Terms & Conditions

Zen-ith Japan LLC
2450 Colorado Avenue, Suite 100E
Santa Monica, CA 90404, USA
Email: info@zen-ithjapan.com

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1. Contract Formation

・ A booking is confirmed once the client submits the booking form, agrees to these Terms & Conditions, and pays a non-refundable 20% deposit.

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2. Payments

・ A 20% non-refundable deposit is required at the time of booking.
・ The remaining balance must be paid no later than 30 days prior to departure.
・ If payment is not received on time, the booking will be considered cancelled and the cancellation policy will apply.
・ The Company may revise service fees if taxes, supplier rates, or other external factors change.

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Note: If a partner supplier has its own cancellation rules, those rules will take precedence.

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3. Changes & Emergency Measures

・ The Company may change arrangements (accommodation, transport, itinerary) in the event of unforeseen circumstances such as overbooking, strikes, natural disasters, or safety concerns.
・ In urgent situations, the Company may take necessary emergency measures to protect the Client.
・ Any additional costs will be borne by the Client unless caused by the Company’s negligence.

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4. Cancellation Policy

・ 46+ days before arrival: 20% of service fee
・ 45–31 days: 30% of service fee
・ 30–15 days: 50% of service fee
・ 14–8 days: 80% of service fee
・ 7–1 days, after start of travel, or no show: 100% of service fee

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Note: If a partner supplier’s cancellation policy differs, that policy will take precedence.

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5. Client Responsibilities

・ Clients are responsible for holding valid travel documents, visas, vaccinations, and any required health declarations.
・ Clients must comply with destination entry requirements and provider rules.

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6. Special Requests

・ Clients must inform the Company in writing at the time of booking of any special requirements (dietary, medical, religious, mobility).
・ The Company will make reasonable efforts to accommodate requests but cannot guarantee fulfillment.
・ If information is not provided at the time of booking, requests may not be met.

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7. Insurance

・ Clients are strongly advised to purchase comprehensive travel insurance covering cancellation, medical expenses, personal belongings, and other travel risks.

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8. Force Majeure

・ The Company is not liable for cancellations, changes, or disruptions caused by events beyond its control.

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Note: Examples include natural disasters, wars, pandemics, labor disputes, or government orders.

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9. Liability & Disclaimer

・ The Company provides services in good faith but does not guarantee the accuracy, completeness, or availability of third-party services.
・ The Company acts solely as an intermediary between Clients and third-party providers (hotels, airlines, guides, transport providers, restaurants, insurance companies).
・ The Company is not responsible for acts, errors, omissions, or negligence of third-party providers.
・ Travel involves inherent risks (delays, illness, accidents, cancellations) which Clients accept as a condition of booking.
・ The Company is not liable for indirect or consequential damages, including loss of profits or opportunities.
・ The Company’s total liability shall not exceed the amount paid by the Client to the Company.

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10. Exclusion of Antisocial Forces

・ The Company may refuse or immediately terminate an agreement if a Client is associated with organized crime groups, antisocial forces, or unlawful conduct.
・ In such cases, no refund will be made, and the Client must compensate the Company for any damages.

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11. Confidentiality

・ The Company will not disclose non-public Client information without a legitimate reason.
・ Exceptions include when required by law or when necessary to provide services via third-party providers (hotels, airlines, transportation companies, insurance companies, tour operators, local guides, restaurants).
・ Confidentiality obligations remain in effect even after termination or expiration of the contract.

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12. Protection of Personal Information

・ Personal information (e.g., name, contact, passport details, health conditions, dietary or religious requirements) is used solely for travel services and related operations.
・ Appropriate security measures will be implemented to prevent unauthorized access, loss, or leakage.
・ The Company will not share personal information with third parties without legal basis or Client consent.
・ When outsourcing to partners, the Company ensures equivalent privacy obligations.
・ These obligations survive the end of the contract.

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13. Governing Law & Dispute Resolution

・ These Terms are governed by the laws of California, USA.
・ Any disputes shall be resolved by arbitration under the American Arbitration Association (AAA).
・ The arbitration will take place in Los Angeles, California, and be conducted in English.
・ The arbitral award is final and binding on both parties.