Terms & Conditions

These Terms & Conditions (“Terms”) are the bedrock of every booking made with Vietnam Photo Tours LLC (“we”, “us”, or “the Company”). By using our website and services, you, the participant (“you” or “participant”), wholeheartedly acknowledge and embrace these Terms in their entirety. Should these Terms not resonate with you, we kindly ask that you refrain from utilizing our website or engaging with our services.

1. Definitions

• Tour: Encompasses the enriching photography expeditions, immersive workshops, and all associated travel experiences curated and delivered by Vietnam Photo Tours LLC.
• Participant: Refers to any individual embarking on one of our captivating tours.
• Force Majeure: Encompasses extraordinary events that lie beyond our reasonable control, including but not limited to adverse weather phenomena, natural calamities, periods of political instability, global health crises (pandemics), unexpected flight cancellations or delays, and governmental directives or actions.

2. Official Website and Email Address

To safeguard your experience and ensure absolute authenticity, the Company unequivocally confirms that all official communications and payment linkages originate solely from the following trusted online domains and electronic mailboxes:

2.1 Official Website: https://vietnamphototours.com

2.2 Official Email Address: contact@vietnamphototours.com

Any correspondence, invoice, or solicitation for payment originating from sources outside of these designated channels should be regarded as wholly unauthorized and potentially fraudulent. The Company bears no responsibility for any losses or damages incurred as a result of engaging with unofficial or deceptive websites and email addresses.

3. Single Supplement

Our tour pricing is thoughtfully calculated based on double occupancy, meaning two individuals sharing a room. For solo adventurers desiring a private sanctuary, a supplemental fee will be applied. We will make every effort to pair solo travelers with a companion of the same gender, should one be available and agreeable; however, if such pairing is not feasible, the single supplement charge will necessarily apply.

4. Tour Reservations and Payments

4.1 Accepted Payment Methods

• Credit / Debit card transactions through the secure OnePay gateway are our preferred and most convenient method.
• Traditional bank wire transfers are also welcomed.
• Western Union transfers are accepted.
• PayPal payments are accommodated where applicable.

When utilizing the OnePay secure gateway for card payments, you are not required to possess a OnePay account; a straightforward entry of your standard card details will suffice. We highly recommend OnePay for its robust security features and the clarity it brings to your transaction records.

4.2 How to Reserve

To irrevocably secure your spot on any of our extraordinary tours, please complete and submit the designated registration form and tender the required deposit. Upon our successful receipt of both your registration and deposit, we will dispatch a definitive booking confirmation directly to your email address. Please be advised that failure to remit the final balance by its stipulated due date may regrettably lead to cancellation and the imposition of applicable penalties.

5. Payment Terms

5.1. Payment Terms for Scheduled Tours

• A deposit is required to secure your place on a scheduled tour. The deposit amount varies depending on the specific tour, typically ranging from USD 1,000 to USD 5,000, reflecting the overall tour value.
• Deposits are fully transferable to another scheduled tour within 1 year of the original departure date, subject to availability and any supplier-imposed charges.
• The remaining balance must be paid no later than 90 days prior to the tour’s commencement.
• For bookings made within 90 days of departure, the full tour cost is required at the time of booking.

5.2. Payment Terms for Private Tours / Custom Tours

• A fixed deposit of USD 5,000 is required to confirm your private or custom tour, along with a signed service agreement.
• A second installment is due 180 days prior to the tour departure date.
• The final balance must be paid no later than 90 days before the tour begins.

5.3. Payment Due & Methods

• All payments must be completed no later than 7 days after receiving our payment notice via email.
• We accept bank transfers and international payment methods for all tour bookings.

6. Booking Confirmation

6.1. A booking is considered confirmed once the required deposit and/or full payment has been received and cleared by the Company.

6.2. Full participation in the tour is secured only after the total tour fee has been paid in accordance with the stated payment schedule.

6.3. All tours are subject to a minimum number of participants and are only guaranteed to operate once officially confirmed by the Company, typically 90 days prior to the departure date. Please refer to Section 17 for details on tour cancellation and refund policies.

6.4. All prices are inclusive of applicable taxes and fees. The amount shown at checkout is the final amount payable, with no hidden charges.

7. Failure to Pay

Should the final balance remain unpaid by the designated deadline, your booking may be automatically rescinded in accordance with our cancellation policy, and applicable cancellation fees will be enforced.

8. Chargebacks and Dispute Resolution

Participants pledge to make a sincere effort to resolve any payment or service-related discrepancies directly with the Company before initiating a credit card chargeback. Unjustified chargebacks may precipitate legal and administrative recourse, and the Company explicitly reserves the right to pursue the recovery of outstanding amounts and associated costs.

9. Travel Documents and Entry Requirements

The onus is entirely on the participant to ensure the possession of a valid passport (with a recommended minimum validity of 6 months beyond your travel dates), necessary visas, permits, and any required vaccinations or authorizations for entry into the destination country. Regrettably, no refunds will be disbursed if a participant is unable to join the tour due to insufficient or invalid travel documentation.

10. Participant Responsibilities

Participants are expected to diligently adhere to all instructions provided by our guides, conduct themselves with a high degree of responsibility, and exercise due care in safeguarding their personal belongings and equipment. Any damage inflicted by a participant to accommodation, vehicles, or rented equipment shall be fully compensated by the responsible individual.

11. Health, Fitness, and Medical Conditions

Participants must honestly assess and confirm their physical suitability for the demanding nature of the tour itinerary. The Company disclaims all responsibility for medical expenses, treatment costs, or emergency evacuation; these remain solely the participant's obligation. We reserve the ultimate right to require the departure of any participant whose health or conduct poses a demonstrable risk to the well-being of the group; in such instances, no refund will be provided.

12. Travel Insurance

We emphatically urge all participants to secure comprehensive travel insurance that specifically covers trip cancellation (including, if available, a “cancel for any reason” clause), medical emergencies and necessary evacuation, loss or damage to baggage, and unforeseen travel delays. The procurement and maintenance of adequate insurance coverage is the sole responsibility of the participant.

13. Assumption of Risk

Our photography tours may involve early morning excursions, navigating uneven terrains, journeys by boat, periods of trekking, exploration of remote rural settings, and exposure to unpredictable weather conditions. By confirming your participation, you voluntarily accept all inherent risks associated with these activities, including the potential for injury, damage to equipment, or loss of personal items.

14. Itinerary Changes, Date Modifications, and Delays

While we are dedicated to meticulously adhering to our published itineraries and scheduled departure dates, circumstances beyond our immediate control may necessitate adjustments. These could include, but are not limited to, modifications to the planned itinerary, postponement or rescheduling of departure or tour dates, or unforeseen delays. Such changes may arise from factors such as prevailing weather conditions, road accessibility, political developments, supplier actions, participant or staff illness, overriding safety considerations, or other events outside of our reasonable influence. Consequently, we retain the prerogative to alter, reroute, postpone, reschedule, or omit segments of the itinerary or tour dates as deemed necessary. No refunds will be issued for alterations, including date modifications or delays, that are directly attributable to circumstances beyond our control. In the event of significant pre-tour itinerary changes, a per-diem rate adjustment may be considered.

15. Force Majeure

The Company shall not be held liable for any cancellations, delays, or failures to perform its obligations that stem from events of Force Majeure. This includes, but is not limited to, acts of nature, outbreaks of epidemics or pandemics, imposition of government restrictions, labor strikes, acts of war, terrorism, or disruptions in transportation networks. Participants will be solely responsible for any additional expenses incurred as a direct consequence of such Force Majeure events.

16. Cancellations by Participants

All cancellation requests must be formally submitted in writing, transmitted via email to contact@vietnamphototours.com. The official date of cancellation will be recognized as the date your email is received by us (GMT+7).

16.1 Cancellation Fees for Scheduled Tours

• More than 90 days prior to departure: A full refund of all payments received will be issued, less a USD 300 administrative service fee and any applicable transaction charges.
• Between 89 and 60 days prior to departure: A 50% refund of payments made will be provided.
• Less than 60 days prior to departure: All payments made are non-refundable.

16.2 Cancellation Fees for Private Tours / Custom Tours

• Deposit: non-refundable but transferable to another trip within 1 year from the original departure date.
• Between 89 and 60 days prior to departure: full refund of payments made (excluding deposit + USD 500 administrative fee)
• Less than 60 days prior to departure: All payments made are non-refundable and non-transferable.

Once the tour has commenced, no refunds will be granted for any unused portions of the tour, including but not limited to accommodation, meals, transportation, flights, or scheduled activities.

17. Cancellation by the Company

17.1. The Company may cancel a tour due to safety, operational reasons, or if the minimum number of participants is not reached. All tours are confirmed 90 days prior to the departure date.

17.2. If the minimum number of participants is not met by this time, the Company reserves the right to cancel the tour. In such cases, participants will be offered either a full refund of all payments made to the Company, or the option to transfer to another available tour.

17.3. Participants are advised not to book flights or make non-refundable travel arrangements until the tour has been officially confirmed.

17.4. In the event of cancellation by the Company, participants will receive a full refund of amounts paid to the Company. The Company is not responsible for any external costs (including but not limited to flights, visas, gear, or insurance) incurred by participants.

18. Refund Conditions

Refunds may be considered on a case-by-case basis if a suitable, qualified replacement participant is secured to fill the cancelled spot, the tour subsequently reaches full capacity, and the introduction of the replacement does not incur additional costs for the Company. All approved refunds will be processed within 14 business days via the participant's original method of payment and will exclude any currency fluctuation differentials, bank processing fees, and transaction charges.

19. Use of Cookies

This website may employ cookies and similar technologies to elevate your browsing experience, analyze website traffic patterns, and personalize the content you encounter. By continuing to use this site, you implicitly consent to our utilization of cookies in strict accordance with our established cookie policy.

20. Trademarks, Names, Photos, and Titles

All brand names, logos, distinctive trademarks, and visual imagery featured on this website are the exclusive property of their respective owners or are licensed to the Company. Any unauthorized reproduction, modification, or dissemination of these elements is strictly forbidden. The photographs and graphical assets utilized herein are either owned by the Company, properly licensed, or employed with explicit permission; downloading or reusing them without prior written consent is prohibited.

21. Intellectual Property Rights

Every piece of content gracing this website—be it textual, visual, graphic, or software-based—is safeguarded by copyright law and remains the intellectual property of the Company or its authorized licensors. Any unauthorized usage is expressly forbidden.

22. Limitation of Liability

To the absolute fullest extent permitted by prevailing law, the Company does not provide any guarantee that this website will be entirely free from errors or uninterrupted in its operation. The Company shall not be held liable for any direct, indirect, incidental, punitive, or consequential damages that may arise from your use of this website or our services.

23. Changes to Terms

We reserve the unqualified right to amend or update these Terms at any juncture. Your continued engagement with our website or services following any modifications will be construed as your unequivocal acceptance of the revised Terms. Any material alterations will be prominently announced, accompanied by an updated "Last updated" timestamp.

24. Personal Data and Privacy

We collect only the essential personal information meticulously required for the seamless execution of bookings, the facilitation of travel permits, arrangements for accommodation and transportation, and for vital emergency contact purposes. Your personal data will not be disseminated or shared with any third parties for marketing endeavors without your explicit consent.

25. Governing Law and Dispute Resolution

These Terms shall be construed and governed in accordance with the laws of the Socialist Republic of Vietnam. Any disputes arising hereunder shall first be addressed through amicable negotiation; should an amicable resolution prove elusive, the matter shall be definitively settled by the competent courts located in Hanoi, Vietnam.

26. Acceptance of Terms

By proceeding with your payment, you affirmatively confirm that you have thoroughly read, comprehended, and fully accepted these Terms, and that you voluntarily assume all inherent risks associated with your participation in our photography tours.

27. Contact Information

Vietnam Photo Tours LLC
Business registration number: 0111726814
Address: 7 Lane 126 Khuat Duy Tien, Thanh Xuan, Hanoi, Vietnam
Office: 616 Tower B, 1 Nghiem Xuan Yem, Dinh Cong, Hanoi 100000, Vietnam
Official website: https://vietnamphototours.com
Email: contact@vietnamphototours.com
Phone / WhatsApp: +84 386633355