Terms and conditions

Welcome to The Hidden Trails, a travel brand of RR Global Ventures LLP.

These Terms & Conditions apply to your use of our website and to travel services booked through The Hidden Trails. By submitting an enquiry, accepting a quotation, making a payment or confirming a booking, you agree to these Terms & Conditions and the specific terms applicable to your booking.

1. Role of The Hidden Trails

The Hidden Trails provides travel planning, consultation, itinerary design and booking coordination services.

Depending on the nature of your booking, we may arrange or coordinate:

• Accommodation
• Transportation and transfers
• Sightseeing
• Tours and excursions
• Activities and experiences
• Flights
• Other travel-related services specifically included in your booking

We work with independent hotels, resorts, homestays, destination partners, transport operators, activity providers, guides and other travel service providers.

Accordingly, The Hidden Trails may act as a travel planner, booking facilitator, coordinator or organiser, depending on the service booked.

The exact services and role of The Hidden Trails will be stated in your final quotation and/or booking confirmation.

The Hidden Trails does not own, operate or directly control all hotels, vehicles, activities or other travel services arranged through us. Services provided by third-party suppliers remain subject to their availability, operating conditions, policies and applicable terms.

2. Third-Party Service Providers

Your booking may involve one or more independent service providers, including hotels, villas, resorts, homestays, airlines, destination partners, transport operators, activity providers, guides and other suppliers.

Such suppliers may have their own terms relating to:

• Cancellation and refunds
• Check-in and check-out
• Room allocation
• Deposits
• Transportation
• Safety
• Activity participation
• Permits
• Damages
• Other operational requirements

Where applicable, these supplier-specific terms will form part of the conditions governing the relevant service.

3. Enquiries & Quotations

All enquiries and quotations are subject to availability.

Quotations are prepared based on the rates, availability and information available at the time of preparation.

Unless otherwise stated, a quotation is valid only for the period mentioned in it. Rates and availability may change after the stated validity period or before confirmation.

A quotation does not, by itself, constitute a confirmed booking.

4. Booking Confirmation

A booking will be considered confirmed only after:

• The required payment has been received; and
• The relevant services have been confirmed by The Hidden Trails and/or the concerned service providers.

Your final booking documentation may specify:

• Travel dates
• Number of travellers
• Itinerary
• Accommodation
• Room category
• Transportation
• Activities and experiences
• Inclusions
• Exclusions
• Total price
• Taxes and charges
• Payment schedule
• Cancellation and amendment conditions

Only services specifically stated in the final confirmed booking will be considered included.

5. Specific Booking Terms

The final confirmed quotation and/or booking confirmation will constitute the specific commercial terms applicable to your booking.

If there is any difference between these general Terms & Conditions and the specific terms stated in your confirmed quotation or booking confirmation, the specific booking terms will prevail for that booking, subject to applicable law.

Website content, social media content, brochures, advertisements, indicative quotations or preliminary discussions will not constitute additional inclusions unless specifically included in the confirmed booking.

6. Prices

Prices are based on the rates and availability applicable at the time of quotation and may change before confirmation.

Prices may be affected by changes in:

• Hotel or supplier tariffs
• Seasonal pricing
• Availability
• Taxes and government charges
• Permits
• Transportation costs
• Fuel-related costs
• Special-event or peak-period pricing
• Other applicable supplier charges

The price payable will be the price stated in the final confirmed booking.

7. Payments

The payment schedule applicable to your booking will be specified in the quotation or booking confirmation.

Payments must be made within the specified timelines.

Failure to make payment within the agreed timeline may result in the release or cancellation of reserved services, and applicable charges may apply.

Payment does not automatically confirm every component of a booking unless confirmation has been issued by The Hidden Trails.

8. Customer Responsibilities

Customers are responsible for providing complete and accurate information required for their booking, including:

• Full names
• Ages
• Contact details
• Identification details
• Passport and visa information, where applicable
• Dietary requirements
• Special requests
• Other information reasonably required for the journey

Customers are also responsible for reviewing the final quotation, itinerary, inclusions, exclusions, travel dates and other booking details before payment and travel.

The Hidden Trails will not be responsible for issues arising from incorrect, incomplete or delayed information supplied by the customer.

9. Cancellation by the Customer

Cancellation requests must be submitted to The Hidden Trails in writing through the contact details provided in the booking documentation.

Cancellation charges will be based on the specific cancellation conditions applicable to the confirmed booking.

Different components of a trip may carry different cancellation conditions. Hotel, transport, flight, destination partners, activity and other supplier charges may therefore vary.

Certain bookings, special rates, peak-season bookings, event-period bookings and last-minute arrangements may be partly or completely non-refundable.

Any refund, where applicable, will be calculated after applying the relevant cancellation terms and charges.

10. Amendments Requested by the Customer

Requests to change:

• Travel dates
• Accommodation
• Room category
• Number of travellers
• Vehicle
• Activities
• Itinerary
• Other confirmed services

are subject to availability and supplier approval.

Such changes may result in additional costs, fare differences, amendment charges, cancellation charges or supplier penalties.

A requested amendment will be considered confirmed only after written confirmation from The Hidden Trails.

11. No-Show & Unused Services

Failure to arrive for a confirmed service, failure to use a booked service or voluntarily leaving a trip before completion may be treated as a no-show or unused service.

Applicable supplier cancellation or no-show charges may apply.

Unused accommodation, meals, transportation, activities or other services will not automatically qualify for a refund unless permitted under the applicable booking terms.

12. Accommodation

Accommodation is subject to availability and the applicable property's policies.

Room category, bed configuration, room location, floor, view and specific room preferences are subject to availability unless expressly guaranteed in writing.

Photographs used on our website, social media or other marketing material are intended as a general representation. The actual room, view or facility may differ.

If a confirmed property becomes unavailable due to overbooking, closure or another operational circumstance, The Hidden Trails may assist in arranging alternative accommodation, subject to availability.

Any additional cost arising from a customer-requested upgrade will be payable by the customer.

13. Transportation

Transportation will be provided according to the vehicle category and inclusions specified in the confirmed booking.

Vehicle make, model, colour or exact vehicle may vary unless specifically guaranteed in writing.

Transportation may be affected by traffic, road conditions, weather, local restrictions, permits and other operational circumstances.

Additional charges may apply for services outside the confirmed booking, including additional kilometres, waiting time, additional sightseeing, route changes or extended vehicle usage.

In the event of a vehicle breakdown or significant transport disruption, The Hidden Trails and/or the concerned transport partner will make reasonable efforts to arrange an appropriate alternative, subject to local conditions, availability and operational feasibility.

14. Flights

Where flights are booked through The Hidden Trails, such bookings are subject to the applicable airline's fare rules, baggage conditions, cancellation, rescheduling and refund policies.

Flight delays, cancellations, schedule changes and other operational decisions remain subject to the airline's policies.

Any applicable refund relating to a flight component will be processed in accordance with the applicable airline or supplier rules and the amount actually refundable.

15. Activities & Experiences

Activities and experiences may be provided by independent operators.

Participation may be subject to:

• Weather
• Local conditions
• Age restrictions
• Health or fitness requirements
• Safety requirements
• Seasonal availability
• Minimum participant requirements
• Local permissions

Travellers must follow the safety instructions and operating rules of the relevant provider.

An activity may be modified, postponed or cancelled by the operator where conditions make its operation unsafe, unavailable or impractical.

16. Special Requests

Special requests should be communicated at the time of enquiry or before confirmation.

The Hidden Trails will communicate such requests to the relevant supplier where appropriate. However, they remain subject to availability and supplier confirmation unless expressly guaranteed in writing.

17. Itinerary Changes

Travel itineraries are prepared based on information and conditions available at the time of planning.

The sequence, timing or routing may need to be changed due to:

• Weather
• Road conditions
• Traffic
• Road closures
• Local restrictions
• Supplier availability
• Government directions
• Operational circumstances
• Safety considerations

Where reasonably possible, The Hidden Trails will assist with a practical alternative.

Any additional cost arising from a customer-requested change will be payable by the customer.

18. Force Majeure

The Hidden Trails shall not be responsible for disruption, delay, modification or cancellation arising from circumstances beyond our reasonable control, including:

• Extreme weather
• Natural disasters
• Floods
• Landslides
• Earthquakes
• Road closures
• Strikes
• Civil disturbances
• Government restrictions
• Regulatory actions
• Transportation disruptions
• Supplier closures
• Other similar circumstances beyond reasonable control

Where reasonably possible, The Hidden Trails will assist with alternative arrangements.

Additional expenses arising from such circumstances, including accommodation, meals, transportation or other services, will generally be borne by the traveller unless otherwise covered by insurance, supplier policy or specifically agreed otherwise.

19. Complaints & Service Issues

Customers should report significant service issues to The Hidden Trails or the relevant service provider as soon as reasonably possible, preferably while the trip is in progress.

Prompt reporting gives the concerned parties an opportunity to investigate and, where reasonably possible, address the issue during the journey.

A complaint does not automatically create a right to a refund or compensation. Any refund or compensation will be considered based on the circumstances, applicable booking terms and supplier policies.

20. Refunds

Where a refund is applicable, it will generally be processed after the relevant supplier confirms or releases the refundable amount.

Refunds may be subject to:

• Supplier cancellation charges
• Non-refundable components
• Applicable transaction or payment charges
• Service charges
• Other charges specifically communicated in the booking

Refunds will generally be made through the original payment method unless otherwise agreed or required.

21. Travel Insurance

Travel insurance is recommended for travellers.

Unless specifically included in the confirmed booking, travel insurance is not part of the package.

Travellers are responsible for obtaining insurance appropriate to their requirements.

22. Health & Traveller Responsibility

Travellers are responsible for determining whether a destination, activity or itinerary is suitable for their individual circumstances.

Certain destinations may involve high altitude, difficult terrain, long road journeys, walking, trekking, variable weather or limited access to medical facilities.

Travellers should obtain appropriate medical advice where necessary before travelling or participating in activities.

23. Personal Belongings

Travellers are responsible for their personal belongings, valuables, money, identification documents, electronic devices and other personal property.

The Hidden Trails will not be responsible for loss, theft or damage to personal belongings except to the extent that such liability cannot legally be excluded or is otherwise specifically accepted by us in writing.

24. Limitation of Liability

The Hidden Trails may coordinate travel services provided by independent third-party suppliers.

To the extent permitted by applicable law, The Hidden Trails shall not be responsible for losses arising solely from the acts, omissions, delays, cancellations or operational decisions of independent service providers or from circumstances beyond our reasonable control.

Where The Hidden Trails is directly responsible for a particular service, its responsibility will be determined in accordance with the applicable booking terms and applicable law.

Nothing in these Terms & Conditions is intended to exclude or restrict any legal right or liability that cannot lawfully be excluded or restricted.

25. Customer Indemnity

To the extent permitted by applicable law, the customer agrees to indemnify The Hidden Trails / RR Global Ventures LLP against reasonable losses, claims or costs arising directly from the customer's:

• Breach of these Terms & Conditions
• Unlawful conduct
• Fraud
• Misuse of services
• Violation of the rights of another person

This provision will not apply to the extent that any loss arises from the negligence, wilful misconduct or other liability of The Hidden Trails that cannot lawfully be excluded.

26. Customer Information & Privacy

Customer information may be shared with hotels, destination partners, transport providers, activity operators, airlines, payment providers and other relevant suppliers where reasonably necessary to process and fulfil a booking.

Personal information will otherwise be handled in accordance with The Hidden Trails' Privacy Policy and applicable law.

27. Website & Marketing Content

The Hidden Trails makes reasonable efforts to keep its website and marketing information accurate and current.

However, prices, availability, destination conditions, accommodation facilities, photographs, supplier services and other information may change from time to time.

Website and marketing content is provided for general information and does not constitute a guarantee of availability or a contractual commitment unless expressly included in the confirmed booking.

28. Intellectual Property

The Hidden Trails name, logo, website content, text, graphics, photographs, designs and other original material are owned by or licensed to The Hidden Trails / RR Global Ventures LLP unless otherwise stated.

Such material may not be reproduced, copied, modified or commercially used without prior written permission.

29. Customer Conduct

Customers are expected to comply with applicable laws, hotel and property rules, activity guidelines, safety instructions and reasonable requirements of service providers.

Any additional cost arising from damage, misconduct, violation of supplier rules or other customer conduct may be payable by the customer where applicable.

30. Entire Agreement

These Terms & Conditions together with the final quotation, booking confirmation and any specific terms expressly accepted for the booking constitute the agreement applicable to that booking.

The confirmed booking documents will prevail over earlier indicative quotations, preliminary discussions or general marketing information, subject to applicable law.

31. Severability & Waiver

If any provision of these Terms & Conditions is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.

Failure by The Hidden Trails to enforce any provision on one occasion will not constitute a waiver of its right to enforce that provision subsequently.

32. Changes to These Terms

The Hidden Trails may update these Terms & Conditions from time to time.

The latest version will be published on this website.

The terms applicable to a confirmed booking will generally be those communicated and accepted at the time of confirmation, together with any subsequently agreed changes.

33. Governing Law & Jurisdiction

These Terms & Conditions shall be governed by the applicable laws of India.

Subject to applicable law, disputes relating to these Terms & Conditions or services provided by The Hidden Trails shall be subject to the jurisdiction of the competent courts at Gandhidham, Gujarat.

34. Acceptance

By submitting an enquiry, accepting a quotation, making a payment or confirming a booking with The Hidden Trails, the customer confirms that they have read, understood and accepted these Terms & Conditions together with the specific terms applicable to the booking.

See also: Privacy policy and Cancellation and refund policy