Terms and Conditions

My Vacation at Lanka

1. Pricing and Formation of Agreement

1.1 All quotations, proposals, and contractual commitments issued by My Vacation at Lanka (“the Company”) are strictly based on the official rates provided by the Company.

1.2 These rates are formulated to ensure competitive pricing within prevailing market conditions. Any requested deviation, modification, or substitution that impacts the quoted rates may result in the agreement being rendered void or subject to revision at the Company’s discretion.

2. Booking Confirmation and Payment Terms

2.1 Bookings shall be regarded as confirmed only upon receipt of an advance payment equivalent to fifty percent (50%) of the total invoice value.

2.2  The outstanding balance must be settled in full no later than thirty (30) days prior to the scheduled commencement of the tour.

2.3 Failure to comply with the payment deadlines outlined above shall entitle the Company to cancel the booking automatically, without obligation or liability for compensation, reimbursement, or reinstatement.

3. Amendments to Itinerary

3.1 Requests for amendments to a confirmed itinerary must be communicated in writing a minimum of fifteen (15) days prior to the tour commencement date.

3.2 All amendment requests are subject to review and approval exclusively at the Company’s discretion and are dependent on operational feasibility, service availability, and acceptance by third-party service providers.

3.3 Any incremental costs, administrative fees, or penalties arising from approved amendments shall be the responsibility of the client.

4. Bank and Transaction Charges

4.1 All bank fees, payment gateway charges, international remittance costs, intermediary bank charges, currency conversion fees, and related processing expenses shall be borne solely by the client.

4.2  The Company must receive the full invoice amount net of such charges for payment to be considered valid and complete.

5. Currency, Exchange Rate & Payment Settlement Clause

5.1 All prices quoted by My Vacation at Lanka are primarily denominated in United States Dollars (USD), unless expressly stated otherwise in writing.

5.1.1 The issuance of a proforma invoice in USD shall be deemed final unless amended in writing by My Vacation at Lanka.

5.2  Payment in Sri Lankan Rupees. Where a Proforma Invoice is issued in USD, the Client may request, subject to the written approval of My Vacation at Lanka, to remit payment in Sri Lankan Rupees (LKR). Approval to remit payment in LKR shall not constitute a waiver of My Vacation at Lanka’s rights under this clause.

5.3 Determination of Exchange Rate.  Any payment made in LKR shall be converted strictly at the exchange rate determined and communicated solely by My Vacation at Lanka, which shall be final, binding, and non-negotiable.

5.3.1 The Client expressly acknowledges that the exchange rate applied may reflect prevailing market conditions, currency volatility, banking practices, administrative costs, and operational risk.

5.3.2 No reference shall be made to third-party rates, including but not limited to bank, card, or public exchange rates, for the purpose of disputing the applied conversion.

5.4  Full Payment. Where the total invoiced amount is settled in a single transaction, the exchange rate applicable on the date of receipt of cleared funds into My Vacation at Lanka’s designated bank account shall apply.

5.4.1 Payment shall be deemed complete only upon receipt of cleared funds in full.

5.5 Partial, Staggered, or Instalment Payments. Where payments are made by deposits, instalments, or partial payments, each payment shall be converted at the exchange rate communicated solely by My Vacation at Lanka applicable on the respective date of receipt of cleared funds for that payment.

5.5.1  No averaging, retrospective recalculation, or adjustment of exchange rates shall apply under any circumstances.

5.6 Banking Charges and Shortfalls. All bank charges, intermediary fees, transfer costs, and currency conversion expenses shall be borne solely by the Client.

5.6.1  Any shortfall arising due to such charges or exchange rate differences shall be payable immediately upon demand by My Vacation at Lanka.

5.7  Limitation of Liability in Relation to Currency Fluctuations. My Vacation at Lanka shall not be liable for any loss, cost, or difference arising from currency fluctuations, banking delays, or market variations occurring before or after payment.

5.7.1  The Client irrevocably waives any right to dispute, challenge, or seek reimbursement in respect of exchange rate differences once payment has been made.

5.8  Survival of Clause. This clause shall survive any cancellation, amendment, suspension, or termination of the booking or services for any reason whatsoever.

5.9 Governing Law and Jurisdiction. This clause and all related payment obligations shall be governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka.

5.9.1 Nothing herein shall prejudice My Vacation at Lanka’s right to enforce its rights under applicable international commercial, travel, or contractual standards.

6. Additional Charges

6.1 The Company does not impose additional administrative fees, hidden costs, or supplementary service charges for booking facilitation or postage, unless expressly stated otherwise in writing.

7. Cancellation Policy

7.1 Cancellation Charges.  Cancellations Between 29 and 7 Days Prior. Any cancellation received after the expiry of thirty (30) days and up to and including seven (7) calendar days prior to the scheduled tour commencement date shall be subject to a cancellation fee equal to ten percent (10%) of the total invoice value.

7.1.2 Cancellations Within 6 Days of Commencement. Any cancellation received six (6) days or fewer prior to the scheduled tour commencement date, including no-shows, shall attract a cancellation fee of one hundred percent (100%) of the total invoice value, unless expressly agreed otherwise in writing by My Vacation at Lanka.

7.2 Method and Time of Receipt. Cancellations shall be deemed valid only if received in writing by My Vacation at Lanka. The applicable cancellation period shall be determined based on the date and time of receipt of such written notice during normal business hours.

7.3 Non-Refundable Services. Notwithstanding the above, any third-party services already contracted and identified as non-refundable (including but not limited to luxury accommodations, special permits, flights, or exclusive experiences) shall be charged in full to the Client.

7.4 In circumstances where a third-party service provider (including but not limited to accommodation partners, transportation vendors, activity operators, or external suppliers) enforces its own cancellation terms, penalties, blackout restrictions, or non-refundable conditions that are applicable at the time of cancellation, such third-party policies shall supersede and take precedence over the company’s cancellation terms.

7.5 The client expressly agrees to comply with these third-party conditions and accepts full responsibility for any resulting fees, forfeitures, or financial implications.

8. Conduct, Removal, and Liability

8.1 The Company reserves the unilateral right to discontinue a client’s participation in any tour or activity should the client’s behaviour be assessed as unsafe, disruptive, offensive, negligent, or otherwise detrimental to fellow participants, Company personnel, wildlife, property, or the operational integrity of the tour.

8.1.1 In such cases, no refunds, compensation, alternative arrangements, or repatriation assistance shall be provided.

8.2 The client shall be solely liable for any damages, losses, or expenses arising directly or indirectly from reckless, negligent, or willful misconduct.

9. Complaints and Grievance Procedure

9.1 Any dissatisfaction, service concern, or complaint must be reported promptly to the relevant service provider (e.g., hotel management, activity coordinators, transport providers) or, where applicable, to the Company’s designated representative.

9.1.1 Should the matter remain unresolved at the local level, the client must notify My Vacation at Lanka within twenty-four (24) hours via the official hotline or designated email address.

9.2 The Company will undertake reasonable efforts to review, mediate, and resolve the matter. However, failure to follow the aforementioned procedure may limit or nullify the client’s entitlement to seek compensation or remedial action subsequently.