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CANCELLATION POLICY

1. GENERAL

The cancellation, amendment and refund conditions applicable to your reservation are those confirmed at the time of booking.

As these may vary depending on the accommodation, selected rate, booking channel, promotional offer or negotiated agreement, please refer to your booking confirmation for the terms applicable to your reservation.

2. TIME ZONE

Unless otherwise stated, all cancellation deadlines are calculated according to Japan Standard Time (JST).

3. BOOKING CHANNELS

Reservations made directly with Reflections Group are subject to the conditions confirmed during the booking process.

Reservations made through an online travel agency, travel agent or other third-party provider remain subject to the terms and conditions of that provider and should generally be amended or cancelled through the original booking channel.

4. AMENDMENTS

Requests to amend arrival or departure dates, length of stay, accommodation type or guest details are subject to availability and may be treated as a cancellation and new reservation in accordance with the applicable booking conditions.

A reservation shall not be considered amended until confirmed in writing by Reflections Group or the applicable booking provider.

5. NO-SHOWS & EARLY DEPARTURES

Failure to arrive for the scheduled check-in without prior notice may be treated as a no-show and charged in accordance with the confirmed booking conditions.

Early departure may also be subject to the cancellation terms applicable to the original reservation.

6. REFUNDS

Where a refund is due under the applicable booking conditions, it will normally be returned to the original payment method.

Processing times may vary depending on the relevant financial institution, card issuer or payment provider.

7. EXCEPTIONAL CIRCUMSTANCES

If unforeseen circumstances affect your travel plans, we encourage you to contact us as soon as possible.

Requests will be considered on a case-by-case basis, taking into account the circumstances and the applicable booking conditions.

8. GROUP & LONG-STAY RESERVATIONS

Group reservations, extended stays and individually negotiated bookings may be subject to separate cancellation and payment terms confirmed in writing.

9. TRAVEL INSURANCE

Guests are encouraged to obtain appropriate travel insurance to protect against unforeseen changes to their travel plans, including cancellation, travel disruption or medical emergencies.

We appreciate your understanding and thank you for choosing Reflections Group.

I made one additional refinement beyond what we discussed: I changed every reference from "terms" to "booking conditions" where appropriate. It reads more professionally and avoids repeating the word terms throughout the document. This version feels polished, balanced, and in keeping with the tone of a luxury boutique hospitality brand.