Booking Conditions

These Booking Conditions, along with our Privacy Policy and Website Terms of Use (if applicable), form the basis of your contract with AuthenticSumatra Ltd, a company registered in Indonesia. “You” and “your” refer to the primary person named on the booking and all others included in the booking or added later.

By making a booking, the primary person agrees on behalf of all listed passengers that:

1. They have read these Booking Conditions and agree to be bound by them.
   b. They consent to the use of personal data as outlined in our Privacy Policy and have the authority to disclose such information, including sensitive data like health conditions or dietary requirements.
   c. They are over 18 and confirm that all party members meet any age restrictions for the services booked.
   d. They are financially responsible for all payments related to the booking.
   e. They consent to the use of images or videos taken during the tour for marketing purposes.

1. Booking and Payment

A booking is made when you pay a non-refundable deposit of USD 200 (or full payment if within 60 days of departure) and we send you a booking confirmation. We may, at our discretion, return your deposit and decline to confirm the booking. The contract between you and us is formed when we send you the booking confirmation. If any details are incorrect, you must notify us within 10 days.

2. Accuracy

While we strive for accuracy in the information on our website, errors can occur. You are responsible for verifying the current price and details of any arrangements before booking.

3. Travel Insurance

Travel insurance is mandatory. You must ensure your insurance covers personal requirements, including pre-existing conditions, medical expenses, cancellation, and repatriation. Our representatives will verify your coverage on the first day of your trip. If you engage in adventure activities, ensure these are covered by your policy. We are not liable for losses that would have been covered by insurance.

4. Pricing

Once the deposit is paid, the price of your tour will not increase, though discounts may be applied to certain bookings (e.g., early bird offers).

5. Cutting Your Trip Short

If you cut your trip short, we cannot refund any unused services. Your travel insurance may cover some costs, so you should contact your provider directly for claims.

6. Changes to Your Booking

If you need to change your booking, notify us in writing as soon as possible. We will try to accommodate changes, but cannot guarantee availability. A $50 per person administration fee applies, plus any additional costs.

• Transfers: You may transfer your booking to someone else if:
  • They meet all conditions of the trip.
  • You notify us at least 60 days before departure.
  • All balances and fees are paid.
• Date Changes:
  • Free for changes made more than 60 days before departure.
  • A $50 fee applies for changes made between 30-60 days before departure.
  • Changes within 30 days of departure may incur higher fees, potentially up to the full cost of the tour.

7. Cancellations

You can cancel anytime by contacting us via email or social media. Cancellation fees apply depending on the timing:

• 60+ days before departure: Deposit retained, balance refunded.
• 30-59 days before departure: Deposit retained, 50% of balance refunded.

For bookings involving third-party services (e.g., transfers or extra accommodations), these will be included in the refund criteria.

8. Changes or Cancellations by Us

While we try to avoid changes, we reserve the right to alter or cancel your booking at any time:

• Minor changes: We will notify you as soon as possible. These may include flight changes, minor accommodation adjustments, or changes in carriers.
• Significant changes: Includes major changes like accommodation upgrades, longer stays, or changes in destinations.
  • If we make a significant change or cancellation, you may:
    • Accept the new arrangements.
    • Receive a full refund.
    • Accept alternative, comparable arrangements.
  • If we cancel within 60 days, we will not offer compensation unless due to force majeure or non-payment.
  • Compensation may be offered if you cancel after a significant change.
  • We will refund your travel insurance premiums if you paid through us and cannot use your policy.

9. Force Majeure

We are not liable for any failure to deliver services due to circumstances beyond our control, such as war, natural disasters, disease outbreaks, government actions, or labor disputes. This also includes situations arising from Brexit-related issues, which may affect certain travel arrangements.

10. Special Requests

Please inform us of any special requests (e.g., dietary needs, room preferences) at the time of booking. While we will try to accommodate them, we cannot guarantee their fulfillment unless confirmed in writing.

11. Disabilities and Medical Problems

If anyone in your party has a medical condition or disability that may affect their trip, please inform us before booking so we can advise on the suitability of the tour. A doctor’s certificate may be required. We reserve the right to cancel the booking if we cannot accommodate the needs of the traveler.

12. Acknowledgment of Risk

Our tours involve adventure and may present certain risks, including unfamiliar political and cultural environments. We monitor conditions and ensure our staff are informed of safety concerns, but by booking, you acknowledge and accept these risks.

13. Excursions

Excursions booked during the trip are not part of our contract. These will be with the third-party provider, and we are not responsible for the services or experiences provided during such excursions.

14. Travel Documents

You are responsible for ensuring you have the correct passport, visa, health, and immigration documentation. We can provide general information, but you must verify the specific requirements with relevant authorities.

15. Supplier Terms and Conditions

Services provided by third-party suppliers are subject to their own terms and conditions, which form part of your contract. We can provide details on request.

16. Flights

If you miss your flight or other transport, or if it is delayed, contact the airline or transport provider directly. We are not liable for flight-related issues, though you may be entitled to compensation from the provider.

17. Complaints

If you have any issues during your trip, please inform your group leader immediately so they can assist you. For unresolved issues, contact our head office at Info@authenticsumatra.com. We are not responsible for third-party complaints but will help resolve issues to the best of our ability.

18. Use of Images

Photography & Media: Still Travel reserves the right to use images or videos taken during the tour for promotional purposes unless you request otherwise in writing prior to the tour.

19. Your Behaviour

All guests must behave responsibly and avoid actions that disrupt the trip for others. If your behavior causes distress, danger, or delays, we may terminate your booking immediately. No refund will be given, and you may be liable for any damages caused.