Welcome to Inca Trail Explorers

These Terms and Conditions (“Terms”) govern the contractual relationship between you (“Client”, “Traveler”, “you”) and Inca Trail Explorers, operated by MY PERU DESTINATIONS S.A.C. Domiciled at Villa la Capullana A10, Cusco, Peru.

By making a reservation with us, you confirm that:

• You have read and understand these Terms
• You agree to be legally bound by them
• You have legal authority to accept on behalf of all travelers included in your reservation
• All travelers in your group have been informed of these Terms

If you do not agree with these Terms, please do not make a reservation.

1. Definitions

For purposes of these Terms:

2. Reservation Process

2.1 Reservation Request

A reservation is considered requested when:

• You complete our reservation form with all required data
• You provide valid passport information for all travelers
• You indicate desired date and segment

A reservation request does not guarantee availability until confirmed in writing by Inca Trail Explorers.

2.2 Reservation Confirmation

A reservation is considered confirmed when:

• Inca Trail Explorers verifies permit availability with Ministry of Culture
• Client receives written confirmation by email
• Client makes deposit payment within indicated timeframe

2.3 Passport Data

Passport data provided must be accurate and matching the physical document you will present on trek day:

IMPORTANT: Once permit is issued by Ministry of Culture:

• Name CANNOT be changed
• Passport number CANNOT be changed
• CANNOT be transferred to another person
• NO refund of permit for incorrect data provided by Client

Client is solely responsible for accuracy of data provided.

2.4 Reservation Communication

All official communication related to your reservation will be made by email to the address provided. It is Client’s responsibility to:

• Provide valid and monitored email address
• Check spam/junk mail folder
• Notify us of any email changes
• Respond to information requests within indicated timeframes

3. Prices and Payments

3.1 Prices

Prices are expressed in United States Dollars (USD) and include:

• ✅ Inca Trail permit
• ✅ Machu Picchu entrance (standard circuit)
• ✅ Transportation according to itinerary
• ✅ Professional certified guide
• ✅ Porters and cook
• ✅ All meals indicated in itinerary
• ✅ Camping equipment (tents, mattresses)
• ✅ Kitchen equipment and dining tent
• ✅ First aid kit and emergency oxygen
• ✅ Entrance to archaeological sites on route

Prices DO NOT include:

• ❌ International or domestic flights
• ❌ Travel insurance (mandatory, see Section 10)
• ❌ Hotel nights before/after trek
• ❌ Meals not specified in itinerary
• ❌ Additional entrances (Huayna Picchu, Machu Picchu Mountain)
• ❌ Tips for guides, porters and cooks
• ❌ Personal expenses
• ❌ Sleeping bag (included in Adventure and Summit segments; rental available in Explorer)
• ❌ Trekking poles (rental available)

3.2 Payment Structure

3.3 Payment Methods

We accept the following payment methods:

3.4 Payment Deadline

If payment is not received within deadline:

• Reservation may be cancelled without deposit refund
• Permits may be released
• Spaces may be offered to other clients

3.5 Payment Confirmation

We will send confirmation by email within 24-48 business hours of receiving your payment. If you do not receive confirmation, contact us immediately.

3.6 Prices and Changes

Prices may be subject to changes due to:

• Adjustments in Ministry of Culture fees
• Changes in taxes or government fees
• Significant exchange rate variations

Once your reservation is confirmed with deposit paid, price is guaranteed (except for new government taxes).

4. Cancellation Policy and Refunds

4.1 Cancellations by Client

If Client cancels reservation, refunds will be calculated as follows:

4.2 Why Deposit Is Not Refundable

The $250 USD deposit covers:

• Administrative costs of permit management
• Space reservation with suppliers
• Logistical coordination initiated
• Ministry of Culture permit (once issued, not refundable by government entity)

4.3 Cancellations by Inca Trail Explorers

We reserve the right to cancel a tour in the following circumstances:

1. a) Force Majeure (see Section 12)

• Natural disasters
• Inca Trail closure by authorities
• Pandemics or health emergencies
• Political or social instability

1. b) Minimum Number of Participants

• If minimum participants not reached, we may cancel up to 14 days before
• We will offer: alternative date, another equivalent tour, or full refund

1. c) Safety

• If conditions make trek unsafe
• Full refund or rescheduling at no cost

In case of cancellation by Inca Trail Explorers (except Force Majeure preventing refund), Client will receive:

• Full refund of all payments made, OR
• Credit for future date with additional 10% discount

4.4 Refund Process

4.5 Credits for Future Date

Instead of refund, Client may request credit for future date:

• Valid for 18 months from original departure date
• Transferable to another person (with written notice)
• Not cumulative with other promotions (except those indicated)
• Subject to permit availability

5. Changes and Modifications

5.1 Changes Requested by Client

Before permit issuance:

After permit issuance:

5.2 Changes by Inca Trail Explorers

We reserve the right to make minor changes to itinerary due to:

• Weather conditions
• Trail conditions
• Authority instructions
• Group safety
• Operational circumstances

Minor changes (do not entitle refund):

• Order of site visits
• Exact campsite location
• Specific schedules
• Assigned guide

Significant changes (communicated in advance when possible):

• Reduction of tour days
• Elimination of main sites
• Service category change

In case of significant changes before departure, Client may:

• Accept the change
• Request alternative tour of equivalent value
• Cancel with full refund

5.3 Passport Renewal

If you renew your passport after permit has been issued:

Passport number on permit will NOT match your new passport. This may result in denial of entry to Inca Trail.

Options:

1. Carry BOTH passports (new + old) — consult if acceptable
2. Attempt change with Ministry (not guaranteed, additional charges)
3. New reservation with new passport (subject to availability and costs)

Recommendation: Do not renew your passport between reservation and trek. If inevitable, inform us IMMEDIATELY.

6. Client Responsibilities

6.1 Physical Condition and Health

Client declares and guarantees that:

1. a) Physical condition

• Can walk 6-8 hours daily over mountainous terrain
• Can handle extensive stairs (up and down)
• Has consulted with doctor about fitness for high-altitude activity
• Has no medical conditions contraindicating effort or altitude

1. b) Medical disclosure Must inform us in writing before trek about:

• Cardiac conditions
• Respiratory problems (asthma, COPD, etc.)
• Diabetes
• Hypertension
• Epilepsy
• Severe allergies (especially food and medication)
• Recent surgeries
• Pregnancy
• Any medication taken regularly
• Any condition that may affect participation or that of others

1. c) Consequences of not informing If Client does not inform relevant medical conditions:

• May be excluded from trek without refund
• Assumes all responsibility for consequences
• Releases Inca Trail Explorers from related liability

6.2 Documentation

Client is responsible for:

WARNING: Without ORIGINAL passport on trek day, you will NOT be able to enter Inca Trail. No exceptions. No refund.

6.3 Behavior During Tour

Client agrees to:

1. a) Follow instructions

• Obey guide’s instructions at all times
• Comply with established schedules
• Not separate from group without authorization
• Not go ahead or stay behind group

1. b) Respect

• Treat guides, porters, cooks and other travelers with respect
• Respect cultural and archaeological heritage
• Not damage, mark or remove stones, plants or artifacts
• Respect local communities

1. c) Environmental responsibility

• Not leave trash on trail
• Use designated bathrooms
• Not contaminate water sources
• Follow “Leave No Trace” principles

1. d) Substances

• Do not consume alcohol during trek (affects acclimatization and safety)
• Do not consume illegal drugs (results in immediate expulsion)
• Inform about medications that could affect capacity

6.4 Consequences of Inappropriate Behavior

We reserve the right to expel from tour any participant who:

• Puts at risk their safety or that of others
• Does not follow guide’s instructions
• Has abusive behavior toward staff or other travelers
• Consumes prohibited substances
• Damages heritage or environment

In case of expulsion:

• No refund
• Evacuation/return costs are Client’s responsibility
• Inca Trail Explorers assumes no responsibility for consequences

7. Inca Trail Explorers Responsibilities

7.1 Our Commitments

We commit to:

7.2 Limitation of Liability

Inca Trail Explorers is NOT responsible for:

1. a) Acts of third parties

• Airlines (cancellations, delays, lost luggage)
• Hotels not directly operated by us
• Train services (PeruRail, Inca Rail)
• Actions of other travelers

1. b) Force Majeure

• Natural disasters
• Extreme weather conditions
• Government actions
• Inca Trail closure
• Pandemics or health emergencies

1. c) Client decisions

• Not showing up on time
• Forgetting required documentation
• Not following instructions
• Uninformed medical conditions
• Not contracting travel insurance

1. d) Indirect losses

• Loss of enjoyment
• Travel expenses unrelated to our services
• Lost profits
• Consequential damages

7.3 Liability Cap

In any case where Inca Trail Explorers is found liable, our maximum liability is limited to total amount paid by Client for specific affected services.

This limitation does not apply in cases of:

• Demonstrated gross negligence
• Death or bodily injury caused by our negligence
• What law does not allow to limit

7.4 Claims Against Suppliers

If Client has right to claim against third-party supplier (airline, train, etc.), Client agrees to:

• Pursue that claim directly
• Not seek duplicate compensation from Inca Trail Explorers
• Inform us of any compensation received

8. Specific Inca Trail Conditions

8.1 Nature of Activity

The Inca Trail is a mountain trekking activity that involves:

• Walks of 5-8 hours daily
• Altitudes up to 4,215 meters above sea level
• Irregular terrain, stone steps, narrow paths
• Variable weather conditions (intense sun, rain, cold, wind)
• Nights camping at temperatures that can reach -5°C
• Limited access to medical services and communications
• Possibility of altitude sickness

Client acknowledges these inherent risks and agrees to participate voluntarily.

8.2 Ministry of Culture Permits

Once permit is issued, neither Inca Trail Explorers nor Ministry can change or refund it.

8.3 Inability to Continue

If during trek Client cannot continue for health or other reasons:

No refund for unused services if Client abandons trek for any reason.

8.4 Evacuation

In case of evacuation need:

• Guide will coordinate safest possible evacuation
• May involve waiting for appropriate conditions
• May require walking to access point
• No guarantee of specific times
• Helicopter/specialized rescue costs are Client/insurance responsibility

9. Machu Picchu Visit Conditions

9.1 Entrance Included

Tour includes one entrance to Machu Picchu (standard circuit) for day designated in itinerary.

9.2 Additional Entrances (Not Included)

These entrances must be requested when booking and are subject to availability. Cannot be added later.

9.3 Machu Picchu Regulations

Client must comply with current regulations:

• Follow designated circuits
• Not leave trails
• Not touch structures
• Not bring food
• No drones
• No large tripods
• No inappropriate behavior

Non-compliance may result in expulsion by authorities without refund.

10. Travel Insurance

10.1 Mandatory Requirement

Travel insurance is MANDATORY to participate in our tours.

10.2 Minimum Required Coverage

Your insurance MUST include:

10.3 Verification

• We must receive copy of your policy minimum 7 days before trek
• If you cannot demonstrate adequate coverage, you may be excluded without refund
• We can help you find appropriate insurance options

10.4 Declarations

Make sure to:

• Declare all pre-existing medical conditions
• Declare you will be doing high-altitude trekking
• Verify there are no exclusions affecting your coverage

Inca Trail Explorers is NOT an insurance company and does NOT provide coverage of any kind.

11. Intellectual Property

11.1 Inca Trail Explorers Content

All content of our website, marketing materials and documents is protected:

• Texts, photographs, videos
• Logos and trademarks
• Designs and itineraries
• Prices and commercial structures

Cannot be reproduced, distributed or used commercially without written authorization.

11.2 Tour Photographs and Videos

We may:

• Take photographs and videos during tour
• Use this content in marketing and promotion
• Share on social media and website

Client may:

• Request not to appear in marketing materials
• Use their own photographs for personal use
• Share their experience (we appreciate it!)

If you prefer not to appear in our promotional materials, inform us in writing before tour.

12. Force Majeure

12.1 Definition

“Force Majeure” includes, without limitation:

• Natural disasters (earthquakes, floods, volcanic eruptions, landslides)
• Extreme weather conditions making trek impossible
• Inca Trail closure by authorities
• Strikes or civil unrest
• Acts of terrorism or war
• Declared pandemics or health emergencies
• Government travel restrictions
• Critical infrastructure failures beyond our control

12.2 Effects of Force Majeure

In case of Force Majeure before tour start:

• We will try to offer alternative date
• If not possible, we will offer credit for future use
• Refunds will depend on unrecoverable costs already incurred
• We will not be responsible for Client’s additional expenses (flights, hotels)

In case of Force Majeure during tour:

• Guide will make decisions to protect group safety
• Itinerary may be modified or shortened
• No refund for unused services due to Force Majeure
• Additional costs (extra accommodation, alternative transport) are Client’s responsibility

12.3 Inca Trail Closure

If Inca Trail is closed by authorities:

• Before start: Rescheduling or credit
• During trek: Evacuation by alternative route, no refund for remaining days

13. Claims and Disputes

13.1 Claim Procedure

Claims not submitted within 14 days may not be considered.

13.2 Dispute Resolution

Parties will attempt to resolve any dispute in good faith. If no agreement reached:

1. Mediation: Parties may agree to mediation in Cusco
2. Arbitration: According to Cusco Chamber of Commerce Arbitration Center
3. Jurisdiction: Cusco, Peru courts will have exclusive jurisdiction

13.3 Applicable Law

These Terms are governed by the laws of the Republic of Peru.

14. Personal Data Protection

14.1 Data We Collect

We collect and process:

• Contact data (name, email, phone)
• Passport data (required by Ministry of Culture)
• Relevant medical information
• Dietary preferences
• Reservation history

14.2 Data Use

Your data is used to:

• Manage your reservation and permits
• Communicate with you about your tour
• Comply with legal and government requirements
• Improve our services
• Marketing (only with your consent)

14.3 Data Sharing

We share your data with:

• Ministry of Culture of Peru (required for permits)
• Service providers (transportation, hotels when applicable)
• Authorities when legally required

14.4 Your Rights

You have the right to:

• Access your personal data
• Request correction of incorrect data
• Request deletion (subject to legal obligations)
• Withdraw marketing consent

To exercise these rights: privacidad@inca-trail.pe

See our complete Privacy Policy for more details.

15. General Provisions

15.1 Complete Agreement

These Terms, together with your reservation confirmation and our published policies (Privacy, Cancellation), constitute the complete agreement between parties.

15.2 Modifications to Terms

We may modify these Terms at any time. Modifications:

• Will be published on our website
• Will not affect already confirmed reservations (except mandatory legal changes)
• Will take effect for new reservations immediately

15.3 Severability

If any provision of these Terms is declared invalid:

• Rest of Terms remain in force
• Invalid provision will be interpreted to fulfill its original intent to extent permitted by law

15.4 Non-Waiver

Our failure to enforce any right under these Terms does not constitute waiver of that right.

15.5 Assignment

• Client cannot assign or transfer reservation without our written consent
• Inca Trail Explorers may assign these Terms to successor or affiliate

15.6 Language

Spanish version of these Terms prevails over any translation in case of discrepancy.

16. Contact Information

Inca Trail Explorers MY PERU DESTINATIONS S.A.C.

📍 Address: Villa la Capullana A10, Cusco, Peru

📧 General email: info@inca-trail.pe

📧 Reservations: reservas@inca-trail.pe

📧 Claims: atencion@inca-trail.pe

📞 Phone: +51 921 333 639

📱 WhatsApp: +51 921 333 639

Office hours: Monday to Friday: 9:00 AM – 6:00 PM (Peru time, GMT-5) Saturdays: 9:00 AM – 1:00 PM

Acceptance of Terms

By making a reservation with Inca Trail Explorers, you confirm that:

☑️ You have read and understand these Terms and Conditions

☑️ You agree to be legally bound by them

☑️ You have authority to accept on behalf of all travelers in your reservation

☑️ All travelers have been informed of these Terms

☑️ Information provided is truthful and complete

☑️ You understand inherent risks of high-altitude mountain trekking

☑️ You will contract adequate travel insurance