Refund Policy

Effective date: 17 September 2025 • Last updated: 17 September 2025

1) Overview

This Refund Policy explains when you may be eligible for a refund or credit for services booked with Warm Grove Place. It works alongside our Terms & Conditions.

2) What’s covered

• Tour packages and ground arrangements booked through Warm Grove Place.
• Optional experiences we list and collect payment for.

3) What’s not covered / typically non‑refundable

• Third-party flights, visas, insurance policies, and services not booked through us.
• Supplier-imposed non-refundable components (e.g., event tickets, specialty permits) once issued.
• No-shows, missed departures, or unused services due to personal choice or late arrival.

4) Standard cancellation schedule (illustrative)

Your confirmation/invoice lists the exact schedule. If not otherwise stated, these typical tiers may apply to land services:

• 90+ days before start: Refund of payments received less deposit and any non-refundable supplier items.
• 60–89 days: Up to 75% refund of recoverable land costs (less deposit and non-refundable items).
• 30–59 days: Up to 50% refund of recoverable land costs (less deposit and non-refundable items).
• Under 30 days: Typically non-refundable. We will advocate with suppliers for any recoveries.

Note: Some departures, peak seasons, or special events carry stricter terms. We always state these in writing.

5) Changes instead of cancellation

Where feasible, we can explore date changes or credits. Change fees and price differences may apply. Credits will specify validity periods and transferability.

6) Operator-initiated changes

If we cancel for reasons within our control before departure, you will be offered alternatives of equal/comparable value or a refund of amounts paid to us for the cancelled services. For events outside our control (force majeure), we will provide reasonable assistance, including credits or rebooking options where available.

7) Refund method and timing

• Refunds are issued to the original payment method where possible.
• Processing time: typically 10–15 business days after approval; bank/card timelines vary.
• Bank fees and currency exchange differences are not refundable unless required by law.

8) Partial refunds

For itineraries already in progress, we will work with suppliers to recover any unused, refundable components caused by material itinerary changes. Recoveries vary by supplier policy and timing.

9) No-shows and on-trip interruptions

No-shows or voluntary service drops are non-refundable. For involuntary interruptions (e.g., medical), your travel insurance may cover losses; we will assist with documentation for your claim.

10) How to request a refund

1. Email [email protected] with your booking reference, traveler names, and reason.
2. Attach any supporting documents (e.g., medical note where applicable).
3. We will acknowledge within 2 business days and advise the expected timeline.

11) Chargebacks

If you dispute a charge with your card issuer, please also notify us so we can share documentation. Duplicate processes can delay resolution.

12) Consumer rights

Nothing in this Policy limits mandatory consumer rights available under applicable law. Where local rules grant you additional protections, we will honor them.

13) Contact

Warm Grove Place • 301 Scott Square, Port Abbie, YO31 0UQ, UK • Tel: +445607176160 • Email: [email protected]