Tours Terms & Conditions

Last updated: 05/March/2024

Terms And Conditions Of Sale

GENERAL CONDITIONS

• Client: The term “Client” shall refer to any individual or legal entity that enters into a contractual agreement with You Could Travel by making a financial transaction for the acquisition of services rendered by You Could Travel. The terms “Client”, “Customer”, “You”, and “Yours” are used interchangeably and denote the party engaging the services of You Could Travel under the terms of the contractual agreement.
• Purchase: “Purchase” shall denote the act whereby a Client acquires a service from You Could Travel, which is thereafter ratified by You Could Travel as a binding transaction under the terms of the contractual agreement between the two parties.
• Self-Guided Tour: The “Self-Guided Tour” constitutes a specific service offering by You Could Travel, herein referred to as “we”, “us”, or “our”, which encompasses a collaborative engagement with the Client for the purpose of devising a customized travel itinerary within Japan. The Itinerary includes, but is not limited to, recommendations for transportation within Japan, accommodations, and admission to certain 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).

2.1 Collaboration and Itinerary Creation

You Could Travel works directly with you, the client, to design an Itinerary that meets your personal preferences, interests, and travel dates. This collaborative process allows us to tailor your travel experience to your specifications, providing you with a unique and personalized journey through Japan.

2.2 Subcontracting of Services

To provide the comprehensive components of the Itinerary, we engage in subcontracting arrangements with third-party service providers. Specifically, we subcontract the following services:

• Accommodation: We subcontract with various hotels and lodgings across Japan to provide you with comfortable and convenient accommodations that align with the preferences and budget specified in your Itinerary.
• Transportation: For the purpose of facilitating your travel within Japan, we subcontract transportation services, which may include, but are not limited to, rail, bus, and private vehicle hire.
• Attraction Tickets: We procure admission tickets to a range of attractions and experiences in Japan, as detailed in your Itinerary, through subcontracting arrangements with the respective venues or service providers.

2.3 Client Acknowledgement

By utilizing our Service, you acknowledge and agree that while we are responsible for the creation and follow-up of your Itinerary, the actual provision of accommodation, transportation, and tickets to attractions will be fulfilled by third-party service providers. We endeavor to select reputable providers and coordinate the logistics of these services in accordance with your Itinerary; however, the execution of these services is subject to the terms and conditions, availability, and performance of the third-party providers.

Please be aware that while we take great care in selecting our subcontractors, we cannot assume liability for any issues that arise directly from the services they provide. We recommend that clients familiarize themselves with the terms and conditions of the subcontracted service providers as part of the travel planning process.

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 Client Obligations

As a client of You Could Travel, you bear certain obligations concerning your holiday booking. Failure to fulfil these obligations may result in loss, damage, illness, discomfort, or additional costs, for which You Could Travel will not be held liable. These responsibilities are detailed below:

3.1.1 Pre-Trip Formalities

It is imperative for all clients to gather all necessary information about the required administrative and health formalities before their trip begins. This involves consulting the relevant Embassies or Consulates. You Could Travel is not responsible for providing visa or travel certification information or assistance. Ensure your passport is valid for at least 6 months beyond the conclusion of your trip. Visit the official Japan website to check visa requirements and passport stipulations for your nationality.

3.1.2 Health Precautions

Clients must obtain all advised vaccinations, adhere to recommended medication protocols, and follow all medical advice related to their holiday.

3.1.3 Documentation

Ensuring that passports, visas, vaccination certificates, and all other requisite documents are valid and in your possession falls under your responsibility. Securing comprehensive insurance coverage for your tour and carrying policy details with you is also essential.

3.1.4 Punctuality and Transportation

It is crucial that you arrive timely for the commencement of your tour and all subsequent transport arrangements made by You Could Travel. We will provide departure times to aid your planning. Should you miss any scheduled transport, we will endeavor to secure alternatives, but may seek reimbursement for any incurred costs.

3.1.5 Conduct

Clients are expected to behave in a manner that does not distress or annoy others or pose a risk of harm or damage to property. In cases where a client’s actions lead to arrest, travel restrictions by transport providers, or eviction from accommodations, no portion of the holiday cost will be refunded. Furthermore, any expenses You Could Travel incurs due to such behavior will be charged to the client.

3.1.6 Compliance with Regulations

It is the client’s duty to ensure all documents meet the requirements for their trip. We strongly advise verifying this information with competent authorities. You Could Travel cannot be held accountable for any issues arising from clients’ failure to adhere to police, customs, or health regulations before or during the trip.

3.1.7 Documentation for Boarding

A client who is denied boarding due to inadequate documentation will not be eligible for any form of reimbursement or refund. You Could Travel strongly suggests consulting your Foreign Affairs Ministry for specific country information related to your trip, as these details may change. Regular consultation is recommended to stay informed.

You Could Travel emphasizes the importance of these responsibilities to ensure a smooth and enjoyable holiday experience, highlighting the need for regular, proactive engagement with relevant information and preparations.

3.2 Our Responsibilities

Our primary responsibility at You Could Travel is to collaborate closely with our clients to design and create a personalized travel itinerary. This service includes working together with you to understand your preferences, interests, and travel goals, and then using our expertise to craft a detailed itinerary that aligns with your vision for your journey.

3.2.1 Selection of Partners

In the process of creating your itinerary, we undertake the selection of partners, including accommodations, transportation providers, and experience operators, on your behalf. Our role involves choosing these partners based on a combination of their reputation, quality of service, and alignment with your travel itinerary’s requirements. Our selection is guided by rigorous criteria to ensure that our partners are capable of contributing positively to your travel experience.

3.2.2 Limitation of Liability for You Could Travel

It’s important for our clients to understand that our service is focused exclusively on the creation of travel itineraries and the selection of partners. Beyond this, the actual provision of services such as accommodation, transportation, and activities is the responsibility of our selected partners. We do not directly provide these services, nor do we have control over the execution of services once provided by our partners.

You Could Travel’s responsibility is confined to the provision of travel itinerary planning and facilitation of bookings with third-party service providers. Travelers understand and agree that You Could Travel is not liable for any incidents, losses, damages, or injuries that occur as a result of circumstances beyond our direct control. This includes, but is not limited to, the actions or omissions of third-party service providers, unforeseen risks at travel destinations, or compliance with local laws and regulations.

3.2.3 Commitment to Quality and Compliance

While our role is limited to itinerary creation and partner selection, we are committed to performing these tasks with a high level of skill and care. We ensure that our operations are fully compliant with applicable regulatory requirements, reflecting our dedication to professionalism and quality in the travel planning process. Our commitment to compliance and quality in our selection process is integral to providing you with a well-planned travel itinerary.

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

In order to obtain general information on the personal data protection policy operated by You Could Travel, please consult our Privacy Policy.

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
• Address
• Banking details (card number, expiry date, security code)
• Company name
• Nationality
• Date of birth
• Passport numbers

This data collection is essential for the fulfilment of the service to our clients, making it obligatory for any transaction with You Could Travel. If customers opt not to provide their personal data, You Could Travel will be unable to fulfill service requests.

5.2 Purposes of data collection

Personal data is collected by You Could Travel with the aim of:

• Order processing and monitoring;
• Facilitating communication between You Could Travel and clients;
• Sending marketing and promotional information, subject to customer preferences.

Post-purchase, customers will have the opportunity to specify their preferences regarding marketing communications.

5.3 Data Sharing and Privacy

For comprehensive details on the use of cookies and tracking technologies, please consult our Privacy Policy.

You Could Travel is committed to delivering personalized itinerary and service experiences to our customers. To facilitate the booking of accommodations, transportation, and experiences that form part of your travel itinerary, it is necessary for us to share certain personal data with third-party service providers.

5.4 Necessary Data Sharing for Service Fulfillment

Our role involves collaborating directly with service providers to ensure your travel requirements are met. This process includes sharing relevant personal data with:

• Other Providers: To secure your lodging in Japan, transportation, and experiences, we must communicate your identity information to the providers selected as part of your itinerary.
• Payment Processors: For the processing of payments, such as when you use a bank card to pay for your order, we share your banking details with payment service providers like Stripe Payments UK. Ltd. This enables us to offer you a secure online payment platform.

This sharing of personal data is conducted in strict accordance with the preferences you express and is essential for the execution of the services you have requested from us.

5.5 Legal and Regulatory Compliance

In certain circumstances, You Could Travel may be legally required to share your data:

• Legal Claims and Procedures: If necessary, to respond to claims against us or to fulfill our legal and administrative obligations, we may disclose your data as required by law.
• Business Transitions: In the event of a merger, acquisition, asset transfer, or insolvency proceedings involving You Could Travel, we may transfer or share part or all of our assets, including your personal data. In such instances, we will notify you before your personal data is transferred to a third party.

5.6 Security and confidentiality

You Could Travel employs a comprehensive approach to safeguard personal data, incorporating organizational, technical, electronic, and physical safeguards. These measures are designed to protect personal data from alteration, destruction, and unauthorized access, ensuring the security and confidentiality of your information.

5.7 Modifications to Privacy Policy

Furthermore, we aim to notify our affected clients via email at least 15 days before any significant changes take effect. Should there be any changes to our policy regarding the protection of personal data, we commit to publishing the updated version on our website.

6. Risks and security

Travel, by its nature, carries inherent risks. At You Could Travel, we are committed to crafting travel itineraries tailored to each customer’s unique needs, striving to minimize potential risks whenever feasible. We take considerable care in selecting reputable and reliable third-party providers for accommodations, transportation, and experiences to ensure your travel plans are executed as smoothly as possible.

It is crucial for our clients to understand that, despite our efforts to select dependable service providers, the actual delivery of services — including but not limited to accommodation, transportation, and activities — is ultimately the responsibility of these third parties. As such, You Could Travel cannot be held accountable for any issues that arise from the services provided by these third-party providers, as these are beyond our direct control.

Customers are responsible for their own safety and well-being during their travels. This includes being proactive in understanding the specific risks, laws, and cultural practices of their destination(s). We encourage all travelers to conduct their research and preparation to navigate these aspects effectively.

You Could Travel is not responsible for any harm, loss, or damage that might occur from situations or risks that are outside of their control. This includes, but is not limited to, accidents, injuries, theft, and natural disasters that might happen despite the travel arrangements made by the company.

7. Force majeure

You Could Travel shall not be held liable for any failure to perform due to force majeure. Such circumstances include, but are not limited to, war, riots, industrial disputes, terrorist activities, natural disasters, adverse weather conditions, technical issues with transportation, changes in transport schedules, closure of airports, or any other events beyond our or our suppliers’ control.

8. Customer service

For inquiries or assistance with your booking, please contact You Could Travel as follows:

• Email: [email protected]
• Mail: 42droids Ltd, 5 Forum Place, Fiddlebridge Lane, Hatfield, Hertfordshire, AL10 0RN, United Kingdom

9. Applicable law

The terms of use, including their subject matter and formation, are governed by English law. By engaging with our services, customers agree to submit to the exclusive jurisdiction of the courts of England and Wales for any disputes that may arise.

SPECIFIC CONDITIONS

1. Travelling to Japan

Before travelling to Japan, it is the client’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 explicitly disclaims liability for any inability to travel or for any losses incurred as a result of a client’s failure to adhere to the requisite passport, visa, immigration, and health formalities. Should a client be unable to board a flight or be denied entry into a country due to non-compliance with documentation requirements, no refund or compensation shall be owed by You Could Travel.

SPECIAL TERMS FOR TOURS

1. Registration and payment

A registration with You Could Travel is deemed final and confirmed under the following conditions:

For Registrations Made More Than 56 Days Prior to DepartureA registration is considered official and final once it is made more than 56 days before the intended departure date, accompanied by a deposit of US$500 towards the total service cost.

For Registrations Made Less Than 56 Days Before Departure: If a registration occurs less than 56 days before the departure date, the total amount of the trip must be paid in a single transaction.

2. Method of payments

Payment terms for services provided by You Could Travel are as follows:

• A deposit of US$500 per person is required at the time of booking.
• The remaining balance is due 56 days before departure.
• Clients have the option to pay the full amount for the trip at the time of booking if preferred.

3. Billing

Clients will receive an invoice within 7 days following their acceptance of the itinerary quote. It is the client’s responsibility to pay the remaining balance of the trip cost without a reminder from You Could Travel, no later than 56 days prior to the departure date. Failure to pay the balance on time may be treated as a cancellation of the trip by the client, subjecting them to cancellation fees as described in Article 8.

4. Rates

The prices set by You Could Travel are determined based on the services requested by the client and are clearly indicated upon finalisation of an order. Once an order is completed, the agreed price is fixed, binding, and denominated in US Dollars (USD), ensuring that neither party may alter it unless changes are mandated by law or subject to specific circumstances outlined below.

Price adjustments may occur in response to fluctuations in exchange rates affecting the cost of the trip. Should there be a need to amend our prices or programmes due to exchange rate changes, You Could Travel commits to informing the client via electronic mail more than 30 days in advance.

5. Land services

You Could Travel facilitates bookings for land services on your behalf. It’s important to understand that any services within Japan that are not utilized will not qualify for a refund. Should you choose to modify any services voluntarily while in Japan, these changes will be subject to the terms and conditions of the local service providers. If modifications result in additional costs or require replacement services, these extra charges must be settled directly with the local agencies. You Could Travel will not be held liable for any such additional costs, nor for the non-refund of any services that go unused.

6. Single travelers

For clients booking alone and selecting a single room option, a supplemental charge will apply for guided tours. This supplement is due at the time of booking. For the exact supplementary charge, please reach out to us at [email protected]. It is also noteworthy that the comfort level of a single room is generally less than that of a twin room, although the cost for a single room is more than half of a twin room’s price.

7. Insurance

All customers of You Could Travel are required to secure comprehensive travel insurance for their trip to Japan. Although we have a partnership with Insure my Trip and recommend them for your insurance needs, You Could Travel does not sell insurance directly. The responsibility for obtaining travel insurance rests entirely with the client. Any insurance claims that arise during the trip should be directed towards the insurance provider, not You Could Travel.

8. Tour cancellation conditions and costs

8.1 Tour cancellation conditions and costs by the customer

If you decide to cancel your tour, it is essential to inform You Could Travel in writing. Your cancellation will be considered effective only upon our receipt of your written notification, as action can only be taken once we have officially received your request. Please include the reason for cancellation, as it may be relevant to your insurance policy coverage.

Upon cancellation, the following charges will be applied to the total cost of your tour, inclusive of the specified transaction fees which apply regardless of the cancellation notice period:

Transaction Fees*:

Irrespective of the cancellation period, the following non-refundable transaction fees apply on all payments made, calculated per transaction:

• UK Card Transactions: 1.5% of the transaction amount
• EU Card Transactions: 2.5% of the transaction amount
• International Card Transactions: 5.25% of the transaction amount

These transaction fees are applied to cover processing costs and are non-refundable under any circumstances, including upon cancellation of the tour.

Please note that no refunds or allowances can be made for any part of the tour package that is unused by the customer, such as meals, rooms, or excursions. Similarly, no refunds will be issued for lost, mislaid, or destroyed travel tickets or vouchers.

8.2 Tour cancellation conditions and costs by You Could Travel

You Could Travel strives to ensure that client holidays proceed as planned, however, we reserve the right to cancel a holiday under certain conditions. A significant reason for cancellation includes failure to complete payment by the specified due date.

Should You Could Travel need to cancel your holiday for reasons beyond late or non-payment, we will notify you or your travel agent as swiftly as possible. In such instances, you will be offered the choice between:

• An alternative holiday of comparable quality, subject to availability, or
• A prompt refund of all payments made to You Could Travel for the holiday. This refund does not include any insurance premiums or transaction charges that have been incurred.

It is important to note that the only scenario in which a holiday may be cancelled fewer than 30 days prior to departure is due to force majeure. Force majeure encompasses unavoidable or extraordinary circumstances beyond You Could Travel’s control, such as natural disasters, war, serious security risks, or any other events that prevent the safe execution of the holiday.

9. Alteration By Customers

If you wish to modify your holiday after receiving the confirmation notice, it is essential that you communicate your amendment request to us in writing. We will strive to accommodate your changes, although this is subject to practical feasibility and may incur additional costs.

Should we manage to make the requested amendments, you will be responsible for covering communication charges, any incurred expenses, and an amendment fee of $50 per change, per booking.

However, changes such as switching to a different departure date, tour, or destination, or any modifications made less than 30 days before departure, will be considered as a cancellation followed by a new booking. Consequently, you will be subject to the applicable cancellation charges.

For alterations requested after the commencement of your tour, You Could Travel will attempt to implement your desired changes. This is contingent upon your accountability for any cancellation/retention charges linked to the initially booked arrangements, the costs of the new arrangements, and any expenses incurred by You Could Travel and other providers in securing the revised arrangements.

Transferring your booking to another individual is possible for reasons such as personal illness, the death or serious illness of a close family member, jury service, redundancy, or unavoidable work commitments. Transfer requests must be made in writing at least 30 days before departure, including documentary evidence of the reason for the transfer, detailed information about the replacement person, any outstanding tour balance, and a fee of $50 for administrative costs plus any supplier-imposed fees for the change.

Be aware that suppliers may treat name changes as cancellations, which could result in cancellation charges and the need for a new ticket purchase, at your expense.

10. Alterations Made To The Scheduled Program

Our holiday plans, as outlined in our brochure, are established months in advance and may require adjustments. You Could Travel reserves the right to modify any of the brochure’s listed prices, facilities, or services prior to forming a contract with you, with any such changes communicated at the time of booking.

Post-confirmation, we also reserve the right to make alterations to your holiday arrangements. While most changes are likely to be minor, significant changes could include downgrades in accommodation, resort changes, or major itinerary adjustments. In the event of a significant change, we will inform you as soon as possible, offering alternative arrangements or a full refund (subject to transaction fees). Additionally, except in cases of force majeure, compensation is provided as follows:

• More than 56 days prior: $10.00
• 55-30 days prior: $15.00
• 29-15 days prior: $30.00
• 14-0 days prior: $50.00

Minor modifications to your itinerary, such as slight adjustments to destinations (without complete route changes) or variations in the scheduled times of arrival or departure, may occur. In such cases, we strive to manage these changes seamlessly.

As an intermediary, You Could Travel plays a crucial role in arranging your travel experiences and lodging by carefully selecting and booking services with third-party providers known for their quality and reliability. It’s important to reiterate that our primary function is to act as a bridge between you, and these service providers, ensuring your travel arrangements are smoothly organized and booked according to your preferences.

In circumstances where a service cannot be delivered as initially promised, it is essential to understand that the entitlement to refunds or compensation for clients typically aligns with the terms of the contract established directly with the third-party provider. As these providers are responsible for the actual delivery of services, the liability for any non-fulfillment or discrepancies generally resides with them.

However, as your intermediary, You Could Travel is committed to providing support and assistance in these situations. Our role includes facilitating communication between you and the service provider to help address and resolve any issues that may arise. We aim to ensure that any disputes are managed effectively and that you are adequately informed about your rights and options regarding refunds or compensation, as stipulated by the terms of your agreement with the service provider.

Should you encounter any issues with your reserved accommodation upon arrival, our commitment is to address these promptly. We will endeavor to secure alternative accommodation that meets or exceeds the standard of your original booking. In situations where only accommodation of a lower standard is available, You Could Travel acknowledges the importance of your comfort and satisfaction.

11. Regarding Liability for Losses, Injury, Death, or Personal Injury

11.1 You Could Travel acts as an intermediary

You Could Travel functions strictly as an intermediary, facilitating the reservation of accommodations, transportation, and activities on behalf of clients.

The scope of You Could Travel’s responsibilities is confined to coordinating bookings with designated partners. Direct provision of accommodations, transportation, or activities falls outside You Could Travel’s purview.

11.1.1 Exclusion of Liability

You Could Travel explicitly denies acceptance of any liability for losses, injuries, fatalities, or personal harm sustained consequent to participation in activities booked for the client’s holiday.

Under no circumstances shall You Could Travel bear liability for any incidents, accidents, damages, losses, injuries, fatalities, or personal harm encountered by the client in the course of engaging in activities arranged via You Could Travel.

Claims or disputes arising from such incidents are to be directed exclusively towards the respective service providers.

11.2 Unsatisfactory Services

Should a client find services rendered by providers unsatisfactory, You Could Travel will supply necessary contact details to facilitate direct communication between the client and the concerned service providers for resolution of complaints or concerns.

You Could Travel absolves itself from all responsibility and liability for compensations, refunds, or resolution concerning services deemed unsatisfactory that are provided by third-party service providers.

11.3 Disclaimer

Clients are advised to thoroughly examine the terms and conditions, safety protocols, and insurance coverages of service providers prior to participation in any booked activities.

You Could Travel disclaims all liability concerning the quality, safety, execution, or legality of services tendered by third-party providers.

11.4 Severability

Should any segment of this clause be adjudicated as invalid or unenforceable by a court of competent jurisdiction, said segment shall be excised from this clause, whilst the remainder shall persist in full force and effect.

Engagement with You Could Travel signifies the client’s comprehension and consent to absolve You Could Travel of any liability for losses, injuries, fatalities, or personal harm incurred during activities that are part of their holiday, with the client agreeing to address any related claims or issues directly with the pertinent service providers.

12. Arbitration

In the event of a grievance, clients are to submit their complaint to You Could Travel within 28 days post-return from their holiday. An investigation will be conducted, with a comprehensive response dispatched promptly, acknowledging that information retrieval from overseas may induce a delay in the process. Should a satisfactory resolution remain elusive, and at the client’s discretion, the dispute may be referred to arbitration conducted by the Chartered Institute of Arbitrators, offering a straightforward, cost-effective arbitration method based on documentation alone, imposing limited liabilities upon the client regarding costs.