Terms and Conditions

Booking Conditions :

Updated on : 1st April, 2024 These Booking Conditions, together with our privacy policy and where your tour is booked via our website, together with any other written information we brought to your attention, form the basis of your contract with GreenWheel Travel, Registered Office: G-2/73, 3rd Floor, Sector-16, Rohini, New Delhi – 110085. GST Registration number – 07CHSPR8562B1ZT (“we”, “us”, “our”). In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. By making a booking, the first named person on the booking (“Lead Name”) agrees on behalf of themselves and all persons detailed on the booking that:

he/she has read these Booking Conditions and has the authority to and does agree to be bound by them;
he/she consents to our use of personal data in accordance with our Privacy Policy and is authorized on behalf of all persons named on the booking to disclose their personal details to us, including where applicable special categories of data (such as information on health conditions or disabilities and dietary requirements);
he/she is over 18 years of age and where placing an order for services with age restrictions declares that he/she and all members of the party are of the appropriate age to purchase those services;
he/she accepts financial responsibility for payment of the booking on behalf of all persons detailed on the booking; and
he/she has read and reviewed in full the Trip Notes, Tailor-made Itinerary and Invoice/s prior to securing a reservation with payment and is satisfied that the information contained therein;
1. is suitable for all members of the traveling party with regards to fitness and any medical needs.
2. includes the required services (i.e. the correct hotel and preferred hotel rating, sites to be visited and transportation etc.) for all members of the booking traveling party.

Booking conditions for fix departure tours

To secure a spot on a tour, a tour can be booked with a deposit of $400 or a full payment. Please note that booking deposit is non-refundable.
Final payment for the tour booked should be made 60 days prior to your starting date. You’ll receive confirmations on email for the deposit as well as the final payment made for the tour.
A contact form will be sent over on your email once the entire tour amount has been paid to get all your personal details and flight information.
The Discover India & GreenWheel Triangle tours need a minimum of 3 customers to run. In case the tour does not reach the minimum number, the customers will be informed well in advance before the starting date of the tour about the confirmation on running of the tour.
The Day tours can run with a minimum of 1 customer too. However, any closure/unavailability of streets, markets, monuments or areas due to festivities, political or social events is outside of our control
The booking is confirmed once you have received a confirmation from our team. If you do not receive this within 24 hours, please get in contact via email bookings@greenwheeltravel.com. You are responsible for ensuring all information is up to date. If you believe there are inaccuracies in the data entry on the form, you need to notify us in writing within 3 days of making the booking.

Acknowledgement of Risk and Behaviour

The tours operated or supplied by us have been designed to provide participants with an exposure to the true nature of the environment visited and therefore involve an element of potential risk and exposure to potential hazards over and above those associated with normal ’package’ holidays. Our holidays are adventurous by nature and require some level of active participation. You accept that the holiday may include travel to remote areas, within developing countries, where events are less predictable than is usually the case in, for example, Western Europe or North America. Many of the places visited do not have the same quality of emergency health and safety services you may be used to. This unpredictability means that the itineraries should be seen as statements of intent, rather than as contractual obligations. A variety of factors, including weather, transport difficulties and political instability, might require changes in any itinerary.

Only rarely will such changes be significant, and every reasonable effort will be made to minimise the effects of the enforced changes. You agree to accept the authority and decisions of our employees, tour leaders, and agents whilst on tour with us. Our customers are expected to conduct themselves in an orderly and acceptable manner and not to disrupt the enjoyment of others. If in our opinion or in the opinion of any hotel manager or any other person in authority, your behaviour or that of any member of your party is causing or is likely to cause damage, distress, danger or annoyance to any other customers or any third party, we reserve the right to terminate your booking with us immediately. In the event of such termination our liability to you and/or your party will cease and you and/or your party will be required to leave your accommodation or other arrangements immediately. We will have no further obligations to you and/or your party. No refunds for lost accommodation or any other arrangements will be made, and we will not pay any expenses or costs incurred as a result of termination under these circumstances. You and/or your party may also be required to pay for loss and/or damage caused by your actions, and we will hold you and each member of your party jointly and individually liable for any damage or losses caused. Full payment for any such damage or losses must be paid directly to the hotel manager or other supplier prior to departure. If you fail to make payment, you will be responsible for meeting any claims (including legal costs) subsequently made against us as a result of your actions together with all costs we incur in pursuing any claim against you. We cannot be held responsible for the actions or behaviour of other guests or individuals who have no connection with your booking arrangements or with us. All bookings are accepted on the understanding that you appreciate such risks and hazards and that you undertake all tours at your own volition.

No liability can be accepted for the results of changes or delays, irrespective of how they are caused. Local laws relating to the wearing of seatbelt may be non-existent or not enforced in some countries and therefore local people largely choose not to wear them. For this reason, local service providers may or may not have seatbelts in vehicles or they may be hidden between seats or underneath protective seat covers. Customers acknowledge that seatbelts may not be available and therefore travel at their own risk. It is expected that where seatbelts are available customers must use them and remain seated at all times while the vehicle is moving. Travel insurers may not cover specific activities within their standard insurance policies. It is your responsibility to check your insurer policy inclusions and you accept full responsibility for obtaining fully comprehensive travel insurance for all activities as outlined within our documentation or for any service you may arrange locally whilst on holiday with us.

Accuracy and Pricing

We endeavour to ensure that all the information and prices both on our website and in any advertising material that we publish are accurate, however occasionally changes and errors occur, and we reserve the right to correct prices and other details in such circumstances. You must check the current price and all other details relating to the arrangements that you wish to book before you make your booking. We reserve the right to amend the price of unsold tours at any time and correct errors in the prices of confirmed tours.

Sale or promotional prices:

Are applicable to new bookings only, made during the promotional period and discounts will not be offered to confirmed bookings retrospectively.
Cannot be used in conjunction with any other offer and/or discount.
Exclude single supplements, pre or post accommodation and tour add-ons.

GreenWheel Travel reserves the right to withdraw any offer at any time.

Booking and Paying for your Arrangements

A booking is secured with us when making full payment for your reservation, or when a non-refundable minimum deposit of USD 400 (or equivalent) is paid. Some exceptions may apply to deposits for bookings secured with our third-party operators. You will be notified when making your reservation of the exact non-refundable deposit amount and this will be reconfirmed on your invoice. Day Tours require full payment at the time of booking, unless booked alongside a multi-day tour, and are not eligible for refunds unless otherwise specified. If one of the sharing travellers can no longer travel or is a no-show on arrival, the remaining passenger will be required to either share with another solo traveller of the same sex on the tour, if available, or pay the single supplement. At the time of booking, we strongly recommend you obtain travel insurance to cover against unforeseen events. We reserve the right to return your payment and decline to issue a booking confirmation at our absolute discretion. A binding contract will come into existence between you and us as soon as we have received payment and issued to you in writing a booking confirmation that will confirm the details of your booking and will be sent to you or your travel agent.

Do not book flights until you have received a personalised confirmation email from our reservations team which will be within 24 hours of receiving your online booking. We endeavour to display accurate availability on our website, though on rare occasions online bookings are made concurrently with others and our website can not reflect this information. The balance of the cost of your arrangements (including any applicable surcharge) is due not less than 60 days prior to scheduled departure (unless otherwise specified prior to payment). If, after we have given notice of a missed balance payment, we do not receive this balance in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out below will become payable. For many of our tours sightseeing entrance fees, group tip kitty and local payments are obligatory, payable upon commencement of your tour. All prices listed are per person and details of these costs are noted in the Excluded Section of our tour itinerary/trip notes.

Special Requests

Any special requests must be advised to us at the time of booking e.g. diet, room location, room type i.e. twin/double, a particular facility at a hotel etc. i.e. swimming pool, gym, etc. You also need to confirm your requests in writing. Whilst every effort will be made by us to try and arrange your reasonable special requests, we cannot guarantee that they will be fulfilled. The fact that a special request has been noted on your confirmation itinerary or any other documentation or that it has been passed on to the supplier is not confirmation that the request will be met. Failure to meet any special request will not be a breach of contract on our part and we do not accept bookings that are conditional upon any special request being met.

Age, Fitness and Medical Conditions

We want to ensure that you and all persons in your booking party enjoy their holiday to the fullest. It is in the interests of all members of the group that everyone is capable of fully participating in the activities of the tour. We ask that you carefully consider whether you are physically and mentally able to complete the itinerary you have chosen, recognising that on many trips you will be required to carry your own bags, make use of public transport, walk at a moderate pace, and be able to look after yourself without your guide’s supervision – both in scheduled free time and during included activities and meals. We may need to discuss the itinerary and your fitness and health with you prior to travelling or require you to produce a doctor’s certificate certifying that you are fit to participate.

However, you are also responsible for assessing whether a Tour/Tailored arrangement are suitable for you. We will not and do not provide medical advice. It is your responsibility to assess the risks and requirements of each aspect of the itinerary based on your own unique circumstances, limitations, fitness level and medical requirements. If joining a group tour is not practical, we may be able to provide the holiday on a private basis (with associated costs).

Many travellers have been able to enjoy our group tours by travelling with a friend or companion who can assist with their specific needs. Please make sure that you have understood the level of fitness and ability required to complete the tour on which you are booking. It is your responsibility to let us know if you have any concerns related to this subject. If you have any medical condition or disability which may affect your trip arrangements in any way, you must provide us with full details at the time of booking.

Passport, Visa and Immigration Formalities

It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your itinerary. We are only able to provide general information about this as it will differ from traveller to traveller. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change, please ensure your information is up to date. It is your responsibility to check and fulfill the passport, visa, health and immigration requirements applicable to your itinerary.

We are only able to provide general information about this as it will differ from traveller to traveller. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable. Requirements do change, please ensure your information is up to date. You will be solely responsible for any cost, loss, or damage which you incur as a result of a failure to obtain all necessary passports, visas and/or vaccinations. We do not accept any responsibility if you cannot travel or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities (including vaccinations).

Insurance

You MUST take out adequate and suitable travel insurance in order to take part in a tour organised by us and this is a condition of your contract with us. You are wholly responsible for arranging your own insurance. We reserve the right to request a copy of your insurance policy and/or a receipt showing payment of the premium, although we will not check this policy for suitability, and it will remain your responsibility at all times to ensure that you’re adequately insured.

You should ensure that there are no exclusion clauses limiting protection for the type of activities you will be undertaking during your tour. You should also ensure that your insurance policy will cover you for any independent arrangements, excursions or other activities that you may book to take part in during your holiday and which do not form part of your booking or contract with us. You should satisfy yourself that any travel insurance arranged is what you require and should arrange supplementary insurance if needed. It will remain your responsibility at all times to ensure that you’re adequately insured both prior to and during your holiday. We recommend you take out insurance as soon as your booking is confirmed.

You are strongly advised to insure yourself against any possible risk that may occur and in particular to ensure that you have sufficient insurance in respect of dependent relatives and force majeure events. You are required to carry proof of insurance with you. A suitable insurance policy should also provide adequate cover for medical expenses arising through illness or accident prior to or during the holiday and loss of holiday monies through cancellation and curtailment of the holiday for insurable reasons.

You must be satisfied that your insurance fully covers all your personal requirements including pre-existing medical conditions. We reserve the right to cancel the booking, without any liability for refunds, of any customer who cannot satisfy us that they have purchased suitable travel insurance in accordance with this clause. Furthermore, if you choose to travel with inadequate insurance cover, we will not be liable for any losses howsoever arising, in respect of which insurance cover would otherwise have been available.

If You Change or Cancel Your Package Booking

Any changes to a confirmed Package Booking (for example, hotel, passenger names but NOT departure dates) must be requested in writing by the person signing the booking form. A change of departure date must be requested in writing and must be accompanied by an administration fee, unless the request is made within the standard cancellation period of your booking, in which case this will be treated as a cancellation of your booking and the cancellation fees will be applied as detailed below. All amendments charges are not refundable in any circumstances.

Whilst every reasonable effort will be made to accommodate changes and additional requests, we cannot guarantee that we will be able to meet your requested change. Where we are unable to assist you and you do not wish to proceed with the original booking, we will treat this as a cancellation by you. A cancellation fee may be payable in accordance with our standard cancellation policy. If you or any member of your party is prevented from travelling on their Package holiday, that person may transfer their place to someone else, subject to the following conditions:

that person is introduced by you and satisfies all the conditions applicable to the holiday;
you pay any outstanding balance payment, as you and the transferee remain jointly and severally liable for payment of all sums; and
the transferee agrees to these booking conditions and all other terms of the contract between us.

If you are unable to find a replacement, standard cancellation charges will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services. We do not provide the option to deviate from the arrangements which form part of a group tour, except where free time is listed. If you do make independent travel arrangements during a group tour, the remainder of your tour and any other services forming part of your booking with us can be forfeited.

Our liability to you and/or your party will cease at this point in time, with no recourse for refund or compensation. Certain arrangements (such as flight and/or train tickets) may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.

Cancellations:

A notice of cancellation will only take effect from the date on which we receive this request in writing. Since we incur costs in cancelling your arrangements, cancellation charges will be applied as shown below calculated from the day when written notice is received by us. However, in addition to the charges shown below, flight and/or train tickets may be non-refundable.

Period before departure	Cancellation fee per person
60 days or more	Deposit only
31 – 59 days	50% of total holiday cost or deposit – whichever is greater.
30 days or less	100% of total holiday cost

Day Tours require full payment at the time of booking, unless booked alongside a multi-day tour, and are not eligible for refunds unless otherwise specified. Where possible, we will deduct the cancellation charge(s) from any monies you have already paid to us.

Should one or more members of a party cancel, it may increase the per person holiday price of those still traveling and you will be liable to pay this increase.

Delays, Missed Arrangements and Curtailment

If you or any member of your party misses your flight or other transport arrangement, it is cancelled or you are subject to a delay of over 3 hours for any reason, you must contact us, the airline, and your insurer or other concerned transport supplier immediately. If you cut short your holiday and return home early in circumstances where you have no reasonable cause for complaint about the standard of the travel services provided, we will not offer you any refund for that part of your tour not completed or be liable for any associated costs you may incur. Depending on the circumstances, your travel insurance may offer cover for curtailment. It is your responsibility to contact your insurer at this time for their instruction and to obtain any receipts locally that are required for your claim.

If We Change or Cancel your Package Booking

We aim to operate all tours as advertised but as we plan the tours many months in advance, we may need to make changes or cancel your booking and we reserve the right to do so at any time. We will not cancel your travel arrangements less than 60 days before your departure date, except for reasons of force majeure, low numbers or failure by you to pay the final balance by the applicable due date. We may cancel your tour after this date if, e.g., the minimum number of clients required for a particular travel arrangement is not reached. If we have to make a significant change or cancel, we will tell you as soon as possible and at least one of the following options will be made available to you:

accepting the changed arrangements; or
having a refund of all monies paid (less any unrecoverable costs if the cancellation is due to external events outside our reasonable control); or
accepting an offer of alternative travel arrangements of a comparable or higher standard from us, if available (at no extra cost); or
accepting an offer of alternative arrangements of a lower standard, with a refund of the price difference between the original arrangements and the alternative arrangements.

*IMPORTANT NOTE: We will not pay you compensation in the following circumstances:

where we make an insignificant change;
where we make a significant change or cancel your arrangements more than 42 days before departure;
where you accept an offer of alternative travel arrangements;
where we have to cancel your arrangements as a result of your failure to make full payment on time;
where we are forced to cancel or change your arrangements due to Force Majeure.

In the event of unforeseen circumstances or extensions to your stay, direct assistance can be offered by us until the date of completion of your original travel arrangements made with us.

Any additional expenses incurred during this time, or relief required after this time would need to be addressed with your personal travel insurance provider. For the purposes of this clause, “unavoidable and extraordinary circumstances” mean warfare, acts of terrorism, significant risks to human health (such as the outbreak of serious disease at the travel destination) or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely back to your departure point

Force Majeure

For the purposes of these Booking Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) control. Check with your travel insurance provider as you may be able to reclaim these costs.

Assistance and Complaints

We make every effort to ensure that your tour arrangements run smoothly but if you do have any problems during your holiday, please inform your tour guide/leader/hotel manager immediately. If, whilst you are on holiday, you find yourself in difficulty for any reason, we will offer you such prompt assistance as is appropriate in the circumstances. In particular, we will provide you with appropriate information on health services, local authorities and consular assistance, and assistance with distance communications and finding alternative travel arrangements. Where you require assistance which is not owing to any failure by us, our employees or sub-contractors we will not be liable for the costs of any alternative travel arrangements or other such assistance you require.