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We want your experience to be perfect from the very first moment. That is why we ask you to carefully read the participation conditions for our photography expeditions before booking your spot.
NAMASTE PHOTO TOURS
Terms and Conditions of Participation
Current version · Last updated: 2026
This document sets forth the Terms and Conditions (hereinafter referred to as the "Terms") governing the relationship between Namaste Photo Tours (hereinafter referred to as the "Company" or "Agency") and the participant in any of its photography expeditions (hereinafter referred to as the "Participant"). Acceptance of these Terms is an essential condition to formalize the booking.
1. Booking and Payment Policy
1.1. Booking Deposit
To secure and confirm a spot on the selected trip, the Participant must pay a deposit of US $1,000 (one thousand US dollars). The spot will not be considered confirmed until the Company receives proof of such deposit. This deposit will be applied to the total price of the trip.
1.2. Final Payment
The outstanding balance of the total trip price must be paid at least sixty (60) calendar days before the start date of the trip. Failure to meet this deadline may result in automatic cancellation of the booking, in which case the cancellation policy set out in Section 2 will apply.
1.3. Payment Methods and Currency
All payments will be made in US dollars (USD) using the payment methods accepted by the Company, which will be communicated to the Participant at the time of booking. Any bank fee, currency exchange, or transfer commission will be borne entirely by the Participant.
2. Cancellation and Refund Policy
We understand that plans can change. This policy will apply to the total amount paid by the Participant up to the date the Company receives the cancellation notice in writing.
Cancellation Ahead of Time | Refund | Notes |
|---|---|---|
More than 150 days before the trip | 100% | Full refund of all payments |
Between 150 and 91 days (inclusive) | 50% | 50% retained as compensation |
Between 90 and 60 days (inclusive) | 35% | 65% of the amount paid is retained |
59 days or less before the trip | 0% | No refund entitlement |
All cancellation notices must be sent in writing to info@namastephototours.com. The effective cancellation date will be the date the Company acknowledges receipt of the notice.
Refunds will be processed within a maximum period of 30 calendar days from the confirmation of cancellation, using the same original payment method whenever possible. Transfer fees or bank commissions resulting from the refund will be borne by the Participant.
2.1. Reservation Modification
The Participant may request a change of date or other modification to their reservation with a minimum of 90 days before the start of the trip, subject to availability and approval by the Company. Such a request must be made in writing to info@namastephototours.com. The Company does not guarantee the possibility of modification and reserves the right to apply administrative charges.
2.2. Transfer of Reservation to Third Parties
With a minimum notice of 30 days, the Participant may transfer their spot to a third party who meets the trip requirements, subject to prior written notification to the Company and express approval from the Company. Administrative charges may be applied for managing the change of ownership.
3. Participant Responsibilities
3.1. Health Status and Personal Requirements
The Participant declares themselves in good physical and mental health to participate in the trip. Any medical restrictions, dietary needs, allergies, or pre-existing health conditions must be communicated to the Agency in writing at least 30 days prior to the start date of the trip.
The Agency will forward this information to relevant suppliers, but cannot guarantee full compliance and assumes no responsibility if these requirements cannot be met at the destination.
It is the Participant's sole responsibility to verify and obtain, with sufficient advance notice, the recommended or necessary vaccinations, visas, valid passports, and any other documentation required for the destination or destinations of the trip. It is recommended to consult official sources from the country of origin and destination, as well as a health professional.
3.2. Personal Safety and Equipment
The Participant assumes full responsibility for their safety and physical integrity throughout the trip. The Agency is not liable for accidents, injuries, illnesses, or medical expenses that the Participant may suffer during the trip.
Moreover, the Participant is solely responsible for their photographic equipment and personal belongings. The Agency shall not be liable for loss, theft, damage, or deterioration of photographic equipment, electronics, or other personal effects. It is strongly recommended to obtain insurance that specifically covers photographic equipment.
3.3. Punctuality
The Participant must be present at the location and time specified for the start of the trip and all scheduled activities. In case of delay or unforeseen events, they must immediately contact a representative of Namaste Photo Tours. Expenses or loss of activities resulting from Participant's tardiness are not the responsibility of the Company and do not entitle the Participant to any refund.
3.4. Conduct and Mutual Respect
The success of a group photography expedition is based on mutual respect, patience, and collaboration. All Participants are expected to treat other group members, Company personnel, and local communities visited with respect. This includes respecting different levels of photographic experience, not obstructing others' photography positions, and maintaining appropriate behavior in the cultural and natural environment.
The Company reserves the right to exclude any Participant from the trip at any time whose conduct is considered detrimental to the safety, well-being of the group, or the reputation of Namaste Photo Tours, without any entitlement to a refund.
3.5. Minors
Participants must be over 18 years of age, unless the Company expressly authorizes the participation of minors, in which case they must be accompanied at all times by a responsible adult with legal custody, who will assume full responsibility for the minor during the trip.
4. Trip Cancellation by Namaste Photo Tours
4.1. Force Majeure and Exceptional Circumstances
Namaste Photo Tours will not be liable for non-performance or delay of its obligations when these are due to acts of God or events beyond its reasonable control, including, without limitation: natural disasters, pandemics, epidemics, quarantines, governmental acts, terrorism, armed conflicts, strikes, civil disorders, extreme weather conditions, or other unrelated causes that make the trip impossible, illegal, or unsafe.
4.2. Minimum Number of Participants
The realization of the trip is conditioned upon reaching a minimum number of participants, which will be communicated to the Participant at the time of booking. If this minimum is not reached, the Company will notify the Participant with at least 45 days before the start date of the trip.
It is strongly recommended not to purchase airline tickets or incur significant non-refundable expenses until the Company expressly confirms that the trip will proceed as scheduled.
4.3. Refund in Case of Cancellation by the Company
If Namaste Photo Tours cancels the trip for the reasons contemplated in points 4.1 or 4.2, all amounts paid by the Participant will be refunded in full within a maximum period of 30 calendar days from the cancellation notice. This refund constitutes the maximum limit of the Company's liability in such cases.
4.4. Exclusion of Additional Expenses
Namaste Photo Tours assumes no responsibility for additional expenses incurred by the Participant in preparation for the trip, including but not limited to: non-refundable airline tickets, accommodations before or after the trip, special clothing or equipment, visa or passport fees, travel insurance, and loss of income.
5. Itinerary Modifications
The itinerary and scheduled activities may be modified due to circumstances beyond the Company's control, including adverse weather conditions, safety reasons, political situations, or unforeseen events.
Namaste Photo Tours reserves the right to modify the itinerary, dates, accommodations, routes, or means of transport at any time, before or during the trip, whenever deemed necessary for the safety, enjoyment, or quality of the experience. Any change will be made while preserving, as far as possible, the spirit and quality of the trip. No refunds will be offered for minor itinerary changes.
5.1. Weather Conditions and Itinerary Adaptation
The itinerary of Namaste Photo Tours' photographic expeditions is inherently linked to the weather and atmospheric conditions of the destination, which may change suddenly and unpredictably. The Company constantly monitors these conditions with the goal of guiding the group towards the most favorable scenarios and light for photography, which may involve changes in planned locations, schedules, or activities.
These adaptations are part of the dynamic nature of the photographic journey and are only intended to optimize the Participant's experience and photographic opportunities. Such adjustments will not constitute substantial contract modifications nor entitle any refund.
6. Travel Insurance
All Participants are required to purchase and maintain comprehensive travel insurance that covers, at a minimum:
Trip cancellation and interruption
Medical expenses and hospitalization abroad
Medical repatriation and emergency evacuation
Loss, damage, or theft of luggage and photographic equipment
The Participant must provide proof of insurance to the Company before the trip's start date. The Company shall not be liable for consequences arising from the absence or insufficiency of insurance.
7. Image Rights and Privacy
7.1. Use of Participant Images
During the trip, the Company or its staff may capture images or videos of the group for documentation and promotional purposes. The Participant, by accepting these Terms, authorizes Namaste Photo Tours to use these images in its marketing materials, social media, and commercial communications, without economic compensation, unless they expressly oppose in writing before the trip begins.
7.2. Images of Third Parties
The Participant is responsible for complying with applicable legislation regarding image rights when photographing local people or other participants, especially in destinations where there are particular cultural restrictions or sensitivities. The Agency assumes no responsibility for the use that the Participant makes of images captured during the trip.
7.3. Protection of Personal Data
Namaste Photo Tours collects and processes the Participant's personal data solely for managing the booking and providing the contracted services. The data will not be shared with third parties, except with providers strictly necessary for the execution of the trip (hotels, local guides, transport providers). The Participant can exercise their rights of access, rectification, or deletion of their data by writing to info@namastephototours.com.
8. Limitation of Liability
To the fullest extent permitted by applicable law, the total liability of Namaste Photo Tours arising from or connected to the provision of its services shall not exceed the total amount paid by the Participant for the trip in question. The Company shall not be liable for indirect damages, lost profits, loss of opportunity, or damages of a similar nature.
9. Governing Law and Dispute Resolution
These Terms shall be governed and interpreted in accordance with the laws of the state in which the Company is incorporated, notwithstanding the conflict of law rules. Any dispute arising from these Terms that cannot be amicably resolved shall be submitted to the jurisdiction of the competent courts in the Company's state of incorporation.
Before initiating any legal proceedings, the parties commit to attempt to resolve the dispute in good faith through direct negotiation for a minimum period of 30 days following written notification of the disagreement.
10. Acceptance of Terms and Conditions
The confirmation of the booking and/or payment of the deposit by the Participant implies full and unconditional reading, understanding, and acceptance of all Terms and Conditions set forth herein, as well as any additional documents referenced therein.
These Terms constitute the complete agreement between the parties concerning their subject matter and supersede any prior communication, agreement, or understanding, whether oral or written, regarding the same matters.
Do you have questions? Contact us at:
info@namastephototours.com
www.namastephototours.com
