Terms and Conditions

Nature of Service

Japan Ikigai Trip is not a travel provider. We provide itinerary planning, reservations, and trip customization services for self-guided travel to Japan. We do not offer in-person guiding or emergency assistance. All travel is independently executed by you, the traveler.

Use of Third-Party Suppliers

In making reservations and other travel arrangements on your behalf, Japan Ikigai Trip acts as an agent for various third-party suppliers, such as airlines, accommodations, and experience providers, who are independent of Japan Ikigai Trip. These third-party suppliers are solely responsible for providing their services. We maintain no control over their operations and therefore assume no liability for personal injury, property damage, or other loss resulting from their actions or omissions. We do not guarantee the quality, availability, or safety of services provided by these suppliers. Any issues must be resolved directly with the supplier.

Mystery Format Disclosure

By purchasing a mystery trip, you understand and agree that your travel destination will be revealed only shortly before departure. You acknowledge and accept the inherent uncertainty in this format and waive claims related to dissatisfaction with the destination.

Payment Terms

We accept payment via credit card and Apple Pay. By submitting your payment information, you confirm that the details are correct and authorized, that your payment provider will honor the charges, and that you will not initiate a chargeback without a valid and documented reason. Any chargebacks after delivery of your itinerary will be treated as fraudulent unless clearly justified.

You may choose one of two payment options when booking:

• Option 1 Full Payment: Pay the full trip amount upfront within 7 days of receiving your proposal.
• Option 2 Proposal Deposit: Pay a €10 non-refundable deposit to reserve your spot. The deposit extends your proposal’s expiration by 14 days, giving you additional time to confirm — whether you need to finalize your decision or secure flights first. If you complete the purchase within 14 days, you will need to pay the full trip price plus the €10 deposit. Once we confirm your payment, the €10 deposit will be refunded to you separately. The €10 proposal deposit is separate from your trip payment. It is non-refundable if you decide not to proceed with booking. The cancellation policy applies only after you have made your initial or full trip payment.

If your questionnaire is submitted less than 75 days before departure, the deposit option will not be available — only full payment will be accepted.

Once your trip purchase is made, 30% of the total trip cost becomes immediately non-refundable. This covers the planning, coordination, and reservation work we begin right away, plus any non-refundable fees or penalties charged by our partners.

If your trip is rescheduled, your payment will be subject to our rescheduling terms, including a modification fee equal to 10% of the original total trip cost.

Travel Documents

It is your responsibility to possess a valid passport and any required travel documents. Japan Ikigai Trip is not responsible for issues arising from missing or invalid documentation.

Travel Insurance

You are required to purchase comprehensive travel insurance that covers medical expenses, trip cancellations, delays, and lost or stolen belongings. Japan Ikigai Trip does not provide insurance and is not liable for any failure to secure adequate coverage. You are solely responsible for any costs arising from illness, injury, or damage to personal property during your trip.

Cancellations and Rescheduling

You may cancel your trip at any time by providing written notice via email or WhatsApp.

Once your trip purchase is made, 30% of your total trip cost becomes immediately non-refundable. This covers the planning, coordination, and reservation work we begin right away, as well as any non-refundable deposits or penalties charged by our partners (accommodations, activities, transportation, etc.). The €10 proposal deposit is separate from your trip payment and is always non-refundable if you decide not to proceed with booking.

Cancellation Policy:

• More than 90 days before departure:
  • 30% of the trip cost retained
• 61–90 days before departure:
  • 50% of the trip cost retained
• Within 60 days of departure:
  • 100% of the trip cost retained

If a partial cancellation occurs within a group booking (e.g., one or more members cancel but the trip continues for the remaining participants), refunds for the cancelling members will only be processed after the total cost for the remaining group has been recalculated. In such cases, the refund amount may be lower than the standard cancellation percentage, depending on changes in accommodation, transportation, and other arrangements. All applicable refunds will be processed within 14 calendar days of cancellation confirmation (or, in the case of group partial cancellations, after the updated total cost has been finalized).

Rescheduling Policy:

You may reschedule your trip once, as long as your new travel dates fall within 6 months of your original departure date. To request a change, you must provide your new travel dates within 3 days of your rescheduling request; otherwise, your trip will be treated as a cancellation under the policy above.

• Rescheduling involves a modification fee equal to 10% of your original total trip cost. A new trip budget will be prepared that includes any updated costs due to changes in season, partner availability, or proximity to your original departure date. In some cases, we may need to design a completely new itinerary from the beginning, which can result in significant additional costs.
• Once a trip has been rescheduled and the updated full amount has been paid, your booking becomes 100% non-refundable, regardless of how far in advance you cancel.

Once a trip has been rescheduled, the booking becomes final and non-refundable regardless of how far in advance cancellation occurs.

In the event of any conflict between the cancellation policy and this rescheduling policy, the rescheduling policy will apply to trips that have already been changed.

Force Majeure

We are not liable for delays or failures due to causes beyond our control, including but not limited to natural disasters, wars, pandemics, labor disputes, government actions, or power outages.

COVID-19 Disclaimer

You acknowledge the risk of illness inherent in all travel, including COVID-19. You accept personal responsibility for meeting all travel requirements and protocols. Japan Ikigai Trip is not liable for cancellations, penalties, or consequences resulting from your failure to comply with health and safety rules.

Promotional Content Disclaimer

Images or descriptions used in our marketing are illustrative only. Actual destinations, accommodations, or activities may vary depending on your personalized itinerary.

Minors and Travelers with Special Needs

If traveling with minors or requiring special accommodations, you must notify us before booking. We cannot guarantee all destinations or services will be suitable. Travelers requiring assistance must be accompanied by a responsible adult capable of providing necessary support. Japan Ikigai Trip does not provide personal care or supervision.

Traveler Conduct and Legal Compliance

Travelers must comply with all local laws, customs, and regulations during their trip. Japan Ikigai Trip is not responsible for any consequences resulting from unlawful, offensive, or disruptive behavior. We reserve the right to cancel services without refund in such cases.

Unaccompanied Minors

We do not accept bookings from unaccompanied travelers under the age of 18. All minors must be accompanied by a parent or legal guardian for the entire duration of the trip.

Health, Allergies, and Dietary Restrictions

You are responsible for managing your own health, including allergies, dietary needs, and physical limitations. While we take your responses to our questionnaire and other communications into account when designing your trip, we cannot guarantee that all preferences or restrictions will be accommodated. Japan Ikigai Trip is not liable for any health-related incidents, reactions, or unmet expectations. Providing such information helps us customize your trip but does not transfer risk or liability to us.

Personal Belongings and Property Damage

Japan Ikigai Trip is not responsible for the loss, theft, or damage of personal belongings at any time during the trip. You are also responsible for any damage you cause to accommodations, vehicles, or facilities during your trip. Any associated repair or replacement costs will be your responsibility.

Missed Activities and Punctuality

Travelers are responsible for following the itinerary and arriving on time. We are not liable for missed activities, transportation, or services due to personal delays or decisions. No refunds or credits will be provided for unused portions of the trip.

Changes to Itinerary

Japan Ikigai Trip reserves the right to make reasonable changes to the itinerary without prior notice due to factors such as availability, supplier cancellations, seasonal conditions, or safety concerns. While we will make every effort to replace experiences with those of equal or greater value, we cannot guarantee identical replacements.

Use of Itinerary Content

All itinerary materials provided by Japan Ikigai Trip are intended for personal use only. They may not be copied, distributed, reused, or resold in any form without prior written permission. Unauthorized use may result in cancellation of services and legal action.

Attorney Fees

In any action arising from these terms, the prevailing party is entitled to recover reasonable legal fees and costs.

Governing Law and Jurisdiction

These terms are governed by the laws of New Zealand. Any disputes shall be resolved in the courts of New Zealand.

Limitation of Liability

To the fullest extent permitted by law, our liability is limited to the total amount paid by you for the services we provide. We are not liable for indirect, incidental, or consequential damages. We are not liable for dissatisfaction with travel experiences, missed connections, language barriers, or unmet expectations related to cultural differences, comfort, or service quality. Although we will always do our best to provide a high-quality service, our responsibility is limited as described above.

Privacy and Cookies

Your use of our website and submission of personal information are also governed by our separate Privacy Policy and Cookie Policy, which are available on our website.

Updates

We may revise these Terms & Conditions from time to time. The version in effect at the time of your purchase (defined as the full payment of your trip cost) will apply to your booking. The most current version will always be available on our website.