Terms & Conditions

1. Definitions and Contract Formation

1.1 “Company” means Be In Japan Ltd (“we”, “us”, “our”).
1.2 “Client” means the person or persons purchasing itinerary planning services (“you”, “your”).
1.3 “Service” means the research, consultation, recommendations, and preparation of a personalised travel itinerary (“Itinerary”) as described in the booking confirmation.
1.4 “Service Confirmation” means the written communication confirming acceptance of your instructions and will commence the Service.
1.5 A binding contract is formed when we issue a Service Confirmation following receipt of the initial deposit. Please check your confirmation carefully and report any incorrect or incomplete information to us immediately.
1.6 By signing the consent document, you confirm that:
a) You have read, understood, and agree to these Terms & Conditions;
b) You accept the payment and cancellation terms listed in these terms;
c) You confirm that all travellers are medically fit to participate;
d) You consent to Be In Japan Ltd processing your data in accordance with our Privacy Policy and Cookie Policy;
e) You are the Lead Traveller and confirm you have authority to engage Be In Japan Ltd for itinerary planning services on behalf of all named participants, accepting responsibility for all payments, communications, and obligations under this agreement..

2. Scope of Service

2.1 Be In Japan Ltd provides itinerary planning and consultation services only. We do not provide, arrange, make, confirm, or pay for any travel arrangements, flights, accommodation, or activities on your behalf.
2.2 You are responsible for making and paying for all reservations directly with third-party providers and for checking the accuracy of all information (including opening hours, transport schedules, and pricing).
2.3 All contracts for travel and other services will exist between you and the supplier of the service in question and their terms and conditions of booking will apply between you and each supplier respectively.
2.4 Information provided in your itinerary, such as prices, train times, entrance fees, and supplier details, is accurate to the best of our knowledge at the time of preparation but is subject to change. You must check up to date price and other information directly with the supplier at the time you book.
2.5 The Service does not constitute a “package” or “linked travel arrangement” under the Package Travel and Linked Travel Arrangements Regulations 2018 or the ATOL Regulations 2012 or 2018 as amended.

3. Payment Terms

3.1 A non-refundable 50% deposit is payable upon acceptance of the proposal. The remaining 50% is payable upon delivery of the draft itinerary and before final documents are released.
3.2 Additional fees for major revisions under clause 5 will be quoted and agreed in writing before any further work is undertaken.
3.3 All payments must be made in British Pounds (GBP) unless otherwise agreed in writing.
3.4 If payment is not received by the due date, we reserve the right to suspend or terminate the Service.

4. Cancellation and Refunds

4.1 Cancellations of the Service must be notified to us in writing to info@beinjapan.com and will take effect on the date received by the Company.
4.2 Once the Client has received a Service Confirmation and paid the initial 50% deposit, the deposit is non-refundable, as the Service involves personalised research and planning which begins immediately.
4.3 Once the draft itinerary has been delivered, the full fee becomes payable and no refunds will be given.
4.4 Where significant work has been undertaken prior to cancellation, additional time costs may be deducted from any refund.
4.5 No refund will be given for dissatisfaction with third-party arrangements or changes beyond our control.
4.6 Cancellations of travel services must be notified to the supplier concerned directly in accordance with your contract with them.

5. Amendments by the Client

5.1 Reasonable amendments may be requested during the planning process and will be accommodated where possible.
5.2 Major revisions or redesigns may incur additional fees, which will be advised in advance.
5.3 Once the final is delivered, any subsequent changes constitute a new planning engagement.

6. Amendments or Termination by Be In Japan

6.1 We reserve the right to withdraw or modify the Service if unforeseen circumstances prevent delivery, including but not limited to war, threat of war, civil strife, terrorist activity and its consequences or the threat of such activity, riot, pandemic, technical issues, the act of any government or other national or local authority including port or river authorities, industrial dispute, lock closure, natural or nuclear disaster, fire, chemical or biological disaster and adverse weather, sea, ice and river conditions and all similar events outside our control.
6.2 In such cases, liability is limited to a pro rata refund of fees paid for undelivered Services

7. Client Responsibilities

7.1 You are responsible for ensuring all travel documentation (passport, visa, insurance, vaccinations) is valid and appropriate for your trip.
7.2 You must independently confirm all bookings, schedules, and local requirements directly with your supplier before travel.
7.3 You agree not to rely solely on the itinerary for safety, timing, or logistical decisions and to verify all details with suppliers directly at the time of use.
7.4 You are responsible for your own health, safety, and conduct throughout your travels.

8. Intellectual Property and Use of Itinerary

8.1 All itineraries, designs, and related content created by Be In Japan Ltd remain the intellectual property of the Company.
8.2 Upon full payment, you are granted a single, personal, non-exclusive, non-transferable licence to use the itinerary for your own private travel .
8.3 You may not reproduce, distribute, sell, or share the itinerary or any part of it with other individuals, agents, or companies without written consent.
8.4 Breach of this clause may result in legal action and termination of the licence to use the materials.

9. Limitation of Liability

9.1 The Company will perform the Services with reasonable care and skill but does not warrant the accuracy, completeness, or availability of any third-party information or service.
9.2 We are not liable for injury, loss, delay, or damage arising from or connected to your travel arrangements, acts or omissions of third-party providers, or circumstances beyond our reasonable control. We have no liability to you for the actual provision of the travel services, so we will have no liability to you for anything that happens during the travel service in question or any acts or omissions of the supplier, its employees or agents.
9.3 We accept no responsibility for any information about any travel services that we pass on to you in good faith. 9.4 Our total liability for any claim arising in connection with our Services under this contract shall not exceed the total amount paid by the client for the Service.
9.5 We do not exclude or limit any liability for death or personal injury that arises as a result of our negligence or that of any of our employees whilst acting in the course of their employment.

10. Force Majeure

10.1 The Company shall not be liable for failure or delay in performing its obligations due to circumstances beyond its control, including but not limited to natural disasters, pandemics, strikes, or government restrictions.
10.2 If delivery of the Service becomes impossible due to such events, we will use reasonable efforts to refund any portion of fees for undelivered work.

11. Data Protection and Confidentiality.

11.1 We collect and process personal information in accordance with the UK General Data Protection Regulation (GDPR).
11.2 Your data will only be used for the purpose of delivering your itinerary and will not be shared except as necessary to fulfil this purpose.
11.3 Both parties agree to maintain confidentiality over any non-public information shared during the planning process.
11.4 With the Client’s prior consent, we may use anonymised feedback, testimonials, or non-identifying excerpts from itineraries for marketing and promotional purposes (including website and social media). No personally identifiable information will be shared without explicit written permission.

12. Governing Law and Jurisdiction

12.1 This contract and any dispute arising from it shall be governed by and construed in accordance with the laws of England and Wales.
12.2 Both parties submit to the exclusive jurisdiction of the courts of England and Wales.
12.3 You may however, choose the law and jurisdiction of Scotland or Northern Ireland if you live there and wish to do so.