Terms & Conditions

1. Introduction

Your contract is with the travel agency Time To Journey, Østerled 1, DK-2100 København Ø, Denmark, CVR/VAT no. 28195338.

In the following “we”, “us” and “our” mean Time To Journey (TTJ). “You” and “your” mean the person or company making the booking and everyone else on the booking.

These terms, our Privacy Policy, the information in our proposals, brochures and website, anything else we advise you of before booking, and our Confirmation Invoice together make up your contract with TTJ (the “Contract”). Please read them carefully.

By making a booking, you confirm on behalf of everyone in your party that:

• you have read and agree to these terms and have the authority to agree on everyone else’s behalf.
• you consent to TTJ using personal data in line with our Privacy Policy, including sensitive information such as health conditions or dietary needs, and you are authorised to share that information on behalf of everyone on the booking.
• the Lead Guest is over 18 and (where any part of the trip has age restrictions) everyone in the party is old enough.
• you accept financial responsibility for payment on behalf of everyone on the booking.

Where you book through a travel advisor, the advisor confirms that they have provided these terms to their clients before the booking is confirmed.

2. Definitions

Travel Advisor

any travel agent or advisor who makes a booking with us on behalf of a client.

Booking

the request made by you (or by your Travel Advisor on your behalf) and accepted by TTJ for the travel services making up your journey. A Booking comes into existence when TTJ issues a Confirmation Invoice.

Confirmation Invoice

the invoice TTJ sends to you or your Travel Advisor confirming the Booking.

Guest

each person named on the booking, including children. The Lead Guest is the main contact for the booking.

Minor

anyone under the age of 18.

Service Provider

any third party (such as a hotel, airline, transport operator, local guide, facilitator or activity provider) that supplies part of your journey, including their staff and agents.

Journey

any trip or combination of services TTJ offers, whether flights are included or not.

Force Majeure

events beyond our or our Service Providers’ control that could not have been avoided even with all reasonable care. Examples: war or terrorism, serious civil unrest, pandemics or serious disease outbreaks, natural disasters, unsafe travel conditions, strikes, government action, fires, cyber attacks or major IT or infrastructure failures, and similar events.

Website

www.timetojourney.dk

3. Booking and paying for your journey

How to book

You can book by contacting TTJ at idl@timetojourney.dk / +45 2685 8683 or through your Travel Advisor. We may record calls and retain emails for training and service quality.

For private journeys tailored to you, we will issue a proposal setting out your itinerary and prices based on availability at the time it is produced (“Proposal”). Any Proposal is indicative: prices and availability are only guaranteed once the booking is confirmed, a deposit has been paid and a Confirmation Invoice has been issued.

Deposits

To secure your booking you will need to pay a deposit.

Deposit required upon booking: 40% of the journey price.

Some Service Providers or specific Journeys require a higher deposit; if so, we will tell you before you pay. Once paid, deposits are non-refundable except as stated in these terms. If you book after the final balance is due, the full price is payable at the time of booking unless we agree otherwise.

Final balance

The final balance is due 90 days before departure. The exact due date is stated on your Confirmation Invoice. If you don’t pay on time, we may treat your booking as cancelled and charge the cancellation fees in section 5.

How you can pay

You can pay by bank transfer to our bank, Danske Bank. Prices are quoted in Euros. Payments are charged in the currency stated on your Confirmation Invoice. Bank charges/fees are for the payer’s account. If we cannot accept your booking, we will return your deposit.

Travel Advisor commission

If applicable: Commission (15%) to Travel Advisors is paid on the net journey price after full payment has been received and the journey has been completed. No commission is paid on cancelled bookings or cancellation fees.

Names and passport details

Airlines and other Service Providers need the full name of every Guest. At booking we will ask for each Guest’s first name, surname and title. These must match exactly with the details in each Guest’s passport. If they are incorrect and need to be changed later, there will likely be a cost, which can be significant and will be passed on to you.

Special requests

If you have any special requirements (such as diet, room location, particular facilities or accessibility needs), please tell us in writing when you book. We will pass these on to our Service Providers and make all reasonable efforts to confirm them, but we cannot guarantee they will be met. For dietary needs, you should also check directly with the Service Provider if it is important to your journey.

Most hotels allow check-in from mid-afternoon. If you want a room guaranteed for early arrival, you can ask and (for an extra cost) we will try to arrange it.

Confirmation

When we receive your deposit, we will issue a Confirmation Invoice. The contract between us starts on the date of that invoice. We are not obliged to issue a Confirmation Invoice, and will not if we spot an error in the price (see section 4).

Please check the Confirmation Invoice and any other documents carefully as soon as you get them, and tell us (or your Travel Advisor) straight away if anything is incorrect. Changes may not be possible, or may attract additional costs, if raised later.

Contact details

If you have booked through a Travel Advisor, we will communicate through them. If you have booked directly with us, we will send all communications to the Lead Guest’s email address. You must give us an emergency contact for each Guest.

4. Price policy

Price corrections

We can change the prices of any unsold journeys on our website or in our materials. Occasionally a price may be wrong due to human or system error. If we spot a mistake before issuing your Confirmation Invoice, we will tell you as soon as we can. If the correct price is not acceptable to you, you can change to a different Journey or cancel and receive a full refund of any deposit.

Price increases after booking

After your journey is confirmed, we can increase the price if there is an increase in:

• the cost of fuel or other power used for transport.
• taxes or fees charged by third parties (such as tourist taxes, landing taxes or port fees).
• exchange rates relevant to your Booking.
• the cost of services provided by our suppliers.
• other external factors beyond our reasonable control.

Any increase will be calculated by reference to the relevant cost changes and applied proportionately to the affected components of your journey. If a price increase is significant, we will use reasonable efforts to offer suitable alternatives or allow you to cancel and receive a refund of amounts paid, less any non-recoverable costs we have incurred. No increase within 30 days of departure.

Price decreases

If the factors above result in a reduction in the cost of your journey, we may, at our discretion, pass on the savings to you, less administrative costs.

5. Amendments and cancellation

Changes you ask for

We will do our best to help if you want to change your arrangements before or during the journey, but changes cannot be guaranteed. Requests must be made in writing by the Travel Advisor or Lead Guest.

If we can make the change, you will be responsible for any additional costs, including those imposed by our Service Providers, as well as any applicable cancellation fees. Some Service Providers (including most scheduled airlines) treat certain changes, such as name changes, as a cancellation and rebooking, which can result in charges of up to 100% of the cost of the affected arrangements. The closer to departure a change is requested, the higher the costs are likely to be.

If we cannot make the change and you don’t want to go ahead as originally booked, we will treat it as a cancellation and the charges mentioned later in this section apply.

Date changes

If you want to change your departure date, the new date must be within 6 months of the original. If the new date costs more, you pay the difference. After 6 months, we will treat it as a cancellation and rebooking.

Destination changes

Changing destination is treated as a cancellation and rebooking, and the charges under “Cancellation by you” below apply, unless the change is due to Force Majeure.

Transferring your Booking

If a Guest cannot travel, we can transfer the place to another person, as long as: they are introduced by you and meet the conditions of the Journey; we are told within a reasonable time before departure; any outstanding balance and additional costs charged by us or the Service Provider are paid; and the new person agrees to these terms. The original Guest and the replacement are jointly responsible for all amounts due. If no replacement is found, the normal cancellation charges apply.

Cancellation by you

There is no automatic right to cancel your booking.

All cancellation requests must be in writing. Cancellation takes effect on the day we receive it. If you cancel before the final balance is due, you lose any deposit you have paid. After that, the following charges apply:

Some journeys or parts of journeys (for example internal flights, certain hotels or retreat venues) are non-refundable once paid. If so, we will tell you before you book. If the size of your party reduces, the per-person price for those still travelling may increase and you will need to pay the difference.

Cancellation due to Force Majeure

You can cancel without a cancellation charge if Force Majeure occurs at, or very near, your destination and significantly affects the Journey or the journey to it. In that case we will, acting reasonably, refund amounts paid, less non-recoverable costs. We will consider travel advice issued by relevant governmental authorities, including your own government and the destination country, among other factors, when deciding whether this applies.

Cutting your journey short

If you choose, or are required, to return home early, we cannot refund any part of the journey you have not used. Your travel insurance may cover curtailment. Any claim should be made directly with your insurer.

Accuracy of information and itinerary changes

We check our journey information carefully, but itineraries may change due to local conditions. We can change itineraries, sightseeing, guides, facilitators, accommodation and transport at any time because of unforeseen circumstances or things outside our control. We will tell you about significant changes as soon as we reasonably can.

Changes we make

Once the booking is confirmed, we aim to deliver the journey as described. Occasionally we have to modify a journey before departure and we reserve the right to do so. Most changes are minor, for example a flight time change of less than 12 hours, a change of aircraft type, accommodation changed to an equivalent or better standard, or a change of carrier. We will try to let you know of minor changes as soon as reasonably possible, but we do not accept responsibility for them.

If we need to make a material change (for example, a significant change of destination, accommodation standard or timing), we will inform you as soon as reasonably possible and, acting reasonably, may offer you one or more of the following: (a) accept the change; (b) accept alternative arrangements where available; or (c) cancel your booking and receive a refund of amounts paid, less any non-recoverable costs we have incurred. You must tell us your decision within the timeframe stated in our notification; if you don’t, we may treat the change as accepted.

We do not pay compensation or damages for changes or cancellations, except where required by applicable law, and we are not responsible for changes arising from Force Majeure or other circumstances beyond our reasonable control.

If, after the journey has started, a significant part of the services cannot be provided, we will use reasonable efforts to make suitable alternative arrangements. We are not liable for additional costs or losses arising, except where required by applicable law.

Cancellation by us

We can cancel a booking for operational, safety or other reasons. If you don’t pay the balance by the due date shown on your Confirmation Invoice, we may treat the booking as cancelled and apply the charges mentioned earlier in this section.

Where we cancel, we will use reasonable efforts to offer a suitable alternative. If you do not accept the alternative, or none is available, we will refund the amounts you have paid, less non-recoverable costs. We do not pay compensation for cancellations, except where required by applicable law, and we are not liable for cancellations arising from Force Majeure.

Some journeys, including retreats and group departures, require a minimum number of participants. If the minimum is not reached, we may cancel and will, where reasonably practicable, notify you in advance, and refund amounts paid, without compensation. We may choose to operate the journey despite minimum numbers not being reached. We will not cancel after final payment except for Force Majeure, minimum numbers or non-payment.

Refunds

Any refund is paid using the same method and currency as the original payment.

6. Our responsibilities

General

We take reasonable care in selecting the Service Providers who supply the services forming your journey. Except where we act as principal for specific services, we act as agent for third-party Service Providers (including airlines, hotels and local operators). In such cases your contract for those services is with the relevant Service Provider, and their terms apply.

Descriptions of hotels, Service Providers and experiences in our materials are given in good faith based on the latest information available. We are not responsible for extra services not shown on your Confirmation Invoice.

We take Guest safety very seriously. We are responsible for personal injury or death shown to be caused by our negligence. We do not exclude or limit liability where it would be unlawful to do so, including for death or personal injury caused by our negligence, or for fraud.

We will not be liable where a failure arises from: you or a member of your party; a third party unconnected with the provision of the services that is unforeseeable or unavoidable; or Force Majeure.

Limits on compensation

For loss of or damage to luggage, personal possessions or money, the most we will pay is equivalent to the excess on your insurance, because you are required to have suitable cover. For other claims not involving injury, illness or death, the most we will pay is the price of the journey paid by the affected Guest(s). To the fullest extent permitted by law, we are not liable for indirect, consequential or economic loss (including loss of enjoyment, profits or opportunity).

Where international conventions apply (including the Montreal Convention 1999, the Athens Convention 1974 and the COTIF/CIV rules), our liability for international travel by air, sea or rail is limited as if we were the carrier. Copies are available on request. The carrier’s conditions of carriage also apply. Where applicable law provides compensation or rights against a carrier (including any air passenger rights regime), any liability we may have is limited accordingly.

Deductions and complaints

If we make a payment to you, we can deduct any amount you have received (or are entitled to receive) from a Service Provider for the same complaint. If we or our Service Providers fail to provide the services with reasonable care and skill, we don’t put things right within a reasonable time, and this affects your enjoyment of the journey, you may be entitled to a price reduction. You must tell us without undue delay about any failure or complaint so we can address it, and follow the process in section 11. Any liability on our part depends on you showing that we acted negligently or in breach of contract and that this directly caused your loss.

Service Providers’ own terms

Certain Service Providers have their own terms or operational rules. By making a booking, you agree to comply with them. Nothing in a Service Provider’s terms affects your statutory rights.

Airlines

Airlines and airports make operational decisions that can cause delays, diversions or rescheduling. We have no control over these and cannot accept responsibility for them. If Force Majeure forces us to change or end the journey after departure, we won’t pay compensation or reimburse expenses. You should have adequate travel insurance for lost luggage or possessions.

Limits on liability

We do not accept liability for: damage, loss or expense we could not reasonably have foreseen from the information you gave when booking; business loss or indirect or consequential loss; or services that are not part of the booking with us, such as extras or activities arranged directly with a Service Provider. None of this excludes liability where it would be unlawful to do so.

If you can’t get home

If Force Majeure means you can’t return home on the agreed date, we will provide necessary accommodation (of a comparable standard where possible) for up to 3 nights per Guest. After that, you will need to claim on your travel insurance. The limit does not apply to persons with reduced mobility, pregnant women, unaccompanied minors, or persons needing specific medical assistance, provided we were told of these needs at least 48 hours before the journey started.

Destination restrictions

We don’t accept responsibility for any destination that restricts access, or otherwise limits enjoyment, based on race, gender, sexual orientation, religion or other personal characteristics. Please research your destination to make sure it meets your needs.

7. Your responsibilities

Travel advice

Before booking, you should check applicable travel advice and entry requirements issued by the authorities in your country of residence or passport issuance (for US citizens, the U.S. Department of State at travel.state.gov) and by the authorities of your destination country.

We monitor official travel advice and may need to cancel journeys or adjust itineraries in response, always with your safety as our priority. If there is active government advice against travel to your destination and you choose to go anyway, you accept the risks arising from the events warned about. It is a condition of Booking that you have adequate travel insurance.

Passports, visas and health

Passport, visa and health requirements can change, and you must check the current position before travelling. Many countries require passports to be valid for at least 6 months after your trip ends, with blank pages. Denmark, Sweden, Norway and Finland are in the Schengen Area; US citizens should check current entry requirements, including ETIAS if and when it applies. You should see your doctor or a vaccination centre about health requirements.

It is your responsibility to obtain all required documents and make sure they are in order. If you are travelling with a child who doesn’t share your surname, you should carry documentation showing the relationship and permission to travel. We are not responsible if anyone is refused entry. No refund or compensation is given if anyone can’t travel because of incorrect or missing documents. You agree to reimburse us for any fines or losses we incur as a result.

Flight details and check-in

You are responsible for checking in on time and showing up for every pre-booked part of your journey. Please check names and flight times carefully on receipt of your documents and tell us straight away if anything looks wrong. No refund is given for services you don’t take up.

Behaviour

If, in our reasonable opinion (or that of a Service Provider), your behaviour or that of anyone in your party is dangerous, causing damage, or persistently affecting other people’s enjoyment, we can terminate your booking immediately. Our liability then ends, no refunds are given, and we won’t pay any resulting costs. You and your party are jointly liable for any damage or losses caused. We are not responsible for the actions of other Guests or people unconnected with your booking. If you lose personal items, you should get a written police report to support any insurance claim.

Local laws and customs

You must respect and comply with the laws, customs, religious practices and dress codes of every country you visit. We are not responsible for consequences (including arrest, detention, fines or refused entry) arising from your failure to do so.

8. Insurance

It is a condition of your Booking that everyone travelling is covered by appropriate travel insurance, bought at the latest when you book (so that you have cancellation cover). It should cover cancellation, curtailment, all medical expenses (including evacuation and repatriation), personal baggage, personal liability, death, permanent disability and loss of travel documents. You must declare any disability or medical condition to the insurer.

Some activities carry inherent risks, and you may be asked to sign a form or waiver from the local Service Provider. By booking, you agree that TTJ may sign such a waiver on your behalf where required. The waiver does not affect your rights under consumer law. TTJ is not responsible for the acts or omissions of any Service Provider, except where liability cannot be excluded by law.

9. Airlines and carrier liability

The Service Provider’s own conditions apply between you and the providers of transport, accommodation and other parts of your booking. Copies are available on request.

Where applicable, you may have rights to refunds or compensation from an airline for denied boarding, cancellation or delay. Any reimbursement is the airline’s responsibility and does not entitle you to a refund of any part of your journey price from TTJ. Any amount you receive, or are entitled to receive, from an airline under an applicable passenger rights regime is the full extent of your entitlement from the airline for that event. If the airline must compensate you in law, any responsibility we have on the same facts is limited to the extent permitted by law. A flight delay or cancellation does not automatically entitle you to cancel or receive a refund for the rest of your journey.

Transport times are set by the carrier and cannot be guaranteed. Where possible we will tell you the operating carrier (or likely carrier) at booking and notify any change as soon as possible. A change of carrier, flight time, aircraft type or seat does not give you the right to cancel without paying our normal charges. If a scheduled carrier becomes unavailable or is subject to an operating ban, we will use reasonable efforts to arrange a suitable alternative, but cannot guarantee this.

All airlines are independent contractors not owned or operated by TTJ. An airline ticket is a contract between you and the airline, even if bought through TTJ. We recommend you check in online as soon as the airline allows. TTJ cannot check you in. Seat reservations are at the airline’s discretion. If you change or cancel flights, all airline change and cancellation fees apply.

10. Excursions

If you book an excursion locally with a third-party operator during the Journey, your contract is with that local operator, not with TTJ, and it is not part of the journey we have provided. Any claim is against the local operator. We may offer advice and assistance at our discretion. Additional excursions booked through us will be made clear as part of your booking with us.

11. If something goes wrong

If you are unhappy with anything during the journey, you must raise it immediately with our local representative or our emergency contact on +45 2685 8683, and with the Service Provider involved. We will do our best to put it right. It is unreasonable to do nothing during the journey and then complain afterwards.

If the problem cannot be resolved locally, please write to us with full details, ideally within 30 days of your return. We will aim to reply within 28 days. If we make a payment, the recipient must transfer to us or our insurers any rights they have against a third party.

12. Health, wellbeing and fitness to travel

General health and fitness

If you or anyone in your party has a disability or medical condition, you must tell us before booking so that we can advise and help choose a suitable journey. Some activities have minimum ages or require a minimum level of fitness. By booking, you confirm that you and everyone in your party are physically and emotionally fit to travel and have no condition that would endanger anyone or require the Journey to be changed. We cannot accept liability if we are not told about mobility or medical issues before Booking. We will make reasonable efforts to accommodate disability-related requests. If, acting reasonably, we decide we cannot properly accommodate someone’s needs or that health and safety may be compromised, we can refuse participation.

Wellbeing and retreat journeys

Some of our journeys include wellbeing, reflection and personal development elements. These are offered for personal growth and wellbeing and are not medical treatment, psychotherapy or a substitute for professional healthcare. Participation is voluntary and at your own responsibility. If you are in treatment for a physical or mental health condition, please consult your healthcare provider before booking.

Public health

There is always some risk of exposure to communicable diseases in any public place. By booking, you voluntarily assume such risks and agree to follow public health rules and protocols issued by TTJ or the relevant authorities, which can change at any time.

Pregnancy

Some activities may not be suitable during pregnancy. If you are pregnant when you book, or become pregnant afterwards, please tell us as soon as possible. We will try to find suitable alternatives and will only refuse or amend a booking where we reasonably believe there is a risk to health and safety.

13. Governing law and disputes

These terms are governed by the laws of Denmark. If you reside outside Denmark, you also benefit from any mandatory protections of the laws of your country of residence. Disputes will be dealt with by the courts of Denmark. Where applicable law permits, you may also bring proceedings in your country of residence.

14. Prompt assistance

If you run into difficulty during the journey, we will offer prompt help appropriate to the situation, including information on health services, local authorities and consular assistance, and help with finding alternative travel. If the difficulty isn’t caused by us or our Service Providers, we won’t be liable for the cost of alternative travel or other help you need. We won’t cover costs you incur by making your own alternative arrangements without our prior authorisation. We may charge a fee for our assistance if the difficulty is caused deliberately by you or your party, or by your negligence.

15. Children and minors

Some Journeys have a minimum age; if so, we will tell you at booking. Some accommodation requires that children below a certain age share a room with an adult. If we can’t properly accommodate a child’s needs, we may decline to confirm the Booking or the activity. If a child wasn’t declared at booking, or is added later, we can amend or cancel the booking.

16. Flight arrangements and baggage

Unless clearly stated in your proposal, international flights are not included in our journeys. Where flights are included, we will state this in your proposal, and flights are subject to availability and booked in the Guest names confirmed by you. Internal flights are economy class and are non-refundable after booking, where stated. Baggage allowance will be stated in your travel documents; additional allowance can be arranged at extra cost. On some Journeys, luggage allowance may be limited, and we will make this clear before you book.

17. Inclusions and exclusions

Everything included in (and excluded from) the journey is set out in the proposal and/or Confirmation Invoice. Unless expressly agreed in writing, the price does not include: visa and entry fees; vaccinations or medical costs; travel insurance; gratuities and tips; meals, drinks or excursions not specified in the itinerary; airport transfers not specified in the itinerary; laundry; telecommunications charges; or other personal expenses.

18. Data protection

We process personal information in accordance with our Privacy Policy and applicable data protection law, including the EU General Data Protection Regulation (GDPR) as we are established in Denmark. To make and deliver your Booking, we may need to collect and share personal data (including health, dietary, mobility and passport details) with our Service Providers and other parties involved in your Journey, some of whom may be located outside your country of residence, where data protection standards may differ. By making the Booking, you confirm that you have the consent of everyone in your party to share their data with us for these purposes. Our Privacy Policy is available at our website. Questions can be sent to idl@timetojourney.dk.

19. Other important terms

These terms, our Privacy Policy, the information in our materials and the Confirmation Invoice are the whole agreement between us. You are not relying on any other statement, promise or assurance about the Booking. No one else can enforce these terms. If we don’t immediately insist on something required under these terms, that doesn’t mean you don’t have to do it. We may transfer our rights and obligations to another organisation without affecting your rights. If any provision is found to be unenforceable, the rest remain in force. If you have any questions about these terms, please contact us before booking.