Paperwork

Refund Policy

Application fee — ₹500

Non-refundable. The fee covers the cost of reviewing your application and is charged for that review, not for a seat. It is not a deposit: it is not returned if you are not selected, and it does not adjust against the trip fee if you are. Do not apply unless that is acceptable to you.

Trip fee — after selection

• Cancellation more than 30 days before departure: 80% refund.
• 15 to 30 days before departure: 50% refund.
• Under 15 days: no refund — your seat is held and cannot be resold in time.
• Departure cancelled by us for any reason: 100% of the trip fee refunded within 7 working days. The ₹500 application fee is not included.

Fest force majeure

If a fest cancels or shifts dates, the departure shifts with it. You choose: move with the new dates, transfer to any open departure, or take a full refund of the trip fee.

Refund timelines depend on your bank once Razorpay releases funds. Summary only — the signed terms at payment govern.

Terms of Travel

Eligibility & ID

18–26 years. Government ID plus college ID or degree checked at boarding. Details that don't match your application void the seat, no refund.

Conduct

The Trip Captain's call is final on the ground. Behaviour that endangers the group — yours or anyone's safety — ends your trip on the spot, at your own cost home. Illegal substances end it faster.

Schedule

Published itineraries are the plan; weather, fests and India get votes too. Equivalent substitutions may occur. Evening plans stay sealed until departure by design.

Liability

We run verified stays, licensed transport, a written emergency protocol and carry a first-aid kit plus a charged phone. Personal belongings remain your responsibility. Travel insurance is offered at payment; take it.

Summary only — the signed terms issued with your selection email govern.

Privacy

Who holds your data

ROITCOVE VENTURES LLP, LLPIN ACZ-2215, India, trading as AS SCHEDULED. We are the data fiduciary for everything described below.

What we collect, and when

When you apply for a departure: your name, phone number, gender, age, state, occupation, college, the departure you chose, and — if you fill them in — your Instagram handle and your answer to why you want to come. We do not ask for your email address at this stage and we do not ask for a photograph.

When you write to us: your name, email, phone and message. When you propose a collaboration: your name, organisation, email, phone, and the details of what you are proposing. When you join the mailing list: your email address, the preference you select, and the date you consented.

Identity documents

Some departures require a government photo ID and a college ID. We need the first to book rail travel in your name — the name on the ticket has to match the ID you travel with — and the second to confirm you are a student, which the host campus checks on entry. Masked Aadhaar is ideal; passport, driving licence and voter ID are equally acceptable.

Where a departure asks for them, they are part of the application. Where it does not, they are requested only after you are accepted. Either way they are stored in a private, access-controlled store, are never public, and are deleted after the trip ends — see Retention below. You can ask us to delete them sooner. For departures we run with a partner festival, that festival can view them too; see below.

What we use it for

Selecting applicants, booking your travel and accommodation, reaching you before and during the trip, and meeting our legal and tax obligations. Nothing else. We do not sell your data, we do not share it for advertising, and we do not add you to a mailing list you did not ask to join.

Who else processes it

Supabase (database and document storage), Vercel (hosting), Resend (email delivery), and Google Sheets (an operational copy of applications for the departures described below) process data on our behalf under contract. Google Analytics receives anonymous usage statistics as described below. Rail and hotel bookings require passing your travel details to the relevant operator. Some of these providers process data outside India.

Departures we run with a partner festival

Some departures are run in partnership with the festival itself. PULSE 2026 at AIIMS New Delhi is one. If you apply to a departure like that, your application is shared with the festival — by email as it arrives, and in a spreadsheet they can read that stays up to date. They admit you to their campus and their event, so they are told who is coming, however you found us.

We share, on an ongoing basis: your name, phone number, age, gender, state, occupation, college, Instagram handle if you gave one, what you wrote in your application, which plan you chose, the amount due, the payment reference you entered, whether we have accepted you, and the documents you upload — your government photo ID, your college ID and your payment screenshot.

The festival can view those documents because both of us have to be satisfied that the person arriving at the gate is the person who applied. They are shown through links that expire rather than as copies handed over, the festival cannot alter any record, and every view is logged against the person who opened it.

This is a disclosure to a separate organisation, not processing on our behalf: once the festival holds your details they are responsible for them, and their own handling is outside our control.

It applies only to partnered departures. If you apply to one we run on our own, nothing about you goes to any festival. If you would rather it did not happen at all, do not apply to a partnered departure — we cannot take you to a festival without telling the festival you are coming. You can ask us at any time what has been shared about you.

Cookies and analytics

We use Google Analytics 4 to count visits and see which pages lead to applications. It sets cookies in your browser and records pages viewed, approximate location from your IP address, and which buttons were pressed. Your IP is anonymised before it is stored.

We never send your name, phone number, answers or documents to Google. The only details attached to an analytics event are which departure a button referred to and which part of the site it sat on. Browser-level tracking protection or an ad blocker will stop this entirely, and the site works normally without it.

Retention

Applications that are not selected: deleted within 90 days of the decision. Selected travellers: kept for the season for operations and for as long as tax and accounting law requires, then archived. Identity documents: deleted after the departure ends, and sooner if you ask. Mailing list: until you unsubscribe. Enquiries and collaboration proposals: two years.

For partnered departures there is a second copy, in the shared spreadsheet described above. Deleting your application from our database does not remove it from there, so a deletion request means clearing both — we do that, and we will confirm when it is done. We cannot delete anything the festival has already copied elsewhere; ask them directly for that.

Your rights

You can ask for a copy of what we hold, ask us to correct it, ask us to delete it, and withdraw consent you have given. Withdrawing consent for identity documents after you have been accepted may mean we cannot book your travel, but you are entitled to do it.

Write to info@asscheduled.com. We answer within 7 working days. If we have not resolved it to your satisfaction you may complain to the Data Protection Board of India.

Age

You must be 18 or over to apply. We do not knowingly collect data from anyone younger. If you believe we hold a minor's data, tell us and we will delete it.

Controller: ROITCOVE VENTURES LLP · LLPIN ACZ-2215 · India.