Terms & Conditions
Purpose of these terms
Below please find outlined the main terms and conditions for provision of services by Vertical Shot Expeditions sp. z o.o. (further in the text we’ll abbreviate the company name to “VSE”).
These terms are not a binding contract or a complete set of terms. Those may vary slightly among expeditions. That is because different expeditions require us to make different arrangements. A kayak expedition requires a booking scheme, which is no match to a sailing expedition, for example. However, the core of the terms will remain the same, as follows.
Before confirming any booking or asking you to make payment, we’ll send you the applicable terms and conditions, underlining any differences to what you see below.
First, some information about VSE:
Vertical Shot Expeditions sp. z o.o. is a corporation with structure similar to UK’s or USA’s limited liability company
VSE is registered in Poland, Żagań
The court register number (KRS) is: 0000501448
VSE’s corporate documentation is kept in VIII Division of Zielona Gora’s Regional Court.
You can check VSE’s current legal status under this link: ems.gov.pl
1. Booking and contracting with VSE
Should you decide to endeavor on an expedition with VSE, please send us a message to the address provided on the expedition’s website. We’ll answer you with information if the expedition is still available or not. If the expedition is available, our message will contain:
- specific terms and conditions
- detailed program
- payment schedule
Upon receipt of a message from us, you will have a 5 working day window to confirm your booking. Paying VSE the deposit specified in the email within this window makes confirmation of the booking. By working days we consider those days, when it is possible to make international money transfers. If you fail to make the payment within 5 working days from the receipt of VSE’s email, you have to send us another email requesting confirmation of the expedition’s availability.
This deposit is non-refundable. It is equal to non-refundable expenses that VSE has to undertake to process bookings and prepare the expedition.
Schedule for remaining expedition fees will be provided in specific terms and conditions. However, at the latest, the balance of the tour price will be due 10 weeks prior to the expedition’s start date.
Should any of your payments fail to reach us by the date specified in the specific terms, we reserve the right to treat the booking as cancelled and retain the deposit. We’ll attempt to contact you to check the reasons for non-payment.
If you made your booking 10 weeks or less prior to the departure date then we may ask you to pay the full amount of the expedition’s fees at the time of booking.
2. The Expedition
The expedition’s description on VSE’s website, and more specific messages provided after the booking come with program of the expedition. However, the nature of expeditions run by VSE may require expedition’s leader to alter the program, because of safety, weather conditions etc.
At VSE we run expeditions, not holidays, therefore from time to time, we may ask you to perform some expedition related activities while on expedition with us. Those may include: helping to handle a yacht, set up a camp, coordinate radio contact while joining shore party etc. We expect that you’ll actively participate in those activities.
We’ll provide you with good faith information regarding visas, permits, certificates, recommended vaccination, climate, clothing, luggage, special equipment, in the area where the expedition will take place. It’s your responsibility to obtain and possess during the expedition all necessary documents, permissions, and personal equipment.
Before participating in VSE’s expedition, you should obtain an appropriate travel insurance, which will cover at least the loss, expenses and damages arising from, including but not limited to, the cancellation of the holiday (whether in whole or in part), personal accident and injury, medical and repatriation costs, loss of baggage and personal money and belongings and flight cancellations or delays. In some cases we may ask you to obtain the search and rescue insurance.
If you have special dietary or other requests, you should inform us of these prior to departure. We will advise the relevant supplier about your requirements, but we cannot guarantee that such requests will be met, and will have no liability to you if such requests are not met.
3. Change Management
Should you decide to cancel your participation in the expedition:
- up to 4 months in advance - we will keep your deposit
- between 4 month and 10 weeks prior to departure - we will retain your deposit, and 50% of payments on top of the deposit
- 10 weeks or less prior to the expedition start date, then we will retain the deposit, and any payments made to the cancellation date.
However, we will do our best to find another photographer to take your place. If we succeed, then we will refund any payments you made with the deduction of bank transfers costs.
VSE reserves the right to alter or cancel any expedition. Should an alteration or a cancellation become necessary, we will notify you and you will then have the choice of accepting the change, taking an alternative expedition (and where this is of a lower price we will refund the difference), or withdrawing from the contract and accepting a refund of all fees paid to VSE.
VSE is not party to any flight or other bookings you make yourself. Thus, we will not refund the costs of your flight or other bookings in the event of expedition’s cancellation.
4. Miscellaneous provisions
VSE is responsible for acts and/or omissions of its employees (while acting in the course of their employment). The liability of VSE is limited to the value of expedition fees paid, unless loss was caused by a willful action of VSE.
We reserve the right to cancel the expedition should the number of participants does not reach a minimal level. The expeditions’ threshold is approximately 3-4 photographers. We will inform you about the threshold of each expedition.
We build expeditions on leaders who can guide you in photography, and locations of the expedition. Thus, should a leader become unable to lead the expedition, which you have chosen because of reasons that are beyond our control, we will consult with expeditions’ participants whether they prefer to change the leader (if possible), postpone the expedition or cancel the expedition. In case of cancellation we will reimburse you the costs.
The client must communicate any perceived failure in the performance of this contract on the spot to the expedition leader thus giving the expedition leader the opportunity to achieve a satisfactory solution. Should this not be possible, you should make your complaint known to us in writing within a month from the completion of the expedition.
VSE can accept no responsibility for cancellation of holidays due to Force Majeure. Force majeure is unusual and unforeseeable circumstances beyond our control, such as war or the threat of war, riots, terrorist activity, civil strife, industrial disputes, natural or nuclear disaster, e.g.: fire, flood, volcano eruptions, or adverse weather conditions.
VSE does not accept liability for any loss or additional expense caused by delay or interruption to travel services through weather conditions, civil disturbance, industrial action, strikes, wars, floods or sickness. Such losses or additional expenses are your responsibility.