These Terms & Conditions govern all bookings, tours, safaris, excursions, transportation, accommodation arrangements and related travel services provided or arranged by Civvet African Tours & Safaris (“Civvet”, “we”, “us” or “our”).
By making a booking, paying a deposit, accepting a quotation, or participating in a tour or safari arranged by Civvet African Tours & Safaris, the client (“you”, “your” or “traveller”) confirms that they have read, understood and agreed to these Terms & Conditions.
1. BOOKING AND ACCEPTANCE
1.1. A tour enquiry or quotation does not constitute a confirmed booking.
1.2. A booking becomes confirmed when:
1.3. The person making the booking confirms that they have authority to make the booking on behalf of all members of their travelling party and accepts these Terms & Conditions on their behalf.
1.4. All travellers are responsible for providing accurate information, including full names as shown on passports, nationality, passport details where required, travel dates, dietary requirements, medical considerations relevant to the trip, emergency contacts and other information reasonably required to arrange the services.
1.5. Civvet reserves the right to decline or refuse a booking where services are unavailable, payment requirements are not met, or circumstances exist that make it impractical or unsafe to provide the requested services.
2. QUOTATIONS AND PRICES
2.1. Unless otherwise stated, all quotations are subject to availability and may change before booking confirmation.
2.2. A quotation will normally specify:
2.3. Prices are based on the itinerary and number of travellers stated in the quotation.
2.4. A change in the number of travellers may result in a change in the per-person price.
2.5. Unless specifically stated otherwise, quotations do not include international flights, visas, travel insurance, personal expenses, alcoholic beverages, laundry, telephone charges, tips, souvenirs or other items listed as exclusions.
2.6. Government taxes, park fees, conservation fees, fuel costs, airline charges, accommodation rates and other supplier charges may change after a quotation has been issued. Where such increases are imposed after confirmation and are outside Civvet’s control, the additional cost may be passed on to the client.
2.7. Any price increase resulting from a government-imposed charge or supplier increase will, where reasonably practicable, be communicated to the client before the additional amount becomes payable.
3. DEPOSIT AND PAYMENT
3.1. A 30% deposit of the total booking value is generally required to confirm a safari or tour, unless the quotation or invoice specifies a different amount.
3.2. Certain bookings may require a higher deposit, including:
3.3. The remaining balance is normally payable at least 45 days before the commencement of the tour, unless otherwise stated on the invoice.
3.4. Bookings made within 45 days of departure may require full payment at the time of confirmation.
3.5. Failure to make a payment by the applicable due date may result in the cancellation or release of the booking. Any amounts already paid may be subject to the cancellation terms below.
3.6. Civvet reserves the right to suspend arrangements until overdue payments have been received.
3.7. Bank charges, international transfer charges, card-processing fees or other payment-related charges may be payable by the client where applicable.
4. CANCELLATION BY THE CLIENT
4.1. All cancellations must be submitted in writing by the person who made the booking or by an authorised representative.
4.2. A cancellation becomes effective on the date Civvet receives the written cancellation.
4.3. Cancellation charges are calculated according to the number of days before the scheduled commencement of the tour or safari.
Standard Cancellation Schedule
| Time cancellation is received | Cancellation charge |
| More than 60 days before departure | Deposit forfeited / minimum 30% of total booking |
| 60–31 days before departure | 50% of total booking |
| 30–15 days before departure | 75% of total booking |
| 14 days or less before departure | 100% of total booking |
| No-show | 100% of total booking |
| Cancellation after commencement | 100% of unused services |
This structure reflects cancellation schedules commonly published by safari operators, although individual suppliers may impose different penalties.
4.4. The above charges represent Civvet’s standard policy. Specific accommodation providers, airlines, lodges, camps, park authorities, trekking authorities and other suppliers may impose stricter cancellation conditions. Where a supplier’s cancellation charge is higher, the supplier’s actual charge may apply.
4.5. Deposits paid to secure accommodation, permits, flights, transport or other services may be non-refundable where Civvet has already committed those funds to third-party suppliers.
4.6. Where a partial refund is due, Civvet will deduct:
5. NO-SHOWS AND LATE ARRIVALS
5.1. A client who fails to appear for a scheduled tour, safari, transfer or activity without prior written notification will be considered a no-show.
5.2. No-shows are generally charged at 100% of the applicable booking value.
5.3. No refunds will normally be provided for:
5.4. Where a client is delayed due to circumstances outside their control, Civvet will make reasonable efforts to assist, subject to availability and additional costs.
6. CANCELLATION OR CHANGES BY CIVVET
6.1. Civvet reserves the right to modify, postpone or cancel a tour where circumstances outside its reasonable control make it necessary or advisable.
6.2. Such circumstances may include:
6.3. Where Civvet cancels a tour before departure for reasons within its reasonable control, Civvet will, where practicable, offer:
6.4. Refunds are limited to amounts that Civvet is able to recover from suppliers, except where applicable law requires otherwise.
6.5. Civvet will not be responsible for additional expenses incurred by the client as a result of circumstances outside Civvet’s reasonable control, including additional accommodation, flights, meals, transportation or other incidental costs.
7. FORCE MAJEURE
7.1. Civvet will not be liable for failure, delay, interruption or alteration of services resulting from circumstances beyond its reasonable control.
7.2. Force majeure may include, without limitation:
7.3. Where force majeure affects a safari, Civvet will make reasonable efforts to provide an alternative arrangement where practical.
7.4. Additional costs arising from alternative arrangements may be payable by the client where they result from circumstances beyond Civvet’s control.
8. CHANGES TO THE ITINERARY
8.1. Safari itineraries are subject to operational, weather, wildlife, road and supplier conditions.
8.2. Civvet may make reasonable changes to an itinerary where necessary for:
8.3. Where possible, Civvet will provide an alternative service of a comparable standard.
8.4. A particular animal sighting, wildlife encounter, weather condition or attraction cannot be guaranteed.
8.5. Safari activities take place in natural environments and therefore conditions may change without notice.
9. ACCOMMODATION
9.1. Accommodation will be provided according to the category and property stated in the confirmed itinerary.
9.2. Civvet may substitute accommodation with another property of a similar standard where necessary because of availability, closure, overbooking, operational issues or other circumstances beyond its control.
9.3. Where a substitution results in a material price difference, Civvet will make reasonable adjustments where applicable.
9.4. Room allocation is subject to the accommodation provider’s availability.
9.5. Special room requests, including adjoining rooms, specific views, ground-floor rooms or particular bed configurations, are requests only and cannot be guaranteed unless confirmed in writing.
10. TRANSPORTATION
10.1. Transportation may be provided using safari vans, 4×4 safari vehicles, minibuses, cars, buses, boats, trains or domestic aircraft depending on the itinerary.
10.2. Vehicle type stated in a quotation may be subject to availability.
10.3. Clients must comply with reasonable instructions from drivers, guides and transport providers.
10.4. Seat allocations may not always be guaranteed.
10.5. Clients are responsible for keeping personal belongings secure while travelling.
10.6. Civvet is not responsible for loss, theft or damage to personal property unless caused by Civvet’s negligence or as otherwise required by applicable law.
11. PARK, CONSERVATION AND GOVERNMENT FEES
11.1. Where park, reserve or conservation fees are included in the quotation, the inclusion will be clearly stated.
11.2. Park authorities and conservation organisations may change their fees, operating rules or access conditions.
11.3. Once permits or park fees have been purchased, they may be non-refundable or subject to the issuing authority’s cancellation rules.
11.4. Where additional fees are imposed after booking by a government or conservation authority, such costs may be payable by the client.
12. PASSPORTS, VISAS AND TRAVEL DOCUMENTS
12.1. Clients are responsible for ensuring that they have valid passports, visas, permits and other required travel documents.
12.2. Passport validity and visa requirements vary according to nationality and destination.
12.3. Civvet may provide general information about visa requirements but cannot guarantee visa approval.
12.4. Civvet will not be responsible for losses resulting from:
13. TRAVEL INSURANCE
13.1. Civvet strongly recommends that every traveller obtain comprehensive travel insurance before departure.
13.2. Insurance should ideally cover:
13.3. Clients are responsible for ensuring that their insurance provides adequate coverage for their particular safari, including adventure activities where applicable.
13.4. Cancellation charges payable under these Terms & Conditions may be recoverable through appropriate travel insurance depending on the client’s policy.
14. HEALTH AND MEDICAL CONDITIONS
14.1. Clients are responsible for assessing whether they are medically fit to participate in the activities included in their itinerary.
14.2. Clients should seek appropriate medical advice before travelling where necessary.
14.3. Certain destinations may require vaccinations, medical certificates or other health documentation.
14.4. Clients must notify Civvet of any special requirements that may materially affect the provision of services, including mobility requirements, dietary restrictions or accessibility needs.
14.5. Medical evacuation, treatment and associated costs are the responsibility of the client unless covered by an applicable insurance policy.
15. SAFETY AND WILDLIFE
15.1. Safaris involve travel in natural environments and may involve inherent risks.
15.2. Wildlife is unpredictable and cannot be controlled or guaranteed.
15.3. Clients must follow instructions provided by their driver-guide, safari guide, accommodation staff and other authorised personnel.
15.4. Clients must not leave designated vehicles, accommodation areas or walking routes except where expressly permitted by an authorised guide.
15.5. Civvet may restrict or discontinue an activity where it reasonably considers that continuing would present an unacceptable safety risk.
15.6. The safety instructions of the driver, guide, park authority or accommodation provider must be followed at all times.
16. CHILDREN AND MINORS
16.1. Parents or legal guardians are responsible for children travelling with them.
16.2. Children must remain under appropriate adult supervision unless a specific supervised children’s activity has been arranged.
16.3. Certain activities, accommodation properties or conservation areas may impose age restrictions.
16.4. Parents or guardians are responsible for ensuring that children comply with applicable safety requirements.
17. SPECIAL REQUESTS AND DIETARY REQUIREMENTS
17.1. Civvet will communicate special requests to relevant suppliers where reasonably possible.
17.2. Requests such as vegetarian, vegan, halal, gluten-free or allergy-related meals should be provided at the time of booking.
17.3. While Civvet will make reasonable efforts to communicate dietary requirements, it cannot guarantee that third-party suppliers can accommodate every dietary requirement.
18. LUGGAGE AND PERSONAL BELONGINGS
18.1. Clients are responsible for their luggage and personal belongings throughout the journey.
18.2. Safari vehicles and domestic aircraft may have luggage restrictions.
18.3. Clients should comply with luggage limits specified before departure.
18.4. Civvet may refuse luggage that is excessively large, heavy or unsuitable for the vehicle or aircraft being used.
18.5. Valuable items should be kept securely and should not be left unattended.
19. FLIGHTS AND AIR TRAVEL
19.1. Where domestic or international flights are included or arranged, they are subject to the airline’s terms and conditions.
19.2. Flight schedules may change without notice.
19.3. Airline delays, cancellations, baggage restrictions and schedule changes are primarily governed by the relevant airline’s policies.
19.4. Flight cancellation and amendment charges may be passed on to the client.
19.5. Civvet is not responsible for losses resulting from flight delays or cancellations outside its reasonable control.
20. THIRD-PARTY SUPPLIERS
20.1. Civvet works with independent accommodation providers, airlines, transport companies, guides, parks, conservation organisations and other suppliers.
20.2. Such suppliers may have their own terms, cancellation policies and operational requirements.
20.3. Where a supplier’s terms differ from these Terms & Conditions, the supplier’s specific conditions may apply to that component of the booking.
20.4. Clients agree to comply with reasonable rules and regulations imposed by suppliers.
21. REFUNDS
21.1. Refunds are only available where expressly provided for under these Terms & Conditions or required by applicable law.
21.2. No refund will normally be made for services voluntarily not used by the client.
21.3. Examples include:
21.4. Where a refund is approved, processing times may depend on the payment method and the relevant bank or payment provider.
21.5. Refunds will normally be made using the original payment method where practical.
22. EARLY DEPARTURE OR CURTAILMENT BY THE CLIENT
22.1. If a client chooses to end a safari early, no automatic refund will be due for unused services.
22.2. Any additional transportation, accommodation or other costs resulting from an early departure will be the responsibility of the client.
22.3. Where early departure is caused by a documented emergency, Civvet may, at its discretion, assist the client in making alternative arrangements.
23. BEHAVIOUR AND CONDUCT
23.1. Clients are expected to behave respectfully toward guides, drivers, staff, local communities, wildlife and other travellers.
23.2. Civvet reserves the right to terminate a client’s participation without refund where their behaviour:
23.3. Any additional costs arising from such conduct will be payable by the client.
24. RESPONSIBLE AND SUSTAINABLE TOURISM
24.1. Clients are expected to respect local communities, cultures, wildlife and the environment.
24.2. Clients should comply with applicable conservation regulations and avoid behaviour that could negatively affect wildlife or natural habitats.
24.3. Clients should avoid littering, feeding wildlife, disturbing animals or removing natural or cultural objects.
24.4. Civvet encourages responsible tourism practices throughout its operations.
25. PHOTOGRAPHY AND MEDIA
25.1. Clients may take photographs and videos during their trip subject to applicable park, accommodation and local rules.
25.2. Clients must respect the privacy and dignity of local residents, staff and other travellers.
25.3. Civvet may photograph or record tours for marketing purposes only where appropriate permissions have been obtained.
25.4. A client may request that their identifiable image not be used for future marketing purposes.
26. COMPLAINTS
26.1. Civvet aims to resolve complaints as quickly as reasonably possible.
26.2. Any issue arising during a safari should be reported immediately to the driver-guide, tour leader or Civvet representative so that reasonable steps can be taken to resolve it during the trip.
26.3. Complaints that remain unresolved should be submitted in writing to Civvet within 14 days of completion of the tour.
26.4. Complaints should include the booking reference, dates of travel, nature of the complaint and supporting documentation where available.
26.5. Civvet will investigate complaints and provide a response within a reasonable period.
27. LIABILITY
27.1. Civvet will exercise reasonable care in arranging the services described in the confirmed itinerary.
27.2. Civvet will not be responsible for losses arising from circumstances outside its reasonable control.
27.3. Nothing in these Terms & Conditions excludes or limits liability that cannot legally be excluded or limited under applicable law.
27.4. Civvet’s liability in relation to third-party services may be subject to the terms and liability limitations imposed by the relevant supplier and applicable law.
27.5. Clients are responsible for ensuring that they have adequate insurance for risks associated with their travel.
28. PERSONAL DATA
28.1. Civvet may collect and process personal information necessary to arrange and administer a booking.
28.2. Information may include:
28.3. Personal information will be handled in accordance with applicable data-protection and privacy laws.
28.4. Information may be shared with relevant suppliers where necessary to fulfil the booking.
29. PAYMENT FRAUD AND AUTHORISED PAYMENT CHANNELS
29.1. Clients should make payments only through payment instructions officially provided by Civvet African Tours & Safaris.
29.2. Civvet will not be responsible for payments made to unauthorised individuals or accounts as a result of fraudulent communications unless such loss is attributable to Civvet’s own negligence or breach of applicable law.
29.3. Clients should independently verify any unexpected change to bank or payment details before making payment.
30. PROMOTIONAL OFFERS
30.1. Promotional prices and special offers may be subject to additional terms.
30.2. Promotional offers cannot necessarily be combined with other discounts unless expressly stated.
30.3. Civvet reserves the right to withdraw or modify promotional offers before booking confirmation.
31. GROUP BOOKINGS
31.1. Group bookings may be subject to different deposit, payment and cancellation conditions.
31.2. The organiser of a group booking is responsible for ensuring that all group members receive and understand the applicable booking conditions.
31.3. A reduction in group size may result in revised per-person pricing and additional cancellation charges.
31.4. Group-specific cancellation conditions will be communicated in the quotation or confirmation where applicable.
32. PEAK AND FESTIVE-SEASON BOOKINGS
32.1. Peak-season and festive-season bookings may be subject to stricter payment and cancellation policies.
32.2. Examples may include travel periods around:
32.3. Where suppliers impose stricter cancellation terms during these periods, those terms will apply to the relevant services.
32.4. Any special cancellation conditions will be communicated to the client before confirmation wherever reasonably possible.
33. AMENDMENTS TO A BOOKING
33.1. Requests to change dates, accommodation, destinations, number of travellers or other itinerary components must be made in writing.
33.2. Changes are subject to availability and may result in additional charges.
33.3. Supplier amendment charges, airline charges, accommodation charges, permit charges and administrative costs may be passed on to the client.
33.4. A material change to an itinerary may be treated as a cancellation of the original booking and rebooking of a new itinerary.
34. GOVERNING LAW AND JURISDICTION
34.1. These Terms & Conditions shall be governed by the laws applicable to Civvet African Tours & Safaris and the jurisdiction in which the company is legally registered, unless otherwise required by applicable law.
34.2. Any dispute that cannot be resolved amicably shall be subject to the jurisdiction of the appropriate courts or dispute-resolution mechanisms applicable to the company.
35. CHANGES TO THESE TERMS & CONDITIONS
35.1. Civvet African Tours & Safaris reserves the right to update these Terms & Conditions from time to time.
35.2. The Terms & Conditions applicable to a confirmed booking will generally be those accepted at the time the booking was confirmed, unless a change is required by law or expressly agreed by the client.
35.3. The latest version will be made available through Civvet’s official website.
36. ACCEPTANCE
By making a payment, confirming a booking or participating in a tour arranged by Civvet African Tours & Safaris, the client confirms that they have read, understood and accepted these Terms & Conditions.