Introduction and Our Commitment
Welcome to Vietnam Motorbike Tours by VietLong Travel.
At Vietnam Motorbike Tours, we believe that a memorable journey begins with trust, clear communication, and thoughtful planning.
Based in Hanoi, Vietnam, we specialise in guided motorcycle adventures, on-road and off-road expeditions, and tailor-made riding journeys across Vietnam and selected Southeast Asian destinations.
These Booking Terms & Conditions explain how reservations, payments, changes, cancellations, refunds, and travel arrangements are managed when you book with us.
Our aim is to establish a fair, transparent, and professional relationship with every traveller, while recognising that travel occasionally involves circumstances beyond anyone’s reasonable control.
We encourage you to read these terms carefully before confirming your booking.
Our commitment is to communicate clearly, deliver the services we have agreed to provide, respond responsibly when difficulties arise, and treat our travellers with fairness and respect.
Nothing in these Terms is intended to exclude or restrict rights or protections that cannot lawfully be excluded under applicable law.
Company Information and Contracting Party
For the purposes of these Terms, “Vietnam Motorbike Tours”, “we”, “us”, and “our” refer to: The brand is operated under the legal entity identified below and in the relevant Booking Confirmation.
Registered Legal Entity: [Full registered company name]
Trading Name: Vietnam Motorbike Tours by VietLong Travel
Business Registration Number: [Verified registration number]
International Tour Operator Licence: [Verified licence number]
Registered Address: [Current registered address]
Business Address: [Current operating address, if different]
Official Email: [Official booking email]
Telephone: [Official telephone number]
Website: https://vietnam-motorbiketour.com
The entity identified in the relevant Booking Confirmation is responsible for the contractual obligations it expressly undertakes.
Where travel services are arranged in Laos, Cambodia, Thailand, or other destinations through local partners, the relevant operating arrangements will be coordinated in accordance with the confirmed itinerary and applicable local requirements.
The identity and contractual role of any separate service provider will be disclosed where necessary.
Scope of Application
3.1 Covered Bookings
These Terms generally apply to travel arrangements purchased directly from Vietnam Motorbike Tours, including private tours, tailor-made holidays, cultural journeys, sightseeing programmes, cruises, accommodation, transportation, and related travel services.
Certain products may be subject to additional conditions.
3.2 Travel Packages and Individual Services
Where Vietnam Motorbike Tours contracts to organise a complete tour or travel programme, its responsibilities will be determined by the confirmed travel contract, applicable law, and the scope of services undertaken.
Where Vietnam Motorbike Tours acts solely as a disclosed booking intermediary for a standalone third-party service, this role and any applicable supplier conditions will be identified before the customer confirms the booking.
3.3 Special Product Conditions
Some arrangements, including cruises, flights, expedition activities, special-event departures, and non-refundable hotel reservations, may be subject to specific booking, payment, or cancellation conditions.
Such conditions must be communicated before booking confirmation.
3.4 Business-to-Business Arrangements
Bookings made under a separately executed agreement with an international travel agency, tour operator, wholesaler, or commercial partner may be subject to negotiated B2B terms.
Those terms will govern the commercial relationship to the extent expressly agreed and permitted by applicable law.
Quotations, Bookings and Contract Formation
4.1 Enquiries and Quotations
Submitting an enquiry through our website, email, messaging service, or enquiry form does not automatically create a confirmed booking.
A quotation is an invitation to review the proposed travel arrangements and is subject to the availability, validity period, and conditions stated in the quotation.
4.2 Booking Confirmation
A booking becomes binding when the parties have agreed to the relevant travel arrangements in writing, Vietnam Motorbike Tours has issued an express Booking Confirmation, and any required payment or other confirmation conditions have been fulfilled.
Receipt of a payment alone does not necessarily confirm an arrangement that we have expressly identified as awaiting supplier confirmation.
Where a requested service cannot be confirmed, we will explain the available alternatives and the treatment of any payment received.
4.3 Booking Documentation
The confirmed booking documentation should identify, as applicable:
The contracting parties and booking reference.
The names and number of travellers.
Travel dates, destinations, and itinerary.
Accommodation and room arrangements.
Transport, guides, activities, and other included services.
Total price, applicable currency, and payment schedule.
Inclusions, exclusions, and special conditions.
Cancellation and amendment arrangements.
Travel insurance arrangements.
Any agreed special requirements.
4.4 Customer Review
Customers should review their booking documentation promptly and notify us of any errors or discrepancies.
Any corrections or changes will be handled in accordance with the applicable booking conditions and the nature of the requested amendment.
Travel Prices and Service Inclusions
5.1 Price Transparency
All confirmed quotations must clearly identify the services included in the quoted price.
Depending on the travel programme, these may include accommodation, meals, transfers, transportation, guides, sightseeing, entrance fees, and other specified arrangements.
5.2 Excluded Services
Services not expressly listed as included are excluded from the quoted price.
Depending on the programme, exclusions may include international flights, visas, certain insurance coverage, optional activities, personal expenses, gratuities, and meals not specified in the itinerary.
5.3 Currency and Taxes
Prices and payments will be stated and processed in currencies and through payment methods permitted under applicable laws and regulations.
Any applicable taxes, fees, or compulsory charges forming part of the agreed service price will be disclosed in accordance with legal requirements.
Where a foreign-currency quotation is used, the relevant contract and invoice will specify the applicable payment arrangements.
5.4 Price Validity and Revisions
Quotations remain valid for the period stated in the offer.
Before a booking is confirmed, a price may need to be revised because of availability changes, supplier quotations, or other disclosed factors.
After confirmation, the agreed price will not be changed unilaterally except where a lawful and expressly agreed adjustment mechanism applies.
Any proposed material price change will be communicated with supporting details and the customer’s applicable options.
Deposits and Payment Terms
6.1 Deposit Requirements
A deposit may be required to secure the agreed travel arrangements.
The amount, due date, and conditions will be stated in the quotation or Booking Confirmation.
6.2 Balance Payments
The remaining balance must be paid according to the agreed payment schedule.
Special payment conditions may apply to flights, cruises, peak-season reservations, private charter services, and other arrangements requiring earlier financial commitments.
6.3 Official Payment Channels
Payments must be made only through payment channels formally authorised and identified by Vietnam Motorbike Tours in its official booking documentation.
These may include approved corporate bank transfers and authorised electronic payment services.
Customers should not transfer money to an unfamiliar or substituted account without independently verifying the payment instructions through an established Vietnam Motorbike Tours contact channel.
Vietnam Motorbike Tours will not require customers to disclose passwords, one-time verification codes, or payment-card security credentials by email or messaging applications.
6.4 Transaction Fees
Bank, intermediary, and payment-processing fees will be allocated according to the confirmed payment terms and applicable law.
Any disclosed card-processing or payment surcharge must be lawful and agreed before the relevant payment is made.
6.5 Late Payments
If payment is not received by the agreed due date, we will contact the customer and explain any resulting risk to the booking.
Where continued non-payment may result in cancellation, applicable notice requirements and cancellation conditions will be followed.
We will not treat a booking as cancelled without following the contractual and legal procedures applicable to that booking.
6.6 Payment Confirmation
A payment receipt or acknowledgement will be provided through an appropriate official channel.
The final travel invoice or other required financial documentation will be issued in accordance with applicable accounting and tax requirements.
Changes Requested by Travellers
We understand that travel plans sometimes change.
Requests to amend travel dates, accommodation, room arrangements, itinerary details, passenger names, or other services should be submitted in writing.
We will review the request and advise whether the requested change is possible.
Where an amendment creates additional supplier costs or an agreed administrative charge, these will be communicated before the customer accepts the amendment.
A proposed amendment will not be treated as accepted until the parties have agreed to the relevant changes.
Airlines, cruise companies, hotels, and other suppliers may impose their own amendment restrictions.
We will make reasonable efforts to accommodate changes, but availability and the cost of changes cannot always be guaranteed.
Cancellation by the Traveller
8.1 Written Cancellation Requests
Cancellation requests should be submitted through the official communication channel identified in the Booking Confirmation.
The effective cancellation date will generally be the date on which Vietnam Motorbike Tours receives the written request, subject to applicable law.
For the purpose of calculating contractual deadlines, the applicable time zone is Vietnam time (UTC+7), unless otherwise stated.
8.2 Applicable Cancellation Conditions
Cancellation charges, if any, will be calculated according to the cancellation schedule expressly disclosed and accepted for the booking, subject to applicable law.
The schedule must identify the applicable cancellation periods, the basis for calculating charges, and any relevant special-product conditions.
8.3 Non-Refundable Supplier Commitments
Certain services may become non-refundable or subject to supplier cancellation penalties after confirmation.
Examples may include issued air tickets, specified cruises, chartered services, and specially contracted accommodation.
Any material restrictions of this nature should be communicated before booking confirmation.
8.4 Avoidance of Duplicate Charges
Where a cancellation fee or administrative charge already accounts for particular supplier costs, the same costs will not be charged again.
The calculation and retention of cancellation amounts must follow the agreed terms and applicable legal requirements.
8.5 Calculation of Refunds
Any refundable balance will be calculated by reference to the amounts paid, the applicable cancellation conditions, and any other lawful adjustments.
The customer will be provided with a clear explanation of the calculation.
8.6 Travel Credits
Where appropriate, Vietnam Motorbike Tours may offer a travel credit or postponement as an alternative to a monetary refund.
A travel credit will be subject to clearly disclosed conditions, including validity, transferability, and applicable restrictions.
A travel credit will not be imposed in place of a monetary refund where the customer is legally entitled to that refund and has not agreed to the alternative.
8.7 Refund Processing
Where a refund is due, we will communicate the amount, method, and expected processing period.
Refunds will normally be returned through an appropriate traceable payment channel, subject to legal requirements and any applicable payment-provider procedures.
Vietnam Motorbike Tours will not charge undisclosed refund-processing fees.
Cancellation or Material Changes by Vietnam Motorbike Tours
Our intention is to deliver the travel arrangements as confirmed.
However, certain circumstances may require an alteration to the itinerary or services.
9.1 Minor Operational Changes
Reasonable changes to sightseeing order, departure times, or similar operational details may occasionally be necessary.
We will aim to preserve the essential character and agreed standard of the programme.
9.2 Material Changes
If a significant element of the confirmed programme cannot be provided, we will inform the customer as soon as reasonably practicable.
Depending on the circumstances and applicable law, the customer may be offered:
An appropriate equivalent alternative, without an unjustified additional charge.
A lower-standard alternative, with an appropriate price adjustment where accepted.
Cancellation and an applicable refund, where the proposed alternative is not accepted or where the customer has a legal right to cancel.
9.3 Cancellation by Vietnam Motorbike Tours
If Vietnam Motorbike Tours must cancel a confirmed tour, we will explain the reason and notify the customer without unreasonable delay.
Any refund, compensation, alternative arrangement, or other remedy will be determined in accordance with the contract and applicable law.
Nothing in these Terms automatically releases Vietnam Motorbike Tours from liabilities that cannot lawfully be excluded.
Force Majeure and Extraordinary Circumstances
For the purposes of these Terms, force majeure refers to events meeting the relevant legal requirements that are beyond the reasonable control of the affected party and prevent or materially affect the performance of contractual obligations. The brand is operated under the legal entity identified below and in the relevant Booking Confirmation.
Depending on the circumstances, such events may include serious natural disasters, exceptional government restrictions, armed conflict, or other qualifying events.
Ordinary operational difficulties, foreseeable seasonal conditions, and supplier non-performance will not automatically constitute force majeure.
Where a qualifying event occurs, the affected party should notify the other party promptly and take reasonable steps to minimise the resulting disruption.
The parties will cooperate in good faith to consider appropriate alternatives, postponement, cancellation, refunds, or other remedies.
The financial consequences will be determined by the applicable law, the agreed contractual terms, and the circumstances of the event.
Force majeure does not automatically mean that all payments are non-refundable or that either party is relieved of every legal obligation.
Travel Documents, Visas and Immigration
Travellers are responsible for providing accurate personal details and obtaining the passports, visas, entry permissions, and other documents required for their journey, except to the extent Vietnam Motorbike Tours expressly agrees to provide a specific documentation service.
Entry requirements may vary by nationality, passport type, destination, route, and intended duration of stay.
Vietnam Motorbike Tours may provide general travel information and assistance, but final admission decisions rest with the relevant authorities.
Where Vietnam Motorbike Tours undertakes a visa or documentation service, the scope of that service, associated fees, and responsibilities will be specified in writing.
If a traveller is refused entry, the financial consequences will depend on the reason for refusal, the services already committed, the parties’ respective responsibilities, and applicable law.
Health, Fitness and Special Requirements
Travellers should consider their health, mobility, and physical abilities when choosing a programme.
We encourage customers to disclose relevant requirements that may affect travel arrangements, including significant mobility limitations, serious food allergies, and other needs for which practical assistance is requested.
Such information should be limited to what is necessary for the requested purpose and handled in accordance with applicable privacy requirements.
Vietnam Motorbike Tours will make reasonable efforts to assess and accommodate disclosed requirements, but particular arrangements may depend on local infrastructure, supplier capabilities, and the nature of the activity.
Travellers remain responsible for obtaining appropriate personal medical advice before departure.
We will not provide medical diagnoses or guarantee the availability of particular medical services unless expressly confirmed.
Travel Insurance
Travel insurance arrangements will be disclosed in the relevant travel contract or Booking Confirmation.
Vietnam Motorbike Tours will comply with the insurance obligations applicable to its role and the relevant tour programme under Vietnamese law.
Customers should review the scope of any insurance arranged or included, as this may not replace comprehensive individual travel insurance.
We strongly recommend appropriate personal coverage for medical treatment, emergency assistance, evacuation, cancellation, interruption, and planned activities.
Travellers participating in higher-risk activities should confirm that their insurance expressly covers those activities.
The existence of an insurance policy does not automatically remove the contractual or legal responsibilities of any party.
Accommodation, Transport and Third-Party Services
14.1 Accommodation
Accommodation categories, room types, meal plans, and special requirements will be identified in the confirmed itinerary.
Hotel classification systems, room sizes, facilities, and service practices may differ between destinations.
Early check-in, late check-out, connecting rooms, and other special requests remain subject to confirmation unless expressly included.
14.2 Transportation
Transportation arrangements will be provided according to the confirmed programme.
Vehicle type, luggage capacity, seating arrangements, and other material requirements should be communicated before booking confirmation.
14.3 Flights, Cruises and Scheduled Services
Airlines, cruise operators, rail providers, and other carriers may impose additional conditions, including fare restrictions, baggage allowances, schedule changes, and safety procedures.
Where these conditions materially affect the customer’s booking, they should be communicated appropriately.
14.4 Supplier Changes
If a confirmed supplier cannot fulfil an agreed service, Vietnam Motorbike Tours will take appropriate steps consistent with its contractual obligations and applicable law.
The use of third-party suppliers does not automatically remove Vietnam Motorbike Tours’s responsibility for services it has contracted to organise.
Children and Family Bookings
Children’s prices depend on the relevant travel product, age at the time of travel, accommodation arrangements, transport requirements, and supplier policies.
Any applicable child discounts, infant charges, extra-bed costs, and airline fare conditions will be specified in the quotation.
Children must be accompanied and supervised in accordance with applicable law and the requirements of the relevant activity.
Parents or guardians should disclose requirements relating to child seats, accessibility, food allergies, and other essential arrangements before booking.
Where a minor travels without both parents or legal guardians, the traveller’s representatives are responsible for verifying applicable consent and documentation requirements.
Adventure Activities and Motorcycle Tours
Certain travel experiences involve additional physical demands or inherent risks.
These may include trekking, cycling, kayaking, motorcycle riding, and other outdoor activities.
Where such experiences form part of the programme, the relevant activity requirements, safety arrangements, and participation conditions should be communicated before confirmation.
Participants must comply with applicable laws, licensing requirements, safety instructions, and reasonable directions issued by authorised guides or activity providers.
For motorcycle tours, customers should verify the legal recognition of their driving licence and international driving permit, the motorcycle category they are permitted to operate, and the applicable insurance coverage.
Vietnam Motorbike Tours may decline participation in a particular activity where there are reasonable, documented safety or legal grounds, subject to contractual obligations and applicable law.
Any additional waivers or activity conditions must comply with applicable law and cannot override non-excludable legal rights.
Traveller Conduct and Responsible Tourism
Vietnam Motorbike Tours encourages respectful travel that recognises the importance of local cultures, communities, heritage, and natural environments.
Travellers are expected to comply with applicable laws, destination regulations, and reasonable safety instructions.
Abusive, threatening, discriminatory, or dangerous behaviour towards other travellers, guides, staff, suppliers, or local communities may require appropriate intervention.
Where conduct creates a serious safety or legal concern, Vietnam Motorbike Tours may take proportionate action consistent with the contract and applicable law.
Any resulting service changes or financial consequences will be assessed fairly, taking account of the circumstances.
Customer Assistance, Complaints and Service Recovery
We believe that a concern raised during a journey deserves prompt attention.
Customers are encouraged to report service problems as soon as reasonably practicable so that corrective action can be considered while the tour is ongoing.
18.1 Assistance During Travel
Travellers should contact the assigned guide, local coordinator, or the emergency contact identified in their travel documentation.
Urgent safety matters should be reported immediately through an appropriate channel.
18.2 Formal Complaints
Formal complaints may be submitted to:
Customer Care Email: [Official customer-care email] Booking Reference: [Relevant booking code]
Where possible, the complaint should identify the service concerned, relevant dates, the problem encountered, and the remedy requested.
Supporting evidence may assist the review, but an unreasonable documentation requirement will not be used to prevent a legitimate complaint.
18.3 Complaint Handling
Vietnam Motorbike Tours will acknowledge the complaint and assess the relevant contractual obligations, circumstances, available evidence, and applicable legal requirements.
Where the complaint involves a consumer request for negotiation, the procedure will comply with the response requirements of Vietnamese consumer protection law.
We will explain the outcome and any proposed remedy clearly.
18.4 Service Recovery
Depending on the circumstances, appropriate remedies may include correcting an arrangement, providing a suitable alternative, refunding a relevant amount, or another resolution agreed by the parties.
Nothing in this clause limits a traveller’s legal right to seek further remedies or use lawful dispute-resolution procedures.
Responsibility and Liability
Vietnam Motorbike Tours accepts responsibility for fulfilling the obligations it undertakes under the confirmed travel contract and applicable law.
We will exercise appropriate care in arranging and coordinating the contracted travel services.
Travellers also have responsibilities, including providing accurate information, complying with applicable laws, following reasonable safety instructions, and taking appropriate precautions.
Where a loss, injury, delay, or service failure occurs, responsibility will be assessed according to the nature of the event, the parties’ respective obligations, causation, and applicable law.
Any lawful contractual limitation of liability must be reasonable, clearly disclosed, and consistent with mandatory legal protections.
Nothing in these Terms excludes liability where exclusion or limitation is prohibited by law, including applicable liabilities arising from negligence, intentional misconduct, or failure to fulfil non-excludable statutory duties.
Personal Information and Privacy
Vietnam Motorbike Tours collects and processes personal information for legitimate travel-related purposes, including responding to enquiries, preparing quotations, managing bookings, arranging services, communicating with travellers, complying with legal obligations, and providing appropriate assistance.
Depending on the booking, necessary information may be shared with accommodation providers, transportation companies, guides, insurers, immigration-related service providers, and other authorised parties.
Personal information will be handled in accordance with applicable data protection laws and our separately published Privacy Policy.
Sensitive information, including relevant health-related information, will be handled subject to applicable additional safeguards.
Where international transfers of personal data are required, Vietnam Motorbike Tours will comply with applicable legal requirements.
Marketing communications and the use of customer images or testimonials will be subject to appropriate permissions and applicable law.
Booking a tour does not, by itself, constitute unrestricted consent for Vietnam Motorbike Tours or its suppliers to use a traveller’s personal photographs or information for unrelated promotional purposes.
Travel Photography and Marketing Permissions
Photographs and videos may be taken during certain travel activities where appropriate.
Any use of identifiable traveller images, videos, names, or testimonials for commercial promotion must comply with applicable legal requirements and permissions.
Travellers may communicate reasonable concerns about photography or public sharing of their images.
Vietnam Motorbike Tours will not authorise staff or suppliers to use customer materials outside approved purposes merely because the images were obtained during a tour.
This clause does not restrict lawful personal photography or legitimate uses otherwise permitted by law.
Governing Law and Dispute Resolution
These Terms and the relevant booking contract are governed by the laws of Vietnam, subject to any mandatory legal protections applicable to the transaction.
If a dispute arises, the parties are encouraged to seek a fair resolution through direct communication and good-faith negotiation.
Where appropriate, the parties may consider mediation or another mutually agreed dispute-resolution process.
If a resolution cannot be reached, the dispute may be referred to a court or another competent forum in accordance with applicable law and any valid agreement between the parties.
Nothing in these Terms restricts non-excludable consumer rights, access to legally available remedies, or mandatory jurisdictional protections.
Separate B2B agreements may contain negotiated provisions on governing law, jurisdiction, or commercial arbitration.
Changes to These Terms
Vietnam Motorbike Tours may review and update these Terms from time to time.
The version applicable to a confirmed booking will generally be the version incorporated into that booking at the time of confirmation, together with any subsequently agreed amendments.
Updates to the website will not, by themselves, retrospectively change contractual obligations under an existing booking.
Any changes requiring agreement will be communicated and documented appropriately.
Contract Documents and Order of Interpretation
The complete contractual arrangement may comprise the Booking Confirmation, confirmed itinerary, service inclusions and exclusions, payment schedule, expressly accepted special conditions, and these Booking Terms & Conditions.
Where documents appear inconsistent, they should be interpreted together to give effect to the parties’ lawful and clearly established agreement.
Any specially negotiated conditions must be identified clearly and accepted by the relevant parties.
No contractual provision will override mandatory legal protections.
Contact Us
We welcome questions about travel planning, booking conditions, and service arrangements.
If any provision is unclear, please contact us before confirming your booking.
VIETNAM MOTORBIKE TOURS
Authentic Motorcycle Adventures Across Indochina
Head Office: 841 – 843, Hong Ha Street, Chuong Duong Ward, Hoan Kiem District, Hanoi, Vietnam
Registered Company: VIET LONG TRAVEL AND MEDIA JOINT STOCK COMPANY
Official Email: sales@vietlongtravel.com
Telephone / WhatsApp: (+84) 904 124 997
Website: https://vietlongtravel.com/
Thank you for choosing Vietnam Motorbike Tours. We look forward to helping you explore Vietnam and Indochina on two wheels with confidence, care, and peace of mind.