Tuscany in the Frame Booking Terms and Conditions
IMPORTANT: Do not book any flights or other travel arrangements before your workshop has been confirmed! You will receive an email letting you know as soon as the workshop is confirmed.
Before a booking is accepted, a completed booking form must be submitted and a deposit paid. You must acknowledge that you have read, understand, and accept these booking terms and conditions prior to submitting a booking form.
Once your deposit (usually 30% of the total tour price) has cleared, we will confirm the payment and confirm your spot in the workshop.
Receipts for payments will be issued on clearance of the funds in our account, and usually via email. The final balance of your tour must be paid at least 90 days prior to your tour date. If the balance is not paid by that time, we reserve the right to cancel your tour, retain your deposit, and apply cancellation charges as set out below.
For bookings made 90 or fewer days prior to the tour start date, the full amount of the tour must be paid at the time of booking.
Your tour contract: When you make a booking, you guarantee that you have the authority to accept and do accept on behalf of yourself and your party these booking terms and conditions.
A contract will exist as soon as we issue our confirmation email. This contract is made on these booking terms and conditions, which are governed by British Law Courts.
Your tour price: We reserve the right to alter the prices of any of the tours shown on our website. You will be advised of the current price of the tour that you wish to book before your contract is confirmed. Once we have confirmed a reservation in writing, the quoted price to the customer is guaranteed for that booking.
If you change your booking after our confirmation invoice has been issued and up to 90 days prior to the start of a tour, you wish to change your travel arrangements in any way, for example, your chosen departure date, we will do our utmost to accommodate these changes but it may not always be possible. Any request for changes to be made must be in writing from the person who made the booking. You will be asked to pay any charges incurred in making this alteration.
If you cancel your tour: You, or any member of your party, may cancel your travel arrangements at any time. Written notification from the person who made the booking must be received at our offices. Since we incur costs in canceling your travel arrangements, you will have to pay cancellation charges as follows:
Full Refund of deposit if canceled 91 days prior to the tour date, otherwise we will retain an amount if canceled as follows:
90 days or less: 25% of total tour price
75 days or less: 50% of total tour price
30 days or less: 75% of tour price
15 days or less: No Refund
We urge everyone to take full private travel insurance when booking any of our tours to address any unforeseen eventuality.
If We Change or Cancel Your Tour As we plan our tour arrangements many months in advance, we may occasionally have to make changes or cancel your booking and we reserve the right to do so at any time.
Changes If we make a major change to your tour, we will inform you as soon as reasonably possible if there is time before your departure. You will have the choice of either accepting the change of arrangements, accepting an offer of alternative travel arrangements of comparable standard, if available (we will refund any price difference if the alternative is of a lower value), or canceling your tour and receiving a full refund of all monies paid. Examples of minor changes include change of accommodation to another of the same or higher standard, changes of the itinerary (for example, due to closure of a museum or road, or adverse weather conditions).
Cancellation We will not cancel your travel arrangements less than 90 days before your departure date, except for unavoidable circumstances or your failure to pay any outstanding balance due. We also reserve the right to cancel a booking or a tour if we consider it necessary, or if a minimum of 6 clients is not reached by 90 days before the date of commencement of the tour, or at any time and for any reason, although obviously, we will endeavour not to do so. If we cancel a tour you will receive a prompt and full refund of all money paid to Tuscany in the Frame for the tour.
Complaints, Problems, etc. If you have any concerns during your tour, your first point of contact is the organizer and the owner of Villa Nobile, Raffaele Nobile who will immediately endeavour to put things right. If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Base: Villa Nobile, CS Farneta 23, Cortona 52044. Please provide your relevant booking information and kindly keep your letter concise and to the point. It is strongly recommended that you communicate any issues to the supplier of the services as well as to our tour manager. If you fail to follow this important procedure, we will have been deprived of the opportunity to investigate and rectify your issue whilst you were on the tour and this may affect your rights under this contract.
Our Responsibility During the Tour We will make our best effort to make every program offered successful and pleasurable. However, we will not be liable where any failure in the performance of the contract is due to you or a third party not connected with the provision of the travel arrangements or where the failure is unforeseeable or unavoidable; or unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with all due care, could not foresee or forestall. Our responsibility for any issues of the program and material-related issues shall be limited to a maximum of the cost of your travel arrangements.
Passport, Visa, and Immigration Requirements Your specific passport and visa requirements, and any other immigration requirements are your responsibility, and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa, and/or immigration requirements.
Excursions For any excursions or other tours that you book while you are participating in our tour, your contract will be with the operator of the excursion or tour and not with us. We are not responsible for the provision of the excursion or tour or for anything that happens during the course of its provision by the operator.
Getting to the Tour Start and Departure You are responsible for your own transportation for arriving at the advertised tour departure point. Tuscany in the Frame will also undertake to drop you at the agreed departure point on the day of departure.
In the case of clients extending their holidays, you will be responsible for your own transport to the airport.
Payment Methods we Accept Deposits and/or other payments may be made via bank/money transfer, debit card, credit card, and/or PayPal. Please indicate your preferred method of payment on the booking form
Code of conduct When you sign up for one of our tours, you accept responsibility for the proper conduct of all members of your party and agree to abide by the decision of your guide. If you commit a crime or behave in such a way as to disrupt, endanger the safety and welfare of the party, our guides have the right to ask you to leave the tour immediately and there will be no refund payable.
On unescorted excursions (free day), we rely on you to act sensibly and prudently at all times and to comply with local codes of conduct. You will indemnify us of all losses and/or damages arising from any act of misconduct on your part or anyone in your party.
Travel Insurance It is a requirement of booking with Tuscany in the Frame that you have adequate personal travel insurance to cover the eventualities of your trip. We highly recommend that all persons traveling abroad to Italy, or any other country, should take out travel insurance for all eventualities such as illness, theft, injuries, etc. In the event of any dispute, all cases will be dealt with in Italy in accordance with British law.
You are strongly advised to insure yourself against possible risks that may occur and in particular to ensure that you have sufficient pre-departure cancellation coverage which includes dependent relatives upon whom your trip may depend. You should make sure your insurance includes escorted/led travel, as this is specific to the type of tour we offer. You are required to carry proof of insurance with you and present it if requested by the manager or an employee of Tuscany in the Frame.
You are responsible for ensuring that you are in possession of valid travel insurance for the entire duration of your trip in respect of medical expenses, medical emergency repatriation (including helicopter and air ambulance), and death. You must ensure that there are no exclusion clauses, which limit coverage for the type of activities included in your tour, as we will not be responsible for costs you may incur as a result of not having valid or inadequate travel insurance.
It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurers, as failure to do so may result in a claim being reduced or declined.
Health & Fitness for Travel It is your responsibility to tell us before you book about any disability or medical condition which may affect your tour arrangements and any resulting special needs. All such information must be confirmed in writing before or at the time of booking. A reasonable level of fitness is required for our tours and excursions as some walking and hiking can be involved. If you are in any doubt about the suitability of any of our tours, please ask before booking.
Our tours are “activity” tours and clients are expected to satisfy themselves prior to booking that they are fit and able to complete the itinerary of their chosen tour as described in the brochure. If it is later determined that you are not adequately fit, or affected by any condition, medical or otherwise, that might affect your or other people’s enjoyment of the tour, you may be asked to opt-out of certain visits, or invited to leave the tour altogether. This would be at your own expense.
Personal Injury We will not make any payment and do not take any responsibility if your injury, illness, or death is caused by an event or circumstances in which the person who caused it could not have predicted or avoided even if they had taken all necessary and due care. We will not make any payment if your illness, injury, or death is caused under any circumstances during the program.
Photography & Promotional Material We may use photographs or videos of our tours to create promotional material. We retain the right for any likeness or image of you taken on one of our tours and you consent that such material may be used by Tuscany in the Frame without charge in all media (whether now existing or in the future invented) for bona fide promotional or marketing purposes, including without limitation promotional materials of any kind such as brochures, slides, video shows or the internet. If you do not wish to consent to us using your image in such a way, it is your obligation to communicate this to us in writing.
Data Protection In order to process your booking and to ensure that your travel arrangements run smoothly and meet your requirements we need to use the information you provide such as name, address, any special needs/dietary requirements, etc. We take full responsibility for ensuring that proper security measures are in place to protect your information. We must pass the information on to the relevant suppliers of your travel arrangements such as hotels, transport companies, etc. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law.
Cancellation by us In the very unlikely event of us having to cancel a departure, you will be entitled to a full refund. Should circumstances beyond our control (site closures, road closures, etc.) prevent us from delivering the full-published itinerary, Tuscany in the Frame will undertake to provide an alternative with the equivalent value.
Traveling It is your responsibility to be at the designated pickup & departure point on time. Tuscany in the Frame cannot be held responsible for tours missed due to late arrival. During the tour, we ask that you behave appropriately at all times and show courtesy and respect to your fellow travelers, driver, and Tour Leader. Failure to do so may result in you being asked to leave the tour. In such a case, we will not be liable for any refund, compensation, or any additional costs incurred by you. Tuscany in the Frame will endeavour to return by the scheduled tour end time, but in the event of excessive traffic cannot be held responsible for any missed connections. Smoking is not permitted on the bus.