Ha Giang Jeep Tour

These Terms and Conditions ("Terms") apply to all bookings of tours, motorbike rentals, bus transfers, and other travel services provided by Loop Trails Ha Giang. By completing a booking and making payment, the Customer acknowledges and agrees to all terms set forth below.

The word "Customer" refers to the person making the booking and all persons on whose behalf the booking is made. The word "we", "us", or "Loop Trails" refers to Linh Dan Loop Trails Ha Giang Co., Ltd.

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.

Payments are processed through secure third-party gateways (OnePay for international cards, Vietnamese banks for domestic transfers). A service fee of 3.5% applies to international card payments (Visa/Mastercard) and 1.5% to domestic card payments / bank transfers to cover bank processing fees.

3. Booking 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 within 48 hours 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, road closures, government restrictions, or safety considerations. We will always prioritize Customer safety over itinerary completion.

Motorbike rentals: Motorbikes are inspected and documented (with photo evidence) before handover. Customers renting self-drive motorbikes must:

• Provide a valid passport and an International Driving Permit (IDP) with class A1 endorsement matching their home country license
• Be at least 18 years of age
• Comply with Vietnamese traffic laws and speed limits
• Wear the provided safety gear (helmet, knee/elbow guards) at all times while riding
• Not consume alcohol, drugs, or any substance that may impair driving ability
• Not transport more than the legally permitted number of passengers (maximum 2 persons per motorbike)

Bus transfers: Bus transfers are arranged with trusted partners. Departure and return times and locations will be provided in writing. Loop Trails is not liable for delays or cancellations caused by the bus operators, but will assist in arranging alternatives where possible.

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

Cancellation by the Customer:

• 31+ days before departure90% refund · 10% non-refundable
• 30–16 days before departure50% charged
• Within 15 days before departure100% deposit forfeited
• No-show or unused servicesFull charge, no refund

The 10% non-refundable portion of any cancellation 31 days or more before departure covers payment processing fees, administrative costs, and bank charges already incurred. This applies to both 20% deposits and full payments.

All cancellation requests must be submitted in writing via email to looptrailshostel@gmail.com. The cancellation date is the date we receive the written request. Approved refunds will be processed within 7–14 business days from the cancellation date, returned to the original payment method. Bank processing time is not included.

Certain services (flights, hotels, or special packages) may have stricter cancellation rules, which will be notified in writing at the time of booking.

Group tour cancellation by one member: If one or more members of a group booking cancel, the cancellation policy above applies to those members individually. Remaining members may be required to pay an adjusted per-person rate if the group falls below the minimum size for the original price tier. The adjustment will be communicated in writing within 48 hours.

Cancellation by Loop Trails: In the unlikely event that we cancel a booking, Customers may choose between:

• A full refund of the amount paid
• A travel credit voucher equal to 110% of the amount paid, valid for 18 months
• An alternative service of equal or greater value

No additional compensation beyond the options above (such as flight changes, accommodation outside the tour, or consequential damages) will be provided.

6. Force Majeure

"Force Majeure" means any event beyond the reasonable control of either party, including but not limited to:

• Natural disasters (earthquakes, landslides, floods, severe storms, typhoons)
• War, armed conflict, terrorism, civil unrest, riots, or threats thereof
• Government actions, border closures, travel restrictions, or visa rejections
• Epidemics, pandemics, or public health emergencies
• Strikes, transport disruptions, or fuel shortages
• Road closures or infrastructure damage on the Ha Giang Loop or Cao Bang routes
• Insolvency of third-party suppliers (hotels, bus operators)

If Loop Trails cannot deliver due to Force Majeure, Customers will be offered one of the following at their choice:

• Tour postponement to a future date within 18 months at no additional cost (subject to availability and any seasonal price difference)
• Travel credit voucher equal to 100% of the amount paid, valid for 18 months and transferable to family members
• Refund of 70% of the amount paid — the 30% covers non-refundable supplier costs already committed (homestays, drivers, vehicle preparation)

If the Customer cannot travel due to Force Majeure affecting them personally (war, natural disaster, or travel restrictions in the Customer's home country preventing departure to Vietnam): Customers must provide documented evidence (government travel advisory, flight cancellation notice, official statement). In such cases:

• If notified more than 30 days before departure: travel credit voucher equal to 100% of the amount paid, valid for 18 months
• If notified 30 days or less before departure: travel credit voucher equal to 80% of the amount paid, valid for 18 months

Travel credit vouchers can be applied to any future Loop Trails service and are transferable to immediate family members with written notice.

7. Assumption of Risk & Adventure Activities

By booking and participating in any Loop Trails service, the Customer acknowledges and accepts that:

• Motorbike and jeep tours involve physical risks including but not limited to: collision, falls, slips, weather-related hazards, mechanical issues, animal encounters, and road conditions beyond our control
• Customers participate voluntarily and at their own risk
• Customers must follow all safety instructions from guides and drivers at all times
• Customers must wear all provided safety gear (helmet, knee and elbow guards) without exception
• Customers must disclose any pre-existing medical conditions (heart conditions, epilepsy, severe allergies, mobility limitations, pregnancy) at the time of booking
• Loop Trails reserves the right to refuse service or terminate a tour without refund if a Customer's behavior, health condition, or skill level poses a risk to themselves, other Customers, or our staff

8. Customer Responsibilities & Conduct

Customers agree to:

• Provide accurate personal details (name, email, WhatsApp/phone, pick-up address, nationality, passport number where required)
• Hold valid travel documents, passports, and visas where required for entry to Vietnam
• Comply with Vietnamese laws, traffic regulations, and safety instructions during tours and rentals
• Be punctual at meeting points — failure to arrive within 30 minutes of the scheduled meeting time may result in forfeiture of service without refund
• Respect local communities, customs, and the natural environment along the route
• Not engage in any illegal activities including but not limited to drug use, harassment, or violation of local laws

Termination of service: Loop Trails reserves the right to terminate a Customer's participation in a tour, without refund, in cases of:

• Use of illegal drugs or excessive alcohol consumption that endangers the Customer or others
• Reckless driving, ignoring safety instructions, or refusing to wear safety gear
• Harassment, discrimination, or violence toward other Customers, staff, or local people
• Damage to property of Loop Trails, partners, or local communities
• Any conduct that brings the company into disrepute or violates Vietnamese law

In such cases, the Customer is responsible for their own onward transportation and accommodation costs from the point of termination.

9. Motorbike Damage, Loss & Liability

Self-drive Customers are responsible for the condition of the rented motorbike from handover until return. Pre-rental inspection photos and documentation will be provided at handover.

Damage charges:

• Minor damage (scratches, broken mirrors, minor dents): charged at actual repair cost, typically 200,000–1,500,000 VND
• Major damage (broken plastics, bent frame, engine damage): charged at actual repair cost, up to 8,000,000 VND
• Total loss or theft: Customer is liable for the full replacement cost of the motorbike (15,000,000–35,000,000 VND depending on model). A police report from local authorities is required for theft claims
• Lost keys or registration card: 500,000 VND replacement fee

All damage assessments will be made transparently with photographs and, where possible, mechanic invoices. Customers may dispute charges within 7 days of return with supporting evidence.

Insurance: Loop Trails carries third-party liability insurance for our vehicles and operations as required by Vietnamese law. This does not cover Customer-caused damage to rented motorbikes or personal injury. Customers are strongly encouraged to purchase travel insurance with motorbike coverage.

10. Medical Emergencies & Health

Customers must inform Loop Trails of any pre-existing medical conditions, allergies, or medications at the time of booking. This information will be kept confidential but shared with the tour guide for safety purposes.

In case of medical emergency during the tour:

• Loop Trails staff will provide first aid and arrange evacuation to the nearest medical facility
• The Customer is responsible for all medical costs, ambulance fees, and onward transportation
• Loop Trails will assist with insurance claims documentation but is not financially responsible for medical expenses
• Customers under the influence of alcohol or drugs at the time of incident may have their insurance claims invalidated

11. Travel Insurance

12. Travel Documents & Visa

It is the Customer's sole responsibility to ensure they have valid travel documents for entry to and travel within Vietnam, including:

• Passport valid for at least 6 months beyond planned departure date
• Vietnamese tourist visa or e-visa where required for the Customer's nationality
• International Driving Permit (IDP) with class A1 endorsement for self-drive motorbike tours

Loop Trails is not responsible for any consequences arising from missing, expired, or invalid travel documents, including denial of entry, deportation, or inability to participate in the tour. No refunds will be issued in such cases.

13. Photography & Marketing Consent

Loop Trails guides and drivers may take photographs and videos during tours for the Customer's enjoyment and for our marketing purposes (website, social media, advertising materials).

By participating in a tour, the Customer grants Loop Trails a non-exclusive, royalty-free license to use their image in such materials. Customers who do not wish to be photographed must inform their guide at the start of the tour, and Loop Trails will respect this preference.

Customers may at any time request the removal of specific images by writing to looptrailshostel@gmail.com.

14. Liability & Disclaimer

To the maximum extent permitted by Vietnamese law, Loop Trails' total liability for any claim arising from a booking is limited to the total amount paid by the Customer for the affected service.

Loop Trails acts as a booking agent for third-party suppliers (hotels, buses, transport operators, restaurants, attractions) and is not liable for their acts or omissions. We are not responsible for:

• Loss, theft, or damage to personal belongings during the tour
• Injury, illness, or death except where directly caused by our proven negligence
• Additional expenses due to delays, accidents, force majeure, or extension of tour beyond original schedule
• Indirect, consequential, or punitive damages of any kind
• Actions or behavior of other Customers in group tours

15. Claims & Disputes

Any complaints must be reported to your guide or to Loop Trails management during the tour so that corrective action can be taken in real time. Complaints raised only after tour completion may have limited recourse.

All formal claims must be submitted in writing within 30 days of service completion to looptrailshostel@gmail.com with supporting documentation.

If not resolved through good-faith negotiation within 60 days, disputes shall be settled by the Vietnam International Arbitration Centre (VIAC) under the Vietnam Chamber of Commerce and Industry, with proceedings conducted in English. The decision of VIAC shall be final and binding.

16. Governing Law

These Terms are governed by the laws of the Socialist Republic of Vietnam. If any provision of these Terms is found to be unenforceable, the remaining provisions shall continue in full force and effect.

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