Cancellation and Refund Policy

CANCELLATION POLICY

1. DEPOSITS AND PAYMENT POLICY

Deposits may be requested to start working on a file and to secure reservations for services such as flights, cruises, and hotels as well as for certain peak travel periods. The need for deposits and the amount and conditions applying to them (refundable, non-refundable) will be mentioned by our specialists case by case at the time of travel planning and quoting.

• For Tour bookings made more than 30 days before the departure date: You can select to pay a full amount (100% of the tour price) or deposit (50% of the tour price) and pay the remaining 50% at least 17 days before the departure date. 
• For Tour bookings made within 30 days to 17 days before the departure date: Please pay 100% of the tour price at the time of booking.

* Note:

• All payments must be successfully completed at least 17 days prior to departure date. If you fail to complete the payment of your booking less than 17 days prior to your departure date, we will consider it as cancellation, and you will be charged 50% of the tour price.
• Once a payment is received, it is understood that you have read, understood, and accepted all of our Terms and Conditions.

All the tour packages on this website operate on a pre-payment basis. Payment can be made either using a major credit card such as Visa, Mastercard, JCB, and American Express Credit Card, not including the credit card transaction fee (Please add in a 3% fee for Visa, Mastercard).

You (the person making the booking and leader of your group) must be at least 18 years old and have the right to accept the terms of these booking conditions on behalf of your party. We will only deal with you in all future contact, including revisions, adjustments, and cancellations, whether you book alone or as part of a group. The leader is responsible for verifying the accuracy of the personal details or any other information submitted in respect of yourself and your group, as well as for informing the rest of the group about any changes to the booking or any other information.

The price applies to weekdays. Reservations during peak times (Christmas, New Year, Vietnamese Lunar New Year, and National Holidays) may be subject to supplementary charges. On public holidays, the surcharge will be from 20 to 30% of the tour price, and the ticket price will increase. 

If your group is larger than 10 people, please contact us directly for better prices.

2. BOOKING AMENDMENT

Flexibility is one of our pride. You can amend your booking when it is customized. Just contact us at [email protected] with your booking number(s). We are willing to modify your booking(s) to meet your needs. You need to pay all costs (if any) incurred as a result of the change.

Note: GTrip is allowed to change the trip schedule to accommodate the actual situation (for example, objective reasons due to a flight time change, traffic order situation, etc.) while still visiting all destinations on the itinerary.

Male and female single guests must pay the single room surcharge if there is no roommate on the trip.

For services that the visitor does not use while on the tour, fees are not refundable.

3. SERVICE CANCELLATION AND REFUND POLICY

3.1. CANCELLATION MADE BY THE CUSTOMER

For certain reasons, if you have to cancel your booked tour/travel services with GTrip, we will obviously be sorry not to be able to serve you and will accept the cancellation subject to the cancellation fees and conditions listed below:

• More than 17 days prior to departure date: 100% of the full payment can be refunded. (A 5% bank charge will be applied to your transaction)
• Within 16 days and 7 days prior to departure date: 50% of the total tour cost is charged. (A 5% bank charge will be applied to your transaction)
• Less than 7 days prior to departure date: 100% of the total tour cost is charged. 

Trip cancellations must be notified directly to GTrip or via email and confirmed by GTrip. Phone cancellations will not be accepted.

Please re-confirm your tour cancellation request within three days of receiving a response from GTrip regarding your previous tour cancellation request. If you cancel after this time, your request will be denied, and GTrip will not be required to refund any fees. The trip cancellation time is calculated for working days only, excluding Saturdays, Sundays, and public holidays.

In order for a refund to be approved, you must have a signed refund request form that must be completed in writing and sent directly to us. The refund amount will be transferred to your account, which you used for payment online, after deducting the cancellation fee and bank transaction fees (5%). The refund will be made within 3 - 5 working days.

Notes:

• The above is the maximum cancellation penalty; however, depending on the terms of each service provider for the GTrip, this cost may be reduced.
• If the tourist group size is 10 people or more, please directly contact us for a better tour price. Depending on the length of the tour and the group size, the cancellation fees can be flexibly reduced. 
• Tourists can directly pay the tour guide on the day of departure for some specific tours of Vietnam Day Trips. Please directly contact us for more detailed information.
• For flight ticket booking: This experience is non-refundable and cannot be changed for any reason. If you cancel or ask for an amendment, the amount you paid will not be refunded.

3.2. CANCELLATION MADE BY GTRIP

If the trip cannot be implemented, GTrip must immediately notify the customer and refund the entire amount paid by the customer in cash or transfer within seven (7) days of the cancellation notice.

GTrip is responsible for informing customers of tour cancellations before the departure date and agreeing on a new departure date with customers.

3.3. FORCE MAJEURE CASE

If either party cancels or changes the travel itinerary due to a force majeure event (fire, weather, accident, natural disaster, war, delay, or cancellation of public transportation), the two parties will have no obligation to compensate for the loss and will have no liability.

However, each party is responsible for doing everything possible to assist the aggrieved party in minimizing losses caused by force majeure.

In this case, GTrip will not be liable for any compensation expenses other than the tour refund (excluding the service charges paid for the tour if any).

4. TRAVEL INSURANCE

Travel insurance is included in your tour price. 

Coverage includes:

• Accidental bodily injury or death.
• Illness or non-accidental death during the insurance period.
• Accident is understood under these Rules to be caused by a sudden force beyond the Insured's will, from outside acting on the Insured Person's body and is the sole and direct cause of the Insured's death. death or injury.
• Loss or damage of baggage and personal belongings that can be reasonably attributed to the following causes: Fire, explosion, crashing, collision, sinking, overturning, falling of the means of transport.
• Loss of checked baggage during the journey.

Note: Customers over the age of 70 are required to guarantee their physical fitness in order to participate in the tour. The company shall have no liability for any incident that may arise during the tour.

5. CHILD POLICY

For all tours involving accommodation, prices for children will be calculated to actual costs and all child discounts received from suppliers such as reduced entrance fees or value ads for children will be passed on to the clients. Accommodation is charged according to the individual hotel’s tariff and children occupying their own rooms will be charged as adults. 

In general, GTRIP's child price policy will be communicated as below:

• Children from 0 – 4 years old: Free of charge (One child traveling with two adults will be free of charge; the second child will pay 50% of adult price.)
• Children from 5 – 9 years old: (One child traveling with two adults will be charged 50% of adult price; The second child will pay 100% of the adult price)

+ Sharing bed with two adults: 50% of adult price

+ Sharing room with two adults, using extra bed: 80% of adult price

+ Twin-sharing room with one adult: 100% of adult price

• Children from 10 years old: 100% of adult price

If there is a change from the suppliers (hotels, attractions...) we will notify you and do our utmost to advise you of child discounts and extra bedding requirements for children.

All flights are quoted separately, and children are charged as per airline policies. Infants under two years of age will be exempt from most charges, except as mandated by airline policies.

6. CLIENT DOCUMENTS

All bookings will be confirmed by email along with relevant documentation such as Final Itinerary Booking Vouchers and Air Tickets (where needed). The confirmation email will constitute a written agreement and confirmation of all bookings.

GTrip issues vouchers for clients only in very specific cases when absolutely requested by the supplier. The client’s passport or ID card suffices as proof of identification, and all services will be provided as agreed.

Passport and Visa requirements are an agent/client’s responsibility, and the information needs to be requested at quoting/booking time. The exact nationality of travelers must be provided when requesting information on visa policies. The passport must have a 6-month validity period. Please check again with our specialists if you have any doubts.

Other personal documents may be needed, like a vaccine passport or a valid international driving license, if self-driving is planned. A photocopy of all your documents and spare passport photos is always good to have just in case. Passports must have a 6-month validity. Please check again with our specialists if you have any doubts.

Personal data is securely saved and encrypted and only passed on to reliable suppliers if needed for the issuance of travel documents and for security reasons. Personal data records are systematically deleted after the departure of clients.

7. LIABILITY

All disputes, claims and litigation regarding services shall first be settled by way of negotiation and mutual understanding involving ourselves and third party suppliers at fault. GTRIP will act as intermediary and mediator between agent/client and third party suppliers and defend the interests of our agent/client. In the event that such negotiation and mutual understanding would fail, the disputes, claim or litigation shall be finally settled by local arbitration in Vietnam, Cambodia, Laos, Myanmar, Thailand, Indonesia, Japan, Malaysia or Singapore.