Cancellation Policy

Cancellation Policy – Nomadic N.V.

Last updated: September 2026

This Cancellation and Refund Policy applies to tours, excursions, travel arrangements, and related services offered by Nomadic N.V.
This policy forms part of the Terms and Conditions of Nomadic N.V. and should be read together with any quotation, invoice, booking confirmation, or booking-specific conditions provided to the client.
Where a booking includes special cancellation terms communicated in writing before confirmation, those specific terms will apply to that booking.

1. How to Cancel

All cancellations must be communicated in writing by email, WhatsApp, the website contact form, or another written communication channel accepted by Nomadic N.V.
The effective cancellation date is the date on which Nomadic N.V. receives the written cancellation request.
Clients should include sufficient information for us to identify the booking, such as the booking name, tour, travel date, and relevant contact details.
Telephone calls or verbal messages alone may not be treated as a formal cancellation unless subsequently confirmed in writing.

2. Standard Day Tours

For standard day tours operated by Nomadic N.V., the following cancellation terms apply unless different terms were communicated before confirmation:
More than three (3) calendar days before departure: The client is eligible for a full refund of amounts paid for the tour.
Within three (3) calendar days before departure: No refund is due.
No-show: No refund is due.
A cancellation received exactly three calendar days before departure will be treated according to the timing at which the cancellation was received in relation to the scheduled departure.

3. Multi-Day, Private and Customized Bookings

Different cancellation conditions may apply to multi-day tours, private tours, customized itineraries, group arrangements, accommodation packages, trips involving flights, trips involving permits, remote-area expeditions, or other bookings requiring significant advance commitments.
These bookings often require Nomadic N.V. to make advance payments or non-refundable commitments to accommodation providers, transportation providers, guides, activity operators, or other suppliers.
Any booking-specific cancellation conditions should be communicated to the client in writing before confirmation.
Where such specific conditions have been agreed, they take precedence over the standard day-tour cancellation rule.

4. Deposits

Some bookings may require a deposit before the reservation can be confirmed.
Whether a deposit is refundable depends on the applicable cancellation conditions, the timing of cancellation, supplier commitments already made, and any specific written conditions communicated before confirmation.
Where a deposit or part of a deposit is expressly stated to be non-refundable before the booking is confirmed, that condition will apply subject to applicable law.

5. Non-Refundable Supplier Commitments

Where Nomadic N.V. has already made non-refundable payments or commitments to third-party suppliers on behalf of the client, these costs may be deducted from any amount otherwise eligible for refund.
Such suppliers may include accommodation providers, boat operators, transport providers, guides, airlines, activity providers, local partners, or other travel-service providers.
Nomadic N.V. will make reasonable efforts to recover refundable amounts from suppliers where possible.
Supplier conditions that were not disclosed before confirmation will not automatically override written conditions already agreed directly between Nomadic N.V. and the client.

6. No-Shows

A client may be treated as a no-show if the client fails to attend the agreed meeting point or departure without prior written cancellation or communication.
No refund is due for a no-show unless otherwise agreed or required by applicable law.
If Nomadic N.V. incurs additional costs while attempting to accommodate an absent or late client, those costs may be charged to the client where reasonable.

7. Late Arrival

Clients are responsible for arriving at the agreed meeting location at the agreed time.
If a client expects to be late, the client should contact Nomadic N.V. as soon as possible.
For scheduled group departures, Nomadic N.V. will normally wait a maximum of 15 minutes, unless operational circumstances allow otherwise.
If a client arrives too late to participate and the tour can no longer reasonably be delayed, the client may be treated as a no-show.
Nomadic N.V. is not required to inconvenience guests who arrived on time in order to accommodate a late participant.

8. Changes Requested by the Client

Requests to change travel dates, participant numbers, accommodation, activities, or other booking elements must be submitted in writing.
Changes are subject to availability.
A requested change may result in a price difference, additional supplier costs, administrative costs, or different cancellation conditions.
Where a requested change is substantial or made shortly before departure, Nomadic N.V. may treat it as a cancellation of the original booking and the creation of a new booking.
Any such treatment should be communicated to the client before the change is finalized.

9. Cancellation by Nomadic N.V.

Nomadic N.V. may cancel a tour or travel service where reasonably necessary due to circumstances such as insufficient participation, safety concerns, weather conditions, destination closure, transport disruption, supplier failure, operational circumstances, government restrictions, or other circumstances affecting safe or reasonable performance.
Where Nomadic N.V. cancels a service before commencement for ordinary operational reasons, the client will generally be offered an alternative date, a comparable alternative arrangement, or a refund of amounts paid for the cancelled service.
The client may choose between the available reasonable options unless circumstances make a particular option unavailable.

10. Force Majeure

Events beyond the reasonable control of Nomadic N.V. may prevent or materially affect a tour or travel service.
These events may include severe weather, flooding, fire, natural disasters, epidemic or pandemic, political unrest, strikes, government restrictions, infrastructure failure, transport shutdown, destination closure, or comparable extraordinary circumstances.
Where force majeure affects a booking, Nomadic N.V. will make reasonable efforts to provide an alternative arrangement, reschedule the affected service, provide a travel credit where appropriate, or determine what amount can reasonably be refunded after taking account of unrecoverable costs.
This provision does not override rights that cannot lawfully be excluded.

11. Unused Services

No refund is normally due for services voluntarily left unused after a tour or travel arrangement has begun.
This may include unused meals, accommodation nights, activities, transport, excursions, or other components included in the booking.
This does not apply where a service was not provided due to circumstances for which Nomadic N.V. is legally responsible or where another arrangement has been agreed.

12. Refund Method

Where a refund is approved, Nomadic N.V. will normally return the applicable amount using the original payment method where reasonably possible, unless another method is agreed.
Any payment-provider, bank, correspondent-bank, transfer, or conversion fees outside the control of Nomadic N.V. may affect the final amount received by the client.
Nomadic N.V. is not responsible for delays caused by banks or payment providers after a refund has been initiated.

13. Refund Processing Time

Approved refunds will be processed within a reasonable period after the refund amount has been determined.
Where third-party suppliers are involved, additional time may be required to confirm recoverable amounts.
Nomadic N.V. will make reasonable efforts to keep the client informed where a refund requires supplier confirmation or additional processing.

14. Group Bookings

Group bookings may involve advance logistical commitments and supplier reservations.
Where a group booking is subject to different cancellation conditions, those conditions will be communicated before confirmation.
If individual members of a group cancel while the remaining participants continue, changes in participant numbers may affect the per-person price, transport arrangements, accommodation, minimum participation requirements, or other booking costs.
Any resulting adjustment will be communicated where applicable.

15. Minimum Participation

Some tours require a minimum number of participants.
Where the minimum number is not reached, Nomadic N.V. may reschedule the tour, offer an alternative, offer a private option at a revised price where appropriate, or cancel the departure.
If Nomadic N.V. cancels the tour because the minimum participation requirement has not been met, the client will be offered a refund or suitable alternative arrangement.

16. Special Events and Peak Periods

Certain bookings during festivals, public holidays, peak travel periods, special events, or other high-demand dates may be subject to stricter cancellation or payment conditions.
Where such conditions apply, they should be communicated before the booking is confirmed.

17. Travel Insurance

Nomadic N.V. recommends that clients obtain suitable travel insurance, particularly for multi-day trips, remote-area travel, private itineraries, international travel, and bookings involving significant advance payments.
Appropriate coverage may include trip cancellation, trip interruption, medical treatment, emergency evacuation, travel delay, baggage loss, and other unexpected travel-related costs.
The client is responsible for understanding the coverage and exclusions of the chosen insurance policy.

18. Refunds and Third-Party Insurance

Where a loss may be covered by the client’s own travel insurance, Nomadic N.V. may provide reasonable documentation concerning the booking, cancellation, or payments to assist the client with an insurance claim.
Nomadic N.V. does not guarantee that an insurer will approve a claim and is not responsible for insurance decisions.

19. Written Booking-Specific Conditions

A quotation, invoice, booking confirmation, or other written communication may contain conditions specific to a particular booking.
Where those conditions clearly differ from this general Cancellation and Refund Policy and were communicated before confirmation, the booking-specific written terms will apply to that booking.
This is particularly relevant for custom itineraries, accommodation packages, expeditions, private trips, and supplier-dependent bookings.

20. Relationship with the Terms and Conditions

This Cancellation and Refund Policy forms part of the Terms and Conditions – Nomadic N.V.
Where this policy does not address a particular matter, the Terms and Conditions and any applicable booking-specific written agreement will apply.
Nothing in this policy is intended to remove or restrict rights that cannot legally be excluded under applicable law.

21. Changes to This Policy

Nomadic N.V. may update this Cancellation and Refund Policy from time to time.
Unless otherwise required by law, changes published after a booking has already been confirmed will not retrospectively alter the cancellation conditions applicable to that booking.
The version in effect when the booking is confirmed will normally govern that booking.