Terms & Conditions

STEP Beyond Borders (SBB) 62/63 Yashoda Apartments, Kings Road, Jaipur – 302019, Rajasthan, India Email: info@stepbeyondborders.org | Mobile/WhatsApp: +91 9664180090

Last updated: 29 August 2026

These Terms & Conditions (“Terms”) govern all programs, tours, volunteering placements, study tours, and related services (“Programs”) offered by STEP Beyond Borders (“SBB,” “we,” “us,” “our”) in India, Nepal, and Armenia, whether booked directly by an individual traveler (“Participant”) or through a sending school, university, agency, or NGO (“Partner”). By submitting a booking, signing a partnership agreement, or participating in an SBB Program, you agree to be bound by these Terms. Where a term applies specifically to Partners or specifically to individual Participants, this is noted; otherwise a Term applies to both.

1. Definitions

• “SBB” – STEP Beyond Borders, registered in Jaipur, Rajasthan, India.
• “Partner” – any school, university, sending organisation, or agency that books Programs on behalf of a group of travelers.
• “Participant” – any individual enrolled on an SBB Program, whether booked directly or through a Partner.
• “Program” – any tour, internship, volunteering placement, study tour, or educational travel experience operated or arranged by SBB in India, Nepal, or Armenia.

2. Booking and Payment

2.1. Partners must confirm a booking with SBB at least 3 weeks prior to the program start date. Individual Participants should confirm as early as possible to secure availability, and in any case no later than 3 weeks prior to arrival.

2.2. SBB issues an invoice 1 week prior to arrival to allow arrangements (accommodation, transport, activities, permits) to be finalized.

2.3. Study Tour programs require at least 45 days’ prior confirmation, along with an advance payment, as lodging for these programs is often outsourced to third parties and may carry non-refundable deposits.

2.4. Full payment (or the agreed deposit/installment schedule) must be received before the program start date unless otherwise agreed in writing. SBB reserves the right to withhold or delay services if payment has not been received according to the agreed schedule.

2.5. All fees are quoted and payable as specified in the applicable invoice/quotation and are subject to applicable bank charges, currency conversion costs, and taxes unless stated otherwise.

3. Cancellations and Refunds

3.1. All cancellations must be submitted in writing by email to hasmik@stepbeyondborders.org, or the designated program coordinator.

3.2. The following cancellation charges apply, calculated from the date SBB receives written notice relative to the scheduled arrival date:

3.3. Approved refunds are processed within 35 business days of SBB receiving the written cancellation request, less any non-refundable third-party costs (e.g., hotel deposits, permits, flights) already incurred on the Participant’s behalf.

3.4. Refunds are made to the original payer/payment method unless otherwise agreed, and any bank/transfer charges are deducted from the refund amount.

4. Changes by the Participant or Partner

4.1. Requests to change program dates, accommodation, or services after booking are subject to availability.

4.2. Where availability permits, no extra charge applies for changing dates or postponing a program.

4.3. Changes requested within 15 days of departure may not be possible; any resulting third-party costs (accommodation, transport, permits) will be passed on.

4.4. Name changes, substitutions of one Participant for another, or group-size reductions must be requested in writing and are subject to the same 15-day cut-off and any non-recoverable third-party costs.

5. Changes or Cancellations by SBB

5.1. In rare cases, SBB may need to modify or cancel a Program due to unforeseen circumstances, including force majeure, strikes, political instability, natural disasters, or adverse weather/road/trekking conditions in India, Nepal, or Armenia.

5.2. If SBB cancels a Program, Participants will be offered either (a) an alternative program of comparable value, or (b) a full refund of all monies paid to SBB.

5.3. SBB is not liable for incidental costs (e.g., flights, visas, gear purchased) incurred by Participants or Partners in preparation for a cancelled Program.

6. Travel Insurance

6.1. All Participants are required to hold comprehensive travel insurance covering, at minimum: personal accident, emergency medical treatment and evacuation, trip cancellation/interruption, and loss/theft of personal belongings, valid for the full duration of travel in India, Nepal, and/or Armenia.

6.2. Proof of insurance may be requested prior to program start. SBB is not responsible for any cost, loss, or consequence arising from a Participant’s failure to hold adequate insurance.

6.3. For trekking, high-altitude, or adventure-based activities (particularly in Nepal), Participants must confirm their policy specifically covers the altitude and activity type involved.

7. Passport, Visa, and Health Requirements

7.1. It is the sole responsibility of the Partner and the Participant to ensure a valid passport (with the minimum validity required by the destination country), all necessary visas, and any required vaccinations, health certificates, or travel authorizations are obtained before departure.

7.2. Country-specific notes:

• India: Most foreign nationals require a visa (e-Visa or otherwise) obtained in advance; requirements vary by nationality and purpose of visit (tourist, study tour, volunteering).
• Nepal: Visa-on-arrival is available for many nationalities at Kathmandu (Tribhuvan) airport and select land borders, but requirements vary by nationality; trekking permits (e.g., TIMS, national park/conservation area fees) may apply depending on the itinerary.
• Armenia: Visa requirements vary by nationality; some nationalities may enter visa-free or obtain an e-Visa; others require a visa in advance.
• Because visa rules and health/vaccination requirements change periodically, Participants and Partners must verify current requirements directly with the relevant embassy, consulate, or official government portal before travel. SBB can provide letters of invitation/support references but does not guarantee visa approval.

7.3. SBB is not responsible for any delay, additional cost, denied boarding, or cancellation resulting from a Participant’s or Partner’s failure to meet passport, visa, or health requirements. SBB will support the visa application process by providing required reference letters and documentation upon request.

8. Code of Conduct

8.1. Participants are expected to behave respectfully toward SBB staff, host communities, local partners, host families, fellow participants, and local customs, laws, and cultural norms in India, Nepal, and Armenia at all times.

8.2. Prohibited conduct includes, but is not limited to:

• Illegal activity, including possession or use of illegal drugs;
• Harassment, discrimination, or abusive behaviour toward any person;
• Any form of exploitation or inappropriate behaviour toward children or vulnerable community members, in line with SBB’s child- and vulnerable-person-safeguarding commitments;
• Damage to property, or actions that endanger the safety of the Participant or others;
• Actions that bring SBB, its partners, or host communities into disrepute.

8.3. SBB reserves the right to remove any Participant from a Program, without refund, if their conduct breaches this Code of Conduct, endangers themselves or others, or breaches local law. In such cases, the Participant (or the Partner, if applicable) is responsible for all costs of early return.

8.4. Partners sending minors or vulnerable participants must ensure appropriate consent, guardianship documentation, and safeguarding briefings are completed prior to travel.

9. Health, Safety, and Medical Emergencies

9.1. Participants must disclose any pre-existing medical conditions, allergies, dietary restrictions, or mobility needs at the time of booking so that appropriate arrangements can be considered.

9.2. In a medical emergency, SBB staff will assist in accessing local medical care, but all treatment costs are the Participant’s (or their insurer’s) responsibility.

9.3. SBB reserves the right to require a Participant to withdraw from an activity or the Program on medical or safety grounds, at the discretion of on-ground staff, without liability for related costs.

10. Photo, Video, and Media Release

10.1. During Programs, SBB staff or representatives may take photographs and video footage of Participants for use in SBB’s marketing, website, social media, newsletters, reports to Partners, and promotional materials.

10.2. By participating in a Program, Participants (or, for minors, their parent/legal guardian) grant SBB a non-exclusive, royalty-free, worldwide license to use such images and footage for the purposes described above, unless SBB is notified in writing, prior to the Program or at any time thereafter, that consent is withheld or withdrawn.

10.3. Participants or Partners who do not wish to be photographed/filmed, or who wish to restrict use of specific images, should notify SBB in writing before the Program begins; SBB will take reasonable steps to accommodate such requests.

10.4. SBB will not use images in a manner that is misleading, exploitative, or that compromises the dignity, safety, or privacy of Participants or host community members, particularly children.

11. Personal Data and Privacy

11.1. SBB collects personal data (e.g., name, contact details, passport information, health/dietary information, emergency contacts) during booking and program delivery solely to arrange, deliver, and ensure the safety of Programs.

11.2. SBB will not share Participants’ personal data with third parties without consent, except where required by law, requested by government/immigration authorities, or necessary for arranging travel, accommodation, permits, insurance claims, or medical treatment.

11.3. Personal data is retained only as long as necessary for program administration, legal, and safeguarding purposes, and is stored with reasonable technical and organisational safeguards.

11.4. Participants and Partners may request access to, correction of, or deletion of their personal data (subject to legal and safeguarding retention requirements) by emailing info@stepbeyondborders.org.

12. Liability and Disclaimer

12.1. SBB takes reasonable care in selecting accommodation, transport, activity providers, and local partners in India, Nepal, and Armenia, but is not liable for the acts, omissions, or negligence of independent third-party service providers (e.g., hotels, airlines, trekking agencies, local transport operators) beyond SBB’s direct control.

12.2. SBB’s liability for any claim arising from a Program is limited to the total amount paid by the Participant or Partner for that Program, except where liability cannot be excluded or limited by law (e.g., death or personal injury caused by SBB’s negligence).

12.3. Participants take part in Programs, including any adventure, trekking, or physically demanding activities, at their own risk and are responsible for assessing their own fitness and capability to participate, in consultation with SBB where relevant.

13. Complaints and Disputes

13.1. Any complaints regarding a Program should be raised with SBB staff as soon as possible during the trip, so that corrective action can be taken in real time.

13.2. Complaints not resolved on the ground may be submitted in writing to info@stepbeyondborders.org within 14 days of the Program’s conclusion for formal review.

13.3. Any dispute arising from these Terms, or from any Program conducted in India, Nepal, or Armenia, shall be governed by the laws of India and subject to the exclusive jurisdiction of the courts of Rajasthan, Jaipur.

14. Force Majeure

14.1. SBB shall not be liable for any failure or delay in performing its obligations where such failure results from causes beyond its reasonable control, including but not limited to Acts of God, fire, flood, earthquake, war, invasion, act of foreign enemies, civil unrest, epidemic/pandemic, government sanction, border closures, or any other similar or dissimilar event.

14.2. In such circumstances, SBB will work with affected Participants and Partners in good faith to reschedule, offer alternatives, or determine an equitable resolution, but is not obliged to provide a refund beyond amounts recoverable from third-party suppliers.

15. Intellectual Property

15.1. All content on SBB’s website, marketing materials, and program curricula (excluding Participant-submitted content) is the property of SBB or its licensors and may not be reproduced without written permission.

16. Amendments to These Terms

16.1. SBB may update these Terms from time to time to reflect changes in operations, law, or destination-country requirements. The version in effect at the time of booking confirmation will apply to that booking, unless a change is required by law.

16.2. Continued use of SBB’s services or website after an update constitutes acceptance of the revised Terms.

17. Contact Us

STEP Beyond Borders 62/63 Yashoda Apartments, Kinds Road, Jaipur – 302019, Rajasthan, India Email: info@stepbeyondborders.org Cancellations: hasmik@stepbeyondborders.org Mobile/WhatsApp: +91 9664180090