Terms and Conditions of Sales
Article 1: General Provisions
These Terms and Conditions of Sale are intended to define the contractual relationship between the seller – GP Travel – and the buyer – the Client (natural or legal person) – for any purchase of services and/or travel concluded between the Parties. These terms of sale also apply to any online purchase of services and/or travel.
The confirmation of the purchase of services and/or travel from GP Travel and the payment of a deposit by the Client imply that the latter has read, understood, and voluntarily approved the terms of these conditions of sale.
In the absence of any other agreement or contract signed between GP Travel and the Client, the agreement or contract between GP Travel and the Client is entirely governed by these General Terms and Conditions of Sale, which validate the commitment to purchase a trip or service.
Article 2: Services
Taking into account the specific needs and/or requests of the Client, GP Travel undertakes to provide the Client with all the services expressly listed in the pre-established and accepted program.
Subject to the Vietnamese legislation in force at the date of the trip and/or services, GP Travel may, at the request of the Client, arrange an invitation letter for a visa on arrival in Vietnam. However, GP Travel cannot be held responsible in the event that the visa application is not accepted by the Local Authorities for any reason.
Our services do not include any subscription to an insurance service. This is the sole responsibility of the Client and remains entirely at their expense (see Article 9).
Article 3: Prices and Validity Period of Prices
The prices offered are valid only during the period specified by GP Travel on the quote, invoice, or any other contractual document communicated to the Client.
These prices may be subject to readjustment in exceptional cases of force majeure, such as: an increase in VAT, a significant increase in the price of transport, an increase in the exchange rate of currencies, etc., which make it impossible for GP Travel to offer its programs at the initial prices. If this is the case, a reasoned request for readjustment will be sent by GP Travel to the Client, who can either accept or refuse it. In case of refusal by the Client, GP Travel reserves the right to cancel the program, and will be responsible for reimbursing the Client for the deposit paid, after deducting any fees related to service reservations already made by GP Travel on behalf of the Client and banking fees.
Article 4: Order, Payment of Deposits, and Payment of the Balance
4.1. Order and Payment of Deposits
If the Client wishes to book a trip or services, they must confirm their agreement to GP Travel, specifying the proposed travel program or service proposal that suits them and which they are ordering.
To confirm their order, the Client will be invited to fill out and return a booking form, and to pay the required deposit to GP Travel.
Payment of the deposit confirms the booking of the trip or services.
Upon confirmation of the purchase of the trip or services with GP Travel, the Client must pay a deposit of 30% of the total cost of the trip or services (except in the case of international and/or domestic flights where the entire incurred cost must be paid immediately to GP Travel - For bookings of airline tickets and other services booked under special conditions, the Client must pay 100% of the flight costs (these will be communicated to the Client during exchanges)).
For programs including services with a private junk/cruise and/or a 4-star category hotel or higher, the deposit is a 30% deposit of the quote amount.
A larger deposit may be required for last-minute bookings, during high season, or depending on the specific requests of certain hotels. Services booked in the week preceding the departure date must be paid in full at the time of booking.
Once all reservations have been made, the final travel program will be sent to the Client.
GP Travel reserves the right to propose equivalent alternative solutions in the event of unavailability of one or more planned services (accommodation, train, etc.).
Unless otherwise agreed with GP Travel, any failure to pay the deposit within 10 days of the Client receiving the final program may result in the cancellation of all reserved services. The order will then be considered as cancelled by the Client and the provisions mentioned in paragraph 6.2.a will apply.
4.2. Balance
The balance must be paid no later than 1 month before the start of the tour, unless otherwise agreed, failing which GP Travel would be entitled to terminate the contract without the Client being able to claim a refund of their deposit or any compensation. In this case, the cancellation will be considered to be initiated by the Client and the provisions mentioned in paragraph 6.2.a will apply.
Upon payment of a deposit or the balance by the Client, GP Travel will issue an acknowledgment of receipt, which will be given to the Client, either by email or in person at the GP Travel offices in Hanoi, before or upon the travelers' arrival in Vietnam.
Article 5: Methods of Payment
5.1. Bank Transfer
All bank fees of the Client's bank and GP Travel's bank will be borne by the Client. GP Travel's bank details will be communicated to the Client upon conclusion of the travel or service contract.
5.2. Electronic Payment Terminal (POS)
The Client has the option of making their payment by bank card via an electronic payment terminal. Payment is made at the GP Travel office in Hanoi, subject to bank fees borne by the Client.
The following credit cards are accepted: Visa, MasterCard, American Express, JCB, and Diners Club.
In this case, the Client must anticipate an additional fee charged by the bank and must add it to the total amount of their payment. These bank fees amount to:
- 3% of the amount to be paid for Visa and MasterCard in Vietnam,
- 4.5% for American Express card
- 3.3% for JCB and Diners Club cards
As this payment method is always in Vietnamese Dong (VND) in Vietnam, the amount to be paid will be converted according to the Vietcombank exchange rate closest to the payment date if the quote is made in Euros or Dollars, for example. It is impossible to pay in Dollars or Euros via the electronic payment terminal.
5.3. Secure Online Payment
The Client can pay by bank card via a secure online payment system (3% bank fees borne by the Client for Visa, Master cards, or 4.5% bank fees for AMEX cards).
As this payment method is always in Vietnamese Dong, the amount to be paid will be converted into Vietnamese Dong (VND), according to the Vietcombank exchange rate closest to the payment date if the quote is made in Euros or Dollars, for example.
It is impossible to pay in Euros and Dollars via the online payment system.
5.4. Cash
Cash payment is exceptionally possible and is made at the GP TRAVEL office in Hanoi. In this case, no fees are required.
Article 6: Modification or Cancellation by the Client
6.1. Modifications by the Client
The Client may request to modify their travel program or services at any time, subject to the payment to GP Travel of the modification fees incurred by their change(s).
GP Travel is required to respond to this type of request, within the limits of the availability of the required services.
In the case of a group trip: a reduction in the number of participants is not considered a modification. It will lead to the application of the cancellation penalties mentioned in paragraph 6.2.c, i.e., for participants who withdraw, the payment of the balance in full no later than one month before the departure of the trip or services.
6.2. Cancellation by the Client
6.2.a. Cancellation
If, for any reason, the Client decides to cancel the entirety of their order, the following penalties will apply:
- More than 60 days before the start of the trip: 10% of the total cost of the trip
- From 59 to 30 days before the start of the trip: 20% of the total price
- From 29 to 15 days before the start of the trip: 30% of the total price
- From 14 to 8 days before the start of the trip: 50% of the total price
- From 7 to 4 days before the start of the trip: 80% of the total cost of the trip
- Less than 4 days (including day 3): 100% of the trip cost (the entire cost of the trip will be retained)
Specific cancellation policies, overriding the scale above, apply to luxury travel, special services, last-minute bookings, and high season periods. Please contact our travel advisors to find out more.
Cancellation received after the trip has started, for personal reasons, early departure, late arrival, or shortening the trip: Unfortunately, it is impossible for GP Travel to refund the total amount for unused services.
If the cancellation is made prior to the payment of the deposit, an invoice is sent to the Client who is obliged to pay the penalties according to the aforementioned conditions, and also indicated on the quote accepted by the Client upon payment of their deposit.
If the cancellation is made after the payment of the deposit, GP Travel deducts the amount of the penalties from the deposit paid by the Client. GP Travel reimburses the remaining sum, if applicable, to the Client by bank transfer with the deduction of bank fees, which remain the responsibility of the Client.
6.2.b. Postponement
In the event of a postponement of the departure date, the original program is considered cancelled. The compensation claimed by GP Travel will be 10% of the total price of the trip or services, regardless of the cancellation period.
The Client will remain liable, in the event of a postponement-cancellation, for the payment of additional costs incurred, invoiced by our partners, services, or other activities planned in the program.
6.2.c. Cancellation in the case of a Group Trip
In the context of a constituted group trip (collective registration or individual registration with the benefit of a Group rate), the price is established based on a determined number of travelers who share certain services (guides, driver, vehicles, and rooms if applicable, etc.). If a Client cancels their participation in such a trip, whatever the reason(s) for their cancellation, this will lead to the application of the cancellation penalties mentioned in paragraph 6.2.a for each participant who cancels their registration, as well as the re-evaluation of the prices for the remaining participants.
A new contract with the updated number of participants and the new price will be sent to the remaining participants.
In order not to penalize the other travelers in the group (collective registration or individual registration at a group rate), the Client who cancels their participation must still pay the balance to GP Travel before departure and contact their Insurance Company, if applicable, to obtain reimbursement of the sums paid.
In this case, GP Travel will provide the necessary invoice and/or any document useful for the process of the Client who has canceled, once the balance has been paid.
There may be Clients registered individually, and the possibility of sharing a double room and/or a double cabin with another participant will eventually be offered to the Client. In this case, the choice of sharing a room and/or a cabin is entirely up to the individual's freedom. GP Travel cannot compel or impose on another participant to share a room and/or a cabin.
In the event that a room and/or cabin cannot be shared, the Client will be accommodated in a single room and/or single cabin and must mandatorily pay the supplement for single room and/or single cabin accommodation, and in this case, this will not be a condition for canceling the trip without cancellation fees.
If the Client cancels the trip under the pretext of having to pay the supplement for the single room and/or single cabin, this cancellation will be interpreted and decided according to Article 6.2.a – Cancellation by the Client.
Article 7: Modification or Cancellation by GP Travel
7.1. Modification of the Trip and/or Services by GP Travel
GP Travel reserves the right to modify the services included in the final travel program in the following cases:
The modification is justified following a Force Majeure event: This refers to unforeseen, unavoidable, and irresistible events that make the trip impossible or dangerous for the Client, such as: a war or threat of war, riots, a natural or nuclear disaster, a port blockade, looting, fires and all terrorist activity, bad weather, an epidemic, a pandemic, a quarantine or similar isolation, or any similar event... In these cases, the modification may result in an additional cost to be borne by the Client.
The modification proves essential to ensure the Client's safety and/or the good quality of the trip. In these cases, after discussion between the Client and GP Travel on the content of the modifications, any resulting additional costs and bank fees will remain the responsibility of the Client.
7.2. Cancellation of the Trip and/or Services by GP Travel
GP Travel reserves the right to cancel the trip, in whole or in part, when events constituting a case of Force Majeure occur:
This refers to unforeseen, unavoidable, and irresistible events that make the trip impossible or dangerous for the Client, such as: a war or threat of war, riots, a natural or nuclear disaster, a port blockade, looting, fires and all terrorist activity, bad weather, an epidemic, a pandemic, a quarantine or similar isolation, or any similar event...
In all these cases of cancellation, GP Travel will endeavor to refund the Client, after deducting the reservation costs already paid by GP Travel on behalf of the Client and/or additional costs incurred by this new situation, cancellation fees amounting to 10% of the total price of the trip and/or services will be applied to allow GP Travel to cover the reservation costs already paid on behalf of the Client (hotels, airlines, or any other service provider) and bank fees will remain the responsibility of the Client.
The Client may in no case claim compensation.
- Passport (must have valid at least 6 months from the date of the end of the tour, at least 2 blank pages, children, etc.)
- Good health conditions, vaccination(s), preventive treatments.
- Visa (if needed)