General provisions for participation in holiday trips

The following provisions are prepared in accordance with the 'Package Travel Act,' which applies to trips consisting of air transport and accommodation. The provisions also apply to trips consisting solely of air transport ('flight only').

Clause 1 – Enrollment

Enrollment for a trip can be done in person, by phone, via email, and through the travel agency's website. Enrollment is considered binding for both the travel agency and the customer when the contract or agreement is concluded, whether in writing or verbally. By enrolling, the applicable terms in the travel agency's terms of trade, the offering material, and on the travel agency's website are accepted.

Children and young people under 18 must present a declaration from a parent or guardian permitting the journey if they travel without adult companions. This does not apply if the journey is purchased and paid for by a parent or guardian.

The owner of the journey is considered to be the one whose name is indicated first on the travel document or is specified as the payer of the journey. Only the owner can modify and/or cancel the journey. Any correspondence or refund from the travel agency regarding the journey will only be made to the owner.

The traveler is obliged to check the information in the travel document without undue delay. The traveler is also required to promptly point out any errors. Changes may be subject to fees or rebooking.

Specified names must always match the passport and include at least the first name and last name.

All agreements are made in Danish. The travel agency cannot be held responsible for misinterpretation or confusion in connection with the customer's potential translation of the agreement.

Clause 2 – Price information, etc.

Yak Sport is a member of the Travel Guarantee Fund with registration number 2848.

The price of the trip includes, unless otherwise stated, transportation to the destination, airport taxes, passenger fees, any VAT, accommodation at a hotel or apartment, and meals as specified in the offering material, website, and travel document.

Transport between the airport and the hotel is typically included in the price of the package trip – see details for individual destinations or contact Yak Sport for further information.

Expenses for passports, visas, vaccinations, insurances, etc., unless otherwise stated, are not included in the price, and the responsibility for these lies with the traveler. Furthermore, refer to clause 7. Special hotel facilities such as access to tennis courts, mini-golf, etc., are usually not included in the price of the trip. It should also be expected that certain hotels may charge for sunbeds, umbrellas, safety boxes, internet access, etc.

Refer to the catalog and the travel agency's website for any child, group, and extra bed discounts.

When booking training matches, there is a risk that the opposing team may not be able to field a team or cancel the match for other reasons. In such cases, the travel agency will assist in finding a new opponent but cannot guarantee it without a specific agreement. The travel agency also reserves the right to settle the full amount.

Travelers are advised not to arrange training matches themselves. In such cases, travelers are responsible for paying for the pitch and organizing and paying for transportation to and from the matches.

Expenses for referees and a specific desire to play training matches at the stadium are borne by the travelers themselves.

Travelers are informed that when using training fields, administrators may find it necessary to change the agreed training times. As a rule, 1 field per team is offered with a minimum of 25 travelers.

If there is a desire to bring special extra equipment such as golf equipment, bikes, or similar, the travel agency reserves the right to charge a separate fee for this.

Any climate fees are borne by the travelers and are therefore not included in the price.

Clause 3 – Payment, price changes, etc.

For trips within Europe (including Mediterranean countries and the Canary Islands), the deposit typically amounts to 25% of the total price.

The deposit is due immediately after booking the trip. Payment of the remaining amount for trips must be received by the travel agency no later than 45 days before departure.

In the case of enrollment later than 45 days before departure, the full price of the trip must be paid immediately, unless otherwise agreed.

If the payment conditions are not met, the travel agency has the right to cancel the trip without notice.

The price of the trip is calculated based on current tariffs, fees, and exchange rates. The travel agency reserves the right to make price changes before the day of departure, which result from changes in transportation costs (e.g., fuel prices), taxes, fees, or exchange rates used to calculate the price for the respective trip. This also applies in case the trip has been fully paid.

If these expenses increase the price by more than 10%, the traveler is entitled to cancel the trip and get a refund of the amount paid. However, it is a condition that the cancellation is communicated to the travel agency immediately after the customer has been informed of the price increase.

If taxes or fees, etc., imposed directly on the travel agency and included in the price of the trip are reduced or eliminated before the day of departure, the travel agency is obliged to reimburse the customer the saved amount. This is only the case if the savings exceed DKK 100 per traveler.

The travel agency is required to notify the traveler of any price increases without undue delay and no later than 20 days before the day of departure by written notice to the address provided by the customer at the time of enrollment or later.

Clause 4 – Changes and cancellations before departure

4A. At the initiative of the travel agency

If the travel agency cancels the trip before departure, the customer must be informed as soon as possible. The same applies if it is determined before departure that the travel agency cannot fulfill the agreed-upon contract due to circumstances that could not have been foreseen at the time of enrollment and are beyond the travel agency's control.

In the case of cancellation by the travel agency, the customer is entitled to a refund of the amount paid. The customer is also entitled to compensation unless the cancellation is due to force majeure.

The customer must immediately notify the travel agency if he/she wishes to assert his/her rights based on the cancellation.

Compensation does not apply if the trip is canceled due to force majeure or if the number of participants is less than the specified minimum number, and the customer is informed of the cancellation within the time limit specified in the contract or travel terms.

Compensation is calculated based on the number of days before departure when the customer receives notification of the cancellation. The calculation is as follows:

Up to 30 days before departure: DKK 250 per person.

29 to 8 days before departure: DKK 500 per person.

7 to 0 days before departure: DKK 750 per person.

In the event of cancellation due to force majeure, the travel agency is entitled to charge the customer for actual expenses incurred.

If the customer wishes to cancel the trip before departure, the travel agency must be notified as soon as possible.

If the customer cancels the trip, the travel agency is entitled to compensation in accordance with the following scale:

Up to 30 days before departure: the deposit.

29 to 15 days before departure: 50% of the price of the trip.

14 to 0 days before departure: 100% of the price of the trip.

4B. At the initiative of the customer

If the travel agency has incurred expenses in connection with the customer's trip, these will be deducted from the compensation.

Requests for changes regarding departure location, travel time, destination, hotel, travel companions, etc. after payment of the deposit and/or the price of the trip require confirmation from the travel agency. In this case, the following rules apply:

Changes to trips must be communicated and confirmed by the travel agency no later than 60 days before the originally agreed-upon travel day. The travel agency is entitled to charge a modification fee.

If swimming pools and similar facilities are temporarily out of order due to necessary repairs or maintenance work, the travel agency may offer hotel rebooking for the payment of the calculated difference. A margin of +/- 1-3 degrees applies to water temperature heating.

The size of the modification fee is calculated based on the additional work and expenses caused by the respective change.

For name changes, refer to section 4B.4.

For changing hotels, a fee of DKK 300 per room is charged.

For changing room types at the same hotel, a fee of DKK 150 per room is charged.

For changing departure location, travel time, destination, travel companions, etc., a fee of at least DKK 300 per person is charged.

Any price differences compared to the price at the time of purchase are invoiced to or refunded to the customer.

The modification fee is paid simultaneously with or immediately after the change, ensuring that at least the full deposit for the trip has been paid.

Changes like those mentioned above are considered a cancellation and rebooking, see point 2 below.

For changes to a trip where a 3rd, 4th, 5th, or 6th person discount/extra bed discount or a surcharge for a single room or double room as a single room has been granted: See below under 2c.

The travel agency notes that some destinations offer subsidies for sports teams. The travel agency can assist with a possible application for this subsidy but cannot be held responsible for the subsidy, including its approval and amount.

2) Cancellation

2a) Cancellation of the trip can occur under the following conditions, unless the travel agency has informed at the time of the agreement that cancellation due to the subcontractor's (e.g., airlines) conditions cannot be done without losing the entire price of the trip.

The rules for canceling group trips are different, and the following rules apply (per person):

a) For cancellations of trips no later than 90 days before the agreed-upon travel day, the amount paid by the customer is refunded with a deduction corresponding to the deposit and any cancellation insurance, travel insurance, and similar fees.

b) For cancellations of trips between 45 and up to 28 days before the agreed-upon travel day, the travel agency is entitled to calculate up to 50% of the price of the trip, however, a minimum of the deposit and any cancellation insurance, travel insurance, and similar fees.

c) For cancellations of trips less than 28 days before the agreed-upon travel day, the travel agency is entitled to calculate 100% of the price of the trip, even if at this time only the deposit or an amount less than the full price of the trip has been paid.

In case of non-appearance or the customer's absence without cancellation, the customer is not entitled to a refund of any part of their payment. Non-appearance or late arrival is considered a cancellation of the entire trip.

d) For cancellations in cases where it concerns a flight, and the travel agency cannot obtain a refund for the flight ticket from the airline, the travel agency is entitled to calculate what corresponds to the price of the flight ticket plus the deposit, any cancellation insurance, annual travel insurance, and other paid fees. The travel agency must document to the customer that the flight ticket cannot be refunded.

For hotel expenses, the following special rules apply:

1. Cancellation earlier than 90 days before departure results in the travel agency charging 15% of the hotel's price.

2. Cancellation 90-60 days before departure results in the travel agency charging 25% of the hotel's price.

3. Cancellation 59-45 days before departure results in the travel agency charging 75% of the hotel's price.

4. Cancellation 44 days before departure or later results in the travel agency charging 100% of the hotel's price.

2b) The customer can cancel their trip if, within a period of 14 days before the start of the trip at the destination or in the immediate vicinity thereof, there are war actions, natural disasters, life-threatening or contagious diseases, or other events similar to these, which pose a imminent danger to the traveler's life or health.

If the Ministry of Foreign Affairs, the State Serum Institute, or another equivalent competent authority advises against travel to the specific area during the current holiday period, the conditions for cancellation are usually considered fulfilled. Furthermore, the conditions for the customer's right to cancel will generally be considered fulfilled if the event in question is otherwise sufficiently objectively documented.

The right to cancel cannot be invoked if the customer was aware of the event at the time of the agreement or if the event was generally known. In case of the customer's cancellation due to the listed events, the customer is entitled to a refund of all amounts paid according to the agreement.

2c) If a fully paid trip with a 3rd, 4th, 5th, or 6th person discount/extra bed discount is changed or canceled by the traveler, the amount paid is refunded minus the discount for the respective 3rd, 4th, 5th, and 6th person, as well as other deductions and fees. If the trip is not fully paid, the price for the other travelers will be increased by the discount. The same applies if a cancellation or change results in the customer subsequently requiring a single room or a double room as a single room.

3) Transfer of the trip

If the customer wishes to transfer the trip to another person, a modification fee of DKK 200 plus any modification fees charged by, for example, the airline, must be paid. It is a condition that the person to whom the trip is transferred fulfills all conditions for participating in the trip. It is also assumed that the hotel's or airline's rules do not exclude the transfer, and the travel agency is notified of this as soon as possible after the transfer and in any case before the start of the package trip. Both customers are jointly liable for the payment of the trip. The transfer is not valid until the travel agency has confirmed this in writing.

4) Name change

If the customer wishes to change the name stated on the booking confirmation/ticket because it is not in accordance with the customer's passport, this is considered a cancellation and new entry. Refer to fees for cancellation under section 4B 2a.

The customer is informed that some airlines do not accept name changes once the flight ticket has been issued. If the airline in question accepts name changes, the modification fee for more than 4 days before departure is DKK 200, and for more than 24 hours but less than 4 days is DKK 700. In addition, any modification fees charged by the airline are applicable.

Insurance cannot be transferred to others.

Clause 5 – Duties and Responsibilities of the Travel Agency after Departure

The travel agency is obligated to carry out the journey in accordance with the tender material, website, and travel document. The agency's obligation applies to all services included in the agreement, including those provided by entities other than the travel agency. Information in the agency's tender material and on the website is binding for the agency. However, the customer is informed that the agency can change the information in the tender material and on the website before the conclusion of the travel agreement, provided that the customer is clearly informed of the changes before the conclusion of the travel agreement.

If special agreements deviating from the terms stated in the tender material and on the website have been made between the agency and the traveler, these are only valid to the extent they are stated on the travel document or can otherwise be clearly documented.

There is a defect in the journey if the traveler does not receive the services specified in the tender material, website, or special agreements with the travel agency on the travel document or if the services are of lower quality than agreed or specially ensured.

Irregularities that can generally be considered trivial are not considered defects.

It is also not considered a defect in the journey if weather and temperature conditions at the destination differ from the usual, and conditions substantially caused by the traveler's own negligence are not considered defects in the journey.

If the journey is defective, the travel agency has the right and obligation to remedy the alleged defect as soon as possible, unless this would impose disproportionate costs or significant inconvenience on the travel agency. If remedy cannot be demanded, as mentioned above, or if the agency does not remedy the defect within a reasonable time, the traveler is entitled to a proportional reduction in the price of the journey.

If the travel agency offers to remedy a defect, the traveler cannot simultaneously demand a proportional reduction or cancel the agreement, provided that the remedy is carried out within a reasonable time and without costs or significant inconvenience to the traveler.

If a significant part of the agreed services cannot be provided, or if the holiday trip is otherwise defective in a way that substantially frustrates the agreed purpose of the holiday trip, the customer is entitled to cancel the agreement. In such case, the customer must immediately notify the agency's representative on-site. However, the agency may be entitled to compensation equal to the value the journey is deemed to have had for the traveler.

If the traveler cancels the agreement, he/she is entitled to be transported back to the departure location with the agreed means of transport at the agreed time at no additional cost.

If the traveler suffers financial loss due to the defective package tour, the traveler is entitled to compensation from the travel agency, unless the defect is caused by a third party unrelated to the agency and could not have been foreseen by due diligence at the conclusion of the agreement or avoided by the agency or anyone the agency is responsible for.

The travel agency is also not liable if the cancellation or non-performance is due to external circumstances that the agency or anyone the agency is responsible for could not have foreseen with due diligence at the conclusion of the agreement or could not have avoided or mitigated (force majeure).

Compensation for personal injury and damage to baggage is limited in accordance with the rules of international conventions. For air transport, refer to the section on the airline's liability.

All arrival times stated in the tender material, on the website, and in the travel document or similar must be considered as expected. The travel agency cannot be held responsible for losses due to minor deviations from the stated arrival times.

The travel agency provides no compensation for inconvenience due to supply failure at hotels, including temporary interruptions of, for example, hot water, heating, and air conditioning. Similarly, no compensation is provided if swimming pool and similar facilities are temporarily out of order due to necessary repairs or maintenance work. However, the travel agency can assist with rebooking the hotel for a fee. Finally, the travel agency disclaims any responsibility for information found in the hotels' own brochures and websites.

The traveler is responsible for personal valuables and their storage during the holiday. The travel agency is not responsible for valuables lost in the hotel room, safety deposit boxes, or similar.

Clause 6 – Airline's Liability

For Danish airlines and other airlines with an operating license issued in the EU, according to EU Council Regulation (EC) No 2027/97, as amended by Regulation 889/02, there is no limitation in case a passenger dies or sustains injury to body or health in an accident on board or during embarkation or disembarkation from one of their aircraft.

Such airlines are not obligated to pay more than an amount in local currency equivalent to SDR 113,000, if the airline can prove that the damage was not due to intentional or negligent acts or omissions by the carrier or its employees or agents, or if the damage solely resulted from intentional or negligent acts by a third party. However, the airline may be fully or partially exempted from liability if the passenger is intentionally or negligently responsible for or contributing to the accident.

In case of an accident, the airline will pay an advance amount to cover immediate expenses no later than 15 days after the identified eligible person is identified. In case of death, the preliminary amount shall not be less than an amount equivalent to SDR 16,000. The airline reserves the right to reclaim such payment if the recipient has been mistakenly entitled to compensation or if the payment exceeds the airline's liability due to negligence of the recipient or the passenger.

According to international regulations, the transport of dangerous goods in checked baggage is prohibited for safety reasons. Further information can be obtained from the airline or travel agency.

We would like to point out that the airline's and hence the travel agency's liability for damaged or lost baggage is limited. Therefore, we encourage obtaining separate baggage insurance.

Furthermore, not all airlines offer seating for groups, so the travel agency cannot guarantee seating together for groups.

For airlines registered in an EU country, Regulation 261/2004 on passenger rights applies. Any claims under this regulation should be directed to the airline and not to the travel agency.

Clause 7 – Duties and Responsibilities of the Traveler

The traveler is obliged to follow the instructions for the conduct of the journey, as determined by the travel agency or its representative, as well as the airline or other parties involved. The traveler must respect the rules set for transport to and from the destination, as well as for stay at hotels or similar.

Gross or repeated violations of the applicable rules may result in expulsion from the travel company and/or the hotel, requiring the traveler to arrange for their own return travel at their own expense.

The traveler is aware that they are responsible for assessing whether the journey is reasonable in view of physical or mental illnesses or disabilities.

If the traveler suffers from a disease (such as lung or heart diseases) that requires special needs during the flight, it is the traveler's responsibility to obtain a statement from a specialist and their own insurance company as documentation that they are fit to participate in the flight. The documentation must be submitted to the airline, which will then decide whether the journey is reasonable.

The traveler is liable for damages, in accordance with general compensation rules, caused to property belonging to fellow travelers, the travel agency, tour guides, airline, hotel, or similar. Compensation is determined in accordance with Danish law's general compensation conditions.

The traveler is responsible for carrying a valid passport, any visa, entry permit, and any vaccinations during the journey. Information can be obtained through the travel agency and by personal contact with the relevant country's embassy or consulate and at the Serum Institute.

Foreign nationals are advised that there may be special rules different from those for Danish citizens. Foreign nationals are therefore encouraged to contact the relevant embassies, the Serum Institute, where information can be obtained about any special requirements. The travel agency cannot be held responsible for costs associated with these special rules, including failure to comply with the above recommendations.

The traveler is responsible for any expenses due to deficiencies in the above formalities, such as home transport due to a missing passport or the like unless the deficiency is due to misinformation from the travel agency.

The traveler is also responsible for any consequences of illness, accidents, or the like during the journey, and the traveler must bear the expenses for medical assistance, hospital stay, special home transport, etc.

The traveler must stay informed with the travel agency's tour guide or by notices at the hotel about the return time, including any changes compared to the time stated on the travel voucher.

If the traveler does not arrive in time for the return journey, the traveler loses the right to it and must arrange for the booking of the return journey at their own expense. The travel agency is also not responsible for check-in not being done in a timely manner.

The flight can only be used on the dates specified on the ticket for departure and return. It is not possible to extend or shorten a started journey, and it is also not possible to join the journey abroad. Travelers who do not appear for departure lose the right to return and other services. It is therefore not possible to book a return ticket and only use, for example, the return journey. There is no refund for any unused parts of the journey, such as hotels, pensions, etc.

The traveler is advised that they are responsible for ensuring that both their person and baggage are suitable for air and bus transport.

It is noted that pregnant women in the 8th or 9th month are not allowed to travel by air.

The traveler is also informed that excursions during the journey are settled directly at the destination, and this is often only possible by payment with payment cards.

If the traveler does not travel together with a booked group, the traveler and the group as a whole are obliged to inform the travel agency without undue delay, as some airlines do not allow return travel when the departure ticket is not used.

Both the pilot and the driver may disembark persons who, due to illness, intoxication, or other reasons, are unfit to participate in the journey or are a nuisance to fellow passengers. There is no refund for any unused parts of the journey, including excursions or other events at the destination.

Clause 8 – Complaints

Any complaints with the intention of remedy on the spot must be reported to the travel agency's tour guide or a local representative as soon as possible and without undue delay after the traveler has discovered the deficiency. Failure to do so will result in the loss of the right to later assert the complaint. However, this does not apply if the travel agency has acted grossly negligently or in violation of ordinary integrity, or if the claim is due to damage to the traveler's person.

Inquiries to the travel agency's administrative office in Denmark and on the travel agency's social media pages will only be answered during the administrative office's normal opening hours.

Complaints about errors or defects that could not be corrected at the travel destination must be submitted in writing to the travel agency no later than 4 weeks after the end of the journey.

Lost item reports must be made immediately upon return. To cover the costs (administration, shipping, etc.) of the search, the travel agency may charge a special fee, which is payable whether or not the requested item is found.

The travel agency reserves the right to typographical errors and any changes.

Clause 9 – Personal Information

Yak Sport ApS processes all personal data in accordance with applicable law. Yak Sport ApS considers it crucial to handle personal information properly and only collects it as part of the operation of the business.

You can find Yak Sport's privacy policy here

Your personal information is stored in the company's own IT network system and is used solely to fulfill the company's obligations in connection with ongoing administration of customer relationships, including the booking of trips, invoicing, marketing, and delivery of other products (such as visa applications, travel insurance, transfer services, etc.).

Necessary personal information is disclosed to the travel agency's partners, including airlines, insurance companies, and local agents. Your personal information is also used so that the travel agency can provide information about your trip.

Personal information is not stored longer than necessary to fulfill the purpose for which it was collected, unless storage is necessary to comply with national legal requirements, including mandatory retention periods for accounting, etc.

When you use Yak Sport services on yaksport.dk, contact our travel consultants, or with one of our partners, you also consent to Yak Sport processing your personal information in accordance with the applicable Privacy Policy. Confirmation of the trip, as well as tickets, booking confirmations, and travel documents, will be sent to the address provided for the main traveler.

You can request insight into the personal information that Yak Sport has, and object to the processing of this information at any time. You can also request correction or deletion of any incorrect information and withdraw consent to the processing of your personal information.

If you wish to exercise one or more of your rights, please contact us at [email protected] or in writing at the address listed below. Your request will be processed in accordance with the applicable data protection legislation.

Address:

Yak Sport ApS

Karen Blixens Boulevard 7

8220 Brabrand

Clause 10 – Insurance, Illness, and Theft

The traveler is made aware of the importance of travel insurance, which also applies abroad. The travel agency offers relevant insurances through the agency's partners. The specific conditions and coverage of the insurance are stated in the chosen insurance.

If the traveler is self-paying, the travel agency requires that they are covered by private insurance. If a club or association covers necessary expenses, it is a condition that the travelers are covered by the relevant business insurance.

Travelers are responsible for ensuring that they are covered by insurance and that the coverage includes relevant conditions during the trip.

It is recommended to take out travel insurance and cancellation insurance. Travel insurance should cover expenses for illness or injury during the trip, while cancellation insurance should cover cases where one cannot go on the trip due to illness. Note that cancellation insurance must be taken out either before the trip or no later than when booking the trip.

The travel agency also recommends taking out travel insurance with Yak Sport, which, through cooperation with Europæisk ERV, can offer insurance that significantly better covers travelers than the coverage provided by the blue EU card. It should be noted, however, that special rules apply to persons over 70 years of age.

The travel agency notes that the blue EU card only covers trips outside Denmark, but only within the EU, as well as Norway, Iceland, Liechtenstein, and Switzerland. The blue EU card does not cover trips to countries such as Tunisia, Turkey, the Emirates, or Egypt.

The travel agency also points out that one must be a Danish citizen with a Danish health insurance card before insurance can be taken out through Europæisk ERV in Denmark. We encourage you to read more about the applicable rules from our travel consultants or on our website. Swedish citizens can take out insurance through Europæiske ERV in Sweden.

It is the responsibility of the traveler to bring documentation from the destination for, e.g., illness, injury, or theft, as the travel agency cannot obtain police reports, medical certificates, or similar after returning home.

The traveler is made aware of the importance of being covered by insurance, which also applies abroad. Such travel insurance can be taken out with Yak Sport through our partner. We recommend taking out insurance with Yak Sport, which also collaborates with Europæiske ERV, where coverage is typically better during the journey than with the blue EU card.

Clause 11 – Authorization for Children

For children under 18 traveling without adults, a power of attorney must be completed. The power of attorney can be requested from Yak Sport. All fields in the power of attorney must be completed, and a signature from parents or guardians is required. Children under 16 are not allowed to fly without an adult companion.

Section 12 – Prohibited Items

It is important to check the relevant regulations regarding items brought with you, especially when it comes to checked baggage. We encourage you to always consult the local airport authorities for information about what is allowed in checked baggage. See a list of prohibited items for checked baggage here:https://www.cph.dk/praktisk/bagage/tilladt-og-ikke-tilladt-i-bagagen

Plants, fruits, seeds, and other plant products: The importation of plants, fruits, seeds, and similar plant products is subject to strict regulations. As your travel organizer, we are obligated to inform you about these regulations, especially when it concerns imports from countries outside the EU. You must not bring plants, seeds, fruits, or other plant products, including cut flowers from travels outside the EU, unless they are accompanied by an official plant health certificate. These regulations apply to both items carried in checked baggage and those that are part of your personal belongings.