Refund Policy

Introduction

At Clear Dynamics, we understand that plans can change. This Refund Policy outlines the conditions under which refunds may be issued for tour bookings, deposits, and other services purchased through Clear Dynamics.

This policy should be read in conjunction with our Terms and Conditions, which contain additional information about cancellations and changes to bookings.

Standard Refund Policy

Our standard refund policy for tour cancellations is as follows:

Please note that tour deposits are generally non-refundable, as they secure your place on the tour and cover administrative costs incurred in making your booking.

Circumstances Eligible for Refunds

Refunds may be available in the following circumstances:

Cancellations by You

If you need to cancel your booking, refunds will be processed according to our standard refund schedule above. To be eligible for a refund, you must notify us of your cancellation in writing via email or through our contact form.

Cancellations by Clear Dynamics

If we need to cancel your tour due to unforeseen circumstances, you will be offered the following options:

• A full refund of all monies paid
• Credit toward a future tour (often with an added value incentive)
• An alternative tour of comparable standard, if available

Significant Changes by Clear Dynamics

If we need to make significant changes to your tour before departure (such as a change of destination or a substantial change to the itinerary), you will be offered the following options:

• Accept the changes and continue with the tour
• Cancel your booking and receive a full refund of all monies paid
• Choose an alternative tour of comparable standard, if available (with a refund of any price difference if the alternative is of lower value)

Special Circumstances

Medical Emergencies

In cases of serious illness or injury preventing travel, we may offer more flexible refund terms. Such requests must be supported by appropriate medical documentation. In these cases, we generally recommend that customers file a claim with their travel insurance provider, as comprehensive travel insurance should cover cancellations due to medical emergencies.

Force Majeure Events

In the event of force majeure circumstances (such as natural disasters, political unrest, terrorism, pandemics, or other extraordinary events beyond our control) affecting your tour:

• If we cancel the tour: We will offer either a full refund, credit for a future tour, or an alternative tour where available
• If you cancel the tour: Our standard cancellation policy will generally apply, but we will endeavor to be as flexible as possible depending on the specific circumstances

Each force majeure situation is evaluated on a case-by-case basis, and specific policies may be implemented for widespread events.

Travel Advisories

If an official government travel advisory is issued advising against travel to your destination after you have booked but before your departure date, we will work with you to:

• Reschedule your tour to a later date
• Offer an alternative destination
• Provide a credit for future travel
• Process a refund as per our standard policy

Non-Refundable Items

The following items are typically non-refundable:

• Travel insurance premiums
• Visa application fees
• Vaccination and medical preparation costs
• Certain custom or specialized arrangements specified as non-refundable at the time of booking
• Third-party charges that Clear Dynamics has already paid and cannot recover

How to Request a Refund

To request a refund, please follow these steps:

1. Submit your refund request in writing to [email protected] or through our contact form
2. Include your booking reference number, the names of all travelers, and the reason for your cancellation
3. Attach any relevant supporting documentation (e.g., medical certificates)
4. Indicate your preferred refund method (original payment method, bank transfer, etc.)

Please note that all refund requests must be made by the person who made the original booking.

Refund Processing Time

Once a refund has been approved, processing times are as follows:

• Credit/Debit Card Refunds: 7-14 business days to appear on your statement
• Bank Transfer Refunds: 10-20 business days to reach your account
• Travel Credits: Applied to your Clear Dynamics account within 5 business days

Please note that these timeframes may be affected by banking procedures, public holidays, and other factors outside our control.

Partial Tour Participation

If you join a tour but leave early or do not participate in certain included activities by choice, no refunds will be provided for unused services or accommodations.

If you are unable to participate in parts of a tour due to unforeseen circumstances beyond your control (such as illness during the trip), we will evaluate potential partial refunds on a case-by-case basis.

Travel Insurance Recommendation

We strongly recommend that all travelers purchase comprehensive travel insurance that includes trip cancellation and interruption coverage. A good insurance policy can provide reimbursement for non-refundable trip costs in many circumstances where our standard refund policy would not apply.

Travel insurance should be purchased at the time of booking to ensure maximum coverage, including for pre-existing medical conditions and unforeseen events that might occur before your departure date.

Gift Certificates and Promotions

Gift certificates and promotional offers have specific terms:

• Gift certificates are generally non-refundable but may be transferable to another person
• Gift certificates typically have expiration dates as specified at the time of purchase
• Promotional discounts and special offers may have specific refund restrictions, which will be communicated at the time of booking

Currency and Payment Method

Refunds will be processed in the same currency as the original payment. If currency exchange rates have fluctuated between the time of your payment and the refund, this may affect the amount you receive in your local currency.

Where possible, refunds will be issued to the original payment method used for the booking. If this is not possible, we will work with you to arrange an alternative refund method.

Disputes and Complaints

If you have a dispute regarding a refund decision, please contact our customer service team in writing, providing all relevant details and documentation to support your case.

We are committed to resolving disputes fairly and will review each case thoroughly. If we are unable to reach a mutually satisfactory resolution, you may have rights to pursue the matter through external dispute resolution services or legal channels.

Policy Changes

Clear Dynamics reserves the right to modify this Refund Policy at any time. Any changes will be effective immediately upon posting on our website. The policy in effect at the time of your booking will apply to your refund request.

Contact Information

For questions or concerns about our Refund Policy, please contact us at:

Clear Dynamics
9 Dylan Springs Lake
Fredberg NE29 7BG
United Kingdom

Email: [email protected]
Phone: +44 647 404 0170