These Booking Terms and Conditions apply to all multi-day cycling expeditions, bespoke tours, and related travel services organized and operated by Cicloexplorer. By completing a booking and paying a deposit, the client confirms that they have read, understood, and accepted these terms.
1. Scope, Bookings, and Confirmation
- Booking Request: Bookings must be submitted through our official website (
cicloexplorer.com) or via authorized partners. - Traveler Information: All participant details must match the information on their valid passport or government ID.
- Confirmation of Booking: A booking is only secured once Cicloexplorer receives the required initial deposit and sends a written booking confirmation via email.
- Minimum Group Size: Scheduled expeditions require a minimum number of participants to operate. Cicloexplorer will confirm group departures in writing once the minimum threshold is reached, no later than 60 days prior to the start date. If the minimum group size is not met, Cicloexplorer will notify the client and issue a 100% refund of all payments received.
2. Payment Terms and Currency
- Deposit: A non-refundable deposit of 30% of the total tour price is required at the time of booking to secure your spot.
- Final Balance: The remaining 70% balance must be paid no later than 60 days prior to the expedition departure date.
- Late Bookings: Bookings made within 60 days of the start date require immediate payment of 100% of the total tour price.
- Failure to Pay: If the balance is not paid by the due date, Cicloexplorer reserves the right to treat the booking as cancelled by the client, retaining the deposit.
- Pricing Currency: All official rates are published in Euros (EUR) or Icelandic Króna (ISK). Any pricing displayed in other currencies is indicative and subject to prevailing exchange rates. Cicloexplorer is not responsible for bank transfer fees, currency conversion charges, or transaction fees incurred by the client.
- Price Guarantee: Cicloexplorer guarantees published tour rates once the full deposit is paid. We absorb currency or operational cost increases up to 8%. If statutory tax adjustments or external cost increases exceed 8%, Cicloexplorer reserves the right to adjust rates up to 30 days before departure, in which case the client may cancel for a full refund without penalty.
3. Cancellation and Rescheduling by the Client
All cancellation and rescheduling requests must be submitted in writing by email to [email protected]. The effective cancellation date is the date the email is received.
Cancellation Refund Scale
- Within 48 hours of initial booking: 100% refund of all payments made, including the deposit.
- Before official group confirmation: 100% refund of all payments made, including the deposit.
- 60 days or more prior to departure: 50% refund of the total tour price.
- 30 to 59 days prior to departure: 25% refund of the total tour price.
- 0 to 29 days prior to departure: 0% refund of the total tour price.
Rescheduling Policy
- Trips may be rescheduled to another departure date within the same calendar year free of charge up to 60 days before departure, subject to availability.
- If a tour is postponed to the following calendar year, the request must be submitted at least 90 days before the original departure date. The client will be responsible for any rate difference between seasons.
- Once a reservation has been rescheduled or transferred, all payments made become completely non-refundable. Subsequent cancellations or second rescheduling requests are not permitted.
4. Itinerary Adjustments and Force Majeure
- Route Adaptability: Icelandic weather and terrain change rapidly. Cicloexplorer, through its lead guides and operational staff, reserves the right to alter itineraries, change daily stages, adjust routes, or modify scheduled hotel stays due to weather warnings, volcanic or seismic activity, river levels, road closures by authorities (Vegagerðin / SafeTravel), or group safety.
- Guide Authority: The guide’s decision regarding route safety, crossing rivers, and severe weather protocols is final. Modifications made for the safety and welfare of the group do not entitle participants to refunds or compensation.
- Cancellation by Cicloexplorer: If Cicloexplorer must cancel an expedition prior to departure due to severe weather, safety hazards, or force majeure events making the entire tour impossible, the client will receive a 100% refund of payments made to Cicloexplorer.
- Excluded Costs: Cicloexplorer is not responsible for non-refundable external expenses incurred by the traveler, including international flights, personal hotel nights outside the itinerary, gear purchases, or travel insurance.
5. Mandatory Insurance Requirements
- Insurance Policy: Comprehensive international travel and medical insurance is mandatory for all participants on any Cicloexplorer expedition.
- Required Coverages: The policy must explicitly cover adventure cycling/gravel touring, emergency medical expenses, search and rescue services (including helicopter evacuation), and repatriation of remains.
- Recommended Cancellation Coverage: Clients are strongly advised to purchase a Cancel For Any Reason (CFAR) travel protection policy to cover personal emergencies, flight disruptions, or illness prior to departure.
- Cicloexplorer reserves the right to inspect proof of insurance before the start of the tour and may refuse participation without refund if adequate coverage is not demonstrated.
6. Bicycles, Equipment, and Physical Fitness
- Physical Preparedness: Participants are responsible for reviewing the technical difficulty, daily mileage, and elevation profiles of their chosen itinerary. Clients must possess an adequate level of fitness and handling skills for gravel and mixed terrain.
- Client Dismissal for Safety: If a participant’s fitness, riding behavior, health condition, or lack of mandatory technical gear poses a danger to themselves or significantly disrupts the group, the lead guide may remove the participant from cycling stages at the participant’s own expense. In such cases, the client will travel in the 4×4 support vehicle where feasible.
- Rental Bicycles: Where gravel bikes or e-bikes are rented through Cicloexplorer, the client is responsible for standard care and safe operation. The client is liable for negligent damage, loss, or theft. Normal wear and tear is covered.
- Personal Bicycles: Clients bringing their own bicycles must arrive with the bike fully assembled, mechanically inspected, and fitted with appropriate tires for Icelandic gravel roads. The 4×4 support vehicle carries standard tools, pumps, and spares for field repairs, but Cicloexplorer is not responsible for pre-existing mechanical failures or proprietary part replacements.
7. Accommodation and Support Logistics
- Hotels and Lodges: Expeditions include accommodation in established hotels, guesthouses, and lodges as outlined in each specific itinerary. In rare cases of rooming shortages or force majeure property closures, Cicloexplorer will substitute equivalent lodging of comparable standard.
- Unused Services: No refunds or credits will be issued for unused hotel nights, meals, or services if a client chooses to leave the tour early or skip stages of the route.
8. Limitation of Liability
- Cycling in Iceland involves inherent risks including rough terrain, steep descents, river crossings, unpredictable weather, and remote wilderness travel. Participants acknowledge and assume these voluntary risks.
- Cicloexplorer, its guides, drivers, and partners shall not be held liable for personal injury, illness, baggage damage, flight cancellations, or property loss resulting from accidents, acts of third parties, participant negligence, wildlife encounters, or force majeure events.
9. Media and Marketing Release
- Cicloexplorer reserves the right to take photographs and film video during expeditions for editorial, social media, and promotional purposes.
- Participants grant Cicloexplorer a worldwide, royalty-free, perpetual license to use route media in which they may appear.
- Opt-Out Right: Participants who prefer not to appear in public marketing materials must notify Cicloexplorer in writing prior to the departure date. Cicloexplorer will honor all written privacy requests.
10. Complaints, Governing Law, and Jurisdiction
- Immediate Notice: Any dissatisfaction or operational issue must be reported immediately to the lead guide or local operational team to allow for resolution during the trip.
- Formal Claims: Formal complaints must be submitted in writing to
[email protected]within 14 days of the expedition completion date. - Governing Law: These terms and conditions are governed by and construed in accordance with applicable laws governing package travel operations. Any disputes that cannot be settled amicably shall be subject to the exclusive jurisdiction of the competent courts.