This Refund Policy outlines the terms and conditions for cancellations and refunds for services booked through HBS Travel LLC. Please read this policy carefully before making a booking.
Important: Refund eligibility and amounts depend on the specific services booked, timing of cancellation, and supplier policies. Some services may be non-refundable.
1. General Refund Rules
- All refund requests must be submitted in writing via email to info@hbstravel.ge
- Refunds are subject to supplier terms and conditions
- Some services (flights, special event bookings, peak season reservations) may be non-refundable
- Bank Transfer Fees: International bank transfer fees (typically $15-30) are non-refundable and will be deducted from refund amount
- Refund Method: Refunds will be processed via bank transfer to the original account. Once online payment is available, refunds will be processed to the original payment method within 10-14 business days
- Refund Currency: Refunds are issued in the currency of the original payment. Exchange rate fluctuations are not our responsibility
- Partial Refunds: If only part of your booking is cancelled, the refund will be calculated proportionally
- Documentation: A refund confirmation email will be sent once the refund is processed
Important: Refund processing times may vary depending on your bank. While we process refunds within 10-14 business days, it may take additional time for the funds to appear in your account. Bank transfer fees apply to all refunds.
2. Cancellations by Client
2.1 Tour Packages
| Cancellation Timeframe | Refund Amount |
|---|---|
| More than 14 days before departure | 80% refund |
| 7-14 days before departure | 50% refund |
| Less than 7 days before departure | No refund |
* Departure date is the first day of your tour. Cancellations are calculated based on business days.
2.2 Hotels
- Hotel cancellations are subject to individual hotel policies
- Most hotels allow free cancellation 24-48 hours before check-in
- Peak season bookings (New Year, Christmas, summer) may have stricter policies
- Special rate bookings may be non-refundable
- Specific cancellation terms will be provided at time of booking
2.3 Flights
- Flight cancellations follow airline-specific policies
- Most economy tickets have cancellation fees or are non-refundable
- Flexible or refundable fare classes may allow refunds with fees
- Name changes are typically not permitted
- We will assist in processing refund requests according to airline rules
2.4 Train Tickets
- Cancellations more than 24 hours before departure: 70% refund
- Cancellations less than 24 hours before departure: 30% refund
- No refund after departure time
2.5 Activities and Excursions
- Cancellations more than 48 hours in advance: Full refund
- Cancellations 24-48 hours in advance: 50% refund
- Cancellations less than 24 hours in advance: No refund
3. Cancellations by HBS TRAVEL
If HBS TRAVEL cancels your booking due to:
- Operational reasons: Full refund or alternative package of equal value
- Insufficient participants: Full refund or option to upgrade/change dates
- Force majeure: Refund of unused services (services already rendered are non-refundable)
You will be notified as soon as possible of any cancellations and offered suitable alternatives.
4. No-Show Policy
- Failure to show up for confirmed services without prior cancellation results in no refund
- This includes missed flights, hotel check-ins, tours, and activities
- If you know you will be late or miss a service, contact us immediately
- We may be able to reschedule depending on supplier policies and availability
5. Partial Cancellations and Changes
5.1 Reducing Group Size
- If you reduce the number of travelers, per-person pricing may increase
- Cancellation fees apply to removed travelers
- Total package cost will be recalculated based on new group size
5.2 Modifying Services
- Changes to dates, hotels, or itinerary are subject to availability
- Supplier change fees will apply
- Price differences (increases or decreases) will be adjusted
- HBS TRAVEL may charge an administrative fee for modifications
6. Refund Processing
6.1 Processing Time
- Standard refunds: 7-14 business days after approval
- Complex bookings: Up to 30 business days (multiple suppliers involved)
- International bank transfers: May take additional 3-7 business days
6.2 Refund Method
- Refunds processed to original payment method
- Credit card refunds: Appear within 1-2 billing cycles
- Bank transfer refunds: Processed directly to your account
- Payment processing fees (typically 2-3%) are non-refundable
6.3 Required Information
To process your refund, please provide:
- Booking reference number
- Full name as it appears on the booking
- Reason for cancellation
- Bank account details (for bank transfers)
- Any supporting documentation (medical certificates, visa rejections, etc.)
7. Non-Refundable Circumstances
No refunds will be issued for:
- Voluntary early departure or unused services during the tour
- Missed services due to late arrival or personal reasons
- Dissatisfaction with services that meet the described standards
- Changes to itinerary due to weather, traffic, or operational reasons
- Visa rejection (unless travel insurance covers this)
- Personal emergencies (travel insurance recommended)
8. Travel Insurance
We strongly recommend purchasing travel insurance that covers:
- Trip cancellation and interruption
- Medical emergencies and evacuation
- Lost or delayed baggage
- Flight delays and missed connections
- Personal liability
Travel insurance can protect you from financial loss due to unforeseen circumstances beyond your control.
9. Force Majeure
In cases of force majeure (natural disasters, war, terrorism, pandemics, government restrictions, etc.):
- HBS TRAVEL will work with suppliers to reschedule or provide alternatives
- Refunds limited to unused services not yet paid to suppliers
- Supplier cancellation policies take precedence
- We are not liable for additional costs (extended stays, alternative travel arrangements)
10. Disputes
If you disagree with a refund decision:
- Contact us in writing with detailed explanation and supporting documents
- We will review your case within 7 business days
- Final decision will be communicated via email
- Disputes may be escalated to Georgian consumer protection authorities
11. Contact for Cancellations
To cancel a booking or request a refund:
- Company: HBS Travel LLC
- Identification Number: 404786656
- Email: info@hbstravel.ge
- Phone: +995 555 165 926
- WhatsApp: +995 555 165 926
- Address: Nino and Ilia Nakashidze Street, No. 1, (former Avlevi), Apartment No. 3, Building No. 3, Tbilisi, Georgia
Please include your booking reference number and full details in all correspondence.
Important Notice: This refund policy is subject to change. The policy in effect at the time of your booking applies to your reservation. We recommend reviewing this policy before each booking.