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Japan Travel Centre

JAPAN TRAVEL CENTRE TERMS AND CONDITIONS

USE OF SITE

Your use of this Website is expressly conditioned on your acceptance of the following terms and conditions. If you do not agree with any part of the following terms and conditions, you must not use this site.

You may only use this site to make legitimate reservations and/or purchases and shall not use this site to make any speculative, false or fraudulent reservation or any reservation in anticipation of demand. This website is operated by Japan Travel Centre, as trading name of Affinity Japan, a registered travel agent by Tokyo Metropolitan government. When we refer to JTC, Japan Travel, kyushu-japan-holidays.com, "we", "us" or "our" etc…, we are referring to Japan Travel Centre as trading name of Affinity Co.,Ltd.

Japan Travel Centre is also referred to as JTC, Japan Travel, kyushu-japan-holidays.com, “we”, “us”, “our”, which is the trading name of Affinity Co.,Ltd, for the purpose of this agreement.

OWNERSHIP & LICENCES

Japan Travel Centre, a trading name of Affinity Co.,Ltd holds the following licences:-

Japan Travel Centre, a trading name of Affinity Co.,Ltd is the registered travel agent by Tokyo Metropolitan government No.3-4839.

Japan Travel Centre, a trading name of Affinity Co.,Ltd is a Full member of Japan Association of Travel Agents (JATA), providing assurance that the company is financially sound and stable.

For further information see http://www.jata-net.or.jp/

COPYRIGHT

This site and each of its modules, remains the copyright property of Japan Travel Centre, a trading name of Affinity Japan and/or its various third party providers and distributors. This includes, but is not limited to any text, scripts, images or graphics used on the site. Much of the content found on this site is owned by third party providers and distributors. None of the content or data found on this site may be reproduced, sold, transferred, or modified without the express written permission of Japan Travel Centre as trading name of Affinity Japan and/or its third party providers and distributors.

AGE AND RESPONSIBILITY

You represent that you are of sufficient legal age to use this site and to create binding legal obligations for any liability you may incur as a result of the use of this site. You understand that you are financially responsible for all uses of this site by you and those using your login information.

PRIVACY

As a user of Japan Travel Centre’s website, you are in complete control of your travel planning needs. This includes control in the use of information you provide to Japan Travel Centre. When you reserve or purchase travel services through Japan Travel Centre, we collect information which will assist us in the fulfilment of your travel requirements. We may provide information about you to other involved third parties to ensure the successful fulfilment of your travel arrangements. We also use information you provide during registration or as part of the reservation process to customise the content of our site to meet your specific needs and to make product improvements to the Japan Travel Centre website. Japan Travel Centre will send you an e-mail message confirming each reservation you transact online. We do not sell individual customer names or other private profile information to third parties. It remains your responsibility to advise us of any changes to this information and to check that the correct information is contained within the relevant reservation prior to you confirming the transaction.

As a Japan Travel Centre website user you will occasionally receive e-mail updates from us about fare sales, special offers, new products and services. We hope you will find these updates interesting and informative. We respect and will continue to respect the privacy of our customers.

SECURITY

The Site has taken reasonable steps to put security measures in place to protect your data. Our server uses SSL (secure sockets layer) data encryption to help keep your data secure. Personal information entered is encoded before it is sent to us, protecting it as it is transferred over the Internet.

TERMS AND CONDITIONS OF BOOKINGS

TICKETS

Purchase of airline tickets does not guarantee you a seat on a specified aircraft. Scheduled airline overbooking policy can result in failure of the carrier to provide a seat on a booked flight for a passenger holding a confirmed ticket. Please contact us for details of airline contact information. Purchase of air tickets may involve restricted refunds. Credit card information is validated prior to the transaction being finalised. Air tickets have value and should be treated like cash. Never destroy tickets which are not required or are unused. This may involve a loss of otherwise refundable costs. The carrying of appropriate travel documents, including valid a passport and any necessary visas, is the responsibility of the traveller. Japan Travel Centre as trading name of Affinity Japan expressly declines responsibility for any costs incurred in the case that a traveller or party are denied boarding to an aircraft, or denied entry to a country because the traveller or party is not in possession of the appropriate documentation. Travel insurance is highly recommended.

Flights must be used in the order set out in your itinerary – e.g. a failure to use the outbound flight or first stage of a journey could invalidate the rest of the ticket.

BOOKINGS

When a booking is made all details will be read back to you. Please check that all names, dates and times are correct on all documents. Please ensure that the names given are the same as in the relevant passport. Once you have confirmed these details we will proceed to confirm the booking with the principal or supplier. Once you confirm the booking, any changes to these details will incur the charges, if applicable. When a booking is made online, please ensure that all names, dates and times are correct on the booking summary page before confirmation or payment.

CANCELLATION / AMENDMENTS

If you wish to change or cancel your travel plans, it is your responsibility to notify Japan Travel Centre of such a request, at the soonest possible time. Please note that some tickets are non-refundable and non-changeable once you have confirmed or paid for the booking.

If you are holding refundable or changeable tickets, Japan Travel Centre reserves the right to charge you an administration fee of 5000Yen per person for any modifications, changes or cancellations to fares. This will be regardless of the price or face value of the fare. Please note this fee is also charged in cases of airport tax refunds, when the fare is non-refundable. Any booking fees, service charges or credit card charges are non-refundable. Please note that airlines do not generally allow name changes on flight bookings.

If you are holding a booking for which ticket has been issued and you do not notify us of your desire to cancel, this will be treated as a "no show" and could result in you losing all the monies you have paid.

If you want to cancel your journey it is important that you notify us immediately. This enables us to cancel your reservation with the airline. To notify us of your request for an amendment or cancellation, please contact us by telephone or via email, during office hours. Please note that in most cases, amendment or cancellation is only allowed up to one day prior to your departure date.

Office Hours;

If you wish to change or cancel your travel plans, it is your responsibility to notify Japan Travel Centre of such a request, at the soonest possible time. Please note

Mondays – Fridays: 10:30-19:00
Saturdays, Sundays & Public Holiday: Closed

Please note we are not able to process an amendment or refund email request which is received after above office hours. These requests will be processed on the next working day.

Those tickets, which are refundable or cancelled by us, will be processed and refunded back to the card used at time of booking. Please be advised that the cancellation process could take 2 to 3 months from receipt of ticket or cancellation notice. Some tickets may need to be submitted to the airline for the cancellation and/or refund to be authorized. In this event your refund request may take longer. Please note that most airlines do not refund partially-used or half-used tickets. Tickets, which are returned more than 1 year from date of issue, are classified as expired tickets and must be submitted to the airline for their authority to refund.

EXCLUSION OF WARRANTY

Japan Travel Centre as trading name of Affinity Japan and third party providers and distributors take and will continue to take all reasonable steps to ensure that the information displayed on this site is accurate. However, we cannot guarantee the accuracy of this content and will not warrant the accuracy, completeness, merchantability or fitness for a particular purpose of any of the content or data found on this site.

LIMITATION OF LIABILITY

In no event shall Japan Travel Centre as trading name of Affinity Japan or third party providers or distributors be liable for any injury, loss, claim, damage, or any special, exemplary, punitive, incidental or consequential damages of any kind (including, but not limited to lost profits or lost savings), whether based in contract, (tort ?) or otherwise, which (i) arises out of or is in any way connected with any use of this site or reliance on content found herein or from your inability to access this site (ii) any failure or delay (including, but not limited to the use of or inability to use any component of this site for reservations or ticketing), or (iii) the performance or non performance by Japan Travel Centre as trading name of Affinity or third party providers or distributors, even if such party has been advised of the possibility of such damages, or for any other party. Some states do not allow the exclusion of implied warranties or the limitation or exclusion of liability for incidental and consequential damages, so the above exclusion may not apply to you. If, notwithstanding the foregoing, Japan Travel Centre as trading name of Affinity Japan or any third party provider or distributor should be found liable for any loss or damage which arises out of or is in any way connected with any of the above described functions or uses of this site or its content, Japan Travel Centre as trading name of Affinity Japan and third party provider's and distributor's liability shall in no event exceed, in the aggregate, for accessing this site with respect to which liability is found. In its sole discretion, in addition to any other rights or remedies available to Japan Travel Centre as trading name of Affinity Japan and without any liability whatsoever, Japan Travel Centre as trading name of Affinity Japan at any time and without notice may terminate or restrict your access to any component of this site. The foregoing terms and conditions shall apply to both contract and negligence claims.

INDEMNIFICATION

You agree to defend and fully indemnify Japan Travel Centre as trading name of Affinity Japan and third party providers and distributors from and against any and all liability, claim, losses, damage or cause of action brought by or on your behalf in excess of the liability described herein or by third parties as a result of your use of this website.

RELATIONSHIP

The relationship between Japan Travel Centre as trading name of Affinity Japan and you will be that of independent contractors, and neither of us nor any of our respective officers, agents or employees will be held or construed to be partners, joint ventures, fiduciaries, employees or agents of the other.

GOVERNING LAW

This Agreement and its performance shall be governed by the laws of Japan. You consent and submit to the exclusive jurisdiction of the state and federal courts located in Japan, in all questions and controversies arising out of your use of the site and this Agreement.

ASSIGNMENT

You may not assign, convey, subcontract or delegate your rights, duties or obligations hereunder.

MODIFICATION

Japan Travel Centre as trading name of Affinity Japan may at any time modify these terms and conditions and your continued use of this site will be conditioned upon the terms and conditions in force at the time of your use.

ADDITIONAL TERMS

Additional terms and conditions may apply to reservations, purchases of goods and services and other uses of portions of this site, and you agree to abide by such other terms and conditions. Details of such terms and conditions can be found at the relevant pages in the site, these should be considered before you commit to purchase goods or services where such terms apply.

 

SEVERABILITY

These terms and conditions shall be deemed severable. In the event that any provision is determined to be unenforceable or invalid, such provision shall nonetheless be enforced to the fullest extent permitted by applicable law, and such determination shall not affect the validity and enforceability of any other remaining provisions.

HEADINGS

The heading used in these Terms and Conditions are included by convenience only and will not limit or otherwise affect these Terms and Conditions.

ENTIRE AGREEMENT

These terms and conditions contain the entire agreement between us relating to the subject matter hereof, and supersedes any prior understandings or agreements (whether oral or written) regarding the subject matter, and may not be amended or modified except in writing.

1. JAPAN RAIL PASS TERMS AND CONDITIONS

A Japan Rail Pass cannot be purchased inside Japan. You must purchase an Exchange Order from an authorized sales office or agent outside of Japan.

For Purchasing a Japan Rail Pass and Conditions, please contact our UK office who’s an authorised Japan Rail Pass sales agent.

Japan Travel Centre UK: https://www.japantravel-centre.com/
Japan Rail Pass by JTC: http://www.japan-railpass.co.uk/

2. TOURS TERMS & CONDITIONS

Please read the following conditions carefully before you make your booking. All holidays are sold subject to these conditions. Japan Travel Centre is the trading name of Affinity Japan., registration number by Tokyo Metropolitan Government 3-4839. In these conditions Japan Travel Centre is referred to as “we”, “us” and “our”. The persons or organisation named on the booking form are referred to as “you” and “your”.

BOOKING

To make a tour booking you must complete the booking form and pay a deposit, if booking more than eight weeks prior to departure. If booking within eight weeks of departure, the full balance will be required at the time of booking. The deposit required can be found on the quotation page of the itinerary that you wish to confirm. In most cases the deposit is 15% of the total cost or ¥20,000 per person (whichever is the greater), however in some instances a larger deposit is required in order to secure particular services. The total amount due is as specified on your invoice. On receipt of your booking form and monies, we will arrange to provide you with the various services which make up your tour. A confirmation will then be sent to you detailing the components of your tour and the price. You must check all the details on the confirmation and contact us immediately if there is anything you believe to be incorrect. You must check that all names listed exactly match those in the passports of each member of your party. No contract for the provision of the tour exists between you and us until we have sent our confirmation, so that if, for reasons such as unavailability, we are unable to accept your booking, our liability to you will be limited to refunding the full amount of any monies you have paid.

PAYMENT

The balance will be due eight weeks prior to departure and if this is not received we reserve the right to cancel your booking and charge cancellation fees as detailed below. An administration fee of 2% will apply to all monies taken from credit cards, with the exception of American express and Diners cards for which the fee will be 3%. No fee applies for payment by debit card or Bank Transfer. These fees are also applicable to deposits.

INSURANCE

It is important that you have insurance cover that is adequate for your needs on tour and in order to cover cancellation prior to departure should you need to do so due to unforeseen circumstances.

PRICES

Whilst we reserve the right to increase or decrease prices of our tours at any time, once you have made your booking and we have issued our confirmation, we guarantee that the price of your holiday will not be subject to any surcharges. You should, however, note that if you amend any details of your booking after it has been confirmed, you may be subject to an amendment fee as advised at the time of booking.

TOUR DETAILS

We reserve the right to change any of the tour particulars published in our brochure and supplementary flyers, on our website or contained within any quotation, at any time before we enter into a contact with you. Should this occur, we will notify you of any changes before entering a contract.

SPECIAL REQUESTS

Where special requests such as diet or room type are an important factor in the choice of your tour, you must advise us on the booking form. We are happy to pass your request onto the relevant supplier, but cannot guarantee that it will be accommodated. The provision of any special requests does not constitute a term of your contact with us.

DISABILITIES

If you or any member of your party has any medical problem or disability, which may affect your tour, or any other members of the group, you must tell us at the time of booking. Otherwise we reserve the right to cancel or change your tour.

CHANGES TO YOUR TOUR – UPON YOUR REQUEST

If you request any changes to your booking after our confirmation has been issued, you will be liable for any costs including administration and/or cancellation fees that arise as a result of the changes. We will do our best to meet your requests and avoid any additional costs, but this may not always be possible, particularly after your tickets and vouchers have been issued.

CANCELLATION OF YOUR TOUR – UPON YOUR REQUEST

If you or any of the persons named on the booking form wish to cancel the tour prior to departure, you must notify us in writing. Should you already be in receipt of your airline tickets, please return these to us along with your cancellation request. The following charges will apply per person, effective from the date we receive your written notification:

Number of days
before departure
Cancellation charge
as a percentage of total
56 or more Deposit
43 – 56 30%
29 - 42 60%
8 – 28 80%
0 - 7 100%

* Excluding insurance premiums & administration charges

In many instances, cancellation costs can be covered by appropriate travel insurance. A cancellation invoice will be sent to you, which you can then supply to your insurer.

CHANGES TO YOUR TOUR – BY US

We hope and expect to be able to provide you with all the services we have confirmed to you upon receipt of your booking. However, these services are provided by various independent suppliers, such as airlines and hotels, over which we have no direct control. On occasions changes do have to be made, so we reserve the right to do so at any time. If the change is minor, we will advise you as soon as possible, but we will have no further liability towards you.

A change of train or Bus time by more than 12 hours or of accommodation to a lower grade constitutes a significant change. In the case of a significant change before your departure we will provide you with the following alternatives:

  • alternative travel arrangements of equivalent or similar standard and price, if available
  • alternative travel arrangements of a lower standard together with a refund of the difference in price
  • to cancel your tour with a full refund of all monies paid

In all three cases minimum compensation will be paid as detailed below, unless the change occurs as a result of circumstances beyond our control:

Number of days prior to departure within
which a significant change is notified to you
Compensation
Per Person
56 or more Nil
43 – 56 ¥3000
29 - 42 ¥5000
8 – 28 ¥7000
0 - 7 ¥10000

CHANGES TO YOUR TOUR – CIRCUMSTANCES BEYOND OUR CONTROL

We will not be liable to pay any compensation if we are forced to cancel or in any way change your holiday as a result of unusual or unforeseen situations outside our control, the consequences of which could not have been avoided even with all due care. These include unavoidable technical problems with transport, operational decisions of air carriers, civil strife, industrial disputes, natural disaster, bad weather, fire, epidemic, threatened or actual terrorist activity or war.

Due to the rather unpredictable current status of our economy and regular fluctuations in the Japanese Yen and British Pound exchange rate, we are only able to guarantee prices of our tours provided that the full balance is paid within 8 weeks of confirming the booking and paying a deposit.

After 8 weeks, we reserve the right to change the cost of the tour to reflect any changes in the exchange rate. Should you no longer require the tour and wish to cancel, please check our terms and conditions for details on the percentage of the deposit that can be returned to you.

CANCELLATION OF YOUR TOUR – BY US

We reserve the right in any circumstance to cancel your holiday for any reason. However, we will not cancel your holiday if it is within 57 days of departure unless it is for a reason beyond our control.

SURCHARGES

If there are any surcharges to be made, you will be notified at least 60 days before your departure. There will be no additional surcharges after this time. The following reasons will be valid for any surcharges:
a) A change in the Japanese Yen - British Pound exchange rate of more than 5% from the date of booking to the date of payment.
b) A new tax or duty is imposed by the airline or government which is beyond our control.

OUR COMMITMENT TO YOU

We will not accept responsibility if personal injury, illness, death, damage or loss is the result of:

  • your actions or those of other members of your party
  • the actions of a third party not related to the confirmed schedule of your tour
  • unforeseen circumstances which, even with all due care, we or our suppliers could not have anticipated or avoided
  • the actions of any other member of the tour group
  • any health or condition which was not informed to us at the time of booking
  • additional services (for example, those that may be supplied by hotels) which are not included as part of the tour price

TERMS AND CONDITIONS FOR SUBMISSION OF REVIEWS AND COMMENTS

We will store and use the information you supply us or which is supplied to us in your use of this Website for the purposes set out in our Privacy Statement. You will be/would have been asked to agree to our use of your information at the appropriate time.

Information about cookies and their use by us on this Website can also be found in our Privacy Statement.

By submitting any content to Japan Travel Centre, you warrant that:

  • the review is based on your own experience
  • all content that you post is accurate;
  • use of the content you supply does not violate these Terms and Condition and will not cause injury to any person or entity.

For any content that you submit, you grant Japan Travel Centre a perpetual, irrevocable, royalty-free, transferable right and license to use, copy, modify and delete.

Japan Travel Centre reserves the right to change, condense or delete any content on Japan Travel Centre's website that Japan Travel Centre deems, in its sole discretion, to violate the content guidelines or any other provision of these Terms of Use. Japan Travel Centre does not guarantee that you will have any recourse through Japan Travel Centre to edit or delete any content you have submitted. Ratings and written comments are generally posted within three to five working days or in some cases, it may take longer. However, Japan Travel Centre reserves the right to remove or to refuse to post any submission for any reason. You acknowledge that you, not Japan Travel Centre, are responsible for the contents of your submission.

By submitting your email address in connection with your rating and review, you agree that Japan Travel Centre may use your email address to contact you about the status of your review and other administrative purposes.

YOUR RESPONSIBILITIES

You must prepare all the necessary valid travel documents including full passports and visas. We cannot be liable if you are refused entry to a destination due to invalid documents. You must arrive at your departure airport no later than the time recommended by the relevant airport authority for the date of travel. You accept responsibility for any damage or loss caused by you or any member of your party.

If you are not happy with any aspect of the tour, it is your responsibility to make it known to Japan Travel Centre and the relevant supplier as soon as possible and during the tour wherever possible. If you do not report a problem which can be dealt with at the time, we cannot accept any associated liability at a later date. If your complaint is not resolved locally, you must write to us within 28 days of the completion of the tour. Please quote your booking reference number and daytime telephone number. We will reply to you within 28 days of receipt of your letter, as laid down by the ABTA Tour Operator’s Code of Conduct. We hope we can agree an amicable settlement to any claims we receive.

If we make a payment to you or any member of your party for death, personal injury or illness, you must give us or our insurers the rights you may have to take action against the person or organisations responsible and you must co-operate fully with us in seeking recovery of any payment we make.

PASSPORTS, VISAS AND HEALTH

We can provide general information about the passport and visa requirements for your trip. Please note that passport and visa regulations can change and you should therefore check with the relevant embassy well in advance of travel. It is your responsibility to be in possession of a valid passport and if appropriate, a visa. It is important to remember to include all transit points in your journey which may also require you to obtain a visa. It can often take some time to obtain a visa, so you are advised to apply in plenty of time. We accept no responsibility for customers who do not possess the correct documents. Neither we nor the principal(s) or supplier(s) accept any responsibility if you cannot travel because you have not complied with any passport, visa or immigration requirements. Most countries now require passports to be valid for at least 6 months after your return date. We can provide general information about any health formalities required for your trip but you should check with your own doctor for your specific circumstances.

The name on the passport must match the name on the ticket, otherwise you may not be able to travel and insurance may be invalid.

DATA PROTECTION PRIVACY POLICY

Information about you and members of your party is collected by us when you request information or make a booking with us. You are responsible for ensuring that other members of your party are aware of our booking conditions and this privacy policy and that they consent to your acting on their behalf in your dealings with us. We may disclose this information to our suppliers for the purpose of arranging your tour and travel insurance (if applicable). We may use your information for the purpose set out in our data protection registration with the Office of Information Commissioner. From time to time we may contact you by post or email with information about special offers or tours. If you do not wish to receive such information, please notify us.

COMPLAINTS

Because the contract(s) for your travel arrangements is between you and the principal(s) or supplier(s), any queries or concerns relating to the travel arrangements should be addressed to them. If you have a problem whilst on holiday, this must be reported to the principal/supplier or their local supplier or agent immediately. If you fail to follow this procedure there will be less opportunity to investigate and rectify your complaint. The amount of compensation you may be entitled to may be reduced or you may not receive any at all depending upon the circumstances. If you wish to complain when you return home, write to the principal/supplier. You will see the name and address plus contact details in any confirmation documents we send you. We will of course assist you with this if you wish - please contact Customer Services.

INSURANCE

We consider adequate travel insurance to be an essential component of any trip abroad. We therefore recommend that you purchase travel insurance that properly covers your participation in any activities you may undertake and for cancellation should you need to do so due to unforeseen circumstances.

PRIVACY STATEMENT

kyushu-japan-holidays.com is committed to safeguarding the privacy of our users while providing the highest possible quality of service. We will only use the information that we collect about you lawfully (in accordance with the Data Protection Act 1998). If you have any requests concerning your personal information or any queries with regard to these practices please contact This email address is being protected from spambots. You need JavaScript enabled to view it.

Security of personal data

All areas of kyushu-japan-holidays.com website where you enter personal data are encrypted using industry standard Thawed SSL certificates. This prevents unauthorised interception of personal information during transmission from your computer to our servers. All passwords are encrypted on our databases using one-way industry leading 512bit encryption. In addition to this we do not retain any credit card information on our servers or databases.

Information collected

We collect the information you supply to us through our enquiry forms, and every time you e-mail us.

We also collect information automatically about your visit to our site. The information obtained in this way, which includes browsing patterns, is only used in aggregate form, and as such cannot be used to identify you.

This aggregate information is used to:

  • Aid strategic development
  • Audit usage of the site

Use of personal information

We process personal information collected via Japan Centre for the purposes of:

  • Providing the best possible service
  • Processing any orders you may have made
  • Providing you with information about products and services we offer

If you do not wish to receive information about our products or services, please tick the appropriate box on the enquiry form.

Disclosures

We will not pass your information to any third parties. You can also stop receiving any information about us and our services by clicking the link in our correspondence to automatically unsubscribe, or by sending us an e-mail.

If you have any queries about our Privacy Statement you should contact our data controller by e-mail This email address is being protected from spambots. You need JavaScript enabled to view it.

USE OF COOKIES

In order to maintain quality of service for customers and provide a better user experience, https://kyushu-japan-holidays.com collects certain information about visitors to its website using cookies.

A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information back from the browser and help us to provide him/her with the best possible experience.

Cookies can be utilised to make visiting a website more personal and efficient. For instance,
- displaying relevant navigation settings
- remembering your preferences
- improving the overall user experience

The cookies used by https://kyushu-japan-holidays.com

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  • Marketing and other cookies
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Social Media

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If you have any queries about our Privacy Statement you should contact our data controller by e-mail to This email address is being protected from spambots. You need JavaScript enabled to view it. or write to us at Japan Travel Centre Fukuoka (trading name: Affinity Co., Ltd.), 5F Tada Bldg, 1-16, Tsunabamachi, Hakataku, Fukuoka, Japan 812-0024.