Terms and Conditions

Welcome to Travels Mates Kolkata! These Terms and Conditions govern your use of our services and website. By booking a trip with us or using our website, you agree to these terms.

Travels Mates Kolkata is a Government registered travel agency dedicated to creating memorable, comfortable, and hassle-free travel experiences. We want to make sure you understand how we work together to make your journey smooth and enjoyable.

1. Booking and Payment

1.1 How Bookings Work

• All bookings are subject to availability at the time of confirmation
• Your booking is confirmed only after we receive your advance payment and send written confirmation
• Prices mentioned on our website or quotes are indicative and may change based on season, availability, and demand
• Final pricing will be communicated before booking confirmation

1.2 Payment Terms

• An advance payment (usually 25-50% of total cost) is required to confirm your booking
• The remaining balance must be paid before your departure date (as per agreed timeline)
• We accept payments via bank transfer, UPI, or online payment gateways
• Payment receipts will be shared via email or WhatsApp

1.3 What's Included in Your Package

Unless specified otherwise, our packages typically include:

• Accommodation as mentioned in the itinerary
• Transportation (cabs, shared vehicles as per package)
• Permit assistance where required
• Basic sightseeing as per itinerary

1.4 What's Usually NOT Included

• Airfare or train tickets to/from pickup points (unless mentioned)
• Meals (breakfast, lunch, dinner) unless specifically mentioned
• Entry fees to monuments, parks, museums
• Personal expenses (shopping, tips, laundry, etc.)
• Travel insurance
• Any services not mentioned in the inclusions

2. Travel Documents and Permits

2.1 Your Responsibility

• You must carry valid government-issued photo ID (Aadhaar, Passport, Voter ID, etc.)
• For certain destinations (like Nathula Pass), permits are mandatory—provide documents well in advance
• For international travel, ensure your passport is valid for at least 6 months
• Visas and related documentation are your responsibility unless we've agreed to assist

2.2 Permit Processing

• We assist with permit applications but do not guarantee approval
• Permit rejection by authorities is beyond our control—we are not liable for refunds in such cases
• Permit fees are non-refundable once submitted to government offices
• Share accurate information—errors in documents can lead to permit delays or rejection

3. Your Responsibilities as a Traveler

3.1 Health and Fitness

• Ensure you're physically fit for the trip, especially for high-altitude destinations
• Inform us in advance about any medical conditions, allergies, or special needs
• Carry necessary medications and consult your doctor before traveling to mountainous regions
• We are not liable for altitude sickness or health issues during the trip

3.2 Conduct and Behavior

• Respect local customs, traditions, and communities
• Follow environmental guidelines—Sikkim is a plastic-free state, avoid littering
• Be punctual for pickups and scheduled activities
• We reserve the right to refuse service or terminate the trip if your behavior is disruptive, illegal, or harmful to others

3.3 Personal Belongings

• You are responsible for your luggage and valuables
• We are not liable for loss, theft, or damage to personal belongings
• Keep important documents, cash, and valuables secure at all times

4. What We Promise

4.1 Service Delivery

• We'll do our best to deliver services as mentioned in your confirmed itinerary
• If changes are needed due to unforeseen circumstances, we'll inform you and provide suitable alternatives
• We work with trusted hotels, transport providers, and local partners

4.2 Limitations

While we strive for excellence, we are not responsible for:

• Flight or train delays/cancellations
• Road blockages due to landslides, weather, or protests
• Hotel service quality issues (though we'll try to resolve them)
• Changes in government rules, permit policies, or entry restrictions
• Natural disasters, pandemics, political unrest

5. Itinerary Changes and Modifications

5.1 Changes by You

• If you want to modify your itinerary after booking, contact us as early as possible
• Changes are subject to availability and may involve additional costs
• Last-minute changes may not always be possible

5.2 Changes by Us

• We reserve the right to modify the itinerary due to weather, road conditions, or safety concerns
• If a destination becomes inaccessible, we'll offer an alternative or refund the unused portion
• Hotel or vehicle changes may occur due to unavailability—we'll provide similar or better alternatives

6. Cancellation and Refunds

Cancellations and refunds are governed by our Refund & Cancellation Policy. Please review it carefully before booking.

Key points:

• Cancellation charges apply based on timing
• Permit fees, flight tickets, and certain bookings are non-refundable
• Written cancellation requests are mandatory

7. Force Majeure (Events Beyond Our Control)

We are not liable for any failure to perform our obligations due to circumstances beyond our reasonable control, including but not limited to:

• Natural disasters (earthquakes, floods, landslides)
• Extreme weather conditions
• Government restrictions or lockdowns
• Strikes, protests, or civil unrest
• Pandemics or health emergencies
• Technical failures (vehicles, infrastructure)

In such cases, we'll assist you in finding alternatives, but we cannot be held responsible for refunds if expenses have already been incurred.

8. Limitation of Liability

• We act as intermediaries between you and service providers (hotels, transport, etc.)
• We are not liable for any injury, loss, damage, accident, or irregularity caused by third-party services
• Our maximum liability is limited to the amount you paid for the package
• We strongly recommend purchasing travel insurance to cover medical emergencies, trip cancellations, and personal losses

9. Travel Insurance

Travel insurance is highly recommended and sometimes mandatory for certain trips. It should cover:

• Medical emergencies and evacuation
• Trip cancellations or interruptions
• Lost or delayed baggage
• Personal accident coverage

While we can recommend insurance providers, purchasing and managing the policy is your responsibility.

10. Traveling with Minors

• Travelers under 18 must be accompanied by a parent or legal guardian
• The accompanying adult is responsible for the minor's safety and conduct
• Parental consent may be required for certain activities or destinations

11. Photography and Marketing

During trips, we may take photos or videos for promotional purposes. By traveling with us, you consent to the use of such content on our website, social media, or marketing materials.

If you prefer not to be photographed, please inform us in advance, and we'll respect your privacy.

12. Complaints and Grievances

If you face any issues during your trip or are unhappy with our services:

• Inform our team immediately so we can resolve it on the spot
• If unresolved, contact us within 7 days of trip completion with details
• We'll investigate and respond within 10 working days
• Complaints raised after 30 days of trip completion may not be entertained

13. Governing Law and Jurisdiction

These terms are governed by the laws of India. Any disputes arising from these terms or your booking will be subject to the exclusive jurisdiction of the courts in Kolkata, West Bengal.

14. Changes to These Terms

We may update these Terms and Conditions from time to time. The latest version will always be available on our website with the "Last Updated" date. Continued use of our services after changes indicates your acceptance of the updated terms.

15. Contact Us

If you have questions about these Terms and Conditions or need clarification, feel free to reach out: