๐ Legal & Booking Guidelines ๐
Terms & Conditions
Please read these terms carefully before booking any tour with Vrindavan TravelSmart. By confirming a booking, you agree to be bound by these terms.
โฆ เฅ โฆ
๐ Table of Contents
1. Acceptance of Terms
2. Booking & Confirmation
3. Payment Policy
4. Pricing & Inclusions
5. Cancellation & Refunds
6. Changes to Bookings
7. Our Responsibilities
8. Your Responsibilities
9. Travel Documents & Health
10. Force Majeure
11. Liability & Indemnity
12. Privacy & Data
13. Intellectual Property
14. Governing Law
๐ Last Updated: January 2025
1
Acceptance of Terms
Welcome to Vrindavan TravelSmart, a tour and travel company based in Vrindavan, Mathura, Uttar Pradesh, India. These Terms & Conditions (“Terms”) govern all tour bookings, services, and interactions with us through our website, phone, WhatsApp, or any other channel.
By making a booking โ whether online, by phone, in person, or via WhatsApp โ you confirm that you have read, understood, and agree to be bound by these Terms on behalf of yourself and all travellers in your group. If you do not agree, please do not proceed with the booking.
These Terms apply to all individuals, groups, travel agents, and third parties booking through Vrindavan TravelSmart.
2
Booking & Confirmation
- A booking is confirmed only upon receipt of the advance deposit and written confirmation from our team via email, WhatsApp, or SMS.
- Verbal commitments, enquiries, or availability checks do not constitute a confirmed booking.
- A Booking Reference Number will be issued upon confirmation โ please retain this for all future correspondence.
- All bookings are subject to availability of transport, hotels, and services at the time of confirmation.
- We reserve the right to decline any booking at our discretion without assigning reasons.
- Group bookings (10+ persons) require a signed booking form in addition to the deposit.
- Bookings made through third-party agents are also subject to these Terms.
3
Payment Policy
| Payment Stage | Amount Due | Timing |
|---|---|---|
| Advance Deposit | 25โ50% of total package cost | At the time of booking confirmation |
| Balance Payment | Remaining amount | 7 days before departure (or as agreed) |
| Same-Day Tours | 100% payment | At the time of booking |
| Festival Packages | 100% payment | At the time of booking (non-refundable) |
- Accepted payment methods: UPI, GPay, PhonePe, Paytm, NEFT/IMPS bank transfer, debit/credit card.
- All payments must be made to official Vrindavan TravelSmart accounts only. We are not responsible for payments made to unauthorized individuals.
- Prices are quoted in Indian Rupees (INR) and are inclusive of applicable taxes unless stated otherwise.
- GST / applicable taxes are included in the final quoted price unless explicitly mentioned as extra.
- Payment gateway charges (if any) are to be borne by the customer.
4
Pricing & Inclusions
- All package prices are as quoted at the time of booking confirmation and are subject to change without prior notice for new bookings.
- Package inclusions are clearly mentioned in the itinerary shared at the time of booking. Anything not mentioned is excluded.
- Typically Included: cab/transport as per itinerary, hotel accommodation (where mentioned), guide fees, meals (where specified).
- Typically Excluded: flights, train tickets, personal expenses, travel insurance, tips, puja materials, camera fees, and anything not in the itinerary.
- Prices may vary based on season, festival dates, group size, hotel category, and transport type.
- We reserve the right to revise prices due to fuel surcharges, government levies, or extraordinary cost increases, with prior notice.
- Special promotional prices are valid only for the specified dates and cannot be combined with other offers.
5
Cancellation & Refunds
| Cancellation Timeline | Refund Applicable |
|---|---|
| 30+ days before departure | 100% refund (minus gateway charges) |
| 15 โ 29 days before departure | 75% refund |
| 7 โ 14 days before departure | 50% refund |
| Less than 7 days / No-Show | No refund |
- All cancellations must be submitted in writing to info@vrindavantravelsmart.com or WhatsApp +91 94114 14527.
- Festival packages (Holi, Janmashtami, Diwali) are 100% non-refundable once confirmed.
- Train, flight, and bus tickets are refunded as per respective carrier policy only.
- Approved refunds are processed within 5โ7 working days to the original payment method.
- For full details, refer to our Cancellation Policy page.
6
Changes to Bookings
- Requests to change travel dates, hotel category, or itinerary are subject to availability and may incur additional charges.
- One free reschedule is allowed if requested 15+ days before departure, subject to availability.
- Second reschedule or changes within 14 days attract a fee of โน500 per person.
- We reserve the right to make minor itinerary changes due to operational, safety, or weather reasons without compensation. The overall experience and value will be maintained.
- In case of significant itinerary changes initiated by us (e.g., route change due to road closure), we will offer an alternative of equivalent value or a partial refund as appropriate.
- Name changes on confirmed bookings are allowed up to 7 days before departure, subject to a โน200 administrative fee per name.
7
Our Responsibilities
- We will provide services as described in the confirmed itinerary to the best of our ability.
- Our drivers, guides, and staff will be professional, courteous, and qualified for their roles.
- We will maintain timely communication regarding any changes, delays, or issues affecting your tour.
- We will ensure all vehicles used are roadworthy, insured, and driven by licensed drivers.
- We will make reasonable efforts to deliver the booked services, even in the event of minor disruptions.
- In the event we are unable to provide a confirmed service, we will offer a suitable alternative or appropriate refund.
8
Your Responsibilities
- Be at the designated pick-up point at the confirmed time. We are not liable for missed pick-ups due to late arrival.
- Carry valid government-issued photo ID (Aadhaar, Passport, Voter ID, Driving Licence) for all travellers. ID is mandatory for hotel check-in.
- Respect local customs, temple rules, and dress codes โ especially at religious sites in Mathura, Vrindavan, and Ayodhya.
- Ensure all members of your group (especially elderly or minors) are physically fit for the planned itinerary.
- Inform us at the time of booking about any medical conditions, dietary restrictions, or special requirements.
- Behave responsibly and respectfully toward local communities, sacred sites, and other travellers.
- Do not carry or consume alcohol or non-vegetarian food in sacred zones โ this is strictly prohibited.
- You are responsible for safeguarding your personal belongings, documents, and valuables at all times.
- Any damage caused to hotel property, vehicles, or equipment due to your negligence will be charged to you directly.
9
Travel Documents & Health
- It is your sole responsibility to carry valid identity proof, travel permits (if applicable), and any required health documents.
- For treks and high-altitude tours (Kedarnath, Badrinath, etc.), you must be in good physical health. Consult a doctor before booking if you have any cardiac, respiratory, or chronic conditions.
- We strongly recommend purchasing comprehensive travel insurance covering medical emergencies, trip cancellation, and loss of baggage for all bookings above โน5,000.
- Vrindavan TravelSmart does not provide medical insurance or cover emergency medical expenses.
- We reserve the right to refuse service to any traveller deemed unfit for the planned itinerary at our guide’s or driver’s discretion, for safety reasons.
10. Force Majeure & Extraordinary Events
Vrindavan TravelSmart shall not be liable for any failure to perform or delay in performance of services due to circumstances beyond our reasonable control, including but not limited to: natural disasters, floods, earthquakes, fire, war, terrorism, political unrest, government orders, pandemics, strikes, road closures, or acts of God. In such events, we will make best efforts to reschedule or provide travel credit, but no cash refund obligation shall apply.
11
Liability & Indemnity
- Vrindavan TravelSmart acts as a facilitator for transport, accommodation, and guides. We are not directly liable for the acts, omissions, or negligence of third-party service providers (airlines, railways, hotels).
- Our maximum liability in any claim shall be limited to the amount paid by the customer for the specific service in dispute.
- We are not liable for personal injury, death, loss of property, or consequential damages unless directly caused by our gross negligence.
- You agree to indemnify and hold Vrindavan TravelSmart harmless from any claims, losses, or damages arising from your violation of these Terms or applicable laws.
- We are not responsible for delays due to traffic, road conditions, weather, or other uncontrollable factors affecting travel time.
- Loss or theft of personal belongings during the tour is not the responsibility of Vrindavan TravelSmart.
12
Privacy & Data
- We collect personal information (name, phone, email, ID details) solely for the purpose of providing travel services.
- Your data will not be sold, rented, or shared with unauthorized third parties.
- We may share your details with hotels, transport operators, and guides to the extent necessary for fulfilling your booking.
- By booking with us, you consent to receiving booking confirmations, itinerary updates, and occasional promotional communications via WhatsApp, SMS, or email.
- You may opt out of promotional communications at any time by contacting us.
- For full details, refer to our Privacy Policy.
13
Intellectual Property
- All content on our website, including text, images, itineraries, logos, and branding, is the property of Vrindavan TravelSmart.
- You may not copy, reproduce, distribute, or use our content for commercial purposes without prior written permission.
- Customer reviews and testimonials shared with us may be used for marketing purposes with implied consent.
โ๏ธ 14. Governing Law & Dispute Resolution
These Terms & Conditions are governed by the laws of India. Any disputes arising out of or in connection with these Terms shall first be attempted to be resolved amicably through negotiation. If unresolved, disputes shall be subject to the exclusive jurisdiction of the courts of Mathura, Uttar Pradesh, India.
For any grievances, please first contact us at info@vrindavantravelsmart.com or +91 94114 14527. We will endeavour to resolve your concern within 7 working days.
Amendments to These Terms
Vrindavan TravelSmart reserves the right to update or modify these Terms & Conditions at any time without prior notice. The latest version will always be available on our website. Continued use of our services after any changes constitutes your acceptance of the revised Terms.
Have Questions? ๐
Our team is happy to clarify any aspect of these terms before you book. Reach out anytime โ we’re here 7 days a week.