Africa Travel Designers – Booking Terms and Conditions
Section 1: Introduction & Legal Framework
1.1 Legal Entity
These Terms and Conditions (“Agreement”) govern your contract with Africa Travel Designers FZ-LLC (“we”, “us”, or “our”), a company incorporated under the laws of the United Arab Emirates, with its registered office at Cosmopolitan Hotel, Al Barsha, Dubai, United Arab Emirates.
1.2 Governing Law & Jurisdiction
1.2.1 This Agreement is governed by the laws of the United Arab Emirates.
1.2.2 Disputes shall be subject to the exclusive jurisdiction of the Dubai International Financial Centre (DIFC) Courts.
1.2.3 All transactions with us are conducted electronically via secure third-party payment platforms and communications, where applicable.
1.3 Client Acknowledgement
1.3.1 You confirm that you are at least 18 years old and authorized to accept these terms for all travelers in your booking.
1.3.2 You have read, understood, and agree to be bound by these Terms and Conditions.
1.3.3 If you do not agree to these Terms and Conditions, you must notify us in writing before making any payment or finalizing any booking.
Section 2 : Booking & Payment Terms
2.1 Deposits & Final Payment
2.1.1 A non-refundable deposit of 30% of the total trip cost is required at the time of booking, except as follows:
a) For high-season travel, a 50% non-refundable deposit is required.
b) For international flights and gorilla permits, 100% payment is required upon booking.
2.1.2 Full payment must be received no later than 60 days before the scheduled departure.
2.1.3 Bookings made within 60 days of departure require full payment at booking.
2.1.4 A payment reminder will be sent by Africa Travel Designers approximately 1–2 weeks before the final balance due date.
2.1.5 Additional deposits may be required for specialist products or peak-season travel and will be communicated at booking.
2.1.6 Failure to pay on time may result in cancellation of your booking, with applicable cancellation fees as per Section 3.
2.2 Payment Methods
2.2.1 Payments may be made via credit card, electronic funds transfers (EFT), or telegraphic transfers (SWIFT).
2.2.2 All payments must be made only via the secure payment link provided directly by info@africatraveldesigners.com.
2.2.3 Cash payments may only be arranged after confirmation with official representatives via info@africatraveldesigners.com.
2.2.4 Traveler’s checks are not accepted.
2.2.5 Payments typically take up to five business days to clear.
2.2.6 We are not responsible for any delays caused by your financial institution.
2.3 Pricing & Cost Adjustments
2.3.1 All quotes are valid for 7 days from issuance unless otherwise specified.
2.3.2 Prices are subject to change due to supplier cost changes (e.g., airfares, fuel surcharges, park fees) or currency fluctuations.
2.3.3 We reserve the right to adjust pricing until full payment is received.
2.3.4 After full payment, prices are locked except for supplier-imposed charges (e.g., taxes, park fees), which remain your responsibility.
2.3.5 It is your responsibility to verify quote accuracy before payment.
Section 3: Cancellations & Refunds
3.1 Cancellation by You
3.1.1 All cancellations must be submitted in writing via email and acknowledged by us.
3.1.2 Cancellation fees apply as follows:
| Time Before Departure | Cancellation Fee |
| 90+ days | 30% of total trip cost (deposit non-refundable). |
| 61-90 days | 50% of total trip cost. |
| 0-60 days | 100% of total trip cost (no refund). |
3.1.3 Refunds, if any, will be processed only after receipt of funds from suppliers, less applicable fees. No guarantee of refund is provided.
3.2 Non-Refundable Items
3.2.1 International flights, gorilla permits, and high-season bookings are always non-refundable.
3.2.2 No refunds, credits, or compensation are provided for unused services, including no-shows.
3.3 Cancellation by Us
3.3.1 We reserve the right to cancel bookings due to force majeure events (e.g., natural disasters, pandemics, supplier failures).
3.3.2 In such cases, you will be offered:
a) A full refund of the affected portion, subject to supplier terms, or
b) A credit towards a future booking, at our discretion.
3.3.3 No additional compensation will be provided.
Section 4: Changes to Bookings
4.1 Changes Requested by You
4.1.1 All change requests must be made in writing.
4.1.2 A minimum amendment fee of USD 500 per person applies, plus any supplier charges.
4.1.3 Changes requested within 90 days of departure may be treated as cancellations with applicable fees (Section 3).
4.2 Changes Made by Us
4.2.1 We may make minor itinerary changes (e.g., flight time adjustments, hotel changes to comparable or better standards).
4.2.2 For major changes (e.g., rescheduling due to supplier issues), we will offer an alternative or refund the affected portion.
4.2.3 Any additional costs for alternatives are your responsibility.
Section 5: Third-Party Supplier Terms
5.1 Contractual Relationship
5.1.1 You enter direct contracts with third-party suppliers (airlines, hotels, transport providers), whose terms apply alongside these Terms.
5.1.2 You must review and comply with supplier terms, including health, safety, and entry requirements.
5.2 Supplier Changes
5.2.1 Suppliers may alter services, pricing, or availability. We will notify you but are not liable for such changes.
5.2.2 Disputes with suppliers must be resolved directly with them. We will assist but do not assume liability.
Section 6: Liability & Travel Insurance
6.1 Liability Disclaimer
6.1.1 We act solely as an agent for third-party suppliers and are not liable for:
a) Supplier failures, delays, or cancellations;
b) Loss, damage, injury, or death arising from supplier services or your actions;
c) Force majeure events.
6.1.2 You travel at your own risk and indemnify us, our directors, employees, and agents against claims arising from services under this Agreement.
6.2 Mandatory Travel Insurance
6.2.1 Comprehensive travel insurance is mandatory and must cover:
a) Trip cancellations and interruptions (covering full trip cost);
b) Medical emergencies and evacuation (minimum USD 100,000 per person);
c) Baggage loss, theft, or damage.
6.2.2 Proof of insurance must be provided prior to departure. Deposit protection is not a substitute.
6.3 Your Liability
6.3.1 You are responsible for costs of any damage you cause to supplier property (hotels, vehicles, equipment).
Section 7: Force Majeure
7.1 Disclaimer
7.1.1 We are not responsible for disruptions caused by:
a) Natural disasters, pandemics, or government travel restrictions;
b) Supplier failures (e.g., strikes, overbookings);
c) Political unrest, war, or terrorism.
7.2 Additional Costs
7.2.1 If force majeure requires relocation or alternative arrangements, any additional costs (transportation, accommodations, meals) are your responsibility.
Section 8: Your Responsibilities
8.1 Travel Documentation
8.1.1 You must ensure valid passports with at least 6 months validity and required visa pages.
8.1.2 For minors (under 18), a police-certified consent letter from absent parents and unabridged birth certificates may be required.
8.1.3 We provide guidance but compliance is your responsibility.
8.2 Health Requirements
8.2.1 You must meet all immunization and health requirements for each destination.
8.2.2 Confirm medical fitness to travel and consult health authorities or experts as needed.
8.3 Baggage Rules
8.3.1 You must comply with all airline and charter baggage regulations, especially for light aircraft.
8.3.2 Non-compliance may cause delays or extra costs which you bear.
8.4 Safety & Conduct
8.4.1 You acknowledge the inherent risks of African travel, including wildlife, terrain, and weather.
8.4.2 You agree to follow all safety instructions and comply with local laws and customs.
Section 9: Data Privacy
9.1 Use of Personal Information
9.1.1 We collect and use your personal information solely to arrange your trip and comply with legal obligations.
9.1.2 Your data is protected and will not be shared with third parties for marketing without consent.
9.2 Marketing Communications
9.2.1 You may receive promotional emails unless you opt out.
Section 10: Complaints
10.1 Reporting
10.1.1 Report complaints promptly during travel for immediate resolution.
10.1.2 Follow up in writing within 30 days to info@africatraveldesigners.com, addressed to the Client Experience Manager.
10.2 Resolution
10.2.1 We will acknowledge, investigate with suppliers, and respond within 30 days.
10.2.2 We are not liable for supplier faults but will assist in resolution.
Section 11: General
11.1 Amendments
11.1.1 Amendments to this Agreement must be in writing and signed by both parties.
11.1.2 Updated terms may be issued due to policy or legislative changes and posted on our website.
11.2 Binding Contract
11.2.1 A contract forms upon payment of deposit, booking confirmation, or written agreement.
11.2.2 Verbal agreements do not override these Terms.
11.3 Severability
11.3.1 Invalid provisions will be severed without affecting the remainder of the Agreement.
11.4 Notices
11.4.1 Our official address is Cosmopolitan Hotel, Al Barsha, Dubai, UAE.
11.4.2 Your address is as provided in the Traveler Information Form.
11.4.3 Address changes require 7 days’ written notice.
11.5 Intellectual Property
11.5.1 Website content, including text, graphics, and logos, is our intellectual property protected by UAE and international laws.
11.6 Disclaimer
11.6.1 We strive for accuracy but are not liable for third-party content or damages from website use.