1. Purpose

This Cancellation and Refund Policy establishes the conditions under which cancellations, modifications, credits, and refunds are processed for tours, travel packages, trekking programs, transportation services, accommodations, and other travel-related services offered by Inca Roca Travel (“the Company”).

By booking any service with Inca Roca Travel, the client agrees to the terms outlined in this Policy.

2. Cancellation Requests

All cancellation requests must be submitted in writing via email to the official contact address of Inca Roca Travel.

A cancellation shall be considered effective only upon receipt and written acknowledgment by the Company.

The cancellation date will be the date on which the written request is received.

3. Standard Cancellation Policy

Unless otherwise stated in the booking confirmation, the following cancellation charges apply:

Refund percentages apply only to refundable portions of the reservation and exclude non-refundable services already purchased.

4. Non-Refundable Services

The following services are generally non-refundable, non-transferable, and non-changeable once purchased or issued:

• Machu Picchu entrance tickets
• Inca Trail permits
• Government-issued permits
• Train tickets
• Domestic and international airline tickets
• Special event tickets
• Travel insurance
• Services expressly identified as non-refundable

Any refund calculation shall exclude the value of these services.

5. Customized and Private Tours

Customized itineraries, private tours, and tailor-made travel packages often require advance commitments with suppliers.

As a result:

• Deposits may be partially or fully non-refundable.
• Additional cancellation fees may apply depending on supplier conditions.
• Refund amounts will be determined based on actual recoverable costs.

6. No-Show Policy

No refund shall be provided if a client:

• Fails to arrive at the departure location.
• Misses a scheduled tour or service.
• Arrives late and is unable to join the service.
• Voluntarily leaves a tour after it has commenced.

Unused portions of a trip are not refundable.

7. Changes Requested by the Client

Requests to change travel dates, passenger information, accommodations, or tour services may be accepted subject to:

• Availability
• Supplier approval
• Administrative fees
• Additional supplier charges

Certain permits and entrance tickets cannot be modified after issuance.

Modification requests do not guarantee avoidance of cancellation fees.

8. Cancellation by Inca Roca Travel

The Company reserves the right to cancel or modify services due to:

• Safety concerns
• Operational issues
• Insufficient participation
• Weather conditions
• Government restrictions
• Force majeure events

When possible, clients may be offered:

• An alternative tour or service
• Travel credit
• A partial or full refund of recoverable amounts

The Company’s liability shall be limited to the amount paid for the affected service.

9. Force Majeure

No refunds shall be guaranteed for cancellations, interruptions, delays, or changes caused by circumstances beyond the Company’s control, including but not limited to:

• Natural disasters
• Earthquakes
• Floods
• Landslides
• Severe weather
• Strikes
• Political unrest
• Civil disturbances
• Public health emergencies
• Epidemics or pandemics
• Government actions
• Transportation disruptions

In such cases, the Company will make reasonable efforts to recover funds from suppliers or offer alternative arrangements where available.

10. Refund Processing

Approved refunds will be processed using the original payment method whenever possible.

Refund processing times may vary depending on:

• Banks
• Credit card providers
• Payment processors
• International financial institutions

Typical processing times range from 15 to 45 business days after approval.

The Company is not responsible for delays caused by third-party financial institutions.

11. Administrative Fees

The Company reserves the right to deduct reasonable administrative and transaction costs from refundable amounts, including:

• Bank transfer fees
• Payment gateway charges
• Currency conversion costs
• Processing fees imposed by suppliers

Such deductions will be clearly communicated when applicable.

12. Travel Insurance Recommendation

Inca Roca Travel strongly recommends that all clients purchase comprehensive travel insurance covering:

• Trip cancellation
• Trip interruption
• Medical emergencies
• Evacuation expenses
• Delayed travel
• Lost baggage

Travel insurance may provide reimbursement for situations not covered under this Policy.

13. Refund Eligibility Review

Each cancellation request will be reviewed individually based on:

• Date of cancellation
• Supplier policies
• Government regulations
• Service type
• Recoverable costs

The Company reserves the right to request supporting documentation when necessary.

14. Disputes

Any dispute regarding refunds or cancellations must first be submitted in writing to Inca Roca Travel.

Both parties agree to make reasonable efforts to resolve disputes amicably before pursuing legal remedies.

15. Governing Law

This Cancellation and Refund Policy shall be governed by and interpreted in accordance with the laws of the Republic of Peru.

Any disputes arising from this Policy shall be subject to the exclusive jurisdiction of the competent courts of Peru.