Booking Conditions

Agreement:

1.1 Registration/Formation of the Agreement

a) Purchase through a Travel Consultant: When purchasing through a travel consultant, the contractual relationship between you as the customer and Japanspecialist will be established and binding upon your oral or written acceptance of an offer, after which confirmation will be sent. If you find any discrepancies between the ordered offer and the confirmed one, you should immediately contact Japanspecialist for any corrections.

b) Purchase Online: When purchasing a trip and/or registering for a group trip online via dk.japanspecialist.com, the contractual relationship will be binding for you as the customer when you accept the order and, therefore, our booking conditions on the screen. There is no right of withdrawal. When purchasing online, Japanspecialist reserves the right to cancel the order and refund the amount based on the availability of the ordered product. The purchase is only finally confirmed when travel documents are sent.

c) Type of Travel: The legal terms of the contractual relationship between you as the customer and Japanspecialist depend on the type of trip purchased. Definitions and terms of the agreement are specified in points 1.2 to 1.5.

d) Information: The information provided during the booking process is considered part of the agreement, and the details given therein are binding for Japanspecialist unless changes are communicated to you in writing when booking the trip. e) Classifications: The classification of hotels/vacation homes provided is Japanspecialist's subjective assessment and may not necessarily align with the property's own classification.

f) Age: The person booking the trip with Japanspecialist must be of legal age at the time of reservation. In general, one must be 18 years old to rent a car, but if you are under 25 years old, there are usually special rules. However, some countries may have different age limits. The exact rules can be found in the rental terms for each specific country.

Package Travel

a) A "Package Travel" refers to a combination of at least two of the following elements, offered and purchased through Japanspecialist:

• Transportation
• Accommodation
• Other tourist services not directly related to transportation but constituting a significant part of the package travel.

b) Japanspecialist is responsible for executing the trip in accordance with the agreement/Law on Package Travel.

1.3 Flight-Only Ticket

a) A "Flight-Only Ticket" refers to a journey where only a flight ticket has been purchased without other arrangements. Japanspecialist acts as an agent for the airline and is solely a mediator of the flight ticket to the customer. Japanspecialist does not sell flight tickets in its own name and, therefore, only receives the customer's payment for the purchased flight tickets on behalf of the airline. This type of travel is therefore not covered by the Package Travel Act.

b) The airline is the customer's contracting party, and, therefore, the airline is responsible for the correct execution of the transportation agreement. Japanspecialist is solely a mediator of the transportation service and, as a result, is not responsible for delays, cancellations, airline bankruptcy, other breaches, or failure to fulfil the transportation agreement made between the customer and the airline.

c) The customer accepts the above terms in connection with their acceptance of Japanspecialist's booking conditions. 

1.4 Other Travel Purchases

a) "Other Travel Purchases" include the purchase of only hotels or other accommodation, rental cars, train tickets, rail passes (including Japan Rail Pass), and other related services, where there is no combination of transportation, accommodation, and additional tourist services forming a package as defined under the Package Travel Act.

1.5 Reservations for Errors

a) Typographical Errors: We reserve the right for typographical errors and changes in written materials.

b) Incorrect Price: Where the customer has been informed or purchased a trip at an obviously incorrect price, Japanspecialist reserves the right to cancel the purchase and any reservations made.

Price and Payment

2.1 Price of the Trip

a) The price of the trip includes all services mentioned in the booking or agreement and all known taxes, duties, contributions, fees, etc., including an advisory and processing fee, specified at the time of booking, and contributions to the Travel Guarantee Fund. However, there may be local taxes and fees that cannot be collected in advance, but if known, these will be mentioned in the travel documents.

b) Unless otherwise stated, the travel price is based on double occupancy. Single traveller’s will generally be charged a single room supplement.

c) Without specific written agreement with Japanspecialist, no more or different persons may stay in the hotel room than indicated in the confirmation.

d) Special requests for the trip or stay must be documented in the agreement/confirmation or in another verifiable manner.

e) If the price is stated in a foreign currency, Japanspecialist informs that the conversion rate to Euro is the bank rate at the time of invoicing, with a rate surcharge of 3%.

2.2. Payment

a) Payment for trips purchased through a travel consultant:

• The agreed deposit must be paid upon receiving the confirmation. If the deposit is not paid by the agreed date, the agreement is void.
• The final payment must be received no later than 61 days before the departure date, unless otherwise specifically agreed, after which travel documents will be sent so that you have them no later than 7 days before departure. If the final payment is not received by the agreed date, Japanspecialist reserves the right to terminate the agreement with immediate effect. The deposit is non-refundable.
• Most flight tickets must be paid directly at the time of reservation and generally cannot be changed, cancelled, or refunded.

b) Payment for trips purchased online:

• When booking a trip on dk.japanspecialist.com, the payment details will be provided during the booking process, indicating what needs to be paid at the time of booking and what must be paid later. If the payment is declined when travel documents are to be issued, Japanspecialist will contact you to arrange an alternative payment method. If Japanspecialist cannot reach you within 72 hours after the reservation or an agreement on an alternative payment method cannot be reached, Japanspecialist has the right to cancel the trip.

2.3 Taxes and Fees

a) Some taxes and fees must be collected before departure. However, several airport and other tourist taxes/fees must be paid in cash at departure or on-site and cannot be collected before the trip.

b) Normally, such taxes/fees will be indicated in the travel documents, but individual countries can introduce new taxes or increase existing ones without notice. Therefore, changes may occur between the time of booking and the departure to/from a specific destination.

2.4 Price Changes After the Formation of the Agreement

a) After the formation of the agreement, Japanspecialist is only entitled to increase the price due to changes in one or more of the following examples:

1) Transportation costs, including fuel prices.

2) Taxes, fees, or charges for certain services, such as airport, port, landing, or take off fees.

3) Exchange rates used in calculating the price for the package travel. This allows Japanspecialist to subsequently inform about price changes in both upward and downward directions.

Calculation Example for Changes in Transportation Costs

Travel Price: EUR 1.350,-

Increase in Fuel Prices: EUR 50,-

Total Travel Price: EUR 1.400,-

Calculation Example for Changes in Exchange Rates

Travel Price: EUR 1.350,-, of which 500 USD, increasing by 50 cents per USD

Increase in US Dollar Exchange Rate: EUR 35,-

Total Travel Price: EUR 1.385,-

b) An increase in price must be announced as soon as possible, at the latest 20 days before departure, and it must not exceed 10% of the advertised value of the trip. If these conditions are not met, you have the right to cancel the trip at no cost. However, it is a condition that your cancellation of the trip is communicated to Japanspecialist immediately after being informed of the price increase. Flight tickets are only price-secured upon full payment and issuance.

c) If there are price reductions in the above conditions within 20 days before departure, you cannot demand a price reduction unless there are domestic taxes or fees that are removed or reduced, resulting in savings exceeding EUR 15,- per person.

Flights Tickets 

3.1 General Terms for Flight Tickets

a) Japanspecialist relies on airlines providing accurate information, and therefore reserves the right to refund the entire travel price if the flight ticket cannot be issued for technical reasons.

b) Flight tickets are subject to special terms and restrictions today, and, in general, tickets cannot be changed, cancelled, or refunded.

c) If you combine tickets or reservations for a seamless journey yourself, and delays occur along the way, you bear the risk of missing your next connection if not reached. However, if you purchase a comprehensive flight reservation from departure to destination through Japanspecialist, even if there may be flight changes along the way, you have better protection in case of delays because the involved airlines take responsibility for the entire transportation service. d) You should be aware that flight tickets must be used in the correct order. If you do not use the flight tickets in the correct order, the airline will cancel the remaining flight segments. If you fail to use one segment of the ticket, you will also lose the right to use subsequent

e) If you fail to use your outbound flight, you lose the right to use the return ticket.

f) Japanspecialist or the airline cannot guarantee either the type of aircraft or specific seats, and they cannot guarantee seating together.

g) Japanspecialist retrieves information directly from the airlines' reservation systems. Japanspecialist cannot be held responsible if a flight reservation cannot be completed due to technical issues.

h) In certain contexts, Japanspecialist may display the message "direct" in connection with a flight connection. This can be defined as either a nonstop flight or a flight with a through ticket number but with a technical stop along the way.

3.2 Names on Flight Tickets

a) It is essential that Japanspecialist receives the correct name(s) of all travellers. The names must match the valid passport(s). Pseudonyms or nicknames should not be used on flight tickets as this can lead to rejection at the flight check-in. Japanspecialist assumes no responsibility for the consequences of incorrect information that the agency has not been made aware of.

b) Always verify the names on the tickets as soon as you receive them.

3.3 Flight Schedules and Itineraries

a) Flight schedules and itineraries are often prepared long before the departure time, and airlines may make changes even after the ticket has been reserved/issued. If significant changes occur before departure, but after the ticket has been issued/delivered/sent, Japanspecialist will contact you by email or phone to inform you of the changes. It is your responsibility to ensure that Japanspecialist has your updated contact information.

3.4 Airport Check-In Time

a) Due to increased security checks at all airports, waiting times can occasionally be significantly longer, and it is up to individual airports and/or airlines to determine the check-in time. Generally, check-in must be completed as follows:

• For travel within Europe: Minimum 90 minutes before the flight departure.
• For domestic flights in Japan: Minimum 60 minutes before departure.
• For international flights: Minimum 120 minutes before the flight departure.

b) There are often long queues both at the check-in counters and at subsequent passport and security controls. You are personally responsible for drawing attention to yourself in the check-in queue if you find that you cannot check in on time and for arriving at the correct gate on time. Japanspecialist provides information about the rules that apply when you receive your travel documents.

c) The rules can be changed at short notice by aviation authorities, the airline, or airport administration. Therefore, Japanspecialist always recommends that you inquire with the airline and the airport before your departure so that you can be prepared. If possible, Japanspecialist also recommends logging into the airline's website to check your next flight departure along the way.

Cancellation

4.1 Fees and Refunds upon Cancellation

The amount lost upon cancellation depends on when the cancellation occurs.

For "Package Tours" and "Other Travel Purchases":

Up to 61 days before departure, the deposit and any non-refundable flight tickets, accommodations, and excursions are lost.

Within 61 days of departure: no refund - the entire travel price is lost.

Flight tickets and airfares are refunded according to the airline's rules minus our handling fee of EUR 140.- per flight ticket. Flight tickets are generally non-changeable, non-cancellable, and non-refundable. If your flight tickets have more lenient rules, these will be specified.

If it is explicitly stated that a product has stricter rules than mentioned above, those will apply.

4.2 Cancellation in the Event of Acts of War, etc.

a) If within 14 days before the start of the trip, acts of war, natural disasters, life-threatening infectious diseases, or similar events occur, the trip can be cancelled without charge. However, it is a condition that Danish public authorities (the Ministry of Foreign Affairs, the National Board of Health) explicitly advise against travel to the specific area. The free cancellation right does not apply if the customer knew about the specific event at the time of entering into the agreement or if the event was generally known.

b) If a customer is visiting multiple destinations, they are only entitled to cancel the part of the package trip that includes the area being advised against for travel. However, if this is the essential part of the trip, the entire trip can be cancelled without charge.

4.3 Cancellation Due to Illness

It is recommended to purchase cancellation insurance. This insurance covers expenses related to cancellations due to acute illness, accidents, and fatalities that occur before departure, affecting the traveller, their spouse, cohabitant, children, parents, and siblings. The purchase of cancellation insurance must be made simultaneously with the booking of the trip, and there are requirements for policyholders, which can be found in the cancellation insurance's terms and conditions.

Changes

5.1 General for Changes

a) Transfer of a trip to others cannot generally take place since most airlines do not allow name changes. The trip must be cancelled, and then a new reservation must be made for another participant. However, certain land arrangements can be transferred, see section 5.1, point b.

b) Making changes depends on whether the product can be changed. Especially, flights are usually non-changeable. In addition to any price change from the supplier due to the change, the following change fees apply:

Package trips: 160,- EUR/person.

Hotel only: 60,- EUR/room.

Car rental only: 60,- EUR/car.

Flight only: 75,- EUR/person.

c) If only a single product in a package needs to be changed, only the change fee for "Hotel/Car Rental/Flight only" is charged, and any price difference in the changed product is added.

5.2 Changes to Package Trips

If Japanspecialist cancels the trip or cannot carry out the trip as agreed, you will be informed as soon as possible, and your rights will be provided. If Japanspecialist's changes to the agreement are significant, or if the trip is cancelled without being caused by the customer's actions, you have the following rights: 

You can cancel the agreement and receive a refund of all amounts paid according to the agreement, or You can participate in another package trip of your choice, provided that Japanspecialist can offer this without unreasonable costs or losses. You must notify Japanspecialist of your choice within a reasonable time after receiving notice of the changes. If you choose to participate in a Japanspecialist-arranged package trip of higher value, you must pay the price difference. If the package trip has a lower value than the one originally booked, Japanspecialist must refund the price difference.

5.3 Responsibility and Exemption for Japanspecialist in Case of Changes

a) In the event that you directly suffer losses due to a change/cancellation made by Japanspecialist, you are entitled to compensation in accordance with the above, unless the change/cancellation is due to:

• Lack of participant bookings or occupancy percentage for the trip, as required at the time of booking.
• Japanspecialist has informed you of the change/cancellation at least 14 days before the departure date.
• Your own circumstances.
• Actions of a third party unrelated to the package trip.
• External circumstances that Japanspecialist or someone Japanspecialist is responsible for could not have reasonably foreseen at the time of the agreement (i.e., force majeure or force majeure-like circumstances).

b) Japanspecialist does not take responsibility or incur costs for arrangements made outside of Japanspecialist.

Deficiencies in the Delivery of the Trip

6.1 Deficiencies in the Purchase of "Only Flight Tickets"

When purchasing "Only Flight Tickets," Japanspecialist merely acts as an agent for the airline, and, therefore, Japanspecialist is solely a facilitator of the flight ticket to the customer. Japanspecialist, therefore, bears no responsibility for the delivery or any deficiencies in this regard. This includes delays, cancellations, bankruptcy, baggage issues, and more.

6.2 Deficiencies in "Package Trips" and "Other Travel Purchases"

a) If you encounter a deficiency during your trip, you have an obligation to inform Japanspecialist as soon as possible to give them an opportunity to rectify it. Failing to do so will result in you losing the right to later claim compensation.

b) If a significant part of the agreed-upon services is not provided, or if the trip is otherwise afflicted with deficiencies or lower quality than agreed upon, to the extent that it significantly impairs the purpose of the trip, you may, after documented acceptance from Japanspecialist, terminate the agreement. If the agreement is to be terminated based on the above, Japanspecialist is obliged to reimburse all amounts paid under the agreement, with a deduction for compensation corresponding to the value that the package trip may be deemed to have had for you.

c) If the agreement includes transportation, you are also entitled to be transported back to the point of departure at the agreed-upon time with the agreed-upon means of transportation at no cost.

6.3 Remedying Deficiencies in "Package Trips" and "Other Travel Purchases"

a) When Japanspecialist offers to remedy the deficiency, and this is done within a reasonable time and without any costs or significant inconvenience to you, you cannot demand a price reduction or termination of the agreement. b) If the remedy does not occur as mentioned above, or if it cannot be demanded because providing the remedy would impose unreasonable costs or significant inconvenience on Japanspecialist, you may demand an appropriate reduction in the price of the trip.

Japanspecialist's Liability

7.1 General Provisions Regarding Japanspecialist's Liability

a) Conventions: Japanspecialist's liability is limited to the compensation amounts that our subcontractors limit their liability to in accordance with the following international conventions:

• For sea transport: Athens Convention with additional protocol.
• For train transport: COTIF/CIV Convention on international railway transportation.
• For air transport: Montreal and Warsaw Conventions and EU Regulation 889/2002, which restricts airlines' liability in cases of death or injury, loss or damage of baggage, and delay. Airlines' liability for lost, damaged, or delayed baggage is usually very low. Japanspecialist assumes no responsibility in any case for completely or partially destroyed, stolen, or otherwise lost or missing baggage, and therefore recommends a comprehensive travel insurance policy.
• Japanspecialist acts as an agent for the transport companies involved in the trip, who are solely responsible for the correct execution of the transport they have confirmed and for the baggage they have taken on board.

b) Force Majeure: Japanspecialist assumes no responsibility for changes, delays, etc. that result from breaches of contract, strikes, weather conditions, or circumstances beyond Japanspecialist's

7.2 Joint and Several Liability towards the Customer

a) For package trips, you can assert claims due to deficiencies in the package trip against either the supplier or Japanspecialist, who are jointly and severally liable for this.

b) For the purchase of "flight only" (only flight tickets), Japanspecialist acts merely as an agent. This means that it is the airline(s) that are solely responsible for the proper execution of the transport agreement. The transport is conducted in accordance with the Montreal and Warsaw Conventions and Regulation 889/2002, which limit the airlines' liability in case of death or injury, as well as in cases of destruction, loss, or damage to baggage and delays. The terms and conditions of this/these airline(s) and their limitations of liability are therefore applicable.

Customers Responsibility

8.1 General Customer Responsibility

a) If you fail to appear for the trip without cancelling it, and/or if you do not show up at the specified time and place for departure or return, or if you cannot commence the trip due to missing travel documents, such as a valid passport or visa, Japanspecialist is entitled to calculate the total price of the package tour. If this happens, no compensation for unused services can be claimed later.

b) As a customer, you are obligated to:

• Promptly verify the accuracy of travel documents received and read the booking conditions. 
• Ensure that Japanspecialist is provided with the correct name(s) of all participants on the booking, as stated in the valid passports they will use for travel. Any discrepancy may result in denial at check-in, without the possibility of ticket and other service refunds. Japanspecialist assumes no responsibility in this regard. If a name change is required and possible, it can only be done with a fee of 140.- EUR, plus any fees charged by the airline. 
• Ensure that Japanspecialist has your correct updated contact information, including address, email, and mobile number.
• Stay informed about departure times, airport information, including check-in times, by contacting agents and airlines.
• Behave in a manner that does not cause inconvenience to fellow travellers. Comply with regulations that apply to hotels, transportation, etc. Failure to comply may result in the traveller being removed from further participation in the tour by Japanspecialist or its representative.
• The latest check-in time indicated in the travel itinerary is the time by which all check-in formalities must be completed, not the latest airport meeting time.
• Follow the instructions provided by Japanspecialist for the trip. Failure to do so makes you responsible for any costs or other consequences.

Travel Insurance

You are responsible for covering the costs of illness, hospitalization, etc., during the trip unless Japanspecialist can be held accountable. It is, therefore, recommended that you purchase travel insurance since the yellow European Health Insurance Card (EHIC) does not provide coverage outside of Europe.

8.3 Passport, Visa, Vaccinations, Medications, etc.

a) You are personally responsible for ensuring that your passport, visa, and vaccinations are in order at the beginning of the trip. Information regarding these matters can be found at the respective embassies, the Ministry of Foreign Affairs, and the State Serum Institute. Japanspecialist is solely responsible for providing information about general requirements for passports, visas, and mandatory vaccinations and cannot provide information on specific rules (e.g., for travellers with a criminal record or other factors that may hinder entry). In such cases, it is your responsibility to contact the respective embassy for answers.

b) If you do not hold a passport of the country of your reservation, you must inform Japanspecialist when booking, so they can guide you and direct you to the sources where you can independently seek information on the required travel formalities.

c) Normally, your passport should have a minimum of 6 months of validity after the date of your return. However, there can be exceptions, for example in Japan, where the passport only needs to be valid for the entire duration of the trip. d) Be aware of any requirements for transit visas.

e) If you are using medication, you should consult your pharmacist or personal physician regarding a possible medical certificate for travel use. Japanspecialist cannot be held responsible for any consequences of not having a medical certificate.

f) If there are special personal circumstances that apply, and Japanspecialist has not been notified in writing, which may affect the ability to complete the trip (e.g., previous denial of entry, previous criminal records, or health issues), you are responsible for seeking information about the rules of the respective countries. Japanspecialist cannot be held accountable for a lack of information in such cases, and they are not financially responsible for any problems that may arise.

8.4 Customer's Responsibilities for Rental Cars

a) If you become delayed during your journey and arrive later than scheduled when picking up the rental car, you should contact the car rental agency or Japanspecialist. The price may change if the car is picked up the day after the originally planned date. Additionally, there is a risk that the car may be rented to someone else without the possibility of a refund.

b) When receiving your rental car, the employees at the car rental agency have the right to offer you additional insurance coverage and other supplementary services. Such additions are always voluntary, and if you sign for them, you have entered into a legally binding agreement that cannot be cancelled, terminated, or refunded by Japanspecialist. Therefore, always read the rental contract thoroughly before signing.

c) Any supplementary services and their prices will always be specified in the rental contract, ensuring that you are informed about the costs.

d) In many countries, fees are required for driving on certain types of roadways or within city zones, etc. These fees, as well as parking charges, are not included in the rental and are typically paid on-site in cash, with some fees collected upon returning the car.

e) In Japan and South Korea, it is necessary for each driver to have a valid international driver's license to pick up the car.

f) In connection with booking a rental car, please confirm that you have one year of driving experience and provide Japanspecialist with your age.

g) You are responsible for complying with applicable laws and traffic regulations and for paying all parking fees, city zone surcharges, and fines that you may incur.

h) Fuel, road tolls, and additional equipment that are not included and not listed on your confirmation from Japanspecialist will be settled on-site.

Complaints and Compensation

9.1 General Information on Complaints

a) When purchasing "Flight Only" tickets, Japanspecialist acts solely as an agent (see section 1.3), and all complaints should be directed to the airline.

b) If, contrary to expectations, you experience deficiencies on your package tour, you have a duty to inform us about them as soon as possible. You should do this to give us the opportunity to rectify them. You should lodge your complaint with Japanspecialist, our representatives on-site, or the subcontractors (e.g., hotels, guides, or airlines) providing the deficient service. If our representatives or subcontractors do not resolve the issue, you must contact us immediately. You can do so by sending an email to DK@japanspecialist.com or by calling us at our Danish number +45 33 45 40 00. In cases of extreme urgency that cannot wait for our regular opening hours, you can contact our emergency phone number, which you will find in your travel documents. If you do not follow these guidelines, you may lose the right to complain about the deficiencies afterward according to Section 26 of the Package Travel Act.

c) Any claims against Japanspecialist regarding "Package Tours" or "Other Travel" must be made immediately after the end of the trip. Claims made later than 6 months after the deficiency was discovered will not be considered to have been made within a reasonable time and therefore cannot be processed.

9.2 Package Travel Complaints Board

a) For "Package Tours," the following applies: If an agreement regarding a compensation claim and/or amount cannot be reached by complaining to Japanspecialist, you can bring the complaint to:

• The Package Travel Complaints Board, Røjelskær 11, 3rd floor, 2840 Holte – more information can be found at: www.pakkerejseankenaevnet.dk
• Or via the European platform: http://ec.europa.eu/consumers/odr

b) As a result of Japanspecialist's membership in the Danish Travel Agency Association, Japanspecialist is obligated to comply with decisions from the Package Travel Complaints Board, unless the association's board grants an exemption from this requirement because the decision is to be brought before a Danish court, in accordance with the association's bylaws.

9.3 Flight Delay or Denied Boarding

a) For flight delays or denied boarding, reference is made to EU Regulation 261/2004 – Passenger Rights.

b) Japanspecialist, as a travel agency, is not covered by the EU Regulation, which exclusively deals with matters between the passenger and the airline. The airline alone is responsible for the proper execution of the flight they have confirmed and for the baggage they have accepted to carry.

9.4 Travel Guarantee Fund

a) Japanspecialist is a member of the Travel Guarantee Fund with membership number 198.

9.5 Jurisdiction and Choice of Law

a) Any claim against Japanspecialist shall be determined under Danish law. Complaints or lawsuits that cannot be resolved by the Package Travel Complaints Board shall be decided by the Copenhagen City Court.

b) The legal proceedings will always be conducted in Danish.