Terms and Conditions

Article 1: Booking and Payment

Clause 1.1: Booking Confirmation
Upon confirmation of a booking via email, ASJ shall provide a detailed itinerary including price per person, group, or MICE event to the travel agent or client.

Clause 1.2: Itinerary and Invoice
Upon confirmation of the itinerary and price by the client or travel agent via email, an invoice shall be issued 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, payable via bank transfer or online payment. Banking details will be provided upon confirmation.

Clause 1.4: Currency of Payment
Payments from international clients and travel agents must be made in USD as quoted. Payments in other major currencies may be accepted subject to prevailing exchange rates.

Clause 1.5: Liability for Non-Payment or Incomplete Transactions
Neither Africa Sustainable Journeys (ASJ) nor any person acting on its behalf shall be liable for any failure to secure or deliver services, permits, bookings, program benefits, or donation acknowledgments arising from non-payment, delayed payment, incomplete transactions, or lack of timely communication from the client, donor, agent, or any associated party.

Without restricting the generality of the above, ASJ shall not be responsible for any loss resulting from errors, omissions, incorrect payment references, late or non-confirmation of bookings, or failure by the payer to verify that payments are made to ASJ or its authorized agents through official channels.

It is the payer’s sole responsibility to ensure that all payments are made in full, on time, and with accurate information. Proof of payment must be shared promptly where applicable.

Clause 1.6: Balance Payment
The remaining balance must be paid no later than 14 days prior to the departure date.

Clause 1.7: Gorilla and Chimpanzee Permits
Full payment for gorilla trekking or chimpanzee tracking permits is required before the tour for each participant.

Article 2: Cancellation and Refunds

Clause 2.1: Cancellation Charges
In the event of a cancellation, the following charges will apply, calculated as a percentage of the total booking cost:

More than 30 days before arrival: 0% (Full refund, excluding non-refundable permits or third-party fees)
29 to 10 days before arrival: 50%
Less than 10 days before arrival: 90%
No-show or same-day cancellation: 100%

Clause 2.2: Rescheduling Permits
Rescheduling gorilla or chimpanzee permits is subject to availability for the requested new dates and locations and requires full payment.

Please note the following:

This booking will be held on reserve for 6 days from the time of reservation.
To confirm your booking, please ensure full payment is made within these 6 days, and obtain a receipt from the Uganda Wildlife Authority (UWA).
Rescheduling requests made less than 14 days prior to the scheduled tracking date will incur a 25% surcharge in accordance with UWA Booking Guidelines.

Clause 2.3: Permit Cancellation
Please note that all payments made toward Gorilla and Chimpanzee trekking permits are non-refundable. These permits are issued by Uganda wildlife authority (UWA) and are subject to strict regulations. Once confirmed and secured on behalf of a guest, they cannot be canceled or refunded.

Clause 2.4: Trip Cancellation Notice
All trip cancellations must be made in writing and become effective on the date received by ASJ.

Clause 2.5: Refund Process
All approved refunds will be processed to the original method of payment within a maximum of 90 days from the date of cancellation. Processing times may vary depending on the nature of the transaction and banking procedures, but we aim to complete all refunds as promptly as possible.

Clause 2.6: 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.

Article 3: Governing Law and Dispute Resolution

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

Clause 3.2: Dispute Resolution
Any dispute, controversy, or claim arising out of or in connection with these Terms and Conditions shall be resolved amicably where possible. If an amicable resolution cannot be reached, the matter shall be submitted to arbitration under the laws of Uganda, and the decision of the arbitrator shall be final and binding. The arbitration shall take place in Kampala, Uganda, and proceedings shall be conducted in English.

Article 4: Responsibilities and Liabilities

Clause 4.1: Inherent Risks
Clients accept risks inherent to safaris, including underdeveloped infrastructure, natural hazards, and limited evacuation options.

Clause 4.2: Changes to Itinerary or Accommodation
ASJ may substitute lodges or modify itineraries due to adverse conditions, airline changes, or other valid reasons.

Clause 4.3: Limitation of Liability
Africa Sustainable Journeys (ASJ), its agents, and suppliers shall not be held liable for any loss, injury, damage, delay, or death resulting from circumstances beyond their reasonable control. This includes, but is not limited to, acts of terrorism, government restrictions or regulations, natural disasters, pandemics, civil unrest, or negligence or omissions by third-party service providers.

Clause 4.4: Baggage
All baggage and personal belongings are carried at the traveler’s own risk throughout the journey. ASJ assumes no responsibility for loss, theft, or damage. ASJ also reserves the right to refuse the carriage of certain items or baggage that may pose a risk or exceed reasonable size or weight limitations.

Clause 4.5: Airline Liability
Domestic airline liability is limited as per international conventions and airline ticket terms.

Clause 4.6: Conduct and Termination
Africa Sustainable Journeys (ASJ) reserves the right to terminate a traveler’s participation in any tour or activity without refund if, in the judgment of ASJ or its representatives, the traveler’s behavior is disruptive, abusive, illegal, or poses a threat to the safety, well-being, or property of others, including staff, fellow travelers, or local communities. In such cases, ASJ shall bear no further liability or obligation toward the traveler, including return transportation or related costs.

Article 5: Complaints Procedure

Clause 5.1: Reporting Issues
Clients should report problems immediately to ASJ staff or service providers for resolution.

Clause 5.2: Written Complaints
Unresolved issues 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 are required to obtain comprehensive travel insurance prior to the commencement of their journey. This insurance must provide adequate coverage for medical emergencies, accidents, illness, trip cancellation or curtailment, loss or theft of baggage, personal belongings, and money. Travelers participate at their own risk without such coverage.

Clause 6.2: Insurance Details
Clients must submit the following insurance details to Africa Sustainable Journeys (ASJ) before departure: the name of the insurance provider, policy number, and a 24-hour emergency contact number. Failure to provide this information may result in refusal to participate in the trip.

Clause 6.3: Emergency Services
Africa Sustainable Journeys (ASJ) partners with BAR SOS, a professional emergency support provider, to offer an added layer of safety for all travelers. This includes access to 24/7 field rescue coordination, air evacuation using fixed-wing medical aircraft from the nearest accessible airfields, real-time GPS monitoring, and satellite SOS devices for travelers in remote or high-risk locations.

Please note that emergency medical evacuations are conducted using fixed-wing aircraft only, and helicopter evacuations are not included under standard support. Should a helicopter rescue be deemed necessary, it can be arranged upon request and subject to availability at an additional service fee.

All emergency services provided are subject to the terms and limitations of the BAR SOS coverage in partnership with ASJ. These services are supplementary and do not replace the client’s obligation to secure personal comprehensive travel and medical insurance.

Article 7: Wildlife and Animal Safety

Clause 7.1: Animal Interaction
Clients are strictly advised to maintain a safe and respectful distance from all wild animals encountered during their journey. Wildlife behavior is unpredictable, and close contact can pose serious risks. Africa Sustainable Journeys (ASJ) shall not be held liable for any injury, loss, or incident resulting from interactions with wild animals, whether during guided excursions or unsupervised activities.

Clause 7.2: Wildlife Variability
While ASJ makes every reasonable effort to provide opportunities for wildlife viewing, sightings of specific animals cannot be guaranteed. Wildlife movement is influenced by factors such as seasonal migration, weather patterns, habitat changes, and animal behavior. Our guides and partners will always use their expertise to enhance the chances of meaningful sightings, but nature ultimately remains unpredictable.

Article 8: Use of Images

Africa Sustainable Journeys (ASJ) reserves the right to capture and use photographs and video footage taken during any ASJ-related activities, including but not limited to tours, community visits, volunteer programs, events, and partner engagements. These images may feature guests, staff, local partners, and agents, and may be used by ASJ for marketing, publicity, educational, and promotional purposes across print, digital, and social media platforms.

By participating in ASJ experiences or activities, individuals grant ASJ the unrestricted right to use such media without the need for additional consent or financial compensation.

Anyone who does not wish to appear in photos or videos must notify ASJ in writing prior to the activity.

Article 9: Transport

Clause 9.1: Vehicle Types
Safari transport is provided using 4×4 Toyota Land Cruisers or Safari Vans equipped with pop-up roofs and ventilation fans. Please note that air-conditioning is generally not available due to the nature of safari vehicles and terrain.

Clause 9.2: Road Conditions
Travel routes often include rough, uneven roads and can involve longer journey times. For convenience and comfort, local scheduled or charter flights between parks and destinations may be arranged at an additional cost.

Clause 9.3: Driver-Guides
All safaris are led by experienced, licensed driver-guides who are official staff members and representatives of Africa Sustainable Journeys (ASJ). These guides possess in-depth knowledge of local wildlife, culture, and terrain to ensure your safety, comfort, and an enriching travel experience.

Clients are expected to treat all driver-guides with respect and courtesy at all times. Likewise, ASJ is committed to protecting guests from any form of misconduct or inappropriate behavior by its staff or representatives. Any concerns regarding guide conduct should be reported immediately to ASJ for prompt investigation and resolution.

Clause 10.1: Electricity
Electricity at many lodges and camps is supplied via generator or solar power, and may be limited to specific hours, typically turned off overnight to conserve energy. The electrical voltage in Uganda and Rwanda is 240V / 50Hz, and power outlets are generally compatible with UK-style three-pin plugs (Type G). Guests are advised to bring appropriate adapters and charge devices during available hours.

Clause 10.2: Water
Tap water is not considered safe for drinking in most areas. For your health and safety, ASJ provides bottled or filtered drinking water at all accommodations and during activities. Guests are also advised to use this water for brushing teeth and rinsing mouth, and to avoid ice made from unfiltered sources.

Article 11: Donations and Community Support

Clause 11.1: Acceptance of Donations
Africa Sustainable Journeys (ASJ) gratefully accepts voluntary monetary and in-kind donations in support of its mission to promote sustainable tourism, community development, environmental conservation, and organizational growth. Donations may be made by individuals, groups, institutions, or corporate partners.

Clause 11.2: Allocation and Restrictions
Unless expressly agreed upon in writing prior to contribution, all donations are considered unrestricted and will be allocated at ASJ’s sole discretion to areas of greatest need or strategic priority. ASJ welcomes donor preferences but reserves the right to apply funds where they will have the most effective impact.

Clause 11.3: Non-Refundability and Donor Rights
All donations are non-refundable and do not confer any ownership rights, governance authority, or entitlement to services, benefits, or decision-making within ASJ. Contributions are made in good faith and are received as charitable support for ASJ’s objectives.

Article 12: Volunteer Engagement

Clause 12.1: Volunteer Status
Volunteers serve on a voluntary and unpaid basis and are not considered employees, agents, or representatives of Africa Sustainable Journeys (ASJ). Volunteers may not represent, commit, or bind ASJ in any contractual, financial, or legal capacity without prior written authorization.

Clause 12.2: Conduct Requirements
All volunteers are expected to adhere to ASJ’s codes of conduct, including but not limited to policies on safeguarding, confidentiality, child protection, ethical behavior, and responsible tourism. Breach of these policies may result in immediate dismissal from the program.

Clause 12.3: Termination Rights
ASJ reserves the right to suspend or terminate any volunteer engagement at its sole discretion, particularly in cases involving safety concerns, misconduct, policy violations, or actions that could adversely affect ASJ’s reputation, operations, or partner relationships.

Clause 12.4: Liability
Volunteers participate at their own risk and accept personal responsibility for their conduct and actions while volunteering. ASJ shall not be held liable for any injury, loss, damage, or claim arising from a volunteer’s participation, except in cases of gross negligence on the part of ASJ.

Clause 12.5: Clause Precedence
These Terms and Conditions shall take precedence over any separate Volunteer Agreement. Any signed Volunteer Agreement is deemed supplementary and does not override the provisions outlined herein.

Article 12: Amendments to Terms and Conditions

Africa Sustainable Journeys (ASJ) reserves the right to amend these Terms and Conditions, including but not limited to booking and cancellation policies, to reflect changes in industry standards, legal requirements, operational needs, market conditions, or other relevant factors. Any such amendments will be communicated to clients promptly and will apply to future bookings.

Article 13: Acknowledgement and Acceptance

Clause 13.1: Binding Terms
By booking a trip, making a donation, or participating as a volunteer with Africa Sustainable Journeys (ASJ), you confirm that you have read, understood, and agreed to be bound by these Terms and Conditions, including the following policies, which are incorporated herein by reference:

You further acknowledge and accept any additional policies published on ASJ’s official website, as updated from time to time, all of which form an integral part of these Terms and Conditions.