Terms & Conditions

These Booking Conditions, together with our Privacy Policy and any other written information we brought to your attention before confirming your booking, form the basis of your contract with Active Stays Limited ("we", "us", "our"), a New Zealand-registered business. These terms apply to all tours and services provided by Active Stays, including our guided, multi-day trail running holidays across New Zealand.

Please read these conditions carefully. By making a booking, the person named on the booking form ("you", "your") confirms they have the authority to act on behalf of all travellers named in the booking and agrees to be bound by these terms.

1. BOOKING AND PAYMENT

A booking is confirmed when we receive your 20% non-refundable deposit and issue a booking confirmation. Full payment is due 60 days before the tour begins. Bookings made within 60 days of departure must be paid in full at the time of booking.

2. CHANGES TO BOOKINGS

Date changes are allowed up to 30 days before departure, subject to availability and a NZD $100 administration fee. Name changes on a booking are permitted up to 7 days prior to the start date, also subject to a NZD $100 fee. No changes are permitted within 7 days of the tour.

3. CANCELLATION BY YOU

All cancellations must be received in writing. The following cancellation charges apply:

• More than 60 days before departure: Deposit retained; other payments refunded.
• 30–60 days before departure: 50% of total tour cost refundable.
• Less than 30 days before departure: No refund.

We recommend comprehensive travel insurance, as refunds may be recoverable through your insurer.

4. CANCELLATION BY US

We reserve the right to cancel a tour due to safety concerns, low numbers, or other unforeseen circumstances. In the event of cancellation, we will offer either:

• A full refund, including your deposit, or
• A transfer to another available tour.

We are not liable for additional costs (e.g., flights, accommodation) incurred due to cancellation. These should be covered by your travel insurance.

5. TRAVEL INSURANCE

It is a condition of travel with us that you hold comprehensive travel insurance that includes coverage for medical costs, cancellation, personal liability, and loss or theft of personal belongings. Proof of insurance may be requested.

6. PARTICIPANT RESPONSIBILITIES

You must be 18 years or older to make a booking. You are responsible for ensuring you are physically capable of participating in your chosen tour. You must comply with all safety instructions and conduct yourself respectfully. We reserve the right to remove any participant behaving in a manner that risks safety or group enjoyment, without refund.

7. HEALTH & SAFETY REQUIREMENTS

You agree to follow all reasonable safety instructions, health-related policies, and local environmental or conservation rules. We comply with the Health and Safety at Work Act 2015 and may refuse participation based on health or safety concerns.

8. LIMITATION OF LIABILITY

Our liability is limited as permitted under the Consumer Guarantees Act 1993 and Fair Trading Act 1986. We are not liable for injury, illness, damage, delay, or loss caused by third-party operators, participant negligence, or events beyond our control. For loss of belongings, our maximum liability is NZD $500 per person, or the excess on your insurance policy, whichever is lower.

9. FORCE MAJEURE

We are not liable for delays or changes due to events outside our reasonable control, including weather events, natural disasters, strikes, pandemics, civil unrest, or other acts of force majeure. In such cases, no refunds or compensation will be issued beyond what is recoverable from our suppliers.

10. PHOTOS AND MEDIA

Unless you opt out in writing, you grant us the right to use images or video footage taken during the tour for promotional use, free of charge. Usage will be in accordance with our Privacy Policy.

11. COMPLAINTS

If you experience an issue during your tour, please raise it with your guide immediately. If unresolved, contact us via email within 28 days of your tour's end. Failure to follow this process may limit our ability to address your concerns.

12. GOVERNING LAW

These Terms and Conditions are governed by and construed in accordance with the laws of New Zealand. Any dispute shall be subject to the exclusive jurisdiction of New Zealand courts.

13. PRIVACY POLICY

We manage personal data in accordance with the Privacy Act 2020. We collect only the data necessary for booking, safety, and service delivery and do not share data with third parties unless required by law or necessary to fulfil your tour services.

14. FINAL NOTES

By booking with Active Stays, you agree to these Terms and Conditions. We reserve the right to amend these terms at any time. The latest version will always be available on our website. If you have any questions, contact us at hello@traversetrails.co.nz.