Booking Conditions of Back Road Safaris (PTY) LTD,
(Hereinafter referred to as BRS)
Please read the following booking conditions carefully, as they set out the terms and
conditions of the contract between you and BRS. We supply tours as listed and once a
booking has been made the below terms and conditions apply, if the booking is made through
an agency the contract will be deemed to be with that agency and not the individual, if the
booking is made directly with BRS then the contract will deemed to be between BRS and the
person making the booking.
Bookings
Bookings save for late bookings as referred to hereunder, are confirmed on the condition that
a non-refundable deposit, of a minimum of 25% of the total package price, is paid to BRS
within 14 days of confirmation of your bookings. You will be advised at the time of booking
what payment is required for your particular arrangements. The balance of the cost of your
travel arrangements must be paid no less than four weeks prior to departure. If your booking
is made within 4 weeks of departure, the total cost of your travel arrangements must be paid
at the time of booking. Please note: Failure to pay on time will mean that your booking cannot
be guaranteed, and the booking may be cancelled.
Price Changes
1. The costs associated with travel arrangements are not always stable, and currency
movements can fluctuate sharply. It is impossible to predict these movements in advance.
When you book a package/tour with BRS, we guarantee the price only once full payment is
received.
Methods of Payment
EFT Transfers: We accept EFT transfers deposited into our bank account, subject to
condition that the EFT transmission report being provided to ourselves and such payment has
been confirmed as received by ourselves.
We also accept payment through master card and visa, via our on line portal whl.travel.
Insurance
BRS is SATSA bonded and has all the necessary vehicle and personal liability insurance, to
the required industry standard, personal travel and medical insurance is the responsibility of
the individual, and not BRS.
Children
BRS are a child friendly organisation, and welcome the opportunity to travel with young
people and families, all of our vehicles are capable of taking travel seats for children, however
it is the responsibility of the traveller to provide the travel seats if required. The following
conditions apply
1. A person aged between 0yrs -12yrs are regarded as children and receive a 50% reduction
on all tours operated directly by BRS, reductions on aspects of tours which are subject to the
provision of services for other suppliers, and then BRS will be bound by their Child policy.
2. Children must be under the close supervision of a parent or responsible adults at all times
BRS will accept no responsibility for the supervision of children.
3. Young adults between 12yrs and 16yrs must travel with under the supervision of a
responsible adult in the ratio of one adult to every 8 young persons; BRS will accept no
responsibility for the supervision of young persons.
Disability
BRS welcome people with a disability our vehicles are capable of accommodating people with
disabilities, however please notify us in advance of any disability so that we can ensure that
we can make the right provision for your journey.
All of our vehicles are multipurpose and are used on a variety of road surfaces; therefore
unfortunately none of our vehicles are equipped with lifts.
Please however do speak to us about your particular requirements and will do everything we
can to make your journey as memorable and as comfortable as we can.
Changes by You
1. If you wish to make a change to your booking we will endeavour to assist you to make the
change wherever this is possible. You will have to pay all charges, associated with the
rescheduling.
2. An administration fee of R100 will be charged in addition to the 25% deposit and the total
tour price.
3. If a tour is cancelled by you once the tour has started for any reason then no refund will be
payable.
Changes by BRS
1. BRS reserve the right to make changes to the published itinerary if required to ensure the
safety of the traveller, or because of weather conditions, or other unforeseen events which
may in the opinion of BRS or the tour guide or driver, contravene health and safety legislation
or place the travellers at undue risk, if the published itinerary were followed.
Cancellation by You
If you wish to cancel your booking you must advise BRS immediately. You will be liable to pay
the following cancellation charges:
1. The 25% non-refundable deposit, or if cancelled within four weeks of the confirmed date
the complete price of the package.
Cancellation by BRS
1. BRS reserve the right to cancel tours to ensure the safety of the traveller, or because of
weather conditions, or other unforeseen events which may in the opinion of BRS, contravene
health and safety legislation or place the travellers at undue risk.
2. If this occurs because of weather conditions or other events and no suitable alternative can
be provided the price of the package will be refunded minus the 25% non-refundable deposit.
3. If BRS cancel because of non-compliance of travellers to the instructions of the guide/driver
or because of medical conditions of individuals not previously stated, no refunds will given.
Our Right To Change Your Travel Arrangements
1. A significant change to your travel arrangements would include a change in the scheduled
departure date or a change to a lower standard of accommodation to that which is booked. In
these instances of significant changes to your travel arrangements BRS undertakes to advise
you thereof as soon as reasonably possible before your tour date to gain your further
instructions in this regard.
2. All other changes are minor changes. A minor change can be made at any time and, if
practicable, we will advise you of any such change prior to departure but we are not obliged to
do so. Such minor changes may be made by BRS, in its discretion, which will not be
responsible or liable for the payment of compensation to you as a result of such minor
changes.
3. Every effort is made by BRS to adhere to confirmed itineraries; however, we reserve the
right to make changes to your travel arrangements when it becomes necessary to do so.
Travel arrangements are made in advance but due to the fact that on some tours BRS is
reliant upon suppliers such as, hotels and/or other supply companies, changes to travel
arrangements and cancellations thereof may occasionally become necessary.
4. Should any travel component be confirmed by BRS and this component is cancelled by the
supplier for whatsoever reason, then in such instances BRS will accept no liability for the
cancellation thereof.
Complaints
1. In the event that you have any reason to complain, or experience any problems with your
tour whilst with BRS, please inform us immediately and inform the supplier of the services in
question. Any verbal notification must be put in writing and given to the supplier as soon as
possible.
2. If you are still dissatisfied, you must notify BRS at the earliest opportunity - until we know
about a problem or complaint, we cannot begin to resolve it. Failure to give us the opportunity
to resolve any problem at the time it occurs may result in either a reduction, or complete
nullification, of any rights which you may have, to claim compensation from us.
3. If you remain dissatisfied, you must write to our Customer Service Manager within 28 days
of the end of the trip you have purchased from us, giving your booking reference and full
details of your complaint on admin@backroadsafaris.com.
4. Every effort will be made by BRS to resolve your complaint to your satisfaction it is
specifically recorded that BRS in no way accepts liability for any claim that you may have in
respect of your complaint.
Passports, Visas, Vaccinations and Inoculations
1. It is your responsibility to ensure that you and all those travelling with you have a valid
passport and any necessary visas, and that you have obtained any necessary inoculations to
gain entry to any country you are visiting and to re-enter South Africa. Passport and visa
regulations and health requirements can change at any time; therefore, we recommend that
you check passport/visa requirements with the Embassy or Consulate and that you consult
your GP or the Department of Health regarding health requirements.
2. As a guide line passports should be valid for six months from the date of departure and
have at least two clean pages.
General Information
1. Special requests: We can pass on any special requests that you may wish to make at the
time of booking, but acceptance of such requests is at the discretion of the other supplier and
in no circumstances are special requests guaranteed. Confirmation that a special request has
been noted or passed on to the supplier, or the inclusion of the special request on your
confirmation invoice or any other documentation, is not confirmation that the request will be
met.
2. Medical Problems: If you or any member of your party has any medical problem or
disability which may affect your tour, you need to give us full details in writing at the time of
booking. If we reasonably feel unable to properly accommodate the particular needs of the
person concerned, we reserve the right to decline their reservation or, if full details are not
given at the time of booking, cancel when we become aware of these details
4. Refunds and Unused Services: No refunds will be made for any unused services.
5. Charges to your credit card: Any charges made to your credit card whilst away are your
responsibility. BRS
Force Majeure
Except where otherwise expressly stated in these booking conditions, we regret BRS cannot
accept liability or pay any compensation where the performance or prompt performance of our
contractual obligations is prevented or affected, or you otherwise suffer any damage or loss,
as a result of "force majeure". In these Booking Conditions, "force majeure" means any event
which we or the supplier of the service(s) in question could not, even with all due care,
foresee or avoid. Such events may include war or threat of war, riot, civil strife, terrorist
activity or actual threatened terrorist activity, industrial dispute, natural or nuclear disaster,
adverse weather conditions, fire and all similar events outside our control.
Responsibility and Liability
BRS makes every effort to ensure that all the arrangements and services connected with a
your itinerary will be carried out as specified in the most efficient and effective way possible.
However, we do not have direct control over the provision of services by suppliers and, whilst
they are in all cases selected with the utmost care, we do not accept liability for error and
omissions of such suppliers
Jurisdiction of the Magistrate's Court
BRS, shall be entitled, at its option to institute any legal proceedings arising out of or
in connection with this contract in any Magistrate's Court having jurisdiction in terms of
Section 29 of the Magistrate's Court Act No 32/1944 as amended, notwithstanding that the
amount in issue may exceed the limits of such jurisdiction.
Legal
This document together with BRS invoice / itinerary constitutes the sole record of the
agreement between the parties. No party shall be bound by any representation, warranty, and
promise of the like not recorded herein. No addition to the BRS standard booking conditions
shall be of any force or effect unless in writing and signed by or on behalf of the parties.
