Terms and Conditions for Tour Itineraries – Travel Samagam Private Limited
- Introduction and Acceptance of Terms
These Terms and Conditions govern the relationship between you (the “Client,” “Passenger,” or “You”) and Travel Samagam Private Limited (referred to as “the Company,” “We,” “Us,” or “Our”) concerning all tour itineraries and related services booked with us. By booking a tour, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.
- Booking and Payment
- Booking Confirmation: A booking is considered confirmed only after Travel Samagam Private Limited receives the required deposit or full payment and issues a written confirmation. All quotations are subject to availability at the time of booking.
- Deposit: A non-refundable deposit, the amount of which will be specified by Travel Samagam Private Limited for each tour, is required at the time of booking to secure your reservation.
- Final Payment: The balance payment for the tour must be made by the due date specified in your booking confirmation or invoice. This date will typically be a set number of days before departure, as communicated by Travel Samagam Private Limited. Failure to pay the balance by the due date may result in cancellation of your booking and forfeiture of the deposit.
- Payment Methods: Accepted payment methods will be communicated to you by Travel Samagam Private Limited during the booking process. Any bank charges or transaction fees associated with payments are to be borne by the client.
- Pricing: Prices are quoted per person unless otherwise specified. Prices are based on costs and exchange rates at the time of quotation and are subject to change until full payment is received. We reserve the right to pass on any increases in taxes, fuel surcharges, or other supplier costs.
- Changes and Cancellations by the Client
- Changes: If you wish to make changes to your confirmed booking, you must notify Travel Samagam Private Limited in writing as soon as possible. While we will endeavor to accommodate your changes, we cannot guarantee that such requests will be met. Any changes may be subject to additional costs or administrative fees, which will be communicated to you.
- Cancellations: All cancellation requests must be made in writing to Travel Samagam Private Limited. The applicable cancellation charges will depend on the date we receive your written notification. The specific cancellation policy and charges for your tour will be provided to you at the time of booking or in your booking confirmation.
- No refunds will be provided for any unused services once the tour has commenced.
- Airline tickets are often non-refundable, and their cancellation will be subject to the airline’s specific terms and conditions.
- Travel Insurance: We strongly recommend that all clients purchase comprehensive travel insurance at the time of booking to cover unforeseen circumstances such as cancellation, medical expenses, personal accident, baggage loss, and curtailment.
- Changes and Cancellations by Travel Samagam Private Limited
- Itinerary Amendments: While Travel Samagam Private Limited will make every effort to operate tours as advertised, we reserve the right to modify the itinerary or its contents due to unforeseen circumstances such as weather conditions, road closures, flight schedule changes, operational issues, or any other events beyond our control, to ensure the safety and well-being of our passengers. We will endeavor to provide comparable alternatives. Uncompleted portions of the tour itinerary are not eligible for a refund.
- Tour Cancellation by Us: Travel Samagam Private Limited reserves the right to cancel any tour prior to departure for any reason, including insufficient passenger numbers or force majeure events (see Clause 9). In the event of cancellation by us (not due to your default), you will be offered the choice of:
- A full refund of all monies paid to Travel Samagam Private Limited for the tour package; or
- An alternative tour of comparable standard, if available. If the alternative tour is of a lower value, we will refund the difference. If it is of a higher value, you will be required to pay the difference.
- Surcharges: The price of your travel arrangements is subject to surcharges in case of sudden hikes in fuel prices, scheduled airfare, and any taxes levied by the government. Even in this case, Travel Samagam Private Limited will endeavor to absorb an amount up to 2% of the tour cost. Any amount exceeding 2% will be surcharged to the client and must be paid before departure.
- Passenger Responsibilities
- Travel Documents: It is the client’s responsibility to ensure they possess valid passports, visas, and any other required travel documents for all countries to be visited. Passports should generally be valid for at least six months beyond the intended return date. Travel Samagam Private Limited is not liable for any costs incurred or disruptions to travel due to incorrect or insufficient documentation.
- Health and Fitness: Clients are responsible for ensuring they are medically fit to undertake the tour. You must advise Travel Samagam Private Limited in writing at the time of booking of any pre-existing medical conditions or disabilities that might affect your ability to participate in the tour. We reserve the right to decline a booking if we believe a tour is unsuitable for a client.
- Punctuality and Conduct: Clients are expected to be punctual for all departures, transfers, and activities. Travel Samagam Private Limited is not liable for any loss or expense incurred due to a client’s late arrival. We reserve the right to remove any client from a tour if their behavior is deemed disruptive, dangerous, or causes distress to other passengers or our staff, without any right to a refund.
- Baggage: Baggage allowances are subject to airline and other transport provider regulations. Any excess baggage charges are the sole responsibility of the client. Travel Samagam Private Limited is not liable for loss or damage to baggage during the tour.
- Complaints and Dispute Resolution
- On-Tour Complaints: Should you have any complaint during your tour, please inform your Tour Manager or a Travel Samagam Private Limited representative immediately. They will do their utmost to resolve the matter on the spot.
- Post-Tour Complaints: If the situation is not resolved to your satisfaction during the tour, you must notify Travel Samagam Private Limited in writing within 28 days of the tour’s completion. Failure to notify us within this timeframe may affect the investigation and outcome of the complaint.
- Jurisdiction: Any disputes between clients and Travel Samagam Private Limited shall be governed by and construed in accordance with the laws of India. The courts located where the registered office of Travel Samagam Private Limited is situated shall have exclusive jurisdiction over any disputes.
- Our Liability
- Travel Samagam Private Limited accepts liability for those arrangements for your holiday which are wholly within our control and for the negligence of our employees. However, our liability shall be limited as follows:
- We are not liable for any death, personal injury, sickness, accidents, loss, delay, discomfort, increased expenses, consequential loss, and/or damage or theft, howsoever caused, except where it is proven to be due to the negligence of Travel Samagam Private Limited or its employees acting within the scope of their employment.
- Travel Samagam Private Limited acts as an agent for third-party suppliers such as airlines, hotels, transport operators, and other service providers. We do not own or control these third-party suppliers. Therefore, we are not liable for any act, omission, default, or negligence of any independent contractor or other person or by any servant or agents employed by them who may be engaged in the provision of accommodation, refreshment, carriage facility, or service for the client.
- Travel Samagam Private Limited shall not be liable where the failures in the performance of the contract are attributable to:
- The client.
- A third party unconnected with the provision of the holiday and are unforeseeable or unavoidable.
- Unusual and unforeseeable circumstances beyond our control (Force Majeure – see Clause 9).
- An event which Travel Samagam Private Limited or its suppliers, even with all due care, could not foresee or forestall.
- Our liability in all cases (except for death or personal injury proven to be a direct result of our negligence) shall be limited to the total price of the tour package paid by the client.
- The information within our brochures and website has been compiled with all reasonable care and is correct to the best of our knowledge and published in good faith. However, changes may occur, and Travel Samagam Private Limited will endeavor to inform you of any significant changes prior to or during your tour.
- Extra Costs and Use of Vehicles
- Any costs arising due to natural calamities (e.g., landslides, road blockages), political disturbances (e.g., strikes), or other unforeseen circumstances beyond our control must be borne by the client and are payable on the spot.
- The cost of the vehicle (car/coaches with driver) does not include extra usage, such as after transfers or after sightseeing, unless specifically mentioned in the itinerary.
- Force Majeure
Travel Samagam Private Limited shall not be liable for any failure or delay in performance of its obligations under this agreement if such failure or delay is due to “Force Majeure.” Force Majeure includes, but is not limited to, acts of God, war, threat of war, invasion, hostilities, insurrection, riots, civil strife, strikes, lockouts, or other industrial disputes, terrorist activities, natural or nuclear disasters, fire, epidemics, pandemics, adverse weather conditions, technical problems with transportation, closure of airports or seaports, government action or restraint, or any other event outside our reasonable control.
- Data Protection and Privacy
Travel Samagam Private Limited is committed to protecting your privacy. We will only use your personal information in accordance with our Privacy Policy. Our Privacy Policy details how we collect, use, and protect your personal information and is available on our website or can be provided to you upon request. By booking a tour, you consent to our use of your personal information for the purpose of arranging and providing your travel services.
- Severability
If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, the validity, legality, and enforceability of the remaining provisions shall not in any way be affected or impaired.
- Amendments
Travel Samagam Private Limited reserves the right to amend these Terms and Conditions at any time. The terms and conditions in effect at the time of your booking will apply to your tour.
- Entire Agreement
These Terms and Conditions, together with our booking form, invoice, and itinerary, constitute the entire agreement between the Client and Travel Samagam Private Limited and supersede all prior discussions, negotiations, and agreements.
