booking terms & conditions

INSPIRED ROUTES – TERMS AND CONDITIONS

APPLICATION
The Customer agrees that no indulgence whatsoever by the Company shall constitute a waiver in respect of any of its rights under this agreement and under no circumstances will the Company be prevented from exercising any of its rights in terms of this agreement.
The terms and conditions contained in this document shall apply to the tour booking concluded between the Company and the undersigned client in respect of the tour, as more fully described in the tour dossier provided to the client on confirmation of the booking.
All references in these terms and conditions to “client” shall include references to a client with such changes as the context may require.

APPLICABLE LAW AND JURISDICTION
These terms and conditions shall be deemed to have been concluded in Cape Town, South Africa and shall be interpreted according to the laws of the Republic of South Africa.
Notwithstanding the aforesaid, the client must at all times comply with the laws, customs, foreign exchange and other regulations of all countries visited on the tour.

BOOKINGS
The Company reserves the right not to confirm the booking until the full amount set out in the invoice received by client is paid and has been received by the Company and all the relevant documentation has been signed and completed in full by the client.
Any amendments to, or cancellation of the booking shall be subject to these terms and conditions. Optional activities that take place inside National Parks or Reserves may be subject to additional conservation fee charges.

INCA TRAIL BOOKING POLICIES
The rules and regulations controlling the Inca Trail and Machu Picchu are continually changing and it is important to be aware of the issues detailed in this document before embarking on your adventure to Peru.
No more than 500 people per day are allowed to start the Inca Trail trek at KM82. This number includes all support staff (ie. porters, cooks and guides) and is very tightly controlled. Once this limit of 500 people is reached, the Trail is effectively closed off for the day and no further bookings can be made. Reservations are not held on the Trail and all permits to trek must be bought as far as possible in advance with complete and correct passport information, to which no modifications can be made. Any attempts at modifications result in a loss of the permit and any money paid.
Bookings made 120 days or more before the Inca Trail portion* of any Inspired Routes trips should proceed without any issue if we receive the following pieces of information:

Full name (exactly as it appears on the passport, see Important Note for further details)
Date of Birth
Nationality
Passport Number (of the passport you will be using to travel, see Important Note for further details)
Date of Passport Expiry – Must be valid for at least 6 months past the date of travel.

Important Note: The passport number and name that is submitted to Inspired Routes, at time of confirmation, will be used to purchase the Inca Trail permit and entrance to Machu Picchu. This passport number and name will be used to identify yourself as you enter the checkpoint at the start of the trail and throughout the hike. If this information does not match the information you have submitted at time of confirmation, changes and corrections can be subject to fees as discrepancies can lead to being denied admission to the Inca Trail.

Please note that these rules and regulations are strictly enforced by the governing bodies of the Inca Trail in Peru and are out of the control of Inspired Routes, meaning no exceptions can be made.
If you are denied access on the Inca Trail as a result of providing incorrect or invalid information, cost of accommodation and other services during this time will be the responsibility of the individual and not Inspired Routes.
*When booking any trip involving the Inca Trail, please book as far in advance as possible in order to increase the possibility of securing space on the Trail during the peak periods of the year.
Should any booking requests made where the Inca Trail permits are sold out and no longer available, an alternative hiking option will be offered.

Machu Picchu Entrance Regulations:
The Peruvian government allows visitors to enter Machu Picchu for a maximum of 4 hours (either from 6am – 12pm or 12pm – 16:00pm)
All visitors are required to be accompanied by a guide — all Inspired Routes tours visiting Machu Picchu include a guided visit.
Please refer to the Important Note regarding accuracy of information provided at time of booking as this information is used to purchase the entrance to Machu Picchu. Discrepancies may result in fees or denial of entry

TOUR PRICE, DEPOSIT AND PAYMENT
A booking is considered provisional when Inspired Routes sends written communication to the client including the provisional booking and an invoice with deposit amount is issued and due for payment. 
A 50% deposit payment is required to reserve your space for a selected trip departure.
Full payment of the price of the booking is to be made no later than 60 days before the date of travel in order to confirm the booking. Non-payment of the full outstanding amount will result in automatic trip cancellation and only costs not incurred will be refunded.
If the date of travel is within 60 days, full payment of the price of the booking needs to be received in order to reserve and confirm space.
A booking is considered confirmed when Inspired Routes sends written communication to the client with confirmation details.

Inca Trail
**Please note in reference to all trip itineraries including Inca Trail bookings are the exception to the above mentioned trip confirmation requirements. Therefore, to guarantee your place on the Inca Trail you must provide a scanned copy of your valid passport and a non-refundable deposit of USD 300.00 or ZAR 5,600.00 in order to secure your space.

While Inspired Routes has utilised its best endeavors to ensure the accuracy of the tour price, such price is subject to change as a result of factors beyond Inspired Routes’ reasonable control, in which event Inspired Routes shall utilize its best efforts to notify the clients of such changes as soon as possible.
The tour price includes only those services/items that are included as per the itinerary and the tour dossier, and the client shall be responsible and pay for any additional items where, as required by the Company from time to time, such payment is made either directly to a third party service provider or to the Company for settlement with a third party service provider.
The Company records that prices/charges/tariffs in respect of certain activities forming part of the tour are determined in accordance with the public regulations of a particular country and, accordingly, the Company has no control over any increases in such prices/charges/tariffs, including where such increases are implemented during the tour. The Company accordingly reserves the right to increase the relevant prices/charges/tariffs to account for such increases and/or fluctuations. The client will be notified of such increase and/or fluctuation as soon as possible and only if possible do its best to obtain the client’s authorisation before commencing with the final booking of such trip.

Although the Company takes care to ensure that all information on their website and/or price brochures and/or quotations are correct, it will not be bound to any price that contains an inadvertent and/or obvious error. If a mistake occurs in any advertisement, the Company undertakes to take all reasonable steps to inform the customer of the correct details. Prices are quoted in the following currencies: South African Rand (ZAR) and American Dollars (USD). If a customer pays using a different currency, the amount debited to the customer’s account will be as close to the advertised price as possible.

ELECTRONIC TRANSFERS
Proof of the transfer must be emailed to the email address [email protected] as proof of payment. All transfer/bank fees are the responsibility of the client.


CREDIT CARD PAYMENTS
Payment Authorization: Stripe is our payment processor partner. You can find their policy here.
Payment Security: You can find more about payment security here.
Payment Processing Fees: You can find more info about the payment processing fees here.
Refund Policy: In the event of a cancellation, dispute or fraud claim please contact us directly at [email protected] and we will engage with you asap.
Compliance with Regulations: you can find more about this here.
Liability Limitations: you can find more information on our third party service providers page here.
Terms of Service: you can find more information on our third party service providers terms here.
Contact Information: [email protected] 

CANCELLATIONS
Cancellation of your booking in a scheduled tour booking must be made in writing and is not effective until such written cancellation is received and acknowledged by Inspired Routes. Cancellation fees are applied to the tour price.


Cancelation fees will be charged for all expenses incurred to confirm the booking:
(a) Cancellation 90 days or more before first day of departure on relevant booking: 30% deposit will be held by the Company in accordance with these Terms and the remainder of the payments to the Company for the canceled Tour will be refunded. 
(b) Cancellation 60-89 days before first departure on relevant booking: An amount equal to 50% of the Tour price of the canceled Tour will be refunded. 
(c) Cancellation less than 60 days before first departure on relevant booking: No refund will be payable. 

The Company reserves the right, at any time and for any reason, to cancel the tour on notice to the client. In such an event, the Company shall refund the tour price (which includes for the avoidance of doubt, the non-refundable deposit) to the client. It is recorded that refund of the tour price as aforesaid shall be the Company’s sole responsibility to the client, and no claim for any damages, however arising, shall accrue against the Company by reason of a cancellation of the tour.
The client acknowledges that the tour is subject to a minimum booking of 4 passengers (including the client) with the exception of FIT (foreign independent travel) or Tailor Made bookings. If the minimum booking is not obtained, the Company reserves the right to cancel the tour and refund the tour price to the client, in which event the client shall (for the avoidance of doubt) have no claim for any damages against the Company.

CHILD POLICY
You must be 18 to travel unaccompanied on one of our trips. For minors traveling with a guardian over 21 years old, the minimum age is 15.

Regular group trips:
0 – 9 Years: Children between the ages of 0 – 9 years will be accepted to travel with Inspired Routes on a request basis only.
10– 15 Years: Inspired Routes will accept a maximum of four children between the ages of 10 to 15 years on any tour without requesting permission from clients or clients. If more children want to join a tour once the maximum has been reached, this will be allowed on a request basis.
Any traveler between the ages of 10 – 16 must be accompanied by a parent, unless specific authorization has been obtained from Inspired Routes.
16 – 18 Years: Guests of this age may travel with us with a letter of permission from their guardian; they do not require a parent to travel with them.
“On A Request Basis” means that Inspired Routes will receive the child request from the client and once Inspired Routes has confirmed receipt of the child request with the client in writing, all other clients who have guests booked on the specific departure will be contacted to request permission for the child / children to join the tour. The clients then have 48 hours to respond to the request. If no response is received from any client, the child/children will be accepted onto the tour. If the response is negative, we will have a look at an alternative date or tour for the family.

Inca Trail group trips:
The minimum age is 15.

AMENDMENTS TO BOOKINGS
In the event that the client joins the tour after the departure date, or leaves before the completion thereof for any reason whatsoever, the client shall not be entitled to any refunds or rebates whatsoever from the Company.
Where the client wishes to change tours (that is, to move from the tour confirmed herein to another tour), such amendment is subject to:
The Company being able to accommodate the client on the substituted tour.
Payment by the client of an administration fee.
The change was made no later than 30 days prior to the departure date of the original tour, failing which the cancellation penalties set out in the terms and conditions shall apply.
In the event that a tour is changed, these terms and conditions shall apply to the substituted tour, with the necessary changes having been made.

PASSPORTS, VISAS AND OTHER TRAVEL PAPERS
It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations and any other required documentation are all in order for the countries to be visited during the tour.

The Company shall not be held liable for any loss or damage to any client’s personal belongings or property arising due to circumstances beyond the reasonable control of the company.

INSURANCE
The Company highly recommends comprehensive travel insurance with medical, evacuation and repatriation coverage covering all applicable dates of travel. You are strongly recommended to extend your coverage to include cancellation, curtailment, and all other expenses that may arise as a result of loss, damage, injury, delay or inconvenience while traveling. You are responsible for advising your insurer of the type of travel, destination(s) and activities included in your booking so that the insurer may provide appropriate coverage.

HEALTH INSURANCE OR MEDICAL AID POLICY
It is mandatory for the client to have medical health insurance or a medical aid policy to travel with Inspired Routes. 
The client acknowledges that the insurance must include comprehensive medical cover including provision for air evacuation, and that the Company shall not be liable for any consequences, damages or loss as a result of the client failing to have the necessary cover.
Furthermore the client needs to make the tour leader and/or local guide aware of any medical conditions and carry any medication or necessary equipment with them on the tour.

BAGGAGE
The client shall be responsible for all baggage and personal effects brought by him or her on the tour, and the Company shall not be liable for any loss or damage to such baggage or personal effect, however arising.

HEALTH
The client accepts that to participate in the tour requires a measure of physical fitness and health and it is the client’s obligation to ensure that he or she is medically fit to embark on the tour.
Where the client is over the age of 70, the Company requires a medical certificate or doctor’s letter confirming that the client is medically fit to undertake the tour.

AUTHORITY ON TOUR
The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited during the tour.
In addition, the client acknowledges that any disruptive, dangerous or potentially dangerous behavior during the tour shall not be tolerated and that the Company, its employees, representatives. clients and/or contractors being so authorized, reserve the right to exclude the client from the tour at any point therein in such circumstances.
The Company shall not be liable for any costs and/or expenses for the client resulting in exclusion as aforesaid, and the client shall not be entitled to a refund or rebate of the tour price or any additional compensation in such instances.

Immediate removal from tour will be the result of if the client makes themselves guilty of the following behavior or actions:
Sexual harassment of the Tour Leaders, guides, clients, local people or staff.
Violent and/or abusive behavior.
Engagement in illegal activities such as, but not limited to, drug use or prostitution, soliciting sex with minors.
Such activities and legally punished and persecuted by the government of Peru and under the resolution 

TERMS AND CONDITIONS MARKETING
The Company reserves the right to use any photographs and video taken during the tour for use in marketing or any other advertising material, and the client hereby consents to such use upon the Company informing the client and the client consenting to this.
The client further agrees that the Company shall retain copyright over any such photographs and videos taken during the tour and/or used in its brochures and, to the extent necessary, the client hereby assigns copyright in such photographs and/or videos to the Company. The above is only relevant to collateral captured by the Company.

UNFORESEEN CIRCUMSTANCES
Unforeseen circumstances including but are not limited to war, mechanical breakdowns, weather, riots, protests, demonstrations and other unforeseen reasons beyond the control of the Company may cause delays or alterations to the tour. The Company shall not be held liable in any way for any of these possible occurrences or any consequences, which may arise as a result of these and will invoke the Force Majeure clause.

TRAVEL DOCUMENTS
On booking, the client shall be issued with information and documents relevant to the tour. It is the responsibility of the client to read and understand these documents and requirements before traveling.

INDEMNIFICATION AND EXCLUSION OF LIABILITY
The client accepts that the tour is of an adventurous nature and involves an element of personal risk.
The Company and its respective directors, officers, employees and representatives shall not be liable for any loss or damage of whatsoever nature and howsoever arising (including, but not limited to, the client’s or any other person’s injury or death, or any loss or damage to the client’s or any other person’s property) which the client or any such other person may incur or suffer as a result of or arising from the clients participation in the tour and any other activities undertaken on or during the tour, and the client irrevocably and forever releases and discharges the Company and its respective director, officers, employees, representatives and clients from any and all such liability.
The client furthermore indemnifies and holds the Company and its respective directors, officers, employees, representatives and clients harmless from and against any and all loss, damage, actions, proceedings, claims, demands and legal and other costs and expenses (including legal costs on an attorney and own client scale) of whatsoever nature and howsoever arising (including, but not limited to, the client’s or any other person’s injury or death, or any loss of or damage to the client’s or any other person’s property) which the client or any other such person may incur or suffer as a result of or arising from the clients participation in the tour and any other activities undertaken on or during the tour.

THE COMPANY IS NOT LIABLE FOR THIRD PARTY SUPPLIERS
Inspire Routes Peru makes arrangements with accommodation providers, activity providers, coach companies, transfer operators, shore excursion operators, tour and local guides, and other independent parties (“Third Party Suppliers”) to provide you with some or all of the components of your booking. Third Party Suppliers may also engage the services of local operators and sub-contractors. Although the Company takes all reasonable care in selecting Third Party Suppliers, the Tour Operator is unable to control Third Party Suppliers, does not supervise Third Party Suppliers and therefore cannot be responsible for their acts or omissions. You acknowledge that Third Party Suppliers operate in compliance with the applicable laws of the countries in which they operate and the Company does not warrant that any Third Party Supplier is in compliance with the laws of your country of residence or any other jurisdiction.

The Tour Operator is not liable and will not assume responsibility for any claims, losses, damages, costs or expenses arising out of inconvenience, loss of enjoyment, upset, disappointment, distress or frustration, whether physical or mental, resulting from the act or omission of any party other than the Tour Operator and its employees.
The Tour Operator is not liable for the acts or omissions, whether negligent or otherwise, of Third Party Suppliers or any independent contractors.