9TERMS AND CONDITIONS OF TRADE
Eco and Cultural Travel Adventures (t/a EcoTravel Africa)
1. INTRODUCTION AND APPLICATION
1.1. These Terms and Conditions (“the Terms”) govern the contractual relationship between Eco and Cultural Travel Adventures (hereinafter referred to as “the Company”, “we”, “us”, or “our”), a Destination Management Company (DMC) registered in Namibia, and the traveler, agent, or entity making the booking (hereinafter referred to as “the Client”, “you”, or “your”).
1.2. By booking a tour, safari, accommodation, or travel package with the Company, the Client acknowledges that they have read, understood, and agree to be bound by these Terms.
1.3. Persons making a booking on behalf of a group or other individuals warrant that they have the authority to accept these Terms on behalf of the entire group.
2. BOOKING AND PAYMENT POLICY
2.1. Provisional Bookings & Accommodation Availability: * Provisional bookings will be held for a period of 14 days.
- Important: Until the required deposit is received, no bookings are confirmed. The accommodation accommodations listed in any itinerary or quote are indicative only and subject to availability.
- Actual accommodation is only guaranteed once the deposit has been processed and suppliers have confirmed the reservation. If the indicative accommodation is unavailable at the time of deposit, the Company will secure a comparable alternative, which may result in a price adjustment.
2.2. Deposit: To confirm a reservation, a deposit of 25% of the total tour price is required upon invoicing. Payment of this deposit constitutes acceptance of these Terms and confirmation of the booking request.
2.3. Balance Payment: The full balance of the tour price must be paid no later than 90 days prior to the departure date.
2.4. Late Bookings: Reservations made within 90 days of departure require full payment immediately upon confirmation.
2.5. Failure to Pay: Failure to remit the full balance by the due date may result in the booking being treated as a cancellation by the Client, subject to the cancellation fees outlined in Clause 3.
3. CANCELLATION POLICY
3.1. Cancellation by the Client: All cancellations must be submitted in writing to the Company. Cancellation fees apply based on the date the written notice is received:
- More than 90 days prior to departure: 10% of total tour price.
- 90 to 61 days prior to departure: 25% of total tour price.
- 60 to 31 days prior to departure: 50% of total tour price.
- Less than 30 days prior to departure or “No Show”: 100% of total tour price.
3.2. Cancellation by the Company:
The Company reserves the right to cancel a tour prior to departure due to unforeseen circumstances, force majeure, or insufficient group numbers. In such cases:
- The Company will first attempt to offer a comparable alternative tour or date.
- If no alternative is acceptable, a full refund of monies paid to the Company will be issued (excluding any non-refundable costs already paid to third-party suppliers, such as flights or permits).
4. TRAVEL INSURANCE
4.1. Mandatory Requirement: Comprehensive travel insurance is mandatory for all Clients traveling with the Company.
4.2. Coverage: Insurance must cover personal injury, medical expenses, emergency evacuation and repatriation, cancellation and curtailment, and loss of personal effects.
4.3. Verification: The Company reserves the right to request proof of insurance prior to the tour departure. Failure to provide this may result in the Client being denied participation without refund.
5. ITINERARY CHANGES AND FLEXIBILITY
5.1. Dynamic Nature of Travel: The Client acknowledges that travel in Africa (specifically Namibia, Botswana, Zambia, and Zimbabwe) requires flexibility.
5.2. Modifications: The Company reserves the right to alter routes, itineraries, accommodation, or modes of transport without prior notice should conditions necessitate (e.g., adverse weather, road conditions, mechanical breakdown, or safety concerns).
5.3. No Refunds for Changes: No refunds will be given for circumstances arising beyond the Company’s control that necessitate a change in the itinerary.
6. PASSPORTS, VISAS, AND HEALTH
6.1. Documentation: It is the sole responsibility of the Client to ensure that their passport is valid for at least six (6) months beyond the date of travel and has sufficient blank pages for stamps (minimum 2 consecutive pages per country).
6.2. Visas: The Client is responsible for obtaining all necessary visas for Namibia and any cross-border destinations (e.g., Zimbabwe, Zambia, Botswana) prior to travel.
6.3. Health: The Client certifies that they are in good physical and mental health to undertake the tour. It is the Client’s responsibility to take all necessary medical advice regarding vaccinations (e.g., Malaria prophylaxis, Yellow Fever) prior to travel.
7. LIABILITY AND INDEMNITY
7.1. Risk Acknowledgement: The Client accepts that tours may involve risks, including but not limited to traveling in remote areas, proximity to wild and dangerous animals, and travel on rough terrain.
7.2. Indemnity: The Company, its directors, employees, and agents shall not be liable for any loss, damage, injury, illness, death, or delay affecting the Client or their property, howsoever caused, except where such loss is caused by the proven gross negligence of the Company.
7.3. Third-Party Suppliers: Many services (lodges, scenic flights, activities) are provided by independent third-party suppliers. The Company acts only as an agent for these suppliers and accepts no liability for their errors or omissions.
8. WILDLIFE AND SAFETY
8.1. Wild Animals: The Client acknowledges that safaris involve close encounters with wild animals. The Client agrees to adhere strictly to the safety guidelines and instructions of guides and rangers at all times.
8.2. Right of Admission: The tour guide or tour leader has the absolute discretion to refuse a Client participation in any activity if their behavior causes danger, annoyance, or distress to other passengers or wildlife.
9. FORCE MAJEURE
9.1. The Company shall not be liable for any failure to perform its obligations where such failure is a result of Acts of God (including fire, flood, earthquake, storm, hurricane, or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war, rebellion, revolution, insurrection, military or usurped power, or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labor dispute, strike, lockout, or interruption or failure of electricity or telephone service.
10. APPLICABLE LAW AND JURISDICTION
10.1. These Terms and Conditions shall be governed by and construed in accordance with the laws of the Republic of Namibia.
10.2. Any dispute arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of Namibia.
ACCEPTANCE OF TERMS
By proceeding with a booking and paying a deposit, the Client is deemed to have accepted these Terms and Conditions in full.
10. Contacts and Information
Phone: +264858049574
Whatsapp: +264858049574
E-mail: hello@ecotravel.africa
Address: ERF 6462, Kamberipa Street, Katutura, Windhoek, Namibia
NTB registration NR TRA01490