Booking Terms and Conditions

A binding contract between the Client and Kuzora Safari Tours LTD is formed only when:

1. the Client pays the required deposit or full payment where applicable; and
2. the Company issues a written booking confirmation.

Before written confirmation is issued, all itineraries, quotations, prices, services, accommodation, permits, flights, and availability remain subject to change. The person making the booking warrants that they have authority to accept these Terms and Conditions on behalf of all travellers included in the booking. The person making the booking is responsible for ensuring that all travellers understand and comply with these Terms.

Deposit

A non-refundable deposit of 30% of the total tour price is required to secure a booking, unless the Company confirms a different amount in writing. The deposit covers administrative work, itinerary planning, supplier reservations, booking management, and commitments made by the Company on behalf of the Client.

Gorilla Permits, Chimpanzee Permits, and Flights

Gorilla trekking permits, chimpanzee tracking permits, internal flight tickets, and any other specially secured services must be paid 100% upfront where required. These items are subject to the rules, availability, pricing, and refund policies of the relevant authorities, airlines, and suppliers, including but not limited to:

1. Uganda Wildlife Authority;
2. Rwanda Development Board;
3. airline operators;
4. accommodation providers;
5. park authorities; and
6. other third-party service providers.

Unless expressly stated otherwise in writing, permits, air tickets, and specially secured supplier services are non-refundable once booked, paid for, or issued.

Final Balance

The remaining balance must be paid no later than 30 days before the tour commencement date. If a booking is made within 30 days of departure, full payment may be required at the time of booking.

Late Payment

If the final balance is not received by the due date, the Company reserves the right to treat the booking as cancelled by the Client. In such cases, the Company may retain the deposit and any non-recoverable costs already committed to suppliers, authorities, accommodation providers, airlines, or other third parties.

Payment Currency and Transaction Fees

All prices are quoted in United States Dollars (USD) unless stated otherwise. The Client is responsible for all bank charges, wire transfer fees, card processing fees, merchant charges, foreign exchange costs, and other transaction-related costs. The Company must receive the full invoiced amount net of all transaction deductions.

Quoted prices are based on costs, taxes, park fees, permit fees, conservation fees, fuel prices, exchange rates, accommodation rates, and supplier charges available at the time of quotation. The Client is responsible for any increase in:

1. government taxes or levies;
2. park fees;
3. conservation fees;
4. gorilla or chimpanzee permit fees;
5. fuel surcharges;
6. airline or transport costs;
7. accommodation or supplier rates;
8. currency exchange-related supplier adjustments; or
9. any other compulsory cost imposed after quotation or booking.

The Company will notify the Client of any material price increase as soon as reasonably possible.

Cancellation Notice

All cancellations must be submitted in writing to: [Insert Official Booking Email] The effective cancellation date is the date on which the Company acknowledges receipt of the written cancellation request.

Cancellation Charges

Notice Before Tour Start Date	Cancellation Charge
More than 90 days	10% of total tour cost or loss of deposit, whichever is greater
31 to 90 days	50% of total tour cost
30 days or less	100% of total tour cost
No-show	100% of total tour cost

Non-Refundable Items

Regardless of the cancellation date, the following may be fully non-refundable once booked, paid for, reserved, or issued:

1. gorilla trekking permits;
2. chimpanzee tracking permits;
3. internal or international flights;
4. accommodation deposits;
5. special activity bookings;
6. third-party supplier costs;
7. bank charges;
8. card processing fees;
9. wire transfer fees; and
10. any other non-recoverable cost incurred on behalf of the Client.

Refund Processing

Where a refund is approved, the refundable amount will be processed within 30 business days after the Company confirms the amount due. Refunds are subject to deduction of all applicable cancellation charges, supplier charges, bank charges, card fees, permit costs, airline charges, and other non-recoverable costs. Refund timelines may also depend on banks, card processors, airlines, accommodation providers, park authorities, and other third parties.

Any request to amend a confirmed itinerary must be made in writing. Changes requested within 30 days of departure may attract a USD 100 administrative fee, plus any additional costs from accommodation providers, permit authorities, airlines, transport operators, activity providers, or other suppliers. The Company will make reasonable efforts to accommodate change requests, but all changes are subject to availability, supplier approval, permit availability, and payment of any cost difference.

The Company will make reasonable efforts to operate the agreed itinerary. However, safari travel may be affected by conditions outside the Company's control. The Company reserves the right to alter routes, accommodation, transport, activities, timing, or itinerary order where necessary due to:

1. road conditions;
2. weather;
3. safety concerns;
4. park authority decisions;
5. border or immigration delays;
6. supplier changes;
7. government restrictions;
8. wildlife movement;
9. flight schedule changes;
10. force majeure events; or
11. circumstances beyond the Company's reasonable control.

Where a material change is necessary, the Company will aim to provide a reasonable alternative of similar standard where available. The Client acknowledges that safari itineraries are by nature flexible and that exact routes, timings, drive durations, accommodation order, wildlife sightings, and activity conditions cannot be guaranteed.

The Client is solely responsible for ensuring that they and all travellers in their booking have:

1. valid passports;
2. required visas;
3. vaccination certificates where required;
4. health documents where required;
5. travel permits;
6. immigration documents;
7. re-entry permits where applicable; and
8. any other documentation required for travel.

The Company may provide general guidance, but final responsibility for compliance with passport, visa, immigration, health, and entry requirements remains with the Client. The Company is not liable for any loss, cancellation, delay, denied boarding, denied entry, deportation, missed service, or additional cost arising from the Client's failure to obtain or comply with required travel documents.

Comprehensive travel insurance is mandatory for all Clients. The insurance should cover, at minimum:

1. emergency medical treatment;
2. medical evacuation;
3. trip cancellation;
4. trip interruption or curtailment;
5. personal accident;
6. personal liability;
7. loss, theft, or damage to baggage;
8. flight delays or missed connections; and
9. safari, trekking, and remote-area travel where applicable.

The Company may request proof of insurance before departure. Failure to obtain adequate insurance does not reduce the Client's responsibility for cancellation charges, medical costs, evacuation costs, supplier charges, or other losses.

The Client must disclose any physical, medical, mental, or other condition that may affect their ability to participate safely in the tour. This is especially important for:

1. gorilla trekking;
2. chimpanzee tracking;
3. high-altitude hiking;
4. long road transfers;
5. boat activities;
6. remote-area travel; and
7. activities requiring physical fitness.

The Company reserves the right to decline a booking or refuse participation where, in the Company's reasonable opinion, the Client's condition may endanger the Client, other travellers, guides, staff, wildlife, local communities, or the smooth operation of the tour. The Client is responsible for obtaining appropriate medical advice before travel.

The Client is responsible for ensuring that all travellers meet the minimum age requirements for restricted activities. Government, park authority, and supplier age limits are strictly enforced. The minimum age for gorilla tracking is generally 15 years, subject to the rules of the relevant authority. Chimpanzee tracking and other activities may have separate age restrictions depending on the country, park, or supplier. Clients who fail to meet age requirements may be refused participation without refund.

The Client acknowledges that travel in East Africa involves inherent risks, including but not limited to:

1. wildlife encounters;
2. unpredictable animal behaviour;
3. rough roads;
4. remote terrain;
5. weather disruption;
6. limited medical facilities in remote areas;
7. border delays;
8. road traffic risks;
9. hiking or trekking injuries;
10. illness or infection;
11. changes to park rules or government regulations; and
12. delays caused by circumstances outside the Company's control.

By booking, the Client accepts these risks and agrees to follow all safety instructions given by guides, rangers, park authorities, accommodation staff, transport providers, and Company representatives.

The Client must behave responsibly, lawfully, and respectfully throughout the tour. The Company reserves the right to refuse participation, suspend services, or remove a Client from the tour without refund if the Client:

1. ignores safety instructions;
2. behaves in an unsafe, abusive, violent, threatening, or disruptive manner;
3. harasses wildlife;
4. damages property;
5. abuses guides, staff, local communities, suppliers, or other travellers;
6. is intoxicated or under the influence of illegal substances;
7. repeatedly delays the itinerary;
8. breaches park rules, lodge rules, immigration rules, or government regulations; or
9. otherwise endangers themselves, others, wildlife, property, or the operation of the tour.

Any additional costs arising from such conduct shall be the Client's responsibility.

The Company operates with respect for wildlife, local communities, and the environment. Wildlife sightings are not guaranteed. No refund will be issued if a specific animal, bird, primate, migration event, or wildlife behaviour is not seen. Clients must follow all park rules, ranger instructions, conservation guidelines, and "Leave No Trace" principles. Clients may be removed from an activity or tour without refund if they harass wildlife, litter, damage the environment, or disobey conservation rules.

The Client is responsible for their personal belongings at all times. The Company is not liable for loss, theft, or damage to luggage, valuables, documents, electronics, cash, or personal effects unless caused by the Company's proven gross negligence. Internal flights and safari aircraft may impose strict luggage limits, including soft-sided bag requirements and weight restrictions. The Client must comply with all baggage rules communicated by the Company, airline, or flight operator.

The Company may arrange services provided by independent third parties, including but not limited to:

1. lodges;
2. hotels;
3. camps;
4. airlines;
5. vehicle providers;
6. boat operators;
7. park authorities;
8. permit offices;
9. activity providers;
10. restaurants;
11. guides; and
12. border or immigration-related service providers.

The Company exercises reasonable care in selecting suppliers but does not directly control independent third parties. The Company shall not be liable for the acts, omissions, delays, defaults, negligence, service failures, schedule changes, or insolvency of independent third-party suppliers, except where liability cannot lawfully be excluded. Some services may also be subject to the separate terms and conditions of the relevant supplier.

The Company shall not be liable for loss, injury, delay, damage, death, expense, inconvenience, or disappointment arising from:

1. the Client's failure to follow instructions;
2. inherent safari, wildlife, road, trekking, or remote-travel risks;
3. third-party supplier acts or omissions;
4. force majeure events;
5. airline, border, immigration, park authority, or government decisions;
6. the Client's failure to obtain required documents, insurance, or medical clearance;
7. the Client's conduct or negligence; or
8. circumstances outside the Company's reasonable control.

Nothing in these Terms and Conditions excludes liability for fraud, wilful misconduct, or proven gross negligence by the Company where such liability cannot lawfully be excluded.

The Company shall not be liable for failure or delay in performing its obligations where such failure or delay is caused by events beyond its reasonable control. Force majeure events include but are not limited to:

1. natural disasters;
2. pandemics or epidemics;
3. war;
4. terrorism;
5. civil unrest;
6. political instability;
7. government restrictions;
8. park closures;
9. border closures;
10. strikes;
11. airline cancellations or schedule changes;
12. severe weather;
13. road closures;
14. fuel shortages; and
15. other events beyond the Company's reasonable control.

In such cases, the Company may offer postponement, alternative arrangements, or a credit note for future travel, less any non-recoverable costs. Future travel may be subject to availability, supplier pricing, permit availability, government fees, park fees, and any additional costs applicable at the time of rebooking.

The Company may take photographs or videos during tours for operational, documentary, or promotional purposes. The Company will not use identifiable images of the Client for marketing or public promotional use without the Client's consent, unless the Client has agreed in writing or through a media release form. The Client may object to being photographed or recorded by notifying the Company in writing before departure or informing the guide during the tour.

If the Client has a complaint during the tour, they must notify the guide, Company representative, or operations team immediately so that the issue can be addressed where reasonably possible. If the matter is not resolved during the tour, the Client must submit a written complaint within 14 days after the end of the tour. Failure to report a complaint promptly may limit the Company's ability to investigate, resolve, or verify the matter.

The Company makes reasonable efforts to ensure that website content, itineraries, photographs, maps, lodge descriptions, route information, prices, and travel details are accurate at the time of publication or quotation. However, such information is provided in good faith and may change due to seasonal conditions, supplier updates, renovations, park rules, government decisions, road conditions, weather, or operational requirements. Photographs and descriptions are illustrative and do not guarantee exact rooms, vehicles, sightings, routes, timings, weather, experiences, or conditions.

The Client agrees that written communication may be made by email, electronic message, digital invoice, online form, or other electronic means accepted by the Company. Booking confirmations, invoices, payment confirmations, cancellation notices, amendments, and other important communications may be issued electronically. The Client is responsible for providing accurate contact details and checking their email and messages regularly.

If any provision of these Terms and Conditions is found to be invalid, unlawful, or unenforceable, the remaining provisions shall remain valid and enforceable to the fullest extent permitted by law. The invalid or unenforceable provision shall be replaced or interpreted in a manner that most closely reflects the original commercial intention, to the extent permitted by law.

These Terms and Conditions are governed by the laws of the Republic of Uganda. If a dispute arises, the parties shall first attempt to resolve the matter amicably through good-faith negotiation. If the dispute is not resolved through negotiation, the parties shall attempt mediation in Uganda before commencing court proceedings, unless urgent legal relief is required. If mediation fails, the dispute shall be submitted to the competent courts of Uganda.

By confirming a booking, paying a deposit, making full payment, or participating in a tour arranged by the Company, the Client confirms that they have read, understood, and accepted these Booking Terms and Conditions.