Terms

This legal note governs the use of this website and the services offered by Earthify LLP (hereinafter referred to as “the Company”). By accessing this website or booking any of our services, you agree to be bound by the terms set forth herein.

1.1 Company Information

Earthify LLP is a registered entity operating under the laws of India. For enquiries, contact us at business@earthify.co.in

1.2 Nature of Services

The Company organises and facilitates outdoor treks, travel experiences, social mixers, art-based workshops, nature exploration events, and other themed experiential activities. The

Company acts as an organiser and coordinator; certain services such as transportation, accommodation, and third-party instruction may be provided by independent vendors and partners.

1.3 Eligibility & Participation

Participants must meet the minimum age requirement specified for each event. Minors may participate only with written consent from a parent or legal guardian, and must be accompanied by a responsible adult where stated. The Company reserves the right to refuse participation to any individual who does not meet the eligibility criteria or whose conduct may compromise the safety of the group.

1.4 Booking, Payment & Cancellation

All bookings are confirmed only upon receipt of full payment or such advance amount as specified at the time of booking. Cancellation and refund policies are published on the relevant event page and form part of this agreement. The Company reserves the right to cancel or reschedule any event due to insufficient registrations, adverse weather, safety concerns, or other circumstances beyond its control. In such cases, participants will be offered a rescheduled date, credit, or refund as per the applicable policy.

1.5 Assumption of Risk & Liability

Participation in outdoor treks, adventure activities, travel, and events inherently involves risks including, but not limited to, physical injury, illness, adverse weather, wildlife encounters, uneven terrain, altitude-related conditions, and unforeseen accidents. By registering, participants acknowledge and voluntarily assume these risks. To the fullest extent permitted by law, the Company, its directors, employees, contractors, and partners shall not be liable for any direct, indirect, incidental, or consequential loss, damage, injury, or death arising out of or in connection with participation in any event, except where caused by the Company’s proven gross negligence or wilful misconduct.

1.6 Health & Medical Fitness

Participants are responsible for assessing their own physical fitness and medical suitability before registering for any event. The Company may require participants to complete a health declaration or medical fitness form. Participants must disclose any pre-existing medical conditions, allergies, or physical limitations that could affect their participation. The Company reserves the right to exclude a participant if, in its reasonable judgement, their condition poses a safety risk to themselves or others.

1.7 Intellectual Property

All content on this website—including text, photographs, graphics, logos, videos, event descriptions, and design elements—is the property of the Company or its licensors and is protected under applicable intellectual property laws. Reproduction, distribution, or use of any content without prior written consent is prohibited.

1.8 Photography & Media Release

The Company may photograph or record video during events for promotional, marketing, and social media purposes. By participating, attendees grant the Company a non-exclusive, royalty-free, perpetual licence to use their likeness in such materials. Participants who wish to opt out of media use must notify the Company in writing prior to the event.

1.9 Data Privacy

Personal information collected through this website or during the booking process is handled in accordance with our Privacy Policy. We do not sell or share personal data with third parties except as necessary to deliver our services or as required by law. For full details, please refer to our Privacy Policy page.

1.10 Governing Law & Dispute Resolution

This legal note and all matters arising from or related to the use of this website or participation in our events shall be governed by the laws of India. Any disputes shall first be attempted to be resolved through good-faith negotiation. Failing resolution, disputes shall be subject to the exclusive jurisdiction of the courts of India

1.11 Amendments

The Company reserves the right to update or modify this legal note at any time. Changes will be effective upon posting to this website. Continued use of the website or participation in events after such changes constitutes acceptance of the revised terms.

DISCLAIMER

2.1 General Disclaimer

The information provided on this website is for general informational purposes only. While we make every effort to keep the content accurate and up to date, the Company makes no representations or warranties of any kind, express or implied, about the completeness, accuracy, reliability, or suitability of the information, products, services, or related graphics contained on this website.

2.2 No Professional Advice

Nothing on this website constitutes professional medical, fitness, legal, or financial advice. Participants should consult qualified professionals before undertaking any outdoor, adventure, or fitness-related activity, particularly if they have underlying health conditions.

2.3 Event-Specific Risks

Outdoor treks, adventure activities, and travel involve inherent risks that cannot be fully eliminated. These include but are not limited to: physical injury or fatigue, exposure to extreme weather conditions, altitude sickness, insect bites or wildlife encounters, risks associated with water bodies and uneven terrain, and travel delays or disruptions. The Company takes reasonable precautions to ensure participant safety but cannot guarantee a risk-free experience.

2.4 Third-Party Services & Links

Our events may involve services provided by third-party vendors, including transport operators,

accommodation providers, activity instructors, and guides. The Company is not responsible for the acts, omissions, or negligence of these third parties. This website may contain links to external websites. The Company does not endorse and is not responsible for the content or practices of any third-party website.

2.5 Itinerary Changes

Event itineraries, schedules, and details published on this website are indicative and subject to change without prior notice. The Company reserves the right to alter routes, timings, venues, or activities due to weather conditions, safety concerns, logistical requirements, or other factors. Such changes do not entitle participants to a refund unless the event is cancelled entirely.

2.6 Photographs & Representations

Photographs, videos, and descriptions on this website are for illustrative purposes only and may not exactly represent the actual experience, location, or conditions during your event.

Experiences may vary based on weather, season, group dynamics, and other factors.

2.7 Limitation of Liability

To the maximum extent permitted by applicable law, the Company shall not be held liable for any loss, damage, injury, or inconvenience arising from or in connection with the use of this website, reliance on any information provided herein, or participation in any event organised by the Company.

2.8 Force Majeure

The Company shall not be liable for any failure or delay in performing its obligations where such failure or delay results from circumstances beyond its reasonable control, including but not limited to natural disasters, pandemics, government restrictions, strikes, civil unrest, or severe weather events.

PRIVACY POLICY

1. Introduction

EARTHIFY LLP (“we,” “our,” or “us”) is committed to protecting the privacy and personal

data of our website visitors, event participants, and customers. This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our website register for events, or interact with us in any way.

By using our website or services, you consent to the practices described in this policy. If you do not agree with any part of this policy, please discontinue use of our website and services.

2. Information We Collect

2.1 Information You Provide Directly

We collect personal information that you voluntarily provide when you interact with us, including:

• Registration and booking details: full name, email address, phone number, date of birth,

gender, and emergency contact information

• Payment information: credit/debit card details, UPI IDs, billing address, and transaction

records (processed through secure third-party payment gateways)

• Health and medical information: pre-existing conditions, allergies, dietary restrictions,

and fitness declarations submitted during event registration

• Identity documents: government-issued ID copies where required for permits, travel

bookings, or age verification

• Communications: messages, enquiries, feedback, and reviews you send to us via email,

contact forms, social media, or other channels

• Preferences and interests: activity preferences, event type interests, and experience

level shared during registration or surveys

2.2 Information Collected Automatically

When you visit our website, certain information is collected automatically through cookies and

similar technologies:

• Device and browser information: IP address, browser type and version, operating

system, device type, and screen resolution

• Usage data: pages visited, time spent on pages, click patterns, referral URLs, and

navigation paths

• Location data: approximate geographic location derived from your IP address

• Cookies and tracking identifiers: session cookies, persistent cookies, and analytics

identifiers (see Section 8 for our Cookie Policy)

2.3 Information from Third Parties

We may receive information about you from third-party sources, including social media

platforms (when you interact with our pages or log in via social accounts), payment processors

(transaction confirmations and fraud checks), travel and accommodation partners (booking

confirmations), and publicly available sources.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Delivery

• Processing event registrations and bookings

• Managing payments, invoices, and refunds

• Communicating event details, itineraries, packing lists, and logistics

• Assessing participant fitness and safety suitability for specific events

• Arranging travel, accommodation, permits, and third-party services on your behalf

3.2 Safety & Emergency Purposes

• Maintaining emergency contact details during events

• Sharing medical information with first responders or medical professionals in an

emergency

• Ensuring compliance with safety regulations and permit requirements

3.3 Communication

• Responding to your enquiries, complaints, and feedback

• Sending booking confirmations, reminders, and post-event follow-ups

• Sending newsletters, promotional offers, and event announcements (only with your

consent)

3.4 Website Improvement & Analytics

• Analysing website traffic and user behaviour to improve functionality and content

• Personalising your browsing experience based on your interests

• Troubleshooting technical issues and ensuring website security

3.5 Legal & Compliance

• Complying with applicable laws, regulations, and legal obligations

• Establishing, exercising, or defending legal claims

• Fraud prevention and detection

4. Legal Basis for Processing

We process your personal data on the following legal grounds:

• Contractual necessity: processing required to fulfil our obligations under a booking or service agreement with you

• Consent: where you have given explicit consent, such as for marketing communications, health data processing, or cookie use

• Legitimate interests: processing necessary for our legitimate business interests, such as improving our services, ensuring safety, and preventing fraud, provided these do not override your rights

• Legal obligation: processing required to comply with applicable laws and regulations

You may withdraw your consent at any time by contacting us. Withdrawal of consent does not affect the lawfulness of processing carried out prior to withdrawal.

5. How We Share Your Information

We do not sell your personal data. We may share your information with the following categories of recipients only as necessary:

5.1 Service Providers & Partners

• Transport operators, accommodation providers, and activity instructors involved in

delivering your event experience

• Payment processors and financial institutions for transaction processing

• IT and hosting service providers who maintain our website and systems

• Marketing and analytics platforms (using anonymised or aggregated data where

possible)

5.2 Legal & Safety Disclosures

• Law enforcement, regulatory authorities, or government agencies when required by law or legal process

• Emergency services and medical professionals in the event of an accident or health

emergency during an event

• Legal advisors in connection with any legal proceedings or disputes

5.3 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our business, your personal data may be transferred to the successor entity. We will notify you of any such change and the choices available to you.

All third parties with whom we share data are required to maintain appropriate confidentiality and security measures and to use your data only for the purposes specified.

6. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Our general retention periods are:

• Booking and transaction records: retained for 1 years from the date of the event, as

required for accounting, tax, and legal purposes

• Health and medical declarations: securely deleted within 365 days after the event, unless retention is required for an ongoing claim or legal matter

• Marketing and communication preferences: retained until you withdraw consent or

unsubscribe

• Website analytics data: retained in anonymised form for up to 12 months

• Enquiries and correspondence: retained for 1 years from the date of last

communication

When your data is no longer required, it is securely deleted or anonymised so that it can no longer be associated with you.

7. Data Security

We take the security of your personal data seriously and implement appropriate technical and organisational measures to protect it, including:

• Encryption of sensitive data in transit (SSL/TLS) and at rest

• Secure payment processing through PCI-DSS compliant third-party gateways (we do not store full card details on our servers)

• Access controls and authentication measures limiting data access to authorised

personnel only

• Regular security assessments and updates to our systems and software

• Staff training on data protection and information security best practices

While we strive to protect your personal data, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security, but we are committed to taking all reasonable steps to safeguard your information.

8. Cookie Policy

Our website uses cookies and similar tracking technologies to enhance your browsing

experience. Cookies are small text files stored on your device when you visit our website.

8.1 Types of Cookies We Use

• Essential cookies: required for basic website functionality such as page navigation,

secure areas, and booking forms. These cannot be disabled.

• Analytics cookies: help us understand how visitors use our website by collecting

information such as pages visited, session duration, and traffic sources. 

• Marketing cookies: used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These may be set by third-party advertising partners.

• Preference cookies: remember your choices such as language, region, or display

settings to provide a personalised experience.

8.2 Managing Cookies

You can manage or disable cookies through your browser settings. Please note that disabling

essential cookies may impair website functionality. You can also manage your cookie

preferences through our cookie consent banner displayed when you first visit our website.

9. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Right of access: request a copy of the personal data we hold about you

• Right to rectification: request correction of inaccurate or incomplete data

• Right to erasure: request deletion of your personal data, subject to legal retention

requirements

• Right to restrict processing: request limitation of how we process your data in certain

circumstances

• Right to data portability: request your data in a structured, commonly used, machine-

readable format

• Right to object: object to processing based on legitimate interests or for direct marketing purposes

• Right to withdraw consent: withdraw previously given consent at any time

• Right to lodge a complaint: file a complaint with the relevant data protection authority in your jurisdiction

To exercise any of these rights, please contact us using the details in Section 13. We will respond to your request within 30 days. We may need to verify your identity before processing your request.

10. Children’s Privacy

Our website is not directed at children under the age of 13. We do not knowingly collect personal data from children without parental or guardian consent.

Where minors participate in our events with parental consent, we collect only the information necessary for their safe participation. If you believe we have inadvertently collected data from a child without appropriate consent, please contact us immediately and we will take steps to delete such information.

11. International Data Transfers

Your personal data may be transferred to and processed in countries other than your country of residence, particularly where our service providers or partners operate internationally. Where such transfers occur, we ensure that appropriate safeguards are in place, such as standard contractual clauses, adequacy decisions, or other legally recognised mechanisms to protect your data in accordance with applicable data protection laws.

12. Third-Party Links & Services

Our website may contain links to third-party websites, social media platforms, and services that are not operated by us. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services. We encourage you to review the privacy policies of any third-party website you visit.

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or business operations. When we make material changes, we will notify you by posting the updated policy on our website with a revised “Last Updated” date. Where required by law, we will seek your renewed consent. We encourage you to review this policy periodically.

Cancellation & Refund Policy

• Cancellations made 7 or more days before the trek date: 70% refund.

• Cancellations made within 7 days of the trek date: No refund.

• No-shows: No refund.

• If the trek is cancelled by the organizer due to weather, safety, or other unavoidable reasons, participants will be offered a full refund or a reschedule option, as applicable.