Ninja Tours - Terms & Conditions

Last updated: September 2026

1. Introduction

These Terms and Conditions govern all bookings made with Ninja Tours (ABN 84 684 202 008). By making a booking, you agree to be bound by these Terms and Conditions. In these Terms and Conditions, “you” and “your” means all persons named on the booking, including anyone added or substituted later. “We”, “us”, and “our” means Ninja Tours, operated solely by Vu Han Nguyen as a sole trader.

2. Role of Ninja Tours

• 2.1 Direct Bookings: For direct bookings made by travellers, Ninja Tours acts as an agent in arranging travel services and packages. Our obligation is to make bookings on your behalf and arrange relevant contracts between you and the third-party suppliers of those services.

• 2.2 Bookings Made Through Travel Agents (Wholesaler Role): For bookings made through retail travel agents, Ninja Tours acts as a tour wholesaler. While we coordinate the package components, the retail travel agent remains your primary contracting partner and point of contact. The travel agent is strictly responsible for communicating these Terms and Conditions to their customers, obtaining all necessary consents, and providing accurate, verified customer information to us.

• 2.3 Supplier Control: Ninja Tours does not own, manage, control, or operate any of the third-party services included in your travel package. All bookings are subject to the terms, conditions, and limitations of liability imposed by the specific suppliers providing those services, including but not limited to airlines, hotels, transport operators, rail networks, and activity providers.

3. Liability

We exercise care in selecting reputable suppliers. However, we cannot accept liability for acts, omissions, or defaults of suppliers over whom we have no direct control. To the extent permitted by law, Ninja Tours accepts liability only for loss or damage sustained as a result of our negligence. We cannot accept liability for any supplier’s acts or omissions, including negligence, delay, cancellation, or failure to provide services.

All warranties and conditions implied by statute or law are excluded to the maximum extent permitted. If the Competition and Consumer Act 2010 (Cth) applies and an implied warranty cannot be excluded, our liability is limited strictly to the resupply or replacement of the service, or a refund capped at the total amount paid by you for our planning services.

4. Prices, GST, and Currency Fluctuations

All prices are quoted in Australian dollars (AUD) unless stated otherwise. Prices are subject to availability, seasonal variations, fuel surcharges, taxes, and airfare changes. Prices may change at any time until full payment is received. All prices include Australian GST where applicable.

• 4.1 Currency Surcharges: Because your package costs are heavily tied to the Japanese Yen (JPY), we reserve the right to adjust the final price of your travel arrangements at any time up until full payment is received if the AUD/JPY exchange rate fluctuates by more than 3% from the rate applied on the day your initial quote or invoice was generated.

5. Bookings

All bookings are based on the supplier’s price at the time the booking is generated. The person making the booking is deemed to have accepted these Terms and Conditions on behalf of all travellers. Verbal quotes are non-binding estimates only. A booking is only confirmed once you receive a written booking confirmation from us.

We reserve the right to decline any booking request acting reasonably, such as in cases of immediate supplier unavailability, clear pricing/system errors, or an inability to safely accommodate specific tour requirements. Travellers and agents must provide correct personal details, including full names as per passport, date of birth, and any other required information.

6. Documentation

Documentation will be emailed to the provided email address, generally 2–4 weeks prior to departure, depending on suppliers and booking timing. Documents can only be prepared after full payment is received.

7. Deposits and Final Payment

A deposit is required to secure any reservation. All deposits are non-refundable to the extent that they cover our genuine pre-estimated administrative costs, time spent planning, and any non-refundable deposits we must pay upfront to third-party suppliers to hold your inventory.

Final payment is generally required at least 10 weeks before departure unless otherwise stated. Some packages require full payment at the time of booking. Bookings made within 10 weeks of departure require full payment at the time of reservation. If a reservation cannot be confirmed, a full refund will be issued.

8. Amendments, Cancellations, and Refunds

Amendments may incur fees and supplier charges, which may be up to 100% of the booking cost. Cancelled bookings will incur charges regardless of whether travel has commenced. Supplier penalties may apply. Name changes are not permitted. Fees apply when tickets, vouchers, or documents are reissued. Where we incur cancellation fees from suppliers, you agree to indemnify us for those charges.

9. Cancellation Fees

• From reservation to 91 days prior: Deposit plus supplier charges

• 90–61 days prior: 50% of the booking plus supplier charges

• 60–31 days prior: 75% of the booking plus supplier charges

• 30 days prior or less: 100% of the booking

Cancellation fees reflect genuine pre-estimated losses and supplier penalties. No refunds are available after travel has commenced for unused services. Cancellations must be submitted in writing by email. Phone cancellations are not accepted. Refunds cannot be issued until supplier refunds are received.

10. Exclusions

The following are not included in package prices: passports and visas; airline tickets; airport taxes; personal expenses; meals unless specified; baggage fees; insurance; telephone calls; postage; and anything not expressly included.

Local destination taxes, city taxes, eco-taxes, accommodation levies, bathing taxes (including, but not limited to, Japanese Onsen taxes for Japan itineraries), and resort fees are not included in the package price. Where legally required by local municipalities, these must be paid directly to the venue by the traveller.

11. Accommodation

Guests must be at least 18 years old unless accompanied by a parent or guardian. Some hotels require a minimum age of 21. A valid credit card or cash deposit may be required at check-in for incidentals.

12. Ski Lift Passes

Lost or stolen lift passes are not refundable or replaceable. Some resorts require a refundable security deposit.

13. Optional Services

Optional services include land tours, activities, car hire, transfers, and other components. Some suppliers require direct contact for scheduling.

14. Baggage

Travellers must check luggage restrictions for airlines, tour operators, and transfer companies. Excess baggage fees may apply.

15. Mandatory Travel Insurance Requirement

It is a strict condition of booking with Ninja Tours that all travellers hold comprehensive international travel insurance for the full duration of their trip.

• 15.1 Client Warranty: By confirming your booking or making a payment, you explicitly warrant and guarantee to Ninja Tours that you have secured an appropriate insurance policy that covers, at a minimum, trip cancellation, personal injury, medical evacuation, and travel disruptions due to severe weather or natural disasters.

• 15.2 No Duty to Verify: Ninja Tours relies entirely on your guarantee. While we reserve the right to request proof of cover at any time prior to departure, we are under no legal obligation to check or verify your insurance documentation. If you fail to obtain insurance, you accept 100% of the financial consequences and agree to indemnify Ninja Tours against any losses resulting from your breach of this condition. Our cancellation schedules (Section 9) apply regardless of any personal emergencies, weather disruptions, or events outside your control.

16. Passports and Visas

It is your responsibility to ensure all travellers have valid passports and visas. Ninja Tours is not liable for expenses or losses related to invalid or insufficient travel documents.

17. Travel Advice

We recommend checking government travel advisories, such as the Australian Department of Foreign Affairs and Trade (Smartraveller), before travel.

18. Product Descriptions, Maps, and Photographs

Descriptions are based on supplier information and may change. Maps are for general guidance only. Photographs may not reflect actual rooms or inclusions.

19. Errors or Omissions

We reserve the right to correct any errors in rates or calculations. E&OE (Errors and Omissions Excepted) applies.

20. Force Majeure

A Force Majeure event includes, but is not limited to: natural disasters, acts of God, severe weather events, earthquakes, typhoons, volcanic activity, fires, civil unrest, war, terrorism, government-mandated border closures, quarantine restrictions, strikes, epidemics, pandemics, or the sudden financial insolvency or bankruptcy of a third-party supplier.

If a Force Majeure event prevents us or our suppliers from delivering your booked services, Ninja Tours will not be liable for any breach of contract, delays, or financial loss. In the event of a Force Majeure cancellation, we will use reasonable endeavors to secure refunds or travel credits from suppliers on your behalf. Any refund or credit note issued to you will be strictly net of our unrecoverable operational costs, reasonable administrative fees for processing the cancellation, and any funds that we have already forwarded to Japanese suppliers that cannot be legally recovered.

21. Supplier Failure

Ninja Tours is not responsible for supplier insolvency, closure, or failure to provide services. Refunds depend entirely on supplier policies and our ability to recover funds from overseas entities.

22. Consumer Claims

Any complaints or consumer claims must be submitted to Ninja Tours in writing via email within 30 days of your scheduled return date, accompanied by all relevant supplier receipts, incident reports, and supporting documentation. Failure to file a claim within this period may limit our ability to investigate and resolve the issue with third-party suppliers.

23. Governing Law

These Terms and Conditions are governed by the laws of the State of Queensland, Australia. Both parties submit to the exclusive jurisdiction of the courts of that State.

24. Privacy

All personal information is handled in accordance with our Privacy Policy, available on our website.