This Booking, Payments & Safety Policy explains the terms and conditions that apply to all reservations, payments, cancellations, refunds, and health & safety rules for tours and services arranged by Exotic Ceylonica (a brand of GK Ascentic Pvt Ltd). It applies to all guests, whether bookings are made directly with Exotic Ceylonica or through an authorised reseller. Please read carefully — by confirming a booking you acknowledge acceptance of this Policy.
How to book:
To reserve a tour, please submit a booking request via our website, email, or whatsapp. A booking is confirmed only after we issue written confirmation and receive the required advance payment.
Deposit & balance:
Accepted payment methods:
Bank transfer (wire), credit card via our secure payment gateway, and other online methods by prior arrangement. All payments must be made only to GK Ascentic Pvt Ltd. Do not transfer funds to any third-party account not listed on our official invoice. Guests are responsible for bank fees, currency conversion charges, and any card processing fees.
Balance Payment Accepted Currencies:
USD, GBP, EURO, and LKR.
Invoices & receipts:
We issue an invoice once the advance payment is received and an e-receipt after the payment clears. Please include your booking reference with all transfers.
Late or failed payments:
If the final payment is not completed at the time of airport pick-up, we reserve the right to refuse tour commencement and retain the deposit. Reinstatement of the booking may require full prepayment along with any applicable supplier charges.
We aim for fairness while covering supplier charges and administrative costs. Specific packages (peak season, special events, domestic flights) may have stricter supplier terms — such terms will be noted in your confirmation.
Standard cancellation schedule (unless otherwise stated):
How to cancel:
All cancellations must be submitted in writing to hello@exoticlanka.com (or the contact on your invoice). The effective cancellation date is the date we receive written notice.
Refund processing:
Approved refunds are processed to the original payment method within 10–14 business days, subject to bank processing times. Any bank or conversion charges will be deducted from the refund amount.
Changes by customer:
We will do our best to accommodate date or itinerary changes, subject to availability and supplier fees; amendment fees may apply.
Operator-initiated cancellations:
If we must cancel a service for reasons within our control (supplier failure, inadequate bookings, safety concerns), we will offer a full refund or an alternative comparable service. We are not liable for consequential losses such as international flights or visas – please secure comprehensive travel insurance.
Exotic Ceylonica welcomes families, and many itineraries are family-friendly. For safety and clarity we apply the following:
Age categories & pricing:
Activity restrictions & suitability:
Some activities (e.g., certain safaris, high-adrenaline sports, night excursions) have minimum age or fitness requirements. These will be clearly stated in itinerary descriptions.
Supervision:
Parents or legal guardians are responsible for their children at all times. Guides and company staff will assist but are not responsible for unsupervised minors.
Child safety equipment:
Child car seats and boosters are available on request where local fleet resources permit. Notify us at booking; availability cannot always be guaranteed and may incur additional cost.
Special needs & requirements:
Please provide ages and any medical, dietary, or accessibility needs at booking so we can tailor arrangements appropriately.
Guest obligations:
Guests must disclose medical conditions, mobility restrictions, pregnancy, allergies, or any condition that may affect participation at the time of booking. Failure to disclose may result in denied participation without refund.
Vaccinations & medical advice:
We recommend consulting your physician or travel clinic about vaccinations and preventive care for travel to Sri Lanka. Exotic Ceylonica provides general guidance but not medical advice.
Insurance requirement:
All guests must hold comprehensive travel insurance covering medical expenses, emergency evacuation, repatriation, personal liability, and trip cancellation. Proof of insurance may be requested.
Local medical services & emergencies:
Guides carry first-aid kits and have basic emergency training. In case of medical emergencies we will assist with local medical services and evacuation where necessary; costs for treatment and evacuation are the guest’s responsibility.
Communicable disease protocols (including COVID-19):
We follow current local and international public health guidance. Guests must comply with applicable testing, vaccination, and quarantine requirements. We reserve the right to require health declarations, tests, or to refuse service where safety or regulations demand.
Vehicle & supplier safety standards:
We contract licensed drivers and vetted supplier partners. All vehicles used for transfers and tours are maintained to local safety standards; where possible we use providers who meet international safety expectations.
Wildlife & activity safety:
During wildlife encounters and adventure activities guests must follow guide instructions. Do not approach or feed wildlife unless under guided supervision and where permitted. Failure to comply with safety guidance that results in harm or risk may result in termination of the activity without refund.
Role of Exotic Ceylonica:
We arrange and coordinate travel services provided by third-party suppliers (hotels, carriers, guides, activity operators). While we exercise due care in selecting reputable partners, suppliers retain responsibility for their services.
Assumption of risk:
Travel involves inherent risks (delays, weather, natural events, terrain, wildlife). Participation in tours and activities is voluntary and undertaken at the guest’s own risk.
Limitation of liability:
Except where prohibited by law, Exotic Ceylonica’s liability for any loss, injury, damage, or delay is limited to the amount paid by the guest for the particular service involved. We are not liable for indirect or consequential losses including missed flights, personal expenses, or loss of enjoyment.
Indemnity:
You agree to indemnify and hold harmless Exotic Ceylonica, GK Ascentic Pvt Ltd, and our employees, agents, and suppliers from claims arising from your breach of this policy, negligence, or failure to follow safety instructions.
Third-party suppliers:
Claims regarding supplier performance should first be notified to us promptly so we can seek resolution. Where a supplier is at fault we will pursue remedies on your behalf; our liability remains subject to supplier terms and limits.
Force majeure:
We will not be liable for failure to perform caused by events outside our reasonable control – including natural disasters, strikes, pandemics, governmental actions, civil unrest, extreme weather, and other similar events. In such cases we will endeavour to provide alternative services and reasonable assistance but cannot guarantee solutions or cover related costs.
Delays & schedule changes:
Timings in itineraries are approximate. We are not responsible for delays caused by traffic, weather, or supplier scheduling. In case of significant disruption we will communicate promptly and propose options.
If you have any complaint during your trip, notify your guide or our local representative immediately so we can attempt to resolve the matter on the spot. For unresolved issues please submit a written complaint to hello@exoticlanka.com within 14 days of the end of travel. We will respond and seek fair resolution.
Governing law & jurisdiction:
This Policy and any related booking terms are governed by the laws of Sri Lanka. Any dispute arising shall be subject to the jurisdiction of Sri Lankan courts unless otherwise agreed.
By confirming a booking with Exotic Ceylonica you confirm that you have read, understood, and accepted the terms of this Booking, Payments & Safety Policy.
For questions, document requests, or to provide medical/disclosure information, contact:
Email: hello@exoticlanka.com
Mail: GK Ascentic Pvt Ltd, 261/G, Doranagoda, Udugampola, 11030, Sri Lanka
Phone / WhatsApp: +94 74 255 6787
