Terms & Conditions

The information found on our website, brochures and other marketing material has been compiled with care and is provided in good faith. However, it is subject to change and does not form part of the contract between the client (Party A) and Topas Travel (Party B). When booking a tour with Topas Travel, the client agrees in full to the following terms and conditions:

QUOTED PRICES

All prices quoted are in either USD or VND and subject to change due to fluctuations in the exchange rates or additional government fees, which may be imposed at any time. In the case of minor increases, Party B won’t revise the cost of a confirmed package.

 PAYMENT AND TOUR CONFIRMATION

Once Party A makes a reservation, Party B will follow up within 2 business days via email with an invoice to Party A.

It is Party A’s responsibility to review the invoice to ensure it matches services booked, and if so, to submit payment within 24 hours to secure the package’s price. For urgent bookings, Party B will inform Party A of the payment deadline.

Payment can be settled by cash, credit card or through bank transfer. In case where payment is executed by bank transfer, any bank charge levied by the sending bank relating to the transaction must be paid by Party A.

If the payment is made by credit card, Party B requires Party A to use its own card and bring the card used for payment along the tour. Party B keeps the right to check it.

Please note that this is the general term and conditions, and in some exceptional cases or group booking, Party B will inform Party A of the specific terms and conditions applied at the booking time.

CANCELLATIONS

Cancellations by Party A

If the client cancels some or all portions of the booking, cancellation fees shall be applied. A cancellation shall only be effective when Party B receives and confirms written confirmation of the cancellation.

The cancellation fees will be charged as follows:

Cancellation made more than 30 days prior to arrival date will be charged 10% of the total amount;

Cancellation made 30 – 16 days prior to arrival date will be charged 50% of the total amount;

Cancellation made 15 – 8 days prior to arrival date will be charged 75 % of the total amount;

Cancellation made 7 days prior to arrival date or no show will be charged 100 % of the total amount.

Cancellations by Party B

Party B may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability or other external events it is not viable for Party B to operate the planned itinerary or Party B feels it is not safe for the client to travel to the destination.

If Party B cancels the client’s trip, Party A can transfer amounts paid to an alternative departure date or receive a full refund. In circumstances where the cancellation is due to external events outside of Party B’s reasonable control, refunds shall be received by the client minus any unrecoverable costs from services already used. Party B is not responsible for any incidental expenses that the client may incur as a result of the booking including but not limited to visas, vaccinations, travel insurance excesses or non-refundable flights.

AMENDMENTS

The itinerary provided for each trip is representative of the types of activities contemplated, but it is understood that the route, schedules, itineraries, amenities, and mode of transport may be subject to alteration without prior notice due to local circumstances or events.

Whilst Party B manages to reserve all the proposed services for Party A, Party B reserves the right to make changes of equivalent services in case transportation/ accommodation or required services are fully booked or affected by force majeure or events beyond Party B’s control. In this case, Party B always tries its best to inform Party A about the changes as soon as possible.

Before departure:

If Party B makes any change before departure, Party B shall inform the client as soon as possible. When a change is made, Party A may choose between accepting the change, obtaining a refund of a part of money paid on the changed portion of the trip only or accepting an alternative tour offered.

After departure:

Party B reserves the right to change an itinerary after departure due to local circumstances or events outside of their control.  Party B reserves the right to decide if Party A needs to be turned back at any time if they feel someone poses a safety threat to themselves or others.

  • Amendments can be made depending on the availability of the services.
  • In such emergency circumstances, the additional costs of any necessary itinerary alterations shall be covered by Party A. Please note Party B is not responsible for any incidental expenses that may be incurred as a result of the changes of itinerary such as visas, vaccinations or non-refundable flights.
UNUSED SERVICES

No refunds or exchanges can be made with respect to accommodation, meals, sightseeing tours, transport or any other services included in the tour price, but not used by Party A. If Party A leaves a trip for any reason after it has begun, Party B is not obliged to make any refunds for unused services.

RESPONSIBILITY

A very high level of care is taken to ensure suppliers maintain high standards. However, as Party B does not operate transfer services, hotels/home-stays or restaurants, it cannot be responsible in any way for problems resulting from the booking, unless it is a direct result of negligence on the part of Party B or its employees. 

PASSPORT

All customers must hold a valid passport and valid visa. It is the client’s responsibility to obtain a current Vietnam visa, although Party B can assist with obtaining a Vietnamese Visa if requested.

Party B has no jurisdiction or power to grant visas to Vietnam, as it is decided by the Vietnamese Government.

A photocopy will be made and provided to local police for registration before accessing any area that Party B conducts tours.

TRAVEL INSURANCE AND RISKS:

Party A must purchase a comprehensive travel insurance package covering medical treatment, natural disaster, personal accidents, medical evacuation, cancellation fees, and etc.

Party A understands that during the course of the trip, certain events may occur such as accidents or illness in a remote location without medical facilities and agrees to assume all risks and not hold Party B liable on all accounts of accident or illness.

GOOD FAITH

All information and advice provided either directly or via email related to vaccinations, climate and weather, trekking equipment, visas, and etc. are given in good faith but Party B takes no responsibility for the accuracy of this information.

FITNESS LEVEL

Party A must be in good physical health before attempting any tour with Party B. It is vital that participants with pre-existing medical problems or conditions make these known to Party B in advance.

If Party B discovers Party A has an undisclosed medical condition that could affect them on the tour, or if Party A lies on their medical form in any manner, Party B reserves the right to cancel the program without refund at any time.

If the medical status of Party A changes at any time after booking, it is their responsibility to inform Party B immediately.

Medical and evacuation expenses are the responsibility of the participant. It is important that Party A consults their doctor regarding vaccinations and other medical requirements before departure.

If Party A cannot complete any section of the tour due to lack of physical ability, they will be turned back at their own cost.

FORCE MAJEURE
During the term of this agreement, neither party shall be in default of its obligations to the extent that its performance is delayed or prevented by causes beyond its reasonable control, including but not limited to natural disasters, bankruptcy of a vendor, strikes and other labor disturbances, acts of war, civil disturbances, and other equivalent or comparable events.

PRIVACY

Party B respects Party A’s privacy. Party B will only collect personal information that is relevant to Party A’s travel arrangements.

Party B will protect the privacy of the information provided by Party A and will only pass it along to third parties such as hotels and local authorities when it is necessary to fulfill Party A’s travel arrangements.

In providing this information to Party B, Party A consents to Party B using this personal information for the purpose of making and completing arrangements of related services.