IMPORTANT NOTICE // Novel Coronavirus Covid-19
Given the impact of Covid-19 and the level of uncertainty and impact on international travel, we have temporarily revised our Booking Terms & Conditions Policy to make it easier for our customers to confidently book their travel and if necessary, change their travels plans. Booking made between the following dates will be subject to the below terms and conditions: March 16th 2020 – April 30th 2020 Valid for bookings with travel start dates: April 1st 2020– November 30th 2021.
For bookings made prior to March 16th 2020, our standard Booking Policy and terms and conditions apply.
If we cancel your trip booking, you can choose to:
- transfer amounts you have already paid to an alternate departure date;
- ask us to hold your money on file for up to 18 months.
If a customer is unable to travel to Australia or Southeast Asia due to a form of travel ban/quarantine (home country, transiting country or a country recently travelled to) then we will permit a date change for free, at any time, even within 14 days of departure. We may ask for documentation to prove they're unable to travel. In the event that a tour cannot operate as a result of a travel ban, we will postpone your tour, and not cancel it.
- Change of start date: Free, if done more than 14 days prior to departure
- Change of tour: Free, if done more than 14 days prior to departure
- Cancellation: 100% refund if you cancel more than 30 days prior to departure.
- Cancellation: 50% refund if you cancel more than 21 days prior to departure.
Revised fee can be found in the below table:
Notice prior to start date
0 - 14 Days
15 - 21Day
30 - 60 Days
60 + Days
Applies to: All Ultimate Product
Applies to bookings made between: March 16th 2020 - April 30th 2020
Applies to bookings with travel start dates: April 1st 2020– November 30th 2021
As an Australian company, if our Australian Government Department of Foreign Affairs & Trade advisory level for a destination is at ‘Do Not Travel,’ we will either postpone a tour, cancel a tour or amend an itinerary to avoid the affected areas. We also recommend that travellers consult their local travel advisory for advice.
If you are unable to travel to Australia or Southeast Asia for an ULTIMATE tour due to any form of 'travel ban' or 'closed borders' enforced by your home country, a transiting country or because of a country you have recently travelled to, we will permit a date change for free, at any time and within 14 days of your departure.
It is your responsibility to notify of Ultimate Adventure Travel of your inability to travel or join the tour prior to your scheduled arrival at the tour meeting point. A 'No-show' will result in full charges being applied and you will be unable to change your travel. ('No-show' = Customers failing to join the group without notifying us)
Should you be unable to travel as a result of travel ban or closed borders, we will provide you with a travel credit for 100% of the value of your purchase. You will be required to provide documentation as proof of your inability to travel.
Travel insurance is a still a requirement for all our trips & tours. Please check your policy documents thoroughly to ensure you are adequately covered for the duration of your time overseas. To choose a policy visit our Travel Insurance page.
Please note that if your booking was made before February 2020, you may be covered by your policy. Get in touch with your insurer to discuss your options.
BOOKING POLICY // TERMS AND CONDITIONS
Cancellations of bookings 30-days or more before the start date will incur a fee of an amount equivalent to the deposit payment you paid. Cancellations within 30-days prior to arrival or ‘no shows’ will incur a fee of 100% of the indicated price. Deposit only payments and add-ons, such as extra nights or transfers, are non-refundable.
We offer backpacker-style tours, designed for persons aged 18 – 39* years. Unfortunately persons under 18 years cannot travel with us. *Please note our upper age limit for UltimateOz is persons aged 32 years old.
Travel insurance is a requirement for all our trips & tours. Please check your policy documents thoroughly to ensure you are adequately covered for the duration of your time overseas. To choose a policy visit our Travel Insurance page.
At times, Ultimate Adventure Travel may be forced to cancel a trip start date, in which case a revised trip date will be offered to you. (Reasons may include, but are not limited to, weather and safety conditions etc). We are not responsible for any incidental expenses that you may have incurred as a result of your booking including, but not limited to, visas, vaccinations, travel insurance excess or non-refundable flights. If this occurs and it is not possible for you to participate in a Tour with a different start date we will offer a full refund minus any unrecoverable costs. You shall not be entitled to make any claim for loss arising as a consequence of cancellation or curtailment in these circumstances. Third Parties & Partnered Operators: Our “Adventures” and 'Experience' tours and our East Coast 'Flexi' Packages are operated in conjunction with other tour operators & suppliers and are therefore subject to component-specific booking & cancellation policy. Please refer to the FAQ page of your chosen tour for specific booking terms.
If Ultimate Adventure travel are required to cancel or make significant changes to a tour because of force majeure we will not be liable to refund monies or pay any compensation to you. In force majeure circumstances, we will do our best to provide you an alternative date or tour, or tour credit towards future travel with Ultimate Adventure Travel (110% if the tour has not commenced and a pro rata value determined for tour suspension due to force majeure).
Force Majeure circumstances include but is not limited to acts of governments or authorities, natural disasters, war or the threat of war, pandemic, terrorism, closed borders, airline strikes, or any other similar event that is outside our control.
Participants are responsible for selecting a program appropriate to their abilities and interests. In order to assist you with a suitable itinerary we are happy to discuss in detail the tour you are interested in. Participants are held responsible for being in good health to undertake the tour and also for preparing for the tour by studying the itinerary and any pre-departure information supplied, and for bringing the appropriate clothing, equipment and personal documentation as advised therein.
This policy applies to Ultimate Adventure Travel Pty Ltd (ULTIMATE).
Personal Information collected by ULTIMATE may include information you provide or volunteer when using our Website or otherwise engaging with ULTIMATE.
The kinds of Personal Information we collect will depend on the purpose(s) for which we are collecting it. For example, we may ask for:
- Your name;
- E-mail address;
- Phone number;
- Passport number & expiry date;
- Allergy information;
- Dietary requirements;
as well as other similar Personal Information that is needed to register or subscribe you to services or offers.
Personal Information will be kept for 5 years, or until the customer reaches their 35th birthday, whichever is sooner.
If you do not provide certain requested Personal Information to ULTIMATE, ULTIMATE may not be able to provide you with access to and use of our Website, provide you with access to ULTIMATE’s products and services, or to fulfil one or more of its functions and activities applicable to you.
We will only use your Personal Information for the purposes for which it was collected and we will not disclose your Personal Information without gaining your consent except where such disclosure is required by law or regulatory requirements.
ULTIMATE only collects Personal Information to the extent necessary to fulfil one or more of its functions and activities, and will do so only by fair and reasonable means.
We will use your Personal Information in the manner provided for in these terms:
- to deliver services you have requested from us;
- to confirm your identity; and
- for direct marketing purposes.
During the booking process you have the option to consent to your personal information being added to our database for marketing purposes. The database may be used for ongoing marketing and educative purposes. The type of marketing and educative activities that we undertake includes forwarding material to you so that you are kept updated in relation to various issues and services. If at any time you do not wish to continue receiving this information, we provide an “opt-out” procedure in each communication to you.
ULTIMATE engages a range of third parties to provide services and perform business support functions for us. Some of those third parties need access to Personal Information in order to provide the services or perform the functions ULTIMATE requires. Where we share your Personal Information with third-party service providers, they will be contractually bound to use the information only for the purposes of providing the services or performing the functions required by ULTIMATE and to store the information securely.
ULTIMATE may, in its sole discretion, share your personal information to our partner organisations who may contact you directly about the products and services they supply. These partner organisations are required by us to comply with appropriate privacy laws and regulations in the jurisdiction in which they are located.
By providing us with your personal information you consent to us providing your personal information to them and consent to receiving information from them about their products and or services, offers or other information that may be of interest to you.
You may ‘opt-out’ of receiving emailed information or other correspondence, by simply clicking the unsubscribe button at the bottom of any correspondence you receive.
ULTIMATE will take reasonable steps to protect and secure your Personal Information to ensure your Personal Information is protected from misuse, loss, theft, and unauthorised modification, access or disclosure other than in accordance with these terms.
ULTIMATE takes reasonable steps to destroy or permanently de-identify any Personal Information where:
- ULTIMATE no longer needs the Personal Information for any purpose for which the Personal Information may be used or disclosed by ULTIMATE; and
- ULTIMATE is not required by or under an Australian law, regulation or a court/tribunal order, to retain the Personal Information.
ULTIMATE will take reasonable steps to ensure that the Personal Information it collects, uses or discloses, is accurate, complete and up to date, and relevant to any proposed use or disclosure. We seek your assistance by asking you to contact us if your Personal Information changes or you believe the information held on file is incomplete.
Under the Privacy Act, individuals have a right to complete access to their records. You may request from us in writing to provide you with details of the Personal Information we hold about you. We will endeavour to process your request as soon as practicable. If we deny your request, we will provide reasons in writing as to our decision. To complain or contest our decision, please contact our Privacy Officer.
If you wish to amend information that is out of date or incorrect, or if you wish for your Personal Information to be removed from our database, please contact us at admin @ ultimate.travel. We will use commercially reasonable efforts to promptly determine and remedy the problem.
A cookie is a piece of data stored on your computer tied to information about you. Cookies may be used to track your internet browsing activities and the websites you have visited.
We may use and combine the information collected using website cookies with information we already have about you to enhance your experience using our website, display and deliver advertising to you, including direct marketing and targeted ads on third party websites and social media sites and to understand and analyse the effectiveness of our marketing and advertising.
You will be asked to ‘Accept’ cookies when you visit our website to consent to cookies being used for these purposes. You may disable cookies and cookie notifications by changing your browser settings.
ULTIMATE will not make an attempt to identify users or their browsing activities. However, in the unlikely event of an investigation, a law enforcement agency or other government agency may exercise its legal authority to inspect ULTIMATE’s or our internet service provider’s logs.
This policy was updated on 23 May 2018.
You can find more information about privacy and the protection of your Personal Information on the website of the OAIC at www.oaic.gov.au.