Veterans Voyage CIC is committed to protecting and respecting your privacy. Any personal information you provide to us will be handled securely, responsibly, and in accordance with UK data protection legislation.

Information We Collect

We may collect personal information including:

• Name and contact details

• Emergency contact information

• Dietary, medical, accessibility, or support requirements relevant to your trip

• Payment and booking information

How We Use Your Information

Your information is used only for purposes related to:

• Managing bookings and trips

• Communicating important trip information

• Providing appropriate support and accessibility arrangements

• Meeting legal, safety, and insurance requirements

Information Sharing

We will only share relevant information with trusted third parties where necessary for the operation of the trip, such as accommodation providers, transport operators, or emergency services where required.

We will never sell or misuse your personal information.

Data Security

We take reasonable steps to ensure your information is stored securely and accessed only by authorised individuals involved in administering Veterans Voyage CIC activities.

Your Rights

You have the right to request access to the personal information we hold about you and to request corrections where necessary.

Contact

If you have any questions regarding how your information is used, please contact Veterans Voyage CIC directly before booking or travelling.

Veterans Voyage CIC is committed to making our trips as welcoming, inclusive, and accessible as reasonably possible for all participants.

We understand that every individual has different needs, and we encourage anyone with mobility, medical, sensory, or support requirements to contact us before booking so we can discuss the suitability of the trip and any reasonable adjustments that may be possible.

Our trips often involve:

• Coach travel

• Hotels and shared group environments

• Walking distances and excursions

• Historic venues or attractions that may have limited accessibility

While we always aim to use accessible accommodation and venues where possible, some locations may have restrictions outside of our control. Accessible rooms and specific facilities are subject to availability.

Veterans Voyage CIC is not a care provider, and our staff and volunteers are unable to provide personal care, lifting assistance, or medical support during trips. Participants who require additional assistance should travel with an appropriate carer or companion.

We are committed to treating all participants with dignity, respect, and understanding, and we will always do our best to provide clear information so individuals can make informed decisions before travelling.

Pricing

All trip prices are listed in GBP (£) and include the services detailed within the individual trip description. Prices may include subsidised funding provided through donations and grants to help keep trips affordable for veterans and participants.

Deposits & Payments

Full payment, or any required deposit, must be made by the stated payment deadline in order to secure a booking. Places cannot be guaranteed until payment has been received.

Cancellation by Participant

If you choose to cancel your booking, the following charges may apply due to non-refundable costs already incurred, including payment processing fees, accommodation bookings, and transport reservations:

• More than 28 days before departure – refund minus a 9% administration and processing fee

• 14–28 days before departure – 50% refund may be offered

• Less than 14 days before departure – no refund available

Refunds outside of these terms are at the discretion of Veterans Voyage CIC.

Payment Processing Fees

Payment providers charge transaction fees which are non-refundable to Veterans Voyage CIC. As a result, refunds may be subject to a deduction of up to 9% to cover administration and payment processing costs already incurred.

Cancellation by Veterans Voyage CIC

If a trip is cancelled by Veterans Voyage CIC, participants will be offered either:

• A full refund of monies paid, or

• The option to transfer to an alternative trip where available

Travel Insurance

Participants are encouraged to obtain appropriate personal travel insurance where applicable, particularly for longer trips or overnight stays.

Amendments

Veterans Voyage CIC reserves the right to make reasonable changes to itineraries, accommodation, transport, or activities where necessary due to operational requirements, weather, safety concerns, or circumstances outside of our control.

Agreement

By making payment and confirming a booking, participants acknowledge that they have read and accepted these Pricing & Payment Terms and Conditions.