Booking, Cancellation & Travel Policies

1. Enquiry, booking and confirmation

• An enquiry or WhatsApp conversation is not a confirmed booking.
• A booking is confirmed only after the company issues written confirmation and receives the stated advance/payment.
• Travellers must provide accurate names, contact details, identity documents and other information required for transport, accommodation or permits.
• Prices, inclusions, exclusions, departure dates, accommodation category and itinerary must be checked in the written tour quotation before payment.
• Any special requests are subject to availability and written acceptance by the company.

2. Payment schedule

The payment amount, due dates, balance-payment deadline and accepted payment methods will be specified in the tour quotation or invoice. A seat or service may not be held until the required payment is received. Delayed payment may result in release of provisional reservations, subject to supplier rules.

3. Cancellation by the traveller and refunds

Cancellation requests must be sent in writing to the company email address. The date and time the written request is received will be used to calculate any applicable cancellation charge. The company should publish the exact cancellation slab for each tour in its quotation before accepting payment.

Recommended cancellation schedule for company approval (not yet a binding promise):

• More than 30 days before departure: proposed deduction of documented non-recoverable costs, with the balance refunded.
• 15–30 days before departure: proposed cancellation charge of 25% of the tour price.
• 7–14 days before departure: proposed cancellation charge of 50% of the tour price.
• Less than 7 days before departure or no-show: proposed cancellation charge up to 100% of the tour price.

These suggested slabs must be reviewed against actual airline, railway, hotel, transport, permit and activity supplier terms. If a supplier's non-refundable charge is higher, the quotation should clearly disclose the applicable charge before booking. Refunds, where due, will be processed to the original payment source after reconciliation and supplier refunds, normally within 7–14 working days after the refundable amount is confirmed. This processing estimate must be confirmed by the company.

4. Changes, rescheduling and name corrections

Requests to change a traveller name, departure date, room type or itinerary are subject to availability and supplier rules. Additional fare differences, supplier penalties, administrative charges or fresh booking costs may apply. A change is effective only after written approval and payment of any additional amount.

5. Cancellation or changes by the company

If the company cancels a tour for reasons within its control, it will inform affected travellers and offer the applicable refund or an alternative date/itinerary. Any alternative will require traveller acceptance. The company will communicate the treatment of amounts paid and any non-recoverable supplier costs transparently. No alternative credit or voucher should be imposed without the traveller's agreement, subject to applicable law.

6. Weather, natural events and force majeure

Mountain, pilgrimage and remote-area travel can be affected by heavy rain, snowfall, landslides, road closures, floods, extreme temperatures, earthquakes, forest fires, transport disruption, government restrictions, strikes, public-health events or other circumstances beyond reasonable control.

• Safety of travellers, drivers, guides and local communities takes priority over completing the planned itinerary.
• The company or its local operating partners may delay, reroute, modify, suspend or cancel an activity when conditions are unsafe or authorities issue restrictions.
• Travellers should follow instructions from the tour leader, local authorities and emergency services.
• Where services are cancelled or cannot be delivered, the company will explain available alternatives and any refund due after considering recoverable supplier payments, documented non-recoverable costs and applicable law.
• Additional expenses caused by extended stays, alternate transport, meals or accommodation due to weather or disruption should be explained to travellers as soon as practicable. Responsibility for such expenses must be specified in the tour quotation and handled in accordance with applicable law.

7. Itinerary, darshan and seasonal access

Itineraries are indicative and may change due to traffic, road conditions, weather, temple schedules, local administration, safety instructions or operational requirements. Temple darshan, festivals, ropeways, viewpoints, hot springs and other attractions are subject to opening hours, local rules, queues, permits and availability. A listed visit is not a guarantee of entry or a special darshan arrangement.

For the Himalayan itinerary, Gangotri temple doors may be closed seasonally. When closed, the programme may include Ganga darshan and other accessible visits as described in the confirmed itinerary. Any substitution should be communicated clearly.

8. Traveller responsibilities and fitness

• Travellers should assess their health and fitness before booking, especially for high-altitude, walking, road and remote-area journeys.
• Inform the company before booking of relevant mobility, dietary or accessibility requirements. The company will advise what can reasonably be accommodated.
• Carry valid government-approved identity documents, required permits, medicines and suitable clothing.
• Follow safety instructions and respect local customs, religious sites, wildlife and the environment.
• Parents/guardians are responsible for accompanying minors. A traveller must not engage in illegal, dangerous or disruptive conduct.

9. Accommodation, transport and inclusions

Hotel names or categories, room sharing, meal plans, transport type, seat allocation, luggage limits, guide services, entry fees and other inclusions will be specified in the tour-specific itinerary. Photographs are illustrative unless expressly stated. Any upgrade, extra night, personal purchase or service not listed as included is payable separately.

10. Insurance, personal belongings and medical assistance

Travellers are strongly encouraged to arrange suitable domestic or international travel insurance covering medical emergencies, evacuation, trip interruption and personal belongings, where available. Unless expressly included in writing, travel insurance is not part of the package. Travellers are responsible for their valuables and personal belongings. The company will make reasonable efforts to assist in an emergency but cannot replace medical, insurance or emergency services.

11. Complaints, privacy and communication

Any concern during the tour should be raised promptly with the tour coordinator so that a reasonable solution can be explored while services are in progress. For post-trip concerns, email it.gypsyvaitour@gmail.com with booking details. Personal information supplied for an enquiry or booking should be used only for communication, planning and delivery of travel services, and handled in accordance with applicable privacy and data-protection requirements.

12. Governing law and updates

These draft terms are intended for use in India and should be finalized to comply with applicable Indian law. The company should insert its registered office address, appropriate jurisdiction and grievance contact before publication. Any changes to these policies should be published with a revised effective date and should not retrospectively reduce rights already confirmed in a booking.