Terms & Conditions
1. ROLE OF SOUTHERN AFRICA 360 LUXURY HOLIDAYS
The role of Southern Africa 360 Luxury Holidays is to manufacture tours and itineraries to fit the requirements of our customers. In doing so, Southern Africa 360 Luxury Holidays may use independent suppliers for the provision of selected services. However Southern Africa 360 Luxury Holidays accepts responsibility for the proper performance of your contract with us, subject to the following booking conditions.
2. AUTHORITY ON TOUR
The client must at all times comply with the laws, customs and foreign exchange regulations of all countries visited during the tour.
In addition, the client acknowledges that any disruptive, dangerous or potentially dangerous behaviour during the tour shall not be tolerated and that Southern Africa 360 Luxury Holidays, its employees, representatives, agents and/or contractors being so authorised, reserve the right to exclude the client from the tour at any point therein in such circumstances.
Southern Africa 360 Luxury Holidays shall not be liable for any costs and/or expenses for the client resulting from exclusion as aforesaid, and the client shall not be entitled to a refund or rebate of the tour price or any additional compensation in such instances.
To make your booking, please make sure you have the correct names, nationalities and date of birth of all travelers – as per their passport. Southern Africa 360 Luxury Holidays will hold an option of 7 days from the time Southern Africa 360 Luxury Holidays have confirmed a tour, before the cancellation rules apply. If our service or a tour is booked less than 7 days prior to the service is rendered or the tour commences, cancellation rules will apply immediately. If you need longer time, please let us know. If a tour or hotel is fully booked Southern Africa 360 Luxury Holidays will try to offer you an alternative property of a similar standard and location. A booking fee of US$20 will be charged if the booking includes less that 3 nights accommodation, car rental only or transfer only.
If the customer cancels a tour up to 61 days prior to departure the deposit will be lost. If cancellation is made within 60-31 days prior to departure, a penalty fee of 65% of the total price of the tour will be levied. For any cancellation made within 30-16 days before departure, a penalty fee of 85% will apply. In the case of cancellations made less than 16 days before the start of the tour we are unable to offer any reimbursement. No refunds will be given by Southern Africa 360 Luxury Holidays for no-shows.
The payment of bank fees for credit card payments and/or bank transfers are the responsibility of the customer and are strictly non-refundable.
The trip may be cancelled with no penalty charge should war, a life-threatening epidemic, or any other natural catastrophe or similar event occur within 14 days prior to departure. This will however be on the condition that your government advises against travelling to the specific area, and that the situation in question has arisen after the booking of the tour was made.
Cancellations must be made in writing and delivered either by hand, post, fax or electronic mail.
In the case of death or serious illness, special cancellation terms can be negotiated if Southern Africa 360 Luxury Holidays is presented with an officially approved death/sickness certificate.
Southern Africa 360 Luxury Holidays reserves the right to make changes to brochure and website details and arrangements both before and after the booking has been made. Most changes will be minor, but if Southern Africa 360 Luxury Holidays has to do significant changes you will be notified at the earliest possible opportunity. In such cases you will have the opportunity to accept the changes or to receive a full refund.
Some service prices, such as (but not limited to) park fees, government levies and airport taxes are not in the control of Southern Africa 360 Luxury Holidays. In the event of these prices being changed at any date Southern Africa 360 Luxury Holidays will charge the supplement to the client at cost.
- Children between the ages of 8 – 15 are welcome to travel with Southern Africa 360 Luxury Holidays on a request basis and must be accompanied by an adult.
- Children between the ages of 16 – 18 are welcome to travel with Southern Africa 360 Luxury Holidays but will require a letter of consent signed by a parent or guardian.
7. CLIENT CHANGES
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, whatever kind, imposed by the suppliers providing that component part of your travel arrangements when amending a booking any time prior to departure. Fares will be re-quoted at the time of amendment.
An administration fee of R 100 per person will be charged for each amendment and / or cancellation.
After departure it is understood that extra expenses incurred as a result of any change will be for the passenger’s account, and any unused service will not be refunded.
Amendments and cancellations en route must be made with our operators directly.
Should a problem occur, please advise both Southern Africa 360 Luxury Holidays and the service supplier in question immediately, as most problems can be solved on the spot. Should you remain dissatisfied, please write to us setting out the complaint in detail within 28 days of the end of our services under the contract. Southern Africa 360 Luxury Holidays cannot accept responsibility for any complaints that are not notified entirely in accordance with this clause. Should any legal dispute arise it must be settled in Cape Town, Windhoek, Arusha or Nairobi according to and depending on which Southern Africa 360 Luxury Holidays booking office(s) was/were used for the rendered services.
It is the client’s sole responsibility to ensure that passports, visas, health certificates, proof of vaccinations and any other required documentation are all in order for the countries to be visited during the tour.
The Company shall not be held liable for any consequences, damages or claims if the client prior does not correctly attend to the client’s documentation and related matters as contemplated herein.
10. FORCE MAJEURE
Force Majeure means those circumstances where the performance of our contract with you is prevented or affected by reasons of war, threat of war, civil strife, industrial dispute, terrorist activity, natural or nuclear disaster, fire, adverse weather conditions, government actions and all similar events beyond our control. In these circumstances, Southern Africa 360 Luxury Holidays shall not be liable for any compensation or otherwise responsible for any expenses or losses the client might incur.
Each tour package comprises of one or more service components: the organization of transport, meals, entrance fees, accommodation and/or other facilities or services. Southern Africa 360 Luxury Holidays has no direct day-to-day control over its suppliers. Accordingly Southern Africa 360 Luxury Holidays accepts no responsibility for any injury, damage, loss, accident, delay, irregularity and/or inconvenience which may be occasioned by any defect in any object (including a vehicle) utilised by any supplier for the supply of any service or by an act or omission of any supplier or its servants or agents.
Southern Africa 360 Luxury Holidays shall not be liable for any loss or expense arising from the loss of property, cancellation or curtailment of the tour however caused, save only to the extent that such loss of baggage, cancellation or curtailment was caused by the Southern Africa 360 Luxury Holidays negligence. If sickness or accident interrupts a tour, Southern Africa 360 Luxury Holidays shall not be liable for any cost or expense arising there from, save only to the extent that such sickness or accident (beyond any reasonable doubt) was caused by Southern Africa 360 Luxury Holidays willful act or gross negligence. Southern Africa 360 Luxury Holidays shall not be liable for any refund, either total or partial, of passage money paid. Southern Africa 360 Luxury Holidays recommends the travelers to take out necessary insurance to protect against such eventuality.
Southern Africa 360 Luxury Holidays needs to receive any claim in writing within 28 days after the end of our services under the contract. Where any payment is made, you will assign to Southern Africa 360 Luxury Holidays or our insurers any right you may have to pursue any third party in relation to the claim and provide us with your full co-operation.
Carriers etc: In respect of air, sea and rail carriers, land vehicles and hotel owners Southern Africa 360 Luxury Holidays’ liability is in all cases limited as if Southern Africa 360 Luxury Holidays were carrier/hotelier within the relevant and appropriate international conventions. Furthermore, all transport is provided subject to the relevant carrier’s conditions of carriage, some of which may limit or exclude their liability to you, often in accordance with international conventions.
General: Please note our responsibilities and obligations apply only in respect of those services, which Southern Africa 360 Luxury Holidays agree to arrange or provide on your behalf. Southern Africa 360 Luxury Holidays cannot accept any liability for any services arranged on your own.
One suitcase and one overnight bag per person is allowed. Southern Africa 360 Luxury Holidays accepts no responsibility for loss or damage to luggage or personal property from whatsoever cause arising. Passengers are advised to take up adequate insurance cover.
Southern Africa 360 Luxury Holidays reserves the right to use any photographs and video taken during the tour for use in marketing or any other advertising material, and the client hereby consents to such use.
The client further agrees that Southern Africa 360 Luxury Holidays shall retain copyright over any such photographs and videos taken during the tour and/or used in its brochures and, to the extent necessary, the client hereby assigns copyright in such photographs and/
or videos to Southern Africa 360 Luxury Holidays.
14. METHODS OF PAYMENT
-Credit Cards: In accordance with International Airline Travel Association (IATA) bulletin #A1/00, Southern Africa 360 Luxury Holidays need a signed and validated Standard Credit Card Charge Form. The agent acknowledges that s/he has seen the card and that the signature on the card is the same as that on the Credit Card Charge Form. A signed and validated Standard Credit Card Charge Form (SCCCF) or payment through our Virtual Card Services system, are the only recognised forms of payment for credit cards. If the card is a foreign credit card then you may be requested to supply various other details.
-Cheques: Bank issued cheques or travel agency cheques only (accredited agencies only). Please note we require 7 working days to clear all cheques before documents can be issued.
-Cash or EFT Transfers: We accept EFT transfers, or cash deposited into one of our bank accounts, subject to condition that the EFT transmission report or the cash deposit slip is provided to ourselves and such payment has been confirmed as received by ourselves.
15. PASSPORTS, VISA & HEALTH
It is entirely the client’s duty to ensure that all passports & visas are current, valid, obtained on time and that any vaccinations, inoculations, prophylactics (e.g. for malaria) and the like, where required, have been obtained. Passports must be valid for 6 months and include at least two black pages. Please check the requirements with your travel agent before travelling. Southern Africa 360 will endeavour to assist the client but such assistance will be at our discretion and the client acknowledges that in doing so, Southern Africa 360 is not assuming any obligation or liability and the client indemnifies Southern Africa 360 against any consequences of non-compliance. It is the client’s duty to familiarise him/herself with the inherent dangers of and mental and/or physical condition required for the proposed travel arrangements. The client must ensure that the details supplied to Southern Africa 360 mirror those details shown on their passport for international travel and ID documents for local travel.
– 50% of the total booking value within 7 days of Southern Africa 360 Luxury Holidays’ confirmation of the booking.
– The remaining 50% no later than 45 days from the trip starting date.
In certain cases, like the luxury trains and certain safaris Southern Africa 360 Luxury Holidays needs the final payment 60 days before commencement of services. If payments have not been received in time, Southern Africa 360 Luxury Holidays reserves the right to cancel the booking.
All prices are based on costs at the time of publication. Southern Africa 360 Luxury Holidays reserve the right to change the prices at any time before your booking is made. Southern Africa 360 Luxury Holidays will confirm price changes, if any, together with our confirmation of your booking.
For trips in Namibia & South Africa rates given in a currency other than respectively NAD (Namibian Dollar) and ZAR (South African Rand) are subject to change in case of substantial variation of the exchange rate. For trips in Kenya & Tanzania rates given in a currency other than in USD (American Dollars) are subject to change in case of substantial variation of the exchange rate.
Southern Africa 360 Luxury Holidays has a strong commitment to providing excellent service to all of our customers and visitors of our Website, including respecting concerns about privacy. Southern Africa 360 Luxury Holidays will explicitly ask when we need information that personally identifies you or allows us to contact you (“personal information”). Generally this information is requested when making reservations; when requesting a particular service. You agree to provide accurate and current information, and not to impersonate or misrepresent any person or entity or falsely state or otherwise misrepresent your affiliation with anyone or anything.
The purposes for which Southern Africa 360 Luxury Holidays will use your personal information are as follows: to transact with you via the website or email regarding reservations, to provide services to you via our website; to inform you of new features, services, special offers and products (provided you have consented to receiving such marketing material); to enable us to process, validate and verify reservations and requests for services and for the purposes for which you specifically provided the information; to improve your experience on our website.
Southern Africa 360 Luxury Holidays shall be entitled to disclose personal information if required to do so (a) to comply with applicable law or with legal process served on Southern Africa 360 Luxury Holidays; (b) to protect and defend the rights or property of Southern Africa 360 Luxury Holidays, and (c) for the purposes of distributing same to various employees and/or third parties who assist Southern Africa 360 Luxury Holidays in providing services to you and thus need to know your personal information in order to render a proper and efficient service to you. We will ensure that all such employees and/or third-party service providers having access to your personal information are bound by appropriate and legally binding confidentiality and non-use obligations in relation to your personal information.
WHILST SOUTHERN AFRICA 360 LUXURY HOLIDAYS IS OF INTENT TO TAKE REASONABLE MEASURES TO KEEP PERSONAL INFORMATION ABOUT YOU CONFIDENTIAL, IT SHALL HOWEVER NOT BE LIABLE FOR ANY LOSS OR DAMAGE, SUFFERED AS A RESULT OF THE DISCLOSURE OF SUCH INFORMATION BEYOND THE REASONABLE CONTROL OF SOUTHERN AFRICA 360 LUXURY HOLIDAYS.
Southern Africa 360 Luxury Holidays will:
- treat your personal information as strictly confidential;
- take appropriate technical and organizational measures to ensure that your personal information is kept secure and is protected against unauthorised or unlawful processing, accidental loss, destruction or damage, alteration, disclosure or access;
- promptly notify you if we become aware of any unauthorised use, disclosure or processing of your personal information;
- provide you with reasonable evidence of our compliance with our obligations under this policy on reasonable request; and
- upon your request, promptly return or destroy any and all of your personal information in our possession or control.
We will not retain your personal information longer than the period for which it was originally needed, unless we are required by law to do so, or you consent to us retaining such information for a longer period.
19. UNSCHEDULED EXTENSIONS AND DELAYS
In the unlikely event of there being an unscheduled extension to the holiday caused by flight delays, bad weather, strikes, or any other cause which is beyond the control of Southern Africa 360, it is understood that the expenses relating to these unscheduled extensions, (hotel accommodation etc.), will be for the account of the passenger. Southern Africa 360 accepts no liability for changes, omissions or delays before or during the course of any holiday occasioned by technical difficulties, weather conditions, strikes or communication breakdowns or the like.