Refund Policy

Trekbaaz is committed to providing transparent and fair refund policies. This document outlines when and how refunds are processed for trek bookings and related services.

1. Eligibility for Refunds

1.1 When You Are Eligible for a Refund

• Participant-initiated cancellation: As per cancellation timeline (see Cancellation Policy)
• Trek cancellation by Trekbaaz: Due to weather, safety concerns, or insufficient enrollment
• Double payment: If you accidentally paid twice for the same booking
• Overcharge: If you were charged more than the agreed trek cost
• Service not provided: If we fail to provide the booked trek services
• Medical emergency: With valid medical documentation (case-by-case basis)

1.2 When You Are NOT Eligible for a Refund

• No-show on trek departure date without prior cancellation
• Cancellation made less than 4 days before trek departure
• Participant removed from trek for misconduct or safety violations
• Inability to complete trek due to personal health issues not disclosed at booking
• Change of mind after trek has commenced
• Failure to obtain required documents (ID proof, permits)
• Missing trek due to personal travel delays

2. Refund Calculation

2.1 Standard Refund Structure

Refunds are calculated based on cancellation timeline as per our Cancellation Policy:

Days Before Trek	Deduction	Refund Percentage	Example (₹10,000 booking)
30+ days	10%	90%	₹9,000
21-29 days	25%	75%	₹7,500
15-20 days	40%	60%	₹6,000
8-14 days	50%	50%	₹5,000
4-7 days	75%	25%	₹2,500
Less than 4 days	100%	0%	₹0

2.2 Additional Deductions

The following amounts are deducted from refunds (non-refundable):

• Payment gateway charges: 2-3% of transaction amount
• Processing fee: ₹100 per transaction
• Government permit fees: Already paid non-refundable permits
• Third-party advance payments: Hotel/transport bookings already confirmed
• Insurance premiums: If trek insurance was purchased

3. Refund Processing Timeline

3.1 Standard Processing Time

3.2 Timeline by Payment Method

Payment Method	Refund Processing Time	Bank Processing Time	Total Timeline
Credit Card	5-7 working days	5-7 working days	10-15 working days
Debit Card	5-7 working days	5-7 working days	10-15 working days
UPI	5-7 working days	2-3 working days	7-10 working days
Net Banking	5-7 working days	3-5 working days	8-12 working days
Bank Transfer (NEFT/RTGS)	5-7 working days	1-2 working days	6-9 working days

4. Refund Methods

4.1 Original Payment Method (Default)

• Refunds are processed to the original payment source by default
• Credit/debit cards: Amount credited to the same card
• UPI: Refund to the UPI ID used for payment
• This ensures secure and traceable transactions

4.2 Bank Transfer (Alternative)

If original payment method is not available, you may request bank transfer:

• Must provide accurate bank account details
• Account holder name must match booking name
• NEFT/RTGS/IMPS available for bank transfers
• Required details: Account number, IFSC code, bank name, branch

4.3 Trek Credit (Optional)

• You may opt for trek credit instead of cash refund
• Receive full refund amount as credit (no deductions)
• Valid for 12 months from date of cancellation
• Can be used for any Trekbaaz trek
• Transferable to family/friends with prior notice
• Cannot be encashed once credit is issued

5. Special Refund Scenarios

5.1 Full Refund Cases

You receive 100% refund in these situations:

• Trek cancelled by Trekbaaz: Weather, safety, insufficient participants
• Service not delivered: We fail to provide promised services
• Double payment: Accidentally charged twice
• Overcharge correction: Charged more than agreed price
• Force majeure: Pandemic, natural disaster, government restrictions

5.2 Partial Refund Cases

• Trek shortened: Proportional refund for unserved days
• Participant leaves mid-trek: No refund for personal reasons
• Medical evacuation required: Refund for remaining unused services only
• Service downgrade: Difference amount refunded if accommodation/services downgraded

5.3 Group Booking Refunds

• Individual refunds calculated per person as per standard policy
• If group size reduction affects group discount, cost may be recalculated
• Group organizer receives consolidated refund statement
• Refunds processed to individual accounts or group organizer as agreed

6. Refund Disputes and Appeals

6.1 If You Disagree with Refund Amount

1. Contact us within 7 days of refund notification
2. Provide your booking ID and reason for dispute
3. Management will review your case within 3-5 working days
4. Decision communicated via email with detailed breakdown
5. Management decision is final and binding

6.2 Delayed Refund Resolution

If refund is not received within stated timeline:

• Wait for maximum timeline + 5 additional working days
• Check with your bank for any holds or processing delays
• Contact us with transaction ID and payment details
• We will provide refund proof and bank reference number
• If issue persists, we'll coordinate with payment gateway/bank

7. Non-Refundable Items

The following are never refundable under any circumstances:

Item	Reason
Payment gateway charges	Third-party charges already incurred
Government permits	Non-refundable government fees
Trek insurance premium	Insurance policy charges
Processing fees	Administrative costs
Booked accommodation costs	If hotels have strict cancellation policies
Special equipment rental	If already arranged for participant
Additional services availed	Extra porter, guide, meals already consumed

8. How to Request a Refund

Step-by-Step Process:

9. Refund Tracking

9.1 How to Track Your Refund

• Refund approval email will include reference number
• Check your email for refund initiation confirmation
• Contact us with reference number for status updates
• Check your bank account/card statement regularly

9.2 Refund Status Meanings

• Pending Review: Cancellation under evaluation
• Approved: Refund amount confirmed
• Processing: Refund initiated from our end
• Completed: Amount sent to bank/payment gateway
• Credited: Amount received in your account

10. Contact for Refund Queries