Regardless of the cancellation window in Section 6, the following amounts are non-refundable once incurred by the Company on the User’s behalf:

• Visa application, processing, and courier fees
• Travel insurance premiums
• International or domestic flight tickets once issued, which are subject to the concerned airline’s own fare and cancellation rules
• Non-refundable hotel, cruise, activity, or vendor deposits already paid to third-party suppliers
• Payment gateway, banking, and currency conversion charges
• Any peak-season, festival-period, or special-edition booking explicitly marked non-refundable at the time of booking 

 

Changes or Cancellation by HappyMileClub

​

• Group trips (including Mile Quest editions) require a minimum number of confirmed travelers to operate. If this minimum is not met, the Company may cancel or reschedule the trip and will, at the User’s choice, either refund all amounts received (less any non-refundable costs already incurred with third parties) or issue a credit toward a future trip.

​

• The Company reserves the right to modify the itinerary, destination, accommodation, transport, or activities of any Booking where reasonably necessary due to weather, safety, political conditions, supplier unavailability, or other circumstances beyond its control, and will make reasonable efforts to offer a comparable alternative.

​

• The Company is not liable for any incidental costs incurred by the User in connection with a cancelled or rescheduled trip, including but not limited to visa fees, vaccinations, gear purchased, or leave taken from work.

​

Travel Documents & Visa

​

• It is the User’s sole responsibility to hold a valid passport (minimum 6 months’ validity beyond the return date), obtain any required visa or entry permit, and comply with the immigration and customs requirements of every country on the itinerary.

​

• The Company may provide general documentation guidance but does not guarantee visa approval. A visa rejection or delay does not entitle the User to any refund beyond what is stated in the applicable cancellation and refund policy, and will be treated as a User-initiated cancellation effective from the date the rejection is intimated to the Company.

​

• Users are solely responsible for meeting any country-specific vaccination, health declaration, or entry requirements in force at the time of travel.

Travel Insurance

​

• Comprehensive international travel insurance - covering trip cancellation, medical emergencies, hospitalization, evacuation, and loss of baggage - is mandatory for every HappyMileClub trip and must be independently arranged by the User, unless expressly stated as included in the package.

​

• The Company does not provide travel insurance and bears no liability for medical expenses, accident, illness, loss, theft, or emergency evacuation costs incurred during any trip.

​

Health & Fitness Declaration

​

• By booking, the User confirms they are medically fit to undertake the physical demands of the chosen itinerary (which may include walking, trekking, water-based activities, or high-altitude segments) and will disclose any relevant medical condition, allergy, or dietary requirement at the time of booking.

​

• The Company may request a medical fitness certificate for specific trips and reserves the right to decline or withdraw participation where a declared or observed condition poses a safety risk to the User or the wider group.

Code of Conduct

​

• Users are expected to engage with fellow travelers, trip leads, local guides, host communities, and HappyMileClub staff with courtesy, respect, and good faith - both on the Platform and during any trip.

​

• The Company reserves the right to remove any User from a trip, without refund, for conduct that is abusive, unsafe, illegal, or seriously disruptive to the group, as determined at the sole discretion of the trip lead or Company representative on ground. All costs of independent return travel in such cases are borne solely by the removed User.

​

• The Company operates a zero-tolerance policy toward harassment, discrimination, or violence of any kind, whether on the Platform or during any HappyMileClub trip.

​

Third-Party Services & Limitation of Liability

​

• The Company acts as a curator and facilitator of trips, booking flights, accommodation, local transport, and activities through independent third-party suppliers. The Company is not the direct provider of these services and is not liable for their acts, omissions, delays, cancellations, or negligence.

​

• To the maximum extent permitted by law, the Company’s aggregate liability, if any, is limited strictly to the Trip Cost paid by the User for that specific Booking. The Company shall not be liable for any indirect, incidental, or consequential loss, including loss of enjoyment, missed connections, or loss of earnings.

​

• All baggage and personal belongings remain at the User’s own risk at all times during any trip.

​

Force Majeure

The Company shall not be liable for any failure or delay in performance arising from causes beyond its reasonable control, including natural disasters, pandemics or epidemics, war, terrorism, civil unrest, strikes, government action, flight cancellations, or border closures ("Force Majeure Event").

​

Where a Force Majeure Event affects a Booking, the Company will make reasonable efforts to reschedule the trip or offer a credit; any refund offered in such circumstances will exclude costs already committed to third parties and will be extended entirely at the Company’s discretion.

Website & Intellectual Property

​

• The HappyMileClub name, logo, website design, itinerary templates, and all associated content are the intellectual property of the Company and may not be copied, reproduced, or used commercially without prior written consent.

​

• Users are granted a limited, non-exclusive, non-transferable license to access and use the Platform for personal, non-commercial trip-planning purposes only.

​

• Any itinerary, recommendation, or content generated through the Custom Itinerary Builder or any other Service is provided for the User’s personal use and may not be resold, redistributed, or used to build a competing product.

​

User Content & Media Consent

​

• By participating in any HappyMileClub trip, the User grants the Company a non-exclusive, royalty-free, worldwide right to use photographs, videos, and written testimonials captured during the trip for marketing, social media, and promotional purposes, unless the User opts out in writing prior to the trip’s departure date.

​

• Any reviews, itinerary details, or other content a User submits to the Platform may be used by the Company to improve its Services and, where anonymized, for marketing purposes.

​

Data Privacy

​

Personal information collected during registration, application, or booking (including identity, passport, contact, and health or dietary details) will be used solely for account management, trip planning, booking, and communication, in accordance with the Company’s Privacy Policy.

Such data may be shared with third-party suppliers - including airlines, hotels, insurers, and visa processing agents - strictly to the extent necessary to deliver a Booking.

​

Pricing

​

Trip costs are quoted per person based on prevailing airfare, currency exchange rates, and third-party supplier rates at the time of publishing, and remain provisional until full and final payment is received.

​

Any increase arising from currency fluctuation, fuel surcharges, or government taxes imposed after booking will be communicated to the User and may be payable in addition to the originally quoted price.

​

No-Show Policy

​

A User who fails to report at the designated departure point and time, without having submitted a prior written cancellation, will be treated as a "no-show."

No refund of any amount will be made in such cases, consistent with the applicable cancellation and refund policy.

Dispute Resolution & Governing Law

These Terms are governed by the laws of India.

​

Any dispute arising out of, or in connection with, these Terms, the Platform, or any Booking shall be subject to the exclusive jurisdiction of the courts at [City], India.

​

Both parties agree to first attempt to resolve any dispute amicably, through written notice to the Company’s grievance contact, before initiating any formal legal proceeding.

​

Amendments to These Terms

The Company reserves the right to amend these Terms at any time.

The version of these Terms in effect at the time a User’s Booking is made will govern that specific Booking.

Continued use of the Platform, or participation in a subsequent trip, constitutes acceptance of the then-current Terms.

​

Contact & Grievance Redressal

For cancellations, refund queries, or any grievance relating to the Platform or a Booking, please write to [support email] or call [support phone number].

​

The Company will endeavor to acknowledge all written queries within 3–5 business days.

By registering on the HappyMileClub platform, submitting a Booking, and/or making any payment for a trip, you confirm that you have read, understood, and agree to be bound by these Terms & Conditions in their entirety.