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TERMS OF GROUP TOUR REGISTRATION AND RESPONSIBILITIES

All customers, travellers, participants or members of the group tours (collectively referred to as “you”, “your” and “yours”) organised by Hapi Travel Limited (hereinafter referred to as “our Company”, “we”, “us”, “our” or “ours”) shall clearly understand the following terms and responsibilities of our group tours (these “Terms”), before making any payment.

 

Upon payment, you shall be deemed to have accepted all Terms stated herein.

For Group Tour Booking:

  • You must provide us with the correct name as it appears on the travel document (e.g. passport, identification card, visa) (hereinafter referred to as the “Travel Document”), and clearly check the name and details of the Travel Document on the receipt generated by us. If the information provided is inaccurate or not updated (e.g. name and details of Travel Document), the costs and expenses incurred for updating or amending the details on the travel documentation shall be fully borne by you.

  • Please ensure that the validity period of your Travel Document is more than 6 months from the date of departure, and you must hold a valid visa or passport with enough blank pages for entry purposes.

  • Group tour bookings made on our website must be paid in full using payment methods accepted by our system. If the transaction is made using credit card which is not issued in Hong Kong, you shall bear the currency conversion charges and foreign transaction fees imposed by the credit card issuer.
     

Deposit payable (calculated in Hong Kong Dollars (HK$) per person):

  1. Balance of tour fee shall be paid and settled within (i) 35 days before date of departure for long trips; (ii) 60 days before date of departure for Central and South America tours; and (iii) 14 days before date of departure for the rest. During peak season, balance of tour fee shall be paid and settled within (i) 45 days before date of departure for long trips; (ii) 60 days before date of departure for Central and South America tours; and (iii) 21 days before date of departure for the rest. The routes are subject to adjustments by different travel providers in accordance with their operating conditions. If payment is overdue, our Company shall have the right to cancel your booking. In this case, the deposit paid shall not be (i) refunded; (ii) transferred to others; and (iii) updated to any other group tours and with different departure date.

  2. You must also pay airport tax, airport security tax, airport construction fee, airline fuel and insurance surcharge, and entry visa fee (only cash or cheque is acceptable).

  3. You shall pay 0.15% of the total outbound travel fee to our Company as the “e-levy stamping fee” and stamp the receipt electronically through the e-levy system (only cash is acceptable).

  4. You must keep the receipt with e-levy stamp to be covered under the protection by Hong Kong Travel Industry Compensation Fund (TICF).

  5. Due to rising costs caused by foreign currency fluctuations, increase of fuel costs, transportation tickets, hotels, insurance, etc., our Company reserves the right to adjust your tour fees and expenses before departure. Our Company will notify you accordingly if the price is adjusted. Fuel surcharge prices are subject to the final announcement of the airline companies. All tour fees must be paid in full before departure.

  6. All discounts shall be applied during registration, and if there are any supporting documents for the discount, such documents shall be submitted to our Company during registration. Discount is not claimable after payment has been made.

  7. Tour fees are subject to the following age limits: a traveller (i) between 0 to 23 months is classified as an infant; (ii) between 2 to 11 years old is classified as a child; and (iii) 12 years old and above is classified as an adult (based on the day of return).

  8. Only airline handling fee is chargeable to infants. Flight seat, bus seat, hotel bed, meal, etc., will not be provided for infants.

  9. If a child is sharing the same room with his/her parents without an extra bed, the child rate will apply. If an extra bed is required, the child will be charged the adult rate. If only one adult and one child sign up for the group tour, the adult rate will be charged for the child. Some hotels in other countries accommodate a maximum of 2 adults and 2 children in a room (the hotel has the absolute right to refuse your entry if you have violated its rules). If 2 adults and 3 children sign up for the group tour, one of the 3 children must pay an adult rate. We do not provide triple rooms and extra beds.

  10. If you are under the age of 18 (based on the day of departure) and not travelling with your parents or guardians, you shall satisfy certain registration requirements, for example: (i) your parent or guardian shall sign a consent letter and acknowledge on your travel registration form; (ii) your emergency contact person must be a parent or guardian, and (iii) you must sign up for an appropriate and comprehensive travel insurance.

  11. There are different travel restrictions or limits of which the transportation service providers might impose on pregnant women and infants. For more information, please check with our Company’s staff.

  12. Please note that the transportation service provider may, depending on your health condition, require a medical certificate to indicate that you are fit to take such transportation and the transportation service provider reserves the right to deny you boarding if you do not meet their criteria.

  13. Our Company reserves the final right to accept or reject registration.

Payment Methods:

  1. You can choose to pay by cash, bank deposit (account number), or cheque.
    Account Name: HAPI TRAVEL LIMITED      
    Bank Name: The Hongkong and Shanghai Banking Corporation Limited 
    Bank Account No.: 121-863591-838
    Bank and Swift Code: 004 / HSBCHKHHHKH
    FPS: 105271274    

  2. If you choose to pay by cheque, an additional 10 working days will be required. Cheque will not be accepted, if your group tour is scheduled to depart in less than 14 working days. We do not accept promissory note at all.

  3. Please make the cheque payable to “HAPI TRAVEL LIMITED”.

  4. All payment fees are deemed accepted upon confirmation by the bank.

Refund Methods: 

  1. If you request for a refund, you must present all receipts as proof of refund. No refunds will be given if any receipt is lost or damaged.

  2. If you have paid by cash, bank deposit, or cheque, the refund will be returned in the form of a cheque, which will take 7 working days. You must present all receipts (based on the original departure date) to claim the refund within 6 months. Otherwise, no claim could be made thereafter.

Cancellation Rules:

  1. Our Company has the right to cancel the group tours before departure (e.g. if there are less than 15 participants, issues of transportation/hotel/flight/service provider or visa application has been rejected, etc.). In accordance with the regulations of the Hong Kong Tourism Board, our Company will refund the fees paid (excluding fees of visa issued by the consulate) if you have been withdrawn from the group tour due to the abovementioned reasons. Our Company is not liable for cancellation of group tours and shall not pay additional compensation.

  2. If you request to cancel the booking or change the name, departure location or date due to personal reasons, it will be deemed as a cancellation of your booking.

 

Our Company will deduct fees according to the following list:

  • If you request to transfer to another group tour or cancel booking, you must complete the relevant procedures in writing or in person.

  • After you transfer to another group tour or your booking is cancelled, if you cancel the group tour for any other reasons with our Company in the future, the handling fee received will not be refunded.

  • If for any reasons (e.g. if you are diagnosed with COVID-19 or subject to any isolation order or quarantine restrictions), the flight ticket to the destination is cancelled on the day of departure, the airline company will automatically cancel the return seat.

  • If you leave the group during the trip or do not participate in any group activities (such as meals, sightseeing or accommodation), you will be deemed to have left the group and fees paid will not be refunded.

  • According to the regulations of Hong Kong Travel Industry Authority (TIA) on “Cancellation of Group Tours Due to Unavoidable Reasons”, if a travel agency cancels a group tour due to “Unavoidable Reasons”, it can charge a refund fee when processing the refunds for its group tour members, as well as a handling fee per person as provided in table below:

Regarding refunds, the transportation service provider may, based on the types of flight on different departure dates, charge higher refund fees or even deny refunds. The exact amount of refund will be subject to the final reply of the transportation service provider. For details, please visit the website of TIA (tia.org.hk).​

  • After paying the refund fee (if applicable), you may choose the following:   

    • Tour fee will be retained for 6 months;

    • After choosing to transfer the group tour, the remaining balance will be retained for half a year; or

    • Getting back the remaining balance paid, after paying the handling fee for “Unavoidable Reasons”.

Travel Document and Visa:

  1. The Travel Document held by you must be valid for at least 6 months (based on the date of return to Hong Kong).

  2. According to the airline company's instructions, the Travel Document must have 2 blank pages printed with the word “Visa” for the purpose of stamping entry/exit records by the local immigration bureau. Otherwise, the airline company has the right to deny you boarding.

  3. You must ensure that the Travel Document and visa that you hold comply with local immigration requirements and regulations. If you are denied boarding or entry/exit by the airline company or immigration bureau, our Company will not bear any responsibility on this. Fees paid will not be refunded. You must bear all costs of additional arrangements.

  4. Our Company is not responsible for delays or failure to obtain a visa due to your personal reasons or failure of our Company to provide the documents or information required by the consulate when applying for a visa.

  5. Type of visa and entry/exit approval are determined solely by the consulate or immigration bureau of the country or region. You are solely responsible for any issues regarding entry/exit, and our Company and/or its Entrusted Agency (as defined below) shall not assume any responsibility on this. If your visa has been applied for by an agent, the visa fee will not be refunded.

  6. Even if you hold a valid entry visa or Travel Document and are refused entry by the customs officers of immigration bureau on duty at the time of entry, our Company and/or its Entrusted Agency (as defined below) shall not bear any responsibility on this. If there are additional expenses required for food, accommodation and transportation, such expenses shall be fully borne by you. You will not receive any compensation for the remainder of your itinerary and will not be allowed to request a refund or change your itinerary.

  7. Hong Kong residents holding foreign passports must bring their Hong Kong identity cards to facilitate the return and entry procedures. According to the regulations of the Hong Kong Special Administrative Region, except for Hong Kong residents, all passengers holding foreign passports must hold a valid return or departure flight ticket to and from Hong Kong before entering Hong Kong.

Responsibilities

  1.  Our Company reserves the right to combine different group tours for same day departure.

  2. All transportation service information listed is for reference only. We are not responsible for any changes, which are subject to the updated terms and conditions available at time of ticket issuance.

  3. Except for the services directly provided by our Company, if any of the group tour members encounters traffic delays, lost baggage, accidents or property damage, etc., caused by our Company’s subsidiaries, any companies having business relationships with our Company who act as agents in Hong Kong or service provider of transportation (such as airplanes, ships, trains or buses, etc.), accommodation, meals, entertainment and sightseeing activities by any other independent agencies based overseas, and their employees (the “Entrusted Agency”), the group tour member should directly negotiate or seek compensation from the Entrusted Agency that owns, manages or operates them in accordance with local laws. Each of these Entrusted Agencies has different regulations responsible for its customers. In this case, our Company will not be responsible for such losses or personal injury / death.

  4. Except for personal injury / death caused by the negligence of our Company's employees or any entities directly managed or operated by our Company, our Company will not be responsible for any other accidents happened to you, e.g. personal injury / death, financial loss, recreational loss, or emotional distress.

  5. If you change your own volition to have someone else join the group tour on your behalf, the staff of our Company and/or its Entrusted Agency shall have the right to cancel your qualifications to join the group tour without reimbursing any tour fees. The new participant’s insurance, liability compensation, behavioural consequences, etc. during the group tour will be borne by himself/herself.

  6. If the transportation service is suspended due to weather, strike, war, sabotage or safety reasons, and any whole or part of the itinerary must be changed or cancelled, our Company will refund the difference in fees paid by you deducting the losses caused by the above events or accidents.

  7. The accommodation, meals, excursions, etc., are arranged according to the itinerary. In the event of special circumstances, such as delays in visa application, hotel is fully occupied, or changes in flight schedule or location, or any other factors beyond the control of our Company or its Entrusted Agencies, causing the increase or decrease in the itinerary of the group tour, sudden change in transportation modes, flight schedules, aircraft types or hotels, etc., our Company and/or its Entrusted Agencies do not assume any responsibility for these changes. Our Company and/or its Entrusted Agencies have full rights to handle such events based on the current situation, and you shall not object to our final decision or withdraw from the group tour for any reason. There will be no refunds for cancelled trips, and our Company and/or its Entrusted Agency shall not be responsible for any additional costs incurred due to postponement.

  8. If you frequently fail to comply with the instructions or arrangements of our staff when participating in the group activities, insult or interfere with other members of the group or staff in behaviour or words, the staff of our Company and/or its Entrusted Agency shall have the right to remove you from the group according to specific circumstances without refunding any tour fees, and any accompanying group members under the age of 18 who are under your supervision must also leave at the same time. After leaving the group, our Company and/or its Entrusted Agency shall not be responsible for you and such other group members under your supervision, at all.

  9. If you wish to extend your return to Hong Kong after the last day of the tour, you must make such request 14 days before departure, so that our Company can book return air tickets on your behalf. The additional charges for such extensions are subject to the final pricing of each different airline company. Please contact our staff for more information. If the return flight to Hong Kong cannot be confirmed immediately, you shall not use this as an excuse to request to withdraw from the group tour.

  10. If you leave the group or abandon the itinerary during the trip, you are solely responsible for the consequences after leaving the group. Our Company and/or its Entrusted Agency shall not be responsible for any consequences.

  11. You must abide by the laws of various countries and are strictly prohibited from bringing illegal items into and out of the country. You must also truthfully declare the items and cash you carry.

  12. These Terms are governed by the laws of the Hong Kong Special Administrative Region. All claims against our Company must be handled within the territory of the Hong Kong Special Administrative Region.

 

Notes:

 

  1. Our Company may only re-issue receipt for group tour within 3 months from the departure date, and a handling fee of HK$100 (for each receipt) will be charged, and this will be processed within 3 working days. Otherwise, our Company will not re-issue receipt for group tour if it is more than 3 months away from the departure date.  

  2. If typhoon Signal No. 8 or above is hoisted, your group tour will depart as scheduled unless notified by our Company to change or cancel flights. You must arrive at the airport at the designated meeting time.

  3. If the flight is unable to take off as scheduled on the day of departure due to hurricanes, heavy rains or other extreme weather events, you must accept the airline’s arrangements to change the departure time or airline company. You are not allowed to use this as an excuse to request for withdrawal from the group tour.

  4. If you do not purchase travel insurance from our Company, an administrative fee of HK$100 will be charged for each supporting document upon request, and this will be processed within 7 working days.

Disclaimers for Group Tour Members Taking Part in Our Activities:

All activities on the itinerary are designed and planned based on general needs. However, when participating in these activities, you should abide by the instructions and arrangements of our staff and evaluate whether you are fit to participate in these activities based on your age, physical condition, health status, weather, environment, type of activities, etc., and must bear all the relevant consequences, if any. When you think it is necessary, you should seek the advice of a doctor or professional.

Disclaimers for Group Tour Members Taking Part in Our Activities:

All activities on the itinerary are designed and planned based on general needs. However, when participating in these activities, you should abide by the instructions and arrangements of our staff and evaluate whether you are fit to participate in these activities based on your age, physical condition, health status, weather, environment, type of activities, etc., and must bear all the relevant consequences, if any. When you think it is necessary, you should seek the advice of a doctor or professional.

Ping An Insurance Protection:

 

We encourage our group tour members to purchase travel insurance with wider coverage for more comprehensive protection.

Protection under Hong Kong Travel Industry Compensation Fund (TICF):

  1. In accordance with the relevant regulations of TIA, travel agencies can charge 0.15% of the total outbound travel fee from group tour members as “authority levy”. The TIA stamp on the group tour receipt is protected by TICF. The “Package Tour Accident Contingency Fund Scheme” provides protection to outbound travellers who may claim reimbursement in ex gratia payment, in case of injury or death in an accident during an outbound activity provided or organised by a licensed travel agent. Please call the TCIF Management Board Secretariat at (852) 3151 7945 for more details.

  2. TICF allows group tour members who are unable to travel with the group as scheduled due to bankruptcy of the travel agency or when the travel agency has absconded with money, to apply for an ex-gratia payment equivalent to 90% of the tour fee. The group tour members are required to keep the original group tour receipt with TIA stamp to claim reimbursement.  

  3. Our Company recommends that the group tour members leave the original receipt to their relatives or friends in Hong Kong for safekeeping for the purpose of accident or insurance claims.

  4. One-day tours departing/arriving outside Hong Kong are not covered under protections of Package Tour Accident Contingency Fund Scheme and TICF.

 

Terms of Transportation Operator’s Responsibilities:

 

  1. In accordance with the relevant guidelines of the transportation operators, air tickets/train tickets/ferry tickets, etc., will become invalid if they are not used in the specified order. Therefore, if you are unable to join the group tour due to personal reasons but needs to retain inland and return transportation for the remaining itinerary, our Company has the right to charge relevant handling fees from you or require you to purchase additional tickets.

  2. The relevant transportation operators are only responsible for the operating terms stated in the air tickets/bus tickets/ship tickets, etc. If you do not take the relevant transportation means in whatever reasons, the transportation operators will not bear any responsibility.

  3. You must clearly check whether the name printed on the receipt is correct, as our Company will submit the name to the relevant transportation operators for ticket issuance. If the name is wrong after the ticket is issued, you need to pay a fee for name change or purchase a new round-trip air ticket/ bus tickets/ ferry tickets, etc. Such costs shall be borne by you, and our Company does not assume any responsibility.

  4. The terms of catering services, baggage check-in and safety regulations set by each transportation operator are different. You may call the transportation operator or visit its website for more information. The final announcement by the transportation operator shall prevail.

 

Privacy Policy on Personal Data:

 

  1. The personal data or information (the “Personal Data”) collected or held by our Company will be used for verification, exchange and/or disclosure to our Company’s holding company, subsidiaries and other organizations or persons related to our Company’s business for relevant administrative arrangements, customers services, risk management, crime investigation and other related services and activities, without prior notice to you, unless otherwise instructed by you in writing. In accordance with the Personal Data (Privacy) Ordinance, you have the right to access and/or correct your own Personal Data from our Company's Personal Data Protection Officer in accordance with relevant laws and rules.

  2. You and other group tour members you are authorized to represent (if any) confirm that you clearly understand and agree to accept the purpose of our Company’s collection of Personal Data, and you and other group tour members you are authorized to represent (if any) also clearly understand your rights under the above terms.

THESE TERMS ARE ORIGINALLY WRITTEN IN CHINESE. IN THE EVENT OF ANY DISCREPANCY BETWEEN THE CHINESE VERSION AND THIS TRANSLATION IN ENGLISH, THE CHINESE VERSION SHALL PREVAIL.

 

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Travel Licence No. : 354455
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