1.1. The Company: These Terms and Conditions govern the contractual relationship between you (hereinafter referred to as "the Client", "you", or "your") and Takanawa Travel K.K., trading as "Trip To Japan" (hereinafter referred to as "the Company", "we", "us", or "our"). Takanawa Travel K.K. is a company registered in Japan, with its registered office at 1 Kitashinagawa 5-11-1, Shinagawa, Tokyo, Japan.
1.2. License: The Company operates as a certified travel provider under the Certified Travel License issued by the Tokyo Metropolitan Government Office: No.3-8367.
1.3. The Service: The Company provides an automated travel arrangement platform (the "Trip Planner") allowing Clients to build and book customized itineraries, including accommodation, transportation arrangements, guided tours, and other related travel services within Japan.
1.4. Package: Refers to a booking made via the Trip Planner that combines two or more travel services into one itinerary.
1.5. Force Majeure: Refers to any event beyond the Company’s reasonable control, including but not limited to, acts of God, war, terrorism, civil unrest, industrial disputes, natural disasters (e.g., earthquakes, typhoons), epidemics, pandemics, adverse weather conditions, government actions, and failure of transportation providers (including airlines and rail networks).
1.6. Agreement: By making a booking with the Company, the Client confirms that they have the authority to accept and do accept these Terms and Conditions on behalf of themselves and all members of their traveling party. A contract exists as soon as the Company’s automated system processes the initial deposit and issues a confirmation.
2.1. Automated Trip Planner and Live Quotations: The Company utilizes an automated Trip Planner platform. This platform calculates live, dynamic quotes based on the specific itinerary built by the Client. Prices reflect current availability and supplier rates. A quote is only finalized and the price secured when the Client proceeds to the booking stage and the initial deposit is successfully processed.
2.2. Currency and Fees: All charges by Takanawa Travel K.K. are processed exclusively in Japanese Yen (JPY) via our payment processor, Stripe. We do not accept payments in other currencies. The Client acknowledges that their bank or card issuer may apply currency conversion fees or foreign transaction fees; these fees are outside the control of the Company.
2.3. Packages: Deposit and Payment Schedule: This section applies to Packages sold by Trip To Japan. By booking a Package, the Client agrees to the following payment schedule:
2.3.1. Standard Payment Plan:
Deposit to Confirm (20%): 20% of the total Package price is due immediately at the time of booking. This confirms your reservation and allows the Company to secure arrangements with suppliers.
Second Installment (40%): 40% of the total Package price is due 90 calendar days before the start date of your Package.
Final Installment (40%): 40% of the total Package price is due 30 calendar days before the start date of your Package.
2.3.2. Late Bookings: If a booking is made fewer than 90 days before the start date, the payment schedule is adjusted as follows:
Booked 89 to 31 days before start: 60% (Deposit + Second Installment) is due at booking; the remaining 40% (Final Installment) is due 30 days before the start date.
Booked 30 days or fewer before start: 100% of the total Package price is due at booking.
2.4. Automatic Collection and Authorization: By confirming the booking and providing payment details, the Client authorizes Takanawa Travel K.K. (Trip To Japan) to automatically charge the saved payment method on file for each installment on the respective due dates.
2.5. Failed Payments and Non-Payment:
Failed Charges: If an automatic charge fails, the system will notify the Client immediately. We will attempt to retry the charge for a grace period of up to three (3) calendar days.
Cancellation due to Non-Payment: If the payment is not successfully received within the 3-day grace period, the Company reserves the right to cancel the booking. In such cases, the booking will be treated as a cancellation by the Client, and cancellation fees will be applied consistent with Section 4 (Cancellations and Refunds) of these Terms.
2.6. Supplier-Specific Exceptions: While the standard payment plan applies to most bookings, some components may require earlier payment or have non-refundable terms mandated by the supplier. If a Package contains such components, the platform will flag this requirement before you confirm payment. In those instances, the stricter supplier requirement applies to that portion of your Package price.
2.7. Verification of Details and Documentation:
Client Responsibility: It is the Client’s sole responsibility to ensure that all information provided during the automated booking process is accurate, including passenger names (which must exactly match passports), dates, and selected itinerary components. The Company accepts no responsibility for costs incurred due to incorrect information provided by the Client.
Confirmations and Vouchers: The Company will issue initial confirmations once the Deposit (20%) is successfully processed.
Final Documents: Documents will be updated as subsequent installments are received. The Company reserves the right to withhold final travel documents, including finalized itineraries and any applicable vouchers or tickets, until the Final Installment has been received and the Package is paid in full.
2.8. Business Days and Timing: All payment schedules and timelines are calculated based on Japan Standard Time (JST). If a payment due date falls on a weekend or a Japanese public holiday, the payment will be automatically processed on the next business day in Japan.
3.1. Inclusions: The services included in your Package are strictly limited to the components selected by the Client in the Trip Planner and listed in the final confirmation invoice. Inclusions may comprise:
Accommodation (hotel, ryokan, etc.) as selected.
Meals, only if explicitly selected and detailed in the itinerary.
Ground transportation (private transfers, shared shuttles) as selected.
Sightseeing, activities, and entrance fees as selected.
Services of local guides or tour leaders, if booked as part of the Package.
3.2. Accommodation Services and Supplier Terms: Accommodation inventory (hotels, ryokans, etc.) is primarily sourced through third-party suppliers and wholesale aggregators, including Expedia Partner Solutions. When you book accommodation through our platform, the reservation is facilitated through these partners and delivered by the individual property.
By making a booking that includes accommodation, you acknowledge and agree that your reservation is subject to the applicable Supplier Terms & Conditions, as well as the specific terms, conditions, and policies of the individual accommodation provider.
It is the Client’s responsibility to comply with all supplier rules, including, but not limited to:
Minimum age requirements for check-in.
Specified check-in and check-out times.
Maximum room occupancy limits.
Furthermore, the prices quoted generally exclude mandatory local taxes (such as Japanese accommodation taxes or bath taxes) or resort/facility fees that must be paid directly by the Client to the property upon arrival or departure. We endeavor to inform you of these potential charges when this information is made available by the supplier.
3.3. Rail Tickets (Optional Add-On): Rail transportation is not included by default. Japan Rail (JR) passes or point-to-point rail tickets (e.g., Shinkansen/Bullet Train) are included in the Package only if they have been explicitly added to the itinerary by the Client via the Trip Planner and subsequently paid for as part of the total Package price. If rail tickets are not added during the planning process, the Client is responsible for arranging their own rail transportation.
3.4. Exclusions: Any item not explicitly selected in the Trip Planner and listed in the confirmation invoice is excluded from the tour price. This typically includes:
International airfare.
Visa and passport application fees.
Mandatory travel insurance.
Rail tickets (unless specifically added and paid for as per 3.3).
Optional excursions or activities not booked through the platform.
Meals not specified in the itinerary.
Personal expenses.
Tips and gratuities.
Local taxes or resort fees payable directly to hotels (as per 3.2).
4.1. Cancellation by the Client: To cancel a booking, the Client must notify the Company in writing or via the designated cancellation function on the platform. The date of cancellation will be the date the notification is successfully processed (Japan Standard Time).
4.2. Cancellation Charges: The following cancellation fees will apply, calculated as a percentage of the total tour cost:
61 days or more prior to departure: Loss of the initial 20% deposit.
31-60 days prior to departure: 50% of the total tour cost.
15-30 days prior to departure: 75% of the total tour cost.
0-14 days prior to departure or no-show: 100% of the total tour cost.
4.3. Supplier Policies and Non-Refundable Services: In some cases, specific suppliers may have stricter cancellation policies or be 100% non-refundable immediately after booking, as indicated during the booking process (see Section 2.6). This is particularly common for accommodations sourced via our wholesale partners (e.g., Expedia Partner Solutions). The specific cancellation policy for each accommodation or service is provided before finalizing the booking and is strictly enforced by the supplier. These stricter supplier policies supersede the standard cancellation charges listed in Section 4.2.
4.4. Rail Tickets and Passes (If Purchased): Once issued, rail tickets and passes purchased as part of a Package are often non-refundable or subject to cancellation fees imposed by the rail operator. Refunds for unused rail tickets, if applicable, can only be processed according to the operator's policy and usually require the return of the physical tickets or passes.
4.5. Unused Services: No refunds or credits will be provided for any unused portions of the trip, including accommodations, meals, transfers, sightseeing tours, activities, or rail tickets, once the trip has commenced.
5.1. Amendments by the Client: If you wish to make changes to your confirmed itinerary, please notify us as soon as possible. The Company will make every effort to accommodate the request, subject to availability. An administrative amendment fee may be charged, in addition to any costs or charges incurred by our suppliers. Changes requested within 30 days of departure may be treated as a cancellation and rebooking.
5.2. Amendments by the Company: While the Company strives to deliver all tours exactly as booked, we reserve the right to alter the itinerary, accommodation, or transportation if required due to operational reasons or circumstances beyond our control. We will endeavor to provide alternatives of a similar or higher standard.
5.3. Significant Changes: If a significant change is necessary before departure, we will inform you as soon as reasonably possible. You will have the option to:
a) Accept the changes.
b) Accept an alternative tour of a comparable standard if available.
c) Cancel the tour and receive a full refund of all monies paid.
5.4. Cancellation by the Company: The Company reserves the right to cancel a tour for any reason, including Force Majeure. If the Company cancels the tour (except due to Force Majeure or Client non-payment), the Client will receive a full refund. The Company is not liable for any incidental costs incurred by the Client, such as non-refundable international airfare or visa costs.
6.1. Travel Documents: It is the sole responsibility of the Client to ensure that all members of their party possess a valid passport (with at least six months validity beyond the intended return date) and any required visas, permits, or entry documents for Japan.
6.2. Health and Fitness: The Client is responsible for ensuring they are medically and physically fit to travel. You should consult with a healthcare professional regarding vaccinations and medical precautions.
6.3. Conduct and Local Laws: The Client agrees to abide by the laws and customs of Japan. The Company reserves the right to terminate the travel arrangements of any Client whose behavior is deemed dangerous to themselves or others, causes offense, or significantly disrupts the enjoyment of others. In such cases, the Client will be responsible for their own arrangements, and no refund will be provided.
6.4. Punctuality: The Client is responsible for arriving punctually at all designated meeting points and check-ins for transportation services booked through the Company. The Company is not liable for any loss or expense incurred due to the Client's failure to arrive on time.
6.5. Accommodation Check-in and Incidentals: Upon check-in, accommodation providers require valid identification (passport) and typically require a credit card pre-authorization or cash deposit to cover potential incidental charges (e.g., room service, minibar, damages). This is a requirement of the accommodation provider, not the Company.
6.6. Property Rules and Damages: The Client is strictly liable for any loss, damage, or breakage caused to the accommodation, its contents, or facilities during their stay. Charges for damages must typically be settled directly with the property. If the Company or its partners are charged by a property for damages caused by the Client, the Client agrees to indemnify the Company in full for these charges.
6.7. Prohibited Booking Practices: The Client agrees not to make any speculative, false, or fraudulent reservations through the platform. Bookings must be made in the legal name of the traveler. The Company and its suppliers reserve the right to cancel bookings if platform rules are violated or if fraud is suspected.
7.1. Mandatory Requirement: Comprehensive travel insurance is mandatory for all Clients booking with Takanawa Travel K.K. Participation in the tour is conditional upon having adequate insurance coverage.
7.2. Coverage: The insurance must cover, at a minimum, overseas medical expenses, emergency evacuation and repatriation, trip cancellation and curtailment, loss of luggage, and personal liability. We strongly recommend purchasing insurance immediately after paying the deposit.
The Company shall not be liable for, nor will it pay compensation for, any failure, delay, or improper performance of the contract if such failure or delay is due to a Force Majeure event (defined in Section 1.5). If the tour is canceled due to Force Majeure, the Company will endeavor to recover costs from suppliers and may offer a refund or a credit towards future travel, less any unrecoverable costs.
9.1. Agency Role and Information Accuracy: Takanawa Travel K.K. acts as an agent connecting Clients with independent suppliers and wholesale aggregators (e.g., hotels, accommodation aggregators like Expedia Partner Solutions, transportation companies, rail operators, guides). We take care in selecting reputable suppliers, but we do not own, manage, or control these entities. We rely on the information provided by these third parties and aggregators. While we endeavor to display this information accurately, we cannot guarantee that all supplier information (such as hotel descriptions, photographs, amenities list, or star ratings) is accurate, complete, or up-to-date. We are not responsible for the acts or omissions of these suppliers.
9.2. Limitation of Liability: To the fullest extent permitted by law, the Company excludes all liability for any injury, death, loss (including loss of enjoyment), damage, expense, delay, or inconvenience caused directly or indirectly by:
The acts, omissions, negligence, or failures of third-party suppliers.
Force Majeure events.
The Client's own actions, negligence, or failure to comply with these Terms and Conditions or local laws.
9.3. Maximum Liability: In the event that the Company is found liable for damages on any basis, the maximum liability of the Company to the Client shall be limited to the total cost paid by the Client for the tour.
The Company is committed to protecting the privacy of our Clients. Personal information collected during the booking process will be used solely for the purpose of arranging and managing your travel services and processing payments. Information will be shared with suppliers (e.g., hotels, transportation providers) only as necessary to secure reservations.
If the Client has a complaint about any aspect of the tour, they must report it immediately to the Company’s support contact so that the issue can be rectified. If the matter cannot be resolved during the trip, the Client must submit a detailed written complaint to Takanawa Travel K.K. within 30 days of the completion of the tour.
These Terms and Conditions, and any contract to which they apply, are governed by the laws of Japan. Any disputes arising out of or in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the Tokyo District Court, Japan.
If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect.