Deposits:

Because of the limited space on most of our trips, trip deposits are non-refundable.

Final Payments: 

Final payments are due 100 days before trip departure. Participants can sign up for a payment plan upon booking if it is before 100 days of trip start date.

Cancellations

If you need to cancel a trip or transfer to a different trip, please refer to the cancellation fee schedule below.  We recognize that emergencies happen and would like to be as supportive to our customers as possible, however we work hard to find vendors that align with our principles and often have to book our trips way out in advance. For this reason, we have set up a cancellation fee policy calculated from the date we receive written (emailed) cancellation notice. 

Departures Cancellation Fee Schedule: 

100 days before departure: full refund (minus deposit)

0-99 days before departure: 100% trip cost

*** written notice of cancellation must be provided via email

We recognize that emergencies happen and we want to support our participants as much as possible with their MedTreks Adventures. For this reason we highly recommend purchasing Trip Insurance. Trip Insurance/Travel Protection is inexpensive and can cover all trip costs including trip payments and airfare if you were to need to change plans or cancel. Please refer to Travel Insurance section below.

Travel Restrictions

If there is a travel restriction placed by the country of your MedTreks destination and MedTreks is not able to run a trip to this location, we will refund 100% of your trip funds.

Liability Waiver

All participants will be required to read and sign our liability waiver as part of the registration process.

Participant Requirements: 

All participants who are planning to make a booking, have sent in the deposit, fully paid or participated in the adventure with MedTreks International, will have carefully read, understood and agreed to the Terms and Conditions below. 

Trip Forms and Release of Liability: 

All participants are required to complete and sign our Liability Release Form. Signable copies are available at the time of booking and initial deposit. Signatures are required after booking and all forms must be completed prior to final payment. We are unable to allow guests to participate in any aspect of a MedTreks adventure without a signed release form. 

Please find the link below to our Terms & Conditions

HEALTH/PRE-EXISTING MEDICAL CONDITIONS/PERSONS WITH DISABILITIES.

Traveler is responsible for completing the Medical Information and Release Form truthfully and accurately, and providing a full disclosure of their medical history and any conditions that may affect their participation. MedTreks reserves the right to review the information submitted and, in accordance with our Privacy Policy (available upon request or on our website), request further clarification or additional details if necessary. Should MedTreks determine, based on the information provided, that the traveler is not fit for the adventure, we reserve the right to reject or cancel the traveler’s booking. If the traveler is unable to complete the medical form by the deadlines specified in the booking documents and payment invoice, MedTreks reserves the right to treat the booking as canceled, and applicable cancellation penalties will apply.

All travelers are strongly encouraged to consult with their primary care physician or travel nurse prior to booking to discuss any health concerns that may affect their ability to participate in the MedTreks adventure as we do not provide medical advice regarding destinations or activities included in the itinerary, nor are we required to provide special facilities for travelers with medical conditions unless this has been agreed upon in writing at the time of booking. Prior to booking, any decisions regarding the traveler’s fitness to participate should be made between the traveler and their medical practitioner. The nature of many of the destinations we travel to means that in some cases they may be unsuitable for some travelers and as such MedTreks reserves the right to refuse travel to guests who are over 24 weeks pregnant or who have certain physical or mental conditions that we deem incompatible with the nature of the adventure. However, we will be delighted to discuss the feasibility of your participation in any of our trips.

By completion and submission of the Medical Release Form, it is essential that you advise us before booking if you do have any disability or pre-existing medical condition which may affect your ability to do so, or if you have any special requirements as a result of any disability or medical condition (including any which affect the booking process) so that we can assist you in considering the suitability of the arrangements and/or in making the booking. MedTreks will communicate requests to Suppliers but cannot be responsible if Americans with Disabilities Act (ADA) accommodations are not available.  Any accommodations provided will be at the sole expense of the traveler requiring the accommodation. Please note that accommodations outside of the USA may not be in compliance with the Americans with Disabilities Act (ADA) and may not have wheelchair accessibility. Our Suppliers are, unfortunately, unable to offer additional assistance to travelers with limited mobility and all such assistance will need to be provided by whoever the traveler is traveling with. Travelers with disabilities must notify MedTreks at the time of booking of status and of the identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance.

We may request that you provide a letter from your medical practitioner confirming your fitness to travel but the decision to participate in any of our adventures is subject to the Supplier terms and conditions and at MedTreks’ sole discretion. If you are denied boarding embarkation, or access to a Supplier due to a pregnancy or physical or mental disability, MedTreks shall not be liable for any losses, expenses, or refunds resulting from such loss in access for you or anyone in your group.

Website Terms of Use

Last Revised: 12/02/24

AGREEMENT BETWEEN YOU AND MEDTREKS

In the text that follows, the terms Med Treks International, LLC dba MedTreks (hereinafter “MedTreks”, “we”, “us”, or “our”), is a boutique travel company specializing in hand-crafted CME adventure travel and cross-cultural retreats and expeditions for healthcare professionals. The term “you” refers to any person visiting https://medtreks.com/ (“Website”). 

The Website is provided solely to assist you in gathering travel information, determining the availability of travel and related goods or services, making legitimate reservations, and for no other purposes.

We offer the Website, including all information, tools and services available from the Website to you conditioned upon your acceptance without modification of these terms of use as well as our booking Terms and Conditions, and other policies and/or notices stated in this document, including without limitation our Privacy Policy, also available on our website (collectively, “Terms of Use”) Please read these Terms of Use carefully, as they contain important information about limitations of liability and resolution of disputes through arbitration rather than in court. By visiting our Website or booking any reservations for travel products or services on this Website, or contacting our call center, you agree that the Terms of Use then in force shall apply. If you do not agree to the Terms of Use, please do not use our Website, contact us, or book with us. 

USE OF THE WEBSITE

As a condition of your use of the Website, you warrant that:

• you are at least 18 years of age;
• you possess the legal authority to create a binding legal obligation;
• you will only use the Website to make legitimate reservations for you, for your minor child or for people from who you are legally authorized to act;
• you will inform people on whose behalf you have made bookings for of the Terms of Use that apply to the reservations you have made on their behalf; and
• all the information supplied by you on this Website is true, accurate, current and complete.

We reserve the right at our sole discretion to deny access to the Website and the services we offer at any time for any reason, including but not limited to, for violating these Terms of Use.

PROHIBITED USES

In addition to other prohibitions as set forth in other sections of these Terms of Use, you are prohibited from using the Website or its content: (a) for any unlawful purpose; (b) to solicit others to perform or participate in any unlawful acts; (c) to violate any international, federal, provincial or state regulations, rules, laws, or local ordinances; (d) to infringe upon or violate our intellectual property rights or the intellectual property rights of others; (e) to harass, abuse, insult, harm, defame, slander, disparage, intimidate, or discriminate based on gender, sexual orientation, religion, ethnicity, race, age, national origin, or disability; (f) to submit false, misleading information or conduct fraudulent activities; (g) to upload or transmit viruses or any other type of malicious code that will or may be used in any way that will affect the functionality or operation of the Website or any related site, other websites, or the Internet; (h) to collect or track the personal information of others; (i) to spam, phish, pharm, pretext, spider, crawl, or scrape; (j) for any obscene or immoral purpose; or (k) to interfere with or circumvent the security features of the Website or any related site, other websites, or the Internet. You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Website, use of the Website, or access to the Website or any contact on the Website through which the service is provided, without express written permission by us. We reserve the right to terminate your access to the Website if you act in any of the behaviors listed in this section. If your booking shows signs of fraud, we may cancel your booking(s) with us. If you have conducted fraudulent activity, we reserve the right to take any legal action against you and you may be liable for losses, including litigation costs and damages.

THIRD-PARTY SOFTWARE 

Through our Website we may provide you with access to third-party software and tools (“Tools”) over which we neither monitor nor have any control nor input.

You acknowledge and agree that we provide access to such Tools “as is” and “as available” without any warranties, representations or conditions of any kind and without any endorsement. We shall have no liability whatsoever arising from or relating to your use of optional third-party tools. Any use by you of optional tools offered through the Website is entirely at your own risk and discretion and you should ensure that you are familiar with and approve of the terms on which Tools are provided by the relevant third-party provider(s). We may also, in the future, offer new services and/or features through the Website (including, the release of new tools and resources). Such new features and/or services shall also be subject to these Terms of Use.

THIRD-PARTY LINKS 

Certain content, products and services available via our Website may include materials from third parties. Third-party links on this Website may direct you to third-party websites that are not affiliated with us. We are not responsible for examining or evaluating the content or accuracy and we do not warrant and will not have any liability or responsibility for any third-party materials or websites, or for any other materials, products, or services of third parties. We are not liable for any harm or damages related to the purchase or use of goods, services, resources, content, or any other transactions made in connection with any third-party websites. Please review carefully the third-party’s policies and practices and make sure you understand them before you engage in any transaction. Complaints, claims, concerns, or questions regarding third-party products should be directed to the third party.

USER COMMENTS, FEEDBACK, AND OTHER SUBMISSIONS

If, at our request, you send certain specific submissions or without a request from us you send creative ideas, suggestions, proposals, plans, or other materials, whether online, by email, by postal mail, or otherwise (collectively, “comments”), you agree that we may, at any time, without restriction, edit, copy, publish, distribute, translate and otherwise use in any medium any comments that you forward to us. We are and shall be under no obligation (1) to maintain any comments in confidence; (2) to pay compensation for any comments; or (3) to respond to any comments. We may, but have no obligation to, monitor, edit or remove content that we determine in our sole discretion are unlawful, offensive, threatening, libelous, defamatory, pornographic, obscene or otherwise objectionable or violates any party’s intellectual property or these Terms of Use. You agree that your comments will not violate any right of any third-party, including copyright, trademark, privacy, personality or other personal or proprietary right. You further agree that your comments will not contain libelous or otherwise unlawful, abusive or obscene material, or contain any computer virus or other malware that could in any way affect the operation of the Website or any related website. You may not use a false e-mail address, pretend to be someone other than yourself, or otherwise mislead us or third parties as to the origin of any comments. You are solely responsible for any comments you make and their accuracy. We take no responsibility and assume no liability for any comments posted by you or any third-party.

INTELLECTUAL PROPERTY RIGHTS

The Website is owned and operated by MedTreks and as such all content of the Website belongs to MedTreks. All rights reserved; this includes, without limitation, all copyright, trademark, patent, intellectual and other property rights in the information on this Website, and no express or implied license is granted in respect thereof. Any unauthorized use or reproduction of the information or proprietary rights contained in this Website is strictly prohibited. Other logos, product and company names available on or through the Website may be the trademarks of their respective owners. We are not responsible or liable for content on websites operated by third parties.

DISPUTES

We are committed to excellence in dealing with our clients so we will try to address your concerns in the case any problems arise. You agree to give us the opportunity to resolve any dispute related to the Website or our products and services (“Claims”) by contacting us by email at info@medtreksinternational.com. All disputes and dispute resolution are subject to our Terms and Conditions, available upon request or on our website.

USE OF PERSONAL INFORMATION

Your submission of personal information is governed by our Privacy Policy. You can access our Privacy Policy upon request, or on our website.

DISCLAIMER OF WARRANTIES

Although we endeavor to provide current, accurate and reliable information on our site, we cannot and do not warrant, promise, guarantee or make any representations regarding the accuracy, security, reliability or any use of the functions, features, operations, content or information. We cannot and do not warrant your use of our site, or the operation or function of our site, any component, feature, function, capability or offer or any products, software or services, will be uninterrupted or error free, or that defects or malfunctions will be corrected or that the site is free of viruses or other harmful elements.

Your use of our site is solely and fully at your own risk, and you assume full responsibility for all costs and expenses associated with servicing and/or repair in any way connected or arising from attempted, alleged or actual use or access of our site. We make no representations about the suitability, reliability, availability, timeliness and accuracy of the site. OUR SITE AND THE CONTENT IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT ANY EXPRESS, IMPLIED OR STATUTORY WARRANTY OF ANY KIND INCLUDING WARRANTIES OF MERCHANTABILITY, TITLE, NON-INFRINGEMENT OF THIRD-PARTY RIGHTS, OR FITNESS FOR ANY PARTICULAR PURPOSE.

LIMITATION OF LIABILITY

We do not guarantee, represent or warrant that your use of our Website will be uninterrupted, timely, secure or error-free. We may remove the Website for indefinite periods of time at any time, or permanently, without notice to you. We shall not be liable to you or to any third-party for any modification, change, suspension or discontinuation of the Website.

The material on the Website is provided for general information only and should not be relied upon or used as the sole basis for making decisions without consulting primary, more accurate, more complete or more timely sources of information. Any reliance on the material on this Website is at your own risk.

The Website may contain certain historical information. Historical information, necessarily, is not current and is provided for your reference only. We reserve the right to modify the contents of this Website at any time, but we have no obligation to update any information on our site. You agree that it is your responsibility to monitor changes to our site.

You expressly agree that your use of, or inability to use, the Website is at your sole risk. MedTreks disclaims all warranties and conditions that the Website, its servers and email sent by us is free of harmful components. The information, software, and all products and services delivered to you through the Website are (except as expressly stated by us) provided ‘as is’ and ‘as available’ for your use, without any representation, warranties or conditions of any kind, either express or implied, including all implied warranties or conditions of merchantability, merchantable quality, fitness for a particular purpose, durability, title, and non-infringement.

In no case shall MedTreks, our members, managers, directors, officers, employees, affiliates, agents, contractors, interns, suppliers, service providers or licensors be liable for any injury, loss, claim, or any direct, indirect, incidental, punitive, special, or consequential damages of any kind, including, without limitation lost profits, lost revenue, lost savings, loss of data, replacement costs, or any similar damages, whether based in contract, tort (including negligence), strict liability or otherwise, arising from your use of the Website or any of the service or products procured through the Website, or for any other claim related in any way to your use of the Website or any product, including, but not limited to, any errors or omissions in any content, or any loss or damage of any kind incurred as a result of the use of the Website or any content (or product) posted, transmitted, or otherwise made available via the Website or our promotional documentation, even if advised of their possibility.

If despite the limitation above, MedTreks or our respective suppliers are found liable for any loss or damage arising from the above causes, then the liability of MedTreks and/or our suppliers will in no event exceed in the aggregate the greater of (a) the fees you paid to MedTreks in connection with the products and services or (b) One Hundred Dollars (US$100.00).

The limitation of liability reflects the allocation of risk between the parties. The limitations specified in this section will survive and apply even if any limited remedy specified in these terms is found to have failed of its essential purpose. The limitations of liability provided in these terms inure to the benefit of MedTreks and/or their respective suppliers.

INDEMNIFICATION

You agree to indemnify, defend and hold harmless MedTreks and our members, managers, subsidiaries, affiliates, partners, officers, directors, agents, contractors, licensors, service providers, subcontractors, suppliers, interns and employees, harmless from any claim or demand, including reasonable attorneys’ fees, made by any third party due to or arising out of your breach of these Terms of Use or the documents they incorporate by reference, or your violation of any law or the rights of a third party.

ERRORS ON OUR WEBSITE

Prices and availability of travel products and services are subject to change without notice. Errors will be corrected where discovered and we have the right to refuse or cancel any orders placed for travel products and/or services listed at an incorrect price, rebate or refund or other promotional offer or containing any incorrect information or typographical errors. We have the right to refuse or cancel bookings, whether or not the booking has been confirmed and/or your credit card charged.

SEVERABILITY

In the event that any provision of this Agreement is determined to be unlawful, void or unenforceable, such provision shall nonetheless be enforceable to the fullest extent permitted by applicable law, and the unenforceable portion shall be deemed to be severed from this Agreement, such determination shall not affect the validity and right to enforce the other remaining provisions. The parties agree to substitute for such provision a valid enforceable provision which most closely approximates the intent and economic effect of such severed provision.

GOVERNING LAW & JURISDICTION

This agreement shall be governed by and construed in accordance with the laws of the State of Oregon, without regard to conflict of law principles. Any controversy or claim arising out of or relating to these Terms of Use shall be brought exclusively in county or federal courts located in Oregon. 

ENTIRE AGREEMENT

These Terms of Use, together with our Privacy Policy and Terms and Conditions, constitute the entire agreement and understanding between you and MedTreks, and govern your use of the Website. A printed version of this Agreement and of any notice given in electronic form shall be admissible in judicial, arbitration or any other administrative proceedings to the same extent and subject to the same conditions as other business documents and records originally generated and maintained in printed form. Failure by us to exercise or enforce any right or provision of these Terms of Use shall not constitute a waiver of such right or provision. Any ambiguities in the interpretation of these Terms of Use shall not be construed against the drafting party.

ELECTRONIC COMMUICATION AND MOBILE APPS

When you use the Website or send emails to MedTreks, you are communicating with, and consent to receive communications from, MedTreks electronically. MedTreks will communicate with you by email or by posting notices on the Website. You agree that all documents, agreements, notices, disclosures and other communications that we provide to you electronically satisfy any legal requirement that such communications be in writing.

MedTreks may offer areas and features which are accessible via a mobile device, like a smartphone. These features and areas may include the ability to upload content, contact us, determine your location, and other similar activities. Note that standard messaging, data, and other fees may be charged by your carrier to engage in any activities which are available on your mobile device. If you have questions about these issues, please contact your carrier as we have no control, and are not responsible for such charges. You also agree that we may collect information related to your mobile device associated with your use of the features and areas which are accessible by your mobile device.

CHANGES TO TERMS OF USE

You can review the most current version of the Terms of Use at any time  on our website. We reserve the right, at our sole discretion, to update, change or replace any part of these Terms of Use by posting updates and changes to our Website. We will indicate the date that the Terms of Use were last updated at the beginning of the document. It is your responsibility to check our Website periodically for changes. Your continued use of our Website following the posting of any changes to the Terms of Use constitutes acceptance of those changes.

CONTACT INFORMATION

Questions about the Terms of Use should be sent to us at MedTreks by email at info@medtreksinternational.com. 

Med Treks International, LLC, an Oregon limited liability company referred to in this Privacy Policy as “MedTreks”, “we,” “us,” or “our.” We are committed to respecting your privacy and protecting your personal information.  In support of our commitment, we developed this privacy policy (together with our Cookie Notice and Controls, collectively, “Privacy Policy”) in order to be transparent about how we collect, use, disclose and safeguard your (and/or the members of your group/traveling party’s) personal information submitted by you at https://medtreks.com/ (“Website”), as well as any other media form, media channel (including, without limitation, email), mobile website, mobile application, or call center, related or connected thereto our Website, regardless of whether they directly display or link to this Privacy Policy (individually, a “connected service”, and collectively, “connected services”).  

Please click the button below to view the complete policy.

SMS Terms and Conditions: By providing your mobile phone number, you consent to receive SMS messages from MedTreks International related to our adventure travel. Message frequency may vary. Standard message and data rates may apply depending on your carrier. You may opt out of receiving SMS messages at any time by replying with “STOP” to any SMS message you receive from us. After opting out, you will receive a confirmation message, and we will cease sending SMS messages to your number. If you need assistance or have questions about our SMS service, reply with “HELP” to any SMS message you receive, or contact our customer support team at 541-205-9980. Your phone number will be handled in accordance with our Privacy Policy. We do not share SMS opt-in consent with any third parties for solicitation purposes.

No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.