Application

1. These Terms and Conditions apply to every Scheduled Tour booking and related travel service concluded between African Travel Concept (Pty) Ltd (ATC or the Company) and the client, as described in the confirmed itinerary, quotation, booking confirmation or tour dossier.
2. No indulgence, extension or concession granted by ATC shall constitute a waiver of any of ATC’s rights under the agreement.
3. References to the client include the client’s travel agent, representative or any person acting on the client’s behalf, where the context permits.

Applicable Law and Jurisdiction

1. These Terms and Conditions are deemed to have been concluded in the country in which the operating ATC entity confirming the booking is registered and are governed by the laws of that country.
2. Where a booking is concluded through African Travel Concept (Pty) Ltd in South Africa, these Terms and Conditions are governed by the laws of the Republic of South Africa.
3. Where a booking is concluded through the relevant African Travel Concept entity in Namibia, these Terms and Conditions are governed by the laws of the Republic of Namibia.
4. The client submits to the jurisdiction of the courts of the country governing the booking, provided that nothing in these Terms and Conditions limits rights that may not lawfully be excluded under applicable consumer-protection legislation.
5. ATC may institute legal proceedings in any court of competent jurisdiction where appropriate.
6. The client must comply with the laws, customs, immigration, foreign exchange, health, conservation, transport and other regulations of each country visited.

Bookings and Confirmation

1. ATC may decline to confirm a booking until the required payment and documentation have been received in full.
2. Any amendment or cancellation is subject to these Terms and Conditions and any applicable third-party supplier conditions.
3. A Single Supplement may be compulsory for solo travellers where room sharing is not available or permitted.
4. Optional activities in national parks, reserves, conservancies or protected areas may attract additional park, conservation, concession or government charges.

Tour Price, Deposit and Payment

ATC South Africa – Payment Terms

1. These payment terms apply to bookings confirmed and invoiced by African Travel Concept (Pty) Ltd in South Africa.
2. A 20% prepayment is payable at the time of booking.
3. The balance is payable 60 days before travel.
4. Bank transfer: the client is responsible for all bank charges.
5. Credit-card payment is available on request. A 3% transaction fee is payable by the client.

ATC Namibia – Payment Terms

1. These payment terms apply to bookings confirmed and invoiced by the Namibia operating entity.
2. A 20% deposit is payable upon confirmation of the booking.
3. The remaining 80% balance is payable 60 days before arrival.

Shared Payment Provisions

1. Failure to pay by the stated deadline may result in cancellation and the applicable office-specific cancellation charges.
2. Permits and special services, including Gorilla or Chimpanzee permits, may require immediate non-refundable payment to secure them.
3. ATC may adjust prices due to factors beyond its reasonable control, including supplier increases, taxes, fuel, exchange-rate movements, park fees, concession fees and government charges. ATC will notify the client as soon as reasonably possible.
4. The tour price includes only the services specifically listed in the confirmed itinerary or quotation. Additional services are payable by the client.
5. Pre-tour and post-tour services are separate from the Scheduled Tour and may be subject to the cancellation and payment terms of the applicable supplier.
6. Prices are quoted in South African Rand unless another currency is expressly stated. Bank, card, currency-conversion and intermediary charges are for the client’s account.
7. Proof of electronic payment must be sent to the ATC contact stated on the invoice. ATC must receive the full amount invoiced.

Provisional Bookings

1. Provisional bookings are held only until the option expiry date and time stated by ATC.
2. If the required confirmation, documentation or payment is not received by the option deadline, ATC may release the space without further notice.
3. A provisional booking does not guarantee space until ATC has issued written confirmation.

Cancellations by the Client

ATC South Africa – Cancellation Policy

1. For bookings confirmed and invoiced by African Travel Concept (Pty) Ltd in South Africa, cancellations must be submitted in writing and are effective once acknowledged by ATC.
2. 90 to 45 days before travel: 20% of the tour price is forfeited, being the deposit paid.
3. 44 to 30 days before travel: 30% of the tour price is forfeited.
4. 29 to 15 days before travel: 40% of the tour price is forfeited.
5. 14 to 8 days before travel: 60% of the tour price is forfeited.
6. 7 days before travel to no-show: 100% of the tour price is forfeited.
7. Special cancellation terms may apply to certain products and services and will be advised in the applicable quotation, itinerary or booking confirmation.

ATC Namibia – Cancellation Policy

1. For bookings confirmed and invoiced by the Namibia operating entity, cancellations must be submitted in writing and are effective once acknowledged by ATC.
2. 60 to 46 days before arrival: 25% of the tour price is forfeited.
3. 45 to 29 days before arrival: 50% of the tour price is forfeited.
4. 28 to 15 days before arrival: 75% of the tour price is forfeited.
5. 14 to 0 days before arrival, including no-show: 100% of the tour price is forfeited.

Shared Cancellation Provisions

1. The applicable office-specific cancellation schedule takes precedence over any general cancellation schedule elsewhere in these Terms and Conditions.
2. ATC may apply any deposit or other amount already paid toward cancellation charges. Banking fees incurred in processing a refund are for the client’s account.
3. Non-refundable permits, special services and supplier charges already incurred remain payable in addition to the applicable cancellation charge where permitted by law.

General Product, Park and Health Terms

1. Hotels named in an itinerary are subject to availability when the booking is made. If an alternative is required, ATC will aim to use accommodation of a similar standard.
2. Travellers may be required to sign an indemnity form when entering South African National Parks. Further information is available from the official SANParks website.
3. Travellers should consult a doctor or qualified travel-health practitioner for advice regarding vaccinations and malaria prophylaxis.

Cancellation or Change by ATC

1. ATC may cancel a tour for operational, safety, commercial or other reasonable grounds. Where ATC cancels, its liability is limited to refunding monies actually received for the affected tour services, subject to applicable law.
2. ATC may make reasonable changes to accommodation, routing, vehicles, guides or services where required by operational circumstances, while endeavouring to maintain the overall standard and essential content of the itinerary.
3. ATC is not responsible for consequential losses or costs arising from a cancellation or change, including flights, visas or independently arranged services, subject to applicable law.

Minimum Numbers and Guaranteed Departures

1. Each departure is subject to the minimum and maximum passenger numbers stated for that product unless ATC confirms otherwise in writing.
2. A departure may be described as guaranteed only after ATC has formally confirmed its guaranteed status in writing.
3. ATC may cancel a departure that has not reached the required minimum by the stated review or release date and will offer an alternative or refund affected tour monies received, subject to the applicable booking conditions.
4. Where a small guaranteed departure operates, ATC may use a vehicle appropriate to the final group size without materially changing the published itinerary.

Child Policy

1. Child acceptance and minimum age requirements are product-specific and must be confirmed in writing before booking.
2. Age restrictions imposed by lodges, activities, national parks, transport providers or authorities apply and may differ from the general tour policy.
3. Children and travellers under 18 must be accompanied by a parent or legal guardian unless ATC has approved alternative arrangements in writing and all required consent documentation has been provided.
4. ATC may decline a child booking where the routing, group composition, activity or supplier conditions make the tour unsuitable.

Amendments to Bookings

1. No refund is payable for services not used when a client joins late, leaves early or voluntarily withdraws from part of a tour.
2. Changes requested more than 30 days before departure are subject to availability, supplier terms and any applicable administration or fare difference.
3. Changes within 30 days of departure may be treated as a cancellation and rebooking.
4. Non-refundable permits, excursions and pre/post services remain subject to supplier charges when a booking is amended.

Passports, Visas and Travel Documents

1. The client is responsible for valid passports, visas, permits, health certificates, vaccination evidence, parental consent documents and all other entry or travel requirements.
2. ATC is not liable where a client is denied entry, boarding or participation because required documents are incomplete, invalid or unavailable.

Travel Insurance

1. Comprehensive travel insurance is mandatory and must include medical treatment, emergency evacuation, cancellation, curtailment and appropriate activity cover.
2. ATC may require proof of insurance before departure. Failure to provide suitable proof may result in exclusion from the tour and applicable cancellation charges.

Baggage

1. Clients are responsible for their baggage and personal effects.
2. Baggage limits, bag type and size are product-specific and may be restricted by vehicle, airline or charter operator requirements. The applicable limit will be stated in the tour information.
3. ATC may decline excess or oversized baggage where it cannot be carried safely or operationally.

Health and Fitness

1. Clients must ensure that they are medically and physically fit for the itinerary and disclose relevant requirements that may affect safe participation.
2. ATC may request a medical questionnaire or medical certificate where reasonably required for the safety of the traveller or group.
3. ATC may decline or restrict participation where a health or mobility requirement cannot reasonably or safely be accommodated.

Authority on Tour

1. Clients must comply with applicable laws and the reasonable instructions of ATC representatives, guides, suppliers and authorities.
2. Disruptive, dangerous, unlawful or abusive conduct will not be tolerated. ATC may remove a client from the tour where necessary for safety or the proper operation of the tour.
3. A client removed for such conduct is responsible for resulting costs and is not entitled to a refund for unused services.

Marketing and Image Consent

1. ATC will obtain appropriate consent before using identifiable client photographs or video for marketing, except where the image is captured incidentally in a public setting and use is otherwise lawful.
2. Clients may withdraw consent for future marketing use by notifying ATC in writing, subject to material already lawfully published or contractual commitments already made.

Force Majeure and Unforeseen Circumstances

1. Events beyond ATC’s reasonable control, including severe weather, natural disasters, war, civil unrest, border closures, epidemics, government action, transport disruption, supplier failure or mechanical breakdown, may require delay, alteration or cancellation.
2. ATC will take reasonable steps to mitigate the effect of such events but is not liable for consequences beyond its reasonable control, subject to applicable law. Additional costs may be for the client’s account.

Travel Information

1. ATC will provide the relevant itinerary, tour information or pre-departure documents. Clients and agents are responsible for reading these documents and raising any questions before travel.

Liability and Third-Party Suppliers

1. ATC arranges services supplied by independent accommodation, transport, activity and other providers. Those services may be subject to the supplier’s own terms and applicable law.
2. Nothing in these Terms and Conditions excludes or limits liability that cannot lawfully be excluded or limited under South African law.
3. To the extent permitted by law, ATC is not liable for loss caused by a client’s conduct, failure to follow instructions, independent arrangements or circumstances beyond ATC’s reasonable control.

Customer Complaint Procedure

1. Complaints affecting a tour in progress must be reported immediately to the ATC representative or emergency contact so that ATC has a reasonable opportunity to assist.
2. Post-tour complaints must be submitted in writing with relevant supporting information. ATC will acknowledge the complaint and investigate it in a fair and impartial manner.
3. Official complaint communications will be handled in writing. Resolution timing may depend on information required from the client, agent or suppliers.

Protection of Personal Information

1. ATC processes personal information to administer enquiries, bookings, payments, travel services, customer support and legal or regulatory obligations.
2. ATC may share necessary personal information with employees, related operating offices, suppliers, authorities and service providers that require it to deliver the booked services.
3. ATC will take reasonable technical and organisational measures to protect personal information and will retain it only for as long as reasonably required or legally permitted.
4. Clients may request access to or correction of their personal information and may object to processing or lodge a complaint with the Information Regulator, subject to applicable law.
5. Marketing communications will be sent only where permitted, and recipients may opt out of future direct marketing.