Last Updated: 8 October 2026
At South India Personal Tours, we understand that travel plans may sometimes change due to personal circumstances, unexpected commitments, health concerns, flight disruptions or other unforeseen events. Our aim is to provide clear and transparent information about tour cancellations, booking amendments, refunds and rescheduling so that travellers can make informed decisions before confirming their holidays.
South India Personal Tours is a sister concern of Top Indian Holidays Pvt. Ltd., specializing in private South India tour packages, customized holidays, luxury travel experiences, cultural journeys, heritage tours, Kerala backwater holidays, wildlife experiences and personalized travel arrangements throughout India.
As many of our tours are individually designed and involve advance reservations with hotels, transportation providers, guides and other travel suppliers, cancellation charges may apply once a booking has been confirmed.
This Refund and Cancellation Policy explains the general conditions applicable to bookings made through www.southindiapersonaltours.com.
Customers are encouraged to read this policy carefully before making any payment or confirming their travel arrangements.
1. General Booking and Cancellation Conditions
All tour bookings arranged through South India Personal Tours are subject to the itinerary, quotation, payment schedule and booking conditions communicated to the customer.
A booking is considered confirmed once the required advance payment has been received, the necessary services have been accepted for reservation and written confirmation has been issued by our team.
If a customer wishes to cancel a confirmed booking, the request must be submitted in writing through our official email address.
Cancellation charges depend on several factors, including the date of cancellation, the scheduled departure date, the services already reserved and the applicable conditions of third-party travel suppliers.
Certain services may carry stricter cancellation requirements, particularly during peak tourist seasons, festivals, public holidays and special events.
The cancellation conditions provided in a confirmed booking agreement will apply alongside this policy, subject to applicable consumer protection laws.
2. How to Request a Tour Cancellation
Customers who wish to cancel a confirmed private tour or holiday package should contact our reservations team as soon as possible.
All cancellation requests must be submitted by email to:
info@southindiapersonaltours.com
The cancellation request should include the customer's full name, booking reference if available, scheduled travel dates, destination or tour name, and a clear statement requesting cancellation.
For security and record-keeping purposes, we may request additional information to verify the booking and the identity or authority of the person requesting cancellation.
The effective cancellation date will normally be the date on which our team receives the written cancellation request.
Customers should retain the cancellation acknowledgement and any related correspondence for their records.
3. Standard Tour Cancellation Charges
For standard private tour packages, the following cancellation schedule is proposed as the general policy, unless different conditions are expressly communicated and accepted at the time of booking.
|
Cancellation Period Before Tour Departure |
Proposed Cancellation Charges |
|
45 days or more before departure |
10% of total tour cost |
|
30–44 days before departure |
25% of total tour cost |
|
15–29 days before departure |
50% of total tour cost |
|
7–14 days before departure |
75% of total tour cost |
|
Less than 7 days before departure |
100% of total tour cost |
|
No-show or cancellation after tour commencement |
Up to 100% of applicable tour cost |
These percentages are a proposed standard schedule and must be approved by South India Personal Tours before publication or use in customer bookings.
Cancellation charges are calculated on the total confirmed tour cost unless the booking agreement specifies a different basis.
Where supplier-specific cancellation conditions apply, these will be communicated during the booking process.
Any charges and deductions will remain subject to the agreed booking terms and applicable law. Customers will not be charged duplicate cancellation penalties for the same loss.
4. Cancellation of Customized and Tailor-Made Tours
South India Personal Tours specializes in customized private holidays designed around individual travel interests and preferences.
These tours may include specially selected accommodation, private vehicles, professional drivers, local guides, domestic transportation, wildlife activities, houseboat experiences and other services arranged exclusively for the customer.
Because these services may be reserved in advance, customized tours can involve supplier-specific cancellation charges.
If a customer cancels a tailor-made itinerary after confirmation, any refund will depend on the applicable cancellation schedule, the status of confirmed reservations and any non-refundable costs disclosed in the booking agreement.
Where a service has not yet been booked or a supplier provides a refundable amount, the relevant adjustment will be considered when calculating the customer's refund.
5. Hotel and Accommodation Cancellation
Hotel reservations are subject to the cancellation policies of the respective accommodation providers.
Cancellation conditions may vary depending on hotel category, location, room type, travel dates and seasonal demand.
Luxury resorts, heritage hotels, boutique properties, wildlife lodges and other specialized accommodation providers may require non-refundable deposits or advance payments.
Hotels may also impose stricter conditions during Christmas, New Year, regional festivals and peak tourist periods.
Where hotel-specific conditions differ from the general tour cancellation schedule, those conditions will be communicated to the customer before confirmation where applicable.
Any refund relating to accommodation will be calculated according to the confirmed booking conditions and applicable legal requirements.
6. Domestic Flights, Trains and Other Transport Tickets
Some customized tour packages may include domestic flights, railway journeys or other separately ticketed transportation services.
These services are subject to the cancellation, amendment and refund rules established by the relevant airline, railway operator or transportation provider.
Refund amounts may depend on ticket category, fare conditions, cancellation timing and the provider's applicable charges.
Certain promotional or restricted tickets may be non-refundable.
Where a transport provider authorizes a refund, the amount payable to the customer will be determined according to the applicable booking conditions, permissible deductions and relevant laws.
7. Wildlife Safaris, Permits and Special Activities
Tours involving national parks, wildlife safaris, protected areas or activities requiring government permits may be subject to special cancellation conditions.
Safari permits and limited-capacity activities are often reserved in advance and may be non-refundable or non-transferable under the rules of the relevant authority.
These arrangements may include wildlife safaris, restricted-entry heritage experiences, special guided activities and other services requiring advance authorization.
Where an activity has specific cancellation restrictions, our team will communicate the relevant conditions during the booking process.
Refund eligibility will depend on the rules of the issuing authority, the service provider's terms and applicable legal requirements.
8. Ayurveda, Wellness and Special Retreat Bookings
Ayurveda retreats, wellness programmes, yoga holidays and specialized resort experiences may require advance reservations and deposits.
Some wellness providers may establish minimum-stay requirements or restrict cancellation after a particular date.
Cancellation charges for these services will depend on the provider's conditions and the terms communicated in the confirmed itinerary.
Where possible, we will assist customers in exploring alternative dates or arrangements, subject to provider approval and availability.
9. Cancellation During Peak Travel Seasons
Travel arrangements during high-demand periods may carry stricter cancellation conditions than standard tours.
These periods may include Christmas and New Year holidays, Diwali, Onam, Pongal, major temple festivals, long public holidays and other important regional events.
During such periods, accommodation providers and travel suppliers may require full or partial prepayment and may impose non-refundable conditions.
Any special cancellation requirements will be communicated as part of the booking process.
Customers planning holidays during peak periods are advised to review their booking terms carefully before making payment.
10. Refund Eligibility and Calculation
Refunds are calculated according to the confirmed booking agreement, applicable cancellation charges, supplier conditions and relevant legal requirements.
The amount eligible for refund may depend on:
Where a refund is payable, we will provide an explanation of the applicable calculation and deductions.
If a supplier-specific non-refundable charge is additional to the standard cancellation schedule, that arrangement must be clearly disclosed in the applicable booking terms and must not result in an unjustified duplicate deduction.
11. Refund Processing Time
Once a cancellation request has been reviewed and the refundable amount has been determined, South India Personal Tours will communicate the refund details to the customer.
Proposed standard processing period: Eligible refunds will ordinarily be initiated within 14 business days after approval and confirmation of the amount due, unless a different timeframe applies under the booking agreement or applicable law.
This proposed timeframe must be confirmed against the company's actual refund process before publication.
Where refunds depend on third-party suppliers, we will provide updates about relevant delays and process any amount due within the timeframe required by applicable law.
The time taken for funds to appear in the customer's account may also depend on banks, payment gateways and international payment systems.
12. Refund Payment Method
Refunds will generally be issued through the original payment method wherever reasonably possible.
Depending on the original transaction, refunds may be processed through bank transfers, payment gateways or other approved channels.
For international payments, the amount received in the customer's local currency may differ due to exchange rate movements or charges imposed by financial institutions.
Any bank charges or transaction deductions must be consistent with the applicable booking agreement and legal requirements.
For security purposes, customers may be asked to verify payment details before a refund is processed.
13. Changes to Travel Dates and Tour Rescheduling
We understand that travellers may occasionally need to postpone their holiday rather than cancel it completely.
Customers wishing to change their departure date should contact our reservations team as early as possible.
Rescheduling requests will be considered based on hotel availability, transport arrangements, seasonal pricing and the conditions of the relevant suppliers.
If the revised travel dates involve higher accommodation or transportation costs, the customer may be required to pay the applicable difference after receiving and accepting a revised quotation.
If the new arrangements are less expensive, any adjustment will depend on the confirmed booking terms and the refundability of existing reservations.
Rescheduling is not guaranteed and may be restricted where services have already been booked on non-changeable terms.
14. Cancellation by South India Personal Tours
Although we make every reasonable effort to operate tours according to confirmed arrangements, exceptional circumstances may occasionally require us to cancel a tour.
If South India Personal Tours cancels a booking for reasons within its control, customers will be offered an appropriate remedy, which may include a full refund of the affected services or an alternative arrangement accepted by the customer, subject to applicable law.
If cancellation becomes necessary because of events beyond reasonable control, the available options will depend on the booking agreement, supplier arrangements and legal requirements.
Where appropriate, we may offer alternative travel dates, a revised itinerary or a refund.
Customers will be informed of the available options as soon as reasonably practicable.
15. Force Majeure and Unforeseen Circumstances
Force majeure refers to extraordinary circumstances beyond the reasonable control of the affected parties that prevent or significantly disrupt the performance of travel arrangements.
Examples may include natural disasters, floods, earthquakes, severe weather, pandemics, war, civil unrest, government restrictions, major transportation disruptions and other comparable events.
When such circumstances affect a confirmed tour, South India Personal Tours will make reasonable efforts to assist customers and communicate available alternatives.
Depending on the circumstances, options may include postponement, itinerary modification, supplier credits or refunds.
Any refund or cancellation charges will be determined according to the applicable booking agreement, amounts recoverable from suppliers where relevant, and mandatory legal requirements.
Force majeure does not automatically eliminate a customer's statutory rights or any refund obligation imposed by applicable law.
16. Cancellation Due to Visa Rejection or Travel Documentation Issues
International travellers are responsible for obtaining valid passports, visas and other documents required to enter and travel within India.
If a traveller cancels a confirmed tour because of visa rejection, passport problems, missing documents or failure to meet immigration requirements, the applicable cancellation conditions will generally apply.
Customers should apply for required travel documents well in advance and verify the latest entry requirements through official government sources.
Where possible, we may assist in exploring rescheduling options, subject to availability and supplier conditions.
We recommend travel insurance that may provide coverage for certain unforeseen cancellation circumstances, subject to the insurer's terms.
17. Cancellation Due to Personal or Medical Reasons
Customers may need to cancel travel because of illness, injury, family emergencies or other personal circumstances.
Such cancellations will generally be handled according to the confirmed booking conditions.
We understand that these situations can be difficult and will make reasonable efforts to explore alternatives, including rescheduling or requesting concessions from suppliers where appropriate.
However, any waiver or reduction of cancellation charges will depend on the circumstances, supplier agreements and applicable legal requirements.
Travellers are strongly encouraged to purchase suitable travel insurance that includes trip cancellation and medical emergency coverage.
18. No-Show and Early Departure
A no-show occurs when a traveller fails to arrive for a confirmed tour or booked service without providing the required notice.
No-show bookings may be subject to charges of up to 100% of the applicable booking cost, depending on the agreed terms and supplier conditions.
If a traveller voluntarily leaves a tour before its scheduled completion, refunds for unused services are not guaranteed.
Any refund entitlement will depend on whether the unused services are refundable, the circumstances of departure, the booking agreement and applicable law.
Where appropriate, our team may assist with alternative arrangements, which may involve additional charges approved by the customer.
19. Unused Services During the Tour
A confirmed itinerary may include accommodation, sightseeing, transfers, guided activities and other prearranged services.
If a customer voluntarily chooses not to use a service after the tour has commenced, a refund may not be available where the relevant service has already been paid for or cannot be cancelled without penalty.
However, if a service is not provided because of a failure attributable to South India Personal Tours or a relevant supplier, the customer's entitlement to an appropriate remedy will be assessed according to the circumstances and applicable law.
We encourage customers to communicate any concerns promptly so that suitable alternatives can be explored.
20. Partial Cancellation and Group Size Changes
Private tour prices may be calculated according to the number of travellers sharing accommodation, transportation and other services.
If one or more participants cancel while the remaining travellers continue with the tour, the per-person cost may change.
For example, reducing the number of travellers may increase the cost per person for a private vehicle or accommodation arrangement.
Where a group size change affects the confirmed price, our team will provide a revised quotation and explain any applicable cancellation charges before implementing the change.
Any refund for cancelling participants will depend on the relevant booking conditions and supplier arrangements.
21. Travel Insurance and Cancellation Protection
South India Personal Tours strongly recommends that customers obtain comprehensive travel insurance before confirming non-refundable travel arrangements.
Depending on the selected policy, travel insurance may provide protection for certain circumstances such as medical emergencies, accidental injuries, trip cancellation, travel interruption, baggage loss and other covered events.
Insurance coverage, exclusions and claim requirements vary between providers.
Customers are responsible for reviewing their insurance policy and ensuring that it meets their individual travel requirements.
Unless expressly included in the confirmed tour package, travel insurance is not provided as part of the booking.
22. Disputes and Refund-Related Complaints
If you have concerns about cancellation charges, refund calculations, processing delays or other booking-related matters, please contact our customer support team.
We encourage customers to provide their booking reference, payment confirmation and relevant correspondence so that the matter can be reviewed efficiently.
Our team will make reasonable efforts to investigate the issue, explain the applicable conditions and explore a suitable resolution.
If a disagreement cannot be resolved directly, the parties may pursue remedies available under applicable law.
Nothing in this policy limits consumer rights or legal remedies that cannot lawfully be excluded.
23. Relationship with Our Terms and Conditions
This Refund and Cancellation Policy should be read together with the general Terms and Conditions of South India Personal Tours.
The confirmed itinerary, quotation, payment schedule and any booking-specific cancellation conditions form part of the applicable booking agreement.
Where a specific booking includes special cancellation requirements, those requirements will apply to the extent they were properly disclosed and agreed and are consistent with applicable law.
In the event of a conflict between this general policy and mandatory legal requirements, applicable law will prevail.
Terms and Conditions:https://www.southindiapersonaltours.com/terms-and-conditions
24. Changes to This Refund and Cancellation Policy
South India Personal Tours may update this policy periodically to reflect changes in travel services, supplier conditions, operational procedures or legal requirements.
Updated versions will be published on our website with a revised date.
For confirmed bookings, the cancellation and refund conditions accepted at the time of booking will generally continue to apply unless a change is lawfully agreed or required by applicable law.
Customers are encouraged to review the applicable policy before confirming new travel arrangements.
25. Contact Us for Cancellations and Refunds
For tour cancellations, booking amendments, refund requests, payment-related enquiries or questions regarding this policy, please contact our reservations team.
South India Personal Tours
A Sister Concern of Top Indian Holidays Pvt. Ltd.
Office Address:
C007, Sunnyside Apartments,
Hadosiddapura, Carmelaram Post, Off Sarjapur Road,
In Front of Concord Amber Apartments,
Bangalore – 560035, Karnataka, India.
Phone:
+91-141-2812859
+91-8955000999
Email:
info@southindiapersonaltours.com
Website:
https://www.southindiapersonaltours.com/
Customers requesting cancellation or refund assistance should preferably contact us by email so that a written record of the request can be maintained.
26. Our Commitment to Fair and Transparent Travel Arrangements
At South India Personal Tours, we believe that transparent booking conditions are essential to building lasting relationships with travellers.
Whether you are planning a Kerala holiday, a private Tamil Nadu temple tour, a Karnataka heritage journey, a luxury South India vacation or a customized multi-destination tour across India, we aim to explain the relevant booking, cancellation and refund conditions clearly before your travel arrangements are confirmed.
As a sister concern of Top Indian Holidays Pvt. Ltd., we remain committed to responsible customer communication, fair handling of booking changes and reasonable assistance when unexpected circumstances affect travel plans.
We encourage customers to review their confirmed itinerary, payment schedule and cancellation conditions carefully and to contact our team whenever clarification is required.
Thank you for choosing South India Personal Tours. We appreciate your trust and look forward to helping you plan a memorable journey through India.