Cancellation Policy
If you wish to cancel your booking, please contact us as soon as possible. Cancellation charges will apply as set out below.
| Up to 61 days before rental start | Full Refund (100% refund) |
| 60 to 31 days before rental start | 50% Refund |
| 30 days or less before rental start | No Refund |
We are not responsible for any fluctuations in exchange rates, bank charges, or forex-related fees.
Please check your plans carefully before making payment, as this cancellation policy applies even in the event of missing required licences, incorrect dates, etc.
Insurance + NOC
All rental vehicles include standard insurance coverage for:
In the event of an accident, the renter is responsible for paying an insurance excess of ¥150,000 per claim.
| Third Party Injury (per person) | Unlimited |
| Third Party Property/Vehicles | Unlimited |
| Passenger Cover (per person) | Up to 30 million JPY per person |
| Rental Car Damage | Up to the current market value per accident (Excess: ￥150,000) |
Insurance will not apply in the following cases:
・The driver is under the influence of drugs or alcohol.
・The accident occurs in violation of the rental agreement.
・The person driving the vehicle does not hold a valid driving license for Japan.
・No accident report is filed with the police.
・The accident occurs outside of the rental period stated in the agreement.
Non-Operation Charge (NOC)
If, during the hire period, the hire vehicle becomes unavailable for hire to the next customer due to an accident, theft or damage, a Non-Operational Charge (NOC) will be applied to compensate us for the loss incurred as a result of the vehicle being out of service.
The applicable charge is:
- ¥20,000 if the vehicle is returned under its own power and is safe to drive on the road.
- ¥50,000 if the vehicle is not drivable.
Where the vehicle is not drivable, towing and roadside assistance costs are not included in the above charge and will be billed separately, in full, to the renter.
| Vehicle returned under its own power | ￥20,000 |
| Cannot move under its own power | ￥50,000 |
| Towing and roadside assistance charges | To be paid in full by the renter |
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What is the most I could be liable for if I wreck the car?
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Vehicle returned under its own power ＝ ￥170,000
Vehicle Insurance(Excess: ￥150,000)＋Non-Operation Charge ￥20,000
Cannot move under its own power ＝ ￥200,000
Vehicle Insurance(Excess: ￥150,000)＋Non-Operation Charge ￥50,000
（Where the vehicle is not drivable, towing and roadside assistance costs are not included in the above charge and will be billed separately, in full, to the renter.）
Costs to Be Covered by the Customer
・Tire blowouts or damage.
・Loss or damage to hubcaps.
・Damage or defacement of the vehicle interior.
・Losing car keys.
・Hit-and-run damage to the rental vehicle.
・Towing fees＋Non-Operation Charge (NOC).
Terms & Conditions
TRANSLATION DISCLAIMER: This is an English summary of our Terms and Conditions provided out of good will and for educational purposes only. As a company registered in Japan and running a car rental operation, a business heavily regulated under Japanese law, our actual terms and conditions are written in Japanese and are subject to interpretation under Japanese law. We do not guarantee that this English summary is exhaustive or up to date, and are providing it as mere guidelines to our Terms and Conditions in Japanese. Any disputes about our actual Terms and Conditions will be conducted in Japanese.
You can view our Terms of Use (Japanese version) here.
If you would like to view a translated version, please click here.
Terms & Conditions
Effective Date: 1 August 2026
These Terms & Conditions govern the rental of vehicles from Freedom Car Rental Hakuba ("the Company"). By making a reservation or taking possession of a rental vehicle, you agree to these Terms.
1. Driver Requirements
All drivers must:
- Be at least 18 years of age.
- Hold a valid driving licence that legally permits them to drive in Japan.
- Where applicable, hold a valid International Driving Permit (1949 Geneva Convention) or official Japanese translation.
- Present the following original documents before vehicle collection:
- Passport
- Home country driver's licence
- Valid International Driving Permit (1949 Geneva Convention), required by Japanese law or an official Japanese translation of the driver's licence where applicable. Please refer to our Licence Requirements page on our website for full eligibility requirements.
Digital driver's licences, digital International Driving Permits, learner licences and expired licences are not accepted.
The Company reserves the right to refuse rental where documentation is invalid or does not comply with Japanese law.
2. Reservations & Payments
A reservation is confirmed once payment has been received.
The Company reserves the right to refuse or cancel any booking if required documents are not provided or the renter fails to meet these Terms & Conditions.
All rental charges must be paid before the vehicle is released unless otherwise agreed in writing.
If the renter fails to collect the vehicle or is more than one (1) hour late for the agreed collection time without prior notice or approval from the Company, the Company reserves the right to cancel the booking. The booking will be treated as a no-show, and no refund will be provided in accordance with the Company's Cancellation Policy.
3. Cancellation Policy
Cancellation refunds are based on the scheduled vehicle collection date.
- 61 days or more before the rental start date – Full refund (100%).
- 31 to 60 days before the rental start date – 50% refund.
- 30 days or less before the rental start date – No refund.
No refunds will be provided for:
- Early return of the vehicle.
- Failure to collect the vehicle.
- Flight delays or itinerary changes.
- Weather-related travel disruptions.
Changes to booking dates may be treated as a cancellation of the original booking and the creation of a new booking, with the applicable cancellation policy applied.
4. Vehicle Use
The rental vehicle may only be driven by drivers who have been approved by the Company.
The rental vehicle must not be:
- Used for any commercial purpose, including but not limited to passenger transport, tours, or any other activity conducted for financial gain.
- Driven off-road or on roads that are closed to the public.
- Driven by any person under the influence of alcohol, illegal drugs, or any substance that may impair their ability to operate the vehicle safely.
- Used for any unlawful purpose or in violation of Japanese law.
- Lent, hired, sublet or otherwise made available to any person who has not been authorised in writing by the Company.
The renter is responsible for ensuring that the vehicle is operated safely, responsibly, and in full compliance with all applicable Japanese laws and traffic regulations.
5. Insurance & Liability
Standard insurance coverage is included with every rental.
If the rental vehicle is damaged in an accident, the renter is responsible for the actual cost of repairs up to a maximum of ¥150,000 per accident, regardless of the number of insurance claims arising from that accident, provided the driver has complied with these Terms & Conditions and the conditions of the Company's insurance policy. If the repair costs are less than ¥150,000, the renter will only be charged the actual repair costs.
The maximum repair liability of ¥150,000 does not include any applicable Non-Operation Charge (NOC), towing, recovery or roadside assistance costs, which will be charged separately where applicable.
The renter remains fully responsible for all losses and damages where insurance coverage is void or does not apply, including but not limited to:
- Driving under the influence of alcohol or drugs.
- Driving without a valid licence or required International Driving Permit.
- An unauthorised driver operating the vehicle.
- Failure to report the accident immediately to both the Police and Freedom Car Rental Hakuba.
- Deliberate, reckless or negligent driving.
- Any breach of these Terms & Conditions.
6. Non-Operation Charge (NOC)
If a rental vehicle is damaged during the rental period and cannot be rented to the next customer, a Non-Operation Charge (NOC) will apply to compensate the Company for the loss of use of the vehicle.
The applicable charge is:
- ¥20,000 if the vehicle is returned under its own power and is safe to drive on the road.
- ¥50,000 if the vehicle is not drivable.
Where the vehicle is not drivable, towing and roadside assistance costs are not included in the above charge and will be billed separately, in full, to the renter.
7. Accidents & Breakdowns
In the event of an accident, theft or breakdown, the renter must:
- Stop immediately if it is safe to do so.
- Contact the Police immediately, as required by law.
- Notify Freedom Car Rental Hakuba immediately.
- Follow the Company's instructions.
- Not authorise repairs without written approval.
Failure to report an accident may void insurance coverage.
8. Traffic & Parking Violations
Where the Company is required to process, respond to or recover any unpaid parking fines or traffic infringements incurred during the rental period, the renter agrees to pay a parking violation charge of ¥25,000, which is applied toward the unpaid fine and the Company's related administrative costs.
9. Vehicle Return
Vehicles must be returned at the agreed date, time and location.
Late returns without prior approval may incur additional rental charges.
Failure to return the vehicle may result in legal action, vehicle recovery and all associated costs being charged to the renter.
The renter remains responsible for the vehicle until it has been inspected and accepted by the Company.
10. Fuel, Cleaning & Damage
Vehicles must be returned with the same fuel level as collected.
If additional fuel is required, the Company will charge the fuel cost plus a service fee.
The renter is responsible for the cost of repairing damage beyond normal wear and tear.
Additional cleaning charges may apply for excessive dirt, mud, smoking, pet hair, food spills, stains or strong odours.
11. Smoking, Vaping & Vehicle Cleanliness
Smoking, vaping and the use of any tobacco or cannabis products are strictly prohibited inside all rental vehicles.
If a vehicle is returned with evidence of smoking, vaping, excessive odours, ash, residue or burns, the renter will be charged all reasonable cleaning, deodorising and repair costs. Where the vehicle is unavailable for rental due to cleaning or repairs, additional loss of income charges may also apply.
12. Lost Keys & Lockouts
The renter is responsible for all costs associated with lost, stolen or damaged keys, key remotes or key cards, including but not limited to replacement keys, programming, locksmith services, vehicle recovery, towing and any associated labour or administrative costs.
If the vehicle cannot be rented to the next customer due to lost or damaged keys, additional charges may apply.
13. Personal Property
Freedom Car Rental Hakuba accepts no responsibility for personal belongings left inside the vehicle after return.
14. Privacy
The Company collects and processes personal information solely for purposes relating to the rental agreement, including identity verification, compliance with Japanese law, insurance administration, payment processing, accident management and customer support.
The Company may disclose information where required by law, to law enforcement agencies, insurers, roadside assistance providers or other parties directly involved in the administration of the rental.
15. Force Majeure
The Company shall not be liable for delays, cancellations or failure to perform its obligations where such events arise from circumstances beyond its reasonable control, including but not limited to natural disasters, earthquakes, severe weather, flooding, road closures, government restrictions, pandemics, civil unrest, power outages or other unforeseen events.
16. Severability
If any provision of these Terms & Conditions is held to be invalid, illegal or unenforceable by a court of competent jurisdiction, that provision shall be severed and the remaining provisions shall continue in full force and effect.
17. Governing Law
These Terms & Conditions are governed by the laws of Japan.
Any disputes shall be subject to the exclusive jurisdiction of the Japanese courts having jurisdiction over the Company's registered office.
These Terms shall be executed in Japanese as the authoritative text. Where a translation of these Terms into a foreign language has been prepared, if there is any discrepancy in interpretation between the translation and the Japanese original, the Japanese original shall prevail.
18. Entire Agreement
These Terms & Conditions, together with the Company's Insurance Policy, Cancellation Policy and any documents signed as part of the rental process, constitute the entire agreement between Freedom Car Rental Hakuba and the renter.
No verbal statement, representation or promise by any employee or agent shall modify these Terms & Conditions unless confirmed in writing by the Company.
19. Right to Refuse or Terminate Rental
The Company reserves the right to refuse or terminate the rental at any time if the renter or driver is considered unfit to drive, behaves in a threatening or abusive manner, provides false or misleading information, is involved in an accident or incident that renders the vehicle unsafe or unroadworthy, causes damage through negligence or misuse, or otherwise breaches these Terms & Conditions.
The rental agreement will terminate immediately if the rental vehicle is involved in an accident. The Company is under no obligation to provide a replacement vehicle, and any replacement will be at the Company's sole discretion and subject to availability.
Contact
Freedom Car Rental Hakuba
Website: https://freedomhakuba.com
Hakuba, Nagano, Japan