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. Our trips are self-guided: we do not accompany you or provide a personal tour guide for the duration of your trip, although individual experiences in your itinerary may be led by independent local guides or hosts, who are third-party suppliers. During your trip, we provide 24/7 remote support in English via WhatsApp and phone, but we do not provide on-the-ground emergency response or rescue services. All travel is independently executed by you, the traveler, and international flights to and from Japan are not included (see International Flights below).

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 accommodations, domestic transportation providers, 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, processed securely via Stripe. 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 10 days of receiving your proposal.
• Option 2 — Proposal Deposit: Pay a $10 USD non-refundable deposit to reserve your spot. The deposit extends your proposal’s expiration by another 10 days from its original expiration date, giving you additional time to confirm — whether you need to finalize your decision or secure flights first. If you complete the purchase within the extended period, you will pay the trip price in full; once we confirm your payment, the $10 USD deposit will be refunded to you separately. The $10 USD 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 paid for your trip in full.

Once your trip purchase is made, 30% of the total trip cost becomes non-refundable (subject to the 48-hour grace period described under Cancellations and Rescheduling below). 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, including any visa required for your length of stay. Japan Ikigai Trip is not responsible for issues arising from missing or invalid documentation. If you are unable to travel because a required visa or travel document was not obtained, our standard cancellation policy applies.

International Flights

International flights between your home country and Japan are not included in your trip and are booked by you. Once you confirm your trip, we ask that you book your international flights within one week and share the details with us so we can align your itinerary. If your flights differ from the dates or arrival/departure points in your questionnaire, we may need to adjust some activities or stays to keep the trip within your budget, and in some cases a small supplement may apply; we will always walk you through any changes before they happen. Because flights are booked by you, any changes, rebookings, delays, cancellations, or claims must be handled directly with your airline or booking provider. We cannot provide compensation or refunds for portions of your Japan trip missed due to international flight delays or cancellations, though we will do our best to adjust your itinerary where availability and partner flexibility allow.

Travel Insurance

We strongly recommend that you purchase comprehensive travel insurance that covers medical expenses, trip cancellations, delays, lost or stolen belongings, and your international flights. 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. If you choose to travel without adequate insurance, you do so at your own risk, and Japan Ikigai Trip is not liable for any loss, expense, injury, or claim that appropriate travel insurance would have covered.

Cancellations and Rescheduling

You may cancel your trip at any time by sending a written cancellation request by email to contact [at] japanikigaitrip.com (replace “ [at] ” with the @ symbol).

48-Hour Grace Period. If you cancel within 48 hours of paying for your trip in full, you will receive a full refund, less any payment-processing fees. After this 48-hour period, the cancellation fees below apply.

After the 48-hour grace period, 30% of your total trip cost is 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 USD proposal deposit is separate from your trip payment and is always non-refundable if you decide not to proceed with booking.

Cancellation Fees (based on the date we receive your cancellation):

• More than 90 days before departure: 30% of the trip cost charged (70% refunded)
• 61–90 days before departure: 50% charged (50% refunded)
• 31–60 days before departure: 70% charged (30% refunded)
• 15–30 days before departure: 90% charged (10% refunded)
• Within 14 days of departure: 100% charged (no refund)

Your cancellation takes effect on the date we receive your email, based on Japan Standard Time, and that date determines which tier above applies. Requests received outside our business hours — including weekends and Japanese public holidays — are treated as received on the next business day. “Departure date” means the day you leave your home country to begin your Japan trip, based on Japan Standard Time.

We will confirm your cancellation by email within 3 business days. We will issue any applicable refund to your original payment method within 14 calendar days of your cancellation being confirmed; once issued, banks typically post it to your account within a further 5–10 business days.

Group Cancellations. If one or more members of a group cancel but the trip continues for the remaining participants, the canceling members’ refunds are calculated on their share of the trip cost under the schedule above, and will only be processed after the total cost for the remaining group has been recalculated. Because accommodation, transportation, and other arrangements can change with group size, the refund amount may be lower than the standard cancellation percentage. If the entire group cancels, the policy applies to the full trip cost.

Changing a Participant’s Name. You may change the name of a participant up to 14 days before departure for a modification fee of 5% of the original total trip cost (not per person). Some bookings — particularly transportation such as trains, domestic flights, or buses — may not allow name changes; in those cases the original ticket may become non-refundable and an additional ticket may need to be purchased for the new participant. Within 14 days of departure, name changes may not be possible due to partner restrictions.

Changing the Length of Your Trip. After your trip is confirmed, you may adjust its length up to 14 days before departure. To add days, ask as early as possible; we will extend your trip where availability allows, with the price adjusted accordingly. To shorten your trip, rather than refunding the removed days we put that value back into your trip — for example, by upgrading stays or experiences, or enriching the remaining days — so that you keep the full value of what you have paid. Where we cannot put that value back into your trip, we will refund whatever portion we can still recover from our partners; portions already booked on a non-refundable basis may not be transferable. Within 14 days of departure, the itinerary is finalized and the number of days can no longer be changed.

Rescheduling. You may reschedule your trip once, provided your new travel dates fall within 6 months of your original departure date. To request a change, email us your proposed new travel dates. If you do not provide new dates within 7 days of your request, your trip will be treated as a cancellation under the schedule above. Rescheduling involves preparing a new trip budget that reflects any price differences (for transportation, accommodations, or activities) and a modification fee equal to 10% of your original total trip cost. Depending on how close your request is to your original departure date, additional costs may apply, as some partners treat bookings as fully non-refundable once inside a certain period. In some cases we may need to design a completely new itinerary from the beginning — for example, if your new dates fall in a different season or previously booked partners are unavailable. After rescheduling, our standard cancellation policy applies based on your new departure date.

If We Cancel Your Trip. If we ever have to cancel your trip for reasons of our own — not arising from the Force Majeure circumstances described below — you will receive a full refund of everything you have paid us for the trip; or, if you prefer, we will do our best to redesign your trip for new dates. This does not include your international flights, which you book yourself, so we recommend choosing flexible fares or travel insurance that allows for changes.

Force Majeure

We are not liable for delays, disruptions, or failures due to causes beyond our control, including but not limited to natural disasters, wars, pandemics, labor disputes, government actions, or power outages (“Force Majeure” or Acts of God). In such circumstances we are unable to provide compensation or full refunds, as these events are unforeseeable and beyond our control; however, we will make every effort to secure refunds for as many of your bookings as possible. We strongly recommend reviewing your travel insurance policy for coverage in these situations.

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.

Minimum Age and Unaccompanied Minors

We currently accept travelers aged 16 and older and are not able to accommodate children under 16. Travelers aged 16 or 17 must be accompanied by a parent or legal guardian for the entire duration of the trip, and we do not accept bookings from unaccompanied travelers under the age of 18.

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.