Policies · Hotel Villa EverestCancellation & Refund Policy

At a glance

Notice is counted back from 12:00 noon IST on your check-in date.

When you cancel	Standard season	Peak season
21 days or more before check-in	Full refund	Full refund
8 to 20 days before	Full refund	50% of the total stay retained
3 to 7 days before	First night’s tariff retained	Non-refundable (100% retained)
Less than 72 hours before	Advance retained	Non-refundable (100% retained)
No-show	Advance retained	Total stay retained
Leaving early (less than 24 hours’ notice)	One night charged; remaining nights refunded	Unused nights not refunded
One free date change (direct bookings)	Up to 7 days before	Up to 15 days before
We cancel your booking	100% refund, plus clause 5.6	100% refund, plus clause 5.6

All refunds above are subject only to the payment gateway deduction described in clause 4.4.5. Bookings sold as non-refundable (for example special promotional rates) are marked clearly before payment and are not refundable except under clauses 5.6 and 5.7.

5.1 How to cancel or change a booking

1. Cancel or change your booking in writing: by email to stay@hotelvillaeverest.com, by WhatsApp on +91 73648 54463, or through the cancellation link in your booking-engine confirmation email.
2. The time we receive your message (IST) is the time of cancellation. If you call us, please confirm in writing.
3. We will confirm the cancellation in writing, with the refund amount, within [24] hours.

5.2 Peak season

Peak season terms apply to any booking that includes one or more nights in these periods:

• Autumn: 1 October to 15 November, including Durga Puja and Diwali
• Christmas and New Year: 20 December to 5 January
• Spring: 1 April to 15 June, including the first-flush tea season and the start of summer holidays
• Any long weekend or festival date we mark as peak on the Website at the time of booking

5.3 Date changes (direct bookings)

Direct bookings may change dates once, free of charge, if requested within the window in the table above. The new dates must fall within 6 months of the original check-in date and are subject to availability. If the new dates have a higher rate, you pay the difference; if lower, we refund or adjust the difference. A second change, or a change made later than the window, is treated as a cancellation of the original booking.

5.4 No-show

If you do not arrive on your check-in date and have not cancelled, the booking is a no-show and the amounts in the table are retained. If you are staying several nights, we will hold the room until 12:00 noon the next day; after that, the remaining nights are released. If you will be delayed, please message us and we will keep your room.

5.5 Early departure

If you leave earlier than booked, please tell reception at least 24 hours ahead. Charges for unused nights are as shown in the table. We will refund any balance under clause 4.4.

5.6 If we have to cancel

If we cancel your confirmed booking for any reason within our control (for example overbooking or an urgent repair), we will:

1. refund 100% of everything you paid, with no deduction, within 7 working days; and
2. help you find comparable accommodation in Darjeeling, and if we cancel within 7 days of your arrival, [pay any difference in room rate for the first night, up to one night’s tariff / pay you compensation equal to one night’s tariff].

This clause reflects the requirement under the Consumer Protection (E-Commerce) Rules, 2020 that a business should not charge cancellation fees to guests unless it bears similar charges when it cancels.

5.7 Force majeure: landslides, weather, strikes and road closures

Darjeeling is a hill district, and travel can be stopped by events nobody controls. A force majeure event means an event beyond the reasonable control of you or us, including: landslides or road collapse on the routes to Darjeeling (such as NH-10, NH-110, Rohini Road or Pankhabari Road); heavy rain, snowfall, earthquakes or flash floods; bandhs, strikes, curfews or civil unrest; closure orders, travel bans or advisories from the government or district administration; epidemics; and the cancellation of flights or trains to Bagdogra or NJP for any of these reasons.

If you cannot reach us because of a force majeure event on your travel date, please tell us as soon as possible, ideally before check-in, with any supporting proof (for example a news report, administrative order, or flight or train cancellation notice). You may choose either:

• a free date change to any available dates within 12 months; or
• a credit note for the full amount paid, valid for 12 months; or
• a refund of 100% of the amount paid, less the gateway deduction in clause 4.4.5.

If we cannot host you because of a force majeure event (for example the hotel is cut off or without essential services), you receive a full refund, a free date change, or a credit note, as you prefer.

If you are already staying with us and cannot leave because roads are closed, we will extend your stay at 50% of the room rate for each extra night until the route reopens, subject to availability.

Neither party is liable for any other loss caused by a force majeure event, such as missed connections or onward travel costs. We recommend travel insurance for winter and monsoon trips.

5.8 Bookings through OTAs and travel agents

Bookings made through Booking.com, Agoda, other online travel agencies or travel agents follow the cancellation policy shown by that platform when you booked. Please contact them to cancel or change those bookings.