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.
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.