Ruby Asia Travel & Tours

Terms and Conditions

Tour Services Agreement

Ruby Asia Travel & ToursEffective Date: January 1, 2024Version 2.1

Important Notice: By booking any tour service with Ruby Asia Travel & Tours, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions. Please read this document carefully before making any reservation.

Table of Contents

1Definitions and Interpretation2Booking and Reservations3Payment Terms4Cancellation and Refunds5Tour Participation Requirements6Liability and Insurance7Force Majeure8General Provisions

1. Definitions and Interpretation

“Company” means Ruby Asia Travel & Tours (Pvt) Ltd, a company incorporated under the laws of Sri Lanka.
“Client” means the person making the booking and all persons included in such booking.
“Tour” means any travel service, excursion, or package offered by the Company.
“Force Majeure” means circumstances beyond reasonable control including but not limited to acts of God, war, terrorism, pandemic, or government restrictions.

2. Booking and Reservations

2.1 Booking Process

All bookings must be made through our authorized channels and are subject to availability. A booking is confirmed only upon receipt of required deposit and written confirmation from the Company.

2.2 Booking Requirements

  • Valid passport with minimum 6 months validity
  • Completed booking form with accurate information
  • Required deposit payment
  • Disclosure of any medical conditions or dietary requirements

3. Payment Terms

3.1 Payment Schedule

Deposit Required:
  • • Standard tours: 30% of total cost
  • • Premium tours: 50% of total cost
Final Payment Due:
  • • 30 days before departure
  • • Immediate for bookings within 14 days

3.2 Accepted Payment Methods

Credit cards (Visa, Mastercard), bank transfers, and approved online payment platforms. All payments must be made in USD unless otherwise agreed.

4. Cancellation and Refunds

4.1 Client Cancellation Policy

Time Before DepartureCancellation Fee
60+ days before departure10% cancellation fee
45-59 days before departure25% cancellation fee
30-44 days before departure50% cancellation fee
15-29 days before departure75% cancellation fee
0-14 days before departure100% cancellation fee

4.2 Company Cancellation

  • • Full refund for operational cancellations
  • • Alternative dates offered for Force Majeure
  • • No liability for consequential losses
  • • 14-day notification when possible
Note: Certain costs such as permits, flight tickets, and third-party bookings may be non-refundable regardless of cancellation timing.

5. Tour Participation Requirements

5.1 Health and Fitness

Clients must possess adequate health and fitness levels for their chosen tour. Any medical conditions, disabilities, or special requirements must be disclosed at time of booking.

5.2 Mandatory Requirements

  • Comprehensive travel insurance covering medical expenses and evacuation
  • Valid travel documents and visas where required
  • Adherence to local laws and customs
  • Compliance with guide instructions and safety protocols

5.3 Conduct Policy

The Company reserves the right to refuse service or terminate participation for clients whose behavior endangers themselves, other participants, or violates local laws. No refund will be provided in such cases.

6. Liability and Insurance

6.1 Limitation of Liability

The Company's liability is limited to the total amount paid for the tour. We are not liable for personal injury, death, or property damage except where caused by our proven negligence.

6.2 Client Responsibilities

  • Obtain and maintain adequate travel insurance
  • Ensure passport validity and obtain required visas
  • Take reasonable care of personal belongings
  • Follow safety instructions and local regulations

7. Force Majeure

The Company shall not be liable for any failure to perform its obligations due to Force Majeure events. In such circumstances:

  • Alternative arrangements will be offered where possible
  • Unused portions may be refunded after deducting irrecoverable costs
  • No compensation for consequential losses will be provided
  • Travel insurance claims should be pursued for additional coverage

8. General Provisions

8.1 Governing Law

These terms are governed by the laws of Sri Lanka. Disputes shall be resolved in the courts of Colombo, Sri Lanka.

8.2 Modifications

The Company reserves the right to modify these terms. Updated terms will be posted on our website and apply to future bookings.

8.3 Severability

If any provision is deemed invalid, the remaining provisions shall continue in full force and effect.

Questions About These Terms?

Our customer service team is ready to assist you with any clarifications.

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