Terms and Conditions

CONTRACT:

Your contract is with RomCare Tanzania Tours & Safaris (hereinafter called “RTTS”, “we” or “us”). We draw your attention to the following terms and conditions, which cover all brochures and correspondence and all bookings made with us. Any contract with RTTS is subject to these terms and conditions from which no person, other than a director of RTTS, has the authority to depart. Before making a booking with us you must ensure that you have read and understood these booking conditions (raising any queries you may have with us). By asking us to confirm your booking you are liable to be regarded as having had the opportunity to do so and to have actually done so before the contract between us comes into existence.

GENERAL:

We are 100% safari organizer specialized in Tanzania mainland and Zanzibar. Please read these Terms and Conditions carefully as they set out our respective obligations and form the base of 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) “we” and “us” means RomCare Tanzania Tours & Safaris (RTTS).

These terms and conditions are subjected to review time to time to meet the current conditions/requirements; therefore, we consider the terms and conditions at the time of booking to be the ones that are binding. Due to the fact that, conditions to most of African countries differ from those in developed country it is advised to note that; medical, facilities, safety and security may not bare the same standards as the one in developed countries. All the arrangements in relations to your safari are administered by the Laws and Regulations of the country you are visiting and not form the country of your origin.

FORCE MAJEURE AND TRANSPARENCY:

We are liable to provide a detailed information to the client in a transparency way, explaining all about where will the client be going, when, what they expect to see, where to stay (accommodation) and services included / excluded on their safari charges so that they may be aware about the whole trip before their arrival. The fulfilment of all the services agreed shall be provided to the client on time and without failure except in the event of unexpected circumstances such as road closures, terrorists’ activities, extreme weather conditions, Fire, unexpected Government acts, riots, security considerations, civil strife, international flight changes, Border closure, quarantine, client’s demand, natural disaster, epidemic, industrial disputes, pilferage, land and air travel, and health conditions among other similar incidents beyond our capability to manage. If any of the aforesaid circumstances occur, the company may discuss with client, reshape the itinerary and alternative be made as the situation allows. The reshaped itinerary shall never affect the intended standard/ quality of services expected to be delivered in previous itinerary in any way.

We regret that we can’t compensate where the performance of our duty is affected by any event which we could not, even with all due care, anticipate or avoid.

We understand that, some of the activities from the itinerary you have selected may carrying with them intrinsic risk of personal injury or loss of life. Some of those may include; water sports, canoeing/boat rides, hiking safaris, trekking, and mountaineering. You must understand that, engaging in such activities will be at your own risk and that we assume no responsibility for your safety.

Accommodation:

As we aim to provide as best services that takes a sense of value for money. We are selective hence, we take our clients to unique, attractive Hotels/lodges, camps and other accommodation facilities which offers good facilities and services with clean water, good meal, friendly staff, safe and the one with reasonable prices. In case of any dietary requirement, we advise the client to inform us in advance. We have the right to alternate equivalent on superior accommodation facilities in regards to your booking.

Information accuracy:

All the information, description and or opinions provided by our team in relation to Safari itinerary, entry fees, animals you expect to see, accommodation and security are given in good faith based on current existing information/situation. All the details provided are taken with good care to ensure truthfulness and their validity. We will not be responsible for any mistakes or omission caused by issues seems to be beyond our control.

PAYMENT:

After clients have confirmed their booking, they shall receive an invoice with all relevant details. In order to confirm our clients’ reservation, we will require a 50% deposit payment of the itinerary cost and 100% upfront payment for airline tickets where applicable. The balance of payment is due 65 days prior to the start date of your itinerary. Bookings made within 65 days prior to departure are subject to full prepayment at the time of confirming the reservation.

METHODS OF PAYMENT:

Currently payments can be made by bank wire/transfer.

CANCELLATION POLICY:

65+ days before departure: deposit non-refundable

50-65 days before departure: 50% of the itinerary cost

0-50 days before departure: 100% of the itinerary cost

After your booking has been confirmed, should you wish to make any changes to your itinerary or wish an earlier departure date, we will make every effort to accommodate your requests based on availability. However, the extra costs involved to make changes are $150.

CANCELLATION MADE BY YOU:

Cancellation of a holiday must be made in writing and is effective from the date we receive the written notification. In all cases of cancellation, the deposit, and any amendment charges will be forfeited. Please note that any costs of international flights are 100% non-refundable. Cancellation charges are expressed at a percentage of your quoted price (excluding international flights) as follows:-

Matters influencing a surcharge would include, but are not limited to, increases in transportation costs e.g. fuel, scheduled air fares and any other airline surcharges, taxes or fees payable for services such as landing taxes, or embarkation or disembarkation fees at ports or airports, or increases in park fees, reserve fees or concession fees. The price of your itinerary will be based on known costs at the date of issue of the itinerary. At any time before a full payment of your holiday has been made RTTS reserves the right to levy a surcharge where costs have changed since the date of issue of the itinerary. RTTS will absorb amounts up to 2% of the total holiday price and surcharge any amount greater than 2%. Should the surcharge exceed 10% of the total holiday price you are entitled to cancel the holiday and receive a full refund of all monies paid. We reserve the right to make changes to and correct errors in advertised prices at any time before your holiday is confirmed. We will advise you of any errors of which we are aware and of the then applicable price at the time of booking.

CANCELLATION BY US:

We reserve the right in any circumstances to cancel your holiday for any reason at any time before full payment has been received. Whilst we always endeavor to avoid changes and flight cancellations, we must reserve the right to do so. In these circumstances we will return to you all monies paid or offer an alternative holiday of a comparable standard. In this event we will pay compensation of $50 per person. We may cancel your confirmed holiday if you fail to comply with any requirement of these booking conditions entitling us to cancel.

We cannot accept liability or pay compensation where the performance or prompt performance of our contractual obligations is prevented or affected by, or you 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 services in question could not even with all due care foresee or avoid. Such events are likely to include, but are not limited to, war, threat of war, civil strife, riot, civil disorder/unrest, industrial dispute, actual or threat of terrorist activity, natural or nuclear disaster, fire, breakout of an epidemic or pandemic disease, technical problems with transport, cancellation or amendment to any scheduled flight, closure or congestion of airports or ports, adverse weather conditions and all similar events outside our control. In circumstances amounting to force majeure, we will not refund any money to you although if we can recover any monies from our suppliers, we will refund these to you.

AMENDMENTS BY YOU:

If you wish to change your itinerary after a deposit has been made, we will do our utmost to make the changes required, provided that notification is received in writing. The change fee is $100 per person. We cannot make alterations to your itinerary within 12 weeks of departure and any such request will be treated as a cancellation of the original booking and will be subject to the cancellation charges.

AMENDMENTS BY RTTS:

It is unlikely that we will have to make any changes to your holiday although we reserve the right to make changes at any time. Most of these changes are minor and we will advise you of these in writing at the earliest possible date. When a major change is necessary such as the alteration of your outward or return flights by more than 12 hours or a significant change in the standard of accommodation, provided it does not arise from conditions amounting to force majeure or as a result of an amendment to a scheduled airline timetable, you will have the choice of accepting the new arrangements, taking another holiday with us or cancelling your holiday and receiving a full refund of all monies paid. Compensation will not be payable and no liability beyond offering the above-mentioned choices can be accepted where we are forced to make a change or cancel as a result of unusual or unforeseen circumstances beyond our control, the consequences of which we could not have avoided even with all due care. No compensation will be payable and the above-mentioned options will not be available if we cancel as a result of your failure to comply with any requirement of these booking conditions entitling us to cancel, or if the change is a minor one. A minor change is a change which, taking into account the information you give us at the time of booking or which we can reasonably be expected to know as a tour operator, we would not reasonably expect to have a significant effect on your confirmed holiday. No compensation is payable for children aged 2 and under. Please note we can’t accept any liability for any damage, loss, expense or other sums of any description, which:

WEBSITE PRICING:

All prices published on our website Romcare Tanzania Tours and Safaris are per person, based on two persons (unless otherwise stated) and quoted in US dollars (US$). The cost of obtaining passports or visas, border taxes (if applicable), air ticket, tips for guide, driver and hotel staff, insurances, additional excursions or personal expenses are not included in the itinerary cost. Discount rates for children or peak-rates during high/festive season are not included. All prices on the website should be used as a guideline only. RomCare Tanzania Tours & Safaris cannot be held responsible for any changes or pricing errors. RomCare Tanzania Tours & Safaris will specify all cost in their invoices and the quotations are valid for only 10 days.

TRAVEL DOCUMENTS:

You receive all travel documents (vouchers, e-tickets, luggage labels and flyers) where applicable in two weeks before departure.

INSURANCES:

It is a condition of booking, that the sole responsibility lies with the guest to ensure that they carry the correct comprehensive travel and medical insurance to cover themselves, as well as any dependents/travelling companions for the duration of their trip to Tanzania. This insurance should include: medical expenses and repatriation expenses. Optional insurances are: cancellation or curtailment of the safari, emergency evacuation expenses (flying doctors), damage/theft/loss of personal baggage, money and goods. For comprehensive travel coverage tailored to your needs, we would recommend AMREF or any of your choice.

PASSPORTS AND VISAS:

It is upon the guest to ensure that passports and visas are valid for the countries visited. Most nationalities can get a tourist visa on arrival in Tanzania at the border/airport ($50 per person, US Citizens $100 per person). This tourist visa is valid for a period of three months. You can also get your visa in advance at the embassy from your country of origin. Check the visa rules before you go. Passports should have at least six months of validity after the final day of travel. RomCare Tanzania Tours & Safaris cannot be held liable for any visas, etc. not held by the guests, nor the cost of visas.

CHECK NAMES:

Please check the names on the invoice carefully when you receive our invoice. In case we need to change a name, 3 or more days after you received our invoice, we are obligated to charge a fee of $100.

COMPLAINTS:

Our aim is to provide as best services as we can to our clients however, if it happens you have any complaints; that complaints should be reported immediately to our Safari Operations Manager. The team will do their best to settle the issue and provide any assistant as soon as possible. In any circumstances that you are not satisfied then the written report should be submitted to the companies Director as soon as possible after the incident and it should be at least within 21 days after completion of your holiday/safari to give us a room to fully investigate the matter. Note that, we can’t accept any complaint that did not go through the aforesaid procedure.

BOOKING PROCEDURES:

RTTS do not offer package holidays but will create a tailor-made holiday to suit your personal needs. A binding contract comes into existence between us when:

MEDICAL CONDITIONS AND DISABILITIES:

If you or any member of your party have any medical problem or disability which may affect your holiday, please tell us before you confirm your booking so that we can advise as to the suitability of the chosen itinerary. In any event, you must 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 must reserve the right to decline the booking or, if full details are not given at the time of booking, cancel when we become aware of these details.

DOCUMENTATION:

Please carefully read your confirmation invoice, tickets and all other documentation we send you as soon as you receive them. Contact us immediately if any information appears to be incorrect as it may not be possible to make changes later. We regret we cannot accept any liability if we are not notified of any inaccuracy in any documentation within 14 days of our sending it out. You will be responsible for any costs and expenses involved in rectifying any inaccuracies except where we made the mistake.

OUR RESPONSIBILITIES:

RTTS accepts responsibility for ensuring your holiday is supplied as described prior to your departure and services provided will reach a reasonable local standard, however we draw your attention to paragraph 12. Please note we cannot accept responsibility for any services which do not form part of our contract. This includes for example any additional services or facilities, which your hotel or other supplier agrees to provide for you where the services or facilities are not advertised in our brochure and we have not agreed to arrange them.

The information contained in our brochure and website is correct to the best of our knowledge at the time.

Our brochure descriptions and other information provided or made available in a resort, often refers to “other activities and excursions”, which are available in the resort. These activities and excursions are not run nor controlled in any way by RTTS. They do not form any part of your contract with TS, even where we suggest or recommend particular operators/centers/trips and assist you in booking such activities or excursions in any way. Accordingly, we regret that RTTS cannot accept any liability in relation to these outside activities and excursions. Where we make or take any bookings for or from you in respect of any activity or excursion available, we do solely as booking agents. This is the case regardless of whether the activity is advertised or mentioned in our brochure, resort, on our website or elsewhere. Your contract for any such activity or excursion will be with the supplier or operator of that activity or excursion. RTTS has no liability for any such activity or excursion or for any acts or omissions of the supplier or operator or for of it/their employees or agents or any other persons connected with the activity or excursion. If we are found liable in any respect for any such activity or excursion for example in our capacity as booking agent, that liability is limited to the cost of the particular activity or excursion concerned. We do not limit or exclude our liability for death or personal injury arising from our negligence.

We would remind customers that the infrastructure in developing countries may not be up to the same standard as the UK. Some resorts may experience the occasional power cut or water shortage. Please note that we will not be responsible for any injury, illness, death, loss (for example loss of enjoyment), damage, expense, cost or other sum or claim of any description whatsoever which results from any of the following: a) The fault of the persons affected or any members of their party, or b) The fault of a third party not connected with the provision of your holiday, which we could not have predicted or avoided, or c) An event or circumstances which we or the supplier of the services in question could not have predicted or avoided, even after taking all reasonable care (see force majeure), or d) The fault of anyone who is not carrying out work for us (generally or in particular) at the time.

In addition, we will not be responsible where you do not enjoy your holiday or suffer problems because of a reason you did not tell us about when you booked your holiday, or where any problems you suffered did not arise from any breach of our contract, or other fault of ourselves or where we were responsible for them, our suppliers or agents or where any losses, expenses, costs or other sum you have suffered relate to any business. We accept responsibility for the negligent acts of our employees, agents and direct suppliers, which results in death, injury or illness. Our liability shall be limited to 200% of the holiday price for any claim other than those involving injury or death arising from our negligence. Our suppliers, such as accommodation or transport suppliers, have their own booking conditions or conditions of carriage, and these conditions are binding between you and the supplier. Some of these conditions may limit or remove the relevant transport providers or other suppliers’ liability to you. You can get copies of such conditions from any offices of the relevant suppliers. If you or any member of your party is killed, injured or becomes ill as a result of transport by aircraft, ship, train or coach, the amount of compensation we will pay is limited in line with the Warsaw Convention, the Athens Convention, the Berne Convention, and the Geneva Convention. You should also note that these conditions may limit or remove the carrier’s liability to you and the amount the carrier has to pay you. You should also note the carrier will rely upon its conditions of carriage, which may limit or remove the carrier’s liability to you and limit compensation under international conventions. RTTS accepts liability as above only if a claim is notified to us in writing no later than one month after your return.

CARRIERS:

Carriage by air and sea is subject to the terms and conditions of the carriers with whom you are travelling and to international conventions. RTTS accepts no liability whatsoever for cancellations, strikes, timetable changes, diversions, technical issues unrelated to RTTS, lost or mislaid luggage, rescheduling costs, missed accommodation, or delays which result from any operational decision of the carrier concerned. RTTS accepts no liability for death, injury or illness that derives from carriage by air or sea.

INSURANCE:

RTTS requires clients to purchase travel insurance. We reserve the right to cancel your holiday at any time should such a policy not be taken out by you.

THE LAW:

The above booking terms and conditions together with all correspondence form part of your contract with RTTS. This contract and any matters arising from it shall be governed by and interpreted in accordance with law and the courts of Tanzania shall have exclusive jurisdiction to hear any and all proceedings between us either relating to our contract or arising out of it.

WAIVER OF CLAIM AGAINST INTRODUCER:

If you have been referred to us by another part (for example a travel agent) it means you agree to hold them blameless and waive any and all claims against such party. Any issues you may have must be directed to us and dealt with under the terms of our contract.

CHALLENGES:

If you have any challenge during your holiday, please inform the relevant organizer (camp/hotel manager/Safari provider) immediately and he will endeavor to put things right. If your problem cannot be resolved locally you must send full details to RTTS in writing within 21 days of your return to your country of origin. If you fail to follow this procedure, we will not accept liability as we have been deprived of the opportunity to investigate and rectify the problem.