Cancellation & Refund Policy

HCL Car Rental

At HCL Car Rental, we understand that travel plans can change unexpectedly. Whether it’s a shift in schedule, an emergency, or a simple change of mind, we aim to offer a cancellation and refund process that is fair, transparent, and customer-friendly. This Cancellation & Refund Policy outlines the terms and conditions under which cancellations, modifications, refunds, or credits may be issued for car rental bookings.

By making a reservation through our website, customer service center, or affiliate partners, you acknowledge and agree to the terms stated below.

  1. General Cancellation Policy
    • Free Cancellation Window
      Most reservations made with HCL Car Rental include a free cancellation period, provided the cancellation is made:
      • Within 24 hours of booking, AND
      • At least 48 hours before the scheduled pickup time
      If both conditions are met, the cancellation is fully refundable with no penalty.
    • Cancellations After the Free Window
      If you cancel your reservation less than 48 hours before the pickup time, cancellation fees may apply based on:
      • Vehicle type
      • Seasonal demand
      • Location
      • Duration of rental
      • Promotional or discounted rates
      Fees typically range between 20%–50% of the total booking amount.
    • No-Show Policy
      A no-show occurs when:
      • You fail to appear at the rental location
      • Vehicle pickup is not completed
      • Required documents or payment method cannot be verified
      No-show reservations are non-refundable, and 100% of the rental amount may be forfeited.
  2. Modifications & Changes to Reservations
    We allow customers to modify:
    • Pickup date
    • Drop-off date
    • Rental duration
    • Vehicle category (subject to availability)
    • Pickup or return location (charges may apply)
    Important Notes on Modifications
    • Price differences due to season, availability, or vehicle type may apply
    • Some promotional or discounted rates cannot be modified
    • Modifications requested less than 24 hours before pickup may not be guaranteed
  3. Refund Eligibility
    • Fully Refundable

      A refund may be issued if:
      • The booking is canceled within the free cancellation window
      • HCL Car Rental is unable to provide the reserved vehicle or an equivalent class
      • Severe weather or emergencies prevent operations
      • Technical issues on our platform result in duplicate charges
    • Partially Refundable

      A partial refund may be issued if:
      • The booking is canceled after the free period but before pickup
      • The vehicle was returned earlier than scheduled*
      *Early return credit is subject to management approval and may exclude discounted rates.
    • Non-Refundable

      Refunds will not be issued if:
      • You fail to provide a valid driver’s license at pickup
      • You do not present a valid credit/debit card for security deposit
      • You appear under the influence of alcohol or drugs
      • You violate rental agreement terms
      • You abandon the rental vehicle
      • You return the vehicle with severe damage or policy violations
  4. Security Deposits
    A refundable security deposit is required for all rentals.
    Deposit Refund Timeline
    • Refunds may take 5–10 business days, depending on your bank
    • Delays may occur on weekends or holidays
    • Additional inspection time may be required for vehicles returned with damage, smoking odor, or excessive dirt
    If deductions are applied for:
    • Damage
    • Fuel discrepancies
    • Traffic violations
    • Toll charges
    • Excessive cleaning
    We will provide a detailed invoice outlining all charges.
  5. Third-Party Bookings
    If your reservation was made through:
    • OTAs (Online Travel Agencies)
    • Travel partners
    • Corporate affiliates
    • Promotional platforms
    Cancellation and refund requests must be processed through the original booking channel.
    HCL Car Rental can assist with verification but cannot override partner-specific policies.
  6. How to Request a Cancellation or Refund
    You may cancel or request a refund through the following:
    • Phone Support
      Speak with our customer support team for immediate assistance.
    • Email Request
      Send your full name, booking ID, pickup date, and reason for cancellation.
    • Online
      Use the “Manage Booking” section on our website to submit a request.
      Refund processing begins as soon as your request is verified and approved.
  7. Special Circumstances & Exceptions
    We may offer leniency or exceptions for:
    • Medical emergencies (with documentation)
    • Flight cancellations or delays affecting pickup
    • Natural disasters
    • Unexpected travel restrictions
    • Death or serious illness in the immediate family
    Each case is reviewed individually at the discretion of HCL Car Rental.
  8. Policy Updates
    This Cancellation & Refund Policy may be updated periodically to reflect:
    • Operational changes
    • Legal requirements
    • Market conditions
    • Customer feedback
    The “Last Updated” date will always show the latest revision.
  9. Our Commitment to You
    At HCL Car Rental, we want every customer to feel confident, valued, and supported throughout their rental experience. Our Cancellation & Refund Policy is designed to be fair, transparent, and easy to understand — providing clarity before, during, and after your trip.

    If you have questions, concerns, or need help understanding your eligibility, our dedicated support team is always here to assist.