Cancellation & Refund Policy

1. Scope and Applicability

1.1. This Cancellation & Refund Policy applies to journeys, tours, travel packages and related services booked directly with Bhumivox Experiences Private Limited (“Bhumivox”, “we”, “us” or “our”), unless a specific written agreement or applicable law provides otherwise.

1.2. Our offerings may include:

• Scheduled group journeys within India and internationally.
• Heritage, cultural and spiritual journeys.
• Private and customised journeys.
• Family and community group travel.
• School, university and institutional journeys.
• Corporate and organised group experiences.
• Travel arrangements made through authorised agents or business partners.

1.3. Different journeys involve different accommodation, transport, flight, visa, supplier and operational commitments. Consequently, cancellation conditions may vary between journeys.

1.4. The applicable cancellation schedule, payment conditions, inclusions and exclusions will be communicated before payment and will form part of the confirmed booking terms.

1.5. Where a journey-specific cancellation schedule differs from this general policy, the accepted journey-specific terms will govern that booking, subject to applicable law and statutory consumer rights.

1.6. Bhumivox will not retrospectively introduce less favourable cancellation conditions for an already confirmed booking without the traveller’s agreement.

1.7. Bhumivox Experiences Private Limited is the commercial booking and refund counterparty for journeys contracted directly with it. Historika Foundations is a separate nonprofit organisation and is not automatically a contracting party, tour operator or refund provider for Bhumivox journeys.

2. Booking Confirmation and Applicable Cancellation Conditions

2.1. A booking is considered confirmed when Bhumivox issues written confirmation following the applicable payment and booking requirements.

2.2. Before completing a booking, travellers will be informed of the material conditions applicable to that journey, including:

• Total journey price and payment schedule.
• Deposit or advance-payment requirements.
• Cancellation deadlines and applicable deductions.
• Conditions governing flights, accommodation, visas and other included services.
• Relevant non-refundable supplier commitments.
• Changes, substitutions and rescheduling conditions.
• Minimum group requirements, where applicable.
• Material conditions affecting the advertised experience.

2.3. Any cancellation schedule will specify the relevant deadlines, charges or percentages, and the amount to which those deductions apply. Deadlines will be communicated using Indian Standard Time (IST) unless otherwise expressly stated.

2.4. The conditions accepted at booking will be retained with the booking record and made available to the traveller or authorised booking organiser upon request.

2.5. Describing a payment as a deposit, booking advance or reservation amount does not, by itself, make the entire amount non-refundable. Its treatment depends on the disclosed booking conditions, actual commitments and applicable law.

2.6. Bhumivox will not apply an undisclosed cancellation charge retrospectively.

3. How to Cancel a Booking

3.1. Cancellation requests must be submitted in writing through any of the following official channels:

• Email: travel@bhumivox.com
• Phone / WhatsApp: +91 73974 37437
• Contact Form: bhumivox.com/contact.html

3.2. To help us identify and process your booking, please provide:

• Name of the lead traveller or booking organiser.
• Booking reference, if available.
• Registered email address or phone number.
• Journey name and departure date.
• Names of the travellers whose bookings are being cancelled.
• Whether the cancellation concerns one participant or the entire booking.
• You may also mention your reason for cancellation, but providing a reason is not ordinarily mandatory.

3.3. If you cannot locate your booking reference, our team will assist in identifying the booking using the available contact and journey details.

3.4. The effective cancellation time will be the earliest identifiable written cancellation request received through an accepted official channel.

3.5. A request received outside office hours will retain its original receipt time. Processing or acknowledgement during the next working day will not, by itself, change the effective cancellation date.

3.6. Bhumivox may maintain a central record of cancellation requests. However, a customer who has already submitted an identifiable request through an accepted written channel will not be required to submit it again solely to preserve the original cancellation date.

3.7. Telephone conversations can assist with cancellations, but a written request is required for an identifiable record. Our team will help customers who need assistance submitting one.

3.8. If a contact form does not confirm successful submission, the customer may use email or WhatsApp. A failed or unconfirmed form submission should not be treated as successfully received.

4. Traveller-Initiated Cancellations

4.1. When a traveller chooses to cancel a confirmed booking, the applicable journey-specific cancellation schedule will normally determine the cancellation charges.

4.2. Depending on the booking, deductions may relate to:

• Accommodation and room reservations.
• Flights and ticketing commitments.
• Transport and vehicle reservations.
• Visa applications and processing.
• Entry tickets, permits and reservations.
• Supplier payments that cannot reasonably be recovered.
• Disclosed administrative or cancellation charges.
• Other agreed and genuinely incurred non-recoverable commitments.

4.3. Cancellation deductions must be consistent with the booking terms, supported by the applicable commitments and subject to consumer-protection law.

4.4. Bhumivox will not deduct the same cost twice. For example, an expense already covered by an applicable cancellation charge will not be deducted again as a separate supplier expense.

4.5. Where a refund or credit is subsequently recovered from a supplier for an amount previously deducted from a traveller’s refund, the benefit attributable to that traveller will be passed on appropriately, after accounting for any legitimate and previously undiscounted costs.

4.6. Cancellation charges will not exceed the amount legitimately payable under the applicable booking terms and law.

4.7. Any applicable cancellation-charge reciprocity requirements under Indian consumer-protection law will be observed.

4.8. Where Bhumivox can reasonably reduce or avoid a cancellation loss through supplier cancellation, transfer, substitution or other recovery, such recoveries will be taken into account when determining the final refund.

5. Booking Changes, Date Changes and Participant Substitutions

5.1. Travellers may request changes to their departure date, participant details, accommodation arrangements or other booking components.

5.2. Change requests are subject to availability, operational feasibility and the conditions of the relevant suppliers.

5.3. Any additional costs or applicable change charges will be communicated before the requested modification is confirmed.

5.4. Where a participant cannot travel, Bhumivox may allow a replacement participant if the arrangements, tickets, permits, visas and suppliers permit the substitution.

5.5. Name changes may not be possible for certain flights, visas, permits or individually issued reservations.

5.6. Moving a booking to another departure is not an automatic entitlement. Where rescheduling is available, the new departure’s price and conditions will be explained before the customer accepts the change.

5.7. Bhumivox will not treat a request for information about changing a booking as a cancellation unless the traveller clearly authorises cancellation.

6. Partial Cancellations and Group Bookings

6.1. Where multiple travellers are booked together, one or more participants may request cancellation without necessarily cancelling the entire group.

6.2. Partial cancellations may affect shared arrangements, including:

• Double or triple room occupancy.
• Vehicle sharing and transport costs.
• Group-negotiated accommodation rates.
• Minimum participant requirements.
• Shared guide and logistical arrangements.

6.3. If a partial cancellation results in an unavoidable change to the remaining travellers’ costs, Bhumivox will explain the revised arrangements and any legitimate additional charges before applying them.

6.4. For family, private and community groups, the agreed booking proposal may specify separate rules for deposits, participant numbers, room allocations, final name lists and cancellations.

6.5. For school, university, corporate and institutional bookings, the authorised organiser’s agreement may additionally identify:

• Who can request or approve a cancellation.
• Whether individual participants may cancel independently.
• Participant substitution deadlines.
• Payment responsibilities.
• Refund allocation and destination.
• Special conditions associated with bulk reservations.

6.6. Where an organisation makes one consolidated payment, any refund will ordinarily be returned to the original payer or another verified recipient authorised under the agreement.

6.7. Where participants have paid Bhumivox separately, applicable refunds will ordinarily be processed individually, subject to the agreed booking arrangements.

6.8. For bookings arranged through travel agents, destination management companies or other business partners, refunds and commercial settlements will follow the applicable contractual relationships. Consumer rights, where applicable, remain protected.

7. Flights, Visas and International Travel

7.1. Certain international Bhumivox journeys, including our Sri Lanka offerings where expressly advertised, may include flights and visa arrangements within the package price.

7.2. Inclusion of these services does not necessarily mean that every component remains fully refundable at every stage.

7.3. Flight cancellations, date changes, refunds and name corrections may be subject to airline fare conditions, ticketing deadlines and applicable regulations.

7.4. Applicable airfare conditions and material non-refundable ticketing commitments will be disclosed before payment.

7.5. Visa assistance or visa processing arranged by Bhumivox does not guarantee approval by the relevant government authority.

7.6. Travellers remain responsible for providing accurate personal information, valid passports, necessary supporting documents and timely cooperation with applicable immigration requirements.

7.7. Visa processing fees, government charges and service fees may become non-refundable once the relevant work or application has been completed, subject to the disclosed conditions and applicable law.

7.8. Where a visa is refused, delayed or restricted for reasons outside Bhumivox’s control, the applicable cancellation conditions and recoverable supplier amounts will determine the refund.

7.9. Where a loss arises from a proven booking, ticketing or visa-processing error attributable to Bhumivox, we will assess and provide the appropriate remedy rather than automatically transferring that loss to the traveller.

7.10. Passports, independently required travel documents and personal eligibility to enter a destination remain the traveller’s responsibility unless a particular service has expressly been undertaken by Bhumivox.

8. When Bhumivox Cancels a Journey

8.1. Occasionally, Bhumivox may need to cancel a scheduled journey because of operational circumstances, insufficient participation, unavailability of essential arrangements or other reasons.

8.2. Where Bhumivox cancels a confirmed journey under ordinary circumstances before departure, affected travellers will be entitled to a monetary refund of payments received for the cancelled Bhumivox package, subject to applicable law.

8.3. Bhumivox may offer alternatives such as:

• Another departure date.
• A comparable journey.
• A different Bhumivox experience.
• A voluntary travel credit.

Acceptance of an alternative is entirely voluntary.

8.4. Bhumivox will not require a customer entitled to a monetary refund to accept a voucher or travel credit instead.

8.5. Where a journey depends on a minimum number of participants, this requirement and the relevant decision deadline will be disclosed before booking.

8.6. If the minimum number is not reached and Bhumivox cancels the departure, the operator-cancellation provisions above will apply.

8.7. Travellers arranging flights, trains or other services independently should take account of the communicated group-confirmation deadline. Independently purchased services are not automatically part of the Bhumivox package.

8.8. Bhumivox will not automatically assume liability for independently booked travel expenses. Any responsibility arising from a representation, contractual obligation, service failure or applicable law will be assessed on its merits.

9. Significant Changes to a Confirmed Journey

9.1. Travel arrangements sometimes require adjustments because of site closures, transport changes, weather, access restrictions or other operational circumstances.

9.2. Minor adjustments that preserve the essential nature and quality of the journey may be made where reasonably necessary.

9.3. If Bhumivox proposes a significant change to an essential feature of the confirmed journey before departure, affected travellers will be informed of the proposed change and available options.

9.4. Depending on the circumstances, these options may include:

• Accepting the revised itinerary.
• Accepting an appropriate alternative journey.
• Rescheduling where feasible.
• Declining the material change and obtaining the applicable monetary refund.

9.5. A significant change may include removal of a principal destination, substantial alteration of the journey's advertised purpose or unavailability of an expressly promised defining feature.

Journeys Advertised as Personally Led by Chandru Ramesh

9.6. Some Bhumivox departures are specifically advertised as being personally led by Chandru Ramesh.

9.7. Where his personal leadership is an expressly confirmed and material feature of the booking, his unavailability will not automatically be treated as an ordinary local-guide substitution.

9.8. Should such a change become necessary, affected travellers will be informed and may be offered a suitable replacement leader or alternative arrangement.

9.9. Where the substitution materially changes the expressly promised experience and the traveller does not accept the alternative, an appropriate cancellation and monetary refund option will be provided consistent with the confirmed booking and applicable law.

9.10. This provision applies to departures specifically sold with a personal-leadership commitment and does not imply that every Bhumivox journey is personally accompanied by Chandru Ramesh.

10. Extraordinary Events and Circumstances Beyond Reasonable Control

10.1. A journey may be disrupted by events such as:

• Natural disasters and severe weather.
• War, civil unrest or significant security threats.
• Epidemics, pandemics or government restrictions.
• Airspace closures or major transport disruption.
• Immigration or border restrictions.
• Closure of important destinations or heritage sites.
• Other extraordinary circumstances beyond reasonable control.

10.2. Where such circumstances make a journey impossible, unsafe or materially impracticable, Bhumivox will assess the available options, which may include modification, rescheduling, alternative arrangements or cancellation.

10.3. Refund treatment will depend on the applicable booking conditions, services already provided, supplier commitments, amounts recoverable and the relevant legal obligations.

10.4. Extraordinary circumstances will not automatically justify retaining the entire amount paid by a traveller.

10.5. Bhumivox will make reasonable efforts to recover eligible payments from airlines, hotels, transport providers and other suppliers.

10.6. Any legitimate non-recoverable amounts will be identified and explained, rather than being presented as an unexplained blanket deduction.

10.7. Where an undisputed portion of the refund can be determined, it will not be unnecessarily withheld solely because another supplier recovery remains pending.

10.8. Where services have already been partly delivered, any adjustment or refund will consider the portion delivered, the unperformed services, applicable commitments and legal rights.

11. Service Deficiencies and Unused Services

11.1. If a confirmed service is not provided, is materially different from what was agreed or falls substantially below the promised standard, travellers should inform the Bhumivox team as soon as reasonably possible.

11.2. We will assess the circumstances and, where appropriate, seek to provide a replacement service, corrective arrangement, proportionate refund or other suitable remedy.

11.3. Where a traveller voluntarily chooses not to use an included service, such as a meal, transfer, sightseeing visit or accommodation, an automatic refund is not guaranteed.

11.4. If the unused component can be cancelled or recovered without loss, any eligible recovery will be considered.

11.5. A voluntary decision not to use a service is different from Bhumivox failing to provide a confirmed service.

11.6. Nothing in this section excludes a traveller's statutory right to seek relief for a deficiency in service, unfair trade practice or other legally actionable matter.

12. Refund Calculation and Communication

12.1. After receiving a cancellation request, Bhumivox will assess the booking conditions and relevant financial commitments.

12.2. Where a refund is payable, the calculation will ordinarily follow this principle:

12.3. The customer will receive a written explanation of the refund calculation, including applicable deductions.

12.4. The explanation may identify:

• Total amount paid.
• Applicable cancellation charges.
• Legitimate supplier costs.
• Amounts already recovered or refundable.
• Any outstanding supplier recovery.
• Net refund presently payable.

12.5. Bhumivox will not deduct the same charge under multiple descriptions.

12.6. Where a supplier recovery remains genuinely pending, we will distinguish that amount from any refund already payable by Bhumivox.

12.7. If a supplier subsequently refunds an amount attributable to the cancelled booking, the customer's entitlement to an additional refund will be reassessed and communicated.

12.8. Where a traveller disputes a deduction, our support team will review the calculation and provide an explanation.

13. Refund Processing and Timelines

13.1. Bhumivox will acknowledge identifiable cancellation requests and communicate the next steps.

13.2. Where further information or supplier confirmation is required, we will inform the customer of the pending matter and provide an update on the progress of the assessment.

13.3. Once the payable refund amount has been determined, Bhumivox will initiate the refund within seven business days, unless a shorter legally applicable period is required.

13.4. Business days exclude Sundays and applicable banking or public holidays.

13.5. Initiation means that Bhumivox has submitted or released the applicable refund through the relevant payment channel. It does not mean that the amount has necessarily reached the customer's bank account.

13.6. The time taken for the amount to be credited may depend on the bank, card issuer, UPI provider, payment gateway or other financial intermediary.

13.7. Refunds will ordinarily be made to the original payment method or original payer.

13.8. Where the original payment method is unavailable, Bhumivox may arrange an alternative verified refund method after appropriate identity and payment-authorisation checks.

13.9. Refunds will not ordinarily be transferred to an unrelated third party without appropriate verification and authorisation.

13.10. Where available, the refund transaction reference or other payment confirmation will be shared once the refund is initiated.

13.11. Refunds and related communications will be handled within a reasonable period and in accordance with applicable legal and regulatory obligations. An assessment will not be left indefinitely unresolved merely because a supplier response is pending.

14. Payment Plans, Deposits and Instalments

14.1. Certain journeys may allow deposits, instalments or staged payments.

14.2. The payment schedule and applicable cancellation conditions will be disclosed before booking.

14.3. If a traveller cancels after paying only part of the journey price, the applicable cancellation liability will be assessed against the accepted booking conditions.

14.4. If the amount already paid exceeds the legitimate cancellation liability, the eligible balance will be refunded.

14.5. If the applicable terms create an outstanding payment obligation, Bhumivox will explain the basis of that obligation and seek only amounts that are contractually and legally recoverable.

14.6. No payment will be treated as automatically and entirely forfeited merely because it was described as a non-refundable deposit, without regard to the accepted terms and applicable law.

15. Travel Credits and Alternative Departures

15.1. Where appropriate, Bhumivox may offer travellers the option to retain an eligible amount as credit towards a future journey.

15.2. Travel credits are voluntary unless they form part of a separately agreed and legally valid arrangement.

15.3. Before accepting a credit, the traveller will be informed of its value, validity, transferability and any restrictions.

15.4. Accepting a proposed alternative journey or travel credit may modify the refund arrangements only to the extent clearly and lawfully agreed.

15.5. Where a monetary refund is legally due, the customer will not be compelled to accept a voucher instead.

16. Complaints, Disputes and Grievance Redressal

16.1. If you have a concern about a cancellation charge, delayed refund, booking modification or service deficiency, please contact our booking support team.

16.2. Include your booking details and, if available, previous correspondence or the cancellation-request reference.

16.3. If the issue remains unresolved, you may request escalation to our Grievance Officer:

16.4. Consumer complaints will be acknowledged within 48 hours of receipt and redressed within one month of receipt, in accordance with applicable Indian consumer-protection requirements.

16.5. Bhumivox will provide the complainant with a copy or written record of the complaint as recorded for grievance handling.

16.6. If an issue requires further investigation, we will communicate the relevant progress and outstanding information without prejudice to statutory deadlines or rights.

16.7. Where a disagreement concerns the interpretation of cancellation terms, we will consider the terms actually disclosed and accepted at booking, relevant communications, supporting records and applicable law.

16.8. Nothing in this policy restricts a consumer's right to approach the National Consumer Helpline, an appropriate Consumer Commission or another competent authority.

17. Special Conditions for Institutional and Business Bookings

17.1. Private groups, schools, colleges, universities, corporate organisations and other institutions may have individually negotiated cancellation conditions because of their scale or special arrangements.

17.2. Such conditions will be recorded in the relevant written proposal, booking confirmation or agreement.

17.3. For institutional and group travel, the agreement may identify an authorised coordinator responsible for participant information, booking changes, cancellations and payment matters.

17.4. Travel agents, resellers, destination management companies and other commercial partners may operate under separate B2B agreements covering commissions, payment settlements, cancellation liabilities and refunds.

17.5. Commercial disputes relating to supplier invoices, commissions or business settlements will be handled under the relevant agreement rather than automatically under the individual traveller refund procedure.

17.6. Such agreements will not remove or diminish mandatory consumer protections where those protections apply.

17.7. Institutions and partners requiring assistance with existing bookings may contact travel@bhumivox.com. Enquiries about new institutional journeys, custom groups or partnerships may be submitted through www.bhumivox.com/contact.html.

18. Consumer Rights and Legal Compliance

18.1. This policy is intended to provide clarity and fairness and will be interpreted consistently with applicable Indian law, including the Consumer Protection Act, 2019 and the Consumer Protection (E-Commerce) Rules, 2020, as amended where applicable.

18.2. Nothing in this policy excludes, limits or overrides any statutory consumer right that cannot lawfully be excluded.

18.3. Where a provision of this policy conflicts with a mandatory legal requirement, the applicable legal requirement will prevail.

18.4. Any cancellation charge, refund restriction, limitation of liability or remedy will be subject to applicable legal protections.

18.5. Travellers retain the right to seek remedies before the appropriate legally competent authorities.

19. Policy Updates and Booking Records

19.1. Bhumivox may revise this policy to reflect changes in operational practices, supplier arrangements, customer-support procedures or legal requirements.

19.2. Updated versions will be published on our official website with an effective date.

19.3. Except where required by law or expressly agreed, a later version will not retrospectively reduce the contractual or statutory rights associated with an existing confirmed booking.

19.4. Bhumivox will maintain relevant booking confirmations, accepted cancellation terms, written requests, refund calculations and payment records in accordance with applicable legal, accounting and privacy requirements.

19.5. Travellers may request a copy of their applicable booking conditions and relevant refund calculation by contacting our support team.

20. Contact Bhumivox

We want the cancellation and refund process to be straightforward, even when your plans change unexpectedly.

Whether you need to cancel one seat, change your travel dates, discuss an institutional booking or understand a refund, our team is available to assist.