Booking Conditions
Last Updated: October 31, 2025
We strive to keep our terms clear and fair. Please read these Booking Conditions carefully before making a reservation with Inca Frontiers (“Inca Frontiers,” “we,” “us,” “our”). By booking a tour, trip, activity, or service (“Service”) with us, you (“you,” “traveler,” “client,” “customer,” or “passenger”) agree to the following conditions.
1. Formation of Contract
Your contract is with Inca Frontiers. A binding contract is formed once we issue a written confirmation (usually by email) after receiving the required payment (deposit or full payment, depending on the Service).
By making a booking, you confirm that:
- You are at least 18 years old.
- You are authorized to act on behalf of all persons named in the booking.
- You accept these Booking Conditions on behalf of everyone listed.
These Booking Conditions, along with our Cancellations & Refunds Policy and Privacy Policy, form the complete agreement between you and Inca Frontiers.
2. Pricing and Payment Structure
Prices shown on our website or quote are listed per person and usually depend on the number of travelers in your group—the larger the group, the lower the individual rate.
Option A – Private / Immediate Confirmation
Book a private departure for your group and pay the per-person rate corresponding to your group size. Your departure is guaranteed upon receipt of the required deposit (and the remaining balance by the due date).
Option B – Join / Form a Group
You may request to join or help form a group to reduce costs. Dates and pricing depend on group size, and departure is confirmed once the minimum number of travelers is met.
Pricing Corrections
We do our best to ensure accuracy. However, in the event of an obvious pricing or technical error, we reserve the right to correct it before confirming your booking. If you do not accept the corrected rate, you may cancel and receive a full refund of any amount paid for that affected Service.
3. Deposits for Multi-Day Trips and Certain Services
Some Services require a deposit to secure your place. The deposit amount and due date are stated in your quote, invoice, or booking page.
By paying the deposit:
- You confirm your intention to join the Service.
- You acknowledge deposits are non-refundable.
- We agree to hold your reservation, subject to full payment by the balance due date.
If you are joining a shared group, the deposit alone does not guarantee departure until the group minimum is reached. Private groups are confirmed upon deposit unless affected by events beyond our control (see Section 8).
4. Balance / Final Payment
Unless otherwise noted:
- The balance for multi-day trips is due at least 10 days before departure.
- Certain Services (day trips, premium “Plus” packages, or custom arrangements) require full payment at booking.
Payment methods:
- Cash in USD or PEN at our designated offices in Peru or Bolivia.
- Online via PayPal or major credit/debit card. A processing fee (typically 3.9 %) may apply to separate transactions.
If payment is not received by the deadline, we may treat the booking as cancelled by you (see Section 9).
Payment-processor fees are external and generally non-refundable.
5. Departure Dates, Flexibility, and Minimum Group Size
- Fixed departures: operate on published dates and prices; these cannot usually be changed.
- Flexible departures: dates can be requested and adjusted depending on availability and logistics.
- Group trips: require a minimum number of travelers to confirm. If not met, we may offer:
- a new date,
- an adjusted per-person rate, or
- a refund/credit under our Cancellations & Refunds Policy.
Private departures can normally operate with one traveler at the applicable private rate.
6. Shared Trips, Private Trips, and Solo Travelers
Unless confirmed as private, Services are shared with other guests and local providers. You may share transport, guides, lodging, or meals with others.
We maintain a respectful, inclusive environment for all participants.
Solo travelers are welcome and may:
- Book a private departure at the solo/private rate, or
- Request to join or form a group to lower costs (subject to availability).
If you prefer not to share, please request a private Service when booking.
7. Full Payment at Booking (Day Trips & Short Services)
For certain Services—especially day trips and “Plus” packages—full payment is required at the time of booking.
Once payment is received:
- Your booking is confirmed.
- Payment is non-refundable unless Inca Frontiers cancels for reasons within our control.
If we cancel, you will be offered an alternative date or a refund/credit in line with our Cancellations & Refunds Policy.
8. Cancellation by Inca Frontiers
We may cancel a Service before departure if operation becomes unsafe, illegal, or impractical. Causes may include:
- Natural disasters, strikes, or unrest
- Government restrictions or transport shutdowns
- Low enrollment on shared trips
- Health or safety concerns
If we cancel for reasons within our control, you may choose between:
- Transferring payment to another date or Service, or
- Receiving a refund minus unrecoverable costs (supplier deposits, permits, or payment fees).
If cancellation results from force majeure, refunds are not guaranteed, but we will attempt to reschedule or issue credit.
We are not responsible for incidental costs such as flights, visas, insurance, or accommodation.
9. Cancellation by You
If you cancel part or all of a booking:
- Payments made are generally non-refundable.
- Credits or partial refunds may apply only as described in our Cancellations & Refunds Policy.
No refund is provided if you voluntarily leave a trip after it starts or fail to appear at the meeting point.
10. Amendments and Transfers
To change dates, switch itineraries, or transfer a booking, notify us at least 15 days before departure.
We will accommodate requests when possible, subject to availability, supplier costs, and any price differences.
Transfers to another person are permitted only if the new traveler meets all requirements.
11. No-Show
Failure to appear at the agreed meeting point, date, and time is treated as a cancellation by you.
No refund will be issued.
12. Travel Insurance and Medical Fitness
Comprehensive travel insurance is mandatory for all multi-day trips. It must cover at least:
- Medical expenses and evacuation
- Personal accident and death
Proof of insurance may be required before departure. Without it, participation may be denied without refund.
By booking, you confirm you are physically and mentally fit for the Service and have disclosed any relevant medical conditions.
We may, acting reasonably, refuse participation if we believe it poses a safety risk to you or others.
No refunds apply in such cases.
13. Complaints and Service Issues
If any issue arises during your Service, notify your guide or our local office immediately so we can resolve it promptly.
Formal complaints must be submitted in writing to [email protected] within 30 days of trip completion.
14. Flexibility and Itinerary Changes
Travel in Peru and Bolivia often requires flexibility. Routes, schedules, hotels, and transport may change with little notice due to weather, strikes, or safety considerations.
We will make reasonable efforts to provide a comparable alternative. Such changes do not entitle you to compensation if the core Service is still delivered.
15. Inclusions
Your confirmation or itinerary specifies included services, typically:
- Professional guide or trip leader
- Accommodation as listed
- Transport as listed
- Specified meals and activities
Anything not explicitly listed as included should be considered excluded.
16. Exclusions
Unless otherwise noted, the following are your responsibility:
- International/domestic flights and airport transfers
- Airport taxes and excess baggage fees
- Meals and beverages not listed as included
- Alcoholic drinks (unless stated)
- Personal expenses (tips, laundry, souvenirs, etc.)
- Optional activities and extras
- Travel insurance, visas, and vaccinations
17. Payments and Card Processing
Payments are processed through PayPal or other approved third-party gateways.
We do not store or have access to your card data; all details are handled securely by the payment processor.
Processing and currency-conversion fees are beyond our control and may be non-refundable.
18. Personal Information and Privacy
To confirm your Service we may request:
- Full legal name, nationality, and passport details
- Date of birth and contact information
- Medical or dietary notes relevant to your safety
- Emergency contact details
If required information is missing, your booking cannot be confirmed.
All data is handled in accordance with our Privacy Policy.
19. Liability & Third-Party Services
Many Services involve local partners such as transport operators, hotels, or activity providers. We act with care in selecting them but cannot control their operations.
To the fullest extent permitted by law:
- We are not liable for acts or omissions of third parties or for circumstances beyond our control.
- Our total liability shall not exceed the amount you paid for the affected Service.
- We are not liable for indirect or consequential losses, including lost enjoyment or non-refundable travel arrangements.
You are responsible for safeguarding your belongings at all times.
Nothing in these Conditions limits liability where such limitation is prohibited by law.
20. Governing Law and Jurisdiction
These Booking Conditions, along with our Cancellations & Refunds Policy and Privacy Policy, are governed by the laws of Peru.
Any dispute will be submitted exclusively to the competent courts in Peru, in the jurisdiction where Inca Frontiers is legally established.
