Welcome to Holiday Kenya Safaris. These Terms and Conditions govern your use of our services and our website (https://holidaykenyasafaris.com/). By booking a safari, tour, or accommodation with us, or by using our website, you agree to be bound by these Terms and Conditions. Please read them carefully before proceeding with any booking.
Holiday Kenya Safaris (hereinafter referred to as “we,” “us,” “our,” or “the Company”) is a registered tour operator specializing in East African safaris including Kenya, Tanzania, Uganda, and Zanzibar experiences.
2. Booking and Payment Policy
2.1 Booking Process
To confirm a booking for any of our safari packages (including Kenya safaris from Nairobi, Tanzania Zanzibar Safari, family safaris in East Africa, gorilla trekking Uganda, Kenya flying safari packages, Serengeti safari packages, or combined Kenya safari and Zanzibar family vacation packages), we require:
a) A completed and signed booking form b) A non-refundable deposit of 30% of the total safari cost c) Full payment of any gorilla or chimpanzee trekking permits (if applicable)
2.2 Payment Schedule
After the initial deposit, the payment schedule is as follows:
a) 60 days prior to arrival: An additional 30% of the total safari cost is due b) 30 days prior to arrival: The remaining balance (40%) must be paid in full
For bookings made less than 60 days before arrival, a 60% payment is required to confirm the booking, with the remaining balance due 30 days before arrival.
For bookings made less than 30 days before arrival, full payment is required at the time of booking.
2.3 Payment Methods
We accept the following payment methods:
- Credit/debit cards (Visa, MasterCard, American Express)
- Bank transfers
- PayPal (subject to a 4.5% transaction fee)
All payments should be made in US Dollars, unless otherwise specified and agreed upon in writing.
2.4 Price Guarantee
Once your booking is confirmed with a deposit, your safari price is guaranteed against any increase, except for:
- Government action or increases in park fees/taxes
- Currency fluctuations exceeding 5%
- Changes requested by the client to the original itinerary
3. Cancellation and Refund Policy
3.1 Cancellation by Client
Cancellation must be made in writing (email is acceptable) and will be effective on the date it is received by Holiday Kenya Safaris. The following cancellation fees apply:
a) More than 60 days before arrival: The 30% deposit is forfeited b) 59-45 days before arrival: 50% of the total safari cost is forfeited c) 44-30 days before arrival: 75% of the total safari cost is forfeited d) Less than 30 days before arrival or no-show: 100% of the total safari cost is forfeited
Special conditions apply for gorilla trekking permits:
- Gorilla permits are 100% non-refundable once purchased, regardless of the cancellation period
3.2 Cancellation by Holiday Kenya Safaris
We reserve the right to cancel any safari due to circumstances beyond our control, including but not limited to:
- Safety concerns
- Inadequate participation
- Force majeure events
In such cases, we will offer you the choice of: a) A full refund of all monies paid b) An alternative safari of comparable standard, if available c) A credit toward a future safari to be used within 18 months
We are not responsible for any incidental expenses that you may have incurred as a result of your booking, such as visas, vaccinations, non-refundable flights, or loss of enjoyment.
3.3 Safari Changes
We reserve the right to alter routes, schedules, itineraries, and accommodations due to:
- Weather conditions
- Safety concerns
- Political instability
- Other unforeseen circumstances
We will endeavor to provide services of equal or similar standard in such cases.
4. Travel Insurance
4.1 Mandatory Requirement
Comprehensive travel insurance is mandatory for all clients booking with Holiday Kenya Safaris. Your insurance policy must cover:
- Trip cancellation and interruption
- Medical expenses and emergency evacuation
- Lost, stolen, or damaged baggage and personal effects
- Personal liability
4.2 Proof of Insurance
You must provide proof of adequate insurance coverage at the time of final payment. We reserve the right to cancel your booking without refund if proof of adequate insurance is not provided.
5. Visa, Passport, and Health Requirements
5.1 Travel Documents
It is your responsibility to ensure that you have:
- A valid passport with at least six months validity beyond your return date
- Appropriate visas for all countries visited (Kenya, Tanzania, Uganda as applicable)
- Necessary health certificates and vaccinations
We are not liable for any issues arising from inadequate travel documentation.
5.2 Health Precautions
We recommend that you consult your physician or a travel health clinic regarding necessary vaccinations and health precautions for East Africa. Yellow fever vaccination is often required, particularly when traveling between East African countries.
6. Safari Conduct and Responsibilities
6.1 Client Responsibility
You agree to comply with all reasonable instructions from our tour guides and camp staff. This includes but is not limited to safety guidelines, national park rules, and campsite/lodge regulations.
When participating in gorilla trekking in Uganda or any wildlife viewing activities, you must adhere to specific guidelines designed to protect both you and the wildlife.
6.2 Right to Decline, Cancel or Remove
We reserve the right to decline, cancel, or remove any person from a safari before or during the trip if:
- Their health or physical condition is unsuitable for the safari
- Their behavior is disruptive, illegal, or compromises the safety and enjoyment of others
- They fail to observe the instructions of the tour guide or staff
In such cases, no refund will be provided, and any additional costs incurred (including repatriation expenses) will be the responsibility of the removed client.
6.3 Special Requirements
You must inform us at the time of booking of any medical conditions, disabilities, or special requirements. While we will make reasonable efforts to accommodate special needs, we cannot guarantee that all facilities will be accessible.
7. Liability and Responsibility
7.1 Limitation of Liability
While we take all reasonable steps to ensure your safety and enjoyment, safari activities involve inherent risks. By booking with Holiday Kenya Safaris, you acknowledge these risks.
Our liability for any damages (excluding personal injury or death) is limited to a maximum of the total price paid for your safari.
We are not liable for:
- Personal injury, illness, or death resulting from activities or events outside our direct control
- Loss or damage to personal property during the safari
- Changes to itineraries or delays caused by circumstances beyond our control
- Any services provided by third-party suppliers (including airlines, accommodations, transport providers)
7.2 Force Majeure
We cannot accept liability for any loss, damage, expense, delay, or inconvenience caused by:
- Weather conditions
- Civil unrest, strikes, or lockouts
- Natural disasters
- Technical or mechanical difficulties with transport
- Closure of airports or other transport hubs
- Industrial action
- Terrorist activity
- War or threat of war
- Pandemic or health emergencies
- Any other circumstances beyond our reasonable control
8. Photography and Marketing
8.1 Use of Images
By participating in our safaris, you grant us permission to use photographs or videos taken during your safari in which you may appear, for marketing and promotional purposes without compensation.
If you do not wish to be photographed or filmed, please notify your guide at the beginning of your safari.
8.2 Privacy Policy
We respect your privacy and will handle your personal information in accordance with our Privacy Policy, which can be found on our website. By booking with us, you consent to the collection and use of your information as described in our Privacy Policy.
9. Wildlife Viewing and Safari Expectations
9.1 Wildlife Sightings
While our experienced guides know the best locations for wildlife viewing, we cannot guarantee specific animal sightings on any safari. Wildlife is unpredictable, and sightings depend on numerous factors beyond our control, including seasonal migrations, weather conditions, and natural animal behavior.
9.2 Gorilla Trekking
For gorilla trekking in Uganda:
- Permits are subject to availability and must be purchased well in advance
- The duration and difficulty of treks vary considerably and cannot be predicted
- A reasonable level of fitness is required
- The minimum age for gorilla trekking is 15 years
- A maximum of one hour is permitted with gorilla families once located
- In rare cases, treks may not result in gorilla sightings despite best efforts
10. Complaints and Dispute Resolution
10.1 During Your Safari
If you have any complaints or concerns during your safari, please bring them to the immediate attention of your guide or our local representative. Many issues can be quickly resolved on the spot.
10.2 Post-Safari Complaints
Any unresolved complaints must be made in writing within 28 days of the completion of your safari. We will investigate and respond to your complaint within 30 days.
10.3 Dispute Resolution
In the event of any dispute arising out of or relating to these Terms and Conditions or your safari that cannot be resolved through negotiation, both parties agree to first try to resolve the dispute through mediation before resorting to arbitration or litigation.
11. Governing Law
These Terms and Conditions are governed by and construed in accordance with the laws of Kenya. You agree to submit to the exclusive jurisdiction of the Kenyan courts for the resolution of any disputes.
12. Updates to Terms and Conditions
We reserve the right to update or modify these Terms and Conditions at any time without prior notice. The latest version will always be available on our website. The Terms and Conditions in effect at the time of your booking will apply to your safari.
13. Contact Information
Holiday Kenya Safaris Physical Address: [Insert Physical Address] Postal Address: [Insert Postal Address] Phone: [Insert Phone Number] Email: info@holidaykenyasafaris.com Website: https://holidaykenyasafaris.com/
14. Acknowledgment
By making a booking with Holiday Kenya Safaris, you acknowledge that you have read, understood, and agreed to these Terms and Conditions.