Terms and Conditions

This Terms and Conditions for Agency-Arranged Travels are in conformity with H.I.S. Co., Ltd.’s Terms and Conditions for Agency-Arranged Travels (Japanese version).

1. Significance of the Agency-Arranged Travel Contract

This contract for an agency-arranged travel (the document of the terms and the conditions thereof) comprises part of “the statement explaining trade terms” and “the contract document” stipulated in Article 12(4), and Article 12(5) of the Travel Agency Law.

2. Agency-Arranged Travel Contract

• This travel is arranged by H.I.S. Co., Ltd. (home office: 8-1, Nishishinjuku 6, Shinjuku-ku, Tokyo [Ministry of Land, Infrastructure and Transport Registered Travel Agency No. 724], hereinafter referred to as “the Company”), and the client buying this travel automatically concludes the agency-arranged travel contract (hereinafter referred to as “the Travel Contract”).
• Under the Travel Contract, the Company assumes, on consignment of the client, and by acting as proxy, intermediary, agency, or otherwise on behalf of the client, arrangements in order to enable the client to be provided transportation, lodging, and other travel-related services (hereinafter referred to as “the Travel Service”) offered by carriers, hotels, and other service providers.
• In arranging a travel, in addition to transportation and other costs (hereinafter referred to as “the Travel Fee”), the client will be charged with relevant service charge for travel services (hereinafter referred to as “the Service Fee”).
• The content and conditions of the Travel Contract are governed by this document of the terms and conditions for H.I.S. agency-arranged travels and the section “Agency-Arranged Travel Contract” in the Company’s “Travel Agency Covenant” (hereinafter referred to as “the Covenant”).
• Once the Company has completed arrangements for the Travel Services as per its bona fide managerial duties, the Company's obligations under the Travel Contract shall have been duly fulfilled. Accordingly, even if the Company has not obtained a written travel-service supply contract from any of the carriers, hotels, and other service providers, once the Company has fulfilled its duties in good faith, the Company shall be entitle to be paid by the client the Company-prescribed Travel Fee.

3. Booking of the Travel, and Effective Date of the Travel Contract

• The client is requested to complete the Company’s travel application form at our designated location and make a deposit. The deposit is appropriated to cover a portion of the travel costs, cancellation charges, and any other fees due from the client to our company.
• The Travel Contract becomes valid when the Company agrees to sign the contract and receives the deposit from the client.
• Regardless of the provisions stipulated in (2) above, the contract becomes effective even without a deposit. (a) A Travel Contract is put into effect when the company agrees to reservations over the phone (without any direct contact with the client). In the case of booking by postal mail, facsimile, or other such means, the contract is put into effect when the Company sends to the client a notification stating that the Company accepts the Travel Contract. Nevertheless, when the said notification is sent by means of electronic notification of acceptance, such as e-mail, facsimile, or telex, the contract is put into effect when the electronic notification is delivered to the client. (b) When two or more travelers intend to travel on the same dates, usually a group representative (hereinafter referred to as “the Person Responsible for Contracting”) is selected from amongst them. When the document, which approves the contract for agency-arranged travel, is handed over to the person responsible for contracting, the Travel Contract concluded between the group and the Company comes into effect even without any payment. (c) When handing over the documents that approves in using certain travel services (such as E-ticket and hotel coupons) in exchange to receiving the flight ticket fee, the travel contract conclude when we approve verbally.
• The deposit is from 20,000 yen per person per travel, which is credited toward the travel fares, cancellation charges, and any other money due the Company by the client. Nevertheless, for the peak travel seasons (April 25 through May 5, August 5 through 15, and December 20 through January 5), the deposit is from 30,000 yen per person per travel. However flight ticket such as PEX, A-PEX and departing from overseas with valid dates must be paid in full amount by the date specified by our company or on the date of request. The client requests for the flight less than 14 days prior to departure, the client must pay by the date specified by our company or on the date of request.
• When requesting and filling out a form, the client's name must be entered exactly as written in the passport that will be used.

4. Conditions for Booking

• A client who is below the age of 20 years is required to present written consent from a parent or guardian when booking.
• A client who is below the age of 15 years when departing on a travel may be required to be accompanied on the travel by a caretaker, be escorted by a caretaker until departure, or be met at the airport by a responsible party upon arrival, depending upon the circumstances.
• Any traveler who has a chronic disease, is ill, pregnant, physically handicapped, or otherwise requires special care is requested to state so upon booking. The company arranges for necessary care within reason; however, in some cases a person willing to depart on a travel will be requested to present a health certificate issued by a physician or failing to do so will be denied to accept the request by decision made by carrier and accommodation facilities.
• Aside from the above, the Company may decline to accept booking for business related reasons.

5. Payment of Travel Fares

• Travel fares include airfares, lodging expenses and other costs and expenses paid by the Company in arranging the Travel Service with carriers, hotels, and other service providers, plus the Company-prescribed fees (excluding charges for changes or cancellations).
• Flight fare includes transportation service (total fare including weekday, weekend fee, within Japan or overseas add-on fee, drop-off fee, total additional charges due to exceeded traveled miles), additional transportation charges (fuel surcharge and etc.), airport tax (airport service tax, a toll), airline insurance charge all added together. Additional transportation, airport tax, and airline insurance fee will be charged separately from the flight fee.
• Full payment is due by the date stated in the invoice. The dues dates vary according to the ticket regulation. Early payment may be a requisite during peak season due to number of reservation in demand.

6. Payment of Airport Taxes and Fuel Surcharges

• Airport departure tax, usage fees for airport facilities, air-travel insurance premiums and fuel surcharge, which are collected when air tickets are issued, are not included in the travel fare; therefore, the client shall be required to pay separately in Japanese yen an amount equivalent to the sum total of these taxes and charges that applied on the day when the Travel Contract went into effect. Adult and child rates shall be applied to these taxes and charges in accordance with the age brackets that apply to those rates for airfares.
• The amount in Japanese yen equivalent to the said sum total shall be finalized on the day when the Travel Contract is put into effect; therefore, there will be no collection of additional money or refund resulting from fluctuations in exchange rates.
• Despite what is stated in (2), if the amount collected for airport taxes and fuel surcharges change, the new amount will be calculated it into Japanese yen using company exchange rates present during that period. Any excess amount will be charged while reduction will be refunded.
• If cancellation is made based solely on changes in fuel surcharges, the client will be responsible for paying a cancellation fee as well as the corresponding handling charges.

7. Alteration of Travel Fares

• Prior to departure the Company may alter the original travel fare because of unforeseen changes in airfares, lodging expenses, and other costs made by carriers and hotels, fluctuations in exchange rates, and/or other developments.
• If the amount of money actually expend on arranging the Travel Service differ from the earlier travel fare collected from the client, the Company will adjust the travel fare as soon as possible.
• If a client uses only one-way of his/her round-trip ticket without notifying the carriers in advance, the carrier may charge the client for the excess amount of a one-way fare or the remainder of a round-trip fare at normal price.

8. Changes in the Content of the Travel Contract

• If the client asks for changes in the travel itinerary, the content of the travel service, or other content of the Travel Contract, the Company will attempt to comply with the client’s request for changes.
• If the content of the Travel Contract is changed at the client’s request, the client is responsible for paying any cancellation charges, penalties, or other expenses that may arise because of changes in the completed arrangements with the carriers and hotels.
• In addition to the costs and expenses required for the said changes, the client is requested to pay the Company-prescribed alteration fees in compensation for the Company’s repeating the tasks of making arrangements

9. Cancellation of the Travel Contract

• Voluntary cancellation by the client By paying the costs described below, the client may cancel part of or the whole of the Travel Contract. However, the client is requested to notify the Company’s sales office that accepted the client’s booking, during its business hours. (The amount of the cancellation charge may vary depending upon the day the Company is notified of cancellation; therefore, the client is advised to confirm the said sales office’s business days, business hours, and person with whom the client dealt when booking the travel.) The client shall be responsible for the following upon cancellation:
  
  (a) Costs constituting considerations for travel services already provided
  
  (b) Costs constituting considerations for cancellation, handling and penalties charges for travel services yet to be provided that have been already paid or will be paid to carriers, hotels, and other service providers
  
  (c) The Company-prescribed cancellation fee
• Cancellation for reasons attributable to the client The company reserves the right to cancel the Travel Contract if the client fails to pay the travel fare by the specified payment date. If the client pays by credit card but such payment is not honored by the issuer of the card, the Company may terminate the Travel Contract. In such a case, the client shall be responsible for paying the costs and expenses described below.
  
  (a) Costs constituting considerations for travel services already provided
  
  (b) Costs constituting considerations for cancellation, handling and penalties charges for travel services yet to be provided that have been already paid or will be paid to carriers, hotels, and other service providers
  
  (c) The Company-prescribed cancellation fee
• Cancellation for reasons attributable to the Company.
  
  If arrangement of the travel service becomes impossible for reasons attributable to the Company, the client shall be allowed to terminate the Travel Contract. In such a case, the Company shall refund any paid travel fare minus the costs for travel services already provided that have been paid or will be paid to carriers, hotels, and other service providers. This provision does not deny the client’s right to seek compensation for losses from the Company.

10. Group Contracts

• If two or more travelers who will travel on the same itinerary and for the same period appoint a representative responsible for the group (hereinafter referred to as “the Person Responsible for Contracting”) and book an agency- arranged travel, the provisions stipulated in this section shall apply to the Travel Contract concluded between the group and the Company.
• Except in the cases in which any special arrangement is made, the Company deems that the Person Responsible for Contracting has full power of attorney to conclude the agency-arranged Travel Contract on behalf of the travelers who constitute the group (hereinafter referred to as “the Members”), and as such the Company makes deals on the travel business for the group with the said person.
• The Person Responsible for Contracting is requested to present a list of group members by the date specified by the Company.
• The Company shall be indemnified from liability and responsibility for money owed or expected to be owed by the Person Responsible for Contracting for the Members.
• If the Person Responsible for Contracting does not accompany the group on the travel, the Company regards one of the Members appointed by the said person in advance as the Person Responsible for Contracting after departure on the travel.
• If a change in the list of members is offered by the Person Responsible for Contracting, the Company will implement the appropriate change in arrangements if possible; however, any increase in the travel fare and additional costs and expenses arising from such a change shall be charged to the Members.

11. Liabilities of the Company

• If the Company or a person who carries out all or part of the arrangements for the Company (hereinafter referred to as “the Agent”) causes the client to incur losses through accident, error, or omission in implementing the Travel Contract, the Company shall reimburse the client for such losses, provided the Company is liable for such losses. (If only the client files a complaint with the Company from a day after and within two years of incurring such losses)
• For damage to baggage, the Company shall pay a maximum of 150,000 yen per person (that limit shall not apply in the cases where such damage is caused by serious fault, error, or omission attributed to the Company), provided the client files a complaint with the Company within 14 days in the case of a domestic travel or within 21 days in the case of a travel abroad after occurrence of such damage.
• Indemnity
  
  If the client incurs losses as a result of a natural disaster, war, insurgency, halting of travel services by carriers, hotels, or other service providers, orders by government agencies, or any other reasons beyond the control of the Company or one of its Agents (listed below), the Company shall be indemnified from paying reimbursement for such losses.
  
  (a) If the departing flight is suspended or the travel itinerary is changed because of a natural disaster, war, insurgency, delay in the flight schedule, or strike
  
  (b) If the client’s seat reservation is canceled or boarding is disallowed because of overbooking by the airline company
  
  (c) As a result of the client’s failure to reconfirm the seat reservation 72 hours in advance of the departing (or return) flight and confirm the flight time, the said reservation is canceled, voiding the air ticket.
  
  (d) The client arrives later than the appointed meeting or check-in time and fails to either check-in or boarding on the flight after the check-in
  
  (e) The client loses his/her air ticket or it is stolen.
  
  (f) An insufficient remaining validity period or other inadequacy of a visa lead to failure of boarding and embarkation/disembarkation by Japan and other destination emigration service laws.
  
  (g) As a result of the name on the passport and flight ticket failed to match, the client is denied at the boarding.
  
  (h) The client fails to board on the airplane due to clients` reasons or delay, and the reservation is cancelled and the flight ticket is no longer valid.

12. Obligations of the Client

• If the Company incurs losses as a result of the client’s negligence, error, or omission, the Company may seek compensation from the client for such losses.
• Upon concluding the Travel Contract with the Company, the client is obligated to make his/her best efforts to utilize the information provided by the Company and be aware of his/her rights and obligations as well as other content of the Travel Contract.
• In order to be smoothly provided with the travel service stated in the contract during the travel, should the client perceive that he/she is furnished travel service that falls short of that stated in the Travel Contract, he/she is requested to promptly notify the Company, its agent, or the service provider at the place where he/she is staying.
• If a client uses only one-way of his/her round-trip ticket without notifying the carriers in advance, the carrier may charge the client for the excess amount of a one-way fare or the remainder of a round-trip fare at normal price.

13. Clients` Tasks before Departure

• Client is responsible for obtaining, preparing and finalizing: flight ticket details, remaining dates until the passport expiration, Visa, re-entering permission, other identifications, and embarkation/disembarkation card.
• For sanitary information about the country of your destination, please refer to the For Travelers` Health Site (FORTH http://www.forth.go.jp/ , only in Japanese) by Ministry of Health, Labor and Welfare Quarantine Station.
• Depending on your destination (area/city), information including warnings by the Ministry of Foreign Affairs of Japan. Please refer to website about safety information at overseas ( http://www.pubanzen.mofa.go.jp/ , only in Japanese) for details.

14. Protection of Personal and Private Information

Privacy Policy

Data identifiable with particular individuals of our customers and people associated with H.I.S., namely personal data, is an important and indispensable asset for H.I.S. This valuable personal data is socially required to be kept confidential and to be handled accurately and securely. In order to meet this social requirement, H.I.S. appropriately protects personal data in accordance with the following basic policy based on the spirit of H.I.S. corporate charters, observing Personal Data Protection Law and other relevant laws and regulations.

• H.I.S. utilizes personal data within the scope of the intended use that is clearly communicated to customers. H.I.S. does not disclose or provide personal data provided by customers to any third parties, except when with the consent of the customer from whom the data was obtained, or when there is a legitimate reason.
• H.I.S. observes the Personal Data Protection Law and other relevant laws and regulations, policies and other codes prescribed by the national government. H.I.S. has internally established Personal Data Protection Management System, ensuring that all officers and employees recognize and comply with the laws and regulations and that the system is continuously improved and kept updated.
• In order to store and administer personal data properly and carefully and to prevent leakage, loss, or damage of it, H.I.S, strives to enforce safety procedures which are appropriate and rational from both technical and administrative aspects, and review them continuously. If there should occur any leakage, loss or damage of personal data, H.I.S. will immediately inform the person from whom the data was obtained immediately to that effect and will take necessary and appropriate countermeasures and/or correcting measures.
• H.I.S. responds without delay to inquiries, claims, and request for disclosure of personal data by the person from whom the data was obtained.

Established as of March 1,2005Amended as of July 15,2010 Akira Hirabayashi, PresidentH.I.S. Co., Ltd.

Personal Data Inquiry Window Contact

Customer Service Center of H.I.S. Co. Ltd.

[Tokyo] 03-5908-2505 Weekdays 10 a.m.-6:30 p.m. Saturdays 11 a.m. – 4:30 p.m. Sun./Hol. OFF

[Osaka] 06-6133-0320 Weekdays 10 a.m.-6:30 p.m. Saturdays 11 a.m. – 4:30 p.m. Sun./Hol. OFF

Privacy Policy details

1. Purpose of Use of Personal Data

H.I.S. utilizes personal data filled in or input into an application form by a customer at the time of request of travel arrangement and relevant insurance application, for the purpose of utilizing it to the necessary extent for arrangement and receipt of travel service provided by transportation facilities and/or accommodation facilities and provision of insurance services as well as its communication with the customer. Besides that, H.I.S. utilizes personal data of a customer for the purpose of marketing analysis for development of better products or services in the future, delivering information of products or service of H.I.S. and its other associated companies to customers, requesting customers for comments or opinions after the travel, or providing benefit service to customers. Although the customer have a choice to either provide or not to provide the personal data; however, the customer may not be provided a product or service of H.I.S., unless the customer provides relevant information which are indispensable for H.I.S.` arrangement of the travel service.

2. Provision of Personal Data

H.I.S. will provide, within relevant parameters, the customer’s personal information pertaining to transportation and accommodations H.I.S. will not disclose personal data of a customer to third parties without the consent of the customer from whom the data was obtained, except the following cases:

• When the customer has given a prior consent to the disclosure
• When complying with the laws, regulations or ordinances;
• When disclosure is necessary for the protection of human life, human health or property and when it is difficult to obtain the consent of the person from whom the data was obtained;
• When it is particularly necessary for enhancement of public health or promotion of sound growth of children and when it is difficult to obtain the consent of the person from whom the data was obtained;
• When provision of personal data is necessary for cooperating with a national institution, a local authority or an individual or entity entrusted by the institution or the authority in executing the operations prescribed by the laws and when it might impede the execution of the operations concerned to obtain the consent of the person from whom the data was obtained, or.
• When consigning handling of personal data partially or wholly to a third party to the extent necessary for the achievement of particular purpose of the use.

3. Disclosure of personal data

When a customer makes inquiry or request to H.I.S. for disclosure, deletion, correction of his/ her personal data, or when a customer request H.I.S. to cease using or providing the data to a third party, the customer is kindly requested to get in touch with the following contact windows of H.I.S. so that the customer is guided a necessary procedure. H.I.S. responds to the inquiry or request within a reasonable period in accordance with the laws and the company codes and informs the result to the customer. In case H.I.S. cannot meet the request partially or wholly, H.I.S. explains the reason to the customer.

4. Other matters

This Privacy Policy is set forth for handling of personal data by H.I.S. Co., Ltd. in Japan and is not applicable to its affiliated companies in Japan and overseas. A customer whose age is under 16 years old, is kindly requested to provide his or her personal data only after obtaining the consent of his/her parent or guardian. H.I.S. may from time to time revise ” H.I.S. Privacy Policy “ to administer the personal data of the customer more appropriately or to comply with the change of the related laws and regulations. Established as of March 1,2005Amended as of July 15,2010

15. Reference for Terms and Conditions of the Travel and for Travel Fares

16. Terms and Conditions of Travels for Clients Who Conclude Travel Contracts via Communication Routes

• Under the condition that payment of travel fares, cancellation fees and other money due the Company is made without a signature on the specified form by a client who is the holder of a credit card (hereinafter referred to as “a Cardholder”) issued by one of the credit-card companies (hereinafter referred to as an “Affiliated Company”) affiliated with the Company and its subcontractors, the Company may accept the client’s booking via telephone, mail, facsimile, or other means of communication and conclude a Travel Contract (hereinafter referred to as a “Communication Contract”). Although most of the terms and conditions of a Communication Contract are identical to those stipulated in this Travel Contract (this document of the terms and conditions for agency-arranged travel), some instances maybe treated differently and they are as follows:
• “The Day of Card Use” that appears below refers to the date when either the client or the Company must fulfill its obligation to pay the travel fare and other money due or make a refund according to the Travel Contract.
• A client who wishes to conclude a Communication Contract is requested when booking to provide a travel itinerary (travel title, travel starting date, details of travel services) and the specifics of the desired service, his/her credit-card number, and other particulars specified by the Company.
• A Travel Contract requested not in person is put into effect, in the case of telephone booking, when the Company agrees to the client’s booking. In the case of booking by postal mail, facsimile, or other such means, the contract is put into effect when the Company sends to the client a notification stating that the Company accepts the Travel Contract. Nevertheless, when the said notification is sent by means of electronic notification of acceptance, such as e-mail, facsimile, or telex, the contract is put into effect when the electronic notification is delivered to the client.
• Travel fares, cancellation fees, and other amounts due are charged to the client’s credit card issued by the affiliated company without the signature of the client (the cardholder) on the specified form. In such a case, the Date of Card Use for paying the travel fare is the day when the finalized content of the travel service is notified to the client. For payment of additional expenses that may arise as a result of changes in the content of the Travel Contract or termination of the Travel Contract, the Date of Card Use is the day if the Company notifies the client of the amount of the expenses payable. However, if canceling the Travel Contract stipulated in this section (6), the client is required to pay for the fees by the date and payment method specified by the company.
• If the client is unable to remit payment for part or all of the travel fare, cancellation fee, and other expenses by use of the card issued by the Affiliated Company because the credit card held by the client has become void, the Company may decline or may terminate the Travel Contract.

17. Others

• Returning payment If the cancellation is made by the clients` reasons, the return payment will be made to the client`s banking account. The client will be responsible to pay the money transfer fee.
• Mileage service Any information about mileage services and registration must be communicated with the clients` mileage membership provider. We will no be held responsible for anything related with mileage.
• ree luggage allowance by carriers Free luggage allowance weight is limited by carriers. An additional fee will be necessary if the luggage weight exceeds the limit. The rules applied differ by carriers and destinations, so the details need to be checked directly with an appropriate airline company.
• Names of the clients The client's name must be entered exactly as written in the passport. If any change in spelling of a name, age, sex, a traveling person will be handled as a cancellation rather a change in reservation. The client will be charged for cancellations.
• Boarding on time The client must have enough time before boarding. Boarding time may change without any prior notice, so boarding and departure time must be checked with an airline company that will be used.