travelwithmacha
Effective Date: 1 May 2026 Last Updated: 1 May 2026
We believe a refund policy should be honest, clear, and fair to both sides. travelwithmacha runs curated, limited-slot travel experiences ("Drops") that involve significant advance commitments to vendors, custom planning, and slot reservations that cannot be re-sold easily.
This policy explains exactly when you are entitled to a refund, how much, and how the process works. We commit to transparency about why each rule exists. If you have questions about anything in this policy, write to us before booking - not after.
This Refund Policy forms part of our Terms and Conditions and should be read together with the relevant Drop Description.
1.1 We commit funds to vendors well before your Drop. By the time you book and as the Drop date approaches, we incur and lock in costs that we cannot recover regardless of whether you actually travel.
1.2 Each Drop has a fixed, limited number of slots. When you book, we stop offering that slot to other applicants. Late cancellations leave us unable to fill the slot.
1.4 Nothing in this policy excludes, restricts, or modifies any statutory right or remedy available to you under Indian consumer law.
Before we explain refunds, here is when we collect money:
2.1 Payment Schedule (unless otherwise specified in the Drop Description):
| Stage | Amount | When |
|---|---|---|
| Deposit | 60% of total Drop price | Within 7 days of Application acceptance |
| Balance | Remaining 40% | At least 14 days before Drop start date |
2.2 A Confirmed Booking exists only when (a) you have paid the deposit, (b) you have received written confirmation from us, and (c) you have signed the Liability Waiver and completed the Health Declaration.
Transparency about our costs. Below is what we actually commit and lose at each stage. We share this so you understand the policy is based on real economics, not arbitrary penalties.
3.1 Vendor Advance Payments. We pay 50-100% advance deposits to accommodation providers, transport operators, and activity vendors, often 30-45 days before the Drop. These deposits are typically non-refundable to us once paid, regardless of whether individual Travelers cancel.
3.2 Slot Reservation. Each Drop has a fixed maximum size (typically 8-12 Travelers). When you book, we close that slot to other applicants. If you cancel within 14 days of the Drop, we almost never have time to fill it - meaning we lose the entire revenue from that slot.
3.3 Custom Procurement. Welcome kits, trip dossiers, badges, printed materials, and personalized items are custom-made per Traveler. Once produced, they cannot be reused for someone else.
3.4 Per-Trip Fixed Costs. Vehicle bookings, guide retainers, and minimum-occupancy stay bookings are charged at the trip level, not per person. A drop in numbers does not reduce these costs - the remaining Travelers (or we) absorb the gap.
3.5 Operational Time. Significant founder and team hours go into recce, planning, vendor coordination, and group communications. This time cannot be recovered if a Drop is canceled at the last minute.
3.6 Payment Gateway Charges. When you pay via Razorpay or similar gateways, gateway fees (typically 2% + GST) are deducted at the time of payment. These are not refunded to us when we issue refunds - meaning we absorb the loss on cancellations.
The cancellation slabs in Section 4 reflect the proportion of these costs that have been irrevocably committed by each timeline.
4.1 Standard Cancellation Slabs. If you cancel your Confirmed Booking, the following refund schedule applies:
| Notice Before Drop Start Date | Refund Amount |
|---|---|
| 45 days or more | 80% of total amount paid |
| 30 to 44 days | 50% of total amount paid |
| 15 to 29 days | 25% of total amount paid |
| 8 to 14 days | 10% of total amount paid |
| 7 days or less | 0% (no refund) |
| No-show on Drop date | 0% (no refund) |
4.4 Substitution as an Alternative to Cancellation.
You may, instead of canceling, request to substitute another individual in your place. Conditions:
| Requirement | Detail |
|---|---|
| Notice required | At least 21 days before Drop start date |
| Substitute approval | Substitute must complete the Vibe Form and be accepted by us |
| Administrative fee | ₹2,000 (covers re-evaluation, ID re-verification, vendor name changes, dossier updates, and processing time) |
| Health Declaration | Substitute must complete the mandatory Health and Fitness Declaration |
If approved, the original Traveler receives no refund; the substitute pays you directly for their slot, separate from us.
The following components are non-refundable irrespective of cancellation timing:
5.1 Custom-printed materials, welcome kits, and personalized items already produced for you;
5.2 Non-refundable vendor bookings made specifically for you (e.g., a homestay paid in advance under your name with a non-refundable rate);
5.3 Activity tickets purchased in advance for limited-availability experiences (e.g., heritage site permits booked for a specific date);
5.4 Substitution administrative fees once paid;
5.5 Payment gateway charges deducted at the time of your original payment.
If any of these components apply to your booking and have been incurred, they will be deducted before calculating the refund under Section 4.
6.1 We understand that life happens. If you cancel due to:
we may, in our discretion and as a goodwill gesture, offer a more favorable resolution than the standard cancellation schedule.
6.2 Available Resolutions.
Depending on circumstances and documentation provided, we may offer:
(a) Credit Toward a Future Drop: 100% of amount paid (less non-refundable components from Section 5) credited toward any Drop within the next 12 months. This is our most common goodwill resolution.
(b) Higher Cash Refund: A refund higher than the standard schedule, but typically capped at the recoverable portion after accounting for committed vendor costs.
(c) Slot Transfer to a Future Drop: Your booking is transferred to a future Drop of similar or lower value, with no additional fee.
6.3 Documentation Required.
To consider a goodwill resolution, you must provide:
We treat all medical and personal documentation confidentially.
6.4 Important Note. Goodwill resolutions are offered case-by-case based on the specific circumstances and documentation. They are not a contractual right under this policy. We genuinely try to help, but we cannot make commitments that would harm other Travelers in the Drop or the operational integrity of the business.
6.5 Travel Insurance Recommendation. We strongly recommend that every Traveler purchase comprehensive travel insurance covering trip cancellation, medical emergencies, and personal accidents. Travel insurance typically covers situations where our refund policy cannot - including last-minute medical emergencies, family crises, and unforeseen events. The cost of travel insurance is a small fraction of the Drop price and provides essential protection.
7.1 Reasons We May Cancel or Modify a Drop.
We may cancel or significantly modify a Drop due to:
7.2 Refund When We Cancel.
| Reason for Operator Cancellation | Refund |
|---|---|
| Insufficient bookings | 100% refund of all amounts paid, processed within 14 working days |
| Force Majeure Event | Recoverable amounts only, after deducting documented non-recoverable vendor costs already paid by us. We will share documentation upon request and pass on any later-recovered amounts |
| Discretionary cancellation by us (other than insufficient bookings or Force Majeure) | Choice between 100% cash refund or credit toward a future Drop within 12 months |
7.3 Itinerary Modifications During or Before the Drop.
We reserve the right to modify the itinerary, route, accommodation, activities, or other components due to weather, road closures, vendor unavailability, safety concerns, permission denials, or operational considerations. Reasonable modifications made in good faith do not trigger refund entitlement, provided the overall character and value of the Drop is substantially preserved.
7.4 Material Modifications.
If we make a modification that fundamentally alters the nature of the Drop - for example, changing the entire region or canceling the primary anchor experience - you have the option, within 48 hours of notification, to either:
(a) Accept the modification and continue with the Drop; OR (b) Cancel and receive a refund proportional to unused services.
What counts as "fundamental alteration" is decided in good faith. If you believe a modification meets this threshold, raise it with us within 48 hours of receiving the notification - after which the modification is considered accepted.
8.1 Initiation Timeline. Approved refunds are initiated within 14 working days from the date your cancellation is confirmed in writing.
8.2 Working Days. "Working days" means Monday through Friday, excluding national and Karnataka state public holidays.
8.3 Banking and Gateway Timelines.
The actual credit to your account is subject to factors outside our control, including:
We are responsible for initiating the refund within the stated period. We cannot guarantee the date of credit to your account, which depends on banking and gateway timelines beyond our control.
8.4 Total Realistic Timeline. In most cases, you will see the refund in your account within 14-21 working days from cancellation confirmation. In unusual cases (long weekends, gateway delays, bank-side issues), it may take up to 30 working days.
We cannot process refunds to a different account or method without strong justification (e.g., the original account is closed) and additional verification.
8.6 What Happens If the Refund Is Delayed Beyond 30 Working Days.
If a refund is delayed beyond 30 working days from initiation due to reasons attributable to us:
(a) We will provide you with written confirmation of the cause and the steps being taken; (b) We will share transaction reference numbers and gateway/bank correspondence so you can track independently; (c) We will not charge any administrative fee for chasing the refund.
If the delay is on the bank or gateway side and outside our control, we will assist you in escalating directly with the bank or gateway, but the resolution is between you and them.
8.7 Deductions from Refund Amount.
Before crediting, we may deduct:
(a) Non-refundable components (Section 5); (b) Payment gateway charges from the original transaction (typically 2% + GST), where applicable; (c) Bank charges levied at the receiving end, where applicable; (d) Substitution administrative fees, if applicable.
We will provide a detailed refund computation statement with every refund, showing the amount paid, deductions, and net refund credited.
9.1 Submit a Written Cancellation Request.
Send your cancellation request via:
Verbal cancellations are not accepted. Cancellations on personal social media accounts or Instagram DMs to non-business handles are not accepted.
9.2 Information to Include.
Your cancellation request should include:
9.3 Acknowledgment.
We will acknowledge your cancellation request within 48 hours of receipt.
9.4 Confirmation.
We will send you a written confirmation within 7 working days that includes:
9.5 Timeline.
Once confirmed, the refund is initiated as per Section 8.
10.1 Visa, Permit, or Travel Document Issues. If you are unable to participate due to issues with personal travel documents (Aadhaar, ID proof, regional permits where applicable), the standard cancellation policy applies. Travel document validity is your responsibility.
10.2 Failure to Reach the Departure Point. If you fail to reach the agreed departure point on time (whether due to your own travel delays, traffic, illness, or any other reason), this is treated as a no-show. No refund applies. We will not delay the group departure beyond a reasonable buffer (15 minutes).
10.3 Travel Restrictions and Government Advisories. If your specific travel becomes restricted due to government advisories that apply to you personally (e.g., your departure city is locked down, but the destination is operational and the Drop continues for other Travelers), this is treated as a personal circumstance under Section 6.
If government advisories prevent the Drop itself from operating, this is treated as a Force Majeure cancellation under Section 7.2.
10.4 Removed from a Drop for Conduct Violations. If you are removed from a Drop for serious conduct violations under our Terms and Conditions (Section 8.4 - endangering safety, sexual harassment, illegal substances, etc.), no refund applies for the unused portion. You are also responsible for your own return travel arrangements and costs.
10.5 Voluntary Withdrawal During the Drop. If you choose to leave a Drop after it has begun for personal reasons (homesickness, change of mind, etc.), no refund is provided for unused services. You are responsible for your own return travel arrangements.
10.6 Voluntary Withdrawal Due to Operator Failure. If during a Drop, we have failed materially in our duties (e.g., the accommodation we promised does not exist, the activities we listed are not delivered without reasonable substitution), and you choose to withdraw as a result, you may claim a refund proportional to unused services. Such claims must be raised in writing during or within 7 days of the Drop, with documentation.
10.7 Group Drop Canceled Mid-Trip Due to Force Majeure. If a Drop is canceled or curtailed mid-trip due to Force Majeure (sudden weather, road closures, etc.), we will:
10.8 Insurance Claim Coordination. We are happy to provide documentation (cancellation confirmation, refund computation, incident reports) needed for you to file claims with your travel insurance provider. Please request these in writing when needed.
To be transparent, here are the things we explicitly do NOT promise:
11.1 We do not guarantee the date the refund will appear in your account (we control initiation; banks control credit).
11.2 We do not refund payment gateway charges deducted at the time of your original payment.
11.3 We do not refund based on your personal dissatisfaction with weather, terrain, or destination, provided the Drop matched the parameters disclosed in the Drop Description.
11.4 We do not refund based on incompatibility with other Travelers in the group, unless there is documented harassment or behavior that violated our Code of Conduct and was raised with us during the Drop.
11.5 We do not refund based on Instagram or social media expectations not matching reality, unless the Drop materially failed to deliver the parameters disclosed in the Drop Description.
12.1 First Step - Talk to Us. If you disagree with the refund amount, computation, or processing, write to us first at bonvoyage@travelwithmacha.com. We commit to a substantive response within 7 working days. Most refund disputes are resolved at this stage.
12.2 Escalation. If we cannot resolve the dispute, you may escalate to:
(a) Consumer Helpline: 1915 / consumerhelpline.gov.in (b) Tourist Helpline: 1800-11-1363 (c) E-Daakhil portal for consumer complaints (d) District Consumer Disputes Redressal Commission, Bangalore
12.3 Mediation. We are open to mediation through the Consumer Mediation Cell, Bangalore, before any formal litigation.
12.4 Your Statutory Rights. This policy operates in addition to (not in derogation of) your statutory rights under the Consumer Protection Act, 2019. Nothing in this policy prevents you from exercising those rights.
13.1 We may update this Refund Policy from time to time. The version that applies to your booking is the version in effect on the date your booking is confirmed.
13.2 Material updates will be communicated to Travelers with active bookings via WhatsApp Business or email.
13.3 The current version of this policy is always available on our official channels.
Grievance Officer: Ganesh Narayankar Designation: Proprietor Email: bonvoyage@travelwithmacha.com Phone/WhatsApp: +91 7829211263 Address: Based out of Bengaluru, Karnataka
Response Commitments:
1. Our cancellation slabs are based on real, recoverable costs. We are happy to share the breakdown for any specific cancellation.
2. The 60% deposit is what locks your slot and lets us commit to vendors. The closer you cancel to the Drop date, the more committed those funds are.
3. Medical emergencies and bereavement are handled with goodwill, but we strongly recommend travel insurance because it covers what our policy cannot.
4. We initiate refunds within 14 working days. Banks and gateways take their time. Total realistic timeline is 14-21 working days; in unusual cases, up to 30 working days.
This Refund Policy forms part of the travelwithmacha Terms and Conditions. By booking a Drop, you confirm that you have read and accepted this Refund Policy in full.
Last Updated: 1 May 2026