1. Booking and payment
To reserve your place on one of our tours, please complete the booking form and submit it. The tour contract will become valid when Gerocal Tour receives the booking form. The following booking conditions form the basis of your contract with Gerocal Tour. Please read them carefully as they set out our respective rights and obligations. By asking us to confirm your booking, we are entitled to assume that you have had the opportunity to read and have read these booking conditions and agree to them.
2. Cancellations and refunds
If you need to cancel your booking once it has been confirmed, the party leader must immediately advise Gerocal Tour via e-mail or phone call. If you cancel the tour for any reason, you will be charged it based on the below.
Cancellation Charges:
- 72 hours or more prior to the starting time of tour: 0% of a tour fee
- 24 to 72 hours prior to the starting time of tour: 50% of a tour fee
- Within 24 hours or the day of the tour or no show: 100% of a tour fee
We will refund a total tour fee minus the cancellation fee and the handling cost to your credit card account. Please note that time periods will be calculated according to Japan Standard Time (JST), which is equivalent to UTC+9.
3. If we change your tour
While we will do our best to operate all tours as advertised, we reserve the right to change and correct errors in any of the facilities, services or itineraries described on our website at any time before or after your booking is confirmed. Most changes are minor. Occasionally, we have to make a significant change. If a significant change has to be made, we will inform you as soon as reasonably possible, if there is time before departure.
4. If we cancel your tour
While we will do our best to operate all tours as advertised, we reserve the right to cancel a tour. If we have to cancel, we will tell you as soon as possible. If there is time to do so before departure and the cancellation does not result from your failure to pay, we will offer you the choice of purchasing an alternative tour offered as a result of consolidation or another available tour from us (in either case, paying or receiving a refund in respect of any difference in price) or receiving a full refund of all money paid to us in advance. However, we cannot pay any cancellation, amendment or other charges you may incur in relation to any transport or other arrangements which you have to change or cancel as a result of the cancellation of your tour.
5. Force majeure
Except where otherwise expressly stated in these conditions, we regret we cannot accept liability or pay any compensation where the performance or prompt performance of our obligations under our contract with you is prevented or affected by or you otherwise suffer any injury, damage, loss or expense of any nature as a result of “force majeure”. In these conditions, “force majeure” means any event which we or the supplier of the services in question could not, even with all due care, foresee or avoid. Such events may include whether actual or threatened war, riot, civil strife, terrorist activity, industrial dispute, natural or nuclear disaster, adverse weather conditions, disease, fire and all similar events outside our control.
6. Travel and cancellation insurance
We strongly suggest you have travel insurance when you join in our tour. You and your belongings are at all times solely at your own risk. You are wholly responsible for arranging your own insurance. You must ensure that you have personal travel insurance with protection for the full duration of tour in respect of at least medical expenses, injury, death, repatriation, cancellation and curtailment, with adequate and appropriate cover including medical emergency helicopter repatriation. If you make your own arrangements you should ensure that there are no exclusion clauses limiting or excluding protection for the type of activities included in your tour. You must ensure that all travel insurance purchased meets your particular requirements and you should arrange supplementary insurance if needed.
7. Health and fitness requirements
To fully enjoy and benefit from our experience, you should be in good health and physical condition. If you have a medical, physical or mental condition you must disclose this to us upon booking. You are also obliged to do the same if your condition changes prior to departure.
8. Assumption of risk and safety declaration
You acknowledge that:
- Cycling tours by their very nature, compared with other gentle tours, can be more challenging and demanding with a commensurately higher level of risk and involve potential exposure to injury and possibly death.
- The additional dangers and risks associated with adventure tour may include difficult and dangerous terrain, extremes of weather, including sudden and unexpected changes, remoteness from normal medical services and from communications and evacuation difficulties in the event of illness or injury.
- We reserve the right to withdraw any person who in our opinion is likely to endanger themselves or others. We also reserve the right to cancel any activity if we become concerned for any reason for your safety or that of any other person.
- You must follow our instructions and use any safety equipment provided at all times. For the above reasons you accept the inherent and increased dangers and risks associated with the proposed adventure and the accompanying risk of injury, death or property damage or loss.
9. Release and waiver of liability
In consideration of Gerocal Tour accepting your booking and in consideration of you being permitted by Gerocal Tour to join the tour to the extent permitted by law, you release, waive, discharge, hold harmless and agree to indemnify Gerocal Tour and its officers, employees, agents, licensees, guides and other representatives from all claims, actions or losses for bodily injury, property damage, wrongful death, loss of services, loss of profits, consequential, exemplary, indirect or punitive damages or otherwise which may arise out of or occur during your travel in connection with the tour or any activities conducted in conjunction there within unless caused by the willful negligence or wrongful act of Gerocal Tour and its employees and regardless of the situation or circumstances giving rise to the claim you waive any claims you have, or may at any time have, against Gerocal Tour and its employees and you agree, by accepting the additional inherent dangers and risks associated with the tour, not to make any claim against or seek any compensation from Gerocal Tour and its employees in respect of any personal injury, illness or death suffered by you or damage to or loss of property sustained by you as a result of your participation in the tour. To the extent permitted by law, all our liability for damage to your property, disruption to tour plans, or mental injury is excluded.
10. Privacy
The information supplied by you on the booking form will only be used and viewed by Gerocal Tour. However, in the unlikely event of an accident, any special medical or personal information may be supplied to medical or emergency services personnel. From time-to-time, our staff, customers and suppliers may take photographs and video footage of tours in progress, including pictures of our customers. These pictures may be used in future marketing materials and stored physically and digitally. If you do not wish for your family to be filmed or for your pictures to be taken or used in this manner, please us and/or the photographer at the start of your tour.