These are the conditions on which you travel with India Woven Travel Ltd.  Please read them carefully as all travel booked with us is bound by these conditions.​

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We are a small, independent travel company curating thoughtful and immersive journeys through India. India Woven Travel Ltd is a registered company in England and Wales with company number 13019808 incorporated on 15 November 2020. Our registered office as India Woven Travel is at 44 Elgar Way, Horsham, West Sussex, RH13 6RH (referred to as “We”, “Us” and “Our”). We provide escorted guided group tours and private tailor-made tours (referred to as “Tour” or “Tours”) to India. 

 

Our Tours include accommodation in mid-range and luxury hotels, resorts, guesthouses, home-stays and camps as well as transport in air-conditioned private cars, private minibuses, air-conditioned trains, auto-rickshaws or cycle rickshaws. Our Tours are designed to offer an immersive, thoughtfully balanced experience, blending comfort with a spirit of discovery, so our clients can explore the richness, beauty, and cultural depth of India

 

By confirming a trip with us, you are agreeing to the terms outlined below.

 

1. Your Contract

 

The contract is between India Woven Travel, a registered business in the United Kingdom, and the client, defined as any individual or group booking or intending to book a tour operated by India Woven Travel. This contract, along with any matters arising from it, shall be governed by and construed in accordance with the laws of England and Wales. Both parties agree to submit to the exclusive jurisdiction of the English courts in respect of any dispute or claim arising out of or in connection with this agreement.

 

2.  Booking and Payment 

 

To secure your place on a group tour or tailormade tour, a non-refundable deposit (as stated in your itinerary) is required. The balance is due no later than 56 days before departure. If booking within 58 days of travel, full payment is required at the time of confirmation. Each client booked onto a Tour must also completed the India Woven Travel Booking Form. 

 

Payment must be made via bank transfer or debit/credit card payment to our designated Protected Trust Services (PTS) trust account, as detailed on the Booking Form. This ensures that your funds are held securely in accordance with PTS financial protection requirements until they are due for disbursement.

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Each signed Booking Form submitted will be treated as an offer to travel with India Woven Travel under the terms and conditions outlined here. A binding contract between India Woven Travel and all individuals named on the Booking Form will be formed once your deposit has been paid. The date of this payment will be the official commencement date of the contract.

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You will be invoiced for the remaining balance of your trip, which must be paid in full no later than 8 weeks (56 days) before the scheduled departure date. Failure to make the final payment on time may result in cancellation of your booking, and the application of cancellation charges as outlined in our Cancellation Policy.

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We strongly recommend that you take out comprehensive travel insurance at the time of booking to protect yourself against any unforeseen circumstances that may result in cancellation or disruption.

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3. Pricing 

 

All prices are quoted in GBP unless otherwise stated. Prices are based on current exchange rates, taxes, and supplier costs at the time of quotation. India Woven Travel reserves the right to adjust pricing if significant cost changes arise beyond our control as mentioned below.

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All prices are quoted per person (unless stated otherwise) and, for group tours, are based on two people sharing a twin room.

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Please be aware that many of the small hotels and home-stays we work with offer a variety of room types. In the interest of accommodating the full group, it may occasionally be necessary to allocate different room categories to different guests. In some instances, this may mean that a guest is given a superior room at no extra charge. Such allocations will always be handled as fairly and equitably as possible, and we appreciate your understanding.

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Prices listed on our website or in any of our literature serve as a guide only and may vary until a booking contract is confirmed. Once your booking is confirmed, we reserve the right to increase the cost of your holiday if necessary due to:

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a) Changes in VAT, government taxes, surcharges or fees relevant to your India Woven Travel tour;
b) Increases in transportation or fuel costs;
c) Significant fluctuations in exchange rates.

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No price increases will be applied within 8 weeks (56 days) of your scheduled departure date.

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Single occupancy rooms are available on request and subject to availability. A supplemental charge will apply, as the cost of single occupancy reflects the additional expenses incurred for accommodation that would otherwise be shared.

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If you are travelling solo and wish to share a room with another guest, we will do our best to match you with a suitable fellow traveller. In this case, you will be charged the twin-share rate. However, if we are unable to pair you with another guest by the time the final balance is due, the single supplement will become payable. We appreciate your understanding, as this charge covers the real cost of single room occupancy and is not a profit-making addition.

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4. Cutting Your Holiday Short 

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If you choose or are required to return home early, we cannot refund any unused travel arrangements from your Tour. If you cut your Tour short without a valid complaint regarding the quality of our travel services, no refund will be given for the unfinished portion of your trip, nor will we be responsible for any related expenses. Depending on your situation, your travel insurance might cover trip curtailment. It is your responsibility to contact your insurer promptly and obtain any necessary receipts locally to support your claim.

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5. Cancellation By You

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Cancellations must be made in writing. Deposits are non-refundable. Cancellation fees apply as follows (as per the number of days prior to departure): 

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• More than 56 days: loss of deposit

• 29–56 days: 50% of total tour cost

• Less than 28 days: 100% of total tour cost

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A cancellation is only effective once we receive a written request from you. We strongly recommend purchasing insurance that includes cancellation coverage at the time of booking.

 

6. Alterations By Us

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By booking a tour with India Woven Travel, you acknowledge that travelling in India requires a flexible and open-minded approach. The daily itinerary and overall travel plan are intended as a framework, not a fixed contract. It is a key condition of your booking that you accept this flexibility and understand that routes, schedules, accommodations, activities, and modes of transport may change without prior notice due to local circumstances or events beyond our control.

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If, after your trip has begun, we are unable to deliver a significant part of the experience originally agreed upon, India Woven Travel will make every reasonable effort to provide suitable alternatives. We ask that you bring a spirit of curiosity and adventure, and allow us to handle any adjustments needed along the way to ensure your journey remains enriching and enjoyable.

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7. Cancellations By Us

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Although unlikely, India Woven Travel reserves the right to cancel a group tour up to 56 days prior to the scheduled start date. Any such cancellation will be communicated to you in writing.

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We will not cancel your tour less than 56 days before departure unless it is due to one or more of the following:

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• Force majeure or other unavoidable and extraordinary circumstances beyond our control;

• Failure by you to pay the deposit and/or final balance by the due dates;

• A reasonable assessment that we cannot deliver the tour safely.
   

If we cancel your tour:

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• You will be offered the option to transfer any payments made to another departure date.
   

In cases where cancellation arises due to events outside our reasonable control, any refund will be made minus unrecoverable costs (such as non-refundable payments to hotels or local suppliers). Please note that India Woven Travel is not liable for any incidental or consequential expenses you may have incurred in relation to your booking, including but not limited to visas, vaccinations, travel insurance, or flights.

 

8.1 Assumption of Risk and Limitation of Liability

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By booking with India Woven Travel, you acknowledge and accept that travel in India carries inherent risks. These may include, but are not limited to, personal injury, illness, accidents, property loss or damage, discomfort, and inconvenience. You also acknowledge that safety standards, particularly in relation to transport, accommodation, roads, and public facilities, may not be equivalent to those expected in your home country, especially compared to European or Western standards.

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Your booking is accepted on the understanding that you assume these risks and agree to travel at your own risk.

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8.2 Liability for Services Provided

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Where you do not suffer personal injury, illness, or death, India Woven Travel accepts responsibility if any part of your tour, as described in the confirmed itinerary, is not provided to a reasonable standard or as agreed. In such cases, we will either offer an appropriate refund or provide a comparable alternative of similar value, where possible.

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However, we do not accept liability where any failure in the tour arrangements:

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• Is attributable to your own actions or omissions;

• Is caused by a third party unconnected with the provision of the travel services, and the event was unforeseeable or unavoidable; including but not limited to, jeep safaris, rickshaw-rides and harbour ferry rides. 

• Arises from unavoidable or extraordinary circumstances beyond our control, even if all due care was taken.
   

As our services are provided to you as a consumer, we do not accept liability for any losses related to any business activities, including but not limited to loss of profits, loss of data, loss of contracts, loss of goodwill, or any other commercial loss.

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India Woven Travel shall also not be liable for any loss or damage caused, or contributed to, by any defect or failure (partial or complete) of travel services not provided by us and for which we cannot reasonably be held responsible.

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Except for liabilities which cannot be excluded by law, India Woven Travel’s total aggregate liability to you in respect of any claim or claims arising out of or in connection with your booking shall not exceed the total basic tour price per person as stated on your invoice.

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8.3 Personal Injury or Death

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In the unfortunate event that you suffer personal injury or death as a result of services provided by India Woven Travel as part of your booked tour, our liability will be limited in accordance with international conventions and local law. The same exclusions listed above will apply.

 

8.4 Start of Our Responsibility

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Our responsibility under this contract begins only when you meet the group or our designated representative at the specified meeting point at the start of the tour, typically the arrival airport or first accommodation listed in the itinerary. We are not liable for any additional costs, losses, or delays incurred by you in travelling to the designated meeting point.

 

9.1 Personal Travel Insurance

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India Woven Travel strongly recommends that you purchase comprehensive travel insurance, including cancellation cover, as soon as your deposit is paid. It is a mandatory condition of participation in our tours that you have adequate insurance in place before travel commences. Your policy must include, at a minimum, coverage for medical expenses, emergency repatriation, trip interruption, and personal liability.

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If you arrange your own insurance, it is your responsibility to ensure the policy does not contain exclusions that would limit or invalidate coverage for:

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• The specific activities included in your India Woven Travel itinerary;

• Any optional or independent excursions or arrangements you may undertake that fall outside of your contract with us.
   

We reserve the right to cancel your booking without refund if you are unable to provide satisfactory evidence of appropriate travel insurance in accordance with this clause. Should you choose to travel without adequate cover, India Woven Travel will not be held liable for any costs, losses, or damages you incur that would otherwise have been covered by a suitable insurance policy.

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You are required to provide proof of your travel insurance policy no later than 14 days before departure, including:
 

• Insurance provider name

• Policy number

• Emergency assistance contact details
   

Failure to provide this information may result in the cancellation of your booking at your own expense.

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9.2 Public Liability Insurance

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At India Woven Travel, we take your safety and peace of mind seriously. As a fully registered UK tour operator, we hold specialist Tour Operators Combined Liability Insurance, underwritten by Certain Underwriters at Lloyd’s.

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This insurance is designed to protect you as a guest in the rare event that something doesn’t go to plan due to an issue on our side, or that of a supplier we work with.

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This is not a replacement for personal travel insurance. You’ll still need to take out your own travel policy to cover:

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• Trip cancellation

• Medical expenses

• Lost luggage

• Personal liability

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10. Financial Protection and Consumer Security

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India Woven Travel is committed to customer satisfaction and ensuring the highest level of financial protection for all our travellers. In accordance with The Package Travel and Linked Travel Arrangements Regulations 2018, and at no additional cost to you, all bookings made with India Woven Travel are fully protected. This protection covers all monies paid to us, including your initial deposit and final balance, as specified in your booking confirmation.

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All customer funds are securely held in an independent Trust Account until the completion of your tour. This Trust Account is administered by Protected Trust Services Ltd, located at 307–315 Holdenhurst Road, Boscombe, Bournemouth, BH8 8BX. Independent oversight is provided by the appointed trustees, Elman Wall Ltd, Chartered Accountants, 8th Floor, Becket House, 36 Old Jewry, London, EC2R 8DD.

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This structure ensures your money is ring-fenced and protected in the unlikely event of insolvency, giving you full peace of mind when booking your journey with India Woven Travel.

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11.1 Preparing for Travel to India and Your Obligations

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India Woven Travel’s responsibility for your tour commences only from the designated meeting time and location specified in your final travel documents. If you fail to arrive at the agreed meeting point at the appointed time—for any reason—we accept no liability for any additional costs you may incur to join the group at a later stage.

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Any information provided by India Woven Travel regarding climate, clothing, special equipment, health precautions, or travel preparations is offered in good faith. However, we do not accept liability for any errors or omissions in this guidance, and it is your responsibility to independently verify such information before relying on it.

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You are solely responsible for ensuring that all necessary travel documentation is in place prior to departure, including but not limited to:

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• Valid passport with required validity

• Relevant visas

• Required vaccinations and health certificates
   

We strongly recommend consulting your doctor or a travel clinic at least four to six weeks before departure to ensure you meet all health requirements. You should also refer to up-to-date government travel advice (such as that provided by the UK Foreign, Commonwealth & Development Office or your relevant national authority) before booking and travelling.

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Failure to comply with these requirements may result in your inability to participate in the tour, and in such cases, India Woven Travel accepts no liability or obligation to refund any portion of your tour costs.

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11.2 Health Fitness and Medical Conditions

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To ensure the safety and enjoyment of all participants, it is a condition of booking with India Woven Travel that you disclose any existing medical condition, disability, or illness that may affect your ability to participate in the tour. You must provide full and accurate details prior to making your booking so that we can assess the suitability of the tour for your needs.

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We reserve the right to request a doctor’s certificate confirming that you are medically fit to travel and capable of participating in all aspects of the itinerary. If, acting reasonably, we determine that we cannot adequately meet your medical or accessibility needs, we reserve the right to decline your booking in the interest of your safety and the smooth operation of the tour.

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If you fail to disclose relevant medical information at the time of booking, and it later becomes apparent that we cannot reasonably accommodate your condition, we reserve the right to cancel your booking. In such cases, standard cancellation charges will apply, and no refunds or compensation will be payable. We also reserve the right to exclude any participant from the tour if, in our reasonable opinion, their medical condition poses a risk to themselves, other participants, or the success of the tour. In this case, all monies paid will be forfeited and we shall have no further liability.

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It is your responsibility to ensure you are physically and mentally fit enough to undertake the tour you have booked. If you are affected by any condition that may impact your ability to fully participate in or enjoy the tour—or that could affect others in the group—you must inform us before making your booking. Failure to do so may result in your removal from the tour at your own expense.

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11.3 Passports, Visas and Travel Documentation

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It is your sole responsibility to ensure that you are in possession of a valid passport, any required visas, and any other entry documentation necessary for travel to and within India. Your passport must be valid for at least six (6) months beyond the end date of your tour or your intended return to your country of residence, and it must contain a minimum of two (2) blank facing pages for visa and entry stamps.

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India Woven Travel may offer general guidance regarding visa requirements for India (including tourist visas) based on information available at the time. However, this advice is provided in good faith and without liability. You must verify all visa and entry requirements directly with the Indian High Commission, Embassy, or Consulate in your country of residence before applying. Immigration regulations may change at short notice, and we do not accept responsibility for the accuracy or completeness of any visa-related information we may provide.

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India Woven Travel accepts no responsibility or liability if you are refused entry into India or denied boarding due to incorrect, incomplete, or missing travel documentation, including but not limited to:
 

• An invalid or expired passport

• Incorrect or missing visa

• Failure to comply with health, vaccination, or entry protocols
   

Any costs incurred as a result of denied entry or travel delays due to documentation issues will be entirely your responsibility, and no refund or compensation will be provided by India Woven Travel in such circumstances. We strongly recommend checking current official government travel advice and visa requirements well in advance of your departure.
 

12. Conduct and Authority of India Woven Travel Representatives
 

India Woven Travel personally operates all tours, including both group departures and private tailor-made trips, with appointed representatives responsible for the safety, well-being, and smooth running of your travel experience. This authority is vested not only in the group leader (for group tours) but also extends to our colleagues based at our head office in Delhi, who oversee and support all tailor-made and private itineraries.

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The decisions made by the group leader or our authorised representatives in Delhi regarding any matters related to safety, conduct, or the proper management of your trip are final and binding.

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You are required to comply fully with all reasonable instructions and decisions made by these authorised personnel. Failure to comply, or any behaviour that interferes with the safety, comfort, or enjoyment of other participants, staff, or members of the public, may result in your immediate removal from the trip. In such circumstances, no refund or compensation will be provided.

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You must at all times respect and comply with the laws, customs, regulations (including foreign exchange and drug laws), and cultural practices of India. You also agree to follow India Woven Travel’s Responsible Travel Guidelines throughout your journey.

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Your behaviour must be respectful and considerate. Excessive noise, disruptive or offensive conduct—particularly during nighttime hours—or any behaviour inappropriate to the local culture will not be tolerated. Offensive or aggressive language or actions directed towards India Woven Travel staff, representatives, or other travellers are strictly prohibited.

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If your conduct is considered by our authorised representatives or head office team to be inappropriate, harmful, or likely to impair the enjoyment, comfort, or safety of others—including fellow travellers, staff, or local communities—we reserve the right to remove you and/or any members of your party from the tour immediately. This may also involve notifying local authorities if deemed necessary.

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Should removal occur due to conduct, you will forfeit all monies paid, and India Woven Travel shall have no liability for refunds or compensation. Additionally, we reserve the right to refuse future bookings from you or any member of your party.

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13. Use of Photographic and Video Images

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By participating in the Tour, you expressly consent to India Woven Travel Ltd and its authorised representatives using your image, in the form of photographs and/or video recordings taken during the Tour, for promotional and marketing purposes. This includes, but is not limited to, use on social media platforms, websites, brochures, and other media channels operated by or on behalf of India Woven Travel Ltd.

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If you do not wish to have your image used in this manner, you must notify us in writing by sending an email to sian@indiawoventravel.com prior to or during the Tour. Upon receipt of your opt-out request, we will make every reasonable effort to exclude your image from future promotional materials.

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14. Payment for International Flights

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You are solely responsible for arranging and paying for your international flights to and from India. Please note that any flights or other travel products you purchase separately from India Woven Travel, do not form part of your holiday package with us. As such, we accept no liability for any issues arising from separately booked flights or services, including delays, cancellations, or missed connections.

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15. Complain’s Procedure

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If you have any complaints or concerns about your holiday, you must notify the tour leader, local representative, or India Woven Travel contact immediately at the time the issue arises. This allows us the opportunity to investigate and address your complaint promptly and effectively while you are still on the tour.

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Failure to raise the complaint during the trip may limit our ability to fully investigate and resolve the issue to your satisfaction. If, at the conclusion of your tour, you feel that your complaint was not adequately addressed, you must submit a written notification of your complaint to India Woven Travel within 20 days of the tour’s completion date. Complaints received after this period may not be considered.

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