Terms & Conditions

Welcome to The Safari Gals ("Safari Gals", "we", "us", or "our"). By accessing or using our services, including booking tours and other travel-related services, you ("you" or "the client") agree to the following Terms and Conditions. Please read these terms carefully as they govern your relationship with Safari Gals. If you do not agree to these terms, please refrain from using our services.

1. Quotations and Bookings

All quotations include a summary of these terms and conditions. By proceeding with a booking, you accept these terms.

1.1 Booking Process: To secure a booking, clients must complete the reservation process via phone/email with one of our representatives. Bookings are subject to availability and confirmation.

1.2 Supplier Terms & Conditions: Guests must adhere to the terms of all third-party suppliers. These terms will be provided upon request.

1.3 Additional Conditions: Various service providers may impose special terms related to deposits, payments, and cancellations, which may vary over time. All reservations are subject to these additional terms.

1.4 Check-In/Check-Out Times: Standard check-in is 14:00 and check-out is 10:00 or 11:00 for most accommodations. Guests should plan accordingly when making travel arrangements.

1.5 Special Requests: Safari Gals will communicate special requests to suppliers, but fulfilment is at the supplier’s discretion and is not guaranteed. Confirmation that a special request has been noted or passed on to the supplier is not confirmation that the request will be met.

2. Payment

2.1 Deposit and Full Payment: A deposit of 50% is required at the time of booking, with the remaining balance due 30 days before the safari start date. If the full balance is not paid by the due date, Safari Gals reserves the right to cancel the booking and apply cancellation fees.

2.2 Payment Methods: Safari Gals accepts payments via:

   2.2.1 Credit Cards: Safari Gals accepts Visa, Mastercard, and Amex. A 2.5% fee applies for Visa and Mastercard payments, and a 3.5% fee applies for Amex.

   2.2.2 EFT Transfers: EFT payments are accepted. Bank details are provided at the time of booking confirmation.

3. Prices

3.1 Quotation Basis: All prices provided by The Safari Gals are based on current external supplier rates, such as airfares, taxes, fuel surcharges, accommodation, park and gate fees, and other services. These costs are subject to change and are beyond our control.

3.2 Advance Booking and Confirmation: Prices are only guaranteed once the booking has been confirmed and the deposit paid. Any changes requested after confirmation may result in price adjustments based on availability and changes to supplier rates.

3.3 Inclusions and Exclusions: The quoted prices include all the services outlined in the itinerary. Any additional services or upgrades requested that are not included in the original quotation will incur extra charges. These will be communicated and agreed upon in writing prior to confirmation.

4. Changes to Travel Dates

4.1 Requesting Changes: If you wish to make changes to your travel dates, The Safari Gals will do its utmost to accommodate your request, subject to availability and any applicable supplier terms.

4.2 Re-quoting of Fares: If your change in travel dates affects pricing (e.g., due to seasonal pricing, availability, or changes from suppliers), The Safari Gals will re-quote the cost of the new itinerary. Any price increases due to these changes will be the responsibility of the Client.

4.3 Timing of Changes: Changes to travel dates should be requested as soon as possible to allow for availability checks with suppliers. While we will make every effort to accommodate your request, there is no guarantee that changes can be made if the request is close to the departure date.

5. Cancellations and Refunds

5.1 Cancellation by the Client: Should you need to cancel your booking, please notify your agent immediately. Once we are informed, we will notify the relevant suppliers and process the cancellation according to their terms and conditions.

5.2 Cancellation by Safari Gals: Safari Gals reserves the right to cancel or reschedule a safari for reasons including, but not limited to, unforeseen weather conditions, safety concerns, or insufficient participant numbers.

5.3 Cancellation Fees: Cancellations may incur charges based on the policies of the individual suppliers. These charges may include a percentage of the total cost of the trip and are subject to the terms outlined by the supplier at the time of booking. The Safari Gals will inform you of these charges once the cancellation is confirmed by the suppliers.

5.4 Refunds: In the event of a cancellation, any refunds will be issued only after the relevant suppliers have processed and approved them. Refunds are typically subject to the airline, hotel, or tour operator's policy, and in some cases, they may not be refundable.

6. Unscheduled Extensions

6.1 Responsibility for Additional Expenses: Any additional expenses incurred as a result of unscheduled extensions, such as accommodation, meals, transport, or cancellations due to flight delays, bad weather, strikes, or other circumstances beyond the control of The Safari Gals, will be for the client's account.

6.2 Alternative Arrangements: In some cases, alternative accommodations or services may be provided if your scheduled services are interrupted, but these may not necessarily be of the same standard as originally booked.

7. Travel Documents and Visas

7.1 Travel Documents: All guests are responsible for ensuring that their travel documents are accurate and up-to-date. This includes passports, visas, vouchers, and airline tickets. Safari Gals is not responsible for verifying or obtaining documents on behalf of guests.

7.2 Passports: Passports must be valid for at least six months beyond your intended length of stay. For travellers visiting Southern Africa, at least two consecutive blank pages per country visited are required. Passengers without the necessary pages may be prevented from boarding or risk deportation upon arrival.

7.3 Visa Requirements: Visa requirements vary depending on your nationality and destination. Please ensure you have the correct visas for all countries on your itinerary. Safari Gals is not liable for any delays or costs incurred due to visa issues.

7.4 Traveling with Children: If travelling with children, guests must carry original or certified copies of unabridged birth certificates. For children travelling without both parents, a letter of consent from the absent parent, certified by a police authority, is required.

7.5 Important Booking Reminder: We cannot make flight bookings without clear passport copies. These should be provided as soon as you are ready to confirm your booking to avoid delays.

8. Travel Insurance

8.1 Insurance Requirements: Safari Gals recommends that all clients obtain comprehensive travel insurance to cover cancellations, medical emergencies, trip interruption, loss of personal belongings, and other risks associated with travel.

8.2 Documentation: Please ensure that your insurance policy is fully documented and accessible while travelling. A copy should be provided to us upon request, as well as kept on hand during your trip.

8.3 Disclaimer: The Safari Gals does not act as an insurance provider and is not responsible for any claims, losses, or damages arising from issues that could be covered under your travel insurance policy. It is your responsibility to arrange for appropriate insurance coverage before your departure.

9. Health and Safety

9.1 Medical Precautions: Certain areas covered by your itinerary may present a higher risk of malaria, yellow fever, and other tropical diseases. It is strongly recommended that you consult with a medical practitioner prior to departure to discuss the necessary vaccinations and preventative measures for your travel.

9.2 Health Conditions: If you have any pre-existing medical conditions or concerns, please inform us and the relevant service providers in advance so that we can ensure appropriate arrangements are made.

9.3 Safety: Safari Gals ensures compliance with all safety standards and regulations. Clients must follow all instructions given by the safari guide or any third-party providers during the safari to ensure their safety.

9.4 Medical Assistance: In case of medical emergencies, Safari Gals will assist with emergency services, but any associated costs will be the responsibility of the client.

10. Flight and Other Travel Timings

10.1 Local Flights: For domestic flights, guests should check in at least 1.5 hours prior to departure.

10.2 International Flights: For international flights, check-in is required at least 2.5 hours before departure.

10.3 Travel Timings: Flight timings are provided by airlines and are subject to Air Traffic Control restrictions. All means of transportation are subject to weather conditions, the need for constant maintenance, and the ability of passengers to check-in on time. There is no guarantee that flights, ferries, ships, trains, or coaches will depart at the times stated in any itinerary or tickets which you receive. All timings are estimates only, and we do not accept any liability for any delay, however arising, or for any schedule alterations.

11. Airline refund procedures

11.1 Refund Process: Airline refund policies vary significantly across carriers. Should you cancel your flight, Safari Gals will submit a refund request to the airline on your behalf. Any refund issued will be returned to you once received from the airline, minus any applicable cancellation or administrative fees.

11.2 Partial Refunds: For partially used tickets, refunds may be processed at a lower-than-pro-rata rate, based on the airline’s assessment of the remaining travel value.

11.3 Processing Time: While we endeavour to expedite refund requests, please be aware that processing times for airline refunds can take up to 12 weeks or more. Safari Gals cannot guarantee specific timelines for refunds as they depend on the airline's internal processes.

12. Force Majeure

12.1 Definition and Scope: In the context of these booking conditions, "force majeure" refers to events or circumstances beyond the control of Safari Gals or any suppliers involved in your travel arrangements. This includes but is not limited to, acts of nature (such as hurricanes, floods, and earthquakes), epidemics or pandemics (e.g., SARS, COVID-19), war or threats of war, civil unrest, terrorist activity or the threat thereof, industrial disputes, strikes, and governmental or regulatory actions.

12.2 Impact on Itinerary and Services: In the event of a force majeure occurrence, Safari Gals and its suppliers may be unable to deliver certain services as planned. Delays, alterations, or cancellations of services may be necessary for the safety and welfare of our guests and staff. While Safari Gals will make every reasonable effort to minimize the impact of such events, we cannot be held liable for any resulting delays, changes, or additional costs.

12.3 Client Responsibility: Any costs incurred due to force majeure events, including extra accommodation, meal expenses, alternative transport, or medical expenses, are the responsibility of the traveller. We strongly recommend comprehensive travel insurance that covers force majeure events to safeguard your investment and provide additional support should unforeseen circumstances arise.

13. Limitation of Liability

13.1 Role as Service Provider: Safari Gals acts as an intermediary between you and the travel suppliers (e.g., hotels, airlines, safari operators). As such, we facilitate bookings but are not the direct provider of your travel services. While we endeavour to ensure that each component of your itinerary meets the highest standards, Safari Gals does not accept liability for the performance, non-performance, or actions of third-party suppliers.

13.2 Scope of Liability: Safari Gals shall not be held responsible for any loss, damage, injury, accident, delay, inconvenience, or expense, regardless of how it arises, whether caused by the negligence or omission of Safari Gals, third-party suppliers, or other involved parties. By proceeding with a booking, clients acknowledge and accept all risks associated with travel and agree that Safari Gals shall not be liable for any incidental or consequential damages, including but not limited to, lost travel time or additional costs incurred due to changes, delays, or cancellations.

13.3 Claims and Complaints: Any claims for loss, injury, or damages resulting from the gross negligence of Safari Gals must be submitted in writing within 30 days of the tour’s conclusion. Under no circumstances will Safari Gals be liable for any indirect or consequential loss or damages, nor will we entertain claims submitted outside of the specified 30-day period.

13.4 Legal Fees: In the event of any legal dispute or claim, the client agrees to bear all associated legal fees on an attorney-and-own-client scale if Safari Gals is required to engage a lawyer to enforce its rights or address a client claim.

14. Disputes

14.1 Governing Law: Any disputes, claims, or disagreements arising from or related to your travel arrangements and agreements with Safari Gals will be governed by and interpreted in accordance with the laws of South Africa.

14.2 Jurisdiction: The client consents to the exclusive jurisdiction of the South African Magistrate’s Court for the resolution of any legal disputes, regardless of the amount in dispute.

14.3 Dispute Resolution Process: We encourage clients to first reach out to Safari Gals in the event of any disputes or dissatisfaction to allow us to address and resolve the matter amicably. Open communication is our priority, and we are committed to assisting clients with any questions or concerns.

15. Confidentiality

15.1 Privacy of Client Information: Safari Gals is committed to protecting the privacy and confidentiality of all personal and booking information provided by clients. All client data, including contact information, payment details, and travel preferences, will be handled with strict confidentiality and in accordance with our Privacy Policy.

15.2 Agent Information: Safari Gals will also treat any information provided by travel agents or third parties with the same level of confidentiality, ensuring that details shared for the purpose of facilitating bookings and providing services are securely stored and accessed only by authorized personnel.

15.3 Access to Privacy Policy: For full details on how we manage, store, and protect personal information, clients may request a copy of our Privacy Policy at any time or access it directly on our website.

16. The Client and Authority

16.1 Authority to Act on Behalf of Others: By requesting quotations, making bookings, or requesting services, the person doing so (the "Client") affirms that they have the legal authority to act on behalf of any other individuals named in the booking. This includes having the necessary authority to enter into agreements and accept terms and conditions on behalf of all persons listed in the booking or request.

16.2 Acknowledgement of Terms: The Client confirms that they have read, understood, and agreed to these terms and conditions. Furthermore, the Client acknowledges that they are responsible for ensuring that any persons included in the booking are made aware of and accept these terms and conditions, including any special requirements or restrictions related to the booking, travel documents, or medical needs.

16.3 Liability for Accuracy of Information: The Client assumes full responsibility for providing accurate details for all individuals included in the booking, including but not limited to travel dates, personal information, passport details, special requests, and health requirements. Any inaccuracies or omissions may result in delays, penalties, or additional charges, which the Client agrees to bear.