OPERATIONAL TERMS AND CONDITIONS 

 

Last Updated: 08 Oct 2024 

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This is a binding document between Wildlife Adventure Safaris Limited (trading as: Wildlife Adventure Safaris), hereinafter referred to as “The Company” registered by the government of Uganda and other relevant bodies; and the Client, hereinafter referred to as, “Client”; and all bookings are subject to these terms and conditions.

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All communications between the Company and the Client in relation to the booking or enquiry shall be treated serious and confidential by both parties. Such communications shall be the ones addressed to us through our registered address contacts on our websites and/or stated on the booking form.

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Payments

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Payments shall not be made to individual person’s accounts, but only to our bank accounts, cash at the office, Mobile money accounts or any other stipulated accounts officially communicated to the Client.

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Payments shall be made in only Ugandan Shillings and US Dollars, unless otherwise agreed upon by both parties to pay in a different currency. 

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The term “Dollars” shall be used to mean the currency United States Dollars, whose abbreviation shall be USD; whereas the term “Shillings” shall be used to mean the currency Uganda Shillings whose abbreviation shall be UGX.  

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The Client shall meet all the charges accruing from funds transfers and all payments.

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All bookings must be made through our contact addresses or an authorised representative of the Company. At the time of booking the Company booking form must be completed and submitted together with a deposit of at least 40% of the total cost of the booking and clear the balance on the start of the activity, unless stated otherwise. This shall also depend on the time remaining to the start of the safari or the booked activity: In the event that the remaining time is 30 days and less, the Client shall be required to pay at least 75% of the total cost and clear the balance on the start of the activity.

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The Client shall be issued with a receipt of the deposit. The Company reserves the right to refuse a booking without giving any reason and shall in that event return any deposit received.

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A written booking form by either the Client or the Company does neither guarantee nor imply completed of the booking. No booking shall be completed until the Company issues a written notice or does such communication from our registered channels. 

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Special Requests and Restrictions

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All special requests, such as dietary requirements, should be noted at time of completion of the booking.

The Company will provide the service as set out in the itinerary and completed in writing, unless otherwise agreed upon by all parties involved in the travel itinerary, including but not limited to: The Company, the Client, the lodges/hotels and/ or other service providers in the line of operation.

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​Price Policy

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Wildlife Adventure Safaris shall inform the Client about the sudden unforeseen increase in the prices of determinant commodities like fuel, food or government taxes

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The Company is under no obligation to furnish a breakdown of the costs involved in a safari or any activity.

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The financial commitments offered above by the Company mean that the Company is not able to reduce the safari or activity prices should the value of the currency strengthen.

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The quoted rates are based on the current exchange rates and tariffs. Should there be an increase in the exchange rates or revision of the government and lodge tariffs, the budget of the safari shall be revised to suit the available prices.

 

Prices quoted at the time of booking shall not include the following fees, unless specifically mentioned in writing: 

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• Drinks, apart from the potable water and other drinks in the safari vehicle.

• Visa fees 

• International and/or domestic airfare tickets

• Guide tips

• Personal laundry

• Personal medical bills

• Fines and damages resulting from the misconduct of our Clients

• Supplementary Room Service

• Alterations to the itinerary, unless agreed upon by all parties

• Mountaineering and biking equipment

• Porter’s fees unless mentioned at the time of booking completion.

• Any other service as may be specified in the itinerary and budget at the booking time.

• Where there is an “Optional” activity in the itinerary, the Client will be billed directly in case they are interested in such activity. Otherwise, the Company or its representative shall guide on the best to do.

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​Cancellation Policy and Changes by the Company

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The Company reserves the right to make necessary changes to your safari or activity at any time, should there be need and the Client will be notified of any changes at the earliest possible opportunity. In such event, the Company shall give the Client the possible available opportunities, such as hotels, activities or other service.

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If a major change to your safari or activity is necessary, providing it does not arise from circumstances beyond the Company’s control, you as the Client may choose: (i) to accept the change of arrangements, (ii) to purchase another safari from us, or (iii) to cancel the safari or activity and a stipulated refund shall be made. However, if the Company’s cancellation is due to ‘force majeure’ (war, civil or political unrest, etc), any reasonable expenses incurred will be deducted from the Client’s refund. All refunds and compensation are strictly limited to monies paid to the Company and we are not liable for any other expenses incurred by the Client as a result of this booking. The safari will not be cancelled after the final payment is due unless we are forced to do so by force majeure.

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If the balance is not paid by the Client by the time specified, the Company will cancel the safari or any activity unless previously arranged and agreed upon by both parties in writing. In such event, there will be no refund done to the Client.

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Cancellation Policy and Changes by the Client

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The Client may cancel his/her safari or activity at any time providing he/she notifies the Company in writing; by email, registered WhatsApp numbers or a written notice. The following charges will be levied on any cancellation done by the Client; calculated on the day written notification is received by us and expressed as a percentage of the paid-up amount:

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• 50 weeks and more before the Adventure/event starts → 100% deposit refund

• 24-49 weeks before the Adventure/event starts               → 75% deposit refund

• 10-23 weeks before the Adventure/event starts                → 50% deposit refund

• 5-9 weeks before the Adventure/event starts                    → 25% deposit refund

• 4 or less weeks before the Adventure/event starts            → 0% deposit refund

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However, in case the Client cancels an Adventure or an event with important activities that are pre-booked by the Company; like Gorilla and Chimpanzee tracking, mountaineering, hotels/ lodges, etc, the Company will refund only the available monies after deducting the receipts of the paid-up funds for such activities. Receipts for these activities shall be availed to the Client

 

There will be no refund to the Client for unused portions of the itinerary caused by the Client. 

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Transfer of Booking

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Wildlife Adventure Safaris can easily transfer the booking of the Client to another Client, if it is on the request of the booking Client; provided it remains the same arrangement and other service providers like airlines, lodges, etc accept such changes.

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Company’s Responsibilities

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The representative of the Company shall brief the Client on the Dos and Don'ts of the country, general regulations of the protected areas, etc. But in the event that the representative has not mentioned the issue, it is incumbent to the Client to behave following the general accepted laws. The Company shall not pay any fines resulting from any misconduct of any Client.

 

The Company does not own or manage the aircrafts, accommodation, restaurants, boats and other facilities used in connection with the safaris/ activities arranged. While the Company has exercised care in selecting such service providers of travel, accommodation, restaurants and other facilities, the Company does not represent such service providers. Therefore, in the event that these service providers have not satisfied our Clients, we hold no responsibility for refund.

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The Company is not responsible if a Client suffers death, illness or injury as a result of any failure to perform or improper performance of any part of our contract with the Client where such failure is attributable to (i) the acts and/or omissions of any member of the party, or (ii) those of a third party not connected with the provision of the Client’s safari, or (iii) an event which neither the Company nor the service provider could have foreseen or prevented even with due care.

 

Should any Client suffer illness, injury or death through misadventure arising out of an activity, which does not form part of the safari the Company has arranged for the Client, the Company cannot accept liability. The Company will offer general assistance where appropriate.

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The Company regret that no refund will be made on unused tickets of the safari, any activity or other types of tickets, unless a refund can be obtained from the carrier or provider.

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It may be necessary for the Company to ask the client for certain personal information, if it is necessary to serve you better. Examples of this would be: dietary requirements, disability/medical, age or religious information etc. This information shall be kept confidential by the Company. More details can be found within the Privacy Policy.

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​Client’s Responsibilities

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The Client must follow the regulations, laws and rules of the country, places and people visited. It is incumbent on the Client to get well acquainted with such laws before visiting the places or such people. By booking a safari or any activity with the Company, the Client undertakes to behave in an orderly manner and not to disrupt the enjoyment of others nor to do anything to bring the reputation of the Company into disrepute. If the Client breaches this clause, the safari or activity may be terminated with immediate effect and the Company will have no further contractual obligation to the Client. The Company will be entitled to recover from the offending party and/or the person who signed the booking form compensation for any damages caused.

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The Client is responsible for arranging his/her own insurance, though an appropriate policy can be incorporated into his/her package. Details of all insurance policies held by each client must be provided on the booking form. Please ensure that the insurance cover applies to the specific activities booked and which are completed on the Completion Invoice.

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The Client must have a valid identification, travel document, visas and all necessary documentation for the countries they are visiting. The Company accepts no responsibility for any delay or expense should the Client’s documents not be in order.

 

The Client is responsible for checking-in for flights at the correct time and for presenting himself or herself to take up all pre-booked components of the safari. The Company cannot accept responsibility for Clients missing flights as a result of late check-ins and no credit or refunds will be given if the Client fails to take up any component of the safari. No credit of refunds will be given for lost, mislaid or destroyed travel documents.

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The Client should disclose the pre-existing medical conditions they may have during the signing of the booking form. The Company shall not be responsible in the event that the Client suffers severely due to undisclosed medical conditions. The Company shall however, try to evacuate the Client to the nearest medical facility should there be a severe emergency, but the Client is responsible for all the medical bills.

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All equipment and personal effects shall be at all times and in all circumstances at the owner’s risk. The Company cannot accept responsibility for any loss or damage or delay to your luggage or effects unless directly caused by the negligence of one of the Company’s representatives.

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The Company forbids smoking in any vehicle or any place close to people. Frequent stops can be arranged for those who desire to smoke. 

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​Waiver

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The Company will undertake to ensure the safety of the Client throughout the Client’s stay with our Company. However, aspects of each particular safari/activity may not be without an element of danger. Clients may be asked to sign a “Disclaimer Form” form before they begin their safari. This form is an understanding that all Clients need to exercise judgment and care at all times to ensure their own safety and that of their fellow tourists.

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​Disputes and Complaints

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Any dispute that may arise will be handed by the laws of the country or region of operation at the time when it has happened and both parties shall submit to the jurisdiction of the Courts of the government where the dispute has happened. Wildlife Adventure Safaris operates in Uganda and Rwanda; therefore, the disputes shall be settled in either Uganda or Rwanda only.

 

Any complaint by the Client should be raised not more than 14 days from the end of the safari or activity.

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Information

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All information given by the Company whether in writing or verbally is to the best of the Company’s knowledge and believed correct at the time given and is given in good faith. The booking conditions shall take precedence over any other warranty or condition that may have been given. 

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Vehicles

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We use hired vehicles that are regularly serviced and in good working condition. In case of any emergency like mechanical breakdown, our representative shall work hand-in-hand with the vehicle hiring office to work on the vehicle and proceed with the safari. In case the vehicle cannot be worked upon in the timeframe to continue with the journey, the Company will organise an alternative possible vehicle to accomplish the journey where applicable.

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Disclaimer

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The Company has made all reasonable efforts to check the accuracy of the information contained in our publications, but it cannot however, accept any responsibility for any errors or omissions that may appear in these publications.

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It is a privilege to see wildlife in their natural habitat. It is not a guarantee. Under no circumstances shall the Company or any of our representatives be held responsible for any wildlife mentioned in our itineraries but not actually present during the safari or such activity as a result of factors beyond our control; the accessibility of the wildlife mentioned in our itineraries is subject to such factors as game migrations, extreme weather conditions, inaccessibility, time limit, or any other restrictions.

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Entry permits to protected areas guarantee the Client access to these protected areas but not necessarily seeing wildlife. 

Wildlife Adventure Safaris is not liable and responsible for any direct, indirect, consequential or incidental damage, injury, death, loss, accident, delay or irregularity of any kind which may be suffered by the reason of any act of omission or error beyond the Company’s control, including but not limited to negligence or failure to act by the Client or third party service provider such as; airline, hotel, local site guide, restaurant, shopping store, government office, protected area officials, other tour operator or other.

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The Company is not responsible for any losses suffered by the Client as a result of natural calamities, God’s action, terrorism, kidnap, weather changes, lack of appropriate medical care, wildlife attacks, overbooking of accommodation, criminal activity, strikes, or any other eventualities beyond its control.

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Conclusion

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By signing up to our Adventure, the Client confirms that he/she has read and understood this general policy, and is bound to abide by it.

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