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
Email: infos@indiatravelarts.com
Phone / WhatsApp: +91 82 3333 5370
Website: www.indiatravelarts.com
Version in force from 1 June 2025
These General Conditions constitute the contractual framework governing the relationship between Agence India Travel Arts LLP, hereinafter referred to as “the Company”, and any person purchasing or using its travel services, hereinafter referred to as “the Client.”
This document brings together three complementary sections:
By confirming a reservation with Agence India Travel Arts LLP — by email, WhatsApp, online form or any other written or electronic communication — the Client confirms having read, understood and accepted these conditions.
When one person books on behalf of several travellers, the lead traveller accepts these conditions on behalf of all participants included in the booking.
1. Booking & Confirmation
1.1 Confirmation of the Booking
A booking becomes definitively confirmed only after the Company has received a non-refundable deposit equal to 50% of the total cost of the trip. Until the deposit has been received and acknowledged in writing, all hotels, transport, guides, activities and other requested services remain subject to availability and are not guaranteed.
1.2 Booking Reference
After receiving the deposit, the Company will issue a unique booking reference confirming the reservation and the services included.
1.3 Balance Payment
The remaining 50% balance must be paid no later than 45 calendar days before the Client's confirmed arrival date in India. Failure to make payment within this period may result in cancellation of the reservation and the application of the cancellation conditions described in Article 2.
1.4 Effective Payment Date
A payment is considered completed only when the funds have been effectively received in the Company's account. The date on which the Client initiates a bank transfer or card payment does not constitute the payment date. The Client is responsible for allowing sufficient time for banking and international transfer processing.
1.5 Prices & Currency
Prices are quoted in EUR or USD, as specified in the quotation, and apply to the dates and services indicated. The Company reserves the right to revise a price when significant changes occur after the quotation has been issued, including:
substantial increases in fuel costs;
new or increased taxes;
significant currency fluctuations;
supplier tariff increases.
Any such adjustment will be communicated to the Client in writing.
1.6 Group Bookings
For group reservations, the lead traveller is responsible for ensuring that all participants comply with these conditions and that payments are made within the required deadlines.
2.1 How to Cancel
All cancellation requests must be submitted in writing by email to: infos@indiatravelarts.com
A cancellation communicated only by telephone, WhatsApp or another messaging service will not be considered official until it has been confirmed in writing by the Company. 2.2 Cancellation Charges Cancellation charges are calculated according to the number of calendar days remaining before the confirmed arrival date in India.
|
Cancellation Notice |
Amount Retained |
Amount Refundable |
|---|---|---|
|
More than 45 days before arrival |
50% — deposit |
50% |
|
30–44 days before arrival |
75% of total trip cost |
25% |
|
15–29 days before arrival |
90% of total trip cost |
10% |
|
14 days or fewer before arrival |
100% of total trip cost |
No refund |
2.3 Banking & Transaction Fees
The 4% banking transaction fee charged at the time of payment is strictly non-refundable. All costs associated with international bank transfers or card payments are borne by the Client.
Important: Banking transaction fees, international transfer charges and card-processing fees are never refundable, regardless of the reason for cancellation.
2.4 Supplier-Specific Conditions
Certain third-party suppliers — including airlines, hotels, railway companies, Ayurvedic centres and activity providers — may impose cancellation conditions that are stricter than the Company's standard policy.
When applicable, the supplier's specific cancellation conditions will prevail and may apply in addition to the Company's cancellation charges.
2.5 No-Show
Failure to arrive on the confirmed arrival date without prior written cancellation will be considered a no-show. A no-show is subject to 100% cancellation charges, with no refund.
3.1 Cancellation or Operational Changes
The Company reserves the right to cancel or modify a tour or service in circumstances including:
force majeure;
insufficient booking numbers;
operational restrictions;
circumstances outside the Company's reasonable control.
3.2 Cancellation by the Company
If the Company cancels a trip for reasons other than force majeure, the Client will be offered one of the following:
Option A — Refund : A refund of amounts paid directly to the Company, after deduction of any third-party costs that cannot be recovered.
Option B — Alternative Arrangement : An alternative travel arrangement of equivalent value. The Client must communicate their choice in writing within 7 days of receiving the Company's notification.
3.3 Independently Purchased Services
The Company cannot be held responsible for indirect expenses resulting from a cancellation, including:
international or domestic flights booked independently;
visa fees;
travel insurance premiums;
accommodation booked independently;
other services outside the Company's contractual scope.
3.4 Changes During Travel Planning
When operational circumstances require a change — such as a hotel replacement, itinerary adjustment or activity substitution — the Company will inform the Client as early as reasonably possible and offer a comparable alternative whenever available. If the Client refuses the proposed alternative, the provisions of Article 3.2 will apply.
4.1 Refund Processing
When a refund is applicable under Articles 2 or 3, it will normally be processed within 30 business days after receipt of the Client's written cancellation confirmation. The refund will be calculated after deduction of:
applicable cancellation charges;
non-recoverable supplier costs;
banking and transaction fees.
4.2 Refund Method
Refunds will normally be made using the same payment method used for the original booking, unless another arrangement has been agreed in writing.
4.3 Non-Refundable Services & Charges
The following are non-refundable where applicable:
4% banking transaction fee and international transfer/card-processing charges;
airline tickets once issued, subject to airline conditions;
train and boat tickets once issued, subject to operator conditions;
monument entrance tickets once issued;
confirmed Ayurvedic programme deposits and wellness bookings;
bookings made during designated festive periods;
amounts already paid to third-party suppliers when their conditions prohibit refunds.
5.1 Client Responsibility
The Client is solely responsible for obtaining the appropriate visa and ensuring that all required travel documents are valid before departure. This includes, where applicable:
passport;
Indian visa;
permits;
travel authorisations;
other immigration documents.
5.2 Passport Validity
The Client's passport must be valid for a minimum of six months beyond the planned return date from India.
5.3 Visa Refusal
A visa refusal by an embassy, consulate or immigration authority does not exempt the Client from the cancellation charges described in Article 2. Agence India Travel Arts LLP cannot be held responsible for decisions taken by governmental, consular or immigration authorities.
5.4 Special Permits
Certain destinations may require a Protected Area Permit (PAP) or Restricted Area Permit (RAP).
This may particularly concern certain areas of:
Northeast India;
Sikkim;
Lakshadweep;
border regions and other restricted territories.
The Company may provide guidance when requested but cannot guarantee the approval of any permit or accept responsibility for refusal or administrative delay.
5.5 Official Information
Clients are advised to verify current visa and entry requirements through the official website of the relevant embassy, consulate or immigration authority before travelling.
6.1 Third-Party Conditions
Airline, railway, boat, monument and activity tickets arranged by the Company remain subject to the individual terms and conditions of the relevant service provider.
6.2 Tickets Already Issued
Once issued or confirmed, tickets and reservations may be non-refundable and/or non-modifiable, depending on the provider's policy.
6.3 Supplier Disruptions
If a third-party provider cancels, delays or modifies a service, any refund or compensation will depend on that provider's applicable conditions. The Company cannot assume financial responsibility for decisions or operational disruptions caused by independent third-party suppliers.
6.4 Assistance
The Company will make reasonable efforts to assist Clients in communicating with the relevant provider and resolving difficulties but cannot guarantee the outcome of a supplier claim.
7.1 Specific Conditions
Ayurvedic treatments, wellness programmes and therapeutic stays are governed by the specific booking and cancellation conditions of the Ayurvedic centre or medical establishment concerned.
7.2 Cancellation
Due to the advance organisation required for these programmes — including accommodation, medical consultations, treatment planning and specialist availability — confirmed Ayurvedic bookings are generally non-refundable once confirmed.
7.3 Changes of Dates
Any request to modify the dates of an Ayurvedic programme is subject to:
approval by the centre;
availability;
the centre's own booking conditions;
possible additional charges.
8.1 High-Demand Periods
During major festive and high-demand periods in India, hotels and other suppliers frequently apply stricter reservation and cancellation conditions. These periods include, but are not limited to:
Holi · Diwali · Dussehra · Christmas · New Year
8.2 Non-Refundable Reservations
Bookings made during these periods may become 100% non-refundable and non-modifiable from the moment they are confirmed. These restrictions are imposed by suppliers and are therefore contractually binding on the Company.
8.3 Client Acceptance
When special festive-period conditions apply to a reservation, they will be communicated in the Company's quotation. By confirming the booking, the Client acknowledges and accepts these conditions.
9.1 Definition
Agence India Travel Arts LLP cannot be held liable for a failure, delay, modification or cancellation resulting from an event outside the Company's reasonable control that could not reasonably have been anticipated, prevented or avoided.
9.2 Examples of Force Majeure
Force majeure may include, without limitation:
war or acts of terrorism;
armed conflict;
civil unrest or riots;
strikes or industrial action affecting transportation;
earthquakes, floods, cyclones or other natural disasters;
epidemics or pandemics;
governmental health or travel restrictions;
border closures;
airport or port closures;
extreme weather conditions;
decisions, restrictions or directives issued by competent public authorities.
Payment Schedule
For standard bookings, the payment schedule is:
|
Stage |
Payment |
|
Booking confirmation |
50% deposit |
|
45 days before arrival |
Remaining 50% balance |
A reservation is not guaranteed until the required deposit has been received and confirmed by the Company. Payment Methods depending on the quotation and country of residence, payments may be accepted by:
international bank transfer;
authorised online card payment;
other payment methods expressly approved by the Company.
Any payment method offered to the Client will be specified in the quotation or payment request.
Banking Charges
International transfer charges, intermediary bank charges, card-processing costs and other banking fees are borne by the Client unless expressly stated otherwise in writing.
The Company's 4% banking transaction fee is non-refundable.
Currency
Invoices and quotations may be issued in INR, EUR or USD. The applicable currency will be clearly stated in the quotation. Any exchange-rate difference or banking conversion charge imposed by the Client's bank, card issuer or payment provider remains the Client's responsibility.
Our Commitment
Agence India Travel Arts LLP respects the privacy of its travellers and is committed to handling personal information responsibly and securely. Personal information is collected only when reasonably necessary to prepare, book and operate travel services or to comply with applicable administrative and legal requirements.
Information We May Collect Depending on the services requested, information may include:
name and contact information;
passport and identification information;
nationality and travel documentation details;
travel dates and itinerary information;
accommodation preferences;
information necessary for transportation and ticket reservations;
information voluntarily supplied by the Client to organise the trip.
How Information Is Used Personal information may be used to:
Where necessary to operate a Client's journey, relevant information may be shared with trusted service providers such as:
Only information reasonably necessary to provide the relevant service should be shared.
The Company takes reasonable organisational and technical measures to protect personal information against unauthorised access, disclosure, alteration, misuse or loss.
Client Rights
Subject to applicable data-protection legislation, Clients may request:
Requests relating to personal information may be sent to: infos@indiatravelarts.com
The Company's website may use cookies and similar technologies necessary for website functionality, analytics and improvement of the online user experience. Visitors may manage cookie permissions through their browser settings or any consent-management tools provided on the website.
By paying a deposit, confirming a reservation or otherwise instructing Agence India Travel Arts LLP to proceed with travel arrangements, the Client acknowledges that they have:
These conditions form an integral part of every confirmed reservation with Agence India Travel Arts LLP.
Agence India Travel Arts LLP
48 Hare Krishna Regency, Iskcon Temple Road
Jaipur – 302029, Rajasthan, India
Email: infos@indiatravelarts.com
Phone / WhatsApp: +91 82 3333 5370
Website: www.indiatravelarts.com
Version in force from 1 June 2025
Laissez-nous vos coordonnées — notre équipe vous contactera rapidement pour créer votre prochaine aventure en Inde.