TERMS OF SERVICE AND REFUND POLICY – SPANISH WHILE TRAVELING

Last updated: 24/11/2025

Roberto Fernández Martínez whith ID (71946000E) provides travelers with a training, coordination, and travel advisory service, which includes a pre-trip educational program and logistical support during the trip.
Our services are not package holidays or combined travel arrangements.

All travel-related services (flights, accommodation, transportation, meals, activities, etc.) are paid directly or indirectly by the traveler, who will always know where their money is allocated. Prior to the trip, we will inform each traveler of:

  • The full cost of our educational and coordination program

  • The estimated cost of the trip itself

  • Any additional costs, without omission or concealment

This policy outlines our Terms of Contracting and Refund Policy.

1. Registration for the Travel Program

To enroll in our pre-trip and on-trip educational program, the traveler must pay:

  • A deposit of €200, and

  • The program fee, except when external suppliers require advance payment of a different amount

Remaining travel expenses (accommodation, flights, transportation, meals, activities, etc.) are the responsibility of the traveler and must be managed and paid by them before or during the trip.
Minor variations may occur due to availability for each specific departure.

2. Travel Budget

The travel budget includes only the services detailed in the program information. It does not include:

  • Visas

  • Vaccination certificates

  • Extra services

  • Any service not explicitly listed

These prices are estimates of the expected travel costs. Any change in those components may modify the final cost of the trip.
The traveler will always manage payments for these external services directly.

3. Modifications to Services Provided by Independent Suppliers

The Organizer may adjust services before or during the trip only in cases of force majeure, understanding that most services at the destination are provided by independent local suppliers.

Once bookings are made with the traveler’s consent, any money spent on such bookings is non-refundable. If a traveler must withdraw for reasons unrelated to the Organizer, only unused amounts from external reservations will be refunded.

If an unavoidable external event prevents the provision of a service, a full refund may not always be possible.

No refund will be issued for services voluntarily unused by the traveler.

4. Responsibility of the Travel Designer / Organizer

We are responsible solely for issues arising from the execution of our training and trip-coordination tasks.

We are not responsible in cases of:

  • Force majeure (natural disasters, political instability, weather conditions)

  • Events beyond our control that local agencies or suppliers could not avoid

  • Incidents caused by the traveler or third parties

In the event of air-transport issues (denied boarding, cancellations, lost luggage, delays, etc.), the traveler must pursue airline claims directly at the airport.
Any costs incurred due to such issues (accommodation, meals, transport, repatriation, etc.) are not the Organizer’s responsibility.

Local guides and suppliers are responsible for their services and for managing related incidents.

5. Cancellations by the Organizer: Minimum Group Size & Force Majeure

Some trips require a minimum group of 4 participants. If this number is not reached, we may cancel the trip, giving at least 45 days’ notice.

We may also cancel the trip due to force majeure. In both scenarios:

  1. We will first attempt to reschedule or modify the trip dates;

  2. If this is not possible, travelers will receive a full refund of the program fee paid to Spanish While Traveling.

External provider reservations will be subject to their own refund policies and may not be refundable.

6. Documentation, Visas and Safety Requirements

Each traveler is responsible for ensuring they have the necessary documentation for travel (passport, ID, visas, vaccinations, insurance, etc.).

If a traveler cannot participate or continue the trip due to missing or incorrect documentation, the cancellation terms under “Cancellations by the Traveler” will apply.

7. Luggage

The traveler’s luggage is always under their responsibility.

We are not liable for any damage or deterioration.
One piece of luggage (up to 20 kg) is generally permitted.

For air travel, airline regulations under IATA apply.

8. Cancellations by the Traveler / Withdrawal from the Trip

Cancellations by the traveler incur:

1. Cancellation Costs

Any amounts owed to external suppliers, plus payment gateway fees, will be charged.

2. Penalties

  • From the enrollment date up to 15 days after enrollment, 100% of the program fee is refundable*, except for external reservations and payment-gateway fees.

  • *100% is refundable only if the trip is more than 60 days away; otherwise, a 90% refund applies.

The program fee is divided into three services, each with its own refund conditions

8.1. Trip Design & Organization (10% of the total program fee)

  • Up to 15 days after enrollment → 100% refundable

  • After 15 days → non-refundable

  • External reservations and payment fees are never refundable

8.2. Online Pre-Trip Advisory Service (40% of the total program fee)

  • From enrollment to 60 days before departure → 75% refund

  • From 59 to 30 days before departure → 50% refund

  • From 29 days before departure → included only as part of the final 50% refund related to offline advisory service

8.3. Offline Personalized Advisory & Trip Coordination (50% of the total program fee)

  • From enrollment to 30 days before departure → 100% refund

  • From 29 days before departure → 50% refund

  • No-show or late arrival → no refund of any part of the program fee

9. Nature of Alternative / Remote-Area Travel

Travelers acknowledge and accept that these trips may involve:

  • Unpredictable circumstances

  • Changing conditions

  • Limitations due to remoteness

10. Political, Safety and Health Conditions in the Destination Country

Travelers must be aware that emergency assistance or evacuation may sometimes be difficult or impossible.

We refer travelers to official recommendations from:

  • The Spanish Ministry of Foreign Affairs

  • The Spanish Ministry of Health

By enrolling, the traveler accepts the risks associated with the social, political, security and health conditions of the destination and releases the Organizer from liability regarding these risks.