Terms and Conditions - West Trek Tours

Terms and Conditions

Reservation and payment policy

  • Full payment is required at the time of booking. We cannot reserve seats or take partial payments/deposits.
  • Reserved seating is available on some tours for a small fee.
  • Payment can be made at the school to a West Trek Tours representative, directly at the West Trek office, or online.
  • We accept cash, debit, travelers cheques, and credit cards.  Credit card and debit payments must be made at our office.  Personal cheques are not accepted.

Cancellation and refund policy

  • Cancellation penalty is based on when our office receives notice of the cancellation.  If we receive notice ten days or more before departure, you get a full refund.  Less than ten days, no refund.
  • Please note that, within the 10-day deadline, if you can find a replacement of the SAME SEX on overnight tours, we will give a refund less a $25 processing fee.
  • If you miss the departure, fail to show up at the right place or at the right time, there is no refund.  The value of your tour may not be applied towards a future tour as this is the same as giving a refund.
  • Please check the map for directions to the meeting spot.  Also, please check the transit schedule in advance to ensure that you can get to the meeting spot in time for our departure.
  • West Trek Tours reserves the right to cancel any tour or activity at its sole discretion.  In the event that a trip or activity is cancelled, West Trek Tours has no responsibility beyond the refund of all money paid by the passenger for the tour which will be deemed to constitute full settlement.
  • Minimum numbers apply to some tours and activities.
  • West Trek Tours cannot guarantee weather, traffic or road conditions.  Safety is, and always will be, our primary concern with our passengers.
  • West Trek Tours reserves the right to modify, alter, or substitute all or any part of its services when reasonably necessary or advisable. Should this occur, West Trek Tours agrees to provide the best alternative reasonably available. Every effort will be made to adhere to the specifics shown herein; however, circumstances may necessitate alteration, including the occasional accommodation change from properties listed in this brochure. Hence, all fares, schedules, itineraries, hours of arrival and departure, air schedules and special programs are subject to change without notice at any time. West Trek Tours will not under any circumstances be liable to refund the charges as a result of modification, alteration or substitution of services, subject only to the limited claims in respect of cancellation.
  • West Trek Tours is not responsible  for any shut downs or delays on the part of public transit (BC Ferries, Skytrain, Canada Line, buses, or Seabus).
  • Credit Card refunds are subject to variations in exchange rate and West Trek cannot assume responsibility for any difference in amount paid vs. amount refunded if exchange rates fluctuate or any fees/banking charges incurred.

Room sharing and co-ed policy

  • Overnight trip prices are based on four people sharing a room.  Our policy is to room girls with girls, and guys with guys.  If you have a group of four booking together, you can mix sexes.  If you are under the age of 19, you need an acceptance letter from your parents.
  • You can upgrade your room for an extra fee.
  • It is recommended that you provide the names of your desired roommates when you book your tour.  If you do not provide any names, West Trek will match you with other students of the same sex.

Activities policy

  • Full payment must be made at time of activity.
  • If you miss the activity, there is no refund.
  • If the activity is cancelled seven days prior to date, there is a full refund.

Privacy

  • Any pictures, video, or promotional footage taken by West Trek Tours or other parties working with West Trek Tours (which may include Passengers) during the trip will be the property of West Trek Tours and can be used or disclosed and the Passenger consents to the use and disclosure for future promotional purposes.  The Passenger also consents to the use and disclosure of any of the person information collected regarding the Passenger (except for payment information) to enable West Trek Tours to inform the Passenger of events and promotions.
  • We use Google Analytics’ 3rd-party audience data such as age, gender and interests to better understand the behavior of our customers and work with companies that collect information about your online activities to provide advertising targeted to suit your interests and preferences. For example, you may see certain ads on other websites because we contract with Google and other similar companies to target our ads based on information we or they have collected, including information that was collected through automated means (such as cookies and web beacons). These companies also use automated technologies to collect information when you click on our ads, which helps track and manage the effectiveness of our marketing efforts. Users may opt out of Google’s use of cookies by visiting the Google advertising opt-out page.There are times when we may collect personal information from you such as name, physical address or telephone number. It is our intent to inform you before we do that and to tell you what we intend to do with the information. Generally, you will have the option not to provide the information, and in the future you will be able to “opt out” of certain uses of the information. If you choose not to provide the information we request, you can still visit the West Trek Tours website, but you may be unable to access certain options, offers and services.

Complaint resolution

  • Should a passenger have a complaint towards a staff member (guide, driver or rep) or a supplier (hotel, bus company, activity provider), please visit our office and fill out a Complaint Resolution form.  West Trek guarantees to fully investigate the complaint within 48 hours and reply to the passenger’s concern.
  • Note that West Trek distinguishes between “Acts of God” over which they have no control (for example forest fires, snow storms, mud or rock slides, and avalanches) and mechanical or staff issues.  Compensation is not available for “Acts of God” or if the issue is a medical emergency or a safety issue.
Show Buttons
Hide Buttons
Winner of TripAdvisor’s Certificate of Excellence 2016