Terms of Use, Booking Conditions, Cancellation & Rescheduling Policy

These Terms of Use and Booking Conditions explain how our platform and travel services work, what travellers can expect from us, and what we expect from travellers when they browse, enquire, book or participate in any trip with Plan The Unplanned.

By using our website, submitting an enquiry, making a payment, confirming a booking or joining a trip, you agree to be bound by these terms.

This policy is divided into three parts:

• PART A: General Platform Use & Terms of Service
• PART B: Travel Service Terms & Conditions
• PART C: Legal Relationship & User Agreement

These terms cover important areas such as bookings, payments, cancellations, refunds, rescheduling, traveller responsibilities, operational changes, safety, third-party services and dispute resolution.

Plan The Unplanned acts as a travel organiser, curator, facilitator and booking partner. Many travel services such as hotels, homestays, airlines, transport providers, activity vendors, local guides, permit authorities and on-ground operators are delivered by independent third-party service providers. While we coordinate these services with care, certain parts of the travel experience may remain outside our direct control.

We request every traveller to read this policy carefully before confirming a booking so expectations are clear and the travel experience remains smooth for everyone.

1. Use of Website and Platform

The Plan The Unplanned website, booking forms, enquiry forms, payment links, WhatsApp communication, email communication and related digital channels are intended to help users explore trips, submit enquiries, make bookings, access travel information and communicate with the team.

Users agree to provide accurate and complete information while making an enquiry or booking. Any incorrect name, age, gender, contact number, ID proof, passport detail, visa detail, medical information or travel document may affect the booking, permits, flights, insurance or travel eligibility.

Plan The Unplanned reserves the right to update, modify, remove or correct website content, pricing, dates, itineraries, inclusions, exclusions, images, policies and availability without prior notice.

2. Eligibility and Traveller Responsibility

By making a booking, the traveller confirms that they are legally eligible to enter into a binding agreement and are physically, mentally and medically fit to participate in the chosen trip or activity.

For minors, the booking must be made by a parent or legal guardian. The guardian will be responsible for the minor's conduct, safety, documentation and travel readiness.

Travellers are responsible for reviewing trip difficulty, weather conditions, altitude, terrain, activity level, travel distance, accommodation type, food arrangements and itinerary before booking.

3. Website Content, Images and Marketing Material

Images, videos, route descriptions, stay visuals, social media posts and promotional material used by Plan The Unplanned are for representation and marketing purposes. They may not guarantee the exact room, vehicle, view, weather, crowd, food, route condition, sighting or experience during a specific departure.

All website content, photographs, videos, text, graphics, logos and brand material belong to Plan The Unplanned or its respective partners/licensors and cannot be copied, reused or reproduced without written permission.

4. Pricing and Availability

Trip prices, offers, discounts, batch availability and inclusions are dynamic and may change due to season, demand, taxes, permits, fuel cost, flight fares, forex rates, hotel availability, vendor cost or operational changes.

A booking is confirmed only after the required payment is received and written confirmation is shared by Plan The Unplanned.

5. Booking Confirmation

A booking is considered confirmed only after the traveller accepts the itinerary/package details, pays the required booking amount and receives written confirmation from Plan The Unplanned.

If one person books on behalf of other travellers, that person is responsible for ensuring that all travellers have read, understood and accepted these terms.

The booking amount paid to confirm a slot is strictly non-refundable and non-transferable unless clearly stated otherwise in writing.

6. Payment Policy for Short-Haul International Trips

Applicable for destinations such as Sri Lanka, Bali, Thailand, Vietnam, Dubai, Bhutan, Georgia, Kazakhstan, Philippines and similar short-haul international trips.

7. Payment Policy for Long-Haul International Trips

Applicable for destinations such as Europe, Japan, New Zealand, Australia, South Africa, Kenya and similar long-haul international trips.

GST, TCS, forex rate changes, visa fees, insurance, flights, permits, payment gateway charges and third-party costs may be charged extra unless specifically mentioned in the package inclusions.

8. Cancellation Policy for International Trips

All cancellation requests for international trips must be submitted in writing through Plan The Unplanned's official support channel.

For international trips, the amount already paid as per the applicable payment schedule is non-refundable and non-transferable once paid.

Wherever applicable, Plan The Unplanned may issue a credit note or partial refund only for the recoverable portion of the booking after deducting non-refundable components such as flights, visa fees, hotel deposits, permits, insurance, activity tickets, taxes, payment gateway charges and vendor cancellation charges.

No cash refund shall be issued unless specifically approved in writing. Cancellation charges will apply even in cases of visa rejection, no-show, incomplete documentation, medical reasons, personal emergencies, late cancellations or inability to travel for any reason.

9. Rescheduling Policy for International Trips Only

Rescheduling is applicable only for international group trips and is subject to availability, vendor approval, hotel policies, flight rules, visa status, permit rules, operational feasibility, minimum group size and revised pricing.

• Only one complimentary reschedule is allowed per booking. Any further change will be chargeable and subject to approval.
• The rescheduled trip must be completed within 12 months from the original departure date unless mentioned otherwise in writing.
• Rescheduling is not applicable for non-refundable offers, limited-period promotions, festive batches, special event departures, or trips where flights, hotels, permits or visas have already been locked under non-changeable terms.
• For weekend treks, weekend trips, Himalayan treks and domestic trips, date transfers or rescheduling are not applicable. Cancellations will be handled only as per the applicable cancellation policy.

10. Cancellation Policy for Weekend Treks and Weekend Trips

The booking amount remains non-refundable in all cases.

11. Cancellation Policy for Himalayan Treks and Domestic Trips

For Himalayan treks and domestic trips, bookings cannot be shifted to another departure date. Slot transfer to another participant may be allowed only if approved in writing and subject to permit rules, vendor terms and applicable charges.

12. New Year, Festive and Special Event Departures

No rescheduling or date transfer is allowed for New Year events, festive departures or special event trips.

13. Permit-Based Trek Policy

For treks requiring forest department, government, local authority or special permits, the permit cost becomes non-refundable once secured or blocked in the participant's name.

If permits are already issued or committed, the participant must bear the full permit cost irrespective of the cancellation date. Any remaining refund eligibility will be calculated as per the applicable cancellation policy.

14. Flights and Airline Terms

If flights are included in the package or booked through Plan The Unplanned or its travel partners, full payment for airfare may be required at the time of ticket issuance.

Once issued, flight tickets will follow the respective airline's rules. Any cancellation, delay, rescheduling, fare difference, baggage issue, missed connection, name correction, denied boarding, airline disruption or schedule change will be governed by airline policy.

Plan The Unplanned shall not be liable for airline delays, cancellations, baggage loss, baggage delay, denied boarding, missed connections or independently booked flight losses.

15. Visa, Passport and Travel Documents

Travellers are responsible for carrying valid passports, visas, permits, government IDs, vaccination documents, insurance and any other travel documents required for the destination.

For international trips, passports should generally be valid for at least 6 months from the date of return, unless the destination requires a different validity period.

Visa assistance, if provided, does not guarantee visa approval. Visa approval, rejection, delay or additional documentation request is solely at the discretion of the embassy, consulate, immigration department or relevant authority.

Visa fees, appointment charges, documentation charges, courier charges, insurance charges and related expenses are non-refundable even if the visa is rejected, delayed or unused.

16. Accommodation Terms

Hotel, hostel, homestay, camp or resort check-in and check-out timings will follow the respective property's policy.

Early check-in, late check-out, room upgrades, room view, room category, bed type, floor preference, adjoining rooms and special requests are subject to availability and cannot be guaranteed unless confirmed in writing.

In case of hotel overbooking, maintenance issues, operational changes or unavoidable circumstances, Plan The Unplanned or its travel partners may provide an alternate stay of a similar category wherever possible.

Any damage caused by a traveller to hotel, vehicle, camp, homestay or third-party property must be paid directly by the traveller.

17. Transfers, Sightseeing and Activities

Transfers included in the package will operate as per the itinerary and are not available on an on-call or personal-use basis.

Travellers must report on time for all pickups, transfers, activities and sightseeing. No refund will be provided for missed transfers, sightseeing, meals or activities due to late arrival, personal delay, no-show, illness, fatigue, shopping delays or personal reasons.

Sightseeing, transfers and activities may be changed, delayed or cancelled due to weather, traffic, roadblocks, strikes, government restrictions, local conditions, safety concerns or operational reasons.

18. Treks, Adventure Activities and Safety

Trekking and adventure activities involve physical effort and natural risks. By joining a trek or adventure activity, the traveller confirms that they are physically, mentally and medically fit to participate.

The trek leader, trip captain, guide or on-ground team may modify the route, delay an activity, deny participation or stop a traveller from continuing if there is a safety concern.

No refund will be applicable if a traveller is unable to complete a trek or activity due to fitness issues, altitude sickness, injury, fear, personal discomfort, weather, government restrictions, route changes or safety decisions taken by the team.

Any rescue, evacuation, medical, hospital, porter, mule, oxygen, transport or emergency cost shall be borne directly by the traveller.

19. Operational Changes and Force Majeure

Plan The Unplanned may modify, postpone, reschedule or cancel any trip due to weather, roadblocks, landslides, floods, snowfall, government restrictions, forest department orders, strikes, political unrest, airline disruption, border closure, vendor issues, safety concerns, pandemics, natural calamities or any situation beyond operational control.

In such cases, refunds, credit notes or alternate arrangements will depend on recoverable vendor amounts and operational feasibility.

Plan The Unplanned shall not be liable for indirect expenses such as independently booked flights, visas, hotels, meals, local transport, missed work, personal purchases or connecting travel arrangements.

20. No-Show and Last-Minute Cancellation

Failure to report at the designated pickup point on time will be treated as a no-show. No refund, voucher, transfer or rescheduling will be applicable.

Last-minute cancellations due to work commitments, health issues, family emergencies, missed buses, missed flights, personal reasons, weather inconvenience or travel delays will not be eligible for refund.

21. Refund Process

All cancellation and refund requests must be submitted in writing through Plan The Unplanned's official support email.

Approved refunds, if any, will be processed to the original payment source within 7-10 working days from approval, subject to banking and payment gateway timelines.

Processing charges, taxes, convenience fees, payment gateway charges, permits, visa fees, insurance, flights and third-party charges are non-refundable.

22. Partner-Operated Trips

Some trips may be operated in association with trusted travel partners. In such cases, Plan The Unplanned may act as a booking facilitator, community partner, sales partner or travel curator, while on-ground operations may be managed by the partner operator.

Such trips may also be subject to the partner operator's hotel, flight, vendor, cancellation, rescheduling and operational terms.

23. Third-Party Service Providers

Plan The Unplanned works with independent third-party service providers including hotels, airlines, transporters, activity operators, local guides, permit authorities, restaurants, ferry operators, insurance providers and destination partners.

Plan The Unplanned will coordinate with such providers in good faith, but shall not be responsible for deficiency, delay, cancellation, refusal of service, overbooking, quality issue, injury, loss, accident, disruption or failure caused by third-party providers beyond the extent recoverable from them.

24. Traveller Conduct and Responsibility

• Travellers are expected to behave respectfully with fellow travellers, trip captains, guides, drivers, locals and service providers.
• Plan The Unplanned may remove a traveller from a trip without refund if their behaviour causes risk, distress, damage, disruption, harassment, safety concerns or discomfort to the group.
• Baggage, valuables, documents, cash, electronics and personal belongings remain the traveller responsibility throughout the trip.
• Smoking, alcohol consumption and use of intoxicants are not permitted during treks or wherever restricted by the trip rules, property rules or local law.
• Travellers must avoid littering and are expected to follow responsible travel practices during all trips and treks.

25. Photography and Media Rights

Plan The Unplanned reserves the right to capture photographs and videos during trips and use them for promotional purposes, including website, social media, marketing material and other brand communication.

If a traveller does not wish to be photographed or featured, they must inform the team in writing before the trip begins.

26. Limitation of Liability

Plan The Unplanned shall not be liable for any indirect, incidental, consequential or personal loss arising from trip changes, cancellations, delays, missed services, weather conditions, third-party failures, accidents, medical issues, visa issues, airline disruptions or force majeure events.

In any case, the maximum liability of Plan The Unplanned shall be limited to the amount paid by the traveller to Plan The Unplanned for the specific trip, excluding third-party costs, taxes, processing fees, payment gateway charges, flights, visas, insurance and non-refundable components.

27. Updates to Terms

Plan The Unplanned may update these terms from time to time. The terms applicable at the time of booking confirmation shall generally apply to that booking unless a change is required due to law, safety, government order, vendor policy or operational necessity.

28. Jurisdiction

These terms shall be governed by the laws of India. Any dispute arising from bookings made with Plan The Unplanned shall be subject to the courts of Bengaluru, Karnataka.