Booking Terms and Conditions
Yoga Tour Booking Terms & Conditions
Please take the time to read and understand the booking conditions below before booking a spot on a tour. Please also ensure you read our COVID Health Policy. Whilst we endeavour to operate all trips as described, we reserve the right to change the tour itinerary if required. (The Yoga Department = TYD)
1. Our contract
By booking a spot on one of our package tours, you are deemed to have agreed to these Booking Terms & Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in the tour itinerary and/or booking form and these terms.
2. Tour Validity
Tour Dates, itineraries and prices are valid until further notice.
3. Deposit requirement
You are required to pay a 20% non-refundable tour deposit of your total tour booking price. If your booking is made within 2 months of the tour departure date, then you will be sent an invoice to pay in full. We only take the 20% deposit online through our website.
4. Acceptance of booking and final payments
If we accept your booking details and payment, our website will issue you a email confirmation. A contract will exist between us from this date. Final payment of the tour balance is due 2 months before the departure tour date and we shall notify you of this. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.
5. Your details
In order for us to confirm your travel arrangements you must provide all requested details as per our online booking form. If you are 70 years of age or over we require you to complete and forward a Self-Assessment form. Your booking cannot be confirmed without provision of these details.
6. Cancellation by the traveller
If you cancel your spot on a tour, cancellation fees will apply. A cancellation will be effective when we receive written email confirmation.
If you cancel:
- The 20% Tour Deposit is NON-REFUNDABLE regardless of any cancellations in any circumstance
– Cancel more than 30 days prior to departure, we will refund the full final tour payment less a cancellation fee of $200
– Less than 30 days prior to departure, we will retain 100% paid by you in connection with the booking. - As an alternative to refund, at not cost tour booking can be held in credit (valid 24 months)
– No Show incurs an administration fee of $500 AUD per pax on any tour. (A ‘no show’ is when you DO NOT notify us of cancelling or you did not show up as expected) - Cancellation of any paid service once in the destination – No refunds
(NB: Loss of tour funds can be claimed through you Travel Insurance provider)
7. Cancellation by The Yoga Department or Suppliers
We may cancel a trip at any time prior to departure. We may cancel a trip at any time, if, due to terrorism, natural disasters, political instability, pandemics or other external events, which make the trip not viable for us to operate. If we cancel your trip, you can transfer amounts paid to an alternate tour date 24 months in advance, at no cost to you. Alternatively you may choose to take a refund less the non-refundable 20% tour deposit
9. Change of Tour | Credits
If you wish to transfer from one trip to another, you must notify us at least 30 days prior to the proposed or original departure date. You must choose a tour within 24 months advance of your original tour date. Or you may prefer you may keep the funds in credit until you are ready to book at no cost.
Global Health Pandemics e.g COVID
Please refer to our COVID Policy Terms
10. Tour Inclusions
All the Yoga Department Tours are mostly fully inclusive. This means we try to include everything you need on your tour.
- All group transport & any domestic flights in the tour destination
- All group arrival and departure airport transfers
- All accommodation on twin share basis
- Most group meals – Minimum two meals per day
- Professional english speaking Tour Leaders and local guides
- Daily sightseeing excursions & entrance fees
- Yoga & meditation classes
11. Tour Exclusions
- International airfares
- Tourist Visas
- Personal spending money
- Single Room Supplements
- Travel Insurance
- Currency Exchange
- Any private transport or transfers
- Personal services & tipping
- Any cancellation fees
- Optional activities and all personal expenses
- Any vaccinations
12. Our Policy on Transparency of our Fees and Pricing
As Tour Operator, we receive Wholesale pricing from our international suppliers outside of Australia ie. Our Destination Management Companies.(DMCs) This allows us, like any business to add margin onto the cost of the tour. We endeavour to be as cost effective and fairly priced as possible, to be inline with our mission to provide a beneficial outcome for all parties involved. This margin with the travel industry is usually anywhere 20% depending on the country and demands for service.
13. Commissions
We also receive commission from our travel and business partners such as Travel Insurance providers and Airlines. These also range from 1% to 20%
We also pay commission to our Members and Affiliates for assistance promoting our business. For example as we are B2B our members/affiliates (who refer bookings to us) receive paid commission for referring bookings
14. Age & Health requirements
Minimum General Policy: All travellers under the age of 18 must be accompanied by a legal guardian, or, in lieu of a legal guardian, by an escort over the age of 18, appointed by their legal guardian. The legal guardian or their designee will be responsible for the traveller under the age of 18’s day to day care. If a legal guardian elects to designate an escort in their lieu, they will be required to complete and sign a relevant document to delegate their authority.
Please note we cannot guarantee triple or joining rooms for families; accompanying adults may be required to share with others in the group on a twin share basis.
Maximum General Policy: For the majority of our trips we have no upper age limit, though we remind you that our trips can be physically demanding, and a Self-Assessment Form is required for all passengers 70 years and over.
We are able to provide details on mandatory health requirements; however, we are not medical experts. It is your responsibility to ensure that you obtain proper and detailed medical advice at least two months prior to travel for the latest health requirements, and recommendations for your destination and any costs.
Where you do not do so and either are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.
15. Passport and visas
You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries in which you will visit during your trip. Your passport must be valid for six months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip.
We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation. These terms you must understand.
16. Travel insurance
Travel insurance is compulsory for all Yoga Department passengers and should be taken before you pay your final payment 60 days before departure. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. It must also include trip cancellation, curtailment, personal liability and loss of luggage and personal effects.
You must provide proof of your travel insurance policy, prior to travel and you will not be able to join the trip without it. If you obtain travel insurance through us, you acknowledge that you are satisfied with the level of insurance we have arranged. All credit card travel insurance policies you undertake at your own risk.
17. Flexibility
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
18. Change of itinerary
While we endeavour to operate all trips as described we reserve the right to change the trip itinerary. Before departure: If we make a major change we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least two (2) days of the itinerary.
After departure: We reserve the right to change an itinerary after departure, due to local circumstances or events outside of our control. In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you: as per advice travellers should always travel with “Emergency Funds “which you agree to carry, to be used in such instances. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.
19. Authority on Group tour
Our group tours are run by a group leader. The decision of the group leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a group leader or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines.
20. Acceptance of risk
You acknowledge that the nature of your tour is adventurous, and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate.
However, it is also your own responsibility to acquaint yourself with all possible relevant travel and cultural information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.
21. Limitation of liability
We contract with a network of companies, government agencies and individuals to assist in the running of our trips as a travel agent for these third parties. We are not responsible for the acts and omissions of these third parties. e.g Local Tour Operators or Tour Wholesalers.
To the fullest extent permitted by law:
Any liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Terms & Conditions, is excluded
You release us and our officers, employees, agents and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip
Any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty) is excluded.
To the extent an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking. Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however it arises, or for indirect, special, punitive or exemplary damages.
22. Optional activities
Optional activities not included in the tour price, do not form part of the trip or this contract. You accept that any assistance given by your tour leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and the activity provider.
23. Claims & complaints
If you have a complaint about your trip, please inform your tour leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour. All complaints must be received and handled in the state of NSW, Australia and will not be accepted any later than 30 days from your arrival home.
24. Severability
In the event that any term or condition contained in these Booking Terms & Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason, then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.
25. Photos and marketing
You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose. You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.
26. Privacy policy
Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip. We will otherwise treat your details in accordance with our privacy policy.
27. Applicable law
The laws of New South Wales, Australia govern these Booking Terms & Conditions to the fullest extent allowable. Any disputes in connection with a trip or these Booking Terms & Conditions must be initiated in the courts of NSW, Australia.
28. Registered Company address
Tiwari Travel Australia Pty Ltd
Coogee NSW 2034. Sydney, Australia
CATO Certified Operator Licence 61666699
29. Updating of terms and conditions
The Company reserves the right to update and/or alter these terms and conditions at any time, and it is the Client’s responsibility to be familiar with them. The latest terms and conditions can always be found on the Company website www.theyogadepartment.com.au and will supersede any previous versions.
