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 covering the itinerary and any additional requested services shall be issued.

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 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 60 days prior to the departure date.

Clause 1.7: Gorilla and Chimpanzee Permits
Full payment for gorilla trekking or chimpanzee tracking permits is required at the time of confirmation.

Article 2: Cancellation and Refunds

Clause 2.1: Cancellation Charges

Clause 2.2: Rescheduling Permits
Rescheduling gorilla or chimpanzee permits is subject to availability and requires full payment. For Uganda, rescheduling is permitted 14 days or more before the scheduled tracking date, and for Rwanda, 30 days or more before the scheduled tracking date. Requests made within fewer days than these timeframes may still be accommodated but will incur a surcharge in accordance with Uganda Wildlife Authority (UWA) or Rwanda Development Board guidelines.

Clause 2.3: Permit Cancellation
All payments made toward gorilla and chimpanzee trekking permits are strictly non-refundable. These permits are issued by UWA /RDB and cannot be canceled or refunded once confirmed.

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.

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, limited evacuation options, wildlife behavior, civil unrest, pandemics, and government restrictions. Participation is at the client’s own risk. ASJ assumes no liability for loss, injury, damage, delay, or inconvenience arising from such events.

Clause 4.2: Changes to Itinerary or Accommodation
ASJ may substitute accommodation or modify itineraries due to adverse conditions, flight changes, or other valid reasons beyond its control.

Clause 4.3: Limitation of Liability
ASJ and its agents shall not be liable for loss, injury, damage, delay, or death resulting from circumstances beyond their control, including terrorism, government restrictions, natural disasters, pandemics, weather, or civil unrest.

Clause 4.4: Baggage
All baggage and personal belongings are carried at the traveler’s own risk. ASJ assumes no responsibility for loss, theft, or damage. ASJ reserves the right to refuse carriage of items posing a risk or exceeding size/weight limits.

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

Clause 4.6: Conduct and Termination
ASJ reserves the right to terminate a traveler’s participation in any tour or activity without refund if behavior is disruptive, abusive, illegal, or threatens the safety, property, or well-being of others, including staff, fellow travelers, or local communities. No further liability or transport obligations will arise.

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 must obtain comprehensive travel insurance covering medical emergencies, accidents, illness, death, trip cancellation, loss or theft of belongings, and money.

Clause 6.2: Insurance Details
Clients must provide ASJ or its authorized travel agents with their insurance provider’s name, policy number, and 24-hour emergency contact prior to departure. Failure to provide this information may result in refusal to participate in the trip.

Clause 6.3: Emergency Services
ASJ partners with BAR SOS for 24/7 emergency support, including fixed-wing air evacuation and satellite SOS communication devices. Helicopter evacuations are additional and subject to availability. These services supplement but do not replace personal insurance.

Article 7: Wildlife and Animal Safety

Clause 7.1: Animal Interaction
Clients must maintain a safe distance from wildlife. ASJ shall not be held liable for injury, loss, or incidents resulting from interactions with wild animals during guided or unsupervised activities.

Clause 7.2: Wildlife Variability
While ASJ makes every reasonable effort to provide wildlife viewing opportunities, sightings cannot be guaranteed. Guides use expertise to enhance chances, but wildlife behavior is unpredictable.

Article 8: Use of Images

ASJ may capture and use photographs and video footage from activities for marketing, publicity, or educational purposes. Individuals grant ASJ unrestricted rights unless written notice is provided before participation.

Article 9: Transport

Clause 9.1: Vehicle Types
Safari vehicles include 4×4 Land Cruisers or Safari Vans with pop-up roofs; air-conditioning may be limited.

Clause 9.2: Road Conditions
Routes may include rough or uneven roads. Local flights may be arranged at an additional cost.

Clause 9.3: Driver-Guides
All safaris are led by licensed driver-guides who are ASJ staff and representatives. Clients must treat guides with respect. ASJ will investigate any reported misconduct immediately.

Article 10: Facilities

Clause 10.1: Electricity
Some accommodation facilities use generator or solar power, often limited to specific hours. Voltage: 240V/50Hz; UK plug (Type G) adapters recommended.

Clause 10.2: Water
Tap water is generally unsafe. ASJ provides bottled/filtered water for drinking, brushing teeth, and rinsing.

Article 11: Donations and Community Support

Clause 11.1: Acceptance of Donations
ASJ accepts voluntary monetary and in-kind donations for sustainable tourism, community development, and conservation.

Clause 11.2: Allocation and Restrictions
Unless agreed in writing, donations are unrestricted and allocated at ASJ’s discretion.

Clause 11.3: Non-Refundability and Donor Rights
Donations are non-refundable and do not confer ownership, governance, or service entitlement.

Article 12: Volunteer Engagement

Clause 12.1: Volunteer Status
Volunteers serve unpaid and are not ASJ employees or representatives.

Clause 12.2: Conduct Requirements
Volunteers must follow ASJ codes of conduct, including safeguarding, confidentiality, child protection, ethical behavior, and responsible tourism.

Clause 12.3: Termination Rights
ASJ may terminate volunteer engagement for safety, misconduct, or policy violations.

Clause 12.4: Liability
Volunteers participate at their own risk, except in cases of ASJ gross negligence.

Clause 12.5: Clause Precedence
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.

Article 14: Acknowledgement and Acceptance

Clause 14.1: Binding Terms
By booking, donating, or volunteering, clients confirm they have read, understood, and agreed to these Terms, including:

• Sustainable Tourism Policy

• Accessible Tourism Policy

• Dog-Friendly Travel Policy

• Wildlife Protection/Conservation Policy

• Communities Support Policy