Polar Trek
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Terms and Conditions

T&C and Cancellation Policy

Polar Treks & Expedition Pvt. Ltd. is a trustworthy and incorporated company under the law of Nepal Government Registered company No. (74744/067/068). Before booking any expedition/trekking or tours trip with us, we kindly request clients to go through the following Terms and Conditions that govern the relationship between us. Before departure, participation must accept these terms and conditions. All Nepal trekking bookings are entered into by “The Client”, with Polar Treks & Expedition Pvt. Ltd., hereafter referred to as “The Company.”
All bookings are subject to our standard terms and conditions, as outlined here, and accepted by the client on their signing the agreement with the company before departure of any trekking.

Terms And Conditions Bookings
Once the client and the company have agreed upon a trekking program/trip – with services, dates and prices specified in email, or cash payment at the company, the client should complete and sign the booking/agreement form.

Deposit should be 40% of total amount per person (to be agreed), should be sent by bank transfer.
Confirmation: The receipt of the deposit will be sent by email.
Balance: Cash collected at the office before departure at the company.

Trip Cancelled by The Company:
If there are not enough groups for a fixed departure the client will be offered an alternative trip, at least 4 weeks prior to departure, or receive a full refund – whichever the client prefers. The company is not liable for additional losses incurred by The Client (i.e. connecting flights etc).

Trip cancelled by The Client: 

  • Cancellation Three months prior to the trip 40%of the trip is non-refundable.
  • Cancellation prior to 25 days to the trip days, 60% of the trip is non-refundable.
  • Cancellation prior to 15 days to the trip days 75 % of the trip is non-refundable.
  • Cancellation prior to 7 days the whole amount is nonrefundable.

The Company reserves the right to cancel any trip where the client does not have suitable insurance – that also covers helicopter evacuation for ill health/accident.

Unforeseen situation
Polar Trekking & Expedition Pvt. Ltd. cancels your trip thanks to unforeseen situations like war, natural disasters, conflict, unfavorable climates etc. we would be happy to refer you to an alternative trip of a similar standard. Even if this doesn’t fit your personal interest all monies paid by you to our company will be refunded but remember any other expenses included by you as a result of this booking are entirely your responsibility.

Your Personal Belongings
You must be careful of your all belongings because if you lost anything difficulty to find but during trek or expedition our team crews will do their best to keep take care your belongings safe however incase of any loss or damage of your property we will not be responsible but we strongly advised to our crew keep checking and take caring but you must take care your all things properly and don’t put here & there. Put it in a safe place and own room. Carry yourself a camera, wallet, passport, etc valuable things. Then do insurance for your valuable things such as mobile, laptop and camera etc.

Complaints the client will inform the group leader, trekking guide explain the issue to be resolved “in the field”. In the event that action taken is not to the clients satisfaction, the client must take direct contact to the company to resolve the issue (verbally or in writing). In the event of the issue still not being resolved to the clients satisfaction the complaint must be sent in writing to the company Managing Director or Operation Director – clearing stating the complaint, and if possible a suggested solution to the issue.

In the event of the client still not being satisfied, the two parties’ should in the first instance agree to a third party arbitrator that is acceptable to both party’s. The terms and conditions of agreements made shall be subject to, and governed by Nepalese jurisdiction. Polar Trekking & Expedition Pvt. Ltd. notes that all tours/trekking or expeditions have a degree of “adventure” in them. Tolerance, understanding and a sense of humor is important. We will at all times try to hold our clients informed about potential problems, dangers, and attempt to avoid all and any extra expenses.

Expedition/Trekking/Tours Refuse
During expedition/trekking or tours period if incase climber “The Client” gave up, refuse, avoid to expedition/trekking/tours due to own personal reason such as bad health, weather, dangers avalanches, duration out of date or any reason even he/she with High Altitude Sherpa, then we accept it as a canceled the trip and the client has no right to ask refund the trip cost or high altitude sickness. 

Health and Vaccinations
Ultimately it is your own responsibility to make sure that you are fit enough to join our adventure holiday trip. In line with this, you should have a thorough medical and dental check up before the holiday; you also need specific immunizations when visiting some countries. Also we strongly advise against joining a trip, if you have recently suffered from severe heart, chest, muscular or respiratory disorder, severe asthmatic or have high blood pressure. Medical services vary from country to country therefore companies do not warranties in standard of such facilities. But we assure you that we’ll do our best in relation to your health while you are in Nepal. On all of our trips, a comprehensive medical kit is carried.

Risk and Liabilities
Clients shall agree that Polar Trekking & Expedition Pvt. Ltd. shall not be held responsible for consequences of natural calamities, weather condition, failure of scheduled airline, detention and delays due to quarantine, strike, theft, force civil disturbance, government restriction or regulation, accident by aircraft, car, bus or any other form of transport relating to program schedule. The trekkers/climbers understand that such situations may occur, and we will inform you of the situation as soon as we have knowledge of it.

Expedition/Trekking/Tours Amendment
Once the trip is sold, Polar Trekking & Expedition Pvt. Ltd. company, can accept amendment in expedition/Trekking/Tours trip program minimum more than 15 days before start of the trip. In case of outside Nepal trips, we need a minimum of more than 30 days. The cost of amendment is to be made by clients depending upon the company’s arrangements with other parties such as hotel, airlines or ground operators etc.

Unused or Missed Services
Polar Trekking & Expedition Pvt. Ltd.. will not refund money back for the service un-used or missed which are mentioned and agreed in the purchased trip. This includes voluntary/involuntary termination/departure from expedition/trekking/tours, i.e. sickness, death of a family member etc, late arrival on the expedition/trekking/tours, or premature departure either voluntarily or involuntarily.

Both parties (clients & Polar Trekking & Expedition Pvt. Ltd. Company) agrees to protect the confidentiality of each other. We use your email and personal details solely for the purpose of processing your inquiries operating your trip and keep in contact messages for future.

Polar Treks & Expedition Pvt. Ltd. can use images you have taken during the trip without any compensation for publicity and promotion through whatever medium. 

Thank you!

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Lakeside St. 17, Pokhara, Nepal



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