Refund Policy

1. Refund Policy Overview

Our refund policy varies depending on the type of booking, how far in advance the cancellation is made, and the specific circumstances of the cancellation. Generally, the closer to the departure date a cancellation is made, the less refundable the booking becomes due to our commitments to suppliers and partners.

1.1 Standard Tour Package Refunds

For standard tour packages, the following refund schedule applies:

• Cancellation 90+ days before departure: Full refund minus a £150 administrative fee per person
• Cancellation 60-89 days before departure: 75% refund of the total tour price
• Cancellation 30-59 days before departure: 50% refund of the total tour price
• Cancellation 15-29 days before departure: 25% refund of the total tour price
• Cancellation 14 days or less before departure: No refund

1.2 Custom Itinerary Refunds

For custom-designed itineraries, the following applies:

• Planning fee: Non-refundable once service has been provided
• Deposits and payments: Subject to the specific cancellation policies of the suppliers and partners involved in your itinerary
• Cancellation 90+ days before departure: Refund minus the planning fee and any non-refundable deposits paid to suppliers
• Cancellation less than 90 days before departure: Refunds assessed on a case-by-case basis, depending on our ability to recover costs from suppliers

1.3 Special Event and Peak Season Bookings

Tours that include special events (festivals, sporting events, etc.) or travel during peak seasons may have more restrictive refund policies due to advance commitments required by suppliers. These will be clearly communicated at the time of booking.

2. Conditions for Refunds

2.1 Cancellation by Client

All cancellations must be submitted in writing (email or letter) to Quick Navigation. The date the written cancellation is received will be used to calculate any refund due.

2.2 Partial Cancellations

If one or more members of a party cancels, the remaining travelers may have to pay additional supplements for accommodations, such as single room supplements.

2.3 No-Shows

Clients who do not show up for their tour or who fail to join it for any reason, including airline delays, missed connections, or illness, are not entitled to any refund.

2.4 Early Departure from Tour

If you choose to leave a tour early for any reason, no refunds will be made for the unused portion of your tour.

2.5 Cancellation by Quick Navigation

In the rare event that we must cancel a tour for reasons within our control, you will receive a full refund of all monies paid to us. If we cancel due to circumstances beyond our control (force majeure), our liability is limited to offering either a full refund of all monies paid or rebooking to a similar tour at a later date.

3. Refund Processing

3.1 Refund Timeframe

Refunds will be processed within 30 days of the cancellation being confirmed by Quick Navigation. The time it takes for the refund to appear in your account depends on your payment method and financial institution:

• Credit cards: 5-10 business days after processing
• Bank transfers: 5-15 business days after processing
• Other payment methods: Timeframes will vary

3.2 Refund Method

Refunds will be issued using the same payment method used for the original transaction, unless explicitly agreed otherwise. If the original payment method is no longer valid or available, we will contact you to arrange an alternative refund method.

3.3 Currency of Refunds

Refunds will be processed in the same currency as the original payment. Any currency conversion costs or fluctuations in exchange rates between the time of payment and refund are the responsibility of the client.

4. How to Request a Refund

4.1 Refund Request Procedure

To request a refund, please follow these steps:

1. Email your cancellation request to [email protected] with the subject line "Cancellation Request: [Your Booking Reference]"
2. Include your full name, booking reference number, tour name, departure date, and reason for cancellation
3. Our customer service team will acknowledge your request within 2 business days
4. You will receive confirmation of the refund amount and processing timeline
5. Once processed, you will receive a refund confirmation email

4.2 Required Documentation

Depending on the reason for cancellation, we may request supporting documentation to process your refund, especially in cases where you are claiming through our flexible booking policy or travel insurance:

• Medical certificates for illness or injury
• Death certificates for bereavement cases
• Official documentation for other emergencies or special circumstances

5. Exceptions to Standard Refund Policy

5.1 Flexible Booking Options

Quick Navigation offers flexible booking options for an additional fee at the time of booking, which provide more favorable cancellation terms:

• Standard Flex Protection (£99 per person): Allows cancellation up to 30 days before departure for a full refund minus the protection fee
• Premium Flex Protection (£199 per person): Allows cancellation up to 15 days before departure for a full refund minus the protection fee

Flex Protection must be purchased at the time of booking and cannot be added later.

5.2 Travel Insurance

We strongly recommend purchasing comprehensive travel insurance that includes cancellation coverage. In many cases, travel insurance will cover cancellations for covered reasons even when our refund policy does not provide a refund.

5.3 Special Circumstances

In certain exceptional circumstances, we may consider refunds outside our standard policy on a case-by-case basis. These might include:

• Serious illness or injury preventing travel (medical documentation required)
• Death of a traveler or immediate family member
• Natural disasters affecting your home region
• Government-issued travel warnings for your destination

Any such exceptions are at the sole discretion of Quick Navigation management.

6. Non-Refundable Items

The following items are non-refundable under any circumstances:

• Travel insurance premiums
• Visa application fees
• Vaccination and medical preparation costs
• Custom itinerary planning fees once service has been provided
• Flexible booking protection fees
• Any third-party services marked as non-refundable at the time of booking

7. Contact Information for Refund Inquiries

If you have questions about our refund policy or need to discuss a specific refund situation, please contact our customer service team:

We aim to respond to all refund inquiries within 2 business days.

8. Policy Updates

This refund policy is subject to change. Any changes will be posted on our website with the updated date noted at the top of the policy. The refund policy in effect at the time of your booking will apply to your reservation.

For bookings made before a policy change, we will generally honor the refund policy that was in place at the time of booking, unless the new policy is more favorable to the client.