Registration Terms & Payment
Registration & PaymentFull payment of trip fees for seats with an Early Booking Discount (secured with a deposit) is usually due by May 1st. Otherwise, final payment is due 75 days before trip departure. If reserving your trip within 75 days of the trip start, a deposit can temporarily hold your seat, and full payment is required to confirm your seat.
Once registered, you will receive access to our detailed Pre-trip Information as part of your booking confirmation, well in advance of your departure date. This pre-trip information includes a more detailed trip description, detailed packing list, questionnaire, medical form, and our Release of Liability & Waiver of Claims form which must be reviewed, signed and returned before joining us. We also provide links to accommodation suggestions (with preferred rates).
Please complete and return these forms well in advance of your trip for us to plan for any medical or dietary considerations and requests.
Payment OptionsWe accept personal cheques, e-transfers, bank drafts and international wire transfers, Visa, Mastercard, American Express, and Discover cards.
If paying by cheque, please mail to: West Coast Expeditions, PO Box 3537, Courtenay, BC, V9N 6X7, Canada.
If paying by e-transfer, please send to email@example.com.
If paying by wire transfer, please contact us for SWIFT codes and routing information.
If paying by credit card, please do so using an orange Book Now button that links you to our secure online reservation system, or provide your credit card details by phone.
Travel Medical & Cancellation InsuranceWe require that all international guests carry medical travel insurance while on tour with West Coast Expeditions. Trip cancellation and interruption insurance is otherwise recommended, and your own decision. It's common that many credit cards include medical travel and trip cancellation insurance.
Similarly, we recommend that Canadian guests also consider carrying medical travel insurance and notify their provincial health care plan provider if travelling out-of-province.
We recommend that you contact Lifestyle Financial Services' Travel Insurance program for a quote and coverage. This service is available for our guests through our West Coast Expeditions membership in the Wilderness Tourism Association of BC.
Cancellation PolicyWe are reasonable, understanding, and as flexible as possible in applying our cancellation policies as follows:
- >75 days before the trip date: we retain the deposit if we have knowingly turned away other customers for that trip and/or we are unable to fill that seat(s). Otherwise, the deposit is refunded less a $100/person admin. fee.
- 45-74 days before the trip date: guests receive a 50% refund on the package price and a full refund of any associated upgrades as long as we will incur no penalties associated with cancelling any upgrades (e.g., float plane flights as part of the package). If we can fill the vacated seat, only the deposit is retained and the balance refunded.
- <45 days of a trip date: not eligible for a refund unless we can fill the vacated seat (in which case the deposit is retained and the balance refunded). Alternatively, credit may be applied to a future booking if circumstances allow, less a $100/person admin. fee.
Information CollectionWhen you communicate with West Coast Expeditions or our designated agents (to join our mail or email list, inquire about or register for a trip, arrange trip payment, or for guest service, comfort and safety reasons) we may ask you to provide us with information through in-person conversations, telephone communications, fax, email, or online website forms.
By choosing to answer our questions or to provide us with any such information, you are consenting to West Coast Expeditions' collection, use, and disclosure of such information for the purposes of providing you with our services as outlined below.
How We Use Your InformationAny information collected will be used only by West Coast Expeditions or our designated agents to deliver our trips, improve our trips, refine our services and website, or to communicate with you through newsletters and notices. West Coast Expeditions only uses contact information and/or e-mail addresses for internal purposes and does not sell, lease, rent, or trade information to third parties. We don’t like receiving spam and unwanted junk mail, and we don’t have the time or inclination to generate spam or unwanted junk mail.
When registering and paying for a trip, we will ask for information that is necessary for processing your purchase and maintaining communication with you for all aspects of pre-trip planning, preparation, trip follow-up, or as otherwise specified and agreed, unless you request otherwise.
To complete your trip booking, we will ask you to fill out a guest questionnaire and medical information form. We will only use this information for providing or arranging for appropriate first aid, medical, or health care in the event of an emergency, to adjust and improve our services, or for risk management purposes (for example, altering trip activities to accommodate medical or health restrictions, avoiding known allergens in food and kitchen areas, adjusting menus for dietary restrictions and requests).
With your permission, using your email address West Coast Expeditions will periodically provide you with email newsletters and other notices to keep you current with what we offer, company information, discounts and special promotions, new trips, and other initiatives and information that we feel will likely be of interest to our guests. If you don’t want these types of communications, please tell us, and we won’t send them!
From time to time, we may conduct voluntary surveys of our guests that help us to refine our products and services. Participating is always optional, and all information gathered will be kept confidential.
West Coast Expeditions may profile website activity and compile data in aggregate form to better understand user activities and the success of our materials. This information is important for us as it enables us to continue to provide experiences and information that is specific to our customers' interests while informing efficient, respectful, and effective communications. Site visitor behaviour information is compiled in aggregate form and does not represent individually identifiable information.
West Coast Expeditions may link website visitors to websites operated by third parties who are select partners of West Coast Expeditions. West Coast Expeditions attempts to select reputable partners but does not guarantee the security of any personal information disclosed on those sites. West Coast Expeditions does, however, to the best of our ability, monitor the quality, privacy, and security compliance of those partners.
Any personal information collected by West Coast Expeditions using online forms is stored in password-controlled servers with limited access. However, perfect security on the Internet does not yet exist and we cannot guarantee that our transfer of data over the Internet is impenetrable or invulnerable to hackers.
At any time you may update or remove any personal information from our records. We will respect and act on any requests that you make about how and when we use your personal information, for example, whether you wish to be added to or removed from our email newsletter distribution list, or whether you would like your personal information removed and destroyed from our records. For changes, please contact us by phone, email, fax, or mail.
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