Booking Terms – Conditions

Booking Terms – Conditions

All holidays advertised in our brochure and on our website are operated by Active India Holidays Pvt. Ltd located at 803-804 , Kirti Shikhar, District Centre, Janakpuri, New Delhi is registered under Ministry of Tourism and are subjected to following conditions:

Booking terms & conditions

The booking terms and conditions of Active India (Active India Holidays Pvt Ltd) are detailed in this document. All bookings with Active India (Active India Holidays Pvt Ltd) are subject to the terms and conditions and limitations of liability as mentioned here. By making a booking with Active India (Active India Pvt Ltd), you are agreeing to these terms and conditions. In the event of a contradiction between the terms and conditions mentioned here, on Active India (Active India Holidays Pvt Ltd) itineraries and documents or those posted on the Internet sites of Active India (Active India Holidays Pvt Ltd), the latter will apply.

1 - Booking and payment

1.1. All bookings are processed by the Active India (Active India Holidays Pvt Ltd) team of Travel Experts (by email or telephone) or via our websites. Bookings are finalized only upon receipt of the Participant Information form accompanied by advance payment of 25%.

1.2 Booking Confirmation, Deposit and Modes of payment:

  1. To make a booking you can contact us in two ways: Either directly over the telephone or via our website (www.activeindiatours.com/www.voyageinde.fr). The person making the booking (the ‘lead name’) must be 18years old or over and possess the legal capacity and authority to make the booking and accepts these booking conditions on behalf of everyone in their party. The lead name is responsible for ensuring the accuracy of the personal details or any information regarding the booking or any changes made in relation thereto, to all people travelling on such booking, including but not limited to information on schedule changes.
  2. Active India will provide via email the Travel Itinerary, the Booking Confirmation document with our bank account and payment method details, and the deposit amount required to secure your booking plus the booking terms and conditions.
  3. Active India will email the Instant booking form, which must be completed by the customer and submitted to us (Active India Holidays Pvt. Ltd) by email.
  4. A deposit of 25% of the total amount of the booking must be paid by international bank transfer or credit card payment online via our bank’s payment portal within 2 days of the issuance of the Booking Confirmation. If the deposit is not received by Active India within the stipulated time, the booking may be cancelled without prior notice.

Caution: Although we have established cordial relation with all hotels across India, but for a few we are required to make an advance payment for confirming the reservation. We pre-reserve your first choice of hotel in each destination (subject to availability); these pre-reservations are generally valid for 5 days. Regarding the Flight and rail (train) tickets, it is advised to book them in advance to avoid any inconvenience during the trip. If flight ticket (domestic) / train tickets are included in the package price, complete amount for these tickets need to be paid along with 25% at the time of confirmation.

  1. Credit Card Transactions. Active India accepts Visa and Mastercard credit card payments via our online payment portal. If for any reason, any travel service provider is unable to provide the services for which you have contracted, your liability lies with that provider, and not against Active India (Active India Holidays Pvt Ltd) and in the event that payment has been made to Active India (Active India Holidays Pvt Ltd) by credit card, you agree that you will not seek to charge back your payment to Active India (Active India Holidays Pvt Ltd).
  2. After Active India (Active India Holidays Pvt Ltd) receive the 25% deposit and confirm your reservations, you will receive the receipt of the deposit. It is to inform you that international bank transfers can take between 48 hours and 15 days to process.
  3. The outstanding balance of the invoice is to be paid to Active India (Active India Holidays Pvt Ltd) at least 45 days prior to arrival in India by bank transfer or online credit card payment. For the group departure, outstanding balance has to be paid before 30 Days to arrival.
  4. For all bookings where travel is within 21 days, full payment is due immediately at the time of booking.
  5. Any delay in the payment of the deposit or balance may result in the cancellation of your booking.

2 - Price

All prices we advertise are accurate at the date published, but we reserve the right to change any of those prices from time to time. Prices include a cost for fuel that was estimated at the date of this publication. Prices on our website are updated regularly. Before you make a booking we will give you the up-to-date price of your chosen trip including any upgrades or additional facilities which you have requested.

2.1. Fixed Departure Group Itinerary Bookings

Please consult our website for all prices. The price per person for the itinerary is based on the minimum number of participants mentioned in the offer of the itinerary (generally 3 participants). If less than the minimum numbers of participants register for the itinerary, Active India (Active India Holidays Pvt Ltd) reserve the right to change some components or logistics of the itinerary in order to guarantee the departure specified in our offer. In such cases, Active India (Active India Holidays Pvt Ltd) may need to charge an additional “small groups” charge. You will be notified of this charge at least 21 days prior to the departure of the itinerary. This charge will be refunded to you provided the threshold of minimum number of participants is achieved for the itinerary.

After the confirmation of the booking, the price of the itinerary can be changed if the price of flights (domestic), transport, hotels or activities exceeds the price that was budgeted for in our quoted price for the itinerary. This supplement will be advised to you in the final invoice that will be emailed to you at least one week prior to departure.

2.2. "A la carte" and Customized Itinerary Bookings

Active India (Active India Holidays Pvt Ltd) provides you the option to personalize your itinerary, activities; mode of transport and to offer you flexibility in travel dates, however until the itinerary and the travel dates are fixed, the price is subject to change. The price of the itinerary will be quoted to you on the travel itinerary provided to you by Active India (Active India Holidays Pvt Ltd); this price is valid for 7 days or as per the validity date, whichever is the sooner.

After the confirmation of the booking, the price of the itinerary can be changed if the price of flights, transport, hotels or activities exceeds the price that was budgeted for in our quoted price for the itinerary. This supplement will be advised to you in the final invoice that will be emailed to you at least one week prior to departure.

2.3. All Travel Bookings

All prices are valid for 7 days. After this time all prices are subject to change due to currency fluctuations. All quotes are subject to availability. Please confirm your booking as soon as possible to secure the quoted price and availability.

All prices are subject to change until paid in full due to currency fluctuations or government tax increases. After the deposit has been received, the outstanding balance is due 45 days prior to arrival for the booking ‘a la carte’ and 30 days prior to arrival for Group departure. This balance amount is subject to change. If there is more than a 5% difference in the total price due to currency fluctuations or government tax increases between the time of booking when Active India (Active India Holidays Pvt Ltd) receives proof of payment of deposit) and the time of final payment, Active India will modify the price and inform you accordingly at least 21 days prior to arrival in India.

For any booking, either fixed or customized itinerary, if one or more participant travellers cancel their booking, and the itinerary will still be travelled by one or more participant travellers, the per person price for the booking will be increased by cost of the cancelled participants share divided by the number of remaining participants. Any refusal of acceptance of the new per person cost will be regarded as a cancellation of the booking, and will be subject to the cancellation fees mentioned in Cancellation policy.

Your refusal to pay any reasonable adjustments to the price of your itinerary will be regarded as a cancellation of your booking.

3 – Cancellation Policy

You, or any member of your party, may cancel your tour at any time but the notice of cancellation will be effective upon receipt by us of your written communication. As we start to incur costs from the time the contract is confirmed we will retain your deposit and in addition will apply other cancellation charges as shown below. Sometimes, these cancellation charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Where we incur any liability for a cancellation fee or charge for any booking which you cancel, you agree to indemnify us for the amount of that fee or charge.

3.1. To cancel your booking with Active India (Active India Holidays Pvt Ltd), please notify your travel insurance company and Active India in writing, stating the reason for the cancellation. Request an acknowledgement of receipt of your email or letter. Any cancellation fees will be calculated according to the date of receipt of the written advice of the cancellation of your booking. Please read your travel insurance policy carefully or contact your insurance provider to determine the policy conditions, level of cover and documentation required to make a claim against cancellation penalties charged by Active India (Active India Holidays Pvt Ltd) or any of its suppliers.

3.2. Cancellation Fees

Cancellation fees for all confirmed bookings are applicable where a Booking Confirmation has been issued and a deposit has been received by Active India (Active India Holidays Pvt Ltd). Please see below mentioned charges retained for cancellation:

  • 10% of the total billed amount if canceled 45 or more days ahead of the start of your trip/ Departure date and/or initiation of any travel services. The remaining 90% will be refunded after the following fees are deducted: bank charges (60 €), booking fee (50 €), flight cancellation fee (15 € per person per ticket, except in the case of non-refundable airfares, where 100% of the cost of the ticket will be deducted).
  • 25% of the total billed amount if canceled 30-44 days ahead of the start of your trip/departure date and/or initiation of any travel services. The remaining 75% will be refunded after the following fees are deducted: bank charges (60 €), booking fee (50 €), flight cancellation fee (15 € per person per ticket, except in the case of non-refundable airfares, where 100% of the cost of the ticket will be deducted).
  • 50% of the total billed amount if canceled 15-29 days ahead of the start of your trip/ departure date and/or initiation of any travel services. The remaining 50% will be refunded after the following fees are deducted: bank charges (60 €), booking fee (50 €), flight cancellation fee (15 € per person per ticket, except in the case of non-refundable airfares, where 100% of the cost of the ticket will be deducted).
  • 75% of the total billed amount if canceled 10-14 days ahead of the start of your trip/ departure date and/or initiation of any travel services. The remaining 25% will be refunded after the following fees are deducted: bank charges (60 €), booking fee (50 €), flight cancellation fee (15 € per person per ticket, except in the case of non - refundable airfares, where 100% of the cost of the ticket will be deducted).
  • 90% of the total billed amount if canceled 05 -09days ahead of the start of your trip/ departure date and/or initiation of any travel services. The remaining 10% will be refunded after the following fees are deducted: bank charges (60 €), booking fee (50 €), flight cancellation fee (15 € per person per ticket, except in the case of non-refundable airfares, where 100% of the cost of the ticket will be deducted).
  • 100% of the total billed amount if canceled anytime 04 days ahead of the start of your trip/ departure date and/or initiation of any travel services.

Caution: In case of cancellation by you, promptly notify Active India (Active India Holidays Pvt Ltd) – (Email, phone or fax). The no-show on the departure date for any reason does not entitle to any refund. Any travel interrupted or shortened because of the participant for any reason does not entitle to any refund.

  • Special events: extra amounts may be kept in case of travel during local festival Like Pushkar fair, occasions like Christmas and New Year etc.)
  • 3. Refunds. All refunds will processed within 12 weeks from the date of cancellation.

4- Maximum number of participants in fixed departure group itineraries and participants under the age of 18

4.1. Unless otherwise stated, the maximum number of participants in any fixed departure group itinerary is 12 people. However, the maximum number can be increased if any of the participants are travelling with another person on a twin share basis. The services will not be modified and the itinerary, activities, services, inclusions and price will be identical.

4.2. Active India (Active India Holidays Pvt Ltd) will only accept bookings from people 18 years age or older. Any booking for an unaccompanied minor will be confirmed by Active India only with the prior written consent of the parents or legal guardian. All unaccompanied minors must carry the relevant exit documents from their country of origins authorities permitting them to travel abroad without parents or legal guardian. Any minors who travel with only one parent, teachers or other unrelated adults, it is advisable to carry prior written consent of the parents or legal guardian and all official documents necessary to permit travel without either parents or legal guardian. The minor traveler should also carry the travel itinerary, as well as the name, addresses and telephone numbers of his/her parents.

5 – Alteration in the itinerary requested by you before the departure or during the trip

  • All changes to bookings will incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Where we incur any liability for a change fee or charge for any booking which you change, you agree to indemnify Active India Holidays Pvt. Ltd for the amount of that fee or charge. Your refusal to pay any reasonable change fees will be regarded as a cancellation of your booking.
  • Change fees for all confirmed bookings where a Booking Confirmation has been issued and a deposit has been received by Active India (Active India Holidays Pvt Ltd) are detailed here
  • Changes made by you prior to departure: a change fee of (25 €), flight change fee (15 € per person per ticket plus any fare difference, except in the case of non - changeable airfares, where 100% of the cost of the new ticket will be charged), any additional supplier change fees.
  • Please advise Active India (Active India Holidays Pvt Ltd) of the changes to your travel plans as early as possible by e-mail, telephone, or fax. Most hotels, airlines and suppliers charge a 100% cancellation penalty for changes to bookings between 7 days and 24 hours of departure. This may result in the forfeit of your deposit on these bookings.

6 – Additional booking information

6.1. Sometimes at the time of creating and quoting your travel itinerary, we are not aware of the exact details of your international flights. Consequently, as a precaution Active India (Active India Holidays Pvt Ltd) considers that the first and last day of your itinerary are subject to changes. Since, these days can finally include services such as activities, accommodation and transportation that were not considered in quotation. Henceforth, this may affect the final cost of the itinerary.

6.2. All of our travel itineraries unless otherwise stated, are based on twin share accommodation. Single rooms may be available on request, if available we will advise you of the additional cost which will be shown as a supplement on your itinerary and quotation.

6.3. Specific Terms and Conditions for itineraries being organized in High Altitude Mountain region

Supervisory staff chosen by Active India (Active India Holidays Pvt Ltd) or our subsidiary branch to accompany a group of travellers (guides for high mountain treks, guides for medium mountain treks etc) may from time to time modify the planned itinerary to ensure the safety and enjoyment of the travellers, and to account for any unforeseen circumstances. Active India (Active India Holidays Pvt Ltd), via its representatives or staff, may also according to the climactic conditions, physical competency of the travellers and/or situations that arise, modify or adapt the itinerary and/or request the presence of an additional guide. Any additional expenses in these situations will be the responsibility of the travellers. If any participant decides not to complete the itinerary for whatever reason, Active India (Active India Holidays Pvt Ltd) will not provide any refund.

6.4. If, after our confirmation has been issued, you (i) make a change to your existing booking or (ii) wish to change to a different tour or change departure date, we will try to make the changes subject to availability, provided that notification is received in writing to Active India at least 30 Days before departure, but we reserve the right to charge an amendment fee that varies from trip to trip.

6.5. Any alteration, whether a change to an existing booking or a change to another tour or departure dates, will be subject to payment by you of any costs imposed by any of the suppliers providing the component parts of the tour.

7 – Details of Insurance

Adequate and valid travel insurance is mandatory for all clients while on one of our tours. You are strongly advised to insure yourself against any possible risk that may occur and inn particular to ensure that you have sufficient insurance in respect of dependent relatives on whom your trip may depend. You are required to carry proof of insurance with you and produce as it is requested by our representative on the arrival in India.

Active India (Active India Holidays Pvt Ltd) and its Directors are insured against professional and civil liability by The Oriental Insurance Company limited (Policy no: 272102/48/2017/526).

Liability: Active India (Active India Holidays Pvt Ltd) does not accept any liability of whatever nature, whether in contract, tort or otherwise, for the acts, omissions or default, whether negligent or otherwise, of any service provider, over whom we have no direct control. Under circumstances where liability cannot be excluded, such liability is limited to the value of the purchased travel arrangements. We do not accept any liability in contract, tort or otherwise for any injury, damage, loss, delay, additional expense or inconvenience caused directly or indirectly by force majeure or any other event which is beyond our control or which is not preventable by reasonable diligence on our part. In particular, but without limitation to these conditions, we accept no responsibility for any loss, damage or injury you suffer as a result of terrorism, war (including civil-war), coup, riot, civil disturbance or any type of criminal act. It is your responsibility to inform yourself about the safety and security situation in the places you are travelling to.

Travel Insurance: Active India (Active India Holidays Pvt Ltd) recommends that you take out a personal travel insurance policy that covers the entire duration of tour in respect of at least Medical expenses, injury, death, repatriation, cancellation and curtailment with cover/ benefit. For travel to high mountain regions and alpine areas, a specific insurance policy covering the expenses of search, rescue and repatriation in the event of an accident or illness is required. Moreover, you must ensure that there are no exclusion clauses which limit cover for the type of activities included, or the altitudes attained, in your tour. Active India Holidays Pvt. Ltd will not be responsible for costs you may incur as a result of not having valid or adequate travel insurance. It is the responsibility of all our clients to declare any material facts including known medical conditions to their insurer.

Please make sure you have a copy of your travel insurance policy with you at all times. You are responsible for lodging any claims on your travel insurance policy (our guides and local staff will assist you if required). Active India may assist you by contacting your Travel Insurance provider if you are incapacitated or unable to contact them.

Person price for the booking will be increased by cost of the cancelled participants share divided by the number of remaining participants. Any refusal of acceptance of the new per person cost will be regarded as a cancellation of the booking, and will be subject to the cancellation fees mentioned above.

Your refusal to pay any reasonable adjustments to the price of your itinerary will be regarded as a cancellation of your booking.

8 - Travel information

8.1. Visa, Health, Passport, Travel Documentation

Whilst we are able to provide basic advice to you regarding passports and visa requirement, you should check with the appropriate embassy, consulate or the country office / British Foreign and Commonwealth office for the accurate requirement for your chosen trip and date of travel. It is your responsibility to ensure that you have the correct passport and visas to gain access to any region included in the travel arrangements which you booked from us including, but not limited to, checking that your passport has the required period of validity left on it. If you fail to do, we have no liability to you for any cost, loss or damage which you suffer, nor will we refund you the cost of any unused portion of travel arrangements.

If your itinerary includes travel to any other country besides India, please check on visa requirements for each country that you will visit. All passports require at least 6 months of validity from the planned date of departure from India. Any fines, penalties, payments or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility.

Note: Please note that for some trips we need to request special permits, and as such we will require your passport details prior to accepting your booking. Furthermore, if you renew your passport after you have booked, you may be required to take your old passport with you to maintain the validity of the permit.

8.2 Non Transferable. It is to inform that all travel documents issued are non- transferable. Such documents may include but are not limited to, airline tickets, hotel vouchers, tour vouchers, exchange orders or any other document used to confirm an arrangement with a service provider. Such documents may also be subject to conditions such as, but not limited to, being non-refundable, non-date-changeable and subject to cancellation or amendment fees.

8.3. Health and Safety Information.

We are able to advice on mandatory health requirements: however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, recommendations for your destination and any cost.

Where you do not do so and either is not allowed to enter the destination at immigration, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangement.

09 – Agent

Active India (Active India Holidays Pvt Ltd) acts as a travel agent only. We sell various travel related products on behalf of numerous transport and accommodation service providers, such as airlines (Domestic), coach/rail and cruise line operators. Active India is facilitating by making travel bookings on your behalf and to arrange relevant contracts between you and the travel service providers. We have no responsibility for these services, nor do we have authority to make any warranty or representation regarding their standard. All bookings are subject to the terms and conditions and limitations of liability imposed by these service providers. Your legal recourse is against the specific provider not Active India Holidays Pvt. Ltd.

10 – Risk and Responsibility

Your booking is accepted on the understanding that you realize and accept the risks and hazards potentially involved in adventure holidays and that you are mentally and physically capable of undertaking your chosen trip. You must tell us if you have an existing medical condition or disability that might affect your holiday or other group members’ enjoyment of it, before you book your holiday. If, in our reasonable opinion, your chosen holiday is not suitable for your medical condition or disability we reserve the right to refuse your booking. We reserve the right to cancel the contract if medical problems are discovered and, in this eventuality, cancellation policy would be applicable.

Active India (Active India Holidays Pvt Ltd) does not accept any liability of whatever nature, whether in contract, or otherwise in the following circumstances:

  • Loss or flight tickets or other vouchers or travel documents by the traveler;
  • For the acts, omissions or default, whether negligent or otherwise, of any service provider, over

whom we have no direct control;

  • Invalid or inadequate Travel Insurance, identification, passport, visa or vaccinations;
  • Active India Holiday Pvt Ltd reserves the right to bring the required modification like changing the dates, schedules or routes of itineraries, or cancel bookings to ensure the safety of the travellers and/or at the injunction of an administrative authority, as necessitated by unforeseeable and insurmountable incidents or events as mentioned above.
  • Any loss, damage or injury you suffer as a result of unforeseeable and insurmountable incidents or events including but not limited to: terrorism, war (including civil-war), coup, riot, civil disturbance or any type of criminal act, strikes external to Active India Holidays Pvt Ltd, technical or administrative failures external to Active India, obstruction of airspace, bankruptcy of a supplier or partner of Active India, bad weather, natural disaster, delays, including delays in postal services in the case of sending replacement plane tickets, passports etc, breakdowns, loss of luggage or other personal effects or misconnection of flights or other modes of transport. Any delays or necessary changes to an itinerary due to the above mentioned causes will be at the expense of the traveler. Active India Holidays Pvt. Ltd will not provide any compensation or refunds in such situations. Possible additional expenses related to any of the situations mentioned above including but not limited to taxes, hotel, car park fees or replacement and /or reissue of travel documents will remain the responsibility of the traveler.

Your refusal to pay any reasonable adjustments to the price of your itinerary will be regarded as a cancellation of your booking.

11 – Complaints

If you have a problem during your holiday, you must inform your tour leader who will endeavour to put things right and if you are travelling without leader, you are advised to inform our travel expert telephonically/ reach on the emergency number provided in the final confirmation about the issue being faced. We will strive to rectify the error and make your stay more comfortable. Even then if your complaint is not resolved locally, please follow this up within 15 days of your return home by writing to us below mentioned address by registered post:

Active India Holidays Pvt Ltd: 803-804, Kirti Shikhar, District Centre, Janakpuri , New Delhi

Please do not delay in contacting us in the event of a complaint, and ensure that you enclose all supporting documents. Disputes, if any, are subject to the local courts in Delhi.

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