TERMS AND CONDITIONS – UNEND ASIA JOURNEYS

1. INTRODUCTION

These Terms and Conditions constitute a legally binding agreement between UNEND ASIA JOURNEYS (hereinafter referred to as “the Company”, “We”, “Us”) and any individual or legal entity (hereinafter referred to as “the Client”, “The Partner”, “You”) purchasing or utilizing our travel services. By confirming a booking, you acknowledge that you have read, understood, and agreed to be bound by these terms.

2. B2B CONFIDENTIALITY & NET RATES

· Confidentiality: For our B2B partners, all quoted rates are Confidential Net Rates and must not be disclosed to any third party or the end-consumer.

· Pricing: All rates are quoted in US Dollars (USD) per person, unless otherwise specified. Rates are inclusive of service charges and applicable government taxes in Vietnam.

· Validity: Quotations are valid for the period stated in the proposal. The Company reserves the right to adjust prices in the event of significant fluctuations in exchange rates, fuel surcharges, or government-mandated tax changes.

3. BOOKING & CONFIRMATION

· Reservation: Bookings can be made via email or our official booking portal.

· Confirmation: A booking is considered "Confirmed" only after the Company issues a formal Confirmation Invoice/Service Voucher and receives the required deposit.

· Accuracy: Partners are responsible for providing accurate traveler details (Full name as per passport, flight details, and dietary requirements).

4. PAYMENT POLICY

To guarantee services (especially for high-season allotments and cruises), the following schedule applies:

· Deposit: A 50% non-refundable deposit is required upon confirmation.

· Final Balance: Full payment must be settled 30 to 45 days prior to the arrival date depending on the low or high season.

· Urgent Bookings: For bookings made within 30 days of arrival or those valued under $500, 100% full payment is required immediately.

· Payment Methods: Bank Wire Transfer (EFT) is preferred. Credit Card payments (Visa/Master/JCB/Amex) are subject to a processing fee (typically 3-4.5% of transaction fees collected by the bank merchant)

5. CANCELLATION & REFUND POLICY

Cancellations must be submitted in writing and will be subject to the following charges based on the date of receipt:

· More than 45 days before arrival: Loss of deposit plus any non-refundable third-party fees (e.g., domestic flights, none refund deposit for hotels, cruises…).

· 44 – 30 days before arrival: 30% of total tour price.

· 29 – 15 days before arrival: 50% of total tour price.

· 14 – 8 days before arrival: 75% of total tour price.

· 7 days or less / No-Show: 100% of total tour price.

· Unused Services: No refunds will be issued for any unused portion of the tour, including missed meals, sightseeing, or early departures.

6. CHILD POLICY

Ages are determined by the date of birth at the time of travel:

· Infants (Under 2 years): Free of Charge (sharing bed). Domestic flights are charged as actual prices.

· Children (2 – 11 years):

o Sharing bed with parents: 50% - 75% of adult rate.

o With extra bed: 75% - 90% of adult rate.

· Adults (12 years and above): 100% of adult rate.

7. SPECIAL REQUIREMENTS (DIETARY & ACCESSIBILITY)

· Indian Market: UAJ specializes in catering to Jain and Vegetarian dietary needs. Such requirements must be communicated at the time of booking.

· European Market: We emphasize sustainable "slow travel" and cultural respect. Partners are encouraged to brief clients on local etiquette and environmental protection

8. MICE & GROUP ADDENDUM (Specific Terms for Events & Incentives)

For groups of 10 rooms or 20 persons and above, the following specialized terms apply :

8.1 Planning & Lock Timelines (The 90/60/30 Rule)

To ensure the integrity of complex group programs in Vietnam, we apply a tiered decision framework :

· 90 Days Out (Feasibility Lock): Initial venue holds and room blocks are secured.

· 60 Days Out (Commitment Lock): Final group size must be estimated within a $10%$ variance. Attrition clauses are activated.

· 30 Days Out (Operational Lock): Final rooming lists, dietary manifests, and flight details must be submitted. Change-control becomes strict.

8.2 Attrition Policy

The Client is allowed to reduce the total number of participants/rooms without penalty as follows:

· Up to 60 days before arrival: 10% reduction allowed or depending on actual booking limitation

· 59 – 31 days before arrival: 5% reduction allowed or depending on actual booking limitation

· Under 30 days: No reduction allowed. Any further decrease will be charged at 100% of the quoted rate.

8.3 Weather Contingency & Fallback

For outdoor gala dinners or events (especially in Central Vietnam during Sep-Dec), a mandatory Indoor Fallback Venue must be agreed upon during the 60-day lock period. Decisions to move to the fallback venue must be made at least 6-12 hours prior to the event start.

8.4 Indian MICE Food Governance

For MICE groups from India, UAJ guarantees direct oversight of Jain, Vegan, and Pure Veg food preparation. Any specialized Indian chef requirements or external catering logistics must be finalized 45 days prior to arrival.

9. FORCE MAJEURE

The Company shall not be liable for any failure to perform its obligations if such failure is the result of Force Majeure (including but not limited to Acts of God, natural disasters, war, strikes,

pandemics, or government restrictions). In such cases, the Company will endeavor to provide alternatives or refunds minus any non-recoverable costs paid to suppliers.

10. LIABILITY & INSURANCE

· Intermediary Status: UAJ acts as an agent for hotels, airlines, and local transport providers. We are not liable for the acts, errors, or omissions of these third-party suppliers.

· Travel Insurance: Comprehensive travel insurance (medical, evacuation, and cancellation) is mandatory for all travelers.

11. DISPUTE RESOLUTION

Any dispute arising out of or in relation to this agreement shall be resolved through amicable negotiation. If no settlement is reached, the dispute shall be referred to and finally resolved by arbitration at the Vietnam International Arbitration Centre (VIAC) in accordance with its Rules of Arbitration.