Cancellation, Refund, Rescheduling & Trek Operations Policy

At Montaxe Adventures, we believe in complete transparency.
Himalayan treks involve advance bookings, operational dependencies, weather uncertainty, and coordination with multiple local teams.
This policy ensures fairness to trekkers and protection for our on-ground staff, trek leaders, guides, porters, transport partners, and service providers.
By booking any trek or trip with Montaxe Adventures, you agree to and accept the following terms.

1. Cancellation Initiated by Participant (Trekker)

(a) Cancellation 30 Days or More Before Trek Start Date
Option 1: 100% refund in the form of a Montaxe Coupon
Option 2: Monetary refund after 15% cancellation charges

(b) Cancellation Between 30 and 20 Days Before Trek
Option 1: 80% of trek fee as Montaxe Coupon
Option 2: Monetary refund with 50% cancellation charges

(c) Cancellation Less Than 20 Days Before Trek
* No monetary refund
* 50% trek fee as Montaxe Coupon (only if full payment was made)
* No refund for partial payments

(d) Cancellation Less Than 15 Days Before Trek
* No refund
* No voucher
* No rescheduling

(e) Cancellation Due to Illness or Personal Reasons

No refund, no transfer, no voucher
Trekkers may find a replacement on their own; Montaxe does not facilitate transfers

(f) Advance Amount Clause
The advance booking amount is non-refundable in all situations, including emergencies or exceptional circumstances

2. Minimum Participant Requirement Not Met (Montaxe Initiated)
If the minimum required participants are not met:
Trekkers may choose one of the following:
* Full refund
* Reschedule to a later date
* Convert to a customised trip at additional cost

3. Refund Processing Rules
* Refunds are issued only to the original payment method
* Transport, insurance, and add-on components are non-refundable
* Refund processing time: 2–5 working days (bank timelines may vary)

4. Rescheduling & Transfer Policy
* Rescheduling is not automatic and not guaranteed
* Requests must be made at least 10 days before trek start
* Approval depends entirely on:
* Staff and trek leader availability
* Transport feasibility
* Batch capacity
* Weather and safety conditions
* Existing operational commitments

Important:

* Montaxe reserves full authority to approve or decline rescheduling
* Trekkers cannot demand specific dates
* No rescheduling allowed within 10 days of trek start
Transfer to Another Batch
* Transfer, if approved, attracts a 20% surcharge
* Subject to availability and operational approval

5. Pending Payment Policy

* Full trek payment must be completed 72 hours (3 days) before trek start
* Late payments will not be accepted

 If payment is not completed on time:
* Montaxe may cancel the booking
* Seat may be allotted to another participant
* Advance amount will not be refunded or adjusted
* Incomplete payment = no boarding / no participation
* Montaxe is not responsible for bank delays or technical failures
* Please ensure payment is completed by the deadline, as timely payment is your responsibility despite any reminders sent.
* In case of any unforeseen or unlisted circumstances, Montaxe shall not be legally liable, and its decision will be final and binding.

6. Cancellation or Change Initiated by Montaxe

(a) Cancellation Before Trek Starts

* If canceled due to weather, safety, government orders, or unforeseen conditions:
* 100% refund as voucher, valid for 6 months

(b) Cancellation After Trek Has Started
* No refund
* No rescheduling
* No compensation
* Alternate arrangements may be made if feasible

7. Mid-Trek Interruption & Shutdown Policy

Once the trek has started (base camp reporting or transport movement), no refund applies under any circumstance, including:
* Weather changes
* No or less snowfall
* Trail closures
* Avalanche risk
* Forest or government orders
* Health issues (AMS, fatigue, injury)
* Voluntary withdrawal
* Expectation mismatch
* Group delays
All operational costs are considered incurred once the trek begins.

8. Weather & Snowfall Disclaimer

Snowfall and weather are natural phenomena and cannot be guaranteed.
Trek fee does not include any assurance of:
* Snowfall
* Snow depth or quality
* Visibility
* Clear weather
* Sunrise or sunset views
Accordingly:
No refund, No voucher, No reschedule, No compensation is applicable for weather-related dissatisfaction.

9. Extra Costs Due to Weather or Road Conditions

If conditions require:
* Extra night stay
* Additional transport
* Extra meals
* Emergency halts
Participants must bear actual shared expenses. These are not included in trek fees.

10. Emergency Evacuation Policy

Montaxe provides:
* Basic first aid
* Support from trained staff
If evacuation is required:
* Safe transfer to nearest road head will be arranged
* Assistance for vehicle or hospital coordination will be provided

All evacuation-related costs are entirely borne by the participant, including:
* Vehicles
* Porters / mules
* Medical care
* Accommodation
* Meals

11. Trek Leader Authority & Safety Clause

* Trek Leader’s decision is final and binding
* Applies to:
* Route changes
* Camp shifts
* Summit attempts
* Trek continuation or termination
Safety overrides all other considerations.

12. Fitness, Medical & Documentation Requirements

* Trekkers must meet pre-shared fitness criteria
* Medical report and self-declaration must be emailed before trek
* Failure to meet fitness or submit documents:
* Trek may be cancelled for safety
* No refund or voucher applies

13. Gear & Equipment Safety

* Proper gear is mandatory
* If gear is found inadequate:
* Trekker may be stopped from continuing
* No refund or rescheduling

14. Alcohol, Drugs & Behaviour Policy
Use of:
* Alcohol
* Drugs
* Smoking during trek
* Misconduct
* Behaviour risking group safety will result in immediate removal, with:
No refund, No voucher, No rescheduling

15. Group Discipline & Timing

* Trekkers must follow group pace and timings
* Delays caused by individuals may result in:
* Itinerary changes
* Summit cancellation
* No compensation applies

16. Transport Delay & Vehicle Breakdown

Mountain travel involves uncertainty.
Delays may occur due to:
* Road conditions
* Mechanical issues
* Traffic or landslides

Montaxe will assist operationally, but No refund or compensation applies
Additional costs must be borne by participants.

17. Participant Withdrawal or Early Return Mid-Trek

* No refund for early exit or mid-trek withdrawal
* Any additional retreat or evacuation costs borne by participant
* Montaxe may deny mid-trek exit if unsafe or impractical

18. How to Cancel your Trek 

* To cancel your trek, email Hello@montaxe.com with your name and participant details, and only if your booking qualifies for a refund as per policy.
* You will receive a confirmation within 24 hours stating whether your booking is eligible for a refund or transfer, and the cancellation policy applies from the time your email is received.
* Eligible refunds will be processed within 2–5 working days to the original payment method.
* Email is the only accepted mode of cancellation; requests via phone or WhatsApp will not be entertained.
* If your booking does not qualify for a refund or rescheduling under our policies, please do not submit a cancellation request.

19. Drone, Photography & Permit Restrictions

Drone usage and photography are subject to:
* Forest laws
* Government regulations
No refund applies due to permit restrictions.

20. Personal Belongings Responsibility
Montaxe is not responsible for loss or damage of:
* Electronics
* Cash
* Documents
* Clothing
* Bags carried by porters or mules

21. Wilderness Cooperation & Emergency Conduct

Treks occur in remote wilderness.
Participants must:

* Cooperate during emergencies
* Assist fellow trekkers
* Follow instructions immediately

No claims allowed for:
* Extra effort
* Emotional stress
* Emergency actions taken for group safety

22. Force Majeure Clause

Montaxe is not liable for events beyond human control, including:
* Natural disasters
* Pandemics
* Curfews
* Political unrest
* Government restrictions
No refund or compensation applies.

23. No-Show & Late Reporting

If a trekker:
* Arrives late
* Misses transport
* Misses base camp reporting: No refund, No voucher, No reschedule

24. Photo & Video Usage Consent

Participants consent to Montaxe using trek photos/videos for promotional purposes unless opted out in writing before the trek.

25. Policy Acceptance

By booking with Montaxe Adventures, you confirm that:
* You have read and understood this policy
* You accept weather unpredictability
* You accept Trek Leader authority
* You accept that refunds apply only as stated
* You understand Himalayan trekking involves inherent risk

Montaxe Adventures is committed to safe, ethical, and responsible Himalayan travel.