Cancellation & Refund Policy — Wayward Outdoors
Last updated: [DATE]
This policy applies to all bookings made for Wayward Outdoors programs, including Shamnya and any future programs, unless a specific program states otherwise at the time of booking.
1. Booking and Deposit
A seat on any Wayward Outdoors batch is confirmed only once the required deposit (or full payment, if specified) is received. Because our batches are small (typically 9-10 guests) and host families, guides, and camping arrangements are booked specifically around confirmed numbers, our cancellation terms are structured around the real, non-recoverable costs committed on your behalf once you book.
2. Cancellation by the Guest
Notice before departureRefund30+ days before departureFull refund of amount paid, minus a [X]% processing/administrative fee15-29 days before departure50% refund of amount paid7-14 days before departure25% refund of amount paidLess than 7 days before departure, or no-showNo refund
Refunds, where applicable, are processed within [7-14] business days to the original mode of payment.
Rescheduling instead of cancelling: if you're unable to make your booked dates, we will always try first to move you to a future batch (subject to availability) rather than processing a cancellation — this is often possible with more flexibility than a straight refund, and we'd rather have you on the trip than not at all.
3. Cancellation or Rescheduling by Wayward Outdoors
Weather and road conditions: Given our location in the Saryu Valley and the trekking/camping components of our programs, dates may need to shift by a short period (typically 1-2 days) due to road closures, landslides, or unsafe weather conditions. Where possible, we will notify you as early as we can and offer alternate dates. This is a safety decision, not a convenience one, and is not treated as a guest-initiated cancellation.
Minimum group size: If a batch does not reach the minimum group size required to run safely and sustainably, we may offer you a choice between a full refund or a transfer to the next available batch.
Force majeure: In the event a batch cannot run due to circumstances beyond our reasonable control — natural disasters, government restrictions, civil unrest, pandemics, or similar events — we will offer a transfer to a future batch where possible, or a refund minus costs already committed to local vendors and host families on your behalf that cannot be recovered.
4. What's Non-Refundable
Regardless of notice period, the following are generally non-refundable once incurred: third-party permit fees, non-refundable transport bookings made specifically for your batch, and any advance payments already made to host families or vendors that cannot be recovered on short notice. We will always disclose these clearly rather than deduct them silently.
5. Medical or Personal Emergencies
We understand emergencies happen. While our standard cancellation tiers above still apply, we will review genuine medical or family emergencies on a case-by-case basis and may offer more flexibility than the standard policy where we reasonably can. Supporting documentation may be requested.
6. Travel Insurance
We strongly recommend all guests purchase independent travel insurance covering trip cancellation, medical emergencies, and evacuation, particularly given the trekking and high-altitude camping components of our programs. Wayward Outdoors' cancellation policy is separate from, and does not replace, any travel insurance you may hold.
7. How to Cancel or Request a Change
To cancel, reschedule, or ask about your booking, contact us directly at [CONTACT EMAIL] or [CONTACT PHONE/WHATSAPP], quoting your booking reference. Verbal cancellations are not accepted — we require a written request (email or WhatsApp message) for our records.
8. Changes to This Policy
This policy may be updated from time to time. The version in effect at the time you made your booking will apply to that booking, unless we are legally required to apply an updated version.
9. Contact
Wayward Outdoors [REGISTERED ADDRESS] Email: [CONTACT EMAIL] Phone/WhatsApp: [CONTACT PHONE]
