Cancellation Policy

At Trekbaaz, we understand that plans can change. This Cancellation Policy outlines the terms and charges that apply when you need to cancel or modify your trek booking.

1. Cancellation by Participant

1.1 Standard Cancellation Charges

Cancellation charges are calculated based on the number of days before the trek departure date:

Cancellation Timeline	Cancellation Charge	Refund Amount
30+ days before trek	10% of total cost	90% refunded
21-29 days before trek	25% of total cost	75% refunded
15-20 days before trek	40% of total cost	60% refunded
8-14 days before trek	50% of total cost	50% refunded
4-7 days before trek	75% of total cost	25% refunded
Less than 4 days before trek	100% of total cost	No refund
No-show / After trek starts	100% of total cost	No refund

1.2 How Cancellation Date is Calculated

• Cancellation date is considered from the date we receive written notification
• Not from the date you decided to cancel
• Trek departure date is the official start date mentioned in your booking confirmation
• All calculations are based on calendar days, not working days

1.3 Processing Time for Refunds

• Refunds will be processed within 10-15 working days from cancellation approval
• Refunds will be credited to the original payment method
• Bank processing may take additional 5-7 days
• You will receive email confirmation once refund is initiated

2. Trek Modification and Rescheduling

2.1 Date Change Requests

• More than 30 days before trek: Free date change (subject to availability)
• 15-29 days before trek: ₹500 per person rescheduling fee
• 8-14 days before trek: ₹1,000 per person rescheduling fee
• Less than 8 days: Standard cancellation charges apply

2.2 Trek Transfer to Another Person

• You may transfer your booking to another person at no additional charge
• Transfer must be requested at least 7 days before trek departure
• New participant must meet age and fitness requirements
• All documents and waivers must be completed by new participant
• Transfer requests less than 7 days will incur ₹500 processing fee

3. Group Booking Cancellations

3.1 Partial Group Cancellations

• If some members of a group cancel, standard cancellation charges apply per person
• Group discounts may be recalculated based on final participant count
• If final count drops below minimum group size, per-person cost may increase
• Remaining participants will be notified of any cost adjustments

3.2 Complete Group Cancellations

• Same cancellation timeline and charges apply as individual bookings
• Entire group must cancel together for group cancellation policy
• Partial cancellations follow individual cancellation terms

4. Cancellation by Trekbaaz

4.1 Trek Cancellation Due to Weather or Safety

If Trekbaaz cancels a trek due to:

• Severe weather conditions (heavy snowfall, storms, landslides)
• Natural disasters (earthquakes, floods)
• Government restrictions or safety advisories
• Insufficient participant enrollment
• Any circumstances beyond our control

In such cases, you will receive:

• Option 1: Full refund (100%) of the amount paid
• Option 2: Transfer to another available trek of equal or lesser value
• Option 3: Credit note valid for 12 months for any Trekbaaz trek

4.2 Participant Removal for Safety

Trekbaaz reserves the right to remove a participant from a trek without refund if:

• Participant is medically unfit to continue
• Participant endangers themselves or others
• Participant engages in illegal activities
• Participant displays disruptive or threatening behavior
• Participant fails to follow guide instructions
• Participant is under influence of alcohol or drugs

5. Special Circumstances

5.1 Medical Emergencies

• Cancellations due to genuine medical emergencies will be considered on case-by-case basis
• Medical certificate from registered doctor required within 48 hours
• Reduced cancellation charges may apply at management discretion
• Trek insurance strongly recommended to cover such situations

5.2 COVID-19 or Pandemic-Related Cancellations

• If participant tests positive for COVID-19 before trek, medical certificate required
• Special consideration given with proof of positive test
• Free rescheduling to next available trek within 6 months
• If government imposes travel restrictions, full refund or rescheduling offered

5.3 Force Majeure Events

In case of force majeure events including but not limited to:

• War, terrorism, civil unrest
• Pandemics or health emergencies
• Natural disasters
• Government-imposed restrictions

Both parties will be released from obligations, and alternative arrangements will be discussed in good faith.

6. No-Show Policy

• If participant fails to show up on trek departure date without prior cancellation notice
• No refund will be provided
• Full trek cost will be forfeited
• No rescheduling or credit note will be issued

7. Refund Exclusions

The following are non-refundable under any circumstances:

• Processing fees and payment gateway charges
• Travel insurance premiums (if purchased through us)
• Costs of any additional services availed (extra meals, porter service, etc.)
• Permit fees for restricted areas (where applicable)
• Third-party service charges already incurred

8. How to Cancel Your Booking

Step-by-Step Cancellation Process:

1. Send written request: Email to bookings@trekbaaz.com with subject "Cancellation Request - [Your Booking ID]"
2. Include details: Full name, booking ID, trek name, trek date, reason for cancellation
3. Wait for confirmation: We will acknowledge your request within 24 hours
4. Cancellation approval: You'll receive official cancellation confirmation via email
5. Refund processing: Refund initiated within 10-15 working days
6. Refund confirmation: You'll receive refund confirmation email

9. Cancellation Request Template

10. Dispute Resolution

• Any disputes regarding cancellations will be handled by Trekbaaz management
• Decision made by management will be final and binding
• Disputes can be escalated to registered email within 30 days of cancellation
• Mediation and arbitration in Jaipur, Rajasthan jurisdiction only

11. Contact for Cancellations