Booking Policy

These Terms and Conditions apply to all safaris organised by Winco Safari Limited. The contract for the supply of any safari is with Winco Safari, your contract incorporates these Terms and Conditions and by making a booking with us you confirm your acceptance of these terms and conditions to the exclusion of any other Terms and Conditions which you may seek to apply to the contract. In these Terms and Conditions: “We” or “Us” or “Our” means Winco Safari “You” means the person making the booking and includes all persons included on the particular booking who will be required to acknowledge receipt and acceptance of these Terms and Conditions “Participant” includes you and any other person taking part in the safari.

1.0 MAKING A BOOKING

1.1: When we recieve your a booking, we will provisionally reserve your safari on the basis of these Terms and Conditions. A binding contract between us will only come into existence when we have receive a deposit (or where applicable; full payment) and send our Confirmation Invoice to you. Prior to doing so, we may send you an acknowledgement of receipt of the deposit. Any such acknowledgement simply indicates that we are dealing with the booking and is not a confirmation of it.

1.2: You have the responsibility to check the Confirmation Invoice together with all other documents we send you as soon as you receive them and must contact us immediately if any information which appears on the Confirmation Invoice or elsewhere appears to be inaccurate or incomplete, as it may not be possible to make changes later. We regret we cannot accept any responsibility if we are not notified of any inaccuracies in any document within seven days of us sending it out. Whilst we will do our best to rectify any inaccuracies notified outside these time limits, you will be responsible for any costs and expenses involved in doing so except where we made a mistake and there is genuine reason why you did not contact us within the above time limits.

1.3: Should you wish to make changes to your booking, Winco Safari reserves the right to evaluate the extent to which the ammendment impacts the original booking and apply any surcharge where need be.

1.4: All information given in the itinerary is to the best of Winco Safari Limited’s knowledge and based on the most up-to-date information available, Winco Safari shall not be held liable for modified information from third parties after sending you or arising from obvious errors.

1.5: We provide transportation, accommodation, meals and excursions and any other services in partnership with carefully selected service providers.

1.6: Upon confirmation of your safari, you will be require to disclose any information relating to diet, health complications, to enable us better plan your stay, we shall not be held liable for any injuries arising from not disclosing such information.

1.7: Winco Safari reserves the right to alter the Guide allocated, accommodation, and transportation mentioned in your itinerary in the event of unforeseen circustances before your date of arrival and this change will be communicated to you as soon as possible.

2.0 PRICE POLICY, PAYMENT TERMS, & SURCHARGES

2.1: Deposits are normally 40% (50% for gorilla trekking safaris) of the total cost. Deposits are payable at the time of booking. The balance of the total price must be paid at least 45 days prior to the safari commencing. You will not be confirmed on the safari until we receive the relevant deposit and if the balance is not paid by the due date then we shall have the right to cancel your booking and retain any deposit.

2.2: We reserve the right to alter prices shown in any of our brochures or on our website or in any literature that we send to you and we will inform you of any price changes prior to the issue of our Confirmation Invoice. Once our Confirmation Invoice has been issued then, save in the case of an itinerary error, any price changes may only be made in accordance with the remaining provisions of these terms and conditions and we particularly draw your attention to the clause A.2.4 below in relation to surcharges.

2.3: Payment of deposits and final payments can (unless otherwise advised)be made by direct credit transfer into our bank account (details of which will be provided to you upon request) or by debit or credit card via PesaPal. Please note that all payment charges are to be borne by the customer.

2.4: Winco Safari shall not cover the following expenses; international flights, extra meals and accommodations not mentioned in the itinerary, personal shopping, visa and passports, and tips.

3.0 DURING THE SAFARI

3.1: We hope and expect to be able to provide you with all the services we have confirmed to you. However given the nature of our safaris and their locations, you are expected to be flexible and accommodate the possibility of alternative arrangements having to be made, even at the last minute and without prior notice.

3.2: We do not give guarantees to sight wildlife during game drives as this is subject to nature. This applies to Gorillas, and Chimpanzees as well.

3.3: Winco Safari shall determine the type of transportation based on the routes and itinerary, we shall also ensure that all our vehicles are fully serviced before the start of your safari, however, we shall not be held liable for any break downs arising from the break downs given the terrain. In the event of break downs, our Guide will make every effort to make neccessary repairs and where need be, a replacement vehicle will be sent.

4.0 CANCELLATION POLICY

4.1: If you wish to cancel your safari, you must write to us. Unless notice of cancellation is received prior to the issue of our Confirmation Invoice, we will levy a cancellation charge on the scale shown below in clause 4.3. These charges are based on the estimated cost of cancelling your arrangements and the expenses and losses we are likely to suffer.

4.2: If you are unable to take part in the safari, you may be able to transfer your place to someone else suggested by you and acceptable to us subject to the following:

4.3: The following cancellation charges apply to our individual and group safaris;

90 to 60 days before start of safari leads to 30% charge and 70% refund.
60 to 30 days before start of safari leads to 50% charge and 50% refund.
30 to 0 days before start of safari leads to 100% charge and 0% refund.

5.0 OUR LIABILITY TO YOU

Should you suffer illness, personal injury or death attributable to a third party unconnected with the provision of the services, or as a result of failures due to unusual and unforeseeable circumstances beyond our control, the consequences of which could not have been avoided even if all due care had been exercised, or an event which we or our service providers, even with all due care, could not foresee or forestall, we will offer you such advice, guidance and assistance as is reasonable in the circumstances.

6.0 YOUR RESPONSIBILITIES

6.1 SPECIAL REQUESTS

If you have a special request (including dietary requirements), we will do our best to help, but we cannot guarantee it except as set out below. We promise to comply with any special request which we have specifically agreed to and confirmed in writing. General confirmation that a special request has been noted or passed on to the supplier or the inclusion of a special request on your Confirmation Invoice or on the acknowledgement of your booking or any other documentation is not confirmation that the request will be met. Unless and until specifically confirmed in writing all special requests are subject to availability. If any additional cost is applicable, it will either be invoiced to you prior to departure or should be paid for locally.

6.2 DOCUMENTATION

You are responsible for ensuring that you satisfy all passport, visa, travel insurance and health certificate requirements and we accept no responsibility for any refusal of travel or entry into any destination or for any liabilities, losses, delays or expenses incurred through any irregularity in such documentation. If you have any queries with regard to documentation and insurance requirements you must raise them with us well in advance of the safari commencing. Any information provided by us with regard to travel documentation is given in good faith but without responsibility on our part.

6.3 HEALTH PRECAUTIONS, SAFETY AND ACCOMMODATION

6.3.1: Speak to your doctor for advice as to what vaccinations and other health precautions are usually required for your destination or activity. It is your responsibility to verify that you have received any necessary or advisory vaccinations or medication. We reserve the right to require you to produce evidence of such vaccinations or medication and may cancel, without payment of compensation, your place on the safari if any such vaccinations or medication have not been obtained. It is your responsibility to ensure that you take any necessary medication whether before, during or after the safari. Any health information provided by us is provided in good faith but will only be a general overview of any health hazards and requirements for the safari. In the circumstances any such advice given by us should not be regarded as a substitute for specific and detailed medical advice for you and you should raise any particular concerns with your own doctor.

6.3.2: Our safaris may involve strenuous activity in remote regions and it is your responsibility to ensure that you have the necessary level of fitness and health to complete the safari. You may be required to complete a Medical Declaration form and full particulars must be given of any previous or existing conditions that may affect your ability to complete the safari. You may be required to authorise disclosure by us of any such conditions to any medical personnel that we or our service providers may use in connection with the safari or whilst on the safari. We reserve the right at any time to require you to produce medical evidence of your ability to complete the safari. We reserve the right to cancel your place on or to leave the safari, even if the safari has already commenced, and without repayment of any sums paid or other compensation, should any information on any Medical Declaration form be incorrect. If your safari includes any internal flights you will be informed of weight limits both personal and baggage. It is your responsibility to inform us if you and your baggage combined exceeds 90kg. We will not be held responsible for failure to do so.

6.3.3: Whilst on the safari you are required to adhere at all times to the advice and instructions given by our staff or staff retained by our supplier to supply any services which form part of the safari.

6.3.4: Given some of the remote locations of our safaris you must be aware that standards of accommodation, hygiene and health and safety precautions are unlikely to be as high as in Europe or elsewhere and, in the circumstances, there is an increased risk of injury and illness and that medical care standards will not be as accessible or as comprehensive as in Europe or elsewhere.

6.3.5: If you fall ill or suffer an injury or, in our or our supplier’s opinion, are not able to continue with the safari, we reserve the right, following consultation with you, to require you to either leave the safari entirely or for a period or to not take part in a particular aspect of the safari.

6.3.6: You should be aware that due to the nature of our safaris you may be required to share washing facilities and bedrooms/dormitories.

6.4 INSURANCE

6.4.1: You must be covered by appropriate travel insurance (which should include medical, air evacuation, rescue and repatriation insurance). There are inherent risks in travelling in Africa and with accommodation in wild places and with game viewing. While we take every precaution to ensure your safety we do not accept liability for illness, injury or death howsoever caused.

6.4.2: You are responsible for ensuring that all information provided to any insurance company is correct and not misleading and we cannot be responsible for any problems that may arise as a result of any policy of insurance becoming invalid as a result of any error or omission in respect of such information.

6.4.3 Notwithstanding the above it is your responsibility to ensure that the cover provided is suitable and adequate for the safari and your particular needs.

6.5 BEHAVIOR

6.5.1: Whilst Winco Safari shall endeavour to provide advice on health, safety and security matters before and whilst on the safari, you must accept that you must behave responsibly in relation to your own safety and security and that of others on the safari.

6.5.2: Winco Safari is committed to responsible and sustainable tourism. In the circumstances you are expected to respect and obey the laws, culture and customs of Uganda and any other destination country, treat others on the safari and locals with respect and courtesy, observe and obey any instructions, directions, advice, rules and regulations given or imposed by us or those organising any particular activities.

6.5.3: You will be personally liable for any damages suffered to property owned by us or any third party (including loss of business or reputation)

6.5.4: In the event of you failing to comply with the terms of this clause, we and our service providers reserve the right in our absolute discretion to require you to leave the safari if your behaviour falls shorts of the standards expected by us and our service providers. In such circumstances no compensation of any sort (including the return of any monies paid) shall be payable by us and all rights are reserved by us against you.

7.0 DATA PROTECTION

Information about you, including names, contact details and any special needs, disabilities or dietary requirements is collected by us. We may disclose this information to our service providers for the purpose of providing you with your safari arrangements. Only information necessary for this purpose will be disclosed to them. Some information, for example relating to religion or health, may be “sensitive personal data” within the meaning of the Data Protection Act 1998. We need this information to cater for your needs, but it is collected on condition that we have your consent. If you do not agree to our use of such information, we cannot accept you on the safari. From time to time we may contact you by post or email with information about further safaris. If you do not wish to receive such information, you should notify us.

8.0 PUBLICITY & USE OF IMAGES

We reserve the right to take photographs or films of the safari and to use the same in a responsible way in our promotional literature and on our website. We may also reproduce any comments that we receive from you in such literature and on our website unless you do not consent to such use. You will be expected to provide a consent form in respect of the use of your image prior to the safari commencing and if you do not agree to the use of your image for the above purposes then we must be informed prior to the safari commencing.

9.0 ACCURACY OF INFORMATION

All specific information supplied in any pre-departure Safari Summary , Information Pack or on our website is correct at the time of publication. Any other information contained in any marketing or preliminary information is designed to provide a general overview of the types of safaris we undertake and the countries visited and should not be regarded a representation forming part of the contract with you.

10.0 COMMUNICATIONS

Please note that we largely communicate with our clients by email. By making a booking with us you agree to use of such electronic communication method. Please be aware that it is your responsibility to ensure that your email details are kept up to date, that your email system is functioning correctly (this includes; checking that any spam filters that may prevent you from receiving emails) and that you check for emails from us on a regular basis as we cannot be held liable for any losses or inconvenience suffered as a result of your email system not functioning correctly and/or your failure to check email communications promptly.