Policies & Terms of Service

Nanzo-in Temple, Fukuoka

Effective Date: July 11, 2026
Business: Kotori Japan Travel, based in British Columbia, Canada

Contact Information
Email: info@kotorijapantravel.com (general), privacy@kotorijapantravel.com (privacy requests), refund@kotorijapantravel.com (cancellations/refunds), unsubscribe@kotorijapantravel.com (marketing opt-outs)

Table of Contents

1. Terms of Service

2. Privacy Policy

3. Cancellation & Refund Policy

4. Referral Program

1. Terms of Service

1.1 About Kotori Japan Travel

Kotori Japan Travel is an independent Japan travel advisory and custom itinerary-planning service based in Canada. We operate as a planning consultancy, not a travel agency or tour operator. We do not book travel, hold client funds for travel purchases, or act as an intermediary between you and any airline, hotel, tour, or transportation provider.

By purchasing any service from Kotori Japan Travel ("we," "us," "our"), you ("client," "you") agree to these Terms of Service.

Throughout this document, references to your "assigned travel consultant" mean the Kotori Japan Travel team member you've been corresponding with regarding your trip.

1.2 Client Eligibility

You must be at least 19 years old — the legal age of majority in British Columbia — and have the legal capacity to enter into this agreement to purchase services from us. Information you provide to us for trip planning purposes must be true, accurate, and complete to the best of your knowledge.

1.3 Group & Multi-Traveler Bookings

Where an itinerary covers multiple travelers, the individual who purchased the service (the "paying client") is the sole authorized point of contact for that itinerary, including requests for changes, revisions, or cancellations, unless otherwise agreed in writing. See also Section 1.13 (Transfer of Services) for what happens if the paying client is unable to travel.

1.4 Our Services

We offer the following services:

Service Price
Day Itinerary Planning (one day, short stay, side trip, or an added day within an existing itinerary) $100 CAD
Multi-Day Itinerary Planning, 5–7 days $450 CAD
Multi-Day Itinerary Planning, 8–11 days $600 CAD
Multi-Day Itinerary Planning, 12–15 days $750 CAD
Multi-Day Itinerary Planning, 16–20 days $900 CAD
Multi-Day Itinerary Planning, 21+ days Custom quote (from $1,050 CAD)
Travel Consultation, 30 minutes $80 CAD
Travel Consultation, 60 minutes $150 CAD
Pre-Departure Check-In 20% of your original itinerary planning fee

Current pricing is also published on our Services & Pricing page. Prices are quoted in Canadian dollars (CAD) and are subject to change; the price in effect at the time of your invoice applies to your order.

Multi-day pricing is based on the full length of your itinerary in Japan, including arrival and departure days.

1.5 What We Do Not Do

Kotori Japan Travel does not:

  • Book flights, accommodations, transportation, tours, activities, or travel insurance on your behalf
  • Process or handle payments to any third-party travel supplier
  • Act as a travel agency, tour operator, or booking agent
  • Earn commissions, referral fees, or affiliate income from any recommendation we make
  • Provide live, real-time travel assistance or support during your trip

You are solely responsible for making, paying for, confirming, and managing all of your own travel bookings. Any recommendations we provide for third-party services (accommodations, transportation providers, tour operators, insurance companies, etc.) are suggestions only. We are not responsible for the availability, pricing, quality, safety, or conduct of any third-party provider you choose to book with.

Kotori Japan Travel does not offer live travel support during your trip. We plan every itinerary with the intention that you'll feel confident traveling independently — but given the significant time difference between Japan and North America, we're not able to guarantee availability or response during your travel dates. We encourage you to resolve any in-trip questions or issues directly with your accommodations, transportation providers, or other relevant services, who are best positioned to help you in the moment.

1.6 How Our Process Works

The process below describes our Itinerary Planning services (Day and Multi-Day). Travel Consultations and Pre-Departure Check-Ins follow their own processes — see Section 1.7 and Section 1.8 respectively.

  1. Inquiry — You submit a trip inquiry form on our Plan My Trip page. Requests are typically reviewed within 1–2 business days.
  2. Consultation — We hold a 30–40 minute video call via Zoom (see Section 1.10 regarding recording and note-taking) to discuss your priorities and planning needs. This session may be extended at Kotori Japan Travel's discretion; if your needs require significantly more time, we may recommend booking a separate, billed Travel Consultation (see Section 1.4). If you're planning well in advance (6 or more months before travel), we may also recommend a Pre-Departure Check-In (see Section 1.8) closer to your travel dates to confirm your itinerary is still accurate.
  3. Service Selection & Payment — During our consultation, we'll identify the general duration of your trip to determine whether Day Itinerary Planning or Multi-Day Itinerary Planning applies. Following the session, we'll email you an invoice for the corresponding service, including an expected due date. Itinerary development begins once we've received your payment in full via Interac e-Transfer or Stripe.
  4. Itinerary Development — We build your itinerary, typically within 5–10 business days. If circumstances arise that may extend this timeline, we will notify you by email as soon as reasonably possible.
  5. Draft Review — We share your draft itinerary through the Travefy – Trip Plans app and as a PDF. You may request your one included round of revisions (see Section 1.12) by contacting your assigned travel consultant directly, or by submitting a request through our Contact Us page. Revision requests must be submitted within 30 days of receiving your draft, or no later than 2 weeks before your travel dates — whichever comes first. If we do not hear from you by then, your draft will be considered final.
  6. Delivery — Once your revisions are complete, or your draft is deemed final per Step 5, we deliver your finalized itinerary through the same channels and email you a scheduling link to book a walkthrough via Zoom (see Section 1.10 regarding recording and note-taking) to review it with you and answer any final questions. Walkthrough duration is not fixed, given the varying complexity of individual itineraries; we reserve the discretion to schedule multiple sessions if needed. If you do not respond to schedule a walkthrough, your itinerary will still be considered delivered and the service complete — you're welcome to reach out with any questions afterward.

1.7 Travel Consultation Process

  1. Booking — You submit a request via the web form on our Contact Us page, selecting "Travel Consultation Request" from the subject dropdown, and providing your desired discussion topics and session duration (30 or 60 minutes). Requests are typically reviewed within 1–2 business days.
  2. Payment — We email you an invoice for your selected session length. Once we've received your payment in full via Interac e-Transfer or Stripe, we'll send you a calendar link to book your session.
  3. Consultation — We hold your session via Zoom (see Section 1.10 regarding recording and note-taking), covering the logistics, decisions, or questions you'd like to work through. If your discussion requires more time than your booked session length, we may extend the session at our discretion, or recommend booking an additional session. Missed sessions without notice are subject to the no-show policy outlined in Section 3.2.
  4. Completion — Your consultation is considered complete at the end of your scheduled session. We'll follow up by email, typically within 1–2 business days, with a brief written summary of the key points discussed.
  5. Rescheduling by Kotori Japan Travel — In the rare event we need to reschedule your session, we will notify you as soon as possible and offer the next available time slot at no additional cost.
  6. Follow-Up — If your consultation was used to help determine whether an itinerary planning service was right for you, and you book a full itinerary planning package within 14 days of your session, your consultation fee is credited toward the planning fee.

1.8 Pre-Departure Check-In Process

  1. Request — A Pre-Departure Check-In can be requested at any point after your itinerary has been delivered. We recommend submitting your request no later than 4 weeks before your travel dates for the smoothest experience, though requests are accepted up to the 2-week minimum outlined in Section 1.9. You can request your check-in by emailing your assigned travel consultant directly, or by submitting a request via the web form on our Contact Us page, selecting "Pre-Departure Check-In Request" from the subject dropdown. Requests are typically reviewed within 1–2 business days.
  2. Payment — We email you an invoice for 20% of your original itinerary planning fee. Once we've received your payment in full via Interac e-Transfer or Stripe, we'll begin your review.
  3. Review & Update — We revisit your existing itinerary to confirm that the events, venues, accommodations, and other details it references are still accurate and available, and update anything that has changed, closed, become unavailable, or been rescheduled since your itinerary was originally drafted, typically within 2–3 business days. A Pre-Departure Check-In is not a substitute for a full revision round; requests involving new preferences or substantial changes to your itinerary (such as new destinations, restructured days, or significant scope changes) will instead be treated as a revision request under Section 1.12, subject to the standard case-by-case revision fee.
  4. Delivery & Completion — We deliver your updated itinerary through the Travefy – Trip Plans app and as a PDF, and email you a scheduling link to book a walkthrough via Zoom (see Section 1.10 regarding recording and note-taking) to review the updates and answer any final questions. If you do not respond to schedule a walkthrough, your Pre-Departure Check-In will still be considered delivered and complete — you're welcome to reach out with any questions afterward.

1.9 Minimum Lead Time

  • Itinerary Planning (Day & Multi-Day): New requests must be submitted at least 4 weeks before your intended travel dates. Requests submitted with less notice may be accepted at our discretion, based on current availability — this is not guaranteed.
  • Custom Quotes (21+ Day Itineraries): Given their complexity, custom-quoted itineraries require at least 30 days' notice.
  • Pre-Departure Check-In: Requests must be submitted at least 2 weeks before your intended travel dates. Requests submitted with less notice may be accepted at our discretion, based on current availability — this is not guaranteed.

This minimum lead time does not apply to Travel Consultations. However, Travel Consultations are subject to Kotori Japan Travel's current booking availability, and last-minute requests are not guaranteed. Clients wishing to book a consultation close to their travel dates are encouraged to do so as early as possible.

1.10 Zoom Sessions & Recording Notice

Video consultations, walkthroughs, and other live sessions referenced throughout this document are held via Zoom. We may use Zoom's built-in note-taking or transcription features during these sessions for our own internal records. We'll let you know at the start of any session where this applies. By continuing with a session after this notice, you consent to this use; if you'd prefer we not use these features for your session, just let us know beforehand.

1.11 Fees & Payment

  • Full payment for your selected service tier is due before we begin itinerary development.
  • Travel Consultation fees are also due at the time of booking, before the session takes place.
  • Payment is accepted via Interac e-Transfer or Stripe. Interac e-Transfer is our preferred method for clients paying from a Canadian bank account. See Section 2.3 for details on how each payment method handles your information.
  • Custom quotes for trips of 21+ days are provided individually and payment terms will be confirmed at the time of quoting.
  • Kotori Japan Travel serves clients on a first-come, first-served basis based on payment received. Your requested start date is not secured until payment is received in full. While we may accommodate urgent timelines when possible, this is not guaranteed — prompt payment is the best way to secure your place in the queue.
  • If you initiate a chargeback or payment dispute for services that have already been delivered in accordance with these Terms, Kotori Japan Travel reserves the right to contest the dispute, provide evidence of service delivery, and pursue any amounts owed, including associated dispute fees.
  • Unlike card payments, Interac e-Transfer has no chargeback mechanism — a client cannot dispute or reverse an e-Transfer payment through their bank. Any refund owed under Section 3 will be issued by Kotori Japan Travel directly, using the original payment method where reasonably possible.

1.12 Revisions

Each multi-day and day itinerary planning package includes one round of revisions to your draft itinerary. Additional revision requests beyond the included round are quoted case-by-case based on the scope of the requested changes, and will be confirmed with you before any additional work begins.

1.13 Transfer of Services

Because your itinerary and planning service are built around your specific needs, preferences, and travel details, services purchased from Kotori Japan Travel are generally personal to the client and not transferable. The following exceptions apply:

  • Within your travel party: If the paying client is unable to travel but one or more members of their original travel party are still traveling as planned, the itinerary may continue to be used by the remaining travel party. In this case:
    • The paying client (or a member of the remaining travel party) must notify us in writing by contacting their assigned travel consultant directly, or by submitting a request through our Contact Us page.
    • The remaining travel party must designate one individual as the new point of contact for the itinerary going forward, per Section 1.2.
    • Any updates needed to reflect the change in travelers (names, room configurations, etc.) will be treated as a revision request under Section 1.12 — using your included round if not already used, or subject to the standard case-by-case revision fee if it has been.
  • Outside your travel party: Transfers to individuals outside the original travel party may be permitted by mutual written agreement between the paying client and Kotori Japan Travel.

1.14 Client Responsibilities

You are responsible for:

  • Making, paying for, and confirming all of your own travel bookings (flights, accommodations, transportation, tours, activities, insurance, etc.)
  • Paying for your selected services within the timeframe specified on your invoice
  • Responding to communications from Kotori Japan Travel in a timely manner, including requests related to scheduling, revisions, or delivery of your services
  • Ensuring you hold valid passports, visas, and any other travel documentation required for your trip
  • Checking current entry requirements, health advisories, and safety information for Japan and any other destinations on your itinerary
  • Reviewing your itinerary carefully and raising questions or concerns at any point before your trip, subject to the applicable timeframes outlined in Section 1.6 and Section 1.9
  • Downloading the Travefy – Trip Plans app and/or saving your itinerary and any supplementary documentation to the personal device(s) you plan to bring on your trip, before departure

Kotori Japan Travel is not responsible for any inability to access your itinerary or related documentation while traveling due to a lack of mobile data, WiFi, or other connectivity — including if you have not downloaded the Travefy app or saved your documents for offline access in advance.

1.15 Travel Risk & Disclaimer

Travel involves inherent risks, including but not limited to illness, injury, natural disasters, transportation delays or cancellations, political instability, and other unforeseen events. By using our services, you acknowledge and accept these risks. We recommend registering with your home country's travel advisory or registration program before departure.

Kotori Japan Travel provides planning guidance and recommendations only. We are not liable for losses, damages, delays, or inconveniences arising from:

  • Any third-party supplier's actions, inactions, cancellations, or service failures
  • Changes to bookings you make independently
  • Changes in pricing for accommodations, activities, transportation, or other items referenced in your itinerary, due to currency fluctuations, seasonal demand, or supplier pricing changes
  • Delayed or unavailable support during your trip (see Section 1.5)
  • Events beyond our reasonable control (see Section 1.17)

1.16 Travel Insurance

We strongly recommend that all clients purchase comprehensive travel insurance — including trip cancellation, emergency medical and evacuation, and travel delay coverage — ideally soon after making your first non-refundable travel booking. Kotori Japan Travel is not a licensed insurance broker and does not advise on the suitability of any specific policy; we recommend consulting a licensed provider to find coverage appropriate for your trip. Kotori Japan Travel is not responsible for costs or losses that adequate travel insurance would otherwise have covered, including those described in Section 1.15.

1.17 Force Majeure

We are not liable for any failure or delay in providing services due to circumstances beyond our reasonable control, including but not limited to natural disasters, extreme weather, pandemics, epidemics, war, terrorism, civil unrest, or government action.

  • If such an event delays our ability to meet a stated timeline — including development timelines (Section 1.6), revision deadlines, or minimum lead times (Section 1.9) — we will notify you as soon as reasonably possible and adjust the applicable timeline accordingly. This does not entitle you to a refund for services already in progress.
  • If such an event makes us permanently unable to complete or deliver your service, rather than simply delaying it, you are entitled to a refund for any portion of the fee paid for work not completed or delivered. We will determine this in good faith — including whether the disruption prevents us from completing and delivering your service with reasonable time before your travel dates — and communicate our decision to you as soon as reasonably possible.

1.18 Third-Party Websites & Recommendations

Our website and itineraries may include links to, or recommendations for, third-party websites and service providers (accommodations, transportation, tours, insurance, booking platforms, etc.). We do not control these third parties and are not responsible for the accuracy, content, availability, or privacy practices of any third-party website or service. We encourage you to review the terms and privacy policies of any third-party site or provider before booking or sharing your information with them. Inclusion of a link or recommendation does not constitute an endorsement or guarantee of any kind.

1.19 Website Content & Intellectual Property

Itineraries and Client Materials: Itineraries, guides, and materials we create for you are provided for your personal, non-commercial use only. You may not resell, redistribute, publish, or use our itineraries or materials for commercial purposes without our prior written consent.

Website Content: All text, logos, and branding on our website is owned by Kotori Japan Travel or used with permission, and is protected by copyright and trademark law. You may view and share our website content for personal, non-commercial purposes, but may not copy, reproduce, or republish it without our written consent.

Website Photos & Images: All photos and images on our website are the property of Kotori Japan Travel, unless otherwise explicitly stated. Some images may be sourced from third parties and used under license or with permission; where applicable, these are credited to their original owner.

Client Testimonials & Photos: With your separate, explicit permission, Kotori Japan Travel may feature your testimonial, first name, or trip photos in our marketing materials, website, or social media. We will always ask before using your content. You may grant or withdraw this permission at any time by contacting your assigned travel consultant directly, or via our Contact Us page. Upon withdrawal, we will remove your content from our website and future marketing materials within 10 business days. We cannot guarantee removal from previously shared or archived content, such as past social media posts or printed materials. You retain ownership of any photos or content you submit; by granting permission, you are only providing Kotori Japan Travel a limited license to use that specific content for the purposes agreed upon, not transferring ownership. No compensation is provided for the use of testimonials or photos. If your submitted photos include other individuals, including family members or minors, you confirm that you have the right to share those images and grant permission on their behalf where applicable.

Instagram Tags: We'd love for you to tag us @kotorijapantravel on Instagram. Tagging us, or being tagged in one of our posts, doesn't by itself grant permission to repost your photos, videos, or Stories — if we'd like to feature something you've tagged us in, we'll reach out to you directly (by comment or direct message) to ask for your explicit permission first, consistent with Client Testimonials & Photos above. If we repost your content with your permission, we will always credit you by tagging your account and mentioning you in the caption.

Accuracy: While we strive to keep our website accurate and current, it may contain occasional errors, including in pricing or service details, and we do not guarantee its completeness or accuracy. We may update website content, including pricing, at any time without prior notice; the price confirmed on your invoice at the time of booking applies to your order.

1.20 Indemnification

You agree to indemnify and hold Kotori Japan Travel harmless from any claims, damages, losses, or expenses (including reasonable legal fees) arising from your misuse of our recommendations or itinerary, your violation of these Terms, or your violation of any law or the rights of a third party.

1.21 Limitation of Liability

To the fullest extent permitted by law, Kotori Japan Travel's total liability for any claim arising from our services is limited to the amount you paid for the specific service giving rise to the claim. We are not liable for indirect, incidental, or consequential damages. This limitation does not apply to damages caused by Kotori Japan Travel's gross negligence, willful misconduct, or fraud.

1.22 Severability & Entire Agreement

Severability: If any provision of these Terms is found to be unlawful, void, or unenforceable, that provision is deemed severable and does not affect the validity of the remaining provisions.

Entire Agreement: These Terms, together with any specific service agreement or invoice provided to you, constitute the entire agreement between you and Kotori Japan Travel regarding our services, and supersede any prior discussions or understandings.

1.23 Governing Law

These Terms are governed by the laws of the Province of British Columbia and the federal laws of Canada applicable therein. Any disputes will be resolved in the courts of British Columbia, Canada.

1.24 Changes to These Terms

We may update these Terms from time to time. Updates are posted on this page with a revised effective date. The version in effect at the time you purchase a service applies to that engagement. If we make a material change that affects an active engagement, we will notify you directly by email before it takes effect. Continued use of our services after changes are posted constitutes acceptance of the revised Terms.

1.25 Contact

Questions about these Terms? Contact us at info@kotorijapantravel.com, by contacting your assigned travel consultant directly, or via our Contact Us page.

2. Privacy Policy

This Privacy Policy applies to everyone who interacts with Kotori Japan Travel, including website visitors, blog members, and paying clients — not only individuals who have purchased a service. References to "you" throughout this section apply broadly, unless a specific subsection states otherwise.

2.1 Information We Collect

We collect only the information needed to plan your trip and manage our business relationship with you:

  • Contact information: name and email address
  • Trip-planning information: details relevant to building your itinerary, such as travel dates, destinations, interests, dietary preferences, mobility needs, comfort level, and travel style
  • Session notes: notes or transcripts generated from Zoom video consultations, if Zoom's note-taking or transcription features are used (see Section 1.10)
  • Blog membership details: if you sign up for free membership to access our blog, Squarespace collects your name, email address, and a password you create. We do not have access to or store your password — this is handled entirely by Squarespace's authentication system.
  • Mailing address: collected only if you opt in to receive an optional promotional thank-you gift (e.g., a luggage tag)
  • Payment status: invoices and payment confirmations. For Interac e-Transfer payments specifically, we also see the name and email address associated with the sending bank account (see Section 2.3). We do not collect or store card details for Stripe payments.

We do not collect passport numbers, government ID details, or full payment card information, as we do not process any travel bookings on your behalf.

Blog membership is intended for individuals who have reached the legal age of majority in their province or country of residence (19 in British Columbia). By registering, you represent that you meet this requirement.

2.2 How We Use Your Information

We use your information to:

  • Plan and build your custom itinerary
  • Communicate with you about your trip and our services
  • Process payment for services via Interac e-Transfer or Stripe
  • Send your optional promotional gift, if applicable
  • Provide access to member-only blog content, if you sign up for a free blog membership
  • Send periodic marketing communications, but only if you've given express consent to receive them (see Section 2.6)

2.3 Payment Processing

Payments are accepted via Interac e-Transfer or Stripe.

Interac e-Transfer: Our preferred method for Canadian clients. Because our business account uses Autodeposit, payments sent by e-Transfer are deposited directly into our account, and we will see the name and email address associated with the sending account. This information is used only to confirm and reconcile your payment. Interac's handling of transfer data is governed by Interac's privacy policy.

Stripe: A third-party payment processor. Stripe collects and stores your credit card or other payment details directly; Kotori Japan Travel does not have access to your full payment card information. We can see invoice records and whether an invoice has been paid. Stripe's use of your information is governed by Stripe's own privacy policy.

2.4 Data Sharing

We do not sell your personal information. We do not share your personal information with third-party travel suppliers, since we do not make bookings on your behalf. We may share limited information with service providers who support our operations, solely as needed to provide our services to you:

  • Interac — processes e-Transfer payments sent to our business account; we only receive the sender name and email needed to confirm and reconcile payment (Interac's privacy policy)
  • Stripe — payment processing (Stripe's privacy policy)
  • Travefy — itinerary delivery, and sending marketing emails if you've opted in (Travefy's privacy policy)
  • Zoom — video consultations, including any notes or transcripts generated through Zoom's built-in features (Zoom's privacy policy)
  • Squarespace — website hosting and blog membership sign-ups, including account credentials, which we do not have access to (Squarespace's privacy policy)
  • Jotform — collecting information submitted through certain web forms on our site (e.g., trip inquiries), and other forms we may use from time to time (Jotform's privacy policy)
  • Google — collating and organizing form response data submitted through our web forms (Google's privacy policy)

2.5 Data Retention

We retain client personal information for as long as reasonably necessary to provide our services and comply with legal, accounting, or tax obligations — generally up to 6 years following your last engagement with us, consistent with Canada Revenue Agency (CRA) recordkeeping requirements. If you have provided express consent to receive marketing communications, we retain your email address for that purpose until you unsubscribe using the link in any marketing email, email unsubscribe@kotorijapantravel.com, or otherwise withdraw consent.

2.6 Email Marketing Communications

If you opt in to receive marketing communications from us (for example, seasonal Japan travel inspiration, promotions, or updates), we send these on a periodic schedule via email, using Travefy's built-in email feature. In accordance with Canada's Anti-Spam Legislation (CASL):

  • We only send marketing emails to clients who have given express consent through an opt-in (for example, an unchecked checkbox on our intake form that you actively select)
  • You may withdraw consent at any time using the unsubscribe link included in every marketing email, or by emailing unsubscribe@kotorijapantravel.com
  • Every marketing email includes our business name, mailing address, and contact information (in the email footer — not published on this website), plus a working unsubscribe mechanism, valid for at least 60 days
  • Unsubscribe requests are honored within 10 business days

Marketing emails are separate from service-related communications (such as itinerary updates, invoices, or scheduling confirmations), which we may continue to send as needed to deliver the service you've purchased, regardless of your marketing preferences.

2.7 Your Rights

Under Canadian privacy law (PIPEDA), you have the right to access, correct, or request deletion of your personal information, and to withdraw consent for our use of it (subject to legal or contractual limitations). To make a request, you can email privacy@kotorijapantravel.com, contact your assigned travel consultant directly, or submit a request through our Contact Us page. If you're not satisfied with our response, you may file a complaint with the Office of the Privacy Commissioner of Canada at priv.gc.ca.

2.8 Website Data

We use Google Analytics to understand general website traffic patterns, such as how visitors find and navigate our site. We do not use any other web analytics, advertising, or tracking tools. Google Analytics may use cookies to collect this information; you can opt out using tools such as the Google Analytics Opt-out Browser Add-on. For more information, see Google's Privacy Policy.

2.9 Security

We rely on reputable third-party service providers (see Section 2.4) who maintain their own security standards and certifications for the information they process on our behalf — for example, Stripe's PCI-DSS compliance for payment card data, and Interac's bank-grade security standards for e-Transfer transactions. We take reasonable measures to protect the information we directly manage from unauthorized access, loss, or misuse. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. In the event of a data breach affecting your personal information, we will notify you and the Office of the Privacy Commissioner of Canada as required under PIPEDA.

2.10 Changes to This Policy

We may update this Privacy Policy from time to time. Updates are posted on this page with a revised effective date. If we make a material change to how we collect, use, or share your personal information, and you have an active engagement with us, we will notify you directly by email before it takes effect.

2.11 Contact

Questions about this Privacy Policy or your personal information? You can email privacy@kotorijapantravel.com, contact your assigned travel consultant directly, or submit a request through our Contact Us page.

3. Cancellation & Refund Policy

3.1 Itinerary Planning Packages (Day & Multi-Day)

When you cancel Refund
Within 48 hours of payment, before itinerary development has begun Full refund
After itinerary development has begun Non-refundable

This follows standard practice among custom trip-planning services: because your planning fee reflects the time and expertise invested once work begins, it is treated as earned — and non-refundable — from that point forward. Refund requests must be submitted in writing — by contacting your assigned travel consultant directly, or by submitting a request through our Contact Us page.

3.2 Travel Consultations

Travel Consultation fees ($80 CAD / 30 min or $150 CAD / 60 min) are non-refundable once booked.

  • If you need to reschedule, we ask for at least 24 hours' notice; we're happy to offer a free reschedule to the next available time.
  • Rescheduling requests made with less than 24 hours' notice, and no-shows, are not eligible for a makeup session.

If you book a full itinerary planning package within 14 days of a completed consultation, your session fee will be credited toward the planning fee. To cancel or reschedule, contact your assigned travel consultant directly, or submit a request through our Contact Us page.

3.3 Pre-Departure Check-In

Pre-Departure Check-In fees (20% of your original planning fee) are non-refundable once we have begun your review. If you cancel within 24 hours of payment, and before we have begun your review, you are eligible for a full refund. Once the review has been completed and delivered, the fee is non-refundable regardless of any subsequent request.

3.4 Custom Quotes (21+ Day Itineraries)

The cancellation and refund terms outlined in Section 3.1 apply equally to custom-quoted itineraries. Pricing for these itineraries is still confirmed individually at the time of quoting (see Section 1.4).

3.5 Our Right to Cancel

Kotori Japan Travel reserves the right to decline, suspend, or discontinue service to any client at our discretion, including but not limited to situations involving abusive or threatening behavior, suspected fraud, non-payment, violation of these Terms, or requests involving illegal or unsafe activity.

  • If we decline or discontinue service for reasons unrelated to client conduct, we will notify you as soon as reasonably possible, and any fees paid for work not yet completed will be refunded.
  • If we discontinue service due to a client's violation of these Terms, abusive or threatening conduct, fraud, or any other conduct that Kotori Japan Travel reasonably determines to be incompatible with a professional working relationship, fees paid are non-refundable, regardless of whether work has been completed.

4. Referral Program

From time to time, Kotori Japan Travel may offer a referral promotion to past clients.

4.1 Eligibility

A past client ("Referrer") may refer a new client ("Referee"). A "new client" is someone who has not previously purchased a Day Itinerary Planning or Multi-Day Itinerary Planning service from Kotori Japan Travel. A Referee who previously traveled as part of a group whose trip was planned under someone else's itinerary planning service, but who was not the paying client for that service, remains eligible. There is no limit to the number of new clients a Referrer may refer.

All Referees must also meet the general client eligibility requirements set out in Section 1.2.

4.2 When Rewards Are Granted

The referral reward is granted to both the Referrer and the Referee only after the Referee has completed payment for, and received delivery of, an eligible service.

4.3 Reward Terms

The specific reward, format (discount, credit, or similar), and any expiration period are set out in the terms of each individual promotion at the time it's offered, and may vary or change over time. Participants are bound by the specific terms of the promotion they received.

4.4 Stacking & Combinability

Referral rewards are not stackable — a client may hold multiple unused rewards from multiple successful referrals, but only one reward may be applied per service or itinerary package, and rewards cannot be combined with each other under any circumstances. Unless a specific promotion states otherwise, referral rewards also cannot be combined with any other discount, promotion, or offer.

4.5 Coupon & Voucher Use

Referral rewards issued as coupon codes, vouchers, or similar unique codes are for one-time use only, and are non-transferable — intended solely for use by the specific Referrer and Referee named in that referral. Codes may not be shared, posted publicly, resold, or duplicated. Kotori Japan Travel reserves the right to void any reward used in violation of this restriction.

4.6 Fraud Prevention

Self-referrals, and referrals involving fabricated identities or duplicate accounts, are prohibited and will void the reward for both parties.

4.7 General Terms

Referral rewards have no cash value, cannot be redeemed for cash or a refund, and cannot be transferred or resold. Kotori Japan Travel reserves the right to modify, suspend, or end the referral program, or the terms of any individual promotion, at any time, and to determine eligibility at its sole discretion.

Kotori Japan Travel — Thoughtful itineraries. Unforgettable Japan.