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1. INTRODUCTION
This Cancellation Policy ("Policy") governs all cancellation, modification, and refund requests made by customers ("Customer," "you," or "your") in connection with travel bookings made through Tripphilia.com ("Website"), operated by Hydra Travels Inc. ("Company"). Hydra Travels Inc. is an independent travel agency holding ARC Accreditation No. 45572424 and is not an airline or air carrier.
Tripphilia.com acts as an intermediary booking agent between customers and third-party travel service providers, including but not limited to airlines, hotels, car rental companies, tour operators, cruise lines, and ground transportation providers. Cancellation rights and refund entitlements are determined by both this Policy and the individual terms of each third-party provider.
By completing a booking on the Website, the Customer acknowledges and agrees to the terms of this Policy.
2. DEFINITIONS
| Term | Definition |
|---|---|
| Booking | A confirmed reservation for travel services made via Tripphilia.com. |
| Cancellation | The voluntary or involuntary termination of a confirmed Booking prior to service commencement. |
| Modification | Any change to the date, destination, passenger details, or service type of a confirmed Booking. |
| Service Provider | Third-party airline, hotel, car rental company, tour operator, or other travel vendor fulfilling the booked service. |
| Agency Service Fee | The non-refundable fee charged by Hydra Travels Inc. for booking facilitation services. |
| Refund | A monetary return to the Customer's original payment method for a cancelled or modified Booking. |
| Travel Credit | A non-cash credit issued by a Service Provider or Hydra Travels Inc. for future use in lieu of a cash refund. |
| No-Show | Failure of the Customer to present for travel without prior cancellation notice. |
| Force Majeure | Events beyond reasonable control including natural disasters, pandemics, government travel bans, and acts of terrorism. |
3. AGENCY SERVICE FEES – NON-REFUNDABLE
Hydra Travels Inc. charges a service fee for the facilitation of travel bookings. This fee is non-refundable under all circumstances, including customer-initiated cancellations, Service Provider-initiated cancellations, and force majeure events.
| Service Type | Agency Service Fee | Refundable? |
|---|---|---|
| Domestic Air Ticket | As disclosed at checkout | Non-refundable |
| International Air Ticket | As disclosed at checkout | Non-refundable |
| Hotel Booking | As disclosed at checkout | Non-refundable |
| Vacation Package | As disclosed at checkout | Non-refundable |
| Car Rental | As disclosed at checkout | Non-refundable |
| Cruise Booking | As disclosed at checkout | Non-refundable |
| Modification Request Processing | As disclosed at time of request | Non-refundable |
NOTE: Agency service fees are separate from and in addition to any fees charged by the Service Provider.
4. AIRLINE TICKET CANCELLATIONS
4.1 General Airline Cancellation Rules
Airline ticket cancellation rights are governed primarily by the fare rules of the applicable airline and ticket fare class. Tripphilia.com facilitates communication of cancellation requests to airlines but does not independently determine airline refund eligibility.
| Fare Class Type | Typical Cancellation Right | Refund Type | Timeframe for Refund |
|---|---|---|---|
| Refundable | Full cancellation permitted at any time before departure | Cash to original payment method | 7–20 business days |
| Non-Refundable | No cash refund; some airlines issue travel credit | Travel Credit (airline-issued) | Per airline policy |
| Basic Economy | No changes or cancellations permitted post-booking | None | N/A |
| Business/First Class Refundable | Full cancellation permitted | Cash to original payment method | 7–20 business days |
| Award/Miles Ticket | Subject to loyalty program rules | Miles redeposit or forfeiture | Per airline loyalty program |
4.2 DOT 24-Hour Cancellation Rule
In accordance with U.S. Department of Transportation (DOT) regulations (14 CFR Part 259.5), airlines are required to allow customers to cancel a reservation without penalty within 24 hours of purchase, provided the ticket was purchased at least 7 days before the scheduled departure date.
| Condition | Rule |
|---|---|
| Purchase Window | Ticket purchased at least 7 days before departure |
| Cancellation Window | Within 24 hours of ticket purchase |
| Penalty | None — full refund to original payment method |
| Applicable Flights | Flights originating from the United States |
| Processing Time | 7–20 business days to original payment method |
NOTE: Tripphilia.com will facilitate 24-hour cancellations per DOT rules at no additional agency service fee. The agency service fee is still non-refundable.
4.3 Airline-Initiated Cancellations
Where an airline cancels a flight, passengers are generally entitled to a full refund to the original form of payment under DOT regulations, regardless of fare type. Tripphilia.com will assist customers in submitting refund requests to airlines in such cases.
5. HOTEL CANCELLATIONS
| Policy Type | Cancellation Window | Refund Entitlement |
|---|---|---|
| Free Cancellation | As specified in booking confirmation (typically 24–72 hours before check-in) | Full refund minus agency service fee |
| Non-Refundable Rate | No cancellation permitted after booking | No refund |
| Partially Refundable | As specified at booking (e.g., 50% if cancelled within X days) | Partial refund per hotel policy |
| No-Show | No advance cancellation made | No refund; full charge applies |
Hotel cancellation deadlines are displayed at the time of booking confirmation. Customers are responsible for reviewing the specific cancellation window applicable to their booking.
6. VACATION PACKAGES AND BUNDLED BOOKINGS
Vacation packages consist of two or more travel components bundled together. Cancellation of any single component in a package may trigger cancellation penalties for all components.
| Cancellation Timing | Refund Structure |
|---|---|
| 90+ days before departure | Deposit forfeited; balance refunded (subject to supplier rules) |
| 60–89 days before departure | 25–50% of total package value forfeited (subject to supplier rules) |
| 30–59 days before departure | 50–75% of total package value forfeited (subject to supplier rules) |
| 15–29 days before departure | 75–100% of total package value forfeited |
| 0–14 days before departure | 100% forfeiture; no refund |
| No-Show | 100% forfeiture; no refund |
NOTE: These are standard ranges. The exact penalty schedule applicable to your booking will be confirmed in your Booking Confirmation and fare disclosure at checkout.
7. CRUISE CANCELLATIONS
| Days Before Departure | Cancellation Penalty |
|---|---|
| 90+ days | Full deposit forfeited |
| 75–89 days | 25% of cruise fare |
| 60–74 days | 50% of cruise fare |
| 30–59 days | 75% of cruise fare |
| 0–29 days | 100% of cruise fare — No Refund |
| No-Show | 100% of cruise fare — No Refund |
Cruise cancellation schedules vary by cruise line. The applicable schedule is disclosed at checkout and confirmed in the Booking Confirmation.
8. CANCELLATION REQUEST PROCESS
| Step | Action | Required Information |
|---|---|---|
| Step 1 | Submit cancellation request via Tripphilia.com account portal or contact form | Booking reference number, full name, travel dates |
| Step 2 | Company acknowledges request within 1 business day | Confirmation email sent to booking email address |
| Step 3 | Company submits cancellation to Service Provider | Within 1–2 business days of acknowledgment |
| Step 4 | Service Provider processes cancellation and determines refund | Timeline governed by Service Provider policy |
| Step 5 | Company notifies Customer of cancellation outcome and refund details | Via booking email address |
| Step 6 | Refund issued to original payment method (where applicable) | 7–20 business days from Service Provider confirmation |
9. MODIFICATION POLICY
Modifications to confirmed bookings (date changes, name corrections, route changes, upgrade requests) are subject to:
- Availability at the time of modification request.
- Applicable fare difference between original and new service.
- Service Provider modification fees, which are in addition to Agency service fees.
- Hydra Travels Inc. modification processing fee, disclosed at time of request.
| Modification Type | Permitted? | Fee Structure |
|---|---|---|
| Departure Date Change | Subject to fare rules and availability | Fare difference + airline change fee + agency processing fee |
| Destination Change | Rare; treated as cancel + rebook in most cases | Cancellation penalties + new booking fare + agency fee |
| Passenger Name Correction (minor) | Generally permitted | Airline administrative fee + agency processing fee |
| Passenger Name Change (full) | Not permitted on most fare types | N/A — cancel and rebook required |
| Hotel Date Change | Subject to availability and rate difference | Rate difference + hotel modification fee + agency fee |
| Room Type Upgrade | Subject to availability | Rate difference + agency processing fee |
10. REFUND TIMELINES
| Refund Type | Estimated Timeline |
|---|---|
| Credit Card Refund (Domestic Air) | 7–20 business days from airline confirmation |
| Credit Card Refund (International Air) | 7–20 business days from airline confirmation |
| Credit Card Refund (Hotel) | 5–10 business days from hotel confirmation |
| Debit Card Refund | 10–20 business days |
| Travel Credit Issuance (Airline) | 3–5 business days; valid period per airline policy |
| Vacation Package Refund | 20–45 business days from cancellation confirmation |
| Agency Service Fee | Non-refundable — no timeline applicable |
NOTE: Refund timelines are estimates. Actual timelines are dependent on Service Provider processing and banking institution processing periods.
11. FORCE MAJEURE CANCELLATIONS
Force majeure events include, without limitation: natural disasters, pandemics, epidemics, government-imposed travel restrictions, acts of terrorism, wars, and strikes affecting transportation.
In force majeure situations:
- Hydra Travels Inc. will facilitate cancellation requests and communicate Service Provider responses on the Customer's behalf.
- Refund rights are determined by the Service Provider's applicable force majeure policy, not solely by this Policy.
- Agency service fees remain non-refundable.
- Travel insurance claims (where applicable) should be filed separately with the insurer.
12. TRAVEL INSURANCE
Hydra Travels Inc. strongly recommends the purchase of comprehensive travel insurance to protect against cancellation costs, medical emergencies, and trip interruptions. Travel insurance is offered at checkout as an optional add-on. Coverage terms are governed exclusively by the insurance policy issued by the insurer.
| Typical Coverage | Covered by Travel Insurance? |
|---|---|
| Trip Cancellation due to illness/injury | Yes — subject to policy terms |
| Trip Cancellation due to job loss | Conditional — subject to policy terms |
| Flight delays and missed connections | Yes — subject to policy terms |
| Baggage loss or delay | Yes — subject to policy terms |
| Medical emergencies abroad | Yes — subject to policy terms |
| Airline/hotel bankruptcy | Conditional — subject to policy terms |
| Non-refundable agency service fee | No — explicitly excluded |
13. DISPUTE RESOLUTION
Cancellation or refund disputes must be submitted in writing via the Tripphilia.com contact form within 60 days of the cancellation event. Company will review and respond within 15 business days.
Unresolved disputes are subject to binding arbitration under the American Arbitration Association Commercial Rules. Governing law is the law of the respective state of United States.
14. POLICY UPDATES
This Policy is subject to revision. Material changes will be posted to the Website with the updated effective date. Bookings confirmed prior to a policy revision remain subject to the Policy in effect at the time of booking.