Effective Date: September 22, 2023

These Booking Terms & Conditions (“Terms”) outline the agreement between you (“the Client”) and Nihon Insight Co., Ltd. (“we,” “us,” or “our”) when booking travel-related services through our company. By confirming a booking, you acknowledge and agree to be bound by these Terms.

1. Booking Process

1.1 Custom and Package Tours

Nihon Insight offers both fully customized itineraries tailored to individual preferences and a selection of carefully curated package tours. Custom tours are developed through direct consultation and may include bespoke cultural activities, local experiences, and logistical planning. Package tours offer fixed itineraries that may include group participation. All arrangements are subject to availability at the time of booking and confirmation is not guaranteed until formal acceptance and payment.

1.2 Booking Confirmation

A booking is considered confirmed once written acceptance has been provided by Nihon Insight and any required planning fees or deposits have been received. Booking requests without payment of a planning fee or deposit may be declined or subject to availability changes.

2. Pricing and Payment

2.1 Price Inclusions

Quoted prices typically include services such as tour coordination, private guiding, licensed interpreters, pre-arranged experiences, transportation (as outlined in the itinerary), and all relevant taxes or fees associated with these services. Unless explicitly stated in writing, accommodations, international airfare, meals, and insurance are not included.

2.2 Planning Fees and Deposits

To initiate detailed itinerary creation or secure high-demand reservations, a non-refundable planning fee and/or deposit may be required. The amount will be determined based on the complexity and scope of the request and will be communicated during the initial consultation. This fee covers time invested in itinerary design and third-party coordination.

2.3 Final Payment

Full payment must be received no later than 30 calendar days prior to the scheduled tour start date, unless otherwise stated. If full payment is not received by the due date, Nihon Insight reserves the right to cancel the booking and apply applicable cancellation fees.

2.4 Payment Methods

We accept payment by international bank transfer, Wise (TransferWise), or other approved electronic methods. All banking or transaction fees incurred are the responsibility of the Client. Payment must be made in Japanese Yen (JPY) unless otherwise agreed.

3. Amendments and Cancellations

3.1 Client-Initiated Changes

Changes to confirmed bookings must be submitted in writing. We will attempt to accommodate reasonable changes; however, any modifications may be subject to additional costs or availability constraints. Significant changes may be treated as partial cancellations depending on timing and impact.

3.2 Cancellation by Client

Cancellation fees will be assessed based on the number of days prior to the service start date:

• 31 days or more: Loss of planning fee (if applicable)

• 30–15 days: 50% of the total service cost

• 14–8 days: 80% of the total service cost

• 7 days or fewer: 100% of the total service cost All cancellation requests must be submitted in writing. Refunds, if applicable, will be processed within 14 business days.

3.3 Cancellation by Nihon Insight

In the rare event that Nihon Insight must cancel part or all of a tour due to unforeseen operational issues, we will provide a full or partial refund depending on the affected services. We are not responsible for any indirect losses, including airfare, visa costs, or missed connections.

4. Travel Requirements

4.1 Passports and Visas

Clients are responsible for ensuring they possess a valid passport and any required visas or travel authorizations for entry into Japan. Nihon Insight is not responsible for travel delays or missed services due to incomplete or incorrect documentation.

4.2 Insurance

We strongly recommend comprehensive travel insurance for all clients. Insurance should cover trip cancellation, personal medical emergencies, travel delays, lost baggage, and personal liability. Clients without insurance assume full responsibility for any costs incurred due to unforeseen events.

4.3 Health and Accessibility

Clients must notify us in advance of any medical, dietary, or mobility-related needs. While we strive to accommodate all requests, certain experiences or locations may have physical limitations or health requirements that are outside our control.

5. Liability and Force Majeure

5.1 Limitation of Liability

Nihon Insight acts as a coordinator for services provided by third-party suppliers including guides, transportation companies, and activity hosts. While we exercise reasonable care in selecting our partners, we do not directly control these entities and cannot be held liable for their actions, omissions, negligence, or performance failures.

We are not responsible for injury, illness, damage, loss, accident, delay, or any other irregularity caused by:

• Acts or omissions of third-party vendors

• Force majeure events (as defined below)

• Illness, pandemics, or epidemics

• Changes in weather, government policy, or security regulations

• Missed connections, lost baggage, or other disruptions due to airline, train, or transport delays

Clients participate in all services at their own risk. It is the responsibility of each participant to assess whether the services booked are appropriate to their physical and mental health, and to follow safety guidance provided by our team or third-party providers.

5.2 Force Majeure

We shall not be liable for any failure to perform, or delay in performing, any of our obligations under these Terms due to events beyond our reasonable control. Such events include, but are not limited to, natural disasters, extreme weather, fire, flooding, war, terrorism, civil unrest, labor disputes, pandemic-related restrictions, or governmental acts. In such cases, we will endeavor to offer alternative arrangements, but refunds may not be possible for non-recoverable expenses.

6. Use of Images and Testimonials

By participating in a Nihon Insight tour, you grant permission for photographs, video, or written testimonials to be used in promotional materials, social media, and our website, unless you request otherwise in writing prior to your tour start.

7. Governing Law and Jurisdiction

These Terms shall be governed by and construed in accordance with the laws of Japan. Any disputes arising in connection with these Terms shall fall under the exclusive jurisdiction of the Kyoto District Court. Any translation of these Terms is provided for convenience only; in the event of conflict, the Japanese version shall prevail.