1. Definitions and Scope

 
1.1 Company: These Terms and Conditions govern the contractual relationship between you (“Customer”, “you” or “your”) and Takatsuna Travel Co., Ltd., trading as ZenJPTrip (“the Company”, “we”, “us” or “our”). Takatsuna Travel Co., Ltd. is a company registered in Japan, with its registered address at 5-11-1 Kitamukai Kawachi, Shinagawa-ku, Tokyo, Japan.
 
1.2 License: The Company operates as a certified travel provider, holding a Certified Travel Business License issued by the Tokyo Metropolitan Government: License No. 3-8367.
 
1.3 Services: The Company provides an automated travel arrangement platform (“Trip Planner”) that enables Customers to create and book custom itineraries within Japan, including accommodation, transportation arrangements, guided tours, and other related travel services.
 
1.4 Package: Means a booking that combines two or more travel services into a single itinerary via the Trip Planner.
 
1.5 Force Majeure: Means any event beyond the reasonable control of the Company, including but not limited to acts of God, war, terrorism, civil unrest, labor disputes, natural disasters (such as earthquakes and typhoons), epidemics, pandemics, adverse weather conditions, governmental actions, and failures of transport service providers (including airlines and railway networks).
 
1.6 Agreement: By booking with the Company, the Customer confirms that they have the authority to accept these Terms and Conditions on their own behalf and on behalf of all travel group members, and have accepted them. The contract shall take effect upon the processing of the initial deposit by the Company’s automated system and the issuance of a confirmation.
 

2. Booking Process and Payment Terms

 
2.1 Automated Trip Planner and Real-Time Quotations: The Company utilizes an automated trip planning platform. This platform calculates real-time dynamic quotations based on the specific itinerary constructed by the Customer. Prices reflect current availability and supplier rates. The quoted price is only fixed when the Customer proceeds to the booking stage and successfully completes the initial deposit payment.
 
2.2 Currency and Fees: All charges by Takatsuna Travel Co., Ltd. are exclusively denominated in Japanese Yen (JPY) and processed via our payment processor, Stripe. We do not accept payments in other currencies. The Customer acknowledges that their bank or card issuer may impose currency conversion or foreign transaction fees; such fees are outside the Company’s control.
 
2.3 Package Bookings: Deposits and Payment Plans: This section applies to packages sold by ZenJPTrip. By booking a package, the Customer agrees to the following payment schedule:
 

2.3.1 Standard Payment Plan

 
  • Deposit Confirmation (20%): 20% of the total package price is due immediately upon booking. This secures your booking and authorizes the Company to confirm arrangements with suppliers.
  • Second Installment (40%): 40% of the total package price is due 90 calendar days prior to the package start date.
  • Final Installment (40%): 40% of the total package price is due 30 calendar days prior to the package start date.
 

2.3.2 Late Bookings

 
If the booking is made fewer than 90 days before the start date, the payment schedule is adjusted as follows:
 
  • Bookings made 89 to 31 days before departure: 60% (deposit + second installment) due upon booking; the remaining 40% (final installment) due 30 days before departure.
  • Bookings made 30 days or fewer before departure: 100% of the total package price due upon booking.
 
2.4 Automatic Collection and Authorization: By confirming the booking and providing payment details, the Customer authorizes Takatsuna Travel Co., Ltd. (ZenJPTrip) to automatically charge each installment to the payment method on file on the respective due dates.
 
2.5 Failed and Unpaid Payments
 
  • Failed Charges: In the event of an unsuccessful automatic charge, the system will notify the Customer immediately. We will attempt to reprocess the charge within a grace period of up to three (3) calendar days.
  • Cancellation for Non-Payment: The Company reserves the right to cancel the booking if payment is not successfully received within the 3-day grace period. In such cases, the booking shall be deemed canceled, and cancellation fees shall apply in accordance with Section 4 (Cancellations and Refunds) of these Terms.
 
2.6 Supplier-Specific Exceptions: While most bookings follow the standard payment plan, certain components may require upfront payment or carry non-refundable terms as mandated by suppliers. If a package includes such components, the platform will flag this requirement before you confirm payment. In these instances, the stricter supplier requirements apply to that portion of the package price.
 
2.7 Details and Document Verification
 
  • Customer Responsibility: The Customer is solely responsible for ensuring the accuracy of all information provided during the automated booking process, including passenger names (which must match passports exactly), travel dates, and selected itinerary components. The Company shall not be liable for fees arising from incorrect information provided by the Customer.
  • Confirmation and Vouchers: The Company will issue a preliminary confirmation once the 20% deposit is successfully processed.
  • Final Documents: Documentation will be updated as subsequent installments are received. The Company reserves the right to withhold final travel documents, including the final itinerary and applicable vouchers or tickets, until the final installment is received and the package is paid in full.
 
2.8 Business Days and Timing: All payment plans and schedules are calculated based on Japan Standard Time (JST). If a payment deadline falls on a weekend or Japanese public holiday, payment shall be automatically processed on the next business day in Japan.
 

3. Services Included in the Package

 
3.1 Inclusions: Services included in the package are strictly limited to the components selected by the Customer in the Trip Planner and listed on the final confirmation invoice. Inclusions may consist of:
 
  • Accommodation (hotels, ryokans, etc.) as selected;
  • Meals only if explicitly selected and detailed in the itinerary;
  • Ground transportation (private transfers, shared shuttles) as selected;
  • Optional sightseeing tours, activities, and entrance fees;
  • Local guide or tour conductor services if booked as part of the package.
 
3.2 Accommodation Services and Supplier Terms: Accommodation inventory (hotels, ryokans, etc.) is primarily sourced from third-party suppliers and wholesale aggregators, including Expedia Partner Solutions. When booking accommodation via our platform, reservations are facilitated by these partners and fulfilled by the individual properties.
 
By booking accommodation included in a package, you confirm and agree that your booking is subject to the applicable supplier terms and conditions, as well as the specific terms, conditions, and policies of each accommodation provider.
 
The Customer is responsible for complying with all supplier rules, including but not limited to:
 
  • Minimum age requirements for check-in;
  • Specified check-in and check-out times;
  • Maximum room occupancy limits.
 
Additionally, quoted prices generally exclude mandatory local taxes (such as Japanese accommodation taxes or bath taxes) or resort/facility fees, which must be paid directly by the Customer to the property upon arrival or departure. We make reasonable efforts to notify you of such potential charges when provided by suppliers.
 
3.3 Rail Tickets (Optional Add-On): Rail transport is not included by default. Japan Rail (JR) Passes or point-to-point rail tickets (e.g., Shinkansen bullet train tickets) are included in a package only if explicitly added to the itinerary by the Customer via the Trip Planner and subsequently paid as part of the total package price. If rail tickets are not added during the planning process, the Customer shall arrange rail transport independently.
 
3.4 Exclusions: Any items not explicitly selected in the trip planning process and not listed on the confirmation invoice are excluded from the itinerary price. These typically include:
 
  • International airfare;
  • Visa and passport application fees;
  • Mandatory travel insurance;
  • Rail tickets (unless specifically added and paid for per Clause 3.3);
  • Optional excursions or activities not booked via the platform;
  • Meals not specified in the itinerary;
  • Personal expenses;
  • Gratuities and tips;
  • Local taxes or resort fees paid directly to hotels per Clause 3.2.
 

4. Cancellations and Refunds

 
4.1 Customer Cancellations: To cancel a booking, the Customer must notify the Company in writing or via the designated cancellation function on the platform. The cancellation date shall be the date the notice is successfully processed (Japan Standard Time).
 
4.2 Cancellation Fees: The following cancellation fees apply, calculated as a percentage of the total tour cost:
 
  • 61 days or more before departure: Forfeiture of the initial 20% deposit;
  • 31–60 days before departure: 50% of the total tour cost;
  • 15–30 days before departure: 75% of the total tour cost;
  • 0–14 days before departure or no-show: 100% of the total tour cost.
 
4.3 Supplier Policies and Non-Refundable Services: In certain cases, specific suppliers may impose stricter cancellation policies or offer 100% non-refundable services immediately upon booking (see Section 2.6). This is particularly common for amenities sourced through our wholesale partners (e.g., Expedia Partner Solutions). The specific cancellation policy for each accommodation or service will be disclosed prior to finalizing the booking and strictly enforced by the supplier. These stricter supplier policies take precedence over the standard cancellation fees set out in Clause 4.2.
 
4.4 Rail Tickets and Passes (If Purchased): Rail tickets and passes purchased as part of a package are generally non-refundable once issued, or subject to cancellation fees imposed by rail operators. Refunds for unused rail tickets (where applicable) may only be processed in accordance with the operator’s policy, which typically requires the return of physical tickets or passes.
 
4.5 Unused Services: No refunds or credits will be issued for any unused portions of the tour (including accommodation, meals, transportation, sightseeing tours, activities, or rail tickets) once travel has commenced.
 

5. Amendments and Changes

 
5.1 Customer Amendments: If you wish to modify a confirmed itinerary, please notify us as soon as possible. The Company will use all reasonable efforts to accommodate your request subject to availability. An administrative amendment fee may apply, in addition to any fees or charges imposed by suppliers. Change requests made within 30 days of departure may be treated as a cancellation and rebooking.
 
5.2 Company Amendments: While the Company endeavors to provide all itineraries exactly as booked, we reserve the right to adjust itineraries, accommodation, or transportation for operational reasons or due to exceptional circumstances beyond our control. We will endeavor to provide alternatives of equal or higher standard.
 
5.3 Major Changes: If a major change is required prior to departure, we will notify you as soon as practicable. You will have the following options:
 
a) Accept the changes;
 
b) Accept an alternative tour of equivalent standard, where available;
 
c) Cancel the tour and receive a full refund of all payments made.
 
5.4 Company Cancellations: The Company reserves the right to cancel a tour for any reason, including Force Majeure. If the Company cancels a tour (other than due to Force Majeure or Customer non-payment), the Customer will receive a full refund. The Company shall not be liable for any incidental costs incurred by the Customer, such as non-refundable international airfare or visa fees.
 

6. Customer Responsibilities

 
6.1 Travel Documents: The Customer is responsible for ensuring all group members hold valid passports (valid for at least six months beyond the scheduled return date) and any Japanese visas, permits, or entry documents required.
 
6.2 Health and Fitness: The Customer is responsible for ensuring they are medically and physically fit for travel. You are advised to consult a medical professional regarding vaccinations and medical precautions.
 
6.3 Code of Conduct and Local Laws: The Customer agrees to comply with the laws and customs of Japan. The Company reserves the right to terminate the travel arrangements of any Customer whose conduct is deemed dangerous to themselves or others, causes offense, or seriously disrupts the enjoyment of other travelers. In such cases, the Customer shall make their own arrangements and no refunds will be provided.
 
6.4 Punctuality: The Customer is responsible for arriving at all designated meeting points and checking in for transportation services booked by the Company on time. The Company shall not be liable for any losses or fees arising from the Customer’s failure to arrive on time.
 
6.5 Accommodation Check-In and Miscellaneous: Accommodation providers require valid photo identification (passport) upon check-in, and often a credit card pre-authorization or cash deposit to cover potential incidental charges (e.g., room service, minibar, damage fees). This is a requirement of the accommodation provider, not the Company.
 
6.6 Property Rules and Damage Liability: The Customer is strictly liable for any loss, damage, or destruction to accommodation, its contents, or facilities during their stay. Damages must generally be settled directly with the property. If the Company or its partners are pursued by the property for damages caused by the Customer, the Customer agrees to fully indemnify the Company for such costs.
 
6.7 Prohibited Booking Conduct: The Customer agrees not to make any speculative, false, or fraudulent bookings via the platform. Bookings must be made in the traveler’s legal name. The Company and its suppliers reserve the right to cancel bookings in the event of a breach of platform rules or suspected fraud.
 

7. Travel Insurance

 
7.1 Mandatory Requirement: Comprehensive travel insurance is mandatory for all Customers booking with Takatsuna Travel Co., Ltd. Sufficient insurance coverage is a condition of participation in the tour.
 
7.2 Coverage: The insurance must cover, at a minimum, overseas medical expenses, emergency evacuation and repatriation, trip cancellation and curtailment, lost luggage, and personal liability. We strongly recommend purchasing insurance immediately after paying the deposit.
 

8. Force Majeure

 
The Company shall not be liable or required to pay compensation if the performance of the contract is prevented, delayed, or improperly fulfilled due to a Force Majeure event (as defined in Clause 1.5). If a tour is canceled due to Force Majeure, the Company will use reasonable efforts to recover costs from suppliers and may offer a refund or future travel credit, minus any unrecoverable fees.
 

9. Liability and Limitation of Liability

 
9.1 Agency Role and Information Accuracy: Takatsuna Travel Co., Ltd. acts as an agent connecting Customers with independent suppliers and wholesale aggregators (including hotels, accommodation aggregators such as Expedia Partner Solutions, transportation companies, rail operators, and tour guides). We exercise due care in selecting reputable suppliers but do not own, manage, or control these entities. We rely on information provided by these third parties and aggregators. While we strive to present this information accurately, we cannot guarantee that all supplier information (e.g., hotel descriptions, photographs, facility lists, or star ratings) is accurate, complete, or up-to-date. We shall not be liable for the acts or omissions of these suppliers.
 
9.2 Limitation of Liability: To the fullest extent permitted by law, the Company shall not be liable for any injury, death, loss (including loss of enjoyment), damage, cost, delay, or inconvenience, direct or indirect, arising from:
 
  • The acts, omissions, negligence, or default of third-party suppliers;
  • Force Majeure events;
  • The Customer’s own acts, negligence, or failure to comply with these Terms and Conditions or local laws.
 
9.3 Maximum Liability: If the Company is found liable for damages for any reason, the Company’s maximum aggregate liability to the Customer shall be limited to the total amount paid by the Customer for the tour.
 

10. Privacy Policy

 
The Company is committed to protecting the Customer’s privacy. Personal information collected during the booking process is used solely to arrange and administer your travel services and process payments. Information is only shared with suppliers (e.g., hotels, transportation providers) to the extent necessary to confirm bookings.
 

11. Complaints and Dispute Resolution

 
Any Customer complaint regarding any aspect of the tour must be reported immediately to the Company’s support contact to allow for remedial action. If the issue cannot be resolved during the tour, the Customer must submit a detailed written complaint to Takatsuna Travel Co., Ltd. within 30 days of the tour’s conclusion.
 

12. Governing Law and Jurisdiction

 
These Terms and any applicable contracts are governed by the laws of Japan. Any disputes arising out of or in connection with these Terms and Conditions shall be subject to the exclusive jurisdiction of the Tokyo District Court, Japan.
 

13. Severability

 
If any provision of these Terms and Conditions is found to be invalid, illegal, or unenforceable, the remaining provisions shall remain in full force and effect.