Terms & Conditions
These Terms & Conditions (“Terms”) govern bookings and photography travel services provided by Vietnam Photo Tours LLC (“we”, “us”, or the “Company”) through VietnamPhotoTours.com. By completing a booking and accepting these Terms, the participant (“you” or “Participant”) agrees to the applicable booking conditions. Please review these Terms and the booking-specific policies before making payment.
1. Definitions
- Tour: Any photography tour, photography workshop, private photography journey, or related travel service provided by the Company.
- Scheduled Tour: A photography tour offered on advertised departure dates with places available for individual bookings.
- Private Tour: A photography tour or customized itinerary arranged exclusively for an individual or private group.
- Participant: A person registered to take part in a Tour.
- Booking Confirmation: Written confirmation issued after the Company accepts the reservation and receives the required cleared payment.
- Deposit: The initial payment specified at booking to secure a reservation.
- Additional Payments: Amounts paid toward the Tour price in excess of the Deposit.
- Replacement Participant: A new, accepted and fully paid participant whose booking specifically replaces a cancelled place on a Scheduled Tour.
- Replacement Private Booking: A new, accepted and fully paid private booking that meets the requirements in Section 18.2.
- Departure Date: The first day of the Tour stated in the confirmed booking.
- Force Majeure: An event beyond the reasonable control of the affected party that could not reasonably be prevented or overcome despite appropriate measures, as recognized by applicable law.
2. Official Website and Communications
2.1. Official Website: https://vietnamphototours.com
2.2. Official Email: contact@vietnamphototours.com
2.3. Booking confirmations, invoices, payment instructions, and contractual notices are issued through the Company's official channels or authorized providers, including its booking portal and payment processors.
2.4. Participants should independently verify unexpected payment requests with the Company before transferring funds. The Company is not responsible for losses resulting solely from fraudulent or unauthorized third parties, except where applicable law provides otherwise.
3. Accommodation and Single Supplement
Unless stated otherwise, Tour prices are based on double occupancy, with two participants sharing a room.
3.1. A participant who requests a private room must pay the Single Supplement specified in the booking details.
3.2. Where roommate matching is offered, the Company will make reasonable efforts to pair participants with a suitable roommate. Matching is not guaranteed.
3.3. If a roommate is unavailable, the Company will communicate the available accommodation options and any additional charge before confirming the revised arrangement.
3.4. Accommodation categories may differ in remote locations. The Company will arrange suitable alternatives consistent with the overall Tour standard wherever reasonably possible.
4. Tour Reservations and Payments
4.1. Accepted Payment Methods
- Credit or debit cards via an authorized payment gateway, including OnePay where available.
- Bank wire transfer.
- Western Union, where accepted.
- PayPal, where available.
- Other methods expressly authorized by the Company.
Participants should use the payment instructions provided through official Company channels. OnePay card payments do not require a separate OnePay account.
4.2. How to Reserve
To request a booking, participants must complete the registration process, provide the requested information, accept the applicable booking policies, and submit the required Deposit or full payment. A booking is confirmed only after the Company accepts the reservation, receives cleared payment, and issues a Booking Confirmation.
4.3. Booking-Specific Conditions
The accepted Tour description, price, inclusions, exclusions, payment schedule, cancellation dates, and refund policy form part of the booking agreement. Their order of precedence is addressed in Section 23.
5. Payment Terms
5.1. Scheduled Tours
- A Deposit is required to secure a place. Its amount is specified at the time of booking.
- Scheduled Tour Deposits are not transferable to another Tour, departure date, participant, or booking.
- The remaining balance must be paid in full no later than 120 calendar days before the Departure Date.
- Bookings made within 120 days of departure require full payment at the time of booking.
- Participant-initiated cancellations and refunds are governed by Sections 16.1 and 18.1, subject to applicable law.
5.2. Private and Custom Tours
- A USD 5,000 Deposit is required unless a different amount is expressly stated in the accepted private booking agreement.
- The Deposit is non-refundable in the event of participant-initiated cancellation, subject to applicable law.
- Any interim installments follow the schedule stated in the private booking agreement.
- The remaining balance must be paid in full no later than 120 calendar days before the Departure Date.
- Private bookings made within 120 days of departure require full payment at the time of booking.
5.3. Private Tour Date Transfers
A participant may request a different departure date only if the Company receives the written request at least 120 calendar days before the original Departure Date. A transfer is not automatic and requires the Company's written approval after reviewing:
- The availability of the photographer, guides, vehicles, accommodation, and required services.
- The feasibility of the proposed dates, itinerary, and operating schedule.
- Whether the new departure will take place within 12 months of the original Departure Date.
- Any price difference, supplier charges, or additional costs, which must be agreed before the transfer is confirmed.
Until the Company confirms the new arrangement in writing, the original booking and its cancellation conditions remain in effect. Approval of a date transfer does not make the Deposit refundable.
5.4. Payment Deadlines
Payment notices are normally payable within seven days of issue, but this period does not extend the 120-day final payment deadline unless the Company expressly agrees in writing. Applicable bank and transfer charges are borne by the participant unless included in the confirmed price or otherwise required by law.
6. Booking Confirmation and Tour Operation
6.1. An individual booking is confirmed after the Company receives and clears the required payment and issues written confirmation.
6.2. Confirmation of an individual booking is distinct from confirmation that a Scheduled Tour has reached its minimum operating requirements.
6.3. Scheduled Tours may require a minimum number of participants. The Company will ordinarily confirm whether a Scheduled Tour will operate no later than 90 days before departure, unless an earlier date is provided for that Tour.
6.4. Once a Tour is confirmed to operate, reasonable itinerary adjustments may still be made in accordance with Section 14.
6.5. The price presented at checkout includes applicable mandatory taxes and charges. Any optional supplements or additional services must be disclosed separately before acceptance.
7. Failure to Pay
7.1. Participants must meet the applicable payment deadlines.
7.2. If an installment is overdue, the Company may issue a payment reminder and specify a reasonable period in which to remedy the missed payment.
7.3. If the payment remains outstanding after that period, the Company may cancel the booking and release the reserved place, subject to the accepted cancellation policy and applicable law.
7.4. Where permitted by law, a booking terminated because of the participant's failure to pay will be handled under the participant cancellation provisions in Sections 16 and 18.
8. Payment Disputes and Chargebacks
Participants are encouraged to contact the Company first regarding payment issues, refund requests, or service concerns so that the matter can be reviewed promptly.
The Company may provide booking confirmations, accepted policies, payment records, communications, and evidence of services to payment processors, financial institutions, and competent authorities when responding to a dispute or chargeback.
The Company reserves the right to pursue lawful remedies for fraudulent or knowingly false claims. Nothing in this section limits lawful consumer complaints, bank dispute rights, or other statutory remedies.
9. Travel Documents and Entry Requirements
9.1. Participants are responsible for obtaining and maintaining valid passports, visas, permits, and any other documentation needed to join and complete the Tour.
9.2. Participants must meet applicable immigration, customs, and health entry requirements.
9.3. If a participant cannot join because of missing or invalid documents attributable to the participant, the accepted participant cancellation policy applies, subject to applicable law.
9.4. The Company may provide general travel guidance but cannot guarantee visa issuance or admission by immigration authorities.
10. Participant Responsibilities
Participants must follow reasonable instructions from the photography guide and operational team, respect local communities and cultural practices, and comply with applicable laws.
- Safeguard personal possessions, valuables, and photography equipment.
- Respect private property, restricted areas, and rules concerning people photographed.
- Use drones only where lawful and with the necessary permits and authorizations.
- Avoid behavior that creates unreasonable risks for the group, staff, or the public.
- Accept responsibility for damage caused by intentional, unlawful, or negligent conduct, to the extent established by applicable law.
The Company may take proportionate safety measures, including restricting activities or ending a participant's participation in serious cases. Any resulting financial consequences will be determined under the agreement and applicable law.
11. Health, Fitness, and Medical Conditions
11.1. Tours may involve early starts, road journeys, uneven terrain, boats, remote locations, and areas with limited access to medical assistance.
11.2. Participants should assess their ability to take part and notify the Company in advance of reasonable assistance needed for safe participation.
11.3. Personal medical treatment and related expenses remain the participant's responsibility except where the Company is legally responsible.
11.4. Where a condition or behavior creates a serious and immediate safety concern, the Company may make proportionate changes to participation arrangements.
11.5. Medical or other sensitive personal information will be handled in accordance with applicable data protection requirements.
12. Travel Insurance
The Company will arrange insurance coverage required of a licensed tour operator under applicable Vietnamese law. Any coverage is subject to the applicable policy terms and limits.
Participants are strongly encouraged to obtain additional travel insurance appropriate to their needs, including trip cancellation and interruption, medical treatment and emergency evacuation, travel delays, baggage loss or damage, and photography equipment protection. Cancel-for-any-reason coverage may be considered where available.
13. Assumption of Risk
Photography travel involves ordinary risks associated with vehicles, boats, changing weather, outdoor environments, uneven surfaces, and remote locations. Participants acknowledge these risks and agree to exercise reasonable care and follow safety instructions.
The Company cannot guarantee the elimination of all risks. Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited.
14. Itinerary Changes, Schedule Adjustments, and Delays
14.1. The Company may reasonably adjust photography session times, the order of activities, locations, routes, and daily schedules because of light, weather, access, safety, or operational requirements.
14.2. If a planned activity becomes unavailable, the Company will make reasonable efforts to offer an appropriate alternative consistent with the Tour's photographic objectives.
14.3. Weather, mist, wildlife, local activity, seasonal conditions, and photographic results are inherently unpredictable and are not guaranteed.
14.4. Material changes to the confirmed departure date, Tour duration, or essential services will be communicated as soon as reasonably practicable and handled under the booking agreement and applicable law.
14.5. Reasonable daily itinerary adjustments do not automatically constitute Tour cancellation. Remedies for material failures to provide agreed services remain subject to applicable law.
14.6. A Tour cancelled by the Company is governed by Section 17.
15. Force Majeure
15.1. Neither party will be responsible for non-performance to the extent excused by a legally qualifying Force Majeure event.
15.2. Examples may include severe natural disasters, government restrictions, armed conflict, or other events that satisfy the applicable legal test. An inconvenience or ordinary foreseeable disruption does not automatically constitute Force Majeure.
15.3. The Company will make reasonable efforts to minimize disruption, inform affected participants, and seek practical alternatives where feasible.
15.4. Refunds, unused services, supplier recoveries, additional expenses, and other consequences will be handled in accordance with applicable law and the circumstances of the event. Mandatory legal rights remain unaffected.
16. Cancellations by Participants
All participant-initiated cancellations must be submitted in writing to contact@vietnamphototours.com. The effective cancellation date is the date on which the Company receives the notice, determined using Vietnam time (GMT+7).
16.1. Scheduled Tours
Refunds for participant-initiated cancellations are available only if all mandatory eligibility conditions in Section 18.1 are satisfied. If eligible, the applicable refund percentage is determined by the date the Company received the cancellation:
- 90 days or more before departure: 100% of payments received, less a USD 300 administration fee and applicable transaction charges.
- 60 to 89 days before departure: 50% of payments received.
- Less than 60 days before departure: No refund.
The date of cancellation determines the percentage only and does not create an independent right to a refund. If a booking-specific cancellation schedule was disclosed and accepted at booking, its time periods and percentages take precedence over this general schedule; the conditions in Section 18.1 continue to apply unless otherwise expressly agreed or required by law.
16.2. Private and Custom Tours
The Deposit is non-refundable in the event of participant-initiated cancellation, subject to applicable law. Additional Payments are refundable only if a qualifying Replacement Private Booking has been secured under Section 18.2. Where that mandatory condition is met:
- 90 days or more before departure: 100% refund of Additional Payments, excluding the Deposit.
- 60 to 89 days before departure: 50% refund of Additional Payments, excluding the Deposit.
- Less than 60 days before departure: No refund.
If no qualifying Replacement Private Booking is secured, no refund is due under this participant cancellation policy, regardless of how early the cancellation was submitted. The cancellation date, not the date a replacement is confirmed, determines the applicable percentage. No additional administration fee applies to Private Tour cancellations.
Requests to change Private Tour departure dates are governed separately by Section 5.3 and do not automatically create refund or transfer rights.
16.3. Early Departure and Unused Services
Once a Tour has begun, voluntarily missed activities or early departure do not create an automatic right to refund unused services. This does not remove remedies required by law for services the Company was responsible for providing but failed to deliver.
17. Cancellation by the Company
17.1. The Company may cancel a Tour before departure if minimum participation requirements are not met or if safety, operational, or other legally recognized circumstances prevent the Tour from proceeding.
17.2. Scheduled Tours are ordinarily reviewed for operational confirmation no later than 90 days before departure, unless the booking specifies an earlier date.
17.3. If the Company cancels a Tour before departure, participants will be offered either a full refund of the Tour payments received by the Company or, with their agreement, a transfer to another available Tour.
17.4. The Company is not responsible for independently purchased flights, visas, insurance, equipment, or other external arrangements except to the extent required by law.
17.5. Participants are advised to avoid purchasing non-refundable external arrangements until the departure has been officially confirmed to operate.
17.6. The replacement-based conditions in Section 18 do not apply when the Company itself cancels the Tour. Force Majeure consequences remain subject to Section 15 and applicable law.
18. Refund Eligibility and Processing
18.1. Scheduled Tour Refund Conditions
For participant-initiated Scheduled Tour cancellations, refunds under Section 16.1 are guaranteed only if both of the following conditions are satisfied:
- Fully Booked Tour: All available participant places on the Scheduled Tour are confirmed and paid for.
- Confirmed Replacement: The Company has accepted a suitable Replacement Participant specifically for the cancelled place, and that replacement has completed full payment.
Both conditions are mandatory. If either condition is not met, no refund is due under the participant cancellation policy, regardless of when the cancellation notice was submitted.
A waiting-list enquiry, expression of interest, unpaid booking, or sale of a previously unsold place does not automatically qualify as a replacement of the cancelled booking. If both conditions are satisfied, the amount is calculated according to the accepted cancellation schedule.
18.2. Private Tour Replacement Conditions
For participant-initiated Private Tour cancellations, refunds of Additional Payments under Section 16.2 are available only if the Company successfully secures a qualifying Replacement Private Booking.
A qualifying Replacement Private Booking must:
- Be accepted, confirmed, and paid in full.
- Be commercially and operationally comparable to the cancelled Private Tour in departure dates, duration, required resources, and overall booking value.
- Replace the cancelled booking without causing additional unrecovered costs or financial loss to the Company.
A tentative reservation, general enquiry, unpaid booking, or unrelated new booking does not qualify. The Company is not required to accept commercially or operationally unsuitable replacement arrangements. Without a qualifying Replacement Private Booking, no refund of Additional Payments is due under the participant cancellation policy, including cancellations received 90 days or more before departure or between 60 and 89 days before departure.
If a replacement qualifies, the cancellation date determines whether 100% or 50% of Additional Payments is refundable. The original Deposit remains non-refundable for participant-initiated cancellations, subject to applicable law.
18.3. Replacement Assessment
The Company does not guarantee that a replacement will be found. It will assess potential replacements in good faith and will not arbitrarily reject a suitable, fully paid replacement solely to avoid an otherwise payable refund.
18.4. Refund Processing
Approved refunds will ordinarily be processed within 14 business days after eligibility and the amount are confirmed. Refunds will normally be returned through the original payment method where available. Bank fees, processing charges, and currency conversion differences may be deducted only as permitted by applicable law and the accepted booking conditions.
18.5. Exceptions Required by Law
These replacement requirements apply to participant-initiated cancellations only. They do not restrict refunds arising from cancellation by the Company under Section 17 or mandatory statutory rights.
19. Cookies and Website Technologies
The website may use cookies and similar technologies for essential functions, security, performance measurement, and user experience. Where consent is legally required for optional cookies or tracking, appropriate choices will be provided. Further details are available in the Company's Privacy Policy.
20. Photography, Images, and Intellectual Property
20.1. Photographs, videos, logos, trademarks, and promotional content are owned by their respective rights holders or used with authorization.
20.2. Participants retain the rights they lawfully hold in photographs they create during a Tour, subject to any separately agreed terms and applicable law.
20.3. Participation does not automatically grant the Company permission to use a participant's photographs for advertising or commercial promotion.
20.4. Participants must observe photography restrictions, drone regulations, private-property rules, and the rights of people appearing in photographs.
20.5. Arranged photography sessions, models, private locations, and cultural activities may be subject to additional local permissions and conditions.
21. Website Content and Copyright
Original text, images, graphics, layouts, software, and other protected materials on the website belong to the Company or their respective licensors. Unauthorized copying, distribution, modification, or commercial reuse is prohibited except as permitted by law or the rights holder.
Joining a Tour does not grant a license to use the Company's educational materials, website assets, brand names, or promotional photographs commercially.
22. Limitation of Liability
22.1. The Company will exercise reasonable care in arranging and delivering the services included in a confirmed Tour.
22.2. The Company does not guarantee particular weather, light, seasonal conditions, wildlife sightings, access to every location, or specific photographic results. Promotional photographs illustrate potential opportunities, not guaranteed outcomes.
22.3. Participants must take reasonable care of their personal belongings and photography equipment. The Company is not responsible for losses caused solely by the participant's own negligence or by unrelated third parties for whom the Company has no legal responsibility.
22.4. The Company is not responsible for failures caused exclusively by qualifying circumstances beyond its control, except where applicable law provides otherwise.
22.5. Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including responsibilities arising from the Company's breach of legal obligations.
22.6. Any compensation claim will be evaluated according to the actual circumstances, evidence, agreed services, and applicable law.
23. Changes to Terms and Order of Precedence
23.1. The Company may revise these Terms periodically. Updated versions apply to bookings made on or after their effective date.
23.2. Each confirmed booking remains governed by the Terms and booking-specific policies accepted at the time of booking.
23.3. Later website changes do not automatically amend an existing booking. Material amendments require agreement between the parties unless otherwise required by law.
23.4. Order of Precedence: If a booking-specific condition expressly disclosed and accepted at the time of booking differs from these general Terms on the same subject, the booking-specific condition prevails to that extent, except where prohibited by applicable law.
23.5. Any later written agreement validly accepted by both parties may amend the original booking, subject to applicable law.
24. Personal Data and Privacy
The Company processes personal information reasonably necessary to arrange bookings, accommodation, transportation, permits, communication, emergency support, and compliance with legal obligations.
Information may be shared with authorized service providers, accommodation operators, transportation providers, insurers, and competent authorities where necessary and legally permitted.
Personal data will be handled under applicable Vietnamese data protection laws, including the Law on Personal Data Protection. Details about processing purposes, retention, data subject rights, international transfers where relevant, and contact procedures are provided in the Company's separate Privacy Policy.
Personal data will not be sold to advertisers. Optional marketing communications are subject to applicable consent and opt-out requirements.
25. Governing Law and Dispute Resolution
These Terms and related bookings are governed by the laws of the Socialist Republic of Vietnam.
The parties will first seek to resolve disputes through direct communication and good-faith negotiation. If the matter remains unresolved, either party may seek relief before a court or other authority with jurisdiction under applicable Vietnamese law.
Nothing in these Terms restricts mandatory consumer rights or lawful complaints and dispute resolution procedures.
26. Acceptance of Terms
By completing the booking process, accepting the applicable policies, and submitting payment, the participant confirms that they have had the opportunity to review and accept:
- The Tour description, price, inclusions, exclusions, and payment schedule.
- The booking-specific Cancellation & Refund Policy.
- The version of these Terms & Conditions presented at the time of booking.
- Applicable safety and participation requirements.
The Company may retain electronic evidence of acceptance, including the booking reference, policy version, acceptance date and time, and payment records, in accordance with applicable law. The accepted booking conditions will be made available through the booking confirmation, Booking Portal, or another appropriate durable record.
27. Contact Information
Vietnam Photo Tours LLC
Business registration number: 0111276814
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