Happymiles Terms, Booking, Cancellation & Refund Policy.
(TO BE SIGNED BY THE INSTITUTION AUTHORITY AT THE TIME OF PACKAGE CONFIRMATION)
Booking and Payment Policy:
100% of the actual costs for railway tickets and/or airfare must be
paid in advance along with 50% of the program cost.
The balance 50% must be paid 30 days before the departure date.
Services will not be confirmed until the required advance payments
are made. Late payment will attract a 10% fee and may result in loss
of reservation. Payment can be made only via bank transfer or
through our payment link. Once payment is made, it is considered
that you have agreed to all Happymiles terms and conditions.
Foreign exchange fluctuations:
All international trips are subject to forex rate changes. For trips paid in installment,
Happymiles will revise the installment amount based on the prevailing exchange rate on
the date of each payment. GST will be additional on all program fees.
Tax Collected at Source (TCS):
Under the Liberalized Remittance System (LRS), Tax Collected at Source (TCS) is
applicable on foreign remittances.
TCS is not an additional fee or income tax, but is adjusted against your income tax
return. For Overseas Tour Packages up to INR 7,00,000: TCS Rate of 5%. For Overseas
Tour Packages above INR 7,00,000: TCS Rate of 20%.
Registration Policy:
Registration is online through our reservation link and is entirely paperless. Registration
forms and itinerary will be distributed free of charge. The completed form, signed by the
student/parent and countersigned by the Principal or Program In-Charge, must be
submitted along with a non-refundable registration amount.
Eligibility and Verification:
Participants must be students (typically aged 13–25), faculty, or accompanying
guardians. Happymiles reserves the right to verify identity or educational status through
supporting documentation. Misrepresentation may lead to cancellation without refund.
Cancellations and Refunds:
Non-negotiable once paid and enrolled. Cancellation policy strictly
applies as follows: INR 10,000 (Domestic) / INR 20,000
(International) per person is non-refundable regardless of
cancellation timeline. Cancellation 45 to 30 days before departure:
30% of total cost forfeited. Cancellation 29 to 20 days before
departure: 50% forfeited. Cancellation within 19 days of departure:
100% forfeited.
In the case of force majeure (natural disasters, strikes, pandemics, etc.), refunds are not
guaranteed, but future travel credit or alternate arrangements may be offered depending
on vendor flexibility.
Rooming & Accommodation:
Room configurations vary by destination and hotel category. Triple, twin, or quad sharing
is common unless otherwise specified. Rooming options depend on the package selected.
Hotels mentioned in the itinerary are tentative. Confirmed hotels will depend on payment
timelines and availability.
If payments are delayed, alternate hotels of a similar standard will be provided.
Meals:
Standard pre-set menus will be served by our hospitality partners. We attempt to
provide options including vegetarian, non-vegetarian, halal, and Jain meals; however:
Jain and halal food may not be available in some regions. Packed meals with a limited
menu may be arranged where possible. These alternatives should not be compared with
regular meal options. No refunds will be made for missed meals.
Conduct and Discipline:
Students must follow time schedules strictly. Any delay by the student causing missed
sightseeing or services is non-refundable. Disciplinary misconduct (alcohol, drugs,
vandalism, theft) will result in dismissal from the program at the guardian’s cost, with no
refund.
Travel Documents & Forex:
Students are responsible for obtaining valid passports, visas, and travel documents.
Happymiles can assist with forex and may purchase foreign exchange in the student’s
name for ease of local expenses. Any denied boarding or entry due to invalid/missing
documents is not the responsibility of Happymiles.
Visa Disclaimer
Happymiles is not responsible for any rejection or delay in visa processing. Visa approval
is entirely at the discretion of the respective consulate or embassy. Any consequences
arising from such delays or rejections, including trip cancellations or additional costs, will
be borne by the applicant.
Health & Safety:
A mandatory health declaration must be submitted. Concealing health conditions is
considered a violation of the agreement.
Students must be fit to travel and adhere to medical and vaccination requirements of the
destination.
Valuables and Personal Belongings:
Students are advised not to carry valuables. Happymiles is not liable for
loss/theft/damage to personal items or injuries sustained during the program.
Photos & Marketing Use:
Photos and videos taken during the trip may be used by Happymiles in future marketing,
brochures, social media, and promotional content to help other students enroll in similar
programs.
Itinerary Flexibility:
The company reserves the right to make changes to the itinerary in the best interest of
participants due to local conditions, delays, or restrictions. All sightseeing,
company/university visits, and interactions are subject to permissions upon confirmation.
Pricing & Inclusions:
The package price is inclusive of only the items listed in the detailed itinerary. Exclusions
(personal expenses, optional excursions, extra meals) must be borne by the participant.
Prices are subject to change due to currency fluctuations, tax revisions, or fuel
surcharges.
Third-party Services and Liability:
Happymiles acts as a facilitator and is not liable for issues arising due to third-party
providers (airlines, transporters, hotels).
Legal Jurisdiction and Disputes:
All disputes are subject to the jurisdiction of Mumbai, India.
In the event of any disagreement, both parties agree to first attempt mediation, failing
which the matter may proceed to arbitration.
Confidentiality of Itineraries:
Our programs are curated and proprietary. Customers are requested not to share
detailed itineraries, inclusions, or exclusions with competing firms.
By paying the registration fee and signing the form, the participant and institution agree
to abide by all terms and conditions laid out above by Happymiles Outdoor Learning.
