Legal

Refund and Cancellation Policy

Version 2026-10-16

Effective Date: [Insert Date] Last Updated: [Insert Date]

This Refund and Cancellation Policy (this "Policy") is part of the Traqhunter Terms and Conditions between you and [Company Legal Name], doing business as Traqhunter ("Traqhunter," "we," or "us"). Capitalized terms not defined here have the meanings given in the Terms.

Why this Policy exists: When a Rider books private land, the Host blocks that date, turns away other Riders, and often prepares the property. This Policy balances fairness to Riders with protection for Hosts' calendars. The key rule is simple: cancel at least 48 hours before your Booking starts for a refund; cancellations within 48 hours are not refundable, subject to the exceptions in this Policy.

You will be asked to agree to this Policy at checkout, and a summary of it will be shown before you pay.

1. How Time Is Measured

All deadlines are measured from the Booking start date and time shown in your Booking confirmation, in the local time zone of the Property. A cancellation is effective when you submit it through the Traqhunter platform (not by message to the Host alone), as shown by our system timestamp.

2. What You Pay

At checkout we display the Total Price, including:

the Booking Price set by the Host;
the Traqhunter Service Fee;
[any payment processing fee, if separately charged]; and
applicable taxes.

All mandatory fees are included in the price we show you before you book.

3. Rider Cancellations – The 48-Hour Rule

3.1 Cancellations 48 Hours or More Before Start

If you cancel at least forty-eight (48) hours before the Booking start time, you will receive a refund of the Booking Price and applicable taxes. [The Service Fee [and payment processing fee] [is / is not] refunded.] [Recommended: refund the Service Fee as well, or limit the non-refundable portion to a clearly disclosed, modest amount — see Review Memo.] Any non-refundable amount will be clearly identified at checkout.

3.2 Cancellations Within 48 Hours of Start

If you cancel, request a modification, or fail to show up less than forty-eight (48) hours before the Booking start time, the Booking is non-refundable, and the Host will receive their payout to compensate for the reserved date. Traqhunter will not issue refunds, credits, or date changes for late cancellations, except as described in Sections 5, 6, 7, and 9 of this Policy or as required by law.

Host goodwill option: A Host may, at the Host's sole discretion, choose to offer a full or partial refund or reschedule a late-cancelled Booking through the platform. Hosts are not obligated to do so.

3.3 Bookings Made Within 48 Hours of Start

If you book less than 48 hours before the start time, the Booking is non-refundable once confirmed, except that you may cancel for a full refund within [1 hour] after booking if the Booking start time is at least [12] hours away. [Business to confirm.]

3.4 Modifications

Requests to change dates, times, or participants made 48 hours or more before the start time may be made through the platform, subject to Host approval and availability. Price differences will be charged or refunded. Modifications requested within 48 hours are treated as late cancellations unless the Host approves them.

4. Weather and Ordinary Trail Conditions

Off-road riding is an outdoor activity, and conditions change. Ordinary weather and trail conditions — such as rain, wind, dust, heat, cold, mud, or snow — are not grounds for a refund within the 48-hour window. If you choose not to attend because of undesirable weather or trail conditions, the 48-hour rule applies. We encourage you to check the forecast before the 48-hour deadline.

This Section does not apply to Severe Conditions (Section 5) or to situations in which the Host closes the Property (Section 6).

5. Severe Conditions and Force Majeure

5.1 What Counts as a Severe Condition

A "Severe Condition" exists when, on the Booking date, the Property is physically inaccessible or unlawful or unreasonably dangerous to use because of an event beyond the Rider's and Host's control, such as:

an active wildfire on or threatening the Property, or a fire-related closure or burn ban covering the Activity;
flooding or washouts that cut off access roads;
extreme weather (for example, a hurricane, tornado, blizzard, or ice storm) that makes the Property or its access roads physically impassable or subject to an official warning or closure;
a government evacuation order, road closure, or declared state of emergency covering the Property's location; or
another catastrophic event of similar severity.

5.2 How We Decide

Traqhunter will determine, reasonably and in good faith, whether a Severe Condition exists, based on available information such as official alerts, Host reports, and evidence you provide (e.g., photos or official notices). Requests must be submitted through the platform before the Booking start time or within [24] hours after it. If you disagree with our decision, you may contact us and, if unresolved, use the dispute-resolution process in the Terms.

5.3 What You Receive

If Traqhunter determines that a Severe Condition exists, you will receive a full cash refund of the Total Price, including the Booking Price, all Service Fees, [any payment processing fee,] and applicable taxes, to your original payment method. You do not need to accept a credit or reschedule.

Optional credit instead of a refund. If you prefer, you may affirmatively elect, through the platform, to receive a Traqhunter credit equal to 110% of the Total Price instead of the cash refund. Credits are issued only if you choose them; if you make no election, you will receive the cash refund. Credits are subject to Section 10.

6. Host Cancellations and Property Unavailability

If a Host cancels a confirmed Booking for any reason — including an emergency, a safety hazard on the Property, or a Severe Condition — or if Traqhunter cancels a Booking because the Listing is suspended (for example, because the Host failed to provide or maintain the insurance required by the Terms), or if the Property is otherwise unavailable as booked:

the Rider will receive a 100% refund of the Total Price, including all Service Fees, to the original payment method;
Traqhunter will make reasonable efforts to help the Rider find a comparable alternative Listing, where available; and
the Host may be subject to cancellation fees, loss of payout, listing demotion, calendar blocking, or account suspension, particularly for repeated or avoidable cancellations, as described in the Host terms.

7. Listing Not as Described; Unsafe or Inaccessible on Arrival

If, on arrival, the Property is materially different from its Listing (for example, the advertised riding area is unavailable or substantially smaller, or Vehicle types listed as permitted are not allowed), you cannot access the Property using the instructions provided, or you encounter a serious, non-obvious hazard that the Host knew about and did not disclose:

Do not ride. Contact the Host and report the issue through the platform within [2] hours after the Booking start time, and before riding at speed, with photos or other supporting information.
Traqhunter will review the report and may contact the Host.
If Traqhunter reasonably determines that the issue is valid, you will receive a full or partial refund proportionate to the issue, or, if you prefer, help rebooking.

Ordinary terrain features, natural hazards, and weather conditions consistent with the Listing and with the inherent nature of off-road riding are not grounds for a refund under this Section.

8. Removal for Rule Violations

If a Rider or a Rider's participants or guests are asked to leave the Property because of a serious violation of the Terms, the Waiver, Host rules, or the law (for example, riding while impaired, unsafe conduct, unregistered participants, or trespassing onto neighboring land), no refund will be provided.

9. Other Refunds

We will promptly refund duplicate charges, charges made in error, and Bookings cancelled by Traqhunter for reasons not caused by the Rider. Nothing in this Policy limits any refund or other right you may have under applicable consumer-protection law.

10. How Refunds and Credits Are Processed

Refunds are issued to the original payment method through Stripe, generally within [5–10] business days after approval. Your bank or card issuer may take additional time to post the refund.
Credits are issued only where you elect them instead of a refund (for example, under Section 5.3) or where a Host chooses to offer them under Section 3.2. Credits are applied to your Traqhunter account, may be used toward any future Booking, are not transferable, and [do not expire] [expire no sooner than five (5) years after issuance], subject to applicable law.
If a refund is issued after the Host has been paid, Traqhunter may recover the corresponding amount from the Host's future payouts, as described in the Host terms.

11. Questions, Billing Disputes, and Chargebacks

Please contact us first. If you believe you were charged incorrectly or are entitled to a refund, contact us at go@traqhunter.com or through the platform. Most issues can be resolved quickly, usually within [3] business days.

Your rights. Nothing in this Policy limits your right to dispute a charge with your card issuer or bank under applicable law (including the Fair Credit Billing Act) or card network rules.

How we respond to disputes. If a charge is disputed, we may provide your card issuer with relevant information about the Booking, including the Booking confirmation, your acceptance of this Policy at checkout, the cancellation timestamp, and communications through the platform. While a dispute is pending, we may temporarily pause your ability to make new Bookings. If a dispute is resolved in our favor, the original charge stands. We may suspend or close accounts involved in disputes that we reasonably determine to be fraudulent or made in bad faith (for example, disputing a charge for a Booking that was used), consistent with the Terms.

12. Governing Law and Disputes

Refund, cancellation, and payment disputes tied to a specific Booking are "Property Disputes" under the Terms and are governed by the laws of the state in which the booked property is located. Disputes about this Policy that are not tied to a specific Booking (for example, a general challenge to how the Policy is applied across accounts) are "Platform Disputes" governed by Wyoming law. All such disputes are subject to the informal resolution, binding individual arbitration (governed by the Federal Arbitration Act, with its seat in [County], Wyoming), small claims, and 30-day opt-out provisions in Sections 20 and 21 of the Terms.

13. Changes to This Policy

We may update this Policy as described in the Terms. The version of this Policy in effect when you made your Booking will apply to that Booking.

14. Contact

[Company Legal Name] (Traqhunter) [Address] Email: go@traqhunter.com