CANCELLATION POLICY
Cancellation Policy: means: A statement by a supplier such as aTours & Travels company, an airline’s, railway or hotelsetc that details the terms under which a booking or reservation may be rescinded, any penalties incurred by so doing, and so forth.
The purpose of a Company Cancellation Policy is to limit when, how, and why a client can cancel aservice without penalty. We ‘Dharmayanam Tours & Travels Private Limited’ company tends to have a different cancellation policy based on our services. We request all our Guests to go through our Company Cancellation Policy.
CANCELLATION RULES - Cancellation charges are applicable on Total cost.
Payments:
For all the services contracted, certain advance payment should be made to hold the booking, on confirmed basis & the balance amount can be paid upon arrival in INDIA but definitely before the commencement of the services. Management personnel hold the right to decide upon the amount to be paid as advance payment, based on the nature of the service & the time left for the commencement of the service.
Apart from above in some cases like Special Train Journeys, hotels or resorts bookings during the peak season (Diwali, Christmas, New Year), full payment is required to be sent in advance.
Policy Regarding Cancellation / No Show / Early Departure
In case of cancellation of tour/travel services due to any avoidable/unavoidable reason/s we must be informed in writing. Cancellation charges would be effective from the date we receive letter in writing and cancellation charges would be as follows:
60 days &prior to arrival - 15% of the tour/service cost.
59 days to 35 days prior to arrival - 30% of the tour/service cost.
34 days to 15 days prior to arrival - 50% of the tour/service cost.
14 days to 08 days prior to arrival - 70% of the tour/service cost.
07 days & less, prior to arrival or no show - NO REFUND.
Please note - Irrespective of above-mentioned cancellations slabs - in case of cancellation of tour services after the booking is made with us - a minimum 10% service charges would be applicable
In case of booking with Taj, Leela group of hotels and special train journey (like Palace on Wheels, Deccan Odyssey, and Royal Orient etc.) and high peak season bookings (Special seasons like Diwali - 15th Oct to 15th Nov - &Christmas / New Year period - 15th Dec to 15th Jan) NO refund will be provided irrespective of the period.
In case you cancel the trip after commencement refund would be restricted to a limited amount that too would depend on the amount that we would be able to recover from the hoteliers we patronize. For unused hotel accommodation, chartered transportation and missed meals etc. we do not bear any responsibility to refund.
Refund
In regard to refund of unused / unutilized services (which are paid for and cancelled in advance) the refund amount would be worked out on the basis of cancellation policy as described above and the money would be accordingly refunded to the person who has made the payment to us. Please note that the refund process may take 3 - 5 weeks due to banking procedures. If the refund is made to the credit card account OR to Bank account, the bank charges would be debited from the refund amount.
LIABILITY AND RESPONSIBILITY OF THE COMPANY
The liability of the company is restricted only to the making reservation in accordance with the tourist requirements and no further. Company is not liable for any loss of person or property caused or damaged or suffered by the tourist or account of deficiency in services by any independent contractor. Any gesture of courtesy extended by the company to the tourist to minimize such loss or damage will not constitute an admission of such liability or a waiver. The company shall in no circumstances whatsoever be liable to the tourist or any other person for any loss or expenses incurred due to:
Theft or any other reason whatsoever during the tour and the entire responsibility of taking care of their valuables shall be that of the tourist,
Train or flight delays, on account of any reason whatsoever rescheduling or cancellation of train/ flights/ inter-connection meals not being served etc.
Any overstay expenses on account of any delay or changes in air, bus, ship, train or cancellation of special bogie on account of force majeure including weather conditions, strike, war, quarantine, or any other reason whatsoever.
Any personal injury, sickness, accident, loss, delay, discomfort, consequential loss and / or damage or any damage to baggage or personal effects howsoever caused.
Death of the tourist while on tour and all applicable rules and procedures of law are to be followed strictly and all procedures pertaining to the death will have to be tackled and handled by the tourist or their relatives themselves at their own cost and consequences.
Any injury, loss, personal harm, death or damage caused to any person or property by the act or default of the management or employees or agents of any independent contractor.
Any damages, additional expenses for any consequential losses suffered by the tourist due to cancellation, amendment and or alterations of any of the services of the tour mentioned in the itinerary or brochure by the company after the registration or booking by the tourist.
Any sightseeing missed and/ or the program being curtailed after commencement of the tour and / or before the due period on account of force majeure including any unavoidable circumstances and any reason beyond company control including political riots, natural calamity, Floods, Landslides, closure of monument for any reason, monuments under renovation, VIP movement and security, heavy rush at sightseeing places, road traffic congestion, etc, all the loss or expenses will have to be borne by the passengers.
Beside the risk and liabilities mentioned on the tour booking form / in the website, if any special situation happens during the tour, you are supposed to obey and accept the situations and follow instructions of the company. In such situations, Dharmayanam Tours & Travels Private Limited treat you accept and agree to abide by the additional terms and condition.
Each of this condition shall be severable from other if any provision declared invalid, illegal or unenforceable, then remaining provisions nevertheless has full force and effect.
Cancellations:
All services such as hotel accommodation & transportation are pre blocked well in advance. We are liable to pay penalties to all our suppliers / vendors / independent Contractors if these services are released within a mentioned time frame.
If the passenger has to cancel the tour due to any reasons, they have to make an application in writing to that effect, along with the original receipt issued by the company. Such cancellations will attract cancellation charges as given below.
CANCELLATION RULES - Cancellation charges are applicable on Total cost.
For Fixed Departure Package Tours (Cancellation as per the penalties to all our suppliers / vendors / independent Contractors if these services are released within a mentioned time frame)
Spiritual Pilgrimage / Holiday Package Tours
- 30 % package cost will be charged as cancellation fee if cancelled before 60 to 35 clear days of departure date.
- 50 % package cost will be charged as cancellation fee if cancelled before 34 to 15 clear days of departure date.
- 70 % package cost will be charged as cancellation fee if cancelled before 14 to 8 clear days of departure date.
- No Refund will be given if cancelled before 7 clear days of the departure date.
- GST of 5 % applicable over and above all mentioned charges.
- In regard to the Tour, the cancellation rules are applicable on tour cost and the cancellation charges of Helicopter would be as per the rules of the respective Helicopter company. The cost of Helicopter ticket charged is mentioned on the respective tour. If we didn’t mention, then the Guest need to pay at the Helicopter Base Station in the respective places and pay directly to Helicopter company. Cancellation charges are applicable as per the respective Helicopter Companies. Customer need to read carefully all the instructions before booking the ticket.
Car, Vans, Jeeps, Tempo traveller & Coach Rentals:
- 25 % package cost will be charged as cancellation fee if cancelled before 72 hours prior the departure time.
- 50 % package cost will be charged as cancellation fee if cancelled before 48 hours prior the departure time.
- 80 % package cost will be charged as cancellation fee if cancelled before 24 hours prior the departure time.
- No Refund will be given if cancelled within 24 hours of departure time.
International Fixed/Group Departure Tours
The Terms & Conditions and Cancellations rules are available and applicable as mentioned in our Website / Brochure.
The company reserves the right for variation / modification/ amendments/ alteration & / or cancellations etc. of any tour prior to departure without assigning any reason. In such cases, the entire amount paid by the tourist shall be returned by the company by “A/C Payee” Cheque against production of original receipt issued by us, in Indian rupees at the prevailing rate of exchange on the date of the cheque, as per Reserve Bank of India rules and regulations, irrespective of whether the tour payments in part or whole were made in foreign currency and no additional compensation will be applicable whatsoever.
No refund will be payable for any missed/ or unused services of the tour including the meals due to whatsoever reason.
Refund against online ticket cancellation:
In case of the online ticket cancellations done against the bookings made using the Credit card then the refund amount after deducting the cancellation charges as applicable will be credited back to the same credit card used while booking within 4 to 5 working days from the date of cancellation and if it was through Net banking then the refund amount will be credited back to the same bank account within 10-15 working days.
Compensation charges for Air/Rail reservations, tours conducted by independent contractors or agencies other than Dharmayanam Tours & Travels Private Limited, are applicable as per the rules of Air/Rail/Cruise and independent contractors or agencies. Any refund payable to the tourist will be given only after the receipt of funds from these agencies after deduction of necessary charges etc.
In case of State Government / Private Resorts / Hotels where full deposit has to be paid in advance to enable us to confirm the reservation, no refund will be given if services are amended / preponed / postponed/ cancelled/ or not utilized.
The Company has liberty to change the type of vehicle mentioned in our Fixed Departure-Conducted Tours, in case of a smaller number of seats booked or any other reason. The company makes all the efforts to operate the package tour as you are all travelling from far of distances believing our company, however in some circumstances we are compelled to make certain changes. When the type of vehicle is changed to Hi-Tech/Mini/Tempo Traveller, refund would be made and in case of MUV’s, Innova & Cars there would be a nominal additional surcharge as we would be operating on loss.
CONDITIONS OF OTHER THIRD-PARTY OPERATORS
In the event you are booking through use a tour/travel service of any third-party operators like Insight Vacations, Star Cruise etc, the terms and conditions of such third-party operators, including their payment schedule, cancellation, refund etc shall be applicable to you in addition to their Terms and Conditions.
CANCELLATION/AMENDMENT BY COMPANY
We reserve our right to amend or cancel the tour booked by you, without assigning any reason. Such amendment or cancellation may be due to circumstances beyond our control. In such cases, we will offer you alternative tour dates tours or you would have the option of traveling as individual travellers, not as part of the original tours. If the alternative date of tour is not acceptable or you do not wish to travel as individual travellers, we would refund the money paid by you without interest after deducting any costs incurred by us on your behalf, within a period of forty five days from the date of amendment or cancellation. However, we would not be responsible or liable to pay any compensation or damages or consequential loss or to refund any other expense incurred by you.
CANCELLATION OF BOOKING BY YOU
Should you wish to cancel your booking, you must notify us in writing. Such notification shall be deemed to have been given to us only on the date of the receipt of your letter, since we can act only on receipt. Please state the reason for your cancellation as it may be covered by your insurance policy. Claims must however be made direct to your insurance company. The following cancellation charges shall apply irrespective of the reason for cancellation. You understand and acknowledge that these charges are a genuine pre-estimate of the damages that we will suffer on account of cancellation. You understand that these damages are called liquidated damages in legal language, which are payable without proof of actual damages. You agree not to dispute such deductions or to demand proof of actual damages.
WHEN A CANCELLATION IS MADE CANCELLATION CHARGES PER PERSON FOR INTERNATIONAL TRAVELS
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WHEN A CANCELLATION IS MADE
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CANCELLATION CHARGES PER PERSON
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Clear 60 working days or more prior to the date of departure of the Tour or for non-payment of the balance Tour Cost
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Booking and Documentation Amount.
35 % Of the Tour/Service Cost.
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Clear 59 to 35 working days prior to the date of departure of the Tour
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50 % Of the Tour/Service Cost.
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Clear 34 to 15 working days prior to the date of departure of the Tour
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60 % Of the Tour/Service Cost.
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Clear 14 to 07 working days prior to the date of departure of the Tour
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75 % Of the Tour/Service Cost.
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Less than 07 clear working days prior to the date of departure of the Tour
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100% of Tour Cost
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FOR TOURS WITH CRUSIE Less than clear 80 - 50 working
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100% of Tour Cost
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GST of 5 % applicable over and above all mentioned charges.
If you wish to cancel your booking, you need to inform us provided that such information should be given on a working day within working hours:
Branch Office
Dharmayanam Tours & Travels Private Limited
Door.No.28/309-32,First Floor,Madhava Arcade,
West Fort,Palakkad, Kerala, India – 678001
Registered Office
Dharmayanam Tours & Travels Private Limited
Door No 12/510,Tapovarishtashram Via,Varishtapuri,
Vandithavalam Post,Palakkad, Kerala, India - 678534.
Website :www.dharmayanam.com E-mail :info@dharmayanam.com .
Telephone: 0091-7356731770, +91-8078358878.
If the Booking Documents have been signed by one or more persons for themselves and for others mentioned in the Booking Form, then the communication signed *such signatory/s would be treated as a valid communication with full responsibility for cancellation for all such persons mentioned in the form. Similarly, if your Agent seeks cancellation, we will act on the basis that he has been authorized or instructed by you to cancel and shall accordingly effect cancellation. Cancellation shall take effect only from the time the written request reaches the Company at its office in Palakkad on working days within office time. However, In the following cases you shall be deemed to have cancelled the tour even if no cancellation notice is issued by you:
In case of visa rejection, you would be deemed to have cancelled on the date of intimation of such rejection. Please contact us or see our Visa Guidance section for further details.
If you fail to pay the tour costs in time or if you commit any other default in relation to your booking, we may treat such failure or default as a cancellation of the booking by you. In such case, the cancellation charges shall be computed with reference to the date on which we issue you a notice of cancellation;
If on your failure of payment or other default, no notice of cancellation is issued by us but your payment or default remains outstanding on the date of departure. the booking shall be deemed to have been cancelled by you without any advance notice, inviting the highest cancellation charge. You expressly agree to abide by the foregoing terms and conditions.
AMENDMENT 0F BOOKING BY YOU
lf you wish to amend or change your booking; you have to communicate your request to us in writing /E-mail. Such requests for change or amendment will be accepted subject to availability. Please note that:
The amended or changed booking will be regarded as a new booking;
An amendment fee of INR 2000 is payable in case of every amendment or change; and;
In case the amendment is carried out within the cancellation period, then a cancellation charge shall apply as if a cancellation was made on the date the request for amendment or change is made. Please note the cancellation charges specified in the preceding section. Terms & Conditions shall apply.
TRANSFER FROM ONE TOUR TO ANOTHER
A request in writing for transfer from one tour to another 45 days prior and 60 days prior (for foreign countries] to the departure will be treated as cancellation on that tour and a fresh booking on another. In these cases, a transfer fee of Rs. 7,000/ - per person will be applicable in addition to the costs for re-processing your visas air tickets etc due to the transfer to another tour. In case you transfer within the cancellation period, then the cancellation policy will apply, Terms & Conditions shall apply.
RATE OF EXCHANGE APPLICABLE TO REFUNDS
Please note that refunds of foreign exchange component of the tour cost will be based on our buying rate of that date. When we receive Indian rupees from you in relation to a booking, we convert them into the foreign exchange component of the tour cost at our selling rate, then applicable. and credit the proceeds in our bank account. However, when we refund the foreign exchange component to you in Indian rupees, we do so at our buying rate applicable on the date of refund, because the bank will convert the money at the buying rate and credit the same in Indian rupees.
Chartered Helicopter
The Terms & Conditions and Cancellations rules are applicable as per the respective Helicopter companies and the same are mentioned in their respective websites/their offices/our offices.
Rights to amend the itinerary if required
Tour once commenced will strictly go as per the itinerary finalised. In case of events and circumstances beyond our control, we reserve the right to change all or parts of the contents of the itinerary for safety and wellbeing of our esteemed Guests.
Law & Jurisdiction
For all complaints, suits, claims or disputes of whatsoever nature relating to any products offered by The Travel Planners, will be under the exclusive jurisdiction of Court of Palakkad.
Our Liabilities & Limitations:
Please note that after the finalization of the Tour/ service Cost, if there are any Hike in entrance fees of monuments / museums, Taxes, fuel cost or guide charges – by Govt of India, the same would be charged as extra.
