Cancellation by the Traveler. If you cancel some or all portions of your Booking, cancellation fees will apply. A cancellation will only be effective when we receive written confirmation of the cancellation. Payments shall be refundable pursuant to the following:
5.7.1 If you cancel any Booking that is confirmed, on or after the date that is 90 days prior to the Departure Date, the Down Payment and Additional Payments will be retained by the Company and is non-refundable to you.
5.7.2 For Departure Dates more than 90 days in advance, if your Booking has not yet been confirmed, and you cancel the Booking, you shall either be granted a full refund of your Down Payment, or be granted a credit for the amount of the Down Payment.
5.7.3 For Departure Dates more than 90 days in advance, if your Booking has been confirmed, and you cancel the Booking, outside of 48 hours from notification being sent, you shall be granted a trip credit in the amount of the Down Payment, less $100 cancellation fee for each spot cancelled. Note that different cancellation conditions including higher charges apply to some styles of booking and additional services, as provided in your confirmation email. If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused Services. If you fail to join a Trip, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees. We are not responsible for any unfavorable exchange rate fluctuations that may lead to a smaller refund in your local currency.
5.8 Cancellation by the Company.
5.8.1 For any Reason. We may cancel a Booking for any reason up to 45 days before the Departure Date. Except as provided below, if we cancel your Booking, you can transfer the Down Payment and Additional Payments to an alternate Departure Date or receive a full refund. In case of any cancellation for any reason, we are not responsible for any incidental expenses that you may have incurred as a result of your Booking, including but not limited to, visas, vaccinations, unfavorable exchange rate fluctuations, travel insurance excess or non-refundable flights.
5.8.2 Force Majeure Event. Notwithstanding the above, the Company shall not be liable or responsible to you, nor be deemed to have defaulted under or breached this Agreement, for any failure or delay in fulfilling or performing any term of this Agreement (including without limitation any terms of a Booking), when and to the extent such failure or delay is caused by or results from acts beyond the Company’s reasonable control, including, without limitation, the following force majeure events (“Force Majeure Event(s)”): (a) acts of God; (b) flood, fire, earthquake, pandemics, epidemics, drought, bushfire, storm or other natural disaster, explosion, or public health and safety emergency characterized by an applicable government authority; (c) war, invasion, hostilities (whether war is declared or not), terrorist threats or acts, riot or other civil unrest; (d) government order, law, or actions; (e) embargoes or blockades in effect on or after the date of this Agreement; (f) national or regional emergency; (g) strikes, labor stoppages or slowdowns, or other industrial disturbances; (h) shortage of adequate power or transportation facilities; (i) other events beyond the reasonable control of the Company. In case of a Force Majeure Event, the Company shall reschedule your Booking for a future date and provide you written notice of the same. Within 30 days of notice of the Force Majeure Event, you may cancel the rescheduled Booking, and will be granted (j) a credit In the amount of the Down Payment; and (k) either a credit or a refund of the Additional Payments.
5.8.3 Violation of Community Guidelines We may cancel a Booking and remove you from a Trip and the platform for any violation of the Community Guidelines as outlined here. If we cancel your Booking, the Down Payment and Additional Payments made will be fully refunded. trovatrip.com/about/community-guidelines
5.9 Cancellation by Operator.
5.9.1 If an Operator cancels the Trip with more than 30 days’ notice prior to the Departure Date, and does not reschedule the Trip, you may elect to obtain a full refund of the Down Payment and Additional Payments, or a credit in the amount of the Down Payment and Additional Payments.
5.9.2 If an Operator reschedules the Trip and your Booking with more than 30 days’ notice prior to the departure date, you shall be granted a credit in the amount of the Down Payment, and at your election, a credit or full refund of the Additional Payments.
5.9.3 If an Operator cancels the Trip with 30 days or less notice prior to the Departure Date,
a. If the cancellation was caused due to Operator error or negligence, TrovaTrip may, but is not obligated, to recover funds from the Operator and issue a refund to you accordingly;
b. If the operator cancels a Trip due to a Force Majeure Event, any recovered funds will be refunded to the Traveler.
5.10 Cancellation by or Removal of Host.
5.10.1 Except in the event of Force Majeure, if the Host cancels your Trip and/or Booking prior to 45 days of the Departure Date, you can transfer the Down Payment and Additional Payments to an alternate Departure Date or receive a full refund.
5.10.2 Except in the event of Force Majeure, if the Host cancels their participation in your Trip within 45 days of the Departure Date, the Trip will continue as planned and the Booking shall remain subject to these terms including, without limitation, the Traveler cancellation restrictions in Section 5.7 above.
5.10.3 In case of any cancellation for any reason, we are not responsible for any incidental expenses that you may have incurred as a result of your Booking, including but not limited to, visas, vaccinations, unfavorable exchange rate fluctuations, travel insurance excess or non-refundable flight.
5.11 Inclusions & Exclusions. Unless specified in your contract with the Operator, or as part of a Designer Trip, the price of your Booking includes:
All accommodation as listed
All transportation as listed
Activities listed
Meals as listed
Trip leader as listed
Otherwise, the price of your booking does not include any other services or products, and excludes without limitation, the following:
International or internal flights unless specified
Taxes and excess baggage charges unless specified
Meals and Beverages other than those specified
Visa and passport fees
Travel insurance
Optional activities and all personal expenses
Tour guide tips
5.12 Age & Health Requirements. You must be at least 18 years of age to use the Trip Services, including, without limitation, booking any Trip. If you are Booking for an additional Traveler who is a minor or if you bring a minor to a trip, you must be at least 25 years of age, be legally authorized to act on behalf of the minor, and provide an executed guardian waiver in a form acceptable to the Company, in its sole discretion. You are solely responsible for the supervision of that minor. By Booking a trip using the Trip Services, you confirm you are at least 18 years of age. It is your sole responsibility to ensure that you are suitably fit to allow full participation in the trip and to obtain proper and detailed medical advice for the latest health requirements and recommendations for your destination. TrovaTrip and our local Operators reserve the right to remove any Traveler, or deny any paid service to a Traveler, due to concerns over the health and safety of the individual or the group as a whole. Any health or safety-related removal or denial is at the discretion of TrovaTrip and/or the authority on Trip.
5.13 Passport and Visas. You must carry a valid passport and obtain all of the appropriate visas, permits and certificates for the countries which you will visit during your Trip. Your passport must be valid for 6 months beyond the duration of the booking. It is your sole responsibility to ensure that you are in possession of the correct visas, permits and certificates for your Trip. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.
5.14 Travel Insurance. Travel insurance is recommended for all our travelers and should be taken out at the time of Booking. Your travel insurance should provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of $200,000 USD for each of the categories of cover. We also strongly recommend the travel insurance policy include coverage for cancellation, curtailment, personal liability and loss of luggage and personal effects. If an Operator requires travel insurance, you will be advised a minimum of 90 days prior to departure. A policy holder and policy number in the Traveler’s name must be provided to the Company at minimum of 48 hours prior to departure.
5.15 . You agree and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each Booking is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport are subject to alteration without prior notice, and the Company is not liable for any such changes.
5.16 Change of Itinerary. The Operators reserve the right to change the Trip itinerary. Please refer to our Website or other Company Programs before departure for the Operator’s most recent updates to the trip itinerary. It Is the Operator’s, and not our, sole responsibility to update the Booking itinerary.
5.16.1 Before Departure. If the Operator makes a major change, we will inform you as soon as reasonably possible if there is time before the Departure Date. The definition of a major change is defined as a substantial alteration to an itinerary which can include but is not limited to; length of stay, departure date, overnight location outside of 100 mile radius of advertised location.
5.16.2 When a major change is made, you may choose between accepting the new itinerary, or cancelling your Booking and obtaining a Trip Credit, without penalty, to be used on an alternative departure.
5.16.3 After Departure. The Operators reserve the right to change an itinerary after Departure Due to local circumstances or events outside of their control. The additional cost of any necessary itinerary alterations will be your sole responsibility. Please note we are not responsible for any incidental expenses that may be incurred, including without limitation, expenses incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.
5.17 Authority on Trip. If you fail to comply with a decision made by an Operator or any Trip Leader identified by Operator, or interfere with the well-being or mobility of the group, the Operator or trip manager, if identified in the Booking, may direct you to leave the trip immediately, with no right of refund. The Company may also elect not to not provide you Services in the future. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with the Company’s responsible travel guidelines.
5.18 Acceptance of Risk. You acknowledge that the nature of the Trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. It is your sole responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.
5.19 Optional Activities. Optional activities not included in the Booking price do not form part of the Booking or this Agreement. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider or Operator.
5.20 Claims & Complaints. If you have a complaint about your Trip, please inform your Trip Leader identified by the Operator at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to the Company within 30 days of the end of the trip.
5.21 Severability. In the event that any terms or conditions related to the Booking or the Trip Services, or any other terms and conditions contained in this Agreement, are unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this Agreement or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
5.22 Photos and Marketing. You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
5.23 Company Privacy Policy Governs Bookings. Any personal information that we collect about you may be used for any purpose associated with the operation of a Booking or otherwise associated with the Trip Services, or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to provide the Trip Services. We will otherwise treat your details in accordance with our Company Privacy Policy (as defined in Section 4 of this Agreement).
5.24 Pre-Trip Behavior. The Company may cancel a Booking at any time prior to the Departure date due to any Traveler actions, inactions, communications, or any other behavior that the Company deems to be a security concern, or that may impact the dynamic and safety of the Trip, as determined by the Company in its sole discretion. In the event of such cancellation, you may not be entitled to any refund or compensation. The Company may also elect to not provide you Services in the future.