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| Terms and Conditiions of Airline Ticket Sales |
These Terms and Conditions are important matters related to the Contract concluded between GS Travel., (hereinafter referred to as “The Company”) and the client for sales of airline tickets to foreign countries from Japan.
Please read these Terms and Conditions together with the Reservation Procedure.
If you make a booking of customized package tours, hotel, excursion tour, and rental cars, Separate handling conditions apply to arrangements (such as hotel, rental car, and insurance) other than airline tickets.
This document comprises part of the statement explaining trade terms and the contract document stipulated in Article 12(4), and Article 12(5) of the Travel Agency Law.
Fares include airfares, various airport taxes, the airport facilities usage fee, airline insurance, and other costs and expenses paid by the company in arranging the Travel Service with carriers and other service providers, plus the company-prescribed fees (excluding change or cancellation fees.) Hereinafter, this term is referred to as Fares.
If special provisions are applied to change/ cancellation fees, the conditions indicated by detailed guidance of each airline ticket, booking guidelines, and booking confirmation slip take priority
Please note that these terms and conditions may be changed/ altered or amended without prior notice
| 1. Conditions for Booking |
We accept bookings in languages other than Japanese, such as English, Spanish, Portuguese, Hindi, Bengali, and Urdu. However, we may decline an application for booking for people unable to understand the Japanese Travel Agency Contract or those who are not accompanied by a person who can understand and explain the same to him/her.
For clients below the age of 18 shall be accompanied by a guardian or submit agreement from their guardian.
For clients who are 70 years old or more, pregnant, physically handicapped, or require special care a formal intimation of the same to the company is requested at the time of booking.
| 2. Booking a Tour and Effective Date of the Contract |
The company accepts applications for bookings via communications such as Internet, e-mail, phone, or facsimile. (In the case of emergency arrangements or if the client has no means of receiving the documents, the clients may choose to put the Contract into effect by phone.)
The contract comes into effect when the client receives notification from the company that the reservation of the airline seat or hotel room has been confirmed.
The company shall notify the client in writing by e-mail, fax, or some other means.
The company may present the client an alternate plan (second choice when the first choice is unavailable) if the company cannot reserve the client's desired flight or hotel rooms, etc. The moment if the Client agrees to make a booking for the alternate plan the Travel Contract shall come into effect.)
Please pay the full amount of the deposit (and balance) of the Fares by the due date after the contract is concluded. The deposit shall be appropriated for a part of Travel Fares or charge of Cancellation fees as necessary.
Once the Contract goes into effect, the prescribed charge and cancellation fee shall be applicable whether or not the customer has paid the deposit. Please note that if payment is not made by the due date, your booking may be automatically cancelled, in which case the prescribed handling fee shall be required to be paid as the Contract becomes valid.
| 3. Person Responsible for Contracting |
If two or more travelers who will tour on the same itinerary and for the same period, they may appoint a representative responsible for the group and make a booking. The company deems that the person responsible for contacting has full power of attorney to conclude the Contract.
Fares shall be finalized on the day when the company accepts the reservation. The company shall require not any amount to be paid or refund any amount if there is no change in Air Fares and the same conditions apply after completing the acceptance.
The company may revise previously published Tour Costs prior to departure due to unforeseen changes in airfares, and other costs made by carriers, variation in exchange rates, and/or other developments. In such case, the client shall be responsible for payment of additional money or refund of the difference.
The client may be charged any other expenses, which are required to be paid, in advance together with airfares. Airfares are altered by fluctuations in the market. Moreover, if Fares are altered because of changes in Fares or charge of the means of transportation to be used or a natural disaster, or any other case that the company has no control over, the company may alter the Tour Fares. In such case, the client shall be notified the new price.
The Tour Fares presented by us apply to cash transactions or bank transfers. Please note that if you make a payment through credit card transaction, the Travel Fares shall vary.
The expenses collected at ticketing such as Airport Tax, Airport Facilities Usage Fee, charges of the Airlines Insurance, etc. (hereinafter referred to as the "Airport Tax") is not included in airfares. The company shall require the Airport Tax to be paid with the Fares. Since an exact amount of money cannot be fixed at the time of the payment of Fares, our company asks for the convenience using the fixed exchange rate as per the regulation of our company at the time of booking. The government of each country and the airline companies may change the Airport Tax. In such a case, the company shall make an adjustment of excess payments made or deficiency therein afterwards. Moreover, the client may be required to make an additional payment if there is an insufficiency of the Airport Tax paid due to a subsequent rapid change in exchange rate later.
The expenses collected at ticketing such as Airport Tax, Airport Facilities Usage Fee, charges of the Airlines Insurance, etc. (hereinafter referred to as the "Airport Tax") is not included in airfares. The company shall require the Airport Tax to be paid with the Fares. Since an exact amount of money cannot be fixed at the time of the payment of Fares, our company asks for the convenience using the fixed exchange rate as per the regulation of our company at the time of booking. The government of each country and the airline companies may change the Airport Tax. In such a case, the company shall make an adjustment of excess payments made or deficiency therein afterwards. Moreover, the client may be required to make an additional payment if there is an insufficiency of the Airport Tax paid due to a subsequent rapid change in exchange rate later.
A.Payment Due
Fares (including the airport tax which required paying in advance) are required to be made until the due date that the company notifies.
(i) Airline tickets with no time limit for ticketing/purchasing
a) For departure dates more than a month from the date when the Contract is made the deposit shall be 20,000 yen per person. However, if Fares of more than 300,000 yen the client will be required to make a deposit of 30,000 yen per person before or on the due date. The deposit shall be appropriated for the travel fares or a portion of cancellation fees as may be applicable) Final payment will be due no later than a month before your departure date.
b) For departure dates less than a month, the full amount of the Travel Fares may be required to pay at a time until the notified due date after receiving the documents. |
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(ii) Airline tickets with time limit for ticketing/purchasing (such as early-bird special discount tickets)
The full amount of the Fares shall be required to be paid on the specified due date regardless of the period from a contract to the departure date. |
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B.Methods of Payment
The client shall choose either of the following payment methods:
(i) Cash payment:
The Client may make the full or part payments by Cash.
(ii) Payment by Bank Transfer:
If the client prefers to pay by bank transfer he/she shall be required to pay the bank transfer fee.
<ACCOUNTS>
Mitsubishis Tokyo UFJ Bank / Shinsaibashi Branch
Ordinary Account (Futsu koza) : 5074524
Account Name: GS Travel |
Post office account (Yucho Bank) :
14140-49159601 |
(iii) Payment by credit card:
Credit Card Payment (limited only for applicable items): The fares presented are applicable for cash payment or bank transfer. Travel costs (including airfares and hotel) differ if payment is made by credit card. Please contact your adviser for details.
We accept only Visa Credit Cards, Master Credit Cards, JCB and AMEX. Fares must be paid at once by the first due da
All credit card payments are subject to a 3% charge as a transaction service charge.
If the client cannot visit our office or If the cardholder is not same as the passenger, please submit a completed Credit Card Transaction Form with copies of both sides of your Credit Card and passport. Bonus season payment is not accepted.
If the credit-card company declines the credit card for whatever reason, the company will not accept the credit card payment.
●Notice of the Payment Confirmation:
Please note that the company shall issue a notice of the confirmation of your payment if there is no discrepancy in the transferred amount of money.
If the client makes a payment via bank transfer, the bank transfer receipt will be your receipt of your payment. The completion notice will be confirmation for Internet Banking.
Please contact the adviser in advance, if the client makes a payment by bank transfer with a name of anyone except passengers (such as a company's name, family member's name, alias, etc.)
If a refund becomes necessary after credit card transaction, the refunded amount will be transferred to the cardholder who initially made the payment.
●Refund for cancellation:
Although no cancellation fee is due, 3% charge as a transaction service charge can not be refunded.
The company will void your credit card transaction or make a refund to a card holder if the credit-card company has already withdrawn the payment.
If a cancellation fee is due, the company will make a separate credit card transaction for the cancellation penalty fee. (In some circumstances the client may be required to fill out a Credit Card Transaction Form and submit it again.) Simultaneously, the credit card company will refund the entire travel cost payment. Please note that the may be necessary for client to make a duplicate/cash payment of the same amount until the refund has been made from the credit-card company.
●Refund for cancellation:
Although no cancellation fee is due, 3% charge as a transaction service charge can not be refunded.
The company will void your credit card transaction or make a refund to a card holder if the credit-card company has already withdrawn the payment.
If a cancellation fee is due, the company will make a separate credit card transaction for the cancellation penalty fee. (In some circumstances the client may be required to fill out a Credit Card Transaction Form and submit it again.) Simultaneously, the credit card company will refund the entire travel cost payment. Please note that the may be necessary for client to make a duplicate/cash payment of the same amount until the refund has been made from the credit-card company.Please contact your adviser if you require a receipt in the name of an employer such as a company name or trade name.
The company is unable to issue a receipt with no name or amount stipulated. If the client makes a payment by credit card or check, the company will note this on the receipt.
A fee may be charged to reissue a receipt on request of the client for his/ hers own reasons.
However, the Company can only reissue a receipt if the original receipt is returned.
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| 7. Receipt of Airline Tickets |
On confirmation of the payment of entire travel costs, the company will hand over/deliver the final travel documents such as airline tickets, hotel vouchers etc to the client.
●Electronic ticket
Most of tickets are usually issued as an electronic ticket type, your e-ticket will be either faxed or emailed 3 to 5 days prior to the departure date unless the airline applies special conditions.
●Collecting airline tickets at our office
We may ask you to come to our office to pick up your ticket if the ticket is not e-ticket type. Please inform your adviser of the date of your visit. It may take time after the airline issues tickets before they can be handed over to you. The client will receive the airline tickets 3 to 5 days prior to the departure date unless the airline applies special conditions. The client is required to bring his/hers Driver’s license or Passport for identification when visiting our office for receipt of any travel documents including air tickets. If you wish to have it delivered, you may be asked to pay a shipping fee.
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| Note: The request to issue a duplicate copy of an airline ticket (including airline ticket number and guidance search) requires a 2,100 yen handling fee. Your airline tickets are required for you to receive miles on the Airline's mileage program. Keep your tickets carefully until you receive confirmation that the miles have been added. |
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| 8. Change/ Cancellation Fees |
Our quoted airfares and hotel costs include all fees and commissions. Contracts for sales of airline tickets are based on the Standard Travel Agency Covenant, defined by the Ministry of Land, Infrastructure and Transport.
However, the conditions for changing or canceling a reservation are provided in another section. In addition, some kinds of airline tickets are subject to special contract conditions, such as being non-refundable.
In this case, the client will be notified individually after confirmation of the booking (contract becomes effective).
- The client may cancel or change the booking by paying the prescribed handling fees.
- The company accepts correspondence on canceling or changing a reservation by phone, e-mail, or fax. The client shall receive a reply from the company confirming receipt of the client’s request for canceling or changing the reservation on the same business day that the company received the request.
If the client receives no reply from the company, there is a possibility that the e-mail or fax from the customer has not been received. Please call your adviser.
- Contact the company to cancel or change a reservation during business hours. Note that if the request is received outside business hours, the arrangements will be handled on the next business day.
- According to the reservation/purchasing conditions defined by the individual airlines, the company will notify the special conditions applying to ticketing (purchasing) and cancellation of some airline tickets on the Booking Confirmation.
- Changing a reservation refers to an alteration to within approximately two weeks from the departure date of the first booking.
- If the departure date is changed more than one month beyond the original departure date, the company will handle the request as a cancellation.
In addition, the company will accept a request to change a reservation only under the same ticketing conditions and if there are vacant seats on the requested flight. Note that the client will be required to pay a cancellation fee if a cancellation is made due to lack of vacant seats on the requested flight.
- The client cannot change airline tickets, which have a purchasing time limit. The ticket will be cancelled and the client will be required to make a new booking and purchase another airline ticket.
- Changes to which fees apply include changing the entire schedule, the route, the passenger's name (including spelling), the airline, and the destination. Note that changing or substituting the person traveling is handled as a cancellation. Moreover, each airline shall judge whether it is possible to correct the spelling of a name or correct the name order of a passenger of foreign nationality. Some do not permit correction by airlines or for some kinds of ticket. In this case, a correction will be handled as a cancellation.
- The company will not accept requests to cancel a reservation outside business hours or on holidays. In such cases, the request for the cancellation will be processed on the next business day. The company may not be able to refund the Tour Fares if the client cancels the booking without notice on the departure date, even if our office is closed. Contact the airline directly to cancel the reservation and inform the airline that your travel company is closed. Note the name of the airline staff member who accepted the cancellation as well as the Cancellation Reference Number.
Fees for Cancellation/Change/Rescheduling (applicable per person)
If a cancel/change penalty fee is respectively specified in your confirmation statement, it has a priority over the following chart.
| Date of a request off cancel/change |
Penalty fee for a cancel |
Penalty fee for a change |
60 days to 31 days prior to a departure
(*Only peak season |
10,000yen |
No fee |
| 30 days to 15 days prior to a departure |
20,000yen |
5,000yen |
| 14 days to 1 days prior to a departure |
Korea |
20,000yen |
Korea |
15,000yen |
| Taiwan, Hong Kong, China, Micronesia, South East Asia, South Asia, Oceania |
35,000yen |
Taiwan, Hong Kong, China, Micronesia, South East Asia, South Asia, Oceania |
30,000yen |
| North/South America, Middle East, Africa, Caribbean |
45,000yen |
North/South America, Middle East, Africa, Caribbean |
40,000yen |
| On a departure date |
Total amount (100% charge = No refund) |
Total amount (100% charge = No refund) |
*PEAK SEASON : Departures between April 25 and May, July 20 to August 31, December 20 to January 5
| 10. Visa requirement and Re-entry Permit for Foreign Residents in Japan |
An entry visa may be necessary for the destination country. If an entry visa is required, the company will arrange a visa (fees apply) but cannot guarantee that the visa will be issued. Countries requiring no entry Visa may apply conditions, such as limitations on the length of stay or possession of a return ticket. If requested, the company will advise the client on the entry conditions for the destination country. However, the client shall be responsible for the ability to enter the country. It can take a long time for foreign residents who live in Japan to acquire a visa. Please reconfirm the approximate time required to obtain a visa for any specific country well in advance. Moreover, the client shall be responsible for the arrangement of a Japanese reentry permit.
| 11. Recommendation for Overseas Travel Accident Insurance |
Since the Agency-Arranged Tour Contract concluded between the Company and the client is different from the Customized Tour Contract used for package tours, no special compensation regulation applies, under which the company pays compensation money or consolation money in the event of damage suffered while traveling. The client is recommended to purchase an overseas travel accident insurance to cover unforeseen accidents and problems.
| 12. Natural Disaster such as Typhoons and Earthquakes |
If the airline service is endangered/ rescheduled or cancelled, the client is required to call the airline or visit the departure counter for instructions. The client will be to obtain the prescribed documents to dispense the cancellation fees if the client cancels his/ her air tickets.
In some cases, an international flight service may be operated even if a domestic flight is cancelled because of typhoons, etc.
In the event of strong winds caused by typhoons, the train services over the connecting bridge to Kansai International Airport will be interrupted. The client is recommended to leave enough time to go to Kansai International Airport by car or bus.
| 13. Strikes by Airline Companies |
The airline company usually announces strikes by airline companies in advance. Special measures to reserve an alternative flight or refund the airfare will be handled by the airline. Follow the instructions of the airline at the airport.
| 14. Changes in the Schedule of the Booked Flight |
The airline companies often change the departure time and flight number of a flight after it is booked. Clients who book an airline ticket well in advance of the departure or who make a long stay at the destination before returning are advised to reconfirm the departure time at least 72 hours in advance.
| 15. Obligations of the Company |
The company is a representative agency for transport services and is not responsible for providing the transport services. The company is not responsible for losses resulting from negligence, error or omission caused by a transportation organization or a third party such as an employee. (Covenant defining the transportation organization applies.) The company is not responsible for reservations or cancellations by the transportation organization; the loss of checked-in baggage, money, negotiable securities, important documents, exposed films, or any other articles of value that are the responsibility of the transportation organization; or damages and additional charges due to the weather, strike, insurgency, war, epidemic, food intoxication, or other causes. The company has the right to cancel or change the transportation service if it deems it necessary.
| 16. Indemnity of the Company |
Please note that the company shall not be responsible for losses caused by any of the following reasons:
Ⅰ、
The client is declined boarding or entry or departure from Japan or the destination country due to insufficient remaining validity period of the passport or visa related problems. (Clients with a one-way ticket must pay special attention. Always confirm that a child has been added to the passport.)
Ⅱ、
The reservation is cancelled because the client did not reconfirm the reservation with the airline when the stay at any particular city was more than 72 hours.
Ⅲ、The airline company declines the client boarding due to over-booking or the airline tickets are stolen or lost. All such or related problems will have to be dealt by the client with the airline directly.
Ⅳ、
The client is late for check-in and/or misses or is off loaded on security grounds.
Ⅴ、
There is a discrepancy between the name on the airline ticket and the passport.
Ⅵ、The client did not reserve a return ticket and cannot make a return reservation at the destination.
Ⅶ、
If a passenger fails to travel on a sector booked, airlines reserve the right to cancel the remaining sectors.
Ⅷ、
Mileages for the airline's frequent flyer mileage program are not accrued.
Ⅸ、
Used discounted tickets are NOT refundable nor are any partial refunds are allowed.
The company shall process the other problems according to the International Travel Agency Contract. (Available only in Japanese)
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