Terms and Conditions

COTOPAXI. TOURS offers and executes unique and unforgettable experiences enjoying the wonders that Ecuador has to the fullest. Before booking a trip or tour with us, please review our Booking Terms and Conditions below:

General reservation conditions

1. The Contract

If you are interested in making a reservation with us, you must have read and understood all the policies and clauses that appear on this page. If you sign a travel agreement with us, you automatically accept the reservation conditions on your behalf and on behalf of the people who are included in the reservation, regardless of whether they are minors or have disabilities. Your reservation will be accepted and validated only when we send you a confirmation email. Only when we do this will a contract be established between Cotopaxi.Tours and you that will apply from the date indicated in the email or on the invoice.

From now on, the person or persons whose name is mentioned in the reservation are called “customer”. The terms and conditions that have been established below will formulate an agreement between the Client and Cotopaxi.Tours

2. Medical conditions and other special requirements

The Client must present a written declaration at the time of booking if there is a medical condition that must be mentioned, such as disability and pregnancy. Any other physical or mental condition that may affect the Client’s level of fitness must also be provided to Cotopaxi.Tours in writing. Failure to comply with this may result in a refusal and the Client will not be able to travel. In the event the trip must be canceled entirely, cancellation fees will apply.

Please note that some trips may not be appropriate for the Client due to any disability, whether physical or intellectual, or any other condition. If the Client suffers from any condition that he believes may cause an obstacle to the trip, he must inform Cotopaxi.Tours about it before making a reservation.

Cotopaxi.Tours is not responsible for providing additional facilities until the Client has retrieved a written agreement. However, the company does everything possible to satisfy the Client’s needs, these are not included in the Contract, which implies that Cotopaxi.Tours has no responsibility for not satisfying these needs. In all countries, medical facilities are not the same, so Cotopaxi.Tours does not guarantee the quality or standard of any medical treatment during the tour.

Traveling with children
If there are children or young people under the age of 18 on our trips, the parents must sign a document, either the father or the mother who is in charge of the minor. With this signed document we understand that in any case of In an emergency, the parents or the representative will be responsible and representatives in case of any eventuality.

3. Travel prices

Cotopaxi.Tours manages standard national prices in the tourism industry, it will not increase the price of any tourist package for any reason, for example, if a client books a trip 1 year in advance Cotopaxi.Tours will maintain the previously agreed price between the client. and our representatives.

4. Deposits

The client’s reservation with Cotopaxi.Tours will only be confirmed when they deposit 20% of the total price of the tour per person and per trip. If the reservation is made late and there are less than 30 days left for departure, the total amount of the tour must be paid for order confirmation.

Please note that payments including flight costs, train tickets or entrance tickets must be made in full and in advance to guarantee spaces.

5. Acceptance of the reservation

If Cotopaxi.Tours accepts your reservation, you will receive a confirmation by email, as already mentioned, a contract will be formulated between you and the company from the date of issuance of the confirmation and will last until the end of the trip. If we receive your reservation late and there are only eight days or less to the tour departure date, the contract will start from the date we accept your payment.

The details of your final payments are mentioned in your confirmation email. For advance reservations, the total balance of the trip must be paid when there are still 30 days left before the start date of the tour or in turn pay in cash at the Cotopaxi.Tours office prior notice by email.

6. Payment methods

About payment methods, our future customers can pay with the following options:

  • Wire transfer
  • Western Union
  • Money Gram
  • Paypal
  • We Travel

7.Customer details

For each trip and tour packages, Cotopaxi.Tours requires different details, the full information of which will be provided at the time of booking. In general, basic information such as the client’s full name, passport number, date of birth, place of birth and nationality is always required. Sometimes specific documentations may also need to be provided with the details.

Please note that unless all required customer details are provided, any booking may be treated as unconfirmed.

8. Cancellation of the tour by the client

If a customer wishes to cancel their previously booked trip, they must submit a request in writing. Cotopaxi.Tours will then provide acknowledgment of the same in writing. Cancellation fees apply in all cases, the exact amount of which depends on the date the cancellation request is made.

  • If you choose to cancel the trip immediately after making a reservation, 50% of the deposit amount will be refunded. Not applicable for last minute reservations (10 days or less)
  • If you cancel 30 days or more before the departure date, 50% of the deposit will be refunded.
  • If you cancel when there are between 30 and 20 days left before the tour departure date, you will be refunded 25% of the cost of the trip
  • If you cancel when there are only 20 days or less until the tour begins, your deposit amount will not be refunded. Unless you have a different treatment in writing with your travel advisor.

Special notes

  • If the trip has to be postponed for any reason, an administrative fee must be paid, please check the amount with your travel advisor, in addition to any costs incurred due to outsourced services. Any remaining amount can be used when the client goes on a future tour with the company.
  • No refund will be provided if you voluntarily leave the tour after it has already started. If you wish to end a tour involuntarily, the decision to provide a refund will rest entirely with Cotopaxi.Tours. In case you are unable to use the services offered such as transportation, accommodation, meals and sightseeing, no refund will be provided.
  • You must have a travel insurance policy (optional) that can provide coverage if you face cancellation charges.

9. Modifications and cancellations by Cotopaxi.Tours

  • Although Cotopaxi.Tours always does its best to run all trips and tours as planned, sometimes it is necessary to change a tour in any way, usually due to existing local conditions. By accepting this agreement, you agree to all changes that may take place.
  • Depending on the situation, the company has full right to cancel or modify the services, facilities or prices it offers for accommodation, flights and other required arrangements. Cotopaxi.Tours also has the right to replace these services with other suitable options.
  • The company has the right to cancel a tour entirely if it deems it appropriate due to a natural disaster, terrorism, political situation, or any other external circumstance during which the operation of the tour may be prone to risk.
  • If the trip has to be canceled because of us, you can make use of an alternative tour or get your full money except for the 10% deposit.
  • If any expenses arise due to your vaccinations, visas, flights or any other reason, we will not be responsible for that.

10. Changes by the client

  • If you wish to change your travel itinerary after you have already received confirmation from us, you will need to pay a fee (check with your travel advisor). Other costs incurred in the process will also be paid by you. However, we will do our best to accommodate changes and requests and make sure everything lives up to your expectations, but we cannot guarantee them.
  • Any changes you want to make to tours, flights, transportation, etc., must be sent to us almost 45 business days before the actual departure date of the trip. Even if you inform us well in advance, there is a chance that requested changes may also be refused.
  • If you ask us to make changes (packages with hotel, flights) when there are only 30 days or less left for the trip, we will not accept them.
  • For full-day tours or individual tours, we can accept modifications up to 15 days (consult charge with your travel advisor) before the start of the tour.

11. Customer replacement.

If there are any members of your group who cannot attend the trip, the reservation can be transferred to another person, if you submit the request in writing. This should be when there are more than 30 days left for the trip (no additional fee).

12. Visas, Passports and Vaccinations.

As a client, it is entirely your responsibility to have a valid passport, visa permit, and other necessary medications during the tour. We provide you with information about these articles and matters, but we have no responsibility for the same.

13. Age, physical condition and participation.

  • Before booking a tour, you must be absolutely sure that you have the required level of fitness and that you will be able to complete your entire chosen tour itinerary. If your age is over 65, we strongly recommend that you obtain medical advice that you are of acceptable strength and physical condition.
  • Tours will not allow anyone under the age of 18 to travel unaccompanied. If a person is in his late teens, he will only be considered if he has a parent or guardian with him who takes full responsibility for him.
  • Tours can reject any reservation if it deems it appropriate. You must accept and accept the decisions that our employees, agents and leaders make during the trip.
  • If there is any person whose health or conduct before or after leaving for the trip appears to jeopardize the comfort, safety and happiness of the rest of the customers, then that person may be excluded from all or parts of the tour. Also, if a traveler’s health is not good, Tours can make all the necessary arrangements for him, but this is not mandatory for us.

14. Local regulations

All people who travel with Cotopaxi.Tours must comply with the rules and lifestyles of the towns and villages they visit. Failure to comply with this will result in your requirements or obligations not being met.

15. Ill health or disability

If you are suffering from an illness or disability and are undergoing medical treatment of any kind or have any other medical problem of which the company should be aware, you must inform us when you make your reservation. Clearly state your condition and submit a request for any medication or treatment you may need during the tour. In the event that you do not inform us of such a situation, it would imply that you have breached these booking conditions that may result in your exemption from the trip. In all these cases, no refunds of any kind are made.

16. Travel insurance

Travel insurance is mandatory for all people who use our tours operated by Cotopaxi.Tours. We recommend purchasing an all-inclusive policy (with your preferred insurer) that provides coverage in case of accidents, medical emergencies, repatriation or death and that protects you from trip cancellation, curtailment, damage or theft of baggage and personal responsibilities.

17. Client Responsibilities

  • As a client, you must accept the decisions made by Tours employees, agents and guides during the trip. If there is any person whose health or conduct before or after leaving for the tour appears to jeopardize the comfort, safety and happiness of other customers, then that person may be excluded from the entire tour or parts of the tour .
  • If a traveler’s health is not adequate, then Tours can make the necessary arrangements for him, but this is not mandatory. The cost incurred in this regard must be paid by the customer himself.
  • If a client does something that is illegal, they will be excluded from the trip and the company will have no responsibility for them. Also, if you have a certain medical condition that may affect the enjoyment of others or prevent you from participating in the trip, please let us know when you book a trip or tour.
  • No refunds are made for those facilities or services that have not been used. As a client, it is entirely your responsibility to have a valid passport, visa permit, and other necessary medications during the trip. We provide you with information about these articles and matters, but we have no responsibility for them.

18. Responsibilities of Cotopaxi.Tours

  • Tours organizes all its services, such as accommodation and transportation on behalf of its travelers and in their names. As such, if there are accidents, damages, losses or any other type of interference by the client or for reasons over which the company has no control, Cotopaxi.Tours will not be responsible.
  • The company is not responsible for any type of medical illness, pregnancy or physical impairment that may put your health at risk. We are also not responsible for any claims or refunds that arise due to the reasons mentioned above.
  • Tours will not pay any type of compensation if the tour has to be modified or canceled due to incidents beyond its control. Examples include war, civil strike, riots, natural disasters, extreme weather, health risks, technical problems with transportation, and flight cancellations.
  • If there is any change in the flight time or if the departure is delayed for any reason, the company will not take any responsibility for it. But efforts will be made to minimize the effects this may have on the tour. If the flight delay causes you to be late at the hotels, no refunds will be made for the time you were not there. The airlines also have no compensation to offer in this regard. However, they would still try to reduce your inconvenience by providing you with accommodation or meals, as they deem appropriate at the time.
  • If you need any special or additional service, let us know in advance and we will be here to help you.

19. Legal Operator

Cotopaxi.Tours has been accredited by the Ecuadorian Ministry of Tourism and has been authorized by the Ecuadorian Ministry of Environment and Tourism under the legal name of Andes Climbing Ecuador S.A. as such, it must comply with all policies and laws that have been applied for travel agencies. We operate locally and have established an office in the city of Machachi, Ecuador.

20. Privacy Policy

The company will use the personal information you provide us to make all travel arrangements. As such, we will need to pass it on to our suppliers and carriers so that we can enable the operations of the services you have requested. However, we will endeavor to protect your information and use it for official purposes only for which it is extremely necessary.

21. Photography and testimonials

If we secure or take any image of you during the tour(s), we have the right to use it in our advertising campaigns free of charge. This includes all kinds of promotional material such as photos, images, videos, brochures, and the internet. If you have provided us with any written feedback, we may also use that for promotional purposes.

22. Customer complaints

If you have any complaints about any of the services we offer or the arrangements we have made during your trip, please bring them to the attention of the tour guide or any other representative so that the situation can be rectified. Until you tell us about the issues you are facing, we cannot fix them. So if there are any issues please let us know and let us fix it. If the problem persists, please notify us of your complaint in writing within 15 days from the date of completion of the trip.