Terms and Conditions

1. Reservations and Confirmation

A quote, proposal, or inquiry does not constitute a confirmed reservation.

A reservation is considered confirmed once:

• The traveler has provided the information required to arrange the service.
• The required deposit has been received.
• Availability of the requested services has been confirmed.
• Responsible Trekking and Travel has sent a reservation confirmation.

Some services are subject to limited availability and to conditions established by government authorities or third-party providers. These may include, but are not limited to, the Inca Trail, Machu Picchu entrance tickets, train tickets, accommodations, and certain transportation services.

Payment of a deposit allows us to begin the reservation process, but final confirmation will depend on the availability of the required services.

2. Initial Deposit

The required deposit varies depending on the service booked.

To confirm your reservation, Responsible Trekking and Travel requires an initial deposit. The amount depends on the type of service and the costs we need to secure in advance.

The deposit is part of the total trip cost and allows us to secure services in advance, such as permits, entrance tickets, train tickets, accommodations, transportation, and specialized staff.

Deposits used to purchase services subject to special issuance, cancellation, or refund conditions may be non-refundable and/or non-transferable, in accordance with the conditions applicable to each service.

The exact deposit required for your reservation will be confirmed in your quote before payment is made.

3. Payments

The payment terms for the remaining balance will be stated in the quote or reservation confirmation.

Depending on the type of service, the remaining balance may be due before departure, upon the traveler's arrival in Cusco, or by a specific date communicated in advance.

Any fees, processing charges, or conditions applicable to each payment method will be communicated during the payment process.

Available payment methods and payment instructions are provided through our official reservation and payment channels.

4. Traveler Information and Documentation

The traveler is responsible for providing complete, accurate, and up-to-date information.

When necessary, we may request:

• Full name.
• Passport number.
• Nationality.
• Date of birth.
• Contact information.
• Flight details.
• Accommodation information.
• Dietary requirements.

The information provided must match the traveler's official documents.

The traveler is responsible for any issues resulting from incorrect, incomplete, or outdated information.

For services requiring permits or tickets issued in the traveler's name, any changes to the information provided will be subject to the conditions established by the relevant authority or service provider.

5. Passports, Visas, and Entry Requirements

The traveler is responsible for having a valid passport, any required visa, and all other documentation necessary to enter Peru and participate in the booked trip.

Responsible Trekking and Travel may request passport information to arrange entrance tickets, permits, and other services.

Immigration and entry requirements may vary depending on the traveler's nationality. We therefore recommend checking the applicable official requirements well in advance of your trip.

6. Inca Trail and Machu Picchu

Services that include the Inca Trail and/or Machu Picchu may be subject to special conditions due to regulations and availability established by the relevant authorities.

Permits and certain entrance tickets may be issued using the traveler's personal information and may be subject to restrictions regarding:

• Cancellations.
• Date changes.
• Name changes.
• Transfers.
• Refunds.

Once a service has been purchased, if the provider or relevant authority does not allow a refund, Responsible Trekking and Travel will not be able to recover that amount.

For this reason, we recommend carefully reviewing your travel dates and traveler information before confirming your reservation.

7. Cancellations by the Traveler

Initial deposits for tours that include Inca Trail permits and/or Machu Picchu entrance tickets are non-refundable. This policy applies without exception, including in cases involving medical certificates, changes of plans, or trip cancellations. This is because the Ministry of Culture of Peru establishes strict regulations regarding the issuance and cancellation of these permits and entrance tickets, and once purchased, travel agencies cannot request a refund.

For this reason, we recommend carefully reviewing your travel dates before confirming your reservation.

Cancellation conditions depend on the type of service booked and the commitments already made with our service providers.

When a cancellation is requested, we will consider:

• The date the cancellation is requested.
• The type of service.
• Services that have already been issued.
• Non-refundable amounts.
• The terms and conditions of the service providers involved.

Amounts already paid to third-party providers that cannot be recovered may be deducted from any applicable refund.

Cancellations Within 72 Hours

Cancellations made within 72 hours before the start of the service may be subject to a charge of up to 100% of the service price, depending on the services that have already been contracted.

Failure to appear for a scheduled service without prior notice (No Show) will be considered a cancellation within this period.

Services not used due to a No Show may not be eligible for a refund.

8. Rescheduling

Requests to change the travel date are subject to availability and the conditions of the service booked.

For day tours that do not include named or restricted services, such as Machu Picchu permits that cannot be transferred to another date, rescheduling requests may be made at least 48 hours in advance at no additional charge from Responsible Trekking and Travel, provided that the service providers involved allow the change.

Services that include Machu Picchu, the Inca Trail, train tickets, hotels, or other restricted services will be subject to the specific conditions applicable to those services.

Any fare difference or additional cost resulting from a rescheduling request will be the traveler's responsibility when applicable.

9. Travel Credit

Under certain exceptional circumstances, Responsible Trekking and Travel may offer travel credit instead of a refund.

This may be considered in situations such as:

• Documented medical emergencies.
• Official restrictions that prevent the trip from taking place.
• Extraordinary circumstances.
• Force majeure events.

The possibility of issuing travel credit will also depend on the amounts that can be recovered from the service providers involved.

If travel credit is approved, its terms and conditions will be provided to the traveler in writing.

10. Changes Requested by the Traveler

Any modification requested after a reservation has been confirmed must be submitted in writing.

Changes may include:

• Travel dates.
• Number of travelers.
• Hotels.
• Train tickets.
• Activities.
• Service categories.
• Itinerary.

Changes are subject to availability and may result in additional costs.

When the original services have already been issued or booked, the terms and conditions of the applicable service provider will apply.

11. Accommodation

Hotels included in our proposals are subject to availability.

If the originally selected accommodation is unavailable, Responsible Trekking and Travel may provide an alternative of similar category and characteristics, while making reasonable efforts to maintain a comparable location and level of service.

Special requests regarding bed type, room type, views, floor location, early check-in, or late check-out are subject to hotel availability.

12. Transportation and Train Services

Transportation and train schedules are subject to availability and may be changed for operational reasons.

When a traveler requests a specific schedule, we will make reasonable efforts to secure it, but it cannot be guaranteed until the service has been confirmed or the ticket has been issued.

Changes requested after tickets have been issued will be subject to the terms and fees of the applicable operator.

13. Health, Altitude, and Physical Condition

Some of our activities take place at high altitudes and may require an appropriate level of physical fitness.

Travelers should consider the characteristics and physical demands of each activity before making a reservation.

Travelers must also inform us in advance of any relevant information that may affect their participation, including:

• Allergies.
• Dietary restrictions.
• Injuries.
• Physical limitations.
• Special requirements.

Travelers must follow the safety recommendations and instructions provided by our guides and coordinators.

14. Travel Insurance

We recommend that all travelers have appropriate travel insurance that includes coverage for medical emergencies, evacuation, rescue, and adventure or trekking activities at high altitude.

Unless expressly stated in the quote, travel insurance is not included in our services.

Medical expenses, evacuations, rescues, medications, hospitalization, flight changes, or other personal expenses resulting from an emergency will be the traveler's responsibility, unless otherwise required by applicable law.

15. Safety and Itinerary Changes

The safety of our travelers and team takes priority over strict adherence to the original itinerary.

Responsible Trekking and Travel may modify, delay, reschedule, or cancel an activity when existing conditions may pose a risk.

This may include:

• Adverse weather conditions.
• Natural disasters.
• Strikes.
• Road blockades.
• Road closures.
• Trail closures.
• Archaeological site closures.
• Official restrictions.
• Safety concerns.

Whenever possible, we will offer a reasonable alternative that allows us to preserve the contracted experience as closely as possible.

16. Force Majeure

Force majeure refers to any extraordinary circumstance beyond the reasonable control of Responsible Trekking and Travel that affects the normal provision of services.

These circumstances may include:

• Natural disasters.
• Extreme weather conditions.
• Strikes or social unrest.
• Road blockades.
• Public health emergencies.
• Government restrictions.
• Border closures.
• Tourist site closures.
• Major transportation disruptions.
• Other unforeseeable or unavoidable circumstances.

In such situations, we will make reasonable efforts to find alternatives and minimize the impact on our travelers.

Any refunds, when applicable, will depend on the amounts that can be recovered from service providers and the specific conditions of each reservation.

17. Traveler Responsibilities

During the trip, travelers agree to:

• Follow the instructions provided by our guides and coordinators.
• Follow all safety rules and procedures.
• Respect cultural and natural heritage.
• Respect local communities.
• Maintain appropriate conduct throughout the activities.
• Take care of equipment and property provided.
• Follow established schedules.
• Immediately report any issue that arises during the service.

Responsible Trekking and Travel may suspend a traveler's participation when their behavior poses a risk to themselves, other people, our team, or cultural and natural heritage.

In such circumstances, unused services may not be eligible for a refund.

18. Minors

Minors must participate in activities according to the conditions and restrictions applicable to each service and, when required, must be accompanied by a responsible adult.

Certain trekking or adventure activities may be subject to age restrictions.

19. Luggage and Personal Belongings

Each traveler is responsible for their documents, money, electronic devices, cameras, luggage, and other personal belongings.

Responsible Trekking and Travel is not responsible for loss, theft, or damage resulting from the traveler's negligence or circumstances beyond our control.

For treks that include porter services, applicable weight limits and conditions will be communicated in advance.

20. Third-Party Services

Some components of our trips are provided by third parties, including hotels, railway companies, transportation providers, restaurants, boat operators, and other service providers.

These services may be subject to their own terms, schedules, restrictions, and procedures.

Responsible Trekking and Travel will coordinate these services as part of the contracted program and make reasonable efforts to ensure their proper delivery.

21. Issues and Complaints

If an issue arises during your trip, we recommend reporting it immediately to your guide, coordinator, or Responsible Trekking and Travel representative.

This allows us to assess the situation and seek a solution while the service is in progress.

Any subsequent complaint may be submitted in writing along with the information necessary for its review.

22. Personal Data Protection

Responsible Trekking and Travel will use the information provided by the traveler to manage and provide the contracted services, including coordinating reservations, entrance tickets, permits, accommodations, transportation, and trip-related communications.

Personal data will be processed in accordance with our Privacy Policy and applicable Peruvian law.

23. Company Liability

Responsible Trekking and Travel is committed to providing the contracted services diligently and in accordance with the confirmed arrangements.

However, certain services depend on third-party providers, government authorities, and circumstances beyond our reasonable control.

Therefore, we will not be responsible for losses, delays, changes, or additional expenses directly resulting from external circumstances, service providers, authorities, or force majeure events, without prejudice to any rights granted to consumers under applicable Peruvian law.

24. Governing Law

These Terms and Conditions are governed by the laws of the Republic of Peru.

In the event of an issue, the parties will first seek to resolve it through direct communication and in good faith.

When it is necessary to refer a matter to a competent authority, applicable Peruvian law will govern.

25. Acceptance

By making a payment or confirming a reservation with Responsible Trekking and Travel S.A.C., the traveler confirms that:

• They have read these Terms and Conditions.
• They understand the conditions applicable to their reservation.
• They have had the opportunity to ask questions before confirming.
• They accept the applicable reservation and cancellation conditions.
• They have provided accurate information.
• They agree to follow the safety rules and instructions during the trip.