Last updated: January 2025  |  These terms govern all bookings made with Balaji Tours and Travels (operating as bttrentacar.com). By confirming a booking — verbally, in writing, or via digital communication — you agree to these terms.

1. Booking Confirmation

A booking with Balaji Tours and Travels is considered confirmed only upon written or verbal acknowledgement from our team. Enquiries submitted via our website form, WhatsApp, or email are not bookings until confirmed explicitly by us with a booking reference, date, and vehicle assignment.

It is the customer's responsibility to verify and confirm the following details at the time of booking: pickup location, drop location, pickup date and time, vehicle type, and any specific requirements. We are not liable for service failures arising from inaccurate information provided by the customer.

Booking confirmation may be provided via WhatsApp, SMS, or email. Customers are advised to retain a copy of their confirmation for reference.

2. Payment Terms

Payment terms vary based on the type of booking:

• Individual / one-time bookings: Full payment is typically collected prior to or at the time of the trip, as agreed during confirmation.
• Corporate accounts: Payment is on a monthly billing cycle, settled within the due date specified in the signed agreement. Late payments may attract interest charges at the rate specified in the contract.
• Event and bus bookings: An advance of [X]% of the total fare is required to confirm the booking. The remaining balance is due before departure or as agreed at the time of booking.

All payments are to be made in Indian Rupees (INR). We accept bank transfer (NEFT/IMPS/UPI) and cash. Receipts are issued for all transactions on request. GST is applicable and will be charged separately unless otherwise stated in a corporate contract.

3. Cancellation Policy

Cancellation charges apply as follows:

• More than 24 hours before trip start: No cancellation charge. Any advance paid is fully refunded.
• Between 12 and 24 hours before trip start: 25% of the confirmed trip fare will be charged as a cancellation fee.
• Less than 12 hours before trip start: 50% of the confirmed trip fare will be charged.
• No-show (vehicle dispatched, customer unreachable): 100% of the confirmed fare is chargeable. No refund will be processed in this case.

Cancellations must be communicated to us directly via call or WhatsApp on our registered number. Cancellations through third parties or unanswered messages do not count as confirmed cancellations.

For multi-day and outstation bookings, specific cancellation terms are communicated at the time of booking confirmation and take precedence over the general terms above.

Balaji Tours and Travels reserves the right to cancel a booking in exceptional circumstances (vehicle breakdown, driver emergency, natural events). In such cases, a full refund of any advance paid will be processed within 5–7 working days.

4. Waiting Charges

Our drivers allow a standard grace period of 15 minutes beyond the scheduled pickup time without any waiting charge. Beyond this:

• Waiting charges apply at a rate that will be communicated to you at the time of booking or as specified in your corporate agreement.
• For airport pickups, the waiting period begins after the flight lands and the standard airport exit time has elapsed. A longer grace period applies for airport pickups to account for baggage and immigration.

Drivers are instructed to wait and inform us if a customer is unreachable. After a defined waiting period, the driver may be reassigned with applicable waiting charges billed to the customer.

5. Tolls, Parking, Permit Charges, and State Taxes

Unless explicitly included in a fixed-price package, the following are charged to the customer over and above the base fare:

• Toll charges: All applicable toll charges on the route taken, both onward and return (for round-trip bookings).
• Parking charges: Parking fees at airports, railway stations, hotels, hospitals, or any other location during the trip.
• Interstate permit fees: Where the vehicle is required to travel across state boundaries, applicable interstate permit costs will be charged.
• State tax: Any state-specific entry taxes or green tax applicable for the route.

For corporate clients, these charges are detailed in monthly trip reports and billed accordingly. For individual bookings, the driver retains receipts and provides them to the customer on request.

6. Driver Allowance

For outstation trips, conference bookings, or trips where the driver is required to stay overnight away from the originating city:

• A per-diem driver allowance is applicable for each night the driver is away. The applicable rate will be communicated at the time of booking.
• For multi-day bookings, the driver allowance covers the driver's meals and accommodation. Balaji Tours and Travels arranges the driver's stay or provides an allowance depending on the nature of the trip.
• Driver allowance is non-negotiable and is separate from the vehicle hire charge.

7. Outstation Trip Terms

The following terms apply specifically to outstation and intercity trips:

• Minimum billing for outstation trips is based on the total kilometres and days agreed at the time of booking, regardless of actual usage.
• Any deviation from the agreed route or additional stops not discussed at the time of booking may attract additional charges.
• For one-way outstation trips, the fare includes the return empty run of the vehicle to the base location unless otherwise specified in a fixed-price package.
• Night halt charges and driver allowance apply as outlined in Section 6 above.
• The customer is responsible for ensuring the driver has adequate rest time as per safe driving norms. Trips spanning more than [X] hours of continuous driving may require a rest halt, which will be communicated by the driver.

8. Corporate Billing Terms

Corporate clients operating under a signed service agreement are subject to the billing terms specified in that agreement. General corporate billing terms are as follows:

• Billing is on a monthly cycle, with invoices generated on the last working day of the month or as agreed in the contract.
• Payment is due within [X] days of invoice date.
• Trip logs and attendance reports are shared alongside the invoice for verification.
• Disputes on individual trip entries must be raised in writing within 7 days of invoice date. Disputes raised after this period will not be accepted for adjustment in the current billing cycle.
• Termination of corporate contracts requires [X] days' written notice from either party, as specified in the signed agreement.

9. Vehicle Availability

All bookings are subject to vehicle availability at the time of confirmation. While we endeavour to confirm bookings promptly, a booking is not guaranteed until confirmed by our team in writing or verbally.

In exceptional circumstances — vehicle breakdown, accident, or unavoidable operational constraints — we will attempt to provide an alternate vehicle of equal or greater capacity. If an alternate cannot be arranged in time, the booking will be cancelled and any advance paid will be fully refunded. No further liability is accepted in such cases.

Vehicles assigned may differ from specific models requested, subject to availability on the trip date, as long as they meet the seating capacity and general category (sedan, SUV, bus) confirmed at the time of booking.

10. Customer Responsibility

Customers are expected to:

• Be present at the pickup location at the confirmed pickup time.
• Provide accurate pickup and drop information including specific landmarks or addresses where required.
• Ensure the number of passengers does not exceed the legal seating capacity of the booked vehicle.
• Not carry goods or materials that are prohibited under applicable law.
• Treat the driver and vehicle with respect. Abusive behaviour towards the driver will result in immediate trip termination without refund.
• Inform us promptly if there are any changes to pickup time, location, or passenger count.

11. Damage or Misuse of Vehicle

The customer is responsible for any damage caused to the vehicle or its fittings, interiors, or equipment during the period of hire, whether caused by the customer, their associates, or third parties under their supervision.

• Any damage to the vehicle caused by the customer will be assessed and billed separately at the cost of repair or replacement.
• Staining, soiling, or damage to seat covers, interiors, or electronics will attract a cleaning or replacement charge.
• The customer is not authorised to use the vehicle for any purpose other than the agreed service — sub-hiring, resale, or transporting prohibited goods is strictly not permitted.
• Smoking inside any BTT vehicle is strictly prohibited. A cleaning charge will apply if this is violated.

12. Force Majeure

Balaji Tours and Travels will not be held liable for failure or delay in service delivery due to events beyond reasonable control, including but not limited to:

• Natural disasters, floods, earthquakes, or severe weather events
• Road closures, government-ordered curfews, or prohibitory orders
• Vehicle breakdowns caused by manufacturing defects or road hazards beyond our control
• Accidents involving third parties on the road
• Civil unrest, strikes, or bandh declared by any organisation or authority

In such cases, we will inform the customer as early as possible and, where feasible, offer rescheduling or refund of advance paid for the affected trip. No compensation or penalty will be applicable to Balaji Tours and Travels in force majeure situations.

13. Dispute Jurisdiction

These terms and conditions are governed by the laws of the Republic of India. Any disputes arising out of or relating to services provided by Balaji Tours and Travels will be subject to the exclusive jurisdiction of courts located in Chhatrapati Sambhajinagar (Aurangabad), Maharashtra.

We encourage customers to first raise any concern with us directly at aniket@bttrentacar.com or on our registered phone number. Most concerns can be resolved through direct communication without requiring formal proceedings.