Evolution Treks Peru Terms and Conditions 2027
Terms & Conditions of Booking and Travel
Effective date: September 7, 2026
Evolution Treks Peru · Urb. Ucchullo, Calle Chile Q-17, Cusco, Peru · +51 953 732 054 · evolutiontreksperu@gmail.com
Please read these Terms and Conditions carefully before making a booking. They explain the booking, payment, cancellation, responsibility, and travel requirements that apply to tours and services provided by Evolution Treks Peru (“Evolution Treks Peru,” “we,” “us,” or “our”). By submitting a booking form, paying a deposit or balance, signing a payment authorization, or participating in a tour, the traveler (“you,” “traveler,” or “client”) confirms that they have read, understood, and accepted these Terms and Conditions on behalf of themselves and, where applicable, the members of their booking party.
Contents
- Booking and Confirmation
- Deposits and Permit Purchases
- Final Payments and Payment Deadlines
- Credit Card Payments and Card Authorization
- Cancellations, Changes, Refunds, and Credits
- Force Majeure, Weather, Closures, and Itinerary Changes
- Prices, Inclusions, and Exclusions
- Health, Fitness, Altitude, and Medical Disclosure
- Assumption of Risk and Limitation of Liability
- Traveler Conduct and Guide Authority
- Porter Service and Luggage Weight Limits
- Travel Documents and Entry Requirements
- Personal Data and Privacy
- Photography and Marketing
- Complaints and Claims
- Governing Law and Severability
- Acceptance
1. Booking and Confirmation
1.1 Booking requirements
A booking is not fully confirmed until Evolution Treks Peru has received all of the following, as applicable:
- A completed booking form for every traveler;
- A clear copy or photo of each traveler’s valid passport information page;
- The required deposit or full payment;
- Any requested medical, dietary, emergency-contact, or travel information; and
- Written confirmation from Evolution Treks Peru.
For Inca Trail tours, the name, passport number, nationality, date of birth, and other required information must exactly match the passport that the traveler will present at trail checkpoints. The traveler is responsible for ensuring that all information supplied is complete and accurate.
1.2 Booking confirmation
After the required materials and payment have been received, Evolution Treks Peru will issue a confirmation email and an updated invoice. Until written confirmation is issued, requested services, permits, tickets, hotels, trains, and other third-party arrangements remain subject to availability.
1.3 Authority to book for others
A person making a booking for more than one traveler confirms that they have the authority to accept these Terms and Conditions on behalf of every traveler included in the booking. The person making the booking is responsible for ensuring that each traveler receives, understands, and accepts these Terms and Conditions.
2. Deposits and Permit Purchases
2.1 Standard deposits
Unless otherwise stated on your invoice or proposal, the following deposits apply:
| Booking type | Deposit required |
|---|---|
| Multi-day treks and tours | USD 300 per person |
| Single-day tours | USD 90 per person |
| Luxury, semi-luxury, glamping, private custom, or tailor-made itineraries | 50% of the total cost of all services |
2.2 Non-refundable deposits
Deposits are generally non-refundable because they are used to reserve limited spaces and to purchase or secure permits, entrance tickets, train tickets, hotels, staff, transport, camping equipment, and other services in advance.
Where a government permit, train ticket, entrance ticket, hotel reservation, or other third-party service is non-refundable, non-transferable, or subject to a supplier penalty, the corresponding cost remains non-refundable to the extent permitted by applicable law.
2.3 Inca Trail permits
Inca Trail permits are issued by the relevant authorities and are normally personal, date-specific, and non-transferable. Once a permit has been purchased using your passport information, it cannot normally be transferred to another person, name, or date.
3. Final Payments and Payment Deadlines
3.1 Final balance
The outstanding balance and payment deadline will appear on your invoice or booking confirmation. Unless a different deadline is confirmed in writing:
| Payment method | Deadline |
|---|---|
| Credit card | At least 30 calendar days before the first day of the tour or trek |
| Cash | At our Cusco office, at least 2 calendar days before the first day of the tour or trek |
| Bank transfer | Received in full, cleared, and confirmed before the applicable payment deadline |
The client is responsible for all sending, receiving, intermediary, correspondent-bank, currency-conversion, and bank-processing fees unless Evolution Treks Peru confirms otherwise in writing.
3.2 Failure to pay on time
If the final balance is not received by the agreed deadline, Evolution Treks Peru may, after reasonable notice where practicable:
- Charge any disclosed late-payment, payment-processing, supplier, or rebooking costs;
- Suspend services or refuse participation until payment is received in full;
- Release unconfirmed tickets, permits, hotel rooms, transport, or other services; or
- Treat the booking as cancelled by the traveler, subject to the cancellation provisions in Section 5.
No traveler may begin a trek or tour with an unpaid balance unless Evolution Treks Peru gives written approval.
3.3 Sacred Valley stays before departure
If you are staying in the Sacred Valley before your tour begins — including Ollantaytambo, Urubamba, Yucay, Pisac, or surrounding areas — and intend to pay cash, you must complete the payment at our Cusco office before traveling to the Sacred Valley and no later than the payment deadline. Evolution Treks Peru does not provide a cash-collection or courier service outside Cusco city.
4. Credit Card Payments and Card Authorization
4.1 Card-payment fees
Any credit-card or online-card processing fee will be clearly disclosed on the invoice, payment link, or payment instructions before payment is made. The fee may vary depending on the payment processor, currency, card type, country of issue, payment timing, and applicable provider charges.
4.2 Deadline for credit-card payments
To avoid operational disruption and last-minute processing costs, credit-card payments for outstanding balances must normally be completed at least 30 calendar days before the tour begins. Requests to pay by card after this deadline are subject to prior written approval and may include additional processor, supplier, administrative, or expedited-service fees that are disclosed before payment.
4.3 Credit Card Authorization Form
Where Evolution Treks Peru requests a Credit Card Authorization Form, the traveler must complete, sign, and return the form before the payment deadline. The form is required to:
- Verify that the cardholder authorizes the agreed payment;
- Protect the cardholder, Evolution Treks Peru, and our payment providers from fraud or unauthorized use;
- Confirm the payment method selected by the traveler; and
- Secure payment for reservations, permits, tickets, contracted staff, and other pre-arranged services where the traveler has chosen a deferred cash-payment arrangement.
4.4 Authorization for agreed charges
By signing the Credit Card Authorization Form, the cardholder authorizes Evolution Treks Peru, only to the extent permitted by the signed form and applicable law, to process the approved amount for:
- The tour deposit and/or final balance;
- Agreed payment-processing fees disclosed in advance;
- Costs of confirmed optional services requested by the traveler in writing; and
- Applicable cancellation, no-show, supplier, or damage charges expressly permitted by these Terms and Conditions and supported by the booking record.
Evolution Treks Peru will not charge amounts outside the scope of the signed authorization without obtaining further authorization when required by law or the payment provider’s rules.
4.5 Chargebacks and payment disputes
If you believe a charge is incorrect, contact Evolution Treks Peru promptly so we can review the booking, invoice, authorization, and payment records. The traveler agrees not to initiate a chargeback for services properly authorized, delivered, or made non-refundable under these Terms without first making a good-faith effort to resolve the issue directly with us, except where consumer-protection law provides otherwise.
This provision does not limit the traveler’s lawful rights to dispute unauthorized transactions or seek remedies under applicable law.
5. Cancellations, Changes, Refunds, and Credits
5.1 How to cancel
All cancellation requests must be submitted in writing by email to evolutiontreksperu@gmail.com. A cancellation is effective only when Evolution Treks Peru confirms receipt in writing. The date we receive the written notice determines the applicable cancellation charge.
5.2 Traveler cancellation schedule
Unless a tour-specific proposal, supplier condition, or invoice states otherwise, the following cancellation charges apply to the total tour price:
| Notice before tour start | Cancellation charge |
|---|---|
| 60+ calendar days | Deposit and all non-refundable third-party costs |
| 45–59 calendar days | 50% of total tour price, plus non-refundable third-party costs |
| 22–44 calendar days | 80% of total tour price, plus non-refundable third-party costs |
| 21 calendar days or fewer | 100% of total tour price |
| No-show / late arrival / voluntary departure / unused services | 100% of affected services |
Non-refundable third-party costs may include, without limitation, Inca Trail permits, Machu Picchu tickets, train tickets, hotel penalties, domestic flights, entrance fees, special equipment, and administrative or payment-processing costs. Where a supplier’s cancellation policy is stricter than this schedule, that supplier’s non-refundable cost may apply.
5.3 Changes requested by the traveler
Any request to change dates, traveler names, hotels, trains, routes, permits, ticket circuits, room types, transport, or other services is subject to availability, government rules, and supplier policies. Changes are not confirmed until we confirm them in writing.
The traveler is responsible for any fare differences, supplier penalties, additional permit/ticket costs, bank fees, administrative fees disclosed in advance, or other costs caused by the requested change. Some services — especially Inca Trail permits — cannot be changed or transferred after purchase.
5.4 Refund processing
If a refund is due under these Terms or applicable law, we will calculate it after deducting the applicable cancellation charges and non-refundable third-party costs. Refunds are normally issued to the original payment method where possible. Bank, card-processor, currency-conversion, and transfer charges may be deducted where they are non-refundable or charged to us by third parties.
Refund timing may depend on supplier processing and financial institutions. We will provide a written explanation of the calculation when requested.
5.5 No refund for unused services
No refund, credit, or compensation is due for services voluntarily not used by the traveler, including but not limited to late arrivals, missed departures, choosing not to continue a trek, leaving a tour early, failing to carry required documents, illness or injury unrelated to our negligence, or personal preference.
5.6 Cancellation by Evolution Treks Peru
We may cancel a tour before departure if required by safety conditions, government action, permit cancellation, insufficient group participation where a minimum was clearly stated, force majeure, or circumstances beyond our reasonable control.
When we cancel a tour for reasons within our reasonable control and no suitable alternative is accepted, we will offer a refund of payments received for the undelivered services, except for non-refundable third-party services where the supplier does not provide a refund and applicable law permits this limitation.
When a cancellation results from force majeure or a government decision, Section 6 applies.
6. Force Majeure, Weather, Closures, and Itinerary Changes
Adventure travel in Peru can be affected by weather, landslides, trail conditions, floods, road closures, strikes, social unrest, government restrictions, public-health measures, natural disasters, transport disruptions, park closures, and other events beyond our reasonable control (“Force Majeure”).
If Force Majeure affects your itinerary, Evolution Treks Peru may modify routes, campsites, transport, accommodation, activities, departure times, or the order of services to protect safety and comply with official instructions.
Where reasonably possible, we will offer an alternative itinerary, a change of date, or a credit toward a future service. Any refund will depend on the amounts recoverable from third-party suppliers and applicable law. The traveler remains responsible for additional costs caused by Force Majeure that are not included in the original booking, including additional accommodation, food, transport, or personal expenses, unless we agree otherwise in writing.
For official closures of the Inca Trail, Machu Picchu, or another essential attraction that directly affect your confirmed tour, we will make reasonable efforts to offer an alternative route, alternative date, or alternative service. Acceptance of an alternative is voluntary; pricing may change if the alternative has different operating costs.
7. Prices, Inclusions, and Exclusions
7.1 Prices
Prices are quoted in U.S. dollars unless otherwise stated. The confirmed invoice identifies the services included in your booking. Prices may be revised before confirmation if there is an error, a change in government fees, taxes, permit costs, entrance fees, fuel or transport costs, exchange rates, supplier charges, or other costs beyond our reasonable control.
After confirmation, we will not increase the base tour price except where a change is required by government charges, taxes, mandatory permits, or third-party supplier costs outside our reasonable control and permitted by applicable law. We will communicate any such change as soon as reasonably possible.
7.2 Group-tour pricing
If your booking is for a group tour, the final operational arrangement may depend on the confirmed group size, permit availability, and the specific services included in the proposal. Any minimum group size, single supplement, or small-group surcharge must be communicated in writing before final confirmation.
7.3 Inclusions and exclusions
Only the services expressly listed as “Included” in the written itinerary, proposal, or invoice are included in the price. Unless specifically stated as included, common exclusions may include:
- International and domestic flights;
- Travel insurance;
- Personal expenses;
- Tips and gratuities;
- Personal porter service;
- Sleeping bags, trekking poles, and personal equipment rentals;
- Meals, drinks, or activities not listed in the itinerary;
- Additional hotels, transport, or costs caused by delays, weather, illness, or personal itinerary changes; and
- Fees for optional activities, upgraded trains, upgraded hotels, or additional Machu Picchu circuits/tickets.
8. Health, Fitness, Altitude, and Medical Disclosure
8.1 Fitness and informed participation
Treks and high-altitude activities require a reasonable level of fitness, mobility, balance, and endurance. Travelers are responsible for determining whether they are physically and medically fit to participate. We strongly recommend consulting a qualified medical professional before booking or traveling if you have a medical condition, take medication, are pregnant, have a history of altitude illness, or have concerns about strenuous exercise at altitude.
8.2 Medical information
You must disclose, before departure, any medical condition, allergy, dietary requirement, injury, medication, mobility limitation, or other circumstance that may affect your participation or require assistance. This information helps us plan responsibly, but disclosure does not guarantee that all needs can be accommodated in remote mountain environments.
8.3 Altitude and evacuation
Cusco, the Sacred Valley, the Inca Trail, Salkantay, and other Andean areas involve high altitude. Altitude illness can occur even in healthy and experienced travelers. Symptoms may worsen quickly and can be serious.
8.4 Insurance
Comprehensive travel insurance, including emergency medical treatment, high-altitude trekking, rescue, evacuation, trip cancellation, interruption, and personal belongings coverage, is strongly recommended. Travelers are responsible for ensuring their policy covers the specific activities and elevations in their itinerary.
9. Assumption of Risk and Limitation of Liability
9.1 Adventure-travel risks
By participating in a trek or adventure activity, you understand and voluntarily accept that travel in remote and mountainous environments involves inherent risks. These may include altitude illness, falls, uneven terrain, slippery paths, rockfall, landslides, adverse weather, cold, heat, wildlife, insects, transport incidents, limited communications, delays, illness, injury, loss of belongings, and restricted access to medical care.
9.2 Our responsibility
Evolution Treks Peru will use reasonable care in selecting and coordinating services, providing guides and staff as described, and operating activities in accordance with applicable safety requirements. However, we cannot eliminate all risks inherent in adventure travel or guarantee uninterrupted travel, weather, trail conditions, access to attractions, or any particular outcome.
To the maximum extent permitted by applicable law, Evolution Treks Peru is not liable for loss, injury, illness, death, delay, damage, expense, or inconvenience arising from:
- Inherent risks of trekking, altitude, and adventure travel;
- A traveler’s medical condition, inadequate fitness, failure to follow instructions, negligence, misconduct, or failure to disclose relevant information;
- Acts or omissions of independent third-party suppliers, including airlines, hotels, trains, buses, restaurants, transport providers, park authorities, and attraction operators;
- Force Majeure events described in Section 6; or
- Loss, theft, or damage to personal belongings not caused by our proven negligence.
9.3 Third-party suppliers
Hotels, trains, airlines, buses, restaurants, ticket providers, and other suppliers may operate under their own terms and conditions. Evolution Treks Peru acts as an organizer and/or booking agent for these services as applicable. We are not responsible for acts, omissions, delays, cancellations, schedule changes, or service failures by independent third-party providers, except where responsibility is imposed by applicable law.
10. Traveler Conduct and Guide Authority
Travelers must follow reasonable instructions from guides, park rangers, transport staff, and local authorities. We may refuse participation, remove a traveler from an activity, or end services without refund where the traveler’s conduct is dangerous, disruptive, abusive, illegal, threatens the safety or enjoyment of others, damages property, violates park rules, or prevents safe operation.
Travelers must not bring or use illegal drugs, weapons, drones without required authorization, or any prohibited item in protected areas. Excessive alcohol use before or during trekking activities is prohibited.
11. Porter Service and Luggage Weight Limits
Where an extra porter is included or purchased, the traveler must comply with the weight limit confirmed on the invoice or itinerary. Unless otherwise stated:
| Porter type | Weight allowance |
|---|---|
| Half porter | Up to 7 kg of personal items |
| Full porter | Up to 14 kg of personal items |
Duffel bags may be weighed before departure and during the trek. The stated allowance may include or exclude rented sleeping bags and sleeping pads depending on the specific service booked; please confirm this before packing.
If luggage exceeds the confirmed weight limit, we may require the traveler to repack, purchase additional porter capacity if available, or pay an additional charge disclosed before service is provided. We may refuse excess luggage where carrying it would compromise porter welfare, legal load limits, or safety.
12. Travel Documents and Entry Requirements
Travelers are responsible for obtaining and carrying valid passports, visas, vaccination documentation, permits, tickets, and other documents required for travel and tour participation. Evolution Treks Peru is not responsible for denied boarding, denied entry, missed services, or additional costs caused by incomplete, expired, incorrect, or missing documents.
For Inca Trail participation, the traveler must carry the original passport used to secure the permit unless the relevant authorities confirm another document is acceptable.
13. Personal Data and Privacy
Evolution Treks Peru collects and uses personal information only as reasonably necessary to process bookings, arrange permits and services, communicate with travelers, comply with legal obligations, manage safety, and provide customer support.
We may share relevant information with government authorities, permit offices, park authorities, hotels, transport providers, guides, emergency-service providers, payment processors, and other suppliers directly involved in delivering the services you requested.
We will take reasonable steps to protect personal information and will not sell personal data. Travelers may request access, correction, update, or deletion of their information, subject to legal and operational record-retention requirements, by contacting us at evolutiontreksperu@gmail.com.
This section is intended to operate consistently with Peru’s Personal Data Protection Law, Law No. 29733, and applicable regulations.
14. Photography and Marketing
During tours, our staff may take photographs or videos for operational, safety, documentary, or marketing purposes. By participating, you grant Evolution Treks Peru permission to use images in which you may appear for promotional purposes without compensation, unless you notify us in writing before the tour begins that you do not consent to promotional use.
We will make reasonable efforts to respect such requests; however, we cannot guarantee removal from incidental group images already captured or published before receiving the request.
15. Complaints and Claims
If you have a concern during your trip, notify your guide or our office immediately so we have a reasonable opportunity to address it. If the issue is not resolved, submit a written complaint to evolutiontreksperu@gmail.com within 14 calendar days after the end of the services, including your booking number, travel dates, and relevant details.
Failure to report an issue during the trip does not remove any right you may have under applicable law, but it may limit our ability to investigate or resolve the matter promptly.
16. Governing Law and Severability
These Terms and Conditions are governed by the laws of Peru, without limiting mandatory consumer-protection rights that may apply to the traveler.
If any provision of these Terms is found invalid, unlawful, or unenforceable, the remaining provisions will remain in effect to the fullest extent permitted by law.
17. Acceptance
By signing below, submitting a booking form, making a payment, or participating in a tour, I confirm that I have read, understood, and accepted these Terms and Conditions.
- Lead traveler name
- Booking number
- Tour / departure date
- Signature
- Date