Booking Conditions

1. Your contract

Your contract is with Ultreya Tours Camino de Santiago SL, CIF B70554308, a travel agency registered in Galicia under number XG-569. Spanish law, including mandatory package-travel law where applicable, protects your booking.

The person making the booking confirms that they have authority to act for everyone named in it and accepts responsibility for communicating these conditions and the booking information to the group.

Pre-contractual information

Before the booking is confirmed, Ultreya Tours will provide the main characteristics of the journey, total price and payment arrangements, applicable entry information and other information required by law. Information that forms part of the package contract may be changed only as permitted by applicable law and clearly agreed before confirmation.

2. Booking and payment

A booking is confirmed only when Ultreya Tours has received the required payment and issued written confirmation. A non-refundable deposit of 50% of the booking price is required to confirm the booking. Unless the written booking confirmation states otherwise, the remaining balance is due 30 days before departure.

If a booking is made within 30 days of departure, the full amount may be required when the booking is confirmed. Payment instructions and deadlines shown in the written proposal and confirmation form part of the booking.

3. Prices and included services

Prices are stated in euros and include VAT where applicable. Your written proposal and booking confirmation identify the services included. Website prices are starting prices and do not constitute a final quotation.

Unless expressly included, international or domestic transport to the starting point, flights, rail travel, lunches, drinks, travel insurance, personal expenses and optional services are excluded.

Accommodation is normally based on two people sharing. A single-room supplement may apply. Where luggage transfer is included, it covers one standard bag per traveler weighing no more than 20 kg on the walking and cycling days stated in the itinerary. Suppliers may refuse or charge for oversized or additional luggage.

4. Changes requested by the traveler

Please request any change in writing as soon as possible. A requested change is subject to supplier availability, applicable supplier conditions and any additional cost. Ultreya Tours will explain the effect of the proposed change before it is accepted where reasonably possible.

Transfer to another traveler

Where package-travel law permits a booking to be transferred to another person who satisfies the conditions applicable to the journey, the request must be made on a durable medium with reasonable notice. The original traveler and replacement traveler may be jointly responsible for the outstanding balance and the actual, reasonable transfer costs, which Ultreya Tours will evidence as required by law.

5. Cancellation by the traveler

If you need to cancel, notify Ultreya Tours in writing as soon as possible. The 50% deposit is non-refundable. Payments made beyond the deposit may be refunded where possible, less costs that cannot be recovered from accommodation providers, transport providers and other suppliers. No refund is normally available for services that are unused after travel has begun.

Where required by law, any applicable cancellation charge will remain appropriate and justifiable. Ultreya Tours will provide an explanation of how it was calculated when legally required.

These cancellation conditions do not limit any right to a refund or fee-free termination that the traveler may have under mandatory Spanish or European package-travel law, including where unavoidable and extraordinary circumstances significantly affect the performance of the journey.

Unavoidable and extraordinary circumstances

Mandatory package-travel rights apply where unavoidable and extraordinary circumstances at the destination or its immediate vicinity significantly affect performance of the package or carriage to the destination. Any refund and termination rights will be handled in accordance with the law applicable at the time.

6. Changes or cancellation by Ultreya Tours

Occasionally, operational or supplier circumstances require a service or itinerary to change. Ultreya Tours will notify you of a significant change and provide the choices and refunds required by applicable law. Minor changes that do not materially alter the journey may be made where necessary.

Nothing in these conditions removes the traveler’s mandatory rights if Ultreya Tours cancels a package or cannot provide a significant part of the agreed services.

Price revisions

A confirmed price will be revised only where the contract expressly reserves that right, identifies the permitted cost changes and calculation method, and the revision complies with mandatory notice, timing and traveler-rights requirements. A traveler is entitled to any corresponding price reduction required by law.

Minimum participant requirements

If a particular journey depends on a minimum number of participants, that number and the applicable cancellation deadline will be stated before booking. Ultreya Tours will not rely on an undisclosed minimum.

7. Traveler responsibilities

Accuracy of booking information

The booking contact must provide accurate and complete information for every traveler whose details they include. Names must correspond with the travelers’ identification and travel documents. Being the booking contact does not by itself make that person responsible for every traveler’s payment; the confirmed payment arrangement applies. Travelers must check proposals, confirmations, vouchers and other documents when received and notify Ultreya Tours promptly of any error or discrepancy.

Passports, visas and formalities

Each traveler is responsible for satisfying the passport, visa, immigration, customs, health and entry requirements applicable to their journey. Travelers should consult the relevant official authorities in sufficient time before departure. Ultreya Tours is not responsible where a traveler cannot participate because they have failed to meet a requirement that was their responsibility, except where mandatory law provides otherwise.

Health, mobility and fitness

Travelers must consider the physical requirements of the proposed itinerary and ensure that they have an appropriate level of fitness and preparation for the activities booked. Camino journeys may involve sustained walking or cycling, uneven surfaces, hills, traffic, remote sections and changing weather.

Before booking, travelers must provide relevant information about any medical condition, physical or mental health consideration, disability, reduced mobility, allergy, dietary requirement or other circumstance that may affect safe participation or the delivery of agreed services. This allows Ultreya Tours to consider reasonable adjustments and determine whether the proposed arrangements can be provided safely and appropriately.

Ultreya Tours will handle this information in accordance with its Privacy Policy and applicable data-protection law. A booking will not be refused or ended solely because of a disability or health condition where the agreed services can be provided safely and with reasonable adjustments.

Conduct and respect

Travelers must comply with applicable Spanish law and reasonable instructions concerning safety, timings, accommodation, transport, local access and the proper delivery of the journey.

Travelers are expected to behave considerately towards other travelers, staff, suppliers, local residents, communities, cultural sites and the natural environment, and to follow any reasonable sustainability guidance provided for the journey.

Dangerous or seriously disruptive behavior

If Ultreya Tours or a relevant supplier reasonably considers that a traveler’s conduct presents a risk of harm, causes serious disruption or distress, damages property, or materially interferes with the safe delivery of the journey, reasonable steps may be taken to address the behavior.

Where the conduct is sufficiently serious or continues after an appropriate warning, the traveler’s participation may be terminated. Any refund, additional cost or responsibility arising from termination will be determined according to the circumstances, supplier terms and mandatory law. Ultreya Tours does not exclude any consumer right that cannot legally be excluded.

Damage and additional costs

A traveler is responsible for direct loss or damage they intentionally or negligently cause to accommodation, equipment, vehicles, property or another person. The traveler may be required to pay the reasonable, evidenced cost of repairing the damage or replacing the affected property.

Operational flexibility

The nature of Camino travel requires reasonable flexibility. Weather, safety concerns, path conditions, closures, local events, transport disruption, supplier circumstances or access restrictions may require changes to walking or cycling stages, routes, schedules, accommodation, transfers or the order in which services are provided.

Travelers must follow reasonable safety and operational instructions. Any material change and any resulting traveler rights will be handled under Section 6 and applicable package-travel law.

Punctuality and missed services

Travelers are responsible for being present at the communicated meeting points and departure times. A traveler who misses a transfer, activity or other service through their own delay may be responsible for the reasonable cost of alternative arrangements. This does not affect rights arising where the delay or missed service was caused by Ultreya Tours or an included supplier.

Travel insurance

Travel insurance appropriate to the journey is strongly recommended. Travelers should ensure that their policy provides suitable cover for cancellation and interruption, medical treatment, emergency assistance and repatriation, personal belongings, and walking, cycling and other booked activities.

8. Professional liability and insolvency protection

Ultreya Tours’ professional liability insurance is provided through AXA.

Ultreya Tours’ insolvency protection is also provided through AXA. These are separate protections and are not presented as a single policy.

The applicable policy evidence, identifiers and claims or assistance contact details are supplied with the relevant booking documentation.

9. Complaints and notification

If a problem arises during the journey, contact Ultreya Tours as soon as possible so that reasonable assistance can be offered and the issue can be addressed while the services are taking place. Travelers should also notify the relevant supplier promptly where appropriate.

After travel, complaints should be made in writing with the booking reference and supporting information. Contact details for assistance and complaints are provided in the booking documentation.

10. Performance, alternative arrangements and assistance

Ultreya Tours is responsible for performance of the included package services to the extent required by applicable law, regardless of whether those services are performed by third-party suppliers. Travelers should report any lack of conformity without undue delay so it can be addressed.

If a significant part of the agreed services cannot be provided after departure, Ultreya Tours will offer suitable alternative arrangements at no extra cost where required by law. Any price reduction, termination, repatriation or accommodation rights will be handled under mandatory package-travel rules.

Ultreya Tours will provide appropriate assistance to a traveler in difficulty as required by law. A reasonable fee may apply only where the difficulty was caused intentionally or through the traveler’s negligence and only within the limits permitted by law.

11. Liability and legally permitted limitations

Ultreya Tours does not exclude or limit liability where doing so is prohibited by law. Any limitation arising under an applicable international convention or mandatory package-travel rule will apply only to the extent legally permitted. Nothing in these conditions limits liability for personal injury caused intentionally or negligently where such a limitation is unlawful.

12. Personal information

Personal information is handled as described in the Privacy Policy. Information may be shared with accommodation, transport and other suppliers where necessary to arrange and deliver the booked services.

13. Summary of mandatory package-travel rights

14. Governing law, disputes and contract documents

These conditions and the booking contract are governed by Spanish law. Any contractual choice of law or jurisdiction applies only to the extent permitted by mandatory consumer and package-travel rules. Nothing in these conditions excludes or restricts rights that cannot lawfully be excluded or restricted.

These website conditions should be read with the written proposal, booking confirmation and any service-specific information supplied for the journey.