Booking Conditions

Booking Conditions

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The following Booking Conditions, together with all information relating to your chosen holiday contained on our website, form the basis of your contract with Oku Japan (Oku Japan is the trading name of Oxalis Holidays Limited). Please read them carefully as they set out your respective rights and obligations.


1. Making your booking


Please book by completing our online booking form. Subject to availability, we will confirm your holiday and send you our Booking Confirmation or Booking Acknowledgement via email. We will also send you our Tour Handbook and Packing List. Please check all documents carefully. Please contact us immediately if any information appears incorrect or incomplete as it may not be possible to make changes later.


2. Payment


In order to confirm your chosen holiday, we require a 20% deposit within 10 days of sending your Booking Acknowledgement or Booking Confirmation. If your chosen departure date is within two months of your booking, we require full payment rather than a 20% deposit. If your chosen departure date is more than two months ahead, full payment must be made by two months before departure. If we do not receive full payment within two months of your departure we will send you a reminder. If full payment is not received within one week of this reminder we reserve the right to treat your booking as cancelled by you. We accept bank/wire transfers, debit card payments and credit card payments in Australian Dollars, British Pounds, Canadian Dollars, Euros, US Dollars and Japanese Yen.


3. Your contract


A binding contract between us comes into existence when we confirm your tour and receive your deposit payment. English law (and no other) will apply to this contract and to any dispute, claim or other matter of any description which arises between us.


4. Tour cancellation - in case we cancel your tour


Our small-group, guided tours are guaranteed to operate when the group reaches a minimum number. Apart from this proviso, we will only cancel your tour if a situation arises which is beyond our control e.g. a natural disaster, adverse weather conditions, civil/political unrest and/or war, terrorism, industrial action, changes to scheduled transport services, sickness of the group leader. If we cancel your tour we will refund all money you have paid to us but we will not be liable to compensate you for any inconvenience or incidental expenses you might have incurred.


5. Tour cancellation - in case you cancel your tour


If you or any other person included on the Booking Form wishes to cancel their booking, the cancellation will be effective from the UK working day (normally Monday to Friday, excluding public holidays) on which we receive your written notification by email, mail or fax. The following cancellation charges will apply:

  • 60 days or more: deposit only
  • 59-42 days prior to departure: 30% of the total tour price
  • 41-15 days prior to departure: 50% of total tour price
  • 14 days prior to departure: 100% of the total tour price

We advise you to take out insurance against irrecoverable cancellation costs.

If any member(s) of your party is/are prevented from traveling, the person(s) concerned will be able to transfer their place to someone else (introduced by you) providing the following requirements are complied with. We must be notified of the transfer(s) in writing (giving full details of the original and substitute party member(s)) not less than two weeks before departure. A transfer will not be possible if there is a waiting list for places in which case the available place must be offered to the next person on that list. Where a transfer to a person of your choice can be made, all costs and charges incurred by us and/or incurred or imposed by any of our suppliers as a result together with an amendment fee of GBP35 / USD45 / CAD60 / AUD65 / EUR40 / JPY4500 per person, per element must be paid before the transfer can be affected.


6. Changes by you


Should you wish to make changes to your confirmed holiday, please notify us in writing as soon as possible. We will endeavour to assist, but cannot guarantee to be able to meet such requests. Where the requested changes are possible, an amendment fee of up to GBP35 / USD45 / CAD60 / AUD65 / EUR40 / JPY4500 per person, per element altered will be payable. If the change involves the cancellation of any confirmed element, a charge for the cancelled element will apply in addition.  Changes are possible up to 60 days before the tour begins; within 60 days, changes are treated as cancellation and the charges in Section 5 apply.


7. Changes by us - in case we make change(s) prior to departure


Great care has been taken in compiling this website and the information contained is as accurate as possible. It contains the proposed itinerary for each tour. However, our tours are planned months in advance and they may include the services of other independent suppliers e.g. accommodation providers, vehicle hire companies etc. Since we do not have control over such suppliers, we reserve the right to make certain changes to the tours. Changes to your tours will normally be minor and you are asked to accept them. If we make significant changes to your tour arrangements, we will inform you at the earliest possible opportunity. A significant change is a change to the dates of the tour or a change of itinerary or type or grade of accommodation. In such cases you will have the choice of either accepting the change, or booking an alternative tour (and paying or receiving a refund in respect of any differences in tour price), or canceling your holiday and receiving a full refund of all payments made. Whichever you choose, you will also receive compensation of GBP35 / USD45 / CAD60 / AUD65 / EUR40 / JPY4500 per person if the significant change is made within 28 days of departure. However, no compensation will be paid if the change was due to reasons beyond our control such as a natural disaster, adverse weather conditions, civil/political unrest and/or war, terrorism, industrial action, changes to scheduled transport services,or sickness of the group leader.


8. Changes to your booking - changes made by us after departure


We reserve the absolute right to make changes to the itinerary of any tour that might, for example, enable us to take advantage of any opportunities that may arise, or changes that may be required due to the cancellation of scheduled transport services, changing political situations, weather conditions, natural disasters, sickness etc. Such decisions would be made at the discretion of the Company or guide. However, every effort will be made to include all the features of the tour originally proposed in the brochure or what we consider to be similar alternatives. The cost of any services not used will not be refunded. Your agreement to our booking conditions indicates that you accept the need to adapt to itineraries when deemed necessary by the Company or the guide.


9. Insurance


You must have travel insurance. This travel insurance must cover personal accident, medical expenses and repatriation expenses (including helicopter rescue and air ambulance), and cancellation. We strongly recommend that the cover also includes loss of personal belongings and all other expenses which might arise as a result of loss, damage, injury, delay or inconvenience occurring to you. You should also ensure that there are no exclusion clauses limiting protection for the type of activities (such as trekking or rafting) included in your holiday.
If you do not have this level of cover then we may refuse to carry you unless and until you purchase sufficient insurance. In such circumstances you have no claim against the Company or its agents.
Any claims concerning matters for which you are insured must be directed to your insurers.


10. The guide


The nature of the tours offered by the Company means that you will experience conditions which are different to those in your normal life. There is always the risk of loss or damage to property, injury and/or general discomfort. There may be times when the guide has to make decisions on behalf of the group. Your agreement also signifies that all persons named thereon will abide by such decisions. In addition, the guide reserves the right, at his/her discretion, to have any member of the group leave at any stage in the tour if the leader considers that the person's conduct is illegal or likely to harm, cause distress to, or annoy, other members of the group, other members of the Company, or any third party or any property. Any member of the group conducting himself/herself in such a manner will relinquish the right to refund and/or further services of the leader or any responsibility or liability of the Company.


11. The cost of your holiday


We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. If there are any changes to the published prices, these will be confirmed at the time of booking. We will advise you of any error of which we are aware and of the then applicable price at the time of booking. We will not change the confirmed price of your holiday due to fluctuations in currency exchange rates.

Our Loyalty Programme includes "Refer-a-friend" and "Repeat client" price reductions and the conditions of these programmes can be found here. From time to time, we may also run temporary promotional campaigns and terms and conditions are stipulated within the campaign itself. We reserve the right to remove or decline any promotional campaigns without prior notice.


12. Complaints and problems


We trust that your tour will be successful. However, if you do have a complaint, you must discuss the matter with your guide who will endeavour to right the situation as soon as possible. If the problem is not solved to your satisfaction you must write to the company within 28 days of your return home.


13. Your responsibilities


We accept bookings on the understanding that all persons travelling are in good health and able to meet the physical demands of the chosen holiday, and that clients appreciate the risks associated with the holidays, which they undertake at their own risk. Travellers under 18 must be accompanied by a responsible adult. In the interests of safety, you must follow the guidance provided by anybody on our behalf, comply with any local codes of conduct, and act sensibly and prudently at all times, avoiding unnecessary risks. It is your responsibility to ensure that you have all necessary travel/health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We cannot accept any liability if you are refused entry onto any transport or into any country because you do not have correct documents. Please check passport and visa requirements with the Embassy or Consulate of the country(ies) to or through which you are intending to travel. If failure to have any necessary travel or other documents results in fines, surcharges or other financial penalty being imposed on us, you will be responsible for reimbursing us accordingly.


14. Conditions of suppliers


Many of the services which make up your holiday are provided by independent suppliers. Those suppliers provide these services in accordance with their own terms and conditions. Some of these terms and conditions may limit or exclude the supplier’s liability to you, usually in accordance with applicable International Conventions. Copies of the relevant parts of these terms and conditions are available on request from ourselves or the supplier concerned.


15. Special requests and medical problems


If you have any special request, you must advise us at the time of booking and clearly note it on your booking form. Although we will endeavour to pass any reasonable requests on to the relevant supplier, we regret we cannot promise that any request will be met unless we have specifically confirmed this in writing. Confirmation that a special request has been noted or passed onto the supplier or the inclusion of the request on your Booking Confirmation and Invoice or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed, all special requests are subject to availability. We regret we cannot accept any conditional bookings, i.e. any booking which is specified to be conditional on the fulfilment of a particular request. All such bookings will be treated as “standard” bookings subject to the above provisions on special requests.


16. Financial security


The Association of Bonded Travel Organisers Trust Limited (ABTOT) provides financial protection under the Package Travel, Package Holidays and Package Tours Regulations 1992 for Oxalis Holidays Ltd trading as Oku Japan, and in the event of their insolvency, protection is provided for the following:

  1. non-flight packages commencing in and returning to the UK;
  2. non-flight packages commencing and returning to a country other than the UK; and
  3. flight inclusive packages that commence outside of the UK, which are sold to customers outside of the UK.

1, 2 and 3 provides for a refund in the event you have not yet travelled. 1 and 3 provides for repatriation. Please note that bookings made outside the UK are only protected by ABTOT when purchased directly with Oxalis Holidays Ltd trading as Oku Japan.


17. Brochure & website accuracy


Please note, the information and prices shown on this site and in our brochures may have changed by the time you come to book your holiday. Whilst every effort is made to ensure the accuracy of the website, brochure and prices, regrettably errors do occasionally occur. You must therefore ensure you check all details of your chosen holiday (including the price) with us at the time of booking. This website is our sole responsibility.


18. Single supplements


Single travellers must pay a single supplement in addition to the tour cost.


a) Group tours

We ask our solo travellers to pay a single supplement, which guarantees you a room to yourself at the western-style hotels on the tour. At the Japanese inns on the tour, tatami-mat rooms are culturally less 'intimate' spaces than western bedrooms and Japanese guests travelling with acquaintances are accustomed to sharing. We follow this Japanese custom and will ask you to share a tatami-mat room with another group member of the same gender. We will never ask you to share with someone of the opposite gender or someone outside our group. If you are a solo traveller willing to share a room throughout the tour with another solo traveller of the same gender, please let us know. We will happily refund the single supplement if we can find you a room-mate before the tour starts.


b) Self-guided tours

If you are travelling alone, the single supplement will guarantee you a single room on every night of your tour. You will never be asked to share with another traveller.