Terms of Service & Privacy Policy

Welcome to HagiangTrips. By making a booking with us — whether via our website, email, or WhatsApp — you confirm that you have read, understood, and agree to the following terms. Our goal is to ensure your adventure is not only unforgettable, but also safe, transparent, and worry-free.

Section 1

1. Health & Safety Requirements

The Ha Giang Loop traverses rugged, high-altitude mountainous terrain. All participants must be in good general health. If you have any pre-existing medical conditions — including but not limited to heart conditions, severe asthma, or chronic back problems — please inform us before booking so we can advise the most suitable tour option.

For Easy Rider (motorbike) tours: helmet use is mandatory under Vietnamese law and strictly enforced by HagiangTrips. All safety instructions from your guide or driver must be followed at all times.

2. Mandatory Local Border Permit

Vietnamese law requires all international travelers entering Ha Giang's border zone regions to hold a valid Border Zone Permit. HagiangTrips arranges this official documentation for you — free of charge on every guided tour. If you are self-riding a rental bike with us rather than joining a guided tour, the permit can be added to your booking for a small service fee. We only require a clear photo of your passport and Vietnam visa prior to departure.

3. Assumption of Risk

Adventure travel in mountainous regions involves inherent risks, including unpredictable weather, steep terrain, and variable road conditions. While HagiangTrips provides experienced drivers, well-maintained vehicles, and enforces strict safety standards, guests acknowledge and accept the inherent risks associated with this style of travel.

HagiangTrips shall not be held liable for personal injury, loss, or property damage resulting from guest negligence, failure to follow guide instructions, or unforeseeable natural events. Please note: domestic travel insurance is included in all tour packages for your protection.

4. Luggage & Personal Belongings

We strongly recommend bringing only a small backpack or daypack on the tour. Large suitcases and excess luggage can be stored securely and free of charge at HagiangTrips Hotel for the duration of your trip. We are not responsible for loss or damage to fragile or high-value items (such as laptops or professional camera equipment) brought on the journey.

5. Child Policy & Pricing

Families are warmly welcome at HagiangTrips. For safety reasons, children under 10 years old are strongly encouraged to travel via our private Car or SUV tours rather than motorbike tours.

Age	Rate
Under 4 years old	Free (shares all services with parents)
4 – 9 years old	75% of the adult rate
10 years and above	Full adult rate

Section 2

Privacy & Data Protection

1. Information We Collect & How We Use It

To organise your trip and comply with Vietnamese law, we will request the following information:

Full name, nationality, and contact details (email and/or WhatsApp)
Passport and Vietnam visa details
Dietary requirements or allergies (where relevant)

This information is used exclusively to:

Register your stay with local authorities (mandatory for all foreign visitors in Ha Giang)
Process your Border Zone Permit and domestic travel insurance
Arrange your meals and accommodations safely and accurately

2. Who We Share Your Data With

HagiangTrips never sells, rents, or trades your personal information, and we never share it for marketing or commercial purposes. Ever.

To deliver your trip legally and safely, we share the minimum necessary information with these parties only:

Local authorities in Ha Giang — residence registration, which is mandatory by law for every foreign visitor staying overnight in Vietnam
The border zone permit office — to issue your Border Zone Permit
Our insurance provider — to register you for the domestic travel insurance included in your tour
Accommodation and transport partners on your itinerary — name and number of guests only, so they can prepare your rooms and seats

Beyond these, your data stays within our core management team.

3. Secure Payment & 0% Transaction Fees

All online payments are processed through secure, encrypted gateways (including OnePay). HagiangTrips does not store credit card numbers or banking details on our servers.

We are proud to absorb 100% of all bank transaction and card processing fees on your behalf. Whether you're paying your 30% deposit online or settling your remaining balance at our office by cash, credit card, or bank transfer — you will always pay exactly the listed tour price. No surcharges. No hidden fees. Ever.

4. Passport & Visa Photos — Your Separate Consent

A photo of your passport page contains your facial image. Under Vietnamese law this counts as sensitive personal data, which requires your explicit and separate agreement — it cannot be bundled into general booking terms.

For this reason, when you submit your travel documents you will be asked to tick a separate consent box specifically for the photo. Ticking it is your choice, and you may withdraw that consent at any time by emailing us.

We delete the photo as soon as it has served its purpose — at the latest, 7 days after your departure date. Please note: the border zone permit office requires a clear image of your passport and Vietnam visa. If you prefer not to provide a photo, we will not be able to obtain your Border Zone Permit, and your itinerary will need to avoid all border zone areas — which covers most of the Ha Giang Loop.

5. How Long We Keep Your Data

We keep your information only as long as it serves the purpose it was collected for:

Data	Retention period
Passport & visa photos	Deleted as soon as your permit and agreement are complete — and automatically, at the latest, 7 days after your departure date
Name, passport number, nationality, date of birth	Retained as long as Vietnamese law requires for residence registration and accounting records
Contact details & booking history	Until you ask us to delete them
Card and banking details	Never stored on our servers at any point

In practice, your passport photo usually exists on our system for only a few days. Once the permit office has issued your documents and your agreement is signed, we erase the photo — it has done its job. The 7-day limit is simply a backstop, and it also gives us a short window to handle an insurance claim if anything happens on the road. Only the written details we are legally required to keep remain.

6. Your Rights Over Your Data

Vietnamese law gives you real control over the information we hold about you. At any time you may ask us to:

Show you what data we hold about you
Correct anything inaccurate or out of date
Delete your data, where we are not legally required to keep it
Withdraw your consent — including consent for passport and visa photos
Object to how we are handling your data, or raise a complaint

Email booking@hagiangtrips.com with your request and your booking reference. We respond as quickly as we can, and always within the time limits set by Vietnamese law. There is no charge for any of this.

The company responsible for your data is HAGIANGTRIPS TRADING & TRAVEL SERVICES JOINT STOCK COMPANY — Tax code 5100516453, International Tour Operator Licence 08-0021/2026/CDLQGVN-GP LHQT, No. 47 Le Tran Man, Quarter 19, Ha Giang 1 Ward, Tuyen Quang Province, Vietnam.

Questions about these policies?

We're always happy to clarify before you book.

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Last updated: 23 August 2026. These policies follow Vietnam's Personal Data Protection Law No. 91/2025/QH15 and Decree No. 356/2025/ND-CP.

— Peter (Phuong) & The HagiangTrips Team 🏍️