1. Introduction and Applicability

1.1 About These Terms

These Terms and Conditions (hereinafter “Terms”) govern the contractual relationship between you (the “Client,” “Traveler,” or “you”) and Indowave Co. Ltd. (the “Company,” “we,” “us,” or “our”) for travel services provided through Travel Your Dreams (accessible at inbound.travelyrdreams.com).

These Terms are established in accordance with the Travel Agency Act of Japan (Act No. 239 of 1952, as amended), and the Standard Terms and Conditions for Travel Business as announced by the Japan Tourism Agency and Consumer Affairs Agency. These Terms form part of the binding contract between the Company and the Client upon booking confirmation.

1.2 Company Information

1.3 Business Guarantee Bonds

In accordance with Article 7, Paragraph 1 of the Travel Agency Act, the Company has deposited Business Guarantee Bonds or paid a Due Portion of Compensation Security Bonds to [Japan Association of Travel Agents (JATA) / All Nippon Travel Agents Association (ANTA)] to ensure the security of payments received from travelers.

1.4 Definitions

• Arranged Tour Contract: A contract where we arrange travel services on your behalf
• Organized Tour Contract: A contract for a pre-packaged tour we organize
• Travel Services: Transportation, accommodation, guided tours, activities, and other services
• Travel Fee: The total amount payable for the tour or arrangement
• Handling Fee: Our service fee for arranging travel services
• Contract Document: The booking confirmation, itinerary, and these Terms
• Force Majeure: Events beyond our reasonable control (natural disasters, war, pandemic, etc.)

2. Contract Formation and Booking

2.1 How to Make a Booking

A travel contract is formed when:

1. You submit a booking request through our website, email, or phone
2. You provide all required information (personal details, travel dates, preferences, etc.)
3. You pay the required deposit or full payment
4. We send you a booking confirmation

The contract becomes binding upon our issuance of the booking confirmation. Until confirmation is issued, we reserve the right to decline a booking request.

2.2 Application Requirements

When making a booking, you must provide:

• Full legal name (as appears on passport)
• Date of birth and nationality
• Valid passport details (number, issue/expiry dates)
• Contact information (email, phone, address)
• Emergency contact details
• Special requirements (dietary, accessibility, medical conditions)
• Travel insurance information (if applicable)

2.3 Application Fee

At the time of booking, you must pay an application fee as specified in the Contract Document. The standard application fee is [Insert Amount] JPY per person or [Insert Percentage]% of the total Travel Fee, whichever is higher. This fee is non-refundable except where we cancel the booking.

2.4 Group Bookings

For group bookings (two or more travelers on the same itinerary), the group must designate a responsible representative (“Contract Representative”) who will act on behalf of all group members. The Contract Representative is responsible for communicating with the Company and ensuring all group members comply with these Terms.

2.5 Booking Confirmation

Upon receipt of your application and deposit, we will send a booking confirmation within 3-5 business days, including:

• Booking reference number
• Travel dates and itinerary summary
• Total Travel Fee and payment schedule
• Services included and excluded
• Cancellation policy applicable to your booking
• These Terms and Conditions

You must review the booking confirmation immediately and notify us of any errors within 48 hours. Failure to do so may limit your ability to request changes later.

2.6 Refusal of Contract

We reserve the right to refuse a booking in the following cases:

• You have previously breached our Terms or engaged in misconduct
• You provide false or incomplete information
• You have outstanding debts to the Company
• The tour is fully booked
• You have special requirements that we cannot reasonably accommodate
• Your behavior is likely to cause inconvenience to other travelers or service providers
• Force Majeure events make it impossible or unsafe to provide the services

3. Payment Terms

3.1 Payment Schedule

Unless otherwise specified in the Contract Document, payment must be made as follows:

• Deposit: 80% of total Travel Fee due at time of booking
• Balance Payment: Remaining amount due 7 days before departure

For bookings made within [Insert Number] days of departure, full payment is required at the time of booking.

3.2 Accepted Payment Methods

We accept the following payment methods:

• Credit card (Visa, Mastercard, American Express, JCB)
• Bank transfer (domestic and international)
• PayPal
• Cash (for in-person bookings in Japan only)

Credit card payments may be subject to a processing fee of 8%. International bank transfers are subject to applicable bank charges, which are the Client’s responsibility.

3.3 Currency

All prices are quoted in Japanese Yen (JPY) unless otherwise stated. Payments in foreign currencies will be converted to JPY at the prevailing exchange rate on the date of payment, plus any applicable conversion fees.

3.4 Late Payment

If full payment is not received by the due date, we reserve the right to:

• Cancel your booking without refund
• Charge a late payment fee of 1000 JPY per day
• Refuse to provide services until payment is received

3.5 Price Changes

Once your booking is confirmed and deposit paid, the Travel Fee is generally fixed. However, we reserve the right to increase the Travel Fee in the following circumstances:

• Significant changes in transportation costs (fuel surcharges, airport taxes)
• Changes in currency exchange rates (more than 5% fluctuation)
• Changes in taxes or government fees
• Changes requested by the Client

We will notify you of any price increases at least 15 days before departure. If the increase exceeds 10% of the original Travel Fee, you may cancel without penalty and receive a full refund.

4. Cancellation and Refund Policy

4.1 Cancellation by the Client

You may cancel your booking at any time by providing written notice to the Company. Cancellations are subject to the following cancellation fees:

4.2 Refund Processing

Refunds for cancelled bookings will be processed within 14 business days of cancellation confirmation, minus applicable cancellation fees and any non-refundable costs already incurred. Refunds will be made to the original payment method.

4.3 Cancellation by the Company

We may cancel your booking in the following circumstances:

• Insufficient Participants: If minimum group size is not met (you will be notified at least 13 days before departure for domestic tours, 23 days for international tours)
• Force Majeure: Natural disasters, war, civil unrest, pandemic, government orders, etc.
• Safety Concerns: Conditions that make it unsafe to operate the tour
• Client Non-Compliance: Failure to pay, provide required documents, or comply with Terms
• Service Provider Issues: Accommodation or transportation providers cancel services

4.4 Refund in Case of Company Cancellation

If we cancel your booking (except for Force Majeure or Client non-compliance):

• You will receive a full refund of all payments made
• We will assist you in making alternative arrangements (if desired)
• We are not liable for any consequential losses (flights booked separately, lost wages, etc.)

In cases of Force Majeure cancellation, we will refund payments made minus any non-recoverable costs already incurred for services that cannot be cancelled without penalty.

4.5 Changes to Booking

If you wish to modify your booking after confirmation, you must submit a written request. Changes are subject to availability and the fees

5. Travel Documents and Requirements

5.1 Passport and Visa Requirements

It is your responsibility to ensure you have a valid passport and all necessary visas for your trip. We will provide general guidance, but you must verify requirements with the relevant embassies or consulates.

• Passport Validity: Your passport must be valid for the entire duration of your trip. Some countries require 6 months validity beyond your travel dates.
• Visa Applications: You are responsible for obtaining all necessary visas. We can provide invitation letters or documentation to support visa applications if required.
• Entry Requirements: You must comply with all entry requirements, including health certificates, vaccination records, and customs declarations.

5.2 Travel Insurance

5.3 Health and Medical Requirements

You must inform us at the time of booking of any medical conditions, disabilities, or special requirements that may affect your ability to participate in the tour. This includes:

• Mobility limitations
• Dietary restrictions or food allergies
• Ongoing medical conditions requiring treatment or medication
• Pregnancy
• Mental health conditions that may require special accommodation

We reserve the right to refuse participation or terminate your tour if you fail to disclose relevant medical information and it affects your safety or that of other travelers.

5.4 Final Travel Documents

Final travel documents (itinerary, vouchers, tickets, emergency contacts) will be provided approximately 7-10 days before departure, subject to receipt of full payment. You must review these documents carefully and report any discrepancies immediately.

6. Tour Operation and Itinerary

6.1 Itinerary Changes

While we make every effort to operate tours as advertised, we reserve the right to modify the itinerary for reasons including:

• Weather conditions or natural disasters
• Road closures or transportation disruptions
• Closure of attractions or venues
• Safety or security concerns
• Operational requirements

We will make reasonable alternative arrangements and notify you as soon as possible. No refund will be provided for minor itinerary changes. For significant changes affecting the fundamental nature of the tour, you may cancel without penalty.

6.2 Travel Services Provided by Third Parties

Many services (hotels, airlines, restaurants, activity providers) are provided by independent third parties. While we carefully select our partners, we act as an intermediary and are not liable for:

• Quality or standard of third-party services
• Delays, cancellations, or service failures by third parties
• Personal injury or property damage caused by third-party negligence
• Loss or damage to luggage during transportation

Your recourse for such matters is directly with the service provider or their insurance.

6.3 Accommodation

Hotel ratings and classifications are provided by the hotels themselves or local authorities and may differ from international standards. Room assignments are at the discretion of the hotel. Special requests (connecting rooms, high floor, non-smoking) will be noted but cannot be guaranteed.

6.4 Meals

Where meals are included, the type and standard will be specified in the itinerary. We will accommodate dietary restrictions where possible, but options may be limited in certain locations. Meals not included in the itinerary are at your own expense.

6.5 Transportation

Transportation will be as specified in the itinerary. Seat assignments on public transportation (trains, planes) are subject to carrier policies. Private transportation will be appropriate to group size.

7. Traveler Conduct and Responsibilities

7.1 Code of Conduct

All travelers must:

• Behave in a respectful and courteous manner toward guides, other travelers, and local people
• Comply with local laws, customs, and regulations
• Follow safety instructions provided by guides and service providers
• Respect cultural sensitivities and dress codes
• Arrive punctually at designated meeting points
• Take reasonable care of their personal belongings
• Not engage in illegal activities or conduct that may bring the Company into disrepute

7.2 Removal from Tour

We reserve the right to remove you from a tour without refund if:

• Your behavior is abusive, threatening, or disruptive
• You are under the influence of alcohol or drugs to an extent that affects the tour
• You engage in illegal activities
• You refuse to follow safety instructions
• Your actions endanger yourself or others

You will be responsible for all costs associated with your early departure, and no refund will be provided for unused services.

7.3 Minors

Travelers under 18 years of age must be accompanied by a parent or legal guardian unless otherwise agreed in writing. The accompanying adult is responsible for the minor’s conduct and safety.

7.4 Valuables and Personal Property

You are responsible for your personal belongings at all times. We recommend:

• Keeping valuables in hotel safes
• Not bringing excessive cash or expensive jewelry
• Purchasing travel insurance that covers lost or stolen property

The Company is not liable for loss, theft, or damage to personal property except where caused by our gross negligence.

8. Liability and Limitations

8.1 Our Liability

The Company’s liability is limited in accordance with the Travel Agency Act and related regulations. Our maximum liability for any claim is limited to:

• Two times the Travel Fee paid per person for bodily injury or death caused by our negligence
• The amount of Travel Fee paid for property damage or service failures caused by our negligence

8.2 Exclusions and Limitations

We are not liable for:

• Loss, injury, or damage caused by Force Majeure events
• Acts or omissions of third-party service providers
• Your failure to comply with visa, passport, or health requirements
• Losses arising from your breach of these Terms
• Indirect or consequential losses (lost wages, missed events, etc.)
• Loss or damage to unattended property
• Illness or injury not caused by our negligence

8.3 Force Majeure

We are not liable for failure to perform our obligations due to Force Majeure, including but not limited to:

• Natural disasters (earthquakes, typhoons, floods, volcanic eruptions)
• War, terrorism, or civil unrest
• Pandemics or epidemics
• Government orders or restrictions
• Labor disputes or strikes
• Supplier bankruptcy or cessation of services

8.4 Travel Insurance Claims

Many losses and expenses are covered by travel insurance. You must first pursue claims with your insurance company before seeking compensation from the Company.

8.5 Time Limit for Claims

Any claims for compensation must be submitted in writing within:

• 2 years for bodily injury claims
• 6 months for property damage or service failure claims

Claims submitted after these periods will not be considered.

9. Special Compensation and Damages

9.1 Special Compensation Program

In accordance with the Standard Terms and Conditions, we will pay special compensation as per the existing laws.

This special compensation is payable only for incidents directly caused by tour services and not covered by travel insurance.

9.2 Compensation for Service Failures

If significant service failures occur due to our fault (overbooking, failure to provide confirmed services), we will provide compensation as specified in our Standard Terms and Conditions.

10. Data Protection and Privacy

Personal information collected during the booking process will be handled in accordance with our Privacy Policy and Japan’s Act on the Protection of Personal Information (APPI). By booking with us, you consent to:

• Use of your information to provide travel services
• Sharing your information with service providers (hotels, guides, etc.)
• Transfer of your information internationally as required for travel services
• Use of your information for marketing purposes (you may opt out at any time)

For full details, please refer to our Privacy Policy at [Insert URL].

11. Dispute Resolution

11.1 Governing Law

These Terms and any disputes arising from them shall be governed by the laws of Japan.

11.2 Jurisdiction

Any disputes that cannot be resolved amicably shall be subject to the exclusive jurisdiction of the Tokyo District Court or other competent court in Tokyo, Japan.

11.3 Alternative Dispute Resolution

Before initiating legal proceedings, we encourage you to contact us to resolve the matter through negotiation. You may also utilize the dispute resolution services provided by:

• Japan Association of Travel Agents (JATA)
• National Consumer Affairs Center of Japan

11.4 Language

These Terms are provided in English and Japanese. In case of discrepancy between versions, the Japanese version shall prevail to the extent required by Japanese law.

12. General Provisions

12.1 Entire Agreement

These Terms, together with the Contract Document and Privacy Policy, constitute the entire agreement between you and the Company.

12.2 Amendments

We reserve the right to amend these Terms at any time. Amendments will be effective from the date published on our website. Bookings confirmed before amendments take effect will be governed by the Terms in force at the time of booking.

12.3 Severability

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

12.4 Assignment

You may not assign or transfer your booking to another person without our written consent. We may assign our rights and obligations under these Terms to another company in the event of merger, acquisition, or business transfer.

12.5 Waiver

Our failure to enforce any provision of these Terms does not constitute a waiver of that provision or our right to enforce it in the future.

12.6 Communications

All formal communications must be in writing (email acceptable) to the addresses specified in Section 1.2. Communications are deemed received:

• Email: 24 hours after sending
• Postal mail: 5 business days after posting

13. Contact Information and Complaints

13.1 Customer Service

13.2 Emergency Contact During Tour

A 24-hour emergency contact number will be provided in your final travel documents. This should only be used for genuine emergencies during the tour.

13.3 Feedback

We value your feedback and encourage you to share your experience with us after your tour. Please email webmaster@travelyrdreams.com.