Cancellations & Refunds Policy
Last Updated: October 31, 2025
This policy is part of your agreement with Inca Frontiers (“Inca Frontiers,” “we,” “us,” “our”). By booking any tour, trip, activity, or service (“Service”) with us, you agree to the following cancellation and refund terms.
1. Cancellation by the Customer
If you need to cancel your booking, you must notify us in writing by email. The effective cancellation date is when we receive your written notice.
- All deposits and prepayments are generally non-refundable (see Section 2).
- We strongly recommend travel insurance that covers trip cancellation, interruption, and medical emergencies.
- If cancellation is due to illness, injury, bereavement, or another emergency, we can issue a supporting letter for your insurance claim, but we will not issue a direct refund.
2. Refunds & Non-Refundable Services
2.1 Deposits and Tour Payments
Deposits are non-refundable once paid. Full payments for Services that require prepayment (for example, day trips, private departures, or Plus packages) are also non-refundable unless the Service is cancelled by Inca Frontiers for reasons within our control (see Section 4).
At our discretion, we may instead offer a future travel credit valid for up to 12 months from your original departure date.
2.2 Third-Party Tickets and Reservations
Arrangements such as hotels, flights, trains, buses, entrance tickets, permits, or special events follow the cancellation policies of each external supplier.
Once confirmed, these components are fully non-refundable and non-transferable unless the supplier’s own policy allows otherwise. Inca Frontiers acts solely as an intermediary and cannot override external supplier rules.
3. No-Shows and Early Departures
If you fail to appear at the designated meeting point on time (“no-show”) or if you voluntarily leave or abandon a Service after it has begun, no refund or credit will be issued.
If abandonment is clearly caused by our direct fault (for example, guide misconduct, confirmed overbooking, or unsafe conditions under our control), we may, at our discretion, offer a partial refund or credit.
4. Cancellations by Inca Frontiers
We may cancel a Service before departure if we reasonably determine that it cannot operate safely, legally, or responsibly. Possible reasons include (but are not limited to):
- Minimum group size not met
- Unsafe weather or environmental conditions
- Government restrictions, strikes, or road closures
- Political unrest or public health emergencies
- Any other event making operation impossible or unsafe
If cancellation occurs within our control, you may choose to:
- Transfer your payment to a new date or equivalent Service, or
- Receive a refund minus unrecoverable costs, which may include supplier deposits, permits, tickets, or payment processor fees.
If cancellation results from force majeure (see Section 5), no cash refund will be offered, but we will endeavor to reschedule or issue a credit for future use.
Inca Frontiers is not liable for incidental expenses you may have incurred (such as flights, visas, vaccinations, insurance, or extra hotel nights).
5. Force Majeure / Events Beyond Our Control
“Force majeure” refers to circumstances beyond our reasonable control, including but not limited to:
- Natural disasters (floods, earthquakes, landslides, etc.)
- Civil unrest, strikes, or blockades
- Government actions or border closures
- Acts of terrorism or political instability
- Epidemics, pandemics, or public health emergencies
- Severe weather or transport disruptions
When such events occur:
- We may modify, postpone, or cancel affected Services.
- Cash refunds are not obligatory, as these events are outside our control.
- Whenever feasible, we will offer alternative dates or future travel credit.
6. Partial Cancellations or Modifications During Travel
If part of a Service (e.g., an excursion or activity) is cancelled after departure due to weather, safety, or operational issues beyond our control, we will strive to provide a comparable substitute.
Such changes do not entitle you to a refund unless the cancelled portion represents a major part of the trip and no replacement is possible.
7. Refund Method and Processing Time
If a refund is approved:
- Refunds are processed to the original payment method whenever possible.
- Refunds are issued net of unrecoverable costs (supplier deposits, tickets, permits, or processor fees).
- Please allow up to 15 business days for the refund to appear, depending on your bank, card issuer, or PayPal.
- You will receive written confirmation once the refund is processed.
8. Limitation of Refund Liability
Refunds or credits issued under this policy represent the full extent of our liability. Inca Frontiers is not responsible for:
- Loss of enjoyment or indirect damages
- Additional expenses incurred due to cancellations or delays (flights, visas, insurance, hotels)
- Currency fluctuations between payment and refund dates
9. Contact Information
For all cancellation or refund requests, please contact us in writing at:
? [email protected]
Include your full name, booking reference, and details of the Service to help us process your request promptly.
