Terms and Conditions for Arranged Tour Contract
("Tehai Ryoko" under the Travel Agency Law in Japan)

This outline of tour conditions forms part of the documents (setsumei-shomen and keiyaku-shomen) as stated in Articles 12-4 and 12-5 of the Travel Agency Law.

These Terms and Conditions for Arranged Tour Contract (the “Terms”) shall govern the travel services provided by Whispers of Japan (hereinafter referred to as “WOJ”), the brand operated by TriX Co. Ltd., to the individual, group, or legal entity requesting such services (hereinafter referred to as the “Client”). By entering into a travel agreement with WOJ, the Client agrees to be bound by the Terms set forth below.

1.Arranged Tour Contract

  1. This travel is arranged by WOJ and the Client shall enter into an "Arranged Tour Contract" with WOJ.

  2. WOJ, commissioned by the Client, undertakes to make arrangements for transportation, accommodation, guides, activities, and other travel-related services (hereinafter collectively referred to as "Travel Services") provided by third-party suppliers, by acting as a representative, intermediary, or agent.

  3. The Client shall pay to WOJ the travel fare, which includes the costs paid by WOJ to third-party suppliers for Travel Services—such as transportation fees, accommodation charges, guide fees, activity costs, and other related charges—along with applicable travel handling fees.

2.Application

  1. The Client shall provide the required information to WOJ by submitting the designated application form or by transmitting such information via e-mail or other communication channels officially accepted by WOJ.

  2. Upon accepting the proposed itinerary and estimated quote, the Client shall pay a non-refundable deposit of JPY 150,000 per person (approximately USD 1,000), as specified by WOJ, to initiate the booking process. This deposit will be credited toward the total tour fare. It is non-refundable under all circumstances, as outlined in the “Travel Fees and Charges” and “Cancellation” sections.

3.Special Conditions of Applications

  1. A Client under 20 years of age and traveling alone shall provide WOJ with written consent of his/her guardian.

  2. A Client who requires special attention from WOJ if the Client has health problems, is pregnant or is physically challenged and so forth, shall advise WOJ of the special requests when applying. WOJ shall endeavor to meet such requests to the extent deemed feasible and reasonable; however, they cannot be guaranteed. In such cases, additional expenses needed to comply with the Client's requests shall be borne by the Client.

  3. WOJ reserves the right to decline application for the travel for other operational reasons.

4.Time of Entry into Effect of a Contract

An Arranged Tour Contract shall become effective when WOJ accepts the Client’s application and confirms receipt of the required deposit. At this stage, the itinerary and price remain provisional, and will be finalized through further consultation between WOJ and the Client.

5.Contract Document (Keiyaku-shomen)

Following additional consultations with the Client, WOJ will finalize the itinerary and total tour price. Promptly thereafter, WOJ shall issue the Contract Document (keiyaku-shomen). This document will specify the confirmed itinerary, transportation and accommodation details, number of meals, cultural or activity experiences, the total tour price (including the 20% agency handling fee), its breakdown, and the payment schedule.

6.Change in Contract Contents

When the Client requests WOJ to change the contents of Travel Services of the Arranged Tour Contract, WOJ will try to meet the Client's request to the extent reasonably practicable. In such cases, the Client shall bear any cancellation fees, amendment fees, or other penalties imposed by third-party suppliers (such as transportation, accommodation, guides, or activity providers), as well as any handling charges specified by WOJ for processing such changes.

7.Travel Fees and Charges

  1. Payment Structure and Adjustments

    The total travel fare to be paid by the Client to WOJ consists of multiple components including, but not limited to, transportation, accommodation, activities, booking services, and itinerary planning. WOJ reserves the right to adjust the total fare if actual costs increase due to supplier price changes, currency fluctuations, taxes, or other external factors beyond WOJ’s control. In such cases, WOJ shall promptly notify the Client of the adjustment before requesting additional payment.

  2. Initial Deposit

    Before WOJ proceeds with detailed planning and tentative bookings, a non-refundable deposit of JPY 150,000 per person (approximately USD 1,000) is required. Under no circumstances will this deposit be refunded, as it covers, including but not limited to:

    • Costs related to tentative bookings, especially for accommodations and activities that require advance or non-refundable payments

    • Planning and coordination labor, including itinerary design, supplier communication, and travel arrangement preparation

      Accepted payment methods include bank transfer, major credit cards, and other electronic payment methods as specified by WOJ. The specific method shall be confirmed at the time of deposit request. If the Client proceeds to final booking, the deposit will be credited toward the total tour price.

  3. Final Payment and Due Date

    Once the itinerary has been finalized and confirmed by both parties, WOJ will issue a Final Contract Document (keiyaku-shomen). This document shall clearly state the confirmed itinerary, the total tour price (including the 20% agency handling fee), a breakdown of major components, and the payment schedule. The Client shall complete payment within 30 days from the date of confirmation, and no later than 45 days prior to the tour start date, whichever comes earlier, unless a different payment schedule has been agreed upon in writing. Accepted payment methods include bank transfer, major credit cards, and other electronic payment methods as specified by WOJ. If the remaining balance is not received by 45 days prior to the tour start date, or if an agreed-upon installment plan is not honored, WOJ reserves the right to cancel the tour without refund of the deposit. In addition, cancellation fees for confirmed bookings (e.g., hotels or activities) shall either be deducted from any refundable amount or invoiced separately.

8.Cancellation

  1. Cancellation Fees

    All cancellations shall be submitted to WOJ in writing. The following cancellation fees

    apply based on the number of days prior to the scheduled tour start date:

    Timing of Cancellation

    Cancellation Fee (based on total tour price)

    91 days or more prior to tour start

    Free of charge (Deposit is non-refundable)

    61–90 days prior

    30% of total tour price

    31–60 days prior

    50% of total tour price

    30 days or less prior

    100% of total tour price

    *Important Notes:

    • The deposit is considered part of the total tour price and is therefore included within the cancellation fee percentages above. However, it remains non-refundable under all circumstances.

    • Refunds are limited to components for which WOJ is able to recover payments from third-party suppliers. Non-refundable prepayments made to suppliers (e.g., domestic flights, charter vehicles, certain accommodations, etc.) are excluded from refunds.

    • Any bank fees, transfer charges, or currency losses incurred in the refund process shall be borne by the Client.

  2. Automatic Cancellation Due to Non-Payment

    If the remaining balance or any agreed installment is not received by 45 days prior to the tour start date, WOJ reserves the right to cancel the entire booking. WOJ will make reasonable efforts to issue a payment reminder; however, the cancellation may be executed without further notice if payment is not received. In such cases:

    • The deposit will be forfeited in full.

    • WOJ may deduct or invoice separately for any cancellation penalties already incurred with third-party suppliers for confirmed reservations (e.g., hotels, domestic transfers, experiences, etc.).

  3. Amendments and Administrative Fees

    Once a reservation is confirmed, any request to modify, reschedule, or cancel a portion of the program shall be subject to administrative fees. In addition:

    • Changes shall incur a minor handling charge per amendment, and the Client will be responsible for any applicable change/cancellation penalties imposed by third-party suppliers.

    • Cancellations of individual components will similarly incur a minor cancellation handling fee, along with any supplier-imposed penalties.

      WOJ shall provide an estimate of such charges prior to processing the request. The Client acknowledges, however, that the final amount may differ from the estimate depending on the actual costs charged by third-party suppliers.

  4. Special Terms for Certain Travel Components

    If your itinerary includes travel elements such as luxury villas, charter cruises, seasonal events, or special-access experiences, different cancellation and payment terms may apply. These terms will be clearly stated in the quotation or service agreement and will take precedence over the general policy once accepted by the Client.

9.General Provisions

WOJ strongly recommends that all Clients obtain comprehensive travel insurance covering, at minimum, medical expenses, personal accidents, loss or theft of baggage, and trip cancellations or interruptions. Such insurance is essential to protect against risks and costs that are outside the control of WOJ.

10.WOJ's Responsibility and Exemptions

  1. Role as Agent

    WOJ acts solely as an agent on behalf of the Client in arranging all transportation, accommodation, and other tour-related services. While WOJ shall exercise reasonable care in selecting reliable service providers, it accepts no responsibility for injury, death, damage, loss, accident, delay, or irregularity arising from the acts or omissions of any third-party provider, including but not limited to airlines, railways, vessels, vehicles, buses, horse-drawn carriages, or any other transport mode arranged for the Client.

  2. Exclusions of Liability

    Travel inherently involves certain risks beyond the control of WOJ. WOJ shall not be held liable for any loss, damage, delay, additional expenses, or other consequences resulting from such circumstances. These include but are not limited to:

    • Airline or other service cancellations, delays, or schedule changes

    • Illness, injury, or medical conditions including altitude sickness

    • Natural disasters or adverse weather

    • Strikes, war, civil unrest, terrorism, or threats thereof

    • Government-issued travel advisories, entry bans, or border restrictions

    • Injuries or accidents during activities such as hiking, hot spring bathing, or wildlife encounters

    • Limited access to medical services in remote areas or inability to arrange emergency evacuation.

      The Client acknowledges and accepts that participation is at their own risk. All such risks and related costs shall be borne by the Client. The tour price covers only the services specified in the itinerary for the contracted period.

  3. Passport, Visa, and Entry Requirements

    The Client is solely responsible for ensuring that all travel documents, including passports, visas, and any other required permits, are valid and accurate. WOJ bears no responsibility for any delays, changes, denied boarding or entry, or cancellation costs arising from errors, omissions, or expiration of such documents.

  4. In Case of Force Majeure

    WOJ shall not be held liable for cancellations, delays, or rescheduling caused by force majeure events or other circumstances beyond its control. The Client is therefore strongly encouraged to obtain comprehensive travel insurance, covering trip cancellation, interruption, and emergency medical evacuation. In such cases, the Client may choose one of the following:

    • Accept a revised or alternative tour plan proposed by WOJ; or

    • Receive a refund limited to the portion of advance payments that WOJ is able to recover from third-party suppliers (e.g., airlines, cruise lines, local tour providers, accommodation operators).

      If modifications, cancellations, or rescheduling occur for reasons not related to force majeure or circumstances beyond WOJ’s control, the Client shall be entitled to a full refund of payments made, excluding non-refundable deposits or unrecoverable costs. No further compensation shall be payable by WOJ.

  5. Limitation of Liability for WOJ’s Own Negligence

    WOJ is liable only for damages resulting from its own gross negligence or willful misconduct. Any such claims shall be submitted in writing within two (2) years from the date of occurrence.

  6. Baggage Responsibility

    The Client is solely responsible for their personal belongings throughout the tour. WOJ shall

    not be liable for any loss, damage, or theft of baggage, except where required by applicable law. For incidents involving airlines or other third-party providers, the Client shall seek compensation directly from the relevant provider.

  7. Health Conditions and Participation

    The Client shall ensure they are in suitable health for travel. WOJ reserves the right to deny or terminate participation for the Client deemed unfit or dangerous to themselves or others. Any resulting costs shall be borne by the Client.

  8. Travel Advisories and Restrictions

    The Client is responsible for checking and understanding any government-issued travel warnings or restrictions prior to departure. Should they choose to travel despite such warnings, all associated risks are assumed by the Client.

  9. Arbitration Clause

    Any disputes arising from or related to this agreement, the tour, or its terms shall be finally and exclusively resolved through binding arbitration under the rules of the Japan Commercial Arbitration Association (JCAA) in Tokyo, Japan. The language of arbitration shall be Japanese.

  10. Governing Law and Jurisdiction

    This agreement shall be governed by and construed in accordance with the laws of Japan. To the extent any dispute is not subject to arbitration, the exclusive jurisdiction shall lie with the Tokyo District Court of Japan.

11.Liability of Client

WOJ shall require the Client to indemnify WOJ for losses caused by the Client's willful negligence or fault.

12.Use of Personal Information

We collect personal information only in compliance with relevant regulations and guidelines. We use personal information collected from customers as reasonably required to contact customers as well as to provide travel-related services such as reservations of transportation and accommodations.