Calm Reaction

Introduction

At Calm Reaction, we understand that circumstances can change, requiring you to modify or cancel your travel plans. This Refund Policy outlines the terms and conditions for refunds on bookings made with Calm Reaction.

By making a booking with Calm Reaction, you agree to the terms of this Refund Policy. We recommend reading this policy carefully before making a reservation.

Standard Refund Policy

Our standard refund policy applies to most tours and travel packages unless specifically noted otherwise at the time of booking:

Important Notes:

• The date of cancellation is determined by the date we receive written notice of cancellation.
• Deposits are generally non-refundable but may be applied to future bookings within 12 months, subject to availability.
• Some promotional offers, discounted packages, or specially arranged tours may have different, more restrictive cancellation terms, which will be clearly communicated at the time of booking.

Special Conditions for Refunds

Customized Itineraries

For personalized travel itineraries, supplier cancellation policies may apply in addition to our standard terms. These will be clearly outlined in your booking confirmation. Due to the custom nature of these arrangements, higher cancellation fees may apply.

Group Bookings

For group bookings (6 or more travelers), the following policy applies:

• 91+ days before departure: Full refund minus £300 administration fee per group
• 61-90 days before departure: 80% of total booking amount
• 31-60 days before departure: 60% of total booking amount
• 15-30 days before departure: 30% of total booking amount
• 14 days or less before departure: No refund

Peak Season Bookings

Tours and packages during peak season (including but not limited to major holidays, festivals, and high-demand periods) may be subject to stricter cancellation policies, which will be specified at the time of booking.

Qualifying Conditions for Refunds

Refunds may be issued under the following circumstances:

• Cancellation by You: Subject to the standard cancellation terms outlined above.
• Cancellation by Calm Reaction: If we cancel a tour or package due to insufficient participation or circumstances within our control, you will receive a full refund or the option to transfer to an alternative tour.
• Significant Changes by Calm Reaction: If we make significant changes to your itinerary after booking confirmation and these changes are unacceptable to you, you may cancel and receive a full refund.

Non-Refundable Items

The following items are typically non-refundable:

• Travel insurance premiums
• Visa application fees
• Vaccination costs
• Administrative fees as specified in the cancellation policy
• Airfare or other transportation that is subject to the carrier's cancellation policy
• Special arrangements made on your behalf where we have incurred non-recoverable costs

Force Majeure

In cases of force majeure (unforeseeable circumstances such as natural disasters, war, civil unrest, terrorist activities, industrial disputes, or government actions) that prevent us from fulfilling our obligations:

• We will make reasonable efforts to provide alternative arrangements or reschedule your tour.
• If alternative arrangements are not possible or acceptable to you, we will issue a credit for future travel valid for 24 months from the original departure date.
• Administration fees may still apply to cover costs we have incurred on your behalf.

We strongly recommend purchasing comprehensive travel insurance that includes cancellation coverage for circumstances beyond your control.

Travel Insurance Recommendation

Due to the potential financial loss associated with trip cancellation, we strongly recommend that all clients purchase comprehensive travel insurance that includes cancellation coverage. Travel insurance can provide protection in cases where our standard refund policy would not apply, such as:

• Personal illness or injury
• Family emergencies
• Adverse weather conditions
• Travel delays
• Other unforeseen circumstances

Calm Reaction can provide recommendations for suitable travel insurance providers upon request.

Refund Process and Timeframe

How to Request a Refund

To request a refund, you must notify us in writing by:

• Email: [email protected]
• Online form: Available in your customer account on our website
• Mail: Calm Reaction, 93 Edwards Lock, Murrayport, SY11 4LB, United Kingdom

Your refund request should include:

• Your booking reference number
• Full name of the lead traveler
• Date of the planned departure
• Reason for cancellation
• Preferred refund method (original payment method is standard)

Processing Time

Once approved, refunds will be processed as follows:

• Credit card refunds: 7-14 business days
• Bank transfer refunds: 10-20 business days
• Cheque refunds: 14-21 business days

Please note that while Calm Reaction processes refunds promptly, the actual timing of when funds appear in your account is determined by your financial institution.

Partial Tour Participation

No refunds will be provided for unused portions of a tour or service once the tour has commenced. This includes:

• Missed activities or excursions
• Unused accommodation nights
• Meals or services not utilized
• Early departure from a tour

If you need to leave a tour early due to illness or emergency, our representatives will assist you with necessary arrangements, but additional costs will be your responsibility, and no refunds will be issued for the unused portion of the tour.

Amendments to Bookings

If instead of cancelling, you wish to change your travel dates or tour package:

• Changes requested 61+ days before departure: £75 amendment fee per person plus any difference in tour price
• Changes requested 31-60 days before departure: £100 amendment fee per person plus any difference in tour price
• Changes requested 30 days or less before departure: Treated as a cancellation and rebooking; standard cancellation fees apply

All changes are subject to availability and may not always be possible.

Promotional Offers and Vouchers

Special promotional offers, discounts, and vouchers may have specific refund terms that differ from our standard policy. These terms will be clearly communicated at the time the promotion is offered.

Generally, bookings made using promotional vouchers or special offers will receive refunds based on the amount actually paid, not on the full value of the tour or service.

Disputes and Resolutions

If you disagree with the application of our refund policy or believe exceptional circumstances warrant special consideration:

1. Submit your concern in writing to [email protected], including all relevant details and documentation.
2. We will review your case and respond within 14 business days.
3. If you remain unsatisfied with our decision, you may escalate your concern to [email protected] for further review.

We aim to resolve all disputes fairly and in accordance with our policies and applicable consumer protection laws.

Policy Updates

We reserve the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting on our website. The policy that applies to your booking is the one in effect at the time your booking was confirmed.

Contact Information

If you have questions about our Refund Policy or need assistance with a refund request, please contact us at: