Cancellation & Refund Policy

1 · Booking-Specific Cancellation Terms

Cancellation costs may differ between journeys because hotels, transport operators, airlines, railway operators, guides, experience providers, permit authorities and other suppliers may impose different payment, amendment and cancellation conditions.

Before payment or confirmation of a booking, Bhumivox will provide or make available the cancellation schedule applicable to the relevant journey. The journey-specific cancellation information may specify:

• Cancellation charges according to the number of days remaining before departure.
• Amounts or components that are non-refundable.
• Supplier-specific cancellation conditions.
• Important cancellation deadlines.
• Conditions applicable to private or customised journeys.
• Conditions applicable to international journeys.
• Group-booking conditions.
• Amendment or rescheduling charges.
• Instalment and balance-payment deadlines.
• Any special promotional booking conditions.

These journey-specific conditions form part of the traveller’s booking agreement. Where a journey-specific cancellation schedule and this general Policy deal with the same matter, the journey-specific provision will apply to that booking to the extent that it was clearly disclosed before payment and accepted by the traveller, subject always to applicable law.

Terms introduced after payment will not retrospectively reduce a traveller’s existing contractual or statutory rights unless required by law or specifically agreed with the traveller.

2 · Acceptance of Cancellation Terms

Before making an online payment, the traveller may be required to affirmatively confirm that they have read and accepted the applicable Journey Details, journey-specific cancellation schedule, Cancellation & Refund Policy and Terms & Conditions.

Bhumivox should not use a pre-selected or automatically ticked acceptance box where affirmative consumer consent is required. Electronic records of such acceptance may be retained for booking administration, legal compliance and dispute resolution.

3 · When a Booking Becomes Confirmed

Making a payment does not necessarily mean that every third-party component of the journey has been confirmed. A booking becomes confirmed when Bhumivox issues a booking confirmation or otherwise expressly communicates acceptance of the booking.

Certain components may remain subject to final confirmation by hotels, transport providers, airlines, railway operators, guides, venues or other suppliers. If Bhumivox is unable to confirm a material service after receiving payment, Bhumivox may, depending upon the circumstances:

• Offer a suitable alternative.
• Offer an appropriate adjustment.
• Refund the amount attributable to the service that could not be confirmed.
• Provide another remedy required by applicable law.

4 · How to Request Cancellation

Travellers should preferably submit cancellation and refund requests through the Cancellation & Refund Support Form available directly below on this page.

Alternatively, a written cancellation request may be submitted through:

• Email: bhumivox@gmail.com
• WhatsApp: +91 9445354418

The request should include:

• Lead traveller’s name.
• Booking reference.
• Journey name.
• Departure date.
• Name or names of travellers cancelling.
• Reason for cancellation, where the traveller wishes to provide it.
• Payment details sufficient to identify the booking.
• Any supporting documents relevant to the request.

The date and time at which the written cancellation request reaches the designated Bhumivox system or communication channel will ordinarily determine the applicable cancellation charges. A later acknowledgement by Bhumivox does not change the original date and time of receipt. A telephone conversation alone should not be relied upon as cancellation unless the request is subsequently recorded in writing.

5 · Cancellation & Refund Support Form

Use this dedicated online support form to initiate a cancellation, request a refund, dispute a deduction, or ask for date/traveller modifications. Submissions are permanently timestamped upon receipt and assigned an automated tracking number.

6 · Cancellation by the Traveller

If a traveller cancels a confirmed booking, the cancellation charges stated in the journey-specific cancellation schedule accepted at the time of booking will apply.

Cancellation charges may increase closer to departure because Bhumivox or its suppliers may already have committed funds towards accommodation, transportation, guides, journey leaders, tickets, permits, meals, experiences, staff, reserved capacity and other journey arrangements.

Cancellation deductions will be applied in accordance with the applicable booking terms and applicable law. The same underlying cost will not be deducted twice under different descriptions.

7 · Non-Refundable Components

Certain components may become non-refundable immediately or at specified stages. These may include, where applicable:

• Airline tickets.
• Railway tickets.
• Special or promotional fares.
• Visa fees.
• Permit charges.
• Monument or attraction tickets.
• Event tickets.
• Accommodation deposits.
• Hotel room blocks.
• Specialised transportation.
• Private guides.
• Fixed group arrangements.
• Customised experiences.
• Supplier deposits.
• Foreign remittance charges.
• Payment-processing costs where lawfully recoverable.
• Other specifically identified non-refundable services.

A component should be treated as non-refundable only to the extent that the condition was appropriately disclosed or arose under an applicable supplier condition, the cost has actually become committed or non-recoverable, and retention of the amount is permitted under applicable law.

8 · Booking Deposits and Advance Payments

A booking amount, reservation deposit or advance payment may be wholly or partly non-refundable where this condition has been clearly disclosed before payment and is legally permissible.

Payment of a deposit may cause Bhumivox or its suppliers to reserve capacity or undertake financial commitments on behalf of the traveller. An amount does not automatically become non-refundable merely because it is described as an advance or booking deposit. The applicable booking document or journey-specific cancellation schedule will determine its treatment.

9 · Instalment Bookings and Failure to Pay Balance

Where instalment payments are permitted, the balance must be paid according to the agreed payment schedule. If a payment remains outstanding beyond its due date, Bhumivox may send a reminder and provide a reasonable opportunity to make the payment where practicable.

If the amount continues to remain unpaid, Bhumivox may cancel the booking. Amounts already paid will then be dealt with according to the applicable cancellation schedule and applicable law. A traveller cannot avoid an otherwise valid cancellation charge merely by withholding a scheduled balance payment.

10 · Partial Cancellation

If only one or some members of a booking cancel, the refund relating to those travellers will be determined according to the applicable cancellation terms. Partial cancellations can affect:

• Room occupancy.
• Single-room or supplementary charges.
• Vehicle allocation.
• Group pricing.
• Private transfers.
• Guide costs.
• Minimum group commitments.
• Per-person rates for remaining travellers.

Where the original price was expressly based on a specified group size, occupancy structure or minimum number of travellers, Bhumivox may reasonably recalculate the price applicable to remaining travellers where the booking terms permit this. Any additional amount will be communicated before becoming payable.

11 · Private and Customised Journeys

Private, tailor-made and customised journeys frequently involve advance procurement specifically for the customer. Such journeys may therefore carry different or stricter cancellation conditions than published group departures. These conditions will be disclosed before booking.

Expenses genuinely and reasonably incurred specifically for designing, reserving or procuring a customised journey may be deducted where such deduction is consistent with the accepted booking terms and applicable law.

12 · Group Bookings

Where a booking is made on behalf of a family, institution, company, association, religious group or private group, Bhumivox may communicate primarily with the nominated lead traveller or authorised organiser.

Where one consolidated payment has been received from a group organiser or payer, an approved refund may ordinarily be returned to that person or the original payment source. Bhumivox will not ordinarily be responsible for subsequent distribution of that refunded amount between group members. Nothing in this provision restricts individual rights that cannot legally be restricted.

13 · Change of Traveller or Name Substitution

A traveller may request that another eligible person take their place rather than cancelling. Substitution is subject to availability and may depend on:

• Airline or railway rules.
• Supplier restrictions.
• Passport details.
• Visa requirements.
• Permit requirements.
• Ticketing conditions.
• Room arrangements.
• Transportation arrangements.
• Time remaining before departure.

Any supplier fee or reasonable additional cost will be communicated before the substitution is completed. Substitution is effective only after Bhumivox confirms it.

14 · Change of Date or Transfer to Another Journey

A request to move a booking to another departure will be treated as a booking amendment and not automatically as a free rescheduling. Whether the transfer is possible will depend upon availability, supplier conditions and the cancellation terms applicable to the original departure.

Any cancellation cost, supplier amendment charge, fare difference, administrative charge or difference in journey price will be communicated before the change is completed.

15 · Flights, Trains and Third-Party Tickets

Where Bhumivox separately arranges airline tickets, railway tickets or other transportation, the relevant carrier’s fare and cancellation conditions may apply. Ticket refunds may therefore differ from the cancellation terms applicable to the Bhumivox journey itself.

Where Bhumivox acts only as a booking facilitator or intermediary for a separately identified third-party service, refund entitlement for that service may depend upon the supplier’s conditions and applicable law. Where Bhumivox receives a supplier refund attributable to the traveller, the amount due to the traveller will be passed on without unreasonable delay.

Where transportation has instead been sold by Bhumivox as an integral component for which Bhumivox is legally responsible as principal, nothing in this clause removes that responsibility.

16 · Services Booked Independently by the Traveller

Bhumivox is not ordinarily responsible for cancellation charges relating to independently purchased flights, hotels, insurance, visas, transportation or other services that are not included in the confirmed Bhumivox booking. This does not apply where Bhumivox is legally responsible for the event giving rise to the relevant loss.

Travellers should consider purchasing flexible arrangements and appropriate travel insurance where significant independently booked costs are involved.

17 · Passports, Visas and Travel Documents

Unless specifically included in the journey, travellers are responsible for ensuring they possess all necessary: Passports, Visas, Entry permissions, Transit permissions, Identification documents, Permits, Health documentation where legally required, and other travel documentation.

Refusal, delay or non-issuance of a passport, visa or governmental permission does not automatically entitle a traveller to a full refund. Where a traveller cannot participate for these reasons, the matter will ordinarily be treated as a traveller cancellation under the applicable cancellation schedule. This does not apply where the loss directly results from an error or service failure for which Bhumivox is legally responsible.

18 · Incorrect Information Provided by the Traveller

Travellers are responsible for providing accurate information needed to make bookings (names, dates of birth, passport details, identity information, dietary requirements, and contact details). Reasonable costs resulting from inaccurate, incomplete or delayed information supplied by a traveller may be borne by that traveller where legally permissible (e.g. ticket amendment, reissue, cancellation or replacement costs).

19 · Medical and Personal Emergencies

Illness, injury, hospitalisation, bereavement, family emergencies, employment requirements or other personal circumstances do not automatically override the applicable cancellation schedule. Bhumivox may nevertheless make reasonable efforts to identify amounts that can be recovered from suppliers. Travellers are strongly encouraged to obtain comprehensive travel insurance covering medical emergencies, cancellation, and trip interruption.

20 · No-Shows

A traveller may be treated as a no-show if they fail to appear at the agreed departure or joining location at the required time without cancelling beforehand. No refund will ordinarily be available for a no-show where accommodation, transportation or other services have already been committed. Any refundable or recoverable component will nevertheless be handled according to the applicable booking terms and law.

21 · Late Arrival, Early Departure and Missed Services

A traveller who arrives after the journey begins, leaves before it concludes, misses a transfer, misses an activity, voluntarily skips a service, remains at the hotel, separates from the group or otherwise does not use an included service does not automatically become entitled to a refund.

Any amount genuinely recoverable and refundable will be considered according to the applicable booking terms. This provision does not apply where the relevant service was not supplied because of a deficiency for which Bhumivox is legally responsible.

22 · Traveller Conduct

Bhumivox may refuse continued participation where reasonably necessary if a traveller endangers themselves or others, engages in violence or harassment, disrupts the journey, repeatedly refuses safety instructions, causes serious property damage, or undertakes illegal activity.

Where participation is terminated for such reasons, unused services will not automatically be refundable. Any refund will depend upon amounts genuinely recoverable, the circumstances, applicable booking conditions and applicable law.

23 · Cancellation by Bhumivox

Bhumivox may occasionally need to cancel a journey. Where Bhumivox cancels a journey before departure and the cancellation is not attributable to the traveller, Bhumivox will ordinarily offer:

• An alternative departure or reasonably suitable alternative journey, where available; or
• A full monetary refund of the amount paid to Bhumivox for the cancelled journey.

A credit voucher or alternative journey will not be imposed in place of a monetary refund where the traveller is legally entitled to receive money back and does not agree to the alternative. Where applicable law requires corresponding cancellation compensation or remedies to be borne by Bhumivox following unilateral cancellation, Bhumivox will comply with that obligation.

24 · Minimum Group Size

Certain departures may require a minimum number of participants, disclosed before booking. If the required participation level is not reached, Bhumivox may proceed with the journey, offer modified arrangements, offer transfer to another departure, or cancel the departure. Where cancelled for this reason, the traveller will receive the refund or alternative remedy applicable under the booking terms and law.

25 · Significant Changes Before Departure

Changes to activity sequencing, sightseeing timings, restaurant allocation, local guides, vehicle allocation, stops, minor routing, activity duration or comparable accommodation will not necessarily constitute a significant change where the overall nature and standard of the journey remain substantially intact.

A significant change may include a substantial alteration to departure date, primary destination, overall duration, or essential features central to the journey. If Bhumivox makes a significant change, the traveller will be informed of available options, including alternative arrangements or appropriate refund.

26 · Itinerary Changes During the Journey

Bhumivox may reasonably modify the sequence, timing, route or method of delivering services where necessary because of traffic, weather, crowding, festivals, VIP movement, government directions, road closures, temple timings, or safety requirements. Where practicable, an unavailable activity will be replaced with a reasonably comparable experience.

27 · Temple, Monument or Site Closures

Temples, archaeological sites, monuments, museums and other destinations may close or restrict access without advance notice due to religious observances, government instructions, security, conservation, or weather. Where reasonably possible, Bhumivox will reschedule the visit or provide an alternative experience. Closure of one location that does not defeat the overall purpose of the journey does not automatically create entitlement to a full journey refund.

28 · Events Beyond Reasonable Control

A journey may be affected by circumstances outside the reasonable control of Bhumivox or the traveller (floods, cyclones, earthquakes, landslides, extreme weather, epidemic restrictions, government action, border closures, civil unrest, transport shutdowns, natural disasters). In such circumstances, Bhumivox will assess delivered services, supplier commitments, and recoverable amounts to offer modifications, rescheduling, agreed credits, or refund of recoverable sums.

29 · Transport Disruption and Vehicle Breakdown

Where transportation for which Bhumivox is responsible suffers a breakdown or disruption, Bhumivox will make reasonable efforts to arrange an appropriate practical alternative. Where disruption relates to independently booked transport, responsibility remains with the traveller and relevant carrier.

30 · Third-Party Supplier Failure

Where an independent supplier is unexpectedly unable to perform, Bhumivox may attempt to replace the supplier with a reasonably comparable alternative. If replacement is not possible, remedies will be determined in accordance with Bhumivox’s contractual role, supplier recoveries, and applicable law.

31 · Supplier Insolvency or Closure

If a supplier becomes insolvent or ceases operations, Bhumivox will pursue replacements or supplier recoveries where feasible. Any resulting refund or substitute arrangement will depend upon the contractual structure, amounts recovered, and applicable legal standards.

32 · Service Failure Attributable to Bhumivox

Where an included service is not supplied or is materially deficient for reasons attributable to Bhumivox, the traveller should notify the journey leader or Bhumivox promptly. Remedies may include correction, replacement services, alternative arrangements, or an appropriate refund for the affected component.

33 · Services Voluntarily Not Used

Refunds are not ordinarily available for services that were included, made available to the traveller and voluntarily not used (such as meals, accommodation nights, or guided sightseeing voluntarily skipped).

34 · Refund Calculation

Where a refund is due, calculation begins with the amount actually received by Bhumivox and deducts applicable cancellation charges, legally non-refundable supplier costs, services already delivered, and non-recoverable statutory taxes. The same underlying cost will not be deducted more than once. A written calculation summary will be provided upon request.

35 · Administrative or Processing Charges

An administrative or processing charge may be applied only where it was appropriately disclosed in advance as part of the booking terms and is legally permissible. Such charges will not be used to duplicate other deductions.

36 · Refund Processing Time

Once the refund amount payable directly by Bhumivox has been approved and determined, Bhumivox will initiate the refund within the period required under applicable law. As an internal customer-service standard, Bhumivox aims to initiate approved refunds within 7 business days.

Additional time may be required where external supplier refunds are pending or banking verification is needed. Bank or card processor settlement timelines after transaction initiation remain subject to standard banking network processing.

37 · Original Payment Method

Refunds will ordinarily be returned directly to the original payment source to prevent fraud and ensure accurate reconciliation. Where the original payment channel cannot receive funds, identity verification and written authorization will be requested.

38 · Payment by One Person for Another

Where one individual pays on behalf of other travellers, refunds will ordinarily be made to the original payer or payment instrument unless verified alternative written consent is provided.

39 · Foreign Cards and Foreign-Currency Payments

Where payments were received in INR via international cards or foreign banks, currency conversion gains/losses and bank charges outside Bhumivox’s control remain subject to the cardholder’s issuing bank rates.

40 · Cash, UPI and Bank-Transfer Refunds

Refunds relating to bank transfers or UPI payments may require verification of the payer and destination account to prevent misdirection or unauthorized transactions.

41 · Duplicate or Excess Payments

Where duplicate charges or accidental overpayments occur, Bhumivox will promptly investigate and refund or adjust any unentitled sum upon verification of transaction references.

42 · Fraudulent or Suspicious Payments

Where unauthorized, stolen, or suspicious payment instruments are detected, Bhumivox reserves the right to suspend transactions and cooperate with payment gateways and competent authorities.

43 · Chargebacks and Payment Disputes

Nothing in this Policy removes any statutory chargeback or payment-dispute right available under applicable law. A traveller cannot legitimately recover the same amount twice through both a direct refund and a banking chargeback.

44 · Supplier Refunds Received Later

If a supplier initially treats an item as non-refundable but later returns funds attributable to a traveller’s booking, Bhumivox will pass on the appropriate recovered amount without retaining double deductions.

45 · Taxes and Statutory Charges

Refunds, credit notes, and cancellations will be processed in compliance with Indian GST and tax legislation. Non-recoverable statutory taxes already remitted may form part of allowable deductions.

46 · Discounts, Referral Benefits, Tokens and Promotions

Cash refunds for discounted or promotional bookings are calculated against the amount actually paid rather than the full undiscounted retail value.

47 · Travel Credits

Where travel credit is offered and voluntarily accepted as an alternative to a refund, Bhumivox will clearly state its credit value, validity period, transferability, and redemption terms in writing.

48 · Consequential and Independent Expenses

Unless expressly included in the confirmed booking or required by law, Bhumivox is not liable for independently purchased connecting flights, separate hotels, personal equipment, or independent travel commitments.

49 · Reasonable Mitigation of Loss

Both Bhumivox and the traveller are expected to take reasonable, practical steps to mitigate avoidable loss upon cancellation or itinerary disruption.

50 · Refund Claims After Completion of a Journey

Completion of a journey does not prevent raising genuine complaints regarding service deficiencies. However, general subjective dissatisfaction does not make properly rendered and consumed services refundable.

51 · Records and Communications

Electronic booking confirmations, cancellation notices, payment records, and support tickets will be retained for accounting, compliance, and dispute resolution in accordance with the Bhumivox Privacy Policy.

52 · Cancellation or Refund Complaints & Grievance Redressal

For complaints regarding cancellation, calculation disputes, or delays, please use the online support form above or reach our designated Grievance Officer:

In accordance with the Consumer Protection (E-Commerce) Rules, 2020, consumer grievances are acknowledged within 48 hours and redressed within statutory timelines.

53 · Disputed Refund Calculations

If a deduction is disputed, Bhumivox will review supplier vouchers, cancellation timestamps, and contractual terms. Undisputed amounts may be released immediately while disputed items are resolved.

54 · Consumer Rights

Nothing in this Policy excludes statutory rights, overrides mandatory refund obligations, or prevents approaching competent consumer commissions or judicial forums under applicable law.

55 · Relationship with Terms & Conditions

This Policy specifically governs cancellations and refunds. Other aspects (conduct, liability, intellectual property) are governed by the Bhumivox Terms & Conditions.

56 · Changes to This Policy

Bhumivox may update this Policy periodically. The cancellation schedule applicable to a confirmed booking will be the one in effect and accepted at the time of booking.

57 · Severability

If any provision of this Policy is determined to be invalid or unenforceable, the remaining provisions remain valid and enforceable to the fullest extent permitted by law.

Information Displayed Before Payment

In accordance with consumer transparency guidelines, every journey booking page or checkout flow displays:

• Journey name and selected departure date.
• Total booking price, initial advance required, and balance-payment deadline.
• Journey-specific cancellation schedule and non-refundable components.
• Amendment, substitution, and supplier conditions.
• Direct links to this Cancellation & Refund Policy and Terms & Conditions.
• An active, unticked acceptance checkbox confirming agreement before payment.