Terms & Conditions

Please read these Terms and Conditions carefully before using the services of Vidya Tours and Travels. By booking any tour, accessing our website, or using any of our services, you acknowledge that you have read, understood, and agreed to be bound by these terms. If you do not agree with any part of these terms, please refrain from using our services.

1 Introduction & Acceptance of Terms

Vidya Tours and Travels is a travel services company based in Surat, Gujarat, India, specializing in domestic and international tour packages, flight bookings, hotel reservations, transportation arrangements, honeymoon packages, group tours, and corporate travel solutions. We have been serving travellers since 2012 with a commitment to providing exceptional travel experiences.

These Terms and Conditions govern the relationship between Vidya Tours and Travels and its clients with respect to all bookings, reservations, and travel services arranged, facilitated, or provided by the company, whether directly or through affiliated partners, agents, or third-party service providers.

By engaging our services — whether in person at our office, via telephone, through our website, via WhatsApp, email, or any other communication channel — you confirm that:

• You are of legal age (18 years or above) and capable of entering into a binding contract.
• You have the authority to accept these terms on behalf of all persons included in the booking.
• You have read, understood, and agreed to all the terms outlined herein.
• All information provided by you is accurate, complete, and truthful.

2 Definitions

Throughout these Terms and Conditions, the following definitions shall apply:

• "Company" / "We" / "Us" / "Our" — refers to Vidya Tours and Travels, including its employees, agents, and authorized representatives.
• "Client" / "You" / "Traveller" — refers to the individual or group who makes a booking or enquiry with the Company.
• "Tour Package" — refers to any combination of travel services including transportation, accommodation, meals, sightseeing, and other inclusions as specified in the tour itinerary.
• "Booking Confirmation" — a written or electronic document issued by the Company acknowledging the receipt of booking and confirming the reserved services.
• "Service Provider" — refers to hotels, airlines, transport operators, local guides, or any third party whose services are utilized in the tour package.
• "Force Majeure" — refers to extraordinary circumstances beyond reasonable control, including natural disasters, pandemics, government actions, or civil unrest.
• "Cancellation" — refers to the termination of a confirmed booking by either the client or the Company prior to the commencement of the tour.

3 Booking & Reservation Policy

All bookings with Vidya Tours and Travels are subject to availability and confirmation. A booking is considered confirmed only after a formal Booking Confirmation has been issued by the Company and the required deposit or full payment has been received.

3.1 Booking Process

• Submit your tour enquiry via our office, website, phone (+91 93448 70297), WhatsApp, or email (info@vidyatoursandtravels.com).
• Our travel consultant will share a customized itinerary and quote within 24–48 working hours.
• Upon agreement on the itinerary and pricing, pay the required advance/deposit to confirm the booking.
• Receive your official Booking Confirmation document via email or WhatsApp.
• Balance payment to be made as per the agreed schedule specified in the confirmation.

3.2 Booking Validity

All quotes and itineraries shared are subject to availability and pricing changes. Quotes are typically valid for 48–72 hours. Any pricing changes due to airline fare revisions, hotel rate changes, or tax amendments after the quote period will be communicated transparently before finalization.

3.3 Group Bookings

Group bookings of 10 or more travellers may be subject to special terms, pricing, and payment schedules. Please contact our group travel desk for customized group tour arrangements. Special contracts may be issued for large group bookings, which will supplement these general terms.

4 Payment Terms & Conditions

All payments must be made in Indian Rupees (INR) unless otherwise specified. Vidya Tours and Travels accepts various payment modes to ensure convenience for our valued clients.

4.1 Accepted Payment Methods

• Bank Transfer / NEFT / RTGS / IMPS
• UPI (Google Pay, PhonePe, Paytm, BHIM)
• Cheque (subject to clearance — please allow 3–5 working days)
• Cash (at our office, subject to applicable limits as per RBI regulations)
• Credit Card / Debit Card (additional processing charges may apply)

4.2 Payment Schedule

4.3 Additional Charges

Prices quoted are inclusive of applicable Goods & Services Tax (GST) unless otherwise stated. The following are typically not included unless explicitly mentioned:

• Airline/train/bus tickets unless specified as inclusions
• Personal expenses, tips, and gratuities
• Travel insurance premium
• Visa fees and related charges
• Expenses due to delays, cancellations, or force majeure events
• Room upgrades, minibar, laundry, and other hotel extras
• Any activity or excursion not mentioned in the confirmed itinerary

5 Cancellation Policy

Cancellations must be communicated to us in writing via email to info@vidyatoursandtravels.com or in person at our office. Verbal cancellation requests will not be entertained. The date of receipt of written cancellation notification will be used to calculate applicable charges.

5.1 Cancellation by the Client — Domestic Tours

5.2 Cancellation by the Client — International Tours

5.3 Cancellation by the Company

Vidya Tours and Travels reserves the right to cancel any tour due to insufficient participation, force majeure events, safety concerns, government advisories, or other circumstances beyond our control. In such cases, clients will be offered:

• A full refund of all amounts paid to the Company (excluding third-party non-refundable costs), or
• An alternative tour of equivalent or higher value, with any price difference adjusted accordingly, or
• A travel credit voucher valid for 12 months from the date of cancellation.

6 Refund Policy

All eligible refunds will be processed within 7–15 working days from the date of confirmation of the cancellation request, subject to receipt of all required documents and bank details.

• Refunds will be made to the original payment source where possible.
• Bank transfer fees, if any, will be borne by the client for international transfers.
• Refunds for bookings made via credit card may take an additional 5–10 business days depending on the card issuer's processing timeline.
• No refund will be provided for unused services, missed connections due to client's own actions, or voluntary early departure from a tour.
• Partial utilization of a tour package does not entitle the client to a proportional refund.
• Refunds for amounts paid in cash will be processed via bank transfer after submission of valid bank account details.

7 Tour Amendments & Changes

7.1 Amendments by the Client

Requests for changes to confirmed bookings (date changes, destination changes, accommodation upgrades, addition of travellers, etc.) must be made in writing. Amendment fees may apply, and changes are subject to availability and any additional costs from service providers.

• Minor changes (e.g., room type, meal plan) — Service charge of ₹500–₹1,000 per change
• Date changes — Subject to availability and airline/hotel change fees + ₹1,000 service charge
• Destination changes — Treated as cancellation and fresh booking; standard cancellation charges apply
• Name corrections — Must be done immediately; delay may result in additional airline/hotel fees

7.2 Amendments by the Company

While we strive to maintain the agreed itinerary, Vidya Tours and Travels reserves the right to make necessary alterations to tours due to safety concerns, weather, road conditions, hotel overboooking, or other operational reasons. We will notify clients as early as possible about any significant changes and offer comparable alternatives.

8 Travel Documents, Visas & Insurance

8.1 Travel Documents

It is the sole responsibility of each traveller to ensure they possess valid travel documents for all destinations included in the tour. This includes:

• Valid passport (minimum 6 months validity from the return date for international travel)
• Valid visa(s) for all countries to be visited
• All required permits (Inner Line Permits, wildlife area permits, etc.)
• Original identity proofs as required by domestic hotels and transportation
• Any health-related documentation required by destination countries (vaccination certificates, health declarations, etc.)

8.2 Visa Assistance

Vidya Tours and Travels may assist in visa application processes as a value-added service. However, visa grant is entirely at the discretion of the respective consulate or embassy. The Company does not guarantee visa approval and will not be held liable for visa rejections, delays, or additional costs arising therefrom. Visa fees paid are non-refundable once applications are submitted.

8.3 Travel Insurance

We strongly recommend that all travellers purchase comprehensive travel insurance covering medical emergencies, trip cancellation, baggage loss, and personal liability. Vidya Tours and Travels can assist in arranging travel insurance through our partner insurers at the time of booking. Travelling without adequate insurance is entirely at the client's own risk.

9 Health, Safety & Special Requirements

9.1 Medical Fitness

It is the client's responsibility to ensure they are medically fit for the chosen tour, including any adventure activities or high-altitude destinations. Any known medical conditions must be disclosed at the time of booking. Vidya Tours and Travels may recommend alternative tours or request medical clearance certificates for certain itineraries (e.g., Ladakh, trekking tours, adventure packages).

9.2 Special Dietary & Accessibility Needs

Please inform us of any special dietary requirements, disabilities, or accessibility needs at the time of booking. We will make reasonable efforts to accommodate such requests, but cannot guarantee that all service providers will be able to meet specific requirements. Additional costs for special arrangements may apply.

9.3 Safety Guidelines

All travellers are expected to follow safety guidelines and instructions provided by the Company, tour guides, and local authorities. The Company reserves the right to refuse service or remove a traveller from a tour if their behaviour poses a risk to themselves or other participants, without any refund obligation.

9.4 Vaccinations & Health Protocols

Travellers are responsible for ensuring they meet all vaccination and health protocol requirements for their destinations. Check with your healthcare provider and relevant government advisories well in advance of your travel date. Requirements may change at short notice and the Company cannot be held responsible for travel disruptions due to health-related non-compliance.

10 Liability & Limitations

Vidya Tours and Travels acts as an organizer and facilitator of travel services. While we take every precaution to ensure the quality and reliability of our tours, certain limitations on liability apply.

10.1 Company Liability

• The Company's total liability to any client shall not exceed the total amount paid for the specific tour in question.
• We are not liable for any indirect, consequential, or incidental losses including loss of profits, loss of enjoyment, or mental distress.
• We are not liable for delays, changes, or cancellations caused by service providers, airlines, or government authorities.
• We are not responsible for loss or theft of personal belongings during the tour.

10.2 Client Liability

Clients are personally liable for any damage or loss caused by them to hotels, transport vehicles, or other property during the tour. Payment for such damage must be made directly to the affected service provider. The Company reserves the right to recover any costs incurred due to client misconduct.

11 Force Majeure

Vidya Tours and Travels shall not be held liable or responsible for any failure or delay in performing its obligations under any booking where such failure or delay arises from or is attributable to acts, events, or circumstances beyond its reasonable control, including but not limited to:

• Acts of God — floods, earthquakes, cyclones, landslides, storms, or other natural disasters
• Pandemics, epidemics, or widespread public health emergencies
• War, civil unrest, terrorism, riots, or acts of violence
• Government actions, travel bans, border closures, or sudden regulatory changes
• Strikes, industrial disputes, or labour disruptions affecting transport or accommodation providers
• Technical failures of aircraft, trains, or vessels beyond the Company's control
• Environmental or ecological emergencies

In such events, the Company will make every reasonable effort to arrange alternative services or postpone the tour. If neither is possible, refunds (less non-recoverable costs already paid to service providers) will be processed as per our cancellation policy.

13 Intellectual Property

All content on the Vidya Tours and Travels website, brochures, social media, and marketing materials — including text, images, logos, itineraries, tour descriptions, pricing structures, and design elements — is the intellectual property of Vidya Tours and Travels or its licensed content providers.

• No content may be copied, reproduced, distributed, modified, or used for commercial purposes without prior written consent from the Company.
• Tour itineraries created by our consultants are proprietary and may not be shared with competitor travel agencies.
• Our brand name, logo, and taglines are protected trademarks and may not be used without authorization.
• User-generated content (reviews, photos) shared with us may be used in our marketing with appropriate attribution.

14 Client Conduct & Code of Behaviour

All clients are expected to conduct themselves in a respectful and responsible manner throughout the tour. By booking with us, you agree to:

• Respect local customs, traditions, and cultural sensitivities of destinations visited
• Follow all instructions given by tour guides, hotel staff, and local authorities
• Not engage in any illegal activities at the destination or during transit
• Maintain respectful behaviour towards fellow travellers, Company representatives, and service provider staff
• Not damage or destroy any property at hotels, transport vehicles, or tourist sites
• Adhere to timing requirements for departures, check-ins, and scheduled activities
• Not carry or consume prohibited substances in accordance with local laws

The Company reserves the right to terminate a client's participation in a tour without refund if their behaviour is deemed disruptive, dangerous, illegal, or offensive. The client will be responsible for all costs of returning home independently in such circumstances.

15 Third-Party Services & Websites

Vidya Tours and Travels works with a network of trusted service providers including airlines, hotels, transport operators, local tour operators, and insurance companies. While we carefully vet our partners, the following terms apply:

• Service quality standards of individual hotels, airlines, and transport operators are governed by their own terms and policies.
• Star ratings for hotels are assigned by local tourism authorities and may not always align with international rating standards.
• Our website or communications may contain links to third-party websites for informational purposes. We are not responsible for the content, privacy practices, or terms of these external sites.
• Reviews and ratings from third-party platforms (TripAdvisor, Google, etc.) are independent and do not represent official positions of Vidya Tours and Travels.

16 Complaints & Dispute Resolution

16.1 During the Tour

Any complaints or concerns during the tour must be communicated immediately to our tour representative or office. Contact us at +91 93448 70297 (24-hour emergency support for active tour clients). We will make every reasonable effort to resolve issues promptly to ensure your comfort and satisfaction.

16.2 After the Tour

Written complaints must be submitted within 30 days of the tour completion to info@vidyatoursandtravels.com. Complaints submitted after this period may not be entertained. Our customer relations team will acknowledge receipt within 2 working days and aim to resolve the matter within 14 working days.

16.3 Escalation

If a dispute cannot be resolved amicably through direct communication, both parties agree to first attempt resolution through mediation before resorting to legal proceedings. The parties agree to keep all dispute proceedings confidential to the extent permitted by law.

17 Governing Law & Jurisdiction

These Terms and Conditions shall be governed by and construed in accordance with the laws of India, specifically the laws applicable in the State of Gujarat. Any disputes, claims, or legal proceedings arising out of or in connection with these terms or any booking made with Vidya Tours and Travels shall be subject to the exclusive jurisdiction of the courts located in Surat, Gujarat, India.

Both parties consent to submit to the personal jurisdiction of the courts in Surat, Gujarat for the purpose of resolving any dispute covered by this agreement.

18 Amendments to These Terms

Vidya Tours and Travels reserves the right to update, modify, or revise these Terms and Conditions at any time without prior notice. Changes will be effective immediately upon publication on our website or communication to clients via email or other channels.

• The "Last Updated" date at the top of this document will reflect the date of the most recent revision.
• Continued use of our services or maintenance of an active booking after changes constitutes acceptance of the revised terms.
• For significant changes affecting existing bookings, clients will be notified directly via email or phone.
• It is your responsibility to review these terms periodically. We recommend bookmarking this page for easy access.

19 Contact Us

If you have any questions, concerns, or queries regarding these Terms and Conditions, or if you would like to discuss any aspect of your booking, please reach out to us through any of the following channels:

By using our services, you confirm that you have read, understood, and agreed to these Terms and Conditions in their entirety. Thank you for choosing Vidya Tours and Travels — we look forward to crafting an unforgettable travel experience for you.