GENERAL CONDITIONS OF SALE

Payment Policy · Privacy & Data Protection

Complete Legal Reference Document

Agence India Travel Arts LLP

48 Hare Krishna Regency, Iskcon Temple Road, Jaipur – 302029, Rajasthan, India

infos@indiatravelarts.com · +91 82 3333 5370 · www.indiatravelarts.com

Version in force from 1 June 2025

PREAMBLE

This document constitutes the complete legal framework governing the relationship between Agence India Travel Arts LLP (hereinafter "the Company") and any person (hereinafter "the Client") using its travel services. It combines three integrated legal instruments:

▸ Part I — General Conditions of Sale (GCS): booking, cancellation, liability, force majeure, complaints.

▸ Part II — Payment Policy & Financial Conditions: deposit, balance, accepted methods, chargebacks, currency.

▸ Part III — Privacy & Data Protection Policy: data collection, use, security, GDPR rights, cookies.

By confirming a reservation with the Company — whether by email, WhatsApp, online form, or any other written or electronic communication — the Client acknowledges having read, fully understood, and unconditionally accepted all provisions of this document. This document supersedes any prior oral or written communication. Where the Client books on behalf of a group, the lead traveler accepts these terms on behalf of all group members.

PART I GENERAL CONDITIONS OF SALE

Article 1 – BOOKING AND CONFIRMATION

1.1 A reservation is definitively confirmed only upon receipt by the Company of a non-refundable deposit of 50% (fifty percent) of the total trip cost. Until that deposit is received and acknowledged in writing, all requested services remain subject to availability and are not guaranteed.

1.2 Upon receipt of the deposit, the Company issues a unique booking reference number confirming the reservation and its scope of services.

1.3 The remaining balance (50% of total cost) must be paid in full no later than 45 calendar days before the Client's confirmed arrival date in India. Failure to settle within this timeframe may result in automatic cancellation of the reservation and application of the cancellation charges set out in Article 2.

1.4 The payment date is the date on which funds are effectively received in the Company's account, not the date of transmission. The Client bears sole responsibility for ensuring timely payment.

1.5 All prices are quoted in USD or EUR as specified in the quotation and are valid for the dates and services described therein. The Company reserves the right to revise prices in the event of significant increases in fuel costs, taxation, currency fluctuation, or supplier tariff changes occurring after the quotation is issued, provided written notice is given to the Client.

1.6 For groups, the lead traveler is jointly responsible for ensuring all group members comply with these terms and that all payments are made on time.

Article 2 – CANCELLATION BY THE CLIENT

2.1 All cancellation requests must be submitted in writing by email to infos@indiatravelarts.com. Cancellations communicated only by telephone or messaging applications (including WhatsApp) shall not be considered official until confirmed in writing by the Company.

2.2 Cancellation charges are calculated based on the number of calendar days remaining before the confirmed arrival date in India, as follows:

Notice Period	Retention	Refundable
More than 45 days before arrival	50% (deposit)	50%
30 to 44 days before arrival	75% of total cost	25%
15 to 29 days before arrival	90% of total cost	10%
14 days or fewer before arrival	100% of total cost	0% — No refund

2.3 In all cases, the 4% banking transaction fee applied at the time of payment is strictly non-refundable. All bank charges associated with international wire transfers or card payments are borne exclusively by the Client.

2.4 Where third-party suppliers (airlines, hotels, train operators, Ayurvedic centres, etc.) impose stricter cancellation conditions than those listed above, those supplier-specific conditions shall prevail and apply in addition to the Company's charges.

2.5 Non-arrival (no-show) on the confirmed arrival date without prior written cancellation shall be treated as a cancellation at the 14-day-or-fewer rate, with no refund.

⚠ The 4% banking transaction fee and all international transfer or card processing charges are NEVER refundable under any circumstances, regardless of the reason for cancellation.

 

Article 3 – CANCELLATION OR MODIFICATION BY THE COMPANY

3.1 The Company reserves the right to cancel or modify a tour or service in the event of force majeure (Article 9), insufficient booking numbers, or circumstances beyond its reasonable control.

3.2 In the event of cancellation by the Company for reasons other than force majeure, the Client will be offered either (a) a full refund of all sums paid directly to the Company, excluding non-recoverable third-party costs, or (b) an alternative travel arrangement of equivalent value. The Client's choice must be communicated in writing within 7 days of the Company's notification.

3.3 The Company shall not be liable for indirect costs incurred by the Client as a result of such cancellation, including independently purchased airline tickets, visa fees, insurance premiums, or accommodation outside the Company's scope.

3.4 If a modification (change of hotel, route alteration, activity substitution) is required due to operational constraints, the Company will notify the Client as early as possible and offer a comparable alternative. If the Client refuses the alternative, clauses 3.2 apply.

Article 4 – REFUND POLICY

4.1 Refunds, where applicable under Articles 2 or 3, shall be processed within 30 business days of the Company receiving written cancellation confirmation, after deduction of all applicable cancellation charges, non-recoverable supplier costs, and banking fees.

4.2 Refunds will be remitted via the same payment method used at booking, unless otherwise agreed in writing.

4.3 The following are never refundable:

▸ The 4% banking transaction fee and all international transfer or card processing charges.

▸ Air, rail, boat tickets, and monument entrance fees once issued, subject to each operator's policy.

▸ Confirmed Ayurvedic program deposits and wellness bookings.

▸ Bookings during festive periods as specified in Article 8.

▸ Amounts paid directly to third-party suppliers where those suppliers' policies preclude refund.

Article 5 – VISA AND TRAVEL DOCUMENTATION

5.1 The Client is solely and entirely responsible for obtaining the correct visa and ensuring all travel documents (passport, permits, authorisations) are valid and comply with Indian entry requirements before departure.

5.2 The Client's passport must be valid for a minimum of 6 months beyond the planned return date from India.

5.3 Visa refusal by any embassy, consulate, or immigration authority does not exempt the Client from cancellation charges under Article 2. The Company cannot be held liable for decisions made by any governmental or immigration authority.

5.4 Certain destinations require Protected Area Permits (PAP) or Restricted Area Permits (RAP) — notably areas in Northeast India, Sikkim, Lakshadweep, and border zones. The Client is responsible for verifying and obtaining such permits. The Company will provide guidance on request but assumes no liability for permit refusals or delays.

5.5 Clients are advised to consult the official websites of the relevant embassy or consulate for the most current visa requirements prior to booking.

Article 6 – TRANSPORT, MONUMENT AND ACTIVITY TICKETS

6.1 All airline, train, boat, monument entrance tickets, and activity reservations arranged by the Company are governed by the terms and conditions of the respective service providers.

6.2 Once issued or confirmed, these tickets are generally non-refundable and non-modifiable in accordance with the policies of the relevant operators.

6.3 In the event of cancellation, delay, schedule change, or operational disruption caused by a third-party provider, the Company shall not be held responsible. Any refund shall depend exclusively on the relevant supplier's conditions.

6.4 The Company will make reasonable efforts to assist the Client in resolving disputes with third-party providers but assumes no financial liability for decisions taken by those providers.

Article 7 – AYURVEDIC TREATMENTS AND WELLNESS PROGRAMMES

7.1 Bookings for Ayurvedic wellness programmes and therapeutic stays are subject to the specific conditions imposed by the Ayurvedic centres or medical establishments involved.

7.2 Given the advance preparation required (medical consultations, treatment protocols, accommodation arrangements), confirmed Ayurvedic bookings are generally non-refundable once confirmed.

7.3 Any modification of travel dates for Ayurvedic programmes remains strictly subject to the approval and availability of the relevant centre and may incur additional charges.

Article 8 – FESTIVE PERIODS AND SPECIAL EVENTS

8.1 During major festive periods in India — including but not limited to Holi, Diwali, Dussehra, Christmas, and New Year — hotels and service providers apply strict reservation conditions due to exceptionally high demand.

8.2 Bookings confirmed during these periods are frequently 100% non-refundable and non-modifiable from the moment of confirmation. The Company is contractually bound by these supplier conditions.

8.3 The Client acknowledges and accepts that these special conditions apply automatically to all reservations falling within festive periods, as clearly communicated in the Company's quotation.

Article 9 – FORCE MAJEURE

9.1 The Company shall not be held liable for any failure, delay, modification, or cancellation of services resulting from force majeure — defined as any event beyond the Company's reasonable control that could not reasonably have been foreseen or prevented.

9.2 Force majeure events include, without limitation: acts of war or terrorism, armed conflict, civil unrest or riots, strikes or industrial action affecting transport, natural disasters (earthquake, flood, cyclone, etc.), epidemics or pandemics and related governmental restrictions, border closures, port or airport closures, extreme weather conditions, or any directive of a competent public authority.