Refund Policy

1. Cancellation and Refund Policy

1.1 Standard Tour Packages

For our standard tour packages, the following cancellation charges apply:

• 60+ days before departure: 10% of total booking amount
• 45-59 days before departure: 25% of total booking amount
• 30-44 days before departure: 50% of total booking amount
• 15-29 days before departure: 75% of total booking amount
• 14 days or less before departure: 100% of total booking amount (no refund)

Cancellation charges reflect the costs and losses incurred by Simple Access Path at the time of cancellation, including administrative costs, supplier commitments, and foregone booking opportunities.

1.2 Customized Itineraries

For tailor-made or customized itineraries, cancellation policies may differ due to the unique arrangements and supplier commitments involved:

• 90+ days before departure: 20% of total booking amount
• 60-89 days before departure: 35% of total booking amount
• 45-59 days before departure: 50% of total booking amount
• 30-44 days before departure: 75% of total booking amount
• 29 days or less before departure: 100% of total booking amount (no refund)

Additional supplier-specific cancellation fees may apply for certain components of customized itineraries. These will be clearly communicated at the time of booking.

1.3 Promotional Offers and Special Deals

Tours booked under special promotions, discounted rates, or during peak travel seasons may be subject to stricter cancellation policies. These will be clearly stated at the time of booking and will supersede the standard cancellation policy.

Some promotional offers may be non-refundable or have specific terms for changes and cancellations.

2. Refund Eligibility

2.1 Full Refunds

Full refunds (minus applicable administrative fees) may be issued in the following circumstances:

• If Simple Access Path cancels a tour or travel arrangement due to insufficient participation numbers (as specified in the tour details)
• If Simple Access Path significantly alters key elements of a tour after booking, and the alternative offered is unacceptable to the customer
• In cases where extraordinary circumstances occur at the destination that substantially affect the performance of the agreed travel services (e.g., natural disasters, civil unrest)

2.2 Partial Refunds

Partial refunds may be considered in the following situations:

• For unused portions of a tour if a client must return home early due to serious illness or death in the immediate family (documentation required)
• For services that were part of the package but not provided during the tour (subject to verification)
• When a client is prevented from traveling due to serious illness or injury (medical certification required)

2.3 Non-Refundable Items

The following items and circumstances are generally not eligible for refund:

• Travel insurance premiums
• Visa application fees and related costs
• Booking fees and administrative charges
• If a client is denied entry to a country due to visa issues, inadequate travel documentation, or failure to comply with entry requirements
• No-shows or early departure from a tour by choice
• Services or portions of tours not utilized by choice

3. Refund Processing

3.1 Processing Timeframes

We strive to process all eligible refunds promptly. Our standard processing times are:

• For credit card payments: 7-14 business days after approval
• For bank transfers: 10-21 business days after approval
• For payments involving international transactions: 15-30 business days after approval

Please note that these timeframes refer to our processing and do not include additional time that may be required by your financial institution to reflect the refund in your account.

3.2 Refund Method

Refunds will generally be processed using the original payment method:

• Credit/debit card payments will be refunded to the same card
• Bank transfers will be returned to the originating account
• Alternative refund methods may be arranged in exceptional circumstances, subject to verification and administrative fees

3.3 Currency and Exchange Rates

Refunds will be processed in the same currency as the original payment. If currency exchange is involved, the exchange rate at the time of the refund will apply, which may result in variations from the original payment amount due to fluctuating exchange rates.

4. Changes to Bookings

4.1 Modifications by Clients

If you need to make changes to your booking, the following applies:

• Minor changes (e.g., passenger name corrections, meal preferences): £30 administrative fee per change
• Major changes (e.g., travel dates, accommodation changes, itinerary modifications):
• 60+ days before departure: £75 administrative fee plus any supplier charges
• 30-59 days before departure: £150 administrative fee plus any supplier charges
• Less than 30 days: Treated as a cancellation and rebooking; standard cancellation charges apply

All changes are subject to availability and price differences. If the revised arrangements cost more than the original booking, you must pay the difference. If they cost less, a refund may be issued minus the applicable change fees.

4.2 Transferring Your Booking

You may transfer your booking to another person who satisfies all the conditions applicable to the tour, subject to the following:

• Notification provided at least 30 days before departure
• Payment of a £100 transfer fee
• Payment of any additional costs imposed by suppliers due to the transfer
• The transferee accepts all terms and conditions of the original booking

Both the transferor and transferee remain jointly and severally liable for payment of all sums.

4.3 Changes by Simple Access Path

If we need to make significant changes to key elements of your tour, we will notify you as soon as possible and offer the following options:

• Accept the proposed changes
• Accept an alternative tour of comparable standard, if available (with price adjustment if necessary)
• Cancel your booking and receive a full refund of all monies paid

For minor changes, we will inform you but are not obligated to offer the above options.

5. How to Request a Refund

5.1 Cancellation Procedure

To cancel your booking and request a refund:

1. Notify us in writing by emailing [email protected] with your booking reference number and reason for cancellation
2. Your cancellation will be effective from the date we receive your written notification
3. We will acknowledge receipt of your cancellation request within 2 business days
4. We will calculate applicable refunds based on the cancellation policy and notify you of the amount
5. Upon your confirmation, we will process the refund according to our standard timeframes

5.2 Required Documentation

For refund requests based on medical reasons or unforeseen circumstances, please provide the following documentation:

• Medical certificate or doctor's note stating the nature of illness/injury and confirming the inability to travel
• In case of bereavement, appropriate documentation may be requested
• For other unforeseen circumstances, relevant supporting documentation

All documentation should be submitted within 14 days of your cancellation request.

5.3 Travel Insurance Claims

We strongly recommend purchasing comprehensive travel insurance at the time of booking. Many circumstances that lead to cancellation may be covered by travel insurance. If your reason for cancellation is covered by your insurance policy, you should:

• Follow our standard cancellation procedure
• Request documentation from us confirming cancellation fees and unused services
• Submit a claim directly to your insurance provider

We will provide reasonable assistance with documentation required for your insurance claim.

6. Exceptional Circumstances

6.1 Force Majeure

In cases of force majeure events (such as natural disasters, pandemic outbreaks, acts of terrorism, civil unrest, or government actions) that significantly impact travel arrangements:

• We will make reasonable efforts to offer alternative arrangements, postponements, or credits for future travel
• Our standard cancellation policy may be modified to address the specific circumstances
• We will follow relevant travel industry guidelines and regulations in determining our response

Each situation will be evaluated on a case-by-case basis, balancing client interests, supplier policies, and business sustainability.

6.2 Goodwill Gestures

In certain circumstances, Simple Access Path may, at its sole discretion, offer goodwill gestures beyond our stated refund policy. These may include:

• Credit vouchers for future travel
• Waiver or reduction of cancellation fees
• Assistance with rebooking alternative travel arrangements

Such goodwill gestures are discretionary and do not set precedents for future situations.

7. Contact Information

For any questions, concerns, or requests regarding refunds, please contact our Customer Service team:

Please include your booking reference number in all communications.