Welcome to Experiana Trails Private Limited ("Experiana Trails", "we", "us", "our"). We curate transformative theme-based travel experiences including group tours, private heritage and wellness trips, exclusive property stays, and relaxing vacations.
These Terms & Conditions ("T&Cs") govern all bookings, website use, services, and interactions with Experiana Trails. By booking or using our services, you ("you", "traveler", "client") agree to be bound by these T&Cs, our Cancellation & Refund Policy, and Privacy Policy in their entirety. If you do not agree to these terms, please do not proceed with a booking.
1. Introduction & Company Information
Experiana Trails specializes in curating experience-based travel to diverse destinations across India and beyond. Our core offerings include:
• Group travel with immersive activities and fixed itineraries
• Theme-based private trips focusing on heritage, traditions, and wellness
• Exclusive property stays and curated vacation experiences
• Cultural and adventure activities tailored to your interests
As an intermediary, we arrange transfers, accommodations, authentic cuisine experiences, cultural and adventure activities, and on-trip support in coordination with our vetted network of third-party vendors and partners.
2. Scope of Services
Our services include, but are not limited to:
• Fixed itinerary private and group tours
• Airport and hotel transfers as per itinerary
• Local cuisine and authentic dining experiences
• Cultural, heritage, and adventure activities
• Accommodation arrangements at partner properties
• On-trip support and customer service
Note: Travel insurance, visa assistance, and personal equipment are not included in our services. We recommend obtaining comprehensive travel insurance independently.
3. Booking Procedure & Confirmation
Booking Steps:
• Select your desired package and provide accurate traveler information
• Complete payment via Razorpay (cards, UPI, wallets, or other accepted methods)
• Receive written confirmation including reference number, itinerary, and payment receipt via email/SMS and your account dashboard
• Sign and return required contract forms with final confirmation
Confirmation Timeline: Reservations are confirmed upon receipt of full payment and our written acknowledgment.
Auto-Refund Clause: If your booking remains unconfirmed within 3 hours of payment, an automatic 100% refund will be initiated. We reserve the right to refuse or cancel any booking at our discretion without liability.
4. Payment Terms
• Full payment is required at the time of booking. No booking is confirmed until payment is received in full.
• Accepted payment methods: Cards (Visa, Mastercard, American Express), UPI, digital wallets, and other methods available on Razorpay.
• All prices are quoted in Indian Rupees (INR) and are subject to Goods and Services Tax (GST) as applicable by law.
• Prices vary based on availability, travel dates, and seasonal demand.
• Surcharge applies if fuel costs or applicable taxes increase by more than 2% between quote and final invoice.
• Incomplete or failed payments will automatically cancel your booking. You will be notified via email/SMS.
5. Pricing: Inclusions & Exclusions
What's Included:
• Accommodation at partner properties as specified in the itinerary
• Transfers (airport, hotel, inter-city) as per schedule
• Specified meals (breakfast, lunch, dinner) as outlined
• Sightseeing and entrance fees to listed attractions
• Listed activities (cultural, adventure, wellness, heritage)
• Basic on-trip support and guidance
What's Excluded:
• Personal expenses (shopping, phone calls, laundry, room service)
• Optional or add-on activities not in the itinerary
• Travel insurance (strongly recommended)
• Visa processing and travel permits
• Vaccinations and health-related costs
• Tips and gratuities (at your discretion)
• Flights (unless explicitly stated in package)
Final Itinerary: A detailed final itinerary will be emailed to you at least 10 days prior to your departure, specifying all inclusions and any updates.
6. Cancellations & Refunds
All cancellation requests are governed by our Cancellation & Refund Policy as follows:
| Days Before Departure | Refund Percentage |
|---|---|
| More than 21 days | 50% of total amount paid |
| 10-21 days | 30% of total amount paid |
| Less than 10 days | No refund |
Table 1: Cancellation Refund Schedule
Cancellation Process:
Cancellations can be initiated via any of the following methods:
• Website dashboard (self-service cancellation)
• WhatsApp bot
• Email: [email protected]
Refund Processing: Refunds are processed within 7-10 business days of approved cancellation requests. A written cancellation confirmation will be sent via email or SMS within 24 hours of cancellation.
Conditions: Written cancellation requests are required. Refunds are calculated based on the cancellation date and applicable policy tier. Non-refundable components (if any) will be deducted.
7. Your Responsibility: Travel Documents
You are solely responsible for:
• Obtaining and maintaining a valid passport (minimum 6 months validity)
• Obtaining required visas for international travel
• Carrying valid identity documents (Aadhaar, PAN, driver's license)
• Securing necessary permits and travel authorization
• Obtaining required vaccinations and meeting health requirements
• Complying with COVID-19 or other health protocols in destination countries
Medical Disclosure: You must disclose any pre-existing medical conditions, allergies, or mobility concerns at the time of booking to ensure appropriate accommodations and support.
Liability: Experiana Trails is not liable for any issues, delays, or denials related to visa processing, document verification, health requirements, or entry permits. We recommend verifying all requirements with relevant government authorities before booking.
8. Itinerary Changes & Modifications
Changes Initiated by Experiana Trails:
• Minor adjustments (e.g., activity timing, order of sightseeing) due to weather, road conditions, or operational factors will be communicated immediately with suitable alternatives provided.
• Major itinerary changes (e.g., venue changes, activity cancellations) will receive notice of at least 30 days prior. We will offer:
- A comparable alternative package, or
- A pro-rated refund for the affected portion
• If you decline the alternative and prefer a refund, the full amount will be refunded minus any non-refundable costs already incurred.
Changes Requested by You:
• Modification requests must be submitted at least 7 days prior to departure via your account dashboard or email. Changes are subject to:
- Availability of alternative arrangements
- Additional charges if applicable
- Acceptance by Experiana Trails
• All modification requests will be responded to within 48 hours.
9. Accommodation Guidelines
• Standard check-in time is 2:00 PM and check-out time is 11:00 AM at partner properties.
• Early check-in and late check-out are subject to availability and applicable charges.
• Rooms are assigned based on availability. Special requests (high floors, twin beds, etc.) are not guaranteed but will be accommodated on a best-effort basis.
• If a booked accommodation is unavailable, we will provide a comparable alternative of equal or better standard at no additional cost.
• Property damage or rule violations may result in charges, which will be your responsibility.
10. Transfers & Sightseeing
Transfers:
• All transfers operate according to the scheduled itinerary with designated pickup times and locations.
• Delays on your part may result in missed transfers. Experiana Trails is not liable for additional costs or rearrangements due to traveler delays.
• Self-arranged transfers or transportation outside the scheduled itinerary are your responsibility. We assume no liability for any issues, delays, or safety concerns.
Sightseeing:
• Sightseeing activities proceed as per the itinerary and local operational hours.
• Weather changes or natural conditions may necessitate itinerary modifications, which will be communicated immediately.
• Alternative activities of similar experience and value will be provided if attractions become inaccessible.
11. Health, Safety & Adventure Activities
Your Responsibilities:
• Follow all instructions and guidelines provided by our trip guides and local coordinators.
• Disclose any health conditions, allergies, mobility issues, or concerns at booking and before activities.
• Comply with all safety protocols and legal requirements at destinations.
• Adventure activities (trekking, water sports, etc.) may require signed liability waivers prior to participation.
Our Responsibilities:
• Provide trained guides and coordinators
• Ensure activities comply with local safety standards
• Communicate any risks or prerequisites for activities
• Maintain insurance and compliance as per regulations
Consequences of Non-Compliance: Failure to follow safety guidelines may result in immediate removal from the activity and/or the trip without refund. Damages caused by negligence or violation of terms are your financial responsibility.
Baggage Limits: Standard baggage allowance is 1 check-in suitcase (up to 20 kg) + 1 cabin bag (up to 5 kg) per person. Excess baggage may incur additional charges.
12. Code of Conduct
All travelers must adhere to the following code of conduct:
• Respect local laws, customs, traditions, and cultural practices at all destinations.
• Treat local residents, staff, and co-travelers with courtesy and respect.
• Do not engage in illegal activities, substance abuse, or behavior that endangers others.
• Do not damage property, create disturbances, or cause harm.
• Comply with all instructions from Experiana Trails staff and local guides.
• Maintain appropriate behavior at all times during the trip.
Violations: Breach of this code may result in:
• Immediate termination of your trip without refund
• Liability for any damages caused
• Legal action where applicable
• Reporting to relevant authorities if laws are violated
13. Travel Insurance
Travel insurance is strongly recommended to protect against:
• Trip cancellations and medical emergencies
• Luggage loss or delay
• Flight cancellations or delays
• Medical evacuations
• Other unforeseen travel disruptions
Travel insurance is not included in our packages and must be obtained independently. We recommend purchasing comprehensive travel insurance before your trip commences.
14. Limitation of Liability & Force Majeure
Experiana Trails is not liable for:
• Actions or omissions of third-party vendors (hotels, transport operators, activity providers, restaurants)
• Force majeure events including natural disasters, pandemics, government restrictions, civil unrest, strikes, wars, or unforeseen circumstances beyond our reasonable control
• Injury, illness, loss, or damage to person or property
• Travel delays, cancellations, or schedule changes
• Medical emergencies or health-related incidents
• Loss or damage to personal belongings or luggage
• Any indirect, consequential, or incidental damages
Maximum Liability: Our maximum liability shall not exceed the total amount you paid for the package, regardless of the nature of the claim.
Force Majeure: In the event of force majeure, we will make reasonable efforts to reschedule your trip or process a refund of non-refundable costs. Our liability in such cases is limited to refunding proportional non-refundable amounts.
15. Photos, Media & Complaints
Photography & Media Use:
• Photos and videos captured during your trip may be used by Experiana Trails for marketing, promotional, and social media purposes.
• To opt out of photo/video usage, send an email to [email protected] at booking or before departure.
• You may capture and share your own photos and videos for personal use.
Complaint Resolution:
• On-trip complaints should be reported immediately to the trip guide or on-ground coordinator for resolution.
• Post-trip complaints must be submitted in writing within 7 days of trip completion to [email protected].
• Include trip reference number, date, nature of complaint, and supporting evidence.
• We will respond to complaints within 10 business days and work toward resolution.
16. Privacy & Data Protection
Your personal data is handled in accordance with our Privacy Policy and compliant with:
• Information Technology Act, 2000
• Digital Personal Data Protection Act, 2023
• Consumer Protection Act, 2019
For details on data collection, usage, and protection, please refer to our Privacy Policy available on our website.
17. Governing Law & Jurisdiction
These Terms & Conditions are governed by and construed in accordance with the laws of India.
Exclusive Jurisdiction: Any disputes arising from these T&Cs, your booking, or services provided shall be subject to the exclusive jurisdiction of the courts located in Jaipur, Rajasthan, India.
Regulatory Compliance: Experiana Trails complies with guidelines and regulations from:
• Ministry of Tourism, Government of India
• International Air Transport Association (IATA) standards (where applicable)
• All applicable consumer protection and travel industry regulations
18. Amendments & Acceptance
Updates to T&Cs: We reserve the right to update these Terms & Conditions at any time. Changes will be posted on our website with the effective date updated.
Acceptance: Your continued use of our website and services after updates constitutes your acceptance of the revised terms. By completing a booking, you confirm that you have read, understood, and agree to all terms contained herein.
19. Contact Information
For bookings, queries, and support:
• Email (Operations): [email protected]
• Email (Complaints/Support): [email protected]
• Phone/WhatsApp: +91-7023066079
• Office Address: 502, Aadharshila Casato, Gandhi Path West, Lalarpura, Vaishali Nagar, Jaipur – 302012, India
20. Entire Agreement
These Terms & Conditions, along with our Cancellation & Refund Policy and Privacy Policy, constitute the entire agreement between you and Experiana Trails regarding your booking and use of our services. No prior discussions, representations, or agreements supersede these terms.
By booking with Experiana Trails, you acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions.
Thank you for choosing Experiana Trails. We look forward to creating unforgettable travel experiences for you!
