Welcome to The Despatch Rider’s Refund/Cancellation policy.

 

We are really happy to have you here. Thank you for choosing to use our services.

 

It’s always important to understand what will happen in case of a cancellation which may arise due to different situations. We highly recommend you to go through the same in detail before making a booking with us. We believe that your familiarity with the below scenarios and conditions will enable us to serve you better while planning a smooth & comfortable holiday for you !

 

If you have any suggestions on how we can improve them, you are more than welcome to contact us at info@thedespatchrider.com

 

In these Refund/Cancellation policy references to "you" and "your" include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred.

 

References to “TDR” means the Proprietorship firm with Address & registration details as follows:

The Despatch Rider, 405, Mayika, Thottumugham P O, Mynagappally, Kollam,

Kerala, India 690519

Registration number: 32ACTPU9115H1Z5

 

1. If you change and transfers of booking

  1.1   You may choose to transfer your confirmed booking to a different departure date or tour:

1.1.1 Costs or charges incurred by us or incurred or imposed by any of our suppliers will be charged if a confirmed booking is changed or transferred to a different departure date or tour, up to 40 days prior to departure. Thereafter all changes will be treated as cancellations and subject to the charges below. Changes are subject to availability.

  1.2   If you or any member of your party is prevented from travelling, that person(s) may transfer their place to someone else, subject to the following conditions:

           1.2.1   that person is introduced by you and satisfies all the conditions applicable to the tour;

           1.2.2   we are notified not less than 7 days before departure;

           1.2.3   you pay any outstanding balance payment, an amendment fee of 750 INR per person transferring (pre-balance due date) and 1500 INR per person transferring (post balance due date), as well as any additional fees, charges or other costs arising from the transfer; and

           1.2.4   The transferee agrees to these terms & conditions and all other terms of the contract between us.

You and the transferee remain jointly and severally liable for payment of all sums. If you are unable to find a replacement, cancellation charges as set out in clause 5 will apply in order to cover our estimated costs. Otherwise, no refunds will be given for passengers not travelling or for unused services.

 

Important Note: Certain arrangements may not be amended or transferred after they have been confirmed and any alteration could incur a cancellation charge of up to 100% of that part of the arrangements.

 

 2. If you cancel your booking before departure

  2.1   Should the client wish to cancel, cancellation charges will be imposed. These are calculated from the day written or verbal notification is received by TDR or their authorised travel agent as a percentage of the total tour price per person cancelling, excluding any amendment charges and insurance premiums. The cancellation charges shown below are those which will apply to most tours. You may find the ride specific cancellation policy in the ride details page of our website, if any of these cancellation charges differ in any way.

           2.1.1   60 days or more before tour start date - full refund (minus payment gateway fee) 

2.1.2 31-59 days before tour start date - retention of advance booking amount

           2.1.3   0-30 days before tour start date - retention of 100% tour price

  2.2 The balance of all monies due, including any surcharges applicable at that time, must be received by TDR or their authorised travel agent not later than 30 days before the start of your tour. For certain tours, full payment must be received at an earlier stage before the start of your tour. You will be advised at the time of booking when this is the case. In the case of non-payment of the balance by the due date, TDR reserves the right to treat your booking as cancelled and cancellation charges will apply.   

  2.3   It is a condition of booking with us that comprehensive travel insurance is taken out which includes cover against cancellation charges. Depending on the reason for the cancellation, you may be able to reclaim the cancellation charges (less any applicable excess) under the terms of the insurance policy. All claims must be made direct to the insurance company.

  2.4   Cancellation by You due to Unavoidable & Extraordinary Circumstances:

You have the right to cancel your confirmed tour before departure without paying a cancellation charge in the event of “unavoidable and extraordinary circumstances” occurring at your destination or its immediate vicinity and significantly affecting the performance of the tour or significantly affecting the transport arrangements to the destination. In these circumstances, we shall provide you with a full refund of the monies you have paid but we will not be liable to pay you any additional compensation. Please note that your right to cancel in these circumstances will only apply where the Governing regulation advises against travel to your destination or its immediate vicinity. For the purposes of this clause, “unavoidable and extraordinary circumstances” means warfare, acts of terrorism, significant risks to human health such as the outbreak of serious disease at the travel destination or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination. This clause 5 outlines the rights you have if you wish to cancel your booking.

 

3. If we change or cancel your tour

  3.1   Changes:

           3.1.1   While TDR will do its best to operate all tours as advertised, it reserves the right to change and correct errors in any of the facilities, services, prices or itineraries described in the tour brochure and/or on our website at any time before or after your booking is confirmed.

           3.1.2   Most changes are minor and in such circumstances we will make reasonable efforts to inform you or your travel agent as soon as reasonably possible if there is time to do so before your departure but we will have no liability to you. Examples of minor changes include a change of accommodation to another of the same or higher standard.

           3.1.3   Occasionally, we have to make a significant change. If a significant change has to be made, TDR will inform the client as soon as reasonably possible, if there is time before departure.

           3.1.4   A significant change is a change made before departure which we can reasonably expect to have a major effect on your tour. Significant changes are likely to include, change of departure date of tour, change to class of motorcycle used, and a major itinerary re-routing. Please note, changes of named accommodation we have booked are not significant changes unless otherwise expressly stated.

  3.2   Cancellation

           3.2.1   We will not cancel your tour less than 7 days before your departure date, except for reasons of force majeure or failure by you to pay the final balance. We may cancel your tour before this date if, e.g., the minimum number of clients required for a particular travel arrangement is not reached.

  3.3   If we have to make a significant change or cancel your tour before departure the client will have the choice of:

           3.3.1   accepting the changed arrangements; or

           3.3.2   cancelling the tour with a full refund of all monies paid to us; or

           3.3.3   if available, and where we offer one, accepting an offer of an alternative tour(we will refund any price difference if the alternative is of a lower value)

 

You must notify us of your choice within 7 days of our offer. If we do not hear from you within 7 days, we will contact you again to request notification of your choice. If you fail to respond again, we will assume that you have chosen to accept the change or alternative booking arrangements.

 

We regret we cannot meet any visa, vaccination or similar costs in the event of any change or cancellation by us. Similarly, as you are advised only to book fully flexible connecting transport and other arrangements (such as pre or post tour accommodation) which can be cancelled or changed without charge, we cannot pay any cancellation, amendment or other charges you may incur in relation to any arrangements which you have to change or cancel as a result of any change to your tour.

 

4.   Compensation

In addition to a full refund of all monies paid by you, we will pay you compensation in the following circumstances:

(a) If, where we make a significant change, you do not accept the changed arrangements and cancel your booking;

(b) If we cancel your booking and no alternative arrangements are available and/or we do not offer one.

The compensation that we offer does not exclude you from claiming more if you are entitled to do so.

Period before departure in which we notify you

Amount you will receive from us (per person, per booking)*

 

More than 35 days - NIL

 

20-35 days - Rs.500

 

8-19 days - Rs.1000

 

Less than 8 days - Rs.1500

 

*IMPORTANT NOTE: We will not pay you compensation in the following circumstances:

(a) where we make a minor change;

(b) where we make a significant change or cancel your arrangements more than 6 weeks before departure;

(c) where we make a significant change and you accept those changed arrangements or you accept an offer of alternative travel arrangements;

(d) where we have to cancel your arrangements as a result of your failure to make full payment on time;

(e) where the change or cancellation by us arises out of alterations to the confirmed booking requested by you;

(f) where we are forced to cancel or change your arrangements due to Force Majeure (see clause 4).

If we become unable to provide a significant proportion of the arrangements that you have booked with us after you have departed, we will, if possible, make alternative arrangements for you at no extra charge and where those alternative arrangements are of a lower standard, provide you with an appropriate price reduction.

 

5. Event of Force Majeure

  5.1   Except where otherwise expressly stated in these Terms & Conditions we will not be liable or pay you compensation if our contractual obligations to you are affected by “Force Majeure”.

  5.2   Definition of Force Majeure

For the purposes of these Terms & Conditions, Force Majeure means any event beyond our or our supplier’s control, the consequences of which could not have been avoided even if all reasonable measures had been taken. Examples include warfare and acts of terrorism (and threat thereof), civil strife, significant risks to human health such as the outbreak of serious disease at the travel destination, pandemics or epidemics including the ongoing effects of Covid-19, or natural disasters such as floods, earthquakes or weather conditions which make it impossible to travel safely to the travel destination or remain at the travel destination, the act of any government or other national or local authority including port or river authorities, industrial dispute, labour strikes, lock closure, natural or nuclear disaster, fire, chemical or biological disaster, unavoidable technical problems with transport and all similar events outside our or the supplier(s) concerned’s control.

 

IMPORTANT NOTE:

In case of full refund or partial refund arising due to the scenarios mentioned above, the number of days taken to process the refund and credit the amount to your bank account will be 5-7 working days.