These Terms and Conditions apply to all bookings of tours, motorbike rentals, bus transfers, and other travel services provided by us. By completing a booking and making payment, the Customer acknowledges and agrees to the following terms. The word “Customer” refers to the person making the booking and all persons on whose behalf the booking is made.
1. PRICES
All prices are quoted in Vietnamese Dong (VND) unless otherwise stated.
Prices are inclusive of VAT and all compulsory service charges, unless explicitly specified.
We reserve the right to adjust prices in case of changes in exchange rates, government taxes, supplier costs, or other unforeseen increases. Customers will be notified in writing, and may either accept the new price or cancel the booking subject to applicable cancellation fees.
2. DEPOSIT & FULL PAYMENT
A deposit of 20% (or the amount stated at booking) is required to secure all services.
The remaining balance must be paid on the morning of the tour departure date, before the tour starts.
Bookings with a total value under USD 100 may require full payment at the time of booking.
3. CONFIRMATION
Upon successful payment, Customers will receive an invoice email confirming the payment.
Within 24 hours, we will send a service confirmation email including:
• Tour details (type, dates, itinerary).
• Motorbike rental details (if applicable).
• Bus pick-up and return arrangements.
• Accommodation details.
• Pick-up address, meeting time, and our office contact information.
The booking is considered confirmed once the confirmation email is sent. Customers are responsible for checking the confirmation and notifying us immediately if errors are found.
4. SERVICE PROVISION POLICY
Tours are operated by our licensed guides and drivers. Itineraries may be adjusted due to weather, traffic, or safety considerations.
Motorbike Rentals: Motorbikes are inspected before handover. Customers renting self-drive motorbikes must provide a valid passport and driving license, comply with Vietnamese traffic laws, and use provided safety gear.
Bus Transfers are arranged with trusted partners. Departure/return times and locations will be provided in writing.
We guarantee delivery of all confirmed services. If any confirmed service cannot be provided due to our responsibility, we will arrange an equivalent alternative or issue a proportional refund.
5. CANCELLATION POLICY
By the Customer:
Cancellation 30–16 days before departure: 50% of total booking value is charged.
Cancellation within 15 days before departure: 100% of deposit is forfeited.
No-shows or unused services are charged in full with no refund.
Certain services (flights, hotels, or special packages) may have stricter cancellation rules, which will be notified in writing at the time of booking.
By Us:
In the unlikely event that we cancel a booking, Customers may choose between a full refund or an alternative service of equal value.
No additional compensation beyond the paid amount will be provided.
6. FORCE MAJEURE
We are not liable for service interruptions caused by events beyond our control (“Force Majeure”), including but not limited to: natural disasters, weather, war, riots, strikes, government actions, accidents, transport breakdowns, or insolvency of third-party providers.
7. CUSTOMER RESPONSIBILITIES
Provide accurate personal details (name, email, WhatsApp/phone, pick-up address).
Hold valid travel documents, passports, and visas where required.
Comply with Vietnamese laws, traffic regulations, and safety instructions during tours and rentals.
Be punctual at meeting points. Failure to arrive on time may result in forfeiture of service without refund.
8. INSURANCE
Travel insurance is not included in our prices. Customers are strongly advised to purchase comprehensive travel insurance (medical, cancellation, accident, personal belongings) prior to arrival in Vietnam.
9. LIABILITY & DISCLAIMER
We act as a booking agent for third-party suppliers (hotels, buses, transport operators, etc.) and are not liable for their acts or omissions.
We are not responsible for loss, injury, or damage sustained during the trip, unless directly caused by our proven negligence.
Additional expenses due to delays, accidents, or force majeure events must be borne by the Customer.
10. CLAIMS & DISPUTES
Any complaints must be reported to us immediately so that corrective action can be taken.
All claims must be submitted in writing within 30 days of service completion.
If not resolved through negotiation, disputes shall be settled by the Vietnam International Arbitration Centre (VIAC) under the Vietnam Chamber of Commerce and Industry.
At Loop Trails Tours Ha Giang, your privacy is very important to us. We are committed to protecting your personal information and ensuring that it is handled in a safe and responsible way. This policy outlines how we collect, use, and protect the information you provide us.
1. Information We Collect
We may collect personal information when you:
Book a tour, transportation service, or accommodation with us
Contact us via email, website form, WhatsApp, or social media
Provide your passport or identification details for travel-related documentation
Interact with our website, such as through cookies or analytics tools
Information we collect may include:
Full name, email address, phone number, nationality
Passport number (if required for permit/insurance)
Payment details (only basic info – we use secure third-party platforms)
Travel preferences, dietary requirements, or special notes you voluntarily share
2. How We Use Your Information
Your personal data will be used for the following purposes:
To confirm and manage your bookings and services
To issue necessary travel permits or insurance (if applicable)
To contact you regarding your travel arrangements
To improve our services and customer experience
To comply with legal requirements, such as in case of emergency or reporting to local authorities
3. Protection of Your Data
We ensure that all your personal data is stored securely and only accessible to authorized staff members. All payment transactions are encrypted through secure payment gateways. We do not store sensitive financial data such as credit card details.
4. Sharing Information
We never sell or rent your personal information to third parties. Your data may only be shared with trusted partners (e.g. drivers, guides, hotels) for the sole purpose of fulfilling your travel services. All such partners are expected to maintain the confidentiality and security of your data.
5. Your Rights
You have the right to:
Request access to the personal data we hold about you
Ask us to correct, update, or delete your data
Withdraw your consent at any time (which may affect our ability to provide services)
To do so, please email us at: looptrailshostel@gmail.com
6. Cookies & Website Analytics
Our website may use cookies to enhance user experience and track anonymous usage statistics via platforms like Google Analytics. You may disable cookies in your browser settings if you prefer.
7. Data Retention
We retain your data only for as long as necessary to provide services, meet legal obligations, or resolve disputes. After this period, your data will be safely deleted or anonymized.
8. Updates to Our Policy
We reserve the right to update this Privacy Policy at any time. Any changes will be posted on this page and are effective immediately. Please check this section periodically for updates.
📩 If you have any questions about our Terms or Privacy Policy, please contact us at:
Email: looptrailshostel@gmail.com
WhatsApp: +84 938 988 593
