Booking Terms & Conditions
Last Updated March 19, 2018

1. Our contract 

All bookings are made with Trova Trip LLC (us/we).  By booking a trip with us you are deemed to have agreed to these Booking Conditions (which constitutes the entire agreement between you and us) and your booking will be accepted by us on this basis. The services to be provided are those referred to in your booking confirmation invoice.

2. Validity

Dates and itineraries are valid until 31 December 2018. Beyond 31 December 2018 dates and itineraries are indicative only.

3. Deposit requirement  

You are required to pay a non-refundable deposit of $299 per person per trip for your booking to be confirmed. If your booking is made within 45 days of the departure date then the full amount is payable at the time of booking.

4. Acceptance of booking and final payments   

If we accept your booking we will issue a confirmation invoice.  A contract will exist between us from the date we issue the confirmation invoice or if you book within 7 days of departure the contract will exist when we accept your payment.  Please refer to your booking confirmation invoice for details regarding final payments. Payment of the balance of the trip price is due 45 days before the departure date. If this balance is not paid on or before the due date we reserve the right to treat your booking as cancelled.

5. Prices & surcharges 

Our trip prices are subject to variable and seasonal pricing, both of which are standard practice within the travel industry. This means our trip prices may vary at any time in accordance with demand, market conditions and availability. It is likely that different passengers on the same trip have been charged different prices. Your best option if you like the price you see is to book at that time. Once you have received a quote the price will be locked in provided you pay the required deposit prior to the quote’s expiry. Any reduced pricing or discounts that may become available after you have paid your deposit will not apply. If you wish to cancel your booking to take advantage of a cheaper price, full cancellation conditions apply. The most up to date pricing is available on our website. Prices are all presented in USD. We reserve the right to impose surcharges up to 60 days before departure due to unfavorable changes in exchange rates, increases in airfares or other transportation costs, increases in local operator costs, taxes, or if government action should require us to do so.  In such instances, we will be responsible for any amount up to 2% of the trip price and you will be responsible for the balance. If any surcharge results in an increase of more than 10% of the trip price you may cancel the booking within 14 days of notification of the surcharge and obtain a full refund. We will not surcharge any booking for travel within the validity of this brochure once paid in full.  Air Passenger Duty is included in the price of your air inclusive trip. Please note that a surcharge may be applied to all purchases made by credit card.

6. Your details  

In order for us to confirm your travel arrangements, you must provide all requested details prior to trip start. Necessary details vary by trip; they include but are not limited to full name as per passport, date of birth, nationality, passport number, passport issue and expiry date and any pre-existing medical conditions you have which may affect your ability to complete your travel arrangements. Failure to provide requested details may result in additional charges or non-refundable cancellation of your trip.  

7. Cancellation by the traveler  

If you cancel some or all portions of your booking cancellation fees will apply.  A cancellation will only be effective when we receive written confirmation of the cancellation.  If you cancel a trip:

Note that different cancellation conditions including higher charges apply to some styles of trips and additional services. If you leave a trip for any reason after it has commenced, we are not obliged to make any refunds for unused services.  If you fail to join a tour, join it after departure, or leave it prior to its completion, no refund will be made. The above cancellation fees are in addition to fees which may be levied by accommodation providers, travel agents or third party tour and transport operator fees.

8. Cancellation by us

We may cancel a trip for any reason up to 60 days before departure.  We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for us to operate the planned itinerary. If we cancel your trip, you can transfer amounts paid to an alternate departure date or receive a full refund.  In circumstances where the cancellation is due to external events outside our reasonable control refunds will be less any unrecoverable costs.  We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, travel insurance excess or non-refundable flights.   

9. Booking amendments 

If you wish to transfer from one trip to another or transfer your booking to a third party you must notify us at least 60 days prior to the proposed departure date.  A fee of $100 per person per change will apply (in addition to any charges levied by hotels, ground operators or airlines).  If you notify us less than 60 days prior to the proposed departure date the refund policy applicable to cancellations will apply.  Transfers to a third party are only permitted where the transferee meets all the requirements in relation to the trip, and transfers to another departure can only be made to a departure within the current validity period. 

Amendments to any other arrangements made in conjunction with your trip will incur a $50 administration fee per booking per change. This fee is in addition to any charges levied by hotels, ground operators or airlines. No amendments are permitted to your booking within 10 days of departure.

10. Inclusions  

The price of your trip includes:

11. Exclusions  

The price of your trip does not include:

12. Age & Health requirements

You must be at least 22 years of age on day 1 of your trip to travel with us. However, exceptions will be made on a case by case basis.

It is your responsibility to ensure that you are suitably fit to allow full participation in the trip and to obtain proper and detailed medical advice for the latest health requirements and recommendations for your destination. Where you do not do so and are either not allowed to enter any country or suffer personal injury as a result, we have no liability to you for any loss or damage which you suffer.

13. Small groups & combination trips  

Our trips are guaranteed to depart once they have one fully paid traveler unless minimum group size specifically states otherwise. This means at times we can have groups with small numbers of travelers. Many of our trips are designed to fit with other departures to create a longer "combination" trip; this means that some of your group may have already been travelling together for some weeks when you commence your trip.  If you would like to know how many people are booked on your trip or any combination trip it is part of please ask prior to making your booking.

14. Passport and visas 

You must carry a valid passport and have obtained all of the appropriate visas, permits and certificates for the countries which you will visit during your trip. Your passport must be valid for 6 months beyond the duration of the trip. It is your responsibility to ensure that you are in possession of the correct visas, permits and certificates for your trip; please refer to the Essential Trip Information for details.  We are not responsible if you are refused entry to a country because you lack the correct passport, visa or other travel documentation.

15. Travel insurance

Travel insurance is recommended for all our travelers and should be taken out at the time of booking.  Your travel insurance should provide cover against personal accident, death, medical expenses and emergency repatriation with a recommended minimum coverage of US$200,000 for each of the categories of cover. We also strongly recommend it covers cancellation, curtailment, personal liability and loss of luggage and personal effects.

16. Flexibility

You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

17. Change of itinerary

While we endeavor to operate all trips as described we reserve the right to change the trip itinerary. Please refer to our website before departure for the most recent updates to your itinerary. 

Before departure:  If we make a major change, we will inform you as soon as reasonably possible if there is time before departure. The definition of a major change is deemed to be a change affecting at least one day in five of the itinerary. When a major change is made you may choose between accepting the change, obtaining a refund of money paid on the land portion of the trip only or accepting an alternative tour offered.

After departure:  We reserve the right to change an itinerary after departure due to local circumstances or events outside of our control.   In such emergency circumstances the additional cost of any necessary itinerary alterations will be covered by you. Please note we are not responsible for any incidental expenses that may be incurred as a result of the change of itinerary such as visas, vaccinations or non-refundable flights.

18. Authority on tour  

Our group trips are run by an Ambassador. The decision of the Ambassador is final on all matters likely to affect the safety or well-being of any traveler or staff member participating in the trip. If you fail to comply with a decision made by an Ambassador, or interfere with the well-being or mobility of the group, the group leader may direct you to leave the trip immediately, with no right of refund.  We may also elect not to carry you on any future trips booked. You must at all times comply with the laws, customs, foreign exchange and drug regulations of all countries visited, and you also agree to travel in accordance with our responsible travel guidelines. 

19. Acceptance of risk

You acknowledge that the nature of the trip is adventurous and participation involves a degree of personal risk. You will be visiting places where the political, cultural and geographical attributes present dangers and physical challenges greater than those present in our daily lives. We use information from government foreign departments and reports from our own contacts in assessing whether the itinerary should operate. However, it is also your own responsibility to acquaint yourself with all relevant travel information and the nature of your itinerary. You acknowledge that your decision to travel is made in light of consideration of this information and you accept that you are aware of the personal risks attendant upon such travel.

20. Limitation of liability

  1. We will accept liability for the negligence of our staff or agents causing death or physical injury to persons or loss or damage to personal property only to the extent it is obliged under the applicable law.  Our obligations, and those of our suppliers providing any service or facility included in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities. This acceptance of liability is subject to clause c. below.
  2. In other circumstances, we are responsible to you for the proper performance of this contract. This acceptance of liability is subject to clause c. below.
  3. we shall not be liable for any damage or loss if the failure to carry out the contract is:
    • attributable to you.
    • attributable to a third party unconnected with the provision of the services contracted for and the event is unforeseeable or unavoidable.
    • due to unforeseen and unusual circumstances beyond our control, the consequences of which could not have been avoided even if all due care had to be exercised.
    • due to political disputes, border closures, refusal of visas, industrial action, climate or other matters of a similar nature and any other force majeure.
    • due to an event which the Company, even with all due care, could not foresee or forestall.
  4. Except in cases involving death, injury or illness, any liability covered under clause b. above is limited to 3 times the price paid.  In the case of damaged property, the liability is limited to a maximum amount equal to the amount paid by or on behalf of the owner of the property. In all cases, the Company specifically excludes all liability for indirect or consequential loss or expense including loss of profits and in all cases our liability will be limited in accordance with and/or in an identical manner to the contractual terms of the companies that provide the transportation for your travel arrangements.
  5. Where your trip arrangements involve travel by air, rail or sea, or hotel accommodation, the compensation is limited by the following international conventions respectively: Warsaw Convention as amended 1955, Bern Convention 1961, Athens Convention 1974 and Paris Convention 1962. We are to be regarded as having all benefit of any limitation of right to claim or compensation contained in these or any conventions.
  6. our acceptance of liability in clauses a and b above is subject to assignment by you of your rights against any agent, supplier or sub-contractor which is in any way responsible for the unsatisfactory arrangements or your death or personal injury.

21. Optional activities

Optional activities not included in the trip price do not form part of the trip or this contract. You accept that any assistance given by your group leader or local representative in arranging optional activities does not render us liable for them in any way. The contract for the provision of that activity will be between you and activity provider. 

22. Claims & complaints

If you have a complaint about your trip please inform your group leader or our local representative at the time in order that they can attempt to rectify the matter. If satisfaction is not reached through these means then any further complaint should be put in writing to us within 30 days of the end of the tour.

23. Severability

In the event that any term or condition contained in these Booking Conditions is unenforceable or void by operation of law or as being against public policy or for any other reason then such term or condition shall be deemed to be severed from this contract or amended accordingly only to such extent necessary to allow all remaining terms and conditions to survive and continue as binding.

24. Photos and marketing

You consent to us using images of you taken during the trip for advertising and promotional purposes in any medium we choose.  You grant us a perpetual, royalty-free, worldwide, irrevocable license to use such images for publicity and promotional purposes.

25. Privacy policy

Any personal information that we collect about you may be used for any purpose associated with the operation of a Trip or to send you marketing material in relation to our events and special offers. The information may be disclosed to our agents, service providers or other suppliers to enable us to operate the Trip.  We will otherwise treat your details in accordance with our privacy policy (available for viewing on our Website). 

26. Applicable law

The laws of the United States, and the state law of Oregon govern these Booking Conditions to the fullest extent allowable.  Any disputes in connection with a trip or these Booking Conditions must be initiated in the courts of the United States.

 

Privacy Policy
Last Updated October 18, 2017

1. WHAT DO WE DO WITH YOUR INFORMATION?

When you purchase something from our website, as part of the buying and selling process, we collect the personal information you give us such as your name, address and email address.

When you browse our website, we also automatically receive your computer’s internet protocol (IP) address in order to provide us with information that helps us learn about your browser and operating system.

Email marketing: With your permission, we may send you emails about our website, new products and other updates.

2. CONSENT

How do you get my consent?

When you provide us with personal information to complete a transaction, verify your credit card, place an order, connect with our online customer service through online chat or email, we imply that you consent to our collecting it and using it for that specific reason only.

If we ask for your personal information for a secondary reason, like marketing, we will either ask you directly for your expressed consent, or provide you with an opportunity to say no.

We may also collect personal information, including contact information, if you elect to enter a contest or sweepstakes with us, to subscribe to our newsletter, which we will use only to provide you with the service you have requested.

TrovaTrip collects personal information from those individuals applying for employment or similar positions at TrovaTrip to the extent necessary to (i) identify the individual and (ii) evaluate their suitability for the position applied for. This information may include name, contact information, educational and employment background, criminal record information, residency and/or citizenship information, and other information necessary for us to screen potential employees and staff.

TrovaTrip collects personal information from agents and agencies to the extent required to allow agents to book TrovaTrips’ trips, and to be properly credited for such booking, as necessary and as dictated by the relationship between the agent and TrovaTrip. Such information may include name, employment relationship or employer information, work or business address, etc. If you are an agent travelling with TrovaTrip, TrovaTrip may collect the personal information noted above for other travelling passengers, as well as other employment or eligibility information. This information may be collected directly from you, or from your employer (where authorized).

How do I withdraw my consent?

If after you opt-in, you change your mind, you may withdraw your consent for us to contact you, for the continued collection, use or disclosure of your information, at anytime, by contacting us at hi@trovatrip.com or unsubscribing from newsletter communications.

3. DISCLOSURE

We may disclose your personal information if we are required by law to do so or if you violate our Terms & Conditions.

4.  THIRD-PARTY SERVICES

In general, the third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us.

However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions. For these providers, we recommend that you read their privacy policies so you can understand the manner in which your personal information will be handled by these providers. We use Stripe as our payment processor, their privacy policy is available here: https://stripe.com/us/privacy.

In particular, remember that certain providers may be located in or have facilities that are located in a different jurisdiction than either you or us. So if you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.

As an example, if you are located in Canada and your transaction is processed by a payment gateway located in the United States, then your personal information used in completing that transaction may be subject to disclosure under United States legislation, including the Patriot Act.

Once you leave our store’s website or are redirected to a third-party website or application, you are no longer governed by this Privacy Policy or our website’s Terms & Conditions.

Links

When you click on links on our website, they may direct you away from our site. We are not responsible for the privacy practices of other sites and encourage you to read their privacy statements.
 

5. SECURITY

To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.

TrovaTrip maintains the security of your credit card data by the following measures: All online payments are submitted over a secured socket layer (SSL). Credit card information is transmitted immediately to our payment gateway solution (Stripe) via an encrypted port. TrovaTrip does not store your credit card number in any of our systems, it is used only within the context of the transaction then destroyed upon receipt from an acquiring bank. All credit card payments receive an identification number that is proof of the transaction's acceptance into the banking system. This identification number can be used to trace any transaction back to the credit card issuer (for example, the bank that issued the MasterCard, or VISA credit card).
 

6. COOKIES

Third parties vendors (eg: Google, Facebook) may use cookies and similar technologies to collect or receive information from your website and elsewhere on the internet and use that information to provide measurement services and target ads.

You can choose to opt out of Google’s use of cookies by visiting the Google ad and content network privacy policy.
 

7.  AGE OF CONSENT

By using this site, you represent that you are at least the age of majority in your state or province of residence, or that you are the age of majority in your state or province of residence and you have given us your consent to allow any of your minor dependents to use this site.
 

8.  CHANGES TO THIS PRIVACY POLICY

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

If our company is acquired or merged with another company, your information may be transferred to the new owners so that we may continue to sell products to you.

QUESTIONS AND CONTACT INFORMATION


If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information contact us at hi@trovatrip.com.

Cookie Policy
Last Updated May 2, 2018

This is the Cookie Policy for TrovaTrip, accessible from trovatrip.com.

What Are Cookies

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored however this may downgrade or 'break' certain elements of the sites functionality.

How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site. Therefore, it is recommended that you do not disable cookies.

The Cookies We Set

Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.

More Information

If you are still looking for more information, you can contact us through one of our preferred contact methods:

questions

All of our trips include accommodations, transportation between cities and a number of activities relevant to the theme of the trip you're joining us on! Most of our hotels also include breakfast, but that varies by destination. We'll also bring a trip Ambassador to guide you through your experience as well as include all kinds of recommendations for every leg of your trip. Welcome to a better way to see the world while learning new skills!
Flights are not included. Need airline assistance? Email us at hi@trovatrip.com and we’ll help get you what you need.
Excursions and tours vary trip to trip. Refer to the trip itinerary to see which activities are included. We’ll send recommendations for optional experiences leading up to the trip as well. Prices vary depending on what you get into, but typically range from $50-$150!
Typically breakfast is included, but it varies trip to trip. You can ask your ambassador for tips on where to eat cheap if you’re on a budget!
TrovaPass is a subscription where you earn credits on a monthly basis that can be applied towards trips. It is not currently available to new subscribers.
A down payment of $299 is due at the time of booking. The down payment is refundable until your spot is confirmed at which time it becomes non-refundable. You will receive an email when your spot is confirmed. The remaining balance will be charged 45 days prior to the trip departure. If you book within 45 days from trip start, the full amount will be due at booking, but still refundable until your spot is confirmed.
When you book your trip, your spot will enter a pending status. In most cases, your spot will be confirmed shortly after booking. In cases where there is limited space or if the trip has not yet achieved the minimum number of bookings required for confirmation, your pending status may last longer. While we should know sooner, you’ll be notified at least 60 days prior to trip start whether or not your spot is confirmed. Your down payment is refundable until your spot is confirmed. We recommend not booking a flight until your spot is confirmed.
We cater to young professionals past the stage of roughing it - that means no hostels and no hotels below 3 stars. We strive to create an experience that’s not only authentic, but also easily accessible and comfortable. All hotel locations are conveniently located near the heart of each major destination, so you can live like a local. Less time in transit means more time doing; save the commute for back home.
No more than 20 travelers on each trip. In order to create a personalized experience, we feel it is important to keep group sizes smaller. Sometimes, less is more!
We try to start and end all trips in a major city with an international airport for your convenience. It’s up to you whether or not you want to continue your adventure after the trip end!
We will send a detailed itinerary with everything you need to know at least 7 days prior to your trip start date including hotel information and where to meet up. You can expect each trip to kick off with a Happy Hour for you to meet everyone after settling into your room. Cheers!
You’ll sleep in twin, double or triple shared accommodations with private bathrooms. Traveling with a friend? Just plug in their name while booking under "Roommate Request" or shoot us an email at hi@trovatrip.com and we’ll ensure you’re roomed together. Uncomfortable with sharing a room? Let us know and we'll give you a quote for a single-occupancy bedroom.
Excellent question! We’ll provide a full itinerary including hotel and transportation details at least 7 days prior to your vacation including all necessary travel information. Accommodations often change depending on the group size, so we like to get the exact itinerary out to you when finalized to avoid confusion.
If you’re leaving the country, you’ll need a valid passport that doesn't expire for at least 6 months from the date you depart on your trip. You may also need a Visa. Unfortunately, we cannot provide Visas or guidance on Visas, so please check with your local consulate. You'll probably also want some spending cash (and card), clothes, a bathing suit, toiletries, and anything else you want to show off on vacay! We'll also send you a packing list leading up to your trip.
Each trip is assigned an Ambassador who will lead your group through the full itinerary. You’ll be introduced to your Ambassador prior to your trip. Feel free to reach out with any questions regarding your upcoming trip or link up on social media!
YES! Don’t feel pressured to find someone to join you on a trip. Part of the Trova experience is traveling with complete strangers so you can meet new and wonderful people from around the world. We purposefully match you with like-minded travelers to make the experience easy.
We purposefully keep schedules light so you don’t feel overwhelmed and have time to explore or relax on your own.
Leading up to your trip, we’ll provide recommendations for optional activities you can partake in. Email us at hi@trovatrip.com if you have activity ideas or recommendations.
Have a love for all things travel? We’re always looking for people who love travel as much as we do. Apply here if you’re interested in leading trips as an Ambassador!
Don’t be a stranger! Send us your questions at hi@trovatrip.com. We love hearing from you whether it’s a question, suggestion, request or anything else you might think of.