Terms and Conditions and Cancellation Policy

Please carefully read the following Terms and conditions. Clicking 'accept` indicates that you have read, understood and accepted both the Terms and conditions and Cancellation Policy listed here. Clicking 'Decline' will cancel the reservation process.

Terms and Conditions

•  Our service is free

We don't charge customers our reservation service or tourist support service.

 

•  Information errors

Kyoto Guest Houses are making every effort to provide correct information on our website. However, we do not take any responsibilities on errors on our website.

 

•  Our business hours

Kyoto Guest Houses is open from Monday through Friday, from 9:15am to 6:00pm (Japan Standard Time/JST). We are closed on Saturdays, Sundays and National Holidays. Our New Years Holiday is from Dec. 30 th to Jan. 3 rd . Customers are responsible to understand our business hours. Anything sent us out of our business hours are received on the next business day.

 

•  We do not operate any facilities

Kyoto Guest Houses do not operate any facilities. We provide reservation service and once the reservation is finalized, the customers are responsible for their reservations. We will NOT be the intermediary between the Ryokan and the customers in any case of trouble.

 

•  Customers' liabilities

After the reservation is finalized, the customers are responsible for the reservation. (The reservation is finalized when the customer receives the final confirmation e-mail from us.) Kyoto Guest Houses makes every effort to give the correct information about the Ryokan. We also help customers get as much information as possible prior to their stay in Kyoto using the advantage of having a local office. However, the customers are responsible for the reservation after it is finalized.

 

•  Credit card acceptability

Most Ryokan do not accept credit cards or traveler's checks. Please prepare cash in Japanese currency. If you have questions about credit cards acceptability at the Ryokan you are staying, please contact us

 

•  Planning the stay

We recommend customers to contact us at least 5 business days (Japan Standard Time, within our business hours) prior to their stay. However, if there is any availability in the Ryokan, we will make reservations for you. We do not guarantee your room in any situations before the reservation is finalized.

 

•  International Dateline

Please make sure to double check the date when you make reservations especially if you travel across the International Dateline. It is not our responsibility if customers make reservations on the wrong days without considering the International Dateline.

 

•  Copy of the final confirmation

The customers are responsible for bringing a copy (a print-out) of the final confirmation e-mail. Please present the copy at the Rykan on your arrival.

 

•  Check-in Time

Customers are responsible to contact the Ryokan if they cannot check-in during the Ryokan's check-in time. They can cancel your reservation if you are late without any notice. It is the customer's responsibility to find a new accommodation and pay for it.

 

•  Dinner Time

A stay at a Ryokan normally includes dinner and breakfast. Please make sure to check the dinner time and check-in (or return to the Ryokan) on time for dinner. If the customers are late for the set time without notice, it is their responsibility and they will be charged for the dinner even if they miss it.

 

•  Curfew

Most Rykan have curfews as they are operated by the traditional way. Please double check the curfew time before leaving the building. Neither the Ryokan nor Kyoto Guest Houses are responsible if you get locked-out.

 

•  Cancellation Policy/Terms & Conditions

Customers are responsible to fully understand about our Cancellation Policy and Terms & Conditions.

 

•  Subject to change

Our Cancellation Policy and Terms Conditions are subject to change without notice

Cancellation Policy

(subject to change and based on Japan Standard Time or JST)

 

1. If you wish to cancel your reservation, please contact us as soon as possible by sending us fax or e-mails. (We DO NOT accept cancellation requests over the phone.) Your cancellation is completed when you receive a cancellation notice from us . If you do not receive a cancellation notice from us within 24 hours, please contact us again. DO NOT contact the Ryokan/Hotel directly. The cancellation date will be the day (Japan Standard Time) we receive the request from the customers within our business hours (Mon - Fri, 9:15am - 6:00pm JST, closed on weekends, national holidays and Dec. 30 th - Jan. 3 rd ).

 

2. Customers are responsible for paying the following cancellation fee.

The customer will be charged the following amount on their credit card in US dollars.

Days prior to the reserved date (Japanese Standard Time)

Cancellation fee

5 Days (4 days prior to your stay)
No charge
4 Days (3 days prior to your stay)
50% of the total accommodation fee
3 Days (2 days prior to your stay)
70% of the total accommodation fee
2 Days (a day prior to your stay)
80% of the total accommodation fee
The day of your reservation
100% of the total accommodation fee

 

(The total accommodation fee includes; Basic charge [Room charge, dinner/breakfast charge if included] and Taxes)

(The rate we use to convert Japanese yen to US dollars is; (TTS rate of the day) - 5 yen

Ex: Accommodation fee; 30,000 yen/night

TTS; 1$ = 115 yen

30,000 yen (115 yen - 5 yen) = 273 US dollars (round up the cents)

 

3. If the customers don't show up on the reserved day, 100% of the total accommodation fee will be charged. (Please contact the Ryokan if you are going to check-in later than their check-in time. They can cancel your reservation if you are late without any notice .)

 

4. If the credit card number is not valid, the reservation may be cancelled without notice.

 

5. If you wish to cancel a part of the reservation, the above cancellation fee will be applied for the days you wish to cancel.

 

6. If you wish to change your reservation, please contact us at least 5 days prior to your stay. (If later than that, the cancellation fee will apply even if you are staying at the Ryokan on different days.) The change may NOT be made depends on the Ryokan's room availability.

 

7. Most Ryokan do not accept credit cards or traveler's checks. Please prepare cash in Japanese currency. If you have questions about credit cards acceptability at the Ryokan you are staying, please contact us.

 

8. The Ryokan may cancel the accommodation contract under any of the following cases:

•  When the customer has violated the laws or acted against public order or good morals.

•  When the customer does not follow the Ryokan's rules such as no smoking in bed.

•  When the Ryokan is unable to provide accommodation due to natural disasters.

 

9. After the reservation is finalized, the customers are responsible for the reservation. (The reservation is finalized when the customer receives the final confirmation e-mail from us.) Kyoto Guest Houses makes every effort to give the correct information about the Ryokan. We also help customers get as much information as possible prior to their stay in Kyoto using the advantage of having a local office. However, the customers are responsible for the reservation after it is finalized.

 

10. Customers are responsible for bringing a copy (a print-out) of the final confirmation e-mail. Please present the copy at the Rykan on your arrival.

 

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