1. These Terms & Conditions govern all bookings made with Wheels Transfers Hokkaido, whether made via the booking form on the website or via email or phone. These terms may be updated at anytime without notice.
Bookings
2. A booking request can be made via the booking form on this website or by contacting us by email at bookings@wheelshokkaido.com.
3. A booking request is not a confirmed booking. After a booking request has been made, we will confirm availability and send you a confirmation email with a payment link. The confirmation email will include all details related to the booking, including the dates of the transfers, pick up location and time, destination, vehicle type, flight numbers, number of passengers, luggage, and any other information or requests entered at the time the booking request is made.
4. It is the customer’s sole responsibility to confirm that all details are correct and inform us if any changes are required. Wheels Transfers Hokkaido will not be held responsible in the case that incorrect information is provided by the customer.
5. The booking will be confirmed following payment of the full amount of the transfer(s) by the payment deadline. The deadline for payment will be indicated on the confirmation email. The booking request will be cancelled when the deadline passes and a notification email will be sent to the email address provided. If you wish to rebook the transfer(s), a new booking request must be submitted.
Cancellation policy
Passenger Vehicles (Standard Taxi, Alphard, Grand Cabin Hiace)
6. Bookings for passenger vehicles can be cancelled up to 5 days before the date of travel free of charge. Bookings cancelled 4 days before the date of travel will be subject to the charges below. Bookings cancelled after 17:00 JST will be treated as having been cancelled the following day:
4-2 days before the date of travel: 50% of the total cost of the transfer
Within 2 days of the date of travel: 100% of the total cost of the transfer
Microbus and Coach services (Microbus, Medium Coach, Full-size Coach)
7. Bookings for microbus and coach services can be cancelled up to 10 days before the date of travel free of charge. Bookings cancelled 9 days before the date of travel will be subject to the following charges:
9 - 2 days before the date of travel: 50% of the total cost of the transfer
Within 2 days of the date of travel: 100% of the total cost of the transfer
Amendments
8. Requests for amendments are accepted up to 5 days prior to the date of travel subject to availability. If we are not able to provide the service requested and you decide to cancel the booking, the cancellation policy above will be applied.
Delayed/ cancelled/ changed flights
9. If your flight is delayed, cancelled or changed by the airline, please contact us via email or phone immediately. We will work to provide service at the new time or date at no extra charge but cannot guarantee availability, and you may need to wait until a suitable vehicle can be provided. If you decide to make alternative arrangements and cancel the booking, the cancellation policy above will be applied. Please note that we reserve the right to request proof that the change was not due to your personal circumstances.
10. In the event that the driver has already been dispatched to the airport or accommodation before notification of the flight delay, cancellation or change, a 100% cancellation fee will apply, irrespective of whether the driver has reached the pickup location.
11. It is highly recommended that you secure travel insurance to cover potential cancellation fees in such situations.
Refunds
12. Full or partial refunds will be made in accordance with the cancellation policy above.
13. Refunds will only be issued via the same method as payment was made.
Passenger & luggage capacity
14. If the number of passengers exceeds that declared at the time of booking and exceeds the maximum of the vehicle booked, transport will not be provided and extra charges will apply to provide an alternative vehicle (subject to availability).
15. The total number of pieces and type of luggage must be declared at the time of booking. In the case where the amount of luggage exceeds that declared at the time of booking, alternative or additional vehicles (subject to availability) may be required and additional charges will apply.
Waiting time
16. It is your responsibility to be at the pickup location at the appointed time. A waiting charge will be applied per hour (or part thereof) as shown below if the driver is required to wait more than 15 minutes beyond the scheduled pickup time for reasons within your control.
Passenger Vehicles
Standard taxi: ¥9,000/ hour (minimum)
Alphard, Grand Cabin HIace: ¥11,000/ hour (minimum)Coach services
Microbus: ¥13,000/ hour (minimum)
Medium Coach: ¥16,000/ hour (minimum)
Full-size Coach: ¥20,000/ hour (minimum)
17. We reserve the right to treat a booking a cancelled if you are not at the pickup location within 15 minutes of the scheduled pickup time for reasons within your control.
Additional stops
18. If more than one drop-off or pick up location is requested, a surcharge will be applied as shown below:
Passenger Vehicles
Standard taxi: ¥4,000
Alphard, Grand Cabin HIace: ¥4,000
Coach services
Microbus: ¥6,500/ hour
Medium Coach: ¥9,000
Full-size Coach: ¥13,000
19. Other additional stops such as going to the supermarket or ski gear rental shops can be requested at the time of booking. A waiting charge will be applied per hour (or part thereof) as shown below.
Passenger Vehicles
Standard taxi: ¥9,000/ hour (minimum)
Alphard, Grand Cabin HIace: ¥11,000/ hour (minimum)Coach services
Microbus: ¥13,000/ hour (minimum)
Medium Coach: ¥16,000/ hour (minimum)
Full-size Coach: ¥20,000/ hour (minimum)
Early morning/ late night surcharge
20. A surcharge for early morning and late night departures will be charged as follows:
Passenger Vehicles
Standard taxi: ¥6,000
Alphard, Grand Cabin HIace: ¥8,000
Coach services
Microbus: ¥13,000/ hour
Medium Coach: ¥16,000
Full-size Coach: ¥20,000
Liability Limitation
21. Wheels Transfers Hokkaido accepts no responsibility for any financial losses, missed flights or any other events due to the transfer vehicle arriving or departing later than the expected time due to adverse weather, vehicle breakdown, traffic conditions, road closures or any other unexpected circumstances.