General Terms & Conditions

Detailed terms and conditions are available on request or at the time of confirming a booking.

These terms and conditions apply to all bookings made with Lux And Track Africa.

1. Booking and Payment

1.1. Booking Confirmation Payment

Bookings are considered provisional until the required booking confirmation payment is received. A booking confirmation payment of 30% of the total package price is required within 7 days of booking to confirm the reservation.

The booking confirmation payment is refundable in accordance with the cancellation provisions set out in Section 2 below.

1.2. Balance Payment

The remaining balance of the package price is due no later than 70 days before the start date of the tour.

Failure to pay the balance by the required due date may result in cancellation of the booking by Lux And Track Africa. Where a booking is cancelled due to non-payment of the balance by the required due date, all amounts paid by the customer up to the date of cancellation will be forfeited and no refund will be payable, subject to applicable law.

1.3. Payment Methods

Payments can be made via bank transfer or credit card. Lux And Track Africa reserves the right to charge a processing fee for credit card payments.

2. Cancellation and Refunds

2.1. Cancellation by the Customer

The booking confirmation payment and any other monies paid to Lux And Track Africa are refundable where the customer cancels the booking no less than 120 days before the scheduled tour start date, subject to the terms, deductions and supplier conditions set out below.

Where any accommodation provider, airline, ground handler, transport provider, activity provider, safari operator or other third-party service provider included in the booking has its own cancellation and refund policy, the cancellation and refund terms of that service provider will take precedence over Lux And Track Africa's general cancellation policy in respect of the services supplied by that provider.

Accordingly, any refund will be subject to amounts that Lux And Track Africa is able to recover from the relevant service providers. Any non-refundable deposits, cancellation charges, amendment fees, administration charges or other amounts imposed or retained by a service provider will be deducted from the amount refundable to the customer.

All cancellations processed by Lux And Track Africa are subject to an administration fee of US$300 per traveller, in addition to any cancellation, administration or other fees imposed by the relevant service providers.

If the customer cancels the booking less than 120 days before the scheduled tour start date, or otherwise fails to provide the required cancellation notice within the minimum cancellation period, all amounts paid up to the date of cancellation will be forfeited and the full outstanding balance of the total booking price will immediately become due and payable, subject to applicable law.

For cancellations made no less than 120 days before the scheduled tour start date, any refund due will be calculated after deducting:

• the Lux And Track Africa administration fee of US$300 per traveller;

• any non-refundable deposits or payments made to suppliers and service providers;

• any cancellation, administration, amendment or other charges imposed by suppliers or service providers; and

• any other amounts which Lux And Track Africa is contractually obligated to pay and cannot recover.

The remaining balance, if any, will be refunded to the customer within 90 days from the date of cancellation confirmation.

All reservation amendments or cancellations are valid only if advised to and accepted by Lux And Track Africa in writing by email.

2.2. Cancellation by Lux And Track Africa

If Lux And Track Africa cancels your travel arrangements for reasons other than Force Majeure, you will be given the following options:

1. A full refund of all payments made; or

2. The offer of alternative travel arrangements of substantially equal or higher quality, where appropriate and available, at no additional cost.

2.3. Tour Capacity Cancellation Policy

1. Minimum and Maximum Participants

• Each tour has a specified minimum and maximum number of participants.

• The minimum number represents the economically viable group size for the tour.

2. Tour Cancellation

• We reserve the right to cancel any tour that does not meet the minimum number of participants.

• In the event of cancellation due to insufficient participants, all paid amounts will be fully refunded or an alternative tour date provided.

3. Tour Continuation with Reduced Numbers

If the minimum number is not met, but registered participants wish to proceed:

a. We reserve the right to adjust the tour price accordingly.
b. Price adjustments will reflect the economic impact of operating below the minimum group size.
c. Registered participants will be informed of any price changes and given the option to accept the revised price or receive a full refund.

4. Notification and Decision Timeline

Decisions regarding tour cancellation or price adjustments will be communicated to registered participants no later than 90 days before the scheduled departure date.

5. Refund Process

In case of tour cancellation, all refunds will be processed within 90 business days of the cancellation notice.

We strive to provide exceptional safari experiences while maintaining economic viability. These terms ensure transparency and fairness for all parties involved.

3. Force Majeure – Prior to Travel

If, in our reasonable opinion, we (either directly or through our employees, contractors, suppliers, or agents) determine that your travel arrangements cannot safely or lawfully proceed due to a Force Majeure event, or you notify us no more than 14 days before the commencement of your booked travel arrangements that you cannot reasonably make use of them due to a Force Majeure event (such as border closures), we may:

• Reschedule your travel arrangements, provided you agree to the new arrangements; and/or

• Cancel your travel arrangements, in which case our contract with you will terminate.

If we cancel your travel arrangements, neither party will have any claim for damages against the other regarding the cancelled arrangements. However, we will either:

• Issue you a credit equal to the payments received for the cancelled travel arrangements, redeemable within 24 months against any future travel services we offer; or

• Provide a refund of payments attributable to the cancelled travel arrangements, less:
  (a) unrecoverable third-party costs and other expenses incurred or payable by us for the cancelled arrangements;
  (b) reasonable overhead costs relative to the price of the cancelled arrangements; and
  (c) fair compensation for work undertaken by us concerning the cancelled arrangements and the processing of any refund.

Our ability to issue you a credit may depend on whether our suppliers issue corresponding credits to us. We cannot guarantee that they will do so, and in such cases, we may opt to provide you with a limited cash refund as outlined above.

4. Force Majeure – During Travel

If your travel arrangements are cancelled after your trip has commenced due to a Force Majeure event, we will provide a refund of any recovered third-party costs, along with any costs we do not incur for the cancelled travel arrangements.

5. Force Majeure – General

Where a limited cash refund is paid, we will use reasonable efforts to recover payments from third parties related to your booking. However, we cannot guarantee that we will recover these payments, in whole or in part. If we recover payments after issuing a cash refund (or determining that no cash refund is payable), we will pass on any recovered amount to you.

We will not be liable for any other losses or costs you incur due to the cancellation of your trip (such as airfare, insurance, or visa expenses) resulting from a Force Majeure event.

If we provide you with alternative services or assistance due to the cancellation or rescheduling of travel arrangements caused by a Force Majeure event, and you accept these alternatives, any refund amount due to you will be reduced by the value of those services and assistance.

You acknowledge that the terms outlined in this section are necessary to protect our legitimate business interests. We strongly recommend that you purchase travel insurance to cover cancellation and rescheduling risks related to Force Majeure events as soon as you pay your booking confirmation payment.

6. Tour Itinerary and Changes

6.1. Itinerary Changes

Lux And Track Africa reserves the right to alter the tour itinerary due to factors beyond its control, such as weather, wildlife sightings, or road conditions. Every effort will be made to provide a similar alternative experience.

6.2. Flights

Flights to and from the tour destination are not included in the package price unless explicitly stated otherwise. Any additional flights required, beyond those included in the package, are at the customer's expense.

7. Participant Requirements and Liability

7.1. Participant Requirements

Customers are responsible for ensuring they meet any health, fitness, passport, visa or other entry requirements for the tour. Lux And Track Africa is not liable for any expenses incurred due to a customer's failure to meet these requirements.

7.2. Travel Insurance

Customers are strongly advised to purchase comprehensive travel insurance that covers cancellations, medical expenses, personal belongings and other travel-related risks.

Lux And Track Africa and our partner service providers are committed to ensuring that our guests always receive the best attention during their stay within our portfolio of camps and lodges. Included in the guest's stay is a guarantee that should a guest fall ill or become injured, we will endeavour to ensure that they receive medical attention as soon as is humanly possible.

7.3. Limitation of Liability

Lux And Track Africa is not liable for any loss, injury, or damage sustained during the tour, including but not limited to accidents, illnesses, or theft.

8. Price Adjustments

8.1.

All quotations are based on supplier rates, taxes, park fees, fuel costs and exchange rates applicable at the time the quotation is prepared. While Lux And Track Africa endeavours to honour quoted prices, we reserve the right to adjust the final price prior to receipt of the final balance where third-party suppliers impose additional charges, including but not limited to fuel surcharges, government taxes, park fee increases, conservation levies, transportation costs or other unavoidable operating cost increases beyond our control.

Any such adjustments will reflect only the additional costs imposed on us and will not include any additional margin.

9. General

9.1. Tour Conduct

Customers are expected to follow the instructions of the tour guide and adhere to local laws and customs.