Refund Policy

Introduction

At Harmony Layers, we understand that plans can change. This refund policy outlines the terms and conditions regarding cancellations and refunds for our travel services. Our aim is to provide clear guidelines while maintaining fair and reasonable practices for all our clients.

Please read this policy carefully before making a booking with us. By confirming a booking with Harmony Layers, you acknowledge that you have read, understood, and agree to be bound by this refund policy.

Standard Refund Policy

Our standard refund policy for tour packages and travel services is as follows:

Please note:

• The deposit paid at the time of booking is generally non-refundable, as it secures your place and covers initial administrative costs.
• All refunds will be processed in the original form of payment.
• If you paid by credit card, refunds will be credited back to the same card.
• Bank transfer refunds may incur additional banking fees, which will be deducted from the refund amount.

Special Tour Packages and Peak Season Bookings

Certain tour packages, especially those during peak seasons, those involving special events, or those with third-party suppliers with stricter cancellation policies, may have different refund terms. These will be clearly communicated to you at the time of booking and will be specified in your booking confirmation.

Examples of tours with special refund policies may include:

• Festival or event-specific tours (e.g., Carnival in Rio, Oktoberfest)
• Holiday period tours (Christmas, New Year)
• Cruises and specialized adventure expeditions
• Tours involving chartered transportation

Please review the specific terms provided with your booking confirmation for these special cases.

Conditions for Refunds

Refunds are subject to the following conditions:

• Written Notification: All cancellation requests must be submitted in writing by the person who made the original booking. Email notifications should be sent to [email protected].
• Cancellation Date: The cancellation date is determined by the date we receive your written cancellation request.
• Partial Cancellations: If only some members of your party cancel, the cancellation charges will apply to those individuals, and the tour will be re-priced for the remaining travelers.
• No-Shows: Failure to show up for your tour without prior cancellation notice will result in a 100% cancellation fee (no refund).
• Refund of Unused Services: No refunds will be provided for any unused portion of a tour, including accommodations, meals, or activities, once the tour has commenced.

Travel Insurance and Cancellation Protection

We strongly recommend that all clients purchase comprehensive travel insurance that includes cancellation coverage. A good travel insurance policy can provide reimbursement for cancellation fees in case you need to cancel your trip due to covered reasons such as:

• Illness or injury to you, a traveling companion, or a family member
• Death of a family member
• Natural disasters affecting your home or destination
• Jury duty or legal obligations
• Employer-initiated transfer requiring relocation

Harmony Layers can recommend suitable travel insurance providers, but the contract for insurance is between you and the insurance company.

Flexible Booking Options

We offer the following flexible booking options that can be added to your booking for an additional fee:

• Flexible Cancellation Protection: For an additional 10% of your tour cost, you can upgrade to our Flexible Cancellation Protection, which allows you to cancel up to 14 days before departure for any reason and receive a 90% refund (including the deposit).
• Date Change Protection: For an additional 5% of your tour cost, you can purchase our Date Change Protection, which allows you to change your travel dates once without incurring change fees, subject to availability and any price differences.

These optional protections must be purchased at the time of booking and cannot be added later.

Refund Process and Timeline

Once your cancellation request has been received and approved, refunds will be processed as follows:

• Credit Card Refunds: Processed within 7-10 business days, though it may take an additional 5-7 business days to appear on your credit card statement, depending on your card issuer.
• Bank Transfer Refunds: Processed within 10-15 business days.
• Complex Bookings: Refunds for bookings involving multiple suppliers or international payments may take up to 30 business days to process.

You will receive an email confirmation once your refund has been processed.

Cancellations by Harmony Layers

In the rare event that Harmony Layers needs to cancel a tour, the following refund policy applies:

• Full Refund: If we cancel your tour for any reason, you will receive a full refund of all monies paid to us, including the deposit.
• Alternative Tour: Where possible, we will offer you the option of an alternative tour of similar value. If the alternative tour is of lesser value, we will refund the difference.
• Compensation: In addition to a full refund, we may offer compensation for any inconvenience caused, except in cases of force majeure (see below).

We reserve the right to cancel any tour for reasons including, but not limited to, insufficient participation, operational issues, safety concerns, or circumstances beyond our control.

Force Majeure

Harmony Layers will not be liable for any failure to perform our obligations where that failure is as a result of events beyond our control (Force Majeure). Such events include, but are not limited to:

• Natural disasters (floods, earthquakes, hurricanes, etc.)
• War, civil unrest, or terrorism
• Epidemics or pandemics
• Government actions or travel restrictions
• Strikes or labor disputes
• Major transportation disruptions

In such cases, we will offer you the following options:

• Postponement of your tour to a later date
• A credit voucher for the full amount paid, valid for 24 months
• A refund, less any non-recoverable costs already incurred by us on your behalf

Exceptions to the Refund Policy

The following situations are not eligible for refunds:

• Voluntary Departure: If you choose to leave a tour after it has commenced for any reason other than those covered by our responsibility, no refund will be provided for unused portions.
• Removal from Tour: If you are removed from a tour due to disruptive behavior, illegal activities, or failure to adhere to our responsible travel policies, no refund will be provided.
• Visa Issues: Refunds will not be provided if you are unable to participate in a tour due to visa issues, unless you have purchased our Flexible Cancellation Protection.
• Documentation Problems: No refunds will be provided if you are unable to travel due to passport or other travel documentation issues.

How to Request a Refund

To request a refund, please follow these steps:

1. Email your cancellation request to [email protected] with the subject line "Cancellation Request - [Booking Reference]"
2. Include the following information in your email:
   • Your full name and contact information
   • Booking reference number
   • Tour name and departure date
   • Reason for cancellation
   • Whether you have travel insurance that covers cancellation
3. Our customer service team will confirm receipt of your cancellation request within 48 hours
4. You will receive a cancellation confirmation email detailing any applicable refund amount and estimated processing time

For urgent cancellation requests, you may also contact us by phone at +449313488753, but a written follow-up will still be required for processing the refund.

Special Circumstances

We understand that sometimes cancellations occur due to unexpected and serious circumstances. In the following cases, we may consider more flexible refund terms on a case-by-case basis:

• Serious illness or injury requiring hospitalization
• Death of a traveler or immediate family member
• Natural disaster affecting your primary residence
• Government-issued travel warnings for your destination

In these situations, we may request documentation to verify the circumstances, such as a doctor's note or death certificate. While we will try to be as accommodating as possible, please understand that certain costs may still be non-refundable if they have already been paid to suppliers.

Contact Information for Refund Inquiries

If you have any questions regarding our refund policy or the status of a refund request, please contact us:

• By email: [email protected]
• By phone: +449313488753 (Monday-Friday, 9am-5pm BST)
• By mail: Customer Service Department, Harmony Layers, Flat 31 Edward Lane, New Kieran, LA12 0HX, United Kingdom

We aim to respond to all inquiries within 2 business days.

Changes to This Policy

We reserve the right to modify this refund policy at any time. Any changes will be effective immediately upon posting on our website. The policy that applies to your booking is the one in effect at the time of booking. We recommend reviewing this policy before making each new booking.