1. About Beyond the Map
Beyond the Map is a curated travel experience company operating under Beyond the Map Travel Private Limited, incorporated in India. We design and facilitate bespoke journeys for discerning travellers — handling research, planning, curation, and coordination across hotels, experiences, transport, and specialist services.

By booking with us, requesting a proposal, or using our website, you agree to these Terms & Conditions in full.
Please read them carefully before proceeding.

2. How Bookings Work
2.1 Confirmation
A booking is confirmed only when we receive your signed booking form (or written confirmation via email) and the applicable deposit or full payment. We reserve the right to hold components provisionally but cannot guarantee availability until payment is received.

2.2 Accuracy of Information
You are responsible for providing accurate traveller details — including names exactly as they appear on passports, dates of birth, nationalities, and any dietary or health requirements. Beyond the Map is not liable for any issues arising from incorrect information provided at the time of booking.

2.3 Booking on Behalf of Others
If you are booking on behalf of other travellers in your group, you confirm that you have the authority to do so and that all travellers accept these Terms & Conditions.

3. Pricing & Payment
3.1 Pricing
All prices are quoted in Indian Rupees (INR) or the currency specified in your proposal. Prices are accurate at the time of quotation but are subject to change until a booking is confirmed and deposit received. Prices include only the services explicitly listed in your itinerary.

3.2 Payment Schedule
Payment terms will be set out in your booking confirmation. Typically:

• A deposit (percentage specified per booking) is due at the time of confirmation.

• The balance is due as specified — usually 30–60 days before travel, or as per supplier requirements.

• Some suppliers require full payment at the time of booking. This will be communicated to you upfront.

• Failure to meet payment deadlines may result in cancellation of your booking and application of cancellation fees.
   

3.3 Currency & Bank Charges
Where payments are made in foreign currency, the exchange rate applied will be as per the bank or payment provider at the time of transaction. Any bank charges, wire transfer fees, or conversion costs are your responsibility.

3.4 Taxes
Goods and Services Tax (GST) and any other applicable Indian taxes will be applied as required by law and will be clearly reflected in your invoice.

4. Cancellation & Changes
4.1 Supplier-Level Cancellation Policies
This is important: each hotel, experience, airline, transfer service, or other supplier in your itinerary operates under its own cancellation policy. These policies vary significantly — some are fully flexible, others are non-refundable from the moment of booking.
When we confirm a booking on your behalf, we will communicate the applicable cancellation terms for each component. You must review and acknowledge these terms, as they will govern any refund or penalty applicable to that specific booking.
Beyond the Map is bound by the terms set by each supplier and cannot offer refunds beyond what the supplier makes
available to us.

4.2 Beyond the Map Service Fee
Our service and planning fees are non-refundable in all circumstances, including trip cancellation. Service fees become non-refundable once supplier bookings have been placed on your behalf following your written confirmation of the proposal.

4.3 Cancellation by You
If you wish to cancel your trip, you must notify us in writing at the earliest opportunity. The following general framework applies — though specific supplier terms take precedence:

• Cancellations made 90+ days before departure: Full refund of recoverable costs, minus service fees and any non-refundable supplier charges.

• Cancellations made 60–89 days before departure: Partial refund depending on supplier policies.

• Cancellations made 30–59 days before departure: Significant cancellation charges likely; refund at supplier discretion.

• Cancellations made under 30 days before departure: Most components will be non-refundable. We will endeavour to recover what we can.

We will provide a clear breakdown of any recoverable amounts within 14 working days of receiving your cancellation notice.

4.4 Changes by You
Amendments to confirmed bookings (dates, travellers, destinations) are subject to availability and may incur amendment fees from suppliers as well as an administrative charge from Beyond the Map of ₹5,000 per amendment request, or as otherwise stated in your booking confirmation. Changes close to departure are treated similarly to cancellations for affected components.

4.5 Cancellation by Beyond the Map
We reserve the right to cancel a trip in cases of force majeure, insufficient bookings (for group departures), or circumstances beyond our reasonable control. In such cases, we will offer a full refund of all monies paid directly to us — or an alternative trip of equivalent value. We are not liable for any indirect costs such as flights, visas, or other independently booked arrangements.

5. Third-Party Suppliers & Liability
5.1 Role of Beyond the Map
Beyond the Map acts as an agent and travel designer — we curate and coordinate experiences on your behalf, but the actual delivery of services rests with third-party suppliers: hotels, airlines, ground operators, activity providers, drivers, guides, restaurants, and others.

5.2 Limitation of Liability
Beyond the Map is not liable for any loss, damage, injury, illness, delay, or disappointment arising from:

• Acts or omissions of third-party suppliers, including changes to or cancellations of services by those suppliers.

• Events outside our reasonable control, including weather, natural disasters, political instability, strikes, or government actions.

• Your own actions or those of other travellers in your group.

• Health conditions, pre-existing medical circumstances, or failure to obtain appropriate vaccinations or medical clearance.

• Failure to comply with passport, visa, or entry requirements.
   

5.3 Supplier Standards
We select suppliers with care and visit properties where possible. However, local standards may differ from those expected. We are not responsible for any discrepancy between what is described and what is delivered where this is outside our control, though we will always act as your advocate in seeking resolution.

5.4 Maximum Liability
To the extent permitted by law, our maximum aggregate liability to you for any claim arising out of or in connection with your booking shall not exceed the total fees paid to Beyond the Map (excluding pass-through supplier costs).

6. Travel Insurance
Travel insurance is mandatory for all bookings. You must obtain comprehensive travel insurance prior to the commencement of your trip, and we reserve the right to request evidence of your policy. At a minimum, your policy should cover:

• Trip cancellation and curtailment

• Emergency medical expenses and hospitalisation

• Emergency evacuation and repatriation

• Loss or theft of baggage and personal effects

• Personal liability

Beyond the Map is not an insurance provider and cannot assist with insurance claims. We recommend you purchase a policy at the time of booking, as this typically provides the widest cover including cancellation from the outset.
Where applicable (e.g., adventure activities, remote destinations, wellness retreats with treatments), please ensure your policy specifically covers those activities.

7. Health, Wellness & Special Requirements
It is your responsibility to ensure you are medically fit to travel and to participate in activities included in your itinerary. Please disclose any relevant health conditions, mobility requirements, dietary restrictions, or allergies at the time of booking. We will use reasonable efforts to accommodate these — but cannot guarantee that all suppliers will be able to do so.
For wellness retreats, spa treatments, or health-focused experiences, individual supplier terms will govern participation requirements, contraindications, and liability. Participation in such activities is entirely at your own risk.
We recommend consulting a travel medicine physician or GP regarding destination-specific health requirements, vaccinations, and medications before departure.

8. Passports, Visas & Entry Requirements
You are solely responsible for ensuring you hold valid travel documents for all destinations on your itinerary. This includes:

• A passport valid for at least 6 months beyond the return date (requirements vary by destination).

• Obtaining all necessary visas, permits, and travel authorisations in advance.

• Complying with health entry requirements such as vaccination certificates where required.

Beyond the Map can provide general guidance on visa requirements but this does not constitute legal or immigration advice. We recommend verifying requirements with the relevant embassy or consulate and, where applicable, consulting a visa specialist.

9. Force Majeure
Beyond the Map shall not be liable for any failure, delay, cancellation or change to any service or booking where such failure, delay, cancellation or change results from events or circumstances beyond its reasonable control ("Force Majeure Event").
Force Majeure Events include, but are not limited to: acts of God; natural disasters; epidemics or pandemics; acts or omissions of governmental or regulatory authorities; changes in laws, regulations or travel restrictions; war, terrorism, civil unrest or security risks; strikes or labour disruption; severe weather conditions; failures or disruptions of transport, utilities, accommodation providers or communications infrastructure; and any acts or omissions of third‑party suppliers.

Where a Force Majeure Event occurs, Beyond the Map may, at its sole discretion, offer alternatives, rescheduling or travel credits, subject to availability and supplier terms. Beyond the Map does not guarantee that any such alternatives will be available.
Any refunds, if offered, shall be limited strictly to amounts actually recovered by Beyond the Map from relevant third‑party suppliers. Beyond the Map shall have no obligation to provide cash refunds, compensation, or damages where such amounts are not recovered, or where services are prevented or materially affected by a Force Majeure Event. 

10. Personal Data & Privacy
We collect and process your personal data (including passport details, dietary requirements, and health information where relevant) solely for the purpose of planning and delivering your trip. Our lawful basis for processing is the performance of our contract with you. Your data may be shared with third-party suppliers as necessary to fulfil your booking.
We comply with the Digital Personal Data Protection Act, 2023 (DPDPA) and other applicable Indian data protection law. We retain your personal data for a period of 3 years following the completion of your trip, after which it is securely deleted unless we are required by law to retain it for longer. You have the right to request access to, correction of, or deletion of your personal data by contacting us at contact@beyond-themap.com
We do not sell your personal data to third parties. 

11. Photography & Marketing
If you share photographs, testimonials, or other content with us relating to your trip, you grant Beyond the Map a non-exclusive, royalty-free licence to use such content for marketing and promotional purposes (including on our website and social media), provided your personal identity is not disclosed without your separate written consent. You may withdraw this permission at any time by writing to contact@beyond-themap.com

12. Complaints & Disputes
If you have a complaint during your trip, please raise it with the relevant supplier and inform Beyond the Map at the earliest opportunity so we can assist in resolution. Complaints raised only after return are harder to resolve.
Post-trip complaints must be submitted in writing to contact@beyond-themap.com within 30 days of your return. We will acknowledge within 5 working days and aim to resolve within 28 days.

13. Governing Law & Jurisdiction
These Terms & Conditions are governed by the laws of India. The parties shall first attempt to resolve any dispute through good-faith negotiation. Failing resolution within 30 days, disputes shall be referred to arbitration under the Arbitration and Conciliation Act, 1996, conducted in New Delhi in the English language. If arbitration is not applicable or agreed upon, any disputes shall be subject to the exclusive jurisdiction of the courts in New Delhi, India.

14. Amendments to These Terms
Beyond the Map reserves the right to update these Terms & Conditions at any time. The current version will always be published on our website. Bookings are governed by the terms in effect at the time of confirmation. Prior versions are archived and available on request.

15. Contact
For questions about these Terms & Conditions, or about your booking:
Beyond the Map Travel Private Limited
Email: contact@beyond-themap.com | India