Terms and Conditions of NovaMova

By booking any travel product or multi-day tour package with NovaMova (hereinafter referred to as the "Agency") — whether directly or through a partner travel agency — the Client confirms that they have read, understood, and agreed to these Terms and Conditions, including all cancellation, postponement, liability, and refund policies.

For the purposes of these Terms and Conditions, the following definitions apply:

• "Agency" refers to NovaMova, the company offering and administering the program.
• "Client" refers to any individual who registers for and takes part in the program.
• "Program" refers to any educational or cultural tour or combined educational-touristic activity offered by the Agency.
• "Registration" refers to the completed submission of an enrollment form and the required prepayment or full payment.
• "Program Fee" refers to the total price payable by the Client as stated in the program offer.

1. Registration and Suitability

1.1. To participate in any program or tour organized by the Agency, the Client must complete the booking registration on the website and submit the registration form no later than 14 days prior to the scheduled tour start date. If registration occurs less than 14 days before the start date, the Agency staff will consider the application and make every reasonable effort to arrange it; however, the Agency cannot guarantee availability and that all requests or preferred accommodations will be fully met.

1.2. The Client must provide accurate personal information at the time of registration. The Agency is not liable for issues arising from incorrect information.

1.3. Registration is accepted on a first-come, first-served basis. Places are limited and not guaranteed until payment is received.

1.4. Clients must be 18 years of age or older.

1.5. If a Client books a tour categorized as risky tourism or adventure travel (including but not limited to high-altitude trekking, off-road driving, or rafting), the Client must complete a physical suitability self-assessment and disclose any relevant medical history or dietary restrictions during the booking process.

2. Tour Structure and Organization

2.1. The frequency, duration, transit routes, and daily schedules of the tours and programs are finalized between the Client and the Agency administration prior to the start of the travel program. 

2.2. The Agency reserves the right to change departure schedules, alter specific transit routes, and transfer clients from one transport vehicle to another to ensure safety or efficiency.

2.3. The Agency aims to maintain a consistent tour guide and driver throughout the itinerary; however, changes in personnel or vehicles may occur due to illness, technical breakdowns, scheduling conflicts, or other operational circumstances without prior notice.

2.4. If the Agency, an assigned guide, or a contracted transport provider must cancel any scheduled tour segment, the cancelled service will be rescheduled at a mutually convenient time or substituted with a similar activity at no additional cost to the Client.

2.5. Digital maps, travel guides, custom itineraries, historical brochures, and educational materials provided by the Agency are for the Client's personal, non-commercial use only and may not be published, reproduced, or distributed without written authorization.

2.6. To secure airport, train, or bus station transfers, the Client must submit accurate arrival details (including date, time, flight/train number, and terminal/station name) to the Agency at least 7 days prior to arrival. If travel plans change, the Client must provide written notice to the Agency immediately to reschedule the pick-up; otherwise, the transfer will not be organized.

2.7. Standards of hygiene, accommodation, and transport in some areas visited during the program may be lower than those the Client would reasonably expect in their home country or region. 

3. Program Fees & Payment

3.1. The Program Fee covers the services explicitly listed in the program description. Unless stated otherwise, the fee does not include international airfare, visa fees, travel insurance, or personal expenses.

3.2. Unless stated otherwise, accommodation in hotels or guest houses is provided in twin or triple rooms. Single accommodation must be booked separately and is subject to an additional charge.

3.3. The program fee includes accommodation from 14:00 on the arrival date through 12:00 on the departure date. Accommodation for early arrivals and/or late departures is subject to availability and will be charged separately. 

3.4. A non-refundable prepayment of 400 EUR is required to secure a place. The remaining balance is due no later than the program start date.

3.5. All fees are quoted in EUR. Where currency conversion applies, the exchange rate at the time of issuing the invoice will be used.

3.6. The Agency reserves the right to adjust program fees in the event of significant changes in costs (e.g., accommodation, transportation). Clients will be notified at least 20 days in advance of any increase.

3.7. Under Chapter Eleven of the Civil Code of Georgia, package prices are guaranteed upon booking and are protected against any surcharge or base price increases within 20 days prior to the scheduled departure. If the Agency is forced to make major alterations to the primary terms of the contract prior to departure, the Client must be notified immediately and has the right to accept the change, purchase an alternative tour package, or cancel the booking with a full refund of prepaid funds.

4. Cancellation & Refund Policy

4.1. Cancellation by the Client

All cancellation requests must be submitted in writing to the Agency's official email address. The refund tier that applies is determined by the date on which the Agency receives this written notice.

4.1.1. If written notice of cancellation is received more than 14 days before the program's start date, the Client will receive a full refund of all amounts paid, with the exception of the non-refundable prepayment described in p. 3.3.

4.1.2. If written notice of cancellation is received 14 days or fewer before the program's start date, or at any point after the program has begun, no refund will be issued.

4.1.3. If the Client does not participate in, or misses, any part of the program once it has started, no refund, credit, or substitute activity or tour will be provided in respect of the missed portion.

4.2. Cancellation by the Agency

4.2.1. If the Agency cancels a program before it begins, all participants will receive a full refund of the prepayment and the Program Fee. The Agency is not liable for additional costs incurred by Clients (e.g., flights, insurance, accommodation booked independently).

4.2.2. The Agency reserves the right to cancel or reschedule a program in the event of force majeure, insufficient enrollment (fewer than 6 participants), or circumstances outside the Agency's reasonable control.

5. Program Changes

5.1. The Agency reserves the right to make reasonable changes to the program schedule, content, instructors, or venues when necessary. Clients will be informed in advance where possible.

5.2. If a significant change is made prior to the program start (e.g., substantial shortening of the program, major destination change), Clients may choose to accept the modification or receive a full refund.

6. Client Responsibilities

• Clients are solely responsible for obtaining valid travel documents, including passports and, if required, visas for entry into Georgia.
• NovaMova does not provide travel insurance. The Client is required to obtain travel insurance from their country of residence prior to travel, covering all applicable dates of any travel arranged with the Agency. At a minimum, such insurance must include medical, evacuation, and repatriation coverage, as well as personal injury and emergency medical expenses.

It is strongly recommended that the Client extend their coverage to include trip cancellation, loss or damage of personal belongings, and any additional expenses that may arise as a result of injury, delay, or inconvenience occurring during travel.

The program fee does not include any insurance coverage. The Client is solely responsible for obtaining adequate insurance at their own additional cost. When arranging travel insurance, the Client must ensure that their insurer is fully informed of the nature and type of travel to be undertaken, so that appropriate coverage may be provided for the applicable program.

• Clients must adhere to the program schedule and follow the guidance of instructors, guides, and program coordinators.
• Respectful conduct toward other participants, local communities, and cultural sites is required at all times.
• Clients are responsible for their personal belongings throughout the program.
• Any medical conditions, allergies, or mobility limitations that may affect participation must be disclosed at the time of registration.
• The Client is responsible for any costs incurred by the Agency as a result of damage, destruction, theft, or excess cleaning fees caused by the Client during the program. The Client agrees to immediately report any pre-existing damage to staff of the relevant accommodation, transport provider, or facility, and/or to an Agency representative, as soon as possible upon discovery. 

7. Health & Safety

7.1. The Agency will take reasonable measures to ensure participant safety during all program activities.

7.2. Clients must follow all safety instructions provided by program staff.

7.3. The Agency reserves the right to exclude any Client from an activity if their participation poses a safety risk to themselves or others.

7.4. Clients are strongly advised to consult their physician before traveling to Georgia, particularly for high-altitude excursions (e.g., Kazbegi area, elevation ~1,700–3,000 m).

8. Liability & Limitation of Liability

8.1. The Agency's liability is limited to the value of the Program Fee paid by the Client.

8.2. The Agency is not liable for:

• Loss, damage, or theft of personal belongings;
• Injury, illness, or death occurring during the program, except where caused by the Agency's negligence;
• Delays or cancellations of flights, trains, or other transportation not operated by the Agency;
• Events of force majeure (natural disasters, political unrest, pandemics, government restrictions, etc.).

9. Intellectual Property

9.1. All educational materials and program content provided by the Agency are proprietary and may not be copied, distributed, or reproduced without written permission.

9.2. The Agency may photograph or film program activities for promotional purposes. Clients who do not wish to appear in such materials must notify the Agency in writing prior to the program start.

10. Privacy & Data Protection

10.1. Personal data collected during registration is used solely for program administration and communication purposes.

10.2. The Agency will not share Client data with third parties except as required for program delivery (e.g., accommodation providers, transport operators) or by law.

11. Code of Conduct

The Agency reserves the right to remove a Client from the program without refund if their behaviour:

• Endangers the safety of other participants or staff;
• Is abusive, discriminatory, or offensive;
• Violates Georgian law or local regulations;
• Seriously disrupts program activities.

12. Quality Control and Recording

12.1. To ensure high-quality service and staff training, the Agency reserves the right to record or observe parts of in-person tours, transfers, or digital consultations. All recordings are used strictly for internal quality control and are not distributed to third parties.

13. Complaints and Statutory Mediation

13.1. Any complaints, grievances, or dissatisfaction regarding tours, guides, transport, or accommodations must be submitted in writing to the Agency administration during the performance of the services. The Agency will not issue refunds or arrange substitutions for complaints or disputes filed after the tour has been completed.

13.2. Clients are requested to complete digital feedback forms at the conclusion of their travel programs. In accordance with the consumer protection standards of the Law of Georgia on Protection of Consumer Rights, the Agency will acknowledge receipt of any formal written complaint within 7 calendar days and provide a reasoned written response within 60 calendar days.

13.3. These Terms and Conditions are governed exclusively by the laws of Georgia. Any legal disputes, claims, or actions arising out of or in connection with the services provided by NovaMova shall be subject to the exclusive jurisdiction of the courts of Georgia.

14. Governing Law & Dispute Resolution

14.1. These Terms and Conditions are governed by the laws of Georgia.

14.2. Any disputes arising from the program shall first be addressed through good-faith negotiation between the Client and the Agency.

14.3. If a dispute cannot be resolved amicably, it shall be submitted to the competent courts of Tbilisi, Georgia.

15. Amendments to These Terms

The Agency reserves the right to update these Terms and Conditions at any time. The version in effect at the time of registration applies to the Client's booking. Updated terms will be posted on the Agency's website.

16. Acceptance of Terms

By completing registration and submitting payment, the Client confirms that they have read, understood, and agreed to these Terms and Conditions in full.