Terms of Service（日本語版はこちら）
The Terms of Service (hereinafter referred to as the “Terms”) define the conditions of use for the matching service “VANCHA TRIP” (hereinafter referred to as the “Service”) provided by VANCHA Co. (hereinafter referred to as the “Company”) on the internet. All users of the Service (unless otherwise specified, this refers to guides for travelers in Japan (hereinafter referred to as “Host”) and travelers who are considering using Plans (defined in Article 2) provided by Host (hereinafter referred to as “Traveler,” and Host and Traveler collectively referred to as “Users”)) shall use the Service upon agreeing to the Terms.
Article 1 (Application)
1. The Terms shall apply to all relationships between Users and the Company regarding the use of the Service.
2. In addition to the Terms, the Company may establish various rules and regulations for the use of the Service (hereinafter referred to as the “Individual Provisions”). The Individual Provisions, regardless of their name, shall constitute a part of the Terms.
3. If the provisions of the Terms conflict with the provisions of the Individual Provisions in the preceding paragraph, the provisions of the Individual Provisions shall prevail, unless otherwise specified in the Individual Provisions.
Article 2 (Our Service)
The Service is an intermediary platform that provides original activities, tours, and other plans (hereinafter referred to as the “Plans”) offered by Host on the internet. Traveler can browse and apply for each Host’s Plan through the Service.
Article 3 (User Registration)
User registration for the Service shall be completed when a person wishing to register as a User agrees to the Terms and registers for use in a manner specified by the Company.
Article 4 (Management of User ID and Password)
1. User shall manage his/her User ID and password for the Service at his/her own risk.
2. User may not, under any circumstances, transfer or lend the User ID and password to a third party, nor share them with a third party. If a user logs in with a combination of User ID and password that matches the registered information, the Company shall deem it as use by the User who registered that User ID.
3. The Company shall not be liable for any damages incurred due to the use of a User ID and password by a third party, except in cases where the Company has willful misconduct or gross negligence.
Article 5 (Content of Service Agreement)
1. Under the Service, a contract for the provision of a Plan (hereinafter referred to as “Service Agreement”) shall be formed between the Traveler and the Host when the Traveler applies for the provision of a Plan on the Service, determines the schedule for provision of the Plan with the Host providing the Plan, and completes the payment of the Reservation Fee (defined in Article 7). The Service Agreement shall be effective only between Host and Traveler
2. Host agrees in advance to grant the Company the authority to receive fees paid by Traveler under the Service Agreement.
3. Host shall pay the Company a fee for use of the Service (hereinafter referred to as “Usage Fee”) as consideration for the provision of the Service and the execution of administrative duties based on the authority in the preceding paragraph. The Usage Fee shall be calculated in a manner separately determined by the Company.
4. The Company reserves the right to restrict a Traveler’s Plan reservation or cancel a reserved Plan if the Traveler falls under any of the following circumstances:
(1) The Traveler has violated the Terms; or
(2) The Company determines that the relationship of trust between the Company and the Traveler has been damaged for any other reason.
5. Payment, cancellation for applications, refund, etc., related to the Service shall be made in a manner separately determined by the Company, in addition to those stipulated in the Terms.
Article 6 (Application for Service Agreement)
1. Traveler may confirm the availability of each Plan by clicking the “Ask for Availability” button displayed on the desired Plan page and entering the necessary information, such as date and number of participants. During this procedure, Traveler may be asked for additional information.
2. Host shall confirm the reservation details and contact the Traveler via chat within 48 hours after the chat is opened between the Traveler and the Host due to the Traveler’s reservation confirmation in the preceding paragraph.
3. Hosts may present their own rules and conditions for the Plans they offer on the Service. Travelers shall carefully read the Plan details and agree to them before applying for the provision of the Plan, as important information for Travelers, such as cancellation conditions, may be included in the Plan.
4. In the event of a conflict between the Plan details and the provisions of Article 8 (Cancellation Policy) of the Terms, the Plan details shall prevail.
5. The Service Agreement between the Traveler and the Host will not be separately stipulated as an individual contract. The content of the Service Agreement shall be governed by the Plan details and the provisions of the Terms.
Article 7 (Payment for the Service)
1. The Company shall pay the Host an amount equal to the price presented by the Host in the Service Agreement (hereinafter referred to as the “Reservation Fee”), less the payment processing fees and the Usage Fee set forth in Article 5, Paragraph 3. Payment shall, in principle, be made on the 15th of the month following the closing date, and will be transferred to the bank account designated by the Host.
2. Payment of the Reservation Fee to the Company by the Traveler shall be deemed as fulfillment of the Traveler’s payment obligation to the Host under the Service Agreement. If such payment is made in a foreign currency other than the Host’s local currency, the Company may settle in the Host’s local currency at the time of the Service Agreement conclusion and bill at the exchange rate at the time of settlement. However, if a highly unstable currency is used, the Company may charge a reasonable exchange fee. The payment dates shall be as follows:
If the Plan implementation date is within 7 days of the reservation date:
・Immediate payment shall be made at the time of reservation.
If the Plan implementation date is more than 7 days from the reservation date:
・If reserved more than 30 days in advance, Payment will be made 30 days after the reservation date.
・If reserved within 30 days, Payment will be made 7 days before the Plan implementation date.
3. If a Traveler wishes to cancel for a reason not covered by the cancellation policy set out in the next article and wishes a refund of the Reservation Fee, the Traveler shall contact the Company. In this case, the Company will contact the Attendant and decide whether to accept the refund request at the Company’s discretion.
4. Travelers shall provide correct payment information and update it immediately if there are any changes. Payment methods permitted for use in the Plan will be displayed to the Traveler during the reservation process. The Traveler agrees that the terms of use and other conditions of the service provider for such payment methods shall apply to the payment of the Reservation Fee.
Article 8 (Cancellation Policy)
1. Users can cancel the Service Agreement only in accordance with the Terms and the cancellation conditions set out in the Plan details.
2. Unless otherwise agreed with the Company, Users shall carry out procedures related to Plan changes (such as changes in date or participants) and cancellations through the Service.
3. The User may only make changes or cancellations as set forth in the preceding paragraph within the deadlines specified in this Article or the Plan details.
4. The User may only make changes or cancellations as set forth in the preceding paragraph within the deadlines specified in this Article or the Plan details.
5. If a change or cancellation is requested by a User, the Company may contact the other party, the Traveler or Host, by telephone, email or other means.
6. Unless different cancellation conditions are set out in the Plan details page of the Service, cancellations from Travelers shall be subject to the following conditions. In this paragraph, “Plan Start” means the start time of the Plan (e.g., meeting time with the Host):
(1) For cancellations made up to 48 hours before the Plan Start, Traveler will receive a full refund of the Reservation Fee;
(2) For cancellations made between 48 hours and 24 hours before the Plan Start, 50% of the Reservation Fee will be refunded; and
(3) For cancellations made less than 24 hours before the Plan Start or no-shows, no refund will be given.
7. In the event of cancellation by the Host, the full Reservation Fee will be refunded to the Traveler. In this case, the Host shall pay the Company the payment processing fees and usage fees related to the canceled Service Agreement, as requested by the Company.
Article 9 (Price)
1. The Reservation Fee displayed to the Traveler includes the remuneration for the Host based on the Service Agreement and the consumption tax on the same. Depending on the contents of the Plan, Traveler may have to pay local taxes or fees, entrance fees, experience fees, meal fees, etc., for third-party services or activities included in the Plan separately on-site. If additional local taxes or fees, entrance fees, experience fees, or meal fees are required, the Host shall explain this in the Plan details.
Article 10 (Activities)
1. Travelers shall confirm the Plan details and arrive at the designated meeting place on time as instructed by the Host. If participating in a Plan from overseas, Travelers are responsible for obtaining necessary travel documents (passport, visa, etc.) and complying with health and other requirements.
2. The Reservation Fee does not include any type of insurance. Travelers and Hosts are responsible for taking out insurance with sufficient coverage. The Company strongly recommends that Users take out overseas travel insurance, especially when booking outdoor or adventure-related Plans. The Company is not involved in tour operations, hiring guides, or establishing safety standards for Plans, and is not responsible for these matters.
3. Hosts are sole proprietors or other organizations, corporations, or their employees separate from the Company, and are not employees of the Company. The Company shall not be liable for any acts, omissions, misrepresentations, warranties, breaches, negligence, or improper conduct of any Host, or for any personal injuries, death, property damage, or other damages or expenses resulting therefrom or arising from any reservation or Plan.
4. In principle, the time of the Plan shall be based on Japan Standard Time. Travelers cannot reserve Plans that are more than 1 year in advance of the time of application.
Article 11 (Attendant’s Rights)
1. Hosts may cancel the provision of a Plan if unforeseen circumstances make it impossible or significantly difficult to carry out the Plan, or if it is reasonably foreseen that such circumstances will cause damage to the Traveler. In such cases, the Reservation Fee received for the canceled Plan will be refunded to the User.
2. Refunds of the Reservation Fee shall not apply in the following circumstances:。
(1) If the Traveler does not meet the participation requirements stated in the Plan details;
(2) If the Traveler’s participation may pose a danger to the Host, the Company, or a third party, or
(3) If the Traveler may obstruct the performance of the Plan in any way.
3. Hosts may make minor changes to the Plan at any time if deemed necessary due to unforeseen circumstances. Minor Plan changes include changes to the Plan’s meeting (start) location, but only if the new meeting location can be reached by the Traveler within 30 minutes on foot or by public transportation from the originally agreed meeting location. If the Host changes the meeting (start) location, the Host shall notify the Traveler via chat on the Service at least 24 hours before the start of the reserved Plan.
Article 12 (Intellectual Property Rights)
Copyrights, trademark rights, and other intellectual property rights of product photos and other content (hereinafter referred to as “Content”) provided through the Service belong to the Company or the User who provided the Content, or to the licensor from whom the Company or the User has licensed the Content. Other Users may not reproduce, reprint, modify, or otherwise secondarily use such Contents without obtaining permission from the rights holder of the Contents.
Article 13 (Prohibited Acts)
Users shall not engage in the following acts when using the Service:
(1) Acts that violate laws or public order and morals;
(2) Acts related to criminal activities;
(3) Acts that infringe on copyrights, trademark rights, or other intellectual property rights included in the Service;
(4) Acts that destroy or interfere with the functions of the Company’s server or network;
(5) Acts that commercially utilize information obtained through the Service;
(6) Acts that may hinder the operation of the Company’s services or damage its credibility;
(7) Unauthorized access, alteration of program code, distribution of computer viruses, or attempts to do so.
(8) Acts of collecting or accumulating personal information of other Users;
(9) Acts of impersonating other Users;
(10) Acts of directly or indirectly providing benefits to anti-social forces in connection with the Company’s services;
(11) Acts that cause or may cause disadvantage or damage to the Company or a third party;
(12) Acts of disseminating the following information through the Service:
a) Information including expressions that damage the honor or credibility of the Company, Users, or any third parties;
b) Information including violent or cruel expressions;
c) Information including obscene expressions;
d) Information including expressions that promote discrimination;
e) Information including expressions that promote suicide, self-harm, or inappropriate use of drugs;
f) False information such as fake news or information seeking its dissemination;
g) Information seeking the dissemination of spam, chain mail, etc.;
h) Information, including illegal solicitations or advertisements;
i) Information, including expressions that cause discomfort to others;
j) Personal information or other information obtained without legal and proper rights or permissions;
k) Information obtained by illegal means;
l) Information, including computer viruses or other harmful computer programs;
m) Information for the purpose of religious solicitation;
(13) Other acts deemed inappropriate by the Company.
Article 14 (Suspension of Service Provision, etc.)
1. The Company may suspend or interrupt the provision of all or part of the Service without prior notice to Users if the Company determines that any of the following circumstances exist:
(1) When performing maintenance, inspection, or updating of the computer system related to the Service;
(2) When the provision of the Service becomes difficult due to force majeure such as earthquakes, lightning, fires, power outages, or natural disasters;
(3) When computers or communication lines stop due to an accident, or
(4) Other cases where the Company determines that the provision of the Service is difficult.
2. The Company shall not be liable for any disadvantage or damage incurred by Users or any third parties due to the suspension or interruption of the provision of the Service, regardless of the reason.
Article 15 (Usage Restrictions and Registration Deletion)
1. The Company may, without prior notice, restrict the use of all or part of the Service for a User, or delete the User’s registration and terminate membership, if any of the following apply:
(1) If the User violates any provision of the Terms;
(2) If it is discovered that the registered information is false;
(3) If the credit card registered by the User as a payment method is suspended;
(4) If the User defaults on payment obligations, such as fees;
(5) If the User does not respond to a communication from the Company for a certain period;
(6) If the User has not used the Service for one year since the last use;
(7) If Host has not presented a valid Plan for more than one year;
(8) If the Host cancels the Service more than twice due to its own circumstances, or
(9) If the Company otherwise determines that the User is not appropriate to use the Service.
2. The Company shall not be liable for any damages incurred by Users due to actions taken by the Company based on this Article.
Article 16 (Canceling Membership)
1. Users may cancel their membership to this Service by following the designated cancellation procedures.
2. Users who have canceled their membership in accordance with the provisions of Paragraph 1 of the preceding Article or the preceding paragraph shall lose the benefit of time at the time of cancellation and shall immediately fulfill all obligations owed to the Company.
Article 17 (Disclaimer of Warranty and Limitation of Liability)
1. The Company does not guarantee that the Service is free from factual or legal defects (including defects related to safety, errors, bugs, and infringements of rights, reliability, accuracy, completeness, effectiveness, suitability for a particular purpose, security, etc.). Furthermore, the Company does not guarantee that the Service will not be interrupted, suspended, or otherwise disrupted.
2. If the Company causes damage to the User due to reasons attributable to the Company, the Company shall be liable to compensate for such damage only to the extent specified in each of the following items:
(1) In cases of willful misconduct or gross negligence by the Company: The full amount of such damage; or
(2) In cases of slight negligence by the Company: the amount shall be limited to the actual and direct ordinary damages (excluding special damages, lost profits, indirect damages, and attorney’s fees), and capped at the total amount of fees paid by the User to the Company in connection with the Service during the most recent one-year period from the date of damage occurrence (for Hosts, the total amount of Usage Fees; for Travelers, the total amount of Reservation Fees. The same shall apply below).
3. Notwithstanding the preceding paragraph, if the User is a corporation or an individual using the Service for business purposes, the Company shall not be liable for any damages incurred by the User in connection with the Service, unless the Company has willful misconduct or gross negligence. If the Company compensates for damages, the maximum amount shall be the total amount of fees paid by the User to the Company in connection with the Service during the most recent one-year period from the date of damage occurrence.
4. If any dispute arises between Users or between a User and a third party regarding the use of the Service (regardless of whether it is within or outside the Service), Users shall resolve it at their own responsibility, and the Company shall not be involved in such disputes and shall not bear any responsibility.
5. The Company shall not be liable for any damages incurred by Users due to failure to change the registered information.
6. Users shall use the Service within the scope of laws and regulations, and the Company shall not be liable for any violation of Japanese or foreign laws by the User in connection with the use of the Service.
7. The Company shall not be liable for any damages incurred by the User due to theft of User information through unexpected unauthorized access or other acts.
8. When using the Service, Users may transition from the Service to other services operated by third parties (hereinafter referred to as “External Services”). In such cases, the User shall use the Service and External Services at their own responsibility and expense, after agreeing to the terms of use and other conditions of the External Services. The Company does not guarantee the completeness, accuracy, or validity of the content of External Services.
Article 18 (Confidentiality)
1. Users and the Company shall strictly and appropriately manage the confidential information of the other party (including know-how related to the Service, information related to the Company’s system, and all technical or business confidential information) obtained in connection with the provision or use of the Service, and shall not disclose, provide, or divulge it to a third party (excluding contractors for the Company) or use it for purposes other than the provision or use of the Service without the prior written consent of the other party.
2. The following information shall not be considered as confidential information:
(1) Information already in the possession at the time of disclosure;
(2) Information already publicly known at the time of disclosure or information that subsequently became publicly known through no fault of the party;
(3) Information lawfully obtained from a third party after disclosure; and
(4)Information independently developed or created without relying on the disclosed confidential information.
3. If instructed by the other party or if the agreement regarding the Service executed between the Company and the User with the Terms as the terms of the contract (hereinafter referred to as “Service Usage Agreement”) terminates, Users and the Company shall promptly return or dispose of the confidential information in accordance with the other party’s instructions.
4. Notwithstanding the provisions of Paragraph 1, if the Company deems it necessary, the Company may disclose the User’s confidential information to its contractors to the extent necessary without obtaining the User’s prior written consent, provided that the contractors comply with the obligations set forth in this Article.
5. Notwithstanding the provisions of Paragraph 1, if the Company is required to disclose confidential information pursuant to laws and regulations, rules, judgments, orders, or instructions of a court, an administrative agency, or a public institution with regulatory authority, the Company may disclose confidential information to the extent necessary.
Article 19 (Exclusion of Anti-Social Forces)
1. Users and the Company represent that they do not currently fall under, and guarantee that they will not fall under in the future, organized crime groups, members of organized crime groups, persons who have ceased to be members of organized crime groups for less than five years, associate members of organized crime groups, companies related to organized crime groups, corporate racketeers, etc., groups engaging in special intellectual violent acts, or others equivalent to these (hereinafter collectively referred to as “Anti-Social Forces”), and that they do not fall under any of the following items:
(1) Having a relationship recognized as being controlled in management by Anti-Social Forces;
(2) Having a relationship recognized as being substantially involved in management by Anti-Social Forces;
(3) Having a relationship recognized as improperly using Anti-Social Forces, for the purpose of seeking wrongful profits for oneself, one’s company, or a third party, or for the purpose of causing damage to a third party;
(4) Having a relationship recognized as being involved in providing funds or conveniences to Anti-Social Forces; and
(5) Having an officer or a person substantially involved in management who has a socially reprehensible relationship with Anti-Social Forces.
2. Users and the Company pledge not to engage in any of the following acts themselves or by using a third party:
(1) Violent demand acts;
(2) Unreasonable demands exceeding legal responsibility;
(3) Threatening words or actions or using violence in relation to transactions;
(4) Disseminating rumors, using deceptive means, or using force to damage the other party’s credibility or interfere with their business; and
(5) Any other acts equivalent to the preceding items.
3. If it is found that the other party falls under Anti-Social Forces, or any of the items in Paragraph 1, or has committed any of the acts in the preceding paragraph, or has made a false declaration regarding the representation and warranty based on the provisions of Paragraph 1, Users and the Company may terminate the Service Usage Agreement without any notice to the other party, regardless of whether there are reasons attributable to themselves.
4. Users and the Company acknowledge and agree that if the Service Usage Agreement is terminated pursuant to the preceding paragraph, neither party shall be liable for any damages incurred by the other party.
Article 20 (Changes to Service Content)
The Company may change the content of the Service or suspend the provision of the Service without notifying Users, and any damages incurred by Users as a result thereof shall be subject to the provisions of the preceding article.
Article 21 (Changes to the Terms)
1. The Company may change the Terms when it is in the general interest of Users, or when the changes to the Terms do not contradict the purpose of the contract, and are reasonable in light of the necessity of the change, the reasonableness of the content after the change, the content of the change, and other circumstances related to the change.
2. In the case of the preceding paragraph, the Company shall notify Users of the intent to change the Terms, the content of the changed Terms, and the effective date thereof, by a method deemed appropriate by the Company (such as displaying on the Company’s website, within the Service, or sending an email to Users) at least 14 days prior to the effective date of the changed Terms.
3. If a User continues to use the Service after the effective date of the changes to the Terms, the User shall be deemed to have agreed to the changed Terms.
Article 22 (Handling of Personal Information)
The Company shall appropriately handle personal information acquired through the Service in accordance with the Company’s “Privacy Policy”.
Article 23 (Notices or Communications)
Notices or communications between Users and the Company shall be made in the manner specified by the Company. Unless the Company receives a change notification from a User in accordance with the method separately specified by the Company, the Company may deem the currently registered contact information as valid and send notices or communications to that contact information, and such notices and communications shall be deemed to have reached the User at the time of sending.
Article 24 (Prohibition of Assignment of Rights and Obligations)
Users may not assign or pledge their position under the Service Usage Agreement or their rights or obligations thereunder to any third party without the prior written consent of the Company.
Article 25 (Governing Law and Jurisdiction)
1. The application and interpretation of the Terms shall be governed by the laws of Japan.
2. In the event of a dispute arising in relation to the use of the Service, the district court having jurisdiction over the Company’s head office shall be the court of exclusive jurisdiction.
Supplementary Provisions
Established and enforced on April 24, 2025.