VanSun Travel
VanSun Travel is a travel brand operated by Vansun Studio Inc., incorporated in British Columbia, Canada, and licensed by Consumer Protection BC.
These Terms and Conditions ("Terms") govern all bookings, tours, and travel services offered by VanSun Travel, a travel brand operated by Vansun Studio Inc. ("VanSun Travel," "we," "us," or "our"), a company incorporated in British Columbia, Canada, and licensed by Consumer Protection BC. By submitting a booking request, paying a deposit, or completing payment for any tour or travel service offered by VanSun Travel, the customer ("Traveller," "you," or "your") agrees to be bound by these Terms.
These Terms should be read together with the applicable Booking Agreement issued for your specific tour, the confirmed Tour Itinerary, and your Booking Invoice/Receipt. In the event of any conflict between these Terms and a Booking Agreement for a specific tour, the specific terms of that Booking Agreement will govern only with respect to matters that Agreement expressly and specifically addresses; these Terms continue to govern all other matters.
2.1A booking request is submitted when a Traveller selects a tour and provides the required booking information and payment through VanSun Travel's website or another approved channel.
2.2 Unless a deposit-based payment option is expressly offered for a particular tour (see Section 4), full payment of the total Tour price is required at the time of booking.
2.3 A booking is not considered confirmed, fully booked, or guaranteed until VanSun Travel has received full payment of the Tour price and has issued written confirmation to the Traveller. Submitting a booking request or paying a deposit does not, by itself, guarantee availability of accommodation, transportation, guides, activities, or any other travel arrangement.
2.4Upon confirmation, VanSun Travel will issue a Booking Agreement specific to the confirmed tour, which sets out the Traveller's details, tour details, price and payment summary, included and excluded services, and any tour-specific conditions.
2.5 Minimum Booking Lead Time. International tours must be booked no later than fifteen (15) calendar days before the scheduled departure date. Domestic tours (within Canada) must be booked no later than seven (7) calendar days before the scheduled departure date. VanSun Travel may decline any booking request that does not meet the applicable minimum lead time.
3.1 Tour prices are quoted in the currency stated on the applicable tour page or Booking Agreement.
3.2 Prices are subject to change without notice at any time before a booking is confirmed by full payment. Once VanSun Travel has received full payment and issued written confirmation, the total price stated on the Booking Agreement is final and will not increase for any reason, including currency fluctuation, government action, or a change in supplier costs.
3.3The listed Tour price is the final, all-inclusive price for the Tour. Any applicable taxes, service fees, or surcharges are already included in that price and itemized in the Traveller's invoice/receipt; no additional charges will be added after payment, except where expressly stated in these Terms (for example, a supplier change fee under Section 6.3).
4.1 The standard payment method for VanSun Travel bookings is full payment of the total Tour price at the time of booking. A deposit-based payment option is only available where expressly offered for a particular tour.
4.2 Where a booking begins with a deposit, the deposit holds the booking request for a maximum of five (5) calendar days.
4.3 The remaining balance must be paid in full within those five (5) calendar days.
4.4 Until the total Tour price has been successfully paid and VanSun Travel has issued written confirmation, the Tour is not considered fully booked or guaranteed.
4.5 If full payment is not completed within the five-day period, VanSun Travel may release any accommodation, vehicle, guide, activity, or other travel arrangement being temporarily held for the Traveller, and the booking request will automatically expire.
4.6 In that case, any deposit paid to VanSun Travel will be refunded in full to the original method of payment.
4.7The refund will be processed in the original transaction currency. Any difference resulting from currency conversion rates, bank charges, card issuer fees, or payment processor fees outside VanSun Travel's control may affect the final amount credited to the Traveller.
4.8 If the Traveller wishes to proceed after the five-day booking period has expired, a new booking request must be submitted and will be subject to current availability and pricing.
4.9 VanSun Travel may establish different payment schedules for particular Tours where those terms are clearly disclosed before payment.
5.1 A Traveller may cancel a confirmed booking at any time by providing written notice to VanSun Travel (email is acceptable). The effective date of cancellation is the date VanSun Travel receives that notice.
5.2 Full Refund Window. If VanSun Travel receives the cancellation notice within the period below, measured from the date full payment was received, the Traveller will receive a full refund of all amounts paid:
5.3 Outside the applicable Full Refund Window above, no refund will be provided for a cancellation, regardless of how far in advance of the scheduled departure date the cancellation is requested.
5.4Refunds under this section are processed through VanSun Travel's payment processor, Stripe. VanSun Travel issues approved refunds within five (5) business days of the effective cancellation date; funds typically take a further five (5) to ten (10) business days to appear on the Traveller's statement, depending on their card issuer or bank.
5.5Refunds are issued to the original method of payment, in the original transaction currency. Any difference resulting from currency conversion rates, bank charges, card issuer fees, or payment processor fees outside VanSun Travel's control may affect the final amount credited to the Traveller.
6.1 Adding Travellers. A Traveller may request to add one or more additional travellers to a confirmed booking. Additions are subject to availability, applicable pricing, and confirmation by VanSun Travel and its suppliers.
6.2 Removing Travellers.An individual traveller cannot be removed from a confirmed group booking for a partial refund. Removing a traveller from a confirmed booking is treated as that traveller's cancellation and is governed by Section 5 above — refundable only within the applicable Full Refund Window (three (3) calendar days for international tours, one (1) calendar day for domestic tours, measured from full payment).
6.3 Substituting Travellers.A traveller on a confirmed booking may be replaced by another person, subject to that person meeting any applicable tour requirements (such as valid travel documents, health, or fitness requirements) and to any fee charged by VanSun Travel's suppliers for the substitution.
6.4 Date Changes. Confirmed travel dates cannot be changed after booking, as VanSun Travel books accommodation and other services with its suppliers for fixed dates. A Traveller who wishes to travel on different dates must cancel the existing booking (subject to Section 5) and submit a new booking request, which will be subject to availability and current pricing.
7.1VanSun Travel will make reasonable efforts to operate all tours as described in the confirmed Booking Agreement and Itinerary. However, itineraries, accommodations, activities, and transportation arrangements may need to change due to circumstances such as weather, road or park conditions, safety considerations, supplier availability, or events beyond VanSun Travel's control. Where reasonably possible, VanSun Travel will substitute a comparable alternative and will notify the Traveller of any material change.
7.2 If VanSun Travel cancels a confirmed tour for a reason within its own control — for example, an internal administrative or operational error such as a double-booking, or a failure to secure the arrangements needed to run the tour — the Traveller will be offered a full refund of all amounts paid, or the option to transfer the amount paid to another available tour or departure date at no additional cost.
7.3VanSun Travel is not liable for any cost, loss, or delay arising from a Force Majeure Event or another matter outside VanSun Travel's control — for example, a flight delay or cancellation by an airline, a strike, civil unrest, or border closure at the destination, entry restrictions imposed by a government, or a Traveller being unable to enter the destination country for reasons outside VanSun Travel's control. "Force Majeure Event" means any event beyond VanSun Travel's reasonable control, including but not limited to natural disasters, extreme weather, fire, pandemic or epidemic, government action, travel advisories or border closures, war, civil unrest, strikes, or failure of third-party suppliers caused by any of the foregoing.
7.4Where a tour is affected by a Force Majeure Event, VanSun Travel is not obligated to provide a cash refund. Instead, VanSun Travel will work in good faith with the Traveller to offer a credit toward rebooking the same or a comparable tour at a later date, subject to availability and the terms of VanSun Travel's suppliers. Where VanSun Travel is able to recover amounts already paid to its suppliers for the affected tour, VanSun Travel will apply those recovered amounts toward the Traveller's credit or, at VanSun Travel's discretion, refund them.
7.5 Operational Disruptions.Where a delay or change to the itinerary results from an operational issue within the control of VanSun Travel or its suppliers (for example, a vehicle breakdown or a guide's unavailability), VanSun Travel will make reasonable efforts to remedy the issue promptly — including by arranging a replacement vehicle, guide, or comparable alternative — at no additional cost to the Traveller. Where no reasonable alternative can be arranged and a specific included service is not delivered as a direct result, VanSun Travel will refund the Traveller a fair value for that specific missed service. This does not entitle the Traveller to a refund of the full Tour price.
8.1 The Traveller is solely responsible for ensuring they hold a valid passport (with the minimum remaining validity required by the destination country and any transit countries), any required visas, and any other travel or entry documentation required for the tour.
8.2 The Traveller is responsible for confirming entry, transit, and exit requirements — including any health, vaccination, or testing requirements — directly with the relevant government authorities or consulates, as these requirements can change and vary by nationality.
8.3VanSun Travel is not responsible for any cost, loss, or missed travel arising from a Traveller's failure to hold the required documentation.
8.4 If a Traveller is denied boarding, denied entry, deported, or otherwise unable to complete travel due to an issue with their passport, visa, criminal record, or any other legal or immigration matter, VanSun Travel is not responsible for any resulting cost or loss, and no refund will be provided.
9.1 VanSun Travel strongly recommends that all Travellers obtain comprehensive travel insurance, including coverage for trip cancellation and interruption, medical emergencies and evacuation, baggage loss, and any adventure or activity-specific coverage relevant to the tour, before departure.
9.2 Travel insurance is not mandatory to book a tour with VanSun Travel, and VanSun Travel does not sell or administer travel insurance policies. The Traveller is responsible for selecting and arranging their own coverage and for understanding its terms, exclusions, and claims process.
9.3 VanSun Travel is not liable for any loss that adequate travel insurance would have covered.
10.1 Some tours involve physical activity, remote locations, high altitude, extended time outdoors, or activities such as trekking, rafting, or wildlife viewing that carry inherent risk. Tour-specific health or fitness requirements, where applicable, are set out in the Booking Agreement or Itinerary.
10.2 The Traveller is responsible for assessing their own fitness to participate and for disclosing to VanSun Travel, before departure, any medical condition, mobility limitation, or dietary requirement that may affect their participation or safety.
10.3 VanSun Travel may require a Traveller to sign an additional waiver or consent form for certain activities before participating.
11.1The Traveller agrees to arrive on time for all scheduled departures, transfers, and activities, and acknowledges that VanSun Travel and its suppliers are not responsible for missed services resulting from a Traveller's late arrival.
11.2 The Traveller agrees to follow the safety instructions of VanSun Travel staff, guides, drivers, and third-party suppliers.
11.3 VanSun Travel reserves the right to remove a Traveller from a tour, without refund, if their conduct endangers the safety or reasonably interferes with the enjoyment of the tour by other participants, staff, or suppliers.
11.4 The Traveller is solely responsible for any cost, loss, damage, fine, or legal consequence arising from their own actions, conduct, or breach of local law during the tour. VanSun Travel bears no liability for the same.
12.1 VanSun Travel acts as an intermediary in arranging accommodations, transportation, guides, activities, and other travel services provided by independent third-party suppliers. VanSun Travel is not the operator of, and is not liable for the acts, omissions, or negligence of, independent third-party suppliers, except to the extent required by applicable law.
12.2To the maximum extent permitted by applicable law, VanSun Travel's total liability to a Traveller in connection with a booking is limited to the total amount paid by that Traveller for the affected tour.
12.3 Nothing in these Terms excludes or limits any liability that cannot be excluded or limited under applicable British Columbia or Canadian consumer protection law.
13.1 The Traveller acknowledges that travel, and certain activities included in VanSun Travel tours, involve inherent risks, including but not limited to risks associated with transportation, wildlife, remote or unfamiliar environments, adventure activities, and unpredictable local conditions.
13.2 By booking a tour, the Traveller voluntarily assumes these inherent risks, to the extent permitted by law.
14.1 If a Traveller has a concern during a tour, they should raise it with the on-site guide, driver, or VanSun Travel representative as soon as possible so it can be addressed in real time.
14.2Any complaint not resolved during the tour should be submitted in writing to VanSun Travel within thirty (30) days of the tour's completion, with reasonable supporting detail, so that VanSun Travel can investigate and respond.
15.1 VanSun Travel collects and uses personal information (such as name, contact details, passport information, and payment details) only as reasonably necessary to process bookings, arrange travel services, and communicate with the Traveller, and in accordance with applicable Canadian privacy law.
15.2 VanSun Travel does not sell Traveller personal information to third parties. Personal information may be shared with third-party suppliers (such as hotels, guides, or transportation providers) only to the extent necessary to deliver the booked services.
16.1VanSun Travel or its representatives may take photographs or video during a tour for internal records. Where VanSun Travel wishes to use identifiable images of a Traveller for marketing or promotional purposes, it will seek the Traveller's separate consent.
17.1 These Terms are governed by the laws of the Province of British Columbia and the laws of Canada applicable therein, without regard to conflict of law principles.
17.2 Any dispute arising out of or relating to these Terms or a booking with VanSun Travel will be subject to the exclusive jurisdiction of the courts of British Columbia, Canada, unless applicable consumer protection law provides otherwise.
18.1 If any provision of these Terms is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect.
18.2 These Terms, together with the applicable Booking Agreement, Itinerary, and Booking Invoice/Receipt, constitute the entire agreement between the Traveller and VanSun Travel with respect to the booking, and supersede any prior discussions or representations.
18.3VanSun Travel may update these Terms from time to time. The version of these Terms in effect at the time a Traveller completes full payment for a booking will govern that booking, as recorded by the Terms Version referenced on the Traveller's Booking Agreement.
VanSun Travel (operated by Vansun Studio Inc.)
Vancouver, British Columbia, Canada
Email: info@vansuntravel.com
Instagram: @vansun.travel
