Operated by Explore Beyond Ltd., registered in Shanghai, China
These Terms & Conditions govern the services provided by Explore Beyond Ltd. (“Explore Beyond”, “we”, “us” or “our”) to clients booking private journeys, day trips, tailor-made travel programmes and other experiences in China.
By confirming a booking, the client (“you” or “your”) agrees to the applicable Terms & Conditions. These terms should be read together with your confirmed itinerary, booking confirmation and invoice.
1. BOOKINGS & CONFIRMATION
All journeys are arranged according to the client's interests, travel style, requirements and budget. The services included in each booking are specified in the individual itinerary or proposal.
A booking is considered confirmed once the itinerary and price have been agreed upon in writing, the required deposit has been received and Explore Beyond has confirmed the booking in writing. Certain services, including accommodation and specialist experiences, are subject to availability at the time of confirmation. Where a requested service is unavailable, we will propose a suitable alternative for your consideration.
Any specific requirements, preferences or special arrangements should be communicated before the booking is confirmed.
2. DESIGN FEES & TAILOR-MADE PROGRAMMES
Tailor-made journeys are developed individually around your interests, preferred travel style, accommodation preferences and budget. Where a separate design fee applies, this will be communicated before the planning process begins.
For the Signature Series, the design fee is RMB 2,500. Payment initiates the detailed planning process, including the development of a private itinerary, the selection of suitable accommodation and the arrangement of experiences that meet the Signature Series standards.
The scope of the design service, its payment terms and its refundability will be communicated before payment.
A design fee covers the planning service and is separate from the price of the confirmed journey, unless expressly stated otherwise.
3. PRICES & PAYMENT
The total price of each journey is confirmed in the individual proposal or booking confirmation.
Unless otherwise agreed in writing, the following payment schedule applies to multi-day journeys:
Deposit: 20% of the agreed total journey price, payable within seven days of booking confirmation.
Balance: The remaining amount is due no later than 14 days before the journey begins.
The deposit secures the agreed travel dates and allows us to proceed with arrangements, including ground transportation and accommodation where included.
For bookings made within 14 days of departure, the full payment schedule will be agreed upon in writing.
Different payment conditions may apply to day trips, individual experiences, special accommodation arrangements or services requiring advance payment. These will be specified in the relevant proposal or invoice.
All payments must be made according to the instructions provided on the invoice. Any bank charges or transfer fees imposed by the client's bank are the client's responsibility.
Changes to the agreed programme that result in additional costs will be communicated to the client for approval before the additional services are arranged, except where immediate action is reasonably necessary to protect the safety of travellers.
4. CANCELLATIONS & REFUNDS
If you need to cancel a confirmed booking, you must notify Explore Beyond in writing.
Any refund will be calculated according to the cancellation conditions communicated and agreed upon for your booking, taking into account applicable supplier cancellation charges and any non-refundable services already purchased or committed.
The applicable cancellation policy will be provided before the booking becomes binding. Where a specific cancellation schedule has been agreed in writing, that schedule will take precedence over the general provisions of this section, subject to applicable law.
If a journey is interrupted after it has commenced, refunds for unused services will depend on the circumstances, the services already provided, supplier refund conditions and any applicable legal requirements.
No refund is ordinarily available for services that a client chooses not to use or is unable to use because of personal circumstances, late arrival, missed connections or failure to comply with travel requirements, except where required by applicable law or agreed otherwise in writing.
Where Explore Beyond must cancel a confirmed journey because of circumstances beyond our reasonable control, we will inform the client as soon as reasonably possible and explain the available options. These may include rescheduling, an alternative programme or a refund for services that cannot be provided, as required by the applicable booking conditions and law.
Any refund due will be processed within the applicable legal timeframe or, where no mandatory timeframe applies, within a reasonable period.
5. CHANGES TO A BOOKING
We understand that travel plans may evolve. Requests to change a confirmed itinerary should be submitted in writing.
We will make reasonable efforts to accommodate requested changes, subject to availability and feasibility. Additional costs arising from changes requested by the client will be communicated before the changes are confirmed.
If circumstances require us to modify an itinerary, we will seek to preserve its overall quality and character while taking account of the client's interests and practical requirements.
Changes may occasionally be necessary because of weather conditions, transport disruptions, closures, operational constraints or other circumstances beyond our reasonable control.
Where a change materially affects the agreed services, we will inform the client and discuss appropriate alternatives or remedies in accordance with the applicable booking conditions and law.
6. ACCOMMODATION & THIRD-PARTY SERVICES
Accommodation, restaurants, transport providers, activity operators and specialist services are selected with care and according to the requirements of each journey.
Unless expressly guaranteed in writing, accommodation and other supplier arrangements remain subject to availability and confirmation.
Where a hotel, restaurant, vehicle or experience becomes unavailable, we will make reasonable efforts to arrange an alternative of a comparable standard and suitability.
Photographs and descriptions presented on our website, in brochures or in proposals are intended to illustrate the experience. Actual rooms, facilities, vehicles and other services may differ from illustrative images.
Hotels and other suppliers may operate their own policies concerning check-in, deposits, cancellations, damage, age restrictions and other matters. Where relevant, these policies will be communicated to the client.
7. PRIVATE TRANSPORT & VEHICLES
Where private transport is included, the type and size of vehicle will be selected according to the group size, luggage requirements and itinerary.
Vehicle photographs displayed on our website or in marketing materials are indicative and may not represent the exact vehicle provided.
We reserve the right to substitute a vehicle when reasonably necessary, including in cases of mechanical failure, damage, unavailability or other operational circumstances. A suitable alternative will be arranged wherever reasonably possible.
Vehicles included in our standard private journeys are driven by the designated driver or Personal Explorer, as applicable.
Where self-driving is expressly agreed, the client is responsible for complying with applicable driving regulations and for providing all required driving documentation. The client is responsible for traffic violations and any damage or liability attributable to their driving, subject to applicable law and the terms of the relevant vehicle insurance. Self-driving arrangements, insurance requirements and any associated responsibilities will be confirmed separately before the journey.
8. PERSONAL EXPLORERS & LOCAL EXPERIENCES
Our Personal Explorers provide local knowledge, practical assistance and personal insight throughout the journey, according to the services included in the confirmed programme.
The exact scope of their involvement will be specified in the itinerary. Some specialist activities, licensed guiding services or experiences may be provided by independent local professionals.
Certain experiences may be affected by local opening hours, access restrictions, weather, seasonal availability or other circumstances outside our control. We will make reasonable efforts to arrange suitable alternatives where necessary.
Clients are expected to behave respectfully towards local communities, cultural sites, service providers and fellow travellers.
9. TRAVEL DOCUMENTATION & HEALTH REQUIREMENTS
Clients are responsible for ensuring that they hold valid passports, visas, permits and any other documents required for their journey.
Clients must also comply with applicable entry requirements, local regulations and health-related travel requirements.
Requirements may change, and clients should verify the latest applicable information with the relevant authorities before departure.
Explore Beyond can provide general practical guidance but does not guarantee entry into China or any particular destination. We are not responsible for losses arising from a client's failure to obtain the necessary documentation or comply with applicable requirements, except where responsibility cannot lawfully be excluded.
Clients should inform us in advance of any relevant mobility requirements, dietary restrictions, allergies or other needs that may affect the feasibility or delivery of the planned services.
10. TRAVEL INSURANCE
We strongly recommend that all clients obtain comprehensive travel insurance before departure.
Insurance should be appropriate to the nature and duration of the journey and should cover, where relevant, medical expenses, emergency evacuation, repatriation, personal accident, trip cancellation, travel disruption and personal belongings.
Clients are responsible for checking that their insurance covers their planned activities and destinations in China.
Where a particular insurance policy is included as part of the confirmed booking, its provider, coverage, exclusions and applicable conditions will be communicated separately. The policy documents issued by the insurer govern the actual coverage.
Explore Beyond does not provide insurance advice and cannot guarantee that a particular policy will cover every circumstance arising during a journey.
11. WEATHER & UNFORESEEN CIRCUMSTANCES
China encompasses a wide range of climates and geographical conditions. Weather may vary considerably between regions and seasons and can affect transport, outdoor activities and access to certain destinations.
We plan journeys with consideration for seasonal conditions but cannot guarantee specific weather conditions.
Where weather or other circumstances affect the safe or practical delivery of an itinerary, we may adjust routes, activities, transport arrangements or accommodation as reasonably necessary.
Circumstances beyond our reasonable control may include extreme weather, natural disasters, epidemics, government restrictions, civil disturbances, transport disruptions and other events that could not reasonably have been prevented.
Where such circumstances arise, we will communicate relevant changes and seek reasonable alternatives, subject to availability and applicable law.
The cancellation and refund provisions in Section 4 apply where a journey cannot proceed or must be interrupted.
12. LUGGAGE & PERSONAL BELONGINGS
Clients are responsible for their luggage, travel documents, valuables and personal belongings throughout the journey.
Unless otherwise agreed, the standard allowance is a maximum of two pieces of luggage per person. Clients should inform us in advance if they expect to travel with oversized luggage or additional items.
Explore Beyond is not responsible for loss, theft, damage or delayed delivery of personal belongings except where such responsibility arises under applicable law or is otherwise expressly agreed in writing.
We recommend that clients carry suitable insurance for their belongings and keep important documents and valuables secure.
13. CLIENT RESPONSIBILITIES & CONDUCT
Clients are expected to follow reasonable safety instructions, comply with local laws and regulations, and behave respectfully towards local communities, accommodation providers, drivers, Personal Explorers and other service providers.
Clients must provide accurate information relevant to the planning and delivery of their journey, including group size, accommodation preferences, mobility requirements and any other material needs.
We reserve the right to take reasonable measures where a client's conduct creates a serious safety risk, causes significant disruption or places other participants or service providers at risk.
Where a client is unable to continue a journey because of their conduct or failure to comply with reasonable safety instructions, any consequences and financial implications will be assessed according to the circumstances, the applicable booking conditions and law.
14. OUR RESPONSIBILITIES & LIABILITY
Explore Beyond is responsible for arranging and providing the services specified in the confirmed itinerary in accordance with the applicable booking conditions.
We exercise reasonable care in selecting accommodation, transport providers, Personal Explorers and other service providers.
Where services are supplied by independent third parties, their involvement and the responsibilities applicable to those services will depend on the booking arrangements and relevant law.
Nothing in these Terms & Conditions excludes or restricts any liability, consumer right or legal remedy that cannot lawfully be excluded or restricted.
Subject to applicable law, Explore Beyond is not responsible for losses arising solely from circumstances beyond our reasonable control, a client's own acts or omissions, or the acts or omissions of an independent third party where the relevant legal requirements for excluding liability are satisfied.
Any limitation of liability will apply only to the extent permitted by applicable law.
15. COMPLAINTS & ASSISTANCE DURING YOUR JOURNEY
If a problem arises during your journey, please inform your Explore Beyond contact person as soon as reasonably possible so that we have an opportunity to investigate and, where appropriate, resolve the issue.
Where immediate assistance is required, clients should contact the designated local contact or emergency services, as appropriate.
Any complaint that cannot be resolved during the journey should be submitted in writing as soon as reasonably practicable after the relevant event, with supporting details where available.
Nothing in this section limits any statutory complaint period or legal right available to the client.
16. WRITTEN COMMUNICATION & CONTRACTUAL CHANGES
The confirmed itinerary, booking confirmation, invoice and any written amendments together record the agreed arrangements for the journey.
Any changes to the agreed services, price or payment conditions must be confirmed in writing by Explore Beyond and the client, as applicable.
Where documents contain inconsistent provisions, the specific conditions expressly agreed for the booking will prevail over these general terms to the extent of the inconsistency, subject to applicable law.
17. PRICING ERRORS & CORRECTIONS
We take reasonable care to ensure that prices, descriptions and other information provided in proposals, invoices and marketing materials are accurate.
If an error is identified before a booking is confirmed, we will notify the client and provide the correct information. If an error is identified after confirmation, we will discuss the matter with the client and seek an appropriate resolution in accordance with the agreed booking conditions and applicable law.
No correction will remove a right or remedy to which a client is legally entitled.
18. PERSONAL INFORMATION
Personal information is used to respond to enquiries, prepare proposals, arrange bookings, communicate with clients and deliver the agreed travel services.
Where necessary, relevant information may be shared with hotels, insurers, Personal Explorers or other service providers involved in the journey.
Personal information relating to a booking will be deleted from our active database within two months of completion of the tour, unless a longer retention period is required by law or is necessary to resolve outstanding matters or meet legitimate legal obligations.
19. APPLICABLE LAW & DISPUTES
These Terms & Conditions and any disputes arising from or in connection with a booking are governed by the laws of the People’s Republic of China, subject to any mandatory legal requirements that apply.
Any disputes shall be resolved by the competent courts of the People’s Republic of China, unless otherwise required by applicable law.
Nothing in these Terms & Conditions is intended to exclude or restrict any mandatory consumer protections or legal rights to which a client is entitled under applicable law.
20. FINAL PROVISIONS
These Terms & Conditions should be read together with the client's confirmed itinerary, booking confirmation, invoice and any additional conditions expressly agreed in writing.
If any provision is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
Explore Beyond reserves the right to update these Terms & Conditions when necessary. The version applicable to a confirmed booking will be determined in accordance with the booking agreement and applicable law.