Terms and Conditions / Privacy Policy

Terms and Conditions

o8Experience LLC provides small-group and private tours in Nagano. To maintain a safe, smooth, and high-quality experience for all guests, please review and agree to the following terms and conditions when booking.

1) Booking & Payment

  • Your booking is confirmed once payment (or deposit, where applicable) is successfully received.
  • Prices are shown per person unless otherwise stated.

2) Cancellation & Changes

Our cancellation rules vary by tour type and season. The applicable policy is the one shown on our Cancellation Policy page at the time of booking and in your booking confirmation.

  • Processing fee: Where refunds are permitted, a processing fee may apply to cover unavoidable credit card/payment gateway transaction costs.
  • Refund timing: Refunds typically take 5–7 business days to appear (depending on your bank/card issuer).
  • Rescheduling/credit: If offered, rescheduling or credit toward a future booking is subject to availability and is not guaranteed.

3) On-time Departure, Late Arrivals & No-shows (Group Tours)

  • Tours depart on time to ensure a smooth experience for all guests.
  • Please arrive 5–10 minutes early. We can wait up to 10 minutes after the scheduled meeting time.
  • After that, late arrivals will be treated as a no-show and are not eligible for a refund or same-day reschedule.

Please check your tour page and confirmation message for the exact meeting point and meeting time.

4) Meeting Point & Tour Schedule

  • Meeting points and start times are listed on each tour page and confirmed after booking.
  • Tours follow a planned itinerary and timing. Guests are responsible for keeping pace with the guide and the group.

5) Guest Responsibility, Safety & Physical Requirements

  • Guests participate at their own risk and are responsible for their own health, fitness, and appropriate clothing/footwear.
  • Some tours may include walking (often 2 km or more) and stairs or uneven surfaces.
  • We reserve the right to refuse participation if a guest’s condition or behavior may risk safety or significantly impact other guests’ experience.

6) Itinerary Changes (Weather, Closures, Seasonal Conditions)

  • Itinerary changes may occur due to weather, road conditions, public holidays, venue closures, restaurant schedules, or other unforeseen circumstances.
  • When changes occur, we will make reasonable substitutions to provide the best possible experience.

7) Food, Dietary Restrictions & Allergies

  • We do our best to accommodate dietary restrictions when notified in advance, but accommodations depend on restaurant availability and local practices.
  • Allergy disclaimer: We cannot guarantee an allergy-free environment. Food is prepared in third-party kitchens, and cross-contact may occur. Many restaurants in Japan may not be able to accommodate severe allergies.

8) Pricing, Participants & Discounts

  • There are no free participants (except children under 2 years old, where applicable).
  • We do not offer discounts for guests who do not eat or who simply accompany another guest without participating.

9) Liability

  • o8Experience LLC is not liable for loss, theft, or damage of personal belongings.
  • To the maximum extent permitted by law, we are not responsible for injuries, accidents, or losses that occur during participation.

10) Direct Booking Benefit

Exclusively on our website: We guarantee the lowest price for all bookings made directly through our website.

By booking with o8Experience, you acknowledge that you have read, understood, and agreed to these terms.

o8Experience LLC

Privacy Policy

o8Experience LLC (“we”, “us”, “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains what information we collect, how we use it, and the choices you have.

1) Who we are

Website: o8experience.com
Company: o8Experience LLC (Japan)

2) Information we collect

  • Booking & inquiry information: name, email address, phone number, number of guests, tour date, meeting preferences, and any messages you send to us.
  • Trip details you share: dietary restrictions, allergies, accessibility needs, and other preferences necessary to operate the tour safely. Please avoid sharing sensitive information that is not needed.
  • Payment-related information: payment status, transaction references, and billing details needed for receipts/refunds. We do not store your full credit card numbers.
  • Website usage information: IP address, device/browser information, pages viewed, and approximate location (city-level) collected through cookies and similar technologies.

3) How we use your information

  • To respond to inquiries and provide customer support.
  • To confirm bookings and operate tours, including sending meeting details and updates.
  • To process payments, issue receipts, and manage refunds where applicable.
  • To improve our website, services, and guest experience.
  • To comply with legal, accounting, and tax obligations.
  • To protect against fraud, abuse, and security risks.

4) Booking system

We use a third-party booking and reservation management system to process bookings made on our website. When you make a booking, your booking details may be processed through this system in order to manage reservations, guest communications, and tour operations. We share only the information necessary to provide our services.

5) Payments (Stripe)

We use Stripe to process payments on our website. Payment information is handled securely by Stripe and is processed in accordance with Stripe’s own privacy and security practices. We receive confirmation of payment and related transaction details (such as payment status and reference IDs), but we do not store your full card details.

6) Sharing of information

We do not sell your personal information. We may share your information only when necessary to provide services, including:

  • Booking/reservation management providers: to manage reservations and guest communications.
  • Stripe (payment processing): to process payments and refunds.
  • Booking platforms: if you book through third-party platforms, we process your booking based on the information provided by those platforms.
  • Service partners: restaurants, activity providers, facilities, or transportation partners when needed to operate your tour (for example, to arrange reservations). We share only what is necessary.
  • Professional advisers: accountants, auditors, or legal advisers when needed for compliance.
  • Legal requirements: when required by law or to protect our rights, safety, or property.

7) Cookies & analytics (Google Analytics)

We use cookies and similar technologies to make our website work properly and to understand how visitors use our site. We use Google Analytics to measure website traffic and improve performance. Google Analytics may collect information such as pages visited, time spent on pages, browser/device information, and approximate location (city-level). This information is used in aggregated form to improve our website and services.

You can control cookies through your browser settings. Disabling cookies may affect some site functions.

8) International data transfers

Some of our service providers (including payment processors and analytics providers) may process data outside Japan. When this occurs, we use reputable providers and take reasonable steps to protect your information.

9) Data retention

  • Booking and transaction records may be retained for as long as necessary for operational, accounting, and legal purposes.
  • Inquiry messages are retained as needed for customer support and service improvement.

10) Your rights

Depending on your location and applicable law, you may request access to, correction of, or deletion of your personal information. Please note we may need to retain certain records for legal, tax, or security reasons.

11) Security

We use reasonable administrative and technical measures to protect your personal information. However, no method of transmission or storage is 100% secure.

12) Contact

If you have questions about this Privacy Policy or your personal data, please contact us via the Contact page on this website.

13) Updates to this policy

We may update this Privacy Policy from time to time. The latest version will be posted on this page.

o8Experience LLC