Terms and Conditions

Effective date: 17 October 2026
Last updated: 17 October 2026
Website: www.chillaxholiday.com

1. Introduction and Scope

These Terms and Conditions govern bookings and services provided by Chillax Holiday Private Limited (“Company”, “Chillax Holiday”, “we”, “us”, or “our”).

“You” or “Client” means the individual or organisation purchasing or authorising the services. A person placing a booking for an organisation or other travellers confirms that they have appropriate authority to do so.

Our services may include corporate travel, hotel reservations, flights, rail bookings, visa assistance, tour packages, transfers, travel insurance facilitation, MICE, conferences, corporate events, production, hospitality, gifting, branding, and related arrangements.

These Terms apply when made available to you before booking and accepted through an affirmative online action, signed agreement, written approval, or another legally valid method.

Visiting our website or submitting an enquiry does not, by itself, create a confirmed booking.

2. Applicable Documents

Your booking may be governed by:

• A signed corporate agreement or event contract.
• An accepted quotation, proposal, itinerary, or booking confirmation.
• Relevant supplier terms disclosed or made accessible before acceptance.
• These Terms and Conditions.

Mandatory law prevails over all contractual terms.

A specifically negotiated written term prevails over an inconsistent general term to the extent legally permitted. Supplier terms apply to the relevant supplier’s service and do not remove responsibilities independently owed by the Company.

No material cancellation charge or restriction will be introduced retrospectively after acceptance without a lawful basis and your agreement where required.

3. Our Role and Supplier Services

We may act as a booking agent, coordinator, organiser, or direct service provider, depending on the service described in the accepted proposal.

Airlines, hotels, transport operators, venues, insurers, destination partners, artists, and other suppliers may independently provide parts of your booking.

We will exercise reasonable care and skill in performing our agreed responsibilities. We do not guarantee matters controlled exclusively by independent suppliers or government authorities.

Our involvement as an intermediary does not exclude liability for our own negligence, misrepresentation, deficient service, or breach of obligations imposed by law.

4. Quotations and Booking Confirmation

Quotations are valid only for the period stated and remain subject to availability until the relevant service is confirmed.

A booking is confirmed when we issue written confirmation after receiving the required approval, documents, and payment or approved credit authorisation.

Payment receipt alone does not guarantee supplier confirmation. If we cannot confirm the requested service, we will explain the position and offer available alternatives or return the amount attributable to the unconfirmed service, subject to applicable law and any separately authorised work already performed.

Please review confirmations promptly, including names, dates, destinations, room types, quantities, and inclusions. Report discrepancies immediately. This does not transfer responsibility for errors made by us to the Client.

5. Prices, Taxes, and Inclusions

The accepted quotation will identify the price, currency, applicable taxes, payment schedule, inclusions, exclusions, and separately chargeable services.

Unless expressly included, prices do not cover personal expenses, minibar charges, hotel incidentals, excess baggage, optional activities, additional meals, extra transfers, overtime, or additional services requested later.

Before confirmation, fares and supplier rates may change. After confirmation, any proposed increase must have a disclosed contractual or legal basis, such as an applicable tax change or an expressly agreed foreign exchange adjustment.

We will explain material changes and seek approval where required. We will not substitute a higher-priced service without appropriate authorisation.

6. Payments and Corporate Credit

The payment schedule stated in the accepted quotation or agreement applies. There is no universal advance-payment percentage for all bookings.

Unless credit has been expressly approved in writing, services must be paid for according to the agreed deadlines before the relevant commitments or delivery.

Corporate credit limits, credit periods, and eligibility are account-specific. Credit approved for individual travel does not automatically extend to groups, MICE, events, or other services.

A purchase order does not create credit entitlement unless accepted by us on that basis.

Where tax deduction at source is legally required, the Client must provide the relevant deduction details and statutory certificate within the applicable period.

Payments must be made only through officially authorised channels. Independently verify any unexpected request to change bank details using an established Company contact.

7. Late Payments and Payment Defaults

If a payment becomes overdue, we may issue a written demand and provide a reasonable opportunity to remedy the default where practicable.

Subject to applicable law and the booking terms, we may then:

• Suspend new bookings or discretionary credit.
• Pause unperformed services where this can lawfully and reasonably be done.
• Release unpaid reservations before supplier deadlines.
• Cancel affected services after appropriate notice.
• Recover unpaid amounts and reasonable, documented losses arising from the default.

Interest or late charges apply only where expressly agreed before booking or otherwise authorised by law. No undisclosed default interest applies.

We will take reasonable steps to reduce avoidable losses. Any cancellation deduction must account for refunds, savings, and recoveries obtained.

For corporate invoice disputes, the Client should identify the disputed amount and reasons promptly and pay undisputed amounts when due. Raising a genuine dispute does not waive either party’s legal rights.

8. Client Responsibilities

You are responsible for:

• Providing accurate booking instructions and traveller details.
• Obtaining appropriate internal approvals.
• Providing documents and information by communicated deadlines.
• Ensuring travellers carry required identity and travel documents.
• Following lawful supplier, venue, safety, and destination requirements.
• Informing us of relevant accessibility or assistance requirements sufficiently in advance.
• Ensuring instructions from your authorised representatives are consistent.

You must not submit false documents or request unlawful arrangements.

Where an error or delay attributable to the Client causes additional costs, the Client is responsible only for reasonable, evidenced costs properly chargeable under the accepted terms and applicable law.

9. Changes and Additional Services

Requests to change names, dates, routes, hotels, delegate numbers, event specifications, or other arrangements are subject to availability and relevant rules.

A change may require cancellation and rebooking. We will communicate applicable supplier charges, fare differences, taxes, and Company fees before proceeding wherever practicable.

Additional event work, equipment, room nights, meals, transfers, or overtime requires approval from the Client’s designated representative, with the price or pricing basis recorded.

There is no automatic entitlement to a free change within seven days or any other period unless expressly stated for the relevant booking.

Cancellation and Refund Policy

10. How to Request Cancellation

Send cancellation requests to:

Booking/cancellation email: operations@chillaxholiday.in
Urgent assistance number: +91 95997 09363

Include your booking reference, Client or traveller name, services to be cancelled, and relevant dates.

For imminent departures, check-ins, or event deadlines, also telephone the designated support contact.

We will record receipt and process the request promptly. A cancellation request does not itself prove that a supplier has completed the cancellation.

Charges will be assessed using the applicable disclosed deadline and the time the request reached the designated channel. We will not make you bear an increased charge caused solely by our unreasonable processing delay.

The booking confirmation should specify relevant time zones and supplier cut-off times.

11. Client-Initiated Cancellations

Cancellation charges depend on the accepted booking terms, timing, service type, supplier commitments, and applicable law.

Deductions may include:

• Lawfully applicable supplier cancellation charges.
• Reasonable charges for authorised work already completed.
• Documented, non-recoverable commitments made for the booking.
• Separately disclosed Company cancellation or administration charges, where lawful.
• Taxes or statutory charges that are genuinely non-recoverable.

We will provide an appropriate calculation or explanation of deductions on request.

We will not recover the same loss twice. Supplier refunds, credits accepted by the Client, avoided costs, and other relevant recoveries will be taken into account.

No automatic forfeiture of the entire advance applies merely because it is described as a deposit.

Where applicable e-commerce law requires reciprocal cancellation treatment, Company cancellation charges will comply with that requirement.

12. Service-Specific Cancellation Rules

A “non-refundable” label does not override a statutory refund right or excuse non-delivery or deficient service attributable to the responsible party.

13. Group Bookings, Minimum Guarantees, and Events

For group travel and events, the accepted proposal must specify, where relevant:

• Guaranteed rooms, room nights, delegates, meals, or covers.
• Final guarantee and room-release deadlines.
• Permitted reductions and applicable charges.
• Stage-wise cancellation charges.
• Production, fabrication, artist, and venue commitments.
• Payment milestones and postponement rules.

Once an agreed minimum guarantee becomes binding, billing may be based on that guarantee despite lower actual attendance, subject to the accepted terms and applicable law.

Increases remain subject to capacity, availability, and agreed pricing.

A postponement is not automatically a free transfer. We will seek supplier flexibility and disclose any additional costs before acceptance.

A supplier’s reduction, cancellation, or failure to provide the contracted capacity will be addressed separately; it will not automatically be treated as a Client cancellation.

14. No-Shows, Late Arrival, and Early Departure

Failure to arrive, check in, board, attend, or use a confirmed service may constitute a no-show under the applicable disclosed terms.

A no-show may result in partial or full charges for the affected service where lawful. Airlines may also cancel onward or return sectors under their ticket conditions.

Late check-in, early check-out, missed transfers, or unused meals do not automatically create a refund entitlement.

However, refundable taxes, recoverable amounts, statutory entitlements, and cases involving Company or supplier failure will be assessed separately. A no-show designation does not automatically extinguish every refund right.

Please inform us and the supplier promptly if arrival plans change.

15. Supplier Cancellations and Material Changes

If a supplier cancels, overbooks, materially changes, or cannot deliver a confirmed service, we will communicate the information promptly and assist with available remedies.

Depending on the circumstances, these may include:

• An alternative service accepted by the Client.
• Rescheduling or rerouting.
• A refund for affected services.
• Compensation or assistance required by applicable law.

We will explain material differences and additional costs before you accept an alternative wherever practicable.

You are not required to accept a voucher or credit instead of a monetary refund where law gives you a refund entitlement.

Supplier cancellation does not automatically justify retaining Company fees. Any retained fee must be disclosed, lawfully chargeable, and appropriate to the service actually performed.

We remain accountable for our own obligations and will reasonably assist with supplier claims. We do not guarantee a supplier’s solvency.

16. Cancellation by Chillax Holiday

We may cancel or decline a service where:

• Required payment remains unpaid after appropriate notice.
• Essential documents or lawful permissions are unavailable.
• The requested activity is unlawful or unsafe.
• A material breach makes performance unreasonable.
• A qualifying event outside reasonable control prevents performance.

We will give reasons and reasonable notice where practicable.

If we cancel for our own convenience or fail to provide a service for reasons attributable to us, we will refund the amount due for the unprovided service and meet any additional contractual or statutory obligations.

Such cancellation will not automatically be charged as though the Client cancelled.

17. Refund Calculation and Processing

Refund eligibility is determined by applicable law and the accepted booking terms.

Where deductions apply, we will identify the refundable amount after accounting for lawful charges, completed services, and relevant recoveries.

Refunds will normally be returned to the original payment source. A different payment method may require verification and lawful authorisation.

We will process accepted refunds within the applicable mandatory period or, where no period is prescribed, within a reasonable period communicated to you.

For supplier-funded refunds, we will submit and pursue the request promptly and provide reasonable status updates. Supplier processing arrangements do not override mandatory deadlines or obligations independently owed by us.

Refunds payable by us from funds we hold will not be delayed merely because an unrelated supplier payment is pending.

We will not impose an additional refund-processing charge where prohibited by law.

Where an eligible refund depends on information from you, we will explain what is needed. Providing bank details does not require disclosure of an OTP, PIN, or banking password.

18. Airline Refunds and Passenger Rights

Airline refunds, cancellations, denied boarding, schedule changes, and related assistance are governed by applicable aviation requirements and fare conditions.

Any statutory entitlement to a refund, refundable taxes, assistance, or compensation prevails over inconsistent booking terms.

We will assist with requests for tickets booked through us and perform the obligations applicable to our role. Any special free-cancellation or amendment window applies only when its regulatory and booking conditions are met.

A general refund estimate in a quotation does not extend a mandatory aviation deadline.

19. Force Majeure and Exceptional Disruption

Events outside a party’s reasonable control may include natural disasters, severe weather, war, civil disturbance, government restrictions, public-health restrictions, or major infrastructure disruption.

The affected party must notify the other promptly where practicable and take reasonable steps to reduce the impact.

The parties will consider lawful and practical alternatives, including rescheduling, substitution, or cancellation of affected services.

Force majeure does not automatically permit retention of all payments. Refunds and deductions will be assessed under applicable law, the contract, services already performed, and reasonable non-recoverable commitments.

It does not excuse unrelated payment defaults, avoidable failures, or obligations that can still reasonably be performed.

20. Refund Disputes and Payment Chargebacks

If you disagree with a cancellation calculation or refund, send the booking reference, disputed amount, and reasons to our grievance contact.

We will review the confirmation, accepted terms, supplier records, payments, and services delivered.

Nothing in these Terms prevents a lawful chargeback, complaint, or other remedy. We may provide relevant transaction evidence to the payment provider.

If both a chargeback and a separate refund result in duplicate recovery, the parties will reconcile and return the excess. An unsuccessful chargeback does not, by itself, establish wrongdoing or create an automatic penalty.

Other Service Terms

21. Visa, Immigration, and Travel Documents

Visa issuance, immigration admission, and related approvals are decisions of the relevant authorities. We do not guarantee approval, processing time, or entry.

Our responsibility is limited to the assistance expressly agreed, performed with reasonable care and skill.

A visa refusal or government delay does not automatically make all other bookings refundable. We will explain relevant cancellation exposure before making non-refundable commitments where reasonably practicable.

This does not excuse loss caused by our own incorrect submission, missed agreed deadline, or other service failure.

22. Event Permissions, Safety, and Client Materials

The accepted proposal should allocate responsibility for venue approvals, fire and electrical safety, music licences, liquor permissions, public-performance permissions, and other applicable approvals.

No party is required to carry out unlawful or unsafe instructions. Necessary safety changes will be explained and commercially agreed where practicable.

The Client must have permission to use supplied logos, presentations, photographs, music, and other materials.

The Client is responsible for proven damage caused by its personnel or attendees to the extent legally attributable to them. Any recovery must be reasonable, documented, and must not include damage caused by the Company or its responsible suppliers.

23. Service Limitations and Liability

We provide only the services and service levels expressly agreed. Website descriptions and illustrative images do not expand an accepted scope unless incorporated into it.

We do not guarantee uninterrupted third-party systems, supplier availability, government approvals, weather conditions, or a particular commercial outcome from an event.

Where legally permitted, liability for ordinary contractual loss will be limited to reasonable, foreseeable loss caused by the relevant breach. Any monetary cap for a corporate engagement must be specifically agreed in its signed contract; no undisclosed cap applies.

Nothing excludes or restricts liability for fraud, wilful misconduct, death or personal injury caused by negligence, statutory data-protection obligations, or other liability that cannot lawfully be limited.

No clause removes a consumer’s mandatory rights concerning deficient services, unfair trade practices, or other statutory remedies.

24. Complaints and Service Issues

Please report service issues promptly so that we or the supplier can attempt to resolve them while the service is ongoing.

Reporting promptly assists investigation but does not create an artificial deadline that removes statutory rights.

Grievance Officer: Satish Kumar
Designation: Executive - Legal and Finance Adviser
Company: Chillax Holiday Private Limited
Email: satish@chillaxholiday.in
Postal address: 304, 3rd Floor, Welldonetechpark, Sector 48, Gurugram, 122018
Website: www.chillaxholiday.com

We will acknowledge consumer complaints within 48 hours and seek to redress them within one month, subject to any shorter mandatory period.

Where a matter remains unresolved, we will explain the position and available escalation route. You may approach the competent consumer forum, regulator, court, or other statutory authority as permitted by law.

25. Privacy and Communications

Personal information is handled under our separately published Privacy Policy.

Acceptance of booking terms does not automatically constitute consent to unrelated promotional communications or unrestricted use of event photographs.

Booking confirmations, service alerts, invoices, and other necessary communications may be sent through the contact channels provided for the booking.

26. Governing Law and Dispute Resolution

These Terms are governed by Indian law.

The parties should first attempt to resolve disputes through the grievance process or good-faith discussion. This does not prevent urgent relief or restrict statutory remedies.

Disputes may be brought before courts or forums having jurisdiction under applicable law. Any separate corporate jurisdiction or arbitration agreement must be validly agreed and must not remove non-waivable consumer remedies.

27. Changes and Severability

Updates to these Terms apply prospectively to bookings accepted after the updated version is made available, unless a change to an existing booking is lawfully agreed or required by law.

If a provision is held unenforceable, the remaining provisions continue to apply to the extent legally possible.

28. Company Details

Legal name: Chillax Holiday Private Limited
Registered office: 1066, Sector 47, Gurugram 122018
CIN: U63030HR2022PTC102252
GSTIN: 06AAKCC1827E1ZX
Customer support email: operations@chillaxholiday.in
Customer support number: +91 95997 09363
Support hours: 09:00 – 18:00 IST
Website: www.chillaxholiday.com