Rocky Train Vacations - Terms & Conditions
rockytrain.com is a division of Canada Rail Vacations Inc.
Please review the Terms and Conditions carefully, as they contain important information regarding booking policies, payment requirements, cancellations, and travel responsibilities. By proceeding with a reservation, guests acknowledge acceptance of these terms. If any details are unclear, clarification is recommended prior to booking to ensure a full understanding of the policies governing the tour experience.
For assistance, call 1 888 949 3585 or email [email protected].
1. General Terms and Conditions
Please read the following information carefully. These terms constitute an agreement between you and Rocky Train Vacations (a division of Canada Rail Vacations Inc.). By booking, clicking the consent form, and making payment, you agree to these terms. This applies to guests booking directly, through an agent, or on behalf of others.
2. Website Prices
All prices are quoted in US Dollars (USD). Pricing is dynamic and subject to change without notice until a deposit is processed and an invoice is issued. Once confirmed, bookings are not eligible for subsequent promotions.
3. Payments and Exchange Rates
Payments must be made in US Dollars. While we do not charge merchant or credit card fees, your bank may apply foreign transaction fees if you are paying from outside the US. Credit card charges are processed in USD; any currency conversion is handled by your provider at their current rate.
4. Tour Inclusions
Unless specified, prices do not include travel insurance, gratuities, beverages, meals not listed, room service, hotel incidentals, or personal items. Customizations are available through our Vacation Planners.
5. Possible Alterations
We reserve the right to modify or cancel services if necessary. In such cases, we provide the best available alternative and refund any price difference. Fares, schedules, and itineraries are subject to change without notice due to external factors.
6. Liability and Suppliers
Rocky Train Vacations acts as an agent for airlines, hotels, and rail operators like Canyon Spirit and Rocky Mountaineer. We choose reputable suppliers but do not have direct control over them. We are not responsible for their acts, omissions, or any loss/damage arising from their services.
7. Force Majeure
We are not liable for performance delays caused by acts of God, strikes, weather, traffic, or other causes beyond our control. This includes train cancellations or disruptions.
8. Passport and Visa Requirements
- Passports: Travelers from outside the US (including Canada) require a valid passport.
- Visas: Guests are responsible for obtaining correct documentation. We are not liable for entry refusal due to inadequate paperwork.
9. Luggage Policy
- Canyon Spirit & Rocky Mountaineer: Limit of two suitcases per person (max 30 kg / 66 lbs total). No single piece may exceed 23 kg (50 lbs).
- Carry-on: Keep medications and essentials with you, as checked luggage is not accessible during the rail journey.
- Delays: Rail travel is subject to freight traffic; we recommend not booking flights on the same day as train disembarkation.
10. Payment Policies
- Deposit: Required at time of booking via Visa, MasterCard, American Express, or Discover.
- Final Payment: Due 70 days prior to departure. If not received 60 days prior, the reservation may be cancelled.
- Refunds: All deposits and final payments are non-refundable.
11. Interim and Accidental Payments
Additional payments, Interim Payments, and early Final Payments made toward your trip balance after your non-refundable deposit are refundable, less a 10% processing fee, up until the final payment due date (70 days prior to departure). Accidental overpayments or payments made using the wrong credit card are also refundable, less a 10% processing fee.
*To qualify for Interim Payments or Payment Plans, each payment must be equal to or greater than your initial deposit amount.
12. Cancellation and Changes
Cancellations must be sent in writing to [email protected].
- 71+ days: Loss of deposit.
- 0-70 days: 100% non-refundable. Changes to non-rail components (dates, lodging, etc.) are handled case-by-case and may incur supplier fees plus a $500 USD change fee per person if within the restricted window.
13. Insurance
We highly recommend purchasing travel insurance to protect your investment. Rocky Train Vacations does not provide insurance directly; please use a provider of your choice.
14. Travel Documentation
Documents are sent via email as a PDF approximately three to four weeks before departure, provided final payment is clear.
15. Rail Connections
Arrive at pick-up locations early. Please arrive at your predetermined pick-up location on time in accordance with your travel documentation to ensure that you have time to check in and have your luggage checked. We strongly recommend that you do not make your own independent travel arrangements, such as, but not limited to, flights, cruises, or other modes of transportation to another location on the day/night of train arrival at your destination, as rail travel is subject to significant delays. We are not responsible for missed connections (flights, cruises, etc.) booked on the same day as train arrival due to potential unforeseen rail delays.
16. Gift Certificates/Cards
Rocky Train Vacations may, from time to time, offer gift cards or gift certificates for use toward the purchase of rail vacation packages, rail-only bookings, or other services offered through our website (the “Gift Card” or “Gift Cards”). By purchasing or redeeming a Gift Card, you agree to the following terms.
No Expiry Dates: Gift Cards issued by Rocky Train Vacations do not expire. The full value of a Gift Card remains available for use until it has been completely redeemed, regardless of the amount of time that has passed since the date of purchase.
No Fees: Rocky Train Vacations does not charge purchase fees, account maintenance fees, inactivity fees, or any other fee that would reduce the value of a Gift Card over time.
Redemption: Gift Cards may be applied toward the cost of any tour package, rail-only booking, or other service available through Rocky Train Vacations, subject to availability. If the cost of a booking exceeds the value of the Gift Card, the balance owing must be paid using another accepted method of payment. If the value of the Gift Card exceeds the cost of a booking, the remaining balance will stay on the Gift Card for future use.
Gift Cards cannot be redeemed for cash, exchanged for cash, or applied as payment toward an existing credit account, except where required by law.
Non-Refundable: Gift Cards are considered a form of payment once purchased and are non-refundable, in keeping with our general Refund Policy described in section 10 above. Please consider your purchase carefully before buying a Gift Card as a gift or for personal use.
Lost or Stolen Gift Cards: Rocky Train Vacations is not responsible for Gift Cards that are lost, stolen, or used without your authorization, in the same manner that we are not responsible for lost cash.
Provincial and State Requirements: Canada Rail Vacations/Rocky Train Vacations applies the practices described above, no expiry dates and no fees that reduce card value, to all Gift Cards it issues, regardless of the province, state, territory, or country in which the purchaser resides. This is intended to meet or exceed the requirements of any applicable Consumer Protection Acts and Gift Card Regulations, as well as similar consumer protection legislation in other Canadian provinces and, where applicable, in the United States. Nothing in this section limits any additional rights a purchaser may have under the law of their home jurisdiction.
Privacy Policy – Rocky Train Vacations
Last updated: September 4, 2026
Rocky Train Vacations, a division of Canada Rail Vacations Inc. (“Rocky Train Vacations,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, disclose, and protect personal information in connection with our business, websites, and travel services.
This policy applies to visitors to and customers of our websites, including rockytrain.com (the “Site”), and to individuals whose personal information we receive in connection with travel services booked or arranged through us.
If you have questions about this Privacy Policy or our handling of personal information, please contact us using the information provided in Section 13.
1. Information We Collect
1.1 Information You Provide
We collect personal information that you provide to us when you inquire about, book, or use our travel services, communicate with us, or otherwise interact with us.
Depending on the nature of your interaction with us, this may include:
• Contact information: name, email address, telephone number, and mailing address
• Booking and travel information: travel dates, trip preferences, passenger information, and other information needed to arrange and provide your travel services
• Special travel requirements: information you choose to provide regarding dietary requirements, accessibility or mobility needs, and other special requests related to your travel
• Communications: information contained in emails, text messages, website forms, telephone communications, booking notes, and other customer-service communications
• Marketing preferences: information about your marketing preferences and interactions with our communications, including email and SMS opt-in/opt-out status
When a booking includes other passengers, we may receive personal information about those passengers from the person making the booking, a Travel Agent, or another authorized representative acting on behalf of the customer.
We may also receive personal information from Travel Agents who make bookings or inquiries on behalf of their clients. We use this information as reasonably necessary to communicate with the customer or their representative and to arrange and provide the requested travel services.
1.2 Payment Information
Payments made through our Site are processed by third-party payment providers.
Payment information is entered directly into the applicable payment-processing system. We do not receive or store customers’ full payment card numbers or other complete payment-card credentials on our own systems.
1.3 Information Collected Automatically
When you visit or use our Site, we and our service providers may automatically collect technical and usage information about how you interact with the Site.
This may include information about your device, browser, operating system, pages viewed, interactions with the Site, approximate geographic location, and other technical or usage information.
We use cookies and similar technologies for essential website functions, analytics, advertising, and campaign attribution.
Non-essential cookies and similar technologies are activated in accordance with your cookie preferences. For more information about the specific cookies and similar technologies used on our Site, their purposes, and durations, please see our Cookie Policy:
https://rockytrain.com/terms/#cookies
1.4 Information Submitted Through Our Website
Depending on the nature of your inquiry or request, information submitted through our website forms may include your name, email address, telephone number, and relevant travel or booking information.
Information submitted through our website forms may be retained in our business systems where reasonably necessary to respond to your inquiry, administer a booking, provide customer service, maintain business records, or otherwise operate our business.
We do not intentionally collect personal information from individuals who have no direct or authorized interaction with Rocky Train Vacations. However, personal information relating to additional passengers may be provided to us as part of a booking by the primary customer, a Travel Agent, or another authorized representative.
2. How We Use Your Information
We use personal information for purposes that are reasonably necessary to operate our business, provide and improve our travel services, communicate with customers, and meet our legal and regulatory obligations.
Depending on the circumstances, we may use your information to:
• Process and manage bookings and travel arrangements
• Provide customer service and respond to inquiries
• Communicate with you about your travel, including confirmations, travel documents, itinerary information, changes, cancellations, delays, and other service-related matters
• Send trip-related text messages, such as departure reminders and en-route rail schedule updates, to guests who have opted in
• Coordinate with travel suppliers as necessary to provide your requested services
• Process payments and related transactions
• Send marketing communications where permitted by applicable law
• Market our own travel services and, where applicable, those of companies within our corporate group, including Canada Rail Vacations Inc.
• Measure and improve our marketing and advertising activities
• Analyze and improve our Site, services, and user experience
• Maintain business and financial records
• Protect our business, Site, systems, and legal rights
• Prevent fraud, misuse, and other unauthorized activity
• Comply with applicable legal and regulatory requirements
• Establish, exercise, or defend legal claims
We do not use personal information for purposes unrelated to those described in this Privacy Policy unless permitted or required by law, or where we otherwise obtain any consent required by applicable law.
3. Legal Basis for Processing for European Economic Area and United Kingdom Visitors
If you are located in the European Economic Area (EEA) or United Kingdom and applicable data protection law applies to our processing of your personal data, we process personal data on one or more of the following legal bases, depending on the circumstances:
• Contract: where processing is necessary to enter into or perform a contract with you, including arranging and providing requested travel services
• Legal obligation: where processing is necessary to comply with applicable legal or regulatory requirements
• Consent: where we request your consent for a particular processing activity, including certain non-essential cookies, SMS communications, and marketing activities
• Legitimate interests: where processing is reasonably necessary for our legitimate business interests and those interests are not overridden by your rights and interests
Our legitimate interests may include operating and improving our business and Site, communicating with existing customers, preventing fraud, protecting our business and legal rights, maintaining business records, and improving our services.
Where we rely on consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
We do not use personal information to make decisions about customers entirely through automated processing where those decisions produce legal or similarly significant effects on the individual.
4. Third Parties We Share Information With
We do not sell personal information.
We may disclose personal information to third parties where reasonably necessary to operate our business, provide requested travel services, process transactions, communicate with customers, operate and improve our Site, conduct our own marketing, protect our business, or comply with applicable law.
Depending on the circumstances, these third parties may include:
• Payment and financial service providers
• Website, technology, hosting, security, analytics, and advertising service providers
• Email and SMS marketing/notification service providers
• Rail operators (including Canyon Spirit and Rocky Mountaineer), hotels, tour operators, transportation providers, and other travel suppliers involved in fulfilling your booking
• Companies within our corporate group, including Canada Rail Vacations Inc.
• Professional advisers and other business service providers
• Government authorities, courts, regulators, and law enforcement where required or permitted by law
Travel suppliers receive information only as reasonably necessary to provide the services included in your itinerary.
We do not provide customer information to unrelated third parties for their own independent marketing purposes.
5. International Processing and Transfers
Rocky Train Vacations is based in Canada and serves customers from Canada, the United States, and other countries.
Some of our service providers, travel suppliers, and other recipients of personal information may be located outside Canada. As a result, personal information may be transferred to, stored in, or processed in countries other than Canada, which may have different privacy laws.
Where required by applicable law, we use appropriate safeguards for international transfers of personal information.
If you require additional information about international processing, you may contact us using the information provided in Section 13.
6. Data Retention
We retain personal information for as long as reasonably necessary for the purposes for which it was collected and for other purposes permitted or required by applicable law.
We may retain personal information for periods necessary to:
• Provide and administer our services
• Maintain business, accounting, tax, and other required records
• Resolve disputes and address customer-service matters
• Establish, exercise, or defend legal claims
• Maintain records of marketing preferences, SMS opt-in/opt-out status, and unsubscribe requests
• Comply with applicable legal and regulatory requirements
When personal information is no longer reasonably required, we take reasonable steps to delete, destroy, or anonymize it, subject to applicable legal and business requirements.
7. Marketing & Trip Communications
7.1 Email Marketing
We may send marketing communications about our travel services and, where applicable, services offered by companies within our corporate group.
We may send marketing communications where permitted by applicable law, including to individuals who have subscribed to our marketing communications and, where permitted, existing or former customers.
We do not provide our customer or marketing lists to unrelated third parties for their own independent marketing.
Marketing emails include an unsubscribe mechanism. You may opt out of marketing communications at any time.
We retain information necessary to maintain your marketing preferences and honour unsubscribe requests.
Transactional and service-related communications, such as booking confirmations, travel documents, itinerary updates, and operational notices, may continue regardless of your marketing preferences where they are necessary to provide or administer services you have requested.
We comply with applicable anti-spam and electronic-marketing requirements.
7.2 Text Messages (SMS)
If you provide your mobile number and opt in, we use it to send trip-related text messages, such as departure reminders, rail schedule updates, and en-route notifications during your travel. Message and data rates may apply, and message frequency will vary depending on your itinerary.
Your mobile number and SMS consent status are not shared with third parties for their own marketing purposes; they are used only to deliver the messages described above and, where necessary, by our SMS service provider to transmit those messages on our behalf.
You may withdraw consent at any time by replying STOP to any message or by contacting us using the information in Section 13. Opting out of text messages does not affect your booking or your receipt of email or other trip-related communications.
8. Your Privacy Rights
Depending on where you live and which privacy laws apply to our processing of your personal information, you may have certain rights regarding your personal information.
These may include:
• Access: requesting access to personal information we hold about you
• Correction: requesting correction of inaccurate or incomplete information
• Deletion: requesting deletion of personal information where applicable
• Restriction or objection: requesting that certain processing be restricted or objecting to certain processing
• Portability: requesting your personal information in a portable format where applicable
• Withdrawal of consent: withdrawing consent where processing is based on consent, including for SMS or email marketing
• Marketing preferences: opting out of marketing communications
• Complaint: making a complaint to the applicable privacy or data-protection authority
These rights are subject to applicable legal conditions and exceptions.
Canada
Rocky Train Vacations, as a division of Canada Rail Vacations Inc., is based in Alberta and is subject to Alberta’s Personal Information Protection Act (PIPA), as applicable.
PIPA governs the collection, use, and disclosure of personal information by private-sector organizations in Alberta. Federal privacy legislation may also apply to certain activities involving personal information.
Under applicable Canadian privacy law, individuals may have rights to access and correct their personal information and to raise concerns about the collection, use, or disclosure of their information.
If you have a privacy concern that we are unable to resolve, you may contact the Office of the Information and Privacy Commissioner of Alberta or another applicable privacy regulator.
European Economic Area and United Kingdom
If applicable European or UK data-protection law applies to the processing of your personal data, you may have additional rights under that legislation, including rights relating to access, correction, deletion, restriction, objection, portability, withdrawal of consent, and complaints to the applicable supervisory authority.
Australia
If Australian privacy law applies to our processing of your personal information, you may have rights under the Australian Privacy Principles and other applicable provisions of the Privacy Act 1988, including rights relating to access, correction, and privacy complaints.
United States
If you are located in the United States, you may have additional privacy rights depending on the state in which you reside and the laws that apply to our processing of your personal information.
These may include rights relating to access, correction, deletion, information about the use or disclosure of personal information, and opting out of certain forms of targeted advertising or other processing.
We do not sell personal information for monetary consideration. Certain uses of advertising and tracking technologies may, however, be treated as “sale,” “sharing,” or targeted advertising under some state privacy laws.
Where applicable, you may exercise available opt-out rights through our cookie-consent tool or by contacting us. Text message opt-outs are handled separately as described in Section 7.2.
Exercising Your Rights
To exercise a privacy right or make a privacy-related request, please contact us using the information provided in Section 13.
We may request information reasonably necessary to verify your identity and protect against unauthorized access to personal information.
We will review and respond to requests in accordance with applicable law.
9. Cookies and Similar Technologies
We use cookies and similar technologies to operate our Site, understand how it is used, improve our services, and support advertising and marketing activities.
We use the following general categories:
• Essential: technologies necessary for the operation, security, or functionality of the Site
• Statistics: technologies used to understand website usage and improve our Site and services
• Marketing: technologies used for advertising, remarketing, conversion tracking, and campaign attribution
Non-essential cookies and similar technologies are activated only in accordance with your cookie preferences.
You may change or withdraw your consent to non-essential cookies through our cookie-consent tool.
For information about the specific cookies and similar technologies used on our Site, including their purposes and durations, please see our Cookie Policy:
The use of cookies and similar technologies by third parties may also be subject to those parties’ own privacy policies.
https://canadarail.ca/terms/#cookies
10. Data Security
We take reasonable technical and organizational measures appropriate to the circumstances to protect personal information against loss, theft, unauthorized access, use, disclosure, alteration, or destruction.
Payment-card information is processed through third-party payment providers, and we do not store customers’ full payment-card numbers on our own systems.
We limit access to personal information to those who require it for legitimate business purposes.
Where we become aware of a privacy or security incident involving personal information, we assess the circumstances and take reasonable steps to respond, including providing notifications where required by applicable law.
Although we take reasonable measures to protect personal information, no method of transmission or electronic storage can be guaranteed to be completely secure.
11. Children’s Privacy
Our Site and services are not directed to children.
Children may be included as passengers in travel bookings made by a parent, guardian, Travel Agent, or other authorized representative. In these circumstances, we may receive personal information about a child where necessary to arrange and provide the requested travel services.
We do not knowingly permit children to independently create accounts, make bookings, or opt in to text or email communications through our Site.
If we become aware that personal information has been collected directly from a child in circumstances where appropriate authorization or consent was required, we will take reasonable steps to address the situation in accordance with applicable law.
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes to our business, information-handling practices, applicable laws, or other circumstances.
When we make changes, we will update the “Last updated” date at the top of this policy.
We encourage you to review this Privacy Policy periodically.
13. Contact Us
If you have questions about this Privacy Policy, wish to exercise a privacy right, or have a concern about how we handle your personal information, please contact us.
Rocky Train Vacations
A division of Canada Rail Vacations Inc.
1400 Kensington Road NW
Calgary, Alberta
Canada
Email: [email protected]
Telephone: 1 403 457 4280
When making a privacy request, please provide sufficient information for us to understand your request and locate the relevant personal information. We may request information reasonably necessary to verify your identity.
We will review and respond to privacy requests in accordance with applicable law.
Essential
Essential cookies enable basic functions and are necessary for the proper function of the website.
| Name | Description | Duration |
|---|---|---|
| wpconsent_preferences | This cookie is used to store the user's cookie consent preferences. | 30 days |
PixelYourSite
| Name | Description | Duration |
|---|---|---|
| gp_easy_passthrough_session | Maintains session information required for plugin functionality. | Session |
Uncode
Cookies and related technologies used by website to provide essential website functionality, maintain visitor preferences, and support the proper operation and presentation of the website.
| Name | Description | Duration |
|---|---|---|
| uncode_privacy[consent_types] | Stores the visitor's selected privacy and cookie consent preferences for the website. | 1 year |
Statistics
Statistics cookies collect information anonymously. This information helps us understand how visitors use our website.
Google Analytics
Google Analytics is a powerful tool that tracks and analyzes website traffic for informed marketing decisions.
Learn more| Name | Description | Duration |
|---|---|---|
| __utmv | Contains custom information set by the web developer via the _setCustomVar method in Google Analytics. This cookie is updated every time new data is sent to the Google Analytics server. | 2 years after last activity |
| __utmx | Used to determine whether a user is included in an A / B or Multivariate test. | 18 months |
| _ga | ID used to identify users | 2 years |
| _gali | Used by Google Analytics to determine which links on a page are being clicked | 30 seconds |
| _ga_ | ID used to identify users | 2 years |
| _gid | ID used to identify users for 24 hours after last activity | 24 hours |
| _gat | Used to monitor number of Google Analytics server requests when using Google Tag Manager | 1 minute |
| _gac_ | Contains information related to marketing campaigns of the user. These are shared with Google AdWords / Google Ads when the Google Ads and Google Analytics accounts are linked together. | 90 days |
| __utma | ID used to identify users and sessions | 2 years after last activity |
| __utmt | Used to monitor number of Google Analytics server requests | 10 minutes |
| __utmb | Used to distinguish new sessions and visits. This cookie is set when the GA.js javascript library is loaded and there is no existing __utmb cookie. The cookie is updated every time data is sent to the Google Analytics server. | 30 minutes after last activity |
| __utmc | Used only with old Urchin versions of Google Analytics and not with GA.js. Was used to distinguish between new sessions and visits at the end of a session. | End of session (browser) |
| __utmz | Contains information about the traffic source or campaign that directed user to the website. The cookie is set when the GA.js javascript is loaded and updated when data is sent to the Google Anaytics server | 6 months after last activity |