Terms & Conditions

WABI-SABI TRAVELS B.V.
Herengracht 449 A
1017 BR Amsterdam
The Netherlands
KvK: 98196588

Introduction

At WABI-SABI TRAVELS B.V., we believe in clarity, trust, and thoughtful travel design.
These Terms & Conditions ensure that both you and we understand how the journey is arranged, how payments and responsibilities are handled, and what happens when unexpected circumstances arise.

They exist not to restrict your experience, but to create a foundation of transparency and mutual understanding — so we can focus on what matters: crafting an exceptional journey.

Article 1. Definitions

In these general terms and conditions, the following definitions apply:

WABI-SABI TRAVELS B.V.:
WABI-SABI TRAVELS B.V., legally registered in Amsterdam, with its statutory seat and registered office at Herengracht 449 A, 1017 BR Amsterdam, The Netherlands, and registered with the Dutch Chamber of Commerce under number 98196588, acting as the tour operator.
Travel Agreement: The agreement between the Lead Booker and WABI-SABI TRAVELS B.V. for the organization of a trip, including all associated services.
Trip: The travel arrangement described in the Travel Agreement, and when applicable, amended in accordance with these Terms & Conditions.
Traveller: Any person for whom WABI-SABI TRAVELS B.V. organizes a trip.
Lead Booker: The person or legal entity who enters into the Travel Agreement on behalf of themselves and/or other travellers, and who is responsible for communication and payment.
Business Days: Monday through Friday, excluding official Dutch public holidays.
Group Trip: A trip in which multiple individual parties travel together under one itinerary.
Tailor-Made Trip: A trip designed personally based on the traveller’s wishes.

Article 2. Formation of the Travel Agreement

2.1 The Travel Agreement becomes binding once the Lead Booker confirms the proposal in writing (including email) or signs it digitally.
A deposit invoice will then be issued.

2.2 All offers are prepared with care. In the rare case of a clear mistake (e.g. technical or pricing error), WABI-SABI TRAVELS B.V. may correct or withdraw the offer, always with transparent communication.

2.3 The Lead Booker must provide accurate traveller details, including names as per passport.

2.4 The Lead Booker is the primary contact and responsible for all payments.

Article 3. Payment

3.1 Proposal prices are valid for 14 days.
3.2 A deposit invoice (40%) is payable within 7 days.
3.3 The remaining balance is due no later than 1 month prior to departure.
3.4 If unpaid, the booking may be cancelled per Article 9.
3.5 Bookings within 2 months of travel must be paid in full within 5 business days.
3.6 Late payments may incur statutory interest + collection costs.
3.7 Currency adjustments: If exchange rates fluctuate by more than 10%, we may adjust the travel sum. Any adjustments are communicated in advance.

Article 4. Financial Protection

Client payments are securely protected in the event of insolvency, including reimbursement and repatriation if applicable.

Article 5. Travel Sum

5.1 Prices are based on available information at the time of proposal.
5.2 If transport costs, taxes, or exchange rates change significantly, a price adjustment may apply until 10 days before departure.
5.3 If the Lead Booker rejects the surcharge:

Recoverable amounts will be refunded
Non-refundable costs & planning/service fees remain payable
5.4 If availability changes, equivalent alternatives will be offered.

Article 6. Travel Documents & Requirements

6.1 Travellers are responsible for passports, visas, and health documents.
6.2 Incorrect data resulting in costs are borne by the traveller.
6.3 We strongly recommend travel insurance covering:

Medical costs
Repatriation
(Ideally) cancellation
6.4 Final travel documents are shared at least 10 days before departure, once fully paid.

Article 7. Changes by the Traveller

7.1 We always aim to accommodate reasonable changes at no cost.
If substantial rebooking is required, a service fee may apply — discussed in advance.
7.2 Travellers may be replaced up to 21 days before departure.
Both parties remain jointly liable for costs.

Article 8. Insurance

We strongly recommend:

Travel insurance
Cancellation insurance

This protects against illness, delay, loss, and other unforeseen events.

Article 9. Cancellation by the Traveller

We work with boutique hotels, guides, and partners — many apply strict conditions.
We always aim to minimize cancellation costs, but the following generally applies:

Tailor-Made Trips
• Up to 91 days before departure
→ 15% of the travel sum + non-refundable costs

• 91 to 61 days
→ 20% of the travel sum + non-refundable costs

• 61 to 31 days
→ 50% of the travel sum + non-refundable costs

• 30 days or fewer
→ 100% of the travel sum

Special services (e.g. private villas, ryokans, cruises, internal flights) may be fully non-refundable.

Partial cancellations may require price adjustments for remaining travellers.

A general travel advisory does not automatically entitle free cancellation.

Article 10. Cancellation by WABI-SABI TRAVELS B.V.

If continuation becomes impossible, WABI-SABI TRAVELS B.V. may cancel the trip.

If the cause lies with us:
→ All paid amounts are fully refunded
If cancellation is due to force majeure:
→ Each party bears its own costs

We reserve the right to discontinue service in cases of abusive or unsafe behavior — this has never occurred.

Weather & Natural Events
If typhoons, floods, earthquakes, or other severe conditions significantly disrupt travel:

WABI-SABI TRAVELS B.V. will:

Assist with rebooking hotels, transport, and activities
Offer full refunds of recoverable costs if the trip must be cancelled
Retain only non-refundable supplier costs
Apply no cancellation fee

If we cancel, travellers may:

Receive a full refund (including deposit), or
Rebook using the deposit within 18 months

Article 11. Changes by WABI-SABI TRAVELS B.V.

Japan moves with weather, seasons, and cultural rhythms — sometimes adjustments are needed.

Possible adjustments:

Route changes
Time shifts
Replacement accommodations
Updated transport plans

In all cases, we:

Act with care
Offer the best alternatives
Communicate transparently
Avoid extra cost where possible

If major changes are required for safety, extra costs may apply — always discussed first.

Article 12. Liability & Force Majeure

12.1 We commit to delivering the trip with care and professionalism.
12.2 No compensation applies when:
• The traveller is at fault
• A third party is responsible
• Circumstances were unforeseeable or unavoidable
• Force majeure applies

12.3 Examples of force majeure:
• Natural disasters
• Pandemics
• Major disruptions
• Political unrest
• Strikes

12.4 Maximum liability:
• Up to 1× the travel sum per traveller (injury or death)
• Up to 50% of the travel sum (other damages)

12.5 We are not responsible for loss or theft of luggage or personal items.

Article 13. Assistance

If something unexpected occurs, we will always assist with care and attention.

If additional arrangements are needed, costs may be shared fairly based on responsibility.

Article 14. Complaints

We strive to offer an exceptional experience.
If any issue arises, please inform us or our local partners immediately so we can resolve it.

If not resolved during the trip, you may submit a written complaint within one month of return.
We will review and respond with care and diligence.

Dutch law applies.

Article 15. Amendments

WABI-SABI TRAVELS B.V. may update these Terms & Conditions.
Any changes will be communicated at least one month in advance.

EU Travel Directive

This trip qualifies as a Package Travel Arrangement under Directive (EU) 2015/2302.

As such, you are legally entitled to:

Protection in case of insolvency
Clear cancellation and refund rights
Proper performance of all included services

Closing Note

We look forward to designing and arranging a beautiful journey for you.
Thank you for placing your trust in WABI-SABI TRAVELS B.V.