Terms & Conditions

01Scope & Who We Are

These Terms & Conditions (“Terms”) govern your use of the Asia Travel Mates website, our travel planning services, and any journey, tour, cruise or experience you book through us.

Asia Travel Mates is operated by Asia Travel Mates Corp, registered in the Socialist Republic of Vietnam. Throughout these Terms, “we”, “us” and “our” refer to Asia Travel Mates Corp. “You” refers to the traveler, the lead booking passenger, or the trade partner with whom we have contracted.

By using our website or confirming a booking with us, you accept these Terms. If you do not accept them, please do not proceed with a booking.

Registered address: Asia Travel Mates Corp · 3C69 Thanh Nien Street, Tan Vinh Loc Ward, Ho Chi Minh City, Vietnam.

02Bookings & Confirmation

Every journey we design is private, and every journey is confirmed individually. There is no fixed departure schedule that applies across our business.

2.1 How a Booking Is Confirmed

• You contact us with an enquiry, or we speak with you about a journey you are considering.
• We send you a written itinerary, including inclusions, exclusions, prices and payment terms.
• You confirm your acceptance in writing, and pay the deposit stated in the itinerary.
• Once the deposit is received, your booking is confirmed — and we begin securing the services on your behalf.

The booking contract is between you (the traveler or the trade partner who booked) and Asia Travel Mates Corp, even where services are delivered by third-party partners.

Please check your itinerary carefully — including dates, names, flights, inclusions and exclusions — before confirming. We build the journey around what you approve. Full operational detail is set out in our Booking Conditions.

03Pricing & Payment

Prices are quoted in the currency stated on your itinerary, and are valid for the period stated in the quote. Prices are based on the services described in the itinerary at the time of quoting.

3.1 What Is Typically Included

• Accommodation as specified in the itinerary.
• Private transport and transfers as specified.
• Guiding services and entrance fees as specified.
• Meals as indicated in the itinerary.
• In-journey support from our local team.

3.2 What Is Typically Not Included

• International and domestic flights, unless specified.
• Visa fees and travel insurance.
• Meals, drinks and activities not listed in the itinerary.
• Personal expenses, tips and gratuities.
• Anything caused by events outside our reasonable control.

3.3 Payment Terms

A deposit is required to secure your journey, with the balance due before departure as stated in your itinerary. For certain high-season, luxury or multi-country journeys, additional payment milestones may apply and will be clearly stated before booking.

If payment is not received by the stated due date, we reserve the right to treat the booking as cancelled and to apply the cancellation terms in Section 06. Full payment terms — including currency, bank fees and refund mechanics — are set out in our Payment Terms.

04Changes by You

We know plans change. Where we can, we will help you adapt your journey — but our ability to do so depends on the type of change, how close it is to travel, and the flexibility of the partners we have already booked.

4.1 Types of Changes

• Minor adjustments (adding a day, swapping an activity, adjusting a transfer) — often possible for a small fee or the difference in supplier cost.
• Date changes — subject to availability of the same services at the same prices, which is not guaranteed in peak season.
• Destination or itinerary changes — treated as a new booking in some cases, or a partial cancellation and rebook in others.
• Passenger changes — possible in some cases, though supplier rules may apply.

All change requests must be made in writing to your specialist. We will confirm what is possible, what it costs, and any revised terms.

Travel insurance is the only way to protect against the cost of changes driven by illness, injury or unforeseen events. See Section 08 and our Travel Insurance Requirements.

05Changes by Us

Occasionally, we may need to make changes to your journey — for reasons such as supplier availability, weather, safety concerns or events outside our control. We will always try to provide an equivalent alternative wherever possible.

5.1 If We Make a Significant Change

• We will inform you as soon as we can, in writing.
• We will offer you an equivalent or improved alternative where one is available.
• If the alternative is materially different and you do not accept it, we will offer a refund of the affected portion of your journey.

5.2 What Counts as a Significant Change

A change to the departure date, the destination, the standard of accommodation, or the guiding arrangements that materially alters the character of the journey. Small adjustments — a different vehicle, a different restaurant, a reordered itinerary — do not normally trigger a refund, but we will always tell you.

06Cancellation & Refunds

If you need to cancel your journey, please tell us in writing as soon as possible. The effective date of cancellation is the date we receive your written notice.

6.1 Standard Cancellation Terms

Because every journey is booked privately with local partners, cancellation terms vary depending on the suppliers involved and how close to travel the cancellation occurs. Your itinerary will state the specific terms that apply to your booking. As a general guide:

For high-season departures (December–April), luxury cruises and multi-country journeys, stricter cancellation terms often apply. Your itinerary will always state the specific terms before you pay your deposit.

Full cancellation mechanics are set out in our Cancellation Policy. Travel insurance is strongly recommended — it is often the only way to recover costs if you have to cancel for medical or personal reasons.

07Traveler Responsibilities

You are responsible for the following — and for ensuring that everyone travelling with you is aware of these responsibilities.

7.1 Documentation

• Ensuring you hold a valid passport, with sufficient validity beyond your travel dates.
• Obtaining any visas or entry permits required for your journey.
• Meeting any health or vaccination requirements for the countries you visit.

7.2 Conduct & Respect

• Respecting local customs, traditions and cultural norms.
• Following instructions from your guides, drivers and hosts — particularly regarding safety.
• Behaving respectfully towards fellow travelers, partners, communities and their property.

7.3 Accurate Information

• Providing accurate personal details, including full names as they appear on your passport.
• Telling us in advance about any medical conditions, dietary requirements or accessibility needs.

We reserve the right to end a traveler’s participation in a journey — without refund — in cases of serious misconduct, illegal activity, or behaviour that endangers others or damages the relationship with the communities and partners we work with. This is rare, and we tell you honestly because it matters. See also our Responsible Travel Policy.

08Insurance & Health

Comprehensive travel insurance is strongly recommended for every journey. In many cases it is the only way to protect yourself against costs arising from medical emergencies, cancellation, delays, lost baggage or curtailment.

Please ensure your insurance policy covers the activities included in your journey — including any trekking, cycling, water sports or river cruises — and, where relevant, your intended travel dates and countries. Detailed requirements are set out in our Travel Insurance Requirements.

8.1 Health

• Please consult your doctor or a travel health clinic before travelling.
• Tell us in advance about any medical conditions that might affect your journey.
• Carry any medication you require, in its original packaging, with a copy of your prescription.

8.2 Accessibility & Pace

If you have specific accessibility, mobility or pacing needs, please tell us at the enquiry stage — ideally before your itinerary is designed. We can often adjust routes, transport and accommodation to suit, but only if we know in advance. See our Accessibility Statement for further detail. Current guidance on health and safety is in our Travel Advisory.

09Our Liability

We take responsibility for designing and delivering the journey as described in your itinerary. Where a service is provided by a third-party partner — a hotel, airline, cruise operator or guide — we select those partners carefully, but we cannot be responsible for every act or omission of a third party.

9.1 What We Are Responsible For

• Designing and delivering the journey as described in your confirmed itinerary.
• Selecting reputable partners and monitoring their performance.
• Responding to problems during your journey and, where reasonable, resolving them.

9.2 What We Are Not Responsible For

• Independent acts, omissions, or failures of third-party partners outside our control.
• Losses arising from events outside our reasonable control (see Section 10).
• Losses arising from inaccurate information you have provided.
• Personal injury, loss or damage not caused by our negligence.

Where we are found liable, our liability is limited to the value of the affected portion of your journey, except where liability cannot be limited by law.

10Force Majeure

We are not responsible for failures or delays caused by events outside our reasonable control. These include (but are not limited to) natural disasters, extreme weather, pandemics or epidemics, government action, civil unrest, strikes, airline disruptions, war, or any other event that could not reasonably have been anticipated or avoided.

Where such an event affects your journey, we will work with you to find reasonable alternatives, or to reschedule where possible. Refunds and cancellations in these circumstances are handled under Section 06, taking into account supplier terms and what remains recoverable.

11Trade Partners

Where a booking is made by a travel advisor, tour operator or other trade partner on behalf of a traveler, additional terms apply.

11.1 Additional Trade Terms

• Confidential net rates and commission structures are agreed per partner and stated in your trade agreement.
• The trade partner is responsible for the accuracy of traveler details and for passing on relevant information.
• Payments, cancellations and amendments are handled per your trade agreement and the specific journey.
• We do not sell directly to your clients, and we do not contact them except where directly necessary for the delivery of their journey.

For trade partnership details, contact us at trade@asiatravelmates.com.

12Content & Intellectual Property

All content on this website — including text, images, itineraries, design, layout, code and any downloadable material — is the property of Asia Travel Mates Corp, or is used with permission from the copyright holder. It is protected by applicable copyright and intellectual property laws.

12.1 What You May Do

• View, read and share our content for personal use.
• Quote brief excerpts with attribution and a link back to this site.
• Use our itineraries as inspiration for your own travels with us.

12.2 What You May Not Do

• Copy, reproduce or republish substantial parts of our content without written permission.
• Use our content for commercial purposes without an agreed licence.
• Use our name, logo or brand assets in a way that suggests partnership or endorsement without our written permission.

If you would like to use our content for a specific purpose, please contact us — we are often happy to help. Full legal imprint information is available on our Legal Notice page.

13Governing Law & Disputes

These Terms are governed by the laws of the Socialist Republic of Vietnam. Any dispute arising out of or in connection with these Terms or the services we provide will be subject to the exclusive jurisdiction of the courts of Vietnam — without prejudice to any rights you may have under mandatory consumer protection laws in your country of residence.

13.1 Before Any Formal Dispute

We ask that you contact us first at hello@asiatravelmates.com. Most issues can be resolved quickly through honest conversation. We would rather hear from you first than from a court. Our Complaints Procedure sets out the steps.

14Contact Us

If anything in these Terms is not clear, or if you have a question about a specific journey, please write to us. A real person will respond.