BOOKING TERMS AND CONDITIONS

Planning and booking a safari trip is a big deal and a bigger step to having a lifetime of memories in Africa. We work with you through all the details, lodges, dietary needs, rooming needs, child minding, as well as selecting guides that will truly enhance your safari depending on your focus.

It is a collaboration and we are here to chaperone you during planning, host you when you are on the ground, show you the best that Africa has to offer and safely drop you at the airport at the end.

Below are our trading terms that shape our business relationship so you can get maximum value; protect your travel investment and ensure that you book with confidence.

Planning / Quoting stage

• Contacting us for trip planning is free of charge. You can reach us via email, phone, or chat.
• Feel free to request unlimited changes to your proposals; there's no pressure to commit.
• Once you are satisfied with your safari plan, we will place courtesy holds on spaces at the selected lodges and hotels, typically within 24-48 hours.
• Once all services and properties are on hold, we will send you a booking confirmation email with instructions for the next steps.
• Quotations provided by GPT Safaris are based on expected costs and are subject to change if these projected costs increase due to circumstances beyond GPT's control.
• The quoted prices encompass planning, handling, and operational charges, calculated based on the prevailing rates of exchange, tariffs, and taxes at the time of publication. GPT Safaris retains the right to adjust prices to accommodate increased costs, tariffs, taxes, and currency exchange rate fluctuations occurring after the prices are initially published. GPT Safari’s is not obligated to provide a detailed breakdown of itinerary costs.
• A provisional booking, subsequent to a quotation, remains valid for a period of 10 days. To confirm a provisional booking, a deposit must be paid. Failure to submit the required deposit within the 10-day period will result in the cancellation of the provisional booking.

Booking confirmation

• Assuming all spaces are available as discussed with you, we will generate a trip confirmation.
• Itinerary and an invoice, which will be shared with you via email.
• In order to confirm your booking, a booking and design fee of 30% of the full itinerary cost (or full payment if booking within 100 days to the start of your trip) must be paid at time of booking. Please note the booking and design fee covers our time to design and professionally execute your trip. This fee, once paid, is non-refundable.
• Upon making the deposit, you will gain access to your secure trip dashboard, where you can access booking and service vouchers from hotels, lodges, and us to confirm your reservations.

Payments

• At the time of booking, a 30% deposit is due, and the remaining balance will be due 100 days before the start of your itinerary.
• If your trip is booked within 100 days of departure, the full payment is due at the time of booking.
• The remaining balance of the booking cost must be paid at least 100 days before your departure date.
• You can make payments at your convenience through your trip dashboard.
• Failure to make timely deposits or full payments may result in lodges and hotels not honoring the holds we had previously secured.

Travel Insurance

We strongly recommend that travelers obtain comprehensive travel insurance that covers trip cancellations, medical emergencies, baggage loss, and other unforeseen events. Travelers are responsible for ensuring they have adequate insurance coverage.

Cancellations

We understand that plans may change. If you need to move your trip dates, we will try our best to accommodate this request, depending on the availability of lodges on your new dates. All postponements must be made at least 100 days before arrival; otherwise, cancellation penalties will apply.

• Once a trip is postponed, it cannot be canceled 90 or more days before the arrival date of the new dates but can be postponed again.
• Cancellation requests must be submitted in writing by the person who made the booking to [email protected].

Cancellation charges are determined by the timing of the request:

• More than 90 days before departure: Full refund where applicable less the 30% deposit.
• 61 to 90 days before departure: 50% of booking cost
• 46 to 60 days before departure: 75% of booking cost
• Less than 45 days before departure: 100% of booking cost

All flights are non-refundable.

If you are doing Gorilla trekking please note that the permit fees are due upfront (in addition to the deposit) and these fees are non-refundable in case there is a cancellation.

*Please note that any non-refundable fees incurred by us from hotels, lodges, and vendors due to cancellations will be deducted from the refund amount. We will make every effort to recover these costs on your behalf.

If your insurance policy covers the reason for your cancellation, you may be able to reclaim these charges, and we can provide a cancellation invoice to support your claim.

Passports and Visas

It is the sole responsibility of travelers to ensure that their travel documents, including passports and visas, are valid, up to date, and in compliance with the requirements of the destination country and any transit countries.

While we will offer guidance and information regarding passport and visa requirements, it is ultimately the responsibility of each traveler to verify and obtain the necessary travel documents well in advance of the trip's start date.

Travelers should be aware of the specific visa requirements for each destination on their itinerary and make arrangements to obtain the required visas before the commencement of the trip.

GPT Unbeatable Safaris Limited shall not be held responsible for any issues, delays, or disruptions caused by inadequate or improper travel documentation, including the denial of entry into a country due to visa-related issues.

For up to date visa requirements:

• US citizens should visit https://travel.state.gov
• Canadian citizens should visit https://travel.gc.ca/travelling/advisories

Health and Vaccinations

Travelers are responsible for ensuring that they are in good health and have the necessary vaccinations and health precautions for the destinations they will be visiting. We recommend consulting a healthcare professional or travel clinic for guidance on required vaccinations and health advice.

Changes to Itinerary

While we strive to adhere to the confirmed itinerary, circumstances beyond our control, such as weather, natural disasters, or changes by suppliers, may require itinerary adjustments. We reserve the right to make such changes as necessary while endeavoring to provide comparable alternatives.

Liability & Limitations

While we make every effort to provide a safe and enjoyable travel experience, travel inherently carries some risks, including but not limited to accidents, illnesses, and unforeseen events. We recommend consulting a healthcare professional or travel clinic for guidance on required vaccinations and health advice.

GPT Unbeatable Safaris Limited and its agents shall not be liable for any loss, injury, damage, or harm incurred by travelers that is not a direct result of our negligence or failure to perform our obligations as outlined in the confirmed itinerary. Travelers are advised to exercise caution, adhere to local guidelines and recommendations, and take appropriate safety measures during their safari.

In cases where our negligence or failure to perform as agreed upon is established, our liability will be limited to the extent provided by applicable law and subject to the terms and conditions of our insurance coverage.

Code of Conduct

Travelers are expected to adhere to a respectful and responsible code of conduct throughout their journey. This includes respecting local customs, wildlife, and the environment. Any behavior that is disruptive or disrespectful to fellow travelers, guides, staff, or the local community may result in exclusion from the tour without refund.

Force Majeure

We shall not be liable for any delays, disruptions, or cancellations of services or trips due to circumstances beyond our control, including but not limited to acts of nature, government actions, or unforeseen emergencies. In such cases, we will make reasonable efforts to assist travelers in finding suitable alternatives.

Governing Law and Jurisdiction

These booking terms and conditions are governed by and interpreted in accordance with the laws of Kenya. Any disputes arising from these terms shall be subject to the exclusive jurisdiction of the courts of Kenya.

Engagement of Independent Contractors

From time to time we may engage third party service providers to enhance your safari experience. While we carefully vet and select independent contractors, such as guides, drivers, and activity providers, please be aware that they operate as separate entities and are not employees of GPT Unbeatable Safaris Limited.

We shall not be held responsible for any negligent or willful acts or omissions of these independent contractors. Any claims or disputes arising from their actions or services must be addressed directly with the respective independent contractor. We will, to the best of our ability, facilitate communication and resolution between travelers and independent contractors should any issues arise during the course of the trip.

Data Protection

We value your privacy and are committed to protecting your personal information. We will securely store the data you provide, including your name, travel details, and any other minimum relevant details we need to effectively run your trip. This information will be used exclusively for the purpose of facilitating your travel arrangements and keeping you informed about our services at GPT Unbeatable Safaris Limited.

We want to emphasize that we will not disclose your personal details to third parties for any marketing purposes unrelated to GPT Unbeatable Safaris Limited. Your information is only shared as necessary to provide you with the best possible travel experience and to keep you informed about our services.

By engaging in our services and providing your information, you consent to the use and sharing of your data as described above. If you have any concerns about your data privacy or wish to make changes to the information we hold, please contact us at [email protected]. We are dedicated to ensuring the protection of your personal data in accordance with applicable data protection laws.

Updated November 2, 2023