ODC Policies

1. Tour policies

• Tour prices are quoted per person in US dollars and valid as stated on website. Prices are net and inclusive of service charge and 10% VAT tax and subject to change according to market fluctuation without notice. Please check with ODC Travel for confirmation of prices prior to booking.
• No change can be made to the printed itinerary, unless by ODC Travel in accordance with the provisions herein, once travel has commenced. Unused portions of the itinerary and any extension nights including hotel accommodation, sightseeing tours, air fare or other items included in the tour, are not refundable.
• You will be under the terms and conditions from our company or partners but in general, you need to maintain the safety and well-being of the whole group during a tour.
• We shall not be held responsible for a cancellation or exclusion in a tour due to rude or dangerous behaviors by customers.
• Reservations should be made through ODC Travel at least 14 days in advance of departure. Late bookings up to 2 days in advance will be accepted on selected tours only, but are subject to the availability of accommodation, transportation and flights.

2. Hotel & Reservations

As partners of ODC Travel, hotels are obliged to our terms and conditions.

• ODC Travel will not be held responsible for early departures
• ODC Travel shall be not responsible for refunding money due to any client’s personal problems with hotel staff or policies inside the facilities of a hotel.
• Check in and check out time should be taken in account since we will not be responsible in case of a failure in either of them due to the customer’s fault.

3. Transportation

Car transfer:

For each group of travelers, ODC Travel provides a kind of transport to make them feel comfortable. Our car are new generation, air-conditioning, well-equipped and safe:

Group size            Type of car
01 – 02 pax ........ 04 seat car
03 – 04 pax ........ 07 seat car
05 – 10 pax ........ 16 seat car
10 – 16 pax ........ 24 seat car
17 – 24 pax ........ 35 seat car

Train transfer:

Normally, ODC Travel supplies two train routes including Hanoi – Lao Cai (Sapa) train and Trans-Vietnam Train.

• For night train to Sapa, travelers sharing air-conditioning soft sleepers, four-berth cabins or six-berth cabins. More deluxe cabin can be arranged upon request (wooden two-berth cabin).
• For Trans-Vietnam train, we offer soft seats and soft sleepers depending on availabilities.

Cruise in Halong:

• Private or shared junk depending on request.
• Prices quoted for 2 adults per cabin (twin or double)
• Single cabin is served for one passenger with supplement charge.
• Children (4-8 years old) are half price and accommodate with their parents
• Children under 4 years old and infants are free of charge and accommodate with their parents

Flights:

• Type of seat: Economic class
• Children 2 – 12 years old: 75 % airfare
• Infant (under 2 years old): 10 % airfare without seat.

Tour guides

ODC Travel’s tour guide is the official representative of our company and is solely responsible for the conduct of tour. The tour guide is the final authority on all matters relating to touring activities. Any complaints or disputes may be brought to the attention of our manager after completion of the tour.

ODC Travel’s responsibilities are as below:

1. ODC Travel assumes no responsibility for any injury, loss or damage, accidents or delay to a person or property caused by the acts of God, detention, annoyance, machinery breakdown, quarantine, bad weather, or causes beyond its control.
2. ODC Travel does not assume any liability for any injury, damage, death, loss, accident or delay caused by strikes, thefts, pilferage, irregularity, civil disturbances, hostilities, acts of war, government restrictions or other force majors.
3. ODC Travel will not be held responsible for any damage or delay due to ODC Travel accepts no responsibility for any omission, delay, re-touring, additional expenses, or other events resulting from improper health certificates, or necessary documents to enter or depart a country, or acts of any government authority.
4. Some of our trip packages that requires any flight, hotel accommodation, transportation service or tours, ODC Travel will not assume responsibility for cancellations, delays, over bookings, or any loss of services from any of the parties involved in the operation.
5. ODC Travel also reserves the right to withdraw a trip or any part of it, to make such alterations in the trip package or itinerary as it deems necessary for the comfort or well-being of the participants and to pass on to the client any expenditure or losses caused by delays or events beyond our control. 
6. ODC Travel shall not held responsible for any promised service that was not made in written form

As a customer, you are supposed to abide by the terms and conditions as follows:

1. Customers assume their responsibility of making all of their connections and check in times on time.
2. ODC Travel assumes no responsibility for a customer arriving late or being a "no show" due to any problem of personal nature or with the services provided by any of our vendors.
3. It is the responsibility of each tour participant to obtain, comply and carry a valid passport, visa(s), health equipment and any other documents required by applicable government regulations.
4. We can not be held liable for any illness, delays or costs resulting from your failure to meet these requirements. Please make sure that your documents are proper and valid before going.

1. Money

• The official currency used in every booking is United States Dollars (USD).
• Other accepted currencies including Euro (EUR), United Kingdom Pound (GBP) - (strong and popular currencies only) and local currency of Vietnam Dong (VND). All will be converted to USD.
• Every converting will follow the exchange rate published by Join stock Commercial Bank for Foreign trade of Vietnam (Vietcombank). Please visit its official site: http://www.vietcombank.com.vn for available exchange rate. If there is no direct exchange between two currencies, VND acts the third party.
• Every currency unit will be rounded down to the first number of decimal point. ($ 12.78 = $ 12.7)
• ODC Travel reserves the right to adjust the U.S. dollar prices without notice, to reflect fluctuations in the Foreign Exchange Markets
• All booking fees or transfer fees will by charged to clients. The posted prices on ODC Travel’s website are the final amount we collect from clients.
• Online payment is only available for UDS.

2. Payment methods

Once you booked our services, payment can be made in cash, by credit card or combination. Except for cash payment, all bank service charge of the transfer must be paid by the client.

Credit Card Payment:

• We accept Visa, Master, JCB, American Express, Diners Club International Cards. Please be advised that there is a surcharge of 3% for Visa, Master Card payment. Kindly follow the following instructions to complete the payment process. After receiving yours, we will send you an invoice for your accounting purpose by fax or email.
• Print out the “Authorization form" and fill in all required information. Please enclose one copy paper of the credit card both sides and one copy of the passport (first page) with identity and photo. Kindly note that the charge of your card will be appeared as ODC Travel Co., Ltd. Please send this form to Fax number: (+84.4) 3 747 5014 or scan it then send by email to: info@odctravel.com.vn

Note:
- Please send an e-mail to request your bank to accept the amount of payment for ODC Travel Co., Ltd as indicated in the attached invoice. Reason: Payment for the tour and please kindly co- send us a copy of the e-mail.
- After Payment already made by bank transfer, please confirm us by phone: (+84.4) 3 747 8724 or email us: info@odctravel.com.vn
- When Deposit has been received at our bank account, Voucher will be sent to you via email in 2 days.

Western Union Payment:

• Payment by money transfer service of Western Union (applied if you are not in Vietnam). You can choose many of bank agents of Western Union in your country or do it online to transfer money to our company. Please follow the guide of http://www.westernunion.com 
• After that, please send us the bank code of this transaction by fax number: (+84.4) 3 747 5014 or by email info@odctravel.com.vn  then if it is approved, we will send you the confirmation.

Note:
- Please send an e-mail to request your bank to accept the amount of payment for ODC Travel Co., Ltd as indicated in the attached invoice. Reason: Payment for the tour and please kindly co- send us a copy of the e-mail.
- After Payment already made by bank transfer, please confirm us by phone: (+84.4) 3 747 8724 or email us: info@odctravel.com.vn
- When Deposit has been received at our bank account, Voucher will be sent to you via email in 2 days.

Bank transfer Payment: Our bank account details are:

• Account name: Mrs NGO THI KIM YEN
• Account number: 10741199
• Bank Name: ACB - Asia Commercial Bank
• Address: 46B Bat Dan - Cua Dong, Hanoi, Vietnam
• Tel: + 844-3923 1886
• Fax: + 844-3923 1884
• SWIFT Code: ASCB - VNVX
• Website: http://www.acb.com.vn/en/

Note:
- Please send an e-mail to request your bank to accept the amount of payment for ODC Travel Co., Ltd as indicated in the attached invoice. Reason: Payment for the tour and please kindly co- send us a copy of the e-mail.
- After Payment already made by bank transfer, please confirm us by phone: (+84.4) 3 747 8724 or email us: info@odctravel.com.vn
- When Deposit has been received at our bank account, Voucher will be sent to you via email in 2 days.

3. Deposit and final payment

Travelers can make reservations at any time according to space availability and holidays seasons. It’s advised that you should book your tour in advance as soon as possible due to full booking which are usually occurs in the peak season. The sooner you book tour, the better we can keep availabilities for you such as flights and trains, hotels and resorts, cruises and transportation. In order to guarantee your holiday bookings we require the following:

1/ Amendment

• All modifications and extensions must be made at the time of booking.
• Any subsequent changes are subject to an additional fee, plus any other applicable cancellation fees as imposed by ODC Travel, and such fees are due immediately when the amendment request is made.
• No amendment will be accepted within 2 days prior to departure, and no change may be made after travel has commenced.

2/ Cancellation from travelers

For almost private tours, once tour is confirmed and travelers deposited/pre-paid tour cost but for one reason they cancel the tour, the following charges will apply in the event of cancellation prior to tour commencement:

Cancel 21 days prior to arrival - No charge
Cancel 20 days to 15 days prior to departure - 10% charge of full tour cost.
Cancel 14 days to 07 days prior to departure - 20% charge of full tour cost.
Cancel 06 days to 48 hours prior to departure - 30% charge of full tour cost.
Cancel less than 48 hours or no show - 100% charge of full tour cost.

For one-day excursions in the north, south and centre and group tours to Halong in Vietnam and day trip in Cambodia, the following charges will apply in the event of cancellation prior to tour commencement:

Cancel greater than 48 hours prior to departure - No charge
Cancel between 48 hours to 24 hours prior to departure - 25% charge of full tour cost.
Cancel between 24 hours and 12 hours prior to departure – 50 % charge of full tour cost.
Cancel less than 12 hours prior to departure - 75% charge of full tour cost.

Note:
-  The above fees are subject to an added bank transaction fee of 3%
- There will be no refund given for any unused or missed ground arrangements, sightseeing, meals or hotel accommodations.
- For no show cases, there will be no refund.
- All cancellations must be in person or in writing and received by ODC Travel

3/ Cancellation from ODC Travel

• In the event ODC Travel cancel a trip, for any reason, we will contact you immediately and offer you the alternatives or all money for services described in the reserved itinerary will be refunded in full. Such alternatives require a close cooperation and harmony between both you and ODC Travel. Please send an email to us at info@odctravel.com.vn to discuss, we are happy to listen and do all our best to give you the fairest things possible.
• In the event of such a cancellation, any client with pre-paid  reservations or guaranteed confirmations shall be notified as soon as possible  and a full refund of any payments on the un-used portion of transportation service, hotel service, domestic air flights, car rental or tours will be given. The transaction fee will be charged to ODC Travel.
  ODC Travel and participating agents are not responsible for any expenses incurred by the client or for non-refundable air tickets, equipment, medical costs, etc.
• ODC Travel reserves the right to cancel any trip package, itinerary or any part of a client’s itinerary due to insufficient sign-ups, overbooking, or anything else resulting directly or indirectly from the situations stated in the section called ODC Travel’s Responsibilities.

We do have favorable policy for children as follows:

• Children under 4 years old and infants (under 2 years old) - Free of charge.
• Children between 4 and 8 years old - charge 50% of total tour cost.
• Children over 8 years old - No discount rate.
• The age of children are based on their birthdays and departure date.
• Each child or infant sharing a twin room with every 2 adults.
• For some services such as airlines, an infant will be charged at an infant rate and children will be charged at children rate.

ODC Travel follows a deep and wide discount policy so as to offer the customers as much benefits as possible.

• ODC Travel always welcomes travelers who wish to travel around Vietnam, Laos and Cambodia. We always try our best to bring customers our best services at the most negotiated rate. On some special such as Summer holiday, Vietnamese lunar Tet Holiday and ODC Travel’s anniversary, ODC Travel has special offers for customers. In such cases, you have to make full payment in order to gain the offer. Detailed information is published on the official website of ODC Travel.
• To express our gratefulness to travelers who ever travel with ODC Travel, we offer 5 % discount of tour price for one who uses our services for the second time or more. Our system will automatically record your email and passport number in order to recognize our royal clients and take discount. If you are recommended by relatives who travel with ODC Travel, please give us his passport number and active email used for his trip then we can offer you the same discount.
• For some specific cases, we also offer discount depending on tour duration, group size or pre-paid reservation. Please contact us for the details. Customers will gain the highest option if there are multi offers.

• All of ODC Travel tours and services do not include any type of insurance. We highly recommend you to have your own travel insurance before taking any of our tours.
• ODC Travel is not responsible for lost, stolen, or damaged articles. Pets are prohibited on all ODC Travel tours.
  

Personal information about you such as name, address, phone number, or email address is subject to our Privacy Policy. We are committed to protecting the privacy and security of any personally identifiable information you provide us. 

Your personal information will not be released unless the law permits it or your permission is granted.

Working time of ODC Travel is as below:

• Working time: 8:00 am – 5:00 pm for head offcice
                     7:30 am - 9:30 pm for sale offices
• Working day: from Monday to Saturday
• Booking process: 24 – 36 hours of working day.
• Time zone: Vietnam Time (GMT+7)