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  • Once agreed on service contents and conditions, I will issue an invoice for a 50% deposit and send it to you by E-mail. Only pay 50% of the tour guide price to confirm a booking as a deposit at a time of booking.

  • Simply use your credit card or Paypal for the deposit payment.

  • If you need reservation such as food, transportation, tickets to attractions, etc., I would request for advance payment for those cost in addition to the deposit.

  • When I receive the deposit, I will send you the booking confirmation immediately.

  • The remaining 50% fee is to be paid in the same way by the tour day. 

  • If the Invoice is issued on or less than seven days before the commencement of the service, a 100% deposit is necessary.


  • Any cancellation by you must be initiated by telephone to me at +81-80-7792 1950 OR by email to I will acknowledge your cancellation by email.

  • If you cancel booking that only includes my guiding service more than three days before the commencement of the service to be provided to you, I will refund the deposit in full amount less payment service company's 5% charges to you. No refunds if you cancel on or less than three days before the commencement of the services to be provided to you. (So, if the service is planned on Friday in Japan, the deadline for the cancellation is Monday 24:00 PM of the same week, Japan time.)

  • If you cancel a booking that includes extras such as food, transport, tickets to attractions, etc. more than three days before the commencement of the services, I will refund the guiding fee to you as mentioned above. But I will deduct cancellation fee and no-refundable portion for the extras such as food, transportation, tickets to attractions, etc. which I had already ordered on your behalf (I do my best to refund extras as much as possible, though).

  • In case the deposit is not refunded because of late cancellation, I would give you a rain check for six months valid from the date of the original tour day as far as you cancel by the previous day of the tour. This ticket is nontransferable.

  • If I cancel your booking after you receive my booking confirmation, for any reason, I will refund the 100% of the deposit (I owe all money transfer expenses) and all the costs for extras, if any, to you in full

  • This policy has been updated on Nov. 1, 2022, and the latest.

General Terms & Conditions

payment terms
cancel policy

The purchase of travel and/or other products on this Web site (hereinafter referred to as “Products”) constitutes a Tour Agreement between you and ZENflow Planning LLC, doing business as “ZENflow Tours (hereinafter referred to as “ZENflow Tours” or “we” or “us” or “our”).” The following terms and conditions form a part of such an agreement. Any matters not stipulated here shall be governed by Standard General Conditions of Order-Taking Type Organized Tour under the Travel Agency Law in Japan.


Please make sure you have read and understood these general terms and conditions.


1. Responsibility of ZENflow Tours


ZENflow Tours makes every effort to ensure the accuracy of information provided on this Web site.


ZENflow Tours is a service provider of Products and becomes a contracting party with customers except for the case of just introducing another guide. We assist you in verifying the availability of Products on your preferred dates, and when Products are available, we offer them officially in due form as an Order-Taking Type Organized Tour Contract, assisting you in making bookings and purchases.


2. User’s Responsibility


You, the user, attest that you are at least 18 years of age and possess the legal authority to enter into this agreement and to use this Web site in accordance with all terms and conditions herein.


You also confirm that all information including the number of your group, preferred tour duration and its date, name, email address, and phone number, hotel name supplied by you is true and accurate.


3. Prices, Payment Methods, and Invoice



All prices, unless specified otherwise, are in Japanese Yen. Prices may be changed at any time for any reason without prior notice. All prices include Japan’s 10% consumption tax.

The offered tour prices are treated as the Planning Charges stipulated in article 16 of Order-Taking Type Organized Tour Contract Part of Standard General Conditions of Travel Agency Business under Japanese law.


Payment Methods

You will make payment of bookings by credit card. ZENflow Tours does not store credit card information. We use a third-party service such as PayPal and/or Stripe, etc. to process your payment information for all transactions. You authorize ZENflow Tours, and its payment service partners to process your payments. These payment processing services are governed by the terms and conditions of those third-party services and will apply to the payments you make through their system.


Prices are displayed in Japanese Yen. Your bank or credit card company may apply its own exchange rates, commissions, and charges when the default currency is your local currency. The exchange rates fluctuate between the time You pay and the time You take your Tour.



After you have agreed to ou4 proposal and book your tour, and a tour guide is assigned, ZENflow Tours will promptly email you a link to an invoice for the 50% deposit. Reception of this invoice constitutes your final opportunity to verify the accuracy of the information. Please contact ZENflow Tours immediately if you note any discrepancies, errors and/or omissions related to your booking.


4. Booking Process


  1. You fill in the contact form on Japan Culture Guide’s website and send the form to Ken Oka/ZENflow Tours. If you have any special requests and/or assistance from us in the tour, please write them down in the field at the bottom of the booking form.

  2. ZENflow Tours will make a tour plan for you and send the proposal including schedule, price, and payment conditions etc. to you for your confirmation. You can request ZENflow Tours to revise or alter the proposal until both parties agree to it.

  3. In case Ken Oka is unavailable for the tour and you ask ZENflow Tours to find a guide, we will search for an available nationally qualified licensed tour guide, a third-party service provider working independently from us, available for your tour and will entrust them with the guiding service and schedule management.

  4. As soon as the guide is secured, we email you a link to an invoice for the 50% deposit. We guarantee we reply to you within 24 hours of sending your inquiry form. When we fail to find a tour guide for you, we inform you of the result, and we cannot enter a Tour Agreement in that case.

  5. You are requested to pay for the invoice online to make sure the booking. You are generally requested to complete the payment within a week from the date you receive the link of the invoice. The Tour Agreement comes into effect upon completion of the payment for the deposit.

  6. When the payment for the 50% deposit is successful, we will email you our notification, and information about a guide’s name. Our guide will also contact you to make sure of the guiding details.

  7. The remaining 50% fees shall be invoiced to you a week before the tour day. This payment should be completed before the 1st day of the tour, otherwise the Tour Agreement becomes invalid, and the tour guide reserved for you is released.


5. Cancellations and Alterations



You agree with the terms of the Cancellation Policy and understand that any cancellation by You or by us, and any related refund, will be processed in accordance with the Cancellation Policy in force at the time of your booking.



As Product is a private tour, we can change the plan any time even after the Tour Agreement is complete as long as it is agreed by both parties. Any extra charge caused by the alteration should be borne by the party who first requests it.


6. Travel Insurance


ZENflow Tours urges you to obtain suitable travel insurance of a sufficient amount covering personal injury and emergency medical expenses prior to the start of your travel.


You acknowledge that all travel involves an element of risk. We encourage you to ask for information and fully educate yourself about any risks, skills, and levels of fitness inherent to the tour.


7. Liability, Disclaimer, and indemnities


ZENflow Tours will be liable for the compensation of damages caused to the traveler intentionally or negligently by us as stipulated in all terms and conditions of the standard general conditions of travel agency business Order-Taking Type Organized Tour Contract Part article 28 under the Travel Agency Law in Japan announced by the Ministry of Land, Infrastructure, and Transport.


We will pay an indemnity and a solatium of the amount set beforehand for certain damages caused to the life, body, or baggage of the travelers while they are participating in an Order-Taking Type Organized Tour, in accordance with all terms and conditions of the standard general conditions of travel agency business Order-Taking Type Organized Tour Contract Part article 29 and the provision of the separate Rules of Special Compensation, regardless of whether or not we are responsible for causing the said damages under the preceding paragraph 1.


In case ZENflow Planning LLC enrolls insurance, which shall pay the insurance money stipulated in the provision of the separate Rules of Special Compensation, the indemnity and a solatium of the amount might be paid by the insurance company.


8. Confidentiality and Privacy


Respect for our customers’ privacy is of utmost concern to ZENflow Tours. ZENflow Tours never sells the names of individual customers or any other information on their personal profiles to third parties. All direct communication between you and ZENflow Tours (whether by e-mail, facsimile, telephone, or postal mail) remains confidential. For the purposes of reserving your tour guide and processing the transaction related thereto, however, we do require certain basic personal information. When you reserve or purchase our Products, we may be required to transmit such information (including your name, email address, and phone number) to your tour guide and/or a payment service provider(s) involved; this step is essential to the processing of the transaction. ZENflow Tours makes every effort to ensure respect for your privacy in accordance with our Privacy Policy.


9. Images


Images featured on this Web site are for information purposes only: images and other graphic content should not be relied upon for the purposes of your booking and cannot be considered as part of this agreement.


10. Amendments to the Terms.


ZENflow Tours may modify these Terms and Conditions from time to time at its sole discretion. If You do not agree to the amended Terms and Conditions, you will terminate these Terms and Conditions before the date they become effective and will stop accessing the Site and using our Services.


11. Applicable Laws and jurisdiction


This agreement is governed by the laws of Japan, and you hereby submit and attorn to the jurisdiction of the courts in Tokyo, Japan.


12. Contact Information


If you have any questions regarding your online booking, please contact ZENflow Planning LLC (ZENflow Tours) below.



            Phone:  +81-80-77921950


(ver. 1.0 as of Feb 14, 2023)

General Terms
Ken Oka Japan Culture Gude

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