Terms & Conditions

Please read these terms carefully before booking with TrekkingMantra. By booking, you acknowledge acceptance of these terms for travel, trekking, and adventure activities.

1. Booking and Payment Terms

1.1 Booking Confirmation: All bookings are subject to availability and confirmation by TrekkingMantra. A booking is confirmed only upon receipt of the required deposit and written confirmation from us. For adventure activities and high-altitude treks, additional medical clearance may be required.

1.2 Payment Schedule:

  • Standard Tours: 25% deposit at booking, balance 30 days before departure
  • Trekking & Adventure Activities: 40% deposit at booking, balance 21 days before departure
  • High-altitude treks (above 4000m): 50% deposit at booking, balance 15 days before departure

1.3 Payment Methods: We accept payments via bank transfer, credit/debit cards, UPI, and online payment gateways. All payments are subject to applicable GST and other taxes as per Indian law.

1.4 Price Changes: Tour prices are subject to change due to currency fluctuations, fuel surcharges, government taxes, permit fee changes, or other unforeseen circumstances until full payment is received.

2. Cancellation and Refund Policy

2.1 Cancellation by Customer - Standard Tours:

  • More than 45 days before departure: 10% of tour cost
  • 31-45 days before departure: 25% of tour cost
  • 16-30 days before departure: 50% of tour cost
  • 8-15 days before departure: 75% of tour cost
  • Less than 7 days before departure: 100% of tour cost (no refund)

2.2 Cancellation by Customer - Trekking & Adventure Activities:

  • More than 30 days: 15% cancellation charges
  • 21-30 days: 35% cancellation charges
  • 11-20 days: 60% cancellation charges
  • 6-10 days: 85% cancellation charges
  • Less than 5 days: 100% cancellation charges (no refund)

2.3 Cancellation by TrekkingMantra: We reserve the right to cancel any tour/trek due to insufficient bookings, adverse weather conditions, natural disasters, political situations, road closures, permit denials, or other circumstances beyond our control. In such cases, a full refund will be provided or alternative dates offered.

2.4 No-Show Policy: No refund will be provided for no-shows or if customers fail to join the tour/trek on the scheduled date without prior notification.

3. Adventure Activities and Risk Acknowledgment

3.1 Nature of Activities: TrekkingMantra offers adventure activities including high-altitude trekking, mountaineering, rock climbing, rappelling, river rafting, water sports, camping in remote locations, wildlife safaris, jungle activities, motor biking, and cycling tours.

3.2 Inherent Risks:

  • Physical injury or death from falls, altitude sickness, exposure, equipment failure
  • Natural hazards such as rockfall, avalanches, flash floods, extreme weather
  • Wildlife encounters including dangerous animals, insects, and disease vectors
  • Medical emergencies in remote areas with limited evacuation facilities
  • Equipment failure or malfunction of safety gear

3.3 Assumption of Risk: By participating, customers voluntarily assume all risks associated with the activities and waive any claims against TrekkingMantra for personal injury, property damage, or death resulting from participation in adventure activities.

3.4 Medical Fitness Requirements: Customers must be in good physical and mental health. Medical clearance certificate may be required for high-altitude treks. Pre-existing medical conditions must be disclosed at booking. Pregnancy, heart conditions, and respiratory problems may restrict participation.

4. Travel Documents and Requirements

4.1 Documentation: Customers are responsible for ensuring they have valid government-issued photo ID, passports, visas, permits for restricted areas, and medical certificates if required. TrekkingMantra is not responsible for any issues arising from invalid or missing documentation.

4.2 Health and Vaccination Requirements: Customers must ensure compliance with required vaccinations for destination, altitude acclimatization protocols, fitness requirements for chosen activities, and age restrictions for certain adventures.

4.3 Travel Insurance - MANDATORY:

  • Medical expenses and emergency evacuation
  • Adventure sports and high-altitude activities
  • Trip cancellation and interruption
  • Personal accident and disability coverage
  • Equipment loss or damage
5. Safety and Emergency Procedures

5.1 Safety Equipment: TrekkingMantra provides basic safety equipment, but customers may need to bring personal protective gear, appropriate clothing and footwear, personal medication, and emergency communication devices as specified.

5.2 Guide Instructions: Customers must follow all safety instructions from guides, not undertake unauthorized activities, report health issues immediately, and comply with group decisions regarding safety.

5.3 Emergency Evacuation: Emergency evacuation costs are customer's responsibility. Evacuation may not be immediately possible from remote locations. Weather conditions may delay rescue operations. Insurance coverage for evacuation is essential.

6. Liability and Responsibility

6.1 Limited Liability: TrekkingMantra acts as an agent for various service providers and is not liable for any acts, omissions, or defaults of these providers. Our liability is limited to the total cost of the package booked and negligence in service provision only.

6.2 Exclusion of Liability:

  • Personal injury, disability, or death during activities
  • Acts of God including natural disasters and extreme weather
  • Third-party negligence including transport providers, hotels, local operators
  • Personal belongings lost, stolen, or damaged
  • Medical expenses or evacuation costs
  • Pre-existing medical conditions or undisclosed health issues

6.3 Health and Safety: Customers participate in tours and adventure activities at their own risk. TrekkingMantra is not liable for any injury, illness, or death during the tour, especially for adventure and high-risk activities.

6.4 Force Majeure: TrekkingMantra is not liable for any failure to perform due to circumstances beyond our control, including natural disasters, war, terrorism, government actions, pandemics, or extreme weather conditions.

6.5 Indemnification: Customers agree to indemnify TrekkingMantra against any claims, losses, or damages arising from their participation in activities.

7. Tour Inclusions and Exclusions

7.1 Typical Inclusions: Tour packages typically include accommodation as specified, meals as per itinerary, transportation during the tour, professional guides and support staff, basic safety equipment, and permits and entry fees where specified.

7.2 Typical Exclusions:

  • Travel to/from starting point
  • Travel insurance (mandatory but not included)
  • Personal equipment and specialized gear
  • Medical expenses and emergency evacuation costs
  • Tips for guides and support staff
  • Personal expenses, shopping, and alcoholic beverages
  • Any services not specifically mentioned in the itinerary

7.3 Itinerary Changes: TrekkingMantra reserves the right to modify itineraries due to weather conditions, road conditions, political situations, safety concerns, permit restrictions, or other unforeseen circumstances. Alternative activities of similar value may be provided.

8. Customer Responsibilities and Conduct

8.1 Physical Fitness: Customers must assess their fitness level honestly, complete training if recommended, disclose all medical conditions, and withdraw if unfit to continue safely.

8.2 Conduct and Behavior: Customers must conduct themselves in a manner that does not disturb other travelers or violate local laws and customs. This includes respecting local customs and environment, following Leave No Trace principles, not using drugs or excessive alcohol, maintaining discipline during group activities, and not engaging in reckless behavior.

8.3 Compliance with Instructions: Customers must comply with all instructions from tour guides, trek leaders, and local authorities. Failure to comply may result in removal from the group without refund.

8.4 Reporting Issues: Any complaints or issues must be reported immediately to our tour guide, trek leader, or local representative for prompt resolution. Post-trip complaints may not be addressed effectively.

8.5 Environmental Responsibility: Customers must follow eco-friendly practices, dispose of waste responsibly, respect wildlife and local communities, and minimize environmental impact during all activities.

9. Weather and Natural Conditions

9.1 Weather Dependency: Many adventure activities are weather-dependent and may be cancelled, postponed, or modified due to unsafe conditions. No refund will be provided for weather-related cancellations, but alternative activities may be offered.

9.2 Seasonal Variations: Mountain weather, monsoon conditions, and seasonal changes can significantly impact trekking and adventure activities. Customers should be prepared for varying conditions and potential itinerary changes.

9.3 High-Altitude Considerations: High-altitude activities carry additional risks including altitude sickness, extreme weather, and limited rescue facilities. Proper acclimatization schedules must be followed, and customers may need to descend if experiencing altitude-related health issues.

10. Equipment and Gear

10.1 Personal Equipment: Customers are responsible for bringing appropriate personal equipment as specified in the packing list. TrekkingMantra may provide basic safety equipment but specialized personal gear is typically customer's responsibility.

10.2 Equipment Inspection: All safety equipment will be inspected before use. Customers must report any defective equipment immediately. Use of personal equipment is at customer's own risk.

10.3 Equipment Rental: Equipment rental services may be available for an additional charge. Rental equipment damage or loss charges will apply as per rental agreement.

11. Photography and Media

11.1 Photography Rights: TrekkingMantra reserves the right to use photographs and videos taken during trips for promotional purposes unless customers specifically opt out in writing.

11.2 Customer Photography: Customers may take photographs for personal use but must respect local customs, privacy of other participants, and any photography restrictions in protected areas or religious sites.

12. Privacy and Data Protection

12.1 Data Collection: We collect personal information necessary for booking and providing tour services, including medical information required for safety purposes.

12.2 Data Usage: Personal information is used solely for tour-related purposes and emergency contacts. Medical information may be shared with guides and medical personnel as necessary for safety.

12.3 Data Security: We implement appropriate security measures to protect personal information from unauthorized access or disclosure in accordance with applicable data protection laws.

13. Dispute Resolution

13.1 Governing Law: These terms are governed by the laws of India and subject to the jurisdiction of Mumbai courts.

13.2 Dispute Resolution Process: Any disputes will be resolved through negotiation, mediation, or arbitration as appropriate. Customers are encouraged to resolve issues during the trip for immediate attention.

13.3 Limitation Period: Any claims must be made within 30 days of the completion of the tour/trek. Claims made after this period may not be entertained.

13.4 Complaint Procedure: Complaints should first be raised with the trip leader or guide. If unresolved, contact our customer service within 24 hours of the incident for prompt attention.

14. Special Conditions for Adventure Activities

14.1 Age Restrictions: Minimum and maximum age limits apply for various adventure activities. Minors must be accompanied by adults and have parental consent. Senior participants may require medical clearance.

14.2 Skill Requirements: Certain activities require specific skill levels or prior experience. Customers must honestly assess and declare their experience level. Basic training may be provided but does not guarantee safety.

14.3 Group Dynamics: Adventure activities depend on group cooperation and may be affected by the capabilities of the weakest member. Groups may need to modify plans based on collective safety and ability.

15. Contact Information and Support

15.1 Emergency Contact: 24/7 emergency support is available during active trips. Emergency contact numbers will be provided with trip documents.

15.2 Customer Service: For any questions regarding these terms and conditions, bookings, or general inquiries, please contact us:

TrekkingMantra Travel, Trekking & Adventure Services: Email: [email protected] Phone: +91 98765 43210 Emergency Hotline: +91 98765 43211 Address: 123 Adventure Street, Andheri West, Mumbai, Maharashtra 400058 Website: www.trekkingmantra.com

Last Updated

Last updated: December 2024 These terms and conditions are subject to change without prior notice. Customers will be notified of significant changes. By booking with TrekkingMantra, you acknowledge that you have read, understood, and agree to be bound by these terms and conditions.