Booking Terms & Conditions

Please read below the legal Terms and Conditions which cover our services listed on our website. If you book a service with Velotransfer Limited you will be agreeing to these terms. Please ensure you understand them before ordering any services from us. Before placing an order you will be asked to agree to these terms. If you refuse to accept these terms and conditions, you will not be able to book any services with Velotransfer Limited.

These Terms and Conditions set out the whole of our “Agreement” with you. In these conditions “we” and “us” mean Velotransfer Limited; “you” means the individual or organisation booking our services.

You should print a copy of these Terms or save them for future reference. From time to time we may amend these Terms. The terms and conditions in force at the time of your order will apply to the contract between you and Velotransfer Limited.

1. Velotransfer

Velotransfer Limited is a company registered in England & Wales, company number 12133788. Our registered office is: St Mary’s House, Netherhampton, Salisbury, SP2 8PU.

2. Booking

2.1 Our on-screen booking process will guide you through the ordering process which we have made as simple as possible. This process will allow you to check and amend your order before submitting it to us. You can also make a booking via telephone.

2.2 Booking your bike transfer with us will be regarded as an offer by you to book our bike transfer service under these Conditions.

3. Confirmation

3.1 After placing your order with us, and we have received your payment in full, you will receive an email confirming your booking. At this point a legally binding contract has been formed between us.

3.2 If you do not receive a booking confirmation within seven days of payment, please contact us straight away.

3.3 Velotransfer maintains the right to reject any offer to purchase our services by you at any time and at our sole discretion.

4. Price

4.1 Our bike transfer prices are as listed on our website and viewable on the “Booking” page of the website. We reserve the right to changes prices listed without notice.

4.2 The price for any tailor made transfer services will be as confirmed to you by us in writing.

5. Payment

5.1 All payments are to be made in GBP (UK Sterling).

5.2 Payment must be received at the time of booking via credit/debit payment card or BACS.

5.3 All payment arrangements must include your unique booking reference provided by us.

5.4 Without prejudice to any rights or remedy available to us if payment is not received when due we shall be entitled to the follow actions:

5.5 Cancel your booking with no bike transfer services provided.

6. Cancellation by you

6.1 Customers have the legal right to cancel the contract with a full refund when cancelled within 14 days (Cancellation Period) from which you received our Booking Confirmation.

6.2. Bookings made within 14 days of the event date which are subsequently cancelled will receive a 75% refund.

6.3 To cancel a contract please email us at the earliest opportunity. Please email: [email protected]

6.4 If you need to cancel your contract our refund policy is set out below:

Number of days prior to your event date

0-14 days = no refund (except when the booking is made within 14 days of the event date)

15-60 days = 25 refund

61-120 days = 50% refund

121-180 days = 75% refund

181 days or greater = 100% refund

6.5 You may transfer your booking to another Velotransfer event when providing at least 10 weeks notice (number of weeks prior to the booked event date). The alternative event must be within the same calendar year.

6.6 The booking can be transferred to another person with a £35 administration fee liable. If the new event is cheaper than the price you have already paid, we will refund you the difference. If the newly booked event is more expensive then you will need to pay the additional cost.

7. Cancellation by Velotransfer

7.1 We reserve the right to cancel your arrangements at any time.

7.2 If we cancel your booking with us you will receive 100% refund of the price you paid.

7.3 Alternatively, you may choose to transfer your booking to another cycle event service event with us within the same calendar year instead of receiving a full refund. Should the new event be cheaper than the price previously paid we will refund the difference to you. If the new event booked is more expensive we will make no additional charge.

We will endeavour to give you as much notice as possible should we need to cancel your contract.

7. Liability

7.1 Nothing in this Agreement is intended to limit our liability for personal injury or death caused by our negligence.

7.2 Subject to clause 7.1, we shall not be liable to you for:

7.1.1 any indirect, special or consequential loss of any nature whatsoever; or

7.2.2 any loss of profits, business, contracts, revenue, goodwill or anticipated savings or for any administrative inconveniences or disappointment.

7.3 Subject to clause 7.1, our liability to you in contract, tort or otherwise is limited to the price paid for our services.

7.4 We shall not be liable to you for any delay or for the consequences of any delay in performing our obligations under this Agreement if such delay is due to any cause or circumstance beyond our reasonable control (including without limitation strikes and other industrial disputes, breakdown of systems or network access, flood, fire, explosion, terrorism, accident or vehicle breakdown). And if practicable we shall be entitled to a reasonable extension of time for performing such obligations.

8. Insurance

8.1 Customers must ensure they have adequate bike and travel insurance which provides cover for their chosen sportive event. Our partners at Yellow Jersey can provide a range of insurance cover for you.

8.2 Velotransfer Limit carries appropriate business insurance and public liability cover as required by UK law.

8.3 You will be responsible for obtaining adequate insurance for all other aspects of your trip and your bike plus accessories whilst not in our care.

9. Collection and Shipping of your Bike and Accessories

9.1 We will confirm detailed instructions for your bike collection / drop off dates and locations with you via email 3 to 4 weeks prior to your event date.

9.2 You are responsible for getting your bike to and from the appointed locations on the appointed days as per your booking confirmation email. If your bike is not at the collection and drop off locations, we cannot transport your bike and we cannot issue any kind of refund. If you are having difficulties getting to the collection and drop off locations for any reason, please contact: [email protected] / 07824 117326 / 01590688014 as soon as possible.

9.3 If you do not collect your bike from us on the agreed date and location, we reserve the right to charge you a storage fee of £45 per day and your bike will no longer be covered by our insurance. Any bikes not collected within 21 days of the agreed collection date may be disposed of and any proceeds going to a charity of our choosing (less storage / delivery costs incurred by Velotransfer).

9.3 Your bike is transported fully assembled to and from your booked event. No adjustments of any kind will be made to your bike.  We strongly advise you to thoroughly check your bike prior to your event. We cannot be held responsible for any pre-transport damage or faults to bikes.

9.4 If you have booked the optional small 5kg bag transfer this needs to be with your bike at the collection and drop off points. Your bag must be labelled as per the instructions shown in the detailed instructions email we will send to you 3 to 4 weeks prior to your event. We will not accept any bags over 5kg.

9.5 The following items are not allowed in your 5kg bag:

All liquids / gels / hydration tablets. Water bottles must be empty. Narcotics and banned substances under UK and EU law. Velotransfer will not be held responsible for any confiscations at national border check points. We will carry up to two CO2 cartridges. 

9.6 We endeavour to carry out all bike deliveries without fail and within the agreed contractual arrangements. In the event of serious accidents or extreme circumstances, Veloransfer will do everything possible to complete the transport of your bike. There can be no refunds given in the event of delays beyond our control such as Euro Tunnel or Ferry cancellations, border control issues, serious road incidents or transport vehicle break down.

9.7 Any use of GPS tracking software by Velotransfer is to ensure the smooth and efficient transfer of your bike. Where practicable we will allow customers to track their bike for the sake of interest. The GPS information provided any such tracking system is not to be relied upon.

10. Force Majeure

10.1 We will not pay you compensation if we must cancel or change your travel arrangements in any way because of unusual or unforeseeable circumstances beyond our control.

10.2 These can include, but are not limited to war, riot, industrial dispute (for example, the disruption or closure of ferry ports, airports or other transport systems), terrorist activity and it’s consequences, transport vehicle breakdown, natural or nuclear disaster, fire, adverse weather conditions.

11. General Terms

11.1 By entering into this contract you agree that:

11.1.2 The bicycle(s) and optional kit bag (s) to be transported are owned by you or

11.1.3 The person(s) who own or have an interest in them have given you authority to make this contract AND have been made aware of these conditions.

11.3 You will need to bear any claim for damages and or costs brought against us if either of these declarations in untrue.

12. Our Liability for Loss or Damage

12.1 Our liability for loss or damage is limited as set out in Clause 12.2 below.

12.2 We will accept liability only for loss or damage to goods when they are in our actual possession and if it can be proven that we were negligent. In the event of our losing or damaging your bike or optional kitbag, due to our proven negligence or breach of contract, we will pay you their value up to a maximum sum of £5000 sterling for any one bicycle, and up to £250 for kitbag contents.

12.3 We may choose to repair or replace the damaged bike or kitbag contents. If an item is repaired we are not liable for depreciation in value.
12.4 We do not accept any liability for goods confiscated, seized, damaged, or removed by Customs Authorities or any other Government Agencies in the UK or EU.

13. Complaints

13.1 Please make contact with Velotransfer as soon as possible to notify us of any deficient service. We will do our best to rectify any problems as quickly as possible. If the matter is not resolved to your satisfaction you must notify us in writing within 30 days from the end of your booked bike transport arrangements.

13.2 For claims which do not involve personal injury, illness or death, we regret that we cannot accept liability in respect of claims received after 30 days and/or which have not been reported to us at the time the problem occurred.

14. Jurisdiction

14.1 Your contract with us is governed by English Law and all disputes are subject to the exclusive jurisdiction of the Courts of England and Wales.