Terms & Conditions

Our Agreement With You

Products and Services: We offer a range of events fully organized by us, as well as a variety of travel-related products from different suppliers and service providers (“Suppliers”). Each Supplier has its own terms and conditions that apply to your arrangements in addition to our general terms and conditions. Please ensure you understand these terms. Certain software and content on our website, www.xperiencebelgium.com, may be owned or licensed by us or our Suppliers, and your use may be subject to additional conditions. XPERIENCE Sp. z o.o. sp. k. acts as a tour operator for products and services not directly supplied by us (e.g., air carriage, ground transportation, meals, tours, cruises, etc.).

Deposits and Payment: Deposits are refundable based on the cancellation and changes terms outlined below. We can guarantee prices only after the deposit has been paid in part or in full within the timeframe specified by us, and travel documents have been issued, subject to the Supplier’s terms and conditions. We will inform you of the full payment due date. If the tour is scheduled to occur in more than 7 days, we will refund the deposit if the customer wishes to cancel within 24 hours of booking. By providing your payment information, you authorize us to arrange payments with the corresponding Suppliers.

Documentation: We prefer to send documents to our customers electronically whenever possible. If you request hard copies, we reserve the right to charge an administration fee.

Cancellations and Changes: You may cancel your booking within 24 hours of making the reservation with no questions asked, provided that the tour is scheduled to occur at least 7 days in the future. For cancellations made no later than 10 business days before the tour start date, you are entitled to a full refund (a 10% cancellation fee applies) or a voucher for 100% of the amount paid, valid for one year from the cancellation date. If you cancel between 10 and 5 business days before the tour date, you are eligible for a 50% refund of the paid amount. After this period, we reserve the right to retain the portion of your deposit used for tour preparations. Cancellations must be made via email to friends@xperiencepoland.com. Refunds will be processed through the same payment method used for booking, either 7 days before the canceled tour or 7 days after the cancellation has been made and approved.

Gift Vouchers: Gift vouchers from XPERIENCE Sp. z o.o. sp. k. are valid for 365 days from the issue date. Voucher extensions can be obtained at a cost of 49€ per month or 25% of the voucher value for an additional year. Vouchers must be presented at redemption and are subject to terms and conditions applicable to the specific offer chosen. Voucher transfers are allowed only with explicit written approval from XPERIENCE Sp. z o.o. sp. k., and the company reserves the right to evaluate transfer requests. Gift vouchers are non-refundable and cannot be exchanged for cash. For extensions or inquiries about gift vouchers, including transfer requests, please contact us using the email address found in the footer of our website.

Return Policy: If the activity does not meet the conditions agreed upon in the offer or advertised on our website, you may be entitled to a refund of up to 100% of the deposit paid. Each case is reviewed individually, and we rely on the fairness of both parties. If you fail to show up without notice, we reserve the right to claim the full payment for your tour.

Your Agreement With Us

Acceptance of Terms: By booking with us or using our website, you agree to these terms and conditions, including any additional terms from our Suppliers. You are responsible for complying with these terms, including payment obligations, and for any violations that may result in cancellation, loss of funds, or denial of services.

Booking Changes and Cancellations: You can make changes to your travel arrangements free of charge until 14 days before your tour. After this period, any applicable fees will be based solely on the terms of our Suppliers. Cancellations may result in partial refunds, depending on the specific terms of our and the Supplier’s policies. Refunds are processed once we have received the funds back from the Supplier.

Complaints: If you encounter any issues during your trip, please inform the relevant Supplier and contact us immediately at friends@xperiencebelgium.com or +351 21 020 0790.

Travel Documents: Ensure all details on your travel documents are correct and immediately report any discrepancies. Safeguard your documents as they are valuable and not easily replaceable.

Insurance: We strongly recommend purchasing adequate travel insurance for your trip. Insurance may be mandatory for some arrangements.

Force Majeure: In case of unforeseen events beyond our control, we will handle each case individually, aiming to minimize disruption to your plans.

Use of Our Services and Website: Use our website and services only for legitimate reservations. Do not use automated devices or programs to access our content. Our website may contain links to third-party websites for convenience; we are not responsible for their content or data privacy practices.

Indemnification: You agree to indemnify us and our affiliates, as well as our Suppliers, against any claims, losses, or costs resulting from your breach of this Agreement, violation of laws, or use of our website.

Privacy Policy: You consent to our processing and sharing of personal information as outlined in our privacy policy, which is available on our website.

Additional Terms

No Warranty: XPERIENCE Sp. z o.o. sp. k. endeavors to ensure that the information on our Website is accurate, but we do not guarantee its correctness, completeness, or suitability for any purpose. We may update, modify, or remove information at any time without prior notice. Access to the Website or certain parts of it may be restricted or subject to certain conditions. We also do not guarantee that the Website will be continuously available, free from defects, or secure from viruses or other harmful software. Information on the Website may be altered due to technical defects or unauthorized third-party actions.

Limitation of Liability: XPERIENCE Sp. z o.o. sp. k., its agents, employees, officers, and partners, are not liable for any damages related to your use of the Website, including but not limited to access issues, errors, or omissions. Our liability is limited to cases of willful misconduct or gross negligence and is subject to applicable law. This limitation does not apply to guarantees provided, injuries to life or health, or claims based on product liability regulations.

Additional Terms: Individual activities offered by XPERIENCE Sp. z o.o. sp. k. are not considered part of a package travel under EU laws and therefore do not fall under the same requirements.

General

We are acting as an independent contractor and no joint venture, partnership or employment relationship exists between you and us or our Suppliers as a result of this Agreement or your use of our website.
We reserve the right at any time to modify this Agreement without prior notice to you. Please refer to our website at www.xperiencebelgium.com from time to time to review the most current version of the Agreement. Your continued access or use of our website or services signifies your acceptance of the modifications to the Agreement. You may not assign your rights or obligations under this Agreement to any third party. We may terminate this Agreement at any time for any reason, and such termination shall not affect any right to relief to which we are entitled at law or in equity.
This Agreement shall be governed by the laws of the Republic of Poland. If any provision of this Agreement is found to be invalid, illegal or unenforceable, the enforceability of the remaining provisions will not in any way be affected or impaired.