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Terms and Conditions

Short Stay Cultural Tours Limited
trading as Florence Immersion

A Note about Privacy and GDPR

We adhere to the provisions of the GDPR and only use your personal information to process your booking. 'Personal information' may include your name and address, your email and phone number, any special requests and in some cases your date of birth.

Processing your booking may include sharing some of the information with our suppliers.

We do not sell your Personal Data to any third parties.

Booking Conditions

Florence Immersion is a trading name of Short Stay Cultural Tours Limited. These Booking Conditions form the basis of your contract for bookings made with Short Stay Cultural Tours Limited, (hereinafter referred to as 'the company', 'us', 'our', or 'we'). In accepting these conditions you guarantee that you have the full authorisation of all persons in your party (including anyone who is added or substituted at a later date) to accept on their behalf the terms of these booking conditions.

Part A is for small group and private trips where accommodation and guided tour services have been arranged. Part B is for villa/apartment rental where we act solely as agent for the property owner.

Part A

1. Booking your trip

Please contact us through our website.

Subject to the availability of your chosen arrangements we will confirm your trip with a confirmation invoice. A contract will exist as soon as we confirm your booking by email or telephone and issue our confirmation invoice. On receipt of the confirmation invoice a deposit becomes due of the amount specified in the confirmation invoice or if the booking is made within eight weeks of the tour date the full amount becomes due. Payment can be made by bank transfer or most debit and credit cards, details will be provided with your confirmation invoice. All payments received are protected by the Travel Trust Association. See section 7 below for more details.

Payments not received in full and on time entitles us to assume that you wish to cancel your booking which entitles us to keep all deposits paid or due at that date.

On receipt of the Confirmation Invoice and any other documents we send you it is important that you check all details are correct. In the event of any discrepancy please contact us immediately as it may not be possible to make changes later.

2. Alteration or cancellation by you

If after confirmation you wish to make any changes to your booking you must notify us in writing. We will do our best to accommodate your request subject to availability and receipt of payment for any additional costs. An administrative charge of 50GBP (British pounds) may be levied.

If you wish to change the dates of your trip, the request may be treated as a cancellation.

If you or a member of your party on whose behalf you have made the booking has to cancel their trip, the reservation may be transferred to another person introduced by you provided that we are notified in writing more than twenty one days before the start of the trip, and subject to the issue of a new confirmation invoice and payment of any additional costs arising from the transfer and payment of 50GPB administration charge.

In all other circumstances the following cancellation charges are applicable, calculated from the day on which written notification is received in our office:

More than 56 days: deposit forfeited

56-31 days: 50% of the invoice total

Within thirty days, on, or after the start date all of the amount paid is forfeited.

We strongly recommend that you arrange travel insurance against cancellation charges.

Any client choosing to leave their accommodation earlier than scheduled will not be refunded for unused accommodation. Any client who chooses not to participate in a prepaid activity such as a guided tour or an arranged meal will not be refunded.

3. Alteration and Cancellation by us

Occasionally, we may have to make changes and correct errors in our booking information both before and after bookings have been confirmed. We may also have to cancel confirmed bookings due to factors outside our control (for example natural disasters, terrorist actions, war, industrial dispute, fire, adverse weather conditions, etc.), mistakes, or if the minimum number of bookings required for a particular trip have not been reached. Whilst we will always endeavour to avoid alterations and cancellations we must reserve the right to do so. We will notify you at the earliest opportunity, and in the case of minimum numbers of bookings not being achieved at least 30 days prior to the start of the arrangements.

In the unlikely event that we have to make a major change to your arrangements we will inform you as soon as possible and make every effort to offer you a suitable alternative. If the alternative is not acceptable, we will refund all monies paid to us.

After the start of the arrangements if a major change occurs, except where caused by force majeure, suitable alternative arrangements will be made at no extra cost to you. Examples of force majeure are war, threat of war, riot, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire and adverse weather conditions.

4. Price Policy

We reserve the right to increase/decrease and correct errors in published prices at any time before your arrangements are confirmed. The price of your tour will be confirmed at the time of booking.

We reserve the right to impose a surcharge in the event of government action or currency exchange fluctuations. In such a case we will absorb a sum equal to 2% of the cost of your trip. We reserve the right to charge you any sum in excess of 2% but if the surcharge is more than 10% of the total cost of the trip you may cancel the booking within 7 days of issue of the surcharge invoice. In this case you will receive a full refund of all monies paid to us (except any amendment charges).

We will not increase the price of your trip within 30 days of the date of departure. All payments received are protected by the Travel Trust Association. See section 7 below.

5. Your Responsibilities

It is your responsibility to ensure that:

a) your flights and/or ground travel arrangements will get you to the start point of the tour or to the accommodation at the specified time.

b) you and all members of your party meet the requirements to be permitted entry to Italy and re-entry to your country of origin, including any passport, visa or health requirements. British citizens should also carry a European Health Insurance Card. There are no visa requirements to Italy for British nationals, but you must ensure that your passport is valid for your entire stay.

Special requests such as diet or preference for a twin or double room or any other request must be indicated at the time of booking. All requests are subject to availability. Failure to meet any special request will not be a breach of contract on our part.

If you are joining a group tour it is your responsibility to ensure that you and anyone on whose behalf you are booking is in good health and that walking and standing during guided tours are within your capacity.

It is your responsibility to inform the tour leader or accommodation provider immediately if you are not satisfied with any aspect of the arrangements and they will do their best to find a solution. If you fail to inform the tour leader or accommodation provider at the time we will have been deprived of the opportunity to investigate and put things right during the trip and this may affect your rights under this contract. If a solution can not be found, you must put your complaint in writing to us immediately after the end of the trip.

6. Our Responsibilities

If the contract we have with you is not performed or is improperly performed by us or our suppliers, we will pay you appropriate compensation if this has affected the enjoyment of your trip.

However we will not be liable where any failure in the performance of the contract is due to: you or a person included in your booking; a third party unconnected with the provision of the arrangements and where the failure is unforeseeable or unavoidable; unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised; or an event which we or our suppliers, even with due care, could not foresee or forestall.

Our liability, except in cases involving death or injury shall be limited to a maximum of one time the amount you have paid to us in respect of the arrangements.

7. Financial Protection

Short Stay Cultural Tours Limited is a member of the Travel Trust Association (TTA), membership number Q5076. The Travel Trust Association offers you 100% financial protection.

Under the terms of our membership of the TTA, money received from you is placed into a trust account that is overseen by an independent trustee. This money cannot be touched by us until either you have completed your trip, or we have obtained insurance against the financial failure of our suppliers in order that we can release funds to pay our suppliers in advance if necessary. Therefore your holiday is guaranteed against any potential insolvency of either us or our suppliers. Each person is additionally issued with a Stand Alone Safe Seat Plan (the cost of which is included in your arrangements), a guarantee provided by the TTA against our financial obligation up to a maximum of £11,000 per passenger, if by reason of fraud or dishonesty your money is not in the Trust Account. When you make a booking, you will be supplied with a guarantee certificate.

For more information on the Travel Trust Association see below.

Part B.

For villa rental where we act as agent for the property owner.

 8. Booking your rental property

Please contact us through our website.

Subject to the availability of the property we will send you an invoice and booking form which is to be completed and returned to us with payment of the specified amount within forty eight hours. On receipt we will send you a confirmation notice. The booking form includes the property owner's terms and conditions which will apply to your booking. If only a deposit is requested you will be notified of the date that the balance is due. Payments not received in full and on time entitles us to assume that you wish to cancel your booking which entitles the property owner to keep all deposits paid or due at that date. Payment can be made by bank transfer or most debit and credit cards, details will be provided with your invoice. All payments received are protected by the Travel Trust Association. See section 7 above for more details.

On receipt of the confirmation notice and any other documents we send you it is important that you check all details are correct. In the event of any discrepancy please contact us immediately as it may not be possible to make changes later. 


9. Alteration or cancellation by you

If after confirmation you wish to make any changes to your booking you must notify us in writing. Alterations and cancellations can only be made as stipulated in the property owner's terms and conditions. An administrative charge of 50GBP (British pounds) may be levied by us for each alteration. If you wish to change the dates of your trip, the request may be treated as a cancellation. If you wish to transfer the booking to another person, the request may be treated as a cancellation.

We strongly recommend that you arrange travel insurance against cancellation charges.

10. Alteration or Cancellation by the Property Owner

We will inform you of any changes or cancellation on the part of the owner as soon as reasonably possible. We can accept no liability for changes or cancellations made under your contract with the property owner.

11. Price Policy

Invoices will be issued by us for payment in GBP (British Pounds). Payment can be made by bank transfer or most debit and credit cards, details will be provided with your confirmation invoice.

The price of your tour will be confirmed at the time of booking.

We reserve the right to impose a surcharge in the event of government action or currency exchange fluctuations. In such a case we will absorb a sum equal to 2% of the cost of your trip. We reserve the right to charge you any sum in excess of 2% but if the surcharge is more than 10% of the total cost of the trip you may cancel the booking within 7 days of issue of the surcharge invoice. In this case you will receive a full refund of all monies paid to us (except any amendment charges).

We will not increase the price of your trip within 30 days of the date of departure. All payments received are protected by the Travel Trust Association.

All payments received are protected by the Travel Trust Association. See section 7 above for more details.

12. Your Responsibilities

If you pay a deposit you must pay the balance on time, payments not received in full and on time entitles us to assume that you wish to cancel your booking which entitles us to keep all deposits paid or due at that date. We strongly recommend that you arrange travel insurance against cancellation charges.

You must make sure that your arrangements for arriving at the property will get you to the property within the time specified by the owner.

You must follow any house rules given by the owner, particularly with regard to use of equipment.

Use of the swimming pool and grounds is at your own risk and children must be supervised at all times.

In the event of any problems you must contact the property owner as soon as is reasonably possible according to their instructions contained in the booking contract or information provided at the property. If you do not contact them as soon as possible, they will have been deprived of the opportunity to investigate and put things right during the rental and this may affect your rights under the contract.

13. Our Responsibilities

As agent, we accept no responsibility for the actual provision of the arrangements. Our responsibilities are limited to making the booking in accordance with your instructions. We accept no responsibility for any information about the arrangements that we pass on to you in good faith. However, in the event that we are found liable to you on any basis whatsoever, our maximum liability to you is limited to the cost of your booking (or the appropriate proportion of this if not everyone on the booking is affected). We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence.  Insofar as we have any liability to you, then proceedings in respect of any such liability shall be governed by English law.

14. Law

Short Stay Cultural Tours Limited is a company registered in England and Wales with number 10486732, and the registered address is Barn Croft, Heath End, Newbury, RG20 0AP.

All matters concerning this contract will be governed by English Law.

The Travel Trust Association

Short Stay Cultural Tours Limited is a member of The Travel Trust Association (TTA), membership number Q5076.

The TTA is a professional organisation which requires its members to adhere to a code of conduct and to be subject to continual monitoring of their financial arrangements.

When you pay for your trip we will deposit your money directly into our Trust Account. A Trust Account is a bank account designated to hold our customers' money.

Your money remains in the Trust Account and is supervised by an appointed Trustee who is either a banker, chartered or certified accountant or a solicitor. Both we and the Trustee are required to authorise payments from the Trust Account.

Should we for any reason financially fail or cease trading, the Travel Trust Association will ensure that your arrangements are unaffected. If this is not possible they will arrange a refund for all the money you have paid to us.

In addition to your money being held in trust, your monies are also insured. A "Stand Alone Safe Seat Plan" insurance policy is issued on your behalf by us. If your money is not in the Trust Account due to fraud or theft, the Stand Alone Safe Seat Plan policy will reimburse the loss of any amount paid to us up to the value of £11,000 per person.

It is the combination of the Trust Account and the Stand Alone Safe Seat Plan that ensures all of the money which you have paid to us is safely protected and available to pay for those services which you have booked.

Please be aware that the Stand Alone Safe Seat Plan is NOT a travel insurance policy. It will only protect the money that you have paid to us. You will need to take out a separate travel insurance policy to provide cover for cancellation, medical expenses and lost baggage etc.