Terms & Conditions

1.1. Confirmation of Booking
A Booking is considered confirmed only after we receive your Deposit payment and provide you with a written Confirmation.

1.2. Changes to Offers and Pricing
All offers, prices, terms, and conditions may be modified or withdrawn without prior notice until a Confirmation is issued.

1.3. Accuracy of Booking Details
The Booking details will match those in the Confirmation, though minor errors or omissions may occur and are excluded from liability.

1.4. Service Descriptions
Descriptions and details of our services may change without notice at any time without notice.

1.5. Booking Total and Guest Numbers
The Booking Total listed in the Confirmation is based on the number of guests specified. Any changes to the guest count may result in an adjustment to the Booking Total.

2.1. All prices are in Japanese Yen and include 10% Japanese consumption tax.

3.1. Deposit Requirement
A deposit payment is required before a Booking can be confirmed.

3.2. Winter Bookings (Check-In Between 15 December and 31 March)
The following terms apply to Winter Bookings:

3.2.1. If the Confirmation is issued more than 60 days before Check-In, the Deposit is 20% of the Total Accommodation Rate, due by the specified payment date, and is non-refundable.

3.2.2. If the Confirmation is issued 60 days or fewer before Check-In, the Deposit is 100% of the Booking Total, due by the specified payment date, and is non-refundable.

3.3. Summer Bookings (Check-In Between 1 April and 14 December)
The following terms apply to Summer Bookings:

3.3.1. 100% of the Accommodation Total is due 14 days prior to arrival and is non-refundable.

3.4. Exceptions for Refunds
Regardless of the terms above, refunds may be issued in exceptional circumstances at our discretion. In such cases, the refunded amount will be the paid total minus any applicable credit card or bank transfer fees.

4.1. Winter Bookings (Check-In Between 15 December and 31 March)
The following terms apply to Winter Bookings:

4.1.1. The Balance of the Booking Total must be paid no later than 60 days before Check-In.

4.2. Summer Bookings (Check-In Between 1 April and 14 December)
The following terms apply to Summer Bookings:

4.2.1. The Balance of the Booking Total must be paid no later than 14 days before Check-In.

4.3. Payments in Non-Japanese Yen Currency
The following applies if your credit card currency is not Japanese Yen (JPY):

4.3.1. You are responsible for all foreign exchange rate calculations and related charges.

4.3.2. There may be differences between the date of your credit card payment, the date the charges appear on your statement, and the date the currency conversion is calculated.

4.3.3. If we cancel, void, or refund a payment to your credit card in JPY, the refund amount may vary due to foreign exchange rate fluctuations and fees charged by your bank or credit card company. You are responsible for any resulting differences.

4.4. Exceptions for Refunds
Regardless of the terms above, refunds may be issued in exceptional circumstances at our discretion. In such cases, the refunded amount will be the paid total minus any applicable credit card or bank transfer fees.

5.1. Winter Bookings (Check-In Between 15 December and 31 March)
The following cancellation terms apply to Winter Bookings:

5.1.1. If cancellation occurs within 7 days of booking confirmation and more than 60 days before Check-In, a full refund will be provided less cancellation fees.

5.1.2. If cancellation occurs more than 7 days after booking confirmation but more than 60 days before Check-In, the full Deposit is non-refundable and will be forfeited.

5.1.3. If cancellation occurs 60 days or fewer before Check-In, 100% of the Booking Total is due and non-refundable.

5.1.4 In the case of any refunds after receiving payment above, the refunded amount will be the total paid minus any applicable credit card or bank transfer fees.

5.2. Summer Bookings (Check-In Between 1 April and 14 December)
The following cancellation terms apply to Summer Bookings:

5.2.1. If cancellation occurs more than 15 days before Check-In, a full refund will be provided.

5.2.2. If cancellation occurs 14 days or fewer before Check-In, 100% of the Booking Total is non-refundable.

5.2.3 In the case of any refunds after receiving payment above, the refunded amount will be the total paid minus any applicable credit card or bank transfer fees.

5.3. Refund Process and Fees
All refunds will be issued via bank transfer or credited to your credit card. You are responsible for any associated bank transfer fees, credit card fees (3.6%), and differences due to exchange rate fluctuations.

5.4. No Refunds for Reduction in Party Size
Reductions in the number of people on a booking, such as removing extra persons or modifying occupancy-based accommodations, are non-refundable after confirmation. The full Booking Total, as initially confirmed, remains due regardless of such changes. No refunds will be granted once the cancellation policy takes effect and payment is processed.

6.1. Guest Services
We may offer and arrange additional services and products (referred to as Guest Services) related to your Booking, such as Lift Passes, Ski Hire, Ski Lessons, and similar offerings.

6.2. Payment for Guest Services
The full amount for Guest Services must be paid no later than 14 days before Check-In, or by the specific dates indicated on your invoice, whichever applies.

7.1. Definition of Cancellation
A cancellation refers to any change to a Guest Service Item that does not involve an upgrade or the addition of a new Item.

7.2. Cancellation of Guest Service Items
The following terms apply when you cancel a Guest Service Item:

7.2.1. If cancellation occurs 14 days or fewer before Check-In, 100% of the Guest Service Item’s price is non-refundable, unless different terms are specified for that Item on our website or in the Confirmation.

7.2.2. Any refundable amount from a canceled Guest Service Item will be held as a credit on your account with us. This credit may be used toward other services or refunded in cash or to your credit card during your stay.

7.2.3. If a refund cannot be issued in cash during your stay, it will be processed to the original credit card and/or via bank transfer. You are responsible for all associated transfer fees, credit card fees, and losses due to exchange rate fluctuations.

8.1. Definition of Amendment
An Amendment refers to any change to names, the addition of extra people to your Booking, upgrades to Packaged Items, or modifications to Guest Service Items.

8.2. Fees for Amendments
After Confirmation, each Amendment incurs an administration fee of JPY 5,000 per change. This fee does not apply to the addition of new Guest Service Items to your Confirmation.

9.1. Non-Use of Guest Services
If you do not use the Guest Services you have purchased and booked with us, no refunds will be provided, either in whole or in part.

9.2. Claims for Travel Delays or Changes
If your arrival or departure time or date changes due to delayed or canceled flights or any other reason, you must claim any resulting losses or additional fees through your travel insurance.

9.3. Impact on Guest Service Items
If your arrival or departure time or date changes due to delayed or canceled flights or any other reason:

• Guest Service Items you have purchased may not be reschedulable, and you may need to repurchase services for the new time.
• There may be delays in providing a rescheduled or alternative service.

9.4. Requests for Changes
All requests for changes must be submitted in writing. If we can accommodate your request, we will provide written Confirmation. Verbal instructions or confirmations will not be accepted or honored.

10.1. Substitution or Upgrade of Accommodation
We reserve the right to substitute or upgrade your accommodation with one of a comparable standard and type, as determined by us. If we cannot provide accommodation of an equivalent standard, we will refund your Deposit or full payment without any deductions.

10.2. Extra Person Fees and Amenities

• An additional fee of ¥15,000 per person per night applies to any Booking exceeding the standard occupancy limit, subject to our approval. Extra guests will be accommodated on Japanese futons.
• Cots (cribs) and high chairs are available for ¥5,000 each, subject to availability, and can be requested at the time of Booking.

10.3. Maximum Occupancy
The maximum number of occupants per accommodation may not be exceeded without our prior written approval.

10.4. Children’s Occupancy
Children aged 2 years and under may be excluded from the occupancy count and are not charged if no additional bedding or linen is required. This is limited to one child per Booking.

10.5. Inclusion of Maids and Helpers
Maids and/or helpers are included in the maximum occupancy count.

10.6. Subletting Restrictions
No part of the accommodation or stay may be sublet to a third party without written approval from The Hakuba Collection. All individuals staying in the accommodation must be listed on the Booking and comply with these terms and conditions.

10.7. Unit Allocation
The accommodation provider determines the allocation of units within properties containing multiple units, based on our policy to ensure fair and efficient service. While we consider specific unit requests, final allocation may depend on current booking circumstances.

11.1. Responsibility for Damage
You are responsible for any damage to the property (including common areas), fittings, furniture, keys, and other items caused during your stay, as well as any resulting losses we incur.

11.2. Damage to Wooden Floors
Damage to wooden floors, often caused by wearing snow spikes indoors, is your responsibility. You will be charged the full repair cost for any floor damage occurring during your stay, with a minimum fee of JPY 20,000. Note that repair costs for larger rooms can exceed JPY 2,000,000.

11.3. Security Deposit
A valid credit card is required as a security deposit. You authorize us to charge this card for any fees or costs incurred under these terms and conditions.

11.4. Risk to Personal Possessions
Your possessions, including lift passes and rental equipment provided by us, remain at your own risk throughout your stay.

12.1. Check-In Time
The accommodation is available for occupancy starting at 3:00 PM. If you notify us of a later arrival time, we may prepare the accommodation just before that time. Please provide updated arrival times for all guests staying in the accommodation.

12.2. Check-Out Time
The accommodation must be vacated by 10:00 AM.

12.3. Late Check-Out Fees
If alternative arrangements are not confirmed in writing and the accommodation is not vacated by the Check-Out time, you will be charged JPY 10,000 for each hour (or part of an hour) past 10:00 AM that the accommodation remains occupied.

12.4. Enforcement of Check-Out
We reserve the right to enforce the vacation of the accommodation at any time after the Check-Out time.

12.5. Guest Information Requirement
Under Japanese law, we must collect all guests' full names, nationalities, passport numbers, postal addresses, and occupations at Check-In.

13.1. Housekeeping Services
Rubbish is removed daily, and fresh towels are provided every second day (excluding Arrival and Departure days). A mid-stay clean and linen change is included only for stays of 8 nights or longer.

13.2. Condition at Check-In
At Check-In, the accommodation will be clean and tidy, with beds made using fresh linen and bath towels provided.

13.3. Complimentary Amenities
The following items are provided at Check-In: complimentary tea, coffee, sugar, body soap, hand soap, hair conditioner, shampoo, dishwasher powder, washing powder, tissues, and cleaning products.

13.4. Bedding Configurations

• Most rooms can be configured as twin or king beds; some accommodations include bunk beds. Beds will be set up in the standard configuration unless you request otherwise.
• Bedding preferences must be submitted at least 14 days before the Check-In date.
• If no preference is provided, or if an incorrect configuration is due to your omission, and you request a change within 14 days of Check-In, additional housekeeping fees will apply and be charged to you.

14.1. No pets are allowed at any accommodation, either inside or outside or in vehicles parked at the accommodation.

15.1. Parking Restrictions and Requests
Parking during the winter months is limited and must be requested and confirmed for each Booking if needed. Additional charges may apply, some properties lack parking, and public parking may not be nearby. If you plan to bring a vehicle, you must confirm parking availability with us at the time of Booking.

15.2. Street Parking Prohibition
Parking on the street is illegal, and your vehicle may be towed if parked there.

16.1. Smoking Policy
All our properties are non-smoking. Some properties lack an outdoor covered smoking area.

16.2. Consequences of Smoking Indoors
If guests smoke inside the accommodation and continue after being asked to stop, we reserve the right to evict the group or any individual from the property without a refund.

16.3. Charges for Smoking Violations
If anyone in your group smokes in the accommodation, you will be charged:

• Additional cleaning costs; and
• Costs to compensate subsequent guests affected by the smoke odor or the property owner for bookings requiring relocation to another room.
  The minimum charge is JPY 50,000, though it may be higher depending on the circumstances.

17.1. Governing Law and Third-Party Terms
The Hakuba Collection operates entirely in Japan, and all services provided are governed by Japanese law. When agents or principals provide services, Bookings are subject to their respective terms and conditions.

17.2. Limitation of Liability
Under Japanese law, The Hakuba Collection, our agents, and principals are not liable for any loss, damage, delay, consequential loss, injury, or death caused by:

• Actions, changes, or omissions by The Hakuba Collection, our agents, principals, or third parties;
• Acts of God; or
• Other circumstances beyond our control.

17.3. Travel Insurance Requirement
We expect guests to secure comprehensive travel insurance at the time of paying their Deposit. This should cover all travel risks, including trip cancellations or changes to travel dates.

You accept these terms and conditions in full when you place a booking with The Hakuba Collection.