Terms & Conditions

COVID -19: Special circumstances booking and Cancelation Policy

Academy Bay Diving is offering all customers who are unable to travel due to Covid restrictions the following options.
At this date this policy will apply to all reservations that have been pre-booked and with service dates until AUG 31, 2020. This will be revised as further information becomes available.
– an open reservation for 12 months, dates to be confirmed once travel restrictions become clear (if only diving is booked this can be extended to 18 months, also some packages should the hotels agree)
– refund on bookings paid. Due to the large number of cancellations and the closure of the Galapagos Islands the refund process will take 6-12 months. Academy Bay Diving is very grateful for your business and your refunds will be processed, but please be patient with us.
For all NEW bookings made from July 2020 until travel stabilises
– Deposit of 20% is required for confirmation
– Final payment is due on arrival to the Islands

Cancellations for JUST diving tours – if passengers are not able to arrive to the Galapagos islands due to Covid complications: change of date will be given with no penalties OR a full refund of the deposit will be processed, minus any bank charges incurred.

Cancellations for packages including extra services, e.g. hotels, other tours nos operated by Academy Bay Diving – if passengers are not able to arrive to the Galapagos islands due to Covid complications (positive test or flight cancellations) a change of date will be given with no penalties OR a refund of the deposit will be processed according to the policies of the other services involved (hotel, other tour operators), minus any bank charges incurred.

1. Responsibilities

Academy Bay Diving is the direct operator for daily diving services. All land tours, hotels and cruises are contracted through 2nd parties and Academy Bay Diving acts only as an intermediary agent for passengers contracting these tours or hotels.

Academy Bay Diving takes no responsibility for accidents, loss, damage, delay, inconvenience or any other irregularity that may be caused by defects of any vehicle, or through situations of omission, neglect or negligence of any of these secondary companies. Academy Bay Diving also accepts no responsibility for tour or service cancellations by the secondary companies as a result of vandalism, strikes, war, governmental actions, weather conditions, or other factors which imply additional expenses caused by delays, itinerary changes or other causes.

Academy Bay Diving reserves the right to accept or reject any request for reservation of any passenger, any tour or package tour or to cancel or change a tour package, if circumstances so warrant. The application of any requested service to our company will be understood as a consent to these conditions.

2. Prices and Rates

All prices and rates are in US dollars and are subject to change without notice, until payment has been made and proper confirmation of availability.

Prices and rates of tourist packages are per person, on a double occupancy standard room at all hotels. Rates and fees do not include extras, tips, airport taxes, airfares (unless otherwise indicated), excess baggage or any other item not specified in the tour program.

3. Itinerary

The itineraries are planned with great care, although, for operational reasons, it may be necessary to change the order of activities in the itinerary or the specified route, and though such cases are rare, in general the itinerary should be treated only as a basic guide.

The company reserves the right to make unannounced changes to the order of the excursions or trips due to weather conditions, ocean tides, time of arrival or departure of aircraft, buses or boats, or for any other relevant reason , to complete all activities stated in the tour package or diving tour.

4. Reservations

All reservations are subject to confirmation until full receipt of full payment for services. Or in such case as to have reached a point agreement between the company and the customer, the reservation can be confirmed with a partial payment of 40% for daily diving tours and packages with hotels standard, and 65% for packages with higher end or luxury hotels or cruises. However, the balance must be paid before commencement of services.

Payment for our services can only be done as stated in our methods of payment. Once the tour package booking is confirmed with customer by e-mail with a service voucher, the tour or package is guaranteed, unless cancellation arise due to reasons stated under the heading of responsibilities which are totally unrelated to the company.

The confirmation of the hotels are subject to availability, if your specified hotel has no space you will be given another hotel of similar category and price.

5. Payment Policy

All tours or packages must be paid in full 15 days before the commencement of the tour or package, unless otherwise arranged with Academy Bay Diving.

If booking cruises, some companies require payment in full 90 before cruise departure, you will be notified of this requirement during the reservation process.

Receiving deposits and payments in Ecuador is not as easy as one might think. We are not able to charge anything with only your credit card number (the card and yourself need to be here in person and swiped through the machine), and the bank fees here for international transfers and credit card machines are very high compared with many western countries. Therefore the methods of payment we are able to accept are the following.

Deposit Payment Methods:

  • Bank deposit to Ecuador OR USA account $20 fee.
  • Sending money by Western Union or Money Gram.
  • Credit Card unless the fee has been included in the cost, please check with Academy Bay Diving.

Payments in our offices:

  • Cash.
  • Credit Card VISA and MASTERCARD (+ 8% fee).

6. Documentation

The passenger is responsible for having a valid passport or other travel documents and visas according to their nationality accepted by the laws of the governments of the countries you are visiting. To make reservations Academy Bay Diving will require the following information for each passenger: Full Name, Passport Number, Nationality, Age, Sex. Please advise allergies, diseases, conditions, food preferences, etc.

7. Luggage

The weight limit accepted in domestic air flights and ground service is 20 kg. (44 lb.), free of extra charge. The passenger is responsible for their luggage and any claim for loss or theft will have to do directly to the transport operator.

8. Obligations

If a service can not be provided by an error, failure or fault attributable directly to the operator of the service, Academy Bay Diving will try to do their best to provide a solution of equal value to the service not provided. Any claim regarding any services not provided during the trip will only be accepted if this is done, in writing, within seven days after completion of the trip. Cancellations, returns and refunds of money will be governed by the terms and conditions set forth in the Policies Cancellation, Return & Refund.

9. Policy Cancellations, Returns & Refunds

Individual passengers and passengers in groups – diving tours only:

a) Cancellations 60 days prior 15% penalty
b) Cancellation 45 days prior 25% penalty
c) Cancellation 35-15 days prior 65% penalty
d) Cancellations less than 15 days no refund unless specified otherwise by Academy Bay Diving

Individual passengers and passengers in groups – PACKAGES:

a) Cancellations 60 days prior 15% penalty
b) Cancellation 50 days prior 25% penalty
c) Cancellation 40-29 days prior 65% penalty
d) Cancellations less than 30 days no refund unless specified otherwise by Academy Bay Diving

Note: Certain Hotels have stricter cancellations policies than this, Academy Bay Diving reserves the right to apply the cancellation policy of specific hotels and tour operators included in your package.

Certain services may be interrupted or may be canceled due to weather conditions, force majeure, or others beyond the control of the hotels, airlines, suppliers or the same agency. The supplier of the service retains the right to NOT return or refund as a result of such interruptions or cancellations beyond their control, but all efforts wil be made to refund the customer or offer a similar tour or package.

Note: Certain suppliers have more stringent cancellation policies regarding groups or cruises. Therefore, when reserving groups or cruises, please ask for specific cancellation policies.

During the high season, our company reserves the right to alter cancellation policies, if our suppliers should apply penalties to those listed above.

Go top