Japan Travel Policies

Travel Agency – Terms and Conditions

Last updated: May 17, 2017 (v1.5)

Japan Travel KK is both a travel agency and an online reseller (“Webshop”) of other vendor’s products and services. Our travel agency (“TA”) Type 2 license in Japan is 2-7033, and we are bound by the rules and regulations of Japan, which can be found here.

This agreement provides our terms and conditions that apply over and above the basic travel agency laws, for our In-house Tours. By purchasing a tour from us, you agree to these and the related terms and conditions set out below. If you want to buy a third-party produced tour or other non-tour products or services from our webstore, please go here for the relevant Terms and Conditions.

Tours

We define In-house Tours as a package of travel and related services that extend for more than one day and which is produced or managed by us. While this document contains our general terms and conditions, tours are complex to organize and deliver, and so each tour may have its own specific terms and conditions. If so, those terms and conditions will either supersede or be additional to those stated herein. After reviewing your specific tour documentation, if you have additional questions about the overall terms and conditions, please contact our Travel Agency Help Desk.

To purchase an In-house Tour, we require two stages of payment: I) a deposit of 30% of the tour price or JPY100,000 per person, whichever is higher, II) a final payment of the remaining price due no later than 61-70 days (period changes depending on the size of group, see "Guest Cancellations" below) prior to the Date of Departure.

Payment must be in Japanese Yen, and can be made by credit card (Visa, Master Card, American Express, Diners, or JCB), bank-to-bank telegraphic transfer, or PayPal. We do not accept cash. A 3.5%–5% fee (see Fees Table below) will be added to the reservation for all credit card and PayPal transfers. For wired bank transfers, you are responsible for all bank charges.

Our fees for cancellations made by you, the guest, for whatever reason, are as follows:

Groups of 10 people or more*:

Days prior 70–61 60-31 30-11 10-6 5-Departure Day
Cancellation fee
(% tour price)
30% 60% 80% 90% 100%

Small-size groups of 1-9 people*:

Days prior 60-31 30-11 10-6 5-Departure Day
Cancellation fee
(% tour price)
30% 50% 70% 100%

*Applies to single vendor or more, or entire trip.

Note that in some circumstances, our suppliers’ cancellation requirements may be more severe than our own. If this is the case, we will inform you within the actual tour documentation, which as noted above will supersede or be additional to the terms and conditions herein.

If you are forced to cancel for reasonable reasons beyond your control, you have two avenues of recourse: I) to transfer your tour to another Japan Travel-offered In-house Tour in accordance with these terms and conditions, or, II) to accept a refund, if applicable, or the above cancellation fees and to seek further compensation for any losses from your insurance provider. For this reason, we strongly urge guests to buy travel insurance from a third-party provider.

Japan Travel will allow you to transfer an In-house Tour payment from one In-house Tour to another, without penalty, by contacting our Help Desk, providing the credit transfer occurs no later than 30 days before the departure date of the In-house Tour you have initially booked. No credit transfer is allowed in the final 29 days and the normal cancellation rates will apply. Such credit transfer is a one-time offer and is only valid for use on In-house Tours departing within three months of the original departure date. Once a credit transfer has been applied and if a further cancellation is required, your tour cancellation fees will be:

Groups of 10 people or more*:

Days prior 90–61 60-31 30-11 10-Departure Day
Cancellation fee
(% In-house Tour price)
40% 70% 90% 100%

Small-size groups of 1-9 people*:

Days prior 90-61 60-31 30-11 10-Departure Day
Cancellation fee
(% In-house Tour price)
10% 40% 60% 100%

*Applies to single vendor or more, or entire trip.

In building a custom In-house Tour, or in providing special requests such as dietary, medical, or child-care needs, we allow up to two rounds of changes to your initial travel itinerary or to subsequent bookings, free of charge. Change requests in excess of two rounds of changes will either attract an additional charge per change (see Fees Table below) or possible discontinuation of our services.

To create In-house Tours, Japan Travel is a reseller of other vendors’ services, including hotels, bus companies, individual guides and more. The individual components of these tours are therefore delivered on a reasonable best efforts basis and we reserve the right to change at any time and for any reason a listed vendor, activity, place of accommodation, dining option, rental option, for example, for an alternative of similar grade and content or function.

Our In-house Tours depend on a minimum number of participants signing up for each tour. Therefore, in the normal course of business, Japan Travel reserves the right to modify In-house Tour departure dates, routes, activities, transfers, guide availability and the like. This includes the details of itineraries listed on our website.

In the event of any Japan Travel initiated changes or cancellations, we will notify you by email as soon as practicable after such changes occur. It is your responsibility to check your emails regularly, to ensure that you are receiving them properly, and to respond within 3 calendar days if you do not agree to the changes, otherwise, you will be deemed to have agreed to such changes.

Where you do not agree with the changes, and where the parties (yourself and Japan Travel) cannot agree to a compromise, you have two courses of action: I) to transfer your In-house Tour credit to another In-house Tour conducted by Japan Travel, per the terms in "Transferring In-house Tour Credits" above, or, II) to accept a refund of the monies paid and cancel your tour. You agree to take no legal action whatsoever against us in respect of cancellations, nor to disparage Japan Travel online or otherwise in a public manner.

In the event of a “Force Majeure”, which may include but is not limited to: acts of God, war (whether declared or undeclared), terrorist activities or threats of terrorists activities, instability in a destination country, incidents of violence, public health issues or quarantine or threats to public health, earthquakes and other natural disasters, nuclear accidents, substantial currency fluctuations, strikes, government restrictions, fire or severe weather conditions, or any other reason that makes it impossible or commercially unreasonable in the sole opinion of Japan Travel to conduct the tour as originally contracted, Japan Travel reserves the right to cancel, modify or delay the tour. If Japan Travel cancels the tour for any such reason, you will receive a full refund of any monies paid, less banking and credit card/PayPal fees.

Under no circumstances will Japan Travel be responsible for any expenses or financial losses incurred due to changes in itineraries or tour cancellations, including but not limited to airfare penalties, hotel accommodation cancelation costs or loss of income. Therefore, we strongly recommend you buy travel insurance to cover such contingencies and to always re-confirm your tour with us before making any additional travel arrangements and before departure.

Japan Travel’s responsibility and liability is strictly limited. We are not responsible for the acts or failures to act, willfully or otherwise, of any third-party over whom we have no control. As a tour operator and travel agent, we promote, organize, and sell In-house Tours, which consist of transportation, excursions and accommodation that we purchase or obtain from such suppliers, who are themselves independent contractors unrelated to Japan Travel.

Insofar as we are a participant in the sale of air transportation, Japan Travel acts as an agent of the air carrier, but is not responsible for the acts or failures to act, willful or otherwise, of any air carrier or their personnel. Any tickets, coupons or receipts issued are subject to the terms and conditions specified by the air carrier.

In preparing our itineraries, we often rely on external sources, such as hotel and activities aggregators, for images and descriptions of amenities and facilities. Whilst we endeavor to ensure that the tour components are accurately described, you agree that such descriptions are made on a reasonable best efforts basis and that we will not be responsible for variations in product/service descriptions to those actually experienced.

Please pay attention to your tour documentation and confirm the start and end points. Tour participants are expected to make their own arrangements to reach the tour starting point on the departure date specified. You can either ask your Japan Travel agent to make additional arrangements (at an additional fee) to get you to the tour start point, or make your own way there. To assist those making their own way, after you have made your deposit your Japan Travel agent will in any case provide you with a pre-tour packet that will include information and maps in Japanese and English, including how to get to the tour start point.

Some of our In-house Tours involve physical exertion, risk, or otherwise uncomfortable conditions. We welcome families and physically handicapped people on our tours, but if you have children under the age of 18 or if you or a guest in your care is physically handicapped, then you agree that you and your charges are physically and emotionally able to undertake the tour you are buying. During the tour, if in our sole discretion we assess that the presence of you, your companion(s), or your child/children is impairing the safety, quality of experience, or support capabilities of the other guests or our staff or vendors, then we will ask you to either exit the tour with no refund, or to make an additional payment to provide remedial/assistive care as we in our sole discretion deem necessary. To avoid unpleasant situations, we are happy to work with you and your family to select a service level, activity level, season, date, and destination that will meet your specific needs and capabilities.

Japan Travel is not liable for any bodily injury or harm, accidents, property damage or personal loss as a result of, but not limited to: physical exertion for which the participant was not prepared; travel by plane, train, car, bus, boat or other mode of transportation (such as bicycle, horse, foot, kayak); consumption of alcoholic beverages; high altitude; forces of nature, such as high winds, hurricanes, flooding; heat exhaustion, equipment failure; civil unrest or terrorism; or the availability of medical services in remote areas and the quality thereof.

Therefore, as lawful consideration for being permitted to participate in any tour, you hereby RELEASE AND DISCHARGE IN PERPETUITY, JAPAN TRAVEL FROM ANY AND ALL LIABILITY, EXCEPT AS CAUSED BY THE GROSS NEGLIGENCE OF JAPAN TRAVEL, ARISING FROM YOUR PARTICIPATION IN ANY TOUR. You agree that this release shall be legally binding upon you personally, all members of your family or those in your care who are also traveling with you, your heirs, successors, assigns, and legal representatives. It is your intention to fully assume all the risks associated with a tour and to release Japan Travel from any and all liabilities to the maximum extent permitted by law.

Although we specialize in preparing special dietary needs for guests, we cannot control the kitchens and ingredients that our suppliers use. Therefore, you agree to allow us to comply with dietary requests on a reasonable best efforts basis.

Many of the destinations on your tour will involve your proximity to or use of items such as delicate utensils, ornaments, works of art, electronic devices, rental equipment control, and more. You accept responsibility for any damage to or loss of property of Japan Travel, our suppliers, and any other third parties impacted by your actions. You will be responsible for any compensation for such damage or loss either directly to the third party, or with our assistance (for which we reserve the right to charge an additional fee). In buying a tour from us, you also agree to indemnify Japan Travel from all and any actions or claims (whether or not such actions or claims involve any legal proceedings). In addition, you accept full responsibility for all losses, damages, liabilities, payments, costs or expenses (including legal fees and taxes) incurred by yourself or by Japan Travel on your behalf. Please note, you should ensure you have third-party damage included in your insurance coverage.

Each guest must obtain a passport, applicable visas, invitation and other immigration documentation for your tour prior to departure. Your passport(s) must be valid for the proposed period of stay. If you are unable to obtain these travel documents, our standard Guest Cancellations policy will apply (see above). You can find out more about visas and other immigration requirements at the following site: https://www.jnto.go.jp/eng/basic-info/tourist-info/visa-information.html

As our customer and guest, you agree to the following code of behavior while on any of our tours. If you are managing this booking and are bringing companions, including children or physically impaired guests, you represent the following on their behalf:

Pre-departure

  • I/we have sufficient abilities, fitness, and medical health to undertake the tour.
  • My/our physical condition or disabilities are not a hazard to either myself/us, other tour guests, or the tour staff.
  • I/we have a valid passport, and where required visas, invitation letters and similar documentation, and exit travel tickets.
  • I/we will read the pre-trip materials about clothing, medical requirements, and culture-specific etiquette.
  • I/we will communicate special requests at least 30 days prior to travel.

En-route

  • I/we will respect the laws and customs of Japan.
  • I/we will follow environmental and special site guidelines and regulations while on the tour.
  • I/we will follow the instructions of Japan Travel staff, including but not limited to drivers, guides, and third-party vendor representatives.
  • I/we will respect the rights and privacy of other tour members.
  • I/we will respect that sometimes in-tour group decisions will be required, as external factors require Japan Travel staff to improvise. Even though such decisions may be disagreeable to me/us, I/we agree to act in good faith and maintain goodwill and concord with the rest of the tour group.
  • I/we understand that I/we may be refused service or even asked to leave a tour if my/our health or behavior impairs the safety, quality of experience, or support capabilities of the other tour guests or the Japan Travel staff and vendors.
  • I/we understand there will be physical risks involved in some tours and that there may be limited access to medical facilities and evacuation services.
  • I/we will not complain excessively about the weather, the food, or Japanese habits and customs.
  • I/we will always wear safety equipment, such as helmets and life jackets, when requested by Japan Travel staff, and to observe all safety and other rules.
  • I/we will participate in tour activities in a responsible manner, including but not limited to: not wearing headphones when riding, not consuming alcohol during activities, not smoking around others and refraining from making excessive noise.

Guests not following these simple rules may be asked to leave the tour, and agree that in such instance, there will be no refund for not only the missed tour portion but also any costs of returning home shall be the guest’s own expense.

As a licensed Japanese travel agent, should there be an accident, all our travelers are insured per single incident. Our insurance policy is a group accident insurance policy which is mandated by the Japanese authorities for all domestically registered travel-related companies. Should you wish more comprehensive insurance coverage, we strongly recommend: I) before travelling review your personal insurance and health insurance to see if you have adequate and appropriate coverage to meet your travel needs, and those of any dependents, and, II) if your existing policy is not sufficient, you should buy additional travel insurance. This can either be from a third party or from us. You must request and purchase insurance from us to receive coverage from us, and this will require special forms and payments to make active. We recommend coverage for loss of property, third party damage (if you are driving or using rental equipment), illness, third-party injury, personal injury, evacuation, and death.

As a customer and guest, you grant Japan Travel permission to take photographs or videos of you and your companions and charges during the tour, for future promotional and commercial use, without remuneration. You further agree to assign all right, title and interest you may have in any media in which your name or likeness might appear, to Japan Travel. You agree that we should you provide us with one, we may use your testimonial regarding our services, for promotional and/or commercial purposes without any remuneration. Photographs taken by us are copyrighted to us, and may not be reproduced without permission. That said, if you want digital copies of photos of yourself or your party, for your personal use, we will be pleased to provide them.

It is agreed by and between us and you that all disputes and matters whatsoever arising under or in connection with or incident to the responsibilities of Japan Travel in respect of tours shall be subjected to the laws of Japan and the parties agree to be subject to the exclusive jurisdiction of the courts of Japan.

Pricing – Singles, Couples, Families (SCF)

Service Charge Comments
SCF quotation Free of charge Up to two rounds of changes to itinerary, then after the signed contract and deposit another free 2 rounds of changes. JPY 5,000/change from the 5th round of change onwards.
Pricing 12% of trip quote, min. JPY50,000 After client commits in writing to a trip quote, if they then change the requirements to reduce the price, the original price still applies.
SCF post-booking change requests Free of charge Up to two rounds of changes to itinerary, then after the signed contract and deposit another free 2 rounds of changes. JPY5,000/change from the 5th round of change onwards, in addition to the actual costs of the requests.
Hourly fees JPY10,000/hour Casual enquiries, SCF extras, etc.

Pricing – Groups

Service Charge Comments
Group quotation Free of charge Up to two rounds of changes to itinerary, then after the signed contract and deposit another free 2 rounds of changes. JPY5,000/change from the 5th round of change onwards.
1~4 pax 12% of trip quote, min. JPY50,000
5~9 pax 13% of trip quote, min. JPY50,000
10~14 pax 14% of trip quote, min. JPY50,000
15+ pax 15% of trip quote, min. JPY50,000
Hourly fees JPY10,000/hour
Single room supplement Double room unit charge (may vary) Our tours are dual-occupancy rooms unless stated otherwise. Single room supplements are typically only available in hotels with western beds, not in Ryokan or Onsen.
Group post-booking change requests Free of charge Up to two rounds of changes to itinerary, then after the signed contract and deposit another free 2 rounds of changes. JPY5,000/change from the 5th round of change onwards, in addition to the actual costs of the requests.

Other Services

Service Charge Comments
Visa support letters ¥20,000/set Includes:
  • Invitation letter
  • Formal schedule
  • Other support documentation required from Japan side
Airport greeter ¥7,500 + ¥500/pax or ¥10,000 flat rate for group of 10 or more Bilingual, holding sign, guiding to airport transfer and assisting with tickets, keys, luggage transport, etc.
Travel Agent quotation (i.e., quote to another TA) Up to a limit of 5 no-bookings inquiries, then TA goes on to low-priority short-list. Further 5 no-bookings inquiries, TA will no longer receive service.
Payment method surcharges 3%-5% Surcharges that apply to method of payment:
  • Credit cards (except Diners) – 3.5%
  • Diners credit cards – 5%
  • PayPal – 4%
  • Bank Transfer – all bank charges to be covered by customer