Refund Policy

1. Introduction

At OpenPlainField, we strive to provide exceptional travel experiences. We understand that circumstances may arise requiring you to change or cancel your travel plans. This Refund Policy outlines the terms and conditions for refunds and cancellations of bookings made with OpenPlainField.

This policy should be read in conjunction with our Terms and Conditions. In case of any conflict between this Refund Policy and the Terms and Conditions, the Terms and Conditions shall prevail.

2. Deposit Payments

When making a booking with OpenPlainField, a deposit payment is required to secure your reservation. The standard deposit is 25% of the total tour price, unless specified otherwise for particular tours or promotions.

• Deposits are generally non-refundable, as they secure services with our suppliers that may not be refundable to us.
• If you need to cancel your booking, your deposit may be transferable to another tour within 12 months, subject to availability and at our discretion.
• For bookings made under special promotions or early bird rates, different deposit conditions may apply as specified at the time of booking.

3. Cancellation by Client

3.1 Cancellation Timeframes and Fees

If you need to cancel your confirmed booking, the following cancellation fees will apply:

• More than 60 days before departure: Loss of deposit (25% of tour price)
• 60-45 days before departure: 50% of total tour price
• 44-30 days before departure: 75% of total tour price
• Less than 30 days before departure or no-show: 100% of total tour price (no refund)

3.2 Cancellation Process

All cancellations must be made in writing and sent to [email protected]. The date of receipt of the cancellation notice will be considered the cancellation date for calculating applicable fees.

Verbal cancellations or notifications via social media platforms will not be accepted as formal cancellation notices.

3.3 Partial Cancellations

If one or more members of your party need to cancel while others continue with the booking, the cancellation charges will apply to those individuals canceling. In some cases, this may result in increased costs for the remaining travelers due to accommodation supplements or changes in applicable rates.

4. Refund Processing

Once a refund is approved, we process refunds according to the following guidelines:

• Refunds will be issued using the same payment method used for the original transaction when possible.
• Credit card refunds typically take 7-14 business days to appear on your statement, depending on your card issuer's policies.
• Bank transfer refunds may take 5-10 business days to process.
• Administrative fees of £25 may be deducted from refund amounts to cover processing costs.

All refunds will be processed in the original currency of payment. We are not responsible for any exchange rate fluctuations that may affect the value of your refund when converted to your local currency.

5. Travel Insurance and Refunds

We strongly recommend purchasing comprehensive travel insurance at the time of booking. Travel insurance can provide coverage for cancellation fees and other losses if you need to cancel your trip due to covered reasons such as illness, injury, or other unforeseen circumstances.

OpenPlainField is not responsible for refunding amounts that may be covered by your travel insurance policy. You should file a claim directly with your insurance provider for any covered losses.

6. Special Circumstances

6.1 Medical Emergencies

In cases of serious illness or injury preventing travel, we may offer more flexible refund terms at our discretion. Documentation from a medical professional may be required to support such requests.

6.2 Force Majeure

If your tour is affected by force majeure circumstances (such as natural disasters, acts of war, terrorism, civil unrest, epidemics, or government actions), our standard refund policy may be modified. In such cases, we will attempt to offer alternatives such as:

• Rescheduling your tour to a later date
• Providing a credit voucher for future travel
• Offering a partial refund after deducting non-recoverable costs

Complete refunds may not be possible in force majeure situations due to non-refundable payments already made to suppliers.

7. Cancellation by OpenPlainField

7.1 Tour Cancellation

If we need to cancel your tour before departure for reasons not related to force majeure or minimum group size requirements, you will be offered the following options:

• A full refund of all monies paid
• An alternative tour of comparable standard (if available) with price adjustment if necessary
• A credit voucher for future travel valid for 24 months

7.2 Minimum Participants Not Met

For group tours with minimum participant requirements, we reserve the right to cancel the tour if the minimum number is not reached. This will be communicated at least 30 days before departure, and you will be offered:

• A full refund
• An alternative tour (which may involve additional costs)
• The option to proceed with the original tour with a small group supplement

7.3 Partial Cancellation of Services

If we need to cancel or significantly change a portion of your tour after departure due to circumstances beyond our control, we will make suitable alternative arrangements. If these alternatives are of lower value than the original services, we will refund the difference in price.

8. Non-Refundable Services

Certain services and features are non-refundable under any circumstances, including but not limited to:

• Travel insurance premiums
• Visa application fees
• Vaccination and medical testing costs
• Optional activities or services already consumed or delivered
• Administration fees

9. Changes to Bookings

9.1 Changes by Clients

If you need to make changes to your confirmed booking, such as dates, accommodation, or tour options, the following applies:

• More than 60 days before departure: £50 amendment fee plus any supplier costs
• 60-30 days before departure: £100 amendment fee plus any supplier costs
• Less than 30 days before departure: Treated as a cancellation and re-booking (standard cancellation fees apply)

9.2 Name Changes

Name changes on bookings may be permitted with an administrative fee of £50 per person, plus any additional costs imposed by suppliers. Some services, particularly flights, may treat name changes as a cancellation and re-booking.

10. Gift Cards and Vouchers

OpenPlainField gift cards and vouchers:

• Are non-refundable once purchased
• Are valid for the period specified on the voucher (typically 24 months from issue)
• Cannot be exchanged for cash
• May be transferred to another person with written authorization

11. Complaints and Refund Requests

If you are dissatisfied with any aspect of your tour that you believe warrants a refund:

1. Notify your tour guide or our local representative immediately during the tour so that we can attempt to resolve the issue
2. If the issue remains unresolved, submit a written complaint to [email protected] within 28 days of the completion of your tour
3. Include all relevant documentation, booking references, and details of the issue

Failure to follow this procedure may affect your right to claim a refund. We aim to respond to all refund requests within 14 business days.

12. Updates to This Policy

We reserve the right to modify this Refund Policy at any time. Any changes will be posted on our website and will apply to bookings made after the posting date. The policy in effect at the time of your booking will be applied to that specific booking.

13. Contact Information

For questions about this Refund Policy or to submit refund requests, please contact our customer service team:

OpenPlainField
4 Harris Garden Port Scotthaven
W1G 9PZ
Email: [email protected]
Phone: +444721998571