Article 1: Booking and Payment

Clause 1.1: Booking Confirmation
All bookings are confirmed via email once ASJ receives the client’s or travel agent’s booking request. Confirmation includes a detailed itinerary with price per person, group, or MICE event, including applicable taxes, park fees, and optional activities. Confirmation of the booking constitutes acceptance of these Terms and Conditions.

Clause 1.2: Itinerary and Invoice
Once the client or travel agent confirms the itinerary and price via email, ASJ will issue a detailed invoice covering the itinerary and any additional requested services.

Clause 1.3: Deposit Requirement
A 30% deposit of the total booking price is required to confirm any booking. Payment can be made via bank transfer or online payment. Banking details will be provided upon confirmation.

Clause 1.4: Currency of Payment
International payments must be made in USD unless otherwise agreed. Payments in other major currencies may be accepted subject to prevailing exchange rates.

Clause 1.5: Late Payment and Default
Clients who fail to meet payment deadlines will be issued a 14-day notice to fulfill their obligations. If payment is not made within this period, ASJ reserves the right to cancel the booking, and applicable cancellation charges, as detailed in Clause 2.1, will be deducted from amounts already paid.

Late payments will incur statutory interest. Clients are responsible for ensuring that all payments are complete, accurate, and made through authorized channels. Proof of payment must be provided promptly when requested.

Clause 1.6: Balance Payment
The remaining balance must be paid no later than 60 days prior to departure. Failure to do so may result in booking cancellation and application of the relevant cancellation charges.

Clause 1.7: Gorilla and Chimpanzee Permits
Full payment for gorilla trekking or chimpanzee tracking permits is required at the time of booking confirmation. These permits are issued and regulated by Uganda Wildlife Authority (UWA) or Rwanda Development Board (RDB) and cannot be refunded once confirmed.

Clients must comply with age and health restrictions set by UWA or RDB. ASJ will make reasonable efforts to resell permits to minimize client loss, but resale is not guaranteed.

Article 2: Cancellation, Rescheduling, and Refunds

Clause 2.1: Cancellation Charges
All cancellations must be submitted in writing. Cancellation charges depend on the notice period as outlined below:

Clause 2.2: Rescheduling Permits
Rescheduling gorilla or chimpanzee permits is subject to availability and requires full payment. For Uganda, a minimum of 14 days’ notice is required, and for Rwanda, a minimum of 30 days’ notice. Requests made after these deadlines may still be accommodated but may incur surcharges as determined by UWA or RDB.

Clause 2.3: Trip Rescheduling
Trip rescheduling is allowed subject to availability and may incur additional costs, which will be borne by the traveler. Rescheduling requests must be submitted in writing.

Clause 2.4: Refunds
Approved refunds will be returned to the original payment method within 90 days. ASJ or its A manages cancellation requests, but final approval and any charges are determined by suppliers or wildlife authorities.

Clause 2.5: Non-Payment Consequences
ASJ reserves the right to cancel any booking if payment deadlines are missed, unless otherwise agreed in writing or due to force majeure.

Clause 2.6: Park Activities and Permits
Park activities and permits are strictly controlled by UWA or RDB. Once paid, they are non-refundable and non-transferable. ASJ will attempt to resell the permit to minimize loss but cannot guarantee.

Article 3: Governing Law and Dispute Resolution

Clause 3.1: Applicable Law
These Terms and Conditions are governed by the laws of Uganda.

Clause 3.2: Dispute Resolution
Clients and ASJ must attempt to resolve disputes amicably. If an agreement cannot be reached, the matter shall be submitted to arbitration under Ugandan law. Arbitration will take place in Kampala, Uganda, and proceedings shall be conducted in English. The arbitrator’s decision is final and binding.

Article 4: Responsibilities and Liabilities

Clause 4.1: Inherent Risks
Clients acknowledge that safari travel involves inherent risks including rough terrain, wildlife interactions, civil unrest, limited medical facilities, and government restrictions. Participation is at the client’s own risk.

Clause 4.2: Changes to Itinerary or Accommodation
ASJ may modify itineraries or substitute accommodation due to safety, operational needs, adverse weather, or flight changes. Clients will be informed promptly of any changes. Equivalent alternatives will be offered when feasible.

Clause 4.3: Limitation of Liability
ASJ and its agents are not liable for loss, injury, damage, delay, or death arising from circumstances beyond their control, including terrorism, government restrictions, natural disasters, pandemics, strikes, or civil unrest. Liability for any loss is limited to the total trip cost.

Clause 4.4: Baggage and Personal Items
Clients carry baggage at their own risk. ASJ is not responsible for loss, theft, or damage. Items posing safety risks or exceeding size or weight limits may be refused.

Clause 4.5: Airline Liability
Liability for domestic flights is governed by the flight operator’s terms and applicable international conventions.

Clause 4.6: Conduct and Termination
ASJ may terminate a client’s participation without refund if behavior is disruptive, abusive, illegal, or threatens staff, other travelers, or local communities. No further liability or transport obligations arise after termination.

Article 5: Complaints Procedure

Clause 5.1: On-Site Complaints
Clients must report issues immediately to ASJ staff or service providers for prompt resolution.

Clause 5.2: Written Complaints
Unresolved complaints must be submitted in writing to admin@africasustainablejourneys.com within 20 days of return. Late complaints may not be accepted.

Article 6: Insurance and Safety

Clause 6.1: Insurance Requirement
All clients must obtain comprehensive travel insurance covering medical emergencies, accidents, illness, trip cancellation, and loss or theft of belongings.

Clause 6.2: Insurance Details
Clients must provide ASJ or its authorized travel agents with insurance provider name, policy number, and 24-hour emergency contact prior to departure. Failure to provide details may result in denial of participation.

Clause 6.3: Emergency Services
ASJ partners with BAR SOS for 24/7 emergency support, including fixed wing air evacuation and satellite SOS devices. Helicopter evacuations are additional and subject to availability. Personal insurance remains mandatory.

Article 7: Wildlife and Animal Safety

Clause 7.1: Animal Interaction
Clients must maintain a safe distance from wildlife. ASJ is not liable for incidents resulting from wildlife interactions.

Clause 7.2: Wildlife Variability
While guides will use expertise to maximize wildlife viewing opportunities, sightings cannot be guaranteed due to unpredictable wildlife behavior.

Article 8: Use of Images

ASJ may capture photographs and videos for marketing, publicity, or educational purposes. Participation grants ASJ unrestricted rights unless written notice is provided prior to the trip.

Article 9: Transport

Clause 9.1: Vehicles
Safari vehicles include 4×4 Land Cruisers or Safari Vans with pop-up roofs. Air-conditioning and fridge may be limited.

Clause 9.2: Road Conditions
Routes may be long, rough or uneven. Local flights may be arranged at additional cost.

Clause 9.3: Driver-Guides
All safaris are led by licensed driver-guides employed by ASJ. Clients must treat guides with respect. Misconduct will be investigated promptly.

Article 10: Facilities

Electricity in some accommodations is limited to generators or solar power, often available only during specific hours. Voltage is 240V/50Hz; UK plug (Type G) adapters are recommended. Tap water is generally unsafe. Bottled or filtered water is provided for drinking, brushing teeth, and rinsing.

Article 11: Donations and Community Support

ASJ accepts voluntary monetary and in-kind donations for sustainable tourism, community development, and conservation. Unless otherwise agreed in writing, donations are unrestricted and allocated at ASJ’s discretion. Donations are non-refundable and do not confer ownership, governance, or service rights.

Article 12: Volunteer Engagement

Volunteers serve unpaid and are not ASJ employees. Volunteers must adhere to ASJ’s code of conduct, including safeguarding, confidentiality, child protection, ethical behavior, and responsible tourism. ASJ may terminate engagement for safety, misconduct, or policy violations. Volunteers participate at their own risk, except in cases of ASJ gross negligence. These Terms override any separate Volunteer Agreement.

Article 13: Amendments

ASJ may amend these Terms to reflect legal, operational, or market needs. Amendments apply to future bookings and will be communicated appropriately.

Article 14: Acknowledgement and Acceptance

By booking, donating, supporting, or volunteering, clients confirm they have read, understood, and agreed to these Terms, including ASJ’s Sustainable Tourism Policy, Accessible Tourism Policy, Dog-Friendly Travel Policy, Wildlife Protection/Conservation Policy, and Communities Support Policy.