POLICIES & CONDITIONS

Terms, Conditions & Booking Policies — Vexa Cusco Travel

At Vexa Cusco Travel, we appreciate your trust. Our mission is to ensure your journey through Peru is an extraordinary, safe, and seamlessly executed travel experience. Please review our service policies below:

1. Required Documentation & Tax Regulations

1. To confirm a reservation, passengers must supply a clear copy of a valid passport (with at least 6 months of validity remaining from the travel date). Vexa Cusco Travel holds noliability for extra costs arising from expired or missing documentation.
2. International travelers remaining in Peru for over 60 consecutive days are subject to an $18\%$ Sales Tax (IGV) addition pursuant to national tax laws.

2. National Holiday Surcharges

1. Reservations scheduled during official Peruvian holidays (e.g., Independence Day, Christmas, New Year, Easter, or regional festivities in Cusco) are subject to operational surcharges to align with seasonal supplier rates.

3. Comprehensive Travel Insurance

1. We strongly advise passengers to purchase travel insurance covering emergency medical expenses, high-altitude rescue, trip cancellations, and luggage loss. Vexa Cusco Travelwill not be held financially responsible for incidents uncovered by private insurance.

4. Domestic Flights

1. Passengers are responsible for purchasing their own airfare. To guarantee smooth operational logistics, our team will provide suggested flight schedules and guidance so that your arrival and departure times seamlessly fit your itinerary.

5. Payment Schedules & Balance Settlement

1. A 25% initial deposit of the total package cost is required to secure bookings. The remaining 75% balance must be settled in cash (USD) upon arrival in Cusco during your pre-tour briefing, or online up to 30 days prior to arrival. Bank transfer fees and payment gateway charges are covered entirely by the client. Failure to settle the remaining balance empowers the agency to cancel the itinerary in accordance with Peruvian commercial laws.

6. Minors & Promotional Rates

1. Child discounts apply to select services and age groups depending on the chosen travel program.

7. Hotel Pick-up Protocol

1. Passengers must wait in their hotel lobby at the scheduled pick-up time. Passengers under the influence of alcohol or illegal substances will have their service canceled immediately without eligibility for refunds or rescheduling.

8. Hotel Substitution Policy

1. Vexa Cusco Travel reserves the right to assign alternative hotel accommodations within the same quality tier if primary options lack availability. Early check-in or late check-out fees are governed by individual hotel policies.

9. High-Demand Permits (Inca Trail, Huayna Picchu & Machu Picchu Mountain)

1. Entry permits for these protected areas are strictly capped by government regulations. Bookings must be requested well in advance to confirm official quota availability.

10. Operational Updates

1. The company reserves the right to modify itinerary details, rates, and digital content when required by operational circumstances.

11. Luggage & Personal Belongings

1. Travelers remain solely responsible for their personal belongings during tours. The agency accepts no liability for damaged, misplaced, or stolen items.

12. Cancellation & Refund Policies

1. Individual Cancellations:

o 90+ days prior to start date: Subject to a 25% administrative processing fee.

o 30 days or fewer prior to start date: Subject to a 100% cancellation fee (non-refundable).

1. Group Cancellations:

o Up to 60 days prior to start date: Subject to a 25% penalty fee.

o 30 days or fewer prior to start date: Subject to a 100 % cancellation fee.

o Note: Voluntary absences or missed activities during the itinerary yield no refunds or travel credits.

13. Force Majeure & Contingencies

1. In the event of unforeseen disruptions beyond company control (natural disasters, strikes, or road blockades), Vexa Cusco Travel will adapt, reschedule, or alter itineraries in compliance with Peru's General Tourism Law (Law N° 29408), prioritizing passenger safety at all times.

14. Passenger Responsibility

1. Extra expenses resulting from pre-existing medical conditions, personal accidents, or unauthorized actions remain the exclusive financial responsibility of the passenger.

15. Agency Commitment & Quality Service

1. Vexa Cusco Travel guarantees high-quality service delivery for all private and shared operations in alignment with Peruvian inbound tourism regulations.
2. Health Considerations: Passengers must disclose allergies, dietary restrictions, or medical conditions prior to travel.
3. Legal Jurisdiction: This agreement is governed by the legal framework of the Republic of Peru. Booking confirmation constitutes full agreement with these terms.

General Information & Travel Policies

1. Are refunds provided if an excursion is canceled due to severe weather? No. Tour cancellations resulting from unfavorable weather conditions are non-refundable, as these constitute unpredictable circumstances beyond operational control.
2. Is the Machu Picchu entry permit refundable in the event of a tour cancellation? No. In compliance with regulations enforced by the Culture Directorate of Cusco, all Machu Picchu entry permits are strictly personal and non-transferable. Consequently, tickets cannot be rescheduled, transferred to another individual, or refunded.
3. What is the protocol for main luggage during the train journey to Machu Picchu? Rail operators enforce a maximum luggage limit of 5 kg or 11 Lb per passenger. Travelers are advised to pack a compact overnight daypack for their stay in Aguas Calientes and store their primary luggage at their hotel storage in Cusco or the Sacred Valley.
4. Can specific seat numbers be selected on the train to Machu Picchu? No. Railway companies (PeruRail and IncaRail) assign seats automatically through their central booking system; manual seat selection is not permitted.
5. Which train service is recommended: Expedition/Voyager or Vistadome/360°? The suggested arrangement is utilizing the standard class (Expedition or Voyager) for the outbound leg and upgrading to the scenic service (Vistadome or 360°) for the return trip to Cusco.

Privacy Policy & Personal Data Protection — Vexa Cusco Travel

At Vexa Cusco Travel, safeguarding the privacy and security of the personal data provided by our clients, partners, and website visitors is of paramount importance. In strict compliance with Peruvian Law No. 29733 (Personal Data Protection Act) and Article 2, Section 6 of the Political Constitution of Peru, we commit to managing all collected personal information with complete confidentiality, transparency, and high data protection standards.

1. User Consent

By accessing our website, requesting itineraries, or booking travel packages, users grant their explicit consent for Vexa Cusco Travel to collect, process, and store their personal details for administrative, operational, and commercial purposes related to their travel arrangements.

2. Collection & Purpose of Information

Personal information gathered through our booking channels—including full names, passport numbers, birth dates, phone numbers, email addresses, and emergency contacts—is collected solely to:

1. Issue essential permits, rail tickets, sanctuary entries (e.g., Machu Picchu), domestic flight bookings, and hotel accommodations.
2. Fulfill tax, legal, and accounting obligations required by Peruvian authorities.
3. Deliver travel confirmations, pre-tour briefings, and relevant promotional communications.

3. Data Sharing & Third-Party Service Providers

Vexa Cusco Travel does not sell, trade, or rent personal data to third parties. Information is shared strictly with trusted operational partners, local service providers, rail operators, and government institutions (such as MINCETUR or SERNANP) to the extent required for executing contracted travel itineraries. All contracted service providers are bound by confidentiality standards aligned with our privacy policies.

4. Rights of the Data Subject (ARCO Rights)

Clients maintain full authority over their personal information. You reserve the right to request access, rectification, update, or total cancellation of your data from our system at any time. To exercise these rights, please submit a direct request to our operational management at cesar@vexacuscotravel.com.

Institutional Policy Against Exploitation, Discrimination, and Harassment — Vexa Cusco

Travel

At Vexa Cusco Travel, we are profoundly committed to safeguarding human rights, honoring individual dignity, and promoting ethical, sustainable tourism across Peru. We maintain a strict zero-tolerance policy regarding any form of exploitation, harassment, or discrimination, with a particular focus on protecting vulnerable populations and host communities.

This policy applies to all Vexa Cusco Travel associates, including office staff, tour leaders, mountain guides, porters, drivers, and external service providers. We likewise encourage our travelers to embrace these principles throughout their journey.

1. Equality, Diversity & Mutual Respect

We cultivate a welcoming work and travel environment based on equality, mutual trust, and cultural exchange. We strictly prohibit discrimination based on:

1. Ethnic background, race, or nationality.
2. Gender identity or sexual orientation.
3. Language, religious beliefs, or worldviews.
4. Age, physical ability, or socioeconomic status.

We believe that cultural diversity is the cornerstone of meaningful, authentic travel experiences.

2. Fair Working Conditions & Fair Trade Tourism

We provide safe, equitable, and dignified working conditions across all our operational branches. Furthermore, we actively support local indigenous communities by hiring local personnel and ensuring fair compensation that boosts regional development.

3. Absolute Rejection of Exploitation

Vexa Cusco Travel firmly condemns all forms of human exploitation, whether economic, labor-related, or sexual. We hold an unyielding stance against child labor and the Commercial Sexual Exploitation of Children and Adolescents (CSEC), ensuring our supply chain is completely clear of any rights violations.

4. Workplace & Service Harassment Prevention

Any form of sexual or workplace harassment, bullying, verbal abuse, or hostile behavior is strictly forbidden within our organization and during tour execution. We ensure that our staff, partners, and guests interact in safe, comfortable spaces.

5. Respect for Local Cultures & Heritage

As stewards of responsible travel, we advocate for the preservation of local traditions, social structures, and historic heritage. We educate our guests on respectful behavior when visiting rural towns, sacred sites, and indigenous communities.

6. Reporting Mechanisms & Whistleblower Protection

To enforce compliance, Vexa Cusco Travel provides transparent, accessible channels to report any inappropriate behavior, policy breaches, or safety concerns:

1. Digital and physical feedback/complaint mechanisms.
2. Direct access to Operations Management (Cesarmaxv@hotmail.com / +51 984 787 410).
3. Internal grievance protocols that handle every inquiry confidentially while protecting whistleblowers from retaliation.

7. Organizational Commitment & Public Access

This document is publicly available to passengers, staff, and partners. Vexa Cusco Travel regularly conducts team training on social responsibility, equality, and human rights protection to ensure our operations meet the highest ethical standards in Latin American tourism.

Prevention of CSEC (Commercial Sexual Exploitation of Children and Adolescents)

In accordance with MINCETUR regulations, all online travel agencies must display graphic material regarding the prevention of CSEC. As your agency, we will design and prominently embed the official CSEC banner or poster on your homepage and in the policies section.

Agency confirmation: This is a technical and design-related step. No additional text input is required; we will place the appropriate legal emblem on the website.