Terms & Conditions - Camper Van Rental Agreement

TERMS & CONDITIONS (Camper Van Rental Agreement)

Last updated: 2026-02-11

1. Provider

This website and rental service is operated by SOTOBU Hokkaido Camper Van ("we," "us," "our"). These Terms govern the rental of our camper van(s) (the "Vehicle") and any included or rented equipment (the "Gear").

2. Eligibility & Driver Requirements

  • Minimum age: 25 years old.
  • Valid driving qualification in Japan: You must hold a valid driver's license recognized for driving in Japan (e.g., a valid International Driving Permit (1949 Geneva) or official Japanese translation where applicable).
  • Registered drivers only: All drivers must be registered and verified at in-person handover.
  • Additional drivers: Free of charge, but must be pre-registered and verified.
  • We may refuse handover if requirements are not met.

3. Booking, Payment & Contract Formation

A booking becomes binding only when:

  • you complete payment (or payment authorization, if applicable), and
  • you receive our written confirmation.

4. Security Deposit (Damage Deposit)

  • Deposit amount: 50% of the total rental charge, with a minimum of JPY 100,000 (whichever is higher).
  • The deposit may be applied to unpaid amounts, damage, missing items, severe cleaning/restoration, or other charges under these Terms.
  • Severe issues (e.g., smoking, major contamination, major Gear damage) may result in full forfeiture of the deposit and additional charges (see Section 10).

5. Prohibited Use (Strict)

The following are strictly prohibited:

  • Smoking / vaping inside the Vehicle at any time
  • Pets inside the Vehicle
  • Off-road use (unsealed roads, beaches, riverbeds, forest tracks, etc.) unless explicitly approved by us in writing
  • Use by unregistered drivers
  • Driving under the influence, reckless driving, or violating laws/road restrictions

6. Winter Driving (Mandatory Acknowledgement)

  • Winter driving in Hokkaido can be extremely dangerous (black ice, whiteouts, sudden closures).
  • You must review and acknowledge our Winter Driving Safety Notes before handover.
  • You must comply with all closures, restrictions, and safety instructions provided at handover.
  • If conditions become unsafe, we may instruct you to stop driving and/or change route for safety.

7. Height / Clearance / Route Responsibility

  • Camper vans are tall and may not fit under some height restrictions.
  • You are responsible for checking posted height clearances and route restrictions.
  • Damage caused by clearance strikes (e.g., roof equipment) may be charged to you unless caused by our defect or mistake.

8. Parking Responsibility (Including 5.0m × 2.1m Spaces)

  • A 5.0m × 2.1m parking space may be usable in many cases; however, real-world suitability depends on site layout, snowbanks, access angles, curbs, and height restrictions.
  • You are responsible for choosing safe, legal, and suitable parking.
  • We are not responsible for issues arising from parking choices (scratches, getting stuck, third-party damage), to the maximum extent permitted by law.

9. Accidents, Damage, Breakdowns, and Emergencies

If an accident, damage, or breakdown occurs:

  • ensure safety and call emergency services if needed,
  • contact the police when required,
  • contact us immediately,
  • follow insurer/roadside instructions.

Failure to report promptly may affect coverage and may increase your liability.

10. Severe Contamination & Major Damage (Deposit Forfeiture + Additional Charges)

We define strict "severe cases" clearly to prevent disputes.

A) Smoking / Odor Contamination (Zero Tolerance)

If there is evidence of smoking/vaping inside the Vehicle (odor, ash, residue, burns):

  • Deposit is non-refundable, and
  • you will be charged a Smoking & Restoration Fee up to 1.5× the total rental charge, plus additional actual costs if higher (e.g., professional restoration, component replacement) where permitted by law.

B) Severe Dirt / Biohazards / Irreversible Stains

If the Vehicle requires professional restoration due to heavy mud, strong odor, spills, vomit, or similar:

  • Deposit is non-refundable, and
  • you will be charged a Cleaning & Restoration Fee up to 1.5× the total rental charge, plus additional actual costs if higher where permitted by law.

C) Major Gear Damage Affecting Next-Use Safety

If Gear is damaged so that safe use for the next customer cannot be ensured (e.g., stove, electrical systems, safety-critical items):

  • Deposit is non-refundable, and
  • you will be charged up to 1.5× the total rental charge, plus replacement and downtime-related costs where permitted by law.

Evidence Standard (Photo/Video Logs)

We document condition at handover and return with photo/video logs. You agree these logs are primary evidence for determining damage/cleaning status.

11. Outdoor Activities (Hiking / Backcountry / Mountain Risk)

  • Outdoor activities in Hokkaido can be dangerous.
  • We strongly recommend you obtain appropriate mountain / accident insurance and conduct your own safety checks (weather, avalanche risk, route conditions, local advisories).
  • You participate at your own risk.
  • We do not accept responsibility for injuries, losses, or damages arising from your activities except to the extent caused by our willful misconduct or gross negligence, and to the maximum extent permitted by law.

12. Late Return & Related Fees

  • Grace period: 30 minutes.
  • After the grace period: JPY 10,000 per hour (or part thereof).
  • If late return causes cancellation or delay of another booking, additional costs may apply where permitted by law.

13. Cancellation & Changes

Cancellation terms are shown at checkout and in your booking confirmation email and form part of these Terms.

14. Limitation of Liability (Legal-Safe)

Nothing in these Terms excludes or limits liability that cannot be excluded under applicable law. Any limitation applies only to the maximum extent permitted by law, and we do not exclude liability for willful misconduct or gross negligence.

15. Governing Law & Jurisdiction

These Terms are governed by the laws of Japan. The courts of Japan will have jurisdiction unless otherwise required by law.

Contact: [hokkaidocampervan@gmail.com] / [+81-80-40466877] / [Hokkaido, Sapporo-shi, Shiroishi-ku, Kikusui, 3Jo, 5Chome, 3-30-307]