TERMS AND CONDITIONS

Effective Date: 1 April 2025

These Terms and Conditions apply to all travel arrangements made with Refined Travel ("we", "us", "our"). By confirming your booking, you accept these terms in full.

Summary

Understanding and agreeing to the following Terms and Conditions is essential before making any booking with Refined Travel. Please review them carefully.

Here's a brief summary of key points:

  • Prices, including confirmed bookings, may change due to external factors beyond our control.

  • Many bookings are non-refundable and subject to strict cancellation penalties.

  • Our planning fees are non-refundable.

  • You are responsible for obtaining and verifying all necessary documentation, including visas, insurance, and health requirements.

1. Nature of Travel

Refined Travel designs tailor-made experiences, often in remote or developing regions. These areas may have limited medical access, variable infrastructure, and differing health and safety standards. By booking, you acknowledge these conditions and accept the associated risks. We cannot be held liable for any illness, injury, delays, natural events, or loss unless directly resulting from our gross negligence.

2. Ground Arrangements

We use trusted third-party suppliers but cannot guarantee uninterrupted services. Ground transport, accommodations, and guides may differ in quality and reliability from Western norms. Changes to itineraries may occur last-minute due to local conditions or supplier availability. We will do our best to notify you but accept no liability for resulting inconvenience or loss.

3. Flights

All flight arrangements are subject to airline terms and conditions. Timings may change at short notice. It is your responsibility to check your flight details and any associated travel requirements. We are not liable for missed flights, baggage issues, or delays. Any claims for compensation must be made directly with the airline.

4. Your Contract

Your booking is confirmed and contractual obligations begin once you receive written confirmation and invoice. By making a booking, you confirm you have authority on behalf of your group to accept our terms and any supplier terms. Failure to review these terms or receive them by email does not invalidate them. We reserve the right to refuse bookings at our discretion.

5. Financial Protection

Refined Travel does not currently operate under a financial protection scheme such as ABTOT or ATOL. While we rigorously vet our suppliers and operate with the utmost care, your travel arrangements are not protected by a bonded financial protection scheme. We strongly advise that you take out comprehensive travel insurance that includes supplier insolvency, trip cancellation, and interruption coverage, as this will be your only source of financial protection in the unlikely event of a disruption.

6. Pricing and Payment

A non-refundable deposit of 30% is required to confirm your trip. Final payment is due no later than 70 days before departure. Refined Travel reserves the right to adjust pricing if there are changes in supplier rates, currency exchange, taxes, or unforeseen costs. If full payment is not received on time, we may cancel the booking and retain your deposit.

7. Changes and Cancellations

Changes: Post-confirmation changes requested by you incur a $100 administration fee plus any supplier-imposed charges. Changes must not reduce the trip value below 90% of the original booking.

  • Cancellations: Cancellations must be submitted in writing. Refunds apply to the total cost of the trip (excluding the non-refundable deposit and any supplier-specific terms):

    • 84+ days: 75% refund

    • 31–83 days: 50% refund

    • 22–30 days: 25% refund

    • 15–21 days: 10% refund

    • 0–14 days: No refund Non-refundable items include flight tickets, special experiences, or accommodation paid upfront. Partial cancellations (e.g. a group member drops out) may incur additional costs for remaining travelers.

8. Travel Essentials

  • Insurance: Comprehensive travel insurance is mandatory for all travelers and must be obtained prior to your departure date. Your policy must cover, at a minimum: medical emergencies, repatriation, trip cancellation or curtailment, personal liability, and supplier insolvency. Proof of valid insurance, including your policy number and the insurer's 24-hour emergency contact, must be provided to Refined Travel before departure. We reserve the right to cancel your booking without refund if proof of insurance is not received.

  • Travel Documentation: It is your sole responsibility to ensure that you have valid passports, visas, vaccination records, and any other documentation required for all destinations included in your itinerary. Passports must be valid for at least six months beyond your date of return and have sufficient blank pages for visas and entry stamps. Refined Travel is not liable for delays, cancellations, or denied boarding due to inadequate or missing documentation.

  • Health & Entry Requirements: You must check and comply with the health requirements of all countries you are visiting. This includes but is not limited to mandatory vaccinations, COVID-19 testing or documentation, and any medical certificates required for entry. We recommend consulting a travel health clinic or your healthcare provider well in advance of travel.

9. Liability

We act as an agent for independent suppliers and cannot be held liable for their acts or omissions. Refined Travel is only liable for services directly under our control and only in the event of proven gross negligence. We are not responsible for lost property, accidents, or force majeure events.

10. Families and Small Groups

Families: If you're traveling with children or minors, you, as the adult, are fully responsible for their behavior, safety, and well-being during the trip. Refined Travel and its partners are not liable for anything that happens to or is caused by children in your care.

Small Groups: If you're joining a small group tour, there may be a minimum number of participants required for the trip to run. If this minimum isn’t met, Refined Travel can cancel the tour up to 30 days before departure. In that case, we’ll try to offer alternative travel options or refunds, depending on availability.

11. Health, Fitness, & Participation

Travelers are responsible for assessing their own physical and mental capability to participate in the full scope of their chosen itinerary. This may include, but is not limited to: extended travel days, walking on uneven terrain, high-altitude locations, or outdoor activities requiring endurance or mobility.

If you have any chronic health conditions, recent injuries, or physical limitations, you must consult with your healthcare provider and inform Refined Travel at the time of booking. In certain cases, we may require a medical certificate confirming your fitness to travel. If we determine you are unfit or a risk to yourself or others, we reserve the right to deny participation in specific activities or cancel your trip entirely without refund.

Failure to disclose any relevant medical or mobility information in advance may result in your exclusion from certain services or activities. In such cases, no refunds or liability will be offered for missed services. Participation in the trip implies acceptance of these terms and acknowledgment of your personal responsibility for your health and readiness to travel.

12. Data Privacy

To facilitate your booking, Refined Travel collects personal information such as your full name, date of birth, passport details, insurance information, dietary needs, medical disclosures, and emergency contacts. This data is used solely for the purpose of planning, securing, and delivering your travel experience.

We take your privacy seriously. All personal data is stored securely, processed in accordance with data protection regulations, and only shared with trusted third-party suppliers (e.g. hotels, airlines, guides) when required for your travel services. Sensitive data, such as medical information or religious dietary requirements, is only shared when absolutely necessary.

By providing your information, you consent to its use for:

  • Travel booking and logistics

  • Emergency support

  • Insurance verification

  • Legal or regulatory compliance where required

You have the right to request a copy of your stored data or request its deletion at any time. For more information, please review our full Privacy Policy or contact us directly.

13. Photography & Testimonials

Photos or testimonials collected during travel may be used for marketing. If you prefer not to appear in any material, notify us in writing before departure. Verbal consent may also be requested by guides or staff.

14. Force Majeure

Force Majeure refers to any event beyond our reasonable control that prevents, delays, or disrupts travel services. This includes, but is not limited to, natural disasters (e.g., earthquakes, hurricanes, floods), pandemics, epidemics, government restrictions, strikes, civil unrest, war, terrorism, transport delays, airline failures, or other unforeseeable and unavoidable events.

In the event of Force Majeure:

  • We will make every effort to rebook, adjust, or postpone services; however, we are not liable for any resulting costs, losses, or disruptions.

  • We are under no obligation to offer refunds or compensation for unused portions of the trip.

  • Any additional costs incurred due to these events (such as alternative transport or accommodation) are the responsibility of the traveler.

By booking with Refined Travel, you acknowledge these risks and agree that no liability will be accepted by us for failure to perform our obligations due to Force Majeure circumstances.

15. Complaints

If you experience any issue during your trip, it is essential to report it immediately to your guide, host, or our local partner so that we have the opportunity to address the matter in real-time. Delayed complaints may prevent us from resolving the issue and will limit our ability to offer any remedy.

If the issue cannot be resolved on-site, a formal complaint must be submitted in writing to Refined Travel within 28 calendar days of the end of your trip. This written complaint should include your booking reference, details of the issue, any supporting evidence, and confirmation that you attempted to resolve the problem during your trip.

Please note: If you fail to report a problem at the time it occurs, or choose not to give us the opportunity to resolve it, we will not be liable for the issue or provide compensation after the fact. Reasonable steps must be taken by you to minimize any loss or inconvenience.

16. Legal Jurisdiction

These Terms and Conditions are governed by the laws of the State of Wyoming, United States. Any legal disputes arising from your booking or participation in travel arranged by Refined Travel will be subject to the exclusive jurisdiction of the courts in that state.

Please note: Refined Travel is currently in the process of registering its business as a U.S.-based entity. Until that registration is complete, contractual obligations will be interpreted according to U.S. common law. By proceeding with a booking, you acknowledge and accept this legal framework.

17. Website & Hotels

All information provided on the Refined Travel website, in brochures, and in itineraries is verified by our team and accurate to the best of our knowledge at the time of publication. However, service providers, including hotels, restaurants, activity operators, and transport services, may alter their facilities, hours, or services without prior notice. Seasonal changes, weather conditions, and other factors may also affect the availability or quality of advertised amenities.

When we are notified of any significant or long-term changes that could affect your travel plans, we will do our best to inform you prior to departure and offer suitable alternatives of comparable value whenever possible.

Important

If any provision of these Terms & Conditions is deemed unenforceable or invalid by a competent authority, the remainder of the terms shall remain in full effect. These Terms are governed by the laws of the State of Wyoming, and any disputes will be handled in the courts within that jurisdiction.