Terms and Conditions

Beat Route Tours Ltd – Terms & Conditions

Company Registration

Beat Route Tours Ltd is registered in the United Kingdom.
Company Registration Number: 08590934

Booking & Payments

Contract Formation
Your contract is with Beat Route Tours Ltd. A binding agreement is formed once we confirm your booking and receive your deposit.
All correspondence regarding bookings should be addressed to Beat Route Tours Ltd.

Payment Terms

• A 50% advance payment is required to confirm your booking.

• The balance must be paid six weeks prior to tour commencement.

• During peak seasons, some hotels may require full payment upfront — we reserve the right to include these costs in your advance payment.

• Advance payments may also include ticket/entry fees for exclusive events (e.g. Kandy Perahera) to avoid unavailability.

Payment Methods
Payments can be made via our secure online gateway or bank transfer.
Any bank charges incurred are the responsibility of the payer.

Itinerary Amendments

No changes will be made to your itinerary once the tour has commenced unless due to circumstances beyond our control.
In such cases, we reserve the right to modify the itinerary to ensure your safety and wellbeing.

Cancellation, No Show & Early Departure

Cancellation Charges
Cancellations must be submitted in writing or via email. Charges apply from the date of receipt:

• 60+ days prior to arrival: 10% of tour/service cost

• 59–45 days prior: 50% of tour/service cost

• 44 days or less / No Show: No refund

Post-Commencement Cancellation
If you cancel after the tour begins due to unforeseen circumstances, refunds will be limited and depend on recoverable costs from hotels and service providers.
No refunds will be given for unused accommodation, transport, or meals.

Refund Policy
Refunds for cancelled tours will be processed according to the cancellation policy.
Refunds are issued to the original payer and may take up to 4 weeks due to banking procedures.
Bank and credit card charges will be deducted from the refund amount.

Liabilities & Limitations

• Any increase in government taxes, fuel costs, or entrance fees after itinerary finalisation will be charged as extra.

• Beat Route Tours Ltd acts solely as an agent. Airlines and transport providers operate under their own terms.

• We are not liable for delays, alterations, or expenses due to natural hazards, flight cancellations, accidents, equipment breakdowns, weather, illness, political closures, or other unforeseen events.

• We are not responsible for loss, injury, or damage to persons or property due to any cause beyond our control.

• We do not provide insurance. Clients must arrange comprehensive travel insurance in their home country, especially for specialist activities. All personal belongings are at the client’s own risk.

Passports & Visas

British citizens must hold a valid passport with at least six months’ validity from the return date and a valid tourist visa.
Visa application guidance is available on our website under “In the Know.”

Non-British citizens or those travelling from outside the UK should consult their local authorities.
We are not responsible for visa or passport issues, and related costs are not included in tour prices.

Health & Fitness

Please disclose any health conditions when booking to help us tailor your itinerary appropriately.

For adventurous or physical activities, a good level of fitness is recommended.
We reserve the right to cancel any activity deemed unsuitable for your health.
Ensure your travel insurance covers medical expenses and any planned activities.

Arrival & Departure Policy

Hotel check-in/check-out times and meal schedules will be advised upon arrival.
Late check-out charges are the guest’s responsibility.
No refunds for missed meals or unused accommodation.
Late check-out requests are subject to hotel policy, availability, and season.

GDPR: Our Legal Stuff

Beat Route Tours Ltd is committed to protecting your personal data in accordance with the UK General Data Protection Regulation (UK GDPR).

What We Collect
We may collect personal information such as your name, contact details, passport information, health disclosures, and payment details to facilitate your booking and ensure your safety.

How We Use It
Your data is used solely for booking, communication, and service delivery.
We do not sell or share your data with third parties except where necessary (e.g. hotels, transport providers).

Your Rights
You have the right to access, correct, or request deletion of your personal data.
You may also object to or restrict certain types of processing.

Data Security
We implement appropriate technical and organisational measures to safeguard your data.

Contact Us
For any GDPR-related queries or to exercise your rights, please contact us via the details provided on our website.