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Terms & Conditions

RideJapan Terms & Conditions 2017

Please read carefully the following terms and conditions (Terms). In completing and submitting the Booking Form, you agree to be bound by these Terms, which form the agreement between RideJapan (RideJapan, we, us, our) and the customer (you).   

  1. In order to reserve your place on one of the tour (Tour), you must complete and agree to the booking form and submit completed registration form, together with a non-refundable deposit of AU$500 or 20% of Total tour price, whichever is greater and based on per person registering (payment details below) or based on invoice request made by RideJapan . RideJapan reserves the right to reject any booking for any reason. Participants under the age of 18 must travel with a parent or guardian.
  2. Payment Prices quoted on our website (www.ridejapan.org) are in Japanese Yenand are payable by direct deposit, (both Japanese and Australian accounts available), money order or cash via or Adam Cobain (Japan) Adam Cobain (Australia). A 3% surcharge is applicable on payments made by credit card and PayPal. The balance Tour price must be received in full by RideJapan 28 days prior to departure and payments must be made in Australian dollars or equivalent Yen. 


  1. Cancellations/refunds/transfers

3.1 If you wish to cancel your Tour, please notify RideJapan in writing as soon as you have made the decision to cancel. Once RideJapan receives your notice, cancellation will take effect subject to the following: (a) If cancellation occurs outside 60 days of the departure date you will forfeit your full deposit but we will refund any further payment you have made. (b) Subject to clause   

3.2(b), If cancellation occurs between 60-30 days prior to departure you will forfeit 50% of the Tour price. (c) Subject to clause   

  1. 2(c), if cancellation occurs within 30 days of departure you will forfeit 100% of the Tour price. If you have not yet paid the full price of the Tour, we have the right to recover any payments owed by you under this clause 3.1. 3.2 If you wish to transfer from one RideJapan Tour to another tour operated by RideJapan, you should notify Ride Japan in writing as soon as possible. RideJapan will permit a transfer subject to the following: (a)to the tour that you wish to transfer to must commence within 12 months of your original Tour’s departure date; (b) If your notice is received more than 30 days prior to your original departure, a $100 transfer fee will apply, but your deposit and all other payments made towards the original Tour price will be allocated fully towards the substitute tour’s price; (c) If your notice is received between 30 and 8 days prior to your original departure date, 25% of your original Tour price will be forfeited and the remainder allocated to the substitute tour price; (d) If your notice is received within 7 days of your original departure date, 100% of your original Tour price will be forfeited.

3.3 If you want to transfer your booking to another person, you must notify Ride Japan in writing as soon as possible. Ride Japan reserves the right to reject any transfer, and if it does so, the transfer will be treated as a cancellation. If Ride Japan accepts the transfer, a $100 transfer fee will apply. Ride Japan – Booking Form   

  1. Single supplement Tours are organized and priced on a twin share basis. Single supplement accommodation is available at an extra price as published on our website. If you book as a single and are agreeable to sharing a room we will arrange for you to share with a person of the same gender. For a guaranteed single room you must pay the advertised single supplement rate.
  2. Ride Japan assumes that individuals participating in cycling activities and tours understand that it is a dangerous activity and that adequate personal and property insurance is taken prior to departure and cover the individual for the entirety of the any tour operated within the stated dates. Ride Japan will do the utmost to provide a safe environment for its clients, however no financial responsibility or liability will be provided by Ride Japan prior, during and after any tour and participants understand that by signing the terms and conditions that the sole responsibility for any accident is undertaken by that individual.
  3. Tour Changes Ride Japan reserves the right in its absolute discretion to: (b) Cancel or modify any routes within the Tour or objectives set out in the itinerary; (c) Substitute different or equivalent routes within the Tour in place of cancelled or modified routes; (d) Postpone, cancel

or delay any such aspect of the Tour if in the absolute discretion of Ride Japan, it is necessary to do so due to inclement weather, snow or icy conditions or conditions that are otherwise likely to be hazardous or dangerous or due to any other adverse or threatening conditions which may affect the safety of participants and guides of the group. These Terms will apply to any change to the dates, format, routes or other changes to the Tour.   

  1. Health and Fitness To fully enjoy and benefit from your holiday experience you should be in good health and physical condition. You acknowledge that you have trained properly for the Tour and will be in a fit state to complete the Tour safely. If you have a medical, physical or mental condition you have disclosed this to us upon booking. If, once you have booked the Tour, a medical condition becomes evident leading up to departure, you must also disclose this to us. You must complete our medical form (which will be sent to you once you have booked), provide details of to RideJapan – Booking Form emergency contact person who is available during the Tour, and return the medical form to us at the time of making your final payment. You consent to receiving any medical aid or treatment during the Tour that Ride Japan in its absolute discretion considers necessary or desirable. You will be responsible for the payment of all medical/surgical expenses incurred.
  2. Airlines and other transport providers
    • You are responsible for booking your own flights, and ensuring you arrive on time for the Tour. If you become aware of any delays or changes to your travel itinerary, you must notify Ride Japan immediately. We will use reasonable endeavors to assist you to join the Tour as soon as possible, however we will not be responsible for your failure to join the Tour on time or at all, or any costs you incur, as a result of changes or delays to your travel itinerary.
    • Your participation in the Tour will involve using travel and accommodation services provided by third parties. These parties (including airlines, other travel and accommodation providers) are not bound by these Terms, but the services provided by them will be subject to their own terms and conditions.

Third party providers might amend or cancel a scheduled flight or other service, but such an amendment or cancellation will not be considered a cancellation of the Tour by Ride Japan.   

  1. Force Majeure If there is any natural disaster, act of God, strike, trade dispute, fire, breakdown, interruption of transport, government or political action, act of terrorism, or acts or omissions of a third party or any other cause whatsoever outside Ride Japan’s reasonable control, Ride Japan will be under no liability to you and may, at its option, by written notice, either cancel the Tour or arrange alternative Tour arrangements. Ride Japan is not liable to refund all or any part of the Tour price if it cancels or changes the Tour due to circumstances outside its control.
  2. Assumption of Risk and safety declaration You acknowledge that: (a) By its very nature, adventure travel can be more challenging and demanding with a commensurately higher level

of risk compared with conventional holidays; (b) The Tour involves potential exposure to injury (including permanent injury) and death; (c) Operational control of the Tour may be in the hands of a third party and your right of action in regard to any shortcoming of a third party’s performance is against the third party and not against Ride Japan; (d) The additional dangers and risks associated with adventure travel may include difficult and dangerous terrain, extremes of weather, including sudden and unexpected changes, remoteness from normal medical services and from communications and evacuation difficulties in the event of illness or injury; (e) We reserve the right to withdraw any person who in our opinion is likely to endanger themselves or others, and we also reserve the right to cancel any activity if we become concerned for any reason for your safety or that of any other person; (f) You must attend the Tour safety briefing on the first night of the Tour. You must follow our instructions at all times during the Tour, and you must use all safety equipment provided at all times. For the above reasons you accept the inherent and increased dangers and risks associated with the proposed adventure and the accompanying risk of injury, death or property damage or loss.   

  1. Release and Waiver of Liability In consideration of Ride Japan accepting your booking and in consideration of you being permitted by Ride Japan to join the Tour, to the extent permitted by law, you release, waive, discharge, hold harmless and agree to indemnify Ride Japan and its officers, employees, agents, licensees, guides and other representatives (Representatives) from all claims, actions, liability or losses relating to bodily injury, property damage, wrongful death, loss of services, loss of profits, consequential, exemplary, indirect or punitive damages or any other loss or Ride Japan – Booking Form damage which may arise out of or occur during your travel in connection with the Tour or any activities conducted in conjunction with the Tour, unless caused by the wilful negligence or wrongful act of Ride Japan and its employees. Regardless of the circumstances giving rise to the claim, you waive and release

Ride Japan and its Representatives from any claims you have, or may at any time have, against Ride Japan and its Representatives, and you agree, by accepting these Terms and the inherent dangers and risks associated with participating in the Tour, not to make any claim against or seek any compensation from Ride Japan or its Representatives in respect of any personal injury, illness or death suffered by you, damage to or loss of property sustained by you, or any other loss or damage suffered by you as a result of your participation in the Tour.   

  1. Privacy
    • Other than as set out in these Terms, the information supplied by you on the booking form will only be used by Ride Japan. By providing information to Ride Japan, you consent, in the unlikely event of an accident or injury, to the provision of medical and personal information to medical or emergency services personnel.
    • You consent to photographs, videos and electronic images being taken of you before, during or after the event by an official representative of Ride Japan. You acknowledge and agree that we own those photographs, videos and images, and that we may use the photographs, videos and images and your name and voice for promotional purposes through any form of media without your further consent. Ride Japan is not responsible for any photographs, videos or electronic images taken during the Tour by persons who are not representatives of Ride Japan.