Terms & Conditions
A. General Notice
By using this website you confirm your acceptance to the below terms. If you do not fully understand or do not accept these terms & conditions, please do not proceed with logging in to the tripDarwin.com portal and contact us for clarification.
tripDarwin.com is a B2B Travel portal meant for travel agents to create, quote, and book holiday trips. All users of tripDarwin.com will be assigned a user account and a password to use the portal and the term 'user' shall apply to each user account. In case a travel agency has multiple user accounts, each user account shall comply with the terms below. tripDarwin.com reserves the right to suspend all user accounts assigned to the agency in the event of failure to adhere to the terms or violation of terms listed herein.
B. Change In Our Terms And Conditions
tripDarwin.com, owned and operated by Darwin Travel Tech Pvt Ltd ("Darwin Tech") reserves the right to change and modify these terms and conditions at any time. Changes will be effective as soon as they are published on the website.
All trips and bookings must be made online. When the tripDarwin.com user has completed the booking online, it is the User/Agent's responsibility to check and make sure all the details on the prepaid voucher (such as hotel address, hotel information, room & board types, pick up points, pick up times, city and country details, etc.) are correct. Once the reservations/requests are confirmed, tripDarwin.com's cancellation, amendment, no show policy is stated in cancellation policy before booking or at the booking confirmation. Payment and refund/discount policies will apply as described under the Service Access Agreement that is signed only with Credit/Deposit agencies.
No amendments of any kinds (date changes, name changes, flight number change, vehicle type change) are accepted. Transfers are non-amendable. It is mandatory to enter valid and accurate flight details at the time of booking since it is not possible to amend.
All rates displayed and bookings made are considered to be a individual booking. tripDarwin.com reserves the right to cancel any booking made for a group or, if determines, at its sole discretion, that the booking was/has been made for the purpose of holding space for a future sale. Rates displayed for each trip are valid for travellers whose names are provided during booking stage and cannot be applied to other groups. In case booking for a set of travellers is made by creating two separate trips, these will be considered as two separate bookings; separate rates as obtained through the quotation engine will be valid and cannot be combined and/or exchanged.
E. Names Of Persons Travelling
It is important that the person making the booking must enter the correct names of all persons travelling. If TBA or another abbreviation has been entered as the guest's name, suppliers (such as Hotels or Tour operators) may reject the booking. The names of all persons travelling must be entered and the first name should be followed by the Family name.
F. E-Mail Accounts
It is the responsibility of all tripDarwin.com users to ensure they have entered a correct email address. If our email has been sent to your Junk or Bulk mail folder, you can prevent this from happening again by opening our email and clicking on the 'not spam' button and adding that email address to your contact list / address book.
The climate differences and energy saving rules of different countries might affect the heating systems at the hotel which is located at that particular area and/or country. For instance, in Italy the heating system can only be operated between Nov 15 and March 15 due to government regulations. Opening and closing dates of the swimming pools also might be affected by the climate and weather conditions. tripDarwin.com is not liable for the practices of the hotels regarding to these issues.Room Types
It is the responsibility of the tripDarwin.com user making the booking to ensure that the room type booked will be suitable for the group of travellers. If more persons turn up at the hotel than the room can accommodate then the hotel are within their rights not to accept the booking and in this case, no refund will be made.
While tripDarwin.com undertakes to ensure that your clients requested room type and smoking preference is available, tripDarwin.com cannot guarantee the actual make-up of the room. These requests are sent to the suppliers and are subject to availability.
tripDarwin.com try to ensure that the hotel provides the room type(s) booked, however there may be occasions when instead of a double-bedded room a twin may be allocated or a double -bedded room instead of a twin. Please be aware that majority of European hotels provide 2 single beds pushed together to make a Double bed. While all room type preferences are forwarded to the suppliers, room allocation is done by the hotel and subject to availability at the time of check in.Special Requests
Specific room types, smoking preferences and bedding types for double/twin rooms cannot be guaranteed and are subject to availability at the time of check in. It is always guaranteed that the room provided by the hotel will accommodate the number of Customer(s) booked.Check-In And Check-Outs
Late Check-In: If a Customer is expected to arrive after the check-in time, please contact the hotel and inform them of Customer's arrival time. Some hotels have limited reception services after 21:00 hours. Failing to inform the hotel of a late arrival can result in the space being released.
Early Check-Out: Early checkout related refund demands should be accompanied with hotel issued early checkout permission. However, the early checkout permission itself does not guarantee any refund, and the refund may be claimed only, if and when, our partner/hotel does not invoice tripDarwin.com.
H. Information And Facilities
All information regarding services listed on tripDarwin.com is presented on an as-is basis from the supplier and is not physically verified by tripDarwin.com. The actual state of services may vary from what is displayed and tripDarwin.com accepts no liability regarding the accuracy of information as these have been provided to us and accepted in good faith. Hotel information
While tripDarwin.com strives to present hotel information as accurately as possible, we are not responsible for the accuracy of this information or for any facilities that may or may not be available at the hotel during your client's stay or not suited to your client's individual tastes and preferences.
Redecoration/ renovations and maintenance are necessary to the upkeep of the hotel and may take place without prior warning, however the hotelier will endeavour to keep inconvenience to a minimum. The effects of normal wear and tear can be expected in a hotel and these are beyond our control. tripDarwin.com cannot accept responsibility for any disturbance or inconvenience to your client beyond the hoteliers control nor for accidents or loss in a hotel caused by hotel management or staff.
Hotel and guest room photographs are provided to give a general overview of the hotel. Guest room photographs may be of a different category to the one you book and not identical to the room your client(s) are allocated at the hotel.
Hotels require one of the guests to be at least 18 years old. In some states of America there are higher age limits. If you have booked a hotel in the Unites States and the travellers are under 25 years of age, please contact the hotel directly for clarification.Locality or Map Information
Location and Maps are provided for information purposes only. While tripDarwin.com strives to present location and map information as accurately as possible, we do not accept any responsibility for the accuracy of this information or for any errors and/or omissions. We suggest that you contact the supplier or provider (ex. hotel) directly to obtain the most current and complete location information and directions.Categories/ Local Classification and Star Ratings
tripDarwin.com displays categories, classifications and other filters based on inputs received from its suppliers. These aim to provide user convenience in search. Hotel Star ratings aim to give a general overview of the quality of the hotel and approximate level of facilities, services and amenities available.
However, these categories, classifications and rating system is presented on an as-is basis from the supplier and is not verified by tripDarwin.com. Further, this information may vary based on the suppliers and the geography. For example, a 5 Star Bangkok hotel will not be the same as a 5 Star London hotel. tripDarwin.com is not responsible for the categories, classification and Star ratings as these have been provided to us and accepted in good faith.Vehicle / transit Information
Vehicle size, seating and pictures are usually presented to users to help them make informed choices regarding their transit arrangements. However, the actual vehicles allotted depend upon a variety of factors including availability, cost and weather / environmental considerations. Hence the actual vehicle provided to you or the facilities therein may vary from what is presented on tripDarwin.com at the time of booking.
In case this results in inconvenience, travellers or users may file a complaint with tripDarwin.com prior to or at the time of or after the transit and efforts will be made by our team to correct the problem during the same tour for other transits or claim compensation from the supplier or provider for the same. For more details kindly refer to Section O Complaints.
For the transfers at booking the below general terms will be applied:
- Each transfer service listed has its own release period as displayed on the calendar.
- Once the transfer booking is completed, a voucher with the reference number will be provided. The voucher must be printed and presented as proof of reservation/booking. The voucher will show all the information necessary to reach the boarding point and will also show a contact telephone number for checking the Booking and informing about contingencies.
- The destination and pick-up addresses on the voucher are the addresses where the passenger will be delivered and picked up.
- tripDarwin.com will not assume any responsibility in omissions and typo errors, which may result in any interruption of the service.
- In case the booking is made for a round trip transfer, 2 (two) separate vouchers must be printed and presented to the driver /guide /transfer assistant on the corresponding service dates.
- tripDarwin.com advises the passenger/Customer to request transfer service confirmation 24 hours before service time. Transfers are not guaranteed, if no confirmation is requested or confirmation is not available.
- No amendments of any kinds (date changes, name changes, flight number change, vehicle type change) are accepted. Transfers are non-amendable. It is mandatory to enter valid and accurate flight details at the time of booking since, it is not possible to amend.
- No reimbursement to the final consumer shall be made in the event of a 'no-show' without prior consultation with and express authorization from tripDarwin.com, who shall inform You of charges payable which, may vary up to 100% of the amount of the reservation. Information for the Booking of the transfer service is provided by you
- IMPORTANT - When the tripDarwin.com user has completed the booking online, they must check and make sure all the details on the pre paid voucher (such as hotel address, hotel info, city and country details) are correct.
J. Payments, Refunds, Charges And Rates
Payment terms for each package are different depending upon its composition. These terms are communicated to the user prior to booking the package and the user is expected to review them. Proceeding with the booking shall be deemed as the user having accepted the payment terms. The payment terms include the following types of payments:
- Total Package Price: This is the total amount payable for the package including taxes
- Total Advance: Amount payable before booking the package
- Refundable Advance: Part of 'Advance' which can be refunded in the event of cancellation
- Non-refundable Advance: Part of 'Advance' which will be forfeited in the event of cancellation
- Pay Later by [date]: Amount which can be paid after booking the package. The [date] value is the deadline by which the 'Pay Later' amount shall have to be paid, failing which the package will be automatically cancelled by the system
In any case, all pending payment for all trips booked on tripDarwin.com shall be made prior to the travel date. The same shall be enforced through messages and updates on tripDarwin.com and also via emails. After booking of the package, the user will be shown various amounts such as:
- Payable: Total Payable amount towards the package
- Received: Payment already received as advance or further payment after advance
- Unconfirmed Payment: Payment which the user has claimed to have paid but not yet confirmed by tripDarwin.com
- Pending Payable: Payment yet to be made by the user including any unconfirmed payments
The responsibility of making the payment in time shall rest upon the user, failing which tripDarwin.com shall cancel all bookings made on its portal. In case the user has made partial payments and full payment is not received before the travel date, tripDarwin.com shall not be able to refund of the partial amount paid as charges may have to be paid to the supplier for towards cancellations.Currency Rates and Fluctuations
Currency exchange rates generally change on daily basis depending on the fluctuations in the market. We integrate suppliers into the system based on the currency provided by them and convert these currencies in real time to desired user currency. tripDarwin.com reserve the right to update rates displayed on the website depending on any market fluctuations.
However, changes relating to currency exchange rate fluctuations will not affect the rates of an already confirmed booking. Likewise, once a booking has been booked and confirmed at the rates you have accepted, there is no refund for any difference in rates due to exchange rate fluctuations. As a corollary, upon cancellation, the exchange rates at the time of cancellation shall apply and the difference between exchange rates at the time of booking and cancellations shall have to be absorbed by the user.
All rates are valid for the leisure market only. tripDarwin.com will not accept responsibility for any booking if it becomes known that a client is not travelling for leisure purposes. Hotels may refuse to honour our contract rate and charge rack rate to the clients directly.
Rates include applicable hotel taxes. Tourist/local/city taxes which generally include the use of local services may not be included. If city tax needs to be paid at the hotel, this info might be shown in Remarks and on the voucher.Chargeback & Fraud
"Chargeback" means any disputed credit or debit card sale that is returned to the acquirer bank for reimbursement of the cardholders account. Chargebacks can be procedural (issuer-initiated chargebacks) or substantive (cardholder-initiated chargebacks).
Without prejudice to the right of the suppliers to appeal a reported Chargeback with the acquiring bank, the user explicitly agrees to accept any such reported Reversed Payment, Penalties and/or other fees and expenses reported by tripDarwin.com and/or Darwin Tech, provided that Darwin Tech notifies user of any such Chargeback, Penalty or other fee or expense.
Upon notification of a Chargeback, the user may initiate a challenge to the Chargeback by forwarding all Transaction information to Darwin Tech within permitted time period by email (e.g. signed order form to provide proof of the cardholder's authorization of the transactions or acceptance of goods). Upon receipt, Darwin Tech will forward this information to the acquiring bank. The acquiring bank will make the final decision as to the validity of the Chargeback.
In order to protect Darwin Tech against any form of fraud, unauthorized use of the Services or prohibited activities, including, but not limited to, violation of the Rules and misuse of a user Account, Darwin Tech will have the right to immediately modify and/or suspend some or all of the provision of Services to user by email notice. Darwin Tech shall use this right of modification and/or suspension of the Services in good faith, with restraint, when Darwin Tech reasonably suspects or has evidence that fraud is or may be occurring or tripDarwin.com reasonably determines that the user (Agency) is wilfully dishonest, fraudulent and/or engages in misconduct with respect to its business or affairs or an acquirer, card association, payment method supplier, governmental or supervisory authority requires or advises Darwin Tech to modify, suspend or terminate the Services or a law, rule, banking regulation including, but not limited to, currency restriction from local and/or central banks mandates modification, suspension or termination of the Services.Credit Card Usage
Our company name will appear as Darwin Travel Tech on the credit card statement of the credit card used to make the booking. If a tripDarwin.com user has used their clients credit card to make the booking then it is the responsibility of the user to inform their customer of this in order to avoid any misunderstandings.
tripDarwin.com reserves the right to correct any pricing or displayed errors and/or omissions. This includes errors and/or omissions which have been entered by a hotelier or local agent. In the event of a price error and/or omission, we will offer you the choice of either keeping the booking at the correct rates, cancelling the booking or subject to availability we will offer you a suitable alternate hotel.Local Market Rates
Not all of the hotel rates are displayed on the tripDarwin.com website are applicable for the local market. In addition, some other markets may be affected and in such cases the hotel is within their rights to change the rates without prior notice.
The user agrees that passenger nationality declaration is mandatory and must be determined by selecting Client Nationality at the time of booking. This information must be in accordance with the passenger passport. False declaration of passenger nationality may cause consequences for which we cannot be held liable. If you do not change Client Nationality, the user Agency's Nationality will be taken as passenger nationality by default. In case, any financial damage occurs due to false nationality declaration, it will be covered by the users towards customers or to us in full.Resort and International Transaction Fees
The majority of credit card providers charge some sort of Transaction fee. When such fee is levied on the merchant (i.e. tripDarwin.com), it is paid for (absorbed) by us as a part of operational costs.
However, credit card providers may also charge a separate fee directly to the user especially when the charge for your booking has been processed outside of the country that you reside in. Please note that the charge has not been passed on by tripDarwin.com and that tripDarwin.com cannot be held responsible for any international transaction charges passed on by your or your clients credit card issuer.
Some hotels or resorts charge additional fee or local municipal taxes which must be paid to the hotel directly. tripDarwin.com is not responsible for resort fee charges and have no control over their implementation - the traveller shall need to pay these directly to the requesting property.Additional Charges Levied by the Supplier
tripDarwin.com has no control over any extra charges that a supplier or hotel may decide to their implement for guest room incidentals such as air conditioning, safe, mini fridge, hire of television remote etc. Any such charges must be paid direct to the hotel and tripDarwin.com cannot be held responsible for any incidental charges passed on by the hotel.
Likewise, tripDarwin.com has no control over any fees that a hotel may pass on for luggage storage, Sauna, spa and swimming pool use, car parking fees etc.
During the festive season, essentially Christmas and the New Year, there are hotels which impose a compulsory gala and guests must pay any supplement for the gala dinner. Our company is not always informed about Gala dinner supplements and tripDarwin.com cannot be held responsible for any gala supplements passed on by the hotel.
K. Cancellation and Amendment
We prefer that all cancellations and amendments are made on the tripDarwin.com website. Alternatively, you can contact the tripDarwin.com booking Team via e-mail before the cancellation deadline for that specific booking/hotel. We do not accept cancellations or amendments over the telephone.
tripDarwin.com shall not be responsible for delays arising out of the Booking helpdesk not being available outside office hours.
tripDarwin.com will not be bound by nor responsible for any changes and cancellations made directly with the hotel.
All request for cancellations that are not made in proper time frame are subject to cancellation fee determined by tripDarwin.com.
It is important to note that only one amendment per package will be accepted. If you require further amendments, please cancel and re-book the package with new details. When you re-book, new rates may be applicable.
During special event periods, certain dates and early bird type bookings, the hotel may pass on a different cancellation policy of which you will be informed as soon as tripDarwin.com are notified.
In certain cases, name changes are not permitted and the booking may need to be cancelled and re-booked. In this case new rates may apply.
Any booking which offers free nights or early booking savings are liable to certain restrictions which we will inform you about as soon as tripDarwin.com are notified. Generally, these restrictions are; No name changes and no extension or reduction of nights. If you have booked a stay that includes 1 night free and your client decides to cancel- The free night will not be refunded because this is free.
Please note that nightly room rates might increase after a confirmed amendment even if you decrease the number of nights. Similarly, tour rates or transfer rates may change if you decrease the number of travellers in a vehicle - for example booking an 18-seater coach for 18 people and later reducing the number of people to 15 may increase the per person pricing for this coach. Changes may also be due to changes in currency exchange rates or promotions on the original booking date.
If amendments are permitted, amendment conditions as specified by our suppliers may apply. Changes to arrival/departure date, room type or name change or where exclusive offers were applied at the time of the booking may result in the item re-pricing.
L. Special Events Period
During Special Event Periods, suppliers may pass on a different cancellation policy of which user will be informed as soon as tripDarwin.com is notified. Also, supplier(s) may not honor tripDarwin.com's usual reduced rates, which means that the price the user pays may be higher than the published rate. This can happen at any time when availability is scarce. During special event periods, certain dates and early bird type bookings, the supplier may pass on a different cancellation policy of which you will be informed as soon as tripDarwin.com is notified.
M. Proof of Id
To protect your tripDarwin.com account , when a booking has been made by a 3rd party user tripDarwin.com reserves the right to request proof of ID from the credit cardholder as well as a signed authorisation form.
This is not requested in all cases, but may be requested in certain cases on discretion of tripDarwin.com's risk management team. This is a security measure not intended to cause any inconvenience but merely to protect the credit card holder against any credit card misuse.
N. Relocation of Your Clients
If the original hotel booked is closed, over booked or has maintenance problems and /or cannot provide the room(s) booked. You accept that the hotelier or supplier is responsible for finding you alternate accommodation of a similar standard. Where we have prior notice tripDarwin.com will contact you by email.
In case of any relocation, tripDarwin.com is responsible only to offer one alternate hotel. More than one alternate hotel will be optional. tripDarwin.com constantly tries to find hotels in the desired area but this situation can change according to the consistency of the city (big events, conferences, festivals can sometimes take place in the city).
tripDarwin.com accepts no liability for any losses or costs that might occur because of re-location as this is completely beyond our control.
Any complaint which cannot be resolved by the supplier must be notified to us by email. All complaints must be notified to us within 5 days of the check out date.
Where possible a copy of the complaint must also be submitted to the supplier or provider. Complaints will be forwarded by tripDarwin.com to the relevant party and responses / refunds sought on your behalf. Response times do vary from between 5-20 working days depending upon the nature of the query in question.
tripDarwin.com team shall attempt to resolve your complaint upon receipt and in case required, attempt to get you a refund. tripDarwin.com shall pass on such refunds to the user, however tripDarwin.com cannot guarantee a refund and shall not be held responsible for the refund and accepts no liability of disbursing payments or refunds on behalf of our suppliers.
P. Visa Support
tripDarwin.com will not be obliged to request any visa documents from the hotel for any bookings which have not been paid for in full.
tripDarwin.com will request these visa documents from the hotel upon your acceptance of a charge of INR 2500 per peron in the event that you cancel the booking.
tripDarwin.com will do the best to accommodate your request but it is not guaranteed that the hotel will respond to your visa document request.
tripDarwin.com has no control over any charges that a hotel may implement for visa support documents.
In the event that a hotel implements charges for visa support documents, tripDarwin.com expects that the agency will make the relevant payment direct to the hotel.
Q. Promotions and Promotional Rates
Promotions are offered in good faith only. Some promotions are more popular than others in which case the rooms featured will be sold out much quicker. tripDarwin.com reserves the right to modify or change any promotion or offer at any time without notice. Please make a search for your requested dates for the most current rates.
R. General Terms and Conditions
tripDarwin.com shall not be liable for any failure in service relating from uncontrollable circumstances such as flood, earthquake, riot, terrorist acts, acts of governments or authority change in a country, bad weather conditions etc.
Telephone calls to tripDarwin.com may be recorded to enable us to monitor and improve our services. Please contact us at rm@tripDarwin.com if you do not want to receive any promotional emails/ Newsletters or special deals.
On accessing tripDarwin.com, certain information about you, such as :
What do we use your information for?
- Login Information refers to user account (user ID assigned to you) and associated password
- Personally Identifiable Information refers to name(s), age, nationality and contact details which may include e-mail address or contact number(s) etc.
- Transactional Information refers to financial information such as Bank account or credit card or debit card or other payment instrument details etc.
- Travel information refers to includes information about the travel, bookings, co-passengers, travel preferences etc.
- Other information that may be requested or generated due to your actions on tripDarwin.com.
- To perform bookings, ticketing and payment transactions for the services available on tripDarwin.com;
- To contact you or the traveller with respect to the booking, cancellation, or other information required which may not be available;
- To contact the you or the traveller for support prior, during or after the travel with respect to any queries, grievances or complaints raised;
- To personalize your experience and give you better service and improve the user experience friendliness of tripDarwin.com;
- To send emails, SMS and other communications for providing services, responding to inquiries, and/or other requests or questions;
- To respond to queries of the authorities in regard to your accessing of tripDarwin.com and services availed by you;
- Website traffic analysis;
- Automatic Logging of Session Data.
Personal Information Collected Through Cookies and Similar Technologies
Darwin Travel Tech may collect certain information, including personal information, automatically from visitors to its Sites, and those of its subsidiaries, including the IP address, time visited, pages viewed and related information. When you visit the Sites, open emails from Darwin Travel Tech, use its apps or interact with its related tools, widgets or plug-ins, Darwin Travel Tech may collect certain information by automated means, such as through cookies, web beacons, local storage, scripts, pixels and web server logs.
The information collected in this manner may include your IP address, unique device identifier, browser characteristics, domain and other system settings, search queries, device characteristics, operating system type, language preferences, referring URLs, actions taken on the Sites, dates and times of Site visits, metadata and other information associated with other files stored on your device.
Darwin Travel Tech uses various tools to help analyze the traffic on the Sites. Following is a list of these tools:
- Google Analytics - For more information on Google Analytics’ processing of personal information, please see https://www.google.com/policies/privacy/partners/. You can opt out of Google Analytics by using the following Google provided browser plugin https://www.google.com/ads/preferences/plugin/.
- Inspectlet - For more information on Inspectlet's processing of personal information, please see https://www.inspectlet.com/terms-of-service. If you would like Inspectlet to delete your data (other than Anonymous Data), you may contact Inspectlet at any time at firstname.lastname@example.org.
- Amplitude - For more information on Amplitude's processing of personal information, please see https://amplitude.com/amplitude-security-and-privacy/privacy.
- BreadButter.io - For more information on BreadButter's processing of personal information, please see https://breadbutter.io/privacy-policy/. You may correct, amend, or delete the personal information BreadButter hold's about you. An individual who seeks access, or who seeks to correct, amend, or delete inaccurate data transferred to the United States under Privacy Shield, should direct their query to privacyofficer@Bread & Butter.com.
- Hotjar - For more information on Hotjar's processing of personal information, please see https://www.hotjar.com/legal/policies/privacy/. If you would prefer to have Hotjar not process your information across any site on the web, you may follow instructions given here at any time https://www.hotjar.com/legal/policies/do-not-track/
We process personal information collected through cookies or similar technologies either in connection with our legitimate business interests in operating the Sites, performing the services, or operating our business, or otherwise to the extent you have agreed that we may do so.
Darwin Travel Tech may use information collected through cookies, web beacons, pixels, web server logs and other automated means for purposes such as (a) customizing user visits to the Sites, (b) delivering content tailored to users' interests and the manner in which our users browse the Sites, and (c) managing the Sites and other aspects of its business.
You can change your cookies settings in your browser, however please note that without cookies you may not be able to use all of the features of the Sites.
We acknowledge that, you are the ultimate owner of your Personal Information and we shall not claim ownership or use this information for any purpose other than stated above. You acknowledge that you are solely responsible for maintaining the secrecy of your passwords, and your user account information.
We do not sell, trade, or otherwise transfer to outside parties your personally identifiable information. However, we do transmit your information to trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also the release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others' rights, property, or safety. However, other non-personally identifiable visitor information may be provided to other parties for marketing, advertising, or other uses.