Terms & conditions

REVISIONS: These terms and conditions were updated in August 2020 to reflect the impact of the Covid-19 pandemic (see Sections 4, 7 & 8). Further revisions were made in October 2021 (cancellations) and June 2022 (deposits, price & payments).

Any booking made with Pedal Portugal is taken on the basis that each named individual on the booking form has understood and accepted these terms and conditions in full.

Pedal Portugal – terms & conditions

The following terms and conditions apply to all guided tours booked through Pedal Portugal.

1. Definitions

Within the terms and conditions, the following words shall have the following meaning:

  • Booking – the reservation made by you or any person acting on your behalf for a tour organised by Pedal Portugal
  • Booking form – the form on the Pedal Portugal website which is filled out by you when making a booking
  • Confirmation – the letter or email sent by us confirming your place on the tour
  • Departure – the day on which the tour group meets
  • Deposit – the money payable when submitting a booking form
  • Rider – individual(s) booked on a Pedal Portugal cycle tour
  • Tour – the package that you have booked as detailed on the website or in an email sent to you by Pedal Portugal
  • Pedal Portugal – the organisers of the tour
  • We/us – Pedal Portugal
  • You/your – the rider(s) booking a tour

2. Bookings & confirmation

Places on each tour are allocated on a provisional basis to riders who complete either: a booking form on the website; or a booking form we send to you by email.

When we have sufficient interested riders for the tour to go ahead you will be asked to pay a deposit and/or the balance/full payment by a specified date.

After your booking form and deposit are received, you will receive a confirmation email from Pedal Portugal.

Allocation on all tours is made on a first-come, first-served basis. However, no place can be guaranteed until:

  1. a completed booking form for each rider/group of riders is returned
  2. your deposit is paid
  3. you receive confirmation of a place on the tour from Pedal Portugal

Please note: if the above actions are not completed by the specified date your place(s) on the tour may be offered to other riders. You should also not book any travel on the basis the tour is going ahead until you have received: A) confirmation the tour is happening and B) your place is confirmed as above.

When a booking is made by one person on behalf of a number of riders, it is the duty of the person making the booking to ensure he or she has the authority of the other rider(s) to make such a booking.

In the event that insufficient other riders proceed with the booking we reserve the right to cancel the tour, in which case your deposit will be returned in full (subject to any transfer costs for international payments and fluctuations in exchange rates).

3. Deposits, price & payments

3.1) Deposits

The deposit will be 30% of the full price of the tour for each participating rider and you will be sent an invoice setting out the exact amount when we start the booking process.

Tour prices are quoted in euros (€) and this amount will not change.

Please note: your place on the tour is dependent on both the deposit and/or full payment being received by the date(s) specified by us.

3.2) Tour price

The price per person as advertised on the Pedal Portugal website is based on two people sharing a room (double or twin).

A supplement will apply for single room occupancy.

Please note: Prices advertised on the website are correct at the time of publication. However, we reserve the right to raise or lower the final total package price in order to reflect changes in costs of individual aspects of the package and/or to reflect changes in exchange rates.

3.3) Payment

The balance of payment (in euros) will normally be due no later than 90 days prior to the departure of your tour and you will receive an invoice beforehand setting out what is owed.

If the balance is not paid by the due date we will assume this is a cancellation – in which case the fees set out below will apply.

The method of payment for each tour will be set out in the email sent with booking information.

4. Cancellations

4.1) Cancellation by you

You may cancel your booking at any time by sending us written notice to that effect. Where possible, we will provide a full refund and/or offer dates for an alternative tour.

However, we may incur costs as a result of you cancelling and reserve the right to charge the fees set out below:

Notice period % of total booking price per person
More than 120 days before departure up to 50% of deposit
120-90 days (inclusive) up to 100% of deposit
89-60 days (inclusive) up to 50% of full price
59-45 days (inclusive) up to 75% of full price
44 days or less up to 100% of full price

The fees above are the maximum we would charge. They may be reduced, or not imposed, if we are able to find another rider to take your place.

4.2) Cancellation by us

We need a minimum number of riders (normally six) in order to operate a tour. It is therefore possible a tour will become unviable and have to be cancelled if other riders pull out and can not be replaced.

A tour may also have to be cancelled due to circumstances of force majeure (see Section 8) or if we are unable to operate as guides due to serious illness/injury or other serious events of a personal nature (e.g. bereavement).

If we have to cancel a tour, we will offer a refund subject to the terms below (4.3). We may also offer an alternative tour but this may involve an additional cost.

4.3) Amount of refund

As a small business we restrict our overheads where possible in order to help keep our tour prices low.

However, organising a tour will involve us making upfront payments on your behalf, such as, but not limited to, hotel deposits, bus/train tickets, vehicle hire etc.

These payments may not be refundable and we do not have the financial resources to absorb these costs ourselves.

This means the amount of refund we are able to offer will depend upon the extent of these upfront payments and how much of the cost, if any, we are able to recover.

Therefore, in the event of us having to cancel a tour, we reserve the right to retain the following amount from any deposit/balance payments paid to us:

Notice period Maximum retention per person
More than 90 days before departure 0% (Full refund)
90-30 days (inclusive) up to 10% of tour price
29-15 days (inclusive) up to 15% of tour price
14-6 days (inclusive) up to 20% of tour price
5 days or less up to 45% of tour price

If a tour starts but can not continue (see Section 8), we shall have no liability to you. In this situation, the amount retained may be up to 100%, depending on at which point in the tour it is cancelled.

4.4) Cancellation insurance

All riders should take out insurance to cover them against any personal financial loss should their tour be cancelled.

4.5) Refund payments

All refunds will be paid in euros (€). For refunds being returned to non-euro accounts we take no responsibility for fluctuations in exchange rates or transfer fees.

All refunds will be made at the exchange rate set by Pedal Portugal’s bank on the day any transfer takes place. This rate may be higher or lower than the exchange rate at the time the deposit and/or balance payment was received.

4.6) Refund limitations

Our liability to you in terms of any refund (as detailed above) applies only to payments previously made to Pedal Portugal.

We have no liability for any other costs you have incurred, including but not limited to: travel to Portugal (including flights), cycle hire (whether through Cycling Rentals or any other operator), travel within Portugal, accommodation etc.

5. Tour itineraries & services provided

Pedal Portugal will arrange the itinerary for each tour as detailed on the website.

However, we reserve the right to change the exact route and overnight stops where necessary.

For each tour the price will include the following:

5.1) Transfers

Transfer arrangements will vary from tour to tour. Specific arrangements for each tour will be given in its overview on the Pedal Portugal website.

Where specified, we will provide tickets for trains – either from Lisbon or Porto depending on the tour – for the first day of the tour. We will also provide tickets for trains back to Lisbon where specified in the tour overview.

Some tours may include a direct airport transfer either at the beginning or end of a tour but only where this is specified in the overview.

We will also advise on bus and/or rail travel for any riders travelling on other days or from/to different destinations. However, travel on other days and from/to other destinations than those specified in the tour overview will be at your own cost.

5.2) Accommodation, meals, individual diets and water

We will book accommodation as detailed for each tour. We reserve the right to change accommodation based on room availability and price.

Accommodation will be on a bed and breakfast basis. We will provide a picnic lunch on all days other than transfer and rest days. On these days lunch will be at your own expense.

We will also organise evening meals for every night of the tour.

Where possible we will try to organise appropriate meals for any riders with specific dietary requests – e.g. a gluten-free diet – but we can not guarantee to be able to cater to individual diets. If you have specific dietary requirements it is also your responsibility to notify us when booking a tour.

The support vehicle will carry free supplies of fresh mineral water. Other snacks and drinks will be at your own expense.

5.3) Support vehicle

We will provide a support vehicle for guided and non-guided tours. This vehicle will also be used to transfer your luggage each day to the next overnight stop.

Each rider is entitled to bring a single suitcase/bag as their luggage with a maximum weight of 23kg. Pedal Portugal can not guarantee to transport any additional luggage, which remains the responsibility of the rider.

We will take all reasonable precautions to look after your belongings when they are in the support vehicle but recommend riders take out their own insurance. We can not take responsibility for valuables and riders should carry their own passports, money etc with them at all times. 

The support vehicle will not travel with the riders but will meet the group at pre-arranged intervals, agreed on a day-to-day basis.

The support vehicle will carry additional supplies of  bottled water and additional tools in order to assist with any problems with bicycles.

In the case of a mechanical problem that renders a bicycle unrideable or other emergency (accident, health problem etc.) we will arrange transport, either using the support vehicle or another vehicle (taxi or public transport), for the rider(s) and bicycle(s) involved.

5.4) Guide and/or cycling directions

Except on bespoke tours specifically arranged on a non-guided basis, a member of the Pedal Portugal team will be available as a guide to cycle with the group for every day of the tour. The other member will drive the support vehicle.

In the event riders do not stay in one group, the guide or the support van will stay with or behind the slower riders.

Riders who want to go ahead of the main group on the planned route, or take other detours, do this at their own risk. We will provide outline maps and printed route instructions for our routes if requested but it is the responsibility of riders to ensure they can navigate the route if they separate from the main group.

Please note: In the event that one of the Pedal Portugal team is unable to accompany the group for any reason (e.g. illness), we can not guarantee a guide being able to ride with you at all times. In these circumstances, the guide will operate from the support vehicle.

5.5) Breakdown/mechanical assistance

A member of the Pedal Portugal team will assist with any minor mechanical problems you have while cycling.

However, this may involve waiting for the support vehicle and we recommend you are able to fix any minor problems (e.g. punctures/flat tires) yourself.

In the event a bicycle is unrideable, the support vehicle will transport you and/or your machine either to that day’s end point or to a town where a mechanic/spares can be sourced.

You will be responsible for the cost of any repairs to bikes (whether hired or privately-owned).

We strongly recommend any privately-owned bikes (see 6.2 below) are thoroughly serviced before being brought on tour and that you also bring essential spares, such as inner tubes, tyres, cables, brake pads, etc. (If in doubt about what is necessary, please seek advice from us.)

6. Bicycles

6.1) Bicycle hire

Bicycle hire is not included in the price of the tour.

For riders who want to hire a bicycle we work with Cycling Rentals, a company that provides a range of models and accessories.

We will co-ordinate delivery and collection of bicycles but we are not responsible for bicycles and/or equipment hired by you. As members of one of our tours, you may also benefit from a 15% discount on the company’s normal charges.

We can not guarantee availability of bicycles in general or specific models and would always advise riders to book their bike as soon as possible once their place on a tour is confirmed.

You are not obliged to hire through Cycling Rentals. However, if you use a different cycle hire company we will endeavour to help you make appropriate arrangements but you will be ultimately responsible for ensuring the bike is delivered ready for the start of the tour and collected afterwards.

6.2) Bringing your own bicycle

You can also bring your own bicycle. We will help with getting your bike to/from the start/finish of the tour where possible and practical but can not guarantee to be able to do this. You will be responsible for transporting the bicycle to/from the start/finish point of the tour. You will also be responsible for the maintenance of your bicycle and ensuring it is capable of carrying you for the duration of the tour.

In the event of any breakdown or mechanical issue involving privately-owned bicycles, we will endeavour to assist wherever possible and reasonable but we can not delay or halt the tour.

7. Your responsibilities

7.1) Insurance

You must have all appropriate and necessary health/medical and travel insurance, including for tour cancellation (see Sections 4 and 8).

7.2) Health & fitness

It is your responsibility to ensure you are physically fit enough to undertake the tour you have booked.

You must also fully disclose any pre-existing illness or condition that might affect your ability to complete the ride or to ride safely.

Pedal Portugal does not accept any responsibility for your failure to complete any tour due to lack of fitness, illness or injury.

7.3) Cycling risks & safety

You accept that you will be cycling on public highways and the risks this involves. All bookings are made on the basis that you undertake the tour at your own risk.

It is your responsibility to cycle in a safe manner at all times.

While it is not compulsory to wear a cycle helmet in Portugal (unless riding an electrically-assisted bicycle), we advise that you wear a cycle helmet at all times. We also recommend you wear bright or high-visibility clothing at all times while cycling.

7.4) Communication

You will be provided with a guide and support vehicle while on a guided tour, and taken on a planned route.

If you decide to take an alternative route you must inform a member of the Pedal Portugal team and agree a meeting point and time.

If you separate from the main group it is your responsibility to keep in touch with the Pedal Portugal team. We strongly recommend you bring a mobile telephone (cell) and provide this number before departure.

7.5) Personal supplies & clothing

You are responsible for carrying sufficient water so as to avoid dehydration. We also advise you carry suitable snacks.

All riders must carry any clothing they may needed for each day’s ride, including suitable waterproof clothing.

Riders bringing their own bicycle are responsible for ensuring they have a bicycle pannier or similar for carrying passports/money/spare clothing/waterproofs/snacks etc.

7.6) Arrival in Portugal

At the start of the tour you are responsible for making your own way to the hotel at the start point or any other agreed meeting point.

If you miss a train booked for your transfer (or any other transfer arranged for you) by the specified time and date we will endeavour to make alternative arrangements for you. However, this will be at your cost and we will also not refund the cost of any missed accommodation, meals etc.

It is your responsibility to ensure that appropriate transfer or other travel arrangements are in place and to ensure that we are aware of these arrangements and of any other travel requirements.

8. Impact of weather, force majeure, pandemics etc.

8.1) Weather

We cannot guarantee weather conditions on our tours. By booking a tour you agree that you will cycle on the days/dates specified in the itinerary to get from one overnight stop to another.

In the event of extreme weather or other events that we deem make it impossible, unsafe or impractical for the group or any member of the group to ride we will endeavour to make alternative arrangements to transport you (and your bicycle and luggage).

If alternative travel arrangements do have to be made, individual riders will be liable for any cost incurred, not Pedal Portugal.

8.2) Force majeure

We shall have no liability to you if a tour cannot go ahead or continue due to an event of force majeure.

Examples of force majeure may include, but are not limited to, events such as earthquakes, hurricanes and pandemics such as Covid-19.

If a tour has to be cancelled prior to the start date due to circumstances of force majeure then our standard refund policy will apply, as set out above in section 4.3.

In the event of riders being affected by an outbreak of Covid-19 or any similar pandemic while a tour is underway, we will follow the instructions of the relevant Portuguese authorities and will not be responsible for any extra charges this may incur.

9. Photographs

We reserve the right to use any photographs taken by us during the tour for Pedal Portugal publicity purposes.

10. Our liability to you

We will not be liable to you where any alleged loss or damage results from:

  1. any of your own actions or omissions or those of any member of your party;
  2. the action or omission of a third party not connected with the provision of your tour; or
  3. an event or circumstances which we could not have predicted or avoided even after taking all reasonable care;
  4. an action or omission on the part of any accommodation provider or cycle hirer;
  5. or where any loss or damage is considered to be indirect or consequential loss.

Except in respect of death and personal injury, our total liability to you under this contract between us shall be limited to the total cost of your booking.

11. Data protection

Except where expressly permitted under the UK’s Data Protection Act 1998, we will only use your personal details in connection with your booking arrangements, unless you agree otherwise.

We will keep your personal details secure in accordance with our obligations under the Data Protection Act 1998.

12. General

These terms and conditions constitute the entire agreement between us, and supersede any previous agreement or understanding and may not be varied except in writing between us. All other terms, express or implied by statute or otherwise, are excluded to the fullest extent permitted by law.

Any notice required or permitted to be given by either of us to the other under these terms and conditions shall be in writing.

No failure or delay by either of us in exercising any of its rights under these terms and conditions shall be deemed to be a waiver of that right, and no waiver by either of us of any breach of these terms and conditions by the other shall be considered as a waiver of any subsequent breach of the same or any other provision.

If any provision of these terms and conditions is held by any court or other competent authority to be invalid or unenforceable in whole or in part, the validity of the other provisions of these terms and conditions and the remainder of the provision in question shall not be affected.

Except as otherwise expressly provided herein, nothing in these terms and conditions confers or purports to confer on any third party any benefit or any right to enforce any of these terms or conditions pursuant to the Contracts (Rights of Third Parties) Act 1999.

These terms and conditions shall be governed by English law, and both of us hereby agree to submit to the exclusive jurisdiction of the English courts.