Welcome to Aremika Travel! These terms and conditions are designed to ensure a clear, fair, and transparent partnership between us and you. They form our mutual agreement for your upcoming adventure. By booking a tour, you confirm that you have read, understood, and agree to these terms. We encourage you to read them carefully. Your booking is considered confirmed and accepted upon the partial or total payment for the contracted services.
1. The Booking Process
All reservations are subject to availability and are not confirmed until Aremika Travel issues a formal confirmation code via email. We will typically confirm your booking within 72 hours of receiving payment and all necessary traveler information.
- Hotel Availability: Hotel confirmations are subject to availability. If the selected hotel is unavailable, we will book an alternative hotel of a similar category and price, with your prior notification.
- Itinerary Inclusions: Our prices include all services and inclusions that are specifically mentioned in each tour itinerary.
- Itinerary Exclusions: Our prices do not include: international or domestic flights (unless specified), airport taxes, visa and passport fees, travel insurance, personal expenses, tips for guides or drivers, or any other item not explicitly mentioned in the itinerary.
2. Payment Policies
To secure a reservation, a partial payment is required. The balance must be paid in full before the start of your tour. These payment policies are a key part of our terms and conditions.
- Deposit for Tour Packages:
- 40% deposit for packages with standard category hotels.
- 65% deposit for packages with superior and luxury category hotels.
- Secure Payment Methods: We accept payments via PayPal, credit/debit card (Visa, MasterCard, etc.), and Western Union. All online transactions are processed through a secure, encrypted payment gateway to protect your financial information. Please note that any transaction fees, such as credit card commissions or bank transfer fees, are not included in our prices and must be covered by the Client.
- Full Payment: The final balance is due before the commencement of services. Your sales agent will coordinate the specific date with you.
3. Cancellations and Modifications:
All requests for cancellations or modifications must be submitted in writing via email.
- Cancellation by the Client: For voluntary cancellations, the following charges apply, calculated from the date we receive your written notification.
- 45 to 31 days before departure: 25% of the total price is non-refundable.
- 30 to 15 days before departure: 50% of the total price is non-refundable.
- 14 to 7 days before departure: 75% of the total price is non-refundable.
- Less than 7 days before departure: 100% of the total price is non-refundable.
- Non-Refundable Services: A special note on non-refundable services: Some key components of your trip, such as Inca Trail permits and Machu Picchu entrance tickets, are regulated and issued by government authorities. Once purchased, these items are 100% non-refundable and non-transferable under any circumstances. This is a strict government policy that is outside of our control. We are transparent about this so you can make an informed decision. This is a critical point in these terms and conditions. This includes, but is not limited to:
- All tickets for Machu Picchu.
- All permits for the Inca Trail (all versions).
- Special Dates: For bookings during high season (Easter, Christmas, New Year’s, national holidays), different cancellation policies may apply and non-refundable amounts may be higher, regardless of the cancellation date.
- Cancellation by Aremika Travel: We reserve the right to cancel a tour in cases of force majeure or if minimum group sizes are not met. In such an event, we will offer a full refund of the amount paid to us, minus any non-recoverable costs from suppliers and transaction fees.
4. Traveler Responsibilities
- Documentation: To ensure a smooth journey, it is the Client’s sole responsibility to have all necessary travel documents in order. This includes a passport with at least 6 months of validity from your travel date and any required visas. Crucially, the name on your passport must exactly match the name provided for your booking, as this is required for all permits and tickets. Aremika Travel is not responsible for any issues, costs, or trip cancellations resulting from improper documentation.
- Assumption of Risk: The Client acknowledges that adventure travel involves inherent risks. By booking a tour, you confirm that you are participating at your own will and assume the risks associated with such travel.
- Voluntary Withdrawal: If a passenger voluntarily withdraws from a tour or chooses not to use a contracted service, no refund will be issued for the unused portion of the trip.
5. Mandatory Travel and Medical Insurance
For your safety and protection, comprehensive travel and medical insurance is mandatory for all clients participating in our tours. Peru’s adventure environments are remote and medical services can be expensive. Proof of insurance may be requested before the start of your tour. Adventure travel in Peru involves inherent risks, and medical facilities can be expensive. This insurance should cover trip cancellation, medical emergencies, evacuation, and loss or damage to personal belongings. Aremika Travel does not provide insurance.
6. Force Majeure
In the event of circumstances beyond our reasonable control (Force Majeure), such as natural disasters, strikes, or significant political unrest, Aremika Travel cannot be held liable for itinerary changes or cancellations. While we are not responsible for the additional costs incurred, please be assured that our team on the ground will provide all possible assistance to help you navigate the situation safely.
7. Third-Party Services (Flights & Trains)
Aremika Travel acts as an intermediary for third-party services like airlines and train operators. We are not responsible for their operations, including schedule changes, delays, or cancellations. The terms and conditions of the respective airline or train company will apply.
8. Claims and Complaints
Any claim or complaint must be sent in writing to claims@aremikatravel.com within 10 days of the end of your trip. We will not consider any claims submitted after this period as per these terms and conditions.
We’ve designed these terms and conditions to be as clear and fair as possible, because we believe a great trip starts with trust and transparency. If you have any questions at all about any of these points, please don’t hesitate to contact us. We are here to help and ensure you feel 100% confident before beginning your adventure with us.
