Refund & Cancellation Policy

Reply to your reservation confirmation, or email hi@groups.trovatrip.com with the trip name. We’ll release your hold. Because no money was ever captured, there is no refund — the authorization simply lapses.

If the organizer cancels an unconfirmed trip, every committer’s hold is released automatically and you’ll receive a confirmation email.

If a trip doesn’t reach its minimum within the 7-day commitment window, it expires automatically. All holds are released. You’ll receive an “it didn’t lock in” email.

When a trip locks in and TrovaTrip approves it under the standard (“48-hour grace”) path, we send every committer a pre-charge reminder email and capture occurs roughly forty-eight (48) hours later. If you need to drop or have a card issue, email hi@groups.trovatrip.com before the window closes and we’ll release the hold without capturing.

We will not capture any deposit before the 48-hour pre-charge window has elapsed unless every committed traveler has affirmatively consented to immediate capture. Two structural cases below (Sections 4.3 and 4.4) collect that consent automatically as part of the commit or reconsent flow. Outside those cases, immediate capture requires an explicit, recorded consent from each committed traveler — TrovaTrip will not unilaterally capture early on operational grounds alone.

If you commit to a trip that is already confirmed, your card is charged at the moment you commit rather than held and captured later. The commit modal labels this clearly: it shows the deposit amount as “charged today” and the join button confirms the immediate charge before you submit. By committing in that flow you authorize the immediate capture.

If a trip is materially changed after lock-in (see Booking Terms 6.3), every committed traveler is asked to reconsent within seven (7) days. When all committed travelers have reconsented, the trip moves to confirmed and capture occurs immediately — there is no separate 48-hour window in that path, because each traveler has already been notified of the change and explicitly re-authorized the booking.

Once captured, the deposit is treated as the trip down payment under the parent TrovaTrip Booking Terms. The deposit is generally non-refundable at this point, subject to the carve-outs in those terms (e.g., trip materially changed by the operator, trip cancelled by TrovaTrip, force-majeure provisions).

Cancellation tiers are set by TrovaTrip and apply uniformly across operators — there is no per-operator refund policy. The framework comes from the parent TrovaTrip Booking Terms (Sections 5.7–5.10), with the Groups-specific adjustments below. These Refund & Cancellation rules and the Booking Terms control where they differ from the parent terms; non-conflicting parent provisions apply alongside.

Important Groups-specific clarification. The parent terms include a 48-hour post-confirmation window during which a traveler can back out for a refund. In TrovaTrip Groups, that cooling-off window is the 48-hour pre-charge notice in Section 4.1 — by the time we capture your deposit, you have already had your opportunity to back out without being charged. Once captured, there is no additional 48-hour refund right; the deposit is treated as a down payment under Section 5.1 and refundability follows the carve-outs there (material change, TrovaTrip cancellation, force-majeure). The two 48-hour windows in the parent terms collapse into one in Groups.

• Before capture: no funds have moved. You may cancel your commitment at any time and the hold will release. See Section 3.
• After capture, more than 90 days from departure: the captured deposit is treated as a down payment under the parent terms — TrovaTrip credit equal to the captured deposit, less a $100 cancellation fee, applied toward a new trip within 365 days.
• After capture, 90 days or fewer from departure:non-refundable, subject to the carve-outs in Section 5.1.
• Special itineraries: some trip types (for example, Antarctica expeditions and Designer Trips) have stricter rules in the parent terms. TrovaTrip Groups does not surface those itineraries today, but if a future template is offered under one of those policies the parent terms’ special rules apply.

Email hi@groups.trovatrip.com with your trip name, your registered email, and the reason for the request. We’ll respond within two business days with the eligibility outcome and, if granted, a timeline for the refund.