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Terms & conditions

Please read the following terms and conditions before booking with us.

1. General

The following terms may be interpreted as follows:

  • “Booking” a written consent from you to the company requesting participation in a particular tour.­
  • “You/Your” implies the person, company or organisation whom the Company has agreed to provide the tour having accepted these conditions.
  • “Company” means Unique Japan Tours, a company registered in Dublin at the registered address of 7 Herbert Street, Dublin 2, Ireland.
  • “Letter of Confirmation” means the invoice received by You following the Booking which confirms the Contract.
  • “Contract” means the contract for the provision of the Tour made between the Company and You.
  • “Departure Date” means the start date of the Tour outlined in the Letter of Confirmation.
  • “Tour” is the specific holiday/package organised by the Company in accordance with these conditions.
  • “Tour Price” refers to land arrangements only and does not include flights.

1.1 By signing these conditions You shall be deemed to have accepted and agreed that the supply of the Tour by the Company shall be in accordance with these conditions.
1.2 These conditions may only be varied when supplied in writing by the Company. The Company reserves the right to change or update these Conditions at any time without notice.
1.3 Theses conditions as well as the Company’s Letter of Confirmation act as the whole agreement made between You and the Company. Any promises or undertakings given prior to this are invalid whether oral or written.
1.4 It is Your responsibility to check that the details of the Tour and the Letter of Confirmation are accurate before signing this. In other words, any additional requests, not outlined in the letter of confirmation, are invalid.

2. Booking & Payment

2.1 The price of a Tour may fluctuate, depending on currency exchange rates. Once you have paid a deposit and received your Letter of Confirmation, prices will remain unchanged.
2.2 Payment shall be made in the currency stated on your Letter of Confirmation.
2.3 When a Booking is made 60 days prior to the Departure Date, a non-refundable deposit of 250 euro per person is to be made to the Company in full within 7 days of receipt of your Letter of Confirmation. The outstanding balance is due to be paid prior to 60 days of departure date.
2.4 In the event of making a Booking less than 60 days prior to the Departure Date, full payment must be made within 7 days of receipt of your Letter of Confirmation.
2.5 Failure to make payment in accordance with clause 2.4 will result in the Company canceling the Contract and the provisions of Clause 3 shall apply in full.
2.6 Until funds are cleared, payment will not be deemed viable.

3. Cancellation

3.1 In the event you may have to cancel your Booking or are unable to make the payments in accordance with Clause 2 after receipt of your Letter of Confirmation, the Company reserves the right to charge the following cancellation fees:

  • 60-48 days: Deposit plus 10% Tour Price
  • 47-35 days: Deposit plus 20% Tour Price
  • 34-22 days: Deposit plus 30% Tour Price
  • 21-14 days: Deposit plus 45% Tour Price
  • 13-8 days: Deposit plus 60% Tour Price
  • 7 days or less: Deposit plus 100% Tour Price

3.2 The date of cancellation shall be decided on the written notice given to the Company by You detailing the cancellation request.

3.3 Tour price is based on land arrangements only arranged by the Company. Flight cancellation charges will be at the discretion of each individual airline. You should be aware of all flight cancellation policies before making payment to any airline.

3.4 In the event of a natural disaster, where you have been forced to cancel your tour, based on official travel advice, (i.e. The Department of Foreign Affairs status must state “Avoid All Non-Essential Travel to Japan”) the Company will take Clause 3.1 into consideration on a case by case basis.

4. Alterations

4.1 If You wish to alter any item of your Tour, a written notification must be given to the Company in advance of the Departure Date. The Company may do so at its discretion if practicable. An administration charge of 25 euro must be paid for any changes made to the original Booking, outlined in the Letter of Confirmation. If the alteration is impracticable the original holiday will continue to apply. Additional charges may apply to cover the costs of any changes made in Japan. Once travel has commenced, no changes or alterations may be made by You and no refunds shall be made in respect of travel arrangements.
4.2 You may wish to transfer your Booking to a later date, or to another person. This may be done without penalty provided that you do so within 30 days of the Departure Date. Any change must be notified to the Company in writing more than 30 days prior to the given Departure Date. Less than 30 days notice will be treated as a cancellation and dealt with in accordance with Clause 3.
4.3 You accept that the Company specializes in flexible and innovative Tours to Japan. If, as a consequence outside the control of the Company, the Tour is altered, extended, canceled or curtailed, You shall not be at liberty to maintain a claim to the Company for any loss arising as a result of this alteration.
4.4 The Company reserves the right to make minor changes to the Website and / or Tour arrangements both before and after You have receipt of your Letter of Confirmation. In this case you will receive written notification by the Company at the earliest opportunity. The Company will offer you a choice of the following options: A) To accept the Material change, B) To book an alternative Tour at the current advertised price where the Company will make a refund for any difference in price, C) To cancel the Tour and receive a full refund of the Price.
4.5 You agree that, if weather conditions prove unsuitable and / or unsafe for a scheduled activity or travel destination, the Company reserves the right to cancel this activity or journey. In the event of this happening, an alternative activity or destination of similar interest will be offered in exchange for this. The Company is not liable in this case.

5. Minimum Numbers

5.1 Most Small Group Tours engage a minimum number. In the unlikely event that this minimum number is not achieved, the Company reserves the right to cancel the Tour. In the event of cancellation, You will be given at least 4 weeks notice in writing and offered the option of joining a different Tour (either escorted or independently operated) or receiving Your full refund. If the price of the new Tour exceeds the Price of Your original Tour, the Price difference must be made by You. If the Price of the new Tour is less than what you paid for your original Tour, you will be refunded the difference.

6. Your responsibility

6.1 It is Your responsibility to ensure you have adequate travel insurance. You must take out medical, personal accident, and baggage cover before signing this Contract. This should include the cost of emergency repatriation. It is not possible to take part in any Tour, whether assisted or self guided, arranged by the Company, without giving Your Insurance Company Name, Policy Number & a 24 hour Emergency Telephone Number.
6.2 You must read all documentation prior to the Departure Date including Your Letter of Confirmation and Terms & Conditions. If You find fault in any document You must notify the Company who will respond as soon as possible.
6.3 You are responsible for ensuring that all members of Your travel group are in possession of a valid passport and a visa for Japan where applicable. If You or Your travel party members are not granted permission to enter Japan or obtain a valid visa, the Company holds no responsibility for this. If such refusal occurs and the Tour is cancelled, Clause 3 will take effect.
6.4 If You have existing medical conditions You are advised to visit a doctor prior to Departure Date. The Company holds no responsibility for illness obtained during the course of Your Tour. It is up to You to ensure You have taken the correct and safe medical precautions when traveling to Japan.

7. Liability

7.1 The Company shall not be liable for any damage caused to You by the failure to perform the contract or the improper performance of the contract where the failure is of no fault of the Company or suppliers used by the Company because:
(a) such failures are attributed to You or a third party who has no connection with the Company
(b) such failures are due to unforeseeable circumstances beyond the control of the Company and / or the Suppliers used by the Company which could not have been avoided even if all careful measures were taken. Such unforeseeable circumstances include, but are not limited to, acts of God, war or threat of war, terrorist activity, riot, civil strife, industrial dispute, natural or nuclear disaster, fire or adverse weather conditions.
7.2 The Company will not be liable to You in the event of flight or transportation delay or failure in Your outward or inward journey, whether caused by the weather, rescheduling, industrial action or mechanical failure. The Company will give no refunds or compensation for lost time and services from the itinerary due to delayed or canceled flights or delayed or canceled public transport such as buses, trains, subways or other forms of transport included in Your itinerary.
7.3 It is Your sole responsibility to ensure that all items carried on board any means of transport are legal and will not danger other passengers.
7.4 If You experience loss of baggage during Your Tour, which falls outside the range of liability of the Company, You will be offered advice and assistance as much as possible by the Company representative.

8. Complaints

8.1 Without prejudice to the Consumer’s rights, in the unlikely event You wish to make a complaint in relation to the Tour, You must inform the Company representative as soon as the complaint arises and if the Company requires, complete a form stating details of the complaint.

9. Day Trips & Short Stays SPECIAL TERMS & CONDITIONS

9.1 Bookings must be made at least 5 days before tour date.
9.2 Booking requests will be responded to within 3 business working days.
9.3 There may be a delay in the response time during weekend Saturday/Sunday and Japanese Bank Holidays.
9.4 Payment can be made by credit card or bank transfer as soon as confirmation of your Tour Date and Seat have been sent.
9.5 Bookings canceled within 7-5 days of travel departure incur a 30% cancellation fee. Within 5-3 days, a 50% fee, and within 2-0 days of departure incur 100% cancellation penalties.

10. Cultural Activities SPECIAL TERMS & CONDITIONS

10.1 Payment can be made by credit card or bank transfer as soon as confirmation of your Program Date have been sent.
10.3 Bookings canceled within 7-5 days of program date incur a 50% cancellation fee. Within 5-3 days, a 75% fee, and within 2-0 days of program date incur 100% cancellation penalties.

**IMPORTANT NOTICE**

Program named : “The Ultimate Kyoto Experience”CANCELLATION IS NOT PERMITTED. In the event you need to cancel this program, no refund is available.

11. 2-Day CLIMB MT. FUJI TERMS & CONDITIONS

1. Tour participants will climb Mt Fuji on foot from the 5th station to a mountain hut at the 8th station. Rest will take place at the 8th station until you ascend for the summit at 11pm that night.
2. It may not be possible to see the sunrise from the top due to complications such as bad weather conditions or delays caused by heavy traffic. There will be no refunds for this reason.
3. In the case of rain, tour will still operate. However, the tour may be canceled at any time if the tour guide or the climbing guide determines that the weather conditions are unfit or unsafe for climbing the mountain. In addition the tour itinerary, route, and schedule may change due to weather and/or heavy traffic.
4. This tour is operated by JTB and led by an English speaking tour guide and Japanese speaking climbing guide.
5. For safety reasons, all tour participants are required to submit their names, addresses, and emergency contacts, as well as fill out a form on board the bus to Mt Fuji.
6. No personal belongings should be left on the bus.
7. If you arrive to the 5th station later than 11.30am on the 2nd day, you will be responsible for making your own way back to Tokyo.
8. The hut to be used for the short rest is located at an altitude of 3000m above sea level with temperatures about 15 degrees lower than at ground lever. At the summit, it is considerably colder (about 5 degrees centigrade), so please prepare and dress accordingly for the cold.
9. The higher you climb, the thinner the air becomes. There is the chance you get mountain sickness which may result in a slower climb.
10. Sleeping arrangements at the hut are mixed gender with bunk beds. Each person is allocated 1.6 square metres so please be aware you may not sleep comfortably.
11. Water is a precious commodity on the mountain (therefore expensive). Advised to bring your own and buy only when necessary on the mountain.
12. Toilets on the mountain carry a fee – at least 100JPY per use.
13. Parts of the mountain path is very rough with no shelter from sun light, rain or other natural elements. Bring a hat with a brim and rain gear.
14. Light mountain climbing boots that cover your ankles are recommended (not essential).
15. WHAT TO BRING:
  • Flashlight/torch (headlamp is best) / Warm clothing (sweaters, fleece etc.) / Full water bottle / Rain gear with separate coat and pants / large plastic bags / one change of clothes (wrapped in plastic bag) / any medication you take regularly / hat (with brim is best) / tissues / gloves / towel.
16. No vegetarian menu is available at the hut.
17. Children under 6 yrs old cannot take part. 6-15 years old are required to be accompanied by a parent or guardian who is 20 years of age or older. 16-19 year old must provide written permission from a parent or guardian.
18. This tour package does not include mountain climbing insurance. Recommended to take out own insurance before leaving your country.
19. Climbing sticks can be purchased a discount at the 5th station rest house.
20. The tour group will be joined by a Japanese tour group. The English speaking guide will stick with this tour group.

21. If your group is more than 8 persons, we can arrange on any other day (except July 28th).