Effective Date: August 01, 2026

These Booking Terms & Conditions (“Terms”) outline the agreement between you (“the Client”) and Nihon Insightsss GK (“we,” “us,” or “our”) when booking travel-related services through our company, including cultural experiences and workshops. By confirming a booking, you acknowledge and agree to be bound by these Terms. For cancellation policies specific to individual experiences, please refer directly to the relevant experience page on our website.

This document contains two distinct sections:
1. Terms & Conditions for Booking Custom or Package Tours
2. Terms & Conditions for Booking Individual Cultural Experiences

Please refer to the relevant section based on your booking type. Some terms may apply to both.

Part 1: Tour Booking Terms & Conditions

1. Booking Process

1.1 Custom and package tours. Nihon Insights GK offers fully customised itineraries tailored to individual preferences and a selection of curated package tours. Custom tours are developed through direct consultation and may include bespoke cultural activities, local experiences and logistical planning. Package tours offer fixed itineraries that may include group participation. All arrangements are subject to availability at the time of booking, and no booking is confirmed until formal written acceptance and receipt of any required payment.

1.2 Booking confirmation. A booking is confirmed once written acceptance has been provided by Nihon Insights GK and any required planning fee or deposit has been received. Booking requests without payment of a required planning fee or deposit may be declined or subject to availability changes.

2. Pricing and Payment

2.1 Price inclusions. Quoted prices typically include tour coordination, private guiding,  interpreters, pre-arranged experiences, transportation as outlined in the itinerary, and taxes and fees associated with those services. Unless explicitly stated in writing, accommodation, international airfare, meals and insurance are not included.

2.2 Planning fees and deposits. To initiate detailed itinerary creation or to secure high-demand reservations, a non-refundable planning fee and/or deposit may be required. The amount is determined by the complexity and scope of the request and is communicated during the initial consultation. This fee covers time invested in itinerary design and third-party coordination and is not refundable in any circumstances.

2.3 Final payment. Full payment must be received no later than thirty (30) calendar days before the scheduled start date, unless otherwise stated in writing. If full payment is not received by the due date, Nihon Insights GK may cancel the booking and apply the cancellation charges in Section 3.

2.4 Payment methods. We accept international bank transfer, Wise, or other approved electronic methods. All banking and transaction fees are the responsibility of the Client. Payment must be made in Japanese Yen (JPY) unless otherwise agreed in writing.

3. Amendments and Cancellations

3.1 Client-initiated changes. Changes to confirmed bookings must be submitted in writing. We will endeavour to accommodate reasonable changes; modifications may involve additional costs or be limited by availability. Significant changes, including reductions in the number of participants, services or quantities, may be treated as partial cancellations and charged under this Section 3.

3.2 Basis of cancellation charges. All quotations are prepared, and services are committed with our suppliers, on the basis of the services and quantities ordered at confirmation. Cancellation charges are therefore calculated on the total price of the services and quantities ordered, regardless of the quantities ultimately used. In every case, the cancellation charge is the greater of (a) the percentage set out in clause 3.3, and (b) all costs already committed on the Client’s behalf at the time of cancellation, which are non-refundable. A summary confirmation of committed costs is available on reasonable request.

3.3 Cancellation by the Client. The following charges apply, based on the number of days before the service start date on which written cancellation is received and acknowledged:

(a) 31 days or more: loss of the planning fee and deposit, together with any committed costs under clause 3.2;

(b) 30 to 15 days: 50% of the total service cost;

(c) 14 days or fewer: 100% of the total service cost;

(d) after the tour or any service has commenced, or in the event of a no-show: 100% of the total service cost, and no refund is made for unused services, late arrival or early departure.

3.4 Premium and bespoke experiences. Certain experiences are committed in full at the moment of booking and carry a 100% cancellation charge from the time of booking, with no refund. These include, without limitation, traditional geisha and maiko experiences (including those with meals), private artisan and master sessions, and other bespoke arrangements identified as such at the time of booking or on the relevant experience page.

3.5 Experience-specific terms. Individual experience pages may state their own cancellation terms. Where they do, those terms apply to that experience in place of clause 3.3, and clause 3.2 applies in all cases.

3.6 Process and refunds. All cancellation requests must be submitted in writing and take effect when acknowledged by us in writing. Refunds, where applicable, are processed within thirty (30) business days of agreement of the refund amount.

3.7 Cancellation by Nihon Insights GK. In the rare event that we must cancel part or all of a tour due to unforeseen operational issues, we will provide a full or partial refund in respect of the affected services, or offer an alternative of comparable value. We are not responsible for indirect losses, including airfare, visa costs or missed connections.

4. Travel Requirements

4.1 Passports and visas. Clients are responsible for holding a valid passport and any visas or travel authorisations required for entry into Japan. Nihon Insights GK is not responsible for delays or missed services due to incomplete or incorrect documentation.

4.2 Insurance. We strongly recommend comprehensive travel insurance covering trip cancellation, medical emergencies, travel delays, lost baggage and personal liability. Clients without insurance assume full responsibility for costs arising from unforeseen events.

4.3 Health and accessibility. Clients must notify us in advance of any medical, dietary or mobility-related needs. While we strive to accommodate all requests, certain experiences or locations have physical limitations or requirements outside our control.

5. Liability and Force Majeure

5.1 Limitation of liability. Nihon Insights GK acts as a coordinator of services provided by third-party suppliers, including guides, transportation companies and activity hosts. While we exercise reasonable care in selecting our partners, we do not directly control those entities and, to the maximum extent permitted by applicable law, we are not liable for their acts, omissions, negligence or performance failures. To the same extent, we are not responsible for injury, illness, damage, loss, accident, delay or other irregularity caused by acts or omissions of third-party vendors; force majeure events; illness, pandemics or epidemics; changes in weather, government policy or security regulations; or missed connections, lost baggage or other disruptions caused by airline, rail or other transport providers. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law.

5.2 Assumption of risk. Clients participate in all services at their own risk and are responsible for assessing whether the services booked are appropriate to their physical and mental condition, and for following safety guidance provided by our team or third-party providers.

5.3 Force majeure. We are not liable for any failure or delay in performing our obligations due to events beyond our reasonable control, including natural disasters, extreme weather, fire, flooding, war, terrorism, civil unrest, labour disputes, pandemic-related restrictions or governmental acts. In such cases we will endeavour to offer alternative arrangements or credit toward future services; refunds may not be possible for non-recoverable committed costs.

6. Use of Images and Testimonials

6.1 By participating in a Nihon Insights GK tour or experience, you grant permission for photographs, video or written testimonials featuring you to be used in promotional materials, social media and our website, unless you request otherwise in writing before your service start date.

7. Governing Law and Jurisdiction

7.1 These Terms are governed by and construed in accordance with the laws of Japan. Any dispute arising in connection with these Terms falls under the exclusive jurisdiction of the Kyoto District Court as the court of first instance. These Terms are prepared in English; any translation is provided for convenience only, and the English version prevails.

PART 2: EXPERIENCE BOOKING TERMS & CONDITIONS

The following terms apply to individual cultural experiences booked on their own, not as part of a multi-day tour itinerary. Each experience may carry its own cancellation terms on its dedicated page; Clients are responsible for reviewing them before booking.

1. Booking Process

1.1 Experiences can be booked individually through Nihon Insights GK, by direct enquiry or through our official website. Each experience is curated with local partners and availability may vary. A booking is confirmed once full payment has been received and written confirmation has been provided by Nihon Insights GK.

2. Pricing and Inclusions

2.1 The price of each experience includes only the services explicitly stated on the relevant experience page, which may include activity participation, instruction, equipment, entry fees or other stated inclusions. Unless otherwise noted, transportation, meals and insurance are not included.

3. Payment

3.1 Full payment is required to confirm an experience booking. Payment methods include international bank transfer, Wise, or approved electronic options. All payments must be made in Japanese Yen (JPY) unless otherwise agreed in writing. All banking and transaction fees are the responsibility of the Client.

4. Cancellation Policy

4.1 Basis of charges. Experiences are committed with our partners at the time of booking. Cancellation charges are calculated on the total price of the experience as booked and are, in every case, the greater of (a) the percentage below, and (b) all costs already committed on the Client’s behalf, which are non-refundable.

4.2 Standard experience cancellation. Unless the relevant experience page states its own terms, the following charges apply, based on the number of days before the experience date on which written cancellation is received and acknowledged:

(a) 31 days or more: loss of any committed costs under clause 4.1;

(b) 30 to 21 days: 50% of the experience price;

(c) 20 to 16 days: 80% of the experience price;

(d) 15 days or fewer, or a no-show: 100% of the experience price.

4.3 Premium and bespoke experiences. Traditional geisha and maiko experiences (including those with meals), private artisan and master sessions, and other bespoke arrangements identified as such carry a 100% cancellation charge from the time of booking, with no refund.

4.4 Experience-specific terms. Where an experience page states its own cancellation terms, those terms apply in place of clause 4.2. Clause 4.1 applies in all cases.

4.5 Process and refunds. Cancellation requests must be submitted in writing and take effect when acknowledged by us in writing. Refunds, where applicable, are processed within thirty (30) business days of agreement of the refund amount.

5. Health, Safety and Liability

5.1 Participants must assess their own physical condition and ability to safely engage in the activity. Some experiences involve physical exertion, sharp tools, open flames or other hazards, and participants are expected to follow all safety instructions given by facilitators or staff.

5.2 Nihon Insights GK selects experience partners with care but does not supervise the delivery of each activity. To the maximum extent permitted by applicable law, and except in cases of wilful misconduct or gross negligence on the part of Nihon Insights GK, we assume no responsibility for injuries, illnesses, losses or damages resulting from participation in experiences. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law.

6. Dietary Requirements

6.1 If an experience includes food or drink, Clients must inform Nihon Insights GK of any allergies or dietary restrictions at the time of booking. Clients remain responsible for managing their own risks, including carrying necessary medication (for example, epinephrine auto-injectors) and understanding the limits of local culinary practice. To the maximum extent permitted by applicable law, Nihon Insights GK is not liable for allergic reactions or food-related illness except where caused by our wilful misconduct or gross negligence.

7. Force Majeure

7.1 Nihon Insights GK is not responsible for cancellations or changes to experiences caused by events beyond our control, including natural disasters, weather disruptions, public transportation delays, labour disputes or public health emergencies. In such cases we will endeavour to offer an alternative date or a credit; refunds may not be possible for non-recoverable committed costs.

8. Use of Images and Testimonials

8.1 Unless otherwise requested in writing before the experience, Nihon Insights GK may use photos, videos or written feedback from participants in marketing materials, including social media and web content.

9. Governing Law and Jurisdiction

9.1 These terms are governed by the laws of Japan, and the Kyoto District Court has exclusive jurisdiction as the court of first instance over any dispute arising from experience bookings. These Terms are prepared in English; any translation is provided for convenience only, and the English version prevails.