G&W Golf Tours – Terms & Conditions

Effective from: 10/08/2025

1. Introduction

Welcome to G&W Golf Tours. These Terms & Conditions explain how we provide our golf travel and tour services, what you can expect from us, and what we expect from you. Please read them before booking — once your booking is confirmed, these terms form a legal agreement between us.

2. Who we are & how to contact us

  • Our company: G&W Golf Tours Limited, registered in Scotland (SC847378).

  • Registered address: 17 Ellisland Drive, Kilmarnock, Scotland, UK, KA3 7DL

  • Phone: +44 (0) 75841 98528

  • Email: Williamarmstrong@gandwgolftours.co.uk

We’ll contact you using the details you give us at booking — usually by email, sometimes by phone. When we say “writing,” we mean email or letter.

3. Your booking with us

  • When it’s confirmed: A contract starts when we confirm your booking in writing.

  • Group Leader: The person making the booking (“Group Leader”) is responsible for the whole group — including ensuring everyone understands these Terms.

4. What we do

We’re a tour organiser and booking agent — we put all the pieces of your golf trip together, but we don’t own hotels, golf courses, transport, or restaurants. These services are provided by trusted third-party suppliers, whose own terms will also apply.

5. Making changes to your trip

If you need to make changes after booking, tell us as soon as possible. We’ll try to arrange them, but changes may affect the price or itinerary. Any extra costs must be paid immediately once confirmed.

6. Changes we may make

Sometimes we have to adjust details:

  • Minor changes – e.g., small timing changes, different transfer routes, adjusted tee times.

  • Significant changes – If a key part of your trip (e.g., a specific golf course or hotel) becomes unavailable:

    • More than 100 days before departure: You can cancel for a refund (minus any non-refundable costs we’ve already paid).

    • Less than 100 days before departure: We’ll find a similar replacement at no extra cost and refund any difference if it’s cheaper.

7. Your responsibilities

  • Travel documents: You’re responsible for passports, visas, handicap certificates, tickets, and any other required documents.

  • Insurance: You must arrange suitable travel insurance covering health, belongings, cancellations, and accidents.

  • Information: Provide any details we request (e.g., handicap certificates, rooming lists) promptly so we can secure your bookings.

8. Cancelling your trip

  • By you:

    • More than 100 days before departure – Deposit is non-refundable.

    • Less than 100 days before departure – 100% of trip cost is payable.

  • By you due to our breach: You can cancel and receive a refund (minus non-refundable costs) if:

    • You don’t accept a significant change we’ve made (see clause 6).

    • We’ve materially breached the contract.

9. If we need to cancel

We may cancel your booking if:

  • Payments are overdue by more than 7 days after a reminder.

  • You don’t provide required booking information in time.

    We may deduct reasonable costs we’ve already incurred.

10. Price & payment

  • Price: Confirmed in your itinerary.

  • Payment schedule:

    • 50% deposit when booking is confirmed.

    • Remaining 50% due 100 days before departure.

    • Bookings made within 100 days – full payment immediately.

  • Late payment: We may charge interest at 4% above the Bank of England base rate.

11. Liability

  • We’re not responsible for the actions or omissions of third-party suppliers.

  • We’re not liable for delays or disruptions outside our control (e.g., severe weather, pandemics).

  • We do not exclude liability for death or personal injury caused by our negligence, fraud, or where the law requires.

  • We’re not responsible for business-related losses.

  • Always verify our payment details by phone before sending funds — we are not liable for payments sent to fraudulent accounts.

12. Privacy

We handle your personal data in accordance with our Privacy Policy: www.gandwgolftours.co.uk

13. General terms

  • We may transfer this agreement to another business — we’ll let you know in writing if we do.

  • No one else has rights under this contract.

  • If part of this contract is invalid, the rest will still apply.

  • Scottish law applies, and disputes will be heard in Scottish court