General terms and conditions
Status: 02.04.2026
For the conclusion and execution of the contract with J-Navigator GmbH (hereinafter referred to as “J-Navigator”), the provisions of the German Civil Code (BGB §§ 651a–651y) shall apply. In addition, the following regulations form part of the contract.
1. Role of the Contracting Parties
As a contractual partner of J-Navigator GmbH, you act as the organizer vis-à-vis the travelers within the meaning of travel law (BGB § 651 ff). J-Navigator acts solely as the service provider.
2. Services
2.1 Included Services
Offers from J-Navigator to the contractual partner are non-binding until the time of booking and confirmation by J-Navigator. All prices are net or gross prices in accordance with the accepted offer, unless otherwise agreed in writing.
The following services may be included:
- Flights (local or international), including or excluding feeder flights with surcharges
- Rail & Fly tickets upon request and subject to availability
- Qualified German-speaking tour guide according to the offer, starting from the beginning of a land package
- Overnight stays in hotels of the agreed category according to the offer (unless specific hotels were agreed upon by name and in writing before contract conclusion)
- Catering services (e.g. dinner, breakfast, etc.) according to the offer
- Visits to advertised sights and locations (including entrance fees, unless otherwise stated in the program)
- Private transport, if applicable, with or without additional passengers according to the offer
- Transportation by chartered buses, public trains, ships, and public transport within the destination region according to the offer
- Excursion and experience packages within the destination region according to the offer
- Travel documents including hotel list
2.2 Excluded Services
The following services are explicitly excluded unless agreed in writing prior to contract conclusion:
- All flights – these must be booked by the organizer unless otherwise specified
- Transfers outside of Japan
- Surcharges for additional excursion and experience packages offered during the travel package
- Single room supplements
- Hotel and stay extensions
- Additional seats for group escorts and/or accompanying persons
- Individual program modifications
- Special services provided by the tour guide
2.3 Individual Program
J-Navigator offers support in booking individual programs (e.g. pre- or post-programs and stays, event tickets, etc.) for an additional fee. These services are not part of the regular travel price and are billed separately per offer.
Bookings for additional services are possible up to a maximum of 35 days before the start of the land package. After this deadline, changes are only accepted to a limited extent. In case of late processing, J-Navigator charges an additional processing fee of at least €20 per traveler.
Whether individual services can be offered is subject to evaluation by J-Navigator and is at its sole discretion. J-Navigator provides no guarantee for such services prior to submitting an offer.
2.4 Special Dates and Program Changes
For special travel dates (e.g. festivals, major events, local holidays), program changes may occur under the responsibility of J-Navigator. J-Navigator reserves the right to adjust the daily program to ensure a smooth travel process. Relevant information is included in the respective travel description.
2.5 Price and Service Changes After Contract Conclusion
J-Navigator reserves the right to increase the travel price unilaterally if the increase results directly from unforeseeable changes after contract conclusion, such as:
a) Increase in transportation costs due to higher fuel or energy prices
b) Increase in taxes or other charges (e.g. tourist taxes, port or airport fees)
The travel price will be adjusted proportionally to these increases per person.
If applicable, J-Navigator will inform the contractual partner promptly on a durable medium (e.g. email), including reasons and calculation of the increase.
A price increase is only valid if:
- It meets the above requirements, and
- Notification is given no later than 20 days before travel begins
The contractual partner may request a price reduction if costs decrease accordingly.
If the price increase exceeds 8% of the travel price, J-Navigator cannot impose it unilaterally. Instead, it may offer the increase and require acceptance within a reasonable deadline or allow contract withdrawal.
Similarly, if essential travel characteristics must be significantly changed, J-Navigator may propose a contract amendment. If no response is given within the deadline, the change is considered accepted.
2.6 Waiver of Services
If the contractual partner or a traveler does not use a service offered and contractually secured by J-Navigator for reasons attributable to them, there is no entitlement to a refund.
3. Contract Amendments
Requests for contract changes must generally be submitted in writing up to 35 days before the start of the land package. Feasibility is evaluated internally, and implementation is not guaranteed.
Processing fees and price adjustments may apply depending on the scope of changes.
3.1 Substitute Participants & Name Changes (Land Programs)
Up to 35 days before departure, J-Navigator allows travelers to name a substitute free of charge. The contractual partner must notify J-Navigator immediately.
After that, a processing fee of €50 per case applies.
3.2 Substitute Participants & Name Changes (Including Group Flights)
If name changes are required (e.g. incorrect or incomplete names, or substitution), fees apply.
In some cases, name changes or ticket transfers may not be possible. J-Navigator reserves the right to reject such requests or require a new ticket at the customer’s expense.
3.3 Rebookings
There is no entitlement to changes in agreed services (e.g. travel dates, destinations, transport, hotels) after contract signing.
Requests must be submitted in writing at least four weeks before service start. They are evaluated individually and may result in price adjustments and processing fees.
4. Hotel Bookings
J-Navigator reserves the right to book hotels within the agreed local category. Local categories may differ from standard Western star ratings (e.g. “mid-range” instead of 3-star).
The contractual partner will receive a hotel list before the start of services.
If hotels are unavailable (e.g. due to group size, booking situation, insolvency, or force majeure), J-Navigator may pass on surcharges for higher-category hotels.
The contractual partner must inform travelers promptly of any changes.
5. Visa and Passport Requirements
Travelers are responsible for obtaining necessary visas and complying with passport requirements.
J-Navigator assumes no liability if legal requirements (e.g. entry regulations, health regulations, visa rules) are not met.
The contractual partner is responsible for informing travelers.
6. Documents from J-Navigator
6.1 Itinerary
Upon contract conclusion, the contractual partner receives an itinerary listing agreed services. Only listed services are included.
6.2 Hotel List
Usually provided 14–25 days before travel begins.
6.3 Travel Information
Travel instructions are usually sent 14–25 days before departure.
7. Documents from the Contractual Partner
7.1 Promotional Texts
Catalog texts, advertisements, and offers must be submitted to J-Navigator before publication for review.
7.2 Participant List
A final binding list of participants must be submitted 35 days before departure, including:
- Full name as in passport
- Gender
- Nationality
- Date of birth
- Relevant notes (e.g. dietary restrictions, physical limitations)
7.3 Short-Notice Bookings
Bookings made less than 35 days before travel must be forwarded immediately. Acceptance is at J-Navigator’s discretion.
8. Cancellation Conditions
In case of cancellations by the contractual partner (e.g. group travel or FIT bookings), J-Navigator reserves the right to charge fees.
For individual cancellations, conditions apply only if the minimum group size is maintained. Otherwise, full group cancellation conditions apply.
Cancellations must be submitted in writing to bookings@j-navigator.com or J-Navigator GmbH, Kaiserdamm 105, 14057 Berlin, Germany, by 5:00 PM.
8.1 Additional Conditions (Including Flights)
Separate conditions apply for packages including flights.
8.2 Force Majeure
If a trip cannot be carried out due to force majeure or insufficient participants, fees will be refunded. Additional claims are excluded unless due to gross negligence by J-Navigator.
8.3 Minimum Participants
If the minimum number of participants is not reached, J-Navigator may cancel the trip up to 35 days before departure.
A small group surcharge may be evaluated upon request.
9. Payment Terms
Invoices usually have a payment term of 14 days. Full payment must be received 14 days before service start.
Bank fees are not covered by J-Navigator.
10. Complaints
Complaints must be submitted in writing to bookings@j-navigator.com or J-Navigator GmbH, Kaiserdamm 105, 14057 Berlin, Germany within 6 months after the end of the trip.