TERMS AND CONDITIONS
The terms and conditions set out below form the basis of the contract between EXPLORATIONS and the client/participant and those on whose behalf the client/participant has signed for on the booking form.
Electronically submitted booking forms are deemed to have been signed by the person/s submitting the booking form.
1) Bookings:
Safari/tour reservations are only accepted and confirmed on condition that clients/participants:
- Have their own comprehensive travel insurance which covers cancellation costs, personal accidents and medical assistance,
- Have returned the completed booking form and;
- Have paid the agreed deposit as stated in the safari itinerary. (If the booking is made within 3 months of the safari departure date, then full payment is required.)
A booking form should be filled in electronically and emailed to the EXPLORATIONS office. A booking is accepted and becomes definite only from the date that EXPLORATIONS has confirmed acceptance in writing. At this point a contract between EXPLORATIONS and the client/participant comes into existence.
US$300 of the deposit is non-refundable if cancellation is more than 6 months before the tour date. The entire deposit is non-refundable if cancellation is within 6 months of the tour date.
EXPLORATIONS reserves the right to decline any booking at its discretion.
2). Safari Fees & Payment:
Payment of the balance of the safari fee is due 90 days before departure. An invoice will be issued to you when full payment is due. The price of the safari is included in the safari itinerary, as well as a list of inclusions and exclusions.
The safari price is subject to major currency fluctuations and other significant events beyond the control of EXPLORATIONS (e.g. government charges, fuel costs and hotel charges, major increases in park fees) and we reserve the right to modify the safari price, within reason, at any time until full payment has been received. If the cost has to be increased by more than 10%, you have the right to cancel without incurring cancellation charges as long as you notify EXPLORATIONS within 7 days of the increase announcement. To date, it has not been necessary for EXPLORATIONS to exercise this right to modify the safari price.
A single supplement described in the safari itinerary will be charged if you wish to have single accommodation. This single supplement is based on the estimated actual cost of a single room for the duration of the safari or the requested nights on the safari. In some cases, single rooms might be of inferior quality to double rooms and this would have been taken into consideration in the calculation of the single supplement.
3) Air Ticketing
EXPLORATIONS is not an airline ticketing agency, and we do not book international flights for our clients. However, we can advise you on flights, routes and airlines, and we can assist with regional flight bookings, working through a registered local travel agent. EXPLORATIONS will not be liable for any losses or extra expenses incurred as a result of problems with international and regional flights, booked independently by clients and our standard refund clauses will apply.
We can assist you by making airport transfers, hotel and other requested bookings for you before or after the safari. Please advise us of your requirements well in advance of the safari.
IMPORTANT: PLEASE DO NOT book your international flights until you have consulted the EXPLORATIONS office for confirmation of the safari. Due to some safaris taking place in remote locations, we advise booking your international flights to arrive one day ahead of the safari and to depart one day after the safari ends. Please contact us for further information.
4) Cancellations and Refunds:
If a reservation is canceled, cancellation fees will be due and payable, according to the following:
- If notice of cancellation is received by EXPLORATIONS more than 6 months before departure, the deposit less US$300, is refundable.
- If notice of cancellation is received between 6 and 3 months of departure, the deposit is non-refundable.
- If notice of cancellation is received within 3 months of departure, the full amount is due and payable, even if you have not yet paid in full.
If, for any reason, EXPLORATIONS finds it necessary to cancel a tour, a full refund will be paid to the client.
It is essential and non-negotiable that clients take out comprehensive travel insurance upon booking, to cover any financial losses due to cancellation.
5) Travel Conditions:
All travel arrangements such as charter or regional flight bookings, hotel accommodation, catering and ground transport made by EXPLORATIONS are subject to booking and service conditions of the service providers.
A lot of our safaris are undertaken in developing countries, some of which may have limited travel and tourism infrastructure. Henceforth, there will be times when general travel conditions and standards will not match international standards with regard to roads, vehicles, accommodations, meals and service levels. Unpredictable events and inadequacies may occur from time to time and this must be accepted as normal when traveling in developing countries. EXPLORATIONS will make every reasonable effort to ensure the safari runs as smoothly as possible. EXPLORATIONS is not liable for any damage, losses and expenses suffered by any client as a result of any circumstances beyond our control.
The client/participant is responsible for obtaining the necessary visas, travel vaccinations and health certificates required by the countries visited on safari. EXPLORATIONS will assist in any way possible in obtaining visas and we are happy to offer advice. EXPLORATIONS will not be liable for losses or extra costs incurred if the valid documentation is not obtained or is incorrect. Clients/participants are responsible for bringing any personal medication that may be needed by them whilst on safari.
6) Liability:
EXPLORATIONS will take all reasonable steps to ensure that our safaris are properly arranged and professionally conducted. We will also take all reasonable steps to ensure that the airlines, vehicle operators, travel agents, hotels, restaurants, guides and other agents and suppliers that are used during the safari are reputable and of a high standard. A lot of our safaris will take place in remote and wild areas which may, from time to time, give rise to potentially hazardous and unpredictable circumstances. EXPLORATIONS will make every reasonable effort to ensure that you are aware of the inherent risk of traveling to these destinations, but accept no liability.
EXPLORATIONS accepts no liability in respect of death, injury, loss or damage to person or property arising out of any act, omission or negligence of any of the suppliers, or the supplier’s employees that are used during a safari. EXPLORATIONS shall, in no circumstances, be deemed to be the agent of the participant or of the supplier of any service.
EXPLORATIONS shall not be liable for any damages, losses and expenses suffered by any client/participant as a result of sickness, quarantine, weather conditions, war, strikes, riots or any other cause beyond EXPLORATIONS control. EXPLORATIONS shall not be liable for any loss or expense arising from the loss of property, cancellation or curtailment of the safari, however caused. If sickness or accident interrupts a safari, EXPLORATIONS shall not be liable for any loss or expense arising therefrom, save only to the extent that such sickness or accident was caused by EXPLORATIONS willful act or gross negligence.
EXPLORATIONS requires that clients/participants take out comprehensive travel and medical insurance to protect against any losses or expenses incurred due to cancellation or curtailment of the safari or any damages, expenses or losses that might be incurred during the duration of the safari.
Any information contained in EXPLORATIONS brochure/itineraries/website is, to the best of EXPLORATIONS knowledge, true and correct and EXPLORATIONS accepts no liability for any innocent inaccuracies contained therein.
7) Representation, Term, Warranty and Conditions:
The entire contract between EXPLORATIONS and the client/participant is contained within these conditions. No representation, term, warranty or condition expressed or implied shall be considered to be, or have been made or agreed or implied by reference to any other writing, advertisement or conversation. These conditions may only be varied with the written consent of EXPLORATIONS and signed by a director of EXPLORATIONS.
The contract is deemed to have been made at the EXPLORATIONS offices in Birnamwood, South Africa, and is subject to South African law and the exclusive jurisdiction of the South African courts.
8) General:
Transport, meals, entrance fees, accommodation and any other facilities or services, which are supplied in respect of a safari, are those specifically stated in the safari itinerary, in which the safari contracted for, by any person, is described and no other. Each safari requires the organization of transport, meals, entrance fees, accommodation or other facilities or services. EXPLORATIONS makes arrangements with suppliers of such services and facilities and those suppliers enter into contract with EXPLORATIONS as independent contractors. Save for EXPLORATIONS contractual rights against the suppliers on any Safari, EXPLORATIONS has no direct control over the said suppliers and, therefore, EXPLORATIONS accepts no responsibility for any injury, damage, loss, accident, delay, irregularity or inconvenience, which may be occasioned by any defect in any object (including a vehicle) utilized by any supplier for the supply of any contracted service or by an act of omission of any supplier or its employees. EXPLORATIONS undertakes to make every reasonable effort to ensure that the services supplied during the tour are of the highest standard, as per the itinerary.
9) Safari Information:
Pre-safari information for your tour will be sent to you at least 2 months before your departure. This contains all necessary information concerning passport, visa and health requirements, emergency contact details, as well as details of climate, what to bring, recommended reading etc.
Final tour information, meeting instructions, and any additional material will be sent to you approximately one month prior to your departure, if necessary.
Privacy policy
At Explorations Photography Touring Company, we are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your data when you interact with our services, website, and tours. By using our services, you consent to the practices described in this policy.
1. Information We Collect:
We may collect various types of information, including:
- Personal Information: such as your name, email address, phone number, and billing information.
- Tour Information: details related to your booking, preferences, and any special requests.
- Device and Usage Data: information about your interactions with our website and services, including IP address, browser type, and referring pages.
- Communication Data: when you contact us, we may record and store your communication.
2. How We Use Your Information:
We use your information for the following purposes:
- Booking and Reservation: to facilitate your tour bookings and provide you with necessary information.
- Customer Support: to address your inquiries, concerns, and provide assistance.
- Marketing: to send you information about our services, promotions, and newsletters (you can opt out at any time).
- Analytics: to understand and improve our services and website.
- Legal Compliance: to meet our legal obligations.
3. Data Sharing:
We do not sell, trade, or rent your personal information to third parties. However, we may share your information with trusted partners and service providers who help us deliver our services.
4. Data Security:
We take security seriously and employ measures to protect your data. However, please be aware that no system is completely foolproof, and data transmission over the internet carries inherent risks.
5. Your Choices:
You have the right to access, correct, and delete your personal information. You can also opt out of marketing communications. Contact us at [contact email/phone] to exercise these rights.
6. Cookies:
We use cookies to enhance your experience on our website. You can adjust your browser settings to refuse cookies, but this may limit some functionalities.
7. Links to Third-Party Websites:
Our website may contain links to external websites. We are not responsible for their privacy practices. Please review their policies.
8. Children's Privacy:
Our services are not intended for children under the age of 13. We do not knowingly collect information from minors.
9. Changes to this Policy:
We may update this Privacy Policy periodically. Any changes will be posted on our website, and the date of the last update will be modified.
10. Contact Us:
If you have any questions or concerns about this Privacy Policy or your data, please contact us at [contact email/phone].
Your privacy is important to us, and we are committed to protecting your information. Thank you for choosing Explorations Photography Touring Company.
