Trek Terms and Conditions at Trekup India

Terms and Conditions

General Terms and Conditions – Trekup India

These general terms and conditions, which may be updated or amended from time to time, apply to all services provided by Trekup India.

By accessing, browsing, using, or completing a reservation through our website or mobile platform, you acknowledge that you have read, understood, and agreed to all trek-related terms and conditions set forth by Trekup India.

A binding agreement between the customer and Trekup India is established once full payment has been received and a Confirmation Invoice has been issued by Trekup India.

The individual making the booking, whether for themselves or on behalf of other participants, accepts these terms and conditions on behalf of all members included in the reservation. This individual is also fully responsible for ensuring that the total payment is made in full.

Travel Itinerary

Travel Itinerary and Changes

At Trekup India, each travel itinerary is thoughtfully crafted by our team of experienced mountain experts and professionals. While we strive to follow the planned itinerary as closely as possible, changes may be necessary due to unforeseen circumstances or events beyond our control. These may include, but are not limited to, adverse weather conditions, natural calamities, landslides, vehicle breakdowns, local curfews, strikes, or any other unexpected situations.

In such cases, itinerary modifications may be made on short notice, and any resulting additional expenses shall be borne by the customer.

Please note that the driving distances and travel times mentioned in the itinerary are approximate and may vary depending on en route stops or road conditions.

We strongly recommend keeping at least one buffer day before your return journey. Mountain adventures are inherently unpredictable, and challenges such as vehicle issues, roadblocks, or local disruptions can cause delays. A buffer day helps avoid last-minute stress and allows flexibility. If no delays occur, you can make the most of this day by exploring local attractions or enjoying additional sightseeing.

Price & Costing

Pricing and Cost Revisions

All prices listed on the Trekup India website and associated documents are based on current rates and in accordance with the prevailing Indian government tax structure. Trekup India reserves the right to revise or modify the published prices at any time, without prior notice, due to changes in internal policies or external factors.

Please note that all quoted program costs are calculated based on the current tax regime. Any changes, revisions, or increases in taxes imposed by government authorities, local administrations, or associations will directly impact the overall cost, and any resulting increase shall be borne by the customer.

Prices are subject to change at any point unless your booking is confirmed with an advance payment. Kindly note that even the price quoted at the time of inquiry is valid only for a limited time and may vary if the booking is not completed within the specified window.

Significant increases in transportation costs, local union charges, government fees (including fuel surcharges), or accommodation rates provided by third parties may also influence the final price. Any such unforeseen costs are the responsibility of the customer.

Important Note:
All prices quoted for itineraries are based on a minimum group size of six (6) participants. If this minimum number is not met, Trekup India reserves the right to either:

  1. Merge the group with another trek, or

  2. Cancel the trek after consultation with the participants.

Offers and Discount Coupons

Special Offers and Discounts

Please be advised that Trekup India may, from time to time, announce special discount offers on select treks and specific departure dates. However, once a travel product has been purchased, no retroactive adjustments to rates or quotes will be made.

Promotional codes and special offers must be applied at the time of booking by entering the relevant code in the designated field on the payment page. These discounts cannot be applied retroactively under any circumstances, including as a refund or post-purchase adjustment.

Please note that all promotional discounts—such as early bird offers or promo codes—apply only to the base cost of the trek. They do not apply to additional services or extras, including but not limited to rental gear, offloading charges, or other optional add-ons.

Payment Terms

Payment Policy

At Trekup India, we have designed a customer-friendly payment policy to ensure a smooth and hassle-free booking experience. The payment structure is as follows:

  • 30% Advance Payment of the total invoice amount is required at the time of booking to secure your seat.

  • 70% Remaining Balance must be paid at least 7 days prior to the trek start date.

Important Notes:

  • Bookings without timely payment (either advance or balance) will remain unconfirmed and will be subject to seat availability.

  • Failure to complete payments within the specified time frame may result in cancellation of your booking without prior notice. In such cases, Trekup India reserves the right to allot the slot to another customer and will not be liable for any refund.

Payment Methods:

Our payment gateway is 100% secure and powered by Razorpay, a trusted payment platform. We accept multiple modes of payment for your convenience:

  • Google Pay

  • PhonePe

  • UPI

  • Paytm

  • PayPal

  • Credit Card

  • Debit Card

We also offer EMI options on select payment methods to make the process even more flexible.

Cancellation Policy

Cancellation Policy

At Trekup India, we aim to offer a fair, flexible, and transparent cancellation policy. For more detailed information, you can also visit: www.trekupindia.com/cancellation-policy

Cancellation Charges Based on Notice Period:

  • Cancellation 21 days or more before the trek start date:

    • 10% deduction of the invoice amount (towards GST & transaction charges)

    • 90% refunded as a Trek Voucher (valid for 1 year)

  • Cancellation 15–20 days before the trek start date:

    • 30% deduction (towards GST, transaction fees, base accommodation, ration, etc.)

    • 70% refunded as a Trek Voucher (valid for 1 year)

  • Cancellation 7–14 days before the trek start date:

    • 50% deduction (towards GST, transaction fees, permits, equipment, trek leaders, etc.)

    • 50% refunded as a Trek Voucher (valid for 1 year)

  • Cancellation 1–6 days before the trek start date:

    • 100% deduction of the invoice amount

    • No refund or voucher issued, as all arrangements are finalized and resources allocated.

Important Note:
All cancellations must be submitted in writing to Trekup India. Cancellations are considered effective only upon receipt of written notice by our office in Dehradun, Uttarakhand. No verbal or informal communication will be considered valid for cancellation.

Trek Voucher / Refund Policy

At Trekup India, we understand unforeseen circumstances can arise. That’s why we offer a Trek Voucher system to minimize the financial impact on our trekkers.

Key Terms of the Trek Voucher:

  • Issued for cancellations made within the applicable time frame, based on the cancellation policy above.

  • Valid for 12 months from the date of issue.

  • Can be used for any trek operated by Trekup India across India.

  • Can also be redeemed for Char Dham Yatra or any other tour package offered by Trekup India.

  • Transferable – can be gifted to family members or friends.

  • Advance notice of 15–20 days is required to redeem a Trek Voucher for a specific date/trek. Last-minute requests will depend on seat availability.

Cash Refunds:

  • No cash refund will be made if the trek is cancelled due to external factors beyond Trekup India’s control (e.g., weather, natural disasters, government restrictions, etc.).

For any queries or to redeem your Trek Voucher, please write to us at: nanda@trekupindia.com

Date Change Policy

Trek Date Change Policy

We understand that plans may change, and we offer flexibility to help you manage your travel arrangements. Please review the following guidelines regarding trek date changes:

  • All trek date change requests must be sent via email to: nanda@trekupindia.com

  • Requests must be made at least 7 days prior to the originally scheduled trek date.

  • First date change is allowed free of charge.

  • From the second date change onward, an additional fee of 10% of the invoice amount per change will be applicable.

  • Once a trek date change has been processed, the booking becomes non-cancellable and non-refundable under any circumstances.

Unused Services & Items on your Adventures

Unused Services Policy

No refunds or reimbursements will be provided for any unused services, including but not limited to:

  • Accommodation

  • Meals

  • Transportation

  • Sightseeing

  • Or any other inclusions in the itinerary

These services are non-refundable and non-exchangeable, regardless of the reason for non-utilization. No exceptions will be made under any circumstances.

Accommodation

Accommodation and Trekking Equipment

Accommodation:

  • Accommodation on our treks is generally provided on a multi-sharing basis at hotels/guest houses and on a double-sharing basis in tents.

  • Single and double occupancy at guest houses or hotels may incur an additional supplement charge.

  • All accommodations provided during the trek are basic, yet clean, hygienic, and well-maintained (except in Sankari, where Trekup India owns a deluxe property).

  • Trekkers are required to carry their own toiletries for the duration of the trek.

Trekking Equipment:

  • During the trek, Trekup India provides customized trekking equipment, including dining tents, kitchen tents, toilet tents, sleeping tents, sleeping mattresses, and sleeping bags.

  • All equipment is thoroughly checked and tested before being sent on the trek to ensure safety and comfort.

  • If you encounter any issues with the equipment during your trek, you can inform the Trek Leader immediately. Our on-site team will address and repair the equipment promptly to resolve any issues.

Toilets on Trek

Toilet Facilities During the Trek

During the trek, we provide dry toilet facilities for our trekkers. The process for using the facilities is as follows:

  • A hole is dug in the ground, and mud will be provided at the site for hygiene purposes.

  • After use, please clean yourself with dry toilet paper and then cover the remains with mud to maintain hygiene and cleanliness.

We do not advise the use of wet wipes or water for this purpose, as it can impact the environment and cleanliness of the area.

Please ensure you follow these guidelines to maintain both personal hygiene and the integrity of the trekking environment.

Transportation

Transport and Luggage Responsibility

Trekup India reserves the right to employ the services of subcontractors, particularly when company-owned transport is not available. Rest assured, all drivers are qualified, trained, and experienced in both plains and mountainous terrain. Clients are not permitted to drive any vehicles during the trek.

The vehicles used are assigned based on group size, and typically, we use Bolero vehicles, Tempo Travelers, or buses, depending on the number of participants.

We strongly advise all travelers to handle their luggage and personal belongings with care throughout the trek. You are responsible for your own luggage, and it is essential to check your belongings when boarding and deboarding vehicles to ensure that nothing is left behind.

Pickup and drop-off locations

Pickup and Drop-off Information

As most of our base camps are located at a distance from city centers, all pickups typically occur in the early morning hours, with general pickup times ranging from 05:00 to 06:30 hours.

The pickup locations are selected to be centralized and convenient for trekkers arriving from airports, railway stations, or bus stations. Generally, the pickup point is located near the railway or bus station.

In special cases, we provide a 30-minute buffer time to accommodate any delays. However, if a trekker fails to reach the designated pickup point within the specified time, they will be responsible for reaching the base camp at their own cost. Trekup India will not be responsible for any additional costs incurred.

The drop-off location is always the same as the pickup point, and trekkers are typically dropped off in the evening between 18:00 to 19:00 hours.

We strongly recommend that all trekkers plan their onward travel for late evening or the next day to avoid any potential inconvenience.

Trek Leaders and Guides

Trek Leaders and Guides

All our Trek Leaders and guides at Trekup India are qualified, highly experienced, and professional. They undergo extensive training by Trekup India to ensure they are fully equipped to lead you on your adventure.

Each of our Trek Leaders holds certifications from national institutions in both Basic Mountaineering and Advanced Mountaineering Courses. Additionally, they are trained in basic first aid and search and rescue operations, ensuring they can handle any situation that may arise during the trek.

Insurance

Insurance Disclaimer

Trekup India does not provide any travel, adventure, or medical insurance to our customers, nor do we charge any fees for such coverage. We strongly recommend that every trekker obtain insurance before embarking on the trek.

While we do not offer insurance, our team will be happy to assist you in connecting with a third-party insurance company for coverage. However, please note:

  • Our team will only help you get in touch with the insurance provider.

  • You will be solely responsible for making the payment and securing your insurance policy.

  • All terms and conditions will be governed by the insurance provider.

  • Trekup India does not participate in the claims process. In the event of a claim, you will be in direct communication with the insurance provider.

Trekup India’s role is limited to assisting with the communication between you and the insurance firm, and we are not responsible for the insurance process beyond that.

Health and medical condition

Medical Disclosure and Conduct During the Trek

  • Medical Conditions and Physical Challenges:
    It is mandatory to notify Trekup India in writing at the time of booking about any medical conditions, physical challenges, or mental health concerns that may affect your fitness to travel. Failure to disclose such information may result in trekkers being refused participation in the trek or adventure. Additionally, 100% cancellation charges will apply if the company is not informed in advance.

  • Smoking and Alcohol Consumption:
    Smoking and drinking alcohol are strictly forbidden during the trek. If any participant is found violating this policy, they will be immediately removed from the trip, and their participation will be canceled without prior notice or any refund.

Force Majeure

Liability and Force Majeure

Trekup India shall not be held accountable for any consequences arising from:

  • Natural disasters

  • Adverse weather conditions

  • Flight delays, cancellations, or detention

  • Quarantine restrictions

  • Strikes or theft

  • Other force majeure events

  • Civil disorder

  • Government regulations

Additionally, the company will not be responsible for any accidents, breakdowns, or delays involving vehicles, buses, or any other mode of transport included in the program schedule.

By booking with us, passengers are aware that such circumstances may arise. We will do our best to notify you promptly should such situations occur. In the event of such disruptions, Trekup India reserves the right to modify or cancel any trip as necessary. Any additional costs incurred due to these changes will be the responsibility of the guests.

Trekup India will also not be held liable for any damage or loss to your personal belongings during the trek.

Emergency Assistance:
In the event of natural calamities or emergencies, Trekup India or our operational partners on the ground will manage safety and other urgent needs as required. Due to the nature of such situations, assistance may be provided without prior consultation with customers. Please note, the cost of emergency actions will be the sole responsibility of the customer.

Waiver & Disclaimer

Safety and Responsibility Disclaimer

Trekup India is committed to ensuring the safety and well-being of all trekkers throughout the trek. However, trekking and adventure activities inherently involve elements of risk and unpredictability. As such, participants will be required to sign a ‘Waiver of Responsibility Disclaimer Form’ prior to the start of the trek.

This waiver serves as an acknowledgment that trekkers must exercise personal judgment, caution, and care at all times—for their own safety and for the safety of fellow participants.

Website Accuracy Disclaimer

Trekup India makes every reasonable effort to ensure the accuracy of information presented on our website and in our communications. However, we cannot be held responsible for any errors or omissions that may occur despite our best efforts.

Complaints and Dispute

Feedback, Complaints, and Legal Jurisdiction

If you experience any issues or challenges during your trek, we request that you immediately inform the relevant authority on the ground. Please contact your Trek Leader directly, or reach out to our Operations Manager, Mr. Nanda Rawat, at nanda@trekupindia.com.

Prompt communication allows us to take corrective action at the moment and resolve issues as efficiently as possible. Trekup India cannot be held responsible for non-performance or dissatisfaction if we are not informed of a problem at the time it occurs, when remedial action could be taken.

In the unlikely event that a concern cannot be resolved during the trek, you may submit a formal complaint in writing to the company within 7 days of returning home.

Governing Law and Jurisdiction

Any disputes arising out of or in connection with services provided by Trekup India shall be governed by Indian Law, and both parties agree to submit to the jurisdiction of the courts in Dehradun, Uttarakhand.

Disclaimer of Information

All information provided by the company—whether verbally or in writing—is shared in good faith and believed to be accurate at the time of communication. However, the company cannot be held liable for any unintentional errors or outdated information. In the event of a conflict, the Terms & Conditions outlined herein shall take precedence over any prior representations or warranties.

Data Protection Act

Personal Information and Confidentiality

In the course of booking and organizing your trek, Trekup India may require you to provide certain personal information, such as dietary preferences, medical history, or details of any disabilities or conditions that may affect your participation.

  • All such information will be treated with strict confidentiality.

  • Your data will only be shared with relevant authorities or team members when necessary to deliver the services or fulfill legal requirements.

  • You may request to review your personal data during Trekup India’s normal working hours.

By booking with Trekup India, you acknowledge that you have read, understood, and agreed to all terms, including those mentioned in the note section of the trip details.

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