TERMS and CONDITIONS with VIETNAM BY BIKE TRAVEL CO., LTD

1. Official Company Registration & Licensing (E-E-A-T)

Vietnam By Bike is a fully licensed international tour operator legally registered and compliant with the Vietnam National Authority of Tourism (VNAT) and local commerce regulations.

2. Deposit & Full Payment Schedule

Securing your preferred dates, boutique accommodations, support vehicles, and professional cycling guides requires timely payment according to the following schedule:

• Bookings Made 45+ Days Prior to Departure: A non-refundable booking deposit is due within 5 business days of written confirmation to lock in your fleet and hotel reservations.
• Final Balance Due Date: Full payment must be settled at least 15 days prior to your tour arrival date (or as explicitly detailed in your booking invoice).
• Automatic Cancellation Risk: Failure to pay the deposit within 5 days of confirmation or the full balance by the due date may result in automatic booking cancellation without refund of prior monies paid. Prices are guaranteed only after full balance payment is confirmed and travel vouchers are issued.

3. Secured Online Card Payments & Privacy Protection

To ensure total financial security, Vietnam By Bike integrates with PayPal and Vietcombank (Vietnam's premier financial institution) to provide 256-bit SSL encrypted online payment processing. We accept major credit/debit cards including VISA, MasterCard, American Express (AMEX), and JCB.

4. Pricing Structure, Taxes & Currency Exchange

All tour prices are quoted in United States Dollars (USD) unless otherwise denoted. Transactions processed in local currency (Vietnamese Dong - VND) will use the prevailing official exchange rate published by Vietcombank on the date of transaction.

• Inclusions: Advertised package rates reflect land-only twin-share arrangements during standard seasons and include applicable government levies, service charges, and local taxes as of publication date.
• Price Adjustments & Surcharges: While we make every effort to maintain fixed pricing, Vietnam By Bike reserves the right to adjust tour costs prior to full balance payment due to major currency fluctuations, emergency fuel surcharges, airline fee increases, or changes in government taxes.

5. Cancellation Fees & Refund Terms for Travelers

All cancellation requests must be submitted in writing via official email to Ops@VietnamByBike.com. The effective cancellation date is recorded based on the date and time received (Indochina Time / UTC+7). No refunds are issued for unused services, skipped itinerary segments, or early departure once the tour has commenced.

Note: Cancellations involving independent flight tickets, cruises, or train tariffs are governed by the specific transport carrier's non-refundable regulations.

6. Tour Modifications & Operational Alterations

Amendments Requested by the Traveler

One free itinerary modification is permitted if requested in writing at least 15 days prior to departure, provided third-party suppliers (hotels, domestic airlines) do not charge penalty fees. Name changes or major date changes within 15 days of departure are classified as cancellations under supplier regulations and will incur standard cancellation fees.

Cancellations & Alterations by Vietnam By Bike

Vietnam By Bike reserves the right to reschedule, modify, or alter any route, hotel accommodation, cruise disembarkation point, or daily sequence due to operational necessity, extreme weather, road closures, or safety considerations. We are not responsible for auxiliary travel expenses (such as international flight tickets) affected by third-party alterations.

7. Passports, Visas & Border Clearances

It is the sole responsibility of each traveler to secure valid travel documentation prior to departure:

• Passport Validity: Passports must remain valid for at least 6 months beyond your scheduled departure date from Vietnam, Laos, Cambodia, or Thailand, containing at least two blank pages.
• Visa Clearances: Travelers must secure appropriate tourist visas, Vietnam E-Visas, or transit visas for all destination countries. Airline tickets must precisely match the full legal name printed on your passport.

8. Mandatory Travel Insurance & Liability Disclaimer

Liability Disclaimer

Vietnam By Bike Travel Co., Ltd excludes all liability to any traveler (for negligence, breach of contract, or tort) for any direct or indirect loss, damage, or personal injury resulting from services provided by third-party suppliers. Where liability cannot be legally excluded, our maximum financial liability is strictly limited to the total value of the travel package purchased from Vietnam By Bike.