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Terms and Conditions

1. Contract

These terms and conditions (“Conditions”) form the basis of the contract between you, the valued client, referred to as “You” or “Your” and Luxury Japan Travel, referred to as “LJT”, “We”, “Us” or “Our”. It is important that You read the Contract carefully to ensure that You understand Your rights and obligations. Your Contract may also include additional terms and conditions applicable to a special offer or promotion.

1.1 You confirm Your understanding and acceptance of the Conditions and the Contract by paying Your booking deposit, Your booking fee or otherwise paying any part of the price of Your tour.

1.2 If You make a booking on behalf of any other person, You represent to Us that You have their authority to make the booking on their behalf and to legally bind them to the terms of the Contract, including the Conditions. Each reference to “You”, means the person who makes the booking and each other person covered by the booking.

1.3 The Unofficial Itinerary, Official Itinerary and/or Proposed Itinerary does not form part of the Contract.

1.4 We may amend these Conditions from time to time. If We amend the Conditions, We will publish the amended version on Our Website. We will also provide the current version of the Conditions to You upon request. You will be bound by the current version of the Conditions at the time You make Your booking.

2. Booking and Payment

When you book a pre-organised, self-guided or custom tour with LJT you must at the same time pay a deposit of 10% of the total tour cost. This will secure your place on the LJT tour that you have booked. On receipt of Your deposit LJT will immediately confirm Your booking and at this time the terms and conditions set out in this document shall be deemed to be binding on both You and LJT.

2.1 You may make a booking directly with LJT or through a designated travel agent. Your booking will be confirmed only when We have received: 

(a) Your booking Deposit; or 

(b) if Your booking is made 125 days or less before the tour departure date, the full tour price and all other amounts payable under the Contract.

2.2 If You have made Your booking through a travel agent, Your travel agent should forward Your booking deposit or full tour price to Us on Your behalf. However, payments by You to Your travel agent are not considered to be payments by You to Us. We will consider payment has been received by Us only when We receive payment from Your travel agent.

2.3 You must pay to Us the balance of the tour price and all other amounts payable under the Contract no later than 125 days before the tour departure date. If You fail to do this then You shall forfeit Your full Deposit and lose Your place on Your selected tour. LJT shall then be at liberty to sell Your place to another client.

2.4 You may cancel a Booking by sending Us written notice of cancellation at the Luxury Japan Travel contact address. If You cancel a booking You will be liable to pay a cancellation fee in accordance with clause 3.6.

3. Prices, Inclusions and Fees

3.1 Tour prices may be quoted in United States Dollars (USD), Australian Dollars (AUD), or, Japanese Yen (JPY).

3.2 If You pay Us by credit card, the following surcharges will be added as Merchant Fees (Stripe, Inc.):

Credit Card Surcharge on Deposit Australian Cards/(International Cards) Tour Price or Other Fees or Charges Australian Cards/(International Cards)
VISA 1.75%+$0.30/(2.9% + $0.30) 1.75%+$0.30/(2.9% + $0.30)
Mastercard 1.75%+$0.30/(2.9% + $0.30) 1.75%+$0.30/(2.9% + $0.30)
American Express 1.75%+$0.30/(2.9% + $0.30) 1.75%+$0.30/(2.9% + $0.30)

There is no surcharge for payments made by cash, cheque or direct transfer to Our nominated bank account.

3.3 Your tour price includes in-country transportation (train, private vehicle, coach, ship) as specified in The Official Itinerary; the services of a LJT Tour Director; airport transfers outside Your home country as specified in The Official Itinerary; meals as specified in The Official Itinerary; accommodation; sightseeing and admissions, where stated; port charges; all taxes and service charges; and any other specific inclusions identified in The Official Itinerary.

3.4 Unless expressly listed in The Official Itinerary as an inclusion, Your Tour Price does not include airfares; airline taxes; travel insurance; additional optional activities; accommodation upgrades; meals not specified in The Official Itinerary; drinks; laundry; taxi fares, passport fees; visas; vaccinations; medical assistance; or any items or expenses of a personal nature.

3.5 Unless stated as an inclusion in The Official Itinerary, overnight accommodation required to meet Your tour and/or any flight connections are not included in the tour price and will be at Your expense.

3.6 If You cancel Your tour for any reason prior to Your tour departure date (including by changing Your tour departure date), You will be liable for the following cancellation fees:

Days of notice prior to Tour Commencement Cancellation charge (per person)
125 days and over Loss of deposit
125 to 66 days 50% of Tour Price
65 days or less 100% of Tour Price

You may also be liable to pay cancellation fees to airlines and other third parties.

3.7 We may vary Your tour price at any time before You have paid the tour price in full to the extent necessary to meet any increase in the tour costs for reasons outside Our control, including airfares, fuel, government taxes and charges, exchange rate fluctuations or other Tour related costs or tariffs. We will not vary the tour price after We have received the total tour price from You, regardless of any increases in the costs incurred by Us. We will notify You of any such variation using the guest contact details.

3.8 You are responsible for and must pay for all costs and expenses incurred by You as a result of any change made by You to Your Itinerary after Your tour departure date. This includes changes due to illness or other personal reasons.

3.9 The Self-Guided Tour and Custom Tour Planning, Design and Booking Fees are payable upfront by You to Us. The fee is $500 USD per person and must be paid in advance of any work performed by Us for You. These fees are non-refundable and are retained by Us should you cancel your tour.

3.10 Changes to your Self-Guided Tour or Custom Tour made after the initial booking have been made will attract a service fee of $100 USD per person / per change. This service fee is payable upfront before any alterations to your tour can be made.  This service fee is non-refundable.

4. Cancellation, Delays and Changes to The Official Itinerary

4.1 Your booking is conditional on Us receiving a minimum number of tour guest bookings to operate the tour and ensure an enjoyable group atmosphere. Where sufficient numbers cannot be achieved, We may cancel or delay a scheduled tour or tour departure date.

4.2 We will endeavour to make any decision to cancel or delay a tour, and to notify You of that decision, at least 45 days prior to the scheduled tour departure date.

4.3 If We cancel a Tour, for whatever reason, before departure:

(a) We will use reasonable endeavours to offer You the closest available tour departure. If the proposed alternative tour is:

(i) cheaper than Your original tour price, We will refund the difference to You; or

(ii) more expensive than Your original tour price, You must pay the difference to Us;

(b) if You accept the proposed alternative tour, The Official Itinerary will be amended accordingly and We will give You an updated Itinerary;

(c) if You do not accept the proposed alternative tour within 7 days of being notified by Us of the alternative, We will: cancel Your booking, refund to You all monies paid directly to Us and will have no further liability to You; and

(d) We are not liable for any third party costs You may incur, which We have not booked on Your behalf, for example airfares or other arrangements booked independently through or paid to a travel agent.

4.4 If We delay the departure of a tour, for  whatever reason, for more than 7 days, You may terminate this Contract and We will provide You with, at Your option, either:

(a) a full refund of all amounts paid to Us; or

(b) a credit towards future Tours with Us which will be valid for 12 months from the date You notify Us of the termination of this Contract.

4.5 We will use reasonable endeavours to provide the tour You have booked in accordance with The Official Itinerary. However, due to the nature of travel, it may not always be possible for Us to adhere strictly to The Official Itinerary and We may need to make alterations to the tour or The Official Itinerary, before or after the commencement of the Tour. Where, due to circumstances outside of the operator’s control, We are unable to provide the Tour in accordance with The Official Itinerary, We will use reasonable endeavours to:

(a) give You reasonable notice of any alterations, but there may be circumstances beyond Our control in which alterations will be required with little, or no, advance notice; and

(b) provide or arrange appropriate alternative activities, transport and accommodation as required.

4.6 To the maximum extent permitted by law, You agree that We are not liable to You for, and You release Us from, any cost, claim, loss, damage or expense whatsoever arising either directly or indirectly in connection with any alteration to The Official Itinerary or substitution carried out in accordance with this clause 4, including without limitation any:

(a) claim for distress, disappointment or loss of enjoyment arising from the alteration;

(b) additional personal expenses incurred by You, including for food, beverages and personal items; or

(c) costs associated with any other travel arrangements affected by the changes, including any costs and expenses incurred by You for cancelling or changing those other arrangements or arising from a failure to meet a connection.

5. Notification of General Risks

5.1 You acknowledge and agree that there are general risks associated with travelling, which are beyond Our control and We are not liable to You for any loss, cost or damage You may incur as a result of these general risks. Such general risks include:

(a) Tour variations or interruptions caused by road, rail or weather conditions;

(b) national or local holidays affecting the closure of public buildings and attractions;

(c) changes to the tour and The Official Itinerary in the circumstances described in clause 4.5;

(d) forces of nature; illness; flight schedule changes or cancellations; loss of luggage; epidemics or pandemics; political unrest; accidents; acts of terrorism or other criminal acts; changes to government visa or travel requirements; or

(e) other circumstances beyond Our control.

5.2 You acknowledge and agree that where the tour, any part of the tour, accommodation, flights or any other good or service are not directly provided by Us, but is provided by a service provider, in the event of any dispute or claim including for loss, damage, breach of contract or negligence arising from the conduct of the service provider, You must pursue Your claim directly against the relevant service provider.

5.3 You must make Your own enquiries regarding Your tour, including being aware of any relevant government travel safety warnings.

6. Travel Insurance

LJT strongly recommends that you have in place comprehensive travel insurance with a reputable insurance company to cover You against risks associated with Your tour including cover for loss of luggage, medical expenses, costs and expenses incurred due to cancellations, delays or other disruptions. LJT acknowledges We cannot compel you to take out travel insurance. LJT shall not be liable for any circumstances that may arise either pre-tour or whilst you are on tour that could have been insured against, as described in clause 4.

7. Medical Emergencies and/or Illness during Tour

In the event that You fall ill or require emergency medical treatment during the tour then the following will apply:

(a) It is Your ultimate responsibility to seek medical attention; however, LJT will use all reasonable endeavours to assist You in obtaining such attention.

(b) You acknowledge and agree that should You require medical attention, Our responsibilities to Your fellow tour companions has priority. Accordingly, Your tour guide/tour director will not be able to accompany You to medical appointments, pharmacy visits, or, hospitalisation.

(c) If, in the opinion of LJT, You are unfit to continue the tour then it will be Your sole responsibility to make arrangements to leave the Tour.

7.1 All costs incurred by You; including but not limited to medical treatment, hospital admission, pharmaceuticals, transportation, accommodation, airfares, meals, and miscellaneous expenses, as a results of Your illness, or, medical emergency are payable by You. LJT will not be responsible for the payment of any such expenses incurred by You.

8. Guest Requirements

8.1 Special Diets: You must advise Us in writing of any and all special requests and dietary requirements at the time of booking. We will make every reasonable effort to accommodate Your dietary requests but cannot guarantee that such requests can be met.

8.2 Medical Conditions: Whilst We cannot compel You to disclose your medical condition(s) to Us, We strongly recommend that You should provide any relevant information about your condition(s) to Us.

8.3 Solo Passengers:Prices quoted in tour brochures and/or Official Website(s) are on a twin share basis. If Your booking is not a twin share booking We will notify You of the applicable single supplement rate, and You must pay the single supplement rate for the Tour.

8.4 Guest Information: LJT requires You to provide accurate personal information at the time of Your booking, specifically:

(i) Your full legal name

(ii) A scanned copy of Your current passport photo page

(iii) Your relevant email address(s), phone number(s), and, if applicable, mailing address.

8.5 Fitness and HealthTo participate in Our tours, you require a minimum level of fitness and health, specified by Us at the time of booking. Japan, by nature, is a walking country therefore you are required to be able to comfortably walk at least 5 kilometres per day at a moderate pace, unassisted.  Additionally, you are required to be in good general health, that enables you to participate in all tour activities for the duration of your tour.

(i) You must be able to keep up with the pace Tour group at all times

(ii) You must be able to easily ascend and descend stairs, escalators and other raised areas independently and at ease.

(iii) You must be able to carry, and or otherwise transport your personal luggage independently and at ease.

8.6 BehaviourWe have a strict acceptable behaviour requirement for all Our guided tours. Our behaviour requirements are applicable to ALL guests at ALL times. You are expected to conduct yourself with courtesy and respect towards your tour guide, tour director, LJT, other guests, local providers, including but not limited to, chefs, cooks, restaurant staff, hotel staff, transportation providers, activity providers and the like, and, the local Japanese population.

8.6.1 Inappropriate language, including explicit, discriminatory, prejudicial or defamatory remarks, directed towards the parties outlined in 8.6 will not be tolerated under any circumstances and will result in the consequences outlined in Clause 8.7

8.6.2 Inappropriate behaviour, including, physical and verbal abuse, sexual misconduct, disruptive behaviour or any behaviour that makes any party mentioned in 8.6 uncomfortable will not be tolerated under any circumstances and will result in the consequences outlined in Clause 8.7

8.6.3 Anti-social behaviour including manipulation and or attempted monopolisation of tour guides, the tour director, and or tour guests will not be tolerated under any circumstances and will result in the consequences outlined in Clause 8.7

8.6.4 Threatening behaviour of any nature towards any parties mentioned in 8.6 will not be tolerated under any circumstances and will result in the consequences outlined in Clause 8.7

8.7 Behavioural ConsequencesIf any guest is deemed to have breached any of the conditions outlined in Clause 8.6, LJT shall be at liberty to invoke all of any of the following:

(i) Immediate removal from the tour

(ii) Forfeiture of all monies paid to Us

(iii) Liability for ALL costs incurred by You and Us

(iv) Legal action to recover costs incurred by Us to remove you from the tour

(v) Legal action for damage to reputation and economic loss.

9. Liability

9.1 Nothing in these Conditions or the Contract operates to exclude, restrict or modify the application of any provision of the Competition and Consumer Act 2010 (Cth), including the Australian Consumer Law, or any equivalent State or Territory legislation, the exercise of a right conferred by such a provision, or any of Our liability for breach of a guarantee, condition or warranty implied by such a provision, where it is unlawful to do so. All exclusions and limitations of Our liability under the Contract must be read subject to this clause.

9.2 You acknowledge and agree that We accept no responsibility and will not be liable to You (or any third party) for any loss, cost or damage (including loss of enjoyment) suffered directly or indirectly in connection with:

(a) any Tour risks or other aspects of the Tour disclosed to You in the Contract;

(b) any change to The Official Itinerary or delays in departure or arrival times of aircraft or otherwise during the conduct of the Tour;

(c) any loss or damage to Your baggage or belongings;

(d) any personal injury or death resulting from the acts or omissions or negligence of any third parties providing goods or services to You during the Tour, including air carriers, hotels, shore excursion operators, restaurateurs, transportation providers and medical personnel; or

(e) any disappointment or loss of enjoyment due to circumstances outlined in the Contract or otherwise beyond Our control.

9.3 Subject to clause 9.1, but despite any other provision of the Contract, and to the extent permitted by law, Our maximum liability to You or any third party (including any claims of negligence by Us) is limited to the Tour Price You have paid to Us.

9.4 To the maximum extent permitted by law, You acknowledge and agree We are not liable to You, under any circumstances, for any loss of enjoyment, opportunity, profit, savings, revenue or interest or any other consequential or indirect, incidental, special or punitive loss, damage or expenses.

9.5 To the extent permitted by law, all express or implied warranties, guarantees, representations, or terms are expressly excluded. Where the law implies any guarantee, condition or warranty which cannot be excluded, Our liability to You for breach of such an implied guarantee, condition or warranty is limited, to one or more of the following:

(a) in the case of goods: the repair of goods, replacement of goods, the supply of equivalent goods or the cost of repair, replacement or supply of equivalent goods; or

(b) in the case of services: supplying the services again or payment of the cost of supplying the services again.

10. Meals

Most meals are included as part of the base package with Luxury Japan Travel. The official itinerary will confirm how many meals are included as part of your selected tour. Meals are either classified as: B – Breakfast; L – Lunch; D – Dinner; (E) – Extra

An (E) or Extra is a meal not included as part of the base package cost. A guest(s) must pre-purchase this experience in order to participate during the selected tour; a guest(s) is unable to join these experiences if pre-purchase has not taken place. We strongly recommend all guests purchase the additional cost meals to enjoy the full Luxury Japan Travel experience.

Luxury Japan Travel will provide guest(s) with cost(s) for the selected meal(s) during the quotation process.

11. Recommended Extras

As part of our tours we provide Recommended Extras that enchance the overall Luxury Japan experience.  Recommended Extras are not part of the base tour package. Recommened Extras attract additional cost(s) and must be pre-purchased in line with the Contract Terms and Conditions. Recommended Extras are expressed as “Extras” in our Luxury Japan Travel – Luxury Tours Brochure(s) and may appear on the website. The following is specific information for types of recommended extras:

11.1 Luggage Transfer

This service allows guests to send their bags ahead to their next destination independently of their own travel. As standard 48 hours is needed to transport luggage to the next destination; therefore, guests need to be prepared with a smaller bag. Luxury Japan Travel charges a flat fee per guest per instance of luggage transfer.

11.2 Private Vehicle Package

Luxury Japan Travel offers guests the choice to travel via private vehicle instead of catching local trains or walking to planned locations in some instances. Private vehicles may refer to taxis, unmarked vehicles, mini-vans, buses or similar. The rates for private vehicle packages are constantly fluctuating and are therefore provided as part of tour quotes. In some situations private vehicle travel may come as standard in the tour itinerary; in this instance a Private Vehicle Surcharge will be added to the base tour package rate.

11.3 Drinks Package

The Drinks Package entitles guests access to a limited bar as part of the planned dining experiences; the drinks include wine, beer, sake, soft drinks/sodas, tea & coffee; drinks are pre-selected by Luxury Japan Travel. A Drinks Package does not include any beverages for (E) – Extra Dining Experiences.  If guests wish to consume drinks as part of their dining experiences then they must pre-purchase the Drinks Package in line with their Contract Terms and Conditions.

11.4 Rail-Pass Upgrade

As part of the base tour package all guests are provided with a Rail-Pass in the economy section of the selected rail provider. The Rail-Pass Upgrade enables guests to ride in the first-class comfort of the ‘Green’ carriages.

11.5 Dining Experiences

All our dining experiences are unqiue and of the highest quality. In some instances, as part of our tour itineraries, we offer specialised dining experiences that aren’t covered as part of the base tour package. These dining experiences are always exceptional and are not to be missed. Guests are required to pre-purchase these dining experiences before their tour commences. We are unable to offer these dining experiences to guests whilst on tour should they change their mind. Each additional dining experience will be signified by an (E) in the tour brochure and/or the official itinerary.  The cost of each dining experience will be provided as part of the quotation process and is bound by the Contract Terms & Conditions.

 

12. Photography, Social Media & Promotional Content

By participating in one of our tours you give us consent to use any of your images collected via audio-visual means as part of our promotional material. This material may include, but is not limited to websites, social media, tour brochures, company material and the like.

If you do not wish your images to be used please provide Luxury Japan Travel written advice prior to your tour commencing.

13. Contact Details

To make, change or cancel a booking or to make any enquiries regarding a booking or to otherwise give Us any notice in accordance with the Contract, You should contact Our customer service centre as follows:

Email: bookings@luxuryjapantravel.com

Telephone: 1300 040 731 (within Australia) +61 1300 040 731 (International)

*If you have booked through a travel agent, please contact the agent directly.

14. Jurisdiction

These terms and conditions are governed by the laws of Queensland, Australia.