Terms & Conditions

These Terms & Conditions (“Terms”) govern bookings and photography travel services provided by Vietnam Photo Tours LLC (“we”, “us”, or the “Company”), operating through TranTuanViet.com. By completing a booking and accepting these Terms, the participant (“you” or “Participant”) agrees to the applicable conditions set out below.

1. Definitions

Tour: Any photography tour, photography workshop, private photography journey, or related travel service provided by the Company.
Scheduled Tour: A photography tour or workshop offered on publicly advertised departure dates, with places available for individual bookings.
Private Tour: A privately arranged or customized photography tour or workshop reserved for an individual or a private group.
Participant: An individual registered to participate in a Tour.
Booking Confirmation: Written confirmation issued by the Company after the required payment has been received and the booking has been accepted.
Deposit: The initial payment required to secure a booking, as specified in the booking details.
Additional Payments: Payments received toward the Tour price, excluding the original Deposit.
Replacement Participant: A new participant accepted by the Company whose confirmed and fully paid booking replaces a cancelled booking.
Departure Date: The scheduled 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 have been prevented or overcome despite appropriate measures, as recognized under applicable law.

2. Official Website and Communications

To ensure authenticity and protect participants from fraudulent communications, the Company identifies the following official contact channels:

2.1. Official Website: https://trantuanviet.com

2.2. Official Email: [email protected]

2.3. Booking confirmations, invoices, payment instructions, and contractual notices will be issued through the Company's official channels or authorized service providers.

2.4. The Company may use authorized booking portals, payment processors, messaging services, and operational partners to deliver its services. Participants should verify any unexpected payment request directly with the Company before making payment.

2.5. The Company is not responsible for losses caused by fraudulent communications or unauthorized third parties, except to the extent such losses arise from circumstances for which the Company is legally responsible.

3. Accommodation and Single Supplement

Tour prices are generally based on double occupancy, with two participants sharing a room, unless otherwise stated in the booking details.

3.1. Participants requesting a private room must pay the applicable Single Supplement specified at the time of booking.

3.2. Where room sharing is offered, the Company will make reasonable efforts to pair solo participants with a suitable roommate. Roommate availability is not guaranteed.

3.3. If a shared-room arrangement cannot be provided, the Company will inform the participant of the applicable accommodation options and any additional charges before confirming the revised arrangement.

3.4. Accommodation standards may vary in remote destinations where equivalent hotel categories are unavailable. The Company will select suitable alternatives consistent with the Tour's overall standard wherever reasonably possible.

4. Tour Reservations and Payments

4.1. Accepted Payment Methods

Credit or debit card through an authorized payment gateway, including OnePay where available.
Bank wire transfer.
Western Union, where accepted.
PayPal, where available.
Other payment methods expressly authorized by the Company.

The Company will provide payment instructions through official channels. Participants are responsible for verifying payment details before transferring funds.

4.2. How to Reserve

To request a reservation, the participant must complete the registration process, provide the required information, accept the applicable booking conditions, and pay the required Deposit or full Tour price.

A booking becomes confirmed only when the Company has accepted the reservation, received the required cleared payment, and issued a Booking Confirmation.

4.3. Booking-Specific Conditions

The Tour description, confirmed price, payment schedule, inclusions, exclusions, and cancellation policy disclosed and accepted at the time of booking form part of the booking agreement.

5. Payment Terms

5.1. Scheduled Tours

A Deposit is required to secure a place on a Scheduled Tour. The amount is specified at the time of booking.
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.
All participant-initiated cancellations and refunds are governed by Sections 16.1 and 18.1, subject to applicable law.

5.2. Private Tours and Custom Tours

A USD 5,000 Deposit is required to confirm a Private Tour, unless a different amount is expressly specified in the booking agreement.
The Deposit is non-refundable in the event of participant-initiated cancellation, subject to applicable law.
Additional installments, where applicable, will follow the payment schedule stated in the private booking agreement.
The full remaining balance must be paid no later than 120 calendar days before the Departure Date.
Bookings confirmed within 120 days of departure require full payment at the time of booking.

5.3. Private Tour Date Transfers

A participant may request to transfer a Private Tour to another departure date only if the written request is received at least 120 calendar days before the original Departure Date.

Any proposed transfer is subject to:

The Company's review and written approval.
Availability of the photographer, guides, transportation, accommodation, and other required services.
The operational feasibility of the proposed itinerary and dates.
The revised departure taking place within 12 months of the original Departure Date.
Payment of applicable price differences, supplier charges, and additional costs agreed upon before the transfer is confirmed.

A transfer request does not guarantee approval. The original booking remains subject to its existing conditions until a revised arrangement has been confirmed in writing by the Company.

An approved transfer does not convert the Deposit into a refundable payment. Any unused balance or payment difference will be handled according to the agreed revised booking conditions and applicable law.

5.4. Payment Deadlines

Payments must be completed by the deadlines specified in the booking agreement or payment notice. Where a payment notice allows seven days for settlement, that period does not extend the final payment deadline of 120 days before departure unless the Company expressly agrees in writing.

Bank charges, intermediary fees, and currency conversion costs are the participant's responsibility unless otherwise stated in the confirmed price or required by applicable law.

6. Booking Confirmation and Tour Operation

6.1. A participant's booking is confirmed once the required payment has cleared and the Company has issued written confirmation.

6.2. A confirmed individual booking does not necessarily mean that a Scheduled Tour has reached the minimum number of participants required to operate.

6.3. Scheduled Tours may be subject to minimum participation requirements. The Company will ordinarily confirm whether the departure will operate no later than 120 days before the Departure Date, unless otherwise stated.

6.4. Once the Company has officially confirmed that a Tour will operate, it may still make reasonable operational adjustments in accordance with Section 14.

6.5. The confirmed booking price includes the taxes and mandatory charges identified at checkout. Any optional services, Single Supplements, or additional costs must be disclosed separately before acceptance.

7. Failure to Pay

7.1. Participants must pay all installments by the applicable deadlines.

7.2. If payment is overdue, the Company may issue a reminder and provide an opportunity to settle the outstanding amount within the period stated in the notice.

7.3. If payment remains outstanding after that period, the Company may cancel the booking and release the reserved place, subject to the agreed cancellation conditions and applicable law.

7.4. Cancellation resulting from a participant's failure to complete the required payment will be treated as a participant-initiated cancellation for the purpose of determining applicable cancellation charges, to the extent permitted by law.

8. Payment Disputes and Chargebacks

Participants are encouraged to contact the Company directly regarding any payment dispute, refund enquiry, or service concern so that the matter can be reviewed and resolved promptly.

The Company reserves the right to provide booking records, payment confirmations, accepted Terms, communications, and evidence of services to banks, payment processors, or competent authorities when responding to a chargeback or payment dispute.

Fraudulent or knowingly false payment claims may be addressed through appropriate legal remedies.

Nothing in this section limits a participant's lawful rights to contact their payment provider, file a complaint, or seek legal remedies.

9. Travel Documents and Entry Requirements

9.1. Participants are responsible for obtaining and maintaining valid passports, visas, entry permits, and other travel documents required for their participation.

9.2. Participants are responsible for satisfying applicable immigration, customs, and health entry requirements.

9.3. If a participant cannot join or continue the Tour because of missing, invalid, or insufficient travel documentation attributable to the participant, the applicable participant cancellation policy will apply.

9.4. The Company may provide general travel information but does not guarantee the issuance of visas or admission into any country.

10. Participant Responsibilities

Participants are expected to behave respectfully, follow reasonable instructions from the photography instructor and authorized guides, and comply with applicable laws and local regulations.

Participants must take reasonable care of their personal belongings and photography equipment.
Participants must respect local communities, cultural practices, private property, and photography restrictions.
Drone operation must comply with applicable aviation regulations, permit requirements, and local restrictions.
Participants must not engage in behavior that endangers themselves, other participants, staff, or members of the public.
Participants are responsible for damage they cause through unlawful, intentional, or negligent conduct, to the extent established under applicable law.

The Company may take reasonable measures to address serious misconduct, including restricting participation in activities or removing a participant where necessary for safety. Any financial consequences will be determined in accordance with the circumstances, the agreed Terms, and applicable law.

11. Health, Fitness, and Medical Conditions

11.1. Photography Tours may involve early departures, extended travel, walking on uneven ground, rural environments, boats, and locations with limited medical facilities.

11.2. Participants should assess whether the activities are suitable for their individual circumstances and inform the Company in advance of reasonable accommodations or assistance needed for safe participation.

11.3. Participants remain responsible for their personal medical treatment and related expenses except where responsibility is otherwise imposed on the Company by applicable law.

11.4. Where a participant's condition or behavior creates a significant and immediate safety risk, the Company may adjust participation arrangements or take other proportionate safety measures.

11.5. Personal medical information disclosed to the Company will be handled in accordance with applicable data protection requirements.

12. Travel Insurance

The Company will arrange any insurance coverage required of a licensed tour operator under applicable Vietnamese law.

Participants are strongly encouraged to obtain additional comprehensive travel insurance appropriate to their individual needs, including:

Trip cancellation and interruption.
Medical treatment and emergency evacuation.
Travel delays and missed connections.
Baggage loss, theft, and damage.
Photography equipment loss or damage.
Optional cancel-for-any-reason coverage, where available.

Any insurance provided or arranged by the Company is subject to the terms, exclusions, and coverage limits of the relevant policy. Participants are responsible for obtaining any additional coverage they require.

13. Assumption of Risk

Photography travel may involve inherent risks associated with transportation, uneven terrain, boats, changing weather, remote locations, and outdoor activities.

Participants acknowledge these ordinary risks and agree to exercise reasonable care, follow safety instructions, and use appropriate personal equipment.

The Company does not guarantee the elimination of all risks inherent in travel or outdoor photography activities.

Nothing in this section excludes or limits liability that cannot lawfully be excluded or limited, including liability arising from the Company's breach of applicable legal obligations.

14. Itinerary Changes, Schedule Adjustments, and Delays

14.1. The Company may reasonably adjust photography session times, locations, routes, the order of activities, and daily schedules in response to lighting conditions, weather, local access, safety considerations, or operational requirements.

14.2. Where a planned photography location or activity becomes unavailable, the Company will make reasonable efforts to arrange an appropriate alternative consistent with the overall photographic objectives of the Tour.

14.3. Photographic opportunities are dependent on natural and local conditions. Specific weather, lighting, seasonal appearance, wildlife sightings, and photographic results cannot be guaranteed.

14.4. Material changes to the confirmed Departure Date, Tour duration, or essential services will be communicated to participants as soon as reasonably practicable and handled in accordance with the booking agreement and applicable law.

14.5. Reasonable changes to the daily itinerary do not automatically constitute cancellation of the Tour. Any refund, price adjustment, or other remedy arising from a material failure to provide agreed services will be determined under applicable law and the relevant contractual provisions.

14.6. If the Company cancels the Tour entirely, Section 17 applies.

15. Force Majeure

15.1. The Company will not be responsible for a failure or delay to the extent directly caused by a qualifying Force Majeure event under applicable law.

15.2. Such events may include severe natural disasters, government restrictions, armed conflict, serious public emergencies, or other circumstances satisfying the legal requirements for Force Majeure.

15.3. The Company will make reasonable efforts to minimize disruption, communicate material changes, and seek practical alternatives where feasible.

15.4. Additional expenses, unused services, supplier refunds, and any resulting payment obligations will be handled according to applicable law, supplier arrangements, and the circumstances of the event.

15.5. A Force Majeure event does not automatically eliminate refund obligations or other rights that cannot lawfully be excluded.

16. Cancellations by Participants

All participant-initiated cancellations must be submitted in writing to [email protected].

The effective cancellation date is the date on which the Company receives the written notice, determined using Vietnam time (GMT+7).

16.1. Scheduled Tours

Refunds for participant-initiated cancellations of Scheduled Tours are subject to the mandatory eligibility conditions set out in Section 18.1.

Only when all applicable refund conditions are satisfied will the cancellation schedule below apply:

90 days or more before departure: 100% refund of payments received, less a USD 300 administration fee and applicable transaction charges.
60 to 89 days before departure: 50% refund of payments received.
Less than 60 days before departure: No refund.

The cancellation date determines the applicable refund percentage but does not independently establish eligibility for a refund.

Where a booking-specific cancellation schedule was presented and accepted at the time of booking, that schedule shall take precedence over the general time-based schedule above. The mandatory eligibility conditions in Section 18.1 continue to apply unless the Company has expressly agreed otherwise in writing or applicable law requires a different outcome.

16.2. Private Tours and Custom Tours

The Deposit is non-refundable in the event of participant-initiated cancellation, regardless of the cancellation date, subject to applicable law.

Refunds of Additional Payments, excluding the Deposit, are available only if a qualifying replacement booking is successfully secured in accordance with Section 18.2.

Only when this mandatory replacement condition is satisfied will the following cancellation schedule apply:

90 days or more before departure: 100% refund of Additional Payments.
60 to 89 days before departure: 50% refund of Additional Payments.
Less than 60 days before departure: No refund.

If no qualifying replacement booking is secured, no refund is due under this cancellation policy, regardless of how early the cancellation notice was submitted.

The applicable refund percentage is determined by the date the Company receives the written cancellation notice, not the date on which a replacement booking is confirmed.

No additional administration fee applies to Private Tour cancellations. The Deposit remains non-refundable, subject to applicable law.

16.3. Early Departure and Unused Services

Once a Tour has commenced, participants who voluntarily leave early or choose not to participate in scheduled activities are not entitled to an automatic refund for unused accommodation, meals, transportation, activities, or other included services.

This provision does not exclude remedies required by law where services are not provided due to circumstances for which the Company is responsible.

17. Cancellation by the Company

17.1. The Company may cancel a Tour before departure where the minimum participation requirement is not met, safe operation is not reasonably possible, or other circumstances justify cancellation in accordance with applicable law.

17.2. Scheduled Tours will ordinarily be assessed for operational confirmation no later than 120 days before departure, unless otherwise specified in the booking details.

17.3. If the Company cancels a Tour before departure, participants will be offered either:

A full refund of all Tour payments received by the Company; or
A transfer to another available Tour, subject to the participant's agreement.

17.4. The Company will not be responsible for independently purchased flights, visas, insurance, equipment, or other third-party arrangements except where responsibility is imposed by applicable law.

17.5. Participants are advised to avoid making non-refundable external travel arrangements until the Company has officially confirmed the Tour's operation.

17.6. The refund eligibility requirements applicable to participant-initiated cancellations under Section 18 do not apply when the Company itself cancels a Tour under this section.

17.7. Cancellations arising from Force Majeure remain subject to Section 15 and applicable law.

18. Refund Eligibility and Processing

18.1. Scheduled Tour Refund Conditions

For participant-initiated cancellations of Scheduled Tours, refunds are guaranteed under the agreed cancellation schedule only if both of the following conditions are satisfied:

Full Booking: All available participant places on the Scheduled Tour are fully booked, confirmed, and paid for.
Confirmed Replacement: The Company has successfully secured a suitable Replacement Participant for the cancelled place, whose replacement booking has been confirmed and paid in full.

Both conditions must be satisfied. If either condition is not met, no refund is due under the participant cancellation policy, regardless of how early the cancellation request was submitted.

A waiting-list enquiry, expression of interest, incomplete payment, or unconfirmed reservation does not constitute a confirmed replacement.

A new booking for an otherwise unsold place does not automatically constitute a replacement for a cancelled participant.

Once both conditions have been satisfied, the refund amount will be calculated according to the cancellation schedule accepted by the participant at the time of booking.

18.2. Private Tour Replacement Conditions

For participant-initiated cancellations of Private Tours, refunds of Additional Payments are available only if the Company successfully secures a qualifying replacement booking for the cancelled Private Tour.

A qualifying replacement booking must meet all of the following conditions:

It is confirmed and paid in full.
It is commercially and operationally comparable to the cancelled Private Tour in terms of departure dates, duration, required resources, and overall booking value.
It replaces the cancelled booking without causing additional unrecovered costs or financial loss to the Company.

A general enquiry, tentative reservation, unpaid booking, or unrelated new booking does not constitute a qualifying replacement.

The Company does not guarantee that a suitable replacement booking will be found and is not required to accept a commercially or operationally unsuitable booking.

If no qualifying replacement booking is secured, no refund of Additional Payments is due, regardless of the cancellation date.

Where a qualifying replacement is secured, the applicable refund percentage is determined according to Section 16.2.

The Deposit remains non-refundable in the event of participant-initiated cancellation, even when a qualifying replacement booking is secured, subject to applicable law.

18.3. Replacement Arrangements

The Company does not guarantee that a replacement participant or replacement private booking will be found. Any replacement arrangement must be confirmed and paid according to the applicable booking requirements.

The Company will act in good faith when assessing potential replacement bookings 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 the applicable refund conditions have been satisfied and the amount has been determined.

Refunds will normally be issued through the original payment method where available. Bank charges, payment processing fees, and currency conversion differences may be deducted only to the extent permitted by applicable law and the accepted booking conditions.

18.5. Statutory Rights and Company Cancellation

Sections 16 and 18 govern participant-initiated cancellations and do not restrict refunds arising from cancellation by the Company under Section 17 or any mandatory rights provided by applicable law.

19. Cookies and Website Technologies

Our website may use cookies and similar technologies for essential functionality, security, performance measurement, and user experience improvements.

Where consent is legally required for optional cookies or tracking technologies, appropriate consent choices will be provided.

Further information about website data processing will be provided in the Company's Privacy Policy.

20. Photography, Images, and Intellectual Property

20.1. Photographs, videos, written materials, trademarks, logos, and other content published on the Company's website are owned by their respective rights holders or used under appropriate authorization.

20.2. Participants retain the intellectual property rights they lawfully hold in photographs they create during a Tour, subject to applicable law and any separately agreed arrangements.

20.3. Participation in a Tour does not automatically grant the Company permission to use a participant's photographs for advertising, publication, or commercial promotion.

20.4. Participants must respect applicable restrictions concerning commercial photography, drone operation, private property, protected locations, and the rights of individuals appearing in photographs.

20.5. Photography sessions involving models, arranged subjects, or private locations may be subject to specific permissions or conditions communicated by the Company.

21. Website Content and Copyright

All original website content, including text, images, layouts, software, logos, and other creative materials, is protected by applicable intellectual property laws.

Visitors and participants may not reproduce, distribute, modify, or commercially exploit protected content without permission from the relevant rights holder, except where permitted by law.

Participation in a Tour does not grant ownership or commercial licensing rights in the Company's promotional materials, brand assets, educational materials, or other protected content.

22. Limitation of Liability

22.1. The Company will exercise reasonable care in arranging and delivering the services included in the confirmed Tour.

22.2. The Company does not guarantee specific photographic results, weather conditions, natural phenomena, seasonal appearances, wildlife encounters, or access to every individual photography location.

22.3. Participants are responsible for taking reasonable care of their personal belongings, valuable items, and photography equipment. The Company is not responsible for losses caused solely by a participant's own negligence or actions of unrelated third parties for which the Company has no legal responsibility.

22.4. The Company is not responsible for failures or disruptions caused exclusively by circumstances beyond its reasonable control, except where applicable law provides otherwise.

22.5. Nothing in these Terms excludes or limits liability for personal injury, loss, damage, contractual breach, or other matters to the extent such liability cannot lawfully be excluded or limited.

22.6. Any claim will be assessed according to the actual circumstances, the agreed services, evidence of loss, applicable contractual provisions, and governing law.

23. Changes to Terms and Order of Precedence

23.1. The Company may update these Terms periodically. Updated versions will apply to bookings made on or after their effective date.

23.2. Each confirmed booking is governed by the version of the Terms and booking-specific conditions accepted by the participant at the time of booking.

23.3. Subsequent website updates do not automatically amend an existing confirmed booking. Material amendments require agreement between the parties unless otherwise required by applicable law.

23.4. Order of Precedence: Where a booking-specific condition expressly disclosed and accepted at the time of booking differs from these general Terms concerning the same subject, the booking-specific condition shall prevail to the extent of that difference, except where prohibited by applicable law.

23.5. A later written agreement signed or otherwise 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 manage bookings, arrange travel services, communicate with participants, fulfill legal obligations, and provide operational support.

Such information may include names, contact details, passport information, travel arrangements, accommodation requirements, and other information voluntarily provided by participants for Tour organization.

Personal information may be shared with authorized service providers, accommodation providers, transportation operators, insurers, relevant authorities, and other parties where reasonably necessary and legally permitted.

The Company will implement appropriate safeguards and process personal data in accordance with applicable Vietnamese data protection laws, including the Law on Personal Data Protection.

Additional information concerning processing purposes, lawful bases, retention, data subject rights, international transfers where relevant, and contact procedures will be provided in the Company's separate Privacy Policy.

Personal data will not be sold to advertisers. Optional marketing communications will be handled in accordance with applicable consent and opt-out requirements.

25. Governing Law and Dispute Resolution

These Terms and bookings governed by them are subject to the laws of the Socialist Republic of Vietnam.

The parties agree to seek an amicable resolution of disputes through direct communication and good-faith negotiation.

If a dispute cannot be resolved by agreement, either party may pursue remedies before a court or other competent authority having jurisdiction under applicable Vietnamese law.

Nothing in these Terms restricts mandatory consumer rights, lawful complaint procedures, or access to competent dispute resolution authorities.

26. Acceptance of Terms

By completing the booking process, accepting the applicable conditions, and submitting the required payment, the participant confirms that they have been provided with the opportunity to review and accept:

The Tour description, price, inclusions, exclusions, and payment schedule.
The booking-specific Cancellation & Refund Policy.
These Terms & Conditions in effect at the time of booking.
Applicable safety information and participation requirements.

The Company may retain electronic records of acceptance, including the booking reference, accepted policy version, date and time of acceptance, and associated payment records, in accordance with applicable law.

The Company will make the accepted booking conditions available to participants 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, Vietnam
Email: [email protected]
Website: https://trantuanviet.com
Phone / WhatsApp: +84 3866 33355