Booking Policy

Himalyan Exposure Tours and Treks, Dentam West, Sikkim
Effective date: 20-02-2025

1. Why This Policy Matters

This Booking Policy explains how you can reserve a trip, what you can expect from us, and what we expect from you. The goal is to keep everyone safe, informed, and free from unpleasant surprises.

2. Key Definitions

• “We/Us/Our” – Himalyan Exposure Tours and Treks (HETT).
• “You/Your/Client” – Any person named on a booking form.
• “Trip” – A trek, tour, day excursion, or any travel service sold by us.

3. Eligibility to Book

1. Minimum age: 18 years. Minors must travel with a responsible adult.
2. You must be medically fit for high-altitude travel (many West Sikkim trails exceed 3,000 m). Seek a doctor’s clearance if in doubt.
3. By booking, you confirm that you understand local terrain, climate, and culture and accept the inherent risks of mountain travel.

4. How to Book

Step-by-step:

• Request an availability check by email (info@exploresikkimnow.com) or at our Dentam office.
• Complete our digital or paper booking form (one per traveler).
• Pay the applicable deposit (see §5).
• Receive a written confirmation from us. The contract begins on the date we send this confirmation.

5. Payments

• What we accept: GPay, bank transfer, or cash at the office. We never collect card numbers online.
• Deposit: 30% of the trip price is due within seven days of provisional confirmation.
• Balance: Due no later than 21 days before the trip start. Late payment may lead to cancellation without refund (see §7).
• All amounts must reach us net of bank fees.

6. Pricing & What’s Included

Your price covers only the services itemized in the itinerary we email you: permits, guides, meals, transport, lodges, or gear where specified. Anything else—extra porterage, snacks, souvenirs, insurance, rescue costs—falls to you. Prices may change before a deposit is paid due to exchange-rate shifts or government fee revisions.

7. Cancellation & Refunds

When you cancel	Cancellation fee	Refund of payments received
45+ days before start	10% of trip price	90%
44–22 days	30%	70%
21–8 days	60%	40%
7 days or fewer / no-show	100%	0%

• Processing time for refunds: up to 14 banking days.
• If we must cancel (e.g., natural disaster), you choose between a full refund or credit toward a future date; we are not liable for costs outside our package (flights, visas, etc.). You may read our full Refund Policy Here :

8. Changes After Booking

1. By you: We try to accommodate date or itinerary tweaks if you write to us at least 15 days ahead. An administrative fee of ₹1,500 per change applies, plus any external charges.
2. By us: We reserve the right to adjust routes, lodging, or transport when weather, safety, or local rules demand it. Such changes aim to deliver a similar experience. No partial refunds are due for equivalent substitutions.

9. Travel Insurance

Comprehensive insurance covering medical evacuation, trip cancellation, personal liability, and baggage is mandatory. Bring a copy of your policy; guides may ask to see it. Lack of insurance bars participation without refund.

10. Your Responsibilities

• Health & Fitness: Arrive well rested, properly acclimatized, and with necessary medications.
• Conduct: Respect local customs, religion, wildlife, and ecosystem. Use designated trails and dispose of litter responsibly.
• Legal Compliance: Know and obey Sikkim’s customs and wildlife laws. HETT will not defend, pay fines for, or shelter any traveler involved in illegal acts. If you are arrested or fined, all assistance costs (e.g., legal fees, transport) are yours alone.
• Documents: Keep passports, permits, and identity cards valid and on hand.
• Gear: Bring equipment listed in our pre-departure briefing. Rental items must be returned in good condition.
• Group Harmony: Follow guide instructions. We may remove anyone whose behavior endangers the group or staff; no refund will be given in such cases.

11. Our Commitments

• Provide trained guides, licensed vehicles, and government-approved trekking permits.
• Monitor weather and trail conditions and adjust plans for safety.
• Brief you on altitude risks, emergency procedures, and local etiquette.
• Protect your personal information Read Our Privacy Policy Here.

12. High-Altitude Medical Declaration

West Sikkim routes can reach thin-air zones above 3,500 m. By signing the booking form you declare that:

1. You are healthy, free of serious heart, lung, or mobility issues, and fit to walk 5–8 h per day.
2. You understand Acute Mountain Sickness symptoms (headache, nausea, dizziness) and will report them promptly.
3. You authorize our guides to decide on evacuation should your health require it. Extra costs will be billed to you or your insurer.

13. Customs, Permits & Local Laws

Sikkim operates Protected Area Permits for many trails and has strict bans on single-use plastic, wildlife products, and sacred-site disturbance. Offenders face fines or prosecution under Indian law. HETT distances itself from any violations you commit.

14. Data Privacy

We collect only the information needed to run safe trips: your name, email, age, gender, country, and full address. Data is stored on secure servers based in India and is never sold. We share it only with:

• State or national authorities when permits are issued;
• Government agencies if legally compelled.
  You may request deletion of your data 30 days after the trip unless law requires longer retention.

15. Force Majeure

Events outside our control—landslides, earthquakes, strikes, pandemics, border closures—can delay, alter, or cancel services. We will try to offer alternate arrangements, but no compensation is payable for force-majeure disruptions.

16. Liability Limits

1. Adventure travel carries inherent risks including injury, illness, loss of property, or death.
2. Our maximum liability for proven negligence is limited to the money you paid us for the trip.
3. We are not liable for acts or omissions of third-party airlines, hotels, or transport operators.
4. Under no circumstances do we accept responsibility for indirect or consequential losses such as missed flights, loss of earnings, or emotional distress.

17. Complaints & Dispute Resolution

• Report issues to your guide immediately so we can seek an on-the-spot solution.
• Unresolved matters must reach us in writing within 14 days of trip completion.
• This contract is governed by the laws of the Republic of India. Jurisdiction: District Court, Gyalshing, West Sikkim.
• We encourage amicable settlement before legal steps.

18. Contact Us

Himalyan Exposure Tours and Treks
Lower Dentam, West Sikkim – 737 111, India
Email: info@exploresikkimnow.com
Office hours: 09:30–17:30 IST, Monday-Saturday (closed public holidays).

19. Acceptance of Terms

By paying a deposit you confirm that you:

1. Have read, understood, and accept every section of this Booking Policy;
2. Are physically and legally able to join the trip;
3. Will follow guide instructions and local laws;
4. Agree that any dispute will be settled under §17.

Please keep a copy of this Booking Policy for your records. We look forward to sharing the mountains with you!