Effective date: September 19, 2026
Nomad Trail Mongolia (“Nomad Trail,” “we,” “us,” or “our”) is a tour company based in Ulaanbaatar, Mongolia.
These Terms of Service (“Terms”) govern bookings for our tours and travel services.
These Terms, your accepted quotation, agreed itinerary, and booking confirmation form your booking agreement. Any special conditions or changes to these Terms must be clearly disclosed and expressly agreed in writing. Mandatory legal rights take priority over conflicting provisions.
We provide private and custom tours. We do not operate join-in group departures. Our self-drive tours operate as guided convoys.
Definitions and calculation of deadlines
“Tour Start Date” means the date on which the first service included in your booking begins, as stated in your booking confirmation. This may include an arrival transfer or accommodation before the main touring itinerary.
Unless expressly stated otherwise, deadlines are calculated in calendar days before the Tour Start Date, using Ulaanbaatar time, UTC+8.
“Business days” means Monday to Friday, excluding public holidays in Mongolia. Bank and payment-provider processing schedules may differ.
“Written” includes email and other written communications expressly accepted by us.
The following payment requirements apply unless a different arrangement is expressly agreed in writing before booking:
The deposit forms part of the total tour price. It is not automatically non-refundable in every circumstance; refund eligibility is governed by Section 2.
All payments are processed through Stripe or PayPal using the payment methods available at checkout or on your invoice.
Nomad Trail does not store your payment-card details. Card and payment credentials are handled by the relevant payment provider. We receive information needed to manage your booking, such as payment status and transaction references.
Please do not send card numbers or security codes by email, WhatsApp, or other messages.
Prices and payments are in US dollars unless another currency is expressly stated. Your bank or payment provider may apply currency-conversion rates or separate charges.
The legal entity receiving your payment, and any different name expected to appear on your payment statement, will be identified before payment.
You must be authorized to use the payment method provided. Acceptance of these Terms does not, by itself, authorize us to charge future installments, cancellation charges, vehicle damage, or other amounts automatically. Any additional payment or authorization must follow the applicable payment-provider requirements.
Your booking is confirmed when we receive the required payment and issue written confirmation.
Please review the traveler names, dates, itinerary, inclusions, payment schedule, and any special conditions promptly. Contact us immediately if anything is incorrect.
If you do not receive confirmation within 24 hours after successful payment, please contact us.
If we receive payment but cannot confirm the requested booking, we will offer an alternative for your agreement or refund the payment in full without deductions.
You are responsible for paying each amount by its stated deadline. A reminder is not required for the payment to become due.
If payment is overdue, we will send written notice stating the outstanding amount, a reasonable final payment deadline, and the consequences of continued nonpayment. The deadline will take account of the time remaining before the tour and any urgent supplier commitments.
If payment remains unpaid after that deadline, we may cancel the booking and confirm cancellation in writing. We may also decline to begin services while required payment remains outstanding, where permitted by law.
For a cancellation under this section, the cancellation date is the date of our written cancellation notice. Section 2.1 governs the refund calculation, subject to any adjustments required by law.
Payments already received will be credited when calculating amounts retained or refunded. We will provide an itemized explanation of any further amount we claim is legally payable.
Nonpayment does not automatically make the entire unpaid tour price a cancellation charge. Amounts owed for services already provided remain payable, subject to any valid refund or other legal entitlement.
Failure to respond does not extend a payment deadline. An extension or alternative payment arrangement must be expressly approved in writing.
To cancel, email contact@nomadtrail.net with your booking reference and the names of the affected travelers.
Cancellation takes effect when your written request reaches our designated email address. The recorded receipt date applies even on weekends or public holidays; the date we reply does not change your cancellation date.
For the calculations below, the deposit is 30% of the total tour price. Where you have paid in full, 30% of the price is treated as the deposit for cancellation calculations.
| When we receive your cancellation | Standard refund calculation |
|---|---|
| 60 calendar days or more before the Tour Start Date | Payments received are refundable, less permitted deductions described below. |
| 30–59 calendar days before the Tour Start Date | The 30% deposit is retained. We refund 50% of any amount actually paid above that deposit, less permitted deductions. If only the deposit has been paid, there is no standard refund. |
| Fewer than 30 calendar days before the Tour Start Date | No standard refund, subject to the legal adjustments below. |
| No-show | No standard refund, subject to the legal adjustments below. |
Permitted deductions
Deductions may include documented, non-refundable third-party costs incurred specifically for your booking and eligible processing costs under Section 2.5, but only where legally permitted.
Relevant non-refundable conditions must have been disclosed and accepted before you committed to the booking or affected service.
We will not deduct the same cost twice or deduct a cost already covered by amounts retained under the cancellation calculation. No separate administration charge applies unless specifically disclosed, accepted before booking, and legally permitted.
Legal adjustments and calculation
The table does not override mandatory cancellation or refund rights. Where required by law, we will reduce cancellation charges to account for costs saved, supplier refunds, replacement bookings, or other recoveries attributable to your cancellation.
Where you are legally entitled to a greater refund, that entitlement applies, including within the otherwise non-refundable periods.
We will provide an itemized calculation and explain the basis of any cancellation charge. A calculated refund cannot be less than zero. These refund calculations apply to payments received and do not authorize automatic collection of an unpaid balance.
Example: For a $3,000 tour paid in full and cancelled 45 days before the Tour Start Date, the deposit is $900. Half of the remaining $2,100 is $1,050. The standard refund is therefore $1,050 before any permitted deductions or legally required adjustments.
Cancellation because of personal illness, injury, bereavement, or a change of plans normally follows this section, unless applicable law provides otherwise. Any insurance reimbursement depends on the terms and exclusions of your policy.
If we cancel your tour before it begins for reasons other than force majeure under Section 2.3 or nonpayment under Section 1.4, you may choose:
A full refund under this section will have no deduction for payment-processing fees, administration charges, or third-party costs.
You are not required to accept a replacement tour, voucher, or credit instead of a refund to which you are entitled.
Changes or interruptions after the tour begins are addressed under Sections 2.3 and 3.2 and applicable law. Termination for traveler misconduct is governed by Section 5.1.
Force majeure means an exceptional event beyond our reasonable control that was not reasonably foreseeable when your booking was confirmed and whose consequences could not reasonably have been prevented or overcome.
Such events may include natural disasters, severe weather, political instability, pandemics, border closures, government restrictions, national or regional fuel shortages in Mongolia, and domestic flight cancellations or significant schedule changes imposed by airlines.
A fuel shortage or flight disruption falls within this section only when it meets these conditions and prevents or materially affects the agreed tour. Ordinary operating difficulties or an increase in costs alone do not automatically qualify.
Notification and alternatives
If a qualifying event affects your tour, we will notify you as soon as reasonably possible and make reasonable efforts to provide suitable alternatives.
Depending on safety, availability, and the nature of the disruption, alternatives may include:
We will explain significant changes to the itinerary, accommodation, transportation, duration, and price before you decide. An alternative tour or material change requires your written agreement.
If you accept a lower-priced alternative, we will refund the price difference. Any additional charge must be disclosed and expressly agreed in advance. We will not charge for alternative arrangements or assistance that we are legally required to provide without additional payment.
You are not required to accept a materially different tour.
Cancellation before the tour begins
If the agreed tour cannot reasonably proceed and no suitable alternative is available or accepted, either party may cancel the affected booking by written notice.
Where applicable law requires a full refund, we will refund all payments for the cancelled booking without deducting supplier costs, processing fees, or administration charges.
Where applicable law permits a deduction, we may retain only documented, non-refundable third-party costs specifically incurred for the cancelled services, disclosed and accepted before commitment, and legally chargeable to you.
A supplier’s refusal to refund us does not, by itself, remove your legal right to a refund.
We will not deduct processing or administration fees from refunds under this section. We will make reasonable efforts to recover supplier payments and pass on amounts recovered for costs previously deducted from your refund.
Disruption after the tour begins
If a significant part of the tour cannot be provided, we will seek suitable alternative arrangements and provide the assistance required by applicable law.
Where appropriate, a lower standard or reduced service will result in a price reduction or refund. Any necessary return arrangements and allocation of related costs will follow applicable law.
The ordinary voluntary-cancellation penalties in Section 2.1 do not automatically apply to cancellation under this section.
Independently purchased flights, visas, insurance, and other arrangements are not included in refunds from us unless we are legally responsible for those costs.
No standard refund or credit is provided for services made available as agreed but unused because you voluntarily miss an activity, leave early, or depart from the agreed itinerary.
Reasonable additional costs resulting from your voluntary early departure are your responsibility.
This section does not apply to services we fail to provide as agreed and does not remove mandatory rights to refunds, price reductions, or recovery of saved costs.
We will seek available supplier refunds where reasonably possible, without guaranteeing recovery.
Refund method and timing
Refunds will normally be returned through the original payment method.
We will process refunds without undue delay, normally within 7–10 business days after cancellation takes effect or another refund obligation arises, and in any event within 14 calendar days, or sooner where applicable law requires.
Internal approval or waiting for a supplier repayment will not extend a mandatory refund deadline.
The time for a refund to appear in your account depends on your bank or payment provider. If the original method cannot receive the refund, we will work with you and the provider to arrange a permitted alternative.
Payment-processing fees
Stripe or PayPal may retain the original processing fees charged to us when a payment is refunded. These are costs charged to Nomad Trail; they are not automatically a separate fee owed by you.
For a traveler cancellation under Section 2.1, including cancellation for nonpayment, we may deduct processing costs from an otherwise refundable amount only where all of the following apply:
Any deduction will reflect actual costs without a markup and will appear in the itemized refund calculation. We will not apply an arbitrary flat percentage or deduct the same fee twice.
If a fee deducted from your refund is later returned to us, we will refund that amount to you.
We will not deduct processing fees from:
Separate charges or exchange-rate differences imposed by your own bank or payment provider are governed by their terms, without limiting any responsibility we have under applicable law.
If you have a payment or service concern, please contact us so we can investigate and seek a resolution.
Nothing in these Terms removes your rights under applicable consumer law, PayPal’s applicable protection policies, or your card issuer’s dispute procedures. Contacting us does not extend their claim deadlines.
If a dispute is opened, we may provide relevant booking documents, accepted terms, payment authorizations, communications, service-delivery evidence, and cancellation or incident records, in accordance with applicable privacy requirements.
An open dispute will be handled through the relevant payment-provider process. We will not require you to waive valid dispute rights as a condition of receiving a refund to which you are entitled.
Refunds and payment reversals will be coordinated to avoid duplicate reimbursement.
Some services may become non-refundable once confirmed, including domestic flights, festival tickets, special permits, remote accommodation, and limited-capacity transportation.
We will disclose relevant non-refundable conditions before you commit to those services.
Any deduction remains subject to Sections 2.1, 2.3, and 2.5. Supplier conditions do not override a mandatory right to a refund or permit deductions from a full refund due under Section 2.2.
Tours involving Naadam, the Golden Eagle Festival, or other peak travel periods may require early reservations and prepayment.
The standard cancellation policy applies unless different conditions are clearly disclosed and accepted before booking.
Any special conditions affecting festival tickets, accommodation, transportation, or other services will be provided before payment. New restrictions will not be imposed retrospectively on an existing booking without your agreement.
You may request itinerary changes up to 40 days before the Tour Start Date, subject to availability and supplier conditions.
Requests made fewer than 40 days before the Tour Start Date will be considered where reasonably possible, but cannot be guaranteed.
We will explain any price difference or supplier charge before you accept a change. A request is not confirmed until we agree to it in writing.
A change that requires cancellation and rebooking of a service may incur the applicable cancellation costs, which will be explained before you decide.
We may make reasonable minor adjustments to activity order, timing, routes, or comparable arrangements because of weather, road conditions, safety, or local circumstances.
We will explain significant changes promptly and seek your agreement where required. If a proposed change materially alters the agreed tour, we will explain your options, including any applicable cancellation and refund rights.
During the tour, please tell your guide promptly if a service is not being provided as agreed so we can attempt to resolve the issue.
Where services cannot be adequately remedied or replaced, any entitlement to a price reduction, refund, termination, or compensation will be determined under applicable law.
Force majeure changes are governed by Section 2.3.
Please request a booking transfer at least seven calendar days before the Tour Start Date. Later requests will be considered where feasible or required by law.
The replacement traveler must meet the tour’s participation requirements and accept the applicable Terms and any relevant activity or vehicle-use agreement.
Transfers are subject to legally applicable supplier restrictions. We will disclose and explain any reasonable, actual transfer costs before you confirm the transfer.
We will confirm the revised traveler details, transfer charges, and arrangements for any outstanding balance in writing.
We strongly recommend comprehensive travel insurance covering cancellation, medical treatment, emergency evacuation, repatriation, travel delays, baggage, and disruption.
Check that your policy covers Mongolia, remote-area travel, and the activities included in your itinerary, such as horse riding, trekking, or guided self-driving.
Medical facilities and evacuation options may be limited in remote areas. Evacuation can be expensive and subject to weather, road, and transport availability.
Insurance coverage depends on the insurer’s terms, exclusions, and disclosure requirements. Personal travel insurance should not be assumed to cover vehicle damage, recovery costs, or motor third-party liability.
Travel insurance does not replace Nomad Trail’s legal obligations.
Travelers must respect local laws, communities, customs, wildlife, fellow travelers, and tour staff.
You must follow the agreed itinerary, scheduled departure times, and the reasonable and lawful instructions of our guides and drivers concerning safety, routes, vehicle use, and tour operations.
Changes requested during the tour require agreement from Nomad Trail or the designated guide. Travelers must not deliberately disrupt the tour, leave a required convoy without authorization, or insist on unsafe or unauthorized routes.
If a traveler intentionally refuses to follow the agreed itinerary or reasonable guide instructions, and this materially disrupts the tour or compromises safety, we will give a clear warning explaining:
If the refusal continues after a reasonable opportunity to comply, Nomad Trail will terminate that traveler’s participation. No refund will be provided for the unused portion of the tour following termination, except where required by applicable law or applicable payment-provider or card-network rules.
Immediate termination without prior warning may occur where conduct involves violence, threats, a serious unlawful act, or a serious or immediate safety risk.
These provisions apply to each traveler individually. An entire private group’s participation may be terminated where the entire group engages in the conduct described above. Compliant travelers do not automatically lose their remaining services because of another participant’s conduct.
We will document the reason for termination and confirm it in writing as soon as reasonably practicable.
We will take reasonable steps to arrange a safe departure. Travelers will not be abandoned in an unsafe or isolated location.
Reasonable, necessary, and documented additional transportation, accommodation, or other expenses caused by the misconduct may be payable by the travelers responsible, to the extent permitted by law.
Raising a genuine complaint, reporting illness, declining an optional activity, or refusing an unsafe or unlawful instruction does not, by itself, constitute misconduct.
You are responsible for ensuring that you are legally able to travel and meet the disclosed age, licensing, fitness, or skill requirements for your booked activities.
Any additional participation agreement containing material conditions will be supplied before you commit to the affected activity.
Travelers under 18 must be accompanied throughout the tour by a parent or legal guardian, or by another responsible adult whom we have approved in writing in advance.
Where the accompanying adult is not a parent or legal guardian, we require appropriate written authorization, emergency contact details, and any legally required travel or medical-consent documents.
The accompanying adult is responsible for supervising the minor and helping them follow safety instructions.
Minimum age, fitness, or skill requirements may apply to particular activities.
Our self-drive tours operate only as guided convoys. Travelers must remain on the agreed route and follow reasonable convoy, driving, and safety instructions.
Each vehicle may be driven by only one named traveler, approved and identified in the vehicle-use agreement for that vehicle. Other travelers must not drive it.
The authorized driver must hold a valid driving license appropriate for the vehicle and a valid International Driving Permit, and must meet the eligibility requirements disclosed before booking. Required documents must be presented before vehicle handover.
A separate vehicle-use agreement governs matters such as permitted use, inspections, authorization holds, vehicle insurance, excesses, damage, breakdowns, accidents, and recovery.
That agreement and its material financial conditions will be provided before booking or before you commit to adding self-drive services. It must be accepted and signed before vehicle handover.
The vehicle-use agreement governs vehicle-specific matters only to the extent it was properly disclosed and accepted and is consistent with mandatory law.
Driving under the influence of alcohol or impairing drugs, allowing an unauthorized traveler to drive, or deliberately using an excluded or unsafe route is prohibited.
Any security hold, additional payment, or damage charge requires the applicable contractual basis and payment authorization. These Terms alone do not authorize an automatic damage charge.
Please tell us when booking about medical conditions, allergies, dietary requirements, or mobility limitations relevant to arranging your tour safely.
Notify us of material changes before departure. We will discuss suitable arrangements and practical limitations with you.
Relevant health information will be handled in accordance with our Privacy Policy and applicable law.
Outdoor and remote-area travel involves risks such as uneven terrain, changing weather, animal behavior, long driving distances, and limited access to medical facilities.
Consider your abilities, follow safety briefings, and use required safety equipment.
Acknowledging these risks does not waive our duty to exercise appropriate care or any rights that cannot lawfully be excluded.
A guide may restrict or decline participation in an activity where there are reasonable safety concerns. Where feasible, we will discuss a suitable alternative.
A safety restriction or inability to participate because of illness is not automatically misconduct under Section 5.1. Any refund or price adjustment will depend on the circumstances and applicable rights.
We will provide reasonable assistance in an emergency, including helping arrange contact with medical or transport services.
The availability and timing of treatment or evacuation depend on local conditions. Responsibility for related costs will follow the circumstances, applicable insurance, and applicable law.
Some accommodation, transportation, flights, excursions, and other services are provided by independent suppliers.
We will disclose supplier conditions that materially affect your booking before you commit to those services.
Using an independent supplier does not remove responsibilities Nomad Trail has under applicable law for the services we sell or agree to provide.
You are responsible for obtaining valid travel documents and meeting applicable passport, visa, entry, transit, and health requirements.
Check the relevant official requirements for your nationality and travel arrangements before departure.
If you cannot travel because you have not met those requirements, the applicable cancellation or unused-service provisions normally apply, subject to mandatory legal rights.
Your accepted quotation, agreed itinerary, and booking confirmation identify the services included in your tour price.
A specific written customization agreed for your booking takes precedence over a general website description for that item.
Please check the number of included airport transfers, accommodation nights, meals, activities, and vehicles before booking.
Unless expressly included, the price excludes international flights, visas, travel insurance, personal expenses, tips, and optional activities.
Additional services requested before or during the tour require agreement on availability and price before purchase.
Your confirmed tour price is fixed for the agreed services.
A price change may arise where you request a change or voluntarily accept a different tour or additional services. We will explain the revised price before you agree.
We will not impose a unilateral fuel or currency surcharge after confirmation. Disruption affecting our ability to deliver the tour is addressed under Sections 2.3 and 3.2.
Website text, photographs, logos, itineraries, and other materials are owned by Nomad Trail or used with permission from their owners.
You may use booking materials for your personal travel arrangements. Commercial copying, republication, or use of our branding requires permission unless otherwise permitted by law.
We will request separate, voluntary permission before using identifiable photographs or videos of you for our marketing.
Marketing consent is not a condition of booking. For minors, appropriate permission must be obtained from a parent or legal guardian.
You may contact us to withdraw permission for future use. We will handle withdrawal and removal requests in accordance with applicable law.
We will exercise reasonable care and skill in arranging and providing the services we agree to supply.
Our responsibility for service failures, injury, loss, or damage will be determined under applicable law, including any legally applicable international transport conventions.
We are not responsible for a loss merely because it occurs during a tour. Responsibility depends on its cause and the duties owed by us or suppliers for whom we are legally responsible.
Nothing in these Terms excludes or limits liability for fraud, deliberate wrongdoing, death or personal injury caused by negligence, or any other liability that cannot lawfully be excluded or limited.
Nothing removes mandatory rights to refunds, price reductions, compensation, assistance, or other consumer remedies.
Any applicable legal protection takes priority over a conflicting cancellation, liability, supplier, or participation provision.
Where financial or insolvency protection is legally required for your booking, the applicable protection and claim details will be identified in the information provided before payment.
We use personal information to manage bookings, arrange services, communicate with travelers, process payments, meet legal obligations, and handle support requests or disputes.
Relevant information may be shared with accommodation providers, airlines, guides, transport providers, payment processors, and other parties where necessary and lawful.
Payments are processed through Stripe or PayPal. Nomad Trail does not store your payment-card details.
Further information about data use, retention, sharing, and your rights is available in our Privacy Policy.
Please tell your guide promptly if something is wrong during your tour so we have an opportunity to address it.
If the issue remains unresolved, please email contact@nomadtrail.net, preferably within 14 days after the tour ends, with your booking reference and a description of the concern.
This requested reporting period does not shorten applicable legal claim periods or payment-provider deadlines and does not remove otherwise valid rights.
Send cancellation requests and other formal notices to contact@nomadtrail.net.
We will send formal booking notices to the email address supplied with your booking. Please keep your contact details current.
Notices take effect on actual receipt, subject to applicable law. A cancellation received outside business hours retains its actual receipt date for calculating cancellation periods.
If an email fails to deliver, use another contact method promptly. Where a notice is urgent, we will also make reasonable efforts to contact you using the telephone or messaging details supplied.
These Terms are governed by the laws of Mongolia, subject to any mandatory consumer protections applicable to your booking.
The location of a payment processor does not, by itself, determine the law governing your tour agreement.
We encourage concerns to be raised directly with us so we can seek a fair resolution. Mediation may be used where both parties agree.
Unresolved contractual disputes may be referred to the courts of Mongolia without restricting any mandatory right to bring a claim in another competent jurisdiction.
This section does not prevent use of applicable PayPal, card-issuer, or other payment-dispute procedures.
These Terms are prepared in English. Where a translation is supplied, the English version will guide interpretation to the extent permitted by law and subject to any expressly agreed language arrangement.
Mandatory rights relating to language, disclosure, or interpretation remain unaffected.
Nomad Trail Mongolia
Niislel Khuree Ave
Ulaanbaatar 17011
Mongolia
Email: contact@nomadtrail.net
Phone / WhatsApp: +976 8915 7147
Website: nomadtrail.net
We may update these Terms by publishing a revised version with a new effective date.
Updated Terms apply to bookings made on or after that date.
Existing bookings remain governed by the version accepted when the booking was made, unless a change is expressly agreed in writing or required by law.
We will retain the version applicable to your booking and provide a copy on request.
Before payment, you will be given an opportunity to review these Terms and the material conditions of your booking, including the payment schedule and cancellation policy.
By expressly accepting these Terms and proceeding with your booking, you confirm that you agree to the booking conditions presented to you.
If you book for other travelers, you confirm that you are authorized to make the booking and will share the applicable terms, itinerary, and participation requirements with them. Each adult traveler must accept any applicable individual participation or vehicle-use agreement.
Acceptance of these Terms does not constitute consent to marketing photographs, authorization for unspecified future charges, or a waiver of mandatory legal or payment-dispute rights.of Service.
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