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Terms & Conditions

Hello Vietnam Travel accepts bookings subject to the client agreeing to the conditions set out within this section:
PLEASE NOTE IT IS YOUR RESPONSIBILITY TO ENSURE THAT:
 
WHEN BOOKING:
• You are aware that cancellations or amended bookings may be subject to additional charges.  
• You read our booking Terms & Conditions.
• You have adequate travel insurance. 
• You check all booking details and any paperwork (email or hard copy) carefully to ensure that all details are correct.
 
BEFORE DEPARTURE:
• You have the necessary entry visas for all the countries you are visiting. 
• Your current passport remains at least 6 months validity from the date you end tour itinerary and return to your country of residence.
• You reconfirm your flights 72 hours prior to departure.
• You have received professional medical advice and any necessary vaccinations.
 
GROUND ARRANGEMENTS:
Hello Vietnam Travel has made it clear on this website and your itinerary paperwork that delays and changes to methods of transport are common throughout the regions we operate in and that they can run below operational standards that would be regarded as normal in much of the developed world. We cannot accept any claim for indirect or consequential loss arising from the failure of transport suppliers to conform either to timetables supplied by us or to their own timetables. We cannot accept any claim for shock, loss, distress, whether mental or financial, arising from deviations from operational standards by 3rd party transport suppliers whose services form part of our itineraries (whether original or amended). Please note that the times of road and rail departures are estimates only. 
Various standards of preparation and certain levels of fitness are required for many of our more adventurous itineraries - it is each individual participant’s responsibility to assess their own suitability and to prepare themselves to a suitable level for any of our itineraries. We are unable to refund any money in respect of services from which you withdraw after arrival. With reasonable notice, alternative versions of most of our activities can be organized for our customers and we will endeavor to assist in all reasonable instances.
 
FLIGHTS:
Routings / Timings / Reconfirmation
Unless otherwise stated, the routing on your air ticket cannot be changed once booked. Please note that the times of air departures are estimates only. These times may be affected by operational difficulties such as weather conditions. Flight times may be subject to change and the latest available times will appear on your final itinerary. Please note that direct flights can have a scheduled stop en route and all flights (indirect and direct) can be operated by another carrier (code-share). Most airlines reserve the right to alter their schedule, destination airport and/or type of aircraft. We will not make alternative travel arrangements if there is a delay at the outbound or inbound points of departure. 
 
DEPOSIT AND PAYMENT:
A booking will be accepted once a deposit is received. All bookings are accepted on a request only basis and are based on the itinerary and booking details sent to by your consultant - it is your responsibility to check these details carefully and advise us of any errors immediately. In certain circumstances there can be a charge for amending any errors (i.e. an incorrectly spelt name on an issued airline ticket). 
Receipt of a completed booking form does not imply availability of any holiday. Whilst your deposit secures your reservation with us, it does not guarantee the availability of any hotels or land/water tour services. Your holiday cost can change due to external influences, out of our control, such as hotel availability, exchange rates, fuel surcharges and airlines changing or cancelling services.
Final costs are only guaranteed once all services have been confirmed and in the case of flights, all airline tickets have been issued.
 
Child discount:
Children under 12 years are generally granted a reduction up to 25% of airfare, provided that they are accompanied by at least two full-paying adults and stays in the same room. An extra bed is fully charged as adult.
 
Payment schedule:
To confirm a booking: A 30% deposit of the total tour cost will be required. The remaining balance should be made at least 15 days prior to your departure date OR is due upon your arrival to our destinations, collected at our offices in  Hanoi or HCM City (Vietnam) or Siem Reap (Cambodia) or Luang Prabang (Laos) or Yangon (Myanmar). Cash is preferred to reduce any processing fees that may affect your cost. The deposit should be made by Credit card or Bank transfer with following details:
PAY BY CREDIT CARD
Kindly make deposit/payment via our secured online payment. We accept Credit Card, Visa Card, Master Card, American Express and JCB card.
Note: When you pay by Credit Card, please add 3% of processing fee.
BANK TRANSFER
Our consultant will advise you at the time of booking.
 
CANCELLATIONS AND REFUNDS:
Should you need to cancel your holiday once it has been confirmed, the party leader must immediately advise us in writing sent to us via fax or email. The following cancellation charges will be applied:
  • More than 21 days prior to departure: The total of deposit paid to us (30% of the Tour value).
  •  7- 21 days  prior to departure: 50% on total value of the trip charged, due to hotel charges for no-shows and organizing fees.
  • Within 1-6 days  prior to departure: 100% on total charged.
  •  No-Show: 100% on total charged.
Note: Insurance premiums and amendment charges are not refundable in the event of cancellation.  
 
Cancellation of domestic or international flights:
If the cancellation occurs after a deposit was paid to the Airlines, a cancellation fees, of 25 – 40 % of the airfare for the domestic flight and USD30 – 50/pax for the international flight, is required (according to the policy of the Airlines).
 
Unused services:
No refunds or exchanges can be made with respect to accommodation, meals, sightseeing tours, transport or any other services, included in the tour price, but not utilized by the tour members. 
 
Cancellation or modification by us:
Every effort will be made to operate all tours as advertised but it must be remembered that our tours are planned in advance and due to factors outside our control it may be necessary to use alternative accommodation and services in some instances. We therefore reserve the right to modify or cancel any tour, accommodation or arrangement at any time. We will notify you as soon as possible of any material changes. In the event of any material modification or cancellation we will, if possible, arrange on your behalf three alternatives:
(a) Services of an equivalent or similar standard, if available;
(b) Services of a lower standard together with a refund of the difference in price; or
(c) Cancellation with a full refund of all money paid.
 
SPECIAL REQUESTS:
You must let us know at the time of making your booking if you have special requests or needs (such as ground floor accommodation, disability access or specific dietary requirements). We will try to meet any request you have, however, we cannot guarantee that we will be able to accommodate every person’s needs and we make no promises and take no responsibility for special requests which we are unable to fulfill. If we reasonably feel we are unable to satisfactorily accommodate your particular needs, we reserve the right to decline the booking or ask for you to be accompanied by a person who is able to provide full assistance to you throughout your tour.
 
HEALTH:
You must ensure that you are aware of any health requirements and recommended precautions relevant to your travel and ensure that you carry all necessary vaccination documentation. In some cases, failure to present required vaccination documentation (e.g. proof of Yellow Fever vaccination) may deny you entry into a country. We recommend that you consult with your local doctor, travel medical service or specialist vaccination clinic before commencing your tour.
 
PRIVACY POLICY:
We are committed to protecting your personal information and agree to handle your personal information. In particular, you agree that in certain circumstances we are permitted to disclose your personal information to overseas recipients. Such recipients may include the overseas travel service providers in which they will provide a service to you or in which their business is based. Where we disclose your personal information to any person (including any overseas recipients), we will use reasonable efforts to ensure the recipient’s compliance with relevant privacy laws; however, you acknowledge that we cannot control the privacy practices of the recipient and therefore will not be liable or accountable for how the recipient handles your personal information. We encourage you to review the privacy policies of any third party service provider whose services we arrange on your behalf. 
 
Personal Data Protection:
We would also like to store and use your personal data for future marketing purposes (for example, sending you our marketing material) unless you have told us that you do not wish us to do so. All personal data you give us (including sensitive personal data) will be kept but we will use only names and contact details for marketing purposes. If you do not wish to receive any marketing material or communications from us, please e-mail: info@hellovietnamtravel.com. We do not sell personal data to any third party.
We occasionally take photos during our tours for use in promotional material. Unless you advise us otherwise, you consent to such use of your photographic/video likeness.
 
VALIDITY:
This information is only valid at the time of publication. It could be adjusted without prior notice. However, if there is any change, we will inform on the website immediately. If you have any question about this issue, please contact us for further explanation.

 

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