Privacy Policy

The Ceylon Symphony Travel – Terms & Conditions and Privacy Policy

1. Introduction

This document outlines the Terms & Conditions of travel services provided by The Ceylon Symphony Travel (Pvt) Ltd (“TCS”, “we”, “our”) and our Privacy Policy regarding the collection, use, and protection of your personal information.

By booking a service, using our website, or engaging with us, you agree to these Terms & Conditions and consent to the practices described in our Privacy Policy. 

2. Contracting Parties

Your booking is made with The Ceylon Symphony Travel (Pvt) Ltd, registered in Sri Lanka. All correspondence, invoices, and payments must be directed to our official contact details as stated on our website.

3. Booking & Payment

3.1 FIT (Individual) Bookings

• A non-refundable deposit (usually 10% of the total tour cost) is required to confirm a booking.
• The balance must be paid no later than 30 days before arrival, unless otherwise stated.
• Bookings made within 30 days of arrival require full payment at the time of confirmation.
• Payments can be made via bank transfer or through our secure online payment gateway using credit or debit card.

3.2 Group Bookings (10 or more travelers)

• An initial deposit of 10% of the estimated total is required to confirm the booking.
• A preliminary name and rooming list must be provided 10 weeks before arrival.
• An updated list and 25% deposit of the total tour price is due 8 weeks before arrival, based on the updated list.
• A final name and rooming list must be provided 22 days before arrival, with full payment due 30 days before arrival.

4. Cancellations & Refunds

FIT (Individual) and group booking Cancellations

• More than 61 days before departure: Loss of deposit only.
• 60–46 days before departure: 25% of total cost.
• 45–29 days before departure: 50% of total cost.
• 28–15 days before departure: 75% of total cost.
• 14 days or less before departure: 100% of total cost.

4.2 Group Booking Cancellations

• Up to 8 weeks before arrival: No cancellation fee.
• 56–22 days before arrival: 10% of total cost.
• 21–8 days before arrival: 25% of total cost.
• 7 days or fewer before arrival: 75% of total cost.

Note: In all cases, airline tickets, event tickets, and certain supplier bookings may carry different cancellation fees, which will be passed on accordingly.

5. Pricing & Inclusions

All prices include planning, handling, operations, accommodation, transfers, and other services as specified in your confirmed itinerary.

Prices do not include:

• Visa/passport fees
• Personal expenses (laundry, phone calls, minibar, etc.)
• Tips and gratuities unless stated
• Optional excursions not listed in the itinerary
• International air tickets

Prices are subject to change due to currency fluctuations, tax changes, or supplier adjustments.

6. Itinerary Changes & Special Requests

While we strive to operate all trips as advertised, we reserve the right to make necessary changes to itineraries due to weather, safety, or supplier issues.

Special requests (e.g., dietary needs, room preferences) will be passed to suppliers but cannot be guaranteed.

7. Liability & Assumption of Risk

TCS acts only as an intermediary between you and independent suppliers (hotels, transport providers, activity operators). We are not responsible for:

• Acts or omissions of third parties
• Loss, damage, delay, or injury caused by circumstances beyond our control

Certain activities (e.g., safaris, trekking, water sports) carry inherent risks. By participating, you accept full responsibility for your safety.

8. Insurance

We strongly recommend comprehensive travel insurance covering medical emergencies, trip cancellation, evacuation, baggage loss, and personal liability.

9. Force Majeure

We are not liable for changes or cancellations due to events beyond our control, such as natural disasters, strikes, government actions, or pandemics.

10. Photography & Promotional Use

We may take photos or videos during tours for promotional purposes. If you do not wish to appear in such material, please inform us in writing before your trip. Drone usage is prohibited unless authorized.

11. Sustainable & Responsible Travel Commitment

TCS is committed to promoting sustainable tourism and responsible travel. We aim to:

• Provide accurate, truthful marketing and avoid exaggerated claims.
• Offer eco-friendly travel options and share information on reducing environmental impact.
• Promote child protection and respectful engagement with local communities.
• Encourage the purchase of locally made products, avoiding illegal wildlife products or culturally inappropriate items.
• Collect client feedback on both service quality and sustainability aspects.

12. Privacy Policy

12.1 Information We Collect

• Personal Information: Name, contact details, passport information, travel preferences, payment details.
• Website Data: IP address, browser type, cookies, and analytics information.

12.2 How We Use Your Information

• To process bookings and payments
• To communicate tour updates, confirmations, and itinerary changes
• To send marketing materials (only if you have opted in)
• To improve our website and services

12.3 Sharing Your Information

We may share necessary details with:

• Hotels, airlines, and service providers for your booking
• Payment processors for secure transactions
• Authorities if required by law

We will never sell your personal data to third parties.

12.4 Cookies & Website Analytics

Our website uses cookies to enhance user experience and track site performance via analytics tools. You may disable cookies in your browser settings, though some site features may not function correctly.

12.5 Data Security

We implement reasonable security measures to protect your personal data. However, no system is 100% secure, and we cannot guarantee absolute protection.

12.6 Your Rights

You have the right to request:

• Access to your personal data
• Correction of inaccurate information
• Deletion of your data (subject to legal retention requirements)

Requests can be made via the contact details below.

13. Governing Law & Dispute Resolution

These Terms & Conditions are governed by the laws of Sri Lanka. Disputes will first be attempted to be resolved amicably; failing that, they will be subject to the jurisdiction of Sri Lankan courts.