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Terms and Conditions

Effective Date: Jan 1st 1990, Updated January 2, 2026

1. Booking and All-In Pricing

By booking with Wild Heart Adventures Inc, you agree to these Terms and Conditions. In compliance with Canadian provincial regulations, all prices quoted are “All-In.”

  • The price shown at the time of checkout includes all base fares, taxes, fees, and service charges.

  • Prices are subject to change until a deposit or full payment is received.

  • All transactions are processed in Canadian Dollars (CAD) unless otherwise explicitly stated.

2. Travel Documentation & Entry Requirements

It is the sole responsibility of the traveler to ensure they possess valid travel documentation.

  • Identification: For domestic travel within Canada, a valid government-issued photo ID is required. For international travel, a passport valid for at least 6 months beyond your return date is typically required.

  • Visas & Health: You are responsible for obtaining any necessary visas, permits, or vaccinations. We recommend visiting travel.gc.ca for the latest entry requirements.

  • Refusal of Entry: Wild Heart Adventures Inc is not liable if you are denied boarding or entry into a country due to incorrect documentation.

3. Reservations, Payments, and Cancellations

Booking & Payment Terms:

To secure your placement on a Wild Heart Adventures expedition:

  • a 50% Partially refundable deposit is required at the time of booking.
  • The remaining balance must be paid in full no later than 60 days prior to the expedition start date.* failure to pay full amount may lead to your participation being cancelled with no refunds to allow other full paying guests to participate.

  • Payment Methods: We accept Visa and Mastercard via our secure online booking system, or via Interac E-Transfer to trips@kayakbc.com.

  • Confirmation: Upon processing your payment, you will receive a formal booking confirmation, an expedition itinerary, and a link to a comprehensive equipment and clothing list.

Minimum Participant Requirements:

All Wild Heart Adventures expeditions are subject to a minimum number of participants to ensure operational viability and the best group dynamic. We reserve the right to cancel the expedition if the minimum group size is not reached.

  • the minimum requirement for most tours is 4 participants.
  • We will monitor registration levels closely and notify all booked guests no later than 30 days prior to the scheduled departure date.
  • We reserve the right to cancel the expedition at this 30-day mark if the minimum is not reached.

Guest Options

If an expedition is cancelled due to low participation, guests will be offered the following choices:

  • Transfer: Transfer your booking to another departure date in the same season at no additional cost.

  • Full Refund: Receive a 100% refund of all monies paid to Wild Heart Adventures (Minus payment fees of 5%).

  • Private Supplement: In some cases, if the group is small, we may offer the option to run the trip as a “Private/Small Group Expedition” for an additional supplemental fee. This is subject to guide availability and guest agreement.

Minimum numbers Liability Limitation Wild Heart Adventures is not responsible for any “consequential damages” or incidental expenses incurred by the guest due to a low-occupancy cancellation. This includes, but is not limited to, non-refundable airfare, specialized gear purchases, or pre/post-trip hotel reservations. We strongly recommend booking “Cancel for Any Reason” travel insurance to mitigate these risks.

Pricing & Operator Cancellations:

Operating in remote wilderness environments involves fluid logistics. While we strive for price stability, prices are subject to change due to fluctuating permit fees or remote operational costs.

  • Our Right to Cancel: Wild Heart Adventures reserves the right to cancel any expedition due to safety concerns, environmental hazards, or failure to meet minimum participant requirements.

  • Refunds: If we cancel an expedition, you will be offered a transfer to a rescheduled date. If you are unable to reschedule, a 100% refund will be issued (minus Admin costs of 5% of refund amount).

Guest Cancellation Policy:

All cancellation requests must be submitted in writing. As we commit resources and staff long before departure, the following fees apply:

  •  Wild Heart Adventures does not provide refunds for cancellations caused by personal illness, injury, accidents, natural disasters (including wildfire or smoke), Pandemics, or changes in global/domestic travel restrictions.

Cancellation Schedule:

  • 60+ Days’ Notice: Full refund minus a $250 CAD administration fee per person.

  • 31–59 Days’ Notice: 50% refund minus a $250 CAD administration fee per person. 50% credit toward a future tour (valid 1 year).

  • 30 Days or Less: No refund will be issued. (Insurance claim recommended). *However, if you are able to find a replacement guest to fill your exact slot, a refund may be processed (less the $250 CAD administration fee).

4. Travel Insurance Recommendation

Mandatory Insurance & Liability Limitations: Wild Heart Adventures does not provide refunds for cancellations caused by personal illness, injury, accidents, natural disasters (including wildfire or smoke), Pandemics, or changes in global/domestic travel restrictions.

 Wild Heart Adventures Inc strongly recommends the purchase of comprehensive travel insurance, including Trip Cancellation, Interruption, and Emergency Out-of-Province Medical coverage. Standard provincial health plans (e.g., OHIP, MSP) may not cover all costs incurred outside your home province. These policies protect your investment in the event of unforeseen circumstances.

Recommended Providers: BCAA or World Nomads.

5. Wildfire, Smoke, and Environmental Policy

At Wild Heart Adventures, the safety of our guests and staff, as well as the quality of your wilderness experience, are our highest priorities. Operating in the British Columbia wilderness means we are subject to natural environmental factors, including wildfires and varying Air Quality Health Index (AQHI) levels.

Operational Decisions & Safety

Expeditions will proceed as scheduled unless Wild Heart Adventures determines that conditions pose an unacceptable safety risk. Decisions are based on:

  • BC Wildfire Service active evacuation orders or alerts.

  • Parks Canada or BC Parks area closures.

  • Environment Canada air quality advisories that exceed safe levels for physical exertion.

Itinerary Alterations

In the event of localized fires or smoke, Wild Heart Adventures reserves the right to:

  • Modify the route or paddling destination to a safer, clearer area.

  • Alter the daily activities to reduce physical exertion during moderate smoke levels.

  • Change the launch or extraction points as required by local authorities.

  • Note: No refunds or credits are provided for itinerary changes if the expedition still proceeds.

Cancellation by Wild Heart Adventures

If we are forced to cancel an expedition entirely due to direct fire threats or government-mandated area closures:

  • Guests will receive a Full Trip Credit valid for 2 years, or the option to reschedule to a later date in the current season (subject to availability).

  • Wild Heart Adventures is not responsible for any secondary costs incurred by the guest, such as non-refundable airfare, hotel bookings, or car rentals.

Cancellation by the Guest (Smoke/Air Quality)

If the expedition is deemed safe to proceed by our guides, but a guest chooses not to participate due to personal concerns regarding air quality, smoke visibility, or “unpleasant” conditions:

  • Our standard Cancellation Policy applies (No refund within 30 days).

  • We highly recommend that guests with respiratory conditions (such as asthma) consult their physician and ensure their Travel Insurance specifically covers “Cancel for Any Reason” or “Environmental Disruptions.”

Travel Insurance Warning

Standard travel insurance often does not cover “smoke” unless there is a physical evacuation or a medical emergency. We strongly advise guests to verify with their insurance provider (e.g., BCAA, TuGo, or World Nomads) that their policy covers wildfire-related trip interruption.

6. Force Majeure & Industry Disruptions

 Wild Heart Adventures Inc shall not be liable for failure to provide services due to “Force Majeure” events, including but not limited to: natural disasters, pandemics, government travel advisories, or labor strikes. In such cases, we will act as your advocate to secure credits or refunds from third-party suppliers (airlines, hotels), but we cannot guarantee their policies.

7. Consumer Protection & Compensation Funds

Depending on your province of residence and our registration, your purchase may be protected by:

  • Ontario: The TICO Compensation Fund.

  • Quebec: The Compensation Fund for Customers of Travel Agents (FICAV).

  • British Columbia: Consumer Protection BC.

  • Note: These protections generally apply only if the travel service provider becomes insolvent.

8. Privacy and Data (PIPEDA)

Your personal information is collected, used, and disclosed in accordance with the Personal Information Protection and Electronic Documents Act (PIPEDA). We only share your data with third-party suppliers necessary to fulfill your travel arrangements.