Booking Conditions
Please read these terms and conditions carefully as you will be bound by them.
1) The terms "company", "we", "us" and "our" mean Bhutan Green Travel.
2) The terms "client", "you" and "your" mean all persons named on the booking (including any person who is added or substituted) after booking using our services.
3) For parties of two or more, the “lead name" is the person who makes the booking on behalf of all members of the party.
4) Your booking and contract with us will be effective after we have sent you a confirmation invoice to the lead name by email to the email address you have provided for all bookings made online or over the phone. By booking your trip with us, you agree to be bound by our terms and conditions in line with the TCB’s set guidelines for operating travel services and products in Bhutan.
5) “Force majeure” means any event or circumstances which are unusual and/or unforeseeable outside the control of BGT, the consequences of which could not have been avoided even with all due care. Such events may include (but not limited to) war, riot, civil strife, terrorist activity and its consequences,, hostilities, political unrest, bureaucratic action or obstacles, industrial dispute, natural or nuclear disaster, adverse weather or road conditions, flood, fire, draught, closure of airport, re-scheduling or cancellation of flights or changes of the airlines or aircraft type and all other similar events beyond our control.
Booking Procedure
A “tour” is any product itinerary that we sell such as treks, expeditions, tours, or other special interests. You can contact us about your travel plans by email, over the phone, on Skype or online at http://www.bhutangreentravel.com/ContactUs.php. When booking a trip, you are responsible for the accuracy of all data supplied to Bhutan Green Travel. The person booking the trip warrants that he/she is at least 18 years old and has full authority to enter into a contract. Once your booking is accepted and becomes a legally binding contract we are responsible for providing the tour shown on the confirmation invoice and you are responsible for the payment.
Deposit and Payment for Your holiday
Payment of a deposit enables us to hold a reservation for you. Usually we require a deposit of not less than 10% of the total value of land price and a full airfare of your Drukair or Bhutan Airlines flights to/from Bhutan by wire transfer. The final balance as shown on your confirmation invoice is due no later than 45 days prior to your departure date. We normally advise our clients to pay in one go to avoid multiple bank charges and provide us with a copy of your wire/bank transfer receipt(s) for us to ensure that payment reaches in time. Failure to make full payment on time could risk being cancelled your booking or deposit being lost.
Prices
Prices are quoted and payable only in (US$ dollars). All prices published on our websites, brochures and marketing materials are set as low as possible. The guide prices may vary at any time subject to government actions, changes in exchange rates, increase in transportation costs or fuel prices before we have accepted your booking, however, we guarantee our prices who have already signed up. You will be notified of any change in price made prior to you completing your booking and paying the balance of the tour price.
If You Change Your Booking
Where a change requested by you to your confirmed travel arrangements, we will do our utmost to make these changes, but it may not always be possible. An administration fee of US$ 45 per person plus any additional costs we incur will be charged in making this alteration to a different departure date or one of our tours. If a client or you are unable to travel, in circumstances in which we consider reasonable, you may transfer your booking to another suitable person. A transfer fee of US$ 50 per person is payable, and additional costs such as airline tickets or other charges may also be applicable.
If You Cancel Your Booking
Should you, or any member of your party, wish to cancel your travel arrangements at any time, the ‘lead name’ on the booking form must inform us in writing. Cancellation charges are imposed from the date written notification is received. As we incur costs from the time we confirm your booking, the cancellation charges of your travel arrangements shown in the table below plus an administration fee of US$ 75 will apply.
Notice period before departure or after arrival
% of total tour price
Prior to 30 days of the start of the tour No charges (full refund)
Between 30 days to 21 days before the start of the tour 10% of total tour cost
Between 20 days to 14 days before the start of the tour 15% of total tour cost
Between 13 days to 7 days before the start of the tour 30% of total tour cost
Less than 7 days before the start of the tour or without notice
50% of total tour cost
After arrival in Bhutan 100% of total tour cost
Note: It is strongly recommended that comprehensive travel insurance be taken out which includes cover against cancellation charges so that you may able to reclaim these charges from your insurance company.
If We Change or Cancel Your Booking
We reserve the right to cancel a tour in any circumstances or force majeure (as explained above) both or after bookings have been confirmed. If we have to cancel, we will tell you as soon as possible by email and if there is time before your departure, we will offer you the choice of accepting an alternative tour (we will refund any price difference if the chosen alternative is less expensive than your original one but if it is more expensive, we will ask you to pay the difference).
You will not have any rights to receive compensation if we make a major change to your travel arrangements for reasons outside our control. These reasons include (but not limited to) war, riot, civil strife, terrorist activity and its consequences,, hostilities, political unrest, bureaucratic action or obstacles, industrial dispute, natural or nuclear disaster, adverse weather or road conditions, flood, fire, draught, closure of airport, re-scheduling or cancellation of flights or changes of the airlines or aircraft type and all other similar events beyond our control.
If You Have Complaint
We aim to provide the best service possible. However, if you have any reason to complain or experience any problems during your holiday concerning any service BGT has provided, you must inform your local tour guide or contact BGT immediately to enable them to try to resolve the matter. Most complaints or claims can be resolved, but if you remain dissatisfied it is essential that you notify or write to us within 15 days after your return in writing, quoting your booking reference and full details of your complaint. Relevant receipts and substantiating evidence must be attached to the letter of claim. Bhutan Green Travel will not be liable for any claims made later than 15 days after the completion of your tour.
Liability and Responsibility
Bookings are accepted on the understanding that you are aware of the possible inherent risks when undertaking the tours, treks or expeditions with us. We promise that your holiday arrangements will be made, performed or provided with reasonable skill and care.
Where, as a result of circumstances beyond our control we will not be responsible for any liability for illness, injury, death or loss of any kind, delay resulting directly or indirectly from delays, delay and inconvenience caused directly or indirectly, cancellations or changes in flights and other causes as explained above unless caused by our negligence. You should have adequate travel insurance for your holiday to claim compensation from your insurance company.
Flight Delays and Cancellations
For now we do not arrange flights ex-Bhutan and so use only Drukair (Royal Bhutan Airlines) or Bhutan Airlines (Tashi Air Pvt. Ltd) flights to and from Bhutan for your holiday. At times there are occasions completely beyond our control when a flight is delayed or cancelled. If your flight is delayed or cancelled, your flight ticket is downgraded or boarding is denied by your airline in circumstances, which would entitle you to claim compensation. If we arrange your flight ticket, we shall pursue the airline for the compensation or other payment due to you.
We cannot accept any liability for any change, cancellation or delay in flights caused by adverse weather conditions, rescheduling by airline or airport authority, action by air traffic controllers, mechanical breakdown, industrial action or any other event or circumstances beyond our control.
Special Requests and Medical Conditions
If you wish to make a special request, you must do so at the time of booking for any special dietary requirements or any medical conditions both physical and mental, which may affect fitness to travel. Failure to meet your special requirements will not be a breach of contract on our part unless the request has been specially notified in writing. We will do our best to meet your special requests including dietary or other specific requirements.
General
Bhutan Green Travel reserves the right to alter these terms and conditions at any time.
Jurisdiction and Governing Law
The terms and conditions of your contract with Bhutan Green Travel shall be interpreted according to and subject to the laws of Bhutan and both you and we agree to submit any claim or dispute to the jurisdiction of the relevant court in Bhutan.
Data Protection/Privacy Statement
In order to process your booking and meet your requirements, we need to collect certain personal details from you to ensure that your travel arrangements run smoothly. These details include such as name, address, contact details of party members, payment details, and any special needs/dietary requirements relating to disability or medical condition. Please be assured that we have adequate measures in place to protect your personal booking information held by us. We need to pass on your personal details or information on to the relevant companies and organisations such as airlines, hotels, customs/immigration, etc. Bhutan Green Travel also like to hold your information for our own future marketing purposes, to inform you of our promotional offers or to send you our brochure. If you do not wish to be contacted for the purposes set out above, please let us know as soon as possible.
