Terms And Conditions

1. JURISDICTION AND SUPPLIER CONDITIONS

Legal Framework

• AADVARK AFRICA SAFARIS operates under the jurisdiction of the Republic of Kenya
• All agreements are governed by Kenyan law and subject to Kenyan court jurisdiction
• Disputes shall be resolved through Kenyan legal processes or designated arbitration

Third-Party Supplier Relationships

• We act as intermediary between clients and service providers including:
  • Accommodation providers (hotels, lodges, camps)
  • Transportation companies (airlines, ground transport)
  • Activity operators (tour guides, excursion providers)
  • Equipment suppliers

Supplier Terms Integration

• Each supplier maintains independent terms and conditions
• Clients are bound by both our terms and supplier-specific conditions
• Supplier terms may include additional restrictions, fees, or requirements
• Clients must familiarize themselves with all applicable terms before travel

Liability Limitations

• AADVARK AFRICA SAFARIS is not liable for supplier-related issues
• Direct resolution required between clients and respective suppliers
• We provide assistance but cannot guarantee specific outcomes
• Force majeure events may necessitate arrangement modifications

2. ACKNOWLEDGEMENT OF RISK AND BEHAVIOR

Inherent Travel Risks Travel involves unavoidable risks including but not limited to:

• Natural hazards (weather, terrain, wildlife encounters)
• Health risks (altitude, tropical diseases, food/water safety)
• Transportation risks (mechanical failure, accidents)
• Political and social instability
• Cultural misunderstandings

Client Responsibilities

• Conduct themselves respectfully toward staff, other guests, and local communities
• Follow all safety instructions and guidelines provided
• Comply with local laws, customs, and regulations
• Respect wildlife viewing protocols and environmental guidelines
• Maintain appropriate behavior in cultural and religious sites

Activity-Specific Risks

• Wildlife safaris involve proximity to potentially dangerous animals
• Adventure activities carry inherent physical risks
• Remote locations may limit emergency response capabilities
• Weather conditions can change rapidly affecting safety

Risk Assumption By booking with us, clients acknowledge and accept these risks and agree to participate at their own discretion and responsibility.

3. PRICING AND ACCURACY

Price Determination Factors Quoted prices are based on:

• Current exchange rates at time of booking
• Seasonal availability and demand
• Government taxes and fees
• Supplier tariffs and fuel surcharges
• Group size and accommodation category

Price Variation Factors Prices may change due to:

• Currency fluctuation (for international bookings)
• Government tax or fee adjustments
• Supplier rate modifications
• Fuel surcharge implementations
• Force majeure event impacts

Additional Costs The following are typically not included and remain client responsibility:

• International flights (unless specified)
• Travel insurance
• Visa and passport fees
• Personal purchases and souvenirs
• Optional activities not in itinerary
• Gratuities for guides and staff
• Medical expenses and medications
• Alcoholic beverages (where not included)

Price Guarantee Policy

• Prices are guaranteed only upon full payment receipt
• Partial payment bookings remain subject to price adjustments
• Significant increases (>10%) allow client cancellation with full refund
• Minor adjustments (<5%) are absorbed by the company when possible

4. BOOKING AND PAYMENT PROCEDURES

Reservation Process

1. Initial inquiry and quote provision
2. Deposit payment to secure booking
3. Booking confirmation issuance
4. Final payment completion
5. Travel document distribution

Deposit Requirements

• Standard deposit: 30% of total package cost
• Peak season bookings: 40% of total cost
• Last-minute bookings (<30 days): 50% of total cost
• Group bookings (>6 people): 25% of total cost

Payment Schedule

• Deposit: Upon booking confirmation
• Final payment: 45 days before departure
• Late bookings: Full payment within 48 hours
• Payment plans available for bookings >$5,000

Accepted Payment Methods

• International bank transfers (preferred)
• Major credit cards (Visa, MasterCard, American Express)
• PayPal (with applicable fees)
• Certified checks (with 10-day clearance period)

Payment Processing

• All transactions processed in USD unless otherwise specified
• Credit card fees (3.5%) apply to card payments
• Wire transfer fees borne by client
• Payment confirmation triggers final booking activation

5. TRAVEL CREDITS AND VOUCHERS

Issuance Criteria Travel credits may be issued for:

• Company-initiated cancellations
• Significant service downgrades
• Weather-related cancellations (at company discretion)
• Customer service recovery situations

Credit Terms and Conditions

• Validity: 24 months from issue date
• Transferability: Non-transferable, original booker only
• Value: Full monetary value retained
• Usage: Applicable to future AADVARK AFRICA SAFARIS bookings only
• Combination: May be combined with new payments for higher-value bookings

Credit Redemption Process

1. Present credit certificate during new booking
2. Credit value applied to new booking total
3. Additional payment required if booking exceeds credit value
4. Remaining credit balance issued as new certificate if booking is less than credit value

Limitations and Restrictions

• No cash redemption available
• Credits expire if unused within validity period
• No extensions granted except in exceptional circumstances
• Credits cannot be applied retroactively to existing bookings

6. SPECIAL REQUESTS AND ACCOMMODATIONS

Types of Special Requests

• Dietary requirements (vegetarian, vegan, religious, allergy-related)
• Physical accessibility needs
• Room preferences (twin beds, ground floor, quiet location)
• Cultural or religious observances
• Anniversary or celebration arrangements

Request Submission Process

• Submit all requests in writing at time of booking
• Provide detailed requirements and medical documentation if applicable
• Allow minimum 30 days advance notice for complex requests
• Confirm feasibility before finalizing booking

Fulfillment Commitment

• Best efforts made to accommodate all reasonable requests
• Confirmation not guaranteed due to supplier limitations
• Alternative solutions offered when primary request unavailable
• Additional costs clearly communicated before implementation

Special Needs Support

• Mobility assistance coordination
• Dietary restriction communication to all suppliers
• Medical equipment transportation arrangement
• Companion care arrangements when needed

7. HEALTH, FITNESS AND MEDICAL REQUIREMENTS

Pre-Travel Health Assessment Clients must evaluate their ability to participate in planned activities considering:

• Physical fitness requirements for walking safaris, hiking
• Altitude considerations for highland destinations
• Climate adaptation needs
• Existing medical conditions and medication requirements

Required Medical Disclosures Clients must inform us of:

• Chronic medical conditions requiring ongoing treatment
• Physical limitations affecting activity participation
• Medication requirements and storage needs
• Previous serious medical episodes during travel
• Pregnancy or recent major surgery

Vaccination and Health Precautions

• Yellow fever vaccination required for entry to Kenya
• Malaria prophylaxis recommended for safari areas
• Routine vaccinations should be up-to-date
• Consult travel medicine specialist 6-8 weeks before departure
• Medical clearance may be required for certain activities

Age Considerations

• Minimum age restrictions apply to certain activities
• Children under 12 require special safety considerations
• Senior travelers (65+) encouraged to undergo fitness assessment
• Family-friendly alternatives available for age-inappropriate activities

Medical Support During Travel

• First aid trained guides accompany all groups
• Medical evacuation insurance strongly recommended
• Nearest medical facilities identified for all destinations
• Emergency communication protocols established

8. TRAVEL DOCUMENTATION REQUIREMENTS

Passport Requirements

• Valid passport required for all international travelers
• Minimum 6 months validity beyond intended departure date
• Minimum 2 blank visa pages required for entry stamps
• Damaged passports may be rejected by immigration authorities

Visa Requirements

• Tourist visa required for most nationalities entering Kenya
• e-Visa system available for advance application
• Visa-on-arrival available at designated entry points
• Processing time varies by nationality and application method

Additional Documentation

• Return or onward travel tickets may be required
• Proof of accommodation booking
• Yellow fever vaccination certificate (mandatory)
• Travel insurance documentation (recommended)
• Parental consent letters for minors traveling without both parents

Client Responsibility

• Verify current requirements with relevant embassies
• Allow sufficient time for document processing
• Ensure all documents are valid throughout travel period
• Carry photocopies of important documents separately

Company Support

• General guidance provided based on client nationality
• Specific requirements must be verified independently
• Document verification not provided by company
• No liability accepted for incorrect or incomplete documentation

9. INSURANCE REQUIREMENTS

Mandatory Coverage While not legally required, we strongly recommend comprehensive travel insurance covering:

• Medical expenses and emergency treatment
• Medical evacuation and repatriation
• Trip cancellation and interruption
• Baggage loss and delay
• Personal liability coverage

Policy Considerations

• Pre-existing medical condition coverage
• Adventure sports and safari activity inclusion
• Geographic coverage including all destination countries
• 24/7 emergency assistance services
• Coverage validity for entire travel period

Insurance Procurement

• Purchase from reputable international insurance providers
• Compare policies for best coverage and value
• Read policy terms carefully before purchase
• Carry insurance documents and emergency contact numbers
• Understand claim procedures before departure

10. COMPLAINTS AND PROBLEM RESOLUTION

Immediate Issue Resolution

• Report problems immediately to tour guide or local representative
• Document issues with photos and written notes
• Request immediate corrective action when possible
• Maintain records of all communications

Formal Complaint Process

1. During Travel: Contact local representative immediately
2. Post-Travel: Submit written complaint within 30 days
3. Investigation: Company investigates within 14 days
4. Resolution: Response provided within 21 days of receipt

Required Documentation

• Detailed description of the issue
• Dates, times, and locations of incidents
• Names of staff or suppliers involved
• Supporting evidence (photos, receipts, witness statements)
• Preferred resolution outcome

Resolution Options

• Service recovery during travel when possible
• Financial compensation for documented losses
• Future travel credits for service failures
• Partial refunds for unused services
• Formal apology and service improvements

Escalation Process

• Unresolved complaints may be escalated to senior management
• Mediation services available through tourism authorities
• Legal action as final resort under Kenyan jurisdiction

11. CLIENT CONDUCT AND BEHAVIOR STANDARDS

Expected Behavior Standards Clients are expected to:

• Treat all staff, guides, and local communities with respect
• Follow safety instructions and guidelines at all times
• Respect local customs, traditions, and cultural sensitivities
• Maintain appropriate behavior in hotels, restaurants, and public spaces
• Comply with wildlife viewing ethics and environmental guidelines

Prohibited Behaviors

• Harassment or discrimination of any kind
• Excessive alcohol consumption affecting group activities
• Illegal drug use or possession
• Damage to property or environment
• Interference with wildlife or natural habitats
• Photography violations at cultural or religious sites

Consequences of Misconduct

• Verbal warning for minor infractions
• Written warning with documented incidents
• Removal from specific activities for safety violations
• Termination of services for serious misconduct
• No refund provided for terminated services

Group Dynamics

• Consider impact of behavior on other group members
• Participate constructively in group activities
• Communicate concerns appropriately to guides or management
• Assist fellow travelers when reasonable and safe

12. OPTIONAL EXCURSIONS AND ACTIVITIES

Activity Categories

• Cultural experiences (village visits, traditional performances)
• Adventure activities (hot air ballooning, walking safaris)
• Extended game drives and specialized wildlife viewing
• Photography workshops and specialized tours
• Wellness and relaxation activities

Booking and Payment

• Optional activities may be booked in advance or during travel
• Payment required before participation
• Cancellation policies vary by activity and supplier
• Group discounts may apply for minimum participation levels

Safety and Requirements

• Age, fitness, and health restrictions may apply
• Safety briefings mandatory before participation
• Professional guides and equipment provided
• Insurance coverage recommended for adventure activities

Third-Party Operations

• Many optional activities operated by local suppliers
• Supplier terms and conditions apply
• Quality standards maintained through supplier partnerships
• Direct resolution required for supplier-related issues

13. BOOKING CONDITIONS AND ACCEPTANCE

Contract Formation

• Booking becomes binding upon deposit payment receipt
• Contract terms include these conditions plus supplier terms
• Modifications require written agreement from both parties
• Electronic confirmations constitute valid contracts

Client Acknowledgments By booking, clients confirm they have:

• Read and understood all terms and conditions
• Provided accurate information in booking forms
• Verified travel document requirements
• Obtained necessary medical clearances
• Secured appropriate travel insurance

Booking Modifications

• Written notice required for all change requests
• Subject to availability and supplier terms
• Administrative fees may apply
• Price adjustments based on new arrangements

14. CLIENT-INITIATED CHANGES AND CANCELLATIONS

Change Request Procedures

• Submit requests in writing with detailed requirements
• Allow minimum 48 hours for processing simple changes
• Complex changes may require 7-14 days processing
• Confirmation required before changes take effect

Amendment Fees

• Administrative fee: $50 per booking change
• Supplier fees passed through at cost
• Name changes treated as cancellation/new booking
• Multiple changes may incur accumulated fees

Cancellation Policy

• 45+ days before departure: 25% of total cost
• 30-44 days before departure: 50% of total cost
• 15-29 days before departure: 75% of total cost
• Less than 15 days: 100% of total cost (no refund)

Cancellation Procedures

1. Submit written cancellation notice
2. Cancellation effective upon receipt acknowledgment
3. Refund calculations based on receipt date
4. Processing time: 14-21 business days
5. Refunds issued via original payment method

Travel Insurance Claims

• Insurance may cover cancellation fees for covered reasons
• Clients responsible for filing claims directly with insurers
• Company provides supporting documentation as needed
• No guarantee of insurance claim acceptance

15. SERVICE DELAYS AND MISSED ARRANGEMENTS

Force Majeure Events Events beyond company control include:

• Weather conditions affecting transportation or safety
• Natural disasters and geological events
• Political instability or civil unrest
• Strikes and labor disputes
• Mechanical failures and technical issues
• Government restrictions or regulatory changes

Company Response Protocols

• Immediate assessment of situation and safety implications
• Communication with clients about delays and alternatives
• Rebooking and rearrangement of affected services
• Provision of temporary accommodation and meals when necessary
• Regular updates until normal operations resume

Client Responsibilities

• Maintain flexibility and understanding during disruptions
• Follow guidance from company representatives
• Keep important documents and medications accessible
• Monitor communications for updates and instructions
• Cooperate with alternative arrangements

Compensation Limitations

• No compensation for delays due to force majeure events
• Actual additional costs may be client responsibility
• Travel insurance recommended for coverage of delay-related expenses
• Company liability limited to rebooking and alternative arrangements

16. COMPANY-INITIATED CHANGES AND CANCELLATIONS

Reasons for Changes

• Insufficient booking numbers for group departures (minimum 4 clients)
• Supplier service unavailability or quality issues
• Safety concerns in destination areas
• Force majeure events affecting operations
• Regulatory or political restrictions

Client Notification

• Immediate notification of significant changes
• Minimum 30 days notice for non-emergency changes
• Alternative options presented with comparable value
• Full explanation of reasons for changes

Client Rights and Options

• Accept alternative arrangements at no additional cost
• Upgrade to superior arrangements (pay difference)
• Cancel booking with full refund
• Transfer booking to alternative date (subject to availability)

Compensation Policy

• No additional compensation for changes due to external factors
• Goodwill gestures may be offered for company-originated issues
• Full refund provided for cancellations within company control
• Future travel credits offered as alternative to refunds

17. FORCE MAJEURE EVENTS

Definition and Scope Force majeure events are extraordinary circumstances beyond reasonable control, including:

• Natural disasters (earthquakes, floods, volcanic activity)
• Severe weather conditions affecting travel safety
• War, terrorism, or civil unrest
• Government actions restricting travel
• Pandemic or epidemic situations
• Industry-wide strikes or transportation failures

Impact on Services

• Services may be modified, delayed, or cancelled
• Alternative arrangements provided when possible
• Safety considerations take precedence over commercial interests
• Recovery time varies based on event severity and location

Financial Implications

• No refunds for force majeure-related changes
• Additional costs may be client responsibility
• Travel insurance recommended for protection
• Future travel credits offered when appropriate

Communication During Events

• Regular updates provided through available channels
• Emergency contact numbers maintained
• Local assistance coordinated when possible
• Post-event follow-up and rebooking assistance

18. CUSTOMER SUPPORT AND ASSISTANCE

Pre-Travel Support

• Booking assistance and itinerary planning
• Travel documentation guidance
• Packing lists and preparation advice
• Special request coordination
• Pre-departure briefings and information sessions

During-Travel Support

• 24/7 emergency contact availability
• Local representative assistance
• Problem resolution and alternative arrangements
• Communication with families in emergencies
• Medical and evacuation coordination if needed

Post-Travel Follow-Up

• Feedback collection and service evaluation
• Issue resolution for post-travel concerns
• Assistance with insurance claims and documentation
• Future travel planning and recommendations
• Loyalty program enrollment and benefits

Contact Methods

• Emergency hotline: Available 24/7 during travel
• Email support: Response within 24 hours
• WhatsApp messaging for quick communications
• Local office visits during business hours
• Website chat support for general inquiries

19. LIMITATION OF LIABILITY

Scope of Company Liability AADVARK AFRICA SAFARIS liability is limited to:

• Direct financial losses due to company negligence
• Maximum liability not exceeding total booking value
• Services directly provided by company employees
• Documented losses with appropriate evidence

Excluded Liabilities The company is not liable for:

• Third-party supplier actions or failures
• Force majeure events and their consequences
• Client failure to follow safety instructions
• Pre-existing medical conditions and related issues
• Indirect, consequential, or punitive damages
• Lost profits or business opportunities

Client Risk Assumption Clients acknowledge and assume risks related to:

• Adventure and outdoor activities
• Travel to developing countries
• Wildlife encounters and natural hazards
• Cultural differences and misunderstandings
• Transportation risks and delays

Insurance Recommendations

• Comprehensive travel insurance strongly recommended
• Adventure activity coverage for optional activities
• Medical evacuation coverage for remote areas
• Trip cancellation coverage for personal reasons
• Personal liability coverage for third-party claims