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Terms and Conditions

Terms and Conditions

Booking Terms and Conditions

Important: We recommend that you read the booking conditions carefully before you book your holiday. These booking conditions include important information and set out contractual terms and conditions that apply to any booking(s) that you make with Epic India Travel.

1. Terms Used

    The ‘Company’ is Epic India Travel, which is registered in England and Wales as an Ltd Company.Registered Office: 71-75 Shelton Street, Covent Garden. London WC2H 9JQ, Registered Number 10143499
  • The ‘client’ is the person or persons whose name(s) appear on the booking.
  • The ‘Ground Operator’ provides the local ground arrangements at your destination.
  • “Epic India” is the trading name of Epic India Travel Limited

2. How to Book

    After choosing your holiday and reading the booking terms and conditions, please contact us by phone or e-mail or send us the booking form available on www.epicindiatravel.co.uk, with a non-refundable deposit of £300 per person or full payment.

3. The Contract

    The contract is made only when the Company receives the booking request, a non-refundable deposit; the evidence that travel insurance has been taken and the company issues a written confirmation of your holiday. Such confirmation including our standard ‘Terms and Conditions’, together with our letter, shall form the basis of the contract between you and us. In case of independent tour, the confirmation invoice would state your requested holiday costs and you will be advised of any arrangements which are still on request and not confirmed at the time the confirmation was issued.
  • Contract is between the Company and all those listed on the booking form duly signed by the client who is over the age of 18. The person who signs the booking form does so and is responsible on behalf of all those listed having read the booking conditions and agrees to abide by them.
  • The Company or its agents reserve the right to decline any booking at their discretion. Furthermore the Company and Ground Operator reserve the right to cancel any booking at any time at their sole discretion in the event the client is considered to be unsuitable for the tour booked.
  • The contract, including all matters arising from it, is subject to English Law and the exclusive jurisdiction of the English Courts.

4. Late Bookings

    Late bookings are those made within 10 weeks of the tour start date. Once details have been confirmed to the client over the telephone, a verbal contract shall be deemed to exist between the client and the Company. All booking conditions including cancellation charges will apply. Full payment will be due immediately.

5. Payment of Balance

    In addition to the non-refundable deposit of £300 per person, some hotels/resorts and transport handlers might require a higher deposit especially during peak season. You would be informed of any such requirements at the time of booking. In case you book less than 10 weeks before the tour, the total cost of holiday is payable at the time of the booking.
  • The balance of the cost of the clients’ tour must be paid as soon as the company issues confirmation/invoice. If the company does not receive the balance within 10 days the company will treat the booking as cancelled by the client/s, and will be subject to the cancellation fees described in (6a).
  • The client acknowledges that payment for the tour is an intrinsic part of the tour income and contributes to the overall costs of equipment, vehicle running costs, staff administration, park fees and that the Ground Operator will have incurred the largest part of its costs before the actual departure.

6. Cancellations and Changes

  • All cancellations need to be in writing signed by the client who signed the original booking form quoting your tour reference number. Cancellations will come into effect on the day that the Company receives the written notification. The following charges will be levied in this event and for non payment of balance as follows:

  • Days prior to departure
    Airline Ticket (if Issued) 100% of total airline ticket
    70 days (10 weeks) Deposit Only
    29 to 69 days prior 50% of the Tour Price
    14 to 28 days prior 75% of the Tour Price
    Less than 14 days prior 100% of the Tour Price
  • If your cancellation is due to circumstances beyond your control, you may be able to claim the monies through your travel insurance depending on the terms and conditions of the travel policy.
  • Once the tour has started, no refunds will be made under any circumstances for any unused sector(s) or section(s).
  • Every effort will be made to operate the tours as advertised. In the rare occurrence of the tour being cancelled within 4 weeks of departure for reasons other than force majeure, described below (6e), the Company and/or Ground Operator will offer, whenever possible, comparable arrangements – or a full refund of all monies received by the Company from clients booked on the tour. In addition if the Company and/or Ground Operator cancels a tour less than 15 days before the departure date an amount of £30 per person will be paid to clients, and this will be the full extent of the Company’s’ and Ground Operators’ liability.
  • Force majeure is any situation or event beyond the Company’s and Ground Operators control. This could be an act of God, war, terrorist activities, civil strike, riot, industrial disputes, natural or industrial disasters, fire, adverse weather or road conditions, bureaucratic obstacles, or other circumstances amounting to force majeure.
  • The Company and Ground Operator reserve the right to alter routes, schedules, itineraries, amenities and mode of transport, without prior notice, during the period of the tour, due to circumstances or events which affect the stated intentions of the tour. These influences may include, but are not limited to, sickness, mechanical breakdown, events emanating from political disputes, acts of terrorism, entry or border difficulties and other unpredictable or unforeseeable circumstances. In the unlikely event that a tour has to be abandoned due to such circumstances, the Company and Ground Operator will be entitled to retain monies received as necessary to cover any costs incurred. Any excess will be refunded.
  • In case of Special Trains Journeys, flight tickets and/or peak season hotel bookings, a separate cancellation policy is applicable which we shall advise you as and when applicable.

7. Prices

  • The Company reserves the right to increase or decrease prices shown for tours. However, the Company guarantees that once the client booking form is received, the deposit is cleared and a confirmation invoice has been issued the tour price will not change.
  • The exception to section (a) is if Governments impose taxes of any kind including entry and exit Visas in connection with the clients tour or local operator or local costs which are beyond the control of the Company and Ground Operator, which then will be forwarded as a surcharge.
  • Inclusions and exclusions in the tour price: We detail out the inclusions and exclusions in the tour along with price of the tour and it is deemed that you have clearly noted them before you made booking with us.
  • All prices are shown in GBP as this represents the currency used by Ground Operators and sent to our bank in this currency. Please note the costs of camera tickets are not included in any of our tours

8. Complaints

  • If you have a complaint about your tour, in the first instance you should inform the guide or tour leader so the issue can be resolved if possible. If not resolved then you must inform the Ground Operators Management in situ at your earliest opportunity and only then if not resolved you must make your complaint in writing within 28 days from the end of the booked tour.
  • Any dispute arising out of, or in connection with, package holiday which is not amicably settled, may be referred to arbitration under the Travel Industry Arbitration Service’s special. The scheme provides for a simple and inexpensive method of arbitration on documents alone with restricted liability of client in respect of costs. The scheme does not apply to claims for an amount great than £2500 per person or £10,000 per booking form or to claims which are solely or mainly in respect of physical injury or illness or the consequences of such injury or illness. Full details of the scheme will be supplied on request.

9. Responsibilities of the Client

  • The tours operated or supplied by the company have been designed to provide participants with an exposure to the true nature of the environment visited and therefore by their very nature the Company’s’ tours involve an element of personal risk and potential hazard not normally associated with holiday tours. Clients must accept these attendant risks and hazards. Clients must also accept that safety standards, be it accommodation, local transport or other operators, are in most part not of the same standard as those in the clients home country. All bookings are accepted on the understanding that the client appreciated such risks and hazards and that they undertake all tours at their own volition.
  • The Client agrees to comply with all laws and regulations, whether in respect of immigration, exchange control, National Park Regulations, health or any other matter, of all the countries visited during the tour.
  • No unaccompanied Minor (under 18 years of age) can be accepted on tours operated by the company, however children may travel provided that they are accompanied by a parent or guardian who accepts full responsibility for them and subject, in all cases, to the ultimate discretion of the company.
  • The client agrees to comply with all reasonable instructions and requests by the guide or tour leader and agrees that the guide / tour leaders’ decision shall be final on all matters relating to safety, organisation and satisfactory progress of the tour. In the event of any breach of these responsibilities, or if the guide or tour leader considers the actions or health of any client is likely to prejudice the safety or well being, cause distress, damage or discomfort of all or any other members of the tour including employees reserves the right at their sole discretion, to have any client leave the tour at any stage. The client behaving in such a manner will relinquish the right to refund and/or compensation and/or further services of the guide/tour leader or any responsibility or liability of the Company and Ground Operator.
  • Communication of information: Unless otherwise agreed by us, All communications with you will be sent to the person who signs the booking form. It is the responsibility of that person to ensure that a copy of all such communication is sent to the other members who would be going on the holiday. Any failure to do so should be notified to us.

10. Responsibilities of the Company and Ground Operator

  • The Ground Operator accepts responsibility for the arrangements of the tour and the actions of the guide/tour leader and other employees on the tour whilst carrying out his/her normal duties associated with running the tour. This does not include actions of a purely personal nature.
  • The Company accepts responsibility for its personnel if accompanying any tour whilst carrying out his/her normal duties associated with running the tour. This does not include actions of a purely personal nature. However the Company and Ground Operator does not accept any liability in cases of personal injury, death or damage to the clients property resulting from participating in any activities, such as riding, game walking, game drives, rafting etc. even if pre-booked prior to the tour. This includes activities included in any tour price. Furthermore, no acceptance of liability in events caused by force majeure as in section (6f) and actions of wildlife or other such incidents beyond the Company and Ground Operators control.
  • The Company and Ground Operator does not accept any responsibility for any disease or illness contracted by the clients during or after the tour but will do its utmost to assist with any such occurrences or circumstances during the tour.
  • The Company and Ground Operator does not accept responsibility or liability if a client fails to arrive in time for departure of a tour and no compensation will be given on the price paid.
  • The information given in the Company and Ground Operators literature, and/or by the guide or tour leader is given in good faith, but no warranty is given that it is correct. The information concerning hotels, facilities and in the itineraries has been compiled as accurately as possible and has been checked at the time of publication. We are not responsible for facilities outside the accommodation in which you are staying and cannot guarantee that these will be available all year round. Maps shown are for general information only and may not accurately show exact locations.
  • No employee or representative of either the Company or Ground Operator has authority to commit their company to any liability whatsoever and the Company and Ground Operator will not be bound by any statement or representation unless it is in writing and signed by one of the Directors.
  • Company will take every step to ensure that your tour arrangements are of appropriate standard. In the unlikely event that any part of the holiday is not provided as promised, for reason within our control, we will pay you appropriate compensation, if this has affected your enjoyment of the holiday. Our liability in all cases shall be limited to a maximum of the price of the holiday.

Other Important Conditions

    After choosing your holiday and reading the booking terms and conditions, please contact us by phone or e-mail or send us the booking form available on www.epicindiatravel.com, with a non-refundable deposit of £300 per person or full payment.

    Images :

    Hotel and other images featured in our brochures and our website are used for illustration purposes only. Your specific hotel (where hotel accommodation is included as part of your chosen tour) may differ from the representation provided. Clients agree that any images taken of their likeness whilst a participating on our tours by Epic India or through the supply of image(s) by fellow clients can be used in any form of Epic India media.

    Your Financial Security :

    Epic India is a member of TTA (Travel trust Association) and is fully bonded for the Client’s financial protection. TTA offers 100% consumer protection. Epic India operates a Trust Account which ensures financial security. These measures protect all our clients in case of insolvency. In addition Epic India holds a CAA Third Party franchise agreement with the Civil Aviation Authority. T-ATOL secures all our flight based packages.

    Privacy Policy :

    In order to process your booking, Epic India needs to collect certain personal details from you. These details will usually include the names and addresses of party members, credit/debit or other payment details and special requirements such as those relating to any disability or medical condition that may affect the holiday arrangements. We take full responsibility for ensuring that proper security measures are in place to protect your information. We must pass some information on to the relevant suppliers of your travel arrangements (airlines, hotels, transport companies etc.).
    Such suppliers may be outside continental Europe if your holiday is to take place or involve suppliers outside these countries. The information may also be provided to security or credit checking companies, public authorities such as customs/immigration if required by them, or as required by law. Except where expressly permitted by the Data Protection Act 1998, Epic India will only deal with the personal details you give to us as set out above unless you agree otherwise. We may make contact with you or members of your holiday party by post, e-mail, or telephone for the purposes set out. We will also use your information to inform you of offers in the future or to send you brochures. If you do not wish to receive such approaches in the future then please let us know as soon as possible by telephone, letter or e-mail us at info@epicindiatravel.com. If we do contact you by e-mail about our new brochures or special offers, you will also be able to unsubscribe yourself from our database at this time.

    Entire agreement :

    The contract constituted by the Company’s acceptance of the Client’s booking subject to these Booking Conditions shall constitute the entire agreement between the Client and the Company in relation to the relevant booking, and shall exclude all other terms and conditions (except for the relevant suppliers’ conditions and any international conventions) and shall supersede all prior or contemporaneous communication or information provided.