Booking Terms and Conditions

These terms and conditions govern all bookings with Ninja Tours (ABN: 84 684 202 008). Please read them carefully as you will be bound by them.

In these booking conditions, "you" and "your" means all persons named on the booking (including anyone who is added or substituted at a later date) or any of them as the context requires. "We", "us" and "our" means Ninja Tours.

Ninja Tours acts as an agent for you in making the arrangements for services. Obligation of Ninja Tours is to make bookings on your behalf and to arrange relevant contracts between you and suppliers of the services. Ninja Tours does not own, manage, control or operate any of the services; tours, transportation, accommodation, restaurants, theme parks, activities or any other services included in your holiday package. Ninja Tours exercises every care in the selection of reputable coach operators, hotels and other suppliers or the various travel services which are to be used in your holiday package. It is important to note, therefore, that all bookings with Ninja Tours are subject to the terms and conditions and limitations of liability imposed by coach operators, hoteliers and other service providers including but not limited to shipping, rail, car hire and restaurant operators, whose services are in your holiday package, some of which limit or exclude liability in respect of death, personal injury, delay and loss or damage to baggage. Ninja Tours strongly recommends that you take out insurance against these risks.

Ninja Tours does our best to make sure that your holiday arrangements are satisfactory and accepts liability for, but only to the extent of, any loss or damage sustained by you as the result of our negligence or that of our employees. However, Ninja Tours cannot accept any liability of whatever nature for the acts, omissions or default, whether negligent or otherwise, those airlines, coach operators, shipping companies, hoteliers or other persons providing services in connection with your holiday pursuant to a contract between themselves and yourself (which may be evidenced in writing by the issue of a ticket, voucher, coupon or the like) and over whom we have no direct and exclusive control.

All descriptions and itineraries have been prepared with information received from various hotels and other suppliers of components of your holiday package. Some of the information may have changed. Although no changes in itinerary, accommodation, transportation, routing or any other services included in your holiday package are anticipated, we reserve the right to make such changes if necessary due to circumstances beyond our control or which, resulting from information subsequently received, are considered to be in the best interests of you. We reserve the right to substitute accommodation or other components of an equivalent standard.

Prices, Goods and Services Tax
All prices are quoted in Australian dollars unless otherwise expressly stated. All rates shown are subject to availability and seasonal variations. These price changes will also include adverse currency fluctuations, fuel surcharges, taxes and airfare increases. Please contact us for up to date prices. Prices are subject to change at anytime until full payment is received. All prices and charges are inclusive of Australian GST where applicable.

Bookings
All bookings are based upon the current price given by the goods and/or service provider at the time the booking is generated.  The person carrying out a booking shall be deemed to have accepted these Terms and Conditions on behalf of all persons named in the booking (including those added at a later date). Any verbal quotes given via our Customer Service Representatives are estimates only that will be subject to a written advice upon confirmation of the reservation. The customers are responsible to ensure they provide their correct personal details including prefix, full names including any middle names and date of birth as per passport used for the travel. The person carrying out a booking acknowledges that Ninja Tours reserves the right to deny a booking request for any or no reason.  No employee of Ninja Tours or affiliated companies or representatives can change these Terms and Conditions or any other terms under which any person agrees to take a holiday package.

Documentation
Documentation for bookings made with Ninja Tours will be emailed to the email address provided, generally 2-4 weeks prior to tour start date, but may depend on suppliers and the time of booking. Documents can only be prepared after booking is made and full payment confirmation received. Invoices are available on request.

Deposit and Final Payment
A deposit is required to hold the reservation when you make a booking. We will advise you of how much and the due date for payment. Reservations made will be automatically cancelled if the deposit is not received by the required date. Please advise us in case of delay in payment.  All deposits are non-refundable. Final payment is generally required at least 10 weeks before the departure day unless otherwise stated.  Due to some of our suppliers booking conditions, there may be time when the package must be paid in full at the time of the booking or the bookings cannot be made. In which case, if you change or cancel, the above conditions will apply. Bookings made within 10 weeks of departure will only be accepted if full payment is received by Ninja Tours at time of reservation. In the event of the reservation not being confirmed, a full refund will be made.

Amendments, Cancellation Fees & Refunds
Amendments to your package may incur a fee, which may be varied depending on the period of changing and also on the type of package that is purchased. In addition, you will be required to pay any charges levied by hotels or ground operators fees, which can be up to 100% of the cost of the booking. To the extent permitted by law, name changes are not permitted for any bookings.

Cancelled bookings will incur charges regardless of whether travel has not yet or has already commenced which will be varied depending on the period of changing and also the type of package that is purchased. In addition, you will be required to pay any charges levied by hotels or ground operators, which can be up to 100% of the cost of the booking.

Fees and extra charges will also apply when tickets, vouchers, coupons or documents are re-issued. Where we incur any liability for a cancellation fee or charge for any booking which you cancel, you agree to indemnify us for the amount of that fee or charge.

Cancellation Fees
From day of reservation to 91 days prior:
Deposit plus supplier charges*
From 90-61 days prior:
50% of the booking plus supplier charges*
From 60-31 days prior:
75% of the booking plus supplier charges*
From 30 days prior:
100% of the booking
*Cancellations are subject to a charge to cover estimated costs plus any charges levied by hoteliers or suppliers. Some packages may have different cancellation policies due to different promotions and penalties applied by suppliers.

To the full extent permitted by law, no refunds are available after the travel/trip has commenced, in respect of any tours, accommodation, meals or/and services not utilised. Should you or a member of your party wish to cancel your booking or any part of your booking, you must advise Ninja Tours in writing by email. Cancellations by phone will not be accepted. Cancellations are subject to a charge to cover estimated costs plus any charges levied by hoteliers or suppliers. In case of refunds, before or after travel has already commenced, we are unable to provide a refund to you until we receive refunds from the relevant supplier. Cancelled packages which includes JR pass exchange vouchers, must be mailed back and returned to Ninja Tours in original form.

Exclusions
The following items are not included in the price of your package: passport and visa charges where applicable, airline tickets, airport taxes (where not pre-payable or pre-paid), items of a personal nature such as drinks, room service, laundry, own meals (unless specified), baggage charges, excess baggage, personal & baggage insurance, telephone calls and postage and the cost of anything else not expressly identified as being included in the package.

Accommodation Fees are required for some accommodations in Japan and cannot always be prepaid. Accommodation tax, bathing tax, and resort fees are imposed by the city and collected at the property. The amount varies based on factors such as length of stay, property classification, and room price.

Accommodations
Guests must be at least 18 years of age at the time of check-in (although some hotels impose a minimum age of 21 years) unless accompanied by a parent or guardian, please directly with us if you have any concerns. Guests may be required to present a valid credit card (not debit card) or cash deposit at check-in for any incidentals charges such as parking, phone calls, room service or any additional surcharges which are not included and are to be paid by the guest directly to the hotel.

Lift Passes
Lost or stolen lift passes are neither refundable nor replaceable. Some ski resorts may require a security deposit of usually 500 yen or 1000 yen. The deposit is refunded when you return the pass at the ski resort. No refund is available once you have departed the ski resort.

Optional Services
Optional Services refer to land tours, activities, car hire, transfers and other components (excluding flights and accommodation) that may be booked with a holiday package. On some occasions, guests may be required to contact the Optional Services supplier directly to arrange for pick-up/drop-off times, appointments etc. Any such requirements will be specified in the electronic documentation issued upon confirmation of your booking.

Baggage
It is important for you to obtain and read luggage entitlements and restrictions applied by third party suppliers. Airline carriers, tour operators and transfer companies may have policies that restrict the size, number, weight and dimensions of allowable luggage (both carry-on and registered baggage). Some airline carriers, tour operators and transfer companies may charge a baggage fee if you carry luggage that exceeds the restrictions/allowances outlined in each individual policy.

Travel Insurance
As travel plans are sometimes affected by influences outside your control, we strongly recommend you seek advice on obtaining insurance prior to travel and to discuss insurance options. Our cancellation policy applies irrespective of weather/snow conditions/acts of God. Adequate preparations must be made by the the customer in terms of insurance needed to cover any natural or manmade disasters, adverse weather conditions and all similar events outside the control of the party concerned. We suggest that the policy should include, but not be limited to, the following cover:

• Loss or damage to personal baggage;

• Loss of money; and

• Emergency medical expenses incurred during travel.

Passports and Visas
It is your sole responsibility to ensure that you and your party have valid passports and visas to the destinations of your choice. Visa necessity mostly depends on the nationality. Please be sure to check regarding visas, required passport validity or immigration documents necessary before entering Japan. Ninja Tours is not liable for any expenses, liabilities or loss incurred in relation to invalid passports, invalid or restricted visas or any other matters regarding your eligibility for entry into the country of your destination. 

Travel Advice
We strongly suggest you check relevant government websites to find out about any dangers and risks to your health and safety at your chosen destination before your holiday.  For example, you can do this by checking with government agencies like the Australian Department of Foreign Affairs and Trade.

Product Descriptions, Maps and Photographs
Product descriptions featured with Ninja Tours are based on current contractual agreements with suppliers and information provided by suppliers. Any facilities shown as included are subject to change at any time. Maps are shown for general information and guidance only, but may not reflect actual routings, locations or services provided. Whilst photographs display places in geographic areas, they are not necessarily included in any holiday. Photos reflecting hotel rooms may not be specific to the actual room occupied.

Invoice errors or omissions
We reserve the right to correct any errors in rates quoted or miscalculated for any services quoted.

Limitation of Liability
You agree that neither Ninja Tours, nor any of its representatives or agents shall accept any liability in contract or in tort for any injury, death, accident, damage to personal property, loss, delay, additional expenses or distress, disappointment, inconvenience caused, directly or indirectly during the holiday however arising in connection with any accommodation, transportation or other services by force majeure or other events, acts or omissions which are beyond the control of Ninja Tours or which are not preventable by reasonable diligence on behalf of Ninja Tours including, but not limited to, all civil disturbance, fire, floods, unusually severe weather, acts of God, acts of government or of any other authorities, accidents to or failure of machinery or equipment or industrial action (whether or not involving Ninja Tours or its employees), strikes, theft, delay or cancellation, changes in itinerary or schedules, riots, pilferage, epidemics, quarantines, medical or customs regulations, improper or insufficient passports, visas or other documents.

All warranties and conditions implied by statute or generally at law are excluded to the maximum extent of the law.  If the Competition and Consumer Act 2010 (Cth) or any similar law applies and an implied condition or warranty cannot be excluded, the liability of Ninja Tours will be limited, at their discretion, to either the replacement or resupply of the goods or services.

Consumer Claims
Consumer claims should be made in writing within 30 days of return, with supporting documentation. Such claims should be addressed and forwarded to info@ninjatours.com.au.