Rhythm of the Cape

Payment Schedule — Domestic Tours

• 30% advance (non-refundable) payable at the time of booking
• 60% of total tour cost payable 31 days prior to departure
• 100% of total tour cost payable 21 days prior to departure

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

Non-Refundable Services

The following must be paid 100% at the time of booking and carry 100% cancellation charges:

• Airfare (100% of airfare is payable at the time of booking and is non-refundable as per the applicable airline's cancellation policy)
• Visa & Consular Fees (all visa fees, consular charges, courier costs, and facilitation charges are non-refundable regardless of visa outcome)
• Heritage Stays
• Igloos
• Cruises
• Ice Breaker experiences
• Special Dining Arrangements
• Specific Excursions & Attraction Tickets

Booking Confirmation

• A binding contract is formed only after full payment is received and written confirmation is issued by Cox & Kings
• All personal details at booking — name, contact number, email, address — must be accurate and complete
• Incorrect or incomplete information may result in cancellation at the customer's risk and cost

Amendment of Booking

• All amendment requests must be submitted in writing; subject to availability
• Amendment fee of INR 500 per change
• The amended booking is treated as a new booking
• If the amendment falls within the cancellation period, standard cancellation charges apply from the date of the amendment request

Transfer to Another Tour

• Transfer requests must be made at least 65 days prior to departure
• Treated as a cancellation of the original tour and a fresh booking on the new tour
• Transfer fee: INR 500 per person, plus re-processing costs for visas and air tickets
• If the request falls within the cancellation period, the standard cancellation policy applies

Rate of Exchange (ROE)

• 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

Tax Collected at Source (TCS) — International Tours

• Applicable under Section 206C(1G) of the Income Tax Act, 1961, over and above the base tour cost
• 5% TCS on annual remittances up to INR 10 lakhs per individual per financial year
• 20% TCS on annual remittances exceeding INR 10 lakhs per individual per financial year
• TCS is collected in the name of the individual payer and deposited with the Government of India
• TCS reflects in Form 26AS; can be claimed as credit while filing ITR
• TCS will NOT be refunded on cancellation but remains claimable via ITR

Authorised 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 (GPay, 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

Domestic Tour — Cancellation Charges

• More than 31 days before departure: 30% charge (70% refundable)
• 22 to 30 days before departure: 50% charge (50% refundable)
• 11 to 21 days before departure: 75% charge (25% refundable)
• 0 to 10 days before departure / No Show: 100% charge — no refund
• Airfare: cancellation charges as per the respective airline's policy

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

In such cases, the customer will be offered:

• A revised tour schedule on alternate dates, OR
• A refund of amounts paid less any costs already incurred on the customer's behalf

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 (natural disaster, war, epidemic, government restriction), 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

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
• Customers must carry a physical copy of their insurance policy during the tour

Accommodation

• Hotel category and standard vary by tour package; hotels may be near airports or in the countryside for international group tours
• During major city-wide events or trade fairs, accommodation may be arranged in nearby towns with minor itinerary adjustments
• Triple-occupancy rooms typically include a twin room plus a rollaway bed; no more than 3 persons per room recommended
• Air conditioning and certain amenities may not be available in all countries due to local norms
• All personal belongings and valuables are the sole responsibility of the customer; Cox & Kings is not liable for loss, theft, or damage
• Standard check-in and check-out timings must be followed; early check-in or late check-out is not guaranteed
• 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 (vegetarian, gluten-free, etc.) must be submitted in writing at least 45 days before the final payment date
• All special requests are subject to availability and cannot be guaranteed
• No refund will be provided for any meal not availed, for any reason
• Cox & Kings reserves the right to alter meal arrangements due to operational constraints without prior notice

Airline Liability Disclaimer

Airlines are independent entities; Cox & Kings is not liable for:

• Flight delays, cancellations, rescheduling, or change of routing
• Overbooking or denial of boarding
• Loss, delay, or damage to baggage
• Missed flights or missed connections
• Meal quality or non-provision of meals on board

Airport taxes, surcharges, and Airport Development Fees (ADF) are at the customer's cost unless explicitly stated as included. All air ticket bookings, cancellations, and amendments are subject to the respective airline's own terms.

Third-Party Operators

For tours involving operators such as Royal Caribbean, Disney, Trafalgar, Cosmos, Europamundo, etc.:

• Third-party terms and conditions apply in addition to Cox & Kings' terms
• In case of conflict, the operator's terms prevail to the extent of services they directly provide
• Cox & Kings acts solely as a booking agent and is not liable for any deficiency, injury, illness, or loss caused by third-party operators

Guest Conduct & Removal from Tour

• All guests must maintain discipline, decorum, and respect for fellow travellers, staff, and local communities
• Cox & Kings reserves the right to remove any guest who behaves in a disruptive or offensive manner, poses a safety risk, or violates group norms or local laws
• No refund or compensation will be provided in such cases
• Any damage to hotel property, vehicles, or places of visit caused by the guest is the customer's sole financial liability

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, natural calamities, or adverse weather
• War, civil unrest, riots, terrorist attacks, or political instability
• Strikes, lockouts, or labour disputes
• Epidemics, pandemics, or government-imposed quarantine restrictions
• Governmental actions or regulatory changes

Any additional costs incurred during a force majeure event shall be borne by the customer.

Itinerary Changes

• The itinerary is indicative; Cox & Kings reserves the right to alter routing, hotel arrangements, or sightseeing schedules due to operational needs or force majeure
• Where changes are known in advance, the company will inform the customer before departure; otherwise, the Tour Manager will inform guests on-site
• Customers who miss any part of the itinerary due to late reporting or personal delays are not entitled to any refund, compensation, or substitution

Accidental Death & Dismemberment (AD&D) Waiver

By making a booking (advance payment, signing the form, or OTP/digital acceptance), the customer acknowledges travel involves inherent risks including accidental death, injury, or dismemberment. Cox & Kings, its directors, officers, employees, agents, and affiliates are not liable for any claims, losses, or damages arising from such events during the tour.

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
• Arbitration will be conducted by a sole arbitrator appointed by Wilson & Hughes India Private Limited
• 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. These terms supersede all prior oral or written communications relating to the tour and services. Cox & Kings reserves the right to amend these terms at any time; continued use of services constitutes acceptance of updated terms.