Terms and Conditions of Service 2014 / 15
Please take a moment to read through our Terms and Conditions.
Prices are quoted in US$ (dollars).
Quoted prices are based on current rates of exchange and may be subject to variation to reflect any increases before the booking process is completed e.g. due to changes in Government taxes, national park fees, exchange rates, increases in transportation costs or fuel prices, airfares or hotel rates
Tours are subject to availability.
All tour activities start and end in Moshi unless specifically agreed, in writing, at time of booking.
Prices are inclusive of government taxes.
A tour is considered as booked when an initial payment has been received into our Trust account. Once payment is received, the services required to operate your tour will be requested. If anything requested is then not available, the lead booker will be notified and suitable alternatives and their availability and price indicated.
Half-board basis includes dinner, bed and breakfast, full-board additionally includes lunch.
We reserve the right to change hotel locations depending on availability.
We reserve the right to change programs at short notice in the interest of clients safety.
We undertake at all times to arrange accommodation according to client wishes but shall, without any liability to them, exercise sole discretion to arrange accommodation in the best interests of the tour.
Single accommodation always represents an additional cost which will be passed on to the client.
Single rooms are limited and therefore available on a first-come-first-served basis.
Peak time supplements levied by hotels e.g. August, Christmas, New Year, are to be paid by the contracting party.
Low season discounts will be passed on to the contracting party where applicable.
A group leader is responsible for placing reservations and organizing payments for the group.
Written confirmations will be sent to clients via email.
For Kilimanjaro portering, one luggage piece (soft bag or rucksack) per person of 15 kg is included in the climb price. Additional baggage or weight may incur extra charges.
All clients' money, whether by bank transfer or card payment, is paid into an independently managed Trust Account held at Barclays Bank UK. This means in the unlikely event of our financial failure, you will receive a refund for the services you have paid for. Money is not received by us until all suppliers have been paid and you have completed your trip.
Trust My Travel is Authorized and Regulated by the Financial Services Authority under PSR 2009: No. 569641. More information about how your payments are protected (Trust My Travel Web site)
The Payment Process:
- Client receives a detailed itinerary and price quotation from Kilitreks & Safaris
- Client emails agreement to Kilitreks & Safaris for the services and price quoted
- Kilitreks & Safaris create a booking on the TrustMyTravel secure server
- An email will be sent to the client from TrustMyTravel. The email provides a user name, password and link to the secure server
- Clients click on the link and input the user name and password provided in the email
- Client can check and approve the booking details before making a payment by credit card or wire transfer
- Client will receives a payment receipt from TrustMyTravel
- The booking is confirmed.
All bank/card charges levied are to be paid by the contracting party.
- For bookings made more than 60 days in advance, a non-refundable deposit of 30% of the total package price is requested
- Balance of payment is due 59 days before the start of contracted services
- For bookings made 59 days to 7 days in advance, payment is requested in full
- No adjustment requests to the tour will be considered by Kilitreks & Safaris once full payment has been received
- A quoted price, including safari accommodation, can not be guaranteed if the booking deposit or final balance payment is received late
- We reserve the right to cancel / amend any reservation should timely final payment not be received.
All extras are to be settled in cash before departure.
Hotel accommodation before and after safari is not included in bookings for safaris, unless otherwise requested and/or stated in the program.
Airport transfers (Kilimanjaro International Airport only) are not included for Kilimanjaro or safari bookings unless otherwise requested and/or stated in the program.
Cancellations and refunds:
Cancellations must be made in writing by the signatory who booked the services i.e. the lead name.
Cancellations must be received by the company prior to the start of contractual services in order to be valid.
The date that written cancellation is received by the company will be the date used to determine cancellation charges.
In the event of a cancellation or a reduction in numbers prior to the start of contracted services:
- Up to 60 days – no refund of deposit
- 59 days up to 44 days – 70% of the total price will be refunded
- 43 days up to 15 days – 50% of the total payment will be refunded
- 14 days or less, including ‘no show’ – no refund is due.
- A US$ 40 administration fee will be charged for processing refunds.
Kilitreks & Safaris shall at all times exercise its absolute discretion in regard to cancellation / refunds, including where clients do not remain with the pre booked program throughout its duration.
There will be no refund if the contracted party shortens the program on his/her own account.
Our suppliers each have their own amendment / cancellation charges. Cancellations and amendments are therefore subject to our supplier’s conditions and on the understanding that the clients shall be liable for all additional costs arising from such cancellations and amendments.
Cancellation of any confirmed flight seats as ticketed, 25 – 100% will be forfeited according to the rules of the applicable fare. Change of reservation constitutes a cancellation.
Kilitreks & Safaris reserve the right to change contracted prices without notice.
In the event of government or legislated changes, Kilitreks & Safaris may pass on to the contracted party any costs incurred as a result.
No refunds will be made by Kilitreks & Safaris for no shows, or any unused services.
Kilitreks & Safaris acts only as an agent for the client in all matters relating to tours and accepts no responsibility for personal illness, injury, accident, death, delay, any kind of loss, damage or irregularity which may be occasioned by reason of any act or omission beyond its control, including without limitation, any act of negligence or breach of contract of a third party, such as a hotel or airline which supply any good or services for business.
Kilitreks & Safaris will not accept responsibility for any client activities, actions or interactions that occur outside of those for which the client has contracted to Kilitreks & Safaris to provide.
It is the client responsibility to ensure that all necessary valid documentation is obtained for the trip, including visas and immunization certificates (i.e. yellow fever).
We reserve the right to decline bookings from clients who are not insured and Kilitreks & Safaris will accept no responsibility for clients who travel uninsured.
The laws of the United Republic of Tanzania shall govern the relationship between Kilitreks & Safaris and the Operator / Travel Agent / client and the Courts of Tanzania. The courts of the United Republic of Tanzania shall have sole jurisdiction, in respect of any claims and / or disputes of whatsoever nature, which may arise between Kilitreks & Safaris and the Agent and / or client. Contracts between the parties, as well as any subsequent variations thereto, shall be in writing.
Clients need to be aware that safaris frequently visit areas with wild animals. Neither Kilitreks & Safaris nor its employees, nor our agents can be held responsible in any way whatsoever for any wildlife related injury or incident while on safari.
It is the responsibility of the Client(s) to obtain full and comprehensive insurance cover for personal baggage / effects, foreign and local currency, travelers’ cheques, medical expenses, personal accident and cancellation / curtailment, repatriation and force majeure. Force majeure includes war, threat of war, riot, civil disobedience or strife, industrial dispute, terrorist activity, acts of God, natural or nuclear disaster, fire, adverse weather conditions, level of water, technical or maintenance problems with transport providers, closure of airports or any unforeseeable or unavoidable event beyond our control.
Luggage and personal effects are conveyed entirely at owner’s risk. Clients should note that there is a limit of one standard piece of luggage (soft bag) not weighing more than 15 kg, plus one small piece of hand luggage. When traveling on certain charter flights, baggage is limited to one soft bag weighing not more than 12 kg.
Kilitreks & Safaris accepts no responsibility for loss or damage to luggage or personal property from whatsoever causes arising. Clients are advised to effect adequate insurance.
Final prices and contracts are strictly confidential.
It may be necessary for us to request personal information from you e.g. dietary, disability, passport, credit card. In all cases, this will be treated as confidential but may need to be passed to suppliers, where appropriate, in order for them to fulfil their obligations to clients.
Personal information received by Kilitreks & Safaris is subject to the conditions specified in the company privacy statement - http://www.kilitreks-safaris.com/privacy-statement.html
Thank you for taking the time to read our Terms and Conditions.