SPARWILD AFRICAN TOURS AND SAFARIS LTD

BOOKING, PAYMENT, AND TRAVEL TERMS & CONDITIONS

1. Introduction and Acceptance of Terms

These Booking, Payment, and Travel Terms & Conditions (“Terms”) govern all safari, tour, and travel services provided by Sparwild African Tours and Safaris Ltd (“the Company,” “we,” “us,” or “our”).

These Terms apply to all bookings and engagements made with the Company, whether through our official website, social media platforms, direct communication channels (including email, phone, and WhatsApp), or authorized representatives.

By confirming a booking, making a payment, accessing our website, or participating in any of our tours, the client (“you” or “the traveler”) acknowledges that they have read, understood, and agreed to be legally bound by these Terms, as made available on our official website:
https://sparwildafricantoursandsafaris.com/

These Terms constitute a legally binding agreement between the client and Sparwild African Tours and Safaris Ltd and apply to all services offered unless otherwise expressly agreed in writing. In the event of any inconsistency, the terms outlined in the individual booking confirmation shall prevail.

2. Booking Confirmation and Payments

A booking is only considered confirmed upon receipt and formal acknowledgment of payment by the Company.

2.1 Deposit Requirements

To secure a reservation, a deposit is required at the time of booking. Deposit levels vary depending on the nature and duration of the safari:

  • 1-Day Tours: Full payment required at the time of booking, unless otherwise advised
  • 2–6 Day Safaris: Approximately 30% of the total tour cost
  • 7 Days and Above: 50% of the total tour cost

The exact deposit amount will be specified in your booking confirmation.

2.2 Balance Payment

The outstanding balance must be settled as per the terms outlined in your booking confirmation—either prior to departure or on the day of arrival before commencement of the safari.

Failure to complete payment within the agreed timelines may result in automatic cancellation and forfeiture of any deposit paid.

2.3 Currency and Pricing

All prices are quoted and payable in United States Dollars (USD) unless otherwise specified.

2.4 Accepted Payment Methods

We accept secure payments via:

  • Visa
  • MasterCard
  • American Express
  • Bank Transfers
  • Approved local payment methods

Payments may be made online or at our Ruiru office.

2.5 Payment Security and Fraud Prevention

All official company bank accounts are domiciled in Nairobi, Kenya.
 Sparwild African Tours and Safaris Ltd does not request or accept payments to accounts outside Kenya.

Any such request must be treated as fraudulent and reported immediately. Clients are strongly advised to verify all payment details directly with our office before initiating any transaction.

2.6 Transaction Costs

All bank charges, transfer fees, and third-party transaction costs are solely the responsibility of the client.

3. Payment Structures

Depending on the nature of the booking, one of the following payment models will apply:

3.1 Deposit + Balance on Arrival

  • 30–50% deposit at booking confirmation
  • Remaining balance payable prior to departure or upon arrival (before safari commencement)

3.2 Full Prepayment Requirement

Certain bookings require 100% advance payment, including but not limited to:

  • Flight-inclusive packages
  • Last-minute bookings (within 7 days of departure)
  • Safaris involving non-refundable lodges or services

Clients will be formally notified where full prepayment is required.

4. Cancellation Policy

Cancellation terms are determined by the nature of the safari, accommodation providers, and travel season. Specific conditions will be stated in your booking confirmation.

4.1 Calculation of Cancellation Period

The cancellation period excludes:

  • The date of cancellation
  • The date of departure

Only full intervening days are considered.

4.2 Low Season Cancellation Policy

  • More than 40 days prior: 50% refund of total tour cost
  • 15–39 days prior: 30% refund of total tour cost
  • Less than 14 days / No-show: No refund

4.3 Peak Season and Flight-In Safaris

  • Upon booking confirmation: 100% cancellation fee applies
  • No refunds for cancellations or no-shows

4.4 Important Notes on Cancellations

  • Certain components (e.g., park fees, flights, specific lodges) may be non-refundable once confirmed
  • Website pricing is subject to change based on availability, seasonality, and supplier adjustments

5. Amendments to Bookings

Requests to modify travel dates, itineraries, or services will be accommodated where feasible. All changes are:

  • Subject to availability
  • May attract additional costs imposed by third-party providers

6. No-Show Policy

Failure to arrive on the confirmed departure date without prior written notice constitutes a no-show and is strictly non-refundable.

7. Refund Policy

Where applicable:

  • Refunds will be processed within 7–14 business days
  • Refunds will be issued via the original payment method
  • Applicable bank charges and processing fees may be deducted

No refunds will be issued for:

  • Unused services
  • Missed activities

Early termination of the safari once the trip has commenced.

8. Safari Cost Inclusions and Exclusions

8.1 Included in Your Safari Cost

The following services and amenities are included in the published safari price:

  • Transport in a suitable safari vehicle (4×4 Land Cruiser or Safari Van, as specified in the itinerary)
  • Services of a professional English-speaking driver/guide
  • Accommodation as outlined in the itinerary
  • Meals as specified in the program
  • Park entrance fees and applicable conservation levies
  • Complimentary bottled water provided in the safari vehicle during game drives
  • Complimentary emergency evacuation coverage via Flying Doctor services 

8.2 Excluded from Your Safari Cost

The following items are not included in the published safari price:

  • International and domestic flights (unless stated otherwise)
  • Travel and medical insurance
  • Visa fees
  • Additional accommodation and meals beyond the itinerary
  • Drinks, gratuities (including drivers’ and guides’ tips), and personal expenses
  • Optional activities and excursions not specified in the itinerary

9. Transport and Vehicles

Transport will be provided using appropriate safari vehicles based on group size and itinerary requirements.

The Company reserves the right to:

  • Substitute vehicles with equivalent alternatives
  • Engage vetted subcontractors where necessary

Service quality and safety standards will not be compromised.

10. Accommodation

  • Accommodation is based on double or twin sharing unless otherwise requested.
  • Single occupancy is available at an additional cost (single supplement).
  • Accommodation categories—including budget, mid-range, and luxury—are subject to availability and confirmed at the time of booking.
  • Child rates are applied based on age, sharing arrangements, and specific accommodation policies. They are not automatic and will be confirmed at the time of booking.

Any special accommodation requests or requirements must be communicated at the time of booking.

11. Pricing Adjustments

All pricing is based on current:

  • Park fees
  • Third-party supplier rates (including transport, fuel, and service charges)

The Company reserves the right to adjust prices due to:

  • Government-imposed changes
  • Currency fluctuations
  • Supplier revisions

Clients will be notified promptly where applicable.

12. Liability Disclaimer

Sparwild African Tours and Safaris Ltd acts as an intermediary between clients and third-party service providers.

The Company shall not be held liable for:

  • Injury, illness, or death
  • Loss or damage to personal property
  • Travel delays, cancellations, or disruptions beyond its control

All travel is undertaken at the client’s own risk.

Liability for transportation is governed by the applicable laws of the country in which services are rendered.

13. Complaints and Claims

  • All complaints must be reported immediately during the safari to enable resolution
  • Unresolved issues must be submitted in writing within 30 days after completion
  • Claims received after this period may not be considered

14. Client Conduct

The Company reserves the right to refuse or terminate participation of any client whose conduct is:

  • Unsafe
  • Disruptive
  • Inappropriate

No refunds will be issued in such cases.

15. Health and Fitness

Clients are responsible for ensuring they are medically fit to travel.

All medical conditions, dietary requirements, or special needs must be disclosed at the time of booking.

16. Travel Documentation

Clients are solely responsible for securing:

  • Valid passports
  • Entry visas
  • Required vaccinations

The Company shall not be liable for denied entry due to incomplete or incorrect documentation.

17. Travel and Medical Insurance

Clients are strongly advised to obtain comprehensive travel insurance covering:

  • Medical emergencies
  • Trip cancellation or interruption
  • Loss of baggage and personal belongings

Sparwild African Tours and Safaris Ltd does not provide insurance services. It is the client’s responsibility to arrange adequate coverage.

18. Force Majeure

The Company shall not be held liable for failure or delay in performance due to events beyond its reasonable control, including but not limited to:

  • Natural disasters
  • Adverse weather conditions
  • Government actions or restrictions
  • Strikes or industrial disputes
  • Pandemics
  • Park closures

19. General Provisions

  • Terms may vary depending on third-party providers
  • Individual booking confirmations take precedence over these general Terms
  • All quotations are subject to availability and validity timelines
  • Prices may change if bookings are not confirmed within the specified period

20. Contact and Clarifications

For all inquiries regarding bookings, payments, cancellations, or any aspect of your travel arrangements, clients are strongly encouraged to contact the Company prior to confirming any reservation.

Call / WhatsApp: +254 703 829 961
Email: info@sparwildafricantoursandsafaris.com

Our team remains available to provide timely assistance, clarify terms, and ensure a seamless booking experience.