Terms And Conditions
These Booking Conditions, along with our Privacy Policy and Website Terms of Use (if applicable), form the foundation of your contract with RootWave Travels, a company registered in Indonesia. “You” and “your” mean the main person named on the booking and everyone included or added later.
By booking with us, you (the primary person) agree on behalf of everyone in your group that:
- You’ve read and agree to these Booking Conditions.
- You consent to the use of your personal data as explained in our Privacy Policy and confirm you’re authorized to share any sensitive info (like health or dietary needs).
- You’re 18 or older and all travelers meet the age rules for the tour.
- You’re financially responsible for all payments connected to the booking.
- You agree we can use photos or videos taken during the tour for marketing unless you tell us otherwise.
1. Booking and Payment
Your booking is confirmed when you pay a non-refundable USD 200 deposit (or full payment if less than 60 days before departure) and we send you a confirmation email. We may, at our discretion, return your deposit and refuse to confirm if needed. Please check your booking details and notify us within 10 days if anything’s wrong.
2. Accuracy
We try hard to keep our website info spot-on, but mistakes can happen. You’re responsible for double-checking prices and details before booking.
3. Travel Insurance
Travel insurance is mandatory. Make sure your policy covers medical emergencies, cancellations, lost luggage, and any adventure activities you plan to do. We’ll check your coverage on day one. We aren’t liable for anything your insurance would cover.
4. Pricing
Once you’ve paid your deposit, your tour price won’t go up — though we may offer discounts from time to time.
5. Cutting Your Trip Short
If you leave early, we can’t refund unused parts of your trip. Your insurance might cover some costs, so check with them.
6. Changes to Your Booking
Want to change something? Let us know in writing ASAP. We’ll do our best to help but can’t guarantee availability. There’s a $50 admin fee per person plus any extra costs.
Transfers: You can transfer your booking to someone else if:
- They meet all trip requirements.
- You tell us at least 60 days before departure.
- All payments and fees are settled.
Date Changes:
- Free if made more than 60 days before departure.
- $50 fee for changes 30-60 days before.
- Changes within 30 days may cost more, up to the full trip price.
7. Cancellations
You can cancel anytime by emailing or messaging us. Fees apply depending on when:
- More than 60 days before departure: deposit kept, balance refunded.
- 30-59 days before departure: deposit kept, 50% of balance refunded.
Third-party services like transfers or extra stays are included in refunds where applicable.
8. Changes or Cancellations by Us
We try to avoid it, but we might have to change or cancel your booking:
- Minor changes: We’ll tell you ASAP (e.g., small accommodation tweaks or flight changes).
- Major changes: Includes big upgrades, longer stays, or destination changes.
If a big change happens, you can:
- Accept the new plan.
- Get a full refund.
- Accept a similar alternative.
If we cancel within 60 days of departure, compensation isn’t usually offered unless it’s force majeure or payment issues. We’ll refund any travel insurance premiums paid through us if you can’t use your policy.
9. Force Majeure
We’re not responsible for anything outside our control, like natural disasters, wars, strikes, government rules, or pandemics. This includes travel disruptions due to Brexit or similar events.
10. Special Requests
Got special needs? Tell us when booking (diet, room preferences, etc.). We’ll try to help but can’t promise unless confirmed in writing.
11. Disabilities and Medical Conditions
If someone in your group has health issues or disabilities that might affect the trip, please tell us before booking so we can advise. A doctor’s note might be needed. We can cancel bookings if we can’t meet your needs safely.
12. Acknowledgment of Risk
Our tours include adventure and travel in unfamiliar places. We monitor safety and keep staff informed, but you acknowledge and accept the risks by booking.
13. Excursions
Any extra activities you book during the trip aren’t part of our contract — they’re with third-party providers, and we can’t be responsible for those experiences.
14. Travel Documents
You’re responsible for having the right passport, visa, health, and immigration documents. We can offer general info but check official sources for requirements.
15. Supplier Terms
Services from third-party suppliers have their own terms — these are part of your contract with them. Ask us if you want details.
16. Flights and Transport
If you miss or have issues with flights or transport, contact the airline or provider directly. We aren’t liable but will help where possible.
17. Complaints
If something’s wrong on the trip, tell your group leader immediately so they can help. For unresolved issues, contact our head office at info@rootwavetravels.com. We aren’t responsible for third-party services but will do our best to assist.
18. Use of Images
We may use photos or videos from the tour for marketing unless you ask us not to before the trip.
19. Your Behaviour
Please be cool and respectful to everyone. If your behavior causes serious issues or danger, we can end your booking immediately — no refund and you may be responsible for any damage.