Cancellation Policy

Last Updated: October 6, 2025

Effective Date: October 6, 2025

1. Overview

This Cancellation Policy outlines the terms and conditions for cancelling trek bookings with Trek Hub India. We understand that plans can change, and we strive to be fair while also protecting our business operations and commitments to guides, porters, and local communities.

All cancellations must be made in writing via email to bookings@nomadictravels.shop and will be processed based on the date we receive your cancellation request.

2. Customer Cancellation Policy

Cancellation Fee Structure

Cancellation fees are calculated based on the number of days before the trek start date:

45+ Days Before Trek

0% Fee

100% Refund

30-44 Days Before Trek

10% Fee

90% Refund

15-29 Days Before Trek

50% Fee

50% Refund

7-14 Days Before Trek

75% Fee

25% Refund

Less than 7 Days Before Trek

No Refund

100% cancellation fee applies

2.1 Calculation Examples

Example Scenarios:

  • Trek Cost: ₹25,000
  • • Cancelled 45+ days before: Refund ₹25,000 (0% fee = ₹0)
  • • Cancelled 30-44 days before: Refund ₹25,000 (10% fee = ₹2,500)
  • • Cancelled 15-29 days before: Refund ₹25,000 (50% fee = ₹12,500)
  • • Cancelled 7-14 days before: Refund ₹25,000 (75% fee = ₹18,750)
  • • Cancelled 5 days before: No refund (100% fee = ₹25,000)

3. Company Cancellation Policy

3.1 Reasons for Company Cancellation

Trek Hub India reserves the right to cancel treks under the following circumstances:

  • Insufficient Bookings: Minimum group size not met (usually 4-6 participants)
  • Weather Conditions: Severe weather making the trek unsafe or impossible
  • Natural Disasters: Earthquakes, landslides, floods, or other natural calamities
  • Government Restrictions: Permit denials, area closures, or travel restrictions
  • Safety Concerns: Security threats, political unrest, or other safety issues
  • Force Majeure: Circumstances beyond our reasonable control

3.2 Company Cancellation Terms

Full Refund Guarantee

  • 100% refund of all payments made if we cancel the trek
  • Refund processed within 7-10 business days
  • Alternative trek dates offered when possible
  • Credit towards future treks valid for 12 months

3.3 What We Don't Cover

  • Flight cancellation or change fees
  • Visa fees or permit costs
  • Hotel bookings made independently
  • Travel insurance premiums
  • Personal expenses or equipment purchases
  • Loss of income or consequential damages

4. Special Circumstances

4.1 Medical Emergencies

Medical Cancellation Policy

  • Medical certificate from registered doctor required
  • Reduced cancellation fees may apply (case-by-case basis)
  • Travel insurance claims should be pursued first
  • Documentation must be submitted within 48 hours

4.2 Family Emergencies

  • Death in immediate family: Reduced cancellation fees
  • Serious illness of immediate family member: Case-by-case review
  • Proper documentation required (death certificate, medical reports)
  • Must be reported within 24 hours of the incident

4.3 Visa Rejection

  • Valid for international treks requiring visas
  • Official visa rejection letter required
  • Must have applied for visa at least 45 days before trek
  • Reduced cancellation fee of 15% applies

5. Refund Process

5.1 How to Request Cancellation

Step-by-Step Process:

  1. Send cancellation request to bookings@trekhubindia.com
  2. Include booking reference number and reason for cancellation
  3. Provide supporting documents if claiming special circumstances
  4. Receive cancellation confirmation within 24 hours
  5. Refund processed within 7-10 business days

5.2 Refund Methods

  • Original Payment Method: Refunds credited to original payment source
  • Bank Transfer: Direct transfer to provided bank account
  • Credit Note: Future trek credit valid for 12 months
  • Processing Time: 7-10 business days for most payment methods

5.3 Refund Timeline

Credit/Debit Cards

5-7 Days

Bank Transfer

3-5 Days

UPI/Digital Wallets

1-3 Days

6. Group Bookings

6.1 Group Cancellation Rules

  • Partial Cancellations: Individual members can cancel with standard fees
  • Group Size Reduction: If group falls below minimum, trek may be cancelled
  • Group Leader Responsibility: Group leader manages all cancellations
  • Bulk Discounts: May be adjusted based on final group size

6.2 Corporate Bookings

  • Special cancellation terms may apply for corporate groups
  • Negotiated terms documented in separate agreement
  • Minimum 15 days notice required for any changes
  • Replacement participants allowed up to 7 days before trek

7. Travel Insurance

Strongly Recommended

We strongly recommend purchasing comprehensive travel insurance that covers trip cancellation, medical emergencies, and adventure activities.

Insurance Should Cover:

  • Trip cancellation and interruption
  • Medical expenses and emergency evacuation
  • Adventure sports and high-altitude activities
  • Personal accident and baggage loss

8. Important Notes

No-Show Policy

Participants who fail to show up on the trek start date without prior cancellation will not receive any refund.

Date Changes

Date changes are subject to availability and may incur additional charges. Must be requested at least 30 days before original trek date.

Credit Notes

Credit notes are valid for 12 months and can be used for any trek. They are transferable to family members.

9. Contact Information

For all cancellation requests and queries:

Email: bookings@trekhubindia.com

Phone: +91 98765 43210

WhatsApp: +91 98765 43210

Office Hours: 9:00 AM - 6:00 PM IST

Response Time: Within 24 hours

Emergency: +91 98765 43210 (24/7)

This cancellation policy is designed to be fair to both our customers and our business operations. We appreciate your understanding and look forward to providing you with an amazing trekking experience.