Arctic Wonders & Northern Lights Experience

Payment Schedule — International Tours

• 35% advance (non-refundable) payable at the time of booking

• 75% of total tour cost payable 60 days prior to departure

• 100% of total tour cost payable 45 days prior to departure

Airfare Payment

• 100% of airfare must be paid at the time of booking

• Airfare is quoted at proposal stage and is subject to change at actual ticketing

• If air tickets are part of the package, they are billed separately from the land component

• Specific cancellation terms for airfare will be shared at the time of ticket issuance

Authorized Payment Channels

Payments must only be made via:

• Secure payment link shared directly by Cox & Kings

• NEFT / RTGS / Cheque payable to: Wilson & Hughes India Private Limited

Cox & Kings does NOT accept payments via:

• Personal UPI IDs (G Pay, Paytm, etc.) of any employee or representative

• WhatsApp QR codes

• Direct transfers to individual employee or agent accounts

Cox & Kings bears no liability for payments made through unauthorised channels. All official communications come only from email addresses ending with @coxandkings.com

How to Submit a Cancellation

• All cancellations must be submitted in writing — verbal requests will not be accepted

• Cancellation is effective only from the date written notice is received by Cox & Kings

• Requests must be submitted via:

  • Email: holidays@coxandkings.com (followed by written confirmation to the registered office)

  • In writing at: Wilson & Hughes India Private Limited, Southern Park, Saket, New Delhi – 110017

International Tour — Cancellation Charges

• More than 60 days before departure: 30% charge (70% refundable)

• 45 to 59 days before departure: 50% charge (50% refundable)

• 36 to 44 days before departure: 75% charge (25% refundable)

• 0 to 35 days before departure / No Show: 100% charge — no refund

• Airfare: cancellation charges as per the respective airline's policy

Deemed Cancellations (No Formal Notice Required)

• Visa Rejection: Deemed cancelled effective from the date of written intimation of rejection received by the company

• Non-Payment: Failure to pay by the scheduled date; cancellation effective from the date the company issues a notice

• Outstanding Balance at Departure: Booking is deemed cancelled without notice, attracting 100% cancellation charges

Cancellation by the Company

The company may cancel or amend a tour due to:

• Unsafe or adverse conditions as determined by competent authorities

• Insufficient demand or low occupancy

• Restrictions imposed by governmental or regulatory bodies

• Force majeure: natural disasters, war, epidemics, political unrest, or similar unforeseeable events

Refunds are processed within 45 days; no further claims or compensation will be entertained. The company is not responsible for consequential losses such as connecting flights, accommodation, visas, or vaccinations booked independently.

Refund Policy

• Refunds, where applicable, are processed within 45 days of cancellation

• Airline refunds may take longer depending on the airline's policy

• No refund for any unutilised services, regardless of reason — including hotel stays, meals, sightseeing, rides, cruises, entrance tickets, optional tours, illness, late arrival, or personal choice

• If the tour cannot operate due to Force Majeure, the company is not obligated to provide a refund; however, it may consider refunds at its sole discretion based on supplier policies and costs incurred

Visa-Related Cancellations

• All consular fees, visa processing fees, courier charges, and admin fees are non-refundable — regardless of visa outcome

• Standard cancellation charges apply even in the event of a visa rejection

• Cancellation is deemed effective from the date the company receives written intimation of rejection

• Re-applying after a rejection is entirely at the customer's own risk and cost

• The company is not liable for visa rejections, delays, consulate errors, or procedural delays under any circumstance

ROE (Rate of Exchange):

• ROE is calculated on the final date of payment: RBI daily rate + INR 2.00

• The foreign exchange portion is counted towards the traveller's LRS (Liberalised Remittance Scheme) quota

• PAN card mandatory for all passengers; Form A2 submission required

Eligibility & User Agreement

• Services are available only to persons legally competent to contract under the Indian Contract Act, 1872

• Minors, undischarged insolvents, and persons of unsound mind are not eligible

• Use of the website or making a booking constitutes unconditional acceptance of all terms

• The user is financially responsible for all transactions made under their account

Travel Documents & Statutory Clearances

It is the sole responsibility of the customer to hold all valid travel documents required, including:

• Passport valid for at least 6 months beyond return date (9 months for Malaysia)

• Valid visa, ETA, or other required entry permits for all destinations

• Confirmed air tickets

• NOC, immigration clearances, and medical certificates where required

• Vaccination certificates and health documents as required by destination countries

Cancellation due to invalid or unavailable travel documents attracts standard cancellation charges.

Health & Fitness

• By booking, each guest confirms they are physically and mentally fit to travel

• Medical clearance is strongly advised for elderly travellers, minors, and those with pre-existing conditions

• Pregnant travellers beyond 6 months are strongly discouraged; a fitness-to-travel certificate from a registered doctor is required

• All vaccinations, health tests, and required medical documents must be arranged by the customer at their own cost

Travel Insurance

• Comprehensive travel insurance is mandatory, covering: medical expenses, baggage loss, trip cancellation, and emergency evacuation

• Overseas Mediclaim and relevant policies must be purchased from the Cox & Kings-designated insurer at prescribed rates

• Cox & Kings acts only as a facilitator — it bears no responsibility for claims processing or settlement

• All claims must be addressed directly to the insurance provider

Accommodation

• Hotel category and standard vary by tour package; hotels may be near airports or in the countryside for international group tours

• Triple-occupancy rooms typically include a twin room plus a rollaway bed; no more than 3 persons per room recommended

• All personal belongings and valuables are the sole responsibility of the customer

• Any damage to hotel property caused by the customer — wilful or accidental — is the customer's sole liability

Meals & Special Requests

• Meals are provided as per pre-set menus specified in the itinerary

• Special dietary requests must be submitted in writing at least 45 days before the final payment date

• No refund will be provided for any meal not availed, for any reason

Force Majeure & Limitation of Liability

Cox & Kings is not liable for any loss, injury, illness, death, or delay arising from events beyond its reasonable control, including acts of God, war, civil unrest, epidemics, pandemics, or governmental actions.

Governing Law, Arbitration & Jurisdiction

• These terms are governed by the laws of the Republic of India

• Disputes shall first be resolved through mutual negotiation within 30 days

• Unresolved disputes shall be referred to binding arbitration under the Arbitration and Conciliation Act, 1996

• Seat and venue of arbitration: Chandigarh, India; proceedings in English

• Courts at Chandigarh, India shall have exclusive jurisdiction over all judicial matters

Binding Agreement

Execution of the booking form — including via OTP, digital acceptance, or payment of any advance — constitutes full and unconditional acceptance of all terms.