Vayable Trip Terms and Conditions
Effective Date: April 2025 | CIN: U52291HP2025PTC012259 | GSTIN: 02AALCV6940L1ZY1. Introduction and Acceptance of Terms
Welcome to Vayable Trip Private Limited ("Vayable Trip", "we", "us", or "the Company"), a company incorporated under the Companies Act, 2013 and registered in Himachal Pradesh, India.
These Terms and Conditions ("Terms") constitute a legally binding agreement between you ("Client", "Traveller", or "you") and Vayable Trip governing your use of our travel services, tour packages, bookings, and all related services offered through our website, mobile application, and offices.
By accessing our services, making a booking, or paying any amount towards a tour or service, you acknowledge that you have read, understood, and agreed to be bound by these Terms. If you do not agree to these Terms, please refrain from using our services. These Terms shall be read together with the booking confirmation, itinerary, and any other specific terms communicated to you in writing. In case of any conflict, the specific written terms for your booking shall prevail.
2. Definitions
For the purposes of these Terms, the following definitions apply:
- "Package" means any combination of travel services (including flights, accommodation, transfers, sightseeing, and/or meals) offered as a bundle by Vayable Trip.
- "Booking" means a confirmed reservation made by a Client for any Package or individual service.
- "Lead Passenger" means the primary traveller in whose name the booking is registered and who accepts these Terms on behalf of all travellers in the group.
- "Service Provider" means any third-party airline, hotel, transporter, activity operator, or other vendor whose services are included in a Package.
- "Travel Date" means the date of commencement of the booked tour or service.
- "Force Majeure" means any event beyond the reasonable control of Vayable Trip, including natural disasters, political unrest, pandemics, government orders, or acts of terrorism.
3. Booking Procedure and Payment Terms
3.1 Booking Confirmation
A booking is considered confirmed only upon receipt of a written confirmation from Vayable Trip and the payment of the applicable booking deposit. Verbal confirmations, enquiries, or tentative holds do not constitute a confirmed booking.
The Lead Passenger must be at least 18 years of age and accepts these Terms on behalf of all members of the travelling party. It is the responsibility of the Lead Passenger to ensure that all group members are aware of and agree to these Terms.
3.2 Payment Schedule
Payments are required as follows:
- Booking Deposit: A minimum of 30% of the total package cost is payable at the time of booking to secure the reservation.
- Interim Payment: For packages booked more than 60 days prior to the travel date, a further 30% is payable within 30 days of the booking date.
- Balance Payment: The remaining balance must be paid in full no later than 30 days prior to the travel date. For bookings made within 30 days of the travel date, full payment is required at the time of booking.
- Festival / Peak Season Packages: 100% payment may be required at the time of booking for peak season travel (Christmas, New Year, Diwali, Summer School Holidays). This will be clearly communicated at the time of enquiry.
Failure to make payments by the due dates may result in automatic cancellation of the booking without prior notice, and applicable cancellation charges will apply.
3.3 Accepted Payment Methods
Vayable Trip accepts payments via NEFT/RTGS bank transfer, UPI, credit/debit cards (Visa, Mastercard, RuPay), and net banking. All card and net banking transactions are processed through secure, PCI-DSS compliant payment gateways. Vayable Trip does not store your card information. Payments must be made in Indian Rupees (INR) unless otherwise agreed in writing.
3.4 Pricing
All prices quoted are in Indian Rupees and include applicable GST unless stated otherwise. Prices are subject to change until a booking is confirmed in writing. Vayable Trip reserves the right to revise the price of a confirmed package in the event of significant increases in fuel surcharges, government taxes, foreign exchange rates, or costs imposed by Service Providers, provided that written notice is given at least 30 days before the travel date. If the increase exceeds 10% of the confirmed package price, the Client has the right to cancel without cancellation charges within 7 days of receiving such notice.
4. Cancellation, Amendment, and Refund Policy
4.1 Cancellation by the Client
All cancellation requests must be submitted in writing (email to care@vayabletrip.com or letter to our registered office) and will be effective from the date of receipt. Cancellation charges are calculated as a percentage of the total package cost based on the notice period before the travel date:
- 91 days or more before travel date: Loss of booking deposit only (25% of package cost).
- 61 to 90 days before travel date: 30% of total package cost.
- 31 to 60 days before travel date: 50% of total package cost.
- 15 to 30 days before travel date: 75% of total package cost.
- 14 days or fewer before travel date / No-Show: 100% of total package cost — no refund.
Please note that certain components such as international airfares, visa fees, travel insurance premiums, and non-refundable hotel reservations are subject to the Service Provider's own cancellation policies, which may result in higher charges than those listed above.
4.2 Cancellation by Vayable Trip
Vayable Trip reserves the right to cancel any package or booking in the following circumstances:
- Insufficient group size for group departures (minimum numbers will be communicated at the time of booking).
- Force Majeure events rendering the tour impossible or unsafe.
- Non-payment of the balance amount by the due date.
In the event of cancellation by Vayable Trip (other than due to Force Majeure or Client default), a full refund of all amounts paid will be processed within 15 working days. Vayable Trip's liability is limited to a refund of amounts received and shall not extend to compensation for consequential losses, mental distress, or ancillary expenses.
4.3 Amendments by the Client
Requests to amend a confirmed booking (change of travel dates, destinations, passenger names, accommodation) are subject to availability and will incur an amendment fee of INR 1,500 per change per passenger, in addition to any charges levied by the relevant Service Providers. Amendments requested within 30 days of the travel date will be treated as a cancellation and rebooking, and full cancellation charges will apply to the original booking.
4.4 Refund Processing
Approved refunds will be credited to the original payment source within 45-60 working days from the date of the approved cancellation. Convenience fees, transaction charges, and visa/documentation fees are non-refundable. Vayable Trip shall not be liable for any delays caused by banks or payment processors.
5. Passports, Visas, and Travel Documents
It is the sole responsibility of each traveller to hold a valid passport with a minimum validity of six months beyond t he return travel date, unless a greater validity is required by the destination country. Vayable Trip does not accept any liability for denied boarding, entry refusal, or deportation arising from insufficient passport validity
For international packages, Vayable Trip may assist with visa applications as a facilitation service. However, the granting of a visa is entirely at the discretion of the relevant embassy or consulate. Vayable Trip does not guarantee visa approval and shall not be liable for any loss or cost incurred if a visa is refused or delayed. Visa fees paid to the embassy are non-refundable in all circumstances.
Each traveller is responsible for complying with all health, vaccination, and entry requirements of the destination country. Vayable Trip strongly recommends consulting the Ministry of External Affairs travel advisories and the relevant embassies prior to travel.
For domestic travel within India, a valid government-issued photo identity proof (Aadhaar Card, PAN Card, Passport, Voter ID, or Driving Licence) is mandatory for all travellers and must be presented at check-in and upon request.
6. Travel Insurance
Vayable Trip strongly recommends that all travellers purchase comprehensive travel insurance covering medical emergencies, evacuation, trip cancellation, loss of baggage, and personal liability. While we may offer travel insurance products in partnership with licensed insurers, the purchase of travel insurance is not compulsory. However, by declining to purchase travel insurance when offered, the Client acknowledges that Vayable Trip bears no responsibility for any financial loss arising from events that would have been covered by such insurance.
All insurance claims must be made directly with the insurer. Vayable Trip's role, where applicable, is limited to facilitating the policy purchase and providing necessary documentation to support a claim.
7. Package Inclusions and Exclusions
7.1 Standard Inclusions
Unless specifically stated otherwise in the package itinerary, each package includes the services explicitly listed in the booking confirmation, which typically covers accommodation (as specified), meals (as specified: Breakfast / Half Board / Full Board), transfers (as listed), sightseeing as per itinerary, and applicable local taxes.
7.2 Standard Exclusions
The following are excluded from all packages unless expressly stated as included in writing:- International and domestic airfares, airport taxes, and fuel surcharges (unless stated as included).
- Visa fees, travel insurance, and documentation charges.
- Personal expenses including laundry, telephone calls, beverages, and tips/gratuities.
- Any services not explicitly listed in the confirmed itinerary.
- Optional activities, extensions, or upgrades arranged independently by the traveller.
- GST or any other government taxes introduced after the booking confirmation date.
- Surcharges during peak periods (Christmas, New Year, Eid, Diwali, etc.) not included in the original quote.
8. Accommodation and Service Standards
Hotel categories mentioned in packages are based on official or widely accepted local classifications and are intended as a general guide to the standard of accommodation. Room allocation is subject to hotel availability and Vayable Trip cannot guarantee specific room types, views, or floors unless a supplement has been paid and confirmed in writing. Check-in and checkout times are subject to the hotel's own policies.
Where a listed hotel or Service Provider is unavailable due to overbooking, closure, or other circumstances, Vayable Trip will endeavour to substitute an alternative of equal or higher category at no additional cost. If only a lower-category substitution is available, a proportional refund of the price difference will be processed.
9. Limitation of Liability
Vayable Trip acts as an organiser and facilitator of travel services. While we take every reasonable care in selecting our Service Providers, we do not own, operate, or control the airlines, hotels, transport operators, or other third-party services that form part of your package.
Vayable Trip's total liability to any Client for any claim arising from a booking shall not exceed the total amount paid by the Client for the affected package. Vayable Trip shall not be liable for:
- Any personal injury, illness, death, or property damage caused by acts or omissions of Service Providers.
- Any delays, changes, cancellations, or disruptions caused by Force Majeure events.
- Any loss arising from a traveller's failure to comply with travel requirements (visa, health, documentation).
- Any indirect, consequential, or punitive loss or damage.
Nothing in these Terms shall exclude or limit Vayable Trip's liability for death or personal injury caused by its proven negligence, or for any other liability that cannot be excluded under applicable Indian law.
10. Health, Safety, and Special Requirements
Clients with pre-existing medical conditions, physical disabilities, dietary requirements, or special needs must disclose these at the time of booking. Vayable Trip will make reasonable efforts to accommodate special requirements but cannot guarantee that all requests can be fulfilled, particularly in remote destinations or third-party operated services.
Clients with serious medical conditions are advised to obtain a doctor's fitness certificate prior to travel. Participation in adventure activities (trekking, water sports, etc.) is at the traveller's own risk and risk waivers may be required by activity operators.
Vayable Trip reserves the right, in consultation with tour leaders and medical professionals where applicable, to require a traveller to withdraw from a tour if continued participation poses a risk to the traveller or the group. In such cases, no refund will be made for unused services.
11. Client Conduct and Responsibilities
All travellers are expected to conduct themselves in a manner consistent with the laws and customs of the destinations visited and the standards of fellow travellers. The tour leader or Vayable Trip representative has the authority to exclude any traveller whose behaviour is disruptive, offensive, illegal, or endangers the safety of others. No refund will be made for any unused services in such circumstances, and the excluded traveller will bear any additional costs incurred.
All travellers are expected to conduct themselves in a manner consistent with the laws and customs of the destinations visited and the standards of fellow travellers. The tour leader or Vayable Trip representative has the authority to exclude any traveller whose behaviour is disruptive, offensive, illegal, or endangers the safety of others. No refund will be made for any unused services in such circumstances, and the excluded traveller will bear any additional costs incurred.
12. Privacy and Data Protection
Vayable Trip collects personal information including name, contact details, passport information, and payment details for the purpose of providing travel services and fulfilling legal obligations. This information is handled in accordance with our Privacy Policy available on our website and in compliance with the Information Technology Act, 2000 and applicable data protection regulations in India.
Vayable Trip will not sell or share your personal data with third parties except as necessary to provide the booked services (e.g., sharing passenger names with airlines, hotels, and transport providers) or as required by law. By making a booking, you consent to such sharing for service fulfilment purposes.
13. Complaints and Dispute Resolution
If you experience a problem during your tour, please bring it to the attention of the Vayable Trip representative or tour leader immediately so that we can attempt to resolve it on the spot. Failure to report a problem during the tour may limit our ability to address it retrospectively.
Formal complaints must be submitted in writing to care@vayabletrip.com within 28 days of returning from your tour, accompanied by all relevant documentation. We aim to acknowledge all complaints within 5 working days and provide a full response within 30 days.
Any dispute arising from or in connection with these Terms that cannot be resolved amicably within 30 days of a formal complaint shall be subject to the exclusive jurisdiction of the courts of Shimla, Himachal Pradesh, India. These Terms are governed by the laws of India.
13. Complaints and Dispute Resolution
If you experience a problem during your tour, please bring it to the attention of the Vayable Trip representative or tour leader immediately so that we can attempt to resolve it on the spot. Failure to report a problem during the tour may limit our ability to address it retrospectively.
Formal complaints must be submitted in writing to care@vayabletrip.com within 28 days of returning from your tour, accompanied by all relevant documentation. We aim to acknowledge all complaints within 5 working days and provide a full response within 30 days.
Formal complaints must be submitted in writing to care@vayabletrip.com within 28 days of returning from your tour, accompanied by all relevant documentation. We aim to acknowledge all complaints within 5 working days and provide a full response within 30 days.
14. Force Majeure
Vayable Trip shall not be liable for any failure or delay in performance of its obligations arising out of or caused by events beyond its reasonable control, including but not limited to: acts of God, natural disasters, epidemic or pandemic, war, civil unrest, terrorism, government travel advisories or restrictions, industrial disputes, or failure of third-party utility or infrastructure services.
In the event of a Force Majeure, Vayable Trip will endeavour to offer alternative arrangements or a credit note for future travel. A cash refund in such circumstances will be subject to amounts recovered from Service Providers and shall not include any markup or service fees retained by Vayable Trip.
15. Amendments to These Terms
Vayable Trip reserves the right to update or amend these Terms at any time. The most current version will be published on our website at www.vayabletrip.com and will supersede all prior versions. Amendments will not affect bookings already confirmed prior to the date of change. Your continued use of our services after an amendment constitutes acceptance of the updated Terms.
16. Contact Information
For all enquiries, bookings, amendments, and complaints, please contact Vayable Trip Private Limited at:
For all enquiries, bookings, amendments, and complaints, please contact Vayable Trip Private Limited at:
Vayable Trip Private Limited
Registered Office:1st Floor Thakur Vatika, Shimla, Himachal Pradesh – 171002, India
Email: people@vayabletrip.com | Bookings: bookings@vayabletrip.com
Support: care@vayabletrip.com | Phone: +91-8988133331
Website: www.vayabletrip.com | CIN: U63090HP2025PTC001234