Last Updated: 28 August 2026

At Heart in Himalaya, we understand that travel plans can change. This Cancellation & Refund Policy explains how cancellations, changes and refunds are handled for treks, adventure trips, cycling expeditions, outdoor programmes and other experiences booked with us.

1. Booking Advance

A 50% advance payment may be required to confirm a booking.

The remaining 50% balance is payable within the timeframe communicated by Heart in Himalaya during the booking process.

A booking is considered confirmed once the agreed advance has been received and the booking has been acknowledged by Heart in Himalaya.

2. Cancellation by the Participant

If you need to cancel a confirmed booking, please contact us as soon as possible at info@heartinhimalaya.com or +91 70880 79177.

The refund, if applicable, will depend on how far in advance the cancellation is made and on costs that Heart in Himalaya has already committed towards transportation, accommodation, permits, staff, suppliers and other arrangements for the programme.

Any applicable refund will be communicated after considering the specific circumstances and commitments associated with the booking.

3. Changes to a Booking

Requests to change the date, programme or other booking details should be made as early as possible.

We will make reasonable efforts to accommodate requested changes, subject to availability and any additional costs imposed by transportation providers, accommodation providers, permits or other suppliers.

A requested change is not considered confirmed until it has been accepted by Heart in Himalaya.

4. Cancellation by Heart in Himalaya

In certain circumstances, Heart in Himalaya may need to cancel a programme before it begins.

This may happen because of severe weather, unsafe trail or road conditions, government restrictions, natural events, insufficient operational feasibility, or other circumstances that make conducting the programme impractical or unsafe.

Where Heart in Himalaya cancels a programme, we will communicate the available options to affected participants, which may include rescheduling or a refund of eligible amounts, depending on the circumstances and costs already incurred.

5. Changes During a Programme

Adventure travel, particularly in the Himalayas, can be affected by weather, terrain, road conditions, altitude and other circumstances beyond our control.

If a programme needs to be modified, shortened, extended or rerouted after it has begun, refunds are not automatically applicable.

Our priority in such circumstances is to make reasonable decisions based on participant safety and the conditions on the ground.

6. Non-Refundable or Committed Costs

Certain costs may become non-refundable once a booking has been made, including advance payments to accommodation providers, transport operators, permit authorities, local staff and other service providers.

Where such costs cannot be recovered, they may be deducted when determining the amount, if any, refundable to the participant.

7. No-Show & Early Departure

No refund will normally be provided where a participant:

• Does not arrive at the designated meeting point
• Arrives too late to join the programme
• Chooses not to participate after the programme has started
• Leaves the programme voluntarily before completion
• Is unable to continue because they are not adequately prepared or equipped

Where a participant is required to leave an activity for safety reasons, the applicable arrangements will depend on the circumstances.

8. Weather & Force Majeure

No cancellation or refund can be guaranteed where a programme is affected by circumstances beyond our reasonable control, including extreme weather, landslides, road closures, natural disasters, government restrictions, strikes, transportation disruptions, emergencies or similar events.

We will nevertheless make reasonable efforts to find the safest and most practical alternative available.

9. Refund Processing

Where a refund is approved, Heart in Himalaya will communicate the applicable amount and expected processing timeline directly to the participant.

Refunds will generally be made through the same payment method or arrangement through which the payment was received, where reasonably possible.

Any bank, transaction or third-party charges that cannot be recovered may be deducted from the refundable amount.

10. Travel Insurance

We strongly recommend that participants obtain appropriate travel or adventure insurance before their trip.

Insurance may provide protection for circumstances such as trip cancellation, interruption, medical treatment, accidents or evacuation, depending on the policy purchased.

Participants are responsible for checking that their insurance provides suitable coverage for the activities and destination involved.

11. Contact Us

For cancellation requests or questions regarding this policy, please contact:

Heart in Himalaya
Founder: Shashank Rohilla
Phone: +91 70880 79177
Email: info@heartinhimalaya.com