Booking Terms & Conditions
Package Travel and Linked Travel Arrangements Regulations 2018 — Compliant
Effective: 1 July 2026 | Eagle Spirit Travel Limited | Reg. No. 15910187
IMPORTANT NOTICE: The combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations 2018. You will benefit from all rights applying to packages. Eagle Spirit Travel Limited will be fully responsible for the proper performance of the package as a whole. Additionally, as required by law, we have protection in place to refund your payments and, where transport is included in the package, to ensure your repatriation in the event that we become insolvent.
1. About Us and These Terms
These Booking Terms and Conditions ("Terms") apply to all bookings made with Eagle Spirit Travel Limited ("Eagle Spirit Travel", "we", "us", "our"), a company registered in England and Wales.
Registered company name: Eagle Spirit Travel Limited
Company registration number: 15910187
Registered office address: 19 Mount Road, Wibsey, Bradford, BD6 3BA, United Kingdom
Email: info@eaglespirittravel.co.uk
Telephone: +44 7853 117 228
Website: www.eaglespirittravel.co.uk
Our office hours are Monday to Friday, 9:00 am to 5:30 pm (GMT/BST). Outside these hours, emergency contact details will be provided in your pre-departure documentation.
By completing a booking you confirm that you have read, understood, and accepted these Terms on behalf of yourself and all members of your travelling party. These Terms, together with our tour itinerary, any pre-departure information we supply, and the pre-contractual Standard Information Form, form the basis of your contract with us.
2. Our Tours — What Is Included
Eagle Spirit Travel organises premium small-group tours to Japan, India, and Vietnam. Our tours are packages combining two or more of the following travel services sold under a single price: ground accommodation, guided experiences, internal ground transport, and other tourist services.
Unless expressly stated in your tour description, the following are not included in your tour price:
International flights to and from the UK
Airline taxes and airport charges
UK departure tax
Travel insurance (compulsory — see clause 10)
Visa and entry fees
Vaccinations and health-related requirements
Tips and gratuities (unless stated)
Personal spending money and items of a personal nature
Alcohol and beverages not specified in the itinerary
Meals not specified in the itinerary
Optional excursions or activities not forming part of the agreed itinerary
Single room supplements (unless stated — see clause 6.5)
3. Financial Protection
Your payments are fully protected under the Package Travel and Linked Travel Arrangements Regulations 2018. In the event of our insolvency, you are entitled to a refund of all monies paid, and where return transport is included in your package, to your repatriation.
All customer payments are protected under a financial protection arrangement with our appointed financial protection provider, in accordance with the Package Travel and Linked Travel Arrangements Regulations 2018. Our our financial protection provider membership number will be displayed on our website and on all booking confirmations.
In the event of our insolvency, you should contact our financial protection provider directly, quoting our membership or policy number and your booking reference, to make a claim for refund of monies paid and, where transport is included in your package, for your repatriation.
This protection does not cover: travel insurance claims, supplier failures where the supplier is not part of your package contract with us, or losses not directly resulting from our insolvency.
4. Pre-Contractual Information
Before your booking is confirmed, we will provide you with all information required by the Package Travel Regulations 2018, including:
The main characteristics of the travel services included
The total price inclusive of all charges and taxes
Your payment schedule — deposit and balance due dates
Minimum group number requirements and the deadline by which we may cancel if not met
Passport, visa, and health requirements applicable to UK citizens for your destination
Our cancellation charges and your right to cancel
The name and contact details of our financial protection provider
Emergency contact information for use during travel
Information on compulsory and optional insurance
Please review all pre-contractual information carefully before completing your booking. If anything is unclear, please contact us before paying your deposit.
5. Making a Booking
5.1 Booking Process
Submit an enquiry via our website or contact us directly by email or telephone.
Receive our written quotation, full tour itinerary, and pre-contractual information.
Accept these Booking Terms and Conditions and pay the required deposit.
Pay the required deposit to confirm your reservation.
Receive your written booking confirmation and booking reference number.
Your contract with us comes into existence when we issue your written booking confirmation. Please check your confirmation carefully and notify us of any errors within 72 hours of receipt.
5.2 Who May Book
The Lead Traveller (the person completing the booking) must be at least 18 years of age. By completing a booking, the Lead Traveller confirms they are authorised by all members of the travelling party to enter into this contract and accepts these Terms on behalf of all party members. It is the Lead Traveller's responsibility to ensure all party members are aware of and agree to these Terms.
5.3 Accuracy of Information
You are responsible for ensuring that all names, travel dates, passport details, and other information provided at the time of booking are accurate and match the relevant travel documents. Errors in information you provide may result in additional charges from our suppliers. We are not responsible for any losses arising from information provided incorrectly by you.
5.4 Group Size and Minimum Numbers
Eagle Spirit Travel operates exclusively small-group tours with a maximum of eight (8) passengers per departure. All departures are subject to a minimum number of passengers, which will be stated in your tour description and pre-contractual information. We reserve the right to cancel a departure if the minimum is not achieved by the date specified. In this event we will notify you at least 20 days before departure and offer you:
A full refund of all monies paid; or
An alternative departure date where available; or
An alternative tour of equivalent or higher standard.
We strongly recommend you do not purchase non-refundable international flights until we have confirmed your departure as guaranteed. We will ordinarily confirm guarantee status no later than eight weeks before departure.
6. Pricing and Payment
6.1 Tour Prices
All prices are quoted in pounds sterling (GBP) and include all components specified in your tour itinerary. Tour prices are calculated on the basis of two passengers sharing a twin or double room. A single room supplement applies where you wish to occupy a room alone (see clause 6.5).
6.2 Deposit
A deposit of 25% of the total tour price per person is required at the time of booking to confirm your reservation. Deposits are non-refundable except where we cancel the tour or make a significant change (see clauses 7.2 and 8.3). Your booking is provisional until your deposit is received and written confirmation issued by us.
6.3 Balance Payment
The balance of your tour price is due no later than 12 weeks (84 days) before your departure date. Your confirmation invoice will state the exact balance due date. We will send a reminder, but please make a note of this date independently. If you book within 12 weeks of departure, the full tour price is payable at the time of booking.
6.4 Late Payment
If we do not receive your balance by the due date, we reserve the right to treat your booking as cancelled and apply the cancellation charges set out in clause 8.1. We will notify you in writing before treating your booking as cancelled.
6.5 Single Room Supplement
Solo travellers are warmly welcomed on all Eagle Spirit Travel tours. Where you wish to occupy a room alone, a single room supplement will be quoted at the time of booking. We make no profit from single room supplements; the charge reflects the additional cost of sole room occupancy. If you are a solo traveller willing to share a twin room with another solo traveller of the same gender, please ask us whether a sharing arrangement is available on your chosen tour. If one member of a pair cancels and the remaining traveller wishes to continue, a single room supplement will apply and will be payable immediately. Please contact us at +44 7853 117 228 or info@eaglespirittravel.co.uk to discuss your options.
6.6 Price Guarantee — No Surcharges
Once your booking is confirmed and deposit received, your tour price will not increase except in the following limited circumstances permitted by the PTR 2018:
Changes in the cost of transportation resulting from the cost of fuel or other power sources
Changes in the level of taxes or fees imposed by third parties, governments, or regulatory bodies
Changes in exchange rates relevant to the package
We will absorb any such increase up to 2% of your total tour price. If the increase exceeds 8% of your total price, you have the right to cancel without penalty and receive a full refund. We will notify you in writing of any price increase at least 20 days before departure. We will not impose any price increase within 20 days of departure.
7. Changes to Your Booking
7.1 Changes Requested by You
If you wish to change your booking after confirmation, the Lead Traveller must notify us in writing as soon as possible. We will make every effort to accommodate your request but this cannot always be guaranteed. Please note:
An amendment fee of £50 per person per change applies to cover our administration costs
Any additional costs imposed by suppliers as a result of the change will be passed on to you at cost
Certain elements may be non-amendable once confirmed — we will advise you at the time of booking if this applies
Requests to change within 12 weeks of departure may be treated as a cancellation and rebooking at our discretion
7.2 Transferring Your Booking to Another Person
You may transfer your booking to another person who satisfies all applicable requirements for the tour. You must notify us in writing at least 14 days before departure. Please note:
Both you and the transferee are jointly and severally liable for full payment of the tour price and any transfer costs
The transferee must accept these Terms in full before the transfer is confirmed
We may charge a reasonable administration fee plus any costs imposed by our suppliers
Some supplier arrangements cannot be transferred — we will advise you if this applies
7.3 Changes Made by Us — Before Departure
Significant Changes
A significant change is one that materially affects your tour. Examples include:
Change of departure date by more than 12 hours
Change of UK departure point
Change of destination country
A significant reduction in the standard of accommodation
A price increase of more than 8% of your total tour price
If we need to make a significant change before departure, we will notify you as soon as possible. You may then choose within 14 days of notification:
Accept the modified arrangements
Transfer to an alternative available tour of equivalent or higher standard
Accept a tour of lower standard (if available) and receive a refund of the difference in price
Cancel your booking and receive a full refund of all monies paid
In addition to any refund, we will pay compensation for significant changes (other than those caused by unavoidable and extraordinary circumstances — see clause 13) as follows:
More than 70 days before departure: Nil
43 to 70 days before departure: £20 per person
29 to 42 days before departure: £30 per person
15 to 28 days before departure: £40 per person
Fewer than 15 days before departure: £50 per person
Minor Changes
We reserve the right to make minor changes at any time without compensation. Examples include: minor adjustments to the order of visits, substitution of accommodation of the same or higher standard, and minor timing changes. Minor changes do not entitle you to cancel with a full refund.
IMPORTANT: We strongly recommend you do not book non-refundable international flights until your departure is confirmed as guaranteed. We cannot accept liability for any costs associated with flights or other independent travel arrangements you make.
7.4 Changes Made by Us — After Departure
If after departure we are unable to provide a significant element of your tour as agreed, we will make suitable alternative arrangements at no extra cost to you. If suitable alternative arrangements cannot be made, or you reject them for good reasons, we will arrange your return to the UK departure point and provide appropriate compensation.
8. Cancellation
8.1 Cancellation by You
If you wish to cancel your booking, the Lead Traveller must notify us in writing to info@eaglespirittravel.co.uk. Cancellation takes effect from the date we receive written notification. The following cancellation charges apply, calculated as a percentage of the total tour price per person:
More than 84 days before departure: Loss of deposit only (25%)
57 to 84 days before departure: 35% of total tour price
29 to 56 days before departure: 60% of total tour price
15 to 28 days before departure: 75% of total tour price
8 to 14 days before departure: 90% of total tour price
7 days or fewer before departure: 100% of total tour price
These charges reflect costs we incur upon cancellation and are not penalties. We strongly recommend purchasing comprehensive travel insurance covering cancellation for any reason from the date of booking (see clause 10).
You may request a justification for the level of cancellation charge applied to your booking, and we will provide this in writing. Where we are able to re-sell your place or recover costs from suppliers, any resulting saving will be reflected in the charge applied.
If one member of a party cancels and the remaining party wish to continue, the price for remaining travellers will be recalculated to reflect the revised group size. Any resulting single room supplement or other additional costs will be charged to the remaining travellers. No refund is available for any unused services once your tour has commenced.
8.2 Cancellation by You Due to Unavoidable and Extraordinary Circumstances
If unavoidable and extraordinary circumstances occur at your destination that significantly affect your package or your carriage to the destination, you may cancel before departure without paying a cancellation fee and receive a full refund of all monies paid. You will not be entitled to additional compensation in this circumstance. This right applies only where circumstances are officially recognised (for example, the Foreign, Commonwealth and Development Office (FCDO) has issued advice against all or all but essential travel to your destination). Please monitor FCDO travel advice at www.gov.uk/travelaware.
8.3 Cancellation by Us
We reserve the right to cancel your tour in the following circumstances:
Failure to achieve the minimum number of passengers by the notified deadline
Unavoidable and extraordinary circumstances (see clause 13)
Non-payment of the balance by the due date after written notice
Where you or a member of your party fail to meet the fitness or insurance requirements
If we cancel for any reason other than your non-payment, failure to meet requirements, or unavoidable and extraordinary circumstances, we will offer you a full refund of all monies paid and compensation on the scale in clause 7.3.
If we cancel due to unavoidable and extraordinary circumstances, you will receive a full refund but no additional compensation.
We will not cancel your tour within 12 weeks of departure other than for unavoidable and extraordinary circumstances, your failure to pay, or your failure to meet our requirements.
9. Our Responsibility for Your Tour
9.1 Our Obligations as Package Organiser
We are fully responsible as the package organiser for the proper performance of all travel services included in your contract, whether performed by us directly or by our suppliers and ground operators. If any included service is not performed or is performed deficiently, we will remedy the situation or provide appropriate compensation, unless this is impossible or would entail disproportionate costs.
9.2 Limits on Our Liability
We are not liable for any damage caused by unavoidable and extraordinary circumstances (see clause 13)
We are not liable for any failure attributable to you
We are not liable for any failure attributable to a third party unconnected with the provision of the travel services which could not have been foreseen or avoided
Our liability for loss of or damage to personal belongings is limited to the extent permitted by applicable international conventions
Our total liability for losses other than death or personal injury is limited to three times the price of the affected traveller's tour, except where otherwise required by law
Nothing in these Terms limits our liability for death or personal injury caused by our negligence, or for any liability that cannot be limited by English law
9.3 Your Obligation to Mitigate Loss
You are required to take all reasonable steps to minimise any loss, damage, or additional costs that arise. Failure to do so may reduce or extinguish any claim you make against us.
9.4 Assistance During Your Tour
If you are in difficulty during your tour, your tour leader will provide immediate assistance. For additional support, contact us on our emergency number provided in your pre-departure documentation. We can also be reached at +44 7853 117 228 during UK office hours. We will provide appropriate assistance including liaison with local health services, consular authorities, and alternative transport. We may make a reasonable charge where the difficulty is caused by your own negligence or intentional act.
10. Travel Insurance — Compulsory
Travel insurance is compulsory for all Eagle Spirit Travel tours. All travellers must hold a comprehensive travel insurance policy providing, as a minimum:
Cancellation and curtailment — covering the full cost of your tour from the date of booking
Medical expenses and emergency repatriation — we recommend a minimum of £5 million for destinations in Japan, India, and Vietnam
Personal liability — we recommend a minimum of £2 million
Loss or theft of personal belongings and travel documents
Travel delay and missed departure cover
COVID-19 related cancellation and medical cover is strongly recommended
We strongly recommend purchasing your travel insurance on or immediately after the date you pay your deposit, so that cancellation cover applies from the outset. We are not responsible for any losses that a comprehensive travel insurance policy would have covered.
You must provide us with your insurer's name and policy number before or at the commencement of your tour. Email these details to info@eaglespirittravel.co.uk. We reserve the right to cancel the participation of any traveller who cannot demonstrate adequate insurance cover, in which case our standard cancellation charges will apply.
11. Fitness, Health, and Special Requirements
11.1 Physical Fitness
Our tours in Japan, India, and Vietnam are active and immersive in nature. They may involve:
Extended walking on uneven surfaces, cobbles, steps, and steep inclines at cultural and historic sites
Standing for extended periods at temples, monuments, and museums
Navigating locations without wheelchair access or adapted facilities
Full-day excursions with early starts and late returns
Hot, humid, or high-altitude conditions depending on destination and season
As a minimum, all participants must be able to:
Walk for two hours at a moderate pace without assistance or rest breaks
Climb two flights of stairs unaided at a reasonable pace
Stand unaided for 45 minutes
Manage their own hand luggage throughout the tour
Each tour description on our website states the physical intensity level. By booking you confirm you have read and can meet the stated requirements. If you are uncertain whether a tour suits your fitness level, please contact us before booking.
11.2 Medical Conditions and Reduced Mobility
If you or any member of your party has a medical condition, disability, or reduced mobility (whether permanent or temporary), you must inform us in writing at the time of booking. We will assess whether we can reasonably and safely accommodate your needs. If we consider we cannot do so without significant impact on you or other group members, we reserve the right to decline your booking. If a condition develops after booking, please notify us immediately at info@eaglespirittravel.co.uk. We will handle all such situations sensitively and will provide a full refund of any monies paid where we decline a booking on health or safety grounds.
For health and vaccination requirements for Japan, India, and Vietnam, please consult your GP or a travel health clinic at least eight weeks before departure. Useful resources: www.travelhealthpro.org.uk and www.gov.uk/foreign-travel-advice.
11.3 Dietary Requirements and Allergies
Please advise us of any dietary requirements or severe food allergies in writing at the time of booking. We will communicate these to our ground operators and accommodation providers. However, in Japan, India, and Vietnam, our ability to guarantee specific dietary requirements or allergen-free meals may be limited by local kitchen practices and labelling standards. We strongly recommend that travellers with severe allergies carry appropriate medication (including an adrenaline auto-injector where prescribed) at all times. We cannot accept liability for any allergic reactions or dietary issues arising during the tour.
11.4 Pregnancy
If you are pregnant at the time of booking or become pregnant after booking, please notify us immediately at info@eaglespirittravel.co.uk. We will advise on tour suitability and any relevant health requirements. Some destinations and activities may not be suitable during pregnancy. Travel health and insurance requirements may also differ.
12. Your Conduct and Responsibilities
12.1 Passport, Visa, and Entry Requirements
You are solely responsible for ensuring all members of your party hold valid travel documents. The following is provided as general guidance for British citizens and is subject to change without notice:
Japan: British passport valid for the duration of stay. Visa not currently required for stays of up to 90 days within any 180-day period. Entry requirements may change — always verify with the Japanese Embassy or FCDO before travel.
India: British passport valid for at least 6 months beyond your return date. An e-Visa must be obtained prior to travel via the official Indian government e-Visa portal.
Vietnam: British passport valid for at least 6 months beyond your return date. An e-Visa must be obtained prior to travel via the official Vietnam Immigration portal.
It is your sole responsibility to verify current requirements with the relevant embassy or consulate and at www.gov.uk/travelaware. We accept no liability for any costs, losses, or denial of entry arising from inadequate, incorrect, or out-of-date documentation.
12.2 Conduct During the Tour
All travellers must behave respectfully toward fellow group members, tour leaders, guides, local communities, and the natural environment. In particular:
Follow the reasonable instructions of your tour leader and local guides at all times for safety and logistical reasons
Respect local customs, dress codes, and conduct rules at cultural, religious, and historic sites — our tour leaders will brief you before each visit
Do not behave in a manner that is abusive, threatening, harassing, or disruptive to any person
Do not engage in any illegal activity
Do not consume alcohol to an extent that compromises your own safety or the enjoyment of other group members
We reserve the right, at our absolute discretion, to exclude any traveller from all or part of the tour if their conduct is, or in our reasonable opinion is likely to be, harmful, disruptive, illegal, or seriously detrimental to the group experience. In such circumstances, no refund will be given for unused services and we will not be responsible for any additional costs you incur in arranging your return to the UK.
12.3 Photography and Media Consent
By booking with Eagle Spirit Travel, you consent to photographs and video footage being taken during the tour which may include yourself, for use in our marketing materials, website, and social media channels. If you do not wish to be included in any marketing material, please notify us in writing before your tour commences at info@eaglespirittravel.co.uk. This does not affect your statutory rights.
You are responsible for complying with local laws and customs regarding photography. Some religious sites, government buildings, and individuals in Japan, India, and Vietnam may restrict or prohibit photography. Please follow the guidance of your tour leader at all times.
12.4 Unused Services
No refund will be given for any services included in your tour price that are not used, whether due to your own choice, late arrival, early departure, illness, or any other reason within your control. This applies once your tour has commenced.
12.5 Personal Belongings and Security
You are solely responsible for the safety and security of your personal belongings, including luggage, money, documents, electronic devices, and photographic equipment, throughout the tour. We are not responsible for loss, theft, or damage to personal belongings. Your travel insurance should include comprehensive cover for personal belongings.
13. Unavoidable and Extraordinary Circumstances
We will not be liable to pay compensation, and in some circumstances may cancel or significantly alter your tour, where we are prevented from fulfilling our obligations by unavoidable and extraordinary circumstances beyond our control. These include, without limitation:
War, civil unrest, riot, insurrection, or acts of terrorism
Natural disasters including earthquakes, floods, volcanic eruptions, hurricanes, and tsunamis
Epidemic or pandemic disease including COVID-19 and any variants
Acts of government, including travel restrictions, border closures, airport closures, and mandatory quarantine
Severe or exceptional weather conditions making travel dangerous or impossible
Industrial action by third parties including airlines, transport providers, and public services
Nuclear, radiological, chemical, or biological events
Where we cancel due to unavoidable and extraordinary circumstances, you will receive a full refund of all monies paid. We will not in such circumstances be liable to pay compensation or to meet any additional costs you incur as a result.
We recommend monitoring FCDO travel advice for your destination throughout the period leading up to departure at www.gov.uk/travelaware.
14. Complaints
14.1 Complaints During Your Tour
If something goes wrong during your tour, report it immediately to your tour leader or local guide, who will do everything possible to resolve the issue on the spot. If the problem cannot be resolved locally, contact us directly on our emergency number provided in your pre-departure documentation. During UK office hours you may also reach us at +44 7853 117 228 or info@eaglespirittravel.co.uk.
14.2 Complaints After Your Return
If your complaint remains unresolved after following the above steps, you must submit a written complaint to us within 28 days of your return. Please send your complaint to:
By email: info@eaglespirittravel.co.uk
By post: Eagle Spirit Travel Limited, 19 Mount Road, Wibsey, Bradford, BD6 3BA, United Kingdom
We will acknowledge your complaint within 5 business days and aim to provide a full written response within 28 days. Failure to report issues during the tour may reduce your entitlement to compensation, as it deprives us of the opportunity to investigate and remedy the problem at the time.
14.3 Alternative Dispute Resolution
If your complaint is not resolved to your satisfaction through our internal complaints procedure, you may be entitled to refer your dispute to an alternative dispute resolution (ADR) scheme. We will advise on available ADR options in our final written response to your complaint.
15. Non-Fulfilment of Bookings
Any non-fulfilment of a booking — whether partial or complete — should be reported to us in writing as soon as reasonably possible, and in any event within 28 days of your return, in accordance with clause 14.2 below.
16. Data Protection
We are committed to protecting your personal data and processing it lawfully. We process your personal data in accordance with our Privacy Policy, available at www.eaglespirittravel.co.uk/privacy-policy. By making a booking, you consent to us sharing necessary personal data with our suppliers, guides, and payment protection providers for the purpose of delivering your tour. This may involve international transfer of data outside the UK to suppliers in Japan, India, and Vietnam. For full details, please read our Privacy Policy.
17. General
Governing law: These Terms and any contract between us are governed by the law of England and Wales.
Jurisdiction: Any dispute shall be subject to the exclusive jurisdiction of the courts of England and Wales, except that if you are resident in Scotland or Northern Ireland you may bring proceedings in the courts of your country of residence.
Severability: If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions shall continue in full force.
Entire agreement: These Terms, together with your booking confirmation, tour itinerary, and pre-contractual information, constitute the entire agreement between us relating to your booking.
Variation: We reserve the right to update these Terms at any time. The version applying to your booking is the version in force at the time your booking is confirmed. The current version is always published on our website.
Last updated: 1 July 2026
Eagle Spirit Travel Limited | Registered in England and Wales | Company No. 15910187 | 19 Mount Road, Wibsey, Bradford, BD6 3BA, United Kingdom