BOOKING TERMS AND CONDITIONS
Introduction:
Signature Safaris is a trading name of Focused On Wildlife (hereby referred to as FOW), located at 240 Fir Tree Road, Epsom, KT17 3NL, United Kingdom. FOW is a registered company (with Victor Soares as a sole-proprietor) in the UK. As such, we proudly uphold our unique taxpayer reference number assigned by Her Majesty's Revenue and Customs (HMRC). This reference number unequivocally confirms our legitimacy and strict compliance with the UK's tax regulations. It underscores our unwavering commitment to operating within the legal framework and contributing responsibly to the nation's economic growth.
Terminology and References:
‘we’, ‘us’ and ‘our’ refers to Focused On Wildlife, and/or any “trading as” product identified under this banner.
‘you’ and ‘your’ refers to the person(s) making the booking, other persons travelling with that person, and all persons on whose behalf a booking is made. It also applies to any other person to whom a booking is transferred.
'package' and ‘lack of conformity' will have the same meaning as in the Package Travel and Linked Travel Arrangements Regulations 2018
'arrangements' are all the components as detailed in the tour on offer as detailed in your confirmation
1. Our agreement
You will receive essential information about your package arrangements and their main characteristics before a binding agreement is established between us. This information, along with these conditions, our Privacy Policy, and any other written details we provided before confirming your booking, form the basis of our contract. Read them carefully as they outline our respective rights and obligations. By making a booking, you agree to be bound by all terms. The key terms of our agreement are as follows:
Key terms
You will enter into a binding contract with us upon receipt of our confirmation email. Should you cancel your arrangements thereafter, you will be obligated to pay cancellation charges. Initially, this will be the deposit paid to secure your arrangements; however, once the balance is paid, these charges may escalate up to 100% of the total cost.
Any changes to the booking, whether made by you or by us, are strictly governed by the terms outlined in Clause 7 and Clause 8.
We are committed to ensuring that your confirmed arrangements are executed with the utmost care. However, please be aware that there are specific limitations and exceptions to this responsibility as outlined in these terms.
Minimum number of participants
Where a minimum number of participants is specified in any advertisement for any package, such minimum is a condition of the package being undertaken. Part of a package will not be redeemable under any circumstance and the entire package will be subject to the cancellation rules as set out in clause 8 and clause 11. If a minimum number of participants is not mentioned, then that package can be considered as a definite departure package and is be subject to all other terms and conditions herein.
Accuracy of information and booking errors
We are committed to ensuring the accuracy of all information and prices in our advertising material. However, changes and errors can occur, and we reserve the right to correct them when they do. It is your responsibility to verify the current price and all relevant information before confirming your booking. We will not be held liable for booking errors attributable to you or caused by unavoidable and extraordinary circumstances as outlined in clause 9.
Our agreement is binding once we issue a confirmation, whether directly to you or through an authorized agent. Immediately check all details on the confirmation or any other issued document upon receipt. Changes to your arrangements may not be possible later, so notify us of any inaccuracies within ten days of receiving the documentation. Failure to do so may jeopardize your rights.
The suppliers providing services for your arrangements operate under their own terms and conditions, which will also be part of your agreement with us. Be aware that some of these terms and conditions may limit or exclude the supplier's liability to you, typically in line with applicable International Conventions.
2. Pricing
Please be aware that we reserve the right to adjust the prices of unsold holiday arrangements at any time and/or correct any errors in the prices of confirmed arrangements. It is important to stay informed about potential changes that may affect your plans.
Be aware that the price of your confirmed arrangements may fluctuate due to changes in the following factors:
1 The price of passenger carriage will be adjusted based on the cost of fuel or other power sources.
2 Additionally, any taxes or fees imposed by third parties not directly involved in the package, such as tourist taxes, landing taxes, or embarkation/disembarkation fees at ports and airports, will affect the final cost.
3 Lastly, fluctuations in exchange rates relevant to the package will also impact pricing.
Please be aware that price variations will be determined based on the cost differences we encounter due to the aforementioned factors. Prices may increase or decrease, and we will inform you in writing of any changes. When feasible, we will also provide a detailed calculation explaining the variation at least 20 days before your scheduled departure. It is important to stay informed and prepared for these potential adjustments.
If your arrangements are part of a package and result in a price increase exceeding 10% (excluding insurance premiums, amendment charges, and/or additional services), we will provide you with the options specified in clause 8.
If prices decrease due to the aforementioned factors, we will issue a refund accordingly. However, we will deduct our administrative expenses from the amount owed to you, which may result in no remaining refund value.
Please be aware that travel arrangements are not always purchased in local currency, and some apparent changes may not affect the price due to existing contractual protections. It is important to consider these factors carefully to avoid any misunderstandings or unexpected costs.
3. Payment
You are required to make payment for your arrangements according to the instructions we provide. Failure to pay in full and on time will result in us treating your booking as cancelled by you, invoking the cancellation charges outlined in clause 7. Payments made to an authorized agent are held on our behalf until transferred to us or refunded to you. For international payments, ensure we receive the full advertised amount in the specified currency. You are responsible for all bank charges, withholding taxes, and exchange rate fluctuations related to your payment methods.
4. Insurance
It is crucial to understand that our agreement requires you to have adequate travel insurance for your arrangements. At a minimum, this insurance must cover losses due to cancellation, medical issues, and repatriation in case of an accident or illness. Should you decide to travel without sufficient insurance coverage, please be aware that we will not be responsible for any losses you incur that would have otherwise been covered by such insurance.
5. Disabilities and medical problems
Please be aware that travel can be physically demanding and may take place in challenging environments. While we will provide general information on the suitability of your chosen arrangements for individuals with reduced mobility, it is crucial that you inform us of any specific medical conditions or disabilities before we issue our confirmation. This allows us to assess whether we can meet your needs adequately.
If you request detailed information on the suitability of the trip considering your specific requirements, we will provide it. However, if we determine that we cannot safely and appropriately accommodate your needs, acting reasonably, we will not confirm your booking. This decision is made purely out of concern for your safety and well-being; therefore, no discrimination claims will be entertained as a result.
You will receive written communication regarding our decision to proceed with or cancel your booking, which will also be kept in our records. Should you fail to disclose full details at the time of booking and it later becomes apparent that we cannot accommodate these needs properly, the booking will be treated as cancelled by you under Clause 7's cancellation rules.
6. Special requests
All special requests regarding your arrangements must be communicated to us in writing at the time of booking. While we will make every effort to accommodate your requests, we cannot guarantee their fulfilment. If we are able to confirm a special request or requirement, it will be explicitly stated in our confirmation. However, if such requests or requirements are not confirmed in writing on our confirmation, any failure to meet them will not constitute a breach of contract on our part.
7. Changes by you
If you need to make any changes to your arrangements after they have been confirmed, including cancellations, you must inform us in writing immediately. Your request will only be effective once received in writing at our offices and will be effective from that date. We cannot guarantee that changes can be accommodated, but we will make every effort to assist. Please note that all changes and cancellations are subject to the charges listed below due to the costs we incur. If we are unable to fulfil your requested change and you choose not to proceed with the original booking, it will be treated as a cancellation by you, and Clause 8 will apply.
You have the option to cancel any arrangements before they begin, following the process outlined above, if:
a) Unavoidable and extraordinary circumstances (as detailed in clause 9) are happening at the location where your arrangements are set to take place or nearby; and
b) These unavoidable and extraordinary circumstances will significantly impact the performance of your arrangements.
By taking these steps, you can ensure that your plans remain flexible and responsive to unforeseen events.
In this event, you will promptly receive a full refund of any payments made. While we understand this may be disappointing, please note that this will be the maximum extent of our liability. We regret that we cannot cover any additional expenses or losses you may incur as a result. Rest assured, our priority is to ensure your satisfaction and minimize any inconvenience caused.
If your arrangements are part of a package and any member of your group is unable to travel, that person may transfer their place to someone else, provided the new individual meets all the conditions of the arrangements and agrees to these booking terms. We must be notified in writing at least seven days before departure, and you will need to pay an amendment fee along with any costs incurred by us or our suppliers. Both you and the person taking over the booking will be responsible for any remaining balance and additional fees resulting from this change.
If you cannot find a replacement, cancellation charges as outlined below will apply to cover our estimated costs. Unfortunately, no refunds can be given for passengers who do not travel or for unused services. Please also note that some tours have restrictions imposed by local authorities that do not allow name changes once passport details have been submitted for entry purposes. In such cases, transfers of bookings will not be possible.
Charges for cancellations
If you need to cancel your reservation, please be aware that your deposit will not be refunded or transferable. Should you cancel after paying the full balance, we will do our best to resell your spot on the trip. If successful, we will issue a refund minus a £100 administrative fee, the deposit, and any discounts applied to resell your place. However, if we are unable to resell your spot, no refund will be given. Additionally, no refunds are provided if you leave an event early. If your cancellation falls under the coverage of your insurance policy, you may be able to reclaim these charges through them. Any cancellation fees will be deducted from the payments you've already made.
Charges for changes
If we are able to accommodate your requested change, there will be a fee of £100 per person per change. Additionally, you will need to cover any applicable rate changes or extra costs incurred, along with any expenses we incur and any charges imposed by our suppliers. Please note that some arrangements may not be amendable once confirmed, and any alterations or cancellations could result in an additional charge of up to 10% of the affected part of the arrangements on top of the aforementioned fees.
8. Changes by us
When we mention a 'price reduction' in this clause, we are indicating that you will receive an appropriate decrease in the amount you paid for the affected arrangements during any period where there was a lack of conformity as outlined in the Package Travel and Linked Travel Arrangements 2018, provided that this lack of conformity is not due to your actions. Similarly, when we refer to 'compensation,' it means that we will promptly provide you with suitable compensation for any damage you incur due to any lack of conformity, subject to the limitations and exclusions detailed in section B of clause 11.
Changes and cancellations before departure
Most changes will be minor, and we reserve the right to implement them. If we make a minor change to the main characteristics of any package arrangements, we will strive to inform you as soon as reasonably possible before your departure. However, for other minor changes, notification may not be provided. We will have no further obligations to you regarding these minor changes. Please understand that replacing any tour leaders with others who have equivalent experience as originally advertised is considered a minor change.
Occasionally, we may need to make significant changes to your confirmed arrangements, and we reserve the right to do so. A significant change involves altering any of the main characteristics of your booking. If such a change or cancellation is necessary before your departure, we will inform you promptly in writing.
Given sufficient time before departure, you will have the following options:
a) Agreeing to the changed arrangements,
b) Accepting the cancellation or terminating the contract and receiving a full refund without delay,
c) Accepting an offer of alternative arrangements of comparable standard from us, if available.
If these changes result in a price adjustment or affect the quality of your arrangements, we will notify you accordingly. Please inform us of your choice within 7 days; otherwise, we may terminate the contract and refund all payments made by you.
We are committed to compensating you reasonably where appropriate unless:
a) The change or cancellation occurs before you've paid in full,
b) It results from unavoidable extraordinary circumstances as outlined in clause 9,
c) We cancel at least 30 days prior due to insufficient participants.
No compensation will be provided for insignificant changes or cancellations due to non-compliance on your part (including payment failures), nor for alterations requested by you after confirmation.
Should significant issues arise after departure that prevent us from providing key aspects of your package, we will strive to offer suitable alternatives equivalent or superior in quality. If only lower-quality alternatives are available, we'll adjust prices accordingly. You may reject these alternatives if they don't meet our original promises or if our price reduction is inadequate.
In cases where no suitable alternatives can be arranged post-departure for package deals only, compensation will be provided as per section B of clause 11. This outlines our maximum liability for changes and cancellations; regrettably, we cannot cover additional expenses incurred as a result.
9. Unavoidable and extraordinary circumstances
We want to be transparent and sincere with you regarding our booking conditions. Unless explicitly stated otherwise, we cannot be held liable or offer price reductions or compensation if our contractual obligations are impacted by unavoidable and extraordinary circumstances beyond anyone's control. These situations, which neither we nor the service suppliers could prevent even with all reasonable measures in place, include but are not limited to war, threats of war, civil unrest, terrorist activities and their consequences or threats thereof, riots, actions by any government or local authority including port or river authorities, industrial disputes, lock closures, natural or nuclear disasters, fires, chemical or biological incidents as well as adverse weather conditions affecting sea and river travel. Additionally, advice from the Foreign Office to avoid or leave a particular country may also constitute such unavoidable and extraordinary circumstances.
10. Your behaviour towards us
When you book with us, you agree to respect the authority and decisions of our employees, tour leaders, agents, and suppliers during your tour. It is vital that you follow all reasonable instructions given by the tour leader(s). Any form of verbal or physical abuse towards Focused On Wildlife tour leaders will not be tolerated. If any of these individuals believe that your health or behaviour might jeopardize the progress of the tour, you may be excluded from part or all of it. In cases of ill health, we may make necessary arrangements and recover associated costs from you.
If your behaviour endangers safety, disrupts order and discipline, causes distress or annoyance to others, damages property, or delays transportation; if you fail to cooperate with reasonable requests; if you're verbally or physically abusive; or if your conduct negatively impacts another guest's enjoyment—our responsibilities to you will cease immediately. You will be required to leave your accommodation or service without further obligations on our part. We won't cover any expenses incurred as a result.
Additionally, you'll need to pay for any loss or damage caused by your actions directly to the supplier before leaving their service. Failure to do so means you'll be responsible for any subsequent claims and costs made against us due to your actions.
11. Our Responsibility
When we mention a 'price reduction' in this clause, we mean that we will provide you with an appropriate decrease in the price you paid for the affected arrangements during any period of non-conformity, unless that non-conformity is due to your actions. Similarly, when we refer to 'compensation,' it means that we will promptly pay you appropriate compensation for any damage you suffer as a result of non-conformity, subject to the limitations and exclusions outlined in section B of this clause 11.
A. Our responsibilities differ according to what you have booked:
