Terms and conditions
DAVEMA TRAVEL SOLTUIONS LTD is a registered Tours and Travel Company based in Uganda, with its Offices located at Raja Chambers Room B005, Plot 3 along Parliament Avenue. We organizes safaris in Uganda, Rwanda and neighbouring countries. Please read these Terms and Conditions and the Travel Notes carefully as together they set out our respective obligations and form the basis of your contract with us. In these terms and conditions, “you” means all persons named on the booking (including anyone who is added or substituted at a later date and their agent) whereas “we” and “us” means DAVEMA TRAVEL SOLUTIONS LTD. These terms are amended from time to time as circumstances change; the terms at the time of providing the service are the terms that are valid.
Accuracy of Information
The descriptions, information and opinions given by us in respect of destinations, accommodations, activities, itineraries, trekking permits, security, weather and climate are given in good faith, based on the latest information available to us. Everything in our possibilities is taken into consideration to ensure the accuracy of the information provided. We cannot accept any responsibility or liability for any errors or omissions caused by matters beyond our control.
Terms for Air tickets
Air tickets are based on rules as set out by the respective airlines on the itinerary. All changes, cancellations, no-shows and eventualities will be handled as per the rules set by the operating airline/s on the passenger’s itinerary.
Terms for Safaris
Safaris are based on terms as indicated on the agreed sales quotation, please take notice of all the terms therein and the inclusions and exclusions. In cities Kampala, Entebbe or Kigali the accommodations include bed and breakfast only unless stated otherwise or upon request. On safari, the prices include breakfast, Lunch and dinner unless stated otherwise. The company reserves the right to vary the safari services agreed with the client in the event of unforeseen circumstances, such as road closures, bad weather, problems with national parks or hotels, security considerations. In such cases, alternative arrangements will be made as circumstances deem necessary.
Accommodation is usually based on sharing a room and single rooms are subject to a supplementary cost. We reserve the right to book rooms at similar alternative accommodation facilities when the ones mentioned are not available at the time of booking or when circumstances deem necessary.
Transportation on safari is provided in a 4 wheel-drive airport and City or similar transfers may be provided in non 4 wheel vehicles, all transportation is inclusive of services of English driver guide unless stated otherwise in the offer terms. The company reserves the right to employ the services of sub-contractors where necessary. Every effort is made to ensure that vehicles are provided in a roadworthy condition but no liability can be accepted for breakdown, or any damage or delay.
Gorilla and Chimpanzee Trekking permits cannot be reserved without payment, therefore only when payment has been received can we purchase permits. We require 100% payment for trekking permits upon booking a safari and we purchase before we can confirm permits. Obtaining a gorilla or chimp permit is not a guarantee of seeing these apes. We are unable to accept liability for any circumstance that might lead to gorilla viewing being cancelled or impossible that are not in our control, whether it is the closure of the National Park or borders; absence of the gorillas or chimps; security threats. Compensation is governed by the Responsible authority terms.
Price and payment
All our services are quoted in USD (United States Dollar) unless stated other in the quotation, where payment needs to be made in a different currency a prevailing exchange rate at the time of payment will apply.
Quotations must be confirmed in writing to be considered a booking, the price of the selected package will be confirmed at the time of booking. We reserve the right to correct errors in both advertised and confirmed prices and will do so as soon as we become aware of any such error.
The confirmed package price is subject to subject to the correction of errors in case of any, a surcharge will only be payable if the extra cost is over 2% (two percent) of the total package price. If you are required to pay more than 10% (ten percent) of the original package price, you will be entitled to cancel your booking with a full refund of all the money paid to us except fees paid for trekking permits. If you would like to cancel under these provisions, you must do so within 14 (fourteen) days of notification to you of the surcharge.
We reserve the right to increase or decrease the prices of the safari even after confirmation in case of a change in the prices by the supplier, change in the taxes levied, or any other factors which are not in our control.
Payment; At the time of booking you must confirm agreement to these terms and conditions and pay a deposit of 25% (Twenty Five percent) of the ground handling price of your package in addition to the trekking permits fees for Gorilla and Chimpanzee trekking safaris. If written acceptance is not received from you, by continuing with your booking with us we assume your agreement to the Terms and Conditions. The balance must be paid and received in full not later than 30 (Thirty) days before the start of your safari. Bookings made within 30 (thirty) days of departure must be paid in full at the time of booking.
Cancellation by Us
Occasionally we may have to cancel a confirmed booking, we always endeavour to avoid cancellations, but we may have to cancel if conditions deem necessary. We shall not cancel your confirmed holiday less than 30 (thirty) days before departure unless you fail to make all payments due in full and on time or we are forced to do so as a result of unusual and unforeseeable circumstances beyond our control, the consequences of which we could not have avoided even with all due care. If we cancel your safari booking except where you have failed to make a payment or as a result of force majeure, we shall offer you the choice of purchasing an alternative holiday from us of a similar standard to that originally booked if available. If the chosen alternative is less expensive than your original holiday we shall refund the difference but if it is more expensive, we shall ask you to pay the difference. Alternatively, you are entitled to a full refund of all monies you have paid to us, not including that paid for trekking permits which can only be refunded if the refund has been made available to us by the responsible authority. Except where we cancel for reasons other than those mentioned in this clause, we shall have no further liability to you. We regret we cannot pay any expenses, costs or losses incurred as a result of any cancellation. We reserve the right, without prior notice, to terminate the holiday of any person in your party if, in our opinion or in the opinion of any other person in authority, the persons concerned behave in such a way to cause or be likely to cause danger, annoyance or distress to any third party or damage to property. In this situation, the person(s) concerned will be required to leave the accommodation or other services immediately. We shall have no further responsibility towards such person(s). No refunds will be made and we shall not pay any expenses or costs incurred as a result of the termination.
Cancellation by You
Should you or any member of your party be forced to cancel, you must advise us in writing. Cancellation is not effective until we receive a copy of your written notice. To cover our estimated loss caused by the cancellation and as we may be unable to resell your package, cancellation fees, excluding insurance, will be levied per person as follows as percentage of total ground handling price paid where applicable; More than 30 days 25%, 30 days – 16 days 50%; 15 days – 8 days 75%, Within 7 days 100%.
When paying your deposit for your booking, we suggest that you purchase insurance against unforeseen cancellation, medical evacuation and luggage loss. Equally important you need to check that your health and life insurance will cover you throughout your safari. The health insurance policy will need to cover you in the unlikely event of you requiring emergency evacuation or repatriation. Presently we do not sell travel insurance, this insurance must be obtained in your country of origin.
Should a problem occur, a complaint must be reported immediately to our representative and to the supplier of the service(s) in question, who will do their best to resolve any problem? If you remain dissatisfied, a written report should be submitted to the Safari manager at our office as soon as possible after the incident and not later than 14 (Fourteen) days after completion of your safari, to enable us to investigate them fully. Regrettably, responsibility for any complaints not notified in accordance with this procedure cannot be accepted.
We regret we cannot accept liability or pay compensation where the performance or proper performance of our obligations is prevented or affected by 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 include war or threat of war, riots, civil strife, border closures, unexpected government acts, terrorist activity, industrial disputes, natural or nuclear disaster, extreme weather conditions, fire, technical and/or mechanical problems to transport, road closures, disease and all similar events beyond our control. In these circumstances, we are forced as a result to cancel, delay, curtail or change your arrangement in any way possible.
We shall make every reasonable effort to ensure that (a) all component parts of the holiday are supplied as described in the brochure and to a reasonable standard; and (b) our employees, agents, suppliers and sub-contractors exercise due care in carrying out our obligations under the contract. We accept responsibility for what our employees, agents, suppliers and sub-contractors do or do not do (provided they were at the time carrying out work authorized by us). If any part of your holiday is not provided as advertised and to a reasonable standard, we shall pay you appropriate compensation if your enjoyment of the holiday has been affected and you have followed the complaints procedure set out in these terms and conditions. This acceptance of responsibility is subject to the clause relating to “Force Majeure” above and these Terms and Conditions generally. Our maximum liability in respect of complaints (except where death, personal injury or illness results, or where claims relate to loss or damage to possessions or luggage, which are dealt with below) is limited to an amount equal to the cost paid by or on behalf of the person affected for the relevant services. The maximum amount will only be payable where the person affected has derived no benefit from the holiday and none of the services contracted has been provided.
The company and its agents accept no responsibility for personal injury, accident, illness, death, delays, theft, loss or damage to baggage or any other personal properties or alteration or cancellation of the itinerary due to force majeure.
The company is incorporated in the Republic of Uganda and it operates under the laws of Uganda. Your contract with us and matters arising out of it will be governed by the laws of the Republic of Uganda and any claim would be subject only to the Ugandan Courts of Law.