Cancellation & Refund Policy
Our Cancellation & Refund Policy
Last Updated: July 2026
This Cancellation and Refund Policy outlines the terms under which you can cancel or modify your booking with Aetheria Tourism. Please read this carefully before booking your travel experience.
1. Refund Schedule
All refunds are determined by how close your cancellation is to your booked tour date :
1.1 Refund Timeline
| When You Cancel | Refund Amount | Processing Time |
| | | |
| More than 48 hours before tour start | ✅ Full Refund (100% of paid amount) | 7 10 business days |
| 24 48 hours before tour start | ⚠️ Partial Refund (50% of paid amount) | 7 10 business days |
| Less than 24 hours before tour start | ❌ No Refund (0%, non refundable) | N/A |
Important: Cancellation time is determined by the timestamp when we receive your cancellation request , not when you email or call.
2. How to Request a Cancellation
2.1 Cancellation Methods
You can cancel your booking by:
📧 Email:
[email protected]
Include: Booking reference number, tour name, travel date
📞 Phone: +971 50 583 1464
Have your booking confirmation ready
🌐 Website:
Visit your booking page (if account system is available) and select “Cancel Booking”
2.2 Cancellation Confirmation
Once you submit a cancellation request:
We will send a confirmation email acknowledging receipt
We will confirm which refund tier applies based on the cancellation date
Your refund will be processed according to the schedule
Keep your confirmation email for your records.
3. Refund Processing
3.1 Refund Timeline
Processing time: 7 10 business days from cancellation date
Payment method: Refunds are credited to your original payment method (the card or account used for booking)
Bank delays: Your bank may take an additional 3 5 business days to post the refund to your account
Total time: Up to 15 business days from cancellation
3.2 Refund Verification
If you don’t see your refund:
1. Check with your bank (it may be processing)
2. Email us with your booking reference: [email protected]
3. We can provide transaction confirmation within 1 business day
4. Cancellations by Aetheria or Our Partners
4.1 When We Might Cancel
Aetheria Tourism or our partner operator may cancel your experience due to:
Safety & Weather:
Dangerous weather conditions (storms, extreme heat, flooding)
Natural disasters or environmental hazards
Air quality warnings or pollution alerts
Legal & Administrative:
Government restrictions or travel bans
Border closures or visa issues
Local public holidays or closures
Operational:
Insufficient bookings (if tour requires minimum participants noted on tour page)
Partner operator emergency closure
Equipment failure or unavoidable circumstances
Health & Security:
Pandemic or health crisis
Public safety threats
Civil unrest
4.2 Our Responsibility When We Cancel
If we must cancel your experience, you will receive:
Option 1: Full Refund
100% refund of all amounts paid
Processed within 14 business days
Credited to original payment method
Option 2: Rebook on Alternative Date
Transfer to the same experience on an available future date
No additional charges
Can book a different experience at the same or lower price
Must rebook within 12 months
Option 3: Alternative Experience
Receive a credit equal to your paid amount
Apply credit toward a different tour at equal or higher price
Valid for 12 months from cancellation
4.3 Insufficient Booking Notice
Some experiences require minimum participant numbers . If minimum isn’t met:
We notify you at least 7 days before the tour date
You can choose Option 1, 2, or 3 above
If we notify you less than 7 days before, you receive a full refund regardless of timing
5. No Show Policy
5.1 What Is a No Show?
A no show occurs when you:
Fail to appear for your booked tour
Don’t contact us to cancel or reschedule beforehand
Miss your scheduled departure time
5.2 No Show Charges
If you don’t show up:
Full tour price is charged (no refund issued)
You are responsible for payment in full
The experience cannot be rescheduled without a new booking
5.3 How to Avoid No Show Charges
Confirm your attendance by responding to our reminder emails/SMS
Arrive on time at the specified meeting location
Reschedule in advance if your plans change (see Section 3)
Contact us if you’re running late
6. Modifications to Bookings
6.1 Changing Your Tour Date
You can request to change your tour date without losing your booking :
Procedure:
1. Contact us at [email protected] at least 48 hours before your original tour date
2. Request your preferred new date
3. We’ll check availability and confirm
Charges:
No rescheduling fee if you reschedule more than 48 hours in advance
Rescheduling fee applies if changed less than 48 hours before tour (contact us for amount)
6.2 Changing Tour Participants
If you need to add or remove people from your booking:
Contact us as soon as possible
Pricing may change based on group size
Price adjustments will be communicated before confirmation
7. Special Circumstances
7.1 Medical or Emergency Cancellations
If you must cancel due to:
Serious illness or medical emergency
Family emergency
Unexpected travel disruption
Contact us immediately with supporting documentation (e.g., doctor’s note, incident report). We will evaluate on a case by case basis and may:
Offer a full refund regardless of timing
Extend your rescheduling window beyond 12 months
Provide a courtesy rebooking credit
No automatic exceptions. Each case is reviewed individually.
7.2 Force Majeure Events
In the event of unforeseen circumstances beyond anyone’s control (war, pandemics, extreme natural disasters):
Your booking remains valid for 24 months (extended from 12)
You can reschedule to any available date
Full refunds available if you choose not to reschedule
8. Payment Terms for Cancellations
8.1 Cancellation Refunds
Full Refund (>48 hours):
Your 30% deposit is refunded
Any additional payments (remaining balance) are refunded
100% of paid amount credited
Partial Refund (24 48 hours):
50% of total paid amount is refunded
50% is retained by Aetheria Tourism and our partner
7 10 business days to process
No Refund (<24 hours):
All funds are retained
No exceptions (except force majeure or medical emergency with documentation)
8.2 Payment Method for Refunds
Refunds are always credited to your original payment method :
Credit/debit card used at booking
Online payment wallet (if applicable)
Bank transfer (if requested and verified)
9. Partner Operator Cancellation Policies
9.1 Specific Experience Terms
Some experiences may have additional cancellation terms specific to the tour operator:
Check the Tour Details page for any operator specific policies
Aetheria’s policy applies unless stated otherwise on the experience page
9.2 Partner Initiated Cancellations
If a partner operator cancels:
You’re entitled to a full refund per Section 4.2
You can reschedule to any available date or experience at no cost
Contact Aetheria for rescheduling options
10. Disputes and Appeals
10.1 Disputing a Refund Decision
If you believe a refund was incorrectly calculated or denied:
1. Contact us within 14 days of the cancellation decision
2. Email: [email protected]
3. Include: Booking reference, cancellation date, and reason for dispute
4. Provide any supporting documentation (bank statements, confirmation emails, etc.)
10.2 Resolution Process
We will review your dispute within 10 business days
We’ll provide a written explanation of our decision
If unsatisfied, you may escalate to our management (see Contact Information)
10.3 Escalation
For unresolved disputes:
Formal complaint process: See our Terms & Conditions
Legal action: Governed by UK law (see Terms & Conditions for jurisdiction)
11. Tax Implications
11.1 Refund Taxation
Refunds are not considered income ; no tax is owed
If you received a business travel tax deduction, consult your accountant about refund impact
Aetheria will not issue tax documentation for refunds
11.2 Payment Processing
Booking fees or transaction charges may not be refunded by Aetheria if they were charged by your payment processor
Contact your bank regarding payment processor fees
12. Special Booking Terms
12.1 Group Bookings
For bookings with 10+ participants:
Special group discounts may apply (see booking confirmation)
Modified cancellation policy may apply (noted in group contract)
Contact us for group specific cancellation terms
12.2 Package Deals and Bundles
Packages combining multiple experiences:
Each experience is cancellable individually per this policy
Cancellations may affect package discounts
Contact us before canceling part of a package
13. Changes to This Policy
Aetheria Tourism may update this Cancellation & Refund Policy at any time. Changes are effective upon posting.
Changes affecting future bookings: Apply immediately
Changes affecting existing bookings: Subject to Terms & Conditions (Section 9)
The policy version in effect at your booking date will generally apply to your reservation.
14. Frequently Asked Questions
Q: Can I cancel the day of my tour?
A: Yes, but you will forfeit your entire payment (no refund). Contact us immediately if an emergency arises we may be able to help.
Q: What if the tour operator cancels due to bad weather?
A: You’ll receive a full refund or can reschedule to another date at no cost.
Q: Can I transfer my booking to someone else instead of canceling?
A: Yes. Contact us and we can update the participant name and email. No additional fees apply.
Q: How long is my refund valid once Aetheria refunds me?
A: Refunds are one time payments credited to your original payment method. You cannot “reverse” a refund and rebook. To rebook, book as a new customer.
Q: Will Aetheria refund my travel insurance?
A: No. Travel insurance is purchased separately through your insurance provider. Refund claims must be made directly with your insurance company.
Q: What if my bank doesn't show the refund after 15 days?
A: Contact your bank first (delays are common). If still missing, email us with your booking reference and proof (bank statement). We’ll investigate and provide transaction records.
15. Contact Us
For cancellation requests, refund inquiries, or questions about this policy:
📧 Email: [email protected]
📞 Phone: +971 50 583 1464
🌐 Website: www.aetheriatourism.com
Response time: We respond to all requests within 1 business day.
By booking with Aetheria Tourism, you acknowledge that you have read and understood this Cancellation & Refund Policy.