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Terms and Conditions

Terms and Conditions

Please read these carefully as they set out your rights and obligations before, during and after the event. The following booking conditions stand as the basis of your contract with Hyderabad Trekking Company. (“we”, “us”, HTC and “our”). By confirming your booking, you agree that you had the opportunity to read and have read these terms and conditions, agree to them in full.

These booking conditions apply to all trip arrangements made by us which we agree to provide or perform through our listed inclusions and exclusions for every event as part of our contract with you. All references in these conditions to “trip”, “trek”, “booking”, “event” or “arrangements” mean such trip arrangements for the trip on the booked dates unless otherwise stated. References to “departure” and “arrival” mean the start date/time and end date/time of these arrangement. The term “organizer”, “lead”, “captain” refers to the person leading/managing the trip officially on behalf of Hyderabad Trekking Company. within the timeframe of the event.

Booking your trip and payment details

1. To make a booking please follow the procedure shown on our website or call us. The relevant prerequisites such as the required information, doctor check-ups and information must be completed by each person travelling. If you are under 18 at the time of booking, a parent/guardian must accompany you during the trip.

Your booking will be treated as a firm and a contract between us will come into existence as soon as we receive your deposit and confirm your slot/event. Please go through our inclusions and exclusions to know of promised arrangements. These inclusions and exclusions are either available on the webpage or sent to you electronically. Based on the success of carrying out the itinerary (check relevant section for details) all the promised arrangements will be made to you during the event. Our payment screenshot acts as a receipt for all payments made and our invoice. In case you need a detailed invoice or GST benefits, kindly get in touch with our team after the event. Where we have not confirmed availability of slot or arrangements, your booking will be treated as tentative and may or may not be confirmed. Where you book through our website without prior confirmation of availability, any electronic acknowledgement of your booking is not a confirmation of it. Please check your invoice carefully as soon as you receive it. Contact us immediately if any information which appears on the invoice or any other document appears to be incorrect or incomplete. It is your responsibility to get your slot confirmed after the payment is made.

2. A refundable/non-refundable deposit is often required to reserve slots. In such cases, the full payment must be received as per the dates listed or your slot goes void. You can request grace time by speaking to any of our representatives but during the grace time your slot will be considered tentative and may or may not be confirmed later. The payment for private events will be as agreed upon social media such as WhatsApp.

If for any reason, the balance (including any surcharge where applicable) is not received by the due date, we reserve the right to treat the booking as cancelled by you. If we do not cancel straight away because you have promised to make a payment, you must pay the cancellation charges up to 100% listed below depending on the date we reasonably treat your booking as cancelled and the conditions listed for the particular event.

3. The price quoted for any trip covers the cost of the planning, the organisation and carrying out of the trip, including group equipment, supplies, accommodation, administration and staff, and many aspects that are unique to each trip. You are responsible for vaccination fees, travel insurance, cost of travel to and from the start/return point of your trip including your flights if required, cost of passport and visas, personal equipment and personal expenses while on the trip and any other expenses specifically excluded on the trip description and/or invoice.

We reserve the right to make changes to and correct errors in quoted prices at any time before your trip is confirmed. We will advise you of any error of which we are aware and of the then applicable price at the time of booking.

Once the price of your chosen trip has been confirmed at the time of booking, then subject to the correction of errors, we will only increase or decrease the price in the event of any change in our transportation costs or in dues, emergency situations, taxes or fees or in the exchange rates which have been used to calculate the cost of your trip. The cost of the trip may change during the course of the trip in cases of medical emergencies, critical conditions, natural calamities, delays in an event, event organizer’s decisions and any unforeseen conditions.

A surcharge may be payable in cases of change of cost after payment confirmation due to unforeseen conditions. Even in the above cases, only if the amount of any increase in our costs exceeds 2% of the total cost of your trip will we levy a surcharge. If any surcharge is greater than 10% of the cost of your trip, you will be entitled to cancel your booking and receive a full refund of all money received from you excluding transaction costs or alternatively purchase another trip from us as referred to in the refunds section below. Any surcharge must be paid as conveyed/indicated or your entire trip may stand to be cancelled. A refund will only be payable if the decrease in our costs exceeds 10% of the total cost of your trip as set out above. Where a refund is due, we will pay you the full amount of the decrease in our costs. We promise not to levy a surcharge within 24 hours of departure and no refund will be payable during this period either.

4. Travel insurance: It is essential that you have adequate and appropriate cover for your trip including any adventurous activities such as trekking at altitude. Note that the majority of our trips do not require the use of climbing ropes and are all supervised. It is important to have adequate insurance which will cover cancellation costs from the date of booking as well as medical expenses (including evacuation and repatriation). Please read your policy details carefully and take them with you on your trip. It is your responsibility to ensure that the insurance cover you purchase is suitable and adequate for your particular needs.

5. Health: Unless conveyed to us personally by a phone conversation, you are taken to confirm at the time of booking that you are in good health, physically capable of undertaking all aspects of the trip, and unaware of any reason why you may be unsuited to taking part or maybe likely to suffer illness or injury during the trip, taking into account its challenges and purposes. If you are unable to give this confirmation for any reason or have any medical condition or disability which may affect your trip, you are responsible for any condition that may arise and the organizer’s decisions before, during or after the trip will not be reviewed or judged upon. You must contact us before you choose the event/pay so that we can assist you in considering the suitability of the trip for you. You are solely responsible for your choice of the trip irrespective of the guidance provided.

If any information is given in the application form or medical questionnaire is shown to be materially incorrect or incomplete, we reserve the right to cancel your booking or terminate your participation in the trip, depending on when we become aware of the true position. Check cancellation charges for further details.

6. Special requests: Please advise us of any special requests prior to making your booking. Where possible, we will endeavour to meet or arrange for our suppliers to meet any such request. Confirmation that a special request has been noted or passed on to the supplier or the inclusion of the special request on your invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. 

7. You must sign and submit the declaration that relieves the trip’s lead/organizer and Hyderabad Trekking Company. from all responsibility of your health and safety. Any accidents during the event, including transport, will be considered an unforeseen event/accident and no blame/responsibility of it will be transferred to fellow travellers or organizer or HTC Adventures Pvt. Ltd. You must understand that the organizer’s word is final and his decisions are taken based on his experience and judgement which are unquestionable at the trip or after the trip. You agree to trust and follow every decision of the organizer and will be responsible for your safety during the event. It is your responsibility to maintain discipline, courteousness and decency during the event. Any non-adherence to the rules and the non-maintenance of civility will be treated as per the severity of it including but not limited to immediate debarment from the trip or handover to concerned public authorities such as the police.

8. In case of grievances about the trip during or after the event, you agree to sort with us first with at least 24 hours to address your issue before any further action is taken from you. Your grievances must be mailed or conveyed personally by phone or in-person to us. Any minor grievances will be addressed by the organizer during or after the event.

9 Liability

  1. We promise to make sure that the trip arrangements we have agreed to make, perform or provide as part of our contract with you are made, performed or provided with reasonable skill and care. This means that, subject to these booking conditions, we will accept responsibility if, for example, your contracted trip arrangements are not provided as promised or prove deficient as a result of the failure of ourselves or our suppliers to use reasonable skill and care in making, performing or providing, as applicable, your contracted trip arrangements.
    Please note, it is your responsibility to show that reasonable efforts have not been made if you wish to make a claim against us after the event. In addition, we will only be responsible for what our employees, agents and suppliers do or do not do if they were at the time acting within the course of their employment (for employees) or carrying out work we had asked them to do (for agents and suppliers).
    We will not be responsible for any injury, illness, death, loss (including loss of possessions, time, and loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following your act(s) and/or omission(s), the act(s) and/or omission(s) of a third party not connected with the provision of your trip, and unforeseen events.
    We cannot accept responsibility for any services which do not perform as part of our contract. This includes, for example, any additional services which any supplier (including any of the regional partners whom we collaborate with in part of in full) agrees to provide or arrange for you where we only arrange these services even if stated in of our contract. For example, our vendors will be responsible for your safety on a mountain expedition they may be hosting for us. Such additional services will include any activities which do not form part of your contracted trip arrangements which a supplier agrees to provide or arrange for you while you are away.
    In addition, regardless of any wording used by us on our website, in any advertising material or elsewhere, we only promise to use reasonable skill and care as set out above and we do not have any greater or different liability to you. Many of your trip arrangements are provided by regional companies. These companies share our name by virtue of shared standards and branding and due to our investment in them, but they are separate legal entities and are not subsidiaries of or otherwise legally connected with us other than as suppliers of services included in your trip. They operate entirely independently and have their own terms and conditions.
    The promises we make to you about the services we have agreed to provide or arrange as part of our contract – and the laws and regulations of the country in which your claim occurred – will be used as the basis for deciding whether the services in question had been properly provided. If the particular services which gave rise to the claim or complaint complied with local laws and regulations applicable to those services at the time, the services will be treated as having been properly provided. There is no exception to this.
    We are not liable for loss of and/or damage to any luggage or personal possessions (including money) during the event including at accommodation, train travel or during an activity. You must ensure you have appropriate travel insurance to protect your personal belongings. For all other claims which do not involve personal injury, if we are found liable to you on any basis the maximum amount we will have to pay you is the market price paid by or on behalf of the person(s) affected in total unless a lower limitation applies to your claim.
    Where any personal injury is concerned that occurs on any travel or accommodation arrangements provided by any supplier, the maximum compensation will be limited to first-aid care in situations involving medical care.
    Please note: where a carrier would not be obliged to make any payment to you under the applicable international convention or regulation in respect of a claim or part of a claim, we similarly are not obliged to make a payment to you for that claim or part of the claim. When making any payment, we are entitled to deduct any money which you have received or are entitled to receive from the carrier for the claim in question. Copies of the applicable international conventions and regulations are available from us on request.
    Please note, we cannot accept any liability for any damage, loss, expense or other sum(s) of any description (1) which on the basis of the information given to us by you concerning your booking prior to our accepting it, we could not have foreseen you would suffer or incur if we breached our contract with you or (2) which did not result from any breach of contract or other fault by ourselves or our employees or, where we are responsible for them, our suppliers. Additionally we cannot accept liability for any business losses including self employed loss of earnings.
    Delays, behaviour, damage and complaints
  2. Delays: We regret we are not in a position to offer you any assistance in the event of delay at your outward or homeward point of departure. Please remember that it is your responsibility to ensure you arrive at the departure location for your chosen tour, all costs associated with this are therefore your sole responsibility. This is even the case where we assist you in making any necessary additional arrangements where, for example, your flights were delayed and you missed your pre-booked transfer with us.
  3. Conditions of suppliers: Suppliers, including transport operators, provide their services in accordance with their own terms and conditions. These terms may limit or exclude their liability to you in the event of death, personal injury, delay or loss / damage of personal possessions. Hyderabad Trekking Club does not in any way cover the liabilities and responsibilities of our suppliers.
  4. Decisions of behaviour and damage: While the trip is in progress, all decisions are made by the organizer with or without the knowledge of other teams employed by Hyderabad Trekking Company and you must act in accordance with all reasonable instructions you are given. The team leader, trip guide or other member of our staff may withdraw you from the trip at any time if they are of the reasonable opinion that your continued presence is prejudicing or is likely to prejudice the good order, discipline, safety or successful operation of the trip or the safety or wellbeing of any individual participant(s) or other third party or if you break any law or regulations of the locality where the trip takes place.
    We expect all clients to have consideration for other people. If in our reasonable opinion or in the reasonable opinion of any other person in authority, you behave in such a way as to cause or be likely to cause danger, upset or distress to our staff or to any third party or damage to property, we are entitled, without prior notice, to terminate your trip at any point.
    We or staff employed by Hyderabad Trekking Company are entitled to withdraw you from a trip in the above circumstances where the information provided on your application form or medical questionnaire proves to be materially inaccurate or incomplete. Where you are withdrawn, you will be required to leave the trip immediately and we will have no further responsibility towards you. No refunds will be made and we will not pay any expenses or costs incurred as a result of the withdrawal. You will in addition have to indemnify us against any loss or expense that may be incurred as a result of your actions.
    You accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be made direct to the accommodation owner or manager or other supplier or to us within 30 days or the date chosen by the victim which ever is lesser. If the actual cost of the loss or damage exceeds the amount paid where estimated, you must pay the difference once known. If the actual cost is less than the amount paid, the difference will be refunded. You will also be responsible for meeting any claims subsequently made against us and all costs incurred by us (including our own and the other party’s full legal costs) as a result of your actions. You should ensure you have appropriate travel insurance to protect you if this situation arises.
  5. Passport and visa requirements: The passport and visa requirements for the trips we offer are shown on the relevant page on our website but requirements may change and you must check the up to date position in good time before departure.
    You must ensure you are in possession of all necessary travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.
  6. Health requirements: Details of any compulsory health requirements applicable to Indian citizens for the trips we offer will be conveyed to you. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure. Health requirements and recommendations may change and you must check the up to date position in good time before departure. We expect complete honesty with medical certification from the client regarding the trips that require so, as the nature of some of our trips may be risky to clients with certain medical conditions. HACE, HAPE, AMS, Asthma, Schizophrenia, Malaria, Covid-19 and many complications are common travel hindrances or serious ailments that can result in extreme situations. When in doubt, please consult your doctor. For details of each trip, contact us and your doctor for any needed information and advise. It may be mandatory for clients to have a check-up at a suggested doctor as a pre-requisite.
  7. Complaints. In the unlikely event that you have any reason to complain or experience any problems with your trip whilst away, you must immediately inform your trip lead or us. In the absence of a lead, reach out to our local agent or the supplier of the service(s) in question. Any verbal notification must be put in writing and given to our trip guide and the supplier as soon as possible. If any complaint or problem is not resolved to your satisfaction by the trip guide, local agent or supplier, you must contact us at our office in Hyderabad using the contact details we have provided you with during your trip, giving us full details and a contact number. Until we know about a complaint or problem, we cannot begin to resolve it. Most problems can be dealt with quickly. If you remain dissatisfied, however, you must write to us within 14 days of the end of your trip. We cannot accept liability if you fail to notify the complaint or claim entirely in accordance with this clause. In the unlikely event you have a complaint which we cannot amicably resolve, you may, as an alternative to bringing a claim in the courts. For minor complaints, please report to us within 24 hours of the incident/end of the event. Such issues will be resolved within 7 working days.
  8. Our website: The information contained in our website and in our other advertising material is believed correct to the best of our knowledge at the time of publication. However, errors may occasionally occur and information may subsequently change. You must therefore ensure you check all details of your chosen trip (including the price) with us at the time of booking.
  9. Standards: It is the requirements and standards of the country in which any services which make up your trip are provided which apply to those services. As a general rule, these requirements and standards will not be the same as you are used to and may often be lower. No such grievances about grade and standard of the arrangements made under inclusions are encouraged.
  10. Your contract: We both agree that Indian law (and no other) will apply to your contract and to any dispute, claim or other matter of any description which arises between us (“claim”). We both also agree that any claim (and whether or not involving any personal injury) which arises between us must be dealt with by the courts of Hyderabad, India.

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