BOOKING TERMS AND CONDITIONS

BOOKING TERMS AND CONDITIONS

Definitions

Unless the context indicates otherwise, these defined terms apply throughout these Terms and Conditions.

“Client” means the person or entity requesting, accepting, and/or paying for any travel quotation, booking, itinerary, or related service arranged by the Company, and includes (where applicable) all travellers in the booking party (including minors), as well as any person authorised by the client to communicate with the Company via email, telephone, or WhatsApp in relation to the booking.
“Company” means the travel services provider issuing these Booking Terms and Conditions, acting primarily as an intermediary in arranging and coordinating travel-related services (including flights, accommodation, ground transportation, tours, and activity arrangements) with independent third-party suppliers, and includes the Company’s directors, employees, agents, and authorised representatives.
“Credit” means an amount that we keep on your behalf with the Company, which you can use towards booking an alternative trip or service with us in the future. Any credit issued will be confirmed to you along with details of how long it is valid for and how it can be used. Credit is not paid out in cash.
“Refund” means that the money you paid to the Company will be paid back to you. Where a refund applies, the funds will be returned to you using the original payment method, or another reasonable method if needed.

Scope of Services
1. The Company provides travel-related services including the arrangement and booking of both international and domestic travel. These services include, but are not limited to, flights, accommodation, ground transportation, tours, and travel insurance. In addition, the Company specializes in organizing travel experiences for sporting and recreational activities such as golf, fishing, rugby events, safari travel, and hunting tournaments.
2. The Company acts primarily as an intermediary between clients and third-party service providers, and all bookings are subject to the terms and conditions of those providers.
3. While the Company endeavours to ensure quality and reliability, it does not directly control the services rendered by third-party suppliers.

Booking and Reservation Process
1. All bookings and travel arrangements are conducted via email and WhatsApp correspondence.
2. The person making the booking warrants that they have authority to act on behalf of all travellers.
3. Clients consent to the use of electronic communication.
4. The Company will provide clients with proposed itineraries and quotations, with an estimated turnaround time of approximately 48 hours for simpler travel arrangements and between 5 to 8 business days for more complex or customized itineraries.
5. A booking will only be considered confirmed once the client has accepted the quotation in writing and a deposit equal to 50% of the total trip cost has been received. Such deposit shall be applied toward the total booking cost.
6. The remaining balance must be paid in full no later than 60 calendar days prior to the scheduled departure date, failing which the Company reserves the right, at its sole discretion, to cancel the booking and apply applicable cancellation fees.

Payment Terms and Pricing
1. The Company offers both fixed-price package deals and customized travel arrangements. Package deals are provided at a set price, while all other travel arrangements are priced based on the specific services and components selected by the client, including but not limited to flights, accommodation, activities, and transportation.
2. All prices are subject to change due to fluctuations in supplier costs, exchange rates, taxes, and availability at the time of booking. While the Company will use reasonable efforts to maintain quoted prices, bookings may be subject to change where suppliers impose additional fees or where availability changes. Clients will be notified of any material changes to pricing or booking details within 48 hours of the Company becoming aware of such changes.
3. Accepted methods of payment include Electronic Funds Transfer (EFT), Paypal, and wire transfers for international clients using the SWIFT payment system. All payments must be made in the currency specified on the invoice, and any bank charges or transaction fees shall be for the client’s account unless otherwise agreed in writing.
4. Child rates, where applicable, are not standard and will be determined based on the specific requirements and policies of the relevant travel providers, as well as the nature of the trip. Such rates will be clearly communicated to the client at the time of quotation.

Travel Documentation, Entry Requirements and Health Compliance
1. Clients are solely responsible for ensuring that they are in possession of all required travel documentation and that such documentation is valid for the duration of their trip. This includes, but is not limited to, valid passports, visas, identity documents, and any applicable health or vaccination certificates required by the destination country or transit points.
2. The Company does not assume responsibility for the compilation, verification, or submission of travel documents, nor for the acquisition of visas; clients must independently verify and comply with all applicable entry requirements prior to departure. Clients must ensure passports are valid for at the minimum required time following their arrival and departure.
3. The Company strongly recommends that clients obtain comprehensive travel insurance cover.
4. Where applicable, the Company may assist with arranging hunting and fishing permits; however, the ultimate responsibility for compliance with all legal and regulatory requirements remains with the client.
5. Clients will be required to provide proof of identity to the Company, including a valid passport, national identity document, and, in the case of minors, a birth certificate.
6. For travel requiring visas, clients must also provide proof of a valid visa prior to departure.

Client Responsibilities and Conduct
1. Clients are required to read, understand, and accept these Terms and Conditions prior to confirming any booking.
2. By proceeding with a booking, clients agree to comply with all applicable laws and regulations of the countries visited, including those of the Republic of South Africa where relevant.
3. Clients are expected to always conduct themselves in a respectful and lawful manner and to refrain from any behaviour that may endanger others, damage property, disrupt services, or violate local customs and laws.
4. Prohibited conduct includes, but is not limited to, illegal activities, excessive intoxication, disorderly behaviour, possession of prohibited items, and any actions that may bring the Company or its service providers into disrepute.
5. Clients travelling with minors are responsible for ensuring that children always remain under appropriate adult supervision and that all legal requirements relating to travelling with minors are met.
6. Clients must also ensure that all information provided to the Company is accurate and complete, and that they adhere to all supplier rules, including those of airlines, accommodation providers, and activity operators.
7. The Company reserves the right to refuse service or terminate a client’s booking in the event of misconduct, without refund.
8. Any loss, damage, cost, or liability incurred by the Company or its partners because of a client’s actions, negligence, or failure to comply with these Terms and Conditions shall be recoverable from the client on demand.

Booking Amendments, Cancellations and Refund Policy
1. Changes and Amendments by the Client
  1. Any requests to amend or change a booking must be submitted to the Company in writing via email. All amendments are subject to availability and the terms and conditions of the relevant third-party suppliers, and may incur additional costs, penalties, or administrative fees.
  2. The Company does not guarantee that requested changes can be accommodated. Confirmed changes will be communicated to clients via email, telephone, or WhatsApp. For larger group bookings, a designated Company representative accompanying the group will also communicate important updates and coordinate any necessary adjustments during the trip.
2. Cancellations by the Client
  1. All cancellations must be submitted in writing via email and will only be effective once acknowledged by the Company.
  2. Cancellation fees may apply in accordance with the timing of the cancellation and the policies of third-party suppliers. No refunds will be issued for no-shows, late arrivals, or any unused portion of a trip, including missed flights, accommodation, transfers, or activities.
3. Refund Policy
  1. Refunds, where applicable, will be processed in accordance with supplier terms and may be subject to administrative fees.
  2. The Company does not guarantee full or partial refunds, particularly where services are non-refundable or where cancellation penalties apply. Processing times for refunds may vary depending on third-party providers.
4. Deviations and Special Requests
  1. Any deviations from the confirmed itinerary, including changes to travel dates, routes, accommodation, or activities, must be requested in writing and are subject to approval, availability, and additional costs.
  2. Special requests, including but not limited to dietary requirements, mobility assistance, or transportation of oversized or special baggage (such as surfboards, bicycles, or sporting equipment), can be accommodated where possible but must be communicated to the Company timeously prior to departure.

The Company will use reasonable efforts to relay such requests to suppliers but does not guarantee fulfilment.

Medical Emergencies & Conditions
1. In the event of a medical condition affecting a client’s ability to travel, the client or their representative must notify the Company as soon as reasonably possible and provide supporting documentation where required.
2. Any amendments, cancellations, or refunds arising from medical emergencies will remain subject to supplier terms and applicable insurance policies.

The Company shall not be liable for any costs incurred because of such emergencies and strongly recommends that clients obtain comprehensive travel insurance.

Cancellations by the Company or Third-Party Suppliers
1. If the Company or any third-party supplier is required to cancel a booking due to unforeseen circumstances, including but not limited to force majeure events, supplier failure, or insufficient availability, the Company will endeavour to offer a credit, refund, or alternative arrangement.
2. The Company shall not be held responsible for any additional expenses incurred by the client because of such cancellation, including but not limited to visa costs, insurance premiums, or independent travel arrangements not booked through the Company.

Force Majeure and Unforeseen Circumstances
1. The Company shall not be liable for any failure to perform, or delay in the performance of, its obligations where such failure or delay is due to events beyond its reasonable control (“force majeure”). Such events include, but are not limited to, natural disasters (including floods, earthquakes, fires, storms, or other severe weather conditions), acts of God, pandemics or epidemics, government actions, travel bans or restrictions, border closures, quarantine requirements, acts of war, terrorism, civil unrest, riots, strikes, or disruptions arising from political instability in any destination or transit location.
2. If travel arrangements are affected by force majeure circumstances, the Company reserves the right to amend, postpone, or cancel bookings as may be necessary. Where possible, the Company will endeavour to offer suitable alternatives or credits; however, all such arrangements remain subject to the terms and conditions of third-party suppliers.
3. The Company shall not be responsible for any additional costs incurred by the client because of such events, including but not limited to accommodation, transportation, visa expenses, or other incidental costs.
4. Clients acknowledge that such circumstances are beyond the Company’s control and agree that no liability shall attach to the Company for any loss, damage, or inconvenience suffered as a result thereof.

Driver’s Licences and Car Hire Requirements
1. Where clients elect to hire vehicles as part of their travel arrangements, they are solely responsible for ensuring that they hold a valid driver’s licence acceptable in the country of rental, including any required International Driving Permit (IDP) where applicable. Clients acknowledge that car hire providers may impose additional age restrictions, insurance requirements, deposit conditions, and usage limitations depending on the destination and vehicle category.
2. The Company does not guarantee acceptance of any specific driver’s licence by international or local car hire suppliers, and it remains the client’s responsibility to verify all requirements prior to travel. Any refusal by a car hire provider to release a vehicle due to non-compliance with licence, identification, or insurance requirements shall not constitute a breach by the Company, and no liability shall attach to the Company for resulting losses, delays, or additional costs incurred.
3. Clients further acknowledge that driving regulations, road conditions, and insurance cover vary between jurisdictions, and they accept full responsibility for compliance with local traffic laws and safe driving practices in all destinations.

Travel Insurance
1. The Company does not provide travel insurance as part of its services. However, all clients are strongly advised to obtain comprehensive travel insurance independently to protect against risks associated with travel. Such risks may include, but are not limited to, trip cancellation or curtailment, medical emergencies, personal injury, loss or theft of baggage, travel delays, and other unforeseen disruptions.
2. Clients are responsible for ensuring that their insurance policy provides adequate and appropriate coverage for the nature of their travel, including any high-risk or specialized activities such as sporting events, safari travel, or hunting and fishing excursions.
3. The Company shall not be liable for any loss, damage, expense, or inconvenience suffered by clients as a result of failing to obtain appropriate travel insurance. It is the client’s responsibility to review and understand the terms, conditions, exclusions, and limitations of any insurance policy purchased. The Company reserves the right to request proof of insurance where required by third-party suppliers or for participation in certain activities.

Liability and Limitation of Liability/Indemnity
1. The Company acts as an intermediary between clients and independent third-party service providers, including but not limited to airlines, accommodation establishments, transport providers, tour operators, and activity facilitators. Accordingly, the Company shall not be liable for any loss, damage, injury, delay, or inconvenience arising from the acts or omissions of such third parties, nor for any events beyond its reasonable control. To the fullest extent permitted by law, the Company’s liability, if any, shall be limited to the value of the services booked through the Company and paid for by the client.
2. Clients acknowledge that travel, particularly to certain destinations and for certain activities, carries inherent risks. These risks may include, but are not limited to, exposure to wildlife (including potentially dangerous animals during safari or hunting activities), risk of theft or criminal activity, personal injury, accidents, illness, and exposure to infectious or tropical diseases. Clients further acknowledge that participation in sporting, safari, hunting, fishing, and other outdoor or adventure activities may involve a heightened level of risk.
3. By confirming a booking, clients voluntarily assume all such risks and agree to take all reasonable precautions for their own safety and well-being. The client hereby indemnifies and holds harmless the Company, its directors, employees, agents, and representatives from and against any and all claims, losses, damages, liabilities, costs, or expenses (including legal fees) arising out of or in connection with the client’s travel, participation in activities, or any act or omission by the client, whether arising from negligence or otherwise, except to the extent that such loss or damage is caused by the Company’s gross negligence or wilful misconduct.
4. The Company shall not be liable for any indirect, incidental, special, or consequential damages, including but not limited to loss of enjoyment, loss of profits, or additional expenses incurred by the client. Clients are strongly advised to obtain comprehensive travel insurance to mitigate such risks.
5. The Company shall not be liable for the insolvency or financial failure of any third-party supplier.

Complaints and Dispute Resolution
1. All travel arrangements facilitated by the Company are organized through independent third-party suppliers, including but not limited to airlines, accommodation providers, transport operators, tour guides, and activity facilitators. The Company acts solely as an intermediary in securing such services on behalf of the client, and all bookings are therefore subject to the respective terms and conditions of these third-party suppliers. By confirming a booking, the client acknowledges and accepts that the provision of services is the responsibility of the relevant supplier and not the Company.
2. The Company shall not be liable for any acts, errors, omissions, delays, cancellations, overbookings, or failures in performance by third-party suppliers. In the event that a third-party supplier cancels, modifies, or is unable to fulfil any part of the travel arrangement for any reason, including but not limited to operational issues, insolvency, or force majeure events, the Company will use reasonable efforts to notify the client as soon as possible and, where feasible, assist in arranging suitable alternatives or securing credits or refunds in accordance with the supplier’s policies.
3. Any refunds, credits, or compensation remain strictly subject to the terms and conditions of the relevant third-party supplier, and the Company does not guarantee the availability, timing, or extent of such refunds.
4. The Company shall not be responsible for any additional costs, losses, or expenses incurred by the client because of such cancellations or changes, including but not limited to alternative travel arrangements, accommodation, or incidental expenses not originally included in the booking.
5. Any complaints or concerns must be submitted to the Company in writing via email, with sufficient detail to enable proper investigation. The Company will acknowledge and provide an initial response to such complaints within 48 hours of receipt. Where a complaint relates to the services of a third-party supplier, the Company may refer the client directly to the relevant supplier’s complaints portal or designated representative, and will, where reasonably possible, assist in facilitating communication between the parties.
6. For urgent or emergency matters arising during travel, clients may contact the Company via WhatsApp or email for prompt assistance. Clients are encouraged to raise any issues as soon as they arise to allow the Company or the relevant supplier an opportunity to resolve the matter in a timely manner.
7. In the event that a dispute cannot be resolved amicably, such dispute shall be governed by the laws of the Republic of South Africa and shall be resolved in accordance with Section N below.

Marketing Materials and Accuracy of Information
1. The Company makes use of marketing materials, descriptions, images, and information supplied by third-party service providers, including but not limited to accommodation establishments, tour operators, and activity providers. While the Company endeavours to ensure that all such information is accurate and up to date at the time of publication or communication, it does not warrant or guarantee the accuracy, completeness, or reliability of such materials.
2. Clients acknowledge that marketing content is often provided for illustrative and promotional purposes only, and that actual services, facilities, or experiences may differ from those depicted or described. Variations may occur due to factors such as maintenance, seasonal changes, upgrades, or operational adjustments by the supplier.
3. The Company shall not be held liable for any discrepancies between marketing materials and the actual services rendered. Clients are encouraged to request additional information or clarification where necessary prior to confirming a booking.
4. The Company reserves the right to correct any errors or omissions in quotations, bookings, or confirmations, including pricing errors, and shall notify the client as soon as reasonably possible.

Privacy and Data Protection
1. The Company is committed to protecting the privacy and personal information of its clients. Personal data will only be collected where necessary for the purpose of providing travel-related services, including but not limited to processing bookings, securing reservations with third-party suppliers, facilitating payments, and communicating with clients regarding their travel arrangements. All information collected will be used solely for these purposes and will be processed in a lawful and responsible manner.
2. The Company takes reasonable and appropriate measures to ensure that all payment transactions and personal data are handled securely and protected against unauthorized access, loss, or misuse. In the event of a data breach that may compromise a client’s personal information, the Company will notify affected clients as soon as reasonably possible and take appropriate steps to mitigate any potential harm.
3. Clients have the right to request access to their personal information held by the Company and may request correction or deletion of such data, subject to any legal or contractual obligations requiring its retention. The Company will not sell, trade, or otherwise share clients’ personal information with unrelated third parties. However, clients acknowledge that certain information may need to be shared with relevant third-party service providers strictly for the purpose of fulfilling travel bookings and related services.

Governing Law and Jurisdiction
1. These Terms and Conditions, and any agreements arising from them, shall be governed by and construed in accordance with the laws of the Republic of South Africa.
2. In the event of any dispute arising out of or in connection with these Terms and Conditions or any services provided by the Company, the parties shall first seek to resolve the matter amicably through good faith negotiations. If the dispute remains unresolved, the parties agree to refer the matter to mediation, conducted by a mutually agreed mediator. Should mediation fail to resolve the dispute, the matter shall be referred to arbitration in accordance with the applicable arbitration rules in South Africa, and the decision of the arbitrator shall be final and binding on the parties.
3. Only if arbitration is not pursued or is unenforceable, may either party refer the dispute to a court of competent jurisdiction within South Africa. Unless otherwise determined by the mediator, arbitrator, or court, each party shall bear its own legal costs; however, the Company reserves the right to recover legal fees and associated costs from the client where such costs arise due to the client’s breach of these Terms and Conditions or unlawful conduct.
4. The arbitration clause shall not apply to outstanding amounts due in respect of invoices rendered by the Company for services delivered. In this event, the Company may approach a competent court directly. The Client shall be held responsible for all costs associated with collection of any amount due to the Company on attorney-client scale.

Severability
1. If any provision of these Terms and Conditions is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, such provision shall be deemed severed from the remaining provisions. The validity, legality, and enforceability of the remaining provisions shall not be affected or impaired in any way and shall continue in full force and effect.
2. The parties agree that any invalid or unenforceable provision shall, where possible, be replaced with a valid provision that most closely reflects the original intent of the parties.

Taxes, Duties and International Price Variations
1. All prices quoted by the Company are based on prevailing rates, tariffs, taxes, and government-imposed charges at the time of quotation. Clients acknowledge that international travel arrangements may be subject to additional taxes, levies, duties, tourism fees, airport taxes, or other governmental or regulatory charges imposed by foreign jurisdictions, which may change without prior notice. Such charges are beyond the control of the Company and may result in adjustments to the final cost of the booking.
2. Where applicable, clients shall be responsible for any additional taxes or charges arising in the country of origin, transit, or destination, including those payable locally upon arrival or departure. The Company shall not be liable for any variations in price resulting from changes in tax legislation, exchange rate fluctuations, or the introduction of new taxes or fees by any relevant authority. Clients are advised that pricing for international travel is subject to change until full payment has been received and all services have been confirmed.

Entire Agreement
1. These Terms and Conditions, together with any written quotation, itinerary, booking confirmation, and correspondence issued by the Company, constitute the entire agreement between the Company and the client in respect of the services provided and supersede all prior discussions, communications, representations, or agreements, whether oral or written.
2. The client acknowledges that the Company acts solely as an intermediary between the client and independent third-party service providers, and that all services such as flights, accommodation, transport, tours, sporting events, and related activities are subject to the separate terms and conditions of those third parties. Accordingly, no representation, warranty, or undertaking made by any third-party supplier shall form part of this agreement between the Company and the client, unless expressly confirmed in writing by the Company.
3. The client further acknowledges that no agent, employee, or representative of the Company has authority to vary, amend, or waive any provision of this agreement unless such variation is reduced to writing and signed or formally confirmed by the Company. In the event of any inconsistency between these Terms and Conditions and any third-party supplier terms, the supplier’s terms shall prevail in respect of the services provided by that supplier.
4. This agreement is entered into on the basis that all travel arrangements involve independent third parties, and the Company’s role is limited to facilitation and coordination. The client accepts that reliance on third-party services is an inherent condition of the agreement and agrees that the Company shall not be bound by or liable for any obligations arising solely between the client and such third-party providers.