Vibe Trip

CANCELLATION AND REFUND POLICY

Customer Cancellation:

1. Up to 16 Days Before Departure: Booking amount less 10% of total payment
2. 15-10 Days Before Departure: Booking amount less 25% of total payment
3. 10-03 Days Before Departure: Booking amount less 50% of total payment
4. 02-0 Days Before Departure: No refund

Cancellation by Company:

If the tour is cancelled due to unforeseen circumstances, customers will be offered an alternative tour or a refund as per company's discretion. The company is not liable for additional costs such as flights, visas, or other travel arrangements.

Refund Processing:

Refunds or alternate arrangements will be processed within 15 business days of approval.

Non-Adherence to Tour Program:

No refunds will be issued for any part of the tour missed due to customer's failure to adhere to the tour schedule or for voluntary departure from the tour after it has begun. This includes services such as accommodations, meals, or transportation not utilized due to late arrival, early departure, or non-participation in scheduled activities.

General Policy

1. Acceptance of Terms: By using our services or booking a tour, you automatically accept and agree to these Terms and Conditions.
2. Tour Price: Tour prices may vary based on factors such as group size, season, and external costs (e.g., fuel charges, government taxes). Any changes to pricing will be communicated, and customers are required to pay the adjusted amount before departure.
3. Accommodations: Accommodations are subject to availability and are typically standard rooms unless otherwise specified. In remote areas, modern amenities such as 24/7 electricity, hot water, or Wi-Fi may not be available. Room upgrades are subject to availability and may incur additional costs payable directly to the hotel.
4. Room Sharing: For triple-sharing rooms, an extra mattress will be provided, not a full bed. In large group bookings, accommodations may be spread across multiple properties, and identical amenities cannot be guaranteed.
5. Meal Plans: Meals included in the package will typically be served as set menus or buffets. Snacks, beverages, and additional items must be paid for separately by the customer.
6. Behavior: Customers are expected to behave respectfully toward fellow travelers, staff, and service providers. Disruptive or harmful behavior may result in removal from the tour without refund. Additional costs incurred due to such behavior will be borne by the customer.
7. Vehicle Usage: Vehicles are provided strictly for the itinerary's planned activities and are not available for personal use. In hilly regions, vehicles may not have air conditioning.
8. Camp Accommodations: Camps in remote locations may have limited amenities. Customers are expected to cooperate with these conditions as part of the adventure experience.
9. Possible Vehicle Delays: The company shall not be held liable for delays caused by unforeseen events such as traffic congestion, adverse weather conditions, road blockages, or any other circumstances beyond our control. Delays caused by these factors do not constitute grounds for refunds or compensation.

Booking and Payments

1. Booking Confirmation: Bookings are confirmed only upon receipt of the required deposit or full payment. Failure to pay the remaining balance within the specified timeline may result in cancellation with applicable penalties.
2. Payment Methods: Payments can be made via credit/debit cards, bank transfers, UPI, or other approved methods. Transaction fees, if any, will be borne by the customer.
3. Dynamic Pricing: Tour prices are dynamic and may vary based on factors like availability and demand. Prices at the time of booking will remain fixed unless impacted by external factors.
4. Third-Party Bookings: If you book through an agent, your contract is with the agent, and the company acts solely as a service provider. Any disputes must be resolved with the agent.

Travel Requirements

1. ID Requirements: All participants must provide valid government-issued photo identification at check-in or when required by service providers.
2. Travel Documents: Customers are responsible for ensuring they have all necessary travel documents (e.g., passports, visas, permits). The company is not liable for denied entry or additional costs due to incomplete documentation.
3. Fitness Requirements: Certain activities may require specific fitness levels. It is the customer's responsibility to ensure they are physically and mentally fit to participate. By starting the tour, you confirm your fitness for participation.
4. Minor Children: The company is not responsible for the safety, supervision, or conduct of minor children. Parents or guardians are fully responsible for ensuring their safety and behavior during the tour. For unaccompanied minors, it is assumed that necessary consent from their legal guardians has been obtained.
5. Senior Citizens: Senior citizens are advised to assess their fitness and consult a medical professional before participating in tours. The company is not responsible for providing additional care, support, or accessibility accommodations unless explicitly prearranged and agreed upon at the time of booking.

Liability and Damages

1. The company is not liable for: Injuries, illnesses, or accidents during the tour. Loss or damage to personal belongings. Failures of third-party service providers.
2. Customer Responsibility: Customers are liable for damages caused to accommodations, vehicles, or other properties. Repair or replacement costs will be charged directly to the customer.
3. Third-Party Services: The company acts as an intermediary between customers and third-party service providers. We are not responsible for deficiencies in third-party services.
4. Brochure Accuracy and Promotional Material: The descriptions, photographs, and information provided in brochures, advertisements, or on our website are for general information purposes only. While we strive to provide accurate and up-to-date content, these materials are not contractual representations of the services you will receive. Due to variations in local conditions, weather, availability, or other factors beyond our control, actual experiences, accommodations, or services may differ from those depicted. The company shall not be held liable for such variations.

Media Use

By participating in a tour, you grant the company permission to use photographs or videos taken during the trip for promotional and general purposes. If you wish to opt out, please notify us in writing with valid reason before the tour. If you are opting out of the media rights please ensure that you are not in any photographs of other travellers or photographers. The company is entitled to use any other travelers/photographers/ any other kind of media on the trip.

Complaints and Dispute Resolution

1. On-Tour Complaints: If you encounter issues during the tour, notify the tour leader or contact us immediately. We will strive to resolve the matter promptly.
2. Post-Tour Complaints: Complaints must be submitted in writing within 7 days after the tour ends. Complaints received after this period will not be considered.
3. Dispute Resolution: In case of disputes, both parties agree to resolve the matter through arbitration under the Indian Arbitration and Conciliation Act before escalating to court.

Waiver

The company's failure to enforce any provision of these Terms and Conditions, or to respond to a breach by the customer or any third party, does not constitute a waiver of our rights. Any waiver granted must be in writing and signed by an authorized representative. Such a waiver shall not affect our rights concerning any other breach or failure to enforce any other provision of these Terms and Conditions.

Termination

The company reserves the right to terminate any booking or service immediately, without refund or liability, under the following circumstances:

1. Breach of Terms: If the customer fails to adhere to these Terms and Conditions or engages in any behavior deemed harmful or disruptive to the tour, other participants, staff, or service providers.
2. Force Majeure: In the event of unforeseen circumstances beyond our control (e.g., natural disasters, political unrest), we may terminate services to ensure the safety of all involved.
3. Failure to Pay: Non-payment of dues or failure to meet payment deadlines may result in the cancellation of services without notice.
4. Misrepresentation: Providing false or misleading information during the booking process, including but not limited to fitness, health conditions, or travel documents.

In the event of termination, the customer will be solely responsible for arranging alternative travel or accommodations and any related expenses.

Indemnification

By booking a tour, the customer agrees to indemnify, defend, and hold harmless the company, its employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorney fees) arising out of or in connection with:

1. Customer Actions: Any negligent, reckless, or willful misconduct, including damage to property, injury to third parties, or violations of applicable laws during the tour.
2. Breach of Terms: Any failure to adhere to these Terms and Conditions.
3. Third-Party Claims: Claims arising from actions or omissions of third parties associated with the customer, including travel companions or agents.

Governing Law and Jurisdiction

These Terms and Conditions are governed by Indian law. Any disputes will be subject to the exclusive jurisdiction of courts in Gautam Buddh Nagar, Uttar Pradesh.

ANNEXURE – OPERATIONAL TERMS & CONDITIONS

1. Accommodation & Room Allocation: All rooms and accommodations are subject to availability. No prior commitments are made regarding room preferences or room types or hotel property, it will be those or a similar property as per availability. The company reserves the right to change hotel properties at any time due to availability or at the company's discretion.
2. Transportation: Tempo traveler/bus seating is arranged on a first-come, first-served basis as a general procedure or as per company's discretion. However, the trip coordinator holds full authority to reassign or change passenger seating at any point during the journey for logistical, safety, or group management reasons. Passengers are expected to cooperate fully with any such changes. Failure to cooperate may be considered non-compliance, and in such cases, the coordinator has full rights to terminate the participation of the passenger(s) involved without any refund or legal liability.
3. Payments & Bookings: 100% payment must be made before or at the time of departure. Boarding will only be allowed after full payment is received. For long weekends or peak seasons, prices are subject to increase without prior notice. The company reserves the right to cancel any booking without prior notice, especially during high-demand periods.
4. Meals and Food: Meals are provided as per the hotel's or property host's menu. The company is not responsible for the quality, type, or variety of food provided. Customers are not entitled to question or demand alternate meals.
5. Sightseeing and Itinerary: Sightseeing will be arranged as per the itinerary. No guarantees are made for the completion of all sightseeing points; some may be skipped due to time constraints or external conditions.
6. Emergencies and Force Majeure: The company will not be liable to provide any services in the event of: Natural calamities, Traffic disruptions, Government restrictions, Emergency situations, Ground or practical constraints. These include but are not limited to hotels, transportation, sightseeing, or any other service affected by such events. Customers are not entitled to compensation or refunds in such cases.
7. Conduct and Behavior: Any form of misbehavior, arguments, use of foul language, alcohol consumption, or smoking during the journey may result in immediate removal from the group. The trip coordinator has full authority to remove any participant from the journey, without any legal liability. No legal action can be taken against the company or its representatives in such cases.
8. Company Rights: The company reserves full rights to change, cancel, or modify any part of the trip without prior notice due to unavoidable circumstances.
9. Liability Disclaimer: The company is not liable for delays in departure or arrival caused by traffic or unforeseen events. Not liable for missed sightseeing due to time constraints. The company is not responsible for loss, damage, or theft of personal belongings during the trip.
10. Acceptance of Terms: By booking, you confirm that you have read, understood, and agreed to the above Terms and Conditions.