Booking Terms and Conditions
These are the terms and conditions that will apply to your holiday, tour or other arrangement with Via Pontica Tours Ltd. Please read them carefully as on booking a tour with us you will be bound by them.
The Contract
Via Pontica Tours is a special interest wildlife tours and photography company incorporated in 2005. By booking you are entering into a contract with us. This agreement is to be interpreted and enforced in accordance with Bulgarian Law.
Our tour operator license is issued by the Bulgarian Agency of Tourism (Registration No: 5610).
By booking a trip with Via Pontica Tours Ltd. you are deemed to have accepted on behalf of everyone named in the booking these Booking Conditions, which constitutes the entire agreement between you and Via Pontica Tours Ltd., and your booking will be accepted by us on this basis. The following conditions are valid for all tours and services, operated through the website and brand name of Via Pontica Tours Ltd.
Booking process
In order to confirm your chosen holiday, a deposit must be paid at the time of booking. An invoice is issued and sent for payment, which also represents the confirmation of Via Pontica Tours Ltd. for the services, ordered by our clients. Any special requirements and medical problems should be reported by the client at the time of booking. After the full payment is received a set of documents will be sent to the client, containing vouchers and other relevant information if needed (trip notes, road book etc.). Please make sure all details inside are correct and contact us immediately should you notice incorrect or missing information.
Payments
All clients are required to pay a non-refundable deposit of 200 Euro per person for their booking to be confirmed. Full payment should be received not later than 45 days prior departure. If such payment is not captured on time we will send you a reminder (in writting) and if no payment follows within 5 days, we reserve the right to cancel your reservation. If your booking is made 45 days or less before the departure date then the full amount is to be paid at the time of booking. Payment deadlines are explicitly shown in the invoices received by the clients and should be strictly respected.
Our Bank Details
Bank: First Investment Bank- Bulgaria
Branch: 44, Bul. Hristo Smirnenski, Sofia
IBAN: BG75 FINV 9150 10BG N0DA 96
BIC: FINVBGSF
Beneficiary: Via Pontica 2000 Ltd.
OUR COMMITMENTS TO YOU
Alterations by Us
We will do our utmost to provide the arrangements that have been confirmed, but we must reserve the right to modify or cancel any holiday, tour, accommodation or arrangement, or change the tour leader, if unforeseen circumstances arise. In such circumstances, we will inform you as soon as possible and, should the change be a major one, we shall offer you the choice between accepting the change, an alternative holiday, or a full refund of all monies paid. When the change is minor we will advise you before departure, if practicable, but we are not obliged to do so or pay any compensation. A major change includes such changes as an alteration of your outward or return flight time by more than 12 hours, a change of accommodation to one with a lower official classification or standard for the whole or a major part of the duration of your trip, and a change of the departure point to one which is significantly more inconvenient for you. We accept no responsibility for additional expense due to delays or changes by the air, sea or coach services, weather, strikes, quarantine, and other causes beyond our control.
Cancellations
In the unlikely event that Via Pontica Tours Ltd. needs to change significantly or cancel a reservation, the client will be given the choice to: 1) accept the changed arrangements; 2) order an alternative holiday from Via Pontica Tours Ltd. (if a cheaper holiday is chosen the price difference will be refunded to the client; if it is a more expensive one, the difference should be paid extra by the client); 3) cancel or accept the cancellations by Via Pontica Tours Ltd. (full refund will be obtained). Via Pontica Tours Ltd. Shall not be held liable for any incidental expenses that may have arisen as a result of the booking such as visas, vaccinations or non-refundable flights.
We will not cancel your holiday 45 days or less before departure unless we are forced to do so as a result of circumstances amounting to “force majeure” or if you have failed to comply with any requirement of these booking conditions entitling us to cancel (such as paying on time).
We will not make significant changes to your holiday arrangements 45 days or less before departure without paying you compensation as set out in this paragraph, subject to the exceptions mentioned below.
Force-majeure
Via Pontica Tours Ltd. shall not be held liable in cases of "force majeure" circumstances, herewith described as events which we or our subcontractors cannot predict or avoid, such as: terrorist activity, strike, war or threat of war, riot, civil strife, natural or nuclear disaster, adverse weather conditions, fire etc.
YOUR COMMITMENTS TO US
Alterations by You
The following sets out any charges applicable for changes you may decide to make to your booking once you have sent us your deposit. In all cases you must notify us of your wishes in writing. We will acknowledge receipt of your request also in writing.
Changes
A change of holiday within 6 weeks of departure will be treated as a cancellation and charges will be levied as set out in paragraph 2 above.
If you wish to make any other alteration to your original booking you will be charged an alteration fee of 25.00 Euro per change, together with any costs incurred by ourselves and any costs or charges incurred or imposed by any of our suppliers. Whilst we will endeavour to assist, we cannot guarantee we will be able to meet all your requests. We regret that we can make such alterations only on receipt of the necessary fee.
Cancellations
All cancellations should be made in written to Via Pontica Tours Ltd. The following cancellation charges (as a percentage of the total cost, but not less than the deposit) apply for cancellations made by clients:
45 - 30 days before date of departure - 30%;
29 - 15 days - 50%;
14 - 9 days - 70%;
8 days or less - 100%;
If a ground service provided by Via Pontica Tours Ltd. is omitted by a client (e.g. transfer, tour etc.) due to last-minute illness, flight cancellation etc. this is considered “no-show” and no refund will be made. The same rule applies if the client decides to leave the holiday before its end.
Travel and health insurance
Please note that no travel insurance is included in our packages and we suggest that at the time of booking all clients consider purchasing a policy of their choice. It is your responsibility to ensure the insurance cover you purchase is suitable and adequate for your needs. We do not check insurance policies.
Passports and Visas
It is the responsibility of each passenger to ensure that they have a passport valid for 6 months beyond the end of the holiday, tour or other arrangement (assuming that a passport is required) and that they have any applicable visas.
Via Pontica Tours Ltd. is not responsible if a client fails to ensure that they comply with these requirements.
Handling of complaints
Should our clients experience problems during their holidays they must inform in written the head office of Via Pontica Tours Ltd. at info@viapontica.com) with details of the case so that we can take proper measures in order to have this problem resolved immediately. Any complaints brought to our attention after the end of the holiday will be taken in consideration but we regret in advance that no measures could effectively be taken at this late stage which would have made your holiday more enjoyable.