Terms & Conditions

1.  NATURE OF DOCUMENT

This Proforma Invoice (PI) is not a tax invoice. It represents a quotation and booking intent based on current availability and supplier pricing.

2.  SCOPE OF SERVICES

This document governs services provided by Arth Explorative Journeys (AEJ). Services included in a booking are categorised based on fulfilment responsibility as follows:

2.1  Third-Party Services

Services fulfilled by independent third-party suppliers or authorities, including but not limited to:

• Flights

• Hotels

• Transport Services

• Visa Appointment Services

• Visa Issuance and Immigration Approvals

• Experiences and Activities

2.2  AEJ Services

Services provided by Arth Explorative Journeys, including:

• Itinerary Design and Travel Planning

• Coordination and Booking Management

• Travel Arrangement Facilitation

• Visa Consultation and Documentation Support

• Overall Trip Execution Support

2.3  Booking Types

Standalone Service Bookings

Where AEJ is engaged for a specific travel-related service such as flight bookings, hotel bookings, visa consultation and documentation support, transport arrangements, or other individual travel services.

Bundled Travel Arrangements

Where AEJ provides itinerary planning, travel coordination, and overall management of a journey involving multiple travel components. Third-party services forming part of such arrangements shall continue to be governed by the respective supplier’s terms and conditions.

3.  PRICING & CURRENCY

3.1  Foreign Currency Pricing (International Travel)

Prices for international travel components are quoted in the supplier’s currency (such as USD, EUR, THB, ZAR, etc., depending on the service provider).

An indicative INR equivalent may be shared for reference only and is based on the exchange rate published by IDFC Bank (or designated banking partner) at the time of quotation. This INR value is for reference only and does not constitute the contracted price.

The final amount payable in INR will be calculated at the time of each invoice/instalment using the applicable exchange rate published by the same bank on the date of invoicing. Each instalment may reflect different INR values due to exchange rate movement.

3.2  INR Pricing (Domestic Travel)

Prices for domestic travel services are quoted directly in INR. Once confirmed upon receipt of the required advance, services will be secured as per supplier availability. Any changes thereafter may result in revised costs due to:

• Client-initiated changes

• Changes in applicable taxes, including GST and/or TCS

• Supplier-imposed changes or revisions in service conditions

3.3  General Pricing Principle

All pricing is based on current availability and supplier rates at the time of quotation. Delays in payment or confirmation may result in revision of pricing or availability.

4.  PAYMENT TERMS & BOOKING CONFIRMATION

Payments must be made as per the agreed payment schedule. Bookings are confirmed only upon receipt of the required advance. Once confirmed, services are secured with the respective suppliers. Certain services may be time-limited and subject to release if payments are delayed.

4.1  Payment Default

If a payment due under the agreed schedule is not received by the specified date, AEJ will notify the traveller and allow a reasonable period of up to 48 hours to regularise the payment.

If payment is not received within this period, AEJ reserves the right to release all or part of the booking without further notice. In such cases:

• Any advance payments already made will be treated in accordance with the cancellation policy set out in Clause 7, based on the number of days remaining to departure at the time of release.

• The traveller acknowledges that the advance paid does not constitute a cap on their liability. Where supplier cancellation charges, penalties, or losses incurred by AEJ as a result of the default exceed the advance already paid, the traveller shall remain liable for and shall promptly reimburse AEJ for such excess amounts upon demand.

• AEJ reserves the right to withhold any refundable amounts from the advance paid and apply them against outstanding supplier charges or losses before processing any refund.

• AEJ shall not be liable for any loss of service, pricing, or availability resulting from the release of a booking due to payment default.

5.  ACCEPTANCE OF TERMS

By proceeding with payment against this Proforma Invoice, or by otherwise providing written, electronic, or verbal confirmation to proceed with the booking, the traveller acknowledges that they have read, understood, and agreed to these Terms and Conditions, which shall thereafter apply to the entire booking and all related services.

5.1  Booking Authority

Where a booking is made on behalf of multiple travellers, the person making the booking and/or payment confirms that they are authorised to accept these Terms and Conditions on behalf of all travellers included in the booking.

6.  CHANGES TO BOOKING

Any changes to travel dates, itinerary, passenger details, or services may result in additional charges and are subject to availability. In some cases, services may need to be cancelled and rebooked, resulting in revised costs.

7.  CANCELLATION POLICY

All cancellation requests must be made in writing. Cancellation charges apply separately to (a) Third-Party Services, and (b) Services provided by Arth Explorative Journeys. Services under each category are defined in Clause 2 (Scope of Services).

7.1  Third-Party Services

Flights, hotels, transport, visa appointment services, visa issuance fees, and other travel-related bookings are governed by the respective supplier’s cancellation policies. These may be non-refundable or may attract cancellation charges up to 100%, irrespective of the time of cancellation.

7.2  Cancellation Charges for AEJ Services

1. Standalone Service Bookings

For Standalone Service Bookings as defined in Clause 2.3, AEJ’s service fee shall be non-refundable once work has commenced on the booking.

1. Bundled Travel Arrangements

For Bundled Travel Arrangements as defined in Clause 2.3, cancellation charges for planning, coordination, and travel facilitation services apply as follows:

• More than 60 days before departure: Refund after deducting the planning fee specified in the Proforma Invoice together with applicable taxes

• 46 to 60 days before departure: 30% charge

• 31 to 45 days before departure: 70% charge

• 30 days or less before departure: 100% charge

7.3  Non-Refundable Components

Certain bookings, including special fare flights, discounted hotel rates, visa fees, or select experiences, may be non-refundable and will be charged at 100%.

7.4  No-Show

Failure to utilise confirmed services without prior notice will be treated as a no-show and will attract 100% cancellation charges.

7.5  Partial Cancellations

Cancellation of one or more passengers or changes to part of the itinerary may result in repricing and applicable charges.

8.  GROUP BOOKINGS & MINIMUM PARTICIPATION

8.1  Application

This clause applies where a booking involves a group departure organised by AEJ, whether a fixed-departure group tour or a privately arranged group journey involving multiple travelling parties.

8.2  Minimum Participation & Deposit

Certain group departures may be subject to a minimum number of confirmed participants in order to be operationally viable. Where applicable, the minimum participant requirement will be stated in the Proforma Invoice or communicated to the traveller in writing at the time of booking.

A deposit may be collected at the time of expression of interest to hold a place on a group departure. If the minimum number of participants is achieved within the stated timeline, the departure will be confirmed and the deposit applied toward the total cost. If the minimum number is not achieved within the stated timeline, the deposit will be refunded in full.

8.3  Failure to Meet Minimum Numbers

If confirmed bookings fall below the stated minimum number of participants due to cancellations or non-payment by one or more travellers after a departure has been confirmed, AEJ reserves the right to:

• Proceed with the departure at a revised per-person cost reflecting the reduced group size, with prior notice to remaining participants; or

• Cancel the departure, in which case remaining confirmed participants will be offered either an alternative date or a refund of amounts paid, net of any non-recoverable third-party costs and AEJ’s planning fee.

The specific options and timelines applicable to a group departure will be communicated to participants in writing at the time of confirmation.

8.4  Individual Cancellations Within a Group

The cancellation of one or more participants from a confirmed group booking does not automatically entitle remaining participants to a revised price or any adjustment. Cancellation charges for the departing participant(s) shall apply as per Clause 7.

8.5  Several Liability

Each traveller in a group booking is liable severally for their own booking and payment obligations. The default, cancellation, or non-payment of one participant does not affect the contractual obligations of other participants in the group.

9.  REFUNDS

Refunds, where applicable, will be processed only after receipt from suppliers.

Refunds for international travel components will be processed in INR equivalent based on the actual amount received after foreign exchange conversion and applicable bank charges.

Refund processing timelines will depend on supplier settlement timelines and may typically vary between 15 to 45 working days. In the event of delays beyond this period due to supplier processing timelines or factors outside AEJ’s control, AEJ shall keep the traveller informed of the refund status.

Refund eligibility shall be determined based on the cancellation terms applicable to the respective services booked, including those of third-party suppliers and Arth Explorative Journeys. Any amounts that are non-refundable, forfeited, utilised, or not recoverable from the respective supplier shall not be eligible for refund.

10.  RESPONSIBILITY & LIABILITY

10.1  AEJ Responsibility

Arth Explorative Journeys is responsible for the planning, coordination, and management of AEJ Services as defined in Clause 2.

10.2  Limitation of AEJ Liability

In the event of a failure or deficiency in AEJ Services, AEJ’s liability shall be limited to the fees paid by the traveller to AEJ for the specific service in respect of which the failure occurred. AEJ shall not be liable for any indirect, consequential, or incidental losses, including but not limited to loss of enjoyment, missed connections, or costs arising from third-party service failures.

10.3  Third-Party Responsibility

All third-party services such as airlines, hotels, transport providers, visa authorities, visa application centres, and experience operators are delivered by independent suppliers or authorities. These services are governed solely by their respective terms and conditions. AEJ shall not be liable for service delivery failures, delays, disruptions, or deficiencies attributable to such third-party providers.

10.4  Traveller Responsibility

The traveller is responsible for:

• Providing accurate personal, passport, visa, and travel information

• Ensuring all travel documents and entry requirements are valid and in order

• Reviewing all documents and confirmations received from AEJ upon issuance

• Adhering to payment timelines, approvals, and travel requirements

• Complying with destination-specific laws, regulations, and immigration rules

AEJ shall not be liable for issues arising from incorrect, incomplete, or delayed information provided by the traveller.

11.  CONDUCT & BEHAVIOUR

Travellers are expected to conduct themselves in a manner that is respectful and compliant with the rules, policies, and reasonable instructions of all service providers, including airlines, hotels, transport operators, experience providers, and immigration or government authorities.

Where a supplier, authority, or service provider removes a traveller from a service, denies boarding, refuses check-in, or terminates a service on account of the traveller’s conduct, intoxication, non-compliance, or behaviour, AEJ shall bear no liability for such removal or denial. No refund shall be due in respect of any unused services arising from such removal, and the traveller shall bear all costs, losses, and consequences arising therefrom.

In group travel, where the conduct of one or more travellers materially disrupts the experience of other participants or results in action by a supplier or authority, AEJ reserves the right to take reasonable steps to manage the situation, including liaising with suppliers on behalf of the group. AEJ shall not be liable for any costs, losses, or disruption to other travellers arising from the conduct of an individual group member.

12.  DOCUMENTATION & VISA

12.1  General Documentation

It is the responsibility of the traveller to ensure that all required travel documents, including valid passports, visas, permits, and any other entry requirements, are in order prior to travel. AEJ shall not be responsible for denial of travel due to documentation or visa-related issues.

While AEJ assists with visa consultation, documentation support, and travel documentation coordination where applicable, all documents are prepared based on information provided by the traveller. The traveller is responsible for reviewing all documents received from AEJ upon issuance.

Any discrepancies or errors attributable to AEJ must be reported within 48 hours of receipt of the relevant document. Such errors will be corrected by AEJ at no additional charge. Failure to report such discrepancies within this period shall be deemed acceptance of the document as issued. Any costs arising from subsequent corrections, amendments, cancellations, reissuance, or supplier charges shall be borne by the traveller.

Where corrections arise due to inaccurate, incomplete, or delayed information provided by the traveller, any additional charges imposed by suppliers, authorities, or service providers shall be borne by the traveller.

12.2  Visa Applications & Rejection

Visa approval is at the sole discretion of the respective government or immigration authority. AEJ provides visa consultation and documentation support only and does not guarantee visa issuance or approval.

In the event of a visa rejection or denial:

• Third-party costs including visa fees, appointment charges, flights, hotels, and other supplier bookings shall be governed by the respective supplier’s cancellation policy as set out in Clause 7.1 and are not waived on account of visa rejection.

• AEJ’s service fee for visa consultation and documentation support shall be non-refundable, as the service will have been rendered.

• AEJ shall not be held liable for any losses, costs, or consequential expenses arising from a visa rejection or delay in processing.

Travellers are strongly advised to verify entry requirements for their destination and to avoid making non-refundable bookings until a visa outcome is confirmed, where applicable.

13.  PRIVACY & DATA PROTECTION

AEJ shall use traveller information and documents solely for the purpose of planning, coordinating, and facilitating the requested travel services. Personal information and documents shared by the traveller will not be disclosed to third parties except where required for the fulfilment of travel services, visa applications, statutory compliance, payment processing, or as required by law.

AEJ shall take reasonable measures to safeguard traveller information and documents against unauthorised access, disclosure, or misuse.

13.1  Photography & Marketing

AEJ will not use photographs, videos, or any personal content featuring travellers for marketing, promotional, or social media purposes without the traveller’s prior written consent. Where consent is provided, it may be withdrawn at any time by written notice to AEJ.

14.  TAXES

GST and TCS (Tax Collected at Source) will be charged as per applicable government regulations. TCS will be deposited with the government and reflected in statutory filings as per income tax rules.

15.  FORCE MAJEURE

AEJ shall not be liable for any failure, delay, change, or cancellation of services caused by circumstances beyond its reasonable control, including but not limited to natural disasters, weather events, acts of God, political unrest, war, strikes, pandemics, government restrictions, or actions of airlines, suppliers, or immigration authorities.

In such circumstances, AEJ will make reasonable efforts to assist the traveller in rebooking, rescheduling, or recovering costs from suppliers where possible. However, refunds or credits shall be subject to the policies of the respective suppliers and authorities, and AEJ cannot guarantee recovery of any amounts paid. AEJ’s own service fees shall remain non-refundable where services have been planned or partially executed.

16.  TRAVEL INSURANCE

Travel insurance is not included unless explicitly stated. Travellers are strongly advised to obtain comprehensive travel insurance covering trip cancellation, medical emergencies, visa rejection, and travel disruption prior to confirming their booking.

17.  ELECTRONIC COMMUNICATION

For the purposes of these Terms and Conditions, the term “written” or “in writing” shall include communications made via email, WhatsApp, or other electronic messaging platforms, provided the communication is sent from a contact detail registered or acknowledged by the traveller in connection with their booking.

Confirmations, approvals, change requests, cancellation requests, and other communications made via such channels shall be treated as valid and binding written communication.

AEJ’s primary communication channels are email and WhatsApp. Travellers are responsible for ensuring that communications sent to their registered contact details are read in a timely manner. AEJ shall not be liable for consequences arising from a traveller’s failure to read or respond to communications sent through these channels.

18.  AMENDMENTS TO TERMS

AEJ reserves the right to update or amend these Terms and Conditions from time to time. The version of the Terms and Conditions applicable to a booking shall be the version in effect at the time the Proforma Invoice is issued for that booking. Subsequent amendments shall not apply retrospectively to confirmed bookings.

19.  GOVERNING LAW & DISPUTE JURISDICTION

These Terms and Conditions shall be governed by and construed in accordance with the laws of India. All disputes arising out of or in connection with these Terms and Conditions or any booking made hereunder shall be subject to the exclusive jurisdiction of the courts in Bangalore.