Refund Policy

Last Updated: January 25, 2025

At Qatar Adventures, we understand that plans can change. This Refund Policy outlines our cancellation procedures and refund terms for all tours and services booked through qabikeadventure.com.

Important: Please read this policy carefully before making a booking. By confirming your reservation, you agree to the terms outlined in this Refund Policy.

1. Standard Cancellation Policy

1.1 Cancellation Timeline and Charges

Cancellation charges are calculated based on the number of days before the scheduled tour date:

Cancellation Period	Cancellation Fee	Refund Amount
More than 30 days before tour	10% of total cost	90% refund
15-30 days before tour	25% of total cost	75% refund
7-14 days before tour	50% of total cost	50% refund
3-6 days before tour	75% of total cost	25% refund
Less than 3 days before tour	100% of total cost	No refund
No-show or same-day cancellation	100% of total cost	No refund

1.2 How Cancellation Fees Are Calculated

Cancellation period is calculated from the date we receive your written cancellation request
Days are counted as calendar days, not business days
Tour date refers to the first day of your scheduled tour
Cancellation must be received during business hours (9 AM - 6 PM Qatar time)

2. How to Cancel Your Booking

2.1 Cancellation Process

To cancel your booking, you must:

Submit a written cancellation request via email to: info@qabikeadventure.com
Include your booking reference number
Provide the full name of the primary booking holder
State the reason for cancellation (optional but helpful)
Confirm your preferred refund method

2.2 Cancellation Confirmation

We will acknowledge your cancellation request within 24 hours
Cancellation is effective from the date we send confirmation
You will receive a cancellation confirmation email
Refund details will be provided in the confirmation

2.3 Contact Information for Cancellations

Email: info@qabikeadventure.com (preferred method)
Phone: +3586916331961 (for urgent matters)
Subject Line: "Cancellation Request - [Booking Reference]"

3. Refund Processing

3.1 Refund Timeline

Refunds are processed within 14 business days of cancellation confirmation
Processing time may vary depending on your payment method
Credit card refunds typically appear within 5-10 business days
Bank transfer refunds may take 7-14 business days
You will receive email notification when refund is processed

3.2 Refund Methods

Refunds are issued using the original payment method:

Credit/Debit Card: Refund to the card used for booking
Bank Transfer: Direct deposit to the account used for payment
Alternative Methods: Available upon request (may incur processing fees)

3.3 Non-Refundable Items

The following are not refundable under any circumstances:

Credit card processing fees
Bank transfer charges
Third-party booking fees
Travel insurance premiums
Visa fees or application costs
Special permits or entrance fees already paid to third parties

4. Special Circumstances

4.1 Medical Emergencies

If you need to cancel due to medical reasons:

Medical certificate from a licensed physician is required
Submit documentation within 48 hours of cancellation
We may waive or reduce cancellation fees at our discretion
Travel insurance may cover medical cancellations
Each case is reviewed individually

4.2 Death or Serious Illness in Family

Death certificate or hospital documentation required
Full refund may be provided minus non-recoverable costs
Alternative date rescheduling available
Compassionate consideration given to each situation

4.3 Natural Disasters and Emergencies

In case of natural disasters or emergencies affecting travel:

Full refund or rescheduling options provided
Government travel advisories will be considered
Force majeure provisions apply
Alternative dates offered when possible

5. Cancellation by Qatar Adventures

5.1 Reasons for Cancellation

We may cancel tours due to:

Insufficient participant numbers (minimum not met)
Severe weather conditions or safety concerns
Equipment failure or operational issues
Government restrictions or local regulations
Force majeure events
Health and safety concerns

5.2 Your Options

If we cancel your tour, you may choose:

Full Refund: 100% refund of all amounts paid
Reschedule: Transfer to alternative available dates
Credit: Tour credit for future bookings (valid 12 months)
Alternative Tour: Switch to different tour of equal or greater value

5.3 Notification

We will notify you as soon as possible (typically 48-72 hours before tour)
Notification via email and phone
All options clearly explained
Immediate processing of your choice

6. Modifications and Changes

6.1 Changing Your Booking

If you wish to modify your booking instead of canceling:

Changes subject to availability
Amendment fee: $50 per booking (waived if more than 30 days before tour)
Price differences must be paid
Multiple changes may incur additional fees
Changes not permitted within 7 days of tour date

6.2 Name Changes

Name changes permitted up to 14 days before tour
Administration fee: $25 per name change
New participant must meet all tour requirements
Original booker remains financially responsible

7. Group Bookings

7.1 Group Cancellation Policy

For groups of 10 or more people:

Partial cancellations: Standard refund policy applies per person
Full group cancellation: Negotiable terms based on timing
Minimum number requirements may apply
Special group rates may affect refund amounts

7.2 Deposit for Groups

20% non-refundable deposit required at booking
Balance due 30 days before tour
Cancellation fees apply to total amount paid

8. Weather-Related Cancellations

8.1 Severe Weather

In case of severe weather conditions:

Tours may be postponed for safety
Full refund or rescheduling offered
Decisions made based on expert advice
Your safety is our priority

8.2 Minor Weather Changes

Tours proceed in light rain or minor conditions
Appropriate gear and modifications provided
No refunds for minor weather variations
Alternative indoor activities may be offered

9. No-Show Policy

9.1 Definition of No-Show

You are considered a no-show if:

You fail to arrive at meeting point
You arrive more than 15 minutes after scheduled start time
You fail to notify us of late arrival
You are unable to participate due to prohibited substances

9.2 No-Show Consequences

No refund provided
No rescheduling options
100% of booking amount forfeited
We recommend setting reminders and arriving early

10. Travel Insurance

10.1 Insurance Recommendation

We strongly recommend purchasing comprehensive travel insurance that covers:

Trip cancellation and interruption
Medical emergencies
Lost luggage and personal belongings
Adventure activity coverage
Emergency evacuation

10.2 Insurance Claims

We provide necessary documentation for insurance claims
Cancellation certificates issued upon request
Insurance is your responsibility to arrange
Check policy coverage before booking

11. Partial Refunds

11.1 Early Departure

If you leave a tour early:

No refund for unused portions
No refund for missed activities or accommodations
All sales are final once tour commences

11.2 Missed Activities

No refunds for voluntarily skipped activities
No compensation for late arrival to activities
Personal circumstances do not qualify for refunds

12. Disputed Charges

12.1 Resolution Process

If you dispute a charge:

Contact us directly first: info@qabikeadventure.com
Provide booking details and reason for dispute
We will investigate within 5 business days
Resolution offered based on findings
Further escalation options available if needed

12.2 Chargeback Policy

Contact us before initiating chargebacks
Most issues can be resolved directly
Chargebacks may result in account suspension
We reserve right to dispute invalid chargebacks

13. Refund Exceptions

13.1 Non-Refundable Bookings

Some promotional or special rate bookings are non-refundable:

Clearly marked as "Non-Refundable" at booking
Discounted rates with stricter terms
Last-minute deals and flash sales
Group rates with special conditions

13.2 Third-Party Services

Refund policies of third-party providers may differ
We assist but cannot guarantee third-party refunds
Direct costs paid to others are non-recoverable

14. Contact for Refund Inquiries

Refund Questions?

Qatar Adventures

Suite 270 3 Macejkovic Deviation

Huelsstad, TAS 2414, Qatar

Email: info@qabikeadventure.com

Phone: +3586916331961

Registration No: 15670331

Business Hours: Sunday - Thursday, 9:00 AM - 6:00 PM (Qatar Time)

For fastest response, please include your booking reference number in all communications.

15. Policy Updates

This Refund Policy may be updated periodically:

Changes posted on our website
Effective date updated accordingly
Existing bookings governed by policy at time of booking
Significant changes communicated via email

16. Acknowledgment

By completing a booking with Qatar Adventures, you acknowledge that you have:

Read and understood this Refund Policy
Agree to the cancellation terms and conditions
Understand your refund rights and limitations
Accept responsibility for cancellation charges

Tips to Avoid Cancellation Fees:

Purchase comprehensive travel insurance
Book well in advance for flexibility
Review our terms before booking
Contact us immediately if plans change
Consider flexible date options when available

Effective Date: This Refund Policy is effective as of January 25, 2025.