively with Golf Poland. All clients making a booking through Golf Poland must ensure they read and understand all details published on our website relating to their holiday prior to sending any personal details to us.

 All bookings are subject to availability.

The person making the booking will be the lead name and will be responsible for the entire booking. You must be at least18 years old or over to make a booking. When you make a booking you accept on behalf of all the members of the party/group these terms and conditions.  The lead name guarantees that he/she has the authority to accept and does accept on behalf of the party/group the terms of these Booking Conditions.

The lead name is responsible for keeping all members of his/her party/group informed as to the booking details and informing Golf Poland in writing of any amendments to or cancellations of the booking. The lead name will also be responsible for making all payments due to Golf Poland in accordance with our contract.

Booking confirmation and deposit

When we receive a booking enquiry whether it is through our provisional booking/price & details enquiry form, by e-mail or by telephone we will send the lead name by e-mail a provisional confirmation of the provisional booking/price & details enquiry within 24 hours of receiving the initial enquiry.

The provisional confirmation will have full details of the golf holiday with instructions on how to proceed in paying the deposit in order to fully confirm the booking. If we have not received the deposit within 7 days of you receiving your provisional confirmation will result in the cancellation of your booking. When the deposit payment has cleared the lead name will be sent an invoice together with the firm/secured booking confirmation.

The deposit payable is £50 per person. The deposit is used on your behalf in entering a contractual agreement with other parties and services such as accommodation, green fees etc.

Price and payment

All prices on the web site are in pounds sterling and are per person (pp) unless otherwise stated. The golf holiday price is based on 2 people sharing  accommodation, for single bookings or in the event of a booking resulting in an empty bed due to uneven   number of guests/clients staying in an double/twin, triple, quadruple or family room a single supplement will be charged. We reserve the right to withdraw or amend services and prices of any golf holiday and will advise the client of any price change in advance prior to booking.

Upon payment of the deposit you will receive your booking confirmation with full details including the balance due and what date it will be due on. All balances can be paid before the balance due date. The balance will be due 56 days (8 weeks) before the arrival date. For all bookings which are made within 56 days (8 weeks) prior to the arrival date full payment would be required in order to secure the booking. If we do not receive payment of the balance by the due date we reserve the right to treat your booking as being cancelled by you and cancellation charges will then apply.

All payments can be made through our secure platform using either credit or debit cards, alternatively payment can be made by direct bank transfer. There are no surcharges for using credit or debit cards. Golf Poland does not at any time see or hold any information when you use your credit or debit card which gives you complete confidence that you are purchasing your golf holiday through a totally secure website.

Cancellations and Amendments

In the event of you wanting to cancel or make an amendment to your booking you must notify us in writing by e-mail of which the address is on our web site. The cancellation or amendment can only be made by the lead name on the booking form. Cancellation charges are as follows; more than 56 days (8 weeks) including the 56th day before arrival date, loss of the deposit will apply; less than 56 days (8 weeks) down to 14 days before arrival date, 70% of the booking value; 14 days or less  including the arrival date, 100% of the booking value.

We will always endeavour to make an amendment to a booking subject to availability. Any amendment to your booking is free of charge. We reserve the right to withdraw or amend services and prices of any golf holiday and will advise the client of any price change in advance prior to booking.

Airport Transfers and Meet & Greet

For all golf holidays except ‘Create Your Own Golf Holidays’ airport transfers are included in the price unless a request for airport transfers is indicated on the booking form and the cost included in the final balance and paid for in full. We will monitor your flight and in the event of a delayed arrival we will always wait to meet you. After clearing customs and entering the arrivals hall our representative/driver will be waiting holding up a card with GolfPoland clearly visible on it.

Our representative/driver is there to assist you however It is your responsibility to ensure that you have collected all your baggage and oversee the loading of your baggage into the vehicle. We will not be liable for any loss or damage to your baggage or personal belongings.

Our representative/driver will wait as long as possible for all clients to make their way to him/her on entering the arrivals hall however the onus is on the lead name to ensure that all members of his/her party are all present. After waiting a reasonable time if a person/s is/are missing the representative/driver will contact the customs officers at the airport to see if that person/s has been detained or delayed, if that person/s cannot be located then in fairness to the other clients waiting the driver will proceed to the transfer vehicle with the remaining clients and transfer them to the accommodation. We will not be held liable and not issue any refund of transfer costs or any other costs incurred by clients not turning up.

Golf course transfers and tee times

If your accommodation is not based at a golf resort then golf course transfers for all golf holidays are included in the holiday price. All tee times and transfer pick up times will be issued to you by our representative upon arrival at your accommodation. The tee times allocated will correspond to the relevant booked package deal as will the pick up times.

The onus is on you as the client to ensure that you will be at the agreed pick up point at the agreed time ready for collection. It is essential that tee times are met and not delayed as the golf course may not allocate another tee time due to all tee times being booked up for that day.

The driver will wait a reasonable time at the collection point however to ensure that other persons are on time to tee off he/she will depart for the golf course after waiting. We will not be held responsible for any client/s missing their tee time due to being late for their pick up. We will not be held liable and not issue any refund for a missed golf round due to a client/s not turning up at the agreed collection point at the agreed time.

For your return the driver will agree with you a collection point and time to transfer you back to your accommodation. The driver will wait a reasonable time at the collection point at the agreed time, if you do not turn up the driver will depart after waiting. We will not be held responsible for any client/s missing their transfer due to being late for their pick up. We will not be held liable and not issue any refund of transfer costs or any other costs incurred by clients not turning up at the agreed collection point at the agreed time.

Travel documents

It is your responsibility to have the correct travel documents when departing the UK. You must ensure that you meet the specific passport, visa and health requirements when entering Poland. We cannot be held responsible or accept liability for any client who is refused entry due to incorrect documentation. We strongly advise you to check  entry requirements into Poland on the official GOV.UK  or the GOV.PL web site for up to date information before departing the UK . Entry requirements – Poland travel advice – GOV.UK  and Entry and residence conditions for foreign nationals in Poland – Ministry of the Interior and Administration – Gov.pl website 

Complaints

On arrival at your accommodation the lead name on the booking will be issued with a contact phone number and an e-mail address should a problem arise. We will on your behalf endeavour to assist and resolve any problem or complaint locally. It is important to contact us as quickly as possible in order for us to intervene and rectify the problem as soon as possible, if you do not contact us or delay to contact us this may affect your rights. It is always advisable and more efficient to resolve any problems that arise locally and as quickly as possible so you can carry on enjoying your golf holiday. If you are still dissatisfied then you must notify us in writing by email within 10 days of your return home.

Accommodation and accuracy

We always do our best to ensure that information and prices on our website are as accurate as possible. However we do rely on information and descriptions given to us by the owners of the accommodation, golf resorts and golf courses and occasionally there might be discrepancies.

Occasionally some amenities/facilities might not be available due to maintenance or repair, they may be amended temporarily or withdrawn and we pass this information on to you as soon as it is available. If the accommodation, golf resort and golf course owners do not notify us then Golf Poland cannot be held responsible for any discrepancies in information and descriptions set out on our web site.

The accommodation booked in your golf holiday is usually available from 15:00 hrs local time on the day of your arrival and on departure day accommodation is usually to be vacated by 11:00 hrs we will notify you of any changes of times in your booking confirmation.

Golf resorts and golf courses

All golf resorts and golf courses are privately owned and reserve the right to alter confirmed tee times and in the rare event that your confirmed tee time should not be available we will try to arrange a tee time as near as possible to the original tee time allocated. As standard in busy periods most golf clubs and resorts implement the four ball rule which means that golf rounds are based on four players and if there are only 2 playing in your party it is possible that you might be paired up with other golfers.

Actual golf course playing conditions may vary from time to time as do maintenance schedules which are sometimes implemented at short notice. Inclement weather obviously affects the playing conditions on a golf course and this together with any maintenance or repair schedules that we have not been made aware of are out of our control and therefore we cannot be held responsible for the playing conditions of any golf course during your golf holiday.

P.G.G. guarantee

We have recently introduced our Play Golf Guarantee which will come into effect if the golf course you are due to play on is deemed unplayable due to extreme weather conditions and the owners of the golf course have decided to close the golf course for the whole day. This would be a very rare event and if the golf course has been officially closed we will transport you to another golf course that is opened free of any charge.

Golf course requirements

Golf Poland only uses championship golf courses for it’s holidays and as with other championship golf courses in Europe they all require a handicap card/certificate in order to play on. This is clearly stated on our web site in the description of each golf course featured. It is your and your party members responsibility to obtain a handicap card/certificate if you or they do not already have one before departure from the United Kingdom. For clients who have booked a golf holiday with the intent of learning to play using the golf courses instructors do not need a handicap card/certificate.

We strongly advise you and members of your party to have your handicap card/certificate with you when setting out for a round of golf and we will not be held responsible if the golf course refuses access due to you or any members of your party not producing a handicap card/certificate if asked for at reception, furthermore we will not issue any refund or be held liable for any costs incurred by you or any members of your party not having a valid handicap card/certificate.

Dress code and a knowledge of golf etiquette is a normal requirement of Golf Courses in Eastern Europe. The proper golf attire is expected and should be worn at the golf course and clubhouse. The onus is on you and all members of your party to wear the proper golf attire and have knowledge of golfing rules when playing on a golf course. We cannot be held responsible or be liable for any costs incurred due to a golf course refusing you or any members of your party access due to inappropriate clothing or lack of golf etiquette.

Behaviour

All the golf courses that Golf Poland uses for the purpose of our golf holidays employ marshals who are in place on the golf course at various points in order to monitor and control behaviour on the golf course. If you or any member of your party is asked to leave the golf course due to inappropriate behaviour we cannot be held responsible or be liable for any costs incurred.

It is the responsibility of all clients/guests to behave responsibly and have consideration for other holiday clients/guests, we therefore will not tolerate any extreme bad behaviour by any client/guest and fully reserve the right to terminate that person/s holiday, furthermore we will not issue any refunds and we will not be liable and will be under no obligation to pay for or cover any costs incurred as a result of us terminating that clients/guests holiday and him/her having to make alternative travel or accommodation arrangements or for any other costs whatsoever.

Golf equipment hire

Golf equipment hire is available and should be requested by indicating the relevant position on the booking form. All equipment is kept in very good condition and should be returned in the same condition as when hired. It is your or your party members responsibility to ensure that any equipment hired is not abused and damaged.  We cannot be held responsible or be liable for any costs incurred due to hired golf equipment being damaged or misused by the hirer. The golf equipment hirer has the right to demand payment for any equipment returned damaged allowing for natural wear and tear. The above applies to golf clubs, push/pull hand trolleys/carts and 2 seater  golf course buggies.

Travel insurance

We always advise all clients/guests  to take out comprehensive travel insurance. It is essential when you’re travelling as it provides protection against financial loss resulting from your golf holiday being cancelled or delayed, accident, theft of valuables and equipment, third party cover, medical expenses, baggage loss and even legal or personal liability expenses you may incur whilst on your holiday.

If you are bringing your own golf clubs we strongly advise that your insurance policy covers sports equipment and in particular golf clubs. Most comprehensive travel insurance policies also include an emergency assistance element to ensure that you are cared for and returned home in the event of a medical emergency. We accept no responsibility or liability for any loss or injury of any kind throughout the entire golf holiday booked by the lead name including all or any party members. It is therefore essential that the insurance coverage that you purchase is sufficient for your needs.

Force Majeure

A Force Majeure situation would be a set of circumstances beyond the control of us the supplier and you the customer/client. Consequences which could not have been avoided even after all or any reasonable measures had been taken. This would include situations like natural disasters (examples such as as fire, earthquake, tsunami) epidemics, pandemics, warfare, terrorism, industrial strikes/disputes, nuclear, air space closure, riots which it would make it a situation where to travel safely was not possible. In this type of situation if we cannot change your booking or provide you with the services booked we will not be held responsible and not be liable for any loss financial or otherwise that you might incur.

Car hire

We on our website recommend  a local car hire firm which in our opinion is a reliable and cost friendly firm. If you decide to hire a car from them then you will be entering into a contract directly between yourself and the supplier. We have no control over the vehicle supplied,  fuel, mileage , insurance and any other miscellaneous items which you may have hired.

It is solely your responsibility to ensure that the vehicle is returned in the same condition as when hired and to carefully read the wording of the insurance policy and contract form before accepting to hire. We strongly recommend to purchase the extra excess cover insurance when offered to cover full costs of the excess in case of any damage to the vehicle. We will not be held responsible or liable for any loss financial or otherwise that you might incur including any fines throughout the whole term of your rental period.