SAFARI TERMS & CONDITIONS
Ujambo Boots Safaris Limited is a Ugandan based establishment that organizes safaris in
Uganda and beyond (Tanzania, Kenya and Rwanda). These terms are amended from time to time due to changing circumstances; the terms at the time of booking are the terms that are valid. Conditions in Africa are not the same as those in developed countries and standards of service, medical facilities, safety and security may often be lower than those in your home countries. Please note that it is the laws and regulations of the country in which services are provided which apply to your holiday arrangements and not those of your home country. Several word are explained as used here in this document.
“OPERATOR” means: Ujambo Boots Safaris Limited and/or any other tour or safari operator, carrier or person appointed by Ujambo boots Safaris to perform services in connection with the SAFARI.
“SAFARI” means: The package tour, safari, accommodation or conference advertised or conducted by the OPERATOR.
“CLIENT” means: The CLIENT of the OPERATOR and, in the case of a GROUP, each member of the GROUP.
“GROUP” means: Two or more persons who have been booked together for a safari as a group and may join with other group or groups.
ACCURACY OF INFORMATION PROVIDED
The descriptions, information and opinions given by the OPERATOR in respect of national parks, wild animal sightings, accommodation, itineraries, gorilla permits and security are given in good faith, based on the latest available information. However, a lot of care has been taken to ensure the accuracy of the information provided. The OPERATOR therefore cannot accept any responsibility or liability for any errors or omissions caused by matters beyond own control.
PROTECTION OF ENVIRONMENT:
- The OPERATOR serves to work in a responsible and environmentally sustainable way. Therefore, it’s very important that the CLIENT agrees that whilst on SAFARI he/she will not damage the environment adhesively through picking wild flowers and other vegetation, littering, bathing with soaps and detergents in the river or use insecticides other than those specified by the OPERATOR. Should the OPERATOR require no smoking, the CLIENT undertakes to abide by the OPERATOR’S decision.
- The CLIENT undertakes to behave in a quiet and peaceful manner showing
consideration to other CLIENTS and wildlife.
BOOKING AND PAYMENT
- CLIENT Reservation
- Upon the CLIENT or GROUP making a booking, the OPERATOR will provisionally reserve a trip on the basis of these terms and conditions. A binding contract between the OPERATOR and the CLIENT will come into existence only when a deposit has been received (or if applicable full payment) and a Confirmation Invoice sent to the CLIENT. Prior to doing so, an acknowledgement of receipt of the deposit is sent. Any such acknowledgement simply indicates that the OPERATOR is dealing with the booking and is not a confirmation of it.
- The CLIENT is advised to check the Confirmation Invoice together with all other documents received from the OPERATOR as soon as received. Contact us immediately if any information which appears on the Confirmation Invoice or elsewhere appears to be incorrect or incomplete, as it may not be possible to make changes later. We regret we cannot accept any responsibility if we are not notified of any inaccuracies in any document within ten days of our sending it out. Whilst we will do our best to rectify any inaccuracies notified outside these time limits, you will be responsible for any costs and expenses involved in doing so except where we made the mistake and there is good reason why you did not contact us within the above time limits.
- Pricing Policy, Payment Terms
- The OPERATOR reserves the right to alter prices shown in any of the brochures or on the website or in any literature that may be sent to CLIENTS. However, any changes made will be inform to the CLIENT prior to the issue of the Confirmation Invoice. Once the Confirmation Invoice has been issued then, save in the case of manifest error, any price changes may only be made in accordance with the remaining provisions of these terms and conditions and the OPERATOR particularly draw attention to the clause in relation to surcharges.
- Deposits are normally 30% (50% for safaris involving gorilla trekking) of the total cost of the safari and all deposits are payable upon booking or not later than two (2) days after the time of booking. The balance of the total price could be paid at least thirty (30) days prior to the trip commencing or just before the start of the holiday. However, we reserve the right to request full payment at least thirty (30) days before start of the holiday.
- Payment of deposits and final payments can (unless otherwise advised) be made by direct credit transfer into the OPERATOR bank account (details of which will be provided to you upon request). Please note that all payment charges are to be borne by the CLIENT.
- Changes in transportation costs (including the cost of fuel) duties, taxes, fees, exchange rates or supplier costs mean that OPERATOR reserve the right to alter the price of the trip even after the issue of our Confirmation Invoice. However, NO alteration shall be made to the price of your trip within 30 days of the trip commencing. The OPERATOR will absorb and the CLIENT will not be charged for any increase equivalent to the total price of your trip.
- Accepting a change to an alternative trip if the OPERATOR is able to offer it. If any alternative trip arrangements are of higher quality you will not have to pay more but if it is of lower quality you will be refunded the difference in price, or
f) cancelling and receiving a full refund of all monies paid, except for any amendment charges. Should the CLIENT decide to cancel for this reason, he/she must exercise this right to do so within 14 days of receiving details of our surcharges. However, please note that trip arrangements are not always purchased in local currency and some apparent changes have no impact on the price of your trip due to contractual and other protection in place.
CHANGES OR CANCELLATIONS POLICY
- If OPERATOR changes your arrangements before departure;
- The OPERATOR hopes and expects to be able to provide the CLIENT with all the services confirmed. However, given the nature of trips and their locations, CLIENTS are expected to be flexible and accommodative to the possibility of alternative arrangements having to be made, even at the last minute and without prior notice. Please note that any published outline itineraries are a guide only, do not form a contractual obligation on OPERATOR and may be subject to change. In the vast majority of cases any changes will be regarded as minor changes. However, if the OPERATOR considers them as “Significant Changes” an endeavour to advise the CLIENT as soon as reasonably possible will be guaranteed. A Significant Change includes, purely by way of example, a significant change of destination arising otherwise than as a result of circumstances beyond our control.
- In the case of a Significant Change before your departure we will provide you with three alternatives:
- alternative arrangements of equivalent or of very closely similar standard and price, if available, or
- alternative arrangements of a lower standard together with a refund of the difference in price; or
- cancel your trip with a full refund of all monies paid.
- If we cancel your arrangements
- In the unlikely event the OPERATOR needs to cancel arrangements the CLIENT will be informed as soon as possible. However, the OPERATOR will not cancel CLIENT’s arrangements less than 14 days before the trip commences unless it is for a reason outside OPERATOR’s control. If the OPERATOR has to cancel a trip arrangement, three other alternatives will be provided; (1) Alternative arrangements of equivalent or of very closely similar standard and price, if available, or (2) alternative arrangements of a lower standard together with a refund of the difference in price; or (3) cancel trip arrangements with a full refund of all monies paid.
Any alternative arrangements or cancellation must apply to all persons included in your booking.
- If the CLIENT changes a booking
- If the CLIENT wants to change a trip in any way she/he must inform the OPERATOR in writing as soon as possible. The OPERATOR will try to help out, although it cannot be guaranteed that the OPERATOR will always be able to do this as changes are subject to availability at the time.
- b) Where a change can be made, the OPERATOR will charge for any additional services, facilities, or other items changed, at the price which applies on the day the change is made. In addition, an administration charge for each item the CLIENT wants to change together with any further costs the OPERATOR may incur; for example, with our suppliers, in making any change. Administration charges for changes made by the CLIENT are per change and per person and do not include any further costs that OPERATOR may incur in making the changes or any charges made by other suppliers in connection with the OPERATOR for such changes. Request for change received more than 30 days prior to trip commencing $50. Request for change received less than 30 days prior to trip commencing $100.
- If the CLIENT cancels the booking
- If you wish to cancel your trip, you must write to us. Unless notice of cancellation is received prior to the issue of our Confirmation Invoice, we will levy a cancellation charge on the scale shown in the table set out in clause D.1. These charges are based on the estimated cost of cancelling your arrangements and the expenses and losses we are likely to suffer.
- If you are unable to take part in the trip, you may be able to transfer your place to someone else suggested by you and acceptable to us subject to the following:
- You must write to us with full details of who you would like to go instead. We must receive this information at least 7 days before departure.
- If the change can be made, you will have to pay an amendment fee of $50 together with any extra costs we incurred asked to pay in order to make the change.
- Anyone who takes part in the trip instead of you must agree to these terms and conditions.
- Please note that scheduled airlines often do not allow any name changes within a certain period prior to departure and generally not at all after flight tickets have been issued.
CHANGES AND CANCELLATION CHARGES
The following sets out the sums normally payable to us or you in the event of Significant Changes or cancellation. These sums are not payable where we have to make a Significant Change or cancel your trip arrangements as a result of: –
(a) matters outside of our control or
(b) where your booking was accepted “subject to availability” or similar and the trip arrangements are not available
Period before trip commences in which notice of cancellation or Significant Change is received
Amount you will receive from us if we make a Significant Change more than 30 days before departure-nil.
Amount you will receive from us if we make a Significant Change less than 30 days but more than 48 hours before departure-$10
Amount you will receive from us if we make a Significant Change less than 48 hours before departure-$20
Amount you will receive from us if we cancel-return of monies and any fees paid
Ujambo Boots Safaris Limited: Terms & Conditions
Cancellation Charge if you cancel more than 30 days before departure-deposit only
Cancellation Charge if you cancel less than 30 days but more than 48 hours before departure- 75% of cost
Cancellation Charge if you cancel less than 48 hours before departure-100% of cost
Only when payment has been received can permits for gorilla tracking in the relevant National Park be purchased. Getting a gorilla permit is not a guarantee of seeing a gorilla. Local conditions sometimes mean that access to the gorillas is made impossible at short notice. We are unable to accept liability for any circumstance that might lead to gorilla viewing being cancelled, whether it is closure of the National Park or borders; absence of the gorillas; security changes. Refunds are at the discretion of the relevant authority and we cannot accept liability for them. We shall use our maximum endeavors to obtain a refund and if a refund is paid by the relevant authority, we shall pass it on to the client,
Note that the chances of seeing the gorillas stand at 90%.
The CLIENT hereby agrees to adhere to all instructions given by the OPERATOR and employees and agents of the OPERATOR (whether given verbally by the guide, displayed on notices in vehicles, published in leaflets or other documentation) during the SAFARI including:
- To remain seated in vehicles whilst in motion:
- NOT to leave vehicles in dangerous areas such as in game reserves unless under the explicit direction of the guide to do so.
- NOT to leave designated camp sites and picnic spots and to remain within the confines of other areas specified or pointed out by the OPERATOR;
- To take all safety measures to avoid fire hazards;
- To take adequate precautions against sun and heat.
SECURITY WHILE ON SAFARI
While on our mobile tented safari, you will have the treat of comfort & ability to explore several locations for the best safari experience. Ideally, all chosen campsites are semi-permanent and the tents are erected in an open pristine wilderness environment where occasionally wildlife like Elephants, Buffaloes, Lions, giraffes, Hippos, e.t.c can roam freely.
Overnight, the OPERATOR provides a flash light & a whistle inside your tent for use in case the CLIENT feels threatened. For that matter a game ranger will escort and patrol the camp at all times in case the wildlife come in close proximity they can be scared off for your safety.
Generally, mobile tented safaris are considered safe. However, we do request our guests to adhere to camp staff & guide’s instructions at all times for their own safety.
After dinner a trained ranger guide will escort the CLIENT to his/her destined camp tent for the night and if an early morning game drive is scheduled, the CLIENT will be picked and guided through the routines. In some cases where a walking safari is arranged, the ranger guide
Ujambo Boots Safaris Limited: Terms & Conditions
will brief the CLIENT on the do’s & don’ts for the safe, pleasurable and memorable experience of the SAFARI.
- Health Precautions & Safety
- the CLIENT is advised to speak to his/her doctor for advice as to what vaccinations and other health precautions are usually required for your destination or activity. It is your responsibility to verify that you have received any necessary or advisory vaccinations or medication. OPERATOR reserves the right to require CLIENT to produce evidence of such vaccinations or medication and may cancel, without payment of compensation, your place on the trip if any such vaccinations or medication have not been obtained. It is the CLIENT’s responsibility to ensure that any necessary medication whether before, during or after the trip are taken. Any health information provided by the OPERATOR is provided in good faith but will only be a general overview of any health hazards and requirements for the trip. In the circumstances any such advice given by OPERATOR should not be regarded as a substitute for specific and detailed medical advice and should raise any particular concerns with CLIENT’s own doctor.
- Our trips may involve strenuous activity in remote regions and it is the responsibility of the CLIENT to ensure that the necessary level of fitness and health to complete the trip is obtained. You may be required to complete a Medical Declaration form and full particulars must be given of any previous or existing conditions that may affect your ability to complete the trip. You may be required to authorise disclosure of any such conditions to any medical personnel that the OPERATOR may use in connection with the trip or whilst on the trip. The OPERATOR reserves the right at any time to require you to produce medical evidence of CLIENT’s ability to complete the trip. The OPERATOR reserves the right to cancel any CLIENT’s place on or to leave the trip, even if the trip has already commenced, and without repayment of any sums paid or other compensation, should any information on any Medical Declaration form be incorrect. If your safari includes any internal flights you will be informed of weight limits both personal and baggage. It is the CLIENT’s responsibility to inform the OPERATOR if the baggage combined exceeds 90kg. the OPERATOR will not be held responsible for failure to do so.
- Whilst on the trip the CLIENT is required to adhere at all times to the advice and instructions given by staff or staff retained by the OPERATOR to supply any services which form part of the trip.
- Given some of the remote locations of the trips the CLIENT must be aware that standards of accommodation, hygiene and health and safety precautions are unlikely to be as high as in Europe or elsewhere and, in the circumstances, there is an increased risk of injury and illness and that medical care standards will not be as accessible or as comprehensive as in Europe or elsewhere.
- If a CLIENT falls ill or suffer an injury or, in otherwise deemed not able to continue with the trip, the OPERATOR reserves the right, following consultation with the CLIENT, to require the CLIENT to either leave the trip entirely or for a period or to not take part in a particular aspect of the trip.
- The CLIENT should be aware that due to the nature of the SAFARIS one may be required to share washing facilities and accommodations (tents) where applicable.
- It is advised that the CLIENT must be covered by appropriate travel insurance (which should include medical, air evacuation, rescue and repatriation insurance) or alternatively, we can arrange it for all our clients with prior request . There are inherent risks in traveling in Africa and with accommodation in wild places and with game viewing. While we take every precaution to ensure the CLIENT’s safety we do not accept liability for illness, injury or death howsoever caused.
- CLIENTs are responsible for ensuring that all information provided to any insurance company is correct and not misleading and the OPERATOR cannot be responsible for any problems that may arise as a result of any policy of insurance becoming invalid as a result of any error or omission in respect of such information. Notwithstanding the above it is the CLIENT’s responsibility to ensure that the cover provided is suitable and adequate for the trip and your particular needs.
CLIENT SPECIAL REQUESTS
If the CLIENT wishes to disclose any special request (including dietary requirements), the OPERATOR will do the best to help especially if communicated prior to the commencement of the holiday. General confirmation that a special request has been noted by OPERATOR upon the CLIENT sending an inclusion of a special request will be acknowledged to him/her. Unless and until specifically confirmed in writing all special requests are subject to availability. If any additional cost is applicable, it will either be invoiced to CLIENT prior to departure or should be paid for locally.
TRAVEL ARRANGEMENTS TO AND FROM THE START POINT
International flights or other travel arrangements to and from the start point of any trip are not included in the costs payable to us and it is the CLIENTS responsibility to arrange flights (if applicable) separately with an appropriate ATOL protected flight agent or direct with the relevant airline or supplier. Any contract in respect of flights or other travel arrangements to and from the start point of the trip will be between the CLIENT and the relevant supplier, agent or airline. Where the OPERATOR has agreed to supply transfers or “meet and greet” services”, it will be endeavour to accommodate any late changes or delays but we cannot guarantee the same and will not be responsible for any losses or additional costs that the CLIENT may incur as a result of any late changes and/or delays in respect of his/her arrival at any pick-up point and in such circumstances, the CLIENT may be required at his/her own cost to make own arrangements to join the trip.
FOR FLY-IN SAFARIS:
Each CLIENT shall be entitled to no more than one (1) soft bag weighing no more than 20 kilograms. This includes camera bags. Space for additional luggage can be purchased if required but advance notification of at least 14 days is required to guarantee additional space.
PUBLICITY AND USE OF IMAGES
The OPERATOR reserves the right to take photographs or films of the trip and to use in a responsible way in any promotional literature and on OPERATOR’s website. We may also reproduce any comments that are receives from CLIENTS in such literature and on the website unless the CLIENT does not consent to such use. The CLIENT will be expected to provide a consent form in respect of the use of his/her image prior to the trip commencing and if he/she does not agree to the use of the image for the above purposes then the OPERATOR must be informed prior to the trip commencing.
Information about the CLIENT, including names, contact details and any special needs, disabilities or dietary requirements is collected by the OPERATOR. Such information may be disclosed to the service providers for the purpose of providing the CLIENT with necessary trip arrangements. Only information necessary for this purpose will be disclosed to them. Some information, for example relating to religion or health, may be “sensitive personal data” within the meaning of the Data Protection Act of Uganda 1998. The OPERATOR need this information to cater for the needs of the CLIENT, but it is collected on condition that his/her consent is permitted. If the CLIENT does not agree to this use of such information, the OPERATOR cannot accept the CLIENT on the trip. From time to time the CLIENT may be contacted by post or email with information about further trips. If the CLIENT does not wish to receive such information, he/she should notify the OPERATOR.
- Whilst endeavours are taken to provide advice on health, safety and security matters before and whilst on the trip, the CLIENT must accept that he/she must behave responsibly in relation to his/her own safety and health and that of others on the trip.
- The OPERATOR is committed to undertake responsible and sustainable tourism. In the circumstances CLIENT is expected to respect and obey the laws, culture and customs of Uganda and any other destination country, treat others on the trip and locals with respect and courtesy, observe and obey any instructions, directions, advice, rules and regulations given or imposed by the OPERATOR or those organising any particular activities.
- The CLIENT will be personally liable for any damages suffered to property owned by the OPERATOR or any third party (including loss of business or reputation)
- In the event of the CLIENT failing to comply with the terms of this clauses, the OPERATOR reserves the right in absolute discretion to require the CIENT to leave the trip if his/her behaviour falls short of the standards expected. In such circumstances no compensation of any sort (including the return of any monies paid) shall be payable by the OPERATOR and all rights are reserved against the CLIENT.
To ensure that every person has a memorable SAFARI, a Window seat is reserved in the 4×4 vehicle to enable a good game viewing. Every effort is made to ensure that vehicles are provided in a roadworthy condition but no liability can be accepted for breakdown, or any damage or delay. The tour guides are instructed to follow OPERATOR code of conduct for Guides (available on request), which the CLIENT must not ask them to break in any way. In the event that a Guide does not follow the code, please inform the SAFARI Manager in Kampala. Company vehicles must only be driven by the company’s Guide whose decision on all matters, such as the route taken, is final. The CLIENT will be liable for any damage caused to a vehicle by any interference, including legal costs. In case of breakdown, it’s the OPERATOR responsibility to rectify the situation. The vehicle in question can either be withdrawn and replaced or if the breakdown is minor and can be rectifies, the OPERATOR reserve the right to do so.
Please note that generally communications with CLIENTS are by email and phone calls where necessary. By making a booking with us the CLIENT agrees to such electronic communication method being used. Please be aware that the onus is on CLIENT to ensure that his/her email details are kept up to date, that the email system is operating correctly (including checking that any spam filters are not preventing receipt) and that he/she checks for emails from the OPERATOR on a regular basis as the OPERATOR cannot be responsible for any losses or inconvenience suffered as a result of CLIENT email system not operating correctly and/or his/her failure to check email communications regularly.
Prices INCLUDE all local airport transfers; accommodation; meals as stated; the services of an English/Dutch/Germany speaking driver/guide and a 4×4 safari vehicle; portage of two items of baggage per person; boat trips; park fees; gorilla and chimpanzee permits where appropriate. Prices EXCLUDE all items of a personal nature such as destination country entry visas, tips, telephone calls, laundry, gifts, airport taxes. On safari the prices cover full board. We reserve the right to vary the safari services agreed with the client in the event of unforeseen circumstances, such as road closures, bad weather, problems with national parks or hotels, security considerations. In such cases alternative arrangements will be made as circumstances permit.
IF YOU HAVE A COMPLAINT
If the CLIENT has a cause for complaint whilst on the trip, he/she must bring it to the attention of the OPERATOR staff immediately. The OPERAR will use the best means possible to rectify the situation. If the CLIENT’s complaint is not resolved locally, please follow this up within 4 weeks of return home by emailing to us firstname.lastname@example.org giving all relevant information. If the CLIENT fails to follow this simple procedure the OPERATOR may not be able to deal with his/her complaint.