Terms and Conditions & Travel Contract

Booking Conditions - Travel Contract
Sun Gate Tours wants you to enjoy your holiday of a lifetime with complete success. Please read the following conditions carefully as it is your contract with Sun Gate Tours.

1. The contract.
The travel contract below mentioned is regulated by the “Traveling International Convention” signed in Brussels on April 23, 1990, which stated that all cancellations, changes and substitutions by reasons applicable to the traveler or the Agency, are subject to penalty. The cancellations, changes and substitutions of reservations made by unforeseen circumstances and by force major, as the caused by phenomenon natural or social, will be regulated by the stated in this contract between Sun Gate Tours and Client.

2. General reservations.
The reservations accepted by Sun Gate Tours, will be subject to availability of transportation, lodging and other services, which will be informed to the traveler through a final confirmation.

3. Tours and lodgings.
The itineraries are worked very carefully with the traveler assistance but, for operations reasons, it could be necessary to change the order of the activities, due to force major problems, such as natural disasters; social problems, such as strikes, etc., which in most cases the transport and operators of the city to be visited are totally stopped, in this unforeseen cases, the Operations Department will make these changes, together with the travelers and their Travel Agents (Travel Consultant).

4. Domestic Air tickets. (If is applicable)
Prices are subject to availability and tariff change until the date of issue, traveler will be informed about that change. Besides that, the schedule and flight numbers are also subject to change by the airline until the departure date. This is subject to the conditions imposed by the airlines.

5. Securing your booking.
To guarantee a reservation, Sun Gate Tours requires a fully completed booking form (either the one on our website or the one sent by us with your quote) together with the necessary deposit. Clients are deemed to have read and understood the conditions of sale and to have indicated this by choosing the appropriate response on the booking form. A booking is accepted and becomes definite only from the date when Sun Gate Tours sends out a confirmation invoice (once we have received your deposit) at which point a contract exists and the deposit becomes non-refundable and non-transferable. Sun Gate Tours reserves the right to decline any booking at their discretion.

6. Validity of contingencies.
There could be changes which caused several modifications, such as taxes for airport and general tourist services. If the modifications caused an increase of more than 15% in the agreed price, the traveler can cancel the contract without penalty if he inform by written to Sun Gate Tours during the 48 hours of received the modification. In other way, will be considered that the travel agree with the modification(s). Prices subject to changer without notice due to entrance fees, tax and other increase out our control.

7. Modification of reservations.
Any change made by the traveler must be done within 30 labor days (individual passengers), 60 labor days (groups) prior to the travel, if not, Sun Gate Tours will reserve the right to accept or decline the modifications suggested according to availability of the tourists companies: lodgings, tour operators and transport. The changes in reservations made 15 labor days before the date of travel, will not be accepted.

Sun Gate Tours can replace part of the itinerary or hotels, by others of the same level, due to reasonable circumstances. Nevertheless, if Sun Gate Tours cannot give to the travel the main services or give alternatives without additional cost, or if the services have not the same quality of the originally offered, the traveler will be properly compensated.

8. Substitution of the traveler – Lodgings and organized tours.
The travel who cannot made the itinerary due to personal reasons, such as sickness, can be replaced by other person with a previous notification of 15 labor days prior to the date of travel, this regulation will be only possible for lodgings and tours, but not for “Inca Trail and Machu Picchu”, air and bus tickets, which only can be used by the original traveler, on the contrary, the new traveler must pay the expenses of any penalty occurred by the change in the name or should have to pay all the service again.

9. Cancellations: Organized tours and lodgings.
Cancellations and reimbursements (INDIVIDUALS)
Any notice of cancellation must be done by written, including all the relevant information and will be attended by the Operations Department within 24 hours.

* If the cancellation is received up to and including the 60 labor days before departure (individual passengers), the deposit of the travel must be totally reimbursed, less US$ 50 for administrative charges.

* If the cancellation is received within the 59 and 31 labor days before departure, we will reserve the right to keep the half of the total price (50%), less US$ 50 for administrative charges.

* If the cancellation is received within the 30 and 16 labor days before departure, we will reserve the right to keep the 80% of the total price.

* There will not be any reimbursement (100% of the total price) from 15 labor days before departure.

* Recess and Cancellations (GROUPS).
Notice of cancellation is required at least 60 labor days prior to arrival.
From the 59th labor days to the 45th, we will reserve the right to retain half (50%) of the deposit. We will be unable to make any refund (of the total price) from 44 working days or less, days prior to arrival.

Please note that we will retain US$ 50 from any money refund due to administrative costs.

* Recess and Cancellations for the Inca Trail to Machu Picchu (individual and groups Passengers)
The policy of cancellation of Inca Trail to Machu Picchu is the strictest of the traveler contract; it depends on and is only subject to the INC “Instituto Nacional de Cultura”, who has the authority and control of this. Sun Gate Tours is subordinated to the availability of the Inca Trail to Machu Picchu of the INC.

We inform to the traveler that, after the date acceptance and the payment received for the Inca Trail, to Machu Picchu he/she cannot make any modification, such as: change of date, change of passports, substitution of passengers; cancellations due to personal reasons, etc. Sun Gate Tours will not make any reimbursement (US$ 200 deposit per person) for the above mentioned reasons. If the traveler, due to unforeseen circumstances and by force major didn’t make the trip, he must present a reimbursement request to the administrative authority, without any responsibility of Sun Gate Tours.

* Recess and Cancellations (Air tickets or tourist transportation)
The reimbursement of the “air tickets” or tourist transportation, such as: train, will be subject to the policy of the services suppliers. Also, there will not be any kind of reimbursement if the travel is cancelled due to the lack or irregularities in the personal documents of the traveler, which could be: identity cards, passports, vaccinations, etc.

We strongly recommend that full insurance is taken out, which includes cover, under certain circumstances, against the loss of deposit or cancellation charges. Please note that no reimbursements are given when cancellations occur or for any unused services.

During the high season, Sun Gate Tours will reserve the right to change the cancellation policies, in function with the restrictions and penalties of the suppliers of air tickets, hotels and other services.

10. Travel and cancellation insurance.
Travel insurance is mandatory for all clients whilst on a tour with Sun Gate Tours. Clients are responsible for ensuring that they have adequate cover for the full duration of the tour in respect of medical expenses, injury, death, repatriation, cancellation and curtailment. It is our policy to check the validity and cover of your insurance policy and we hold the right to refuse travel to anyone whose insurance does not satisfy these criteria.

11. Financial Security
Sun Gate Tours is Tourism Ministry Accredited travel agency in Peru and it is licensed Tour Operator by the Peruvian Ministry of Foreign Trade (DIRCETUR) requires full indemnity insurance and full bonding to comply with all laws regarding the international travel business. Our company registration number (RUC) is 20527996601. Sun Gate Tours is Official Licensed Inca Trail Operator registration number AG149.

12. Clients responsibility.
Clients agree to accept the authority and decisions of Sun Gate Tour's employees, tour leaders and agents whilst on tour with Sun Gate Tours. If in the opinion of such persons the health or conduct of a client at any time before or after departure appears likely to endanger the safety, comfort or happy progress of a tour, then the client may be excluded from all or part of the tour. In the case of ill health, Sun Gate Tours may make arrangements, as it seems fit and recover the costs thereof from the client. If a client commits an illegal act, he/she may be excluded from the tour and Sun Gate Tours shall cease to have responsibility to/for them. If you are affected by a condition, medical or otherwise, that might affect other peoples' enjoyment or active participation of the tour, you must advise us at the time of booking. No refund will be given for any unused services.

Clients must be in possession of, and are responsible for arranging a valid passport, visa if applicable and any vaccination certificates required for the whole of their journey. Information about these matters or related items (climate, clothing, baggage, etc) is given in good faith but Sun Gate Tours cannot be held responsible for any of this information.

12. Responsibility.
Sun Gate Tours organize by order and account of our travelers, with their names, the transportation, lodging and other tourist services required, so we are not responsible in case of accidents, losses of personal effects, delays or interferences with the tour, due to force major reasons that we have no direct responsibility.

Sun Gate Tours are not responsible for sickness, maternity, physical or mental impediments, which may put into risk the health or integrity of the traveler or third parties during the tour. We will not assume any claim or reimbursement due to the above mentioned reasons.

Sun Gate Tours will not pay compensation if forced to cancel or change your tour because of war, threat of war, riot, civil strife, industrial dispute, natural disaster, fire or adverse weather conditions, epidemics or health risks, technical or maintenance problems with transport, closed or congested airports or ports, changes imposed by re-scheduling or cancellation of flights by airlines, the alteration of airlines or aircraft types, or similar events beyond the control of Sun Gate Tours.

Sun Gate Tours will not accept responsibility for changes in flight schedule or departure airport, as this is the responsibility of the airline. However we will Endeavour to minimize their effects on your journey.

We cannot accept liability for any delays in any of your flights, whether the cancellation or delay is caused by adverse weather conditions, rescheduling of the airline, airport authority and/or action by air traffic controllers, mechanical breakdown or industrial action. Where long flight delays result in lost holiday time, no refunds are given by hotels or suppliers. Similarly, airlines do not offer compensation for flight delays. However, at their discretion, carriers will Endeavour to reduce the inconvenience of any delay by providing meals and accommodation, as appropriate for the time of day or night (dependent on local availability). If you incur payments for such services in the event of a delay, Sun Gate Tours will not accept responsibility for payment unless we have given our prior consent.

We request to inform us previous to the agreement of our services, about any limitation of this nature, in order to recommend special services which contemplate the existing impediments.

** We kindly ask you to let us know if you have any inconvenience with our services before the 24 hours it happened. After this time we will assume that everything was fine and we will not be able to accept any claim in the future. You can contact us to sales@sungatetours.com or call our emergency numbers in Cusco: 0051 84 232046 or Cell: 051-84-9715359 or 051-84-9711874.

13. Traveler documentation.
Sun Gate Tours recommend to the travelers, to present their personal documents duly updated: corrected names, effective passports, etc. in order to avoid problems upon their arrival to their destiny.

Please you have to verify your passport number and personal information it has to be the same that you sent me for the reservation otherwise you will have problems in the control places. Clients must bring the original passport with which the permit was issued. If clients are in the mistake with passport numbers Sun Gate Tours is not responsible.

14. The final payment/Surcharges
The balance of all monies due including any surcharges applicable must be paid to Sun Gate Tours no later than 30 days before departure, in the case of non-payment of the balance by the due date, Sun Gate Tours reserves the right to cancel your booking and cancellation charges will apply.
In order to reserve a spot for the tour 50% a deposit of the total price is required. You can secure your space either by sales@sungatetours.com