Welcome to Thema Travels! Before booking your dream trip with us, we kindly ask you to carefully read and understand our Terms & Conditions. These terms apply to all services provided by Thema Travels (Pvt) Ltd., including transportation, accommodation, tour guiding, itinerary planning, ticket arrangements, and other travel-related services.
By booking with us, you agree to the following terms:
1. Booking & Confirmation
- All bookings must be made through our official channels: website (www.thematravels.com), email (hello@thematravels.com), WhatsApp (+94 704 443 343), or via our representatives.
- A booking is considered confirmed only upon receipt of a deposit or full payment and a confirmation email from us.
- Customized itineraries may take 24-72 hours to be finalized, depending on complexity and client requests.
2. Payments
- A minimum 30% deposit is required to secure your booking.
- The balance is to be paid at least 14 days before arrival unless otherwise agreed.
- We accept payments via bank transfer, credit/debit card, and secure online payment links.
- All bank charges and transaction fees must be borne by the client.
3. Cancellation & Refund Policy
We understand that plans can change. Our cancellation policy is designed to be as fair as possible:
If you cancel:
- 30+ days before arrival: Full refund minus bank charges.
- 15–29 days before arrival: 50% refund.
- 7–14 days before arrival: 25% refund.
- Less than 7 days: No refund.
No-show or Early Departure:
- Considered as a cancellation; no refunds apply.
Note: Refunds may take up to 30 working days to process.
4. Changes by You
- Minor changes to your itinerary (dates, hotel preferences, activities) can be made free of charge up to 14 days before your trip.
- Major changes (like full itinerary revamp, number of guests, etc.) may incur an additional service fee.
5. Changes by Thema Travels
While we strive to deliver your itinerary exactly as planned, sometimes unexpected situations (weather, strikes, natural disasters, etc.) may force changes. In such cases:
- We will inform you as early as possible.
- We’ll offer suitable alternatives of equal or better quality.
- No compensation will be paid for changes due to force majeure.
6. Tour Inclusions & Exclusions
Included:
- Private vehicle with driver/guide
- Accommodation as per itinerary
- Sightseeing and entry tickets (if pre-booked)
- 24/7 customer support during your trip
- Fuel, tolls, parking, and driver allowances
Excluded:
- International and domestic flights
- Travel insurance
- Meals unless specified
- Personal expenses (shopping, laundry, tips, etc.)
- Entry tickets and activities not pre-paid or pre-arranged
- Visa fees and related services
7. Travel Insurance
We strongly advise all travelers to purchase comprehensive travel insurance that covers medical emergencies, personal accidents, baggage loss, and trip cancellations.
8. Visas & Travel Documents
- Obtaining a valid Sri Lankan visa is the responsibility of the traveler.
- Your passport must be valid for at least 6 months from the travel date.
- Thema Travels will not be liable for denied entry due to visa/passport issues.
9. Vehicles & Drivers
- Thema Travels provides well-maintained vehicles with experienced, licensed drivers.
- Drivers are trained for safety, professionalism, and customer service.
- Vehicles will be allocated based on the group size and itinerary.
- No smoking or alcohol consumption is allowed inside the vehicle.
10. Tour Guides
- All our guides are government-licensed and certified by Sri Lanka Tourism Development Authority (SLTDA).
- English-speaking guides are standard. Other languages are available on request (subject to availability).
- Guides are free of charge as part of our tour packages unless stated otherwise.
11. Accommodations
- We offer a wide selection of hotels, resorts, and villas from budget to luxury.
- Hotel ratings are based on Sri Lanka’s standards and online reviews.
- Room availability is subject to booking date and may change until confirmation.
- Special requirements (e.g., private pools, adjoining rooms, dietary needs) must be informed in advance.
12. Health & Safety
- Clients are expected to be physically fit to undertake their chosen tour activities.
- Thema Travels follows all recommended health and safety guidelines.
- Travelers are responsible for carrying any personal medications or medical needs.
13. Behavior & Conduct
- Clients are expected to behave respectfully toward the local culture, fellow travelers, staff, and communities.
- Thema Travels reserves the right to terminate the trip without a refund if a guest behaves in a way that endangers others or disrupts the tour.
14. Liability Disclaimer
- While we take utmost care in planning and executing your trip, Thema Travels will not be held liable for:
- Delays, cancellations, or accidents due to airlines, weather, strikes, or natural disasters
- Loss or damage to personal belongings
- Injury or illness during the tour (hence, insurance is advised)
- Any service not directly booked through Thema Travels is outside our control and responsibility.
15. Force Majeure
Thema Travels is not liable for any failure or delay in performance caused by events beyond our reasonable control, including but not limited to natural disasters, pandemics, government regulations, or transport strikes.
16. Marketing & Media
- During your trip, photos or videos may be taken for promotional purposes.
- If you do not wish to appear in our marketing material, please inform your guide or email us.
17. Privacy Policy
- All personal information shared with us is kept secure and used only for travel arrangements.
- We do not share your data with third parties except as required for booking and legal compliance.
18. Contact Information
For any inquiries, changes, or concerns:
Email: hello@thematravels.com
WhatsApp / Call: +94 704 443 343
Website: www.thematravels.com
Sales Inquiries: sales@thematravels.com