TERMS AND CONDITIONS

These terms and conditions define the legal relationship between ZenTrails GmbH and the customer. They apply to all services offered by ZenTrails – both for retreats designed and run by ZenTrails itself, and for trips arranged in cooperation with selected external partners.

ZenTrails GmbH acts as the tour operator for self-organised retreats. In these cases, ZenTrails is responsible for both the design and execution of the retreat.

For certain types of trips – particularly cultural or spiritual journeys – ZenTrails GmbH works with qualified local partners who manage the operational aspects of the trip. The concept, communication, and booking process are handled by ZenTrails GmbH.

For these trips, ZenTrails GmbH does not act as a tour operator in the legal sense, but rather as an intermediary. The delivery of services on-site is the responsibility of our partners. Nevertheless, we remain your main point of contact throughout the entire travel process – from consultation to follow-up.

Our aim is not only to offer high-quality travel experiences, but also to accompany them personally and with care. In the event of questions, changes, or issues, we are here to support you and will communicate with the respective service provider to the extent possible.

For individual services provided by third parties – such as flight tickets, event tickets, hotel accommodations, or train and boat journeys – the contract is also concluded directly between the customer and the respective third-party provider. In such cases, ZenTrails GmbH is not a party to the contract.

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Participation Requirements

There are no age restrictions for participants – all age groups are welcome. However, a round trip through Asia is an intensive experience for body, mind, and soul. It requires both physical and mental resilience and a generally good state of health. Each traveler is personally responsible for assessing whether they are fit to meet these requirements. Yoga retreats and Ayurveda journeys are generally much lighter than round trips.

By making a booking, you confirm that you are fit to travel. This means, in particular, that you are able to walk at a normal pace without assistance (e.g. wheelchair, walker, crutches), handle your luggage independently, and are not dependent on external help while traveling. For safety reasons and in the interest of other travelers, and to ensure a smooth travel experience, we reserve the right—based on our assessment of your travel fitness—to refuse to conclude the contract, to make the contract conditional on the accompaniment of a suitable person, or—if we become aware of limited travel fitness only after departure—to terminate the contract during the trip. Any costs incurred or additional expenses will be invoiced to you.

Our services are defined in the service description provided in the brochure or official travel offer. Unless otherwise stated, the journey begins upon individual arrival at the destination airport at the scheduled arrival time. You are responsible for arriving at the meeting point on time.

Booking, Passport, and Visa

Booking Your registration (booking) is binding. The travel contract between you and us is concluded with the unconditional acceptance of your electronic (online) registration. By submitting your booking, you confirm that you have understood and accepted the General Terms and Conditions. If the person registering also registers other participants, they are responsible for the contractual obligations of those travelers (in particular, payment of the travel price), as if for their own obligations.

Travel Documents

You will receive your travel documents by email after full payment of the travel price. It is the customer's responsibility to check the documents for completeness and accuracy. Any discrepancies must be reported immediately. Costs resulting from failure to report in a timely manner will be borne by the customer.

Passport and Visa Please ensure in good time that your passport is valid for at least six months beyond the date of entry and that it has sufficient blank pages for visa stamps. Each traveler is personally responsible for obtaining a valid visa for the destination country and ensuring their passport complies with entry requirements.

 

Payment and Cancellation Terms – TRAVEL

Prices Unless otherwise stated, our prices are per person in Swiss francs, with accommodation in a double room shared by two fully paying persons.

Single rooms can be booked for an additional fee, but are not always guaranteed. If no suitable roommate can be found, the single supplement will still apply.

Flight times and fares (for domestic flights) are based on the current status and may change at any time.

Please note that at the time of registration, no reservations have yet been made (e.g. for domestic flights, hotels, or transport). The offer is therefore non-binding and dependent on availability and current prices at the time of final booking. Price changes by service providers (e.g. airlines or hotels) are possible and may affect the total price.

Deposit and Final Payment After registration, a deposit of 50% of the total amount is due within 10 days. The remaining balance must be paid no later than 60 days before departure. For bookings made within 30 days of departure, the total amount is due immediately.

Payment Deadlines and Default

The payment deadlines stated in the booking confirmation are binding. In case of late payment, the tour operator is entitled to withdraw from the contract without further reminder, refuse service, and cancel the booking, applying cancellation costs (at least 50% of the total price).

Liability for Group Bookings

If one traveler registers additional participants, they are also responsible for fulfilling those travelers’ contractual obligations, especially timely payment of the travel price, as if they were their own.

Cancellation Terms

Unless otherwise agreed in the individual travel contract, the following general cancellation terms apply:

Deadlines The effective date of cancellation is the receipt of a written cancellation notice by email to info@zentrails.ch and simultaneously by WhatsApp or SMS to +41 76 413 47 47 or +41 76 238 15 80. The cancellation is only considered legally effective once both notifications have been received.

Cancellation Fees for ZenTrails Trips

Cancellations must be submitted in writing to ZenTrails GmbH. The following cancellation fees apply:

• Up to 4 weeks before departure: 50% of the total price

• Less than 4 weeks before departure: 100% of the total price

Changing the participant or transferring the booking to another person is unfortunately not possible for round trips.

Taking out travel cancellation insurance is mandatory and a prerequisite for participating in the trip. This insurance protects you in the event of unforeseen circumstances such as illness, family emergencies, or other personal reasons that may require short-notice cancellation.

Please note: These cancellation deadlines and fees apply exclusively to services provided and organized by ZenTrails GmbH. Separate conditions and costs may apply to third-party services such as hotels, entrance fees, or transportation, which are beyond our control.

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Payment and Cancellation Terms – YOGA RETREATS

Payment Terms

• 25% deposit upon booking (non-refundable)

• Final payment no later than 60 days before the retreat starts

• For bookings less than 60 days before the start: full payment due immediately

• In case of late payment: booking will be canceled, deposit forfeited

Cancellation Fees for Yoga Retreats

• More than 60 days before: only the deposit (25%) is retained, no further charges

• 59–45 days before: 50% refund of the total amount

• Less than 45 days before: no refund possible

• A substitute participant may be accepted upon consultation with ZenTrails GmbH

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Note: For retreats, a substitute participant may be accepted after prior consultation with ZenTrails GmbH – for round trips, this is not possible.

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Taking out travel cancellation insurance is mandatory and a prerequisite for participating in the retreat. This insurance protects you in the event of unforeseen circumstances such as illness, family emergencies, or other personal reasons that may require short-notice cancellation.

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Please note: These cancellation deadlines and fees apply exclusively to services provided and organized by ZenTrails GmbH. Separate conditions and costs may apply to third-party services such as hotels, entrance fees, or transportation, which are beyond our control.

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Refunds for Compelling Reasons

Cancellation costs arising from compelling reasons such as health issues can generally be covered by the mandatory cancellation and travel assistance insurance.

Termination of Contract Due to Force Majeure

If the execution of the trip is significantly hindered, endangered, or impaired due to force majeure, both the tour operator and the traveler may cancel the contract according to this regulation. Force majeure includes, among other things:

• War

• Civil unrest

• Natural disasters

• Sovereign directives

• Epidemics or pandemics

• Withdrawal of landing rights

If the trip becomes impossible as a result, the tour operator is entitled to request appropriate compensation for services already rendered.

Deadlines

The effective date of cancellation is the receipt of a written cancellation notice by email to info@zentrails.ch and simultaneously by WhatsApp or SMS to +41 76 413 47 47 or +41 76 238 15 80. The cancellation is only considered legally effective once both notifications have been received.

Trip Interruption by the Traveler

If you interrupt the trip voluntarily or are unable to continue, the travel price will not be refunded. Any additional costs (e.g. return transport) will be borne by you. If you must interrupt the trip due to illness, accident, etc., our tour guide or local representative will assist in organizing your return journey. Any associated costs are your responsibility. We recommend taking out cancellation and travel incident insurance.

Trip Interruption Due to Force Majeure

If an event of force majeure occurs after the start of the trip, the tour operator is obliged to take all necessary measures. If the contract includes return transportation, the tour operator will organize the return of participants. The resulting additional costs must be borne by the traveler unless covered by their insurance.

Cancellation or Rebooking by the Tour Operator

Minimum Number of Participants Not Met Group size varies depending on the type of trip or retreat. If the required minimum number of participants is not met, we reserve the right to either apply a small group surcharge or cancel the trip no later than 30 days before departure. As a rule, we inform you about the trip’s execution approximately 5 weeks before departure.

Compelling Reasons

If compelling reasons such as force majeure, natural disasters, unrest, strikes, government measures, epidemics, pandemics, etc. significantly hinder or prevent safe travel, we will notify you of the cancellation as soon as possible.

Alternative Trip In all cases, we will endeavor to offer you an alternative trip. If you do not participate in this alternative trip, any amounts already paid will be refunded immediately. Further claims on your part are excluded.

Failure of Services During the Trip During the trip, the traveler has a right of withdrawal only if a significant portion of the agreed services is not provided, no reasonable substitute service is offered, or the substitute service is rejected for important reasons.

Price / Program Changes and Force Majeure

Program Changes Program changes are possible at any time, including changes to hotels and airlines. Flight delays of one to two days are rare but cannot be ruled out. Any additional costs due to flight changes are the responsibility of the participants unless covered by travel insurance. Please note that airlines are increasingly refusing to cover hotel costs in case of delays. Therefore, additional costs or changes to the program must be borne by the traveler.

Force Majeure

In cases of force majeure (e.g. storms, pandemics, strikes, political tensions), the organizer may make program changes. Additional costs are the responsibility of the travelers but can often be reimbursed by travel assistance insurance, provided it is notified in time.

Price Changes

We reserve the right to increase the prices stated in our program even after the booking confirmation and invoicing if necessary due to unforeseen circumstances, such as:

• Fare changes by transport companies (e.g. fuel surcharges)

• Newly introduced or increased mandatory fees (e.g. port or airport taxes)

• Government-mandated price increases or taxes

• Extraordinary price increases by service providers in the destination country

• Exchange rate fluctuations

If a price change is required, you will be informed 4 weeks before departure.

Risks, Insurance, and Liability

Travel involves specific risks such as theft, strikes, illness, accidents, natural disasters, adverse weather conditions, terrorist attacks, lost or damaged luggage, flight cancellations, or delays. The traveler assumes these risks but can insure against many of them.

The package price does not include insurance such as travel assistance, cancellation, baggage loss, theft, accident, or illness. Taking out such insurance is a mandatory component of the travel conditions.

The traveler is responsible for obtaining appropriate insurance and ensuring its validity abroad. Travel assistance insurance must cover at least search, rescue, recovery, and repatriation costs as well as cancellations due to compelling reasons. If the traveler fails to take out the required insurance, the tour operator and its service providers are not liable for any resulting damages.

Activities such as mountain climbing, hiking, or boat rides are undertaken at your own risk. For individual activities without the organizer's supervision, travelers expressly waive any liability claims. Flight cancellations due to bad weather can last for several days.

Damage Reports

Damage must be reported directly and immediately to the insurance company by the insured person—not to the tour operator.

Complaints

Complaints If the trip does not meet the contractual agreement or if you suffer damage, you are obliged to report this deficiency or damage to ZenTrails.

Remedy

Despite careful planning, deviations from Western comfort standards may occur in certain travel destinations such as India or Sri Lanka—even in officially classified accommodations. We thank you for your understanding and openness toward the local cultural and infrastructural conditions.

Should a travel service still not meet the contractual agreements or if damage occurs, you are obliged to report this deficiency to us immediately. Only then can we make efforts to find a solution within a reasonable period.

Responsibility for Valuables and Protection from Damage

The traveler is responsible for the safe keeping of valuables such as cash, IDs, mobile phones, photo equipment, and clothing. The tour operator and service providers (e.g. hotels) accept no liability for theft, loss, or damage.

It is recommended to take out travel baggage insurance that covers not only simple theft but also loss, damage, and particularly mobile phones, photo equipment, and clothing.

Since travel often takes place in tropical regions, caution is advised: rodents may damage clothing and personal items. Suitable protective measures are recommended.

Note: Damage caused by loss or destruction is usually not covered by standard home insurance.

 

Liability

Disclaimer and Limitations The tour operator is not liable for non-performance or poor performance of the contract if it is due to: a) The traveler's own fault before or during the trip b) Unforeseeable or unavoidable failures of an uninvolved third party c) Force majeure or events that were unforeseeable or unavoidable despite due diligence.

In such cases, the tour operator is not obliged to pay any compensation.

Liability for Personal Injury and Travel Disruptions

ZenTrails GmbH excludes all liability for personal injury, including death, physical injury, and illness, as well as for property and financial damages. Liability limitations or exclusions under international agreements and national laws—especially in transportation (e.g. air travel, rail)—remain unaffected. The tour operator accepts no liability for:

• Flight cancellations or delays

• Strikes, accidents, or losses

• Delays due to mandatory testing (e.g. Covid)

• Damaged or delayed luggage delivery

Car, Train, Flight, and Ship Schedules

Even with careful travel planning, we cannot guarantee adherence to schedules. Delays may occur due to high traffic volume, traffic jams, strikes, technical issues, accidents, congested airspace, detours, delayed border clearance, etc. In such cases, we are not liable. We strongly recommend factoring possible delays into your travel planning.

Events

During the Trip Local events or excursions outside the agreed travel program may be offered during the trip. These may involve risks. Such events and excursions are not provided by us (except those explicitly offered and published by us as optional excursions). It is your own responsibility to decide whether to participate. The tour operator is not liable for proper performance or damages.

Limitation of Liability

Liability is limited to twice the travel price. A price reduction is possible in justified cases, but not due to natural events, force majeure, strikes, groundings, or disagreements with the tour guide. Compensation for lost travel time, lost enjoyment, or frustration is excluded.

Meals, Beverages, and Tips

Meals are generally not included in the price unless specifically mentioned in the program. Waitstaff, housekeeping, porters, drivers, and local guides expect tips, which should be given directly. Plan on CHF/EUR 200–500 for tips depending on the country, local customs, and services.

Health and Medical Care

Consult your doctor before the trip and prepare an emergency kit, especially for tropical travel.

Vaccinations It is advisable to consult your doctor before traveling to learn about required vaccinations and health precautions. Thorough preparation helps ensure a safe and enjoyable journey.

Travel Pharmacy

A well-equipped travel pharmacy is essential for a trip to Asia. It should include personal medications, painkillers, remedies for diarrhea, nausea, and allergies, electrolyte powder, disinfectants, bandages, and plasters. It should also include malaria prophylaxis and insect repellent. Consulting a general practitioner or travel medicine specialist before the trip is strongly recommended.

Cultural Attitude Travel requires flexibility and openness to cultural differences, hygiene standards, and unexpected events. With patience and a positive attitude, one can fully appreciate the diversity, hospitality, and uniqueness of the destination.

Clothing For a trip to India, clothing should be adapted to the climate and cultural customs: Light cotton clothing is ideal for the dry season, while light-colored, long-sleeved clothing protects against mosquitoes at dusk. During the monsoon season, rain protection is essential. India values modest, respectful clothing—especially in temples. Shoulders and legs should always be covered. This ensures both comfort and cultural appropriateness.

Travel

Advisories from the FDFA The FDFA warns of risks and may advise against travel to certain regions. We take these recommendations into account only to a limited extent. The traveler is responsible for informing themselves about the risk situation in a region before booking. If the traveler books a trip despite a warning from the FDFA, we respect this decision and organize the trip accordingly. In such cases, liability on the part of the organizer and insurance providers is excluded.

Traveler Responsibilities

The traveler is solely responsible for:

• Passport, visa, customs, and vaccination regulations

• Arriving on time for transport services

• Verifying their own health conditions

• Obtaining the required insurance

Scope of Application

These travel conditions apply to all participants, regardless of their origin. Swiss law is applicable.

Applicable Law and Jurisdiction All disputes arising from or in connection with this contract are subject exclusively to Swiss law. The place of jurisdiction is Schaffhausen, Switzerland.

By booking, the customer—regardless of their place of residence or nationality—expressly agrees to the exclusive jurisdiction of Schaffhausen and the application of Swiss law.