Contact for cancellations / amendments: connect@xclu.in

1. Scope

This Cancellation Policy applies to all group-tour bookings, packages and ancillary services (accommodation, transfers, excursions, event entry) made with XCLU.

2. How to cancel or request an amendment

All cancellation or amendment requests must be sent in writing to connect@xclu.in and will be effective on the date XCLU receives the written request. Verbal requests are not accepted.

3. Deposit, final payment and applicability

  • A non-refundable deposit (amount specified on your invoice) is required to confirm the booking. The balance is due as stated on the invoice or no later than the final payment date for the tour.
  • If full payment is not received by the final payment date, XCLU reserves the right to cancel the booking and apply the cancellation charges in Section 4.

4. Cancellation charges (traveller-initiated)

Cancellation charges are calculated on the total tour price per person (including any group supplements) and are charged as follows:

  • More than 90 days before departure: Loss of deposit only (or as specified on invoice).
  • 90 to 60 days before departure: 25% of total tour cost.
  • 60 to 30 days before departure: 50% of total tour cost.
  • 30 to 15 days before departure: 75% of total tour cost.
  • 15 days or fewer (including no-show): 100% of total tour cost.

(Percentages and time bands are industry-standard examples; for certain tours or third-party supplier fees the schedule on your booking confirmation will prevail.) (Priya Travels)

5. Third-party supplier charges

If any element of your booking (airfare, rail, cruise, special event tickets) is non-refundable or incurs supplier cancellation fees, those charges will be passed through in full to the client regardless of the XCLU cancellation schedule.

6. Cancellation by XCLU

  • If XCLU cancels a tour prior to departure for operational reasons (insufficient group size, supplier failure, etc.), we will offer either (a) a full refund of all monies paid for the cancelled services, or (b) an alternative tour of comparable standard (subject to availability).
  • Where cancellation is due to extraordinary events beyond XCLU’s control (see Force Majeure below), refunds and alternatives will be handled as described in Section 7. Where required by law or applicable consumer protection rules, additional compensation may apply.

7. Force majeure, health emergencies and government restrictions

  • “Force Majeure” includes war, civil unrest, strikes, natural disasters, pandemics, government travel bans, border closures, or other events beyond the reasonable control of XCLU.
  • If a tour is cancelled, postponed or materially changed because of force majeure, XCLU will: (a) offer a refund net of unrecoverable supplier costs, or (b) offer a credit to be used on a future XCLU tour (valid for a period stated in your confirmation). XCLU will make commercially reasonable efforts to recover sums from suppliers and will pass refunds to clients as recovered. Recent consumer rulings show refunds may be required where cancellations arise from health emergencies; XCLU will follow applicable consumer law in such cases.

8. Insurance requirement

We strongly recommend (and for some tours require) adequate travel insurance that covers cancellation, medical costs, repatriation, and supplier insolvency. Insurance can mitigate costs arising from personal illness, positive COVID tests, visa refusal, or other covered events. If you decline insurance, you accept full financial responsibility for cancellation charges.

9. Amendments and name changes

  • Minor name corrections and amendments may be accepted up to the final payment date without penalty where permitted by suppliers; supplier fees may apply.
  • Major changes (date changes, change of itinerary, change of lead passenger) will be treated as a cancellation and rebooking and are subject to cancellation charges and any difference in tour price.

10. Refund processing

  • Approved refunds will normally be processed within 30 days from the date XCLU confirms eligibility and receives any necessary supplier refunds. If supplier refunds are delayed, XCLU will keep you informed and process refunds as soon as they are received.

11. No-shows and unused services

No refunds will be given for unused portions of the tour (late arrival, missed connections or voluntary shortening of the trip).

12. Transfer & rescheduling (by client)

Where permitted, clients may transfer their booking to an alternative client subject to XCLU approval, payment of any applicable supplier fees and an administrative transfer fee. Transfers must be requested in writing and will be treated as per the applicable timetable above if they affect final payment or departure dates.

13. Insolvency protection

If a supplier or XCLU becomes insolvent, refunds and alternatives depend on supplier insurance/creditor procedures. Purchasing travel insurance that includes insolvency cover is recommended.

14. Dispute resolution

Any dispute arising from cancellations or refunds should first be raised in writing to connect@xclu.in. If unresolved, parties may seek mediation or pursue remedies under the consumer protection regime that applies to the booking jurisdiction.

15. Special cases

  • Visa refusals: Refunds depend on supplier recoverability; administrative fees and supplier charges apply. Provide official visa denial documentation to support refunds.
  • Medical cancellations: Provide medical certificates; refunds processed after review and subject to supplier policies and insurance recoveries.

16. How we will communicate changes

Any significant change, delay or cancellation will be notified to the lead passenger by email and/or phone using the contact details on the booking. Please keep your contact information up to date.