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Terms and Conditions

1. Booking Policies

At Nomad Diaries Travel and Tours, we prioritize providing smooth, personalized travel experiences. To ensure efficient coordination and premium service quality, the following booking policies apply across all service types:

1.1 Minimum Lead Time for Bookings

To provide a seamless and customized experience, we require the following advance notice based on the service booked:

  • Private Car Tours:
     For customized tours, bookings must be made at least 30 days in advance to allow for proper coordination, permits, and itinerary design. For standard itineraries, we accept bookings with shorter notice, as little as 48 hours, depending on availability.
  • Hotel Bookings:
     We recommend booking accommodations at least one month prior to check-in, especially during peak travel seasons. Early booking allows us to secure the best locations and room types aligned with your preferences.
  • Airline Tickets:
     Airline ticket reservations should be made at least 30 days before departure. Due to fare fluctuations and seat limitations, we cannot guarantee availability or rates for last-minute requests.
  • Visa Processing:
     Clients are advised to begin visa processing as early as possible, ideally at least 30 to 45 days before the intended travel date, to allow time for documentation, embassy processing, and unforeseen delays.

1.2 Information Required During Booking

To tailor your experience and avoid delays, we collect detailed information upon reservation. We reserve the right to decline incomplete bookings.

  • For Private Car Tours:
    • Full name of all guests
    • Number of passengers
    • Age group (e.g., traveling with toddlers, seniors, PWDs)
    • Pick-up and drop-off locations
    • Preferred tour date(s) and destinations
    • Flight details (for airport transfers)
    • Number and size of luggage
    • Special requests (e.g., Filipino-speaking driver, wheelchair access, baby seat)
    • Contact number and email address
  • For Hotel Reservations:
    • Guest name(s)
    • Number of guests, including children
    • Check-in and check-out dates
    • Room preference and hotel class
    • Location preference
    • Budget range (if applicable)
    • Copy of a valid government-issued ID or passport
  • For Airline Tickets:
    • Passenger’s full name (as shown in passport)
    • Date of birth and nationality
    • Passport number and expiration date
    • Departure and return dates
    • Seat and baggage preference
    • Special assistance requirements (e.g., meal restrictions, wheelchair)
    • Email and phone number for ticket delivery
  • For Visa Assistance:
    • Scanned copy of valid passport
    • PSA birth and/or marriage certificates
    • Certificate of employment or business documents (e.g., DTI, SEC)
    • Bank statements and/or bank certificate
    • Recent passport-sized photo (based on embassy specs)
    • Complete travel itinerary or invitation letter
    • Completed visa application form
    • Other embassy-specific requirements

We encourage clients to provide as much information as possible. The more details you provide, the more accurate and comfortable your travel experience will be.

1.3 Downpayment and Payment Terms

To confirm and secure any booking with Nomad Diaries Travel and Tours, timely payment is essential. Our payment policy ensures that we can confidently make arrangements with third-party suppliers and avoid last-minute cancellations.

Private Car Tours

  • A 50% downpayment is required at the time of booking to secure the vehicle, driver schedule, and tour slots.
  • The remaining 50% balance is due before the tour date, unless otherwise agreed in writing with your assigned travel agent.
  • In some cases, especially for returning clients or those concerned about upfront payments, we may allow the balance to be paid on the day of the tour. This must be arranged in advance and is subject to management approval.

Hotel Bookings

  • Full payment is required at the time of booking to secure your room.
  • Rates provided are based on real-time availability. Due to high demand, reservations are only confirmed after payment is completed.
  • Some hotel bookings may be non-refundable or non-rebookable, depending on the property and season.

Airline Ticket Bookings

  • Full payment is required before ticket issuance.
  • Ticket prices are only guaranteed once payment has been confirmed.
  • Failure to pay promptly may result in a fare increase, change in flight availability, or cancellation of the reservation.

Visa Processing

  • Visa processing services must be paid in full upon submission of documents.
  • This covers consultation, documentation checking, courier fees (if applicable), and our handling fee.
  • Embassy visa application fees are also non-refundable, regardless of the approval outcome.

General Terms

  • All payments must be made through approved channels and within the deadlines provided by your travel coordinator.
  • Nomad Diaries reserves the right to cancel unpaid bookings without notice after the specified cut-off period.
  • Clients are responsible for any transaction fees or conversion charges applied by banks, payment gateways, or financial institutions.

1.4 Full Payment Deadlines

Timely payment is critical to ensure that all travel arrangements proceed as scheduled. Nomad Diaries Travel and Tours has the following policies regarding the final settlement of balances:

Private Car Tours

  • The remaining 50% balance must be paid before the scheduled tour date.
  • Clients who prefer to pay the balance on the day of the tour may do so only with prior written approval from Nomad Diaries. This option is offered on a case-by-case basis and may not be available during peak seasons or for first-time clients.
  • Failure to settle the balance by the deadline may result in automatic cancellation of the tour and forfeiture of the downpayment.

Airport Transfers, Hotel Bookings, Airline Tickets, and Visa Processing

  • These services are prepaid in full, and no additional balance is required.
  • Any delay in full payment may result in:
    • Loss of promotional rates
    • Cancellation of reservation
    • Rebooking fees
    • Missed embassy submission cut-offs (for visa applications)

Nomad Diaries will send follow-up reminders before the final payment deadline, but it is the client’s responsibility to ensure payments are settled on time.

1.5 Peak Season Policy

Demand for travel services significantly increases during holidays and popular seasons in Japan and other destinations. To ensure fair access and proper scheduling, Nomad Diaries enforces the following special policies during peak periods:

Peak Seasons Include (but are not limited to):

  • Cherry Blossom Season: March to early April
  • Golden Week: Last week of April to the first week of May
  • Summer Holidays: Mid-July to August
  • Autumn Foliage Season: Late October to early December
  • Christmas and New Year Holidays: December 20 – January 5

Policy During Peak Periods

  • Full payment may be required upfront to confirm all bookings, especially for private car tours, accommodations, and airline tickets.
  • Slots are limited and in high demand. Therefore, no booking is considered final until full payment has been received and confirmed.
  • We operate on a first-come, first-served basis during these times. Even if an inquiry has been made, your preferred date or destination is not guaranteed until payment is processed.
  • Due to limited vehicle and driver availability, more flexible customers who confirm early are prioritized.
  • Refunds and rescheduling during peak seasons may be subject to stricter conditions due to third-party supplier policies.

This policy helps minimize cancellations and ensures that committed clients can secure the service they want during high-demand travel windows.

1.6 Last-Minute Bookings

Nomad Diaries accommodates last-minute travelers whenever possible, but due to the logistics involved in securing vehicles, drivers, hotel rooms, and tickets, the following conditions apply:

Private Car Tours

  • Bookings made within 48 hours of the tour date are accepted subject to availability. While we will do our best to accommodate, we cannot guarantee your preferred route or vehicle.
  • Same-day bookings are allowed but are considered urgent service requests. As such, they are:
    • Charged at a premium rate, typically double or more than the standard rate.
    • Limited to standard tour routes only. Customized itineraries are not available for same-day requests.
    • Subject to driver and vehicle availability at the time of request.

Hotel, Airline, and Visa Services

  • Last-minute requests for hotel or airline bookings within 48 hours are generally not guaranteed due to supplier processing times and payment clearance.
  • Visa processing cannot be rushed beyond the timeline set by the relevant embassy. Emergency handling is not offered.
  • We strongly advise clients to finalize these bookings at least one week prior to travel to avoid disappointment or missed deadlines.

Important Note:

  • Payment for last-minute bookings must be made immediately and in full. Delay in payment will result in automatic cancellation.

2. Cancellation Policies

At Nomad Diaries Travel and Tours, we understand that plans can change. Our cancellation policies are designed to be fair to both our clients and our partner suppliers, while ensuring smooth coordination and responsible booking behavior.

2.1 General Cancellation Guidelines

  • Cancellations are permitted only if the request is made before any non-refundable payments have been made to third-party suppliers (such as hotels, drivers, airlines, or embassies).
  • Notice period required: We encourage clients to notify us at least 1 week to 1 month in advance, depending on the type of service and its complexity.
  • Any cancellations made after non-refundable payments have been processed will be subject to partial or no refunds, depending on how much has already been paid out to suppliers.

2.2 Service-Specific Cancellation Policies

Private Car Tours & Airport Transfer

  • Cancellations made at least 7 days before the tour date may be eligible for a partial refund, provided no supplier expenses (e.g., driver fees, parking reservations, toll arrangements) have been finalized.
  • If third-party arrangements have already been paid for, the non-refundable portion will be deducted from the refund.
  • For same-day cancellations or no-shows, no refunds will be issued, and full payment will be charged.

Hotel Bookings

  • Hotel bookings are subject to the cancellation and refund policy of the specific hotel.
  • Some reservations (especially discounted or promotional rates) may be non-refundable from the time of booking.
  • We will inform clients of these terms before confirming the booking.

Airline Tickets

  • Once an airline ticket is issued, it is considered non-refundable, unless otherwise specified in the airline’s fare rules.
  • In some cases, rebooking may be allowed with applicable penalties and fare differences, depending on airline policy.

Visa Processing

  • All payments made for visa assistance are strictly non-refundable once processing has started.
  • This applies regardless of whether the visa is approved, denied, or withdrawn.
  • Fees cover administrative work, document checks, handling, courier services (if any), and embassy fees (which are often non-recoverable).

2.3 Rescheduling Instead of Cancellation

  • Private Car Tours:
     Clients may request to reschedule a tour date at least 5 days before the original date, subject to vehicle and driver availability.
    • If the new date is available, the booking can be moved without penalty.
    • If the preferred date is fully booked, the original booking will be treated as a cancellation, and standard refund rules will apply.
  • Hotel & Airline Bookings:
     Rescheduling is subject to supplier rules. Any applicable change fees, fare differences, or rebooking charges will be relayed to the client before proceeding.
  • Visa Processing:
     Rescheduling is not applicable once the application has been submitted to the embassy.

3. Refund Policies

Nomad Diaries Travel and Tours issues refunds with fairness and transparency. However, due to the nature of travel services—many of which involve non-refundable arrangements with third-party providers—refunds are not always guaranteed in full. Below are the detailed guidelines.

3.1 Eligibility for Refund

Clients may be eligible for a full or partial refund based on the following conditions:

  • A full refund may be granted only if:
    • The booking is canceled within the acceptable time frame (usually at least 7 days before the service date), and
    • No payments have yet been made to suppliers (e.g., hotel, driver, airline, embassy).
  • A partial refund may be granted if:
    • Some costs have already been paid to suppliers and are non-recoverable.
    • The client agrees to deduct the confirmed third-party costs from the refund.

3.2 Non-Refundable Situations

The following situations are strictly non-refundable:

  • Visa Processing:
     Once the service has started, all payments are non-refundable, even if the visa is denied or the client withdraws. Embassy fees and internal handling charges are not recoverable.
  • Airline Tickets:
     Tickets are non-refundable once issued unless the fare rules allow changes. Most low-cost and promo fares do not offer refunds.
  • Hotel Bookings (Promo/Peak):
     Hotel bookings made under promotional rates or during peak season (e.g., holidays) are often non-refundable as per hotel policy.
  • Same-Day or Last-Minute Cancellations:
     No refund will be issued for bookings canceled less than 24 hours before the scheduled service.
  • No-Shows:
     Clients who fail to show up for their confirmed service (tour, transfer, flight, etc.) without prior notice are not entitled to any refund.

3.3 Force Majeure Clause

In the event of natural disasters, government travel restrictions, health emergencies, or other force majeure events, Nomad Diaries will do its best to recover costs from suppliers. However:

  • Full refunds are not guaranteed unless third-party providers agree to refund.
  • We will prioritize rebooking or issuing travel credits where possible, especially for private car tours.

3.4 Refund Processing Time

  • All approved refunds will be processed within 14 to 30 business days, depending on the original payment method and banking clearance times.
  • Refunds will be returned via the same method of payment, unless otherwise agreed in writing.
  • Clients will receive a breakdown of any deductions related to third-party non-refundable charges, if applicable.

4. Liabilities and Disclaimers

Nomad Diaries Travel and Tours is committed to providing exceptional travel experiences, but as a coordinating agency, we must clarify the limitations of our responsibility in the delivery of third-party services, unforeseen events, and customer conduct.

4.1 Responsibility for Third-Party Services

Many elements of our tours (e.g., accommodations, transportation, flights, entrance tickets) are fulfilled by trusted third-party suppliers. While we coordinate and facilitate these services:

  • Nomad Diaries is not liable for any delay, cancellation, or quality issue resulting from actions or decisions made by these third parties.
  • We are also not liable for disruptions caused by:
    • Airline delays or flight cancellations
    • Hotel overbookings or room issues
    • Restaurant service or menu availability
    • Traffic, road closures, or weather-related delays

However, our team will always do its best to assist, mediate, or find alternatives when disruptions occur.

4.2 Travel Insurance

Travel insurance is not included in our service packages by default, but clients may opt in to purchase insurance through Nomad Diaries or one of our affiliated providers.

We highly recommend all travelers secure comprehensive insurance that covers:

  • Trip cancellations and delays
  • Lost or damaged luggage
  • Medical emergencies or hospitalizations abroad
  • Accidental injury
  • Natural disaster or weather-related disruptions

While we can assist in facilitating insurance options upon request, it is ultimately the client’s responsibility to decide on coverage and to read and understand the terms of their chosen policy.

Nomad Diaries shall not be held financially liable for any incident, loss, or injury that would otherwise be covered by personal travel insurance.

4.3 Behavior and Conduct

All guests are expected to act responsibly and respectfully throughout the tour. Clients must:

  • Be punctual at all scheduled times and pick-up locations
  • Follow the rules and safety protocols shared by drivers or guides
  • Refrain from smoking, vandalism, or disruptive behavior in vehicles or public areas
  • Avoid intoxicated behavior or anything that endangers others or themselves

We reserve the right to cancel or end a tour early if any guest poses a risk or behaves inappropriately. No refund will be given in such cases.

4.4 Liability for Damages

  • Any intentional or negligent damage caused by the client to vehicles, hotels, restaurants, or tour venues must be paid for in full by the client.
  • If a vehicle is damaged or soiled in a way that causes service disruption to the next booking, a cleaning or damage fee will be assessed and charged accordingly.

4.5 Medical Conditions and Special Needs

Clients must inform us in advance of:

  • Any physical or mobility limitations
  • Allergies or dietary requirements
  • Need for wheelchairs, baby seats, or assistance for seniors

Failure to disclose these in advance may result in service limitations. Nomad Diaries will not be held liable if a client’s undisclosed condition affects their ability to enjoy or participate in the tour.

4.6 Immigration and Document Responsibility

  • Clients are solely responsible for ensuring that all personal travel documents (e.g., passport, visa, vaccination certificates) are valid and up-to-date.
  • Nomad Diaries is not liable for denied entry, visa rejections, or additional costs incurred due to incomplete or inaccurate documents.

4.7 Force Majeure

Nomad Diaries shall not be held liable for failure to perform or deliver services due to force majeure events, including:

  • Natural disasters
  • Acts of war or terrorism
  • Epidemics or pandemics
  • Government-imposed travel restrictions
  • Strikes, protests, or civil unrest

We will communicate clearly and proactively in such situations and assist in alternative solutions where possible.

5. Customer Responsibilities

To ensure a smooth, enjoyable, and respectful experience for all parties involved—drivers, guides, other travelers, and suppliers—clients are expected to uphold the following responsibilities when booking and participating in any service provided by Nomad Diaries Travel and Tours:

5.1 Accurate and Complete Information

Clients must provide truthful, accurate, and complete information during the booking process. This includes:

  • Names as shown on official documents
  • Number of passengers and their age groups
  • Medical or mobility concerns
  • Number and size of luggage
  • Preferred pick-up and drop-off points
  • Flight details and arrival times
  • Any special needs or requests (e.g., wheelchair, child seat, dietary restrictions)

Failure to disclose relevant information may result in service limitations or cancellations without refund.

5.2 Punctuality

All clients are expected to be ready at the confirmed pick-up time and location. Delays of more than 15 minutes may result in:

  • A shortened tour schedule
  • Missed reservations or attractions
  • Cancellation without refund (in extreme cases)

Our tours operate on tight timelines, especially when multiple sites are included in the itinerary.

5.3 Behavior and Etiquette

We expect all guests to treat our staff, drivers, tour guides, and partner establishments with courtesy and respect. Guests must:

  • Refrain from aggressive, rude, or inappropriate behavior
  • Comply with driver/guide instructions and safety protocols
  • Avoid smoking inside vehicles or prohibited areas
  • Not bring or consume illegal substances during the tour
  • Avoid damaging or misusing property

Nomad Diaries reserves the right to terminate a service on the spot if the safety or dignity of our team or other guests is at risk. No refund will be given under these conditions.

5.4 Care for Vehicles and Properties

Clients are responsible for treating all vehicles, accommodations, and venues with care. Any damage, staining, or loss caused by the client—whether accidental or intentional—will result in:

  • Charges equivalent to the repair or replacement cost
  • Additional cleaning or service disruption fees if applicable

5.5 Documentation and Immigration

It is the client’s responsibility to ensure that all personal documents are valid and compliant with travel regulations, including:

  • Passport (with appropriate validity)
  • Visa (if applicable)
  • Travel insurance (if opted in)
  • Vaccination records or health declarations (if required)

Nomad Diaries is not responsible for denied boarding, refused entry, or rebooking expenses due to invalid or missing documents.

5.6 Compliance with Local Laws

Clients must comply with the local laws and customs of the destinations they are visiting. Nomad Diaries will not be held liable for any legal issues or penalties incurred due to violations by the client.

6. Agreement and Policy Updates

By booking any service with Nomad Diaries Travel and Tours, the client acknowledges, agrees to, and is bound by the terms and conditions outlined in this document.

6.1 Client Agreement

  • Confirming a booking with Nomad Diaries—through email, message, website, or any written form—constitutes acceptance of these terms.
  • Clients are expected to read, understand, and comply with all policies. If you have questions or need clarification, our team is available to assist prior to payment.

6.2 Policy Updates

  • Nomad Diaries reserves the right to update or revise these Terms and Conditions at any time without prior notice.
  • Any updates will take effect upon being published on our official website or shared via email.
  • Clients who have already booked will be notified if a policy change affects their reservation. Otherwise, new terms apply to future bookings.

6.3 Communication and Documentation

All official communication—including booking confirmations, invoices, itineraries, reminders, and cancellations—will be made via:

  • Email
  • Messaging platforms (e.g., Facebook Messenger, WhatsApp, Viber)
  • Phone or video calls if necessary

Clients are responsible for checking their inbox and communication channels to avoid missing important updates.