Terms and Conditions

Dragonfly Tours Japan ("the Company") Booking Conditions

1. The Contract
All persons wishing to make a booking must read carefully the terms hereof (hereinafter referred to as the "Booking Conditions").  All such persons will be bound by those Booking Conditions.  The person or persons making the booking are hereafter referred to as the Client.  No contract shall exist between the Company and the Client until the Company has received the deposit and completed the booking form (in the form prescribed by the company), and the Company has confirmed the booking to the Client or the Client's Travel Agent.

2. Payment
The balance of the tour cost must be paid no later than twelve weeks prior to the departure date for all tours.  Otherwise the Company may treat the booking as being cancelled by the Client.  Bookings made within 12 weeks of departure must be paid in full.

3. Cancellation by the Client
Any cancellation by the Client must be made in writing.  The date on which the letter is received by the Company or its agents will determine the loss of monies applicable.  The loss of monies is expressed hereafter as a percentage of the total tour price.

A. Cancellation 84 and more days before departure: loss of deposit. 
B. Cancellation 83 - 40 days before departure: 25% of total price. 
C. Cancellation 39 - 15 days before departure: 50% of total price. 
D. Cancellation 14 days or less: 75% of total price.
E. No show and cancellation while on tour: 100% of total price.

4. Cancellation by the Company
The Company reserves the right to cancel a Tour in the event the minimum number of passengers specified for the tour is not met, or for any other reason, but will not cancel a Tour less than 8 weeks before departure except for force majeure, unusual or unforeseen circumstances outside the Company's control.  When a tour is cancelled the Client may choose between a full refund of all monies paid or any alternative tour offered in lieu by the Company.  If the alternative tour chosen by the Client is of a lower value than that originally booked then the Client is entitled to a refund of the price difference.  (Note: the Company will only refund money paid to it.  The Client must bear this in mind, particularly if buying non-refundable or restricted flights elsewhere, as the Company will not be responsible for any such losses caused by a tour cancellation)

5. Amendments
Changes or amendments to your booking will incur a £50 charge per amendment.  Any request received less than eight weeks before departure of the original booking will be treated as a cancellation and the applicable cancellation charges will apply.  All requests for amendments must be in writing and signed by the Client, and take effect from the date received by the Company.  Additionally the Company reserves the right to make any further necessary charges relating to the change or changes which will be notified and agreed by the Client in advance.
The Client may request to transfer the booking to a later date or to another person without penalty provided that the Company receives written notice of the details of the proposed transfer 60 days or more before the Departure Date.  If the Client decides to transfer the booking less than 60 days before the Departure Date then this will be treated as a cancellation in accordance with clause 3.

6. Flexibility
The Client appreciates and acknowledges that the nature of this type of travel requires flexibility and should allow for alternatives at short notice. 
The Client agrees that some activities and destinations are dependent on prevailing weather, volcanic conditions and changes may have to be made to the Tour after the Departure Date.  If, in the Company’s opinion, the weather is unsuitable for a specific activity or destination the Company reserves the right to cancel or alter that activity or destination.  If the Company has to cancel an activity or destination it will endeavour to replace it with an alternative of equal interest but shall not be liable to the Client in the event that such activities are cancelled.
It is understood that the route, schedules, itineraries, amenities, accommodation and mode of transport may be subject to alteration without prior notice due to local circumstances or events, which may include sickness or mechanical breakdown, strikes, events emanating from political disputes, entry, climate, acts of nature and other unpredictable or unforeseeable circumstances.
In the unlikely event any major changes are made after receipt of the confirmation invoice the Company will inform the Client at the earliest opportunity and where possible offer the Client one of the following options: a) to accept the material change b) book an alternative Tour at the current advertised price upon which the Company shall make a refund in respect of any price difference or c) cancel the Tour and receive a full refund of the Price.

7. Breakaways 
While it is possible to break away from the planned holiday itinerary, it is understood that such breakaways will be for the Client’s account and there will be no refund for unused services, accommodation etc.

8. Passports, Visas etc 
Please check regarding requirements for visas & passports.  The responsibility for the provision of current and valid passports, visas and the like, where required, is that of the Client alone and the Company shall not be responsible or liable for any consequences of any Nature arising from the Client failing to ensure that he has complied with all such requirements.

Any information or advice given by the Company on visas, vaccinations, climate, clothing, baggage, special equipment, etc is given in good faith but without responsibility on the part of the Company.

9. Insurance
Before the Client commences a Tour he or she must obtain travel insurance with a reputable insurer to cover personal injury, medical expenses, repatriation expenses, loss of luggage and the expenses associated with cancellation or curtailment of a tour.  The Client is responsible for any loss or damage to baggage or personal possessions or any consequential loss resulting there from. If a Client becomes ill, all hospital expenses, doctors’ fees and repatriation costs are the responsibility of the Client and the Company shall not be liable for any refund of the tour cost.

10. Unsuitability of Client
If the Company considers the Client as unsuitable for a tour it may in its absolute discretion cancel such Client's booking or decline to carry the Client further if that Client causes inconvenience or annoyance to other passengers.

11. Risks
Whilst the Company will take all reasonable precautions to provide for the Client's safety and comfort, the Client accepts that these tours and optional activities carry inherent risks and any Client wishing to participate in such activities must be able to assume this risk.  The Client must be in good health.  Neither the Company nor its servants or its agents shall be liable for the personal injury, death, damage or loss including consequential loss to any Client however caused including personal injury or death caused or contributed to by the negligence, breach of contract or duty to the Company's servants, agents or any independent contractor whether Scottish or foreign law.

12. Authority on tour
At all times the decision of the Company's tour leader or representative will be final on all matters likely to endanger the safety and well being of the tour.  
The Client must at all times strictly comply with the laws, customs and drug regulations of Japan.  If the Client breaks those laws or are detained by the local authorities for an alleged breach of those laws, the tour may proceed without you.  The Company shall not be responsible or liable for any Client who contravenes any law or regulation.

13. Complaints
If the Client has any complaint about the tour booked he or she should first bring this to the attention of the tour leader.  If at the end of the tour, the Client feels that his or her complaint has not been properly dealt with, the Client must notify the Company in writing within 30 days of completion of the tour.

14. Website / Brochure
Information given in this website, brochures, leaflets and advertising is given in good faith by the Company at the time of print, but unless specially stated, shall not form any part of the contract.  The Company reserves the right to use photos or video footage and comments taken during your tour for any advertising or brochure production without obtaining further consent.

15. Data Protection
The protection of your personal information is important to us. In order to respond to an enquiry, process and fulfil your booking or send you any material, we need to collect personal data from you. We will only process your personal data in accordance with our Privacy Policy for or in connection with the purpose for which you we collected it.

16. Law
The contract of which these conditions form a part is to be governed and construed according to the laws of Scotland.  No persons or organisations have any authority to change or alter any of the above conditions, information or itineraries on our behalf.

17. Responsibility
The Company shall not be liable to the Client in respect of transportation failure including but not limited to delay in the Clients outward or inward flight/s, whether the cancellation or delay is caused by the weather, airline rescheduling, industrial action or mechanical failure.  The Company will give no refunds or compensation for lost time and services from the itinerary due to delayed or cancelled flights or delayed or cancelled public buses, trains or other forms of transport included in the Clients itinerary.

All tours are booked and all tour arrangements are made on the express conditions that Dragonfly Tours Japan, their staff and agents shall not be responsible for and shall be exempt from, all liability in respect of any loss, damage, accident, delay or inconvenience to any person, or his/her luggage, money, documents or other property, wherever, whenever, and howsoever the same may occur.  Dragonfly Tours Japan, their staff and agents shall further not be liable for any authority to claim the cost of repair for any damages caused by the Client to any property.