1. Your Contract With Us
Please read them carefully as they set out our respective rights and obligations and you will be bound by them. In these Booking Conditions references to “you” and “your” include the first named person on the booking and all persons on whose behalf a booking is made or any other person to whom a booking is added or transferred. Our acceptance of your deposit or payment, and the issuing of an invoice, forms a contract between us and the party leader (first named passenger) acting on behalf of all passengers in the party
The deposit required will depend on the components you choose. Our standard deposit is £300 per person. Some Airlines, transport providers or hotels will require full payment at the time of booking and where possible your travel consultant will advise this at the point of booking. Airlines have contracts in which they have the right to demand full payment at the time of booking or at any other times before your departure, without notice. Airlines may also cancel seats. In this instance, you may be required to pay a further deposit at short notice to secure flights. Although a provisional reservation for a scheduled flight may be made on payment of a deposit, a confirmed booking cannot exist, neither can the price be guaranteed, until final payment for the ticket has been received and the ticket issued.
This payment is deemed to be confirmation that the client has read and accepts the Japan Links Travel booking conditions. Clients booking through a travel agent or by telephone, fax, email or online will be deemed to have read the booking conditions and accepted them.
Your balance must be paid before the date specified on the travel confirmation which is normally no later than 60 days before your departure date. If we do not receive final payment by the due date then we / the provider of the services in question reserve the right to treat your booking as cancelled by you and cancellation charges will be applicable as detailed in section 8 below.
Full payment will be required for all bookings made within 10 weeks of departure.
3. The Price of Your Holiday
Unless otherwise stated, all prices are in sterling, based on two people sharing a twin or double bedded room. There will normally be supplements for single travellers and sometimes there are reductions for three or more people sharing a room. Exact prices can only be confirmed by one of our travel advisors creating a tailor-made quote for you.
We reserve the right to amend the price of unsold holidays at any time and correct errors in the prices of confirmed holidays. The price of your confirmed holiday is subject at all times to changes in transport costs such as fuel, and any other airline cost changes which are part of our contracts with airlines (and their agents), operators and any other transport provider; and to changes in the currency exchange used to calculate your arrangements and to rates, dues, taxes or fees chargeable for services such as landing taxes or embarkation or disembarkation fees at ports and airports any or all of which may result in a variation of your holiday price. We will absorb and you will not be charged for any increase equivalent to 2% of the price of your travel arrangements, which excludes insurance premiums and any amendment charges and/or additional services or travel arrangements. You will be charged for the amount over and above that, plus any applicable administration charges together with any amounts to cover agents’ commission. If this means that you have to pay an increase of more than 10% of the price of your confirmed travel arrangements (excluding any insurance premiums, amendment charges and/or additional services or travel arrangements), you will have the option of accepting a change to another holiday if we are able to offer one (if this is of equivalent or higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price), or cancelling and receiving a full refund of all monies paid to us, except for any insurance premiums and any amendment charges and/or additional services or travel arrangements. Should you decide to cancel for this reason, you must exercise your right to do so within 14 days from the issue date printed on your final invoice. There will be no change made to the price of your confirmed holiday within 30 days of your departure nor will refunds be paid during this period. We will consider an appropriate refund of insurance premiums paid if you can show that you are unable to transfer or reuse your policy. Should the price of your holiday go down due to the changes mentioned above, by more than 2% of your confirmed holiday cost, then any refund due will be paid to you. However, please note that travel arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your travel due to contractual and other protection in place.
Adequate travel insurance is a condition of your contract with us. You must take out a policy of insurance in order to cover you and your party against the cost of cancellation by you; the cost of assistance (including repatriation) in the event of accident or illness; loss of baggage and money; and other expenses. If you fail to travel with adequate insurance cover we will not be liable for any losses in respect of which insurance cover would otherwise have been available. This also applies to insurance for your wedding. Please note that we cannot advise you on this. It is your responsibility to ensure you have appropriate and adequate travel insurance.
5. Your Financial Protection
All holidays and flights show on our website and brochure are ATOL protected. We hold an Air Travel Organisers License granted by the Civil Aviation Authority. Our ATOL number is 9837. When you buy an ATOL protected flight or flight inclusive holiday from us you will receive an ATOL Certificate. In the unlikely event of us to fail financially, the CAA will ensure that you are not stranded abroad and will arrange to refund any money you have paid to us for an advance booking. For further information, please visit the ATOL website at www.atol.org.uk
6. If You Change Your Booking
If after our confirmation invoice has been issued you wish to change your travel you must send your request to us in writing signed by the person who made the booking, or by e-mail from the e-mail address given to us at the time of booking. We will do our best to make the changes but it may not be possible. Please contact us as soon as possible if you do wish to make any changes. Any request for changes must be made in writing and you will be asked to pay an administrative charge of £50 per person plus any further costs involved, such as any non refundable costs of cancelled tickets and any additional costs of the new tickets. Certain travel arrangement cannot be changed after a reservation is made therefore the alteration will incur a 100% cancellation charge.
7. Changes By Us
It is unlikely that we will make changes to your travel arrangements. If we do have to make some changes then we reserve the right in our discretion to do so. Most of these changes will be minor and we will advise you at the earliest possible date. No compensation is payable for minor changes. We reserve the right to cancel your travel arrangements in any circumstance. We will not cancel your travel arrangements less than 56 days before your departure date except for reasons of Force Majeure or failure by you to pay the final balance. If we cancel your holiday you can either have a refund of monies paid or accept an offer of alternative travel arrangements of comparable standard from us.
We will compensate you according to the following scale:
Period to departure date
More than 70 days £0.00
70-30 days £15.00
29-21 days £30.00
20- 0 days £50.00
8. Cancellations By You
If you wish to cancel your holiday you must notify us in writing as soon as possible as cancellation will take effect as soon as we received your letter. The following cancellation charges will apply:
Period before departure date
More than 70 days deposit only
70-30 days 50% of final invoice
29-21 days 80% of final invoice
20-0 days 100% of final invoice
9. Cancellations By Us
It is unlikely that we will make changes to your travel arrangement. If we do have to make some changes then we reserve the right in our discretion to do so. Most of these changes will be minor and we will advise you at the earliest possible date. No compensation is payable for minor changes. We reserve the right to cancel your travel arrangements in any circumstance. We will not cancel your travel arrangements less than 56 days before your departure date except for reasons of Force Majeure or failure by you to pay the final balance. If we cancel your holiday you can either have a refund of monies paid or accept an offer of alternative travel arrangements of comparable standard from us.
We will compensate you according to the following scale:
Period to departure date
More than 70 days £0.00
70-30 days £15.00
29-21 days £30.00
20- 0 days £50.00
10. Force Majeure
We regret we cannot accept liability or pay any compensation where your package holiday is cancelled, curtailed, delayed or in any way changed or where the performance or prompt performance of our contractual obligations is prevented or affected in whole or part as a result of circumstances amounting to ‘Force Majeure’. Force Majeure does not constitute either change or cancellation by us and should be covered by your travel insurance. Such circumstances include, but are not limited to, war or threat of war, riot, civil strife, industrial dispute, epidemics or health risks, terrorist activity, natural or nuclear disaster, fire or adverse weather conditions, technical problems with transport, closure or congestion of airports, cancellations or changes of schedules by scheduled airlines, government action or advice and all similar circumstances outside our control.
11. Complaints Procedure
We sincerely hope you will not experience any problems with our services. If you, however, have a problem during your holiday, please inform your local guide (or, if none available, with our local agent or hotel manager) immediately to enable them to try to resolve the matter . If your complaint is not resolved locally, please follow this up within 28 days of your return home by writing to our Customer Services Department at firstname.lastname@example.org or Japan Links Travel, Lombard Business Park, 8 Lombard Road, London, SW19 3TZ. Giving your booking reference and all other relevant information. We regret we cannot accept liability for any complaint of which we are not notified in accordance with the provisions of this clause.
12. Flights and other Services
All transport in our tour by aircraft, rail, coach or boat is subject to the conditions of carriage of those operators and those conditions apply. These conditions may limit or exclude the carrier’s liability. Flights are subject to air traffic control restrictions, weather conditions and local conditions. There is no guarantee that departures will take place at the times shown in your documentations or tickets. We do not accept any liability for any delay that may arise. Where we are in a position to do so we will give you information before you book concerning the airline on which you will fly, your airport of destination and the type of aircraft used, but if any of these details change subsequently, and you choose to cancel as a result, our normal cancellation charges will apply. Any arrangements in the event of a delay will be at the sole discretion of the airline or other carrier involved.
13. Our Liability
We accept responsibility for death, illness or injury which you may suffer on holiday as a result of the negligence of our agents, suppliers or their sub-contractors (excluding any domestic, internal or international carriers), provided they were acting within the scope or in the course of their employment when the accident occurred. If any customer should suffer death, injury or illness arising out of an activity which does not form part of the arrangements provided by us, we shall, at our discretion, offer advice, guidance and assistance to help the customer resolve any claim against a third party. Where legal action is contemplated our written permission must be obtained before the start of proceedings and be subject to the customer’s undertaking to assign any costs recovered or any benefits received under an appropriate insurance policy to ourselves. Our costs in respect of the above are limited to £5,000 in total. Any dispute, claim or other matter which arises out of or in connection with your contract or holiday will be dealt with by the courts of England and Wales.
14. Group Travel
It is understood when booking an escorted group tour that you will be travelling with other passengers. Due to the fact that all our departures are guaranteed there is a possibility, though unlikely, that you could the only passengers on that particular tour on that particular date. If this is the case then you will continue to have your own guide/s as agreed and there will be no changes to your itinerary. In this event we will endeavour to let you know prior to departure date.
15. Your Responsibility
It is your responsibility to observe the following. Japan Links Travel will not be liable for any loss, damage, illness, discomfort or cost of whatever kind you might sustain from failing to discharge the following responsibilities.
a) You are responsible to check the confirmation invoice and inform us of any error immediately.
b) You should take out travel insurance at the time of booking. If you do not purchase insurance through us it is your responsibility to ensure that the cover is equivalent to that which we provide. We cannot be held responsible if you purchase inadequate cover or fail to inform us of relevant factors that could affect your cover, e.g. disabilities or certain medical condition.
c) You are responsible to ensure that you have a valid passport and obtain an entry visa prior to travel. We cannot be held responsible for delay or cost as a result. You are also responsible to observe the laws and regulations of the country you are visiting.
d) You are responsible to arrive in good time to board transportation. We will try to assist you in arranging alterative if you miss a flight or other transport, but reserve the right to recover any costs incurred from you.
e) You are responsible to meet the health requirements of any country you are visiting. Nor can we be held responsible for any circumstance arising out of your failure to disclose a disability or certain medical condition if this were likely to affect your holiday.
16. Your specific passport and visa requirements
These other immigration requirements are your responsibility and you should confirm these with the relevant Embassies and/or Consulates. We do not accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements.
17. Accommodation – Triple/Quad Rooms
A third or fourth person sharing a room either shares existing beds or has an extra bed (which may be of camp-bed / foldaway style) placed in a double/twin room. As conditions may be cramped you may wish to consider booking two rooms.
18. This Contract
This contract shall be deemed to be made at the Registered Office of Japan Links Travel, Lombard Business Park, 8 Lombard Road, London, SW19 3TZ and is subject to English Law and the exclusive jurisdiction of the Courts of England and Wales.
The above mentioned Terms and Conditions is our responsibility, as your tour operator. It is not issued on behalf of, and does not commit the airlines mentioned herein or any airline whose services are used in the course of your travel arrangements.