Terms & Conditions
Last updated: 27th August 2026
These Terms & Conditions apply to bookings, enquiries and experiences provided by Cotswolds Expeditions Ltd ("we", "our", "us").
By making a booking with us, attending a tour or participating in a Cotswolds Expeditions experience, you agree to these Terms & Conditions. Please read them carefully before completing a booking.
1. About Cotswolds Expeditions Ltd
Cotswolds Expeditions Ltd provides chauffeured Cotswolds tours, private expeditions, corporate experiences and curated guest experiences across the Cotswolds. Experiences may include scenic routes, planned stops, digital or audio storytelling, local insight, partner offers, activity-led experiences, private hire-style arrangements or corporate packages, depending on the booking selected.
Company registration number: 17032474
Registered office: 43 Main Street, Bretforton, Evesham, England, WR11 7JH
Email: enquiries@cotswoldsexpeditions.co.uk
2. Bookings
Bookings may be made through our website, booking software, by direct enquiry or through an approved booking or distribution channel.
When making a booking, you are responsible for ensuring that all information provided is accurate and complete, including:
Contact details
Guest names, where requested
Group size
Pickup or meeting point information
Date and experience selected
Access needs or relevant guest requirements
Dietary requirements, where applicable
Information relating to children or child car-seat requirements
Your booking is not confirmed until you receive booking confirmation from us or from an approved booking system or distributor.
Where a booking is made through a third-party booking platform, travel marketplace, agent or distributor, that provider may also apply its own booking, payment, cancellation or administrative terms. Those terms operate alongside these Terms & Conditions and do not affect rights that cannot legally be excluded.
3. Prices, Deposits and Payment
For the majority of bookings, full payment is required at the time of booking.
A deposit will only be accepted where this is specifically offered, for example for certain corporate bookings or selected Private Expeditions. Where a deposit is accepted, the amount and payment schedule will be confirmed before the booking is completed. Unless otherwise agreed in writing, any remaining balance must be paid no later than 7 days before the scheduled tour or experience date.
If an outstanding balance is not received by the due date, we may contact you to request payment. If payment remains outstanding, we reserve the right to cancel the booking and apply the Cancellation Policy.
The advertised or quoted price includes the tour or experience, vehicle and driver, route planning and any inclusions specifically stated in the booking description or written quotation.
Unless expressly stated as included, the price does not include meals, drinks, attraction or venue entry fees, personal purchases, gratuities, travel to or from the agreed pickup point, accommodation or other independently arranged costs.
Where payment is processed by a third-party payment provider, that provider may apply its own terms and privacy policy. We reserve the right to correct obvious pricing errors before confirming a booking.
4. Customer Responsibilities
Customers are responsible for:
Arriving on time at the agreed pickup or meeting point
Providing accurate booking and contact information
Ensuring all guests in the party are aware of relevant booking requirements
Ensuring children are properly supervised at all times
Bringing and correctly fitting any required child car seat or booster seat
Wearing seat belts where required
Following reasonable safety instructions from the driver or Cotswolds Expeditions Ltd representative
Behaving respectfully towards staff, drivers, partners, local businesses, other guests and members of the public
Respecting the vehicle, locations visited and the local environment
Customers may be responsible for the reasonable cost of repairing damage to the vehicle or other property, or for additional cleaning reasonably required, where the damage or cleaning results from the actions of the customer or a member of their party, except to the extent that the loss was not caused by them.
Smoking and vaping are not permitted inside the vehicle. Alcohol may only be consumed inside the vehicle where this has been agreed with Cotswolds Expeditions Ltd in advance. The possession or use of illegal drugs during the experience is prohibited.
Significant delays caused by guests may result in reduced time at planned stops or other reasonable itinerary adjustments so that the experience can remain within its scheduled operating time.
5. Children and Child Car Seats
Children are welcome on suitable experiences but must be included in the booking and supervised by a responsible adult at all times.
Under the normal UK child-restraint rules, children must generally use a suitable child car seat until they are 12 years old or 135 centimetres tall, whichever comes first. Specific statutory exceptions can apply to some taxis and private-hire vehicles. Cotswolds Expeditions Ltd nevertheless requires customers to provide a suitable child restraint whenever we state that one is required as a condition of carriage.
The Land Rover Defender used for our experiences does not have ISOFIX anchor points. Any child seat supplied by the customer must therefore be suitable for secure installation using the vehicle's standard three-point seat belt.
Cotswolds Expeditions Ltd does not provide child car seats or booster seats unless expressly agreed in writing in advance.
Parents, guardians or the booking customer are responsible for ensuring that any child seat brought for the booking is appropriate for the child, legally compliant, in safe and usable condition, compatible with the vehicle and correctly fitted. The parent or guardian is responsible for fitting and checking the child seat and ensuring that it is securely installed before travel.
If a customer arrives without a suitable child seat where one is required by our booking conditions, the tour cannot proceed for that child and may, depending on the circumstances, be treated as a customer cancellation or no-show under the Cancellation Policy.
Cotswolds Expeditions Ltd will not be responsible for injury or loss resulting from a customer's failure to provide, correctly fit or correctly use a suitable child restraint, except where liability cannot legally be excluded.
6. Pickup Points and Timings
Pickup points, meeting points and departure details will be shown during the booking process or confirmed in writing. Please arrive at the agreed point in good time.
If you are late, we will make reasonable efforts to accommodate you, but delays may result in reduced time at planned stops, a shortened route or other adjustments. Please also see the Cancellation Policy for the maximum waiting period and no-show arrangements.
7. Routes, Stops and Itinerary Changes
Routes, stops and itineraries are carefully planned but may need to change because of factors including:
Weather
Road closures
Traffic
Vehicle breakdown or mechanical issues
Safety concerns
Vehicle-access restrictions
Local events
Partner availability
Emergency situations
Operational requirements
Circumstances affecting guest comfort or safety
Where necessary, we may alter the route, change the order of stops, adjust time at locations, use an alternative route or location, or substitute a planned stop with a reasonable replacement. We will aim to keep the experience as close as reasonably possible to the experience booked.
A minor change to the route, stop order or timing will not normally amount to cancellation. If a change materially alters the main nature of the experience, we will discuss appropriate alternatives with you.
8. Private Expeditions
Private Expeditions are enquiry-led experiences where a vehicle and driver may be made available for a more flexible Cotswolds experience. Details, timings, route preferences, pickup arrangements, pricing and specific inclusions will be confirmed during the enquiry and booking process.
Private Expeditions remain subject to safety, vehicle access, driver availability, legal driving requirements, road conditions, reasonable operating limits and any written terms confirmed at the time of booking.
If the advertised Land Rover Defender becomes unavailable because of mechanical failure or unforeseen operational circumstances, we reserve the right to provide a suitable replacement vehicle of a similar standard where reasonably practicable. If a suitable replacement cannot be provided and the experience cannot reasonably proceed, the Cancellation Policy will apply.
9. Corporate Expeditions
Corporate Expeditions may be offered as bookable packages or by enquiry and may include planned routes, activity-led stops, lunch locations, partner venues or other group experiences. Exact details, availability, inclusions, timings and prices will be shown in the booking system, quotation or written confirmation.
Some corporate experiences involve independent third-party venues, activity providers or hospitality partners. Those providers are responsible for the services they provide and operate under their own terms, conditions, safety procedures and insurance arrangements. Customers and guests must comply with their reasonable requirements. Nothing in this section excludes responsibility that Cotswolds Expeditions Ltd has under applicable law.
10. Partner Offers and Expedition Pass
The Expedition Pass may provide access to selected partner offers, discounts, complimentary items or guest extras from local partner businesses. Partner offers are subject to availability and may vary.
Partner businesses may change their opening hours, availability, terms or offers without prior notice. These matters are outside the direct control of Cotswolds Expeditions Ltd. Unless a particular partner benefit forms a material part of the experience specifically sold to you, its withdrawal or unavailability will not normally affect the validity of the main booking or create an entitlement to a refund. Partner offers have no cash alternative unless otherwise stated.
11. Food, Drink and Dietary Requirements
Food and drink are not included unless specifically stated in the booking details or confirmed in writing.
Where food, drink, hampers, lunch stops or partner hospitality are included or available, customers should provide accurate dietary requirements and allergy information at the time of booking. We will take reasonable steps to pass relevant information to the third-party provider where appropriate.
Allergen and ingredient information for food supplied by third parties is provided and controlled by those third parties. Guests remain responsible for deciding whether food or drink supplied by an independent provider is suitable for them. Guests with serious allergies or dietary requirements should contact us before booking and should make appropriate enquiries directly with the food provider where necessary.
12. Accessibility, Medical Requirements and Personal Equipment
The classic Land Rover Defender used for Cotswolds Expeditions experiences is not wheelchair accessible and access into and out of the vehicle requires a reasonable level of mobility.
Storage space inside the vehicle is limited. Large suitcases, wheelchairs, mobility scooters and other bulky personal equipment cannot normally be accommodated. If you need to travel with specialist equipment, please contact us before booking.
Animals cannot normally be accommodated, with the exception of assistance dogs. Please tell us at the time of booking if an assistance dog will be travelling so that we can assess the available space and make reasonable arrangements where possible.
Customers should tell us before booking about any medical condition, mobility issue, accessibility requirement or other relevant circumstance that may affect participation. Customers are responsible for ensuring that they and members of their party are medically fit to participate in the experience. We will consider reasonable adjustments where possible but cannot guarantee that every route, stop, village, historic location or partner venue will be suitable for every guest.
Further information is set out in our Accessibility Statement.
13. Weather
Our experiences normally operate in most weather conditions. Poor weather alone does not give customers an automatic right to cancel or receive a refund where the experience can still operate safely and reasonably.
If we decide that conditions are unsafe or unreasonable for the experience to proceed, including because of severe weather or unsafe driving conditions, we will contact you as soon as reasonably possible and the Cancellation Policy will apply.
14. Cancellations, Changes and Refunds
Our Cancellation Policy forms part of the booking contract. Customers should read it before completing a booking. It explains the cancellation windows, rescheduling arrangements, late-arrival rules and refund process.
We recommend that customers consider appropriate travel insurance or other suitable insurance to protect against unforeseen circumstances that may affect their ability to attend.
Where different payment or cancellation terms apply to a corporate, private or bespoke booking, those terms will be provided before the booking is confirmed and will take precedence to the extent that they differ from the standard Cancellation Policy.
15. Guest Conduct and Safety
Guests must behave respectfully and safely throughout the experience. We may refuse participation or end an experience early where a guest:
Distracts the driver or interferes with the vehicle
Refuses to wear a seat belt where required
Is intoxicated to a degree that makes participation unsafe or inappropriate
Uses or possesses illegal drugs
Smokes or vapes inside the vehicle
Consumes alcohol without prior agreement
Behaves in a threatening, abusive, aggressive or dangerous manner towards staff, partners, other guests or members of the public
Damages the vehicle or other property
Otherwise puts themselves or others at risk
Where an experience is refused or terminated because of serious guest misconduct, the booking may be treated as a customer cancellation or no-show in accordance with the Cancellation Policy.
16. Belongings and Lost Property
Guests are responsible for their own belongings during the experience. Cotswolds Expeditions Ltd will not normally be responsible for loss, theft or damage to personal belongings unless caused by our negligence or where responsibility cannot legally be excluded.
If we find property left in the vehicle, we will take reasonable steps to identify and contact the owner where practicable. Lost property will be retained for 28 days unless there is a good reason to retain it for a different period. After that period, unclaimed items may be disposed of or donated where appropriate.
Where a customer asks us to return lost property, the customer may be required to pay reasonable postage, packaging or courier costs in advance.
17. Photography and Media
Guests are welcome to take photographs and videos for personal use provided this does not disrupt the experience or affect safety. Guests should respect the privacy of other guests, staff, partners and members of the public when photographing or filming.
Commercial photography, filming or promotional use may require written permission in advance. Cotswolds Expeditions Ltd may occasionally take photographs during tours or request permission to use guest photographs, reviews or feedback for promotional purposes. We will seek appropriate permission before using an identifiable guest image for marketing.
18. Digital and Audio Tour Content
Some experiences include digital, location-based or audio storytelling delivered using third-party technology, currently expected to include STQRY. Digital features may rely on mobile devices, GPS, location services, internet or mobile connectivity, QR codes or third-party software outside our direct control.
We will take reasonable steps to provide the advertised digital experience, but temporary technical interruptions will not automatically entitle a customer to a refund where the main tour experience can still be provided. Where a significant technical failure materially affects the experience, we will take reasonable steps to provide a reasonable alternative where possible.
19. Website Information
We aim to keep our website accurate and up to date, but information may change. Images, descriptions, routes, stops, partner offers and itineraries may vary depending on season, availability, conditions or operational requirements.
20. Liability
Cotswolds Expeditions Ltd will provide its services with reasonable care and skill.
Nothing in these Terms & Conditions limits or excludes liability where it would be unlawful to do so, including liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any statutory rights available to consumers.
Subject to the above and to the extent permitted by law, we will not normally be responsible for indirect or consequential losses that were not reasonably foreseeable when the contract was made; losses caused by the customer’s own actions, losses caused solely by independent third-party providers where we are not legally responsible; or losses relating to travel, accommodation or other arrangements made independently of the Cotswolds Expeditions Ltd booking.
We are not responsible for loss, theft or damage to customers' personal belongings unless caused by our negligence or where liability cannot legally be excluded.
21. Events Outside Our Reasonable Control
Events outside our reasonable control may include severe weather, accidents, road closures, traffic disruption, vehicle breakdown, driver illness, local restrictions, strikes, public events, pandemics, public-health emergencies, government restrictions or emergency situations.
Where such circumstances affect a booking, we will take reasonable steps to minimise the impact, communicate significant changes and provide the experience or a reasonable alternative where practicable. Where circumstances outside our reasonable control prevent us from providing the experience, the options available to the customer will be determined in accordance with the Cancellation Policy and applicable consumer law.
22. Complaints
If you are unhappy with any part of your experience, please contact us as soon as possible so that we have an opportunity to resolve the issue. Where possible, concerns should be raised during the experience.
Formal complaints should be made in writing to: enquiries@cotswoldsexpeditions.co.uk
23. Privacy
We handle personal information in accordance with our Privacy Policy, available on the Cotswolds Expeditions Ltd website at: www.cotswoldsexpeditions.co.uk/privacy
24. Changes to These Terms & Conditions
We may update these Terms & Conditions from time to time. The latest version will be published on our website. Changes will not affect an existing confirmed booking unless the change is required by law, is necessary to protect health or safety, or is expressly agreed with the customer.
25. Governing Law
These Terms & Conditions are governed by the laws of England and Wales. Disputes will be subject to the courts of England and Wales unless applicable consumer law gives the customer the right to bring proceedings elsewhere.