TERMS AND CONDITIONS

Effective Date: January 1, 2025

1. ACCEPTANCE OF TERMS

By booking, purchasing, or using any services provided by Vast Rides Bus Travel (“Company,” “we,” “us,” or “our”), you (“Guest,” “Customer,” or “you”) agree to be bound by these Terms and Conditions. If you do not agree to these terms, please do not proceed with your booking. We reserve the right to modify these terms at any time without prior notice.

2. BOOKING AND RESERVATIONS

2.1 Reservation Process

All bookings must be made through our website, customer service representatives, or authorized travel partners. A valid form of identification and payment method are required to complete a reservation.

2.2 Confirmation

Booking confirmation will be sent via email upon successful payment. Customers should verify all details including dates, destinations, passenger information, and pricing. Any errors must be reported within 24 hours of confirmation.

2.3 Payment Terms

A deposit of 30% is required at the time of booking, with full payment due 14 days before travel. Payment methods accepted include credit cards, debit cards, bank transfers, and digital wallets. All prices are in USD unless otherwise stated.

3. CANCELLATIONS AND REFUNDS

3.1 Cancellation by Customer

• Cancellations made more than 30 days before departure: 90% refund
• Cancellations made 15-30 days before departure: 50% refund
• Cancellations made 7-14 days before departure: 25% refund
• Cancellations made less than 7 days before departure: No refund

3.2 Cancellation by Company

We may cancel tours due to unforeseen circumstances including but not limited to natural disasters, extreme weather, political unrest, pandemics, or insufficient bookings (minimum 8 passengers required). In such cases, customers will receive a full refund or the option to reschedule at no additional cost.

3.3 No-Show Policy

Customers who fail to appear at the departure point will be considered no-shows and forfeit their entire payment.

4. PASSENGER RESPONSIBILITIES

4.1 Valid Documentation

Customers are responsible for obtaining and maintaining valid travel documents including passports, visas, travel insurance, and any required vaccinations. The Company is not liable for denied entry due to documentation issues.

4.2 Health and Fitness

Customers must disclose any medical conditions, disabilities, or mobility restrictions at the time of booking. Tours may be strenuous; participants must be in reasonable physical condition. The Company reserves the right to decline participation for safety reasons.

4.3 Age Requirements

Minors (under 18 years) must be accompanied by an adult. Parental/guardian consent forms are required for unaccompanied minors.

4.4 Prohibited Items

Weapons, explosives, illegal substances, and hazardous materials are strictly prohibited. The Company reserves the right to search baggage and deny boarding if prohibited items are found.

5. CONDUCT AND LIABILITY WAIVER

5.1 Code of Conduct

Customers agree to behave responsibly and respectfully. Disruptive, intoxicated, or abusive behavior may result in immediate removal from the tour without refund.

5.2 Liability Waiver

By participating in our tours, customers acknowledge the inherent risks and agree to assume full responsibility for any injuries or damages incurred during the tour. Customers release the Company, its employees, guides, and partners from all liability except in cases of gross negligence or willful misconduct.

5.3 Insurance

Travel insurance is strongly recommended but not required. The Company is not responsible for medical emergencies, lost luggage, or personal belongings.

6. ITINERARY AND ACTIVITIES

6.1 Itinerary Changes

The Company reserves the right to modify itineraries due to weather, safety concerns, or other unforeseen circumstances. Reasonable notice will be provided when possible.

6.2 Activity Participation

Participation in all activities is voluntary. Customers may opt out of any activity without penalty, though refunds will not be provided for unused activities.

6.3 Photography and Media

Customers grant the Company permission to photograph or video record participants for marketing purposes unless otherwise specified in writing.

7. TRANSPORTATION

7.1 Bus Standards

Our buses meet international safety standards and are regularly maintained. Vehicles are equipped with first aid kits, fire extinguishers, and emergency equipment.

7.2 Safety Requirements

All passengers must wear seatbelts during travel. Standing is not permitted while the bus is in motion. Smoking and alcohol consumption are prohibited on buses.

7.3 Luggage

Each customer is permitted one checked bag (up to 20 kg) and one carry-on bag. Additional baggage may incur extra fees. The Company is not liable for lost, damaged, or delayed luggage.

8. PRICING AND PAYMENT

8.1 Pricing

Prices are per person and subject to change with 30 days’ notice. Prices do not include travel insurance, personal expenses, meals (unless specified), or activities outside the package.

8.2 Surcharges

The Company reserves the right to apply fuel surcharges or currency adjustment fees if circumstances warrant.

8.3 Currency Exchange

Refunds will be made in the original currency used for booking. Exchange rate fluctuations are the responsibility of the customer.

9. GUIDES AND SERVICES

9.1 Guide Qualifications

Our guides are trained, experienced, and knowledgeable. They are authorized to make safety decisions including halting activities if deemed necessary.

9.2 Tipping

Tipping for guides and drivers is not mandatory but is appreciated and customary (10-15% recommended).

10. SPECIAL REQUESTS

Any special requests (dietary restrictions, accessibility accommodations, etc.) must be submitted in writing at least 14 days before departure. The Company will make reasonable efforts to accommodate requests but cannot guarantee fulfillment.

11. DISPUTE RESOLUTION

11.1 Complaints

Any complaints must be submitted in writing within 30 days of tour completion. The Company will respond within 14 business days.

11.2 Governing Law

These Terms and Conditions are governed by the laws of the jurisdiction in which the Company is registered. Customers consent to the exclusive jurisdiction of the courts in that location.

11.3 Arbitration

Disputes not resolved through negotiation will be subject to binding arbitration rather than court proceedings.

12. PRIVACY AND DATA PROTECTION

Customer personal information collected during booking is used only for booking confirmation, communication, and service delivery. We comply with applicable data protection regulations and will not share customer information with third parties without consent.

13. FORCE MAJEURE

The Company is not liable for delays, cancellations, or modifications resulting from circumstances beyond our control, including natural disasters, pandemics, wars, strikes, or severe weather.

14. CONTACT INFORMATION

For inquiries, complaints, or support:

Email: support@bestofmongolia.com
Phone: +(123) 456-8790
Address: 12 Rosewood Ave, Brookfield
Hours: 24/7 Customer Service

15. ENTIRE AGREEMENT

These Terms and Conditions constitute the entire agreement between the customer and the Company regarding services provided. Any verbal promises or representations not included herein are not binding.

By booking with us, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions.