Booking Terms & Conditions

Responsibility of the person booking trip(s)

The person making the booking is responsible for accepting and cancelling the booking. The same person is also responsible for making sure they send us, in writing, details of any disabilities or illnesses for all persons for whom they are booking a trip(s), including themselves. As soon as we issue our confirmation invoice, a contract will exist between us and the person that has made the booking for themselves and/or on behalf of anyone else; this contract will be governed by Indian Law, under the jurisdiction of the Indian Courts. Once the invoice is received, it is your responsibility to ensure all information provided is correct. If in the rare occasion that there are any mistakes on either side, please contact us immediately in order to make necessary corrections.

Necessary Documents

It is your responsibility that you have up-to-date documents with you before and throughout the trip. We will not be responsible for any costs incurred to you due to lack of documentation. You should have with you relevant travel documents, medical certificates, visa(s) and passport (visa(s) and passport for international trips). It is your responsibility to arrange personal travel and medical insurance for all activities throughout the duration of the trip.

Making a booking/Tour Deposits

Upon making a booking, a deposit of 25% of the tour price is required. Alternatively, full payment may be made for bookings made less than 45 days before departure. If only a deposit is paid, the full balance must be settled on or before 45 days before the tour commences. Failure to make full payment by the due date will result in notification being sent to the supplier, who reserves the right to cancel the booking and impose cancellation fees in accordance with their Terms and Conditions. Payment can be made by cheque or demand draft or by bank transfer or by online transfer. (Payable to “TRAVEL WITH SUSMITA”)

Changing booking of trip(s)

If you require us to make changes to any of your bookings with us, we will do our utmost to assist you with any changes you wish to make to your bookings. However, please note that any requested changes are not guaranteed and may incur an amendment or cancellation fee (see below).

Cancellations by you

In the event that you or a member of your party needs to cancel a confirmed tour as booked by you, you must notify us in writing. Cancellation will only be deemed effective once we receive your written notice at our office or via email (when you receive confirmation from us). Please note that we incur expenses when cancelling arrangements, and therefore applicable cancellation charges will be levied up to the maximum amount specified in the table below. The cancellation charge is calculated based on the total cost paid by the cancelling party, excluding insurance premiums and amendment fees that are non-refundable in case of cancellation.

Period before departure within which notice of cancellation is received:

  • 45 days or more before departure: Loss of deposit
  • 30-44 days before departure: 40% of holiday cost
  • 15-29 days before departure: 70% of holiday cost
  • 14 days or less before departure: 100% of holiday cost

For any International or Domestic tour bookings, in the event of cancellation, the tour canceller will be responsible for any cross-border transaction fees, including but not limited to currency conversion charges or other fees levied by banks or credit card companies. These fees are charged by financial institutions involved in the transaction and are outside the control of the tour operator.

The tour operator will not be held responsible for any additional charges that may be incurred due to currency exchange rate fluctuations or other cross-border transaction fees. It is the responsibility of the tour canceller, whether an Indian tourist travelling outside India or a foreign national travelling to India or any other country, to be aware of any such fees and to account for them when cancelling their tour booking.

By agreeing to these terms and conditions, the tour canceller acknowledges and agrees to be responsible for any cross-border transaction fees associated with cancelling their international tour booking. These terms and conditions apply to all visitors and service users, regardless of their nationality or country of origin.

Cancellations by us

We will cancel your booking if you have not cleared full payment 45 days before the trip. If we have to change or cancel a trip, we will let you know as soon as possible of the changes. If a trip is changed, you have the option to cancel or accept the price difference if there is any and continue on the changed trip. You are entitled to a full refund if we have to cancel a trip, depending on the circumstances under which we have had to cancel.


We strive to maintain accurate information and prices for all the travel arrangements showcased on our website and in our brochures. However, despite our best efforts, errors or changes may occur, and we reserve the right to correct any inaccuracies that may arise. It is therefore imperative that you verify the current price and all other pertinent details pertaining to the travel arrangements that you intend to book before your reservation is confirmed. We regret any inconvenience that may be caused due to such changes or errors, and assure you that we will always do our best to provide you with the most accurate and up-to-date information possible.

Cancellations or changes due to reasons beyond our control

As weather conditions can significantly affect the itinerary of these types of trips, any changes to the arrangements due to weather or other circumstances will not be eligible for a refund. This includes but is not limited to circumstances such as riots, political unrest, natural disasters, nuclear incidents, and terrorist activity. If a trip is cancelled as a result of these circumstances, we will be unable to provide any sort of refund.

Force Majeure

‘Travel With Susmita’ will not be liable for any failure to perform our obligations under this agreement if such failure is as a result of Acts of God (including fire, flood, earthquake, storm, hurricane or other natural disasters), war, invasion, the act of foreign enemies, hostilities (regardless of whether war is declared), civil war, rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity or telephone service.

‘Travel With Susmita’ has full authority to change, amend or terminate a tour programme basis any unavoidable circumstances. In that case, ‘Travel With Susmita’ will maintain the ‘Refund Policy’ as stated and agreed under the Booking Terms & Conditions.

Health and Safety

For the safety of all our customers, anyone who suffers from contagious illnesses or diseases will not be permitted to take part in a trip. If we suspect a customer to have contagious illnesses or diseases, we reserve the right to remove them from the trip.

Risk Acknowledgment

Participants must acknowledge and accept the inherent risks associated with high-altitude trekking and climbing activities. By booking any such trip, participants agree to assume all risks and release the tour operator from liability for any accidents, injuries, or damages that may occur during the trip.

Environmental Responsibility

During the trip, participants must respect the natural environment and local cultures. This includes adhering to guidelines for waste disposal, wildlife interaction, and cultural sensitivity. The tour operator reserves the right to take necessary action if a participant’s behaviour is deemed harmful to the environment or local communities.

Leaving before schedule

If you have to leave the trip early for any reason, you will not be entitled to a refund unless otherwise agreed with us. We will not be liable for any expenses you incur as a result.

Meeting Points

It is your responsibility to be present at the relevant meeting point on time; we recommend you arrive at the relevant meeting point 20 minutes in advance to avoid missing the trip. If customers are more than 15 minutes late, we will start the trip without them and we will not be responsible for any costs incurred.


Due to the luggage limitations during travel, the maximum limit per customer will be a rucksack/or a duffel and a small carry bag.

Behaviour of customers

If the behaviour of any customer is likely to cause distress or harm to themselves, our member of staff or other passengers, we reserve the right to terminate their trip at any time and they will have to make their own arrangements; we will not be liable for any expenses incurred as a result. We will not entertain any claims arising due to such action. Customers of ‘Travel with Susmita’ are liable to abide by local laws and regulations. Any mischievous behaviour which can be prosecuted by the local police or country of the travelling destinations (within India or Outside India) will not be tolerated or supported. We will not be liable for any expenses incurred as a result. We will not entertain any claims arising due to such action.

Personal Responsibility

Participants are responsible for their personal belongings, and ‘Travel With Susmita’ will not be liable for any loss or damage to personal property during the trip.

Photography and Media

‘Travel With Susmita’ may take photographs or videos during the trip, which may be used for promotional purposes. Participants who do not wish to be photographed or filmed should inform ‘Travel With Susmita’ in advance.

Pets and other animals

Due to insurance purposes, we cannot allow pets or any other animals on our tours. We will notify you if there are any changes in this situation.

Our smoking policy

We operate a strict non-smoking policy on our trips while travelling and in places where smoking will affect other group members (i.e. when passive smoking is an issue, strict non-smoking policy is applicable).

Personalised Trip Booking Terms and Conditions

When booking a personalised trip with us, we strive to create a unique and tailored experience that meets your travel preferences. We require an advance payment of INR 6000 to facilitate this process for working on any personalised itinerary. This payment covers the time, effort, and resources invested in crafting a customised travel plan exclusively for you. If you choose to proceed with booking the trip through us, the INR 6000 advance payment will be adjusted against the total cost of your trip, demonstrating our commitment to delivering exceptional service. However, please note that the advance payment of INR 6000 is non-refundable if you decide not to proceed with the booking or make independent arrangements.

Copyright Policy

All content and images displayed on this website are protected by Indian and International copyright laws and may not be used or reproduced in any way without prior written permission from the website owner. This includes but is not limited to text, graphics, logos, images, and software.

Unauthorized use of any content or images on this website may result in legal action being taken against the offending party. We take copyright infringement seriously and will not hesitate to pursue legal action under the applicable laws to protect our intellectual property.

If you wish to use any content or images from this website, please contact us to request permission. We will review your request and respond in a timely manner. If permission is granted, proper attribution and a link back to our website must be provided.

By using this website, you agree to respect our intellectual property rights and to not use any content or images without our prior written consent. This copyright policy applies to all global visitors and service users, and any violation of this policy will be subject to the appropriate legal action under Indian and International laws. If you notice any such violation, please notify us at travelwithsusmita@gmail.com

Newsletter Subscription, Discount, and Gifting Policy
  • Newsletter Subscription: By subscribing to the ‘Travel With Susmita’ newsletter, you consent to receive periodic emails featuring information about travel destinations, insider tips, exclusive offers, and other relevant content. Should you wish to unsubscribe, you may do so at any time by clicking the ‘Unsubscribe’ link in any of our emails.
  • 10% Discount Offer: As a valued subscriber, you are entitled to a one-time 10% discount on select tours for your first booking with ‘Travel With Susmita’. This offer is valid for one-time use only and expires 6 months from the date of receipt of the promotional email. The discount is subject to availability and may be altered at any time. Please note that this discount cannot be combined with other promotions or discounts, is not transferable, and is not redeemable for cash. To avail of the discount, kindly mention the secret promo code that you received in your email during your subscription at the time of booking. The offer is applicable only to the total amount of your first booking with ‘Travel With Susmita’ for select tours. Multiple promo codes cannot be used for one booking or in one order.
  • Subscriber Incentive Program: Gift Incentive for Bookings: Three subscribers to the ‘Travel With Susmita’ newsletter will be randomly selected for a special incentive each month. However, to claim their incentive, selected winners must book a trip with ‘Travel With Susmita’ valued at more than ₹75,000/- (INR). The booking must be made within 6 months from the date of winning notification. The incentive is subject to availability and must be claimed within the stipulated booking period. The nature of the incentive is determined by the ‘Travel With Susmita’ team and may vary from month to month.
  • General Terms: ‘Travel With Susmita’ reserves the right to modify, suspend, or terminate the newsletter subscription, discount offer, and gifting incentive at any time without prior notice. In the event of any dispute, ‘Travel With Susmita’ holds the authority to make the final decision. Promo codes and incentives are non-transferable and can only be used by the newsletter subscriber who received them. Valid identification and proof of newsletter subscription may be required to redeem the promo code or claim the incentive. This offer is subject to all applicable laws and regulations and may be void where prohibited.
  • Eligibility: This offer is exclusively available to Indian citizens residing in India and is applicable only to subscribers who are 18 years of age or above. Proof of citizenship, residence, and age may be required to redeem the promo code or claim the incentive.

By subscribing to the ‘Travel With Susmita’ newsletter, you agree to adhere to these terms and conditions. For any inquiries or concerns, please do not hesitate to contact us at travelwithsusmita@gmail.com.

Promotional Terms

From time to time, we offer promotions and special offers (“Promotions”) on our website. These Promotions are governed by both these Booking Conditions and any additional terms specific to each Promotion, which are incorporated herein by reference.

  • Promotions are available for a limited time only, with specific start and end dates mentioned on our website.
  • Details of each Promotion, including any eligibility criteria and duration, are outlined in the specific conditions applicable to each Promotion.
  • We reserve the right to cancel, modify, or change any Promotion at any time, at our sole discretion, without prior notice.
  • We may also discontinue any Promotion in case of suspected fraud, misuse, or any other factor that affects the integrity of the Promotion.
  • By participating in any Promotion, you agree to adhere to these Terms and Conditions and the additional specific promotional terms.
  • It is your responsibility to stay informed about any changes to these terms by checking this section regularly.
Promo Code Terms & Conditions: ‘SHEEXPLORES20’
  • Eligibility: This promotional offer is available exclusively for bookings made for the ‘Leh to Pangong: Unveiling Ladakh’s Beauty on a Women-Only Adventure (5 Nights/6 Days)’ listed on the ‘Travel With Susmita’ website.
    Discount Details: Use the promo code ‘SHEEXPLORES20’ at checkout to receive a 20% discount on the total booking cost. This offer is valid per booking and not per person.
  • Validity: The promo code is valid for bookings made from 27/04/2024 until 15/09/2024. The travel dates must be between 22/07/2024 and 25/09/2024.
  • Usage: The promo code can be used only once per customer. It is a lifetime offer, meaning that it cannot be used more than once by the same guest, regardless of the booking method. It cannot be combined with any other offers or discounts.
  • Booking Process:
    • Online: Enter the promo code at the time of booking on the official ‘Travel With Susmita’ website.
    • Phone/Email: When booking via phone or email, the promo code must be quoted during the initial booking conversation. Customers must also provide a valid ID proof to verify their identity. An email confirmation from ‘Travel With Susmita’ will be sent, acknowledging the use of the promo code.
  • ID Verification: For bookings made via phone or email, valid ID proof (such as a passport or national ID card) must be submitted to confirm the identity of the customer. This step ensures the promo code is not reused by the same individual.
  • Cancellation Policy: If a booking using this promo code is cancelled, the discount is non-refundable and cannot be used for future bookings.
  • Changes: Any changes to a booked trip may be subject to additional charges. The discount will not apply to any changes that increase the overall cost of the trip.
  • Limitations: The promo code does not cover additional expenses outside the cost of the trip, such as personal expenses, travel insurance, and other ancillary services.
  • General: ‘Travel With Susmita’ reserves the right to modify, withdraw, or extend the promo code without prior notice. Any disputes related to the promo code’s use will be subject to the exclusive jurisdiction of the courts in Kolkata, India.
  • Trademark Disclaimer: The promo code ‘SHEEXPLORES20’ is purely for promotional purposes for ‘Travel With Susmita’ customers. It is intended exclusively for our women travellers to enjoy a discount offer on our website. Any resemblance to any other business terms, brand names, or entities is completely coincidental and unintentional. This promo code is not affiliated with, endorsed by, or connected to any other brand or trademark.
Exclusive Newsletter Subscription Offer for Pixel Solutionz Employees:
  • Eligibility: This offer is exclusively for current employees of Pixel Solutionz at the time of subscribing to the ‘Travel With Susmita’ newsletter and at the time of redeeming the promo code.
  • Eligibility and Offer Exclusivity: This exclusive 20% discount is only available to current employees of Pixel Solutionz who subscribe to the ‘Travel With Susmita’ newsletter and cannot be combined with any other discounts or promotions, including the general 10% discount offered to new subscribers of the newsletter.
  • Subscription: To be eligible for the discount, employees must subscribe to the ‘Travel With Susmita’ newsletter, providing their official Pixel Solutionz email address and valid employee ID in the ‘Write Message’ text box within the subscription form. Without these pieces of information, your credentials will not be considered for the special 20% discount offer for Pixel Solutionz Employees. Your details will be considered for the standard 10% discount for a general newsletter subscription.
  • Discount: A 20% discount applies to selected travel and tour programs offered by ‘Travel With Susmita’. The discount is valid only for bookings made directly through the ‘Travel With Susmita’ website or by contacting any legitimate and authorised representative of ‘Travel With Susmita’.
  • Exclusivity of Discount Offers:
    • One-Time Offer: The “Exclusive Newsletter Subscription Offer for Pixel Solutionz Employees” provides a 20% discount, which is a one-time offer exclusively available to Pixel Solutionz employees who subscribe to the ‘Travel With Susmita’ newsletter.
    • Exclusion from General Offer: Employees who take advantage of the exclusive 20% discount are automatically ineligible for the general 10% discount offer.
  • Selected Itineraries: The 20% discount applies only to the following selected travel and tour programs:
  • Promo Code Details:
    • General Subscribers: Upon subscription, all subscribers will immediately receive an auto-generated email with a unique promo code that offers a 10% discount. This code applies to any Indian citizen who is not an employee of Pixel Solutionz.
    • Pixel Solutionz Employees: Employees will receive a second, separate email with a different unique promo code.
      • Special 20% Discount: To avail of the exclusive 20% discount, Pixel Solutionz employees must use the promo code received in a separate email when booking.
      • Promotional Offers Distinction: The 20% discount for Pixel Solutionz employees is a unique offer and must be redeemed using the specific promo code sent in a separate email to these employees. This promo code is distinct from any code sent in the auto-generated email to general newsletter subscribers.
      • Note: Do not use the promo code from the auto-generated email, as it is only valid for the standard 10% discount.
  • Verification: Employment status will be verified at the time of subscription and promo code redemption. ‘Travel With Susmita’ reserves the right to request additional proof of employment from Pixel Solutionz’s HR department.
  • Redemption Period: The promo code is valid for 11 months from the date of subscription. Bookings must be made within this period to avail of the discount.
  • Cancellation: The offer becomes void if an employee leaves Pixel Solutionz before redeeming the promo code. No refunds or credits will be provided for unused promo codes.
  • Limitations: This offer cannot be combined with any other discount offer on www.travelwithsusmita.com. It is also non-transferable, cannot be combined with other promotions or discounts, and is not redeemable for cash or credit.
  • Usage of Promo Codes: Single Use per Booking: Each promo code issued under the “Exclusive Newsletter Subscription Offer for Pixel Solutionz Employees” is only valid for single use and can be applied to one booking. Multiple promo codes cannot be combined in a single booking or used for separate bookings under the same offer.
  • Non-transferable: The promotional offer and the associated promo code are exclusively for the personal use of the employed Pixel Solutionz employee. The discount can only be applied if the eligible employee is part of the travelling party. The promo code cannot be used by family members, friends, or relatives if the eligible Pixel Solutionz employee is not travelling.
  • Exclusion from Subscriber Incentive Program: Incentive Program Ineligibility. Employees of Pixel Solutionz who avail themselves of the “Exclusive Newsletter Subscription Offer for Pixel Solutionz Employees” are not eligible to participate in the general Subscriber Incentive Program. This program offers monthly incentives to three randomly selected subscribers who meet specific booking criteria. Pixel Solutionz employees are specifically excluded from this program as part of the conditions of their exclusive discount offer.
  • Changes and Termination: ‘Travel With Susmita’ reserves the right to modify, suspend, or terminate this offer at any time, at the sole discretion of ‘Travel With Susmita’ management, without prior notice. The terms and conditions of this offer are subject to change without prior notice. Disputes are subject to Kolkata’s jurisdiction.
  • Acceptance: By subscribing to the newsletter and using the promo code, employees agree to be bound by these Terms & Conditions.
  • General Newsletter Subscription Terms: By subscribing to the ‘Travel With Susmita’ newsletter, employees also agree to the general terms of newsletter subscription, which include consent to receive periodic informational and promotional emails. Employees may unsubscribe at any time using the ‘Unsubscribe’ link in any email.
  • General Terms Applicability: All other general terms, such as ‘Travel With Susmita’ ‘s right to modify, suspend, or terminate the newsletter subscription and offers, as outlined in the general newsletter terms, apply.

Customers are deemed to have accepted these terms and conditions by using the ‘Travel With Susmita’ services.

The Booking Terms and conditions are subject to change, and ‘Travel With Susmita’ reserves the right to revise them from time to time at its sole discretion. Such changes will be available on the ‘Travel With Susmita’ Website.

Last Update: 05/05/2024