Terms and Conditions

Registration for the tour

Registering for a tour online or offline by paying a registration amount indicates that the guest has read and accepted all terms and conditions on the Ancient Trails website, booking form and brochure. A guest completing booking formalities for family members is deemed authorized to do so after they have read these terms.

Office bookings require a completed and signed booking form, acceptance of these Terms and Conditions and payment by cash, cheque, demand draft, card, NEFT, RTGS, IMPS or UPI. Cheque and NEFT bookings are confirmed after realization of funds. After successful confirmation, a contract is formed between Ancient Trails and the guest.

Documents for booking a tour

Guests must provide valid photo identification for domestic tours and a passport with at least six months validity from arrival in another country. PAN submission is mandatory for international tours. Other required documents may include:

• Address proof such as an Aadhaar Card, Voter's ID or Driving Licence.
• PAN card for international tours.
• A physically signed booking form for offline bookings.
• A physically signed Terms and Conditions form for offline bookings.

Online booking

A guest may book a tour through ancient-trails.com. Required documents must be sent by email or delivered to our office. Online acceptance of the Privacy Policy and these Terms and Conditions forms a valid and legally binding contract.

Our booking engine may malfunction because of software or network errors. Payment details may be handled by a third- party bank or payment gateway, and Ancient Trails is not responsible for their storage or practices. Online bookings are subject to availability and the discretion of Ancient Trails. Incorrect contact details may result in cancellation at the guest's risk and cost.

Physical fitness

Booking a tour confirms that the guest is physically fit to travel to the destination. Guests must inform Ancient Trails in writing of any medical condition that may affect their ability to enjoy the tour. Health issues, hospitalization, stay-back costs and medication are the guest's responsibility. Service providers may refuse travel on medical grounds.

Guests are encouraged to obtain suitable travel insurance and should read the insurance terms carefully. Ancient Trails may request medical tests or written fitness certification before departure or during a tour where reasonably necessary.

Amendment in booking

Amendment requests must be made in writing or by email and are subject to availability. An amended booking is not a new booking. Amendment charges of INR 1,000 plus GST apply for every amendment.

Cancellation of booking

Cancellation requests must be submitted in writing together with the original receipts or invoices. The following charges apply per person:

1. Non-refundable airfare and applicable airline charges will be borne by the customer. Refunds, where applicable, will be paid by cheque within seven working days after receipt of the cancellation request.
2. Cancellation charges exclude GST. GST charged on tours is non-refundable.
3. Insurance claims must be made directly with the insurance company according to its policy.
4. Visa rejection, or failure to receive visa information from the consulate, may be treated as a deemed cancellation and the applicable charges will apply.
5. Non-payment of the remaining tour cost will be treated as cancellation from the date communicated by Ancient Trails. The guest must make payments by the stated deadline.
6. No-show on the first day of a tour is deemed cancellation and no refund is applicable.
7. Discontinuing or terminating an ongoing tour is deemed cancellation and no refund is applicable.

Tour cancellation by Ancient Trails

Ancient Trails may cancel or reschedule a tour. Notice will be given to the guest, and amounts paid will be refunded by account-payee cheque within seven working days. Ancient Trails is not liable for interest. A guest may instead choose to use the amount for a future tour by contacting our office.

Hotels

1. Ancient Trails selects the most convenient and comfortable hotels available. At heritage destinations, comparable hotels may have limited availability, and no liability is accepted for variation in standard or location.
2. Damage to hotel rooms, coaches or places of visit is payable by the guest. Pre-existing damage should be reported immediately. Ancient Trails is not responsible for disruptions to telephone, internet or other amenities, or for hotel staff behavior outside its control.
3. Mini bars, alcohol, laundry, paid television, telephone calls and other chargeable facilities are not included in the tour cost.
4. Wi-Fi may be unavailable at remote locations or may carry an additional charge payable by the guest.

Occupancy and room allocation

Adjoining, interconnecting, non-smoking, same-floor and ground-floor rooms cannot be guaranteed. Guests must follow hotel check-in and check-out times and pay any charges for early check-in or late check-out. Children booked without a bed will not receive a hotel bed, and extra services for children are payable directly to the hotel.

Meals

Meals generally follow a preset menu and are mostly vegetarian. Ancient Trails may change meal arrangements when necessary. Missed meals or breakfast due to lateness, delays or other reasons are not refundable.

Special meal requirements and allergies must be communicated at booking and are handled on a request basis only. Jain food, infant food and other special arrangements cannot be guaranteed. Restaurant seating, sanitation and service are controlled by independent restaurants.

Local transport

1. Transport may be a 2 x 2 air-conditioned coach or an air-conditioned tempo traveller depending on group size.
2. Seating is normally allocated according to booking date, although guests are encouraged to offer front seats to elders. The Tour Manager will resolve seating issues.
3. The first two bus seats are reserved for the Tour Manager and Expert.
4. Ancient Trails is not responsible for defects in buses or driver behavior. Guests must not give independent instructions to drivers.
5. Smoking and alcohol are prohibited on coaches. Guests must keep valuables with them and are responsible for damage caused to the vehicle.

Airlines

1. Flights included in an itinerary are subject to the applicable airline agreement.
2. Tickets are generally booked in a group and sent to guests by email.
3. Names must match passports or identity documents. Ancient Trails is not liable for name-change fees or denial of boarding due to mismatch.
4. Airline prices, routes and schedules are controlled by the airline. Any increase or change is the guest's responsibility.
5. Last-minute airfare differences, class upgrades, special seats and additional airline services are payable by the guest.
6. Guests who skip included air travel must join at the specified place and time. The tour will not be held for a delayed or absent guest.
7. Airfare refunds and cancellations are governed by the airline policy.
8. Ancient Trails may offer alternative schedules when airlines change their schedules and is not responsible for airline delays, cancellations, routing changes, overbooking, baggage loss or service quality.

Additional charges and baggage

Airline, fuel, visa, VFS, airport development and government tax increases are outside Ancient Trails' control and must be paid by the guest. Airline ticket changes and cancellations are governed by the relevant airline terms.

Baggage allowances, dimensions and fees vary by airline and class. Guests must check the current airline policy and pay excess baggage charges. Porterage is not included in the tour cost.

Complimentary items and expert availability

Complimentary items, services and activities are at the sole discretion of management and may be amended or discontinued without notice. If an outside Expert is unavailable, Ancient Trails may arrange an in-house Expert.

Money to carry on a tour

Guests should carry sufficient money for personal expenses and medical emergencies. For international tours, a maximum of USD 3,000 may be carried in cash at a time; the balance may be carried on a Forex Card. Currency rates and international tour costs may change with exchange-rate fluctuations.

Participation and special assistance

Guests under eighteen must be accompanied by an adult. Guests must disclose physical, medical or other special needs at booking and must be medically and physically able to travel. Ancient Trails may exclude a guest whose participation risks the health or safety of others.

Ancient Trails does not employ medical personnel. Medical care and related costs are the guest's responsibility. Tours may include rough terrain, extensive walking, uneven pavement, stairs and demanding outdoor activities. Guests should assess their ability and insurance before participating.

Tour Managers and communication

Tour Managers assist guests but are not responsible for baggage, loss, damage, injury or personal belongings. Guests must follow tour instructions and remain responsible for their own conduct. A temporary WhatsApp group may be created on the second day for tour information; guests may opt out by informing the Tour Manager.

Guest behavior and punctuality

Guests must behave respectfully and avoid abusive, aggressive, disruptive or illegal conduct. Ancient Trails may refuse or terminate arrangements for behavior that endangers, upsets or causes distress to others. Full cancellation charges may apply without refund. Guests are responsible for valuables, damaged property and any resulting claims or costs.

Risk and safety

Tours may involve risks associated with transportation, undeveloped areas, nature, political unrest, lawlessness, sanitation, food, insects, animals, illness and limited emergency facilities. By booking, guests voluntarily accept these risks and agree not to make claims against Ancient Trails for bodily injury, emotional trauma, death, property loss or related expenses to the extent permitted by law. This agreement binds guests, family members, heirs and legal representatives.

Liability of Ancient Trails

Ancient Trails' liability is limited to making reservations in accordance with the guest's requirements. The Company is not liable for loss or damage caused by independent contractors. A courtesy extended to minimize loss is not an admission of liability or waiver.

If a booking is confirmed at an erroneous price, Ancient Trails may correct the error by notifying the guest. Unless the erroneous price is honored, the guest may cancel within seven days of notification without penalty.

Guest responsibility

Guests must provide accurate, current and complete booking information. Travel documents are non-transferable and must match the passport or identity holder. Guests must maintain copies of passports, visas, tickets, insurance and other statutory documents and collect them in time for departure.

Extra information

• For part tours, the Tour Manager may not accompany guests at arrival or departure.
• NRIs and foreign guests must follow Indian and local government rules and carry required documents, including an OCI Card where applicable.
• External guests may not be invited to or use tour services.
• Paid toilets may be present at some destinations.
• Coaches and many hotels, restaurants, trains and cruises are smoke-free, and alcohol is prohibited on coaches.
• Claims about independent contractors must be reported in writing immediately and no later than seven days.
• Communications sent to the contact details provided in the booking form are deemed received.
• Guests agree that photographs and video clips taken on tour or supplied by them may be used for Ancient Trails' business promotion without further payment.
• Maps on tour pages are indicative and for reference only.
• Guests agree to indemnify Ancient Trails against third-party claims arising from their participation in a tour.
• Disputes are subject to the courts of Pune, India. An unsuccessful legal claimant agrees to pay applicable legal costs, including attorney or client fees.

Accessing our website

The website may be unavailable, suspended, withdrawn or changed without notice for maintenance, upgrades, repairs, security or other reasons. Ancient Trails has no liability if the website is unavailable.

No misuse

Guests must not introduce malicious software, gain unauthorized access, or attack the website or its servers. Breaches may be reported to law enforcement and will end the right to use the website.

Accuracy and third-party websites

Website content is general information and is used at the visitor's own risk. Guests are responsible for the accuracy of information submitted to Ancient Trails. Ancient Trails is not responsible for third-party products, websites, content, quality, safety or consequences of visiting external links.

Validity, viruses and copyright

Website content may change and is not guaranteed to be accurate, complete or current. Visitors should use suitable protective software before downloading content. Copyright, designs, database rights, trademarks, patents and other intellectual property in the website remain the property of Ancient Trails. Copying website content may result in legal action.