Timeless Trek

Refund and Cancellation Policy

Timeless Trek Tour Booking & Cancellation Terms

Timeless Trek is a premier Himalayan tour operator headquartered in Jaigaon, West Bengal—the primary overland gateway to the Kingdom of Bhutan. We curate bespoke, group, and B2B journeys across Bhutan, Nepal, Meghalaya and Northeast India, Sikkim, and Darjeeling.

Himalayan travel requires advance coordination with mountain hotels, private transport fleets, licensed local guides, and government permit clearance departments. Because these services require upfront commitments and non-recoverable reservations, this Refund and Cancellation Policy outlines our transparent cancellation guidelines, refund eligibility, and payment terms.

By paying an advance deposit or confirming a tour booking with Timeless Trek, you acknowledge that you have read and agreed to the terms set forth below.

Effective Date: August 11, 2026

1. Booking Confirmation & Payment Schedule

To confirm your tour booking and enable us to block hotel rooms, allocate vehicles, and initiate government permit clearances, the following payment schedule applies unless otherwise specified in your package quotation:

  • Initial Booking Deposit: A minimum of 30% to 50% of the total tour cost is required at the time of reservation to secure accommodations and transport.
  • Government Fees & Flights: 100% advance payment is required for statutory fees, such as the Bhutan Sustainable Development Fee (SDF), visa processing charges, and domestic or regional flight tickets (Drukair / Bhutan Airlines).
  • Balance Payment: The remaining balance must be settled at least 15 to 30 days prior to tour commencement, or upon arrival at our Jaigaon office prior to border crossing for overland Bhutan journeys, as stipulated in your booking voucher.

Failure to settle balance payments within the agreed timeline may result in the release of reserved accommodations and cancellation of the booking under standard cancellation terms.

2. Standard Cancellation Slabs (Retail Tours)

If you or any member of your party wishes to cancel a confirmed tour booking, notice of cancellation must be communicated to us in writing. Cancellation fees are calculated based on the date your written notification is received by our office:

  • 30 days or more prior to departure:15% administrative fee deducted; 85% balance refunded (or transferable as credit)
  • 15 to 29 days prior to departure:30% of total tour package cost deducted
  • 7 to 14 days prior to departure:60% of total tour package cost deducted
  • Less than 7 days prior or No-Show:100% of tour package cost deducted (Non-refundable)

*Note: Specific hotel retention policies or non-refundable seasonal tariffs may supersede the standard slabs during peak holiday periods.

3. Non-Refundable Expenses & Statutory Charges

Certain components of your travel booking are strictly non-refundable regardless of when cancellation occurs:

  • Bhutan Sustainable Development Fee (SDF) & Visa Fees: Once remitted to the Royal Government of Bhutan through official immigration portals, SDF fees and entry visa processing charges are governed entirely by government policy and are non-refundable by the tour operator.
  • Protected Area & Restricted Area Permits: Application and clearance fees paid to authorities for Sikkim Protected Area Permits (PAP), Inner Line Permits (ILP), and environmental fees are non-refundable once processed.
  • Airlines & Railway Tickets: Flight tickets (e.g., Drukair, Bhutan Airlines, domestic Indian flights) and train bookings are subject to the individual carrier's cancellation policies and airline administrative penalties.
  • Unutilized Tour Services: No refund, partial reimbursement, or substitute credit will be provided for unconsumed meals, unused hotel nights, missed sightseeing spots, or voluntary early departure from a tour due to personal illness, high-altitude fatigue, or personal choice.

4. Peak Season & Festival Departures

Travel during Himalayan festival periods and peak holiday seasons entails exceptionally high demand and rigid hotel retention rules. Peak periods include:

  • Bhutan Tshechu Festivals (Paro Tshechu, Thimphu Tshechu, Punakha Drubchen, Black-Necked Crane Festival)
  • Durga Puja and Diwali Autumn Holiday Weeks
  • Christmas, New Year, and Winter Peak Travel Weeks
  • Spring Rhododendron Bloom & High Trekking Seasons (April – May)

Hoteliers in Bhutan, Sikkim, and Darjeeling mandate 100% non-refundable advance deposits during these periods. Cancellations made within 30 to 45 days of departure for peak season itineraries may incur up to 100% cancellation charges.

5. Force Majeure & Himalayan Travel Realities

Mountain travel in the Himalayas involves dynamic weather conditions, high altitudes, and sensitive border terrain. Situations beyond our reasonable control—known as Force Majeure—include but are not limited to:

  • Landslides, mudslides, rockfalls, heavy snowfall, and road blockages
  • Floods, earthquakes, and severe meteorological events
  • Flight cancellations, severe delays, or airspace restrictions at Paro International Airport (PBH) or Bagdogra Airport (IXB)
  • Sudden border crossing restrictions, immigration portal downtimes, or revised government entry directives
  • Civil unrest, strikes (bandhs), geopolitical tensions, or health quarantines

In any such event, Timeless Trek will prioritize passenger safety and make every reasonable effort to provide alternative routes, reschedule visits, or arrange substitute accommodations.

Expense Notice: Any additional expenses arising from force majeure events—such as additional hotel nights, extra transport charters, rerouting costs, or extended guide fees—are the direct financial responsibility of the traveler. We will endeavor to recover prepaid amounts from vendors wherever possible and pass eligible credits on to you.

6. Cancellations Initiated by Timeless Trek

While we make every commitment to operate all confirmed journeys, Timeless Trek reserves the right to cancel a tour under extraordinary circumstances such as extreme safety risks, severe road infrastructure breakdown, or government-imposed travel bans.

If we are compelled to cancel your tour prior to departure, you will be offered:

  • Option 1: An alternative travel date or an alternative package of comparable standard, with any price difference adjusted accordingly; OR
  • Option 2: A full 100% refund of all payments received by Timeless Trek for the land package, excluding any third-party statutory fees (such as processed government permits or non-refundable flight bookings) already disbursed on your behalf.

Timeless Trek shall not be liable for any secondary or collateral expenses incurred by the traveler, such as independent international flight tickets, visa fees, or personal insurance policies.

7. Rescheduling & Booking Amendments

If you wish to reschedule your journey rather than cancel, the following terms apply:

  • Notice Requirement: Rescheduling requests must be submitted in writing at least 21 days prior to the original departure date.
  • Availability & Seasonality: Postponement is subject to room availability at partner hotels and seasonal tariff adjustments (e.g., shifting from low season to peak festival season will require paying the tariff difference).
  • Amendment Fees: A nominal administrative amendment fee of 10% of package cost plus any hotel amendment charges will apply.
  • Traveler Substitution: You may transfer your booking to another eligible traveler at least 7 days before travel, provided government entry permits and airline tickets can be reissued in accordance with prevailing authority rules.

8. How to Request a Cancellation or Refund

All cancellation and refund requests must be formally submitted in writing via email to our central operations desk at timelesstrek.bhutan@gmail.com with the subject line Tour Cancellation Request - [Booking ID / Primary Traveler Name].

Please ensure your communication includes the following details:

  • Primary traveler's full legal name
  • Booking confirmation reference / Invoice number
  • Scheduled tour commencement date
  • Reason for cancellation or refund request
  • Registered contact telephone number and email address
  • Bank account details (Account Name, Bank Name, Account Number, IFSC Code) if refund is to be remitted via bank transfer

*Cancellation timestamps are computed based on the time the email is received during our official business hours (Monday to Saturday, 10:00 AM to 6:00 PM IST).

9. Refund Review & Processing Timelines

Upon receiving your written cancellation, our finance team will audit the booking against applicable hotel retention, vehicle allocations, and operational costs. The review process is completed within 3 to 5 business days.

Once approved, refunds are processed via the original payment method (such as Razorpay hosted payment link reversal) or via electronic bank wire (NEFT / RTGS / IMPS).

The refund will typically reflect in your bank account or card statement within 7 to 10 working days, subject to your issuing bank's settlement schedule and clearance policies.

10. Third-Party Payment Gateways & Banking Charges

Payments collected through third-party payment gateways (e.g., Razorpay) or international credit cards may incur gateway convenience charges or currency conversion fees levied by the financial intermediaries.

Payment gateway convenience fees, card processing charges, or currency exchange rate fluctuations are strictly non-refundable and will be deducted from the gross refund total.

11. B2B, Corporate & Group Departures

For travel agency partners, corporate travel collaborators, educational institutions, and corporate MICE delegations, customized cancellation slabs, payment milestones, and retention terms specified in their individual B2B Service Agreement or signed group contract shall take precedence over these standard retail rules.

12. Mandatory Travel Insurance Recommendation

Traveling in high-altitude Himalayan terrain carries intrinsic environmental and physical risks. Timeless Trek strongly advises all travelers to purchase comprehensive travel, medical, and evacuation insurance prior to departure.

Your policy should ideally cover trip cancellation, travel delays, emergency medical hospitalization, high-altitude acute mountain sickness (AMS) treatment, emergency helicopter evacuation, and loss of baggage.

13. Policy Modifications

Timeless Trek reserves the right to amend, alter, or update this Refund and Cancellation Policy periodically to comply with revised destination laws, governmental tourism regulations, or operational requirements.

The revised version will be published on this page with an updated "Effective Date". The policy version in force at the time of your booking confirmation shall govern your tour agreement.

14. Contact Our Operations & Accounts Desk

For booking amendments, cancellation requests, or clarifications regarding your invoice and refund status, please contact our team:

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