Cancellation Policy
  • For packages, the policy should be placed on each package page (a part of the description).
  • For custom tours (dedicated page contains the policies only), the content should match the DocuSign version.

1. Down Payment Services and Purchases

  1. This invoice is only for determining the deposit. While we strive to make this invoice as accurate as possible in terms of main services like car hire and TC/RE, we will plan your itinerary and calculate the actual price for your tour later during the planning stage.
  2. Subject to the addition of entrance fees, rental fees, and dining fees, as determined after discussion during the planning stage, if applicable.
  3. Unless reservations are made during the Guest Relations Stage, details for Group Purchases (II) and Accommodations (III) will be listed as 'To Be Determined' (TBD) and excluded from the down payment calculation. The pricing for these will only be written as notes. The final price will be finalized after further discussion with our Planning and Operations Team.
  4. Hotel availability and rates may change depending on the time of reservation.
  5. You may need to pay for the accommodations, transportation fees, and meals of the Travel Companion or Region Expert and/or driver, depending on the situation.
  6. 10% tax is included in the price.

2. Final Payment Services and Purchases

  1. Certain expenses like entrance fees, rental fees, and dining costs, payable on the tour day, are not included in this invoice and must be paid by clients directly.
  2. Hotel availability and rates may change depending on the time of reservation.
  3. The invoice and pricing provided on the I. Group Services are itemized based on hourly or kilometer rates. Please note that additional charges and an updated invoice will be issued for any extensions during the tour, including those due to circumstances such as crowded tourist spots or traffic, for which JAPAN PRIVATE TOUR cannot be held responsible.
  4. Please be aware that for Category I: Group Services, vendors are booked based on the itemized hours or kilometers, and for Categories II: Group Purchases and III: Accommodations, items are reserved and purchased as per the invoice. Consequently, any unused hours or parts of the service will not be eligible for a refund, regardless of the reason. This is because the services are booked in accordance with the invoice, and we are obligated to pay the vendors for the full booking, even if the services are not fully utilized.
  5. 10% tax is included in the price.

3. Cancellation and Refund Policy

  1. Cancellation requests must be submitted in writing and will take effect from the date received by the travel company.
  2. Cancellation fees for Group Services:
    • After arrangements/payment until Eleven days before arrival: 50% refund of the total amount for Group Services, excluding the non-refundable handling fee. (No refund will apply for II. Group Purchases and III. Accommodation).
    • Ten days before arrival: 20% refund of the total amount for Group Services, excluding the non-refundable handling fee. (No refund will apply for II. Group Purchases and III. Accommodation).
    • Five days before arrival: No refund. (No refund will apply for II. Group Purchases and III. Accommodation).
  3. The handling fee is non-refundable under any circumstances.
  4. The company reserves the right to cancel or reschedule any tour or arrangement due to unforeseen circumstances or insufficient bookings, offering alternative options or a full refund.

4. Changes and Amendments

  1. Changes or amendments to bookings are subject to availability and may incur additional fees.
  2. Changes after payment may be considered as cancellations, with corresponding fees applied.

5. Postponement Policy

  1. Postponement requests are subject to the terms of our cancellation policy. The funds eligible for postponement are determined based on the cancellation fee applicable at the time of the postponement request.
  2. Eligibility for Postponement:
    • After arrangements/payment until eleven days before arrival: For postponement requests made more than Eleven days prior to arrival, 50% of the funds from Group Services (excluding the handling fee) can be used for a trip postponed to a date within six months of the original arrival date.
    • Ten days before arrival: For requests made within this period, 20% of the funds from Group Services (excluding the handling fee) can be used for a postponed trip.
    • Five days before arrival: Postponement requests made within five days before the arrival date are not eligible for any fund retention, and thus, no funds can be used for a postponed trip.
  3. Non-Eligibility for Certain Services: No postponement will apply for II. Group Purchases, III. Accommodation, or handling fees. Funds allocated to these services are non-transferable and non-refundable under the postponement policy.

6. Liability

  1. The travel company acts as an intermediary between clients and suppliers (e.g., airlines, hotels, tour operators) and is not liable for any injury, loss, damage, accident, delay, or irregularity caused by these suppliers.
  2. Clients are responsible for acquiring necessary travel documents and complying with Japan's laws, regulations, and requirements.

7. Travel Insurance

  1. Clients are strongly advised to purchase travel insurance for protection against unforeseen circumstances related to trip cancellations, delays, personal belongings loss/damage, medical emergencies, etc.

8. Application of Cancellation Policy Under All Circumstances

The cancellation policy as outlined in this agreement applies to all cancellations, regardless of the reason. This includes, but is not limited to, reasons of force majeure (such as natural disasters, pandemics, and other events beyond our control) and acts of war. Clients are advised that this policy stands irrespective of the circumstances leading to the cancellation and is a fundamental part of the terms and conditions agreed upon at the time of booking.