Cancellation and Refund Policy
At Birding Peru Tours, we understand that travel plans may change unexpectedly. This Cancellation and Refund Policy explains the conditions that apply when a client cancels a confirmed reservation or when Birding Peru Tours must cancel or modify a tour.
By confirming a reservation with Birding Peru Tours, the client acknowledges and accepts the terms established in this policy.
1. Cancellation Requests
All cancellation requests must be submitted to Birding Peru Tours in writing through an official communication channel, such as email or WhatsApp.
The effective cancellation date will be the date on which Birding Peru Tours receives the written cancellation request.
Cancellation requests made verbally or through unofficial channels may not be considered valid until confirmed in writing.
2. Cancellation by the Client
If a client cancels a confirmed reservation, any applicable refund will depend on:
- The date on which the cancellation is received
- The type of tour or service booked
- The amount already paid to Birding Peru Tours
- Non-refundable payments made to third-party service providers
- Accommodation and transportation cancellation policies
- Entrance tickets, permits, and other prepaid services
- The specific cancellation conditions communicated at the time of booking
Because many travel services must be prepaid and may be non-refundable, the amount refunded may be less than the amount originally paid.
3. Standard Cancellation Conditions
Unless different cancellation conditions have been agreed in writing for a specific reservation, the following general conditions may apply:
Cancellation 30 days or more before the tour
The client may be eligible for a refund of the amount paid, less any non-refundable costs, bank charges, transaction fees, or payments already made to third-party providers.
Cancellation between 15 and 29 days before the tour
A partial refund may be available, depending on the costs already committed by Birding Peru Tours and the cancellation policies of our service providers.
Cancellation between 7 and 14 days before the tour
A significant portion of the payment may be non-refundable due to advance commitments with hotels, guides, transportation companies, entrance-ticket providers, and other suppliers.
Cancellation less than 7 days before the tour
Payments may be non-refundable, depending on the services included in the reservation and the costs already incurred.
No-show or cancellation on the day of the tour
No refund will normally be provided for a client who fails to appear for the scheduled tour or cancels on the day of departure.
Important: The cancellation periods and refund conditions above are general guidelines. Specific tours, peak-season bookings, private trips, customized itineraries, accommodation, entrance tickets, and other services may have different cancellation conditions. The specific conditions applicable to your reservation will be communicated before confirmation.
4. Non-Refundable Services
Certain services may be fully or partially non-refundable once purchased or confirmed.
These may include:
- Accommodation
- Machu Picchu or other entrance tickets
- Special permits
- Transportation reservations
- Domestic flights
- Private guides
- Special activities
- Meals or restaurant reservations
- Services purchased specifically for the client
- Services booked during high-demand or peak travel periods
If a third-party provider does not issue a refund, Birding Peru Tours may be unable to refund that portion of the client’s payment.
5. Refund Processing
When a refund is approved, Birding Peru Tours will inform the client of the amount to be refunded and the applicable refund method.
Refunds will normally be made using the same payment method used for the original transaction, whenever technically and legally possible.
The client may be responsible for bank charges, payment-processing fees, currency-conversion costs, or other fees that cannot be recovered by Birding Peru Tours.
Refund processing times may vary depending on the payment method and financial institution.
6. Currency Exchange
If the original payment was made in a currency different from the currency in which the refund is processed, the final amount received by the client may differ due to exchange-rate fluctuations and fees charged by banks or payment providers.
Birding Peru Tours is not responsible for losses resulting solely from currency exchange rate fluctuations or fees charged by the client’s financial institution.
7. Cancellation by Birding Peru Tours
Birding Peru Tours may cancel or significantly modify a tour when circumstances beyond our reasonable control make it impossible, unsafe, or impractical to operate the originally planned itinerary.
Such circumstances may include:
- Severe weather conditions
- Natural disasters
- Road closures
- Strikes
- Social unrest
- Government restrictions
- Closure of tourist attractions
- Changes in regulations or access conditions
- Safety concerns
- Other unforeseen circumstances beyond our reasonable control
In such cases, Birding Peru Tours will make reasonable efforts to:
- Offer an alternative date;
- Offer a modified or alternative itinerary; or
- Provide an applicable refund, when possible.
Any refund will depend on the amounts that Birding Peru Tours can recover from third-party providers.
8. Changes to the Itinerary
A change to part of an itinerary does not necessarily constitute a cancellation.
If weather, road conditions, safety considerations, government restrictions, or other circumstances require a modification to the itinerary, Birding Peru Tours may replace or adjust certain activities or services with reasonable alternatives.
The safety of our clients, guides, and staff will always be a priority.
9. Weather and Natural Conditions
Birdwatching and outdoor activities are naturally dependent on weather and environmental conditions.
Unfavorable weather does not automatically qualify a reservation for a refund if the tour can safely operate with reasonable modifications.
If conditions make the tour unsafe or impossible to operate, Birding Peru Tours will evaluate the situation and determine the most appropriate alternative in accordance with this policy.
10. No-Show Policy
A no-show occurs when a client does not arrive at the designated meeting or pickup point at the agreed time without providing prior notice.
No refunds will normally be provided for:
- Failure to appear for the tour
- Arriving too late to participate
- Missing transportation
- Missing entrance times
- Leaving the tour voluntarily after it has started
- Failure to comply with the agreed meeting instructions
Any additional costs resulting from a no-show may be charged to the client.
11. Early Departure
If a client voluntarily decides to leave a tour or itinerary before its scheduled completion, no refund will normally be provided for unused services.
This includes situations in which the client decides not to participate in an activity after the tour has started.
Exceptions may be considered when the early departure is caused by circumstances directly attributable to Birding Peru Tours.
12. Refunds for Unused Services
Unused services resulting from a client’s personal decision, late arrival, early departure, or failure to participate are generally non-refundable.
Examples include:
- Unused hotel nights
- Unused transportation
- Missed activities
- Unused meals
- Missed entrance tickets
- Unused guiding services
Any exception will be evaluated on a case-by-case basis and will depend on whether Birding Peru Tours can recover the corresponding amount from the relevant provider.
13. Special and Customized Tours
Private tours, customized itineraries, multi-day expeditions, birdwatching trips, and reservations involving multiple suppliers may have specific cancellation and refund conditions.
Because these trips often require significant advance commitments, cancellation fees may be higher.
The specific cancellation conditions applicable to these reservations will be communicated to the client before the booking is confirmed.
14. Force Majeure
Birding Peru Tours shall not be held responsible for failure or inability to provide services caused by circumstances beyond its reasonable control.
These circumstances may include, but are not limited to:
- Natural disasters
- Earthquakes
- Floods
- Severe weather
- Epidemics or pandemics
- Government actions
- Strikes
- Civil disturbances
- Road or airport closures
- Changes in government regulations
- Security-related events
- Other events that could not reasonably have been anticipated or prevented
In such circumstances, Birding Peru Tours will make reasonable efforts to assist the client and find an appropriate alternative, subject to availability and the policies of the service providers involved.
15. Travel Insurance
We strongly recommend that all clients purchase comprehensive travel insurance before traveling to Peru.
Travel insurance may provide coverage for circumstances such as:
- Trip cancellation
- Trip interruption
- Medical emergencies
- Lost or delayed luggage
- Travel delays
- Emergency evacuation
- Other unexpected travel-related events
Birding Peru Tours is not an insurance provider and does not guarantee reimbursement for losses that may be covered by the client’s travel insurance policy.
16. How to Request a Refund
To request a cancellation or refund, please contact us with:
- Full name
- Booking reference, if applicable
- Tour or itinerary booked
- Travel date
- Reason for cancellation
- Payment information or proof of payment, when requested
Birding Peru Tours will review the request and inform the client of the applicable cancellation conditions and refund amount.
17. Acceptance of This Policy
By making a reservation or advance payment with Birding Peru Tours, the client confirms that they have read, understood, and accepted this Cancellation and Refund Policy.
Specific cancellation conditions communicated in writing for an individual booking will take precedence over the general conditions contained in this policy.
18. Contact Us
For cancellation requests, refund inquiries, or questions regarding this policy, please contact us