Terms and Conditions for Rail Trail Depot

Last Updated: September 3, 2025

Welcome to Rail Trail Depot (the “Website”), operated by Healling Cycles LLC, a Virginia limited liability company located at 3764 Ivanhoe Rd, Fries, VA 24330. These Terms and Conditions (“Terms”) govern your access to and use of our Website (railtraildepot.com), our bike rental booking services, and our e-commerce shop for snacks, beverages, and related products. By accessing our Website, booking our Services, or purchasing our Products, you agree to be legally bound by these Terms in their entirety. If you do not agree, you must not use our Website or Services.

1. Definitions

  • “We,” “Us,” or “Our” refers to Healling Cycles LLC, doing business as Rail Trail Depot, its owners, employees, agents, and affiliates.
  • “You” or “User” refers to any individual or entity accessing the Website, booking Services, or purchasing Products.
  • “Services” refers to bike rental bookings, guided or self-guided tours, and related offerings along the New River Trail.
  • “Products” refers to items sold through our e-commerce shop, including but not limited to snacks, glass bottle sodas, and merchandise.
  • “Website” refers to railtraildepot.com, including any subdomains, applications, or associated platforms.

2. Use of the Website

  • Eligibility: You must be at least 18 years old or have verifiable parental/guardian consent to use our Website or Services. By using the Website, you represent and warrant that you meet these requirements.
  • Account Responsibility:
    • Certain features, such as booking or purchasing, require creating an account. You are solely responsible for maintaining the confidentiality of your account credentials (e.g., username, password) and for all activities conducted under your account.
    • You agree to notify us immediately at info@railtraildepot.com of any unauthorized use or security breach of your account.
  • Prohibited Conduct: You agree not to:
    • Use the Website for any illegal, fraudulent, or unauthorized purpose.
    • Interfere with, disrupt, or attempt to gain unauthorized access to the Website, its servers, or systems (e.g., hacking, denial-of-service attacks).
    • Use automated tools (e.g., bots, scrapers) to access, extract, or manipulate Website content without our express written permission.
    • Post, upload, or transmit content that is defamatory, obscene, infringing, or violates any third-party rights.
    • Misrepresent your identity or provide false information during booking or purchasing.
  • Compliance: You agree to comply with all applicable local, state, and federal laws, including Virginia’s consumer protection and biking regulations, when using our Website or Services.

3. Bike Rental Booking

  • Booking Process:
    • Bike rentals are subject to availability and can be booked through the Website. You agree to provide accurate, complete, and current information, including contact details and payment information, when making a booking.
    • All bookings are confirmed only upon receipt of payment and our issuance of a confirmation email or receipt.
  • Rental Terms:
    • Rentals are for personal, non-commercial use only and may not be resold, transferred, or subleased without our prior written consent.
    • You are responsible for returning bikes in the same condition, subject to normal wear and tear, by the agreed-upon time to the Rail Trail Depot Soda Bar, located at 360 Riverview Rd, Ivanhoe, VA 24350.
    • Damages, loss, or theft of bikes due to negligence, misuse, failure to follow safety guidelines, or unauthorized use (e.g., riding off the New River Trail or in hazardous conditions) will result in additional charges, as detailed in the booking confirmation or rental agreement. Charges may include repair costs, replacement costs, or loss of rental income.
    • You acknowledge that biking on the New River Trail or near the Ivanhoe Furnace grounds involves inherent risks, including but not limited to accidents, injuries, or property damage. You assume full responsibility for such risks, except where caused by our gross negligence or willful misconduct.
  • Age and Safety Requirements:
    • Riders under 18 must be accompanied by an adult during the rental period. You represent that all riders in your party meet applicable age and safety requirements.
    • Helmets and any provided safety gear must be used at all times as directed. You agree to comply with Virginia’s Bicycle Helmet Law (Va. Code § 46.2-906.1), requiring helmets for riders under 15.
    • You are responsible for ensuring all riders are physically capable and properly trained to operate the rented bikes safely.
  • Cancellations and Rebooking Policy:
    • Cancellations:
      • Cancellations made at least 48 hours before the reservation start time are eligible for a full refund, processed within 7-10 business days to the original payment method.
      • Cancellations made within 24 hours leading up to the reservation start time are eligible for a 50% refund, processed within 7-10 business days.
      • No refunds will be issued for cancellations on the day of the reservation.
    • Rebooking:
      • On the day of the reservation, you may rebook for a new date within the current calendar year (2025), subject to availability, at no additional cost.
      • No refunds will be issued for cancellations of rebooked dates, regardless of timing.
      • A maximum of two (2) rebookings per reservation is permitted. Additional rebooking requests may be denied or require a new booking at prevailing rates.
    • We reserve the right to cancel bookings due to weather, trail closures, safety concerns, equipment issues, or other unforeseen circumstances beyond our control. In such cases, you will be offered a full refund or the option to rebook within 2025, at your discretion.
  • Late Returns:
    • Bikes returned after the agreed-upon time to 360 Riverview Rd, Ivanhoe, VA 24350 may incur a late fee, as outlined in the booking confirmation or rental agreement.
    • Failure to return bikes within 24 hours of the agreed-upon time may result in charges for the full replacement cost of the bike(s), plus any associated recovery costs.

4. E-Commerce Shop

  • Product Orders:
    • All product listings, prices, descriptions, and images are subject to change without notice. We strive to ensure accuracy but are not liable for typographical errors, pricing mistakes, or product unavailability.
    • Orders are fulfilled subject to product availability. If an item (e.g., glass bottle sodas) is out of stock, we will notify you promptly and offer a refund or comparable alternative at our discretion.
  • Payment:
    • Payments are processed securely through our designated payment processor. You agree to provide accurate, valid, and current payment information and authorize charges for your orders, including applicable taxes and shipping fees.
    • We reserve the right to decline or cancel orders due to payment issues, suspected fraud, or other reasonable grounds.
  • Shipping:
    • We ship to addresses within the United States only, unless otherwise specified at checkout.
    • Shipping costs and estimated delivery times are provided at checkout. We are not responsible for delays caused by carriers, weather, or other external factors beyond our control.
    • Risk of loss and title for Products transfer to you upon delivery to the carrier.
  • Returns and Refunds:
    • Non-perishable Products may be returned within 14 days of receipt, in original, unopened condition, for a refund (excluding shipping costs). Perishable items (e.g., snacks, sodas) are non-returnable unless defective, damaged, or incorrect upon receipt.
    • To initiate a return, contact us at info@railtraildepot.com. You are responsible for return shipping costs unless the Product is defective or incorrect.
    • Refunds will be processed within 7-10 business days of receiving the returned item at 3764 Ivanhoe Rd, Fries, VA 24330, to the original payment method.
    • We reserve the right to deny returns that do not comply with this policy or applicable Virginia law.

5. Pricing and Taxes

  • All prices for Services and Products are in U.S. dollars and exclude applicable sales taxes, which will be calculated and added at checkout as required by Virginia law (e.g., Wythe County sales tax).
  • We reserve the right to adjust prices at any time without notice, but changes will not affect confirmed bookings or orders.
  • Any discounts, promotions, or special offers are subject to specific terms provided at the time of offer and may not be combined unless explicitly stated.

6. Intellectual Property

  • All content on the Website, including but not limited to text, images, logos, videos (e.g., showcasing the New River Trail or Ivanhoe Furnace grounds), and designs, is the property of Healling Cycles LLC or its licensors and is protected by U.S. copyright, trademark, and other intellectual property laws.
  • You may not reproduce, distribute, modify, or create derivative works from any Website content without our prior written consent, except for personal, non-commercial use.
  • The “Rail Trail Depot” name and logo are trademarks of Healling Cycles LLC and may not be used without permission.

7. User-Generated Content

  • If you submit reviews, photos, videos, or other content to the Website or our social media (e.g., YouTube channel), you grant Healling Cycles LLC a non-exclusive, royalty-free, perpetual, worldwide license to use, modify, reproduce, and display such content for promotional, marketing, or operational purposes.
  • You represent and warrant that your content is original, does not infringe on third-party rights, and complies with applicable laws.
  • We reserve the right to remove or reject any user-generated content that violates these Terms or is deemed inappropriate.

8. Limitation of Liability

  • General: To the fullest extent permitted by law, Healling Cycles LLC, its owners, employees, agents, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, or use, arising from your use of the Website, Services, or Products, whether based on contract, tort, negligence, or any other legal theory.
  • Bike Rentals: You acknowledge that biking on the New River Trail or near the Ivanhoe Furnace grounds involves inherent risks, including but not limited to falls, collisions, injuries, or property damage. You assume full responsibility for all such risks, except where caused by our gross negligence or willful misconduct. We are not liable for injuries or damages caused by your failure to follow safety guidelines, trail rules, or applicable laws.
  • Products: We are not liable for allergic reactions, injuries, or damages caused by the consumption or use of our Products (e.g., glass bottle sodas, snacks), except where required by law (e.g., defective products under Virginia’s Uniform Commercial Code).
  • Maximum Liability: Our total liability for any claim arising from these Terms, the Website, Services, or Products shall not exceed the amount paid by you for the specific Service or Product giving rise to the claim.

9. Indemnification

You agree to indemnify, defend, and hold harmless Healling Cycles LLC, its owners, employees, agents, and affiliates from any claims, damages, losses, liabilities, or expenses (including reasonable attorneys’ fees) arising from:

  • Your use of the Website, Services, or Products.
  • Your violation of these Terms or applicable laws.
  • Your negligence, misuse of rented bikes, or failure to return bikes to 360 Riverview Rd, Ivanhoe, VA 24350.
  • Any content you submit or actions taken under your account.

10. Privacy

Your use of the Website is subject to our Privacy Policy (available on the Website), which governs the collection, use, and protection of your personal information. You agree to provide accurate information and consent to its use as described in the Privacy Policy.

11. Termination

  • We reserve the right to suspend or terminate your access to the Website, Services, or your account at our sole discretion, with or without notice, for reasons including but not limited to:
    • Violation of these Terms.
    • Suspected fraudulent, abusive, or illegal activity.
    • Failure to comply with payment or return obligations.
  • Upon termination, your right to use the Website and Services will cease, but any outstanding obligations (e.g., payment for damages, return of bikes) will remain enforceable.

12. Governing Law and Dispute Resolution

  • Governing Law: These Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia, without regard to conflict of law principles.
  • Dispute Resolution:
    • Any disputes arising from these Terms, the Website, or Services shall first be addressed through good-faith negotiation between the parties.
    • If negotiation fails, disputes shall be resolved exclusively in the state or federal courts located in Wythe County, Virginia, and you consent to the personal jurisdiction of such courts.
    • You waive any right to participate in a class action lawsuit or class-wide arbitration against Healling Cycles LLC.

13. Changes to These Terms

  • We may modify these Terms at any time by posting the revised version on the Website. Changes are effective immediately upon posting.
  • Your continued use of the Website or Services after changes constitutes acceptance of the updated Terms. If you do not agree to the changes, you must stop using the Website and Services.

14. Force Majeure

We are not liable for delays, cancellations, or failures to perform due to events beyond our reasonable control, including but not limited to natural disasters, trail closures, power outages, equipment failures, or government actions.

15. Miscellaneous

  • Entire Agreement: These Terms, together with the Privacy Policy and any rental agreements or booking confirmations, constitute the entire agreement between you and Healling Cycles LLC regarding the Website, Services, and Products.
  • Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will remain in full force and effect.
  • Waiver: Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or any other rights.
  • Assignment: You may not assign your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations at our discretion.
  • No Third-Party Beneficiaries: These Terms are for the benefit of you and Healling Cycles LLC only and do not confer rights to any third party.

16. Contact Us

For questions, concerns, support, or to initiate returns or cancellations, contact us at:

  • Email: info@railtraildepot.com
  • Address: Healling Cycles LLC, 3764 Ivanhoe Rd, Fries, VA 24330
  • Bike Return Location: Rail Trail Depot Soda Bar, 360 Riverview Rd, Ivanhoe, VA 24350

By accessing our Website, booking our Services, or purchasing our Products, you acknowledge that you have read, understood, and agree to be legally bound by these Terms and Conditions.