Travel Terms at Vietnam by Topas

We comply with the following travel terms.

It is your sole responsibility to agree to and accept the following conditions prior to departure. Furthermore, as a traveler, you have an obligation to read and, if necessary, print all relevant information and tickets in connection with the trip.

BOOKING

You can book your trip online by contacting us by email or phone.
  
Note that you must have access to the internet in order to receive your departure information and print your travel documents.

Once you have booked a trip with Topas, we confirm your booking by sending an email with a link and password to your personal page “My Topas Travel”. Please note that all communication regarding the trip is only sent to the first mentioned person on the booking, who should notify all fellow travelers. 
All relevant information regarding your trip (invoice, trip description, package list, departure information, tickets etc.) can be found on “My Topas Travel” at www.minrejse.topas.dk. 

Flights and other travel documents will be available on “My Topas Travel” approx. 10 days before departure. 

IT IS YOUR RESPONSIBILITY TO PRINT THE TRAVEL DOCUMENTS AND CARRY THEM FOR THE ENTIRE DURATIOON OF THE TRIP. 

Remember to inform Topas of any changes to your e-mail address before departure.

Topas reserves the right to terminate the agreement. Topas will inform the customer as soon as possible, but no later than 3 working days after the order has been received. Any payments made will be refunded.

CANCELLATION

Before booking, we will ask you if you want to take out a cancellation insurance. The cancellation insurance must be signed at the time of booking the trip and paid together with the deposit. The cancellation insurance cannot be cancelled nor purchased after the deposit has been paid. Click here to read more about “Cancellation Insurance”.

PAYMENT

We accept Dankort, Visa Card, Maestro, Visa Electron, Mastercard, American Express and JCB. We do not charge a cancellation fee. The deposit must be paid at the time of booking (agreement is entered). The balance is due no later than 60 days before your departure.

EMAIL SERVICE

When you book a trip with Topas, you will automatically receive reminders about payment and miscellaneous info on “My Topas Travel” by providing us with your e-mail address.
When booking your trip, you will also automatically receive our newsletter. You can at any time unsubscribe from our newsletter.

Reminders by email will be forwarded according to the following schedule:

For booking and payment of deposit: Mail with link and password to “My Topas Travel”.
65 days before departure: Mail with reminder of the last payment date for the balance of your trip. (Due date is 60 days before departure).
60 days before departure: Itinerary and various travel information will be available on “My Topas Travel”.
10 days before departure: Flight tickets and other travel documents. These can only be printed if the full amount of the trip has been paid.

You have provided your e-mail address to Topas for sending reminders regarding payment, updates etc. on “My Topas Travel”, and you are responsible for informing us if there are any changes to your e-mail address.

TRAVEL INSURANCE

We recommend that you purchase a comprehensive travel insurance, which covers home transport in case of illness / accident and in case of flight / ship delays.

Travelers with Vietnam by Topas must have a signed travel insurance prior to trip departure. The travel insurance must be purchased in the country of residence. We recommend that you enter your insurance data on “My Topas Travel”. This will help us in the event of e.g. an accident.

REQUIREMENTS FOR TRAVELLERS

All travelers must complete the requirements of the country you wish to enter. You must ensure that you bring a valid passport, containing a visa if required, and have compulsory vaccinations and other conditions that we have indicated are necessary for the trip.
If it is not possible to obtain the necessary visas for the trip, there will be no reimbursement from Vietnam by Topas.
Please note that it is your responsibility to state the correct names of all travellers when booking. This must be the exact names as stated in the passport and must match the name given on your booking and subsequently on the invoice sent. The cost of issuing a new air ticket is borne by the traveller. It is your responsibility to log into “My Topas Travel” to get the relevant travel information and print tickets before departure.

PRICE INCREASE

The price of the trip is calculated on the basis of applicable tariffs, taxes and exchange rates. Therefore, Topas reserves the right to make price increases caused by changes in transport costs (e.g., fuel prices), taxes, fees (e.g., airport or landing charges) or exchange rates used for calculating the price of the trip in question. If the price is increased by more than 10%, the customer is entitled to cancel the trip and have paid amounts refunded. However, it is a requirement that you notify Topas of the cancellation immediately after you have been informed of the price increase.

LIABILITY

Topas Travel limits the liability for air transport to the sums stipulated in the Warsaw Convention. For maritime transport according to the sums provided for in the Athens Convention and for rail transport sums laid down in the COTIF / CIV Convention.

TRAVEL GUARANTEE

We are a member of the Travel Guarantee Fund under member number 899 as well as the Association of Danish Travel Agents and Tour Operators as well as the Appeals Board for Package Travel.

COMPLAINTS

Any complaints must be informed to Topas during the trip. A written complaint must be submitted no later than 3 weeks after returning from the trip. In all actions against Topas, Danish law shall be applied. Complaints that cannot be settled by the Appeals Board shall be settled by the Danish Maritime and Commercial Court under Danish law. As a member of the Association of Danish Travel Agents and Tour Operators, we always follow the Appeals Board for Package Travel’s decision regarding a possible complaint.

As a member of the Association of Danish Travel Agents and Tour Operators, a travel agent is obliged to comply with decisions ruled by the Appeals Board for Package Travel, unless the board of directors of the association gives an exemption from this requirement because the order is requested for a Danish court, as per the articles of association.

TRAVEL PRICES

The travel price includes transportation fares, airport tax, passenger tax, contribution to the Travel Guarantee Fund, accommodation and transfers between airport / port and hotel. Information on meals and possibly additional services are listed in the tour description. 

ADDITIONAL COST

If travelling alone, you will be charged a single room supplement. This surcharge may vary a lot in the price, but always appears on the tour description and when you book the trip.

DEPOSIT AND BALANCE PAYMENT

For individual trips (not group trip / group ticket), airline tickets and other transport tickets will most often be issued immediately or within 72 hours. Therefore, a deposit will typically be up to DKK 10,000 per person (approx. 1,340 Euro per person).

At the time of deposit, you must confirm that you have read and accepted the Topas terms and conditions as well as the attached general terms and conditions of the Association of Danish Travel Agents and Tour Operators, which is applicable unless otherwise stated.

Final payment shall be made 60 days before departure.

Furthermore, it is your own responsibility to verify that all the information listed on your personal page such as name, destination, date and departure airport is correct. You MUST notify Topas immediately of any discrepancies between the requested and ordered arrangements, no later than 3 working days after confirmation has been submitted by Topas.

CANCELLATION POLICY

If you cancel your trip more than 60 days prior to departure, your deposit is lost.
If you cancel your trip between 60 and 45 days prior to departure, 50% of the travel price is lost.
If you cancel your trip less than 45 days prior to departure, the total travel price is lost. 

RULES FOR CANCELLATION OF TRAVEL ARRANGEMENTS
A trip may be cancelled due to unpredictable or external circumstances beyond the control of Topas. In such a case you will be entitled to a refund of the amount paid for the trip, without any additional compensation.

FEES ON CHANGES IN TRAVEL

Vietnam by Topas is not obliged to make any changes to the package travel, but if the traveler wishes to make changes to the package travel after the conclusion of the agreement (after payment of the deposit), it must contact Vietnam by Topas as soon as possible.

If it is possible for Vietnam by Topas to change the package travel, the traveler must pay additional expenses incurred by the changes, as well as paying a fee.

Once a travel deposit has been paid and air tickets and / or other transport tickets have been issued, it is not possible to change the name, travel dates, route or refund the tickets afterwards.

If the traveler wishes to move the entire journey from one destination to another, or to move all or part of the journey in time, this is considered a cancellation.

If the traveler wishes to make changes that Vietnam by Topas cannot fulfill in the existing agreement, the change, if the traveler maintains the desire to change the package travel, will be considered a cancellation and a new booking.

Fees for changes made after deposit of deposit:

  • In case of changes to hotel, excursions and land transport more than 3 weeks before departure: DKK 500 per change
  • Changes less than 3 weeks prior to departure are considered cancellation and reference is made to the rules for this.
  • Administration fee: 200 kr

DELAYS / CANCELLATIONS
Due to the variable weather conditions in Vietnam, there can be delays / changes in flight and ship departures. It is therefore important that you provide your mobile phone number when booking the trip so that you can be duly informed. If the trip duration is extended due to delays / changes, Topas does not cover any extra costs and we therefore recommend that you obtain travel insurance cover for delays and cancellations.

If you have purchased excursions or other events and these cannot be completed within the duration of the trip, Topas will refund the amount paid for the purchase after returning home to resident country.

Vietnam by Topas is a division of Topas Travel. Therefore, our terms are almost identical to those of Topas Travel. However, there are a few exceptions where Vietnam by Topas differs slightly. Topas Travel arranges group travel with tour guide. At Vietnam by Topas, you will typically be on your own, on unguided and tailored trips, unless otherwise agreed with Vietnam by Topas.