Refund & Cancellation Policy

This policy explains how Stay Circle Travel Solution Private Limited ("StayCircle", "we", "us") handles cancellations, amendments and refunds. It should be read together with our Pricing Policy and Terms & Conditions. Where a signed service agreement exists, the terms of that agreement prevail.

Scope

This policy covers bookings and services arranged through our corporate travel desk, defence travel desk, leisure division (Ghumloe) and our hotel sales & revenue management engagements. Air, hotel, rail, transfer, visa and insurance products are supplied by third parties and remain governed by those suppliers' own rules.

How to request a cancellation or refund

Send a written request to info@staycircle.in or to your assigned travel counsellor, quoting the booking reference, traveller name and travel dates. A cancellation takes effect only when we confirm it in writing — a request sent to a supplier directly, or made verbally without confirmation, is not treated as cancelled.

• Requests are actioned during desk hours; corporate and defence desks operate 24×7 for urgent travel disruption.
• Requests received close to departure may attract higher supplier penalties or become non-refundable.
• No-shows and unused tickets cannot be cancelled retrospectively.

Supplier fare rules govern refundability

Whether a booking is refundable, and by how much, is determined by the airline, hotel or other supplier's fare rules applicable at the time of booking. We disclose those rules before confirmation wherever the supplier makes them available, and we pursue every eligible refund on your behalf — but we cannot create a refund entitlement that the supplier's rules do not allow.

Non-refundable charges

• Service, transaction and management fees already earned for work performed.
• Amendment and cancellation service fees, where stated in your quotation or agreement.
• Visa, immigration and consular fees, and travel insurance premiums once issued.
• Promotional, discounted or expressly non-refundable fares and rates.
• No-shows, early check-out, unused segments and services declined at the point of delivery.
• Payment gateway, bank, card and foreign exchange charges levied by third parties.

Refund timelines

Refunds are processed only after the supplier releases the refundable amount to us. Once received, we initiate the refund to you within 7 working days. Supplier release cycles typically run from a few working days to several weeks, and in some airline cases up to 90 days or longer where the supplier is in restructuring or insolvency. We share the supplier reference so you can track progress.

How refunds are paid

Refunds are returned to the original payment instrument or bank account used for the booking. We do not refund to a third-party account or in cash. Corporate and defence accounts operating on credit are refunded by credit note adjusted against the account statement, unless otherwise agreed in writing.

Amendments and date changes

Amendments are subject to supplier availability and the supplier's change fee plus any fare or rate difference, together with our amendment service fee where stated. An amendment is confirmed only when reissued documents are sent to you.

Group, MICE and deposit bookings

Group, MICE, charter and event bookings follow the cancellation schedule set out in the individual contract or proposal. Deposits paid to secure inventory are generally non-refundable once the supplier block is confirmed, and cancellation penalties usually increase in tiers as the event date approaches.

Failed, duplicate and disputed payments

Payments that fail at the gateway but leave your account debited are reversed by the acquiring bank, normally within 7–10 working days. Verified duplicate charges are refunded in full. Please raise any billing query within 15 days of the invoice date so we can reconcile it with the supplier before the dispute window closes; raising a card chargeback before contacting us may delay resolution.

Escalation

If a refund is delayed beyond the timelines above, write to info@staycircle.in with the booking reference and "Refund escalation" in the subject line. We acknowledge escalations within one business day and share a status update with the supplier reference.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected on this page with a revised date. The version in force at the time of your booking applies to that booking.

Contact

Stay Circle Travel Solution Private Limited (CIN U79110HR2025PTC130447) — email info@staycircle.in.