Terms & Conditions

These Terms & Conditions (“Terms”) govern all bookings made with Vietnam Photo Tours LLC (“we”, “us”, or “the Company”). When using our websites and services, the participant (“you” or “participant”) acknowledges and accepts these Terms in full. If you do not agree with these Terms, please do not use our websites or services.

1. Definitions

  • Tour: The photography tour, workshop, or related travel service provided by Vietnam Photo Tours LLC.
  • Participant: Any individual joining the tour.
  • Force Majeure: Events beyond our reasonable control, including but not limited to weather, natural disasters, political unrest, pandemics, flight disruptions, and government actions.

2. Official Website and Email Address

To ensure authenticity, the Company confirms that it uses only the following official websites and email addresses for communications and payment links:

2.1 Official Website: https://trantuanviet.com

2.2 Official Email Address: [email protected]

Any communication, invoice, or payment request coming from other websites or email addresses should be considered unauthorized. The Company is not responsible for losses arising from interactions with unofficial or fraudulent websites/emails.

3. Single Supplement

Tour prices are based on double occupancy (two people sharing a room). Solo travelers who require a private room will be charged a single supplement fee. We will attempt to pair solo travelers with another participant of the same gender where possible; if pairing is not possible, the single supplement will apply.

4. Tours Reservations and Payments

4.1 Accepted Payment Methods

  • Credit / Debit card via OnePay (secure gateway) is recommended
  • Bank wire transfer
  • Western Union
  • PayPal (where applicable)

Card payments processed through the OnePay secure gateway do not require a OnePay account; standard card details entry is sufficient. We recommend using OnePay for card payments to benefit from secure processing and clearer transaction records.

4.2 How to Reserve

To secure a place on any tour, submit the registration form and pay the required deposit. After we receive your registration and deposit, we will send a booking confirmation to your email address. Failure to pay the final balance by the due date may result in cancellation and applicable penalties.

5. Payment Terms

5.1. Payment Terms for Scheduled Tours

  • A deposit is required to secure your place on a scheduled tour. The deposit amount varies depending on the specific tour, typically ranging from USD 1,000 to USD 5,000, reflecting the overall tour value.
  • Deposits are fully transferable to another scheduled tour within 1 year of the original departure date, subject to availability and any supplier-imposed charges.
  • The remaining balance must be paid no later than 90 days prior to the tour’s commencement.
  • For bookings made within 90 days of departure, the full tour cost is required at the time of booking.

5.2. Payment Terms for Private Tours / Custom Tours

  • A fixed deposit of USD 5,000 is required to confirm your private or custom tour, along with a signed service agreement.
  • A second installment is due 180 days prior to the tour departure date.
  • The final balance must be paid no later than 90 days before the tour begins.

5.3. Payment Due & Methods

  • All payments must be completed no later than 7 days after receiving our payment notice via email.
  • We accept bank transfers and international payment methods for all tour bookings.

6. Booking Confirmation

6.1. A booking is considered confirmed once the required deposit and/or full payment has been received and cleared by the Company.

6.2. Full participation in the tour is secured only after the total tour fee has been paid in accordance with the stated payment schedule.

6.3. All tours are subject to a minimum number of participants and are only guaranteed to operate once officially confirmed by the Company, typically 90 days prior to the departure date. Please refer to Section 17 for details on tour cancellation and refund policies.

6.4. All prices are inclusive of applicable taxes and fees. The amount shown at checkout is the final amount payable, with no hidden charges.

7. Failure to Pay

If the final balance is not received by the deadline, the booking may be cancelled automatically in accordance with our cancellation policy and cancellation fees will apply.

8. Chargebacks and Dispute Resolution

Participants agree to attempt to resolve any payment or service dispute directly with the Company before initiating a credit card chargeback. Unwarranted chargebacks may result in legal and administrative actions; the Company reserves the right to pursue recovery of amounts and costs.

9. Travel Documents and Entry Requirements

Participants are responsible for ensuring valid passports (minimum 6 months validity recommended), visas, permits, and any required vaccinations or entry authorizations. No refunds will be issued if a participant is unable to join due to incomplete or invalid travel documents.

10. Participant Responsibilities

Participants must follow guide instructions, act responsibly, and take care of personal belongings and equipment. Any damage caused by a participant to accommodation, vehicles, or equipment must be compensated by the participant.

11. Health, Fitness, and Medical Conditions

Participants must ensure they are physically fit for the itinerary. The Company is not responsible for medical expenses, treatment costs, or emergency evacuation; these are the participant’s responsibility. We reserve the right to remove a participant whose health or behavior endangers the group; no refund will be given in such cases.

12. Travel Insurance

We strongly recommend comprehensive travel insurance covering trip cancellation (including “cancel for any reason” if available), medical expenses and emergency evacuation, baggage loss/damage, and travel delays. It is the participant’s responsibility to purchase and maintain appropriate insurance.

13. Assumption of Risk

Photography tours may include early starts, uneven terrain, boats, trekking, rural locations, and variable weather. By joining, participants accept all risks associated with these activities, including injury, equipment damage, or loss.

14. Itinerary Changes, Date Modifications, and Delays

We endeavour to operate the published itinerary and scheduled dates but may make changes, including modifications to the itinerary, postponement or rescheduling of departure or tour dates, or delays, due to weather, road conditions, political events, supplier actions, illness, safety concerns, or other circumstances beyond our control. We reserve the right to modify, reroute, postpone, reschedule, or omit parts of the itinerary or the tour dates as necessary. No refunds will be issued for changes, including date modifications or delays, caused by circumstances outside our control. For significant pre-tour changes, per-diem adjustments may be considered.

15. Force Majeure

The Company is not liable for cancellations, delays, or failures resulting from force majeure events, including natural disasters, epidemics/pandemics, government restrictions, strikes, war, terrorism, or transportation disruptions. Participants are responsible for any additional costs incurred due to force majeure.

16. Cancellations by Participants

All cancellations must be submitted in writing via email to [email protected]. The effective cancellation date is the date we receive your email (GMT+7).

16.1 Cancellation Fees for Scheduled Tours

  • More than 90 days prior to departure: A full refund of all payments received will be issued, less a USD 300 administrative service fee and any applicable transaction charges.
  • Between 89 and 60 days prior to departure: A 50% refund of payments made will be provided.
  • Less than 60 days prior to departure: All payments made are non-refundable.

16.2 Cancellation Fees for Private Tours / Custom Tours

  • Deposit is non-refundable but transferable to another trip within 1 year from the original departure date.
  • Between 89 and 60 days prior to departure: full refund of payments made (excluding deposit + USD 500 administrative fee)
  • Less than 60 days prior to departure: All payments made are non-refundable and non-transferable.

Once the tour has commenced, no refunds will be granted for any unused portions of the tour, including but not limited to accommodation, meals, transportation, flights, or scheduled activities.

17. Cancellation by the Company

17.1. The Company may cancel a tour due to safety, operational reasons, or if the minimum number of participants is not reached. All tours are confirmed 90 days prior to the departure date.

17.2. If the minimum number of participants is not met by this time, the Company reserves the right to cancel the tour. In such cases, participants will be offered either a full refund of all payments made to the Company, or the option to transfer to another available tour.

17.3. Participants are advised not to book flights or make non-refundable travel arrangements until the tour has been officially confirmed.

17.4. In the event of cancellation by the Company, participants will receive a full refund of amounts paid to the Company. The Company is not responsible for any external costs (including but not limited to flights, visas, gear, or insurance) incurred by participants.

18. Refund Conditions

Refunds may be considered if a suitable replacement participant is found, the tour becomes fully booked, and the replacement does not incur additional cost. Refunds are processed within 14 business days via the original payment method and exclude currency fluctuations, bank fees, and transaction charges.

19. Use of Cookies

This website may use cookies and similar technologies to enhance user experience, analyze traffic, and personalise content. By using the site, you consent to our use of cookies in accordance with our cookie policy.

20. Trademarks, Names, Photos, and Titles

All brand names, logos, trademarks, and images on this website are owned by their respective owners or licensed to the Company. Unauthorized reproduction, modification, or distribution is prohibited. Photographs and graphics used on this website are either owned by the Company, licensed, or used with permission; you may not download or reuse them without prior written consent.

21. Intellectual Property Rights

All content on this website (text, images, logos, software) is protected by copyright and remains the property of the Company or its licensors. Unauthorized use is prohibited.

22. Limitation of Liability

To the fullest extent permitted by law, the Company does not guarantee the website will be error-free or uninterrupted. The Company is not liable for direct, indirect, incidental, or consequential damages arising from use of the website or services.

23. Changes to Terms

We reserve the right to update or modify these Terms at any time. Continued use of our website or services after changes indicates acceptance of the revised Terms. Material changes will be published with an updated "Last updated" date.

24. Personal Data and Privacy

We collect only essential personal information required for bookings, travel permits, accommodation, transport, and emergency contact purposes. Personal data will not be sold or shared with third parties for marketing without consent.

25. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Socialist Republic of Vietnam. Disputes shall be resolved first by amicable negotiation; if unresolved, by the competent courts in Hanoi, Vietnam.

26. Acceptance of Terms

By submitting payment, you confirm that you have read, understood, and accepted these Terms and assumed the risks associated with participation in our photography tours.

27. Contact Information

Vietnam Photo Tours LLC
Business registration number: 0111726814
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