AEGEAN OUTDOORS IKE – GENERAL TERMS AND CONDITIONS OF BOOKING, PARTICIPATION, ASSUMPTION OF RISK, LIABILITY AND DATA PROTECTION
1. GENERALLY
These General Terms and Conditions govern the contractual relationship between AEGEAN OUTDOORS I.K.E. (hereinafter referred to as the “Company”) and any traveler, participant, customer, booking representative, parent or legal guardian (hereinafter referred to as the “Participant” or “Client”) participating/booking in any activity, excursion, tour, expedition, training program, camp, event or travel service organized by the Company.
The Company organizes guided outdoor recreation activities, adventure/experiential travel programs, educational activities, nature-based experiences, events and cultural programs in Greece and abroad.
Participation in the Company’s programs is open to individuals who possess the physical and mental capacity required for the selected activity and who agree to comply with the instructions of the Company’s guides, instructors, leaders, representatives and employees.
These Terms and Conditions form an integral part of every reservation, booking confirmation, participation agreement and travel contract entered into between the Company and the Participant.
The Company’s activities and services are provided in accordance with applicable Greek and European legislation, including Presidential Decree 7/2018 implementing Directive (EU) 2015/2302 on Package Travel and Linked Travel Arrangements, Regulation (EU) 2016/679 (GDPR), Greek Law 4624/2019 and all other applicable laws and regulations.
By submitting a reservation request, signing any participation form or making any payment to the Company, the Participant confirms that he/she has carefully read, understood and accepted these Terms and Conditions.
2. RESERVATIONS, CONFIRMATION AND PAYMENTS
No reservation shall be considered confirmed until:
a) the Participant has completed and submitted the required booking form or registration form;
b) the Company has accepted the reservation;
c) the Participant has paid the required deposit or full amount specified for the program.
The Company reserves the right to decline any reservation request where participation may present operational, safety, legal, medical or logistical concerns.
The amount of deposit and payment schedule applicable to each program shall be specified in the relevant detailed program description, quotation, booking confirmation or invoice.
Unless otherwise stated, the remaining balance must be paid no later than thirty (30) days prior to departure (multi-day tours).
Failure to pay the balance by the specified deadline may result in cancellation of the reservation and application of cancellation fees.
The Company shall send confirmation of reservation after receipt of the required deposit and confirmation of full payment after receipt of the remaining balance.
The Company reserves the right to refuse participation to any person whose payment obligations have not been fulfilled.
3. CANCELLATION BY PARTICIPANTS
Any cancellation request must be submitted in writing by e-mail. The following cancellation terms apply:
One-Day Activities
45 or more days before departure
44 to 16 days before departure
15 to 8 days before departure
7 to 0 days before departure
Multi-Day Programs
46 or more days before departure
45 to 31 days before departure
30 days or less before departure
No show
*Exception
Cancellation of certain transport arrangements, typically scheduled airline and ferry tickets can result in up to 100% cancellation charges regardless of the notice period given to us. We reserve the right to pass on these charges which will apply to the transport element of your holiday and the cancellation charges in the scale above to other elements of your holiday (e.g. accommodation, optional extras).
4. PARTICIPANT RESPONSIBILITIES
Participants are required to:
Participants acknowledge that group travel and outdoor activities require cooperation, flexibility and respect for other members of the group.
The Company reserves the right to exclude or remove any Participant whose conduct, behavior, fitness level, health condition, intoxication or non-compliance may endanger themselves, other participants, guides, staff, third parties, wildlife, property or the successful operation of the program.
No refund shall be due in such circumstances.
Participants remain responsible for any damages caused through their actions, negligence or failure to follow instructions.
5. MEDICAL FITNESS AND HEALTH DECLARATION
Participation in outdoor and adventure activities requires an appropriate level of physical and mental fitness.
By participating in a program, the Participant represents and warrants that:
The Company reserves the right to request additional medical information or a physician’s certificate where considered necessary.
The Company may refuse or terminate participation if:
Any costs resulting from undisclosed medical conditions shall be borne solely by the Participant.
No refund shall be due where participation is denied or terminated due to undisclosed medical information or failure to meet health requirements.
6. ASSUMPTION OF RISK
The Participant acknowledges and understands that outdoor recreation activities, adventure travel programs and nature-based experiences involve inherent risks that cannot be completely eliminated.
Such risks may include, without limitation:
The Participant acknowledges that not all risks can be anticipated or identified in advance.
Participation is entirely voluntary and the Participant knowingly and willingly assumes all risks associated with participation, whether known or unknown, foreseeable or unforeseeable.
7. EMERGENCY MEDICAL TREATMENT, RESCUE AND EVACUATION
In the event of illness, injury, accident, emergency or incapacity, the Participant authorizes the Company, its guides, representatives and contractors to arrange emergency medical treatment, transportation, evacuation, rescue or hospitalization as reasonably considered necessary.
The Participant acknowledges that activities may take place in remote environments where rescue operations may be delayed, difficult, expensive or impossible.
The Participant accepts full responsibility for all costs arising from:
The Company shall not be responsible for the quality, timing, availability or outcome of medical services provided by third parties.
8. INSURANCE
The Company maintains professional liability insurance as required by applicable law.
Participants are strongly encouraged, and for certain programs may be required, to maintain adequate insurance covering:
The Participant remains solely responsible for obtaining and maintaining suitable insurance coverage.
9. ACCOMMODATION, TRANSPORTATION AND LUGGAGE
Where accommodation is included in a program, Participants acknowledge that hotel classifications, room categories, facilities, standards, check-in procedures and check-out procedures may vary between countries, regions and accommodation providers. The Company’s responsibility is limited to accurately communicating the information provided by the accommodation provider. Accommodation descriptions, photographs, ratings and classifications are provided for informational purposes only and are subject to change by the accommodation provider.
Where ferry, maritime, airline, road transport or other transportation services are included, such services are subject to the operational procedures, schedules, conditions and restrictions imposed by the relevant transport provider.
The Company’s obligation is limited to communicating the relevant information provided by the transportation provider. The transportation, storage and supervision of luggage and personal belongings remain the sole responsibility of the Participant.
The Company shall not be liable for loss, theft, damage, delay or destruction of luggage, equipment, valuables, travel documents or personal belongings, except where liability cannot be excluded under applicable law. Participants are strongly advised not to carry valuable items unless necessary and to maintain appropriate travel insurance.
10. PARTICIPATION OF MINORS
Participants under eighteen (18) years of age may participate only with the written consent of their parent(s) or legal guardian(s).
The Company reserves the right to request any documentation reasonably required to verify parental authority, legal guardianship or authorization for participation.
Where a minor participates without one or both parents, additional declarations, consent forms, certified signatures or travel authorizations may be required depending on the destination and applicable legal requirements.
Parents and legal guardians remain responsible for:
The Company reserves the right to refuse participation where required documentation has not been provided.
11. PROGRAM MODIFICATIONS AND CANCELLATION BY THE COMPANY
The Company reserves the right, at its sole discretion, to modify, postpone, reroute, shorten, extend, suspend, interrupt, or cancel any program, either prior to departure or during its operation, whenever it reasonably considers such action necessary for safety, operational, environmental, logistical, legal, or other legitimate reasons, including but not limited to:
The Company may also modify a program where necessary to ensure the safe and successful operation of the activity.
In case the Company fully cancels a program before departure, the Participant shall be entitled to a refund of amounts paid for the cancelled services unless otherwise provided by applicable law. Such refund shall constitute the Participant’s sole remedy and no additional compensation, damages or reimbursement shall be payable except where required by mandatory law.
For international and multi-day travel programs, the Company shall endeavor to provide cancellation notice as follows:
The above periods shall not apply in cases of unavoidable and extraordinary circumstances, force majeure events or circumstances beyond the Company’s reasonable control.
12. PROGRAM MODIFICATIONS DURING THE TRIP
The Company’s guides, instructors, trip leaders and representatives are responsible for implementing activities. For this reason, guides and trip leaders have absolute discretion to modify:
where such modifications are considered necessary for safety, operational, environmental, weather-related, medical or logistical reasons.
Participants agree to comply with decisions made by the Company’s guides and representatives. The Company shall not be liable for changes made in good faith for safety or operational reasons.
No refund, compensation or damages shall be payable due to modifications implemented for such reasons. Participants who voluntarily withdraw from a modified program shall not be entitled to a refund unless otherwise required by applicable law.
13. FORCE MAJEURE
The Company shall not be liable for any failure, delay, interruption, modification or cancellation resulting from circumstances beyond its reasonable control.
Such circumstances include, without limitation:
In such circumstances the Company may modify, postpone, suspend or cancel services without liability beyond any obligations imposed by applicable law.
14. INDEPENDENT SUPPLIERS
The Company may contract with independent suppliers and service providers including:
Such suppliers operate independently.
The Company shall not be liable for the acts, omissions, negligence, delays, operational decisions, insolvency or failures of independent suppliers except to the extent required by applicable law.
Participants acknowledge that services provided by such suppliers may be subject to their own terms and conditions.
15. EQUIPMENT
Participants are responsible for all equipment issued, rented, borrowed or provided by the Company.
Participants shall exercise reasonable care and use equipment in accordance with instructions provided by guides and staff.
The Company reserves the right to charge Participants for equipment that is:
Repair or replacement costs may be charged to the Participant.
16. ALCOHOL, DRUGS AND UNSAFE CONDUCT
Participants shall not participate in activities while under the influence of:
The Company reserves the right to refuse participation or remove any Participant whose conduct, behavior or condition compromises safety.
Participants removed for such reasons shall not be entitled to any refund or compensation.
17. PARTICIPANT ACKNOWLEDGEMENT AND ACCEPTANCE OF RISK
The Participant acknowledges that he/she has carefully read and understood these Terms and Conditions and has had sufficient opportunity to seek clarification regarding any provision contained herein.
The Participant further acknowledges that:
The Participant expressly accepts and assumes all inherent risks associated with participation and agrees to exercise reasonable care for his/her own safety and the safety of others.
The Participant acknowledges that participation requires personal responsibility, good judgment and compliance with all instructions provided by guides, instructors, trip leaders and Company representatives.
The Participant further confirms that he/she understands the nature and physical demands of the selected activity and voluntarily chooses to participate.
18. PERSONAL DATA PROTECTION
AEGEAN OUTDOORS I.K.E. (hereinafter referred to as the “Company”), with contact details:
Telephone: +30 210 8014382 / Email: info@aegeanoutdoors.com, processes personal data in accordance with:
The Company collects and processes personal data provided by Participants solely for purposes connected with:
The legal basis for such processing is:
Personal data shall be retained only for as long as reasonably necessary for the purposes for which it was collected or as required by law.
The Company may share personal data with:
where necessary for the provision of services or compliance with legal obligations.
The Participant’s email address may be used to send newsletters, promotional material, special offers, event announcements and other marketing communications only where permitted by applicable law and, where required, following the Participant’s consent. Participants may withdraw consent or unsubscribe at any time. Requests concerning personal data may be submitted to: info@aegeanoutdoors.com
Participants also have the right to lodge a complaint with the Hellenic Data Protection Authority: https://www.dpa.gr/en
19. PHOTOGRAPHY, VIDEO AND MEDIA CONSENT
During activities, trips, events and programs organized by the Company, photographs, videos and audio recordings may be taken by:
Such material may include identifiable images, voice recordings, interviews, testimonials and group photographs. Photographs and videos may be shared with participants for personal use and memories of the activity.
The Company may use photographs, videos and recordings for:
Participants who do not wish to appear in promotional material should notify the Company in writing before or during the activity.
20. COMPLAINTS AND CLAIMS – DISPUTE RESOLUTION
Any complaint arising during a program should immediately be brought to the attention of the guide, instructor, trip leader or Company representative in order to allow an opportunity for prompt resolution.
Formal complaints must be submitted in writing no later than seven (7) working days following completion of the program.
The written complaint should include:
The Company shall investigate the complaint and respond within a reasonable period.
The Company and the Participant shall make every reasonable effort to resolve any dispute, complaint or disagreement amicably, in good faith and with mutual respect for the Client and the Company’s commitment to service excellence. Should a resolution not be reached directly, the parties may seek mediation through the Amicable Dispute Resolution Committee of the Association of Greek Tourist and Travel Agencies; if such mediation remains unsuccessful, the Courts of Athens shall have exclusive jurisdiction.
21. ENTIRE AGREEMENT
These Terms and Conditions constitute the entire agreement between the Company and the Participant and supersede any prior oral or written communications relating to the subject matter herein.
No modification, amendment or waiver shall be valid unless made in writing by the Company.
If any provision of these Terms and Conditions is determined to be invalid, illegal or unenforceable, the remaining provisions shall remain in full force and effect.
22. ACCEPTANCE OF TERMS AND CONDITIONS
By signing a registration form, participation form, booking form, medical declaration, consent form, waiver, or by making payment to the Company, the Participant confirms that:
