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1. Traveler information
In order for us to confirm your travel arrangements, you must provide all requested details at the time of booking. The information required from each traveler will vary by trip, which will be communicated during the booking process. If all requested information is not provided within 30 days of the trip start date (or at the time of booking if purchased less than 30 days prior to the trip start date), RootsVida travel maintains the right to cancel your trip without refund and assign your spot to the next eligible traveler on the wait list.

2. Fitness for trip, medical conditions & special requirements
By booking a trip with us, you represent that you do not have any physical or other conditions that would create a hazard for your or other travelers or affect other people’s enjoyment of the trip. RootsVida travel cannot guarantee the condition or availability of medical facilities in the countries in which our trips are run, which may involve visiting remote or less developed regions. Therefore, it is the responsibility of the traveler to consult their physician regarding any medical conditions prior to booking a RootsVida travel trip. In addition, the traveler is required to bring sufficient medicine and equipment, including allergy medication (e.g., epipen).

RootsVida travel is also committed to accommodating special needs of travelers, such as dietary restrictions/preferences, but such requests are not guaranteed and RootsVida travel is not liable for any failure to accommodate or fulfill such requests. If you have a special need, let us know at the time of booking. We may require a medical certificate if you have a special condition that may impact your ability to take one of your trips. We reserve the right in our sole discretion to accept, decline or remove anyone from a tour (at or prior to departure or during the tour) who we just to be incapable of meeting the tour's physical demands for his or her own safety. Any costs resulting from being removed from a trip or being declined participation in a trip is at the traveler’s expense and subject to our cancellation policy.

3. Passports, visas, and other travel documentation
You must carry a valid passport and have obtained all of the required visas, permits, certificates, proof of vaccinations, and other travel documentation for all the countries in which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you satisfy all entry requirements and that you are in possession of the correct visas, permits and certificates for your trip and that all of the information on those documents are accurate. We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

You are solely responsible for any adverse consequences, including additional costs and fees, resulting from incomplete or defective documentation. While we may provide information or advice on matters such as visas, vaccinations, climate, clothing, baggage, and special equipment in good faith as a courtesy to you, we are not responsible for any errors or omissions as to the information provided.

4. Pre-departure documentation
it is important that you carefully read all trip-related documents that you receive from us as soon as you receive them. It is your responsibility to contact us if any information is incorrect. We cannot accept any liability if you do not notify us of any inaccuracies within 10 days of your receipt of those documents. This agreement, our release and waiver of liability and assumption of risk and indemnity agreement, and, if required, a medical statement or certification must be signed and submitted by you. If you fail to submit these and other necessary documentation prior to departure, we reserve the right to treat your booking as cancelled by you and impose the cancellation fees described in this agreement.

5. Travel insurance
Travel insurance is required for all of our travelers and should be purchased at the time of booking from a company of your choice.

1. Deposit requirements
You are required to pay a non-refundable deposit before RootsVida travel will review and confirm your booking request. The deposit amount is specific to each trip, and is provided on the trip booking page. If, for whatever reason RootsVida in its sole discretion decides not to approve your booking, your deposit will be refunded in full. Regardless of the deposit amount, you will be required to adhere to the following payment schedule when booking trips within 60 days of a trip start date:

60 days prior to trip ……….. 75% of trip cost due with deposit
30 days prior to trip ……….. 100% of trip cost due with deposit

Note: The amount will be refunded in 5-7 working day.

2. Payment schedule & requirements
if you chose to pay for your trip in installments, you will be required to adhere to the following payment schedule:
80 days prior to trip ……….. 50% of trip cost due
60 days prior to trip ……….. 75% of trip cost due
30 days prior to trip ……….. 100% of trip cost due

RootsVida travel is not responsible for any charges levied or charged by third parties and/or financial institutions as a result of credit card or other payment transactions related to the purchase of RootsVida travel trips or products. Those fees are your responsibility; we will not refund or return those fees.

If you fail to make a payment by the payment due date, we shall be entitled in our discretion to treat the missed payment as a breach of contract, cancel your reservation, and impose the cancellation fees specified in this agreement. We also retain the right to assign your spot to the next eligible traveler on the waitlist without any refund to you.

3. Cancellation by traveler
A cancellation will only be effective when we receive written confirmation of the cancellation. In the event of cancellation of tour / travel services due to any avoidable / unavoidable reason/s we must be notified of the same in writing. Cancellation charges will be effective from the date we receive advice in writing, and cancellation charges would be as follows:
70% refund, 20 days before the trip starts
40% refund, 10 days before the trip starts
0% refund, 5 days before the trip starts
No refund can be made if a traveler fails to join a tour, joins it after departure, or leaves it prior to its completion.
Further, any non-refundable deposits made to third-party suppliers and third-party cancellation fees will be subtracted from any refunds due under this section.
Some cancellation and refund policies are out of our tender:
Refund for hotel payment will follow the hotel’s cancellation policy
Train tickets cancellations will follow the railway’s policy
Flight tickets cancellations will follow the airlines company policy
There are no exceptions to this cancellation and refund policy, including for reasons related to weather, terrorism, civil strife, airline default, strikes, personal, family or medical emergencies or any other circumstances beyond our control. For this reason, we require that you secure travel insurance in order to participate on a trip (see item #17 for more information on travel insurance).

4. Cancellation and changes by RootsVida travel
We reserve the right to cancel a trip at any time up to 45 days before departure for international trips and up to 15 days for trips within India. RootsVida travel also reserves the right to cancel, alter or postpone a trip without prior notice at any time prior to departure or after a tour commences for the safety and/or comfort of travelers, or if is not viable for us to operate the planned itinerary, and for circumstances of force majeure. If we cancel your trip for reasons other than a force majeure, you can transfer amounts paid to an alternate departure date or receive a full refund. We are not responsible for any incidental expenses that you may have incurred as a result of your booking, including but not limited to visas, vaccinations, travel insurance, lodging, excess or non-refundable flights. Please refer to your required travel insurance policy for further details regarding expenses covered by your insurance carrier. You understand and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities that will be included, but it is not a guarantee. While RootsVida travel will do its best to operate all trips as advertised, reasonable changes in the itinerary may be made where deemed necessary by RootsVida travel, in its sole discretion. The route, schedules, itineraries, amenities, restaurants, hotels, and mode of transport may be subject to alteration without prior notice due to availability issues, local circumstances, weather, or other unpredictable and unforeseen circumstances beyond the control of RootsVida travel.

We shall not be deemed to be in breach of this agreement or otherwise liable to you, by reason of delay in performance, or by non-performance, of any of our obligations hereunder as a result of any cancellations, alterations or modifications under this section.

Any changes may require a supplemental payment from you or result in a refund less any cancellation fees and nonrefundable deposits. If we cancel, which is rare, a check for a full refund will be issued to you less any airline ticket cancellation fees, nonrefundable deposits advanced to local suppliers, and any other third party cancellation charges. This refund will constitute full settlement of claims you may have arising out of our cancellation. No refunds under this section (section 10) will be provided due to cancellations or changes due to force majeure, although we may, in our sole discretion, use reasonable endeavors to reimburse you where possible less the reasonable actual and potential costs to RootsVida travel of the force majeure.

Force majeure
RootsVida will not be deemed in breach of this agreement or otherwise liable to you, by reason of delay in performance or nonperformance of any of its obligations under this agreement to the extent that any such delay or nonperformance is due to any force majeure. “force majeure” means any circumstances beyond our reasonable control, including without limitation acts of nature and/or god, terrorist activities, insurrection, explosion, flood, tempest, forceful wind, fire or accident, war or threat of war declared or undeclared, sabotage, civil disturbance, labor strikes, requisition, sickness, quarantine, pandemics, epidemics, diseases and viruses that are known, unknown or novel such as coronavirus/covid-19 (including any spread thereof), government intervention of any kind including those that affect domestic and/or international travel, border closings, border limitations, border restrictions, weather conditions, and other unforeseen circumstances. I

If force majeure prevents, significantly hinders, or makes it impossible for us or our suppliers to provide the services including but not limited to your trip, we and our suppliers shall be entitled to, and may in our complete and sole discretion, vary, delay, postpone, alter or cancel any itinerary or arrangement in relation to the tour, including the entire tour itself. We may give you a travel voucher with certain terms and restrictions that can be used to book one of our trips, or we may rebook you on another departure within 18 months of your original departure date. We may also take change the action that we choose to take in our sole and complete discretion. For instance, if we rebook you on another departure but decide to issue a travel voucher, we may replace the rebooking with the voucher.

Regarding civil unrest, once we have investigated the prevailing situation, as we deem fit, it shall remain in our sole and absolute discretion whether to proceed with the tour.

If we are affected by force majeure, we, if practicable, will notify you of the nature and extent thereof.

5. Airline delays, modifications, and cancellations
RootsVida travel is not liable for mistakes or errors in airfare bookings made by our suppliers, the traveler, or any independent third parties. RootsVida travel will provide detailed trip arrival and departure requirements via email once the traveler is confirmed and the trip’s flights are “green lighted.” It is up to the traveler to ensure the correct arrival and departure flight information from the tour start and end cities. In addition, you are responsible for adhering to baggage allowances and other airline-specific guidelines. Any airline charges are the financial responsibility of the traveler.
RootsVida travel is not responsible for any change to airline schedules or flight numbers or for any additional expenses or loss that may arise from airlines strikes and/or airline, airport, or weather delays. RootsVida travel will not reimburse travelers for any additional expenses incurred as a result of such events or delays.

1. Claims & complaints
If you have a complaint about your trip, you agree to inform your trip leader or our support team immediately so that they can attempt to rectify the matter. RootsVida travel assumes no liability for complaints that are not properly brought to the attention of the trip leader or the support team with sufficient notice to resolve or attempt to resolve complaints. Any complaint made after the completion of a trip must be received via email to within 15 days from the end of the trip. Travelers acknowledges and agree that RootsVida travel has no obligation to respond to or address any claims received after this period.

2. Authority on tours
RootsVida travel trips are run by a trip leader. The decision of the trip leader is final on all matters likely to affect the safety or well-being of any person participating in the trip. If you fail to comply with a decision made by a trip leader, or interfere with the well-being or mobility of the group, the trip leader may direct you to leave the trip immediately, with no right of refund. We may also elect not to carry you on any future trips, even if they are already booked. In addition, you agree to comply with the laws, customs, foreign exchange, and drug regulations of all countries visited, as well as in accordance with our responsible travel guidelines.

3. Images release & marketing
you agree that RootsVida travel may use, re-use and reproduce any images, photos or videos that you send to us, or that are taken by our guides, trip leaders and/or other travelers of you individually or in a group, in any medium, including but not limited to print, electronic media, or internet, free of charge and without your right to inspection, for promoting and publicizing our travel products and services worldwide. If you do not want us to use any images of you that are taken by us or other participants during the tour, you must inform us or your trip leader in writing before the start of the trip.

4. Applicable law
All RootsVida travel trips, products, bookings and reservations (including but not limited to those made online), policies, and terms and conditions are subject to the laws of india.

5. Amendments to terms & conditions
RootsVida travel reserves the right to update and/or alter these terms and conditions at any time, and shall post the amended terms and conditions on the RootsVida travel website. Any such amendment shall take effect 7 days following its posting to the RootsVida travel website. The latest terms and conditions, as amended, may be accessed any time on RootsVida travel website, and can be sent upon their written request via email to support@ RootsVida .com. All travelers and RootsVida travel customers shall be deemed to have accepted any amendments to these terms and conditions on the date that is 7 days after their posting on the RootsVida travel website.

6. Refusal of service
RootsVida travel retains the right to refuse service to any traveler or potential client at any time, for any lawful reason, in its sole discretion.