Booking Terms & Conditions

Last updated: 04/08/2020

General

‘IndexSpaces’ means IndexSpaces Ltd, a private limited company registered in the UK (company number 12575762). IndexSpaces acts as a booking agent for instructors and experience organisers, providing an online platform to connect them with customers looking to book activities/experiences (collectively, the "Services”) on the website https://www.indexspaces.com and any other websites through which IndexSpaces makes the Services available (collectively, the "Site") and as applications for mobile, tablet and other smart devices and application program interfaces (collectively, the "Application").

The Site is owned, operated and provided by IndexSpaces. In these Booking Terms and Conditions (the "Terms”), references to "we" or "us" or "our" are references to IndexSpaces and references to "you" or "your" are references to Site users and/or visitors.

By using the Site, Application or Services (through whatever means including mobile, desktop, tablet or any other handheld device), you indicate that you have read and that you understand and agree to be bound by these Terms, which may be amended from time to time, and all applicable laws and regulations that govern this Site and your reservation.

The Terms shall also apply where reservations are taken via the telephone by one of our staff. If you do not agree with these Terms, do not use the Site, Application or Services. Failure to use the Site, Application or Services in accordance with these Terms may subject you to civil and criminal penalties.

"Activity Provider" means the owners/providers of the activities/experiences and the "Activity" means the activity/experience that is advertised on our Site that we have agreed to arrange in connection with your confirmed reservation.

"Activity Information" means the information relating to the Activity (including pictures, photos and descriptions), restrictions (including age restrictions) and details of the rate (including all applicable taxes, levies, surcharges and fees)

"Customer” means the person who requests to book an activity from the Activity Provider.

Our Liability

IndexSpaces provides an online e-commerce platform for you to browse and book Activity from our Activity Providers, and acts as booking agent only in respect of reservations we make on your behalf. When you make a reservation through our Site, you will be entering into a contractual agreement with the Activity Provider, we act solely as an intermediary.

IndexSpaces shall not be liable for any losses, damages, expenses, debts or injury that may occur, directly or indirectly, by using our Services, Site or Application as a result of errors, breaches, negligence, fraudulent intent, misleading statements, breach of contract, gross misconduct or any other malicious act attributable either wholly or in part to Activity Provider, or any other independent business or suppliers that use our Site to sell their products and services, including their directors, officers, employees and agents.

As IndexSpaces acts only as a booking agent, we absolve ourselves of any responsibility for any errors and/or inaccuracies in any documentation supplied by the Activity Provider. You understand that inclusion of any Activity provided by the Activity Provider on the Site by IndexSpaces does not constitute an implied endorsement or recommendation.

By booking a Activity through the Site or by phone, you accept that you will be entering into a binding contract with the Activity Provider on their standard terms and conditions. Where applicable (but accept no liability to do so), we will make such terms and conditions available in the Activity Information for you to review. We shall not be liable to you for any losses as a result of Activity Provider double booking, cancelling reservations in full or in part or any other cause beyond our or their control.

Activity Information

While we will try to make sure the Activity Information provided by the Activity Provider is accurate, we will have no responsibility for any errors or inaccuracies in the Activity Information.

Obvious errors and mistakes (including misprints and typographical errors) are not binding. In the case of an error or mistake being made, we or the Activity Provider reserve the right to cancel your reservation and refund all monies paid (if relevant), this will be without any liability to you. In the event that your chosen Activity is unavailable, we will make reasonable effort to assist you in finding a suitable alternative, or if you choose to get a refund, we or the Activity Provider will fully reimburse any monies you paid at the time of making that reservation. We will make all reasonable effort to advise you of any cancelled reservations as soon as possible.

Reservation cancellations and amendments

You may cancel or amend your reservation at anytime 48 hours prior to your scheduled Activity date and time (as stated in the reservation confirmation email) by contacting us through the Site. You shall be charged a cancellation fee for cancelling your reservation.

If you cancel within 2 hours of making the booking reservation, you will be charged 5% of the total reservation price as cancellation fee to cover potential loss of bookings and transaction fees incurred by us. Otherwise, the cancellation fee shall be calculated as follows to cover potential loss of bookings and transaction fees incurred by us:

(i) for cancellations made anytime 14 days prior to your scheduled Activity date and time (as stated in the reservation confirmation email), you shall be charged 15% of the total reservation price as a cancellation fee by us.

(ii) for cancellations made within 13 days of your scheduled Activity date and time but 7 days prior to your scheduled Activity date and time, you shall be charged 25% of the total reservation price as a cancellation fee by us.

(iii) for cancellations made within 6 days of your scheduled Activity date and time but 4 days prior to your scheduled Activity date and time, you shall be charged 35% of the total reservation price as a cancellation fee by us.

(iv) for cancellations made within 3 days of your scheduled Activity date and time but 48 hours prior to your scheduled Activity date and time, you shall be charged 60% of the total reservation price as a cancellation fee by us.

The table below summarises the above:

duration before scheduled Activity date and time % of total reservation cost as cancellation fee
14 days + 15%
7-13 days 25%
4-6 days 35%
48 hours - 3 days 60%
< 2 days No refund

No refund shall be given for cancellations made within 48 hours of the scheduled Activity date and time or after the scheduled Activity date and time. There may be an amendment fee if you decide to amend your reservation. Details regarding the cancellation policy are also set out in the reservation confirmation email that is sent to you.

Failing to turn up to the Activity on the scheduled Activity date and time (as stated in the reservation confirmation email) will be treated as a cancellation and you shall not be refunded for that reservation. If you fail to arrive on time on the day of your scheduled Activity (as stated in the reservation confirmation email), the Activity Provider may cancel your reservation. If you decide to make changes to your Activity schedule, for example, if you wanted to transfer the booking to a different date, it is up to the Activity Provider’s discretion to honour this request and we as a booking agent are unable to deal with such matters.

Customer requirements

Before proceeding with making the reservation, please ensure that you meet the requirements for the Activity you are about to book, as stated in the Activity Information. If you fail to meet these requirements, your reservation may be cancelled.

Disputes

You must report any disputes related to the activity (e.g. instructor not showing up on the day or incorrect activity venue stated in the booking information) within 2 days after the scheduled activity date. After this period, you may not be eligible for a refund.

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