Policy Regarding Booking, Cancellation and Refund Policy
Apollo Voyages Pvt. Ltd – Booking, Cancellation and Refund Policy
Last Updated: 12 August 2026
- Introduction
This Booking, Cancellation and Refund Policy (“Policy”) governs all online bookings made through Apollo Voyages Pvt. Ltd (“Apollo Voyages Pvt. Ltd”, “we”, “us”, or “our”) for tours, holiday packages, sightseeing experiences, transfers, activities, accommodations and other travel-related services offered by Apollo Voyages Pvt. Ltd or its associated suppliers, service providers, hotels, transport operators, activity providers and other third parties (“Service Providers”).
By making an online booking through the Apollo Voyages Pvt. Ltd website, application, payment link or other approved online booking platform, the customer (“Customer”, “you” or “your”) confirms that they have read, understood and accepted this Policy, together with the applicable booking terms, tour itinerary, quotation, invoice and any specific terms displayed at the time of booking.
Where a particular tour, package or Service Provider has cancellation or refund conditions that differ from this Policy, the specific cancellation and refund conditions displayed or communicated to the Customer at the time of booking shall prevail for that particular service.
- Online Booking and Acceptance
2.1 Booking Request
A Customer may request a tour or travel service through the Apollo Voyages Pvt. Ltd website or other authorised online booking channel.
Availability displayed online is subject to confirmation. A booking request shall not be considered confirmed merely because a Customer has submitted an enquiry or selected a tour.
2.2 Payment and Confirmation
A booking will become confirmed only after:
- the required payment or advance payment has been successfully received by Apollo Voyages Pvt. Ltd;
- the required services have been confirmed by Apollo Voyages Pvt. Ltd and/or the relevant Service Providers; and
- a booking confirmation, confirmation voucher, invoice or other confirmation document has been issued to the Customer.
Apollo Voyages Pvt. Ltd reserves the right to decline or cancel a booking where the requested service is unavailable, incorrectly priced, technically unavailable, affected by an obvious pricing or inventory error, or cannot be confirmed by the relevant Service Provider.
2.3 Payment Failure
If an online payment is unsuccessful, declined, reversed or remains pending, the booking shall not be considered confirmed unless Apollo Voyages Pvt. Ltd subsequently confirms the booking in writing.
Where an amount has been debited from the Customer’s account, but the booking has not been confirmed, Apollo Voyages Pvt. Ltd will investigate the transaction and, where applicable, initiate a refund in accordance with the applicable payment gateway and banking procedures.
2.4 Accuracy of Customer Information
The Customer is responsible for providing accurate information, including:
- full names of travellers;
- age and number of travellers;
- contact details;
- travel dates;
- identity-document information where required;
- special requests; and
- any other information necessary to provide the booked services.
Apollo Voyages Pvt. Ltd shall not be responsible for additional costs or losses resulting from incorrect or incomplete information supplied by the Customer.
- Pricing, Taxes and Additional Charges
All prices displayed or quoted by Apollo Voyages Pvt. Ltd are subject to the inclusions and exclusions stated on the relevant tour or booking page, quotation or invoice.
Unless specifically stated otherwise, the Customer may be required to pay applicable taxes, entrance fees, permits, surcharges, transportation charges, accommodation supplements, mandatory government fees, service charges or other charges that are expressly identified at the time of booking.
Prices may change before confirmation where supplier rates, availability, taxes, exchange rates or other applicable costs change.
Once a booking has been confirmed and paid for, any subsequent amendment requested by the Customer may be subject to additional charges.
- Advance Payment and Payment Schedule
Apollo Voyages Pvt. Ltd may require either:
- full payment at the time of booking; or
- an advance/deposit followed by one or more instalments.
The applicable payment schedule will be communicated on the relevant booking page, quotation, invoice or confirmation.
A booking may be automatically cancelled if the Customer fails to make a required payment by the specified due date.
Any deposit or advance payment expressly identified as non-refundable shall not be refundable upon Customer cancellation, except where required by applicable law or where Apollo Voyages Pvt. Ltd expressly agrees otherwise.
For certain hotels, activities, transportation services, peak-season bookings, special events, group tours, cruises, charter services or other services requiring guaranteed inventory, 100% advance payment may be required and the booking may be non-refundable once confirmed.
- Customer Cancellation Policy
A Customer wishing to cancel a confirmed booking must submit the cancellation request through the official Apollo Voyages Pvt. Ltd customer-service channel or other cancellation facility specified in the booking confirmation.
The effective cancellation date and time shall be the date and time on which Apollo Voyages Pvt. Ltd receives the cancellation request.
Cancellation requests made verbally to a tour representative, driver, hotel, guide or other Service Provider will not automatically constitute cancellation of the Apollo Voyages Pvt. Ltd booking unless confirmed by Apollo Voyages Pvt. Ltd.
5.1 Standard Cancellation Schedule
Unless a different cancellation policy is specifically stated for the booked tour or package, the following standard cancellation charges shall apply:
| Cancellation timing | Cancellation charge |
| More than 30 days before departure | Non-refundable booking/administrative charges and any amounts already committed to Service Providers |
| 30 to 16 days before departure | 50% of total tour cost |
| 15 to 8 days before departure | 75% of total tour cost |
| 7 days or less before departure | 100% of total tour cost |
| No-show / failure to travel | 100% of total tour cost |
The above schedule is a general guideline. The actual cancellation charges for a particular booking may be higher where the relevant hotel, airline, transport operator, activity provider, cruise operator, destination supplier or other Service Provider imposes stricter cancellation conditions.
Where the Customer is shown a specific cancellation policy during the booking process, that specific policy will apply.
- Non-Refundable and Special Bookings
Certain components of a tour may be non-refundable immediately after confirmation.
These may include, without limitation:
- non-refundable hotel reservations;
- special promotional rates;
- flights or transportation tickets;
- train tickets;
- permits and entrance tickets;
- visa and visa-processing charges;
- event or attraction tickets;
- cruises;
- safari permits;
- special activities;
- guaranteed room inventory;
- peak-season bookings;
- festive-season bookings;
- group bookings;
- charter services;
- deposits paid to third-party suppliers; and
- other services specifically identified as non-refundable.
Where a booking contains one or more non-refundable components, the applicable non-refundable amount will be deducted from any refund otherwise payable.
- Cancellation by Apollo Voyages Pvt. Ltd
Apollo Voyages Pvt. Ltd may cancel or modify a tour where circumstances beyond its reasonable control make the tour impossible, impractical or unsafe to operate.
Such circumstances may include, without limitation:
- natural disasters;
- severe weather;
- government restrictions or orders;
- civil unrest;
- strikes;
- transportation disruptions;
- road closures;
- security concerns;
- supplier failure;
- operational requirements;
- insufficient participation for a group departure; or
- other force majeure circumstances.
Where Apollo Voyages Pvt. Ltd cancels a tour for reasons attributable to Apollo Voyages Pvt. Ltd and not due to the Customer or a Service Provider’s applicable cancellation terms, Apollo Voyages Pvt. Ltd will, where reasonably possible, offer the Customer one of the following:
- an alternative date or equivalent service;
- a travel credit, where agreed by the Customer; or
- a refund of the amount actually received by Apollo Voyages Pvt. Ltd for the cancelled service, subject to any non-refundable amounts imposed by third-party Service Providers where applicable.
Where a cancellation is caused by a Service Provider, the Customer’s refund will be subject to the amount actually recoverable by Apollo Voyages Pvt. Ltd from that Service Provider, unless otherwise required by applicable law.
- Changes Requested by the Customer
Requests to change travel dates, passenger names, accommodation, transportation, itinerary, number of travellers or other booking details are subject to availability and acceptance by Apollo Voyages Pvt. Ltd and the relevant Service Providers.
An amendment may result in:
- amendment charges;
- supplier penalties;
- fare differences;
- hotel rate differences;
- transportation charges;
- administrative/service fees; or
- cancellation and rebooking charges.
An amendment requested close to the departure date may be treated as a cancellation and new booking.
- No-Show Policy
A “No-Show” occurs where a Customer fails to appear at the designated departure point, hotel, activity venue, transfer location or other agreed location at the required time without having cancelled the booking in accordance with this Policy.
Unless otherwise stated in the applicable booking terms, a no-show will be treated as a 100% cancellation, and no refund will ordinarily be payable.
A Customer who misses a tour, transfer, activity or other service because of a delayed flight, train, personal circumstances or other reason remains responsible for the applicable cancellation or no-show charges unless Apollo Voyages Pvt. Ltd or the relevant Service Provider agrees otherwise.
- Partial Utilisation and Unused Services
If a Customer voluntarily chooses not to use part of a confirmed tour or package, no refund will ordinarily be provided for the unused portion unless the applicable Service Provider agrees to a refund.
Examples include:
- voluntarily missing sightseeing;
- leaving a tour early;
- not using a pre-booked transfer;
- not using accommodation;
- skipping meals included in the package; or
- choosing not to participate in an included activity.
Any refund for unused services will be subject to the terms of the relevant Service Provider.
- Refund Policy
Where a refund is approved, Apollo Voyages Pvt. Ltd will calculate the refundable amount after deducting applicable:
- cancellation charges;
- supplier penalties;
- non-refundable deposits;
- payment gateway or transaction charges, where applicable;
- service/convenience fees identified as non-refundable;
- amendment or administrative charges; and
- any other amount expressly identified as non-refundable at the time of booking.
Refunds will normally be made to the original payment method used for the booking.
For example, a payment made by credit/debit card will ordinarily be refunded to the relevant card, while payments made through other permitted online payment methods will ordinarily be returned through the applicable payment mechanism.
- Refund Processing Time
Once a refund has been approved and the required amount has been received from the relevant Service Provider, Apollo Voyages Pvt. Ltd will generally initiate the refund within 15–20 business days.
The time taken for the amount to actually appear in the Customer’s bank/card account may vary depending on:
- the payment gateway;
- issuing bank;
- card network;
- banking procedures; and
- other financial institutions involved in processing the transaction.
Where Apollo Voyages Pvt. Ltd is required to obtain a refund from a hotel, airline, transport operator, activity provider or other Service Provider before refunding the Customer, the refund timeline may be extended until the applicable amount is received from that Service Provider.
This approach is consistent with the supplier-dependent refund model commonly used by large online travel platforms.
- Refund of Taxes and Government Charges
Where taxes, permits, government charges or other statutory fees are refundable, the refundable amount will be determined by the relevant authority or Service Provider.
Non-refundable government fees, permits, taxes or charges will not be included in the Customer’s refund.
- Payment Gateway and Convenience Fees
Any payment gateway, convenience, booking, processing or service fee specifically identified as non-refundable at the time of booking will not ordinarily be refunded upon Customer cancellation.
Where a booking is cancelled by Apollo Voyages Pvt. Ltd for reasons attributable solely to Apollo Voyages Pvt. Ltd, the treatment of such fees will be determined on a case-by-case basis and subject to applicable law.
- Supplier-Specific Cancellation Conditions
Apollo Voyages Pvt. Ltd works with various hotels, transport operators, activity providers, guides and other Service Providers.
Each Service Provider may have its own cancellation and refund conditions.
Where such conditions apply, they will be communicated to the Customer through the applicable:
- tour page;
- booking page;
- quotation;
- invoice;
- confirmation email;
- booking voucher; or
- other booking documentation.
The cancellation conditions specifically displayed for the Customer’s booking shall prevail over the general cancellation schedule in this Policy.
This is particularly applicable to special-rate, promotional, peak-season, guaranteed, group and non-refundable bookings.
- Force Majeure
Apollo Voyages Pvt. Ltd shall not be liable for failure, delay, interruption or modification of services caused by circumstances beyond its reasonable control.
Such circumstances may include natural disasters, floods, earthquakes, extreme weather, epidemics/pandemics, government restrictions, war, terrorism, civil unrest, strikes, transportation disruptions, road closures, governmental decisions, security restrictions or other force majeure events.
Where a Service Provider retains amounts due to a force majeure event, any refund offered by Apollo Voyages Pvt. Ltd will be limited to amounts recoverable from the relevant Service Provider, unless otherwise required by applicable law.
Apollo Voyages Pvt. Ltd may, where reasonably possible, offer alternative arrangements or travel credits instead of a cash refund.
- Travel Documents and Customer Responsibility
The Customer is responsible for carrying all documents necessary for travel, including where applicable:
- valid identity documents;
- passports;
- visas;
- permits;
- tickets;
- insurance documents; and
- other documents required by the destination or Service Provider.
Failure to possess required documentation, eligibility requirements or permissions may result in refusal of service and may be treated as a cancellation or no-show.
Any resulting cancellation charges shall be borne by the Customer where the failure is attributable to the Customer.
- Travel Insurance
Customers are strongly encouraged to obtain appropriate travel insurance covering, where relevant, trip cancellation, medical emergencies, baggage, personal accident, travel interruption and other unforeseen circumstances.
Unless expressly included in the booking, travel insurance is not provided by Apollo Voyages Pvt. Ltd.
The purchase of travel insurance does not automatically change Apollo Voyages Pvt. Ltd’ cancellation policy. Any claim under an insurance policy shall be governed by the terms of the relevant insurer.
- Promotional and Discounted Bookings
Promotional, discounted, flash-sale, early-bird and special-rate bookings may be subject to separate terms.
Unless expressly stated otherwise, discounts and promotional benefits are not transferable or refundable as cash.
Where a booking made using a promotional offer is cancelled, the refund, if any, will be calculated after applying the applicable cancellation conditions and deducting any non-refundable promotional or booking components.
- Chargebacks and Payment Disputes
Before initiating a chargeback or payment dispute with a bank or card issuer, Customers are requested to contact Apollo Voyages Pvt. Ltd so that the matter can be investigated and resolved.
Where a Customer initiates a chargeback for a transaction that has already been validly refunded or for which services have been provided, Apollo Voyages Pvt. Ltd reserves the right to provide relevant booking, payment and service records to the payment provider, bank or card issuer.
Nothing in this section limits any rights available to the Customer under applicable law.
- How to Request a Cancellation or Refund
Cancellation and refund requests should be submitted through the official Apollo Voyages Pvt. Ltd customer-service contact details provided on the website, booking confirmation or invoice.
The Customer should provide:
- booking reference number;
- name of the lead traveller;
- registered email address or telephone number;
- reason for cancellation, where requested; and
- any other information reasonably required to process the request.
Apollo Voyages Pvt. Ltd may request additional documentation where necessary to verify the booking or refund recipient.
- Refunds to Third Parties
Refunds will ordinarily be made only to the original payment source or the Customer associated with the booking.
Apollo Voyages Pvt. Ltd may require appropriate authorisation and supporting documentation before making a refund to a person other than the original payer.
Apollo Voyages Pvt. Ltd shall not be responsible for losses arising from incorrect bank account or payment details supplied by the Customer.
- Discrepancies in Booking Confirmation
Customers should carefully review their booking confirmation, itinerary, passenger details, dates, inclusions, exclusions and cancellation conditions immediately after receiving the confirmation.
Any discrepancy should be reported to Apollo Voyages Pvt. Ltd as soon as reasonably possible.
If a material error is identified in a booking confirmation due to an obvious technical, pricing or inventory error, Apollo Voyages Pvt. Ltd reserves the right, subject to applicable law, to correct the error or cancel the affected booking and refund amounts actually received for that booking.
- Acceptance of Policy
By clicking “Pay Now,” “Book Now,” “Confirm Booking,” “I Agree” or any equivalent button, or by otherwise completing an online booking with Apollo Voyages Pvt. Ltd, the Customer acknowledges that:
- they have read and understood this Policy;
- they agree to the applicable cancellation and refund conditions;
- they understand that individual services may have stricter cancellation conditions;
- they understand that certain components may be non-refundable; and
- they authorise Apollo Voyages Pvt. Ltd to process the booking and payment in accordance with the applicable terms.
- Changes to this Policy
Apollo Voyages Pvt. Ltd may update or amend this Policy from time to time.
The Policy applicable to a confirmed booking will ordinarily be the Policy and specific booking terms accepted by the Customer at the time of booking, unless a change is required by applicable law or regulatory requirements.
The latest version of this Policy will be made available on the Apollo Voyages Pvt. Ltd website.
- Governing Law and Jurisdiction
This Policy shall be governed by and construed in accordance with the laws of India.
Subject to applicable consumer protection laws and other mandatory legal rights available to the Customer, disputes arising in connection with a booking or this Policy shall be subject to the jurisdiction of the competent courts and authorities at [City, State, India].
Nothing in this Policy is intended to exclude or restrict any statutory right or remedy available to a Customer under applicable Indian law.
- Customer Support
For booking amendments, cancellations, refunds or other assistance, Customers should contact:
Apollo Voyages Pvt. Ltd
Website: www.apollovoyages.com
Email: support@apollovoyages.com
Telephone: +91 11 24677515, +91 9810061243
Business Hours: Mon to Friday 1030 AM to 630 PM
Sat 11 AM to 3 PM
Important Booking Notice
Cancellation and refund conditions may vary by tour, hotel, transport provider, activity and destination. Customers should always review the specific cancellation policy displayed on the booking page, quotation or confirmation before making payment. In case of any difference between this general Policy and the specific terms displayed for a particular booking, the specific booking terms will apply.