Booking Terms & Conditions

Booking Terms & Conditions | Peru Travel: Cancellations and Refund

General Booking Terms & Conditions

Before booking a trip with us, please take the time to read and understand the following booking conditions. We strongly recommend that you also read the "Essential Info" section of your trip chosen before booking to make sure you understand the itinerary, travel style and physical demands of the trip. Should you have any queries, please use the "Request Information" form below.

Our Contract

All bookings are made through Tierras Vivas E.I.R.L, RUC: 20527976597 (company registration number), a tour operator and travel agency (further in the text "we"/"us"). By booking a trip with us, you are deemed to have agreed to these Booking Conditions (which constitute the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are the services stated on your invoice with booking confirmation. 

Your Details

In order to confirm your travel arrangements, you must provide all the required details along with a tour price deposit. The necessary details vary depending on the route; they include but are not limited to, your full passport name, date of birth, nationality, passport number, passport issue and expiration date, and any pre-existing medical conditions that you have and that may affect your ability to complete your travel arrangements. For some more demanding trips, we also require the completion and submission of a self-assessment form. Failure to provide the required details may result in additional charges or non-refundable cancellations.

Required Medical Information

You must provide any medical information reasonably requested by Tierras Vivas and may be required to complete Tierras Vivas’ medical information form.

Medical forms are mandatory for certain Tours. If you have any pre-existing medical conditions that may impact your ability to travel, participate in a Tour, visit remote areas without access to medical facilities, or that may adversely affect the experience of others on your Tour, you must return a Medical Form, signed by a licensed and practicing physician, to Tierras Vivas prior to or at the time of final payment for the applicable booking.

You agree to complete the Medical Form honestly and to disclose all relevant medical information accurately and fully. Tierras Vivas will maintain this information in accordance with its Privacy Policy, available at https://www.tierrasvivas.com/en/privacy.

Tierras Vivas reserves the right to request further information or professional medical opinions where necessary, as determined at its discretion, for your safety or the safe operation of a Tour.

Tierras Vivas reserves the right to deny you permission to travel or participate in any aspect of a Tour at any time and at your own risk and expense if it determines that your physical or mental condition renders you unfit for travel or you represent a danger to yourself or others.

Pregnancy is considered a medical condition and must be disclosed to Tierras Vivas at the time of booking. Tierras Vivas may refuse to carry women who are over 24 weeks pregnant. Tierras Vivas may also refuse to carry anyone with certain medical conditions if reasonable accommodation or alternatives cannot be arranged.

In the event that you do not complete the required Medical Form or provide the medical information reasonably required by Tierras Vivas by the deadline indicated above, Tierras Vivas reserves the right to cancel your booking, and all applicable cancellation fees will apply.

You are responsible for assessing whether a Tour is suitable for you. You should consult your physician to confirm your fitness for travel and participation in any planned activities. You should seek your physician’s advice on vaccinations and medical precautions. Tierras Vivas does not provide medical advice. It is your responsibility to assess the risks and requirements of each aspect of the Tour based on your unique circumstances, limitations, fitness level, and medical needs.

Travel with Tierras Vivas may involve visiting remote or developing regions where medical care may not be easily accessible, and medical facilities may not meet the standards of those found in your home country. The condition of medical facilities in the countries you may visit on your Tour varies, and Tierras Vivas makes no representations or warranties regarding the availability or standard of medical facilities in those regions.

Special Requirements

Any special requirements must be disclosed to Tierras Vivas at the time of booking. Tierras Vivas will make reasonable efforts to accommodate special requirements or requests, but this may not always be possible given the nature of the destinations visited and the availability of options outside the planned itinerary. Certain activities may be inaccessible if your mobility is limited in any way. All food allergies and dietary restrictions must be disclosed to Tierras Vivas at the time of booking, but Tierras Vivas cannot guarantee that dietary needs or restrictions can be accommodated. Any special requests or requirements do not form part of these Terms or the contract between you and Tierras Vivas, and Tierras Vivas is not liable for any failure to accommodate or fulfill such requests.

Privacy Policy

Tierras Vivas is committed to protecting your personal information. We collect only the information necessary to deliver the Tour and any associated products or services you have booked. Tierras Vivas Tour Operator collects, uses, and discloses this information solely for the purpose of providing the requested Tour, products, and/or services, as detailed in our Privacy Policy. You can access our Privacy Policy at any time at https://www.tierrasvivas.com/en/privacy, which is expressly incorporated into these Terms. By submitting your personal information to us, you acknowledge and accept the terms outlined in our Privacy Policy.

Acceptance of Booking and Payment

You can book online and we accept your booking. Once booked, our Booking Department sends you an email along with a booking confirmation invoice. (Please check your spam folder too.) A contract between us will be concluded from the date of the confirmation invoice, or if you book a tour within 2 days before its departure, the contract will be in place as soon as we accept your 100% payment.

Payment details can be found on the booking confirmation invoice. If your deposit (or 100% payment in the case of a reservation 2 days before the tour departure) is not paid by the due date, we reserve the right to consider your reservation as canceled!

Deposit Requirement

A 50% deposit is required per person and per trip, in order for your booking to be confirmed. The due balance can be paid in cash upon arrival in Cusco city.

If your reservation is made within 2 days prior to the departure date, 100% of the total amount is due at the time of booking. 

Please note that bank transfer fees are already included in the price of the first payment!

Due Balance (Local Payment)

Most of our adventure tours include a due balance (we also call it a "local payment"). This amount is the final payment for the tour. Local payments facilitate the flow of funds to the Peruvian cities we travel to, go locally to the services we pay for, and also help reduce the overall cost of the trip. This helps Tierras Vivas keep our prices competitive and you save money like this as well! 

Local payment (due balance) needs to be made to your Tour Guide/Leader or another Tierras Vivas Representative on arrival or at a briefing in cash in the required currency. Information on the local payment amount can be found on our website or in your travel documents and invoice. If you want to pay by credit or debit card, you will need to add a bank transfer fee. 

Prices and Surcharges

As we publish our prices well in advance, we may occasionally face significant cost increases due to factors beyond our control. For this reason, we reserve the right to impose surcharges (or reduce prices) up to one month before the departure date due to increased admission, fares or other transportation costs, taxes if required by government action, or others. Any surcharge or price drop will be fully explained and justified by Tierras Vivas prior to implementation. If any surcharge leads to an increase of more than 10% of the cost of the program, the client may cancel the reservation, which must be made at least one month before the date of departure, and will receive a refund reduced only by the expenses already incurred.

Risk-Taking

Some Tierras Vivas itineraries have been designed to provide participants with exposure to the true nature of the environment visited. They, therefore, involve an element of personal risk and exposure to a potential risk that could result in physical or emotional injury, paralysis, death or damage to the client, his/her property or third parties. The client understands that such risks cannot be simply ruled out without compromising the basic qualities of the activity and therefore assumes them as part of the tour. The client declares that he is aware of his health and physical conditions and that s/he has consciously decided to take the above risks. The client excludes Tierras Vivas from any liability associated with any accident or injury that may occur in connection with the client's health, physical condition or otherwise.

Authority on the Tour

The decision of the Guide or another Tierras Vivas (further "the company") representative will always be final in all matters that could jeopardize the safety and well-being of the tour group. The client must always strictly comply with the laws, customs, foreign exchange and drug regulations of Peru. If the client does not comply with the above, or if s/he disrupts the well-being of the group, the Guide or another representative of the company may order the client to leave the tour without a refund. 

Travel Documents

The client must be in possession of a valid passport and all visas required for the whole of the journey and the client accepts responsibility for obtaining them. Any information or advice on visas, vaccinations, weather, clothing, baggage, special equipment, etc. are given by Tierras Vivas in good faith but without responsibility on the part of the company.  Please check, if you need to VISA to Peru,

Factors Beyond the Company's Control (Force Majeure)

The company will endeavor to minimize the impact of matters beyond its control, but cannot accept any responsibility for such matters, which include political disputes, border closures, visa refusals, protests, delayed flights, unpredictable weather, landslides, etc. The client agrees to accept all additional costs derived from these factors. 

Responsibility

The company is not liable for any damage or loss if the non-performance of the contract would be:

1) Attributable to the client.

2) Attributable to a third party that is not associated with the provision of the contracted services, and the event is unforeseeable or unavoidable.

3) Due to unforeseen and unusual circumstances beyond the company's control, the consequences of which could not have been avoided even if all due care had been taken.

4) Due to political disputes, industrial action, weather or other matters of a similar nature and any other force majeure.

5) Due to an event that the company could not have foreseen or prevented with all care. Any liability is limited to the full price paid for the tour. In any case, the company expressly excludes all liability for indirect or consequential loss or expense, including loss of profit.

Claims and Complaints

If the client has a complaint about the company, s/he must first inform the Tour Guide/the company representative during the trip so that the guide/representative can try to rectify the situation. Any further complaint must be sent to the company in writing within 7 days of the end of the tour. I declare that I have had ample opportunity to read this entire document, that I have read and understood it and agree to be bound by their terms.

Inclusions

The total price of your trip includes:

• All accommodation as listed in the Essential Info section of each tour.
• All transport mentioned in the Essential Info.
• Sightseeing listed in the Essential Info.
• Meals mentioned in the Essential Info.
• The services of a group leader as described in the Essential Info.

Exclusions

The total price of your trip does not include:

• Visa and passport fees.
• Travel insurance.
• International or local (national) flights unless specified in the Essential Info section of each tour.
• Airport transfers, taxes and excess baggage charges unless specified in the Essential Info.
• Meals other than those specified in the Essential Info.
• Optional activities and any personal expenses.

Optional Activities

Optional third party activities that are not included in the tour price and are not part of the tour or this contract. You agree that any assistance provided by your group leader or local representative in arranging optional activities does not make us liable for them. The contract for the provision of this activity will be between you and the activity provider.

Travel Insurance

Travel insurance is mandatory for all our travellers and should be taken out at the time of booking. Your travel insurance must provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of USD 200,000 for each of the categories of coverage. We also strongly recommend it covers cancellation, curtailment, personal liability, loss of luggage and personal assets. You must provide proof of your travel insurance on the first day of your trip! You will not be able to join the trip without it! If you obtain travel insurance through us, you must let us know before the trip whether you are satisfied with the level of insurance we have arranged.

Images and Marketing

By participating in any Tour, you acknowledge that images, photos, or videos may be taken by other participants, Tierras Vivas, or its representatives, which may include or feature you. You consent to such images being captured and grant Tierras Vivas, its contractors, subcontractors, and assigns a perpetual, royalty-free, worldwide, and irrevocable license to use, reproduce, and distribute these images for any purpose, including but not limited to marketing, promotions, and the creation of promotional materials, in any medium now known or hereafter devised.

Inca Trail Booking Terms & Conditions

The cancellation or change of the itinerary caused by force majeure is any event that Tierras Vivas could not have foreseen, avoided, or resolved, even with all due care. This includes events such as war or its threat, riots, civil disputes, terrorist activity, industrial disputes, illness, disasters or adverse weather conditions, fire, or all similar events beyond our control. In this case, Tierras Vivas does not accept liability and reserves the right to change, postpone, or even cancel the trip (this is, of course, the last option!).

Factors Beyond the Company's Control (Force Majeure)

In the event of a protest/strike, which is not uncommon in Cusco City, it may be necessary to leave the city a day or 2 earlier than scheduled so that we are able to comply with other services. In this case, an increment will be charged to cover costs incurred.

Risk-Taking

By booking any of our adventure treks (e.g. Inca Trail to Machu Picchu, Salkantay to Inca Trail, Short Inca Trail, Inca Trail with camping and etc.), you assume the risks associated with them. These might be personal risks and exposure to a potential risk that could result in physical or emotional injury, paralysis, death or damage to the client, his/her property or third parties. The client understands that such risks cannot be simply ruled out without compromising the basic qualities of the activity and therefore assumes them as part of the trek. The client declares that s/he is aware of her/his health and physical conditions and that s/he has consciously decided to take the above risks. The client excludes Tierras Vivas from any liability associated with any accident or injury that may occur in connection with the client's health, physical condition, or otherwise.

Inca Trail Campsites

Please note: Campsites may change (it means they might be different to those stated on the website) depending on booking time and availability, weather conditions, or restrictions undertaken for safety reasons by the Peruvian Government.

Acceptance of Booking and Payment

The most important fact about the Inca Trail is that it must be booked well in advance! You can book this hike online and we accept your booking. Once booked, our Booking Department sends you an email along with a booking confirmation invoice. (Please check your spam folder too.) A contract between us will be concluded from the date of the confirmation invoice. Payment details can be found on the booking confirmation invoice. 

During the booking process, please confirm if you want to climb Huayna Picchu (a 45-minute climb above the Machu Picchu citadel) or Machu Picchu Mountain (a climb of 1 hour and a half to take some panoramic pictures of the Inca citadel) as this needs to be specified in advance too! Each mountain climb is an extra USD 85.00 per person. There are two time-slots: 7 - 8 am or 10 – 11 am. It also needs to be specified, although you need to be flexible to either time. 

Deposit Requirement

We require a 50% deposit per person along with your personal details (i.e. full name and surname, passport number, gender, nationality, date of birth) in order for your booking to be confirmed. The due balance can be paid in cash upon arrival in Cusco city. Please note that bank transfer fees are already included in the price of the first payment! 

Due Balance (Local Payment)

Local payment (due balance) needs to be made to your Tour Guide/Leader or another Tierras Vivas Representative on arrival or at a briefing in cash in the required currency. Information on the local payment amount can be found on our website or in your travel documents and invoice. If you want to pay by credit or debit card, you will need to add a bank transfer fee. 

Inca Trail Non-refundable:

Deposit is used for the immediate purchase of Inca Trail permits, Machu Picchu tickets, Porter expenses, Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person or tour (according to the Inca Trail and Machu Picchu Regulations)! For this reason. 

Once you book any of the different Inca Trail tours we offer, you couldn´t change or postpone your hike.

Cancellations

If your tour includes an Inca Trail, the deposit is non-refundable since it is used for the immediate purchase of Inca Trail permits, Machu Picchu tickets, Porter expenses, Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person, or tour (according to the Inca Trail and Machu Picchu Regulations)!

Tierras Vivas must be informed of any changes or cancellations to your trek as soon as you become aware of them, either by e-mail or WhatsApp, so that we do not incur expenses not covered by the deposit.

Inca Trail tours can be canceled with a 30% deposit refund up to six months prior to the tour; 20% up to five months before the tour and there will be a 100% loss of the deposit in case the cancellation is made less than four months in advance. Once the final balance has been paid, we will not be able to refund in case of cancellation! However, there will be parts of the route that you can still use such as a Machu Picchu ticket, a train ticket, and a bus ticket.If you paid only the 20% is non-refundable.

Upon request, we can also provide a claim letter to your insurance company.

Important Note:

• The refund will be sent to the client's credit card, this process will take about 7-20 days.
• Your bank may apply a transaction fee. 
• In case your bank doesn't accept your wire transfer, our sales department will refund by Western Union
• This refund, it is not included 9% taxes and also you will assume to reimbursement commission.

Machu Picchu Alternatives Treks Booking Terms & Conditions

There is a variety of so-called Alternative Treks to Machu Picchu. Let's name a few: Salkantay Tre, Huchuy Qosqo, Lares Trek, Salkantay Trek, Cachicata Trek, etc). These treks also require a prior confirmation in case you prefer to ascent Huayna Picchu (a 45-minute climb above the Machu Picchu citadel) or Machu Picchu Mountain (a climb of 1 hour and a half to take some panoramic pictures of the Inca citadel). Each mountain climb is an extra USD 85.00 per person. There are four time-slots: 7, 8, 9, 10 am. It also needs to be specified, although you need to be flexible at either time. 

Risk-Taking

By booking any of our adventure treks (e.g. Salkantay trek, Lares trek, Inca Jungle trek, Inca Quarry trek and etc.), you assume the risks associated with them. These might be personal risks and exposure to a potential risk that could result in physical or emotional injury, paralysis, death or damage to the client, his/her property or third parties. The client understands that such risks cannot be simply ruled out without compromising the basic qualities of the activity and therefore assumes them as part of the trek. The client declares that s/he is aware of her/his health and physical conditions and that s/he has consciously decided to take the above risks. The client excludes Tierras Vivas from any liability associated with any accident or injury that may occur in connection with the client's health, physical condition, or otherwise.

Alternative Campsites

Please note: Tierras Vivas don´t use the igloos and hotels during the trail. Only we used the hotel in Aguas Calientes town. we take this decition to don´t destroited the flora and fauna on the zone and to pollute the envoirement. All tour companies offers the travel responsible, but these companies are the first companies to destroyed the flora , we recommend to check this information: Devastation and Animal Exploitation

Important Information

• We strongly suggest staying at high altitude (above 3,000 metres - in Cusco or elsewhere at high altitude) for 3 to 4 days before setting out on the Inca Trail (or another trek). The reason is to minimize the effects of possible altitude sickness. You can also help your body to get acclimatized by drinking plenty of fluids, adding a little more sugar to beverages, consuming carbohydrate-rich meals, avoiding cigarettes and alcohol. The best local remedy is to drink a coca leave tea (an ancient and traditional way of treating soroche). A medicine called Diamox or Soroche Pills might be helpful too.

• We advise you to arrive in Cusco 48 hours or more before the departure of the trek, as in the event of strikes or other events beyond our control, we may have to leave earlier than planned (see Force Majeure above).

• Regarding our alternative excursions around and to Machu Picchu, we apply the following penalties.

Alternative treks to Machu Picchu can be canceled with a 100% deposit refund up to 2 months prior to the tour; 50% up to 1 month before the tour, 25% refund less than 20 days before the tour, and there will be a 100% loss of the deposit in case the cancellation is made less than 19 days in advance. Once the final balance has been paid, we will not be able to refund in case of cancellation!

Important Note: 

• The refund will be sent to the client's credit card, this process will take about 7-20 days.
• Your bank may apply a transaction fee.
• If you paid for the Huayna Picchu or others mountains, it is non-refundable and  

Machu Picchu Tours and Day tours Booking Terms & Conditions

Cancellations

Machu Picchu tours or Peru day tours can be canceled with a 100% deposit refund up to 2 months prior to the tour; 50% up to 1 month before the tour, 25% refund less than 20 days before the tour, and there will be a 100% loss of the deposit in case the cancellation is made less than 19 days in advance. Once the final balance has been paid, we will not be able to refund in case of cancellation!

Machu Picchu tours (If apply): There will be parts of the route that you can still use such as a Machu Picchu ticket, a train ticket, a bus ticket. Upon request, we can also provide a claim letter to your insurance company.

Tierras Vivas must be informed of any changes or cancellations to your trek as soon as you become aware of them, by e-mail, so that we do not incur expenses not covered by the deposit.

Why is not refundable? The deposit is non-refundable since it is used for the immediate purchase of Machu Picchu tickets, and Huayna Picchu/Machu Picchu Mountain tickets (if applicable) which are not refundable or transferable to any other date, person, or tour (according to the Ministry of Culture)!

Local flight and others service Booking Terms & Conditions

Cancellations

If you want to book the local flights and additional services such as hotel, lodge, or transfers, please we recommend you read our booking conditions before booking it!

• Tierras Vivas works with the Peruvian local flight company and usually, we get the best price for the flight tickets. Once you booked it, the flight ticket is not refundable or transferable to any other date.
• If you want to add or upgrade your hotel. Tierras Vivas is obligated to upgrade your accommodation or requests, but in case you cancel, this is not reimbursable or transferable to any other date.

Important note: Prices of these treks are based on double room accommodation (it relates to the last night of the treks). If you prefer a Solo Travel, an additional USD 35.00 will be charged to you. The same price applied if there is no one else to share a double room with or if you are travel alone.