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Booking Conditions

OUR RESPONSIBILITY: IXSM TRAVEL is a travel division of IXSM,INC. IXSM TRAVEL acts as a travel agent only. We sell various travel related products on behalf of numerous transport, accommodation and other wholesale service providers, such as airlines, coach, rail and cruise line operators. IXSM TRAVEL's obligation is to make travel bookings on your behalf and to arrange relevant contracts between you and travel service providers. We have no responsibility for these services nor do we make or give any warranty or representation regarding their standard. All bookings are made subject to the terms and conditions and limitations of liability imposed by these service providers. Your legal recourse is against the specific provider and not IXSM TRAVEL. If for any reason, any travel service provider is unable to provide the services for which you have contracted your remedy lies against the provider and not with IXSM TRAVEL.
CONTRACT: IXSM TRAVEL shall provide travel arrangements and itinerary management so that the client receives travel services including transport/accommodations(hereinafter referred to as "tour services") provided by transportation/accommodation operators during the tour itinerary set by IXSM TRAVEL. The content and conditions of the contract shall conform to those specified for each tour itinerary, conditions as specified hereunder, the final itinerary handed to clients before departure(hereinafter referred to as the "Final Tour Itinerary").
APPLICATION: The client shall provide on the IXSM TRAVEL application form information as required by IXSM and submit the form together with the necessary reservation deposit. Said deposit shall be applied to the tour fare, cancellation charges or penalties. If the client fails to supply the required application form and deposit within 5 days counting from the day when acceptance of application is confirmed, the reservation shall be voided. The Travel Contract shall become valid upon IXSM TRAVEL's consent to the conclusion of the contract and receipt of the reservation deposit. When clients request tour arrangements by internet, mail, facsimile or other communication methods, the tour contract shall become valid upon payment of the Deposit and IXSM TRAVEL's notification of acceptance of the tour contract. When applying for group tour arrangements(more than 2 people), the tour contract including conclusion and cancellation of the contract shall be exchanged between IXSM TRAVEL and the group representative.
TRAVEL DOCUMENTS: Travel documents include (without limitation) airline tickets, hotel vouchers, tour vouchers or any other document (whether in electronic form or otherwise) used to confirm an arrangement with a service provider. Travel documents may be subject to certain conditions and/or restrictions including (without limitation) being non-refundable, non-date-changeable and subject to cancellation and/or amendment fees. All travel documents are non transferable. All airline tickets must be issued in the name of the passport/photo identity holder, some carriers will deny carriage if the name varies and the booking may be cancelled. It is your responsibility to collect all travel documents from us prior to travel. Please contact your consultant the day before collection to confirm that the travel documents are ready for collection.
DEPOSITS and PAYMENTS: The price of your booking is not guaranteed until deposit is received. The reservation deposit shall be 20% of the total price and required within 5 working days from the time of confirmation of your reservation. Final payment is due no less than 30 days prior to departure. IXSM TRAVEL shall charge the client's credit card for travel fares(inclusive of deposits and additional charges), any cancellation charge or non-fulfillment fee, additional charges and handling fees. In the absence of any request from the client, the card will be charged on the date the client accepts the itinerary.
* In case of conditions are described on the product pages, follow the the conditions.
CURRENCY CONVERSION: All transactions are processed in Japanese Yen at the daily rate set at 10AM Japanese standard time. Please check with your credit card provider for their foreign currency conversion rates.
CREDIT CARD TRANSACTIONS: If for any reason any travel service provider is unable to provide the services for which you have contracted, your remedy lies against that provider, and not against IXSM TRAVEL. In the event that payment has been made to IXSM TRAVEL credit card, you agree that you will not seek to charge back your payment to IXSM TRAVEL.
IXSM TRAVEL may, after conclusion of the Travel Contract, cancel the tour or revise its contents and services for any of the following reasons : natural calamity or disaster, weather conditions, civil unrest, suspension of services rendered by transport/accommodation facilities, provision of transportation not based on the original operational plan, governmental orders, or other circumstances beyond IXSM TRAVEL control. IXSM TRAVEL reserves the right to take necessary measures when safe, smooth tour operation in accordance with the itinerary is deemed impossible, or when there is valid reason to believe that the tour cannot continue. In such cases, IXSM TRAVEL must explain in a timely manner its inability to function according to the Travel Contract under the circumstances. However, said explanation may be made after revisions are made when conditions demand.
IXSM TRAVEL may revise its schedule of fees in accordance with increases or reductions of transport fares and/or charges for tour owing to unusual or unforeseen economic developments. In such cases, IXSM TRAVEL shall notify the client no later than the 16th day prior to the eve of departure.
IXSM TRAVEL may, when tour operational costs have risen owing to factors as stipulated in Article 10 above, revise the tour fare accordingly, except when substitutions are required because of a shortage of such facilities, as transport seats, hotel rooms, etc.
In the event travel costs decrease, IXSM TRAVEL shall reduce the tour fare accordingly.
If IXSM TRAVEL specifies that tour fares are dependent on the number of participants and there is a change in the number of the participants due to reasons beyond IXSM TRAVEL's responsibility, IXSM TRAVEL shall change the tour fare within the allowable range specified in the tour contract.
1.Cancellation by client
  • When the client leaves the tour group for personal reasons, IXSM TRAVEL will consider it a forfeiture of contracted rights and claims to any refund.
  • If certain services cannot be provided as promised in the Tour Contract for reasons beyond client responsibility, relevant portions of the contract may be canceled, with an appropriate refund deducted from the total tour fare.
2.Cancellation by IXSM TRAVEL
  • IXSM TRAVEL may cancel the Tour Contract for tours after the departure date in the following cases:Effect of cancellation and refund: If IXSM TRAVEL cancels the Tour Contract in accordance with the Provision 2.(1) herein above, travel services rendered to the client shall be deemed as having been completed, and a refund from the tour fare shall be paid for services not yet rendered. In cases where travel services are not rendered owing to tour cessation, or services for which IXSM TRAVEL has paid, (or will pay) expenses, cancellation charge, penalty, or etc., IXSM TRAVEL will refund only the balance thereof.
    • When the client is unable to continue the tour owing to illness or other factors.
    • When the client is seen to disturb the order or collective activities of tour participants by disobeying tour conductor instructions, or by behaving in a manner which otherwise jeopardizes safety, smooth tour operation.
    • When the tour cannot continue owing to natural disaster, weather conditions, civil unrest, labor disputes, suspension of services by transportation or accommodation facilities, governmental orders, or other causes beyond IXSM TRAVEL control.
  • When IXSM TRAVEL cancels the Tour Contract for tours in accordance with the Provision 2. (1) (a) and (c) herein above, IXSM TRAVEL shall, at the client's expense, make necessary arrangements as requested for return to point of departure.
CANCELLATION CHARAGES: If a client cancels the Travel Contract for personal reasons, the following cancellation rates will apply to the tour fare. Clients remaining in the tour will incur the balance of additional per room costs associated with the change in number of participants.
* In case of conditions are described on the product pages, follow the the conditions.
  ▪ If notice of cancellation is received by IXSM TRAVEL any time after the booking is confirmed and before the balance due date: 20% of the total price
▪ If notice of cancellation is received by IXSM TRAVEL 14 days to 6 days prior to the tour/check-in date or the starting date of the tour : 30% of the total price
▪ If notice of cancellation is received by IXSM TRAVEL 5 days to 3 business days prior to the tour/check-in date or the starting date of the tour : 50% of the total price
▪ If notice of cancellation is received by IXSM TRAVEL 2 business day prior to the tour/check-in date or the starting date of the tour/check-in date or in case of failure to show without notice: 100% of the total price
In case of cancellation in booking via travel loan beyond IXSM TRAVEL responsibility, the above cancellation charges will apply. If a client fails to pay the tour fare by the designated date, IXSM TRAVEL will assume the client has canceled as of the following day, and the cancellation charges specified above will apply.
AMENDMENTS: Amendment, Changes incur a fee of 3,000 yen per booking. After confirmation documents have been issued, an amendment fee of 3,000 yen applies plus any charges levied by hotels, ground operators or airlines. Document reissue is an alteration to an existing booking and not a transfer to another package wherein cancellation charges apply.
REFUND OF TRAVEL COST: We are unable to provide a refund to you until we receive the funds from the relevant supplier. Cancelled bookings will incur charges. These charges can be up to 100% of the cost of the booking, regardless of whether travel has commenced. Fees will also apply where a booking is changed or tickets are re-issued. If a client cancels the Tour Contract for personal reasons, the following cancellation fees will apply to the tour fare. Clients remaining in the tour will incur the balance of additional per room costs associated with the change in number of participants.
PASSPORTS & VISAS: It is your responsibility to ensure that you have valid passports, visas and re-entry permits which meet the requirements of immigration and the government authorities. Any fines, penalties, payments or expenditures incurred as a result of such documents not meeting the requirements of those authorities will be your sole responsibility. All travelers must have a valid passport for international travel and Japan requires at least 6 months validity from the date of entry.
LIABILITY: We do not accept any liability of whatever nature, whether in contract, tort or otherwise, for the acts, omissions or default, whether negligent or otherwise, of third party providers over whom we have no direct control. Under circumstances where liability cannot be excluded, such liability is limited to the value of the purchased travel arrangements. We do not accept any liability in contract, tort or otherwise for any injury, damage, loss (including consequential loss), delay, additional expense or inconvenience caused directly or indirectly by force majeure or any other event which is beyond our control which is not preventable by reasonable diligence on our part.
  • Should major changes occur in Travel Contract contents as stated followings (except for changes mentioned in the 1)through 3)below, IXSM TRAVEL shall calculate the change compensation money by multiplying tour fares by the rate, and make refund to the client within 30 days counting from the day after the tour ends.
    1) IXSM TRAVEL shall not pay compensation for changes when they occur for the following reasons(however, compensation shall be paid in the event of shortage, even when services are provided, such as for seats, rooms and other facilities)
    (a) Bad weather and natural disasters which hinder the tour itinerary.
    (b) War.
    (c) Civil unrest.
    (d) Governmental orders.
    (e) Suspension of services involving transportation, accommodations, etc., such as cancellation, interruption, cessation, etc.
    (f) Provision of transport services different from the original schedule, owing to delays or changes in operation schedules.
    (g) Necessary measures to prevent tour participant death or bodily harm.
    2) Should cancellation in the Tour Contract be made and should changes occur in such canceled portions, IXSM TRAVEL shall not pay compensation.
    3) Even if major changes occur in Tour Contract contents, as stated in the left hand column of the following table, IXSM TRAVEL shall not pay compensation if they are changes in the Final Tour Itinerary, and the changes are within the scope of services stated in tour brochures.
  • When the situation warrants, IXSM TRAVEL shall indemnify the client by offering economic benefits equivalent to compensation money, or damage indemnification instead of cash payment, if the client so agrees.
  • If, after IXSM TRAVEL has compensated for changes made, it becomes evident that IXSM TRAVEL is responsible for the changes, IXSM TRAVEL shall pay the client for the damages after deducting the sum already paid under the terms.
  • IXSM TRAVEL shall not provide compensation when the order in which tour services are provided change from those originally stipulated when all services are provided during the tour.
  CHANGES FOR WHICH IXSM TRAVEL SHALL PAY COMPENSATION Amount of compensation for changes - Tour fare times the following percentage per incident
  1. Change in tour departure or termination date specified in tour brochures: 1.5%
  2. Changes in destination or entry to tourist spots and/or facilities (including restaurants) stated in tour brochures 1.0%
  3. Changes in grade or equipment of transport facilities as stated in tour brochures to those of lower cost (only when the total price after change becomes less than stated in the Tour Contract.): 1.0%
  4. Changes in transport vehicles or of the company operating them as stated in Tour brochures 1.0%
  5. Change in accommodation facilities or the name of the company operating them as stated in tour brochures: 1.0%
  6. Change in type of rooms at hotels, etc., their facilities, or view as stated in tour brochures 1.0%
  7. Regarding changes in items (1) through (6), above as relating to the tour title in brochures, these rates shall apply instead of those for the above items 2.5
Note: 1: "One incident" represents one train ride, one automobile ride or one ship ride in case of transportation; one overnight stay in case of accommodations; and one change in each of the applicable items involving other services. 2: If multiple changes as stated in (4) to (6) above occur during one train, automobile or ship ride, or one overnight stay, they will be regarded as a single alteration. 3: Only one rate shall apply for changes as stated in (7) as above.
CORRESPONDENCE CONTRACT: When we receive an application from a credit cardholder(hereinafter referred to as a "member")of a credit company we deal with, based on the conditions of "receiving payment of travel charges, cancellation fees, etc., without the signature of the member "(hereinafter referred to as a correspondence contract), the travel conditions are different from the ordinary travel conditions in the following points:
(Some travel agencies may not be able to handle this type of application. The types of cards that are handled vary among travel agencies.)
A contract shall be based on "travel business-related stipulations that are used for conclusion of a travel contract by Correspondence means contract."
A contract shall be concluded at the time when we consent in the case of application by telephone, and when we issue a notification of our consent in the case of other communications means. At the time of application, information of the "member number, card expiration date," etc., shall be provided.
A "card usage date" shall be the day of payment or repayment of travel charge, etc. The card usage date for travel charges shall be the "date when a contract is concluded." The card usage date for cancellations fees shall be "the day cancellation of a contract is requested(when a request for cancellation is made on or after the card usage date for travel charges, repayment shall be made within seven days from the day after the request."
When payment cannot be made using the credit card a member applies with due to a credit reason, etc., we shall cancel the Correspondence Contract, and be entitled to the same amount as the cancellation fees mentioned in the above, as payment for damage caused by a breach of contract. However, this shall not apply if travel charges are paid in cash by a date we designate separately.
PRIVACY POLICIES: IXSM TAVEL and its entrusted travel agencies listed in the Sale Office column will use the personal information provided in the tour application forms only for communicating with clients and for arranging transportation and accommodations to provide the services request by the client.