Important Information
We know this isn't the most exciting page on our website, but it's one of the most important. Please take a few minutes to read the information below. It will help you prepare for your journey and ensure a smooth, enjoyable and worry-free travel experience.
Things To Know Before You Book
We’re delighted you’re considering travelling with Ubuntu Vegan Travel. To help you prepare for an unforgettable journey, please take a moment to read the information below. These guidelines will help you enjoy a smooth, enjoyable and worry-free travel experience.
- Passport, Visa & Travel Insurance: Travellers must hold a valid passport and obtain any required visas before departure. Please ensure your passport meets your destination’s entry requirements, including any minimum validity period where applicable. Every traveller must have comprehensive travel insurance. Your policy should cover medical emergencies, trip cancellations, personal liability, and the loss or damage of baggage and personal belongings.
- Our Vegan Experience: We carefully curate every included meal to showcase the very best local vegan cuisine. If you’d like to enjoy any food or beverages outside our vegan offerings, you’re welcome to purchase them independently.
- Health & Fitness: Our tours often include walking, sightseeing and outdoor activities. Please ensure you’re comfortable participating in the planned itinerary. If you have any medical conditions, allergies, dietary requirements beyond veganism or mobility concerns, please let us know before booking.
- Weather & Packing: Weather conditions vary by destination and season. Before departure, we’ll send you a detailed packing guide to help you prepare. We also recommend bringing comfortable walking shoes and clothing suitable for changing weather conditions.
- Stay Connected: Every traveller must have an active WhatsApp account before departure, as we’ll use it as our primary method of communication throughout the tour. We also recommend using an eSIM or international roaming to stay connected while travelling.
- Photography & Media: We love capturing the special moments shared during our trips and may feature photos and videos on our website and social media. If you’d prefer not to appear in any images or videos, simply let us know before the tour begins.
- Itinerary Flexibility: While we carefully plan every itinerary, weather, transport schedules, local events or other unforeseen circumstances may require occasional adjustments. If changes become necessary, we’ll always prioritise your safety and overall travel experience.
- Personal Belongings: Travellers are responsible for their own luggage and personal belongings throughout the trip. We recommend travelling with appropriate insurance and avoiding unnecessary valuables whenever possible.
- Personal Expenses: Each traveller is responsible for expenses not listed under “What’s Included”, such as shopping, beverages, optional activities and personal purchases.
- Respectful Travel: We believe travel creates meaningful connections with people, cultures, animals and nature. Therefore, we ask every traveller to respect local customs, fellow travellers, guides, accommodation providers and the environments we visit. Together, we can create a welcoming, respectful and enjoyable experience for everyone.
Terms & Conditions
Welcome to Ubuntu Vegan Travel (“Ubuntu Vegan Travel”, “we”, “our”, or “us”). By booking a tour or travel service with us, or by using our services, you confirm that you have read, understood and agree to these Terms & Conditions.
- Company Information: Ubuntu Vegan Travel is a boutique travel company specialising in thoughtfully curated vegan travel experiences. Whether you’re travelling solo, as a couple, with family, friends or as part of one of our hosted group tours, we take care of every detail to create seamless and unforgettable journeys. Our goal is to make plant-based travel effortless, memorable and authentic. If you have any questions about your booking or our services, please contact us at [email protected] or visit www.ubuntuvegantravel.com.
- Booking Agreement: We confirm your booking only after we receive and accept the required deposit. The person making the booking accepts these Terms & Conditions on behalf of every traveller included in the reservation. All bookings remain subject to availability.
- Payments & Final Balance: Please pay your deposit and final balance by the deadlines provided at the time of booking. If we do not receive payment by the due date, we reserve the right to cancel your booking and retain any applicable cancellation charges.
- Tour & Travel Prices: We base our prices on supplier costs, taxes, exchange rates and government charges at the time of publication. However, we reserve the right to revise prices before you make your final payment if these costs change significantly. If this happens, we’ll notify you before the balance payment is due.
- What’s Included & Excluded: Your booking includes only the services listed under “What’s Included” in your confirmed itinerary or travel proposal. Unless we state otherwise, visas, travel insurance, optional activities, beverages, gratuities, laundry, personal shopping and other personal expenses are not included.
- Changes to Your Booking: If you request changes to traveller names, travel dates, accommodation, room types or other booking details after confirmation, availability and supplier charges may apply. Some bookings cannot be transferred or changed once confirmed.
- Cancellations by the Traveller: If you choose to cancel your booking, cancellation charges may apply. The amount depends on when you cancel and the policies of our suppliers. We’ll outline any applicable charges during the booking process or in your booking confirmation.
- Changes by Ubuntu Vegan Travel: While we carefully plan every journey, operational requirements, safety concerns, weather conditions, local circumstances or other events beyond our reasonable control may require changes. Whenever possible, we’ll provide suitable alternatives of a comparable standard to minimise any disruption to your travel experience.
- Third-Party Services: Ubuntu Vegan Travel works with carefully selected hotels, transport providers, restaurants, airlines, activity operators and local guides. Although we choose our partners carefully, they operate independently under their own terms and conditions. Therefore, we cannot accept responsibility for their acts, omissions, delays, cancellations or service interruptions.
- Force Majeure: Ubuntu Vegan Travel is not responsible for delays, cancellations, itinerary changes or additional expenses resulting from events beyond our reasonable control. These events include natural disasters, severe weather, pandemics, government restrictions, strikes, civil unrest, transport disruptions, airline cancellations and other unforeseen circumstances.
- Traveller Responsibilities: Travellers must ensure they have valid passports, visas, travel insurance, vaccinations and any other documents required for their destination. Throughout the journey, travellers must follow local laws, respect fellow travellers and comply with reasonable instructions from our tour leaders, guides and local partners.
- Limitation of Liability: Ubuntu Vegan Travel acts as the organiser and travel planner for your booking. Our liability is limited to the total amount you pay directly to us for your travel arrangements. We are not responsible for indirect losses, personal injury, illness, property damage, delays or additional expenses caused by third-party suppliers or circumstances beyond our reasonable control.
- Privacy & Personal Information: We collect and use your personal information only to arrange your travel, communicate with you and provide our services. We share your information only with trusted suppliers when necessary to deliver your travel arrangements or when required by law. We respect your privacy and handle your information responsibly.
- Intellectual Property: Ubuntu Vegan Travel owns all itineraries, travel plans, photographs, videos, logos, branding, website content and other materials we create. You may not copy, reproduce, distribute, modify or use these materials without our prior written permission.
- Governing Law, Amendments & Contact: The laws of India govern these Terms & Conditions. We may update these Terms & Conditions from time to time, and the latest version published on our website will apply to future bookings. If you have any questions, please contact us at [email protected] or visit www.ubuntuvegantravel.com.
Cancellation Policy
We hope you never need to use this part of the page. However, if your travel plans change, this policy explains how we handle cancellations, refunds and booking changes.
At Ubuntu Vegan Travel, we understand that travel plans can change. We always try to be as flexible as possible. However, we also make advance payments to hotels, transport providers, airlines, restaurants, local guides and other travel partners to secure your booking. We strongly recommend purchasing comprehensive travel insurance to protect against unexpected cancellations, medical emergencies, travel delays and other unforeseen circumstances. For these reasons, the following cancellation policy applies.
Cancellation by the Traveller: Please submit all cancellation requests in writing by email to [email protected]. We will consider your booking cancelled on the date we receive your written request.
Refund Schedule: We calculate refunds as follows:
- 91 days or more before departure: 100% refund
- 61–90 days before departure: 50% refund
- 31–60 days before departure: 25% refund
- 30 days or less before departure: No refund
We do not offer refunds for no-shows, unused services, missed activities, unused accommodation or transport, early departure from your trip, or any unused portion of your travel arrangements.
Bespoke & Independent Travel Bookings: Cancellation terms for personalised itineraries, private holidays, self-guided journeys and independent travel arrangements may differ from those of our hosted group tours. Where applicable, the cancellation policy in your quotation, invoice or booking confirmation will take precedence, as individual suppliers may have their own cancellation terms and conditions.
Exceptional Circumstances: We understand that unexpected situations can arise. In cases involving serious illness, family emergencies or other exceptional circumstances, refunds will depend on the cancellation policies of our airlines, hotels and other travel partners. While many travel services may be refundable, airlines—particularly within East and Southeast Asia—often operate with non-refundable fares. In these situations, Ubuntu Vegan Travel will make every reasonable effort to negotiate refunds or travel credits on compassionate grounds. However, we cannot guarantee a refund or travel credit.
Cancellation by Ubuntu Vegan Travel: In the unlikely event that Ubuntu Vegan Travel needs to cancel a tour or travel service due to insufficient participation, safety concerns, government restrictions, Force Majeure or other circumstances beyond our reasonable control, we will offer you one of the following options:
- Transfer your booking to another available departure.
- Receive a travel credit towards a future booking.
- Receive a refund of all recoverable amounts paid directly to Ubuntu Vegan Travel.
Ubuntu Vegan Travel is not responsible for any additional expenses incurred outside your booking, including independently booked flights, visas, travel insurance, accommodation, airport transfers or any other personal travel arrangements.
Refund Processing: We process approved refunds within 15 business days of confirmation. Wherever possible, we return refunds using the original payment method.