Terms & Conditions

1. Scope of Travel Services & Tour Operations

Timeless Trek operates as a licensed Himalayan tour operator. Our role encompasses designing customized itineraries, reserving accommodations, arranging private mountain transportation, assigning licensed local guides, and facilitating official government travel permits and border clearances.

Our service portfolio includes:

• Customized and tailor-made Himalayan tour itineraries
• Fixed departure group tours and cultural expeditions
• Family vacations, romantic honeymoons, and senior-friendly journeys
• Hotel, resort, and heritage homestay bookings
• Mountain transportation, private car hire, and luxury coach rentals
• Airport and railway station transfers (Bagdogra IXB, NJP, Hasimara, Guwahati GAU, Paro PBH)
• Official travel documentation and permit clearance (Bhutan Entry Permits, Bhutan SDF, Sikkim PAP/ILP)
• Licensed native tour guide services and cultural sightseeing
• B2B travel trade services and ground logistics for partner agencies

2. Booking Confirmation & Formation of Contract

Any itinerary proposal, quotation, or estimate provided by Timeless Trek is subject to availability and does not constitute a guaranteed reservation until an advance deposit is received.

• Contract Formation: A binding contract is formed once we receive your initial booking deposit and issue an official Booking Confirmation Voucher or invoice.
• Lead Traveler Authority: If a booking is made by one individual on behalf of a family, group, or corporate delegation, the lead traveler affirms that they possess full legal authority to accept these Terms and Conditions on behalf of all party members.
• Accuracy of Details: The traveler is responsible for ensuring that all names, dates, contact numbers, and travel requirements stated on the booking voucher match their official travel documentation exactly.

3. Quotations, Pricing & Inclusions

All tour package tariffs are quoted in Indian Rupees (INR) for Indian nationals, or in approved foreign currency (USD) for international travelers where mandated by destination regulations (e.g., Bhutan Tourism Council guidelines).

3.1 Standard Inclusions

Unless otherwise explicitly stated in your confirmed package itinerary, tour costs generally cover:

• Accommodation on the specified room plan (e.g., CP/Breakfast, MAP/Breakfast & Dinner, or AP/All Meals)
• Exclusive private vehicle as per itinerary for sightseeing and point-to-point transfers
• Fuel charges, highway tolls, inter-state entry taxes, and commercial parking fees
• Experienced mountain driver allowances, night charges, and driver lodging/food
• Permit processing charges and documentation assistance for restricted zones
• Certified local guide services where mandated by law (e.g., in Bhutan) or specifically booked

3.2 Standard Exclusions

Package tariffs do not include personal or unlisted expenses, including:

• Domestic or international airfares and train tickets (unless itemized separately)
• Bhutan Sustainable Development Fee (SDF) and visa charges (unless explicitly bundled in the total invoice)
• Monument, monastery, national park, and museum entry tickets
• Personal expenses such as laundry, phone calls, room service, alcoholic beverages, and mini-bar items
• Optional adventure activities (rafting, paragliding, mountain biking, pony rides, ropeway charges)
• Emergency medical expenses, hospital charges, ambulance services, or high-altitude rescue/evacuation
• Driver and guide gratuities/tips (which remain entirely at the guest's discretion)
• Any additional costs incurred due to natural hazards, landslides, flight cancellations, or roadblocks

3.3 Price Variations & Statutory Revisions

Timeless Trek reserves the right to adjust package pricing in the event of statutory tax modifications (such as GST rate changes), substantial fuel price escalations, or official revisions to government permit fees (e.g., Bhutan SDF or protected area entry fees) announced by governmental authorities prior to tour commencement.

4. Payment Terms & Schedules

To ensure firm hotel room blocks and transport allocation across high-demand Himalayan sectors, the following payment conditions apply:

• Advance Booking Deposit: 30% to 50% of the land package cost is required to confirm the reservation.
• Statutory Fees & Flights: 100% advance payment is required for non-recoverable components including Bhutan SDF, entry visa fees, and flight/rail tickets.
• Balance Payment: The remaining balance must be settled at least 15 to 30 days prior to tour departure, or upon arrival at our Jaigaon headquarters prior to border crossing for overland Bhutan journeys.
• Payment Channels: We accept payments through official bank wires (NEFT / RTGS / IMPS) and RBI-authorized hosted payment gateway links (such as Razorpay). We do not store credit/debit card numbers or net banking credentials on our website.

5. Travel Documentation, Passports & Government Permits

Travel in the Eastern Himalayas involves sensitive international borders and protected ecological reserves. It is the sole legal responsibility of the traveler to ensure their identification documents are valid and in order:

• Passport Validity: International visitors and Indian nationals entering Bhutan or Nepal by air or land must carry a valid passport with a minimum validity of 6 months beyond the intended date of departure.
• Indian Nationals (Bhutan & Sikkim): Indian citizens entering Bhutan overland through Jaigaon / Phuentsholing may use an original Voter ID card (issued by the Election Commission of India) or a valid Passport. Aadhaar cards, PAN cards, or driving licenses are not accepted as valid travel documents by Bhutanese immigration authorities.
• Permit Facilitation: Timeless Trek acts as a facilitator in submitting traveler documents for Bhutan Entry Permits, Bhutan Sustainable Development Fee (SDF) clearance, and Sikkim Protected Area Permits (PAP) / Inner Line Permits (ILP).
• Government Discretion: The approval, rejection, or delay of travel permits lies entirely within the sovereign discretion of the respective immigration departments (e.g., Department of Immigration, Royal Government of Bhutan; Sikkim Tourism Department; Indian border checkposts). Timeless Trek cannot be held responsible for permit denials, border delays, or regulatory rejections resulting from inaccurate traveler documentation or governmental security directives.

6. Cancellations, Rescheduling & Refunds

All cancellation notifications, postponement requests, or booking adjustments must be submitted in writing via email to timelesstrek.bhutan@gmail.com.

All cancellations, refund eligibility, administrative deductions, and date amendments are governed strictly by our dedicated Refund and Cancellation Policy.

Non-recoverable expenses—including remitted Bhutan SDF, issued flight tickets, and non-refundable peak season hotel reservations—remain non-refundable under all cancellation circumstances.

7. Himalayan Mountain Realities, Altitude & Health

Traveling in Bhutan, Sikkim, and high-altitude Himalayan regions involves elevations ranging from 2,000 meters to over 4,500 meters above sea level (e.g., Tiger's Nest Paro, Dochula Pass, Gurudongmar Lake, Yumthang Valley, Nathula Pass).

• Medical Fitness: Travelers are responsible for evaluating their physical fitness, consulting their physician prior to departure, and carrying adequate personal medications.
• Altitude Awareness: Acute Mountain Sickness (AMS) can affect anyone regardless of age or fitness level. Travelers must allow adequate acclimatization, stay hydrated, and report symptoms of altitude distress to their guide or tour coordinator immediately.
• Pre-Existing Conditions: Travelers must disclose pre-existing medical conditions (such as cardiovascular or respiratory ailments) so our operations team can plan appropriate itinerary pacing.
• Safety Decisions: Our licensed guides and drivers reserve the right to abort, alter, or curtail any trek, high-altitude ascent, or excursion if a guest's health is deemed at risk, without any entitlement to a refund for skipped sightseeing.

8. Mountain Transportation & Vehicle Regulations

Ground transportation across Himalayan terrain is subject to strict regional transport syndicate regulations, vehicle size limitations, and challenging mountain road conditions:

• Vehicle Allocation: Vehicles (SUV, Sedan, Tempo Traveller, or Tourist Coach) are provided on a point-to-point basis according to the confirmed itinerary. Vehicles are not on a 24-hour disposal basis unless explicitly contracted.
• Mountain Air Conditioning (AC): In steep mountain ghats and high-altitude climbs (e.g., Siliguri to Darjeeling, Jaigaon to Thimphu, Gangtok to Lachung), vehicle air conditioning is switched off to preserve engine power and ensure vehicle safety.
• Regional Syndicate Rules: In destinations such as Sikkim and Darjeeling, regional transport syndicate guidelines mandate the use of local syndicate vehicles for specific sightseeing points (e.g., Tsomgo Lake, Tiger Hill, Zero Point). Vehicle swaps may be required in compliance with local rules.
• Luggage Limitations: Due to vehicle boot capacity in mountain vehicles, travelers are advised to carry compact luggage. Excess baggage that compromises passenger seating may necessitate an additional luggage vehicle at the traveler's expense.

9. Hotel Accommodations & Hospitality Standards

Accommodation standards in Himalayan regions and Bhutan vary according to local topography, remote logistics, and regional infrastructure:

• Local Standards: Star ratings in mountain destinations (e.g., standard 3-star, heritage homestays, boutique properties) reflect local destination benchmarks rather than metropolitan luxury standards.
• Check-in & Check-out: Standard hotel check-in is typically 12:00 PM / 2:00 PM, and check-out is 11:00 AM. Early check-in or late check-out is subject to hotel availability and may incur supplemental hotel fees.
• Power & Heating: While partner hotels provide power backup and room heaters (especially during winter months), intermittent power cuts or municipal supply limitations can occasionally occur in remote mountain hamlets.
• Room Configurations: Triple-sharing rooms generally consist of a double bed plus an extra mattress, rollaway bed, or cot.

10. Force Majeure & Unforeseen Delays

Timeless Trek shall not be liable for any failure to perform, delays, itinerary modifications, or cancellations resulting from events of Force Majeure beyond our reasonable control. Such events include:

• Natural disasters, landslides, rockfalls, earthquakes, avalanches, or floods
• Heavy snowfall, adverse weather conditions, and mountain road blockages
• Flight delays, airspace closures, or airline groundings at Paro Airport (PBH) or Bagdogra Airport (IXB)
• Government-imposed border closures, sudden immigration rule changes, or curfew mandates
• Strikes (bandhs), civil unrest, political protests, or public transport lockouts

11. Guest Conduct, Local Laws & Cultural Etiquette

The Eastern Himalayas and the Kingdom of Bhutan possess deeply revered cultural traditions, religious sanctities, and strict environmental conservation laws:

• Cultural Etiquette: When visiting Dzongs, monasteries, and temples in Bhutan and Sikkim, guests must adhere to respectful dress codes (collared shirts, covered shoulders and legs; no shorts, sleeveless tops, or hats). Footwear must be removed before entering sanctums.
• Photography Restrictions: Photography is strictly prohibited inside temple sanctums and certain government premises. Travelers must comply with guidance from their guide.
• Environmental Respect: Bhutan and Himalayan ecological reserves enforce strict anti-littering and plastic restriction laws. Travelers are expected to respect nature and follow sustainable travel practices.
• Lawful Conduct: Possession or consumption of illicit drugs, narcotics, contraband, or unauthorized items is strictly forbidden. The traveler must comply with all local laws and border directives.
• Termination for Misconduct: Timeless Trek reserves the right to terminate tour services immediately, without any refund, if a traveler exhibits abusive, violent, or unlawful behavior that threatens the safety or well-being of other guests, our staff, drivers, or local communities.

12. Mandatory Travel Insurance

It is strongly advised and recommended that all travelers obtain comprehensive travel, medical, and emergency evacuation insurance prior to undertaking journeys with Timeless Trek.

The insurance policy should ideally cover trip cancellation, travel delays, emergency medical hospitalization, high-altitude medical treatment, mountain rescue and helicopter evacuation, and lost or damaged luggage. Timeless Trek is not an insurance provider and accepts no liability for uninsured traveler losses.

13. Limitation of Liability

Timeless Trek exercises professional diligence in selecting reputable third-party vendors, hoteliers, transport operators, and certified guides. However, because we do not own or directly control independent airlines, hotels, or government immigration desks:

• We are not liable for any injury, illness, physical loss, accident, damage, delay, or irregularity caused by independent third-party transport operators, hoteliers, or airlines.
• We are not responsible for the loss, theft, or damage of personal belongings, cash, electronic gadgets, passports, or luggage during the tour.
• We are not liable for independent activities, excursions, or dining undertaken by travelers outside our agreed itinerary.
• To the maximum extent permitted by applicable Indian law, the maximum aggregate liability of Timeless Trek for any proven contractual breach or service deficiency shall be limited exclusively to the net service fee received by Timeless Trek for the specific tour booking in dispute.

14. Indemnification

You agree to defend, indemnify, and hold harmless Timeless Trek, its directors, managers, and ground personnel from and against any claims, losses, damages, fines, penalties, or expenses arising from:

• Your breach of these Terms and Conditions or applicable destination laws
• Your failure to maintain valid passports, identity documents, or permits
• Any physical damage caused by you to partner hotel properties, vehicles, or equipment
• Your unlawful or disorderly conduct during the journey

15. Intellectual Property & Content Rights

All website materials, itineraries, route plans, written copy, brand graphics, photographs, and logos appearing on https://timelesstrek.in are the exclusive intellectual property of Timeless Trek or its licensors.

Reproduction, redistribution, commercial re-use, or scraping of our tour itineraries or website content without prior written permission is strictly prohibited.

16. Governing Law & Jurisdiction

These Terms and Conditions and any contractual relationship arising from our travel services shall be governed by, construed, and enforced in accordance with the substantive laws of India.

In the event of any legal claim, dispute, or difference arising out of or in connection with these Terms or any booking with Timeless Trek, the parties mutually submit to the exclusive jurisdiction of the competent courts having jurisdiction over our registered headquarters in Jaigaon, West Bengal (Alipurduar / Jalpaiguri judicial district).

17. Changes to These Terms

We reserve the right to revise or update these Terms and Conditions periodically to reflect modifications in tourism statutes, regional border protocols, tax legislation, or operational procedures.

Any updated terms will be published on this page with an updated "Effective Date". The version of these Terms applicable to your tour booking shall be that in effect on the date your booking deposit was received.

18. Contact Our Travel Operations Desk

If you have any inquiries regarding these Terms and Conditions, your tour booking agreement, or regional travel protocols, please contact us:

Related Travel Policies & Links

• Privacy Policy
• Refund and Cancellation Policy
• Contact Our Travel Desk