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Terms and Conditions for the Contracting of Traces Experience Tourist Services

Legal Advice

Welcome to Traces. By booking or using our tourist services, you agree to the following Terms and Conditions. Please read them carefully, as they govern the contractual relationship between you (the “Client”) and Traces. Confirmation of your booking implies full acceptance of this document.
Traces is the trade name of [Legal Company Name], with RUC No. [RUC Number] and registered address at [Legal Address of the Company].

Traces is the trade name of [Legal Company Name], with RUC No. [RUC Number] and registered address at [Legal Address of the Company].

1. Purpose of the Contract

Traces, acting as a legally established travel and tourism agency, undertakes to organize and market tour packages and related services, in accordance with the itineraries and specific conditions detailed in your booking confirmation. The Client hires Traces as an intermediary and/or organizer of their services.

2. Booking Process and Payments

  • Client Information: To process your booking, complete and accurate personal information is required for all passengers (full name as per passport, passport number, nationality, date of birth, gender, and any special requirements). It is your responsibility to provide correct and up-to-date information.

  • Bookings on behalf of others: When making a booking on behalf of other participants, you warrant that you have the authority to accept these Terms and Conditions on their behalf.

  • Initial Deposit: A non-refundable initial deposit of [Percentage]% of the total package cost is required to secure your booking.

  • Balance Payment: The remaining balance must be paid no later than [Number] days before the trip start date. Failure to meet this deadline may result in automatic cancellation of the booking and forfeiture of the initial deposit.

  • Payment Methods: We accept payments via [Specify payment methods]. The Client shall bear any additional transaction costs (e.g., bank fees, transfer charges).

3. Prices and Service Provision

  • Prices: All prices are stated in [Currency, e.g., United States Dollars (USD)]. Traces reserves the right to adjust prices in the event of significant and unforeseen changes in supplier costs, government fees, or exchange rates. You will be notified of any change prior to the trip start date.

  • Services Included: Will be explicitly detailed in your booking confirmation and itinerary.

  • Services Not Included: Package prices do not cover: international flights, travel insurance, tips, meals or drinks not specified, personal expenses, optional activities, and any service not explicitly mentioned in the itinerary.

  • Optional Extras: Traces may assist you in booking activities or services not included. You agree that Traces is not responsible for damages, losses, injuries, or inconveniences arising from participation in such services. Responsibility lies entirely with the service provider.

4. Modifications and Cancellations

4.1. Modifications by the Client

  • Any modification request must be communicated in writing to the Traces Experience corporate email, is subject to provider availability, and may incur additional costs.

  • No refunds will be issued for voluntarily unused services.

  • No changes to bookings are allowed within 10 days of departure.

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4.2. Cancellations by the Client

  • All cancellations must be notified in writing to Traces. Penalties will be applied to the total package cost as follows:

  • Cancellations more than 60 days before travel: Loss of the non-refundable initial deposit.

  • Cancellations between 30–59 days before travel: Loss of the initial deposit plus 50% of the remaining payments.

  • Cancellations less than 30 days before travel or “No Show”: 100% of the total package cost will be retained.

  • Important Notes: Payments for specific, non-transferable services (e.g., Inca Trail permits or non-refundable airfare) are non-refundable and subject to each provider’s cancellation policies, regardless of the main tour’s cancellation date.

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4.3. Modifications or Cancellations by Traces (including Force Majeure)
4.3.1. Before the Trip

  • Traces reserves the right to modify or cancel the trip if unforeseen circumstances or force majeure events (e.g., natural disasters, strikes, pandemics, social unrest, or government decisions) make the itinerary impossible or unsafe. In such cases, you will be promptly notified and offered the following alternatives:

  • Date Change: You may reschedule your trip for a future tour, with Traces applying 50% of your paid amount toward the new trip. The Client will cover the remaining 50% of the new tour cost.

  • Partial Refund: A refund of 40% of the paid amount will be offered if the tour cannot be carried out.

  • Traces will not be responsible for additional expenses incurred by the Client (e.g., non-refundable international flights, hotel nights not included in the tour) due to the modification or cancellation.

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4.3.2. During the Trip

  • If the tour must be modified or canceled after it has begun due to force majeure or events beyond Traces’ control, the Agency and its guides will make every effort to find safe and reasonable alternatives to continue the itinerary.

  • On tours with remote routes, if flight changes are necessary, Traces will assist with rebooking. It is important to note that, although some of our packages include domestic flights, any change to these original bookings due to force majeure will require a new paid reservation. This additional payment is the Client’s responsibility, and Traces will not cover the cost of such modified flights.

  • If the tour is completely canceled once started, the refund will be calculated based on unused services and the costs Traces can recover from suppliers.
    Traces will not be responsible for additional expenses incurred by the Client, such as extra hotel nights or additional transportation, arising from the trip’s interruption.

5. Documentation and Client Responsibility

  • Documentation: It is your sole responsibility to have the necessary and valid documentation for travel (passport with at least 6 months validity, visas, required vaccinations, etc.). Traces is not responsible for denial of entry to a country or tourist site due to inadequate documentation.

  • Health and Physical Condition: You are responsible for assessing whether a tour is suitable for you and for consulting a physician before traveling. You must inform Traces of any relevant medical condition or physical limitation that may affect your safety or that of the group.

  • Conduct: The Client agrees to follow guide instructions and respect local laws, customs, and culture. Traces reserves the right to terminate services for any Client whose behavior is harmful, dangerous, or disrespectful to other group members or staff, without the right to a refund.

6. Mandatory Travel Insurance

  • It is a mandatory requirement that you purchase comprehensive travel insurance covering at least medical expenses, accidents, emergency evacuation, and repatriation, with a minimum coverage of USD 200,000. It is also highly recommended that the insurance cover cancellations. You are responsible for ensuring adequate coverage for your type of trip. Proof of insurance may be requested before departure.

7. Assumption of Risks

  • You acknowledge that adventure travel and nature tourism involve inherent risks to your health and safety. By traveling with Traces, you voluntarily accept these risks and release Traces and its representatives from all claims and causes of action arising from losses, damages, or injuries resulting from inherent travel risks. You must follow all safety instructions, including the use of safety equipment.

8. Limitation of Liability

  • Traces acts solely as an intermediary between the Client and service providers (hotels, airlines, tour operators, etc.). Traces’ liability is limited to due diligence in selecting such providers. Traces will not be liable for:

  • Losses, damages, or injuries caused by acts or omissions of third-party providers.

  • Loss or damage to luggage or personal belongings.

  • Changes to flight or train schedules not attributable to the Agency.

  • Any indirect, special, or consequential loss or damage of any kind.

9. Complaints and Claims

  • Any complaint or dissatisfaction with services must be reported to your guide or the Traces office immediately during the trip so corrective action can be taken. If the problem is not resolved, the Client must submit a formal written complaint within 30 days after the trip ends. Traces accepts no responsibility for complaints not properly reported or submitted outside this period.

10. Applicable Law and Jurisdiction

  • These Terms and Conditions are governed by the laws of the Republic of Peru. Any dispute arising in relation to these terms will be submitted to the jurisdiction of the competent courts of the city of Cusco, Peru.

  • By booking with Traces, you confirm that you have read, understood, and accepted these Terms and Conditions.

Last update date: 08-10-25

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