Terms of Service

These Terms of Service (“Terms”) apply to the use of the Kyoto Essence Tours website and to reservations for private tours operated by Kyoto Essence Tours (“we”, “our”, or “us”). By making a reservation or using our services (“the Services”), you agree to these Terms.

1. Scope of the Services

Kyoto Essence Tours provides private walking tours and hikes in Kyoto led by a guide. Unless expressly stated on a tour page or in a written confirmation from us, the Services do not include the arrangement or sale of transportation, accommodation, package travel, or other travel contracts provided by third parties.

Guests are responsible for their own transportation to and from the meeting point, accommodation, meals, admission fees, and other personal expenses unless a specific item is clearly included in the reserved tour.

2. Reservations

A reservation is confirmed only after we accept the booking request and payment has been processed or otherwise confirmed. When making a reservation, you agree to provide accurate information, including your name, contact details, group size, and any information reasonably necessary for safe service provision.

We may decline or cancel a reservation if the requested date is unavailable, if required information is missing, if payment cannot be completed, or if we reasonably determine that the tour cannot be provided safely or appropriately.

3. Prices, Taxes, and Payment

Prices are displayed on each tour page and include Japanese consumption tax unless stated otherwise. Additional expenses, such as temple admission, public transportation, meals, or special requests, may be payable separately by the guest when clearly indicated before or during the reservation process.

Payment is made by credit card through Stripe unless another method is agreed in writing. Payment timing and business information are also stated in our Legal Notice under Japan's Act on Specified Commercial Transactions.

4. Guest Responsibilities

Guests are responsible for arriving at the meeting point on time, wearing suitable clothing and footwear, carrying any necessary medication or personal items, and choosing a tour appropriate to their health, fitness, and mobility.

Guests must follow reasonable safety instructions from the guide and respect local rules at shrines, temples, private property, residential areas, shops, restaurants, and public spaces. We may end or modify a tour if a guest's conduct creates a safety risk, disrupts the route, or interferes with other people's use of a site.

5. Walking Level, Health, and Accessibility

Some tours involve extended walking, stairs, slopes, unpaved surfaces, crowded areas, or weather exposure. The physical level stated on each tour page is provided as practical guidance, but conditions may vary on the day.

Guests should inform us in advance of any mobility needs, medical conditions, allergies, pregnancy, or other circumstances that may affect participation. We will make reasonable efforts to adapt the route where possible, but not all routes or sites are fully accessible.

6. Cancellations and Refunds by Guests

Cancellations are subject to the cancellation policy stated on the relevant tour page and in our Legal Notice. The payment processing fee is non-refundable, and the applicable cancellation percentage applies to the remaining amount.

Any transitional terms recorded with an existing reservation take precedence for that reservation. Reservations made through an external booking platform follow that platform's terms. Refunds, when available, are normally returned through the original payment method.

If you arrive late, the tour may be shortened to keep the planned schedule. If you do not arrive or contact us within a reasonable time after the scheduled start, the reservation may be treated as a no-show according to the applicable cancellation policy.

7. Changes or Cancellations by Us

We may adjust the route, order of visits, meeting point, start time, or guide when reasonably necessary due to weather, safety, site closures, transport disruption, crowd conditions, guide illness, or other operational circumstances.

If we cancel a tour for reasons attributable to us or because the tour cannot be provided safely, we will offer a reasonable alternative, rescheduling where possible, or return the full amount paid. We are not responsible for separately arranged travel, accommodation, meals, or other third-party expenses except where required by applicable law.

8. Weather and Site Conditions

Tours may proceed in light rain or ordinary seasonal weather. In the case of severe weather, official warnings, unsafe trail conditions, or site restrictions, we may modify, postpone, or cancel the tour.

9. Third-Party Services and Locations

The Services may involve visits to shrines, temples, gardens, shops, restaurants, public transportation, or other third-party locations. Those locations may have their own rules, admission conditions, opening hours, photography restrictions, accessibility limits, and safety requirements.

We are not responsible for acts, omissions, closures, delays, price changes, or service conditions of third-party operators, except to the extent responsibility cannot be excluded under applicable law.

10. Photography and Personal Conduct

Guests may take photographs where permitted by the location and by local rules. Guests must not photograph restricted areas or people in a manner that violates privacy, local custom, or site instructions.

We will not use photographs or recordings that identify guests for promotional purposes without consent.

11. Website Content and Intellectual Property

Text, photographs, layout, branding, and other content on this website are owned by us or used with permission. You may view the website for personal, non-commercial purposes, but may not reproduce, distribute, modify, or commercially use its content without prior written consent.

12. Liability

We provide the Services with reasonable care and skill. To the extent permitted by applicable law, we are not liable for losses arising from guest conduct, inaccurate information provided by a guest, failure to follow safety instructions, ordinary outdoor conditions, third-party services, or events outside our reasonable control.

Nothing in these Terms excludes or limits liability where exclusion or limitation is not permitted by law, including liability arising from our intentional misconduct or gross negligence.

13. Personal Information

We handle personal information in accordance with our Privacy Policy. By making a reservation or contacting us, you acknowledge that personal information may be used as necessary for reservation management, payment processing, communication, safety, and service provision.

14. Changes to these Terms

We may update these Terms from time to time to reflect changes in our services, operations, or applicable laws. The latest version will be available on our website. Updated Terms apply to reservations made after the date of publication unless otherwise required by law.

15. Governing Law and Jurisdiction

These Terms are governed by the laws of Japan. Unless otherwise required by applicable law, disputes arising from or relating to these Terms or the Services will be subject to the exclusive jurisdiction of the Kyoto District Court as the court of first instance.

16. Contact

For questions about these Terms, reservations, or cancellations, please contact us via the contact page.