Terms & Conditions

These Terms and Conditions govern your use of the VAC Travel website and the booking of tours and travel services provided by VAC Travel (Business License No. 0108766985, International Tour Operator License No. 01-1428/2019/TCDL-GPLHQT), hereinafter referred to as “VAC Travel”, “we”, “us”, or “our”.

By submitting a booking enquiry or confirming a reservation, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions in their entirety.

A booking is considered confirmed only upon receipt of a written confirmation from VAC Travel and payment of the required deposit. Verbal agreements, instant messages, or informal communications do not constitute a confirmed booking.

VAC Travel reserves the right to decline any booking at its discretion. Upon confirmation, a detailed confirmation letter will be sent to the email address provided at the time of booking.

It is the sole responsibility of the traveller to verify that all booking details — including names as they appear on passports, travel dates, and tour selections — are accurate at the time of confirmation. Any discrepancies must be reported to us immediately. Any spelling corrections made after a deposit has been paid must be submitted to us in writing; if incorrect information leads us to reissue flight tickets, visa documents, or other travel documents, you will be responsible for the document re-issue fee (see Section 5) in addition to any related third-party fees.

All prices are quoted in US Dollars (USD) unless otherwise stated in writing. Quoted prices are subject to change without prior notice until a deposit has been received and a booking formally confirmed. Different travellers on the same trip may have been charged different prices depending on when they booked; any discount that becomes available after your deposit has been paid will not apply retroactively.

Individual and family bookings (FIT): A non-refundable deposit is required to secure a reservation, calculated as the greater of US$200 or 30% of the total tour price. The remaining balance must be settled no later than 30 days prior to the scheduled departure date.

Group tours (GIT): A non-refundable deposit of 50% of the total tour price is required at the time the booking is confirmed. The remaining balance must be settled no later than 30 days prior to the scheduled departure date. The higher deposit reflects the non-refundable prepayments VAC Travel must commit to hotels, transport operators, and guides in order to hold capacity for a group departure.

For bookings made within 30 days of departure, full payment is required at the time of booking confirmation.

VAC Travel accepts payment via international bank transfer, credit card, and other methods as agreed upon at the time of booking. All bank charges and transfer fees are the responsibility of the traveller.

Prices DO include: Accommodation, private transfers, guiding, tours/cruises, car hire, entrance fees, government taxes, and any other inclusions specified in writing on the relevant tour page.

Prices DO NOT include: International or domestic flights (unless specified), travel to and from Vietnam, meals not specified as included, alcoholic beverages, telephone/internet charges, items of a personal nature, visa and passport fees, travel insurance, optional activities, excess baggage charges, and any other personal expenses not specified as included on the relevant tour page.

Cancellations by the Traveller:

Individual and Family Bookings (FIT)

Group Tours (GIT)

All cancellation requests must be submitted in writing via email to [email protected]. The cancellation date is defined as the date on which VAC Travel receives your written notice. No refund is possible once flight tickets have been confirmed or issued on your behalf. Once your trip has commenced, no refund will be made for any included service you choose not to use, or cannot use, for reasons outside our control.

Cancellations by VAC Travel: If VAC Travel is required to cancel a tour due to insufficient bookings, concerns for guest safety, natural disasters, government-imposed restrictions, or other circumstances beyond our reasonable control (“Force Majeure” — including but not limited to epidemics/pandemics, war, civil unrest, or terrorist activity), we will offer you either a full refund of all monies paid or the option to rebook on alternative dates. Where the cause is Force Majeure and your trip has already commenced, we will refund only the recoverable third-party costs for the cancelled portion. We are not responsible for any other expenses or losses arising from a rescheduled or cancelled trip.

VAC Travel also reserves the right to cancel or vary a group tour prior to departure due to insufficient numbers, and will advise you no less than 30 days before the tour is due to commence where possible.

Requests to amend tour dates or itineraries must be submitted in writing. Amendments requested 14 or more days before departure are free of charge, subject to availability. Amendments requested within 14 days of departure may still be accommodated where possible but will incur a fee of US$100 per change, in addition to any third-party costs.

Bookings requiring reissue of flight tickets or other travel documents (for example due to a name correction or itinerary change) will incur a document re-issue fee of 5% of the total trip cost, on top of any amendment fee above.

VAC Travel reserves the right to implement minor modifications to published itineraries where necessitated by local conditions, safety considerations, or operational requirements. We will make every effort to notify travellers of any material changes at the earliest possible opportunity.

VAC Travel strongly advises all travellers to obtain comprehensive travel insurance prior to departure. VAC Travel does not sell or broker travel insurance; you are responsible for arranging your own policy directly with an insurer of your choice. Cover should include, at minimum, trip cancellation, emergency medical expenses and evacuation, personal liability, and loss or theft of personal belongings. We recommend purchasing insurance at the time you pay your deposit, since cancellation charges apply from that point.

VAC Travel accepts no liability for any costs, losses, or expenses incurred as a result of a traveller’s failure to secure adequate travel insurance.

It is each traveller’s personal responsibility to ensure they are in good physical health and medically fit to participate in their chosen itinerary. Certain tours involve demanding physical activities such as trekking, cycling, or kayaking; we strongly recommend consulting a qualified physician prior to departure if you have any health concerns.

All travellers are required to follow the instructions and guidance of VAC Travel guides and staff at all times, for their own safety and the wellbeing of the group.

VAC Travel reserves the right to exclude any traveller from a tour if their conduct or physical condition is deemed to pose a risk to themselves or to other members of the group. Where this occurs after the trip has commenced, we will provide reasonable assistance to arrange alternative travel at your own cost; we are not able to offer this assistance if it occurs before the trip begins, and no refund will be made in these circumstances.

It is the traveller’s sole responsibility to hold a passport with sufficient remaining validity, and to obtain all required visas and travel documentation for Vietnam and any other countries visited during the tour. Requirements vary by nationality and are subject to change — we recommend checking with the Vietnamese embassy or consulate in your country of residence well in advance of travel, and reviewing your own government’s travel advisory for Vietnam. E-visa applications should be made only through the official Vietnam Immigration Department portal at thithucdientu.gov.vn — third-party sites charging a fee are not affiliated with the Vietnamese government or with VAC Travel.

A visa or approved e-visa does not guarantee entry; Vietnamese immigration authorities may refuse entry, or detain, expel, or repatriate a traveller, at their discretion. VAC Travel accepts no liability for any costs, losses, delays, or denied entry arising from a traveller’s failure to secure the appropriate documentation.

Prices are based on the existing bedding configuration of each room. Requests for particular arrangements (e.g. twin share, extra beds, connecting or adjoining rooms, rooms near other group members) must be made at the time of booking and are subject to availability; some hotels also have capacity limits for certain room types. We are not able to pair solo travellers together into one twin-share room.

VAC Travel acts as a tour operator and intermediary agent for independent transport, accommodation, and activity providers, and is not liable for any personal injury, loss, damage, accident, delay, or irregularity arising through the actions or omissions of any third-party provider, except where required by applicable law.

To the fullest extent permitted by law, VAC Travel is not liable for indirect or consequential loss, loss of profits, or economic loss of any kind, and any warranty otherwise implied by law into these Terms is excluded to the maximum extent permitted. In all circumstances, VAC Travel’s total liability to any traveller shall not exceed the total sum paid by that traveller for the tour.

While travelling with us, photos or videos may be taken by our guides, representatives, or fellow travellers that may feature you. By travelling with us, you consent to such images being taken and grant VAC Travel a royalty-free, worldwide, irrevocable licence to use them for marketing and promotional purposes across any medium, without further compensation, unless you notify us in writing that you do not wish to be included.

Personal information collected from you may be used for any purpose connected with operating your trip, or to send you marketing material about our tours and offers, and may be shared with our agents, suppliers, and service providers where necessary to deliver your trip. We otherwise handle your information in accordance with our Privacy Policy.

In the event of any dissatisfaction during a tour, we respectfully request that travellers bring the matter to the immediate attention of their guide or our local representative, so that we may make every effort to resolve it promptly.

Should a matter remain unresolved, a formal written complaint must be submitted to [email protected] within 30 days of the tour’s conclusion. Complaints received after this period may not be considered.

These Terms and Conditions are governed by and construed in accordance with the laws of the Socialist Republic of Vietnam. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the competent courts of Hanoi, Vietnam.

For any questions regarding these Terms and Conditions, or to discuss your booking, please contact our team: