1. GENERAL TERMS AND BOOKING CONDITIONS
1.1 SCOPE OF AGREEMENT
These Terms & Policy constitute a binding agreement between you (the client) and PTC Travel when you make a booking with us. By confirming your reservation through our website, email, telephone, or in person, you acknowledge that you have read, understood, and agreed to these terms and conditions.
1.2 COMPANY INFORMATION
PTC Travel is a licensed travel agency operating under Vietnamese tourism regulations, specializing in authentic Vietnam experiences including culinary tours, eco-adventures, and cultural explorations. We act as intermediaries between clients and service providers, including hotels, transportation companies, restaurants, and activity operators.
1.3 BOOKING CONFIRMATION
All bookings are subject to availability and our written confirmation. Your reservation becomes valid only upon receipt of our confirmation email containing a detailed itinerary, included services, and payment information. If requested services cannot be confirmed, we will promptly offer suitable alternatives.
2. PRICING AND PAYMENT TERMS
2.1 PRICE STRUCTURE
All prices are quoted in US Dollars (USD) unless specifically stated otherwise and include Vietnamese VAT and applicable government taxes at the time of quotation. Prices are valid for 30 days from the quotation date and are subject to availability.
2.2 PAYMENT SCHEDULE
• Deposit: A non-refundable deposit of 30% of the total tour cost is required upon booking confirmation.
• Final Payment: The balance payment must be received at least 30 days before the departure date.
• Last-Minute Bookings: Tours booked within 30 days of departure require full payment upon confirmation.
2.3 PAYMENT METHODS
We accept the following payment methods:
• Bank Transfer: Preferred method (client responsible for all international bank fees).
• Credit Card: Visa, MasterCard, American Express with a 3% processing fee.
• Cash: Accepted upon arrival or at our office.
• PayPal: Available with additional fees.
3. CANCELLATION AND AMENDMENT POLICIES
3.1 CLIENT CANCELLATION POLICY
All cancellation requests must be submitted in writing via email. Cancellation charges are calculated from the date we receive written notice:
Notice Period Cancellation Charge
More than 60 days Deposit forfeited (30%)
45-60 days 50% of total tour cost
30-44 days 75% of total tour cost
15-29 days 90% of total tour cost
0-14 days or no-show 100% of total tour cost
3.2 AMENDMENT FEES
Changes to confirmed bookings are subject to availability and the following fees:
• More than 45 days before departure: $50 administrative fee.
• 30-45 days before departure: $100 plus supplier charges.
• Less than 30 days: $150 plus supplier charges.
3.3 PTC TRAVEL CANCELLATION RIGHTS
We reserve the right to cancel tours due to insufficient bookings, force majeure events, or safety concerns. In such cases, we will offer alternative arrangements or provide full refunds of payments received.
4. TRAVEL DOCUMENTATION AND REQUIREMENTS
4.1 CLIENT RESPONSIBILITIES
Clients must ensure all travel documents including passports (valid for at least 6 months beyond travel dates), visas, and health certificates are obtained and valid. Any costs arising from inadequate documentation are the client’s responsibility.
4.2 HEALTH AND SAFETY REQUIREMENTS
Clients must comply with all health requirements including vaccinations and must inform us of any medical conditions, dietary restrictions, or mobility limitations that may affect their travel experience.
5. TRAVEL INSURANCE
We strongly recommend comprehensive travel insurance covering medical expenses (minimum $50,000), trip cancellation, emergency evacuation, and personal belongings. While not mandatory for Vietnam entry, travel insurance protects against unforeseen circumstances beyond our control.
6. CHILD AND GROUP POLICIES
6.1 CHILD POLICY
• Infants (0-2 years): Free when sharing accommodation with two paying adults.
• Children (2-11 years): 25% discount when sharing room with adults without an extra bed.
• Children requiring separate rooms: Charged at adult rates.
6.2 GROUP BOOKINGS
Groups of 10+ passengers may receive special rates and terms. Group bookings require a designated group leader and may have different deposit and cancellation policies.
7. LIABILITY AND LIMITATIONS
7.1 LIMITATION OF LIABILITY
PTC Travel acts as an intermediary and is not responsible for:
• Third-party supplier failures or service changes.
• Weather-related delays or cancellations.
• Political events, natural disasters, or force majeure situations.
• Personal injury not directly caused by our negligence.
• Loss or damage to personal belongings.
7.2 FORCE MAJEURE
Neither party shall be liable for delays or failures due to circumstances beyond reasonable control including natural disasters, war, terrorism, strikes, government actions, or other similar events.
8. CUSTOMER CONDUCT AND RESPONSIBILITIES
8.1 EXPECTED BEHAVIOR
Clients must respect local customs, laws, and traditions, follow guide instructions, and behave appropriately without endangering themselves or others. We reserve the right to terminate services for clients who engage in illegal activities or disruptive behavior without any refund provided.
8.2 ENVIRONMENTAL RESPONSIBILITY
We are committed to sustainable tourism practices. Clients are expected to respect the environment and support local communities visited during their journey.
9. SERVICE STANDARDS AND QUALITY
9.1 ACCOMMODATION AND TRANSPORTATION
We select accommodation and transportation based on the standards specified in your booking. While we maintain quality standards, exact room assignments and vehicle types may vary based on availability.
9.2 MEALS AND DIETARY REQUIREMENTS
Meals included in tours are as specified in the itinerary. Special dietary requirements must be communicated at the time of booking, though we cannot guarantee complete accommodation of all restrictions.
10. COMMUNICATION AND SUPPORT
10.1 PRE-TRAVEL COMMUNICATION
We will provide detailed pre-departure information including meeting points, emergency contacts, and local guidelines at least 7 days before your tour begins.
10.2 DURING TRAVEL SUPPORT
Our local guides and 24/7 support team are available for assistance during your trip. Emergency contact information will be provided in your travel documents.
11. COMPLAINTS AND DISPUTE RESOLUTION
11.1 COMPLAINT PROCEDURE
Service issues should be reported immediately to your guide or our support team. Written complaints must be submitted within 30 days of trip completion for formal investigation.
11.2 DISPUTE RESOLUTION
These terms are governed by Vietnamese law. Disputes will be resolved through good faith negotiation and, if necessary, through arbitration in accordance with Vietnamese arbitration rules.
12. PRIVACY AND DATA PROTECTION
We collect personal information solely for booking and service delivery. Your data is stored securely and not shared with unauthorized third parties. We comply with applicable privacy regulations, and you may request data modifications at any time.
13. UNUSED SERVICES
No refunds can be made for accommodation, meals, transportation, or other services included in the tour price but not utilized by clients. Partial trip completion does not entitle clients to refunds for unused portions.
14. PHOTOGRAPHY AND MEDIA RELEASE
PTC Travel may take photographs and videos of clients during tours for promotional and marketing purposes. By confirming your booking, you consent to the use of these images in various media. If you wish to opt out of this, please notify your tour guide at the beginning of the tour and send an email to our team within thirty (30) days after your trip ends. If we do not receive your request in this timeframe, we will assume you agree to the use of your likeness.
15. ACKNOWLEDGMENT OF RISK
Traveling includes inherent risks, such as potential illness, injury, or other unforeseen challenges. By participating in our tours, you acknowledge these risks and accept responsibility for your own safety. This includes engaging in activities that may carry a higher degree of risk, such as adventure sports. You agree to release PTC Travel from any liability related to these activities.
16. COMMITMENT TO SUSTAINABILITY
At PTC Travel, we prioritize sustainable tourism practices that benefit local communities and protect the environment. We encourage our clients to engage in responsible travel behaviors, such as reducing waste and supporting local businesses. By traveling with us, you help promote eco-friendly tourism and contribute to the preservation of the destinations you visit.
17. VALIDITY AND UPDATES
These Terms & Policy are effective from the date of publication and may be updated periodically. The version in effect at the time of booking applies to your reservation. Updated terms will be posted on our website and apply to future bookings.
For questions regarding these terms or to make a booking, please contact PTC Travel through our official channels. By proceeding with your booking, you confirm acceptance of these Terms & Policy.