Terms and Conditions

AGREEMENT
Kaer Hospitality Group B.V., incorporated in The Netherlands and registered under the Chamber of Commerce number 89055764, is based in Amsterdam. This agreement details the complete terms and conditions, forming the foundation of the understanding between you, the trip participant, and Kaer. It governs all bookings, tours, or transactions made with Kaer through our platform, https://kaer.co.

When you complete a booking with us, you agree to all the terms outlined in this agreement and authorize us to provide services for you. Everyone included in this booking, referred to as “Participants,” is bound by this agreement. By booking, you confirm that you have informed all other Participants in the booking about these terms, regardless of the method of final payment, and that all Participants have accepted these terms.

BOOKING PROCEDURE
A booking is not final or confirmed until you receive a confirmation from us by email. Early bookings are recommended because our group size and departure dates are limited. We reserve the right to decline any booking for any reason permitted by law, including those described in other sections in this agreement.

TRIP DEPOSITS
As per our general terms and conditions, you are required to pay a deposit of 20% of the total price of the booked services immediately upon sending your booking request. In the event that the requested services are not available, we will refund this deposit to you. The remaining balance, which is 80% of the total cost, needs to be paid no later than 60 days before the start of your booked experience.

CANCELATIONS BY YOU AND REFUNDS
To cancel your Booking or Trip Deposit / Booking Reservation, you must email us your complete booking details at hello@kaer.co.
Any additional costs incurred due to these changes will be your responsibility. Kaer reserves the right to charge a minimum fee of € 50 for any alterations you request.

Cancellation fees are charged per person and are determined based on the date we receive your written cancellation notice. Unless specified differently for certain departures, the cancellation fees adhere to the following schedule:

Days before departure date / Cancelation fee per participant

Within 24 Hours of Booking: No cancellation fee (0%) if cancelled within the first 24 hours of booking.
More than 60 Days Before Start Date: A cancellation fee of 20% of the trip price applies for cancellations made more than 60 days prior to the service start date.
Within 60 Days of Start Date: For cancellations made within 60 days of the service start date, the cancellation fee is 100% of the trip price.

Once a trip has started, no refunds will be given for any unused part of the trip, regardless of whether you leave or are removed from the trip for any reason. The trip cost is a package price, and we cannot offer refunds or credits for services that are not utilized. This cancellation and refund policy is strict and applies without exceptions, even in cases of weather issues, terrorism, civil unrest, personal, family, or medical emergencies, or any other situations beyond our control. Therefore, we strongly recommend purchasing trip cancellation and interruption insurance as well as travel protection, which may include travel medical insurance and emergency evacuation services.

Kaer is not liable for any expenses participants incur while preparing for a trip, such as non-refundable air tickets, equipment purchases, or other arrangements made before or after the departure date. This applies irrespective of whether the tour is changed or cancelled by us or by you, for any reason. Given that tours may be cancelled if the minimum required number of participants is not met, we advise purchasing refundable air tickets or waiting until we confirm that there are enough participants.

CHANGES BY YOU
Kaer's tours require a minimum number of travelers, which is why we cannot accommodate changes in departure dates once your reservation is confirmed. Additionally, our external suppliers, including hotels, often charge extra fees or penalties for alterations and cancellations. If you encounter any issues with your tour dates, please reach out to our support team at hello@kaer.co. We will endeavor to assist you, only in situations where it is feasible (i.e., without Kaer incurring fees or cancellation penalties due to your changes), and this assistance is at our sole discretion.

CANCELATIONS OR CHANGES BY US
Kaer maintains the right to refuse, block, or cancel a booking or trip deposit/booking reservation at any moment and for any reason, solely at our discretion.

We also reserve the right to cancel, change, or modify a trip before departure due to various reasons, including a lack of sufficient participant reservations. In such cases, Kaer and our suppliers may substitute hotels, restaurants, routes, or other services mentioned in the itinerary with comparable alternatives if necessary.

Should a tour be canceled due to foreseeable reasons, your agreement to accept a full refund of all payments made to us as a complete resolution of any claims against Kaer or our partners and suppliers is acknowledged.

In the uncommon event of a trip cancellation or rescheduling due to unforeseen circumstances beyond Kaer's reasonable control, such as natural disasters, wars, labor strikes, earthquakes, floods, pandemics, quarantines, international travel restrictions, national emergencies, etc., we will reschedule your trip. Your booking will automatically transfer to the new date. If the rescheduled date is not suitable for you, you can convert 100% of your booking value into a Trip Credit, valid for any Kaer travel within 24 months from its issuance. Alternatively, if you choose to cancel your booking, the following cancellation terms will apply, based on your trip’s original travel date:

More than 60 Days Before Start Date: A cancellation fee of 20% of the trip price applies for cancellations made more than 60 days prior to the start date.
Within 60 Days of Start Date: For cancellations made within 60 days of the start date, the cancellation fee is 100% of the trip price.

RESPONSIBILITY
Kaer functions solely as a facilitator for various independent providers who offer accommodations, meals, transportation, sightseeing, activities, or other services related to your trip (referred to as “Supplier” or “Suppliers”). You recognize and understand that these Suppliers operate independently, are not overseen by Kaer, and are neither agents nor employees of Kaer. The services provided by a Supplier are governed by their own terms and conditions, as well as the local laws and regulations of the respective country.

FORCE MAJEURE
Kaer shall not be considered in breach of this agreement or liable to you for any delay or failure to fulfill any of its obligations under this agreement if such delay or nonperformance is caused by Force Majeure. "Force Majeure" refers to any situation beyond the reasonable control of Kaer, which includes, but is not limited to, natural disasters, terrorist activities, insurrections, explosions, floods, severe winds, fires, accidents, wars (whether declared or not), sabotage, civil disturbances, labor strikes, requisitions, illnesses, quarantines, governmental actions, weather conditions, and other unforeseen events.

TRAVEL INSURANCE
The cost of your trip with Kaer does not cover travel insurance. We highly advise you to obtain comprehensive travel protection, which should include coverage for trip interruptions and cancellations, baggage issues, medical incidents, accidents or life events, as well as evacuation and repatriation costs. Additionally, you agree to be responsible for all expenses related to medical care, evacuation, transportation, and any associated costs that may arise due to loss, damage, injury, delay, or inconvenience you may experience.

PASSPORTS AND VISAS
As a participant in a Kaer trip, it is your responsibility to ensure that all necessary travel documents are valid, effective, and in your possession throughout the tour. Other essential documents might include visas, permits, and vaccination certificates. You are entirely responsible for verifying and fulfilling all passport, visa, vaccination, and other entry requirements. Additionally, any consequences resulting from incomplete or incorrect documentation fall solely on you.

While Kaer may offer guidance or advice on issues like visas, vaccinations, weather, attire, luggage, and special equipment as a courtesy, please note that we are not liable for any mistakes or omissions in the information provided. Our recommendations are given in good faith, but it’s crucial to verify this information independently.

HEALTH REQUIREMENTS AND MEDICAL CARE
Kaer's tours are designed to be physically engaging, with each itinerary having its own unique set of demands and fitness requirements. By booking a trip with us, you confirm that you do not have any physical or other conditions that could pose a risk to yourself or other participants, or detract from the enjoyment of the trip for others.

If you have any physical limitations, dietary needs, or other specific requirements that will need special consideration during the tour, it is crucial that you inform us of these in the 'Additional Information' section at the time of booking. Kaer holds the discretion to accept, decline, or remove any individual from a trip—either before departure or during the journey—if we deem that person unable to meet the physical requirements of the trip.

COMPLAINT PROCEDURE
If you encounter any issues during your trip, it's important to immediately inform Kaer or your trip leader/Kaer Taker to give us the opportunity to address the problem. This allows you to continue enjoying your trip. Notifying Kaer or our suppliers of a complaint, however, does not imply that we accept liability or responsibility for the issue, as each complaint will be evaluated individually. Not raising a complaint during your trip can limit or eliminate your ability to seek recourse from Kaer or our suppliers later on. Additionally, if you choose to resolve the issue independently without following this notification procedure, you will be responsible for any extra costs incurred and may lose the chance for a potential resolution from us.

Should you remain dissatisfied after using this notification process, please submit your complaint in writing to Kaer or our in-country supplier within fourteen (14) days of the trip's conclusion. Please be aware that Kaer and our suppliers will not accept liability for any claims that are submitted after this fourteen-day period.

TRIP START DATE
As a traveler with Kaer, it is your responsibility to be prepared to start the trip as outlined in the itinerary. Kaer is not accountable for any losses incurred due to cancelled or missed flights, changes in flight schedules, late arrivals, or early departures.

TRIP SAFETY AND TRIP ETIQUETTE
During your trip, it is crucial to adhere strictly to all local laws, show respect for local customs and culture, evaluate your abilities honestly, respect the privacy of fellow trip participants, and heed the advice and suggestions of any assigned guides. The decisions made by Kaer, or our local guides or suppliers, are final regarding any matters that may impact the safety or disrupt the well-being of the group. Throughout the trip, Kaer, along with the local guide or supplier, reserves the right to remove any individual who: a) is deemed incapable of meeting the physical or behavioral requirements necessary for the tour activities; or b) is judged to be impacting the enjoyment of the tour for other participants.

LIMITATION OF REMEDIES
You acknowledge that if Kaer fails to fulfill any aspect of this agreement, your only compensation will be the reimbursement of the tour costs you have paid. To the fullest extent allowed by law, Kaer will not be responsible for any special, consequential, indirect, incidental, or other types of damages arising from this agreement, including but not limited to lost profits. This applies whether such damages occur due to contract breach, negligence, tort, statutory obligations, in equity, by law, or otherwise, even if Kaer has been informed about the potential for such damages. By agreeing to these terms, you explicitly waive any right to claim such damages.

UPDATING OF TERMS AND CONDITIONS
Kaer reserves the right to modify or update these terms and conditions at any time. It is your responsibility to stay informed and understand these terms and conditions.

APPLICABLE LAW AND JURISDICTION
The terms and conditions governing your relationship with Kaer, as well as any legal matters arising from it, are exclusively subject to Dutch law. This explicitly excludes the application of the UN Convention on Contracts for the International Sale of Goods (CISG). Should any disputes arise, whether they concern the validity or interpretation of these terms and conditions or any other aspect of your relationship with Kaer, they will be resolved in the competent courts of the Netherlands.

LIABILITY, ASSUMPTION OR RISK & INDEMNIFICATION
As a participant in a Kaer tour, you are required to accept our legally binding Liability Waiver. Please read it attentively and be prepared to acknowledge your agreement to it before your trip starts.

Acknowledgement of Risks Participation in a Kaer tour is voluntary and may involve various activities, such as sightseeing, classes, guided tours, walking, hiking, and encounters with natural elements, among others ("Activities"). You understand that these represent only a part of the possible activities and that you may choose to participate in them.

You acknowledge the inherent risks of travel, including but not limited to physical exertion, natural forces, civil unrest, and other unforeseen events. These risks cannot be entirely eliminated without compromising the tour's essential quality. Furthermore, the judgment of guides and instructors is crucial but not infallible.

Medical Certification You confirm that you have adequate insurance to cover any injuries or damages that may occur during the tour. You also certify that you have no medical conditions that could affect your safety on the tour, or you are willing to assume the risk and bear any resulting costs.

Waiver and Release To the fullest extent permitted by law, you, as an adult traveler, release and hold harmless Kaer and its affiliates from any liability or claims arising from the tour. This includes a release from liability for the Released Parties' negligence.

You agree to indemnify and hold harmless the Released Parties from any claims arising from your or the minor's actions during the trip.

Complete Release This agreement serves as a complete release and express assumption of risk for yourself, your family, minors traveling with you, and your respective heirs and representatives. It's your intention to fully assume all risks and release the Released Parties from any liability to the fullest extent allowed by law.

INTELLECTUAL PROPERTY AND WEBSITE INFORMATION
Kaer holds exclusive rights to its trademarks, trade names, and logos. Users are not permitted to use any of these marks, names, or logos without the prior express written consent of Kaer.

A significant portion of this website, including the information it contains such as texts, photos, compositions, and artwork, is owned by Kaer, encompassing copyrights and other intellectual property rights. In cases where the information is provided by our partners, they retain all rights to their supplied content.

The content of our website may not be copied, transmitted, or used in any way outside the context of the website without the prior express written permission from Kaer or the respective partner, as applicable.

Our website includes links to external websites. Kaer is not responsible for the use or content of these external sites, nor for any links that lead to or from our website. Our Privacy Policy does not extend to the collection and processing of your personal data on or through these external sites.

SERVICE HELP
For answers to your questions, email us at hello@kaer.co