booking policy

BLACK VANILLA – BOOKING POLICY & TERMS

Governing Law: India
Jurisdiction: Courts of India
Effective Date: 1 January 2026

This Booking Policy & Terms ("Policy") governs all travel services arranged by Black Vanilla ("Company", "we", "us", "our") for any client ("you", "your"). By confirming a booking, making payment, or accepting an itinerary, you acknowledge that you have read, understood, and agreed to be bound by this Policy.

1. DEFINITIONS & SCOPE

1.1 Black Vanilla refers to the contracting entity issuing the invoice.

1.2 Client / Traveller / Guest refers to any person named on a booking, including minors.

1.3 Supplier / Service Provider refers to any third party providing services including airlines, hotels, villas, lodges, cruise lines, transport providers, guides, experience operators, charter providers, destination management companies, or any other independent contractors.

1.4 Booking / Contract means the confirmed itinerary, invoice, and these Booking Policy & Terms taken together.

1.5 This Policy applies to all bespoke, luxury, experiential, leisure, corporate, family, and group travel arranged by Black Vanilla worldwide.

2. ROLE OF BLACK VANILLA (AGENCY DISCLOSURE)

2.1 Black Vanilla acts solely as an intermediary and booking agent for third-party Suppliers unless explicitly stated otherwise in writing.

2.2 Black Vanilla does not own, manage, operate, control, or supervise any Supplier services.

2.3 All Supplier services are provided subject to the respective Supplier’s own terms and conditions, which may impose additional limitations, exclusions, or cancellation penalties.

3. FORMATION OF CONTRACT

3.1 A booking becomes binding only when:

(a) the Client confirms acceptance in writing (email, digital approval, or signed proposal); and
(b) the required deposit or payment is received by Black Vanilla.

3.2 Quotations, proposals, and itineraries are invitations to treat and do not constitute an offer until accepted and paid.

4. PRICING, CURRENCY & TAXES

4.1 Prices are quoted in the currency specified in the invoice and are subject to availability at the time of confirmation.

4.2 Prices may change due to exchange-rate movements, fuel surcharges, government taxes, or supplier-imposed fees introduced after confirmation.

4.3 Tax Collection at Source (TCS)

In accordance with applicable Indian tax regulations, including the Liberalised Remittance Scheme (LRS), Black Vanilla may be required to collect Tax Collection at Source (TCS) on overseas tour packages at the rate prevailing at the time of payment.

TCS is a statutory tax collected on behalf of the Government of India and does not constitute a fee or charge levied by Black Vanilla. Applicable rates may vary based on prevailing law, thresholds, and documentation (including PAN) provided by the Client.

Any such taxes shall be payable by the Client in addition to the booking value.

4.4 Black Vanilla reserves the right to correct pricing or typographical errors at any time prior to confirmation.

5. PAYMENTS & DEPOSITS

5.1 A standard deposit of 30% of the total booking value is required unless otherwise specified.

5.2 Certain services (including private aviation, yachts, expedition cruises, exclusive lodges, peak-season bookings, permits, or special events) may require higher or fully non-refundable deposits as dictated by Supplier terms.

5.3 Final payment is due no later than 60 days prior to departure, unless Supplier terms require earlier settlement.

5.4 If a booking is made within the final payment window, full payment is required immediately.

5.5 Bank charges, foreign exchange costs, and card processing fees are borne by the Client and are non-refundable.

5.6 Failure to make payments by the due date may result in cancellation without refund.

6. CANCELLATIONS, REFUNDS & NO-SHOWS

6.1 Cancellation charges are governed primarily by Supplier policies, which may be stricter than this Policy.

6.2 Indicative cancellation ranges (actual charges may differ):

More than 60 days prior: loss of deposit
59–30 days prior: up to 50% of booking value
29–15 days prior: up to 75% of booking value
Less than 15 days / no-show: 100% of booking value

6.3 Certain services are fully non-refundable once booked.

6.4 Refunds, where applicable, are processed only after funds are received from Suppliers and may take 30–90 days.

6.5 Government taxes and statutory charges, including TCS where applicable, are non-refundable except as permitted under law.

7. ITINERARY CHANGES & AMENDMENTS

7.1 Changes requested by the Client after confirmation are subject to availability and Supplier charges.

7.2 Black Vanilla reserves the right to modify itineraries due to operational, safety, weather, or Force Majeure reasons.

7.3 Reductions in itinerary value do not necessarily reduce cancellation penalties.

8. PERSONAL SAFETY, THEFT & CRIMINAL ACTS

8.1 Travel may involve exposure to environments where theft, loss of belongings, assault, robbery, fraud, terrorism, or other criminal acts may occur.

8.2 Black Vanilla does not assume responsibility for injury, death, loss, damage, delay, distress, or expense arising from criminal acts, negligence, or misconduct of third parties, including Suppliers, local operators, or other persons.

8.3 Any assistance provided with local authorities, embassies, medical providers, or insurers is offered without assumption of liability.

9. FORCE MAJEURE & EXTRAORDINARY EVENTS

9.1 Force Majeure includes events beyond reasonable control including natural disasters, pandemics, war, civil unrest, strikes, border closures, government actions, airline or transport disruptions, or public health emergencies.

9.2 Black Vanilla shall not be liable for delays, cancellations, losses, or additional costs arising from such events.

9.3 Additional expenses incurred due to rerouting, extended stays, or alternative arrangements are borne by the Client unless recovered from Suppliers or covered by insurance.

10. TRAVEL INSURANCE (MANDATORY)

10.1 Comprehensive travel insurance is mandatory for all bookings.

10.2 Insurance must cover medical treatment, hospitalization, emergency evacuation, repatriation, trip cancellation/interruption, and loss or theft of belongings.

10.3 Failure to carry adequate insurance is entirely at the Client’s own risk.

11. MEDICAL EMERGENCIES & HEALTH RISKS

11.1 Black Vanilla does not provide medical services.

11.2 All medical costs, hospitalization, evacuation, quarantine, or repatriation expenses are the responsibility of the Client or insurer.

11.3 Participation in travel during outbreaks or health emergencies is undertaken at the Client’s own risk.

12. PASSPORTS, VISAS & ENTRY REQUIREMENTS

12.1 Clients are responsible for obtaining valid passports, visas, permits, vaccinations, and complying with entry regulations.

12.2 Any assistance provided by Black Vanilla is advisory only and does not guarantee approval or entry.

13. ADVENTURE & HIGH-RISK ACTIVITIES

13.1 Certain activities involve inherent risk including safaris, aviation, marine activities, trekking, diving, and adventure sports.

13.2 Participation is voluntary and undertaken entirely at the Client’s own risk.

13.3 Additional waivers or enhanced insurance may be required by Suppliers.

14. CHILDREN & MINORS

14.1 Children and infants must hold valid travel documents.

14.2 Certain Suppliers impose age, height, or safety restrictions.

14.3 Consent documentation may be required when travelling with minors.

15. BAGGAGE & PERSONAL EFFECTS

15.1 Baggage allowances and liability limits are governed by carriers and Suppliers.

15.2 Black Vanilla is not responsible for loss, theft, or damage to personal belongings.

16. DATA PROTECTION & PRIVACY

16.1 Personal data is processed solely to arrange travel services.

16.2 Data may be shared with Suppliers, authorities, or partners as required.

16.3 Processing complies with applicable Indian data-protection laws.

17. COMPLAINTS & ISSUE RESOLUTION

17.1 Issues must be reported immediately during travel to allow timely remedy.

17.2 Post-travel complaints must be submitted within 7 days of return.

18. LIMITATION OF LIABILITY

18.1 To the maximum extent permitted by Indian law, Black Vanilla shall not be liable for indirect, consequential, economic, or loss-of-enjoyment damages.

18.2 Any liability, if established, shall be limited to the service fee charged by Black Vanilla for the affected booking.

19. GOVERNING LAW & JURISDICTION

19.1 This Policy is governed by the laws of India.

19.2 Courts of India shall have exclusive jurisdiction.

20. AMENDMENTS & ACCEPTANCE

20.1 Black Vanilla may amend this Policy from time to time.

20.2 The version in force at the time of booking shall apply.

By confirming a booking, making payment, or travelling, you acknowledge acceptance of these Booking Policy & Terms.

CLIENT-FACING SUMMARY (1 PAGE)

Black Vanilla – How Our Bookings Work

This summary is provided for clarity and ease of understanding. It does not replace the full Booking Policy & Terms, which remain legally binding.

Our Role & Accountability

Black Vanilla designs, organises, and coordinates bespoke travel experiences.
Your contract is with Black Vanilla, and we remain your single point of coordination before, during, and after your journey.
Many services are delivered by carefully selected independent third-party suppliers.

Bespoke Nature of Our Travel

Every itinerary is custom-designed and often involves advance commitments, limited availability, and specialist suppliers.
Once arrangements are confirmed, flexibility reduces and cancellation exposure increases.

Booking & Confirmation

Itineraries are indicative until confirmed in writing.
A booking is confirmed only after written acceptance and receipt of cleared funds.

Taxes & Statutory Charges

Overseas tour packages booked and paid for in India may attract Tax Collection at Source (TCS) under Indian tax regulations.
TCS is a government-mandated tax, collected on behalf of authorities, and is separate from the trip cost.

Pricing & Payments

Prices are quoted as a total experience cost unless stated otherwise.
A deposit is required to secure services; some services require higher or full prepayment.
Final payment is typically due 6–8 weeks prior to departure (or earlier where suppliers require).

Changes & Cancellations

Changes are subject to availability and supplier approval and may incur additional charges.
Cancellation charges increase closer to departure and may reach 100% of the booking value.

Safety, Insurance & Responsibility

Travel involves inherent risks.
Comprehensive travel insurance is mandatory.
Travellers are responsible for passports, visas, health requirements, and disclosure of any medical or mobility conditions.

If the Unexpected Happens

In extraordinary circumstances beyond reasonable control, Black Vanilla prioritises safety and reasonable alternatives where possible.
Refunds are limited to amounts recoverable from suppliers.

CLIENT-FACING FAQ (1 PAGE)

Who am I contracting with?

Your contract is with Black Vanilla, who coordinates and organises your journey and acts as your primary point of contact.

When is my booking confirmed?

Only after you approve the itinerary in writing and we receive the required payment.

Why are bespoke trips less flexible?

Custom journeys involve advance commitments and limited-inventory services, which reduces flexibility once confirmed.

How much do I need to pay upfront?

Typically 30%, but certain services require higher or full payment. This will be clearly communicated.

What happens if I cancel?

Cancellation charges are driven by supplier terms and may extend up to 100% of the booking value.

Why is TCS charged on my international trip?

Under Indian tax regulations, certain overseas travel payments require Tax Collection at Source (TCS) to be collected at the time of payment. This amount is deposited with the Government of India and may be adjusted or claimed by the traveller in accordance with applicable tax laws.

Can I make changes after confirmation?

Yes, subject to availability and additional supplier costs or penalties.

What if something goes wrong during my trip?

We provide 24/7 assistance and coordination. Financial liability depends on supplier recovery and insurance coverage.

Do I need travel insurance?

Yes. Comprehensive travel insurance is mandatory and essential.

Who is responsible for visas and medical requirements?

Travellers are responsible, though we provide advisory assistance.

What if there are extraordinary events like pandemics or unrest?

Safety comes first. We will assist with alternatives or recovery in line with supplier frameworks and applicable law.