1: It is in the nature of holidays of the type we offer that arrangements and participants have to be flexible. The day-to-day itinerary and ultimate objectives of the trip are to be taken as aims and not as contractual obligations. It is a necessary condition of your booking any of our advertised holidays that you accept this flexibility.

2: Changes to confirmed holiday arrangements sometimes have to be made. Most changes will be insignificant and we have the right to make these. Where an insignificant change is made before departure, we will notify you or your travel agent in writing. No compensation is payable for insignificant changes. Occasionally, before departure, we may be constrained by circumstances beyond our control to make a significant alteration to any of the main characteristics of the travel services which form part of your confirmed booking or to any special requirements which we have accepted as referred to in clause

3: Booking: A Booking will be in effect when Vietnam travel memories accepts the completed booking form, and payment of the non-refundable deposit, or full-payment, has been received. Acceptance of your booking will be confirmed by e-mail to you, or to your travel agent.

- Payment & Deposit: Bookings made before 45 days prior to the tour start date; require a 30% non-refundable deposit of the total trip cost. Bookings made less than 45 days before the tour start date, must be paid in full at the time of booking.

Cancellation & Refund: If you wish to cancel your booking, notification of cancellation must be made to Vietnam travel memories by e-mail. The date of the cancellation is the date on which Vietnam travel memories receives the e-mail notification. It is your responsibility to ensure that notification is The cancellation charge is a percentage per person as shown below.

Days before Departure More than 30 days 14 days- 29 day 7 day s – 13 Days 6 days -4 days 3 days

Charge applicable Loss of deposit Forfeit 35% of the tour cost Forfeit 50% of the tour cost Forfeit 75% of the tour cost Forfeit 100% of the tour cost

We can accommodate your group.  Private tours are slightly more expensive than group tours.

- Waiting for more to join:

If you wish to join a group bike tour, and do not have a group, then your reserved trip will appear on our site as  waiting for more to join in in order to wait and attract other travelers to join in. Once a tour has at least 2 confirmed bookings then the status on website will change to Guaranteed to Depart and will be reflected on the Guaranted to Depart.

Client’s requests:

A group is defined as 2 travelers or more.  Therefore, a group of 2 or more can choose their own departure date.

Cancellation policy of flight, train and boat:

- If an International or domestic flights and domestic train, boat tickets are booked as part of the tour, then these are totally non-refundable or transferable.

- Ages of travelers as cyclists:

We welcome travelers aged 14 years and older. You can contact us for a private trip if you love to have a private tour for your group or family

- Singles:

Solo travelers are always welcome and those who would like their own room have the option of paying a single supplement. Otherwise we will arrange for a shared room with another solo traveler (of  the same sex)  at no  extra cost. If there is no  roommate available, Vietnam travel memories will cover the additional cost of a single room.

- Children:

Children are welcome on our short tours in Vietnam,Laos, Cambodia and Myanmar. However, on our longer tours the minimum age is 14 years. This is for a number of reasons and more to do with group dynamics than the difficulty of the journey.

- Accommodation:

Vietnam travel memories the right to offer alternative accommodations of similar standards in  cases where the accommodation operator overbooks their property  for any reasons

- Liability: In no event share Vietnam travel memories be held liable for any amount in excess of the amount paid for the tour, nor shall it be liable for any indirect or incidental damages arising from this agreement. Vietnam travel memories purchases transportation, hotel accommodation, restaurant and other services from independent suppliers not under the control of Vietnam travel memories. serves only as an agent for these suppliers in securing tour arrangements, and cannot be held liable for wrongful, negligent, or arbitrary acts of independent contractors, their employees, agents, servants or representatives. Vietnam travel memories  is not liable for any loss, damage, expense, fatality, injury, accident or delay caused by events beyond its control; or events that, even with all due care, cannot be foreseen or avoided. This includes, but not limited to, natural disasters, strikes, vehicle defect, or negligence or default of any third party. All coupons, receipts and conditions are specified by the independent suppliers. Any independent arrangements made by the client, which are not an official part of the trip, are entirely at their own risk. Vietnam travel memories will not be responsible or liable for the contravention of any law or regulation of any country or region visited by the client. Vietnam travel memories  reserves the right to take photographic images of passengers while on tour. These images may be used for advertising or marketing purposes without obtaining further consent from the passenger.

- Notice: Vietnam Travel memories does its utmost to provide services that ensure your safety and well being while on tour. However, Vietnam travel memories  operates trips in areas where standards of accommodation, transport, hygiene, medical facilities and other infrastructure may not be of a standard that exist in your home country.

- Bookings are accepted with the understanding that clients realize the hazards involved in the trip they are taking; including fatality, injury, disease, loss or damage to property, inconvenience and discomfort. A certain degree of flexibility with tours, itineraries, activities, accommodation and transportation must be allowed for. Signing the booking form implies that the client has read, and fully understands all the conditions herein and that they accept all risks and obligations as stated. The client also agrees to release Vietnam travel memories from all liability connected with these risks to the maximum extent permitted by law.

- You must ensure that your travel insurers are aware of any medical condition, disability or reduction in mobility you suffer from and have agreed that this will be covered by your policy. We may ask you to provide us with evidence of this. Please also read “Choosing the right holiday” in our Booking Information.

This contract, and all matters pertaining to it, shall be governed by, and interpreted in accordance with the laws and regulations of  Vietnam Socialist Republic. All parties to this contract agree to submit to the exclusive jurisdiction of the courts of Vietnam Socialist Republic. Regarding any claim or litigation arising from this contract.

- ASSISTANCE WHILST YOU ARE ON HOLIDAY

In the event you end up in difficulty (of any sort) during your holiday, we will provide you with appropriate assistance as soon as reasonably possible including by the provision of appropriate information on health services, local authorities and consular assistance and by assisting you to make distance communications and to find alternative travel arrangements as may be applicable. Where you are in difficulty as a result of your negligence, we may charge you a reasonable fee for this assistance which will not exceed the costs we actually incur.

- DELAY AND DENIED BOARDING REGULATIONS

In the event of any flight delay or cancellation at your or overseas point of departure, where applicable the airline is responsible for providing such assistance as is legally required by the Denied Boarding Regulations. We regret we cannot provide any assistance in such circumstances other than information and advice to the extent we are in a position to do so.

If your flight is cancelled or delayed, your flight ticket is downgraded or boarding is denied by your airline, depending on the circumstances, the airline may be required to pay you compensation, refund the cost of your flight and/or provide you with accommodation and. Where applicable, you must pursue the airline for the compensation or other payment due to you. All sums you receive or are entitled to receive from the airline concerned by virtue of these Regulations represent the full amount of your entitlement to compensation or any other payment arising from such cancellation, delay, downgrading or denied boarding. This includes any disappointment, distress, inconvenience or effect on any other arrangements. The fact a delay may entitle you to cancel your flight does not automatically entitle you to cancel any other arrangements even where those arrangements have been made in conjunction with your flight. We have no liability to make any payment to you in relation to the Denied Boarding Regulations or in respect of any flight cancellation or delay, downgrading of any flight ticket or denial of any boarding as the full amount of your entitlement to any compensation or other payment is covered by the airline’s obligations under the Denied Boarding Regulations. If, for any reason, we make any payment to you or a third party which the airline is responsible for in accordance with the Denied Boarding Regulations, you must, when requested, assign to us the rights you have or had to claim the payment in question from the airline. If your airline does not comply with these rules, you may use the Passenger Advice and Complaints Service.

- DATA PROTECTION

We are a data controller of the personal data you provide us with and will protect this in accordance with the General Data Protection Regulation (GDPR) and Data Protection Decree No. 13/2023/ND-CP Vietnam. Please read our privacy policy (which appears on our website) for more information.

- TOUR LEADER AUTHORITY (GROUP HOLIDAYS)

In booking a group holiday with us, you agree to abide by the authority of your tour leader, who represents Vietnam travel memories Ltd. The decision of the leader as to the conduct, itinerary and objectives of the trip is final. If, in the reasonable opinion of the leader, your behaviour or physical or mental condition is such that it may be detrimental to the safety, welfare and/or wellbeing of the group as a whole (which are the paramount considerations), or if the leader considers your general wellbeing will be put at risk by continuing with the holiday, you may be asked to leave the trip. In this event, our contractual obligations in respect of the remainder of your holiday will come to an end and, save for any return flight or other return travel arrangements and the provision of assistance as referred to in clause 9 above, we will have no further responsibility to you. Return flight or other travel arrangements will be subject to the carrier agreeing to your using their services in the circumstances. You will not be entitled to any refund for unused or other services or to payment of any expenses or compensation.

- RESPONSIBILITY

Your booking is accepted on the understanding that you realise and accept the risks and hazards potentially involved in adventure holidays and that you are mentally and physically capable of undertaking your chosen trip. Special requests and medical conditions / disabilities / reduced mobility”. You must provide us with all relevant information before you book if you have an existing medical condition or disability or suffer from reduced mobility which might affect your holiday or other group members’ enjoyment of it. If, in our reasonable opinion and having made any reasonable adjustments which we are able to, your chosen holiday is not suitable for your medical condition, disability or reduced mobility, we reserve the right to refuse your booking or, if this only develops after your confirmation is issued, to cancel it (with a full refund of all monies paid to us but with no expenses or compensation being payable). In the event that we are not provided with all relevant information prior to confirming your booking, we reserve the right to cancel it and apply cancellation charges in the event we reasonably decide your booked arrangements are not suitable for you when we are provided with all relevant information. You are responsible for bringing with you the proper clothing and equipment, which we advise you about in the Trip Notes. If you are unable, or choose not to complete an itinerary outlined for a holiday, we will not be obliged to provide or arrange any alternative itinerary, excursions, accommodation, services or staff for the period when you are not participating in the travels arrangements.

- PASSPORTS, VISAS, AND IMMIGRATION REQUIREMENTS

Visas are required for many of our holidays. In some cases, more than one visa is required. Where applicable, visa information is provided on the specific trip page of our website. Further information can also be found in our Booking Information. All holidays require a valid passport. Your passport may be required to have a minimum of 6 months’ validity after the end of your holiday. Requirements may change and you must check the up to date position in good time before departure with the website / embassy / consulate / visa processing centre of the country(ies) to or through which you are intending to travel.

In some cases, full and correct passport information is required when a booking request is submitted to us so that we can obtain necessary flights, tickets, permits and visas (where we specifically undertake to do so) on your behalf. If you do not provide the required and correct information when requested, we will not be able to make the necessary bookings and other arrangements on your behalf and cannot be held responsible for the effect this may have on your holiday arrangements.

Details of any compulsory health requirements applicable to your holiday are shown on our website. It is your responsibility to ensure you are aware of all recommended vaccinations and health precautions in good time before departure.before-you-travel Vaccination and other health requirements/recommendations are subject to change at any time for any destination. Please therefore check with an appropriate health professional or travel clinic not less than 6 weeks prior to, and also closer to, departure to ensure that you are aware of and can meet the necessary requirements and have the latest information. Please be aware that there may be enhanced screening/monitoring at exit and entry points both in the and overseas. In certain situations and when arriving from certain countries, you may be required to self-isolate or quarantine for a set period on arrival.

It is the responsibility of the lead name to ensure that all persons travelling are in possession of all necessary passports, visas, travel and health documents before departure. All costs incurred in obtaining such documentation must be paid by you. We regret we cannot accept any liability if you are refused entry onto any transport or into any country due to failure on your part to carry all required documentation. If failure to comply with all applicable passport, visa, immigration and other entry requirements results in fines, other financial penalty, costs or expenses being incurred by us, you will be responsible for reimbursing us accordingly.

- TRAVEL INSURANCE

To take part in one of our holidays you must be covered by appropriate travel insurance for the complete duration of your holiday. Your insurance must include cover for cancellation charges, medical expenses (including the cost of repatriation and evacuation by helicopter/air ambulance/other appropriate means in the event of medical need), injury, death and liability to third parties. Should you require emergency medical rescue or evacuation whilst you are on holiday, whether on foot, by helicopter or otherwise, you are responsible for all costs involved. Any costs incurred after your rescue or evacuation for expenses such as hotels, food, transport etc will also be your sole responsibility. It is imperative that all persons travelling have appropriate insurance cover in place before departure which covers all such costs and eventualities. It is your responsibility to ensure that the insurance cover you purchase is suitable for your particular needs. We reserve the right to cancel your booking at any time before departure if we are not satisfied that you have appropriate insurance. All luggage and personal possessions, including bikes, are at all times at your own risk. We will not be responsible for any loss, damage or accident to any luggage and property, howsoever incurred. You are advised to ensure that all items you take with you on holiday (including camera equipment, phones, laptops and other forms of technology) are properly covered by insurance and to check the applicable limitations and exclusions of your insurance policy.

- IF YOU HAVE A COMPLAINT

If you have a problem or cause for complaint during your holiday, you must without delay inform your tour leader or, for self-guided trips, the emergency contact provided, who will endeavour to put things right. If your complaint is not resolved locally to your satisfaction, you should contact our office by email at kienbikingtour@gmail.com, or by writing to our Customer Services Department at Vietnam travel memories, Head Office: 037 fanxipang, sapa, Vietnam, giving your booking reference and all other relevant information. It is best if any correspondence is concise and to the point. This will assist us to quickly identify your concerns and speed up our response to you. You should e-mail or write to us within 30 days of the end of your holiday unless there is a good reason why you are unable to do so. Prompt notification of issues enables us to investigate and, where appropriate, take steps to remedy any complaint during your holiday. If you fail to follow this simple procedure, we will have been deprived of this opportunity and your right to claim any compensation you may otherwise have been entitled to may be affected or even lost as a result. We do not, however, exclude or limit any right to compensation for death or personal injury which we or our employees cause intentionally or negligently.

- DEPARTMENT OF CONSULAR - MINISTRY OF FOREIGN OFFICE OF VIETNAM

Address: 40 Tran Phu, Ba Dinh, Hanoi;

Phone: +84 24 3799.3388;

Fax: +84 24 3823.6928 / +84 24 3799.3105;

Email: cls.mfa@mofa.gov.vn

Which you are strongly recommended to consult before booking and in good time before departure.

- PROMOTIONAL IMAGES

You may appear in photos or videos which are taken on any of our holidays, whether by a member of our staff, suppliers or other clients. In accordance with our privacy policy, these may be used by us without payment in any media (whether now existing or in the future invented) for bona fide promotional materials of any kind, such as in brochures and website slides and videos.. You will not be identified by name in any material.

- IMPORTANT WARNING

This is Vietnam trave memories, and many of holiday destinations are in remote areas, within under-developed countries, where events are less predictable than is usually the case in, for example, Vietnam or indochina. The unexpected is the norm in these areas and, despite painstaking planning and organisation, our adventure holidays can never be taken for granted like regular holidays. Many of the places that we visit do not have the same quality of emergency health and safety services that we are used to in the developed world. Internal flights can be cancelled, road transport may be uncomfortable and unreliable, and hotels may not approach the standards we take for granted in Western Europe or North America.

- IF YOU ARE NOT PREPARED FOR THIS, YOU SHOULD NOT TRAVEL WITH US

This unpredictability also means that the itineraries that we put forward for each of our holidays should be seen as statements of intent, rather than as contractual obligations.  A variety of factors, including weather, transport difficulties and political instability, might dictate that we change any itinerary. We will make any changes that are necessary, after consultation with our local representatives and inform you at the earliest opportunity. Only rarely will such changes be significant, and we will always do everything within our powers to minimise the effects of the enforced changes. We cannot be held responsible for the results of changes or delays, irrespective of how they are caused.