Participant Data
Used only for communication, safety coordination, booking records, and operational support.
Policies & Guidelines
Privacy, Terms, Booking, Refund & Cancellation
These policies apply to trekking events, rappelling activities, technical climbs, private groups, and corporate adventure bookings managed by Sahyadri Rock Adventures.
Booking Control
Seats, departures, technical slots, and group confirmations depend on advance confirmation and timing.
Adventure Context
These rules are written specifically for outdoor travel, trekking, rappelling, and weather-sensitive events.
Privacy Policy
We collect participant information only to manage enquiries, confirm bookings, send event details, coordinate departures, verify payments, maintain safety records, and provide customer support. Typical information may include your name, phone number, email address, age group, city, emergency contact, trek preference, and transaction reference.
Information may also be used for reporting point coordination, transport grouping, equipment allocation, weather alerts, reschedule communication, and group planning where operationally required. We do not sell personal data or disclose it publicly for marketing resale purposes.
| Data Type | Why We Collect It | Who May Access It |
|---|---|---|
| Name / Contact | Booking confirmation and departure communication | Internal coordinators and support staff |
| Emergency Contact | Safety and field support during the event | Lead coordinator or trek leader when needed |
| Payment Reference | Verification of booking status and reconciliation | Accounts and booking support team |
| Group Size / Route Preference | Operational planning and allocation | Coordinators, transport or campsite partners where applicable |
Where an event includes third-party logistics such as transport, stay, campsite service, or technical support, only the minimum necessary details may be shared with those partners. If you need correction or removal of inaccurate booking data, you may contact us before departure so we can update records where possible.
Terms & Conditions
All treks, rappelling activities, climbs, private departures, and adventure events are subject to route conditions, weather, access permissions, forest restrictions, operational readiness, and minimum group viability. By confirming a booking, participants accept that outdoor activities involve physical risk, changing terrain, and uncertain field conditions.
Participants must disclose material medical or fitness concerns, follow safety instructions issued by the lead team, report on time, use gear responsibly, and maintain conduct that does not disrupt group safety. Intoxication, negligence, refusal to comply with instructions, or unsafe behaviour may result in removal from the activity without refund.
Participant Responsibilities
- Report honestly on fitness, prior experience, and health concerns.
- Arrive at the stated reporting point on time.
- Carry required gear, clothing, footwear, and personal medicines.
- Follow route, rappelling, and leader instructions at all times.
Operational Rights
- Modify itinerary for safety, weather, traffic, permissions, or timing.
- Merge, reschedule, or cancel low-viability departures.
- Reject participation where safety suitability is doubtful.
- Adjust movement plans when field conditions demand it.
Photography and media captured during public departures may be used for promotional and social content unless a participant requests otherwise in advance for a specific reason.
Booking Policy
A booking is treated as confirmed only after payment is received and acknowledged by our team. Enquiries, tentative messages, or verbal approvals do not block seats until confirmation is completed. For technical departures, rappelling events, custom private outings, or corporate groups, booking rules may be stricter due to logistics and equipment planning.
| Booking Situation | Typical Requirement | Important Note |
|---|---|---|
| Open group trek | Advance payment to reserve seat | Seats are first confirmed, first secured |
| Private group / corporate outing | Deposit or milestone payment | Date blocking may depend on vendor and leader allocation |
| Technical rappelling / climbing event | Advance confirmation mandatory | Safety gear and team deployment must be preplanned |
| Last-minute enquiry | Subject to availability | Confirmation may close before departure if slots fill |
Participants should review inclusions, exclusions, timing, fitness suitability, weather expectations, and carrying list before confirmation. Incomplete participant information, late balance payment, or missing coordination details may delay final booking status.
Refund Policy
Refund eligibility depends on event type, notice period, and costs already committed to transport, permits, campsite services, technical staff, equipment allocation, or route support. Some charges become non-recoverable once an event moves into active operations planning.
| Refund Factor | How It Is Considered |
|---|---|
| Time before departure | Earlier notice generally offers better refund handling than last-minute requests |
| Vendor commitments | Booked transport, campsite, or equipment costs may reduce refundable value |
| Payment charges | Gateway, convenience, or banking deductions may remain non-refundable |
| Custom / private departure | Handled case by case based on planning already executed |
If an event is cancelled fully by us and no alternate departure, reschedule, or transfer is accepted, refund handling will be communicated after operational costs are reviewed. Refund timelines may vary according to payment method and banking cycle.
Cancellation Policy
Participant cancellations should be communicated as early as possible. Late cancellations affect vehicles, leader deployment, seat planning, food coordination, gear preparation, and route operations. Because outdoor events involve fixed and perishable arrangements, cancellation handling becomes stricter as the departure date approaches.
General Handling
- Early cancellation requests are easier to manage than last-minute dropouts.
- Reschedule or transfer options may be offered where operationally possible.
- Not every event supports date changes, especially technical or private departures.
- No-show cases are normally treated more strictly than advance notice cases.
Adventure-Specific Notes
- Weather or route adjustments are not automatically treated as participant cancellations.
- Safety-driven itinerary change may lead to revised plan rather than refund.
- Group coordination delays can affect move timings without voiding the booking.
- Forest, traffic, or access restrictions may require operational changes on short notice.
Final cancellation handling always depends on the specific departure, date proximity, and costs already committed. Participants are encouraged to clarify doubts before confirming a technical or time-sensitive adventure booking.