Saffron Earth Private Limited ("Company") requires a completed and signed booking form along with the copy of bio-data page of the passport and a per person deposit of at least 25% of the total tour price. Depending on the tour and/or its nature, a larger deposit may be required. Full payment is required to be made at the time of booking, if the booking is made less than 10 weeks before departure. The person who signs the booking form on behalf of a group warrants that he or she has full authority to do so on behalf of each person whose name appears thereon, and confirms that all such persons are fully aware of and accept the terms and conditions. A booking is accepted from the date the Company issues a confirmation invoice, and it is at this point that a contract comes into existence between the Company and the individual who will undertake the tour ("Client"). This is applicable for individuals who book online, in person, by post, e-mail, telephone, facsimile or in any other mode whatsoever. The Company reserves the right to decline any booking at its discretion without assigning any reason.
- Passport & Visa
All Clients must be in possession of a valid passport. The Client's passport must be valid for a minimum of six months beyond the duration of the trip. It is the Client's responsibility to ensure that the Client is in possession of the correct visas, permits and certificates. The Company is not responsible if the Client is refused entry to a country because the Client lacks the correct visa, passport or other travel documents.
- Spelling of names & Documents
Please ensure that the spelling of all names and all other details are accurate and match exactly as shown on the Client's passport. It is the Client's responsibility to advise the Company of correct information at the time of booking, as the Client will incur substantial costs to amend the details at a later stage if the information supplied by the Client was incorrect.
All prices are subject to availability and can be withdrawn or varied without prior notice. The price is only guaranteed once a deposit is made. Please note that the prices quoted are subject to change without notice. Price changes may occur due to reasons outside the control of the Company, which increases the cost of the product or service.
- Deposits & Payments
A deposit of at least 25% of the tour fee is due at the time of booking. The deposit is non-refundable in the event of cancellation.
Final payment is due 75 days prior to departure.
Failure to make the final payment by the due date may result in cancellation of the booking and loss of deposit.
Bank charges, if any, for remittance (by remitting bank or by intermediary bank) would be borne by the Client and in no event by the Company.
- Policy regarding cancellation / No Show / Early Departure
a) Cancellation by the Client -In the event of cancellation by the Client, cancellation charges, as mentioned in the table below, shall be applied, calculated from the day written notification is received by the Company:
|60Days or more
||25% of tour cost
|59 - 45 Days
||50% of tour cost
|44Days or Less
||100% of tour cost
In addition to the above, cancellation charges may apply for additional arrangements booked by the Company such as air tickets, hotels and other services booked. Further, additionally, airlines, hotels and other third parties may impose up to 100% cancellation charges.
It is mandatory to have travel insurance to participate in the Company's tours. Evidence of insurance cover must be provided to the Company at least 30 days prior to the tour date. If the reason for cancellation is covered by the insurance policy, the Client may be able to reclaim these charges, and this should be verified with the insurance provider.
- b) Cancellation by the Company -The Company reserves the right to cancel a tour for any reason, including failure to reach minimum number of tour participants, without assigning any reason. Except for force majeure reasons, the Company will not cancel a tour less than 60 days before departure. No compensation will be paid in the event of a cancellation by the Company. A full refund of monies paid for the tour costs will be the full extent of the Company's liability.
Cancellation and/or amendment fees or 100% cancellation charge may apply for additional services and travel arrangements booked by the Company.
The refund amount for unused/ unutilized product or services (which are paid for and cancelled in advance) would be worked out on the basis of cancellation policy mentioned above, and the money would be accordingly refunded to the person who has made the payment to the Company on behalf of the Client. Please note that the refund process may take up to 6-8 weeks from the tour completion date. All bank charges and other charges, if applicable, shall be borne by the Client and accordingly shall be deducted from the refund amount.
It is the Client's responsibility to obtain necessary inoculation and preventative medicines as may be required for the duration of the tour. The Client is requested to consult his/ her local physician or doctor for information about vaccination.
- Itinerary Changes
From time to time, ground agents/tour directors of the Company may have to amend the tour itinerary. This could include changes to the order of activities and, in some extreme cases, may have to exclude a visit to a particular site. This is largely due to the need to accommodate local conditions, such as increased ground security around places of interest such as forts, palaces, temples, museums and markets, among others. Where this information is made available to the Company well in advance, the Company will advise the Client prior to departure. However, security arrangements and closure of monuments around important public holidays such as Republic Day or festivals such as Holi vary from one season to another and details are only made available at short notice. Similarly, if your tour to a city or a town coincides with the visit of a head of state of another country or an administrative, political or other figure, please expect changes, including additional security around the airport and other public places. Any changes to the itinerary may be made without notice and may be advised in advance by your tour director.
- Health & Travel Insurance
The Client is personally responsible for ensuring that his/ her own general health and fitness is sufficient for the tour (including the journey) and it is mandatory for the Client to hold adequate comprehensive travel and health insurance before payment of the final balance to the Company. The Company strongly recommends that the Client consult his/ her personal doctor or medical center at least 6 weeks before departure for advice on vaccinations and medications. Travel insurance is compulsory on all tours and must be availed of to be able to participate in the tour.
The Company strongly recommends that such insurance covers cancellation, curtailment and loss of luggage and personal effects. The Client is required to provide the Company with proof of such insurance. The Client will not be able to join the tour without travel and medical insurance.
- Flight delay & Cancelation
Unfortunately, due to increase in air traffic control, government restrictions and changing weather conditions, there exists a possibility of flight delays and cancellations. These delays and cancellations can cause problems with onward connections and/or hotel and travel arrangements and, while the airline will sometimes make alternative arrangements to get you to your next destination at no extra costs, additional costs may be involved for accommodation in the event of an overnight cancellation and also after arrival at the next destination. These may be in the form of additional accommodation costs, transfers and onward travel costs. It is important that the Client's insurance covers against the cost incurred as a result of cancellation or delay to your flight. Services missed due to delays are non-refundable.
Most tours use special airline fares, which normally restrict changes of date, route and airline. Any such changes made after a ticket has been issued will normally necessitate the purchase of a new ticket at the Client's expense.
- Travel Advice / Safety Standards
We recommend you contact the Department of Foreign Affairs and Trade for travel advice specific to travel to India, including travel safety alert levels. The safety standards of India will be applicable and not the safety standards applicable in the Client's country of origin. As a general rule, the requirements and standards in India will not be the same as of the Client's country of origin and often may be lower in standard.
- Fitness & Participation
Most of the Company's tours require a MODERATE level of fitness. However, in certain destinations or in certain seasons or because of the nature of travel (e.g. remote rail), certain tours will require an ABOVE AVERAGE or CHALLENGING level of fitness. These levels are as follows:
For the overall benefit of the group, the Client must possess a moderate level of mobility including the ability to:
- Negotiate airports and railway stations without wheelchair assistance;
- Use combined shower/bath facilities (It is not possible to guarantee walk-in shower facilities);
- Undertake walking tours of 1-2 hours duration, including using stairs, walking over cobblestones and other uneven surfaces;
- Stand for long periods in museums and other sites;
- Embark / disembark coaches, trains and other methods of transportation without assistance;
- Handle own luggage; and
- Undertake a road journey for a continuous period of 4-5 hours.
In addition to the above, the Client must also be able to:
- Undertake walking tours of 2-3 hours; and
- Climb staircases of 100 or more steps.
In addition to the above, the Client must also be able to:
- Handle extremes of temperature (e.g. below 0 or above 35 degrees); and
- Handle extremes of altitudes (e.g. 4000 metres and above).
By participating in the tour, the Client confirms and represents to the Company that the Client possess Challenging level of fitness. At any time if any doubt regarding the Client's level of fitness arises, the Client may be required to have a doctor's appraisal - which would require the Client's doctor to read the itinerary of the chosen tour, including the fitness level, and provide the Client and the Company with written confirmation of the Client's ability to participate in the selected tour.
Should the Client have any special requirement, such as specific meals, seating requirements, room type or disable access, the Client is required to inform the Company at time of booking. Additional services like language translator, single supplement for accommodation, local mobile service with internet, etc. may be arranged by the Company at an additional cost and if notified to the Company in advance at the time of booking.
Porterage of 2 pieces of baggage per person. In India, domestic flights allow 15kg of luggage in economy class. All limits are strictly enforced, and charges for overweight baggage can be substantial. Occasionally some domestic airlines refuse to carry overweight luggage and even payment of excess baggage fees does not guarantee transport.
Photography & Videos
The Company reserves the right to take photographs and videos during the tour, including of the participants and the Client. The Company holds an exclusive right to use, share, distribute, market, promote and/or use in any manner whatsoever any and all photographs and videos taken during the tour, including in all marketing and promotional material of the Company, and the Client having read and understood the same, consents to such use by the Company without the payment to the Client of any fees, royalty, or any sum of any nature whatsoever.
Errors & Omissions
The Company has made commercially reasonable efforts to verify the accuracy of statements made in the tour documentation including brochures, website and itinerary; however, the Company cannot be held responsible and shall not be liable, whether monetarily or otherwise, for any error, omission or unintentional misrepresentation that may occur.
The Company strives towards amicable settlement of complaints. If the Client has a complaint, the Client is requested to make the same known to the tour representative/ tour director concerned at the earliest opportunity, who will take steps to resolve the matter
As a participant on the tour, the Client acknowledges that travel to India requires a degree of flexibility and understands that hotels, accommodation and other travel arrangements are subject to change without notice. The Company endeavors to ensure that all services and facilities provided by the Company are provided with reasonable care and skill. Any arrangement(s) made independently of the Company is/are entirely at the risk, cost and consequence of the Client.
Unused tour items
No refund will be made for any unused / missed accommodation, seminar, meal, transportation segment, sightseeing tour or any other service. Such unused items are neither refundable nor exchangeable.
Refusal of carriage
The Company retains the right to remove participants from the tours for reasons that impact on the enjoyment or safety of other tour members, including but not limited to medical or mental inability of participants to undertake the tour and/or its arrangements, unsocial or unruly behavior, or the carriage of prohibited substances or materials. The Company's decision in any such matter is final and binding on the Client and the Client undertakes to accept the same without any protest or disruption of the services of the Company.
The tour leader/ tour director will direct the tour. The Client is mandatorily required to comply, at all times, with the laws, customs and regulations of India. This is best achieved by following the guidelines of the escort/ tour director for health and safety reasons. Any member of the Company team will hold the authority and will be eligible to take a decision that benefits the group or the tour.
Hotel description, maps & pictures
Hotel descriptions featured in the brochures, website or any other documents are based on hotel guides provided by suppliers and contractual agreements. All facilities described are subject to change at any time without notice. Maps and photographs are included for general information only and may not necessarily reflect actual routings, locations or services. The Company has made reasonable enquiries to verify that the description and details are accurate but does not warrant that they are.
The Client is required to abide by the check-in and check-out time of the respective hotel, as applicable. While the Company may assist the Client in working with the relevant hotel to try to accommodate an early check-in or a late check-out, in the event charges are levied due to such early check-in or late check-out the same are to be borne by the Client, and in the absence thereof, they shall be recovered by the Company from the Client.
The Company will not be responsible for any injury, illness, death, loss (including loss of possessions or enjoyment), damage, expense, cost or other sum or claim of any nature whatsoever which results from any or all of the following:
(1) the act(s) and/or omission(s) of the person(s) affected or any member(s) of their party(ies), and/or
(2) the act(s) and/or omission(s) of a third party not connected with the provision of your tour and which is unforeseeable or unavoidable, and/or
(3) force majeure.
The Company does not accept responsibility for any services that do not form part of the contract. This includes, for instance, excursions/activities the Client undertakes while on the tour, additional services or facilities that the hotel or any other supplier agrees to provide to the Client where the services or facilities are not advertised in the Company's brochure or website as forming part of the tour and the Company has not agreed to arrange them as part of the contract.
In addition, regardless of any words used by the Company on its website, brochure(s) or elsewhere, the Company only assures use of reasonable skill and care as set out above and the Company does not bear any additional responsibility of liability to the Client.
All meals provided throughout the tour will be vegetarian only. Meals could be based on a-la-carte fixed menu at the hotels, or any other mode whatsoever. Meals will be provided as specified in the detailed tour itinerary. If the Client requires any special dietary meal, the Client is requires to inform the Company at the time of booking itself. While the Company will try to arrange for specific meal requirements, the Company does not promise, assure or guarantee to arrange for it at all times.
Code of Conduct
The Client is expected to conduct himself/ herself and all his/ her activities professionally, ethically, responsibly and respectfully at all times, and in a manner that protects the Client's own health and safety, and that of others. The Client is not to be under the influence of, or carry, alcohol, drugs or any other non-prescribed substance or medication. The Client shall not engage in bullying, harassing or any discriminatory practice against other students, participants, Clients and/or management.
The Client is expected to abide by all the above while on tour in India. On a failure to do so, the Company and/or its management reserve the right to suspend the Client, cancel registration and/or take any other action as it may deem fit, without assigning any reason and without any refund of the fees.
It is a pre-requisite of acceptance of booking and travelling on the tour of the Company that the Client removes any form of responsibility / liability whatsoever from the Company and its staff in the event of personal accident or injury, and bears full personal responsibility and liability in such matters. All terms and conditions are subject to change without notice. By booking with the Company, the Client hereby confirms and acknowledges that the Client has read, understood and accepts the terms and conditions.