Cancellation & Refund Policy

Elephant Pass Ayurveda and Yoga Retreat

We understand that travel plans can change. This Cancellation & Refund Policy explains how cancellations, refunds, and date changes work for all bookings at Elephant Pass Ayurveda and Yoga Retreat.

1. Scope of Policy

This policy applies to all bookings, including:

• Room‑only stays

• Ayurveda treatment packages (stay + food + treatments)

• Yoga & meditation programs

The same rules apply to both Indian and international guests.

This policy covers bookings made through:

• Our official website

• Direct bookings (WhatsApp / Email / Phone)

• Travel agents

(For OTA bookings such as Booking.com, Agoda, MakeMyTrip, or other platforms, the cancellation terms displayed on that platform may also apply.)

2. Booking & Stay Details

• Check‑in time: 12:00 PM

• Check‑out time: 11:00 AM

• A minimum length of stay may apply for certain treatment packages.

Peak Season (Strict Policy Applies):

• 15 December to 10 January

• Long weekends and major holidays (as notified by the resort)

3. Payment, Deposit & Refunds

• Bookings are confirmed only after receipt of the advance payment communicated at the time of reservation.

• The balance payment is due either 7 days before arrival or on arrival, as specified in your confirmation.

Refund Method:

• Approved refunds will be processed to the same or specified payment method used at the time of booking.

• Any bank charges, payment gateway fees, or currency conversion charges will be deducted from the refundable amount.

4. Cancellation Charges

Standard Period (Non‑Peak Dates)

• 30 days or more before arrival

  • Full refund of the advance amount.

• 15 to 30 days before arrival

  • 50% of the total booking amount will be refunded.

• Within 15 days of arrival

  • The advance amount is non‑refundable.

Peak Season (Strict Policy)

• 30 days or more before arrival

  • 50% of the total booking amount will be charged.

• Less than 30 days before arrival

  • 100% of the total booking amount is non‑refundable.

5. No‑Show, Early Departure & Shortened Stay

No‑Show:

• If the guest does not arrive on the scheduled check‑in date and has not informed us in advance, the booking will be treated as a no‑show.

• In case of no‑show, the advance amount is fully non‑refundable.

Early Check‑Out / Leaving Before Planned Date:

• If a guest checks out earlier than the booked stay, there will be no refund for unused nights, meals, or treatments.

Shortening Stay Before Arrival:

• Reducing the number of nights or changing from a package to a shorter stay before arrival will be treated as a cancellation, and charges will apply as per the policy above.

6. Date Change / Modification Policy

• Date changes are allowed subject to room and package availability.

• A date change request must reach us at least 15 days before arrival.

• Any difference in tariff (higher rate on new dates, seasonal changes, etc.) must be paid by the guest.

• Only one modification is permitted per booking.

• Requests for changes inside the applicable cancellation period may be treated as a cancellation, and standard cancellation charges will apply.

7. Ayurveda & Treatment‑Related Terms

• All treatments are planned only after doctor consultation on arrival or via prior discussion.

• If the doctor finds that a guest is not suitable for certain procedures or intensive programs:

  • The treatment plan will be modified or downgraded for safety.

  • There will be no refund for any unused portion of the original package.

• If a guest chooses to discontinue treatments midway (personal reasons, discomfort without medical advice, etc.):

  • There will be no refund for remaining treatments or package components.

• For long‑duration packages (14–21 days and above):

  • Once the program has started, it is strictly non‑refundable.

8. Group Bookings

• A booking is considered a group booking when it includes 3 or more rooms.

• Group bookings follow stricter terms:

  • The advance amount is non‑refundable once paid.

  • If cancelled within 30 days of arrival, 100% of the total group booking amount will be charged.

9. Booking Channel Terms

• Direct & Website Bookings:

  • Follow this Cancellation & Refund Policy in full.

• Travel Agents:

  • May have additional or separate agreements. The stricter policy between the agent’s terms and this policy will usually apply.

• OTA Bookings (e.g., Booking.com, Agoda, MakeMyTrip, Trip.com, etc.):

  • The cancellation terms shown on the OTA platform at the time of booking will apply, in addition to any resort‑specific conditions mentioned in the confirmation.

10. International Guests

• Refunds for international guests will be processed in INR or the original payment method, wherever feasible.

• Any exchange rate differences or fluctuations between payment and refund dates will not be compensated.

• Refund processing time is typically 7–14 working days after approval.

Special Situations (with valid proof):

• Visa rejection or flight cancellation due to airline/immigration issues:

  • At the resort’s discretion, a credit note / voucher may be issued, usually valid for 6 months, instead of a cash refund.

11. Force Majeure

If your stay is affected by events beyond your or our control, such as:

• Natural disasters (floods, earthquakes, etc.)

• Government restrictions or travel bans

• Pandemic / lockdown situations

• Political unrest or strikes

The resort will offer one of the following options:

• Free date change to a later available period, OR

• A credit voucher of the paid amount, usually valid for 6–12 months from the original arrival date.

Exact options and validity will be confirmed in writing at the time of such events.

12. Child & Extra Guest Policy

• Charges paid for extra beds or additional guests are non‑refundable once the booking is confirmed.

• Child bookings and child rates will follow the same cancellation rules as the primary booking.

13. How to Request Cancellation or Changes

All requests for:

• Cancellation

• Date change / modification

• Shortening or extending stay

must be sent through:

• Email, or

• WhatsApp (to the official resort number)

A request is considered valid only after you receive a written acknowledgment or confirmation from the resort team.

All timelines and cut‑offs are calculated as per Indian Standard Time (IST).

14. Late Arrival

• If you expect to arrive late on the check‑in date, please inform us in advance.

• If there is no prior intimation and the guest does not arrive within a reasonable time window, the booking may be treated as a no‑show, and no refund will be applicable.

15. Legal Jurisdiction

• Any disputes or claims related to bookings, cancellations, or refunds will be subject to the jurisdiction of courts in Ernakulam, Kerala, India.