These Terms & Conditions ("Terms") apply to all bookings made with Alpine Luxury Treks Pvt. Ltd. ("Alpine Luxury Treks", "we", "us", "our") and to your use of our website. By using this website, requesting a quotation, or confirming a booking with us, you agree to be bound by these Terms on behalf of yourself and all travelers in your party. These Terms form the basis of your contract with Alpine Luxury Treks, a Nepal-based company.
If any part of these Terms is found to be invalid or unenforceable, the remaining sections shall continue in full force and effect.
1. Company Details and Scope
Alpine Luxury Treks Pvt. Ltd. is a Nepal-based travel company specialising in tailor-made journeys, treks, and pilgrimages across Nepal and selected Himalayan regions.
These Terms govern:
- The use of our website and online content; and
- All trips, tours, treks, pilgrimages, and related services are operated or arranged by Alpine Luxury Treks.
Use of Our Website
You may use this website for personal, non-commercial purposes only: to view information, make enquiries, and book travel services with us.
All text, itineraries, photographs, logos, and design elements are owned by or licensed to Alpine Luxury Treks and are protected by intellectual property laws.
You may not reproduce, modify, distribute, or use this content for any commercial purpose without our prior written consent. You may print or save a single copy for your own personal use in travel planning.
We make reasonable efforts to ensure that website information is accurate and current. However, details such as prices, itineraries, permits, and conditions are subject to change.
Website content is a general guide only; your binding arrangements are those stated in your written proposal, confirmation invoice, and these Terms and Conditions.
2. Booking a Trip
2.1 Lead Traveller and Eligibility
The person making the booking (the "lead traveller") must:
- Be at least 18 years of age; and
- Have the authority to accept these Terms on behalf of all travellers named in the booking.
The lead traveller is responsible for:
- Ensuring all information supplied to us is true, complete, and accurate;
- Sharing all relevant information and documents with other members of the party; and
- Making all payments to Alpine Luxury Treks when due.
Most itineraries are recommended for guests aged 15 and above. Travellers under 18 must be accompanied by a parent or legal guardian, who accepts responsibility for them.
2.2 Formation of Contract
A contract between you and Alpine Luxury Treks is formed when:
- You confirm in writing that you wish to proceed with a proposal;
- You pay the required deposit or full amount, and
- We issue a written confirmation invoice.
Only services set out in the confirmation (and any subsequent written amendments agreed upon) form part of the contract.
2.3 Information Accuracy
Please carefully review your confirmation invoice, itinerary, and travel documents upon receipt and notify us immediately of any apparent errors or omissions. Late amendments may be difficult or impossible to arrange and may incur additional costs.
3. Prices, Deposits, and Payments
3.1 Displayed and Quoted Prices
Prices shown on our website are indicative only and may vary depending on season, availability, group size, exchange rates, and your specific preferences. Your final, binding price will be set out in your written proposal and confirmation invoice.
3.2 Currency
Unless expressly stated otherwise, all prices are quoted in United States Dollars (USD).
3.3 Deposit
A non-refundable deposit is payable at the time of booking. As a guide:
- A deposit of 30% of the total trip cost is usually required.
Certain services (for example, business-class flights, exclusive lodges, helicopter charters, special permits) may require a higher or additional non-refundable deposit. Any such requirements will be clearly stated in your proposal and invoice.
3.4 Balance Payment
Unless otherwise specified in writing:
- The remaining 70% balance is due 60 days before the trip's start.
- For bookings made 60 days or fewer before the trip start date, 100% of the trip cost is payable at the time of booking.
If we do not receive the balance by the due date, we may treat the booking as cancelled by you and apply the cancellation charges set out in Section 9.
3.5 Payment Methods
We accept payment by international bank transfer and any other methods expressly stated in your invoice. You are responsible for all bank charges, intermediary fees, and exchange costs so that the full net amount quoted in USD is credited to our account.
3.6 Surcharges
We reserve the right to adjust prices after confirmation if there are significant cost increases beyond our control. These may include:
- Increases in government taxes, park fees, or permit charges.
- Fuel surcharges or supplier price rises.
- Significant adverse currency movements.
- Compulsory route or service changes imposed by authorities.
If a surcharge would increase your total trip price by more than 10%, you may:
- Accept the revised price, or
- Cancel your booking and receive a refund of the monies paid to Alpine Luxury Treks, less non-refundable costs already paid to suppliers on your behalf.
4. What Is Included and What Is Not
Your written proposal and invoice will clearly state what is "included" in the trip cost and what is "not included". Only those items expressly listed as included form part of your package.
Standard inclusions may be accommodation, specified meals, internal flights, private transport, guiding services, and permits. Typical exclusions may be international flights, some meals, travel insurance, personal expenses, gratuities, and optional activities.
If you are uncertain whether a particular item is included, please ask us before departure.
5. Health, Fitness, and Special Requirements
5.1 Suitability
Many of our journeys involve high altitude, long road days, and remote regions with limited infrastructure. You are responsible for assessing that you are physically and mentally fit enough for your chosen trip.
5.2 Medical Conditions and Disclosure
At the time of booking, you must inform us of any:
- Existing medical conditions or disabilities.
- Recent major surgery or hospitalisation.
- Mental health conditions that may affect your participation.
- Allergies or significant dietary restrictions.
- Mobility issues or use of medical devices.
For higher-altitude or more demanding itineraries, we may request a medical clearance letter from your doctor. We reserve the right to decline a booking where we reasonably believe that a trip is not medically suitable.
5.3 On-Trip Decisions
For safety reasons, our guides or representatives may, at their reasonable discretion, decide that you:
- Should not begin an activity or trekking day; or
- Should not continue with a particular part of the trip.
This may be due to health concerns, altitude, behaviour, or any factor affecting your safety or the safety and experience of others. In such cases, no refunds are provided for unused services, and any additional costs (for example, extra accommodation or transportation) are your responsibility.
We are not medical professionals and cannot provide medical advice. You should seek guidance from licensed medical practitioners before traveling.
6. Travel Insurance
Comprehensive travel insurance is essential and, for most itineraries, mandatory. Your policy should, at a minimum, cover:
- Emergency medical treatment and hospitalisation.
- High-altitude travel is appropriate for your itinerary.
- Emergency evacuation, including helicopter evacuation where relevant.
- Trip cancellation, curtailment, and delay.
- Loss, theft, or damage of baggage and personal effects.
- Personal accident and personal liability.
We strongly recommend arranging insurance at the time of booking to protect non-refundable payments. We may request evidence of adequate cover before the trip begins. If you travel without suitable insurance, you do so entirely at your own risk, and we accept no liability for resulting losses.
7. Passports, Visas, and Permits
You are responsible for ensuring that you hold:
- A valid passport with at least six months' validity beyond your planned return date and sufficient blank pages; and
- Any required visas and entry documents for Nepal and any other destinations included in your journey, according to your nationality.
For specific routes (for example, Tibet, Kailash, restricted areas, or special regions), group visas and/or special permits are required. These are usually arranged through our Kathmandu office together with authorised local partners.
When travelling on a group visa:
- All travellers in that group are typically required to enter and exit together.
- Individual deviations from the agreed-upon routing and dates are generally not possible and may result in additional costs or cancellation of services.
We cannot be held responsible if immigration or other authorities refuse you entry, delay you, restrict your movement, or remove you from a country. Any additional costs arising in such cases are your responsibility.
8. Cancellations and Refunds
8.1 Cancellation by You
If you need to cancel, you must notify us in writing (by email). The date we receive your written notice will determine the applicable cancellation charges.
Unless otherwise stated in your specific proposal, the following standard scale applies:
- More than 90 days before the trip starts: Loss of depositusuallyly 30% of the total trip cost.
- 61–90 days before trip start: A cancellation charge of 40% of the total trip cost.
- 46–60 days before trip start: A cancellation charge of 60% of the total trip cost.
- 31–45 days before trip start: Cancellation charge of 80% of the total trip cost. Thirty or fewer days before the journey begins, or no-show: A cancellation charge of 100% of the total trip cost.
Certain services (for example, internal or international flights booked through us, helicopter charters, special permits, exclusive lodges) may be fully non-refundable from the time of booking. Where applicable, up to 100% of those specific costs will be charged in addition to the above schedule.
8.2 Unused Services
No refunds or credits are given for unused services, whether unused by choice (e.g., skipping an excursion), due to late departure, early departure, illness, or any other reason outside our control.
8.3 Cancellation by Alpine Luxury Treks
We may cancel a trip if:
- Circumstances amounting to force majeure arise (see Section 11).
- Government regulations, border closures, permit suspensions, or security concerns make operation unsafe or impossible.
- For group departures, the minimum number of participants is not met.
- You fail to pay the balance within the agreed timeframe.
If we cancel for reasons within our reasonable control, you will usually be offered either:
- A full refund of monies paid to Alpine Luxury Treks for land arrangements; or
- The option to transfer payments to an alternative or rescheduled trip is available.
We are not responsible for any costs you incur independently, such as international flights, visas, vaccinations, insurance premiums, or equipment purchases.
9. Changes and Amendments
9.1 Changes Requested Departure before Departure)
If you wish to alter your booking (for example, change dates, hotels, room type, services, or routing), please inform us in writing as early as possible. We will do our best to accommodate changes, subject to:
- Availability of the requested services; and
- Payment of any additional or amendment costs charged by suppliers, plus a reasonable service fee.
Significant changes may be treated as a cancellation and new booking, with cancellation charges applying under Section 9.
9.2 Changes Requested by You (During the Trip)
Once travelling, any changes you request (such as extra nights, upgraded rooms, optional activities, or early return) are subject to local feasibility and must usually be paid directly by you. No refunds are provided for services you voluntarily choose not to use.
9.3 Changes Initiated by Us
Travelling in mountain and remote regions involves variables including weather, flight and road conditions, and local regulations. We therefore reserve the right to:
- Adjust routes or the sequence of visits.
- Substitute accommodation with another of a similar standard where possible.
- Change vehicles, airlines, or flight timings where required.
- Alter or cancel certain activities when safety or operational reasons demand it.
Where such changes are minor and do not materially alter the overall nature or quality of the trip, no compensation is payable. Suppose we need to make a significant departure (for example, a primary destination switch or a material downgrade of key services). In that case, we will inform you as soon as reasonably possible and offer appropriate alternatives or the option to cancel with a refund of recoverable funds.
10.Force Majeure
"Force majeure" refers to any event beyond our reasonable control that prevents us, our suppliers, or partners from fulfilling the agreed services. This includes, but is not limited to:
- Earthquakes, landslides, floods, severe storms, or other natural disasters.
- Epidemics, pandemics, or public health emergencies.
- War, civil unrest, terrorism, or political instability.
- Government actions, border closures, permit suspensions, or sudden regulation changes.
- Strikes, industrial disputes, airline failures, or major infrastructure breakdowns.
If force majeure occurs before or during your trip, we reserve the right to modify, postpone, or cancel services. We will make reasonable efforts to propose alternatives where feasible; however, we are not obligated to provide refunds for amounts already paid to suppliers affected by the same force majeure event. Your principal protection in such circumstances is your travel insurance.
11. Nature of Travel, Risk, and Limitation of Liability
Traveling in mountainous and remote regions involves inherent risks, including but not limited to altitude sickness, rough and narrow roads, limited medical facilities, rapidly changing weather, flight delays, and other unexpected disruptions.
By booking with us, you acknowledge and accept the risks outlined below. You agree to act with reasonable care for your own safety, to follow the guidance of our staff and local authorities, and to recognise that some delays and discomfort are part of this style of travel.
To the fullest extent permitted by law:
- Our total liability for any claim arising out of or in connection with your trip is limited to the amount you have paid to Alpine Luxury Treks for that trip.
- We are not liable for indirect or consequential losses, including loss of enjoyment, income, or opportunity.
- We are not responsible for the acts or omissions of independent third-party suppliers (such as airlines, hotels, and transport operators), although we select them with care.
Nothing in these Terms seeks to exclude or limit any liability which cannot be excluded under applicable law. Behaviour and Respectful Travel
We expect all guests to:
- Show respect for local communities, cultures, and religious practices.
- Dress modestly at temples, monasteries, and sacred sites.
- Follow the instructions of guides and local authorities, especially on safety and local etiquette;
Refrain from illegal activities and behavior that is abusive, offensive, or seriously disruptive to others.
We reserve the right to remove a traveller from a trip if, in our reasonable opinion, their behaviour is unsafe, unlawful, seriously disruptive, or damaging to our relationships with local partners. In such cases, no refunds will be given, and the traveller will bear any additional costs (including accommodation or onward travel).
12. Complaints and Feedback
If you encounter a problem during your trip, please report it immediately to your guide or our local representative, so we can resolve it while you are still on the ground.
If you remain dissatisfied, you may submit a written complaint to our office within 28 days of returning home, providing booking details, dates, and a clear description of the issue. We will acknowledge your correspondence and aim to give a considered response, usually within 30 days.
We welcome thoughtful feedback and use it to refine and improve our services.
Privacy and Data Protection
We collect personal information such as your name, contact details, passport data, health notes (where relevant), and travel preferences for:
- Designing, arranging, and operating your trip.
- Booking services with airlines, hotels, transport providers, and local partners.
- Obtaining necessary permits and complying with local laws.
- Maintaining our records and meeting accounting or regulatory obligations.
- Communicating with you before, during, and after your journey.
We share your information only with those third parties who need it to provide the services you have booked or to meet legal requirements (for example, permit authorities). We do not sell your personal data to third parties.
We take reasonable steps to keep your data secure and retain it only for as long as necessary. A more detailed Privacy Policy may be provided separately or published on this website.
13. Use of Images and Testimonials
With your explicit consent, we may use photographs, video footage, or written feedback from your trip in our marketing materials, including this website, printed brochures, and social media platforms.
We will not publish your full name or contact details without your explicit permission. If you prefer not to appear in any imagery or promotional content, please inform your guide or our office at the start of your trip.
14. Governing Law and Jurisdiction
These Terms, and any disputes arising from or connected with them or with any services provided by Alpine Luxury Treks, are governed by and construed in accordance with the laws of Nepal.
Suppose a dispute cannot be resolved amicably. In that case, it shall be submitted to the jurisdiction of the competent courts of Kathmandu, Nepal, unless otherwise required by mandatory consumer protection laws in your country of residence.
