TERMS & CONDITIONS
(This is important information, please read carefully before booking.)
On booking online or signing our booking form when making reservations over the phone or by email, you are deemed to have read and accepted our Booking Conditions (which constitutes the entire agreement between you and us). By accepting, you certify that you are an adult (At least 18 years old) with full legal authority to enter into this agreement for yourself and on behalf of all accompanying passengers on your reservation. The services to be provided are those referred to in your booking confirmation invoice.
These terms and conditions are subject to change at any time, and it is your responsibility to check these terms and conditions regularly in case there are any changes.
Continuing to use our travel service after a change has been made is your acceptance of those changes.
BOOKING WITH VIETNAM BIKER MATES
We offer a variety of ways to book or enquire about our services. Whether your communication preference is via online, e-mail, telephone, visiting one of our regional offices, or a mixture of it all, our expert teams are standing by ready to answer any questions and process your bookings.
GENERAL BOOKING & PAYMENT CONDITIONS STATUS
Vietnam Biker Mates (hereafter referred to as ‘we’, ‘our’ and ‘us’) and the Agent (hereafter referred to as ‘Agent, ‘you’ and ‘your’) agree that the terms and conditions for the services provided by us to you shall be governed by the Booking Conditions detailed below and that the said Booking Conditions shall form an entire part of the service contract, whether verbal or written, entered into between Vietnam Biker Mates and the Agent.
ALL services sold by Vietnam Biker Mates are subject to these general terms and condition unless otherwise agreed for a specific booking at quotation/booking time by email in which case special/stricter conditions will override the general conditions.
VALIDITY
Dates, itineraries, and prices are valid from 01 January 2023 until further notice. Beyond 31 December 2023 dates, itineraries and prices are indicative only.
BOOKING STATUS
All services described in the detailed itineraries will be booked after receiving your approval and confirmation of the proposal. In case some services cannot be confirmed, you will be informed immediately and offered with an alternative
PAYMENT AND CREDIT
You are required to pay a NON-REFUNDABLE deposit of 30% at the time of confirmation (please note that increased deposit requirements may be applied for some trips).
Except as otherwise agreed by Vietnam Biker Mates, final payment is due as per invoice latest 30 days prior to arrival. If booked less than 30 days from arrival, payment needs to be made upon receipt of the invoice. Multi-country tours will mostly be invoiced as one by the Vietnam Biker Mates office handling the file especially if all quoted in the same currency. In some cases 2 invoices may be needed/issued. If the final payment is not paid on or before the due date, Vietnam Biker Mates we reserve the right to treat your booking as canceled.
In case credit terms have been granted, we request payment to be made timely and it must be received on the date set on the invoice. Credit terms will be reviewed yearly and regular late payments may lead to a review of terms.
Payments can be made by:
- BANK TRANSFER to the bank account mentioned in the invoice. Bank charges must be covered by the agent at the origin.
- CREDIT CARD via our payment gateway. If you select this option, our specialists will send you a secure link for payment (Visa, Amex, MasterCard).
DEPOSITS
Deposits may be requested to start working on a file and to secure reservations for services such as flights, cruises, 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.
PRICES AND SURCHARGES
Our advertised prices may vary based on demand, season, and availability. This means different people on the same trip may pay different prices. The best way to secure a price you like is to book when you see it. Once you have a confirmed quote and pay a deposit, your price is locked in. Discounts after your booking won’t apply, and canceling for a cheaper price follows our cancellation policy. Up-to-date prices are on our website, and they’re based on June 2021 exchange rates which may fluctuate. We may absorb some currency changes up to 2%, but you’ll be responsible for anything above that. If any surcharge results in an increase of more than 8% of the trip price you may cancel the booking within 7 days of notification of the surcharge and obtain a full refund or change to an alternative holiday, if available and offered by us. Should the cost of your trip decrease due to the changes mentioned above then any refund due will be paid to you less an administration fee of £10. Your price is locked in 20 days before departure, with no changes or refunds during that time. Air Passenger Duty (if any) and a potential credit card fee are already included in the price.
INSURANCE
We strongly recommend that clients arrange for comprehensive travel insurance covering cancellation/postponement clauses as well as a good medical coverage. Travel insurance may very well become a pre-requirement for entry from many governments/destinations in the post-Covid era and the minimum amount recommended is 100,000 USD.
EARLY CHECK-IN
Early check-in or late check-out are not included in the tour prices. Most hotels allow check-in to take place during the mid-afternoon. Should you wish to have your room ready for immediate check-in upon arrival; Vietnam Biker Mates can arrange this for an additional charge. The detail stated at your itinerary’s exclusion list.
CANCELLATION
Cancellation must be made in writing by email and be received in time (please keep in mind weekends, public holidays, and different time zones on both ends).
Cancellation by Vietnam Biker Mates
We may cancel a trip at any time prior to departure if, due to terrorism, natural disasters, political instability, or other external events it is not viable for us to operate the planned trip. If we cancel your trip, you can transfer the amounts paid to alternate departure dates or alternatively receive a full refund (not included in the bank transfer fee or any third party’s service charge). In circumstances where the cancellation is due to external events outside our reasonable control, refunds will be less any unrecoverable costs. We are not responsible for any incidental expenses that you may have incurred as a result of your booking including but not limited to visas, vaccinations, and travel insurance excess or non-refundable flights.
(*) For this particular clause, you are advised to have the mentioned cases covered by your own travel insurance.
Cancellation by you
The date of cancellation is the date we receive your notification by email/phone. The cancellation fees are as followed:
- It’s free of charge if you cancel the booking up to 45 days before arrival of the customers. However, you will have to pay the cancellation fee of the services that have been booked as non-refundable, we will notify the service and the cancellation amount when you confirm the booking with us, and you will be entitled to pay us even though you have not yet paid us for the booking.
- If you cancel the booking 35-45 days prior to your departure: You will have to pay 10% of the total tour cost, plus any cost of the non-refundable service informed.
- If you cancel the booking 34 to 16 days prior to your departure: You will have to pay 40% of total tour cost plus any cost of the non-refundable service informed.
- If you cancel 15 days to 8 days prior to your departure: 65% of total tour cost plus any cost of the non-refundable service informed.
- If you cancel 7 to 4 days prior to your departure: 85% of total tour cost plus any bank fees.
- If you cancel 3 to 1 day(s) prior to your departure or on the arrival date: Full charge of the tours.
If you change the date, you can let us know at least 1 months before your arrival date to avoid any last-minute change charge.
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.
Vietnam Biker Mates issues vouchers for clients only in very specific cases when absolutely requested by the supplier. The client’s passport or ID card suffice as proof of identification and all services will be provided as agreed.
Passport, Visa requirements and Driving Licence 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.
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 need to be valid 6 months AFTER the date of departure from the last country. 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 issuance of travel documents and for security reasons. Personal data records are systematically deleted after the departure of clients.
All clients must be in possession of a valid passport and necessary visas or permits at the commencement of travel. All such documents are at the sole responsibility of the clients. Your travel consultant may assist you in applying for the necessary travel documents upon request. Vietnam Biker Mates accepts no responsibility or liability whatsoever for the failure of clients to obtain appropriate documentation.
CLAIMS & REFUND OF UNUSED SERVICES
Vietnam Biker Mates will do the utmost to provide the services to the best of our capacity and to the satisfaction of you, our Agent, and your clients. It is the understanding that we act as an intermediary between the agent/client and airlines, hotels, transport operators, tourism suppliers and other contractors providing services in-country. We exert due care and diligence in selecting our local suppliers and shall in no event be directly liable to the agent/client, by reason of breach of services or unsatisfactory services provided by third parties or by way of indemnity or in tort or otherwise, for any loss, injury, damage, delay, change in schedule or other adverse events which are beyond our control and could not have been avoided even if applying special care and diligence.
No refunds or exchanges can be made in respect of accommodation, meals, sightseeing tours, transport or any other services which are included in the Tour prices but not utilized by the Tour member.
For claims to be considered, they must be received in writing by Vietnam Biker Mates within 30 days of the termination of the program and be accompanied by supporting documentation.
Any adjustment considered will be based on the actual price of the services involved and not on a per diem basis. Vietnam Biker Mates will not accept any liability for claims that are not received within 30 days of the termination of your travel program.
If you are not satisfied with any of the services Vietnam Biker Mates has provided and wish to make a complaint in relation to a holiday, please notify your local tour guide or your travel advisor to avoid the potential for similar problems may happen again during the rest of your trip, thereby giving us reasonable opportunity to rectify matters.
Notwithstanding the above, you can notify us in writing not later than 30 days after your return to the port of departure. Any complaint received after this period will not be entertained.
The Customer may also email the Managing Director of the company at info@vietnambikermates.com.
AGE & HEALTH REQUIREMENTS
All travelers need to be at least 18 years old to legally drive in Vietnam. Additionally, travelers must be in good physical health and have no medical conditions that would prevent them from safely operating a motorcycle during the tour. It is the responsibility of each participant to assess their own medical suitability for the tour. Before your departure, it is important to have adequate protection against disease. It’s advisable to contact the doctor before two months for the latest medical advice, vaccination, and other health requirements of governments in countries visited or transited, especially if you suffer from any medical condition. Where you do not do so and either you are not allowed to enter any country, or suffer personal injury or death as a result, we have no liability to you for any cost, loss or damage which you suffer nor will we refund you the cost of any unused portion of your travel arrangements.
ACCEPTANCE OF RISK
We are committed to your safety and well-being throughout the tour. We will provide comprehensive safety information, guidance, and instruction prior to the tour’s commencement and throughout the journey.
Your participation in this tour is entirely voluntary. By participating, you acknowledge and accept the inherent risks involved in motorcycle touring, including but not limited to:
- Accidents and injuries resulting from falls, collisions with other vehicles or objects, or other unforeseen circumstances.
- Getting lost or separated from the group due to rider error, mechanical issues, or unforeseen circumstances.
- Exposure to the elements such as extreme weather conditions, insects, and wildlife encounters.
FLEXIBILITY
You appreciate and acknowledge that the nature of this type of travel requires considerable flexibility and you should allow for alternatives. The itinerary provided for each trip is representative of the types of activities contemplated but it is understood that the route, schedules, itineraries, amenities, and mode of transport may be subject to alteration without prior notice due to local circumstances or events.
PHOTOGRAPHY
During your program, Vietnam Biker Mates reserves the right to take photographs during the operation of any program or part thereof and to use them for promotional purposes. By making a reservation with our company, tour participants agree to allow their images to be used in such photographs. Participants who prefer that their images not be used are asked to identify themselves to their Tour Leader/Tour Guide at the beginning of each itinerary.
INSURANCE
Customers are required to have full travel insurance covered. It is the responsibility of the Customer to read their insurance policy before they travel with Vietnam Biker Mates and ensure that the insurance scheme provides the Customer with the requisite level of cover. This includes trip cancellation, medical emergency evacuation, and other coverage (More cases in Clause
FORCE MAJEURE below). The airline schedule, train timetable, and local conditions may affect accommodation and itineraries. Should this occur, Custom Asia Travel will endeavor to substitute a suitable arrangement of equivalent value.
LIMITATION OF LIABILITY
We contract with a network of suppliers, government agencies, and individuals to assist in the running of our trips as agents for these third parties.
We are not responsible for the acts and omissions of these third parties. To the fullest extent permitted by law:
Liability for any loss, death, injury or damage which you may suffer (directly or indirectly) in connection with or arising out of your participation in a trip, or any breach of the Booking Conditions, is excluded.
You release us and our officers, employees, agents, and representatives from any liability and expressly waive any claims you may have against us arising out of or in connection with your participation in a trip.
Any condition or warranty which would otherwise be implied by law into these Booking Conditions (Implied Warranty), is excluded.
To the extent, an Implied Warranty cannot be excluded, our liability in respect of the Implied Warranty is limited to (in our absolute discretion): (i) the provision of a similar trip to an equivalent value; or (ii) a refund of the total amount received by us from you in connection with your booking.
Any claim by you is excluded to the extent that it is for indirect or consequential loss, loss of profits or economic loss, however, it arises, or for indirect, special, punitive, or exemplary damages.
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. Vietnam Biker Mates 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.
FORCE MAJEURE
If as a consequence of “Force Majeure” (as defined below), Vietnam Biker Mates is obliged to curtail, alter, extend or cancel the tour, the client shall not be at liberty to maintain a claim for compensation or otherwise for any loss arising as a consequence of said curtailment, alteration, extension or cancellation of the tour.
“Force Majeure” means Acts of God, natural disasters, adverse weather conditions, fire or other destruction of any vessel, craft or vehicle to be used in connection with a holiday, destruction or damage to the holiday accommodation, riots, acts of war, civil commotion, the exercise of legislative or government action, municipal or military or other authority, strikes, industrial action, requisition of equipment, mechanical breakdown, shortage of fuel, insolvency or default of any carrier or service connected with the tour, fraud perpetrated against the company.
Participation on any Tour implies full and unconditional acceptance of the above conditions by the Customer.
