TERMS AND CONDITIONS

XperiencePoland.com brand is part of XPERIENCE Spółka z ograniczoną odpowiedzialnością (LLC) registered at Malborska 3/76, 03-286 Warsaw Poland, NIP (tax ID): 5892013350, REGON: 222034323, and we look forward to the opportunity to act as your tour organiser for your travel needs in Poland. These terms and conditions (the “Agreement”) describe what you are legally entitled to expect from us when you purchase travel related services through us, in addition to your obligations as a customer. The terms “we”, “us” and “our” refer to XPERIENCE Spółka z ograniczoną odpowiedzialnością. The term “you” refers to the customer visiting our website, booking a reservation through us or otherwise using our services.

1. Our Agreement With You

Products and Suppliers
We sell our own services which are events fully organized by us. As the other part of our operations, we also sell a variety of travel-related products from different suppliers and service providers (“Suppliers”).

Each Supplier has its own terms and conditions applicable to your booking in addition to our general terms. You are responsible for reviewing and understanding those terms. Certain software or content on our website may be owned or licensed by us or our Suppliers and may be subject to additional terms of use.

Our website, which is referred throughout this Agreement, can be found at www.xperiencepoland.com.
XPERIENCE Spółka z ograniczoną odpowiedzialnością is acting as a tour operator for products and services that are not always directly supplied by us (e.g., air carriage and ground transportation, meals, tours, cruises, etc.).

Deposits and Payment

All deposits are non-refundable, unless explicitly agreed otherwise during the booking process.

Paying a deposit allows us to hold a reservation for you but does not guarantee the final price, which may be confirmed only upon receipt of partial or full payment and after travel documents have been issued, subject to the applicable Supplier’s terms.

We will inform you of the final payment deadline. By providing your payment information, you authorise us to charge the necessary amount and arrange payment with the relevant Suppliers.

Documentation

Our standard practice is to send all documents electronically. If you require a paper copy, we reserve the right to charge an administration fee.

Cancellations and Changes

You are entitled to cancel your tour no later than 10 business days prior to the start of your tour and claim back a full refund (a 10% cancellation fee applies) or a voucher for 100% of the amount paid, to be used towards an alternative tour valid for one year from the cancellation date. If you cancel the tour between 10 and 5 business days before the tour date, you have the right to be refunded 50% of the amount paid. After that time, we reserve the right to retain the portion of your deposit that has already been used in preparation for your tour.

Cancellations can only be made via email to the address friends@xperiencepoland.com. We do not accept cancellations by any other channel.

Funds will be returned using the same payment method as the booking, either 7 days prior to the cancelled tour or 7 days after the cancellation is made and approved.

Gift Vouchers
Gift vouchers purchased from us are valid for 365 days from the date of issue. If you wish to extend the validity of your voucher, an extension can be obtained at a cost of €49 per month or 25% of the voucher value to extend for another year.

The value of the voucher can be used against the offers and pricing available at the time of redemption. The voucher must be presented at the time of redemption and is subject to the terms and conditions applicable to the specific offer chosen.

Transfer of the gift voucher is permitted only after our explicit written acceptance. The company reserves the right to review and evaluate the transfer request, and a decision to accept or reject the transfer request will be made at the sole discretion of the company.

Our gift vouchers are non-refundable and cannot be exchanged for cash or any other monetary derivatives.

Extensions and any related inquiries regarding gift vouchers, including transfer requests, should be directed to our main e-mail address which you can find in the footer of the website.

Return Policy

If an activity does not meet the conditions promised in your booking or advertised on our website, you may claim a refund of up to 100% of the deposit. Each case is reviewed individually and fairly.

Failure to attend a booked activity without giving at least 24 hours’ notice entitles us to claim the full cost of the tour. This includes any outstanding balance that was due to be paid in cash upon arrival, as services and resources are allocated in advance based on confirmed bookings.


Your Acceptance of these Terms and Conditions
By booking your arrangement with us or using our website, you are agreeing to be bound by the terms of this Agreement, including Parts 1-3 of this Agreement and any additional terms and conditions of any Supplier that are applicable to your booking, travel arrangements or use of any website content. You agree on behalf of yourself and those you represent to comply with all such terms and conditions, including the payment of all amounts when due. You agree that any violation of any such terms and conditions may result in (a) the cancellation of your reservation or purchase, (b) your forfeiture of any monies paid for your reservation or purchase, (c) you being denied access to the applicable travel related product or service, and (d) our right to debit your account for any costs we incur as a result of such violation.
You represent and warrant that (a) you are of sufficient age to use our services and website and can create binding legal obligations in connection with your use (particularly with respect to the legal drinking age, which in Poland is 18 years old), (b) you are legally authorised to act on behalf of those you represent and to accept these terms and conditions on their behalf, and (c) the information provided by you or members of your group is true and accurate. You are responsible for informing such individuals of all terms and conditions applicable to their travel arrangements. You understand that you are financially responsible for any use of our services or website by you or by others using your name or account.

If You Change Your Booking

Where a change requested by you to your travel arrangements is permitted and possible, we will do our best to accommodate it without additional charges. However, if the requested change involves extra effort or results in additional costs, we reserve the right to charge you accordingly.

If You Cancel Your Booking
If you cancel your arrangements, you may be entitled to a full or partial refund — please refer to our cancellation policy. In addition to the cancellation terms and conditions of our Supplier(s), our standard fees will apply as outlined in your receipt or booking confirmation.
Refunds will only be issued once we have received the corresponding funds back from the Supplier.
If the reason for your cancellation is covered under the terms of your travel insurance policy, you may be able to reclaim the cancellation charges through your insurer.

If You Have A Complaint
If you have a problem during your ac, please inform the relevant Supplier immediately. Should they be unable to resolve the matter, please contact us without delay, either by email at friends@xperiencepoland.com or by phone on +48 575 030 301. If you fail to contact us in a timely manner, we will not be given the opportunity to investigate your complaint and attempt to rectify any issue, and this may affect your rights under this Agreement.

Travel Documents and Destinations
It is your responsibility to ensure that all of the details on your travel documents are correct and to bring to our attention any errors or discrepancies immediately. Your travel documents are valuable and should be safeguarded as if they were cash. It is not always possible to replace travel documents in the case of loss, theft, damage, etc.

Insurance
Travel insurance is a vital part of your arrangements. We strongly recommend that you have taken out adequate insurance for the duration of your journey. Travel insurance is a mandatory element of some travel arrangements. We may be able to arrange travel insurance to be provided to you, furnish you a quote, and answer any queries you may have regarding the insurance.

Force Majeure
In the unfortunate event of unforeseen circumstances beyond our control, such as natural disasters, war, strikes, civil unrest, or other extraordinary events affecting your travel arrangements, we will handle each case individually. Our priority is to minimize disruption and inconvenience to your plans. While we will make every effort to provide you with refunds or alternative solutions, the ability to issue refunds will be determined based on the costs incurred by us. We understand the importance of your travel experience and assure you that we are committed to doing our best to assist you during such challenging times. We kindly request your understanding and cooperation, as these situations are beyond our control. We strive to provide you with the best possible support and assistance, and we appreciate your understanding of the circumstances we may face.

Use of our Services and Website
You agree you will only use our website or services to make legitimate reservations or purchases and shall not make speculative, false or fraudulent reservations or reservations in anticipation of demand. You will only use our website and services in compliance with applicable law.
Without our prior written permission, you may not (a) access, monitor or copy any content or information on our website using any “robot”, “spider” or other automated or manual device or program, (b) deep link to any portion of our website, or (c) “frame” or incorporate any portion of our website into any other website.
Our website may contain links to third party websites that we provide only as a convenience to you. You should take precautions to ensure that whatever links you access are free of viruses, worms, trojan horses or other destructive mechanisms The existence of these links does not imply that we endorse such websites or any included content. We are not responsible for such websites or content or any data privacy practices of such websites.

Indemnification
You agree to indemnify us and our affiliates, and any of our Suppliers, and any such parties’ officers, directors, employees and agents from and against any claims, causes of action, demands, losses, damages, or other costs, (including reasonable legal and accounting fees) brought by you or third parties as a result of (a) your breach of this Agreement, (b) your violation of any law or rights of any third party, or (c) your use of our website.

Privacy Policy
You consent to our processing and sharing of personal information about you and other members of your party that you have provided to us in accordance with the terms of and for the purposes set forth in our privacy policy. You represent that you have read and agree to the terms of our privacy policy, which can be found at our website.


Warranties, Disclaimers and Limitation of Liability

No warranty
While we try to ensure that the information in or through the Website is accurate, we do not provide any warranties, express or implied, in relation to its correctness, completeness, current, reliability, suitability for any purpose or otherwise (including for any information provided by third parties). We may change, add or remove information on the Website and its structure and functions at any time at our sole discretion, without specifically informing of any such change, and without removing outdated information or characterizing it as such. We may also block Users from accessing the Website or parts of it, or requires certain conditions to be fulfilled for such access. We do not provide any warranties, express or implied, in relation to the availability of the Website or its functions, that the Website is free from defects, or that the Website and the infrastructure on which it runs is free from viruses and other harmful software. Moreover, we do not guarantee that information available on the Website has not been altered through technical defects or by unauthorised third parties.

Limitation of liability
We exclude our liability, and that of our agents and independent contractors, for damages relating to your access to (or inability to access) the Website, or to any errors or omissions, or the results obtained from the use, of the Website, whatever the legal basis of such liability would be, except liability for damages caused willfully or through gross negligence, and only to the extent permitted by applicable law. Restrictions of liability do not apply within the scope of guarantees issued, in the event of an injury to life, limb or health or for claims based on product liability regulation.


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.xperiencepoland.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.