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terms & conditions
Why do we have them? Why do you need to read them?
Why do you need to let us know you read them?
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As with all travel, there are potential situations that could impact your trip. They might be as simple as a flight delay that causes you to miss a scheduled taxi pickup. They can also be as profound as a family emergency or health event that compels you to cancel your participation. (We refer to these situations as "the unforeseen unforeseens". Pretty much describes it, don't you think?) We too experience them, as we plan and facilitate trips for you. Occasionally we have to change a published itinerary due to a local provider's change of location or inability to staff their business, or we experience a crazy cancelation situation due to extreme weather or a worldwide pandemic. In order to protect you, us and our relationship, we prefer to have policies in place for how to handle the unforeseen unforeseens. Those policies are included in our Terms and Conditions, along with information about privacy, payments, passport requirements and a host of other useful topics. Please read the document. In fact, we're requiring you to read it before registering for a trip. Please reread before contacting us about any cancellations. Yes, we know you can skim it and simply check the box that asks for your acknowledgement. But please do actually read it. It won't take half as long as you think. It might save a lot of time and trouble down the line. In the best of all possible scenarios, you will read it once then never have to refer to it again. We're hoping that will be the case, every single time.
Rowan Tree Travel & Fibercraft Terms & Conditions
Revised August 2024
Please read the following Terms and Conditions before booking your next fiber adventure with Rowan Tree Travel, LLC (“RTTF”). Let us know if you have any questions. We look forward to traveling with you!
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In this document the terms "we", "us" and "our" refer to RTTF. The term "you" or “guest” refers to the individual or entity visiting booking a reservation through us, and any participating members that said individual or entity represent.
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When booking as a representative of other participants, we rely on the fact that you have representative authority to accept these terms on the participant’s behalf.
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Completion of your Booking or continued use of our services means that you accept and agree to the Terms and Conditions. We will send notification of Terms and Conditions changes via electronic mail to your last provided email address, but you are also expected to review our Terms and Conditions page from time to time, and prior to making any Booking, so you are aware of any changes that are binding to you.
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Bookings
Any reservations made through RTTF’s staff or website (a “Booking”) is reserved as soon as you receive a confirmation email from RTTF and your non-refundable Deposit has been received by RTTF.
Minimum age requirements may apply.
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Payment/Forms of Payments
Once your Booking is complete, you will receive an invoice schedule for the remaining Booking payments. Failure to pay the invoices in full by the scheduled date may result in an automatic cancellation of your trip. This cancellation is considered a Guest Cancellation for the purposes of the fees and terms described herein.
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We reserve the right to refuse any Booking without reason. If a Booking is refused, the cancellation will be an RTTF Cancellation, and RTTF will issue a full refund of the Deposit.
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A Booking is reserved for the person listed at the time of purchase and is not transferable to any other party.
We accept Visa, MasterCard, Discover, American Express, and some methods of ACH transfer.
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Rates
Trip rates are listed in USD in the trip descriptions or tour brochure. We reserve the right to correct any pricing errors, all prices, discounts, and promotions posted on our website or in the tour brochures are subject to change without notice. The price charged for a product or service will be the price in effect at the time the Booking is made or order is placed and will be set out in your confirmation email. Price increases will only apply to orders placed after such changes.
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Posted prices do not include taxes or service charges. All such taxes and charges will be added to your total and will be itemized in your Booking invoice or shopping cart and your confirmation email. We strive to display accurate price information, however, we may, on occasion, make inadvertent typographical errors, inaccuracies, or omissions related to pricing and availability. We reserve the right to correct any errors, inaccuracies, or omissions at any time and to cancel any orders arising from such occurrences.
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Unless otherwise stated in the trip details, the listed rates do not include airfare or the cost of travel to and from your place of departure.
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If your Booking is at a discounted rate, i.e. a non-single occupancy rate, and your companion guest(s) cancel, multiple occupancy is not available at the venue, or you request a change to single occupancy, you will be subject to single/solo supplemental fees, the cost of which will not exceed the single occupancy rate listed for your RTTF trip.
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Guests are responsible for any independent costs outside the scope of scheduled tour activities as detailed in the Tour Brochure.
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Cancellations
There are two types of cancellations, cancellations resulting from you requesting a cancellation of your Booking or you violate the terms and conditions as stated herein (“Guest Cancellation”), or a cancellation resulting from RTTF cancelling your Booking or the entire RTTF trip, excluding cancellations due to force majeure events (“RTTF Cancellation”). Any cancellation not expressly stated as an RTTF Cancellation is a Guest Cancellation and is subject to the Cancellation Fees detailed below.
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We reserve the right to cancel or reschedule any RTTF trip for any reason, you will be notified in writing of a need for said cancellation as soon as reasonably possible. In the event of an RTTF Cancellation, travel credits will be issued, unless otherwise specified herein.
DEPOSIT, PAYMENT, AND CANCELLATION FEES
*Referenced throughout these terms and conditions as “Deposit”
​** Referenced through these terms and conditions as “Cancellation Fee”
*** Exclusive Use Accommodation Retreats may include reservations involving boats, castles, manor homes, or other similar group accommodation. A trip’s tour description and/or tour brochure will expressly state if a trip is an Exclusive Use Retreat.
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Pre-Registration/"Hold My Spot!" Booking Fee
For tours offering a pre-registration option (also shown as "Hold My Spot!"), a $50 non-refundable booking fee per space is required and applied towards the final trip price. RTTF reserves the right to adjust the dates shown for a pre-registration tour by one to two (1-2) days at the starting and/or ending and, in some cases, up to seven (7) days at either the beginning and/or end of the tentatively listed tour dates. If the tour dates meet the above criteria and the participant elects not to join the tour, the booking fee will be forfeit.
If the dates shown for pre-registration shift by more than seven (7) days starting or ending, and these new dates no longer work for the participant's schedule, the booking fee is eligible for refund or transfer. If a tour is canceled by RTTF, the booking fee is eligible for a refund or transfer.
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When the itinerary with the final dates, tour prices and a deposit invoice are sent to the participant, a $1,000 deposit will be required within the next seven (7) days in order to maintain the reserved spot and officially register for the tour. The booking fee cannot be applied towards this deposit and is only eligible to be applied toward the final tour price. Refer to individual tour pre-registration details for dates and deadlines.
RTTF travel credits and/or gift certificates are not eligible for pre-registration booking fees.
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Travel Protection Plan
We strongly encourage all guests to purchase a travel protection plan. Travel protection plans are purchased through third-party vendors for an additional fee and can provide protection for your travel arrangements, your belongings, and most importantly you! You may purchase through our website preferred partner Arch RoamRight or through your own provider.
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RTTF will not cover any trip interruptions, missed travel connections, personal medical expenses, emergency medical evacuations, and lost, damaged, or confiscated baggage. RTTF does not warrant any benefits, exclusions, or conditions of travel protection plans, including those offered by Arch Roam Right Insurance. RTTF cannot evaluate the adequacy of your health or travel insurance coverage. If you have any questions about your travel protection, call your insurance provider.
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Traveling without travel insurance could result in significant travel expenses. You acknowledge that without travel insurance, you are solely responsible for any losses, costs or expenses incurred during your RTTF trip.
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Force Majeure
RTTF assumes no liability for, any loss, damage, delay, or cancellation resulting in whole or in part from an Act of God or any other force majeure condition, including, without limitation: fire, volcanic eruption, environmental pollution or contamination, inclement weather, earthquake, low or high water levels, flood, water or power shortages or failures, tropical storms or hurricanes, riots or civil commissions or disturbances, and any other acts of a similar nature, sabotage, arrests, strikes or labor disruptions, restraint of rulers or peoples, expropriations, acts of terrorism, war, insurrection, quarantine restrictions, government health advisories, epidemics, pandemics, or warnings or alerts of any kind of nature, government seizures, refusal or cancellation or suspension or delay of any government authority or any license, permit or authorization, damages to its facilities or the travel supplier and its facilities, or any other unforeseen circumstances or any other factors unforeseen by RTTF that impacts negatively on, or hampers, its ability to fulfill any of its contractual conditions.
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In the event that any of these conditions apply, RTTF shall be excused, discharged, and released from performance to the extent such performance is so limited or prevented, without liability of any kind including liability to make any refund. In a Force Majeure occurrence, RTTF reserves the right to issue a credit to you in lieu of a money-back refund, applicable to a future RTTF journey.
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Health Related Restrictions
In addition, prior to travel you must ensure that you are in compliance with all requirements for admittance into that country as well as understanding local laws that govern travel within a country, such as medical tests, insurance requirements and tracking. RTTF is not liable for any costs incurred if your access is restricted into a country or region.
Vaccines may be required. RTTF recommends that you consult your practitioner or a travel nurse for vaccine recommendations before you depart.
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It is your responsibility to ensure that you meet all health entry requirements, obtain the recommended vaccines, take all recommended medication, and follow all medical advice in relation to your RTTF trip.
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Vaccine and other health related requirements can be found on the Center for Disease Control website at https://www.cdc.gov/.
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For the safety of our participants, RTTF reserves the right to request health information prior to travel and to exclude any participants it deems unfit for travel at its sole discretion. Said health information will be held in confidence. RTTF reserves the right to mandate masking, testing, quarantine or remove any participant who shows signs of illness. Removal or quarantine of guests for any health-related reasons is at the sole discretion of RTTF. Any costs incurred for medical assessments, diagnosis and/or any other medically related charges such as quarantining, arranging separate transportation or accommodation are the participant’s responsibility to pay and are due at time of service.
Participants will be allowed to rejoin RTTF with confirmed medical certification from a licensed health practitioner indicating fit to travel without causing a health threat to other guests.
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Visa & Passport Information
You are responsible for obtaining your own passport and visa in a timely fashion. Your passport must be valid for six (6) months after the date you return to your home country. For current U.S. passport and visa requirements visit www.travel.state.gov.
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It is your sole responsibility to secure and pay for any and all visas, entry fees, reciprocity fees, affidavits, immunizations, etc. that are required to be permitted entry into each destination.
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RTTF bears no responsibility for advising and/or obtaining required travel documentation for you, or for any delays, damages, and/or losses including missed portions of your vacation related to improper documentation or government decisions about entry. RTTF is not liable for any costs incurred if your access is restricted into a country or region.
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RTTF Trip Modifications
RTTF may need to modify your itinerary, hotels, transportation, and trip staffing to maintain the integrity of the trip. You will be notified of said modifications. Cancellation requests resulting from RTTF trip modifications are Guest Cancellations and subject to the Cancellation Fees defined in the table above.
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Flights & Transfers
Guests should reconfirm flights directly with the air carrier prior to departure.
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You must provide RTTF with your flight information no less than thirty (30) days prior to departure and notify RTTF immediately via email or phone of any travel changes, including delays that occur on the day of travel.
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RTTF will not refund or reimburse alternative or missed transfer services that result from inaccurate or missing guest travel information.
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Hotels and Overnight Accommodations
RTTF carefully selects its third-party vendors and overnight accommodations; however, we are not responsible for any discrepancies or inaccuracies in accommodation descriptions, amenities, or images that RTTF obtained from a third-party source.
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Scheduled Experiences
Your RTTF trip may include scheduled experiences in the trip itinerary (“Scheduled Experiences”). It is mandatory that you be on time for all Scheduled Experiences. Scheduled Experiences will begin on-time and your failure to arrive at the scheduled time and location may restrict your participation in the Scheduled Experience. You will not be issued a refund for missed Scheduled Experiences.
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Some Scheduled Experiences, and venues may require a signed liability waiver in addition to these Terms and Conditions. All tickets, vouchers, and other travel documents issued by RTTF are subject to all terms and conditions of the respective suppliers (some of them may limit or exclude the supplier’s liability).
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Optional Experiences
Often RTTF may suggest experiences or activities that participants may participate in during their free time (“Optional Experiences”). If we suggest Optional Experiences or you encounter the opportunity to participate in additional experiences that are provided by independent third-party suppliers, you will be subject to the fees and terms and conditions of that supplier. RTTF is not a party to said terms and conditions, nor are they bound to any additional documents, waivers, or releases that you execute with said third-party.
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Smoking Restrictions
Smoking restrictions are subject to each independent facility’s rules as well as local laws and customs.
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​Accessibility and Mobility
RTTF strives to provide an inclusive and enjoyable experience for all participants. However, due to the nature of our tours, which may include travel to remote locations, walking tours over uneven terrain, and other activities that require a certain level of physical mobility, we must ensure that all participants can safely and comfortably participate. Prior to registering for a trip, participants should review our “Mobility Comfort Levels", as well as each trip’s Mobility Comfort Level assessment which is rated on a scale of 1-5, with “1” representing low mobility, and “5” representing the highest level of mobility.
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Participants who require special accommodations, are strongly encouraged to contact us well in advance of the tour to discuss their needs. We will make reasonable efforts to accommodate physical, dietary, and/or visual and hearing impairments, however, neither RTTF nor any tour managers, guides, drivers, or other tour, hotel, ship or other travel personnel, will provide individual assistance. Travel personnel have responsibilities to all tour participants within the group and, in the interest of the safety, comfort and enjoyment of all participants, are unable to dedicate time to specific individual needs. Should you require individual assistance to ensure your safety, comfort and enjoyment of any tour, as well as the safety and enjoyment of other tour participants and tour personnel, you must bring a qualified and physically able companion responsible for providing such assistance and/or services to you. Said travel companion will require their own Booking at the standard rates and must be disclosed to RTTF.
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1. Physical Requirements
As noted above, RTTF strives to accommodate participants with disabilities to the best of our ability and recommends reviewing our Activity Level and Mobility Comfort Levels to assist with selecting a trip that is suitable to your physical capabilities. Because we are unable to guarantee mobility aids will be available at tour sites, participants must be able to:
(i) Walk unaided or with the use of a cane or other personal mobility device over uneven terrain.
(ii) Climb stairs and navigate inclines and spaces without elevators, ramps, and in some cases, without railings.
(iii) Manage their own luggage and personal items during the tour.
(iv) Board and disembark various modes of transportation.
Accommodations and transportation services outside of the United States may not have wheelchair or motorized scooter accessibility or any such accessibility may be limited. Mobility aids are not always available at various tour sites. Please contact RTTF prior to making any Booking if the potential lack of such accessibility would impact your participation, comfort or safety.
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2. Safety and Comfort
In some cases, certain accommodations may not be feasible without fundamentally altering the nature of the tour or creating undue burdens for tour personnel or other tour participants. If we are unable to meet a participant's specific needs:
(i) We will discuss alternative solutions that may still allow the participant to enjoy a portion of the tour.
(ii) We will consider refunds, credits or adjustments to the Booking as appropriate, based on the circumstances and the timing of the request.
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If a participant's mobility or health condition is such that it may pose a risk to their safety or the safety of others, or RTTF is unable to obtain accommodations or obtaining such accommodations would result in an undue burden to RTTF, or if their participation requires accommodations that would fundamentally alter the nature of the tour, RTTF reserves the right to decline their participation.
RTTF reserves the right to remove a participant from a tour, at the participant’s sole cost and expense (including without limitation any applicable cancellation fees or alternate travel costs), in the event prior and accurate notification was not provided to RTTF of a tour participant’s specific needs, or in RTTF’s judgment, continued participation would adversely impact the applicable participant’s safety, comfort or enjoyment, or the safety, comfort and enjoyment of the other tour participants.
3. Allergies & Special Diets
RTTF will make reasonable attempts to facilitate any special dietary requests, however, we cannot guarantee that such requests can be accommodated. Special dietary requests or allergies must be noted on the registration form when booking, and RTTF strongly recommends participants follow the steps outlined in our “FAQs”. RTTF will notify food suppliers of special diets and allergies, but RTTF is not responsible for directly accommodating any food allergies, dietary requirements or restrictions, and is not responsible for any costs or damages resulting from the same.
4. Documentation and Communication
Participants are required to provide accurate and complete information regarding their mobility and health conditions at the time of booking. RTTF is not responsible for any costs incurred or refunds for any activities that an individual is unable to participate in due to their failure to disclose such information.
5. Non-Discrimination
RTTF strives to accommodate the special needs of tour participants to the extent possible, consistent with the specific tour itinerary and the Americans with Disabilities Act (ADA). Travel destinations within the United States more readily accommodate mobility aids such as scooters and wheelchairs, but exceptions may apply at certain venues, and we strongly encourage participants with special needs to contact us prior to making any Booking to discuss available accommodations specific to any tour.
Outside of the United States, the ADA requirements do not apply as the international community has its own accessibility standards. RTTF is nevertheless committed to making reasonable efforts, to the extent possible, to accommodate the special needs of tour participants, but may not always be able to do so in light of space limitations, physical or other constraints. Our policies are designed for the safety and comfort of all participants while providing a positive tour experience and your participation in discussing specific needs with us prior to Booking is vital.
Personal Conduct
We are not responsible for denial of services by carriers, hotels, and other independent suppliers.
In RTTF’s, and our suppliers’, sole discretion, RTTF and said suppliers may prohibit participation in any RTTF trip if it is reasonably believed that the guest has engaged in, is engaged in, or is threatening to engage in, behavior that may adversely affect the safety, security, comfort, enjoyment, or wellbeing of other guests or RTTF representatives and staff, including, but not limited to, behavior that is disruptive, verbally abusive, physically abusive, obnoxious, harassing, discriminatory, or obscene; or has failed or refused, or is failing or refusing, to follow RTTF terms and conditions.
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RTTF is not responsible for any costs incurred due to your expulsion from trip.
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When you book with us, you accept responsibility for any damage or loss caused by you or your negligence or misconduct. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid at the time of request from RTTF, accommodation owner or manager, or other supplier. You indemnify RTTF for from any claim, including legal fees to defend such claim, made against RTTF related to your personal conduct.
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RTTF Liability
WE ARE NOT RESPONSIBLE FOR ANY LOSS OF OR DAMAGE TO PROPERTY OR DEATH OR INJURY TO RTTF GUESTS, EXCLUDING LOSS OR DAMAGE CAUSED BY RTTF’S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT. YOU EXPRESSLY WAIVE ALL RIGHTS OR CLAIMS, AGAINST RTTF IN CONNECTION WITH YOUR TRIP EXPERIENCE.
Assumption of Risk
Travel involves inherent risks, including but not limited to health and safety hazards, disease, crime, terrorism and warfare. Each participant’s risk tolerance is different and therefore RTTF cannot advise or recommend whether travel to any particular place, at any particular time is appropriate for you. You must determine whether a trip is appropriate for you, in light of your own restrictions, conditions, and level of comfort. RTTF recommends using an objective third-party source for travel information and restrictions, such as the U.S. State Department website (travel.state.gov).
Additional risks and dangers may arise including, but not limited to, hazards of travel by train, automobile, motor coach, aircraft, balloon, ship and other means of conveyance, animal interactions, forces of nature, political unrest, other unrest, risks associated with water, food, plants, insects and differing animal regulation, and acts of national and local governments and unrest and acts of others against governments. These risks are not an exhaustive list but are examples of many kinds of risks.
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You are voluntarily participating in these activities with the knowledge that there are significant dangers involved, and you hereby agree to accept any and all risks.
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Photographic/Video Likeness
You hereby consent to RTTF’s use of any photographs and/or videos of you in printed or electronic media without further consent and/or compensation. You release RTTF and its representatives from any liability in connection with any use of such photographs and/or video.
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Applicable Law & Submission to Jurisdiction
All matters concerning these RTTF trips and services shall be governed by the laws of the State of New Hampshire. Legal proceedings against RTTF may be instituted only in a state or federal court within the State of New Hampshire, and any claim involved in such proceedings shall be decided in accordance with the laws of the State of New Hampshire. Written notice of any claim against RTTF must be provided within one year of RTTF trip completion. Payment of the Deposit upon Booking means that you agree to these Terms and Conditions and waive any right to consequential, indirect, incidental or punitive damages.
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Any legal suit, action, or proceeding against RTTF or RTTF’s agents, officers, managers, employees, or affiliates shall be instituted in the federal courts of the United States of America or the courts of the State of New Hampshire in each case located in the County of Merrimack, and you submit to the exclusive jurisdiction of such courts.
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Severability
If any provision of these terms and conditions shall be held unenforceable, the unenforceable portion of any such provision shall be struck and the remainder shall remain enforceable.
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We thank you for taking the time to review our Terms and Conditions.