Tours Terms and Conditions
Last updated: 18/June/2023
Terms and Conditions of Sale
Customer: person who has made a purchase from You Could Travel
Purchase: a specific service purchased by the customer and accepted by You Could Travel
Self Guided Tour: service provided by You Could Travel including creation and follow-up for an itinerary in Japan, and including some transport within Japan, accommodation and some tickets to attractions.
2. Presentation of You Could Travel
You could Travel is a registered trademark (trade mark number: UK00003826346) belonging to 42droids Ltd, a limited liability company incorporated under the laws of the United Kingdom (Company Number: 08451540).
You Could Travel is a travel website founded in 2016 which aims to provide advice and assistance to people who wish to travel to Japan and beyond. You Could Travel has since evolved into becoming a travel organiser and tour operator.
To facilitate this, You Could Travel supplies, with the help of its many trusted partners, a range of services allowing customers to enjoy a unique, made-to-measure trip:
- Transport while in Japan (Japan Rail Pass, train tickets, train packages, car rental, etc.)
- Self Guided Tours without guides
- Local activities in Japan
- Resources for internet connections (Pocket WiFi, Sim cards)
- Public transport payment passes
- Provision of information on our websites
You Could Travel acts only as a booking agent for the supplier concerned and accepts no liability for the provision of the service involved.
If you book with a travel agent and your booking with that agent includes, but is not limited to, You Could Travel arrangements, your contract is with your travel agent and not with You Could Travel. You Could Travel is simply a supplier to your travel agent.
3. Information about administrative and health formalities
3.1 Customer responsibilities
You have certain responsibilities with regard to your holiday booking, and these responsibilities are set out below. You Could Travel will not be liable for any loss, damage, illness, discomfort, or costs of whatever kind which you may sustain as a result of failing to discharge the responsibilities described in this clause:
a. All customers must obtain all necessary information about required administrative and health formalities prior to the beginning of a trip from the relevant Embassies or Consulates. You Could Travel is not responsible for providing information or help obtaining any types of visa or travel certification. All customers must have a full passport, valid for at least 6 months beyond the end of your holiday. Make sure to check the official Japan website for visa information and passport requirements that apply to your nationality.
b. It is your responsibility to ensure that you obtain all recommended inoculations, take all recommended medication and follow all medical advice in relation to your holiday.
c. It is your responsibility to ensure that passports, visas, vaccination certificates and all other necessary documents are in order and, where appropriate, in your possession. It is also your responsibility to arrange adequate insurance cover for your tour and to take relevant details of the policy with you.
d. It is your responsibility to ensure that you arrive in good time to start your tour and board all other methods of transportation arranged by You Could Travel. To assist you, we will notify you of the times by which you should arrive at all points of departure. If you miss a flight or other transportation, we will try to arrange alternative transportation, but reserve the right to recover from you any costs we incur in making such arrangements.
e. You must not behave in a way which may cause distress or annoyance to others or which may create the risk of danger or damage to property. If you are subject to arrest, or are prevented from travelling at the discretion of an airline or other transport providers, or if you are evicted from a hotel at the discretion of the hotel management, You Could Travel will not refund any portion of the cost of your holiday and, if You Could Travel incurs any expense as a result of your behaviour, you will be obliged to compensate You Could Travel for that expense.
f. It is the customer’s responsibility to check that their documents comply with all requirements prior to their trip. We strongly recommend that all of this information be checked with the competent authorities. You Could Travel cannot, in any case, be held responsible for the consequences of a failure on the part of customers to comply with police, customs or health regulations, both prior to and during their trip.
g. A customer who is unable to board a flight due to not presenting the required documents may not claim any reimbursement or refund. You Could Travel strongly recommends that you regularly consult the specific country information relating to your trip published by your Foreign Affairs Ministry. You Could Travel would like to attract your attention to the fact that this information may change leading up to your departure date; it is therefore advisable to consult it regularly.
3.2 Our Responsibilities
Our obligations, and those of our suppliers providing any service or facility involved in your holiday, are to take reasonable skill and care to arrange for the provision of such services and facilities and, where we or our supplier is actually providing the service or facility, to provide them with reasonable skill and care.
Compliance with any applicable regulatory requirements will be proper performance of our, and our suppliers', obligations.
4. Withdrawal period
There is no cooling-off period for travel-related product. If customers wish to cancel their purchase, customers are invited to take note of the cancellation fees set out in the Specific Conditions as outlined hereinafter.
5. Personal data
5.1. Personal data collected by You Could Travel
When a purchase is concluded, You Could Travel is apt to collect the following personal data:
- Surname, first name
- E-mail address
- Contact details
- Telephone number
- Banking details (card number, expiry date, security code)
- Company name
- Date of birth
Collection of this data is necessary for us to supply the service to customers, meaning that communication of this data is obligatory for any purchases to be concluded with You Could Travel. Should customers refuse to provide You Could Travel with their personal data, You Could Travel will be unable to pursue their service requests.
5.2. Purposes of data collection
Personal data is collected by You Could Travel with the aim of:
- Processing orders placed by customers;
- Monitoring orders placed by customers;
- Facilitating contact between You Could Travel and customers;
- Sending commercial and advertising information, in accordance with customers’ preferences.
When a purchase is concluded with You Could Travel, customers are invited to clearly express their choices regarding receipt of commercial and advertising information, notably by means of electronic communication.
5.3. Sharing of personal data with third parties
Personal data collected by You Could Travel in regards to the tours and services may be shared with third parties in the following cases:
When You Could Travel uses the services of a service provider as part of its service provision and in accordance with the choices expressed by customers. As a part of the supply of the service ordered by customers and in order to fulfil their different requirements, You Could Travel communicates some personal data to its different service providers.
Thus, for example, when customers wish to book accommodation for Japan, execution of this service requires communication of customers’ identity information to the relevant property.
Similarly, when customers pay for their order using a bank card, their bank data is communicated to a service provider, Stripe Payments UK. Ltd, in order to benefit from a secure online payment platform.
If the law requires it, You Could Travel may communicate data subsequent to claims made against You Could Travel and to comply with obligations arising from administrative and legal procedures;
If You Could Travel is involved in a merger, takeover, asset transfer or insolvency proceedings, it may transfer or share all or part of its assets, including personal data. In such case, customers will be informed prior to personal data being transferred to a third party.
5.5. Security and confidentiality
You Could Travel applies organizational, technical, electronic and physical measures in terms of digital security in order to provide protection to personal data against any alteration, destruction and unauthorized access.
5.6. Modifications to this clause
You Could Travel reserves the right to modify this clause relating to protection of personal data at any time. If any modification is made to this clause on protection of personal data, You Could Travel undertakes to publish the new version on its website.
You Could Travel will also inform customers via electronic message, as far as is possible, within a minimum timeframe of 15 days prior to the date the modification takes effect. If customers disagree with the modified terms of the personal data protection clause, they may request deletion of their personal data.
6. Risks and security
Risk is a factor which is inherent to every trip. As part of the service supplied to every customer, You Could Travel will make every effort to provide them with services which are adapted to their requirements and free of specific risks.
Customers remain, however, solely responsible for their own safety during their trip to Japan and may in no case hold You Could Travel liable for any risk which arises and for which the company is not responsible. Regarding this point, You Could Travel would like to remind customers of the necessity, prior to any trip, of obtaining information about the specific risks, laws and practices which apply to the country you are travelling to.
7. Force majeure
You Could Travel cannot be held liable in a case of force majeure.
Force majeure includes war, threat of war, riot, civil disobedience or strife, industrial dispute, terrorist activity, acts of God, natural or nuclear disaster, fire, adverse weather conditions, level of water, technical or maintenance problems with transport and changes of schedules or operational decisions of transport providers, closure of airports or any unforeseeable or unavoidable event beyond the control of Japan Journeys or its suppliers.
8. Customer service
For any questions relating to the order they have placed, customers may contact You Could Travel by proceeding as follows:
By e-mail: [email protected]
By mail: 42droids Ltd, 85 Great Portland Street, W1W 7LT, United Kingdom
9. Applicable law
Travelling to Japan
Before travelling to Japan, it is the customer's responsibility to understand and adhere to all administrative and health formalities. You must check requirements for your own specific circumstances with the relevant Embassies and/or Consulates and your own doctor as applicable
You should obtain up to date advice on passport, visa and health requirements from the Embassy, High Commission or Consulate of your destination or country(ies) through which you are travelling.
You Could Travel do not accept any responsibility if you cannot travel, or incur any other loss because you have not complied with any passport, visa, immigration requirements or health formalities. Customers unable to board a flight or enter a country due to incorrect documentation are not entitled to any refund or compensation from us.
SPECIAL TERMS FOR TOURS
1. Registration and payment
To be regarded as final, a registration is submitted when it is made more than 56 days before the departure date, after payment of a deposit of US$500 of the total amount for the services.
For any registration less than 56 days before the departure date, payment must only be made once for the full amount of the trip.
Registration will only be regarded as final after receipt of payment and when the registration form has been correctly completed and signed.
2. Method of payments
The terms of payments are as follows:
- US$500 per person deposit when booking.
- the balance 56 days before departure.
Alternatively, you may settle the full amount of the trip during the booking process.
The invoice will be sent to the customer in the 7 days following registration. The balance of the amount for the trip should be paid without a reminder from us, at the latest 56 days before the departure date, any delay paying the balance may be considered as a cancellation for which the application of the cancellation costs referred to in Article 4 below will be made.
The prices charged by You Could Travel vary according to the services required by customers and are systematically signaled whenever an order is finalized.
When an order is concluded, the price indicated is fixed and binding as of that date. It is given in USD ($) and cannot be modified by either party except in cases where it is authorized by the law, which are set out below.
We may have to amend our prices and programmes to take account exchange rate changes applied to the trip or stay concerned.
If the price changes, You Could Travel undertakes to inform the customer by electronic mail more than 30 days before the departure date.
5. Land services
You Could Travel sells land services.
Any unused services in Japan will not be refunded. The services in Japan voluntarily modified are subject to the conditions of the local providers: any additional or replacement services generating a surcharge must be settled directly with the local agencies and may not, in any case incur the liability of You Could Travel; no unused services will be refunded.
6. Single travellers
A customer who is registered alone and has opted for a single room will be charged a supplement at the time of booking for guided tours. Please contact us on [email protected] for a definitive price.
We would like to draw your attention to the fact that the comfort of an individual room is inferior to that of a twin room, despite the fact that the price is higher than half that of the twin room.
In order to use any of the You Could Travel tours and services, customers must purchase comprehensive travel insurance for their trip to Japan. We are partnered with Insure my Trip and recommend our partner for insurance purposes. You Could Travel does not sell any types of insurance. The customer is solely responsible for purchasing travel insurance and any claims raising during the trip must be directed to the insurer and not You Could Travel.
Taking out one of the insurance contracts must be done when paying the deposit, and may not take place after any deposit payment.
The insurance premium is paid in full at the time of payment of the travel deposit.
8. Tour cancellation conditions and costs
8.1. Tour cancellation conditions and costs by the customer
Should you wish to cancel your tour, you must notify You Could Travel in writing. Such notification will only be deemed to have been given on receipt of your letter, since we can only act on receipt. Please state the reason for your cancellation, as you may be covered by your insurance policy.
The following cancellation charges will apply:
|Days before departure notification received||Amount of cancellation charges as a % total tour cost|
|56 days or more||0%|
|55 to 30 days||50%|
|29 days or less||100%|
No allowance or refund can be made for meals, rooms, excursions etc., included in the price of your tour but not taken, nor can any refund be made for lost, mislaid or destroyed travel tickets or vouchers
8.2. Tour cancellation conditions and costs by You Could Travel
You Could Travel tries never to cancel a client's holiday, but must reserve the right to do so. In particular, You Could Travel will cancel your holiday if you fail to make any payment by the due date. If You Could Travel cancels your holiday for any other reason, it will inform you or your travel agent as soon as practicable, and you will have the option of choosing an alternative holiday of a comparable standard, if available, or receiving a prompt refund of all monies paid to You Could Travel for your holiday (excluding any insurance premium or visa charges).
The only circumstance in which a holiday will be cancelled less than 30 days before departure is where it is cancelled by reason of force majeure.
9. Alteration By Customers
If the customer wishes to make any amendments to your holiday after the confirmation letter has been issued, the customer must inform us in writing, and we will do our best to implement your request.
In the event that we are able to do so, communication charges and other expenses will be payable by you, together with an amendment fee of £40 per alteration per booking.
However, if you (i) change to a different departure date, tour or destination or (ii) change your booking less than 30 days before departure, this will be treated as a cancellation and a new booking, and you will be liable for the cancellation charges.
If you wish to change any aspect of your tour after it has commenced, You Could Travel and or their agents will do their best to make the changes you have asked for, subject to you being responsible for any cancellation/retention charges that may be levied for the arrangements originally booked, for the cost of your new arrangements and for any costs incurred by You Could Travel and/or their agents in attempting to secure or securing any revised arrangements.
If you wish to transfer your booking to another person, you may do so provided the reason for the transfer is personal illness, the death or serious illness of a close family member, jury service, redundancy or unavoidable work commitments. Requests for a transfer must be made in writing at least 30 days prior to departure and must be accompanied by documentary proof of the reason for the transfer (e.g. a doctor's certificate), full details of the person who will replace you, any outstanding balance due for the tour, a payment of £35 to cover our administration costs plus such amount as our suppliers will require to effect the change.
Please note that, in some cases, suppliers treat name changes as a cancellation, levying cancellation charges and requiring payment for a new ticket. These charges will be payable by you.
10. Alterations Made To The Scheduled Programme
The holiday arrangements featured in our brochure are booked and planned many months in advance and changes may be necessary. You Could Travel reserves the right to alter any of the prices, facilities, or services described in its brochure at any time before making a contract with you. Any such changes will be notified to you at the time you make your booking.
You Could Travel also reserves the right to make changes to any of your holiday arrangements after a confirmation letter has been issued. Such changes will normally be minor, but may be material - a change to a lower standard of accommodation, a change of resort or a radical change of itinerary. If there is a material change, You Could Travel will try to inform you or your travel agent as soon as practicable and will offer you the choice of alternative arrangements or a refund of all monies paid. In addition, unless the material change is caused by 'force majeure', you will be entitled to receive compensation on the following scale:
- More than 56 days £10.00
- 55-30 days £15.00
- 29-15 days £30.00
- 14-0 days £40.00
A minor change is any change which does not come within the definition of a material change set out above. Although You Could Travel will try to notify you of minor changes, it is not obliged to do so, nor is it obliged to offer you the opportunity to change your booking, receive a refund or receive compensation.
Minor changes include (but are not limited to) the following – and You Could Travel is permitted where necessary to arrange the same:
- Changes to the scheduled destinations, but not all of them;
- Changes in the scheduled date and hour of arrival or departure provided that, where necessary, hotel accommodation and reasonable sustenance during any delay is provided to you at no additional charge;
If, after you depart, it becomes apparent that a significant proportion of the arrangements you have booked cannot be provided, You Could Travel will make suitable alternative arrangements at no extra cost to you and will, where appropriate and provided the change in your arrangements has not been caused by force majeure, compensate you for the difference in value between the arrangements you should have received and the alternative arrangements made.
In particular, because You Could Travel neither owns, manages nor controls the accommodation / transportation that it uses, it is possible that You Could Travel may be advised that your reserved accommodation is not available when you arrive at your destination.
In this event, You Could Travel will endeavour to secure accommodation of at least the same standard in that destination. If only accommodation of a lower standard is available, You Could Travel will refund the difference between the prices of the accommodation booked and that received, and will pay £30 per person for any inconvenience caused. The amount will be paid on your return from the holiday.
11. Regarding Liability for Losses, Injury, Death, or Personal Injury
11.1. You Could Travel acts as an intermediary
a. You Could Travel operates as an intermediary, facilitating the booking of accommodation, transportation, and activity services on behalf of the customer.
b. You Could Travel's role is limited to arranging bookings with specific partners, and You Could Travel does not directly provide the accommodation, transportation, or activity services.
Exclusion of Liability:
a. You Could Travel does not accept any claim for losses, injury, death, or personal injury that may occur as a result of an activity forming part of the customer's holiday.
b. You Could Travel shall not be held liable for any incidents, accidents, damages, losses, injuries, deaths, or personal injuries suffered by the customer during their engagement in any activity booked through You Could Travel.
c. All issues or claims arising from such incidents, accidents, damages, losses, injuries, deaths, or personal injuries should be raised directly with the relevant accommodation, transportation, or activity providers.
11.2 Unsatisfactory Services
a. In the event that the customer is unsatisfied with any of the services provided by the accommodation, transportation, or activity providers, You Could Travel will provide the customer with all contact details necessary to raise complaints or address concerns directly with the respective providers.
b. You Could Travel shall not be responsible or liable for any compensation, refunds, or resolutions related to unsatisfactory services provided by the accommodation, transportation, or activity providers.
a. You Could Travel recommends that customers review the terms and conditions, safety guidelines, and insurance policies of the accommodation, transportation, and activity providers before engaging in any activities.
b. You Could Travel disclaims any liability for the quality, safety, performance, or legality of the services provided by the accommodation, transportation, or activity providers.
a. If any provision of this clause is deemed invalid or unenforceable by a court of competent jurisdiction, such provision shall be severed from the clause, and the remaining provisions shall remain in full force and effect.
By using the services provided by You Could Travel, the customer acknowledges and agrees to release You Could Travel from any liability for losses, injury, death, or personal injury arising from activities forming part of their holiday. The customer further agrees to directly address any issues or claims with the relevant accommodation, transportation, or activity providers.
We realise that sometimes problems do arise. If you have a complaint, please write to us within 28 days of your return from your holiday.
Your complaint will be investigated, and a full reply sent to you as soon as possible. As our investigations often involve obtaining information from overseas, it may take a few weeks. In the unlikely event that we do not reach an amicable settlement, the dispute, if you so wish, may be referred to arbitration administered quite independently by the Chartered Institute of Arbitrators. It provides for a simple and inexpensive method of arbitration on the basis of documents alone, with restricted liabilities on the customer in respect of costs.