Terms of Service

Heliophilia E.E. – Booking Terms & Conditions

These Terms & Conditions govern all bookings made with Heliophilia E.E. (“Heliophilia”, “we”, “our”, or “us”). By confirming a booking, the lead participant acknowledges that they have read, understood and accepted these Terms & Conditions on behalf of all members of their party.

1. Booking & Eligibility

Bookings may only be made by persons aged 18 years or older.

The person making the booking confirms that they are authorized to act on behalf of all participants included in the reservation and accepts these Terms & Conditions on their behalf.

Participants under the age of 18 must be accompanied by a parent or legal guardian throughout the experience.

2. Payment Terms

Unless otherwise agreed in writing, a 30% deposit is required to confirm a booking.

The remaining balance must be paid no later than seven (7) days before departure.

Bookings made within seven (7) days of departure require full payment upon confirmation.

All prices are quoted in Euro (€).

Any bank charges, payment processing fees, currency conversion fees or exchange rate differences remain the responsibility of the customer.

Accepted payment methods include:

  • Credit Card

  • Debit Card

  • Bank Transfer

Bank Details:

Account Name: Heliophilia E.E.

IBAN: GR9070100000000528014169285
SWIFT: VPAYGRAA

IBAN: GR1101104890000048902976660
SWIFT: ETHNGRAA

3. Cancellations, Changes & Refunds

A. Cancellation by the Client

All cancellation requests must be submitted in writing to:

info@heliophiliacrete.gr

Refund policy:

  • More than 10 days before departure: 100% refund

  • 5 to 9 days before departure: 50% refund

  • Less than 5 days before departure: No refund

Payment processing fees, bank charges and currency conversion costs are non-refundable.

B. Cancellation or Modification by Heliophilia Before Departure

Heliophilia reserves the right to cancel, postpone, shorten, modify or replace any itinerary prior to departure where necessary due to circumstances beyond its reasonable control, including but not limited to:

  • adverse weather or sea conditions;

  • official weather warnings;

  • decisions or restrictions imposed by governmental authorities;

  • closure of National Parks, archaeological sites, beaches, ports, roads or protected areas;

  • fire risk or wildfire;

  • strikes;

  • natural disasters;

  • force majeure;

  • illness or injury of essential personnel;

  • mechanical failure affecting safety;

  • minimum participation requirements not being met.

In such cases Heliophilia may, at its sole discretion:

  • offer an alternative itinerary;

  • offer an alternative date;

  • provide travel credit;

  • issue a full or partial refund after deduction of any operational expenses and non-refundable third-party costs already incurred.

C. Interruption After the Experience Has Commenced

Once an experience has commenced, the contracted services are deemed to have begun.

If an experience is interrupted, shortened, modified or cannot be completed due to:

  • weather conditions;

  • safety concerns;

  • official decisions by public authorities;

  • closure of destinations or protected areas;

  • force majeure;

  • transport restrictions;

  • any circumstance beyond the reasonable control of Heliophilia,

participants acknowledge that services including, but not limited to:

  • transportation;

  • guiding services;

  • staffing;

  • planning;

  • coordination;

  • reservations;

  • fuel;

  • operational expenses;

  • reserved time and resources,

have already been provided or incurred.

Accordingly, no automatic entitlement to a full refund shall arise.

Any refund shall remain entirely at the sole discretion of Heliophilia after taking into account:

  • the portion of the experience already delivered;

  • operational costs incurred;

  • third-party costs that cannot be recovered;

  • staff time allocated;

  • overall circumstances of the interruption.

D. Events Beyond Our Control

Heliophilia shall not be held liable for cancellations, delays, interruptions, closures or changes resulting from actions or decisions of governmental authorities, municipalities, National Parks, Port Authorities, Police, Fire Services, Coast Guard, archaeological authorities, weather services or any other competent public authority.

Likewise, Heliophilia shall not be liable for circumstances caused by force majeure or events beyond its reasonable control.

4. Personal Responsibility & Assumption of Risk

Adventure travel and outdoor activities involve inherent risks.

By participating, each guest voluntarily accepts these risks, including the possibility of:

  • personal injury;

  • illness;

  • property damage;

  • loss of personal belongings;

  • delays;

  • changes to the itinerary;

  • death in exceptional circumstances.

Participation is entirely voluntary and at the participant’s own risk.

5. Health & Fitness

Participants confirm that they are physically capable of participating in their chosen activity.

Guests are responsible for:

  • assessing their own physical condition;

  • seeking medical advice where appropriate;

  • informing Heliophilia before departure of any medical conditions, allergies, disabilities or dietary requirements.

Failure to disclose relevant medical information may result in exclusion from the activity without refund where safety could be compromised.

6. Conduct & Compliance

Participants agree to:

  • follow all instructions given by guides and staff;

  • comply with all local laws and regulations;

  • behave respectfully towards other participants and the environment.

Heliophilia reserves the right to refuse participation or terminate an experience without refund where a participant:

  • behaves aggressively;

  • acts under the influence of drugs;

  • places themselves or others at risk;

  • damages property;

  • refuses to follow safety instructions.

7. Punctuality

Participants are solely responsible for arriving at the agreed meeting point on time.

Late arrivals may result in the departure of the experience without the participant.

Missed departures caused by lateness are considered a no-show and are non-refundable.

8. Equipment

Participants remain responsible for bringing any mandatory equipment communicated before departure.

Heliophilia reserves the right to refuse participation where required equipment is missing or clothing is considered unsafe.

Such decisions are made solely for safety reasons and shall not constitute grounds for a refund.

9. Photography, Video & Intellectual Property

Photographs, videos and testimonials may be captured during experiences.

Unless a written opt-out request is received before the activity begins, participants grant Heliophilia a worldwide, royalty-free right to use such material for promotional purposes including:

  • website;

  • social media;

  • printed material;

  • advertising campaigns.

Opt-out requests must be submitted by email before the experience commences.

10. Insurance

Heliophilia maintains Civil Liability Insurance in accordance with applicable legislation.

Such insurance covers the legal liability of the Company only and only within the limits, exclusions and conditions of the insurance policy.

It does not constitute personal accident, medical, cancellation, evacuation or travel insurance for participants.

Guests are strongly advised to obtain comprehensive travel insurance covering:

  • medical expenses;

  • trip interruption;

  • trip cancellation;

  • emergency evacuation;

  • repatriation;

  • personal belongings.

11. Safety

Participants must comply with all safety instructions given by Heliophilia staff and local authorities.

Heliophilia reserves the right to alter or terminate any activity immediately where continuation is considered unsafe.

Compliance with safety decisions is mandatory.

12. Limitation of Liability

To the maximum extent permitted by law, Heliophilia shall not be liable for:

  • weather conditions;

  • closures of public sites;

  • delays;

  • ferry cancellations;

  • transport disruptions;

  • government restrictions;

  • acts of third parties;

  • force majeure;

  • loss of enjoyment;

  • missed flights, ferries or accommodation;

  • indirect or consequential losses.

Where liability is established by a competent court, Heliophilia’s maximum liability shall not exceed the amount paid by the customer for the affected booking.

13. Governing Law & Jurisdiction

These Terms & Conditions shall be governed by the laws of Greece.

Any dispute arising from these Terms or any booking shall fall under the exclusive jurisdiction of the competent Courts of Chania, Crete, Greece.

Before commencing legal proceedings, both parties agree to make reasonable efforts to resolve any dispute amicably.

14. Amendments

Heliophilia reserves the right to amend these Terms & Conditions at any time.

The version in force at the time of booking shall apply.

Contact

Heliophilia E.E.

Email: info@heliophiliacrete.gr

Website: www.heliophiliacrete.gr