The Eco-Travel Boutique Terms and Conditions

1. Introduction

Welcome to The Eco-Travel Boutique. By booking our tailor-made tours through Southern and Eastern Africa, you agree to comply with and be bound by the terms and conditions of The Eco-Travel Boutique (hereafter referred to as “The Tour Operator”). Please read these terms carefully.

2. Booking and Payment

2.1 Deposit: A non-refundable deposit of 30% of the total tour cost is required to guarantee your booking. In some cases, an additional deposit may be necessary to secure flights or pre-pay safari lodges.

2.2 Final Payment: The remaining balance must be paid no later than 60 days before your arrival. Failure to pay the balance by this date may result in the cancellation of your booking.

2.3 Payment Methods: Payments can be made via our website, through a secure payment link, or by EFT. We accept major credit cards, bank transfers, and other secure payment methods.

2.4 Late Payments: If the final payment is not received by the due date, we reserve the right to cancel the booking and retain the deposit.

3. Booking Confirmation

3.1 Upon receipt of your deposit, we will proceed to book the itinerary as discussed with you. A confirmation email will be sent detailing your itinerary and payment status.

3.2 Documentation: It is the client’s responsibility to ensure that all required travel documents, including – but not limited to – passports, visas, and health certificates, are in order and valid for the duration of the tour.

4. Cancellations and Refunds

4.1 Client Cancellations: If you need to cancel your booking, please notify us in writing. The following cancellation charges will apply:

• More than 60 days before departure: Loss of deposit.
• Less than 60 days before departure: 100% of the total tour cost.

4.2 Company Cancellations: In the unlikely event that we need to cancel your tour, you will receive a full refund of all payments made to us. However, we are not responsible for any additional costs incurred, such as non-refundable flights.

4.3 Refunds: Refunds will be processed within 30 days of receiving the cancellation notice, minus any non-refundable deposits or fees.

5. Changes to Booking

5.1 Client-Initiated Changes: If you wish to make changes to your booking, please contact us as soon as possible. All change requests need to be sent in writing. We will do our best to accommodate your request, but additional charges may apply.

5.2 Company-Initiated Changes: We reserve the right to make minor changes to your itinerary if necessary. In the event of significant changes, we will inform you as soon as possible and offer alternative arrangements or a full refund.

6. Travel Insurance

6.1 It is mandatory for all clients to have comprehensive travel insurance that covers personal injury, medical expenses, repatriation, and cancellation. Proof of insurance must be provided before departure.

7. Health and Safety

7.1 Clients are responsible for ensuring they are in good health and fit to travel. Please consult your doctor regarding necessary vaccinations and health precautions for your destination.

7.2 Medical Conditions: Clients must inform us of any pre-existing medical conditions or disabilities that may affect their ability to participate in the tour.

8. Liability & Indemnity

8.1 The Tour Operator acts as an agent for various suppliers and is not liable for any loss, damage, injury, or delay caused by these suppliers. Our liability is limited to the amount paid for the tour.

8.2 Client-Booked Services: If clients choose to independently book any part of their itinerary (such as flights, accommodation, or activities), The Tour Operator accepts no responsibility or liability for any issues arising from these services, including delays, cancellations, changes, or missed connections caused by third-party services. Clients are solely responsible for managing and resolving any complications related to services booked outside of the operator’s arrangements.

8.3 The Tour Operator is not responsible for any loss or damage to personal belongings during the tour.

8.4 Force Majeure: The Tour Operator is not not liable for any failure to perform our obligations due to events beyond our control, including but not limited to natural disasters, war, strikes, or government restrictions.

8.5 Indemnity: Clients agree to indemnify and hold harmless The Eco-Travel Boutique, its employees, agents, and representatives from any claims, damages, losses, or expenses arising out of or in connection with their participation in the tours, including but not limited to personal injury, property damage, or any actions taken by the client that may affect other participants or third parties.

9. Complaints

9.1 If you have any complaints during your tour, please inform your tour guide or contact us immediately so we can address the issue promptly.

9.2 Post-Tour Complaints: Any complaints after the tour must be submitted in writing within 30 days of the tour’s end.

10. Dispute Resolution

10.1 In the event of a dispute arising from these terms and conditions, the parties agree to attempt to resolve the matter amicably through mediation before pursuing any legal action.

10.2 If mediation fails, disputes shall be resolved through arbitration in accordance with the rules of the relevant arbitration authority in South Africa. The decision of the arbitrator will be final and binding on both parties.

10.3 These terms and conditions are governed by the laws of The Tour Operator. Any disputes arising from these terms will be subject to the exclusive jurisdiction of the courts of South Africa. 

11. Privacy Policy

11.1 We are committed to protecting your privacy. Personal information collected during the booking process will be used solely for the purpose of arranging your tour.

11.2 By confirming your tour, you consent to the tour operator sharing your contact details with third-party suppliers (such as accommodation providers, transport services, or activity operators) strictly for the purpose of facilitating your itinerary. This may include communication regarding tour schedules, transfer start times, and other relevant details necessary for the smooth operation of your trip. Some airlines require passport copies and passenger weights in order to confirm your flights.

11.3 Your details will not be shared unnecessarily with third parties without your consent.

12. Special Requests

12.1 Any special requests (e.g., dietary requirements, room preferences) must be communicated to us at the time of booking. We will do our best to accommodate these requests but cannot guarantee them.

12.2 While The Eco-Travel Boutique strives to provide an enjoyable experience for all clients, we do not specialize in tours for individuals with specific accessibility needs or disabilities.
12.3 Clients with such requirements are encouraged to contact a specialized operator who can offer assistance as necessary to ensure a safe and enjoyable journey.
12.4 It is the client’s responsibility to inform us of any specific needs at the time of booking, but we cannot guarantee that we will be able to accommodate those needs.

13. Travel Documents

13.1 It is the client’s responsibility to ensure that all required travel documents, including, but not limited to passports, visas, and health certificates, are in order and valid for the duration of the tour.

14. Conduct

14.1 Clients are expected to behave in a manner that is respectful to other clients, our staff, and the local communities. We reserve the right to terminate the tour of any client whose behavior is deemed unacceptable.

15. Photography and Marketing

15.1 Photographs or videos  may be taken during your tour for marketing purposes. If you do not wish to be included, please inform us in writing before the tour begins.

16. Amendments

16.1 We reserve the right to update or modify these terms and conditions at any time. Any changes will be communicated to clients and will apply to all bookings made after the date of the amendment.

17. Contact Information

17.1 For any questions or concerns regarding these terms and conditions, please contact us at:

• Email: info@ecotravelboutique.com
• Phone: +27 (0)68 691 36 34
• Physical Address:                  The Eco-Travel Boutique

31 Saintsbury Corner

383 Pine Avenue

Ferndale 2194

Johannesburg, South Africa

Booking Terms and Conditions

• Booking Confirmation:
  • A booking is only confirmed once the deposit payment is received
  • Please note domestic and regional flights bookings can only be confirmed with the airline upon receipt of the deposit
  • All rates and bookings are subject to confirmation at the time of booking
  • A detailed travel itinerary will be provided 3-4 weeks before arrival

• Deposit and Payment:
  • A 30% non-refundable pre-payment is required at the time of booking
  • The remaining balance is due 60 days prior to the tour start date
  • Bookings made within 60 days of the tour start date require full payment upfront

• Cancellations and Refunds:
  • The 30% Deposit payment is non-refundable
  • Cancellations made more than 60 days before the arrival date will forfeit the deposit and could possibly attract additional supplier cancellation fees
  • Cancellations made within 60 days of the arrival date will attract a 100% cancellation fee

• Changes and Amendments:
  • Any changes to the booking must be communicated in writing
  • Changes are subject to availability and may incur additional costs
  • The  Tour Operator reserves the right to make changes to the itinerary if the circumstance require it

• Liability:
  • The Tour Operator is not responsible for any personal injury, loss, or damage to property during the tour
  • Fully Comprehensive Travel insurance is compulsory for all participants

• Special Requirements:
  • Any special requirements or requests (e.g., dietary needs, mobility assistance) must be communicated at the time of booking.
  • Tour Operator will do its best to accommodate special requests but cannot guarantee fulfilment

• Documentation:
  • It is each traveller’s responsibility to ensure they have a valid passport, as well as required visas and any additional travel documents that are applicable
  • It is the  traveller’s responsibility  to ensure they meet the entry requirements for the country or countries they travel to

• Health and Safety:
  • Participants should be in good health and physically able to participate in the tour
  • Tour Operator reserves the right to decline or remove any participant whose health or behaviour could affect the enjoyment or safety of the tour group

 

The Eco-Travel Boutique – Itinerary Terms & Conditions:

• As all our journeys are tailor-made, The Eco-Travel Boutique (ETB) does not hold allocations. All services are subject to availability at the time of booking
• We will begin securing accommodations, activities, internal flights, and other services as soon as your deposit is received. Consequently, all quoted prices may change until confirmed by the local suppliers. We will, of course, discuss any significant price increases with you before finalizing the service
• You will receive our final confirmation and trip price once we have obtained written confirmations from accommodations and other local service providers
• The payment of the deposit signifies your acceptance of our Terms & Conditions. While The Eco Travel Boutique is not able to book international flights, we can arrange domestic and regional flights upon request
• As some services are billed in foreign currencies, the balance payment may be adjusted to reflect the exchange rate at the time of payment 
• Flight bookings will only commence once the deposit, including the full payment for the flights, has been received. Airfares are dynamic and typically available for booking approximately 11 months prior to travel. Prices are only guaranteed once tickets are issued and may change before ticketing
• You are welcome to purchase domestic and regional flights directly from the airline, which is often the most cost-effective option
• Please note that some activities are weather-dependent and may be canceled or rescheduled for safety reasons. Additionally, since some services are billed in foreign currencies, the final trip price may be adjusted to reflect the exchange rate at the time of payment
• A final and detailed travel itinerary will be provided after the balance payment is received, generally 3-4 weeks prior to your arrival